Lesson 14: Tables

1. Key Applications Module
Lesson 14 — Working with Tables
Computer Literacy BASICS

2. Objectives
 Create a table.
 Insert and delete rows and columns.
 Insert and edit table text.
 Adjust column width and center a table.
 Use the Draw Table and Eraser tools to
create a table grid.
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3. Objectives (cont.)
 Format text alignment and direction within a
table cell.
 Format borders and shading.
 Sort data in a table.
 Convert text to a table and AutoFormat the
table.
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4. Objectives
 Create a table.
 Insert and delete rows and columns.
 Insert and edit table text.
 Adjust column width and center a table.
 Use the Draw Table and Eraser tools to
create a table grid.
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5. Objectives (cont.)
 Format text alignment and direction within a
table cell.
 Format borders and shading.
 Sort data in a table.
 Convert text to a table and AutoFormat the
table.
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6. Vocabulary
 Cell
 Gridlines
 Merging cells
 Splitting cells
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7. Tables
 Word makes the task of arranging text and
numbers in columns both quick and easy by
providing features to create tables in a
document.
 Tables consist of cells to which you add text
or graphics.
 A cell represents the intersection of a row
and a column.
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8. Open Blank Document
 Open Word
– File
– New
– Create
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9. Creating a Table
 The Insert Table button on the Insert
Standard toolbar places a table
Table
structure in your document.
 Word formats a border around tables
by default, but it can be removed.
 Boundary lines within a table are called
gridlines and are for layout purposes.
They do not print.
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10. Inserting a Table
 To insert a table, click the
Insert Table button on the
Standard toolbar.
 When the table grid at left
appears, click in the first
cell and drag down for
however many rows and
columns you want, as
shown.
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11. Inserting Rows or Columns
in a Table
 To insert a new row at the end of a table,
simply position the insertion point in the last
cell of the table and press Tab.
 Use the Insert command on the Table menu
to insert a row or column anywhere else in
the table.
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12. Deleting Rows or Columns
in a Table
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13. Merging Cells
 When you remove the boundary between two
cells, it is called merging cells.
 Cells can be merged horizontally or vertically.
 Cells are frequently merged to create headings
that span multiple columns.
 To merge cells, select the cells to be merged
and then select the Merge Cells option on the
Table menu.
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14. 14 Computer Literacy BASICS

15. Splitting Cells
 You can also split cells into two or
more rows and/or two or more
columns.
 To split table cells, you must place
the insertion point in the cell to be
split and then select the Split Cells
option on the Table menu to open
the Split Cells dialog box. The Split Cells dialog
box opens when you
 You can also split a table into two select the Split Cells
separate tables using the Split option to let you enter
Table option on the Table menu. the values you want.
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16. The Draw Table Tool
 Create complex and custom tables using the
Draw Table tool.
 This tool is similar to drawing a table layout
as you would with pencil and paper, but you
use the mouse to draw the table’s structure.
 You must be in Print Layout view to use the
Draw Table tool.
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17. The Tables and Borders Toolbar
 To draw a table, display the Tables and
Borders toolbar shown below by selecting it
from the Toolbars submenu on the View
menu.
 Use the Draw Table button to draw the
outline of your table.
Eraser tool
Draw Table
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18. The Eraser Tool
 The Eraser tool can be used to customize a
table by erasing selected cell boundaries to
create a complex table structure.
 Once your table is drawn, click the Eraser tool
button on the Tables and Borders toolbar to
erase cell boundaries and make your table
appear as you need it.
The Eraser tool allows you to
remove specific cell boundaries.
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19. Removing Table Borders
 To remove table borders, use the Borders and Shading
dialog box (right).
– Click on Table which opens up additional tabs
– Table Tools Design
– Table Styles
– Click Borders
– No Border
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20. Formatting Borders and Shading
 Adding borders and shading to a table can
enhance its appearance.
 You can use the Borders and Shading dialog
box or the formatting buttons on the Tables
and Borders toolbar to
– Change the weight of the cell borders to make
them thicker or thinner.
– Shade selected cells with various colors.
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21. Entering Text in a Table
 Adding text to cells in a table is similar to entering
characters in a document.
 Place the insertion point in a cell and key text.
 You can move from cell to cell using the arrow
keys or the Tab key.
 If the text is wider than the column, Word will wrap
the text to the next line in the same cell.
 When you press Tab at the last cell in a row, Word
goes to the first cell of the next row.
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22. Editing Table Text
 Editing text in a table is basically the same as
editing text in any other part of the document.
 You can insert, delete, copy, or move text
from cell to cell.
 Use drag-and-drop editing to move text from
one cell to another location in the table.
 You can apply formatting attributes to one or
more cells.
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23. A Table with Text and Formatting
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24. Aligning Text in Table Cells
 You can align text in one or more cells.
 You change the alignment of text within
cells using alignment options on the
Tables tools layout tab.
 Click the option you would like.
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25. Aligning Text in Table Cells (cont.)
 Select the cell or cells to be aligned and then click
one of the boxes to set that alignment.
 You can also use the Change Text Direction
button on the Tables and Borders toolbar to
change text direction.
– The default position of text is horizontal.
– When you click the Change Text Direction button,
the direction toggles between three text positions:
top to bottom, bottom to top, and back to horizontal.
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26. Modifying the Table Structure
 When you create a table grid, Word makes
all columns the same width.
 To change row height or column width:
– Drag the cell borders to the desired size.
– Use the Table Properties dialog box to specify
exact values.
– Use the AutoFit to Contents feature to let Word
size each column and row based on cell
contents.
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27. Modifying and Aligning a Table
 If a table cell is formatted for AutoFit, Word will
automatically adjust the cell width each time
the cell contents change.
 To align a table on the page horizontally:
– First select the entire table.
– Then format the alignment of the table using the
alignment buttons (Left, Center, Right) on the
Formatting toolbar in the same way you would
format paragraphs in a Word document.
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28. Sorting Data in a Table (cont.)
 You can also sort data in a table by using the
Sort Ascending and Sort Descending buttons
on the Tables and Borders toolbar.
– Sorting data in ascending order rearranges it
into alphabetical order from A to Z or numerical
order from lowest number to highest number.
– Sorting data in descending order rearranges it
in alphabetical order from Z to A or numerical
order from highest number to lowest number.
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29. Sorting Data in a Table
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30. Using AutoFormat
 The AutoFormat feature provides several
predefined table formats that you can apply
to your table.
 These formats include border, shading, and
color options to make the tables more
attractive and easier to read.
 Apply a format by selecting the Table
AutoFormat option on the Table menu.
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32. Summary
 The table feature in Word enables you to
organize and arrange text and numbers
easily.
 If you need to change the organization of
information after you create a table, you can
remove rows and columns.
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33. Summary (cont.)
 The Draw Table tool and the Eraser tool are
especially useful when you need to create a
complex table. You can draw the table
boundaries with the Draw Table tool much
like you would draw a table on a sheet of
paper. You can use the Eraser tool to
remove cell boundaries.
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34. Summary (cont.)
 Borders and shading greatly enhance the
appearance of a table and often make the
table easier to read.
 Format fonts and text alignment in table cells
the same way you apply those formats in
other Word documents.
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35. Summary (cont.)
 You can edit the text in table cells using the
same editing methods used for other Word
text.
 The AutoFit feature automatically adjusts the
width of a column based on the contents of
the cells in a column.
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36. Summary (cont.)
 Sort the information in a table to organize the
table contents to emphasize data in different
ways.
 Word will convert text to a table or a table to
text.
 The AutoFormat feature automatically adds
borders and shading to your table.
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