Lesson 5: Using Tables

1. Lesson 5: Using Tables

2. 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

3. 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

4. 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

5. 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:

6. Inserting a Table • Best used for table with evenly sized columns and rows • Click Inserttab, 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

7. Inserting a Table

8. Inserting a Table • Drawing a Table • To activate Draw Table feature: • Click Inserttab, 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

9. 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

10. Inserting a Table • To draw diagonal border, click at top corner ofcell 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

11. 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

12. 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

13. 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 Layouttab, in Tablegroup, click Select and click option

14. 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

15. Modifying Tables • Under Table Tools, on Layout tab, in Rows & Columnsgroup, 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

16. 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 columnto display shortcut menu, point to Insert and select option from menu

17. Modifying Tables • Deleting Rows, Columns or Cells • Under Table Tools, on Layout tab, in Rows & Columnsgroup, 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

18. 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

19. 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

20. 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

21. Modifying Tables • Using Table Styles • Pre-designed formats to apply to table • To access table styles gallery, under Table Tools, on Design tab, in TableStyles 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

22. 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

23. 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

24. 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 TableTools, on Design tab, in Borders group, click option to draw borders in table

25. Modifying Tables • Modifying the Table Properties • To display table properties: • Under Table Tools, clickLayout tab, in Table group,click Properties, or • right-click in table and click Table Properties

26. Modifying Tables

27. Modifying Tables

28. Modifying Tables

29. Inserting Formulas • Calculation using numbers (or other data) in current cell or from other cells

30. 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

31. 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)

32. 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 theirvalues, 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

33. 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

34. Converting Tabular Information • To convert table to text, click in table. Thenunder Table Tools, click Layouttab, in Datagroup, click Convert to Text

35. Converting Tabular Information • Converting Text to a Table • To convert text information totable format, select text, click Inserttab, 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

36. 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 Hometab, in Paragraph group, click Sort

37. Sorting Lists of Data • To sort text in table, under Table Tools, click Layouttab, in Data group, click Sort

38. Sorting Lists of Data

39. 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

40. Review Questions 1. 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?

41. Review Questions 6. 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?