lesson 5: using tables

Microsoft Office Word 2013 CoreMicrosoft OfficeWord 2013 CoreCourseware # 3250

Lesson 5: Using Tables

Microsoft Office Word 2013 Core

Lesson Objectives• create tables• enter items into

tables• adjust rows and

columns • merge and split cells• insert and delete

cells, rows and columns

• set row headings

• format tables • modify table

properties• use simple formulas • sort data in a table• convert tables to text

or text to tables


Working with Tables• Each horizontal line in table is called row

– Numbered consecutively from top downward• Each vertical line is called column

– Listed alphabetically from left to right• Intersection of row and column is called cell

– Uses column letter and row number as identification• Use displayed grid as guide to how wide columns

are, how high rows are, or how text or objects appear

• Can enter text, numbers or graphics into cell• Can create table before or after you type text


Working with Tables• Before typing text, design overall appearance and layout

of table• Can adjust table layout in relation to page using options in

Properties • Word adds single line border to table which can be

removed or modified• Gridlines work in same way as non-printing characters -

do not print and only appear on screen

• Display end of cell markers to show where you are in table, or help determine how text appears in cells

• New table uses default settings defined in Word


Working with Tables

• Move table by dragging , which appears when you point cursor in or near table

• Table Tools Ribbon appears when cursor inside table:


Inserting a Table• Best used for table with evenly sized

columns and rows• Click Insert tab, in Tables group, click

Table– Starting from top box in drop-down, drag

to specify number of columns and rows• If need larger table, use Insert Table


Inserting a TableTable size Enter number of columns and rows directly in

appropriate boxes or use increment buttons.AutoFit behavior

Specify how columns to behave when entering text. You can specify measurements for column width, or leave at Auto, which results in evenly sized columns that stretch from left to right margin.

Remember dimensions for new tables

Select this as default for all new tables. You can adjust column widths or row heights after creating table.


Inserting a Table• Drawing a Table

– To activate Draw Table feature:• Click Insert tab, in Tables group, click Table and click Draw

Table, or• Click in cell of existing table, then under Table Tools, on

Design tab, in Draw Borders group, click Draw Table

– Draw Table active when cursor appears as • Start by drawing outside border of table


Inserting a Table• To draw horizontal border, click where left side of

border to begin and drag to end of border

• To draw vertical border, click where top of border to begin and drag to end of border


Inserting a Table• To draw diagonal border, click at top corner of

cell and drag diagonally to lower corner of cell• Use Eraser tool to erase borders as if drawing borders

– Symbol shows you are in Erase mode– Can determine how much of border to erase

• To turn off Draw Table or Eraser tools, click button again


Inserting a Table• Creating a Quick Table

– Pre-designed tables created by Microsoft based on commonly used document layouts

– Click table layout to insert – Can also create table with

specific formats and layouts and saved to Quick Tables list


Inserting a Table• Working with Text

– Insertion point shows in first cell of table to enter text– To move within table:

• Press ENTER for more lines of text in same cell or increase row height

• Use arrow keys to move through text in cell• Use TAB to move to next cell• Use SHIFT+TAB to move to previous cell• To insert tab or indent, press CTRL+TAB• To add more rows, in the last cell in last column, press TAB

– Can format text in similar manner as regular text


Modifying Tables

• To select:– Entire column: move to top of column until see , then click– Entire row: move cursor to selection bar and click– Multiple columns or rows: drag across columns or rows– One cell: move to lower left corner of cell until see , then click– Multiple adjacent cells: drag across those cells– Multiple non-adjacent cells: select first cell, press CTRL and click

each cell– Entire table: click

• Under Table Tools, on Layout tab, in Table group, click Select and click option


Modifying Tables• Adjusting the Width or Height

– To adjust column width or row height:• Under Table Tools, on Layout tab, in Cell Size group, change width or

height• Point at vertical border of column to adjust. When see , drag border left

or right to desired column width• Point at top horizontal border of row to adjust. When see , drag border

up or down to desired row height• Click in ruler for right border of column to adjust, and drag to width• under Table Tools, on Layout tab, in Table group, click Properties. Then

click tab to change row height, column width, or cell width

– Cursor must be in table to see column markers in ruler– To distribute columns or rows evenly, under Table Tools,

on Layout tab, in Cell Size group, click or


Modifying Tables• Under Table Tools, on Layout tab, in

Rows & Columns group, click optionto insert, or

• under Table Tools, on Layout tab, in Rows& Columns group, click Table Insert Cellsdialog box launcher. Then click item toinsert from Insert Cells dialog box, or

• point at border between rows or columns where inserting, and when Add row symbol appears, click +, or


Modifying Tables• in last cell of last row in table, press TAB to

quickly insert new row at bottom of table, or• right-click row or column

to display shortcut menu, point to Insert and select option from menu


Modifying Tables• Deleting Rows, Columns or Cells

– Under Table Tools, on Layout tab, in Rows & Columns group, click Delete, or

– right-click row or column and click Delete Row or Delete Column, or

– if click Delete Cells, Delete Cells dialog box appears for appropriate option


Modifying Tables• Merging and Splitting Cells

– To merge cells, select cells and then:• Under Table Tools, on Layout tab, in Merge

group, click Merge Cells, or• right-click and click Merge Cells, or

• under Table Tools, on Design tab, in Draw Borders group, click Eraser to remove borders to create larger or merged cells


Modifying Tables– To split cells, select cell to be split and then:

• Under Table Tools, on the Layout tab, in Merge group, click Split Cells, or

• right-click and click Split Cells, or

• under Table Tools, on the Design tab, in the Draw Borders group, click Draw Table to add borders in cell or split cell into multiple cells


Modifying Tables• Setting Row Headings

– Reminds viewer of what type of data shown in each column

– Can include multiple rows but must be located at top of table• To set row headings for another area of the report, you will

need to split table into separate tables where you can then select new row headings to repeat on subsequent pages

– To set row headings, select top row(s) to display at top of each page, and then on Layout tab, in Data group, click Repeat Header Rows


Modifying Tables• Using Table Styles

– Pre-designed formats to apply to table

– To access table styles gallery, under Table Tools, on Design tab, in Table Styles group, click More

– Click style to apply it• Includes live preview • Can modify existing table

style or create own and save it in list for easy access


Modifying Tables• Manipulating Text in Cells

– To change horizontal or vertical alignment of table cell text, under Table Tools, on Layout tab, in alignment group, click command

– To change text direction, under Table Tools, on Layout tab, in Alignment group, click Text Direction

– Changing alignment of table refers to position of table relative to left and right margins for document• Click Properties in Table group, then select alignment for

table


Modifying Tables• Modifying the Borders and Shading

– Can be modified to appear with different colors, styles, widths, or can be turned off for individually selected cells

– Can also be changed after applying table style.

– Under Table Tools, on Design tab, in Borders group, click arrow for Borders


Modifying Tables– Under Table Tools, on Design tab, in

Table Styles group, click arrow for Shading• Click color to apply shading to selected

table cells– Can draw or modify properties for

borders in table using features in Draw Table group• Under Table Tools, on Design tab,

in Borders group, click option to draw borders in table


Modifying Tables• Modifying the Table Properties

– To display table properties:• Under Table Tools, click

Layout tab, in Table group,click Properties, or

• right-click in table and click Table Properties


Modifying TablesTable Set width of table or accept default size based on method

used to create table, and specify its alignment between left and right margins; can also specify if text to wrap around table. Click Borders and Shading to open Borders and Shading dialog box. Click Options to open Table Options dialog box.

Row Set specific height, as minimum or set measurement; specify whether row can break across pages. If header row identified, second option selected. Use Previous Row or Next Row to move between rows without leaving dialog box.


Modifying TablesColumn

Set width for selected column. Use Previous Column or Next Column to move between rows in table while in dialog box.

Cell Set width for cell along with alignment preference, if do not want default size based on cell contents. Use Options to open Cell Options dialog box to specify cell margins and text wrapping settings.


Modifying TablesAlt Text Enter information for accessibility issues.


Inserting Formulas• Calculation using numbers (or other data) in

current cell or from other cellsFunctions Built-in mathematical formulas that perform

calculations.Cell References

Refer to specific cell or range of cells in table using column and row coordinates.

Operators

Common mathematical operators used for calculations.


Inserting Formulas• Enter formula in cell where answer to appear

– Under Table Tools, on Layout tab, in Data group, click Formula• Start of formula indicated by =• Most commonly used operators are:

* Multiplication/ Division+ Addition- Subtraction

• Calculations performed following “natural order of operations”– Start with exponents, then multiplication and division, then

addition and subtraction– Order can be altered by placing parts of formula in parentheses


Inserting Formulas• To indicate range of consecutive cells, enter first cell address

followed by colon and then last cell address in range• To reference non-consecutive cells in formulas, use comma

to separate cell references• Built-in function performs commonly used type of calculation

Total the Range =SUM(Cell:Cell)Average Value in the Range =AVERAGE(Cell:Cell)Minimum Value in the Range =MINIMUM(Cell:Cell)Maximum Value in the Range =MAXIMUM(Cell:Cell)Count the Number of Values in the Range =COUNT(Cell:Cell)


Inserting Formulas• Only results display in table

– To view formulas, click File, click Options, click Advanced, and in Show document content area, click Show field codes instead of their values, or press ALT+F9

• Can format formula to show currency or other accounting formats using Number format box in Formula dialog box

• Can copy formula to other cells, will need to edit copied formulas to ensure they use correct cell addresses


Inserting Formulas• Modifying Formulas

– Must modify pasted formula to ensure it uses correct cell references in new location

– Show field codes to edit copied formula– To recalculate formula fields manually:

• Press F9, or• press ALT+SHIFT+U, or• right-click formula and click Update Field


Converting Tabular Information• To convert table to text, click in table. Then

under Table Tools, click Layout tab, in Datagroup, click Convert to Text

Paragraph marks

Insert paragraph mark between columns so data placed in separate paragraphs.

Tabs Insert tab character, so data appears as if tab stops set.

Commas Insert comma between each column of text, so file can be imported into program that accepts comma as field delimiter.

Other Insert another character to separate each column of text, similar to comma option.


Converting Tabular Information• Converting Text to a Table

– To convert text information totable format, select text, click Insert tab, in Tables group, click Table and click Convert Text to Table

– Can also select text and on Insert tab, in Tables group, click Insert Table


Sorting Lists of Data• Can sort paragraphs, lists created with tab characters,

commas, or rows in a table• Sort data using up to three different columns as sort fields

and then in ascending or descending order• Word sorts by first column

of data unless specified– Column headings make it easier

to specify which information• To sort regular text, click

Home tab, in Paragraph group, click Sort


Sorting Lists of Data• To sort text in table, under Table Tools, click

Layout tab, in Data group, click Sort


Sorting Lists of DataSort by Choose which data to use as sort field; if data includes

column headings, choose from drop-down list.Type Choose type of data.Using Select how data for each row in table separated.Order Select whether data to be sorted in ascending (A-Z, 0-

9) or descending (Z-A, 9-0) order.Then by Specify subsequent sort fields.My list has

Specify if information includes column titles; collectively called header row.

Options Click to open Sort Options dialog box to specify field separator character, or if sort is case sensitive.


Lesson Summary• create tables• enter items into

tables• adjust rows and

columns • merge and split cells• insert and delete

cells, rows and columns

• set row headings

• format tables • modify table

properties• use simple formulas • sort data in a table• convert tables to text

or text to tables


Review Questions1. Explain the difference between borders and the gridlines on

a table.2. How can you create a new table?3. If you want to insert a row between the title and the

column headings in the following table, in which row would you place the cursor?

4. Provide an example of when you would merge several cells.5. What alignment options are available for text within tables?


Review Questions6. How can you change the alignment of an entire table,

relevant to the page on which it appears?7. Which symbol does Word automatically insert when you

activate the Formula command?8. What might you need to do if you copy a formula from cell

K14 to cells K15 to K32 and then discover that the value in cell K14 is repeated in cells K15 to K32?

9. You need to convert a sales report from a Word table to a format that will enable the report to be imported into Excel. Which separator character should you select when converting the table?

10.What is a header row and how can it help you when sorting a list?

lesson 5: using tables

Documents

table layout

larger table

cellsnew table

table feature

tablesmove table

word microsoft office

microsoft word

cell of existing table