Microsoft Office 2010 for Medical Professionals Word 2010 Unit D: Creating and Formatting Tables

Objectives 2 2 Insert a tableInsert a table Insert and delete rows and columnsInsert and delete rows and columns Modify rows and columnsModify rows and columns Sort table dataSort table data Microsoft Office Word 2010 for Medical Professionals

Objectives (continued) 3 3 Microsoft Office Word 2010 for Medical Professionals Split and merge cellsSplit and merge cells Perform calculations in tablesPerform calculations in tables Apply a table styleApply a table style Create a custom format for a tableCreate a custom format for a table

4 4 Microsoft Office Word 2010 for Medical Professionals A table is a grid made up of rows and columns of cells that the user fills with text and graphicsA table is a grid made up of rows and columns of cells that the user fills with text and graphics A cell is the box formed by the intersection of a column and a rowA cell is the box formed by the intersection of a column and a row The lines that divide the columns and rows are called bordersThe lines that divide the columns and rows are called borders Inserting a Table

5 5 Microsoft Office Word 2010 for Medical Professionals Inserting a Table (continued) Column Cell Border Row

Inserting a Table (continued) The Table menu located on the Insert tab includes a grid for selecting the number of columns/rows for the tableThe Table menu located on the Insert tab includes a grid for selecting the number of columns/rows for the table Commands for inserting tables are located on the Table menu:Commands for inserting tables are located on the Table menu: Microsoft Office Word 2010 for Medical Professionals 6

Inserting a Table (continued) To create a table:To create a table: Use the Table button in the Tables group on the Insert tab to open the Table menu and insert a blank tableUse the Table button in the Tables group on the Insert tab to open the Table menu and insert a blank table Type text in the table cellsType text in the table cells Press [Tab] to move from cell to cell or click in a cell to move the insertion pointPress [Tab] to move from cell to cell or click in a cell to move the insertion point 7

Microsoft Office Word 2010 for Medical Professionals Inserting a Table (continued) Press [Tab] at the end of the last cell to create a new blank row at the bottom of the tablePress [Tab] at the end of the last cell to create a new blank row at the bottom of the table Tables may also be created from existing text separated by tabs, commas, or other separator charactersTables may also be created from existing text separated by tabs, commas, or other separator characters 8

Microsoft Office Word 2010 for Medical Professionals Inserting and Deleting Rows and Columns Select rows and columns:Select rows and columns: Use the Select command in the Table group on the Table Tools Layout tabUse the Select command in the Table group on the Table Tools Layout tab Use the mouseUse the mouse Click the margin to the left of a row to select itClick the margin to the left of a row to select it Click the top border of a column to select itClick the top border of a column to select it Drag the mouse across a row or down a column to select the row or columnDrag the mouse across a row or down a column to select the row or column 9

Microsoft Office Word 2010 for Medical Professionals Inserting and Deleting Rows and Columns (continued) First, select the row or column where a row or column will be inserted or deletedFirst, select the row or column where a row or column will be inserted or deleted Use the appropriate Insert command in the Rows & Columns group of the Table Tools Layout tabUse the appropriate Insert command in the Rows & Columns group of the Table Tools Layout tab Use the Delete command in the Rows & Columns group of the Table Tools Layout tabUse the Delete command in the Rows & Columns group of the Table Tools Layout tab 10

Microsoft Office Word 2010 for Medical Professionals Inserting and Deleting Rows and Columns (continued) 11 Table Tools Layout tab New row inserted Rows & Columns group

Microsoft Office Word 2010 for Medical Professionals Inserting and Deleting Rows and Columns (continued) 12 End of cell and End or row marks are visible when Show/Hide is toggled to Show Inserted column

Microsoft Office Word 2010 for Medical Professionals Inserting and Deleting Rows and Columns (continued) Rows are inserted above the row containing the insertion pointRows are inserted above the row containing the insertion point Columns are inserted to the left of the column containing the insertion pointColumns are inserted to the left of the column containing the insertion point Copying and moving rows and columnsCopying and moving rows and columns Copy and move rows and columns using the same method used to copy and move textCopy and move rows and columns using the same method used to copy and move text Use the Copy, Cut and Paste buttonsUse the Copy, Cut and Paste buttons 13

Microsoft Office Word 2010 for Medical Professionals Modifying Rows and Columns Row and column sizes may be changed to make the table easier to readRow and column sizes may be changed to make the table easier to read Drag row or column borders with the mouse to change sizeDrag row or column borders with the mouse to change size Use the AutoFit command in the Cell Size group on the Table Tools Layout tabUse the AutoFit command in the Cell Size group on the Table Tools Layout tab 14

Microsoft Office Word 2010 for Medical Professionals Modifying Rows and Columns (continued) Set exact measurements using the Table Row Height and Table Column Width text boxes in the Cell Size group or the Table Properties dialog boxSet exact measurements using the Table Row Height and Table Column Width text boxes in the Cell Size group or the Table Properties dialog box 15

Microsoft Office Word 2010 for Medical Professionals Modifying Rows and Columns (continued) 16 Table move handle Table resize handle Rows are all the same height

Microsoft Office Word 2010 for Medical Professionals Modifying Rows and Columns (continued) Advanced Table Properties may be set from the Table group on the Table Tools Layout tab using the Table Properties dialog boxAdvanced Table Properties may be set from the Table group on the Table Tools Layout tab using the Table Properties dialog box 17 Table Properties dialog box

Microsoft Office Word 2010 for Medical Professionals Modifying Rows and Columns (continued) Advanced Table properties include:Advanced Table properties include: Text wrappingText wrapping Table alignmentTable alignment Table indentionTable indention Defining cell marginsDefining cell margins Setting spacing between table cellsSetting spacing between table cells Custom formatting optionsCustom formatting options 18

Sorting Table Data Data is organized in alphabetical or sequential order using the Sort featureData is organized in alphabetical or sequential order using the Sort feature Data is sorted based on criteria set by the userData is sorted based on criteria set by the user Ascending order organizes the data alphabetically (A-Z) or sequentially (0-9) or earliest to latestAscending order organizes the data alphabetically (A-Z) or sequentially (0-9) or earliest to latest Descending order organizes the data in reverse alphabetical (Z-A) or sequential (9-0) order or latest to earliestDescending order organizes the data in reverse alphabetical (Z-A) or sequential (9-0) order or latest to earliest 19 Microsoft Office Word 2010 for Medical Professionals

Sorting Table Data Sort using data in one column or multiple columnsSort using data in one column or multiple columns Sorting by multiple columns requires selecting specific sort criteria:Sorting by multiple columns requires selecting specific sort criteria: Primary criteriaPrimary criteria Secondary criteriaSecondary criteria Tertiary criteriaTertiary criteria 20

Microsoft Office Word 2010 for Medical Professionals Sorting Table Data Sort data by entire table, one column, or multiple columns and by one row or multiple rowsSort data by entire table, one column, or multiple columns and by one row or multiple rows Select the data to be sortedSelect the data to be sorted Click on the Sort button in the Data group on the Table Tools Layout tabClick on the Sort button in the Data group on the Table Tools Layout tab Make appropriate selections in the Sort dialog boxMake appropriate selections in the Sort dialog box If a table includes a header row with column headings, select Header row to keep the column headings on top rowIf a table includes a header row with column headings, select Header row to keep the column headings on top row 21

Microsoft Office Word 2010 for Medical Professionals Sorting Table Data (continued) 22 Primary sort column Sort order Type of data Secondary and tertiary sort columns Include or exclude the header row in the sort

Microsoft Office Word 2010 for Medical Professionals Sorting Table Data (continued) 23 Header row not included in sort Rows sorted by type in descending order Within each type, rows are sorted in descending order

Microsoft Office Word 2010 for Medical Professionals Sorting Table Data (continued) Sorting lists and paragraphsSorting lists and paragraphs Use the Sort command in the Paragraph group on the Home tabUse the Sort command in the Paragraph group on the Home tab Define the sort criteria using the Sort Text dialog boxDefine the sort criteria using the Sort Text dialog box Type of data (text, numbers, dates)Type of data (text, numbers, dates) Sort by criteria (paragraphs or fields)Sort by criteria (paragraphs or fields) Fields are text or numbers that are separated by a character, such as tabs or commasFields are text or numbers that are separated by a character, such as tabs or commas Sort order (ascending or descending )Sort order (ascending or descending ) 24

Microsoft Office Word 2010 for Medical Professionals Splitting and Merging Cells Merge cells to combine adjacent cells into one larger cellMerge cells to combine adjacent cells into one larger cell Split cells to divide a cell into multiple cellsSplit cells to divide a cell into multiple cells Use Merge Cells and Split Cells commands in the Merge group on the Table Tools Layout tabUse Merge Cells and Split Cells commands in the Merge group on the Table Tools Layout tab 25

Microsoft Office Word 2010 for Medical Professionals Splitting and Merging Cells (continued) 26 Split Cells dialog box Cells merged to create one larger cell

Microsoft Office Word 2010 for Medical Professionals Splitting and Merging Cells (continued) 27 Cells split into 3 rows

Microsoft Office Word 2010 for Medical Professionals Splitting and Merging Cells (continued) Table cells have.08″ default left and right marginsTable cells have.08″ default left and right margins The default spacing between cells is 0″The default spacing between cells is 0″ Adjust cell margins using the Cell Margins button in the Alignment group on the Table Tools Layout tabAdjust cell margins using the Cell Margins button in the Alignment group on the Table Tools Layout tab Use the Table Options dialog box to change margin and spacing settingsUse the Table Options dialog box to change margin and spacing settings 28

Microsoft Office Word 2010 for Medical Professionals Performing Calculations in Tables Each cell in a table has a unique cell reference composed of a letter and a numberEach cell in a table has a unique cell reference composed of a letter and a number The letter indicates the column, the number indicates the row in each cell referenceThe letter indicates the column, the number indicates the row in each cell reference The formula command performs calculations on numerical data in a tableThe formula command performs calculations on numerical data in a table 29

Microsoft Office Word 2010 for Medical Professionals Performing Calculations in Tables The formula command has pre-defined formulas to calculate:The formula command has pre-defined formulas to calculate: Averages =Average(range)Averages =Average(range) Totals =Sum(range)Totals =Sum(range) Count =Count(range)Count =Count(range) Round =Round(range)Round =Round(range) Using the Formula dialog boxUsing the Formula dialog box Enter cell references in parentheses after the function nameEnter cell references in parentheses after the function name =Average(A1,B2,C5) *3 separate cells=Average(A1,B2,C5) *3 separate cells Separate adjacent cell ranges by a colonSeparate adjacent cell ranges by a colon =SUM(A1:A9) *9 cells next to each other=SUM(A1:A9) *9 cells next to each other 30

Microsoft Office Word 2010 for Medical Professionals Performing Calculations in Tables The formula command can also be used to change the number formatThe formula command can also be used to change the number format Access the formula command from the Data group on the Table Tools Layout tabAccess the formula command from the Data group on the Table Tools Layout tab 31

Microsoft Office Word 2010 for Medical Professionals Performing Calculations in Tables (continued) 32 Cell reference Row 3 Column D Suggested range of cells Suggested Formula

Microsoft Office Word 2010 for Medical Professionals Performing Calculations in Tables (continued) 33 Formula = B9-B10 Cell A9 Cell A10 Cell B10 Cell B9 Total sum of cells above

Microsoft Office Word 2010 for Medical Professionals Applying a Table Style Use table styles to make tables more attractive and easy to readUse table styles to make tables more attractive and easy to read Table styles include borders, shading, fonts, alignment, colors, and other formatting effectsTable styles include borders, shading, fonts, alignment, colors, and other formatting effects Use the options in the Table Styles group on the Table Tools Design tabUse the options in the Table Styles group on the Table Tools Design tab Apply a style then choose a themeApply a style then choose a theme 34

Applying a Table Style (continued) 35 Light List & Light Grid Options for customizing table settings Table style options Gallery of table styles Microsoft Office Word 2010 for Medical Professionals

Applying a Table Style (continued) Light List, Accent 6 style and Paper theme applied to table 36

Microsoft Office Word 2010 for Medical Professionals Applying a Table Style (continued) Using tables to lay out a page:Using tables to lay out a page: Tables can help structure the layout of a pageTables can help structure the layout of a page Text, graphics, bulleted lists, charts, tables and other objects can be inserted in table cellsText, graphics, bulleted lists, charts, tables and other objects can be inserted in table cells A table inserted in a cell is called a nested tableA table inserted in a cell is called a nested table 37

Microsoft Office Word 2010 for Medical Professionals Applying a Table Style (continued) Using tables to lay out a page (cont.)Using tables to lay out a page (cont.) Remove the table borders to hide the table structureRemove the table borders to hide the table structure After removing borders, display the table gridlines onscreenAfter removing borders, display the table gridlines onscreen Gridlines are blue dotted lines that show cell boundaries onscreen but do not printGridlines are blue dotted lines that show cell boundaries onscreen but do not print Use the View Gridlines button in the Table group on the Table Tools Layout tab to turn the display of gridlines on and offUse the View Gridlines button in the Table group on the Table Tools Layout tab to turn the display of gridlines on and off 38

Microsoft Office Word 2010 for Medical Professionals Creating a Custom Format for a Table Use the formatting tools available in Word to create custom table designsUse the formatting tools available in Word to create custom table designs Add or remove borders and shadingAdd or remove borders and shading Vary the line style, thickness, and color of bordersVary the line style, thickness, and color of borders Change the orientation of textChange the orientation of text 39

Microsoft Office Word 2010 for Medical Professionals Creating a Custom Format for a Table (continued) 40 Merged cell Rotated text Shaded cell Choose theme colors Use ScreenTips to identify colors

Microsoft Office Word 2010 for Medical Professionals Creating a Custom Format for a Table (continued) Completed table 41 Bottom border added to cell Top border added to Total Cost row

Microsoft Office Word 2010 for Medical Professionals Creating a Custom Format for a Table (continued) The Draw Table feature allows the user to draw table cells in exact locationsThe Draw Table feature allows the user to draw table cells in exact locations Click the Table button on the Insert tab, and then click Draw TableClick the Table button on the Insert tab, and then click Draw Table If a table is already started, click the Draw Table button in the Draw Borders group on Table Tools Design tab to turn on the Draw pointerIf a table is already started, click the Draw Table button in the Draw Borders group on Table Tools Design tab to turn on the Draw pointer To erase a border click the Eraser button in the Draw Borders group to activate the Eraser pointerTo erase a border click the Eraser button in the Draw Borders group to activate the Eraser pointer 42

Microsoft Office Word 2010 for Medical Professionals Summary Use tables to display information for quick reference and analysisUse tables to display information for quick reference and analysis Use tables to structure the layout of a pageUse tables to structure the layout of a page Insert tables from the Insert tabInsert tables from the Insert tab Modify tables by inserting, deleting, and merging cells, columns, and rowsModify tables by inserting, deleting, and merging cells, columns, and rows Resize rows and columns for best presentation of dataResize rows and columns for best presentation of data 43

Microsoft Office Word 2010 for Medical Professionals Summary (continued) Sort table data in ascending or descending orderSort table data in ascending or descending order Include or exclude the header row in the sortInclude or exclude the header row in the sort Split and merge cells to clarify the visual presentation of dataSplit and merge cells to clarify the visual presentation of data Perform calculations in tables using the formula function from the Table Tools Layout tabPerform calculations in tables using the formula function from the Table Tools Layout tab Sum, average, round, and countSum, average, round, and count 44

Microsoft Office Word 2010 for Medical Professionals Summary (continued) Apply styles to tables using the Table Tools Design tabApply styles to tables using the Table Tools Design tab Create a custom table format using the Table Tools Design tabCreate a custom table format using the Table Tools Design tab 45