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Lesson 10: Working with Tables and Forms. Learning Objectives. After studying this lesson, you will be able to: Insert a table in a document Modify, sort, and format tables Perform calculations in table Apply built-in table styles Create, modify, and use forms
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Learning Objectives • After studying this lesson, you will be able to: • Insert a table in a document • Modify, sort, and format tables • Perform calculations in table • Apply built-in table styles • Create, modify, and use forms • Set editing restrictions in forms
Introducing Tables • Convenient way to lay out tabular data • Perform simple calculations • Great for resumes, letterhead, or presenting other data
Table Basics • Tables are made up of cells in a grid • Vertical Columns • Rows • Select, edit and navigate like other Word elements • Tap [Tab] to add a new row
Inserting Rows • Use the table button on the Insert tab • Select number of columns and rows with grid
Using Table Tools Insert Distribute columns Sort, calculate, and more Merge and split Set alignment and text direction
Converting Text to Tables • Convert text to table • Select text to convert • Use command in the Tables Group > Insert Tab • How many columns? • How is the data separated?
Converting Tables to Text • Changes a table back to regular text • Convert to Text command is in Layout tab under Table Tools • Inserted text must be a table! • Choose your separator
Aligning Data in a Table • Data can be aligned horizontally or vertically • Text direction can be changed • Commands are in Layout tab > Alignment group
Merging and Splitting Cells • Can merge (join) or split existing cells • Merge Cells button in Layout > Merge group • Split button • Advanced options available
Sorting Data in a Table • Sort by up to three levels • Choose columns • Choose sort order • Does the first row have heading names? Important! Heading names will sort with the rest of the data if No Header Row is selected.
Inserting Rows and Columns • Insert commands are in Layout > Rows & Columns group • Insert columns to the left or right • Insert rows above or below • Select the same number of columns you with to insert • Example: To insert two rows, select two rows and then insert
Add Borders and Shading to Tables • Use the Borders and Shading dialog box • Use the Shading and Borders drop-downs in Design > Table Styles • Buttons remember the last setting in a document
Performing Calculations in Tables • Use the Formula dialog box in Layout > Data > Formula • Formulas are constructed • Choose a number format • Paste common functions like SUM and AVERAGE
Constructing Formulas • Arithmetic • +, -, /, * • Cell addresses • Columns are labeled by letters, rows are labeled by numbers • Each cell has an address: A1, A2, B3, and so on
Constructing Formulas • Functions • Calculations such as SUM and AVERAGE • A function is followed by a range of cell addresses joined by a colon • Example: Select cells B2, B3, B4, B5, and B6 is the range B2:B6 • Directions:ABOVE, BELOW, LEFT, and RIGHT • Functions can operate with directions instead of cell addresses
Sizing Rows and Columns • Drag gridline to adjust • Drag column/row markers to adjust • Distribute Rows and Columns with buttons on the Layout tab > Cell Size group Column marker Gridline
Using Table Styles to Format a Table • Use the Tables Styles group on the Design tab • Choose from a variety of prepared formats • Formats apply borders, shading, and more • Check options to apply to all or part of the table • Scroll throughstyles • Preview before applying
Working with Forms • Forms collect data • Printed forms exist on paper • Electronic forms are filled out in Word • They can be transmitted by network or email • Internet-based forms are filled out on a web browser • Data is stored in a database
Setting Up Forms • Same tools and techniques as other Word documents • Tables help set up forms in an orderly manner • The Controls group on the Developer tab contains form design tools:
Understanding Form Fields • Fields are made up of controls • Controls determine the type and style of data entry • Three types of controls: • Content • Legacy (for use with older Word versions) • ActiveX for web page forms and documents • Forms can be protected to keep others from changing them
Understanding Form Fields • Control types are found on the Developer tab • Make the Developer tab appear by checking the box in the Word Options dialog box • Open Word Options by right-clicking any tab • Content controls include rich text, plain text, drop-down lists, checkboxes, date pickers, and more • Text is the most common type for names and addresses
Checkbox and Drop-Down List Fields • Text responses can be difficult to analyze • Limit responses to certain choices • Checkboxes are simple Yes/No answers • Drop-down boxes provide a list of responses
Applying Field Properties • Data can be restricted by length or format to make data easier to analyze • Word can automatically format data like dates or phone numbers so that they are uniform • Use Developer > Controls > Properties to set these options
Protecting and Distributing Forms • Restrict editing to prevent others from changing a form • Choose Developer > Protect > Restrict Editing • Protect electronic forms so users cannot change them after they receive the form in email