Microsoft Word TablesMicrosoft Word TablesMicrosoft Word TablesMicrosoft Word Tables

ITSW 1401, Intro to Word ProcessingITSW 1401, Intro to Word Processing

Instructor: Glenda H. EasterInstructor: Glenda H. Easter

A Few Definitions, Please!!A Few Definitions, Please!!A Few Definitions, Please!!A Few Definitions, Please!!

A tableA table is a grid of rows and columns that is a grid of rows and columns that intersect to form intersect to form cells. cells.

Creating a TableCreating a TableCreating a TableCreating a Table

There’s more than one way to get there. There’s more than one way to get there. You can create tables in the following You can create tables in the following ways:ways: Use the Insert Table button on the Standard Use the Insert Table button on the Standard

toolbar.toolbar. Use the Insert Table from the Table menu.Use the Insert Table from the Table menu. Draw a table using the Tables and Borders Draw a table using the Tables and Borders

toolbars.toolbars.

Table PositionTable PositionTable PositionTable Position

When you insert a table into an existing When you insert a table into an existing document, it extends from margin to margin document, it extends from margin to margin by default.by default.

When you adjust column widths, the table When you adjust column widths, the table becomes left-aligned.becomes left-aligned.

Creating a Table Using the Creating a Table Using the Menu OptionMenu OptionCreating a Table Using the Creating a Table Using the Menu OptionMenu Option

Draw a TableDraw a TableDraw a TableDraw a Table

You can draw a table in your document You can draw a table in your document using the Tables and Borders toolbar, which using the Tables and Borders toolbar, which you open using the Tables and Borders you open using the Tables and Borders button.button.

This toolbar offers convenient formatting This toolbar offers convenient formatting features.features.

Drawing a TableDrawing a TableDrawing a TableDrawing a Table

To Exit the Drawing FeatureTo Exit the Drawing FeatureTo Exit the Drawing FeatureTo Exit the Drawing Feature

After drawing a table using the Tables and After drawing a table using the Tables and Borders toolbar, you perform one of the Borders toolbar, you perform one of the following steps to exit from the drawing following steps to exit from the drawing feature:feature: Close the Tables and Borders toolbar by Close the Tables and Borders toolbar by

clicking the x in the upper right-hand corner.clicking the x in the upper right-hand corner. Press the ESC key to restore the normal pointer.Press the ESC key to restore the normal pointer. Switch to Normal view.Switch to Normal view.

Keying and Editing Text in Keying and Editing Text in TablesTablesKeying and Editing Text in Keying and Editing Text in TablesTables

You can use the Insert and Delete keys You can use the Insert and Delete keys exactly as you do when typing normal text exactly as you do when typing normal text in paragraphs.in paragraphs.

If you hit the If you hit the EnterEnter key, you create a new key, you create a new paragraph within the same cell.paragraph within the same cell.

To move one cell to the right, click either To move one cell to the right, click either The tab key The tab key The right arrow keyThe right arrow key

Moving Around in a TableMoving Around in a TableMoving Around in a TableMoving Around in a Table

To Move To PressNext cell TabPrevious cell Shift/TabFirst cell in thecurrent row

Alt/Home

Last cell in thecurrent row

Alt/End

Top cell in thecurrent column

Alt/PgUp

Last cell in thecurrent column

Alt/PgDn

Selecting Cells, Rows, and Selecting Cells, Rows, and ColumnsColumnsSelecting Cells, Rows, and Selecting Cells, Rows, and ColumnsColumns

There are several ways to select the There are several ways to select the contents of cells, rows, and columns.contents of cells, rows, and columns.

Once selected, you can delete, copy, or Once selected, you can delete, copy, or move the contents or change the format. move the contents or change the format. End of cell markersEnd of cell markers

Indicate the end of each cellIndicate the end of each cell End of row markers End of row markers

Found to the right of the gridline of each row Found to the right of the gridline of each row indicates the end of each row. indicates the end of each row.

Selecting Text in a TableSelecting Text in a TableSelecting Text in a TableSelecting Text in a Table

Position the cursor between the cell’s left border Position the cursor between the cell’s left border and the first letter in the cell.and the first letter in the cell.

This unmarked area is the This unmarked area is the cell selection area.cell selection area. When the pointer becomes a right-pointing arrow, When the pointer becomes a right-pointing arrow,

click once to select the cell.click once to select the cell. When the pointer becomes a right-pointing arrow, When the pointer becomes a right-pointing arrow,

double-clicking the cell will select the row. double-clicking the cell will select the row.

Selecting Text in a Table Selecting Text in a Table (Continued)(Continued)Selecting Text in a Table Selecting Text in a Table (Continued)(Continued)

You can also click anywhere in the cell and You can also click anywhere in the cell and use the drag method to highlight a selection use the drag method to highlight a selection of cells and rows.of cells and rows.

Note, that when you use the drag method, it Note, that when you use the drag method, it does not include the end-of-cell marker.does not include the end-of-cell marker.

If you have the I-Beam within a cell, you If you have the I-Beam within a cell, you can triple click to select that cell.can triple click to select that cell.

Selecting Text in a Table Selecting Text in a Table (Continued)(Continued)Selecting Text in a Table Selecting Text in a Table (Continued)(Continued)

You can position your cursor within any single You can position your cursor within any single cell of text.cell of text.

From the Table menu, choose From the Table menu, choose Select Select RRowow.. The entire row of the single cell of text clicked The entire row of the single cell of text clicked

previously will be highlighted or selected.previously will be highlighted or selected. To select an entire column, point to the top border. To select an entire column, point to the top border.

When the pointer changes to a solid black down When the pointer changes to a solid black down arrow arrow click to select the entire column. click to select the entire column.

Selecting An Entire Column at Selecting An Entire Column at OnceOnceSelecting An Entire Column at Selecting An Entire Column at OnceOnce

Select Table ElementsSelect Table ElementsSelect Table ElementsSelect Table Elements

TO SELECT: MOUSE MENU KEYBOARD

Cell Click left inside of cell

Shift/End

Row Click to the left of the row or double-click left inside edge of a cell

Table, Select Row

Column Click column’s top border

Table, Select Column

Alt + Click in column

Table Triple-click cell or row selection area

Table, Select Table

Alt + 5 (numeric keyboard)

Highlighting and Selecting TextHighlighting and Selecting TextHighlighting and Selecting TextHighlighting and Selecting Text

To select a cell, you can triple-click within To select a cell, you can triple-click within the cell.the cell.

To extend a selection in a table (row, To extend a selection in a table (row, column, or cell), hold down column, or cell), hold down ShiftShift while while pressing an arrow key.pressing an arrow key.

You can also hold down You can also hold down ShiftShift while while clicking another location in the table.clicking another location in the table.

Editing Table StructureEditing Table StructureEditing Table StructureEditing Table Structure

You not only can edit the contents of cells, You not only can edit the contents of cells, you may also edit a table’s structure to add, you may also edit a table’s structure to add, delete, move, and copy cells, rows, and delete, move, and copy cells, rows, and columns.columns.

You can also merge or join cells and split You can also merge or join cells and split cells and change a table’s position or cells and change a table’s position or dimensions.dimensions.

Inserting Cells, Rows, and Inserting Cells, Rows, and ColumnsColumnsInserting Cells, Rows, and Inserting Cells, Rows, and ColumnsColumns

You can right-click after highlighting a cell. You can right-click after highlighting a cell.

A dialog box will open allowing you to A dialog box will open allowing you to Insert Cells. Insert Cells.

You can select one of the shortcut menu You can select one of the shortcut menu items.items.

Insert Cells, Rows, and Insert Cells, Rows, and ColumnsColumnsInsert Cells, Rows, and Insert Cells, Rows, and ColumnsColumns

After clicking in a cell, After clicking in a cell, you can use the you can use the Insert Insert Cells Cells button to open the button to open the Insert Cells dialog box.Insert Cells dialog box.

A menu appears that A menu appears that allows you to select…allows you to select… Shift cells rightShift cells right Shift cells downShift cells down Insert entire rowInsert entire row Insert entire columnInsert entire column

Insert Cells, Rows, and Insert Cells, Rows, and Columns Columns (Continued)(Continued)Insert Cells, Rows, and Insert Cells, Rows, and Columns Columns (Continued)(Continued)

Inserting a RowInserting a RowInserting a RowInserting a Row

You can insert a row in You can insert a row in several ways.several ways. You can press the Tab key You can press the Tab key

while the cursor is while the cursor is positioned in the last cell.positioned in the last cell.

You can click the Insert You can click the Insert Row function.Row function.

You can also position You can also position your cursor to the left of your cursor to the left of the last paragraph symbol the last paragraph symbol and click the Insert Rows and click the Insert Rows dialog box.dialog box.

Inserting ColumnsInserting ColumnsInserting ColumnsInserting Columns

You can insert columns using the Insert Columns You can insert columns using the Insert Columns Button.Button.

The new column appears to the left of the selected The new column appears to the left of the selected column.column.

Note: Columns are normally inserted to the left of Note: Columns are normally inserted to the left of the selected column.the selected column.

To insert a column at the end of a table, select all To insert a column at the end of a table, select all the end-of-row markers in the table and click the the end-of-row markers in the table and click the Insert Columns Button.Insert Columns Button.

Delete Cells, Rows, and Delete Cells, Rows, and ColumnsColumnsDelete Cells, Rows, and Delete Cells, Rows, and ColumnsColumns

The features to delete columns and rows The features to delete columns and rows work the same as those covered in using the work the same as those covered in using the Insert function discussed on the previous Insert function discussed on the previous slides. slides.

Move and Copy Cells, Rows, Move and Copy Cells, Rows, and Columnsand ColumnsMove and Copy Cells, Rows, Move and Copy Cells, Rows, and Columnsand Columns

The move, and copy features can be The move, and copy features can be obtained by using. . .obtained by using. . . The toolbarThe toolbar By selecting the appropriate function from Edit By selecting the appropriate function from Edit

Menu.Menu. The shortcut method:The shortcut method:

Cut: CTRL/XCut: CTRL/X Copy: CTRL/CCopy: CTRL/C Paste: CTRL/VPaste: CTRL/V

Move and Copy Cells, Rows, Move and Copy Cells, Rows, and Columns and Columns (Continued)(Continued)Move and Copy Cells, Rows, Move and Copy Cells, Rows, and Columns and Columns (Continued)(Continued)

If you paste text in a Word table where If you paste text in a Word table where there is not enough room for all the cells, there is not enough room for all the cells, Word adds additional columns or rows to Word adds additional columns or rows to accommodate the text.accommodate the text.

Merge and Split CellsMerge and Split CellsMerge and Split CellsMerge and Split Cells

When you select the Merge Cells from the When you select the Merge Cells from the Table menu, the cells merge into a single Table menu, the cells merge into a single cell.cell.

When you select Split Cells from the When you select Split Cells from the shortcut menu, you are allowed to split a shortcut menu, you are allowed to split a column or a row into smaller units. column or a row into smaller units.

Change the Table Dimensions Change the Table Dimensions and Position Tablesand Position TablesChange the Table Dimensions Change the Table Dimensions and Position Tablesand Position Tables

You can adjust and position a table in You can adjust and position a table in several ways:several ways: Change the width of columns, as well as the Change the width of columns, as well as the

space between columns and the height of rows.space between columns and the height of rows. Use AutoFit to change the width of a column to Use AutoFit to change the width of a column to

fit the longest text.fit the longest text. Indent a table or center horizontally on the Indent a table or center horizontally on the

page.page.

Formatting Tables and Cell Formatting Tables and Cell ContentContentFormatting Tables and Cell Formatting Tables and Cell ContentContent

You can enhance your tables and make You can enhance your tables and make them easier to read. them easier to read.

Some things that can enhance your table Some things that can enhance your table include:include: Formatting table textFormatting table text Aligning text within columns horizontally and Aligning text within columns horizontally and

aligning text within cells or rows vertically. aligning text within cells or rows vertically.

Formatting Tables and Cell Formatting Tables and Cell ContentContentFormatting Tables and Cell Formatting Tables and Cell ContentContent

Some things that can enhance your table Some things that can enhance your table include include (Continued):(Continued): Applying borders and shading.Applying borders and shading. Applying a Table AutoFormat which is a Applying a Table AutoFormat which is a

predesigned table style.predesigned table style. Changing the direction of text from horizontal Changing the direction of text from horizontal

to vertical.to vertical. Sorting table text.Sorting table text.

Sorting Information in a TableSorting Information in a TableSorting Information in a TableSorting Information in a Table

Sorting Text in a TableSorting Text in a TableSorting Text in a TableSorting Text in a Table

If a table has a title in the first row and/or a If a table has a title in the first row and/or a header row, you must select the rows you header row, you must select the rows you want to sort.want to sort.

If you do not have a title and/or header row, If you do not have a title and/or header row, you can use the Sort Ascending button you can use the Sort Ascending button located in the Tables menu or on the Tables located in the Tables menu or on the Tables and Border toolbar.and Border toolbar.

Sorting Text in a Table Sorting Text in a Table (Continued)(Continued)Sorting Text in a Table Sorting Text in a Table (Continued)(Continued)

Applying Borders and ShadingApplying Borders and ShadingApplying Borders and ShadingApplying Borders and Shading

Use Table AutoFormatUse Table AutoFormatUse Table AutoFormatUse Table AutoFormat

You can select a pre-designed table format You can select a pre-designed table format and apply to your table.and apply to your table.

Converting Tables and TextConverting Tables and TextConverting Tables and TextConverting Tables and Text

You can convert exiting tabbed text to a You can convert exiting tabbed text to a table, which can be faster than keying text table, which can be faster than keying text into an existing table. into an existing table.

You can also convert an existing table to You can also convert an existing table to paragraphs of text.paragraphs of text.

You can choose to separate the converted You can choose to separate the converted text by paragraph marks, commas, or tabs.text by paragraph marks, commas, or tabs.

Converting Text into TablesConverting Text into TablesConverting Text into TablesConverting Text into Tables

Performing Calculations in a Performing Calculations in a TableTablePerforming Calculations in a Performing Calculations in a TableTable

Using formulas, you can add, subtract, Using formulas, you can add, subtract, multiply and divide in a table.multiply and divide in a table.

You can also calculate averages, You can also calculate averages, percentages, and minimum and maximum percentages, and minimum and maximum values.values.

You can insert these calculations into any You can insert these calculations into any cell in a table.cell in a table.

Changing Data in Table Changing Data in Table CalculationsCalculations Changing Data in Table Changing Data in Table CalculationsCalculations

If you change data, you can update the If you change data, you can update the result of a formula. result of a formula.

Simply right-click the field that contains the Simply right-click the field that contains the calculation and choose Update Field from calculation and choose Update Field from the shortcut menu.the shortcut menu.

Performing Calculations in a Performing Calculations in a TableTablePerforming Calculations in a Performing Calculations in a TableTable

Performing Calculations in a Performing Calculations in a Table Table (Continued)(Continued)Performing Calculations in a Performing Calculations in a Table Table (Continued)(Continued)

When you click okay, the numbers are added and When you click okay, the numbers are added and the correct numeric format is displayed.the correct numeric format is displayed.

An illustration is shown on the next slide.An illustration is shown on the next slide.

Performing Calculations in a Performing Calculations in a Table Table (Continued)(Continued)Performing Calculations in a Performing Calculations in a Table Table (Continued)(Continued)