© 2008 The McGraw-Hill Companies, Inc. All rights reserved. WORD 2007 M I C R O S O F T ® THE PROFESSIONAL APPROACH S E R I E S Lesson 15 Advanced Tables

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 2 Objectives Work with long tables. Use advanced table-formatting options. Work with multiple tables. Perform calculations in a table. Work with Excel worksheets within Word documents.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 3 Control Page Breaks in a Table Table spans more than one page. Page break occurs in the middle of a row. Click the Table Tools Layout tab. Click the Properties button. Click the Row tab. Clear the Allow row to break across pages. Click OK.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 4 Table Properties Dialog Box

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 5 Define a Header Row Table spans more than one page. Column headings do not appear at the top of each page by default. Select the row or rows to appear at the top of each page. Click the Table Tools Layout tab. Click the Repeat Header Rows button. Define a Header Row by opening the Table Properties dialog box and clicking the Row tab.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 6 Split a Table Verify that the Show/Hide ¶ button is on. Position the insertion point. Click the Table Tools Layout tab. Click the Split Table button.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 7 Split Tables

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 8 Insert Text above a Table Insert a blank line above a table. Click in the table’s first cell. Click the Table Tools Layout tab. Click the Split Table button. Paragraph mark appears above the table.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 9 Prevent a Table from Breaking across Pages Controls page breaks between rows. Select the rows of the table. Open the Paragraph dialog box. Click the Line and Page Breaks tab. Select the Keep with next check box. Click OK.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 10 Page Break between Rows

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 11 Change Cell Margins Add white space between columns and rows. Decrease cell margins to display more text within a cell. Change cell margins for an entire table or adjust margins for individual cells.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 12 Change Cell Margins—Entire Table To change cell margins for the entire table: –Select the table. –Open the Table Properties dialog box. –Click the Table tab –Click the Options button. –Change the cell margin settings in the Table Options dialog box. A second way to open the Table Options dialog box is to click the Cell Margins button.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 13 Table Options Dialog Box

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 14 Change Cell Margins—Individual Cells  To change cell margins for individual cells:  Select the cells.  Open the Table Properties dialog box.  Click the Cell tab.  Click the Options button.  Clear the Same as the whole table check box.  Change the cell margins in the Cell Options dialog box.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 15 Cell Options

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 16 Change Vertical Alignment Adjust the position of text relative to the cell’s top and bottom borders. Open the Table Properties dialog box. –Click the Cell tab. –Select Top, Center, or Bottom. Use the alignment buttons on the Table Tools Layout tab.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 17 Adjust Cell Margins and Alignment

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 18 Create Table Styles Click the Table Tools Design tab. Locate the Table Styles group. Click the More arrow to display the Table Styles gallery. Click New Table Style. Key a name for the table style. Click the Apply formatting to drop-down arrow and select an option. Select the formatting options. Reopen the Apply formatting to drop-down arrow and select another option. Select the formatting options for this feature. Select an option at the bottom of the dialog box. Click OK.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 19 Create New Style Dialog Box

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 20 Modify Table Styles Position the insertion point in the table. Click the Table Tools Design tab. Locate the Table Styles group. Click the More arrow to display the Table Styles gallery. Click Modify Table Style. Click the Apply formatting to drop-down arrow and select an option. Select the formatting options. Click OK.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 21 Table with Custom Style

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 22 Table Captions Caption is a label that identifies a part of a document. Click in the table. Click the References tab. Click the Insert Caption button to display the Caption dialog box. Key the caption text, select the label, and select the caption position. Click OK.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 23 Caption Dialog Box

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 24 Multiple Tables Control the table position. Table Properties dialog box, Table tab. Change the text wrapping property. Table Properties dialog box, Table tab. Create nested tables.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 25 Draw a Parent Table Click the Insert tab. Click the Tables button. Click the Draw Table option. –Parent table contains nested tables. –Key text in parent table cells or paste copied cells. You can also draw a table directly in a cell of another table.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 26 Draw a Parent Table

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 27 Nested Tables

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 28 Adjust the Height of a Table Adjust the height of rows. Drag the table resize handle. Clear the Specify height option on the Row tab of the Table Properties dialog box.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 29 Perform Calculations Insert formula fields to perform calculations. Formula fields display the result of a calculation. Formulas include a function which is a predefined mathematical operation. Functions include a reference to cells containing the numbers to be calculated. Functions can use bookmarks to calculate cells above or to the left. The equal sign indicates that a field is a formula field. Curly braces surround fields. Click the Table Tools Layout tab and click the Formula button to open the Formula dialog box.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 30 Functions for Tables Average( ) Count( ) Product( ) Sum( )

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 31 Formula Dialog Box

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 32 Table with Totals

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 33 Create Excel Worksheets Create a new Excel worksheet from within Word. Embedded worksheet—completely contained in the Word document and does not have a corresponding Excel file. Create an embedded worksheet from an existing Excel file. Changes in the embedded worksheet appear in the Word document and not in the original Excel file. Link a worksheet to update the file each time changes are made to the worksheet from within Word. Linked worksheets are stored within Excel, and the Word document contains only a reference or pointer to the Excel file.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 34 Embed an Excel Worksheet Click the Insert tab. Click the Table button. Click the Excel Spreadsheet option in the Table menu. –Excel worksheet is inserted in the document. –Ribbon tabs contain Excel commands and options.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 35 Excel Worksheet in Word

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 36 Enter and Format Data Key data and press arrow keys to move between cells. Do not key spaces in formulas. Click outside the Excel worksheet to view document. Double-click the worksheet to reopen the Excel window. Drag to select cells. Format cells using the Format Cells dialog box and Ribbon commands. Copy formulas using AutoFill.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 37 Excel AutoFill Feature

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 38 Add a Caption to a Worksheet Click to select the worksheet. Click the References tab on the Ribbon. Click the Insert Caption button. Edit the caption text. Click OK.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 39 Create a Word Table from a Worksheet Select and copy cells in the Excel worksheet. Switch to Word and paste the Clipboard contents. Excel worksheet cells appear in a Word document as a table.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 40 Select Worksheet Cells

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 41 Formatted Table

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 42 Embed Existing Worksheet Select and copy cells in the Excel worksheet. Switch to Word and click the Home tab. Click the Paste button down arrow, and click Paste Special to open the Paste Special dialog box. Click the Paste option. Click OK.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 43 Paste Special Dialog Box

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 44 Link an Excel Worksheet Select and copy cells in the Excel worksheet. Switch to Word and click the Home tab. Click the Paste button down arrow, and click Paste Special. Select the Paste Link option and click Microsoft Excel Worksheet Object. Click OK.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 45 Edit a Link Linked worksheet in a Word document exists within Word as a Link field. The Link field references a worksheet. The Link field includes the source document’s entire path as part of the link. Press [Alt]+[F9] to display field codes. Edit the link to remove the file path but leave the file name.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 46 Editing a Link Field

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 47 Lesson 15 Summary You can prevent a page break from occurring in the middle of a table row with the Table Properties dialog box. To prevent a page break from occurring between rows, use the Keep with next paragraph formatting option In tables that span multiple pages, you can define column headings to repeat at the top of each page by using the Repeat Header Rows option You can split a long table when there is no paragraph mark above the table, click in the table’s first cell and choose Table, Split Table, Word inserts a blank paragraph mark above the table You can set top, bottom, right, and left margins for individual cells or an entire table

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 48 Lesson 15 Summary You can change the vertical and horizontal alignment of text within table cells Word’s Table Styles gallery can quickly format a table by using one of many predefined styles. Word’s AutoFit feature automatically adjusts the width of columns, based on the amount of text they contain You can use the Create New Style dialog box to create your own table styles, which can contain formatting for the entire table or parts of a table A caption is a numbered label that you can add to a table or other object Use the mouse pointer to resize table rows and columns by dragging their borders. Press Alt as you drag, and Word displays the precise row or column measurement on its rulers

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 49 Lesson 15 Summary Use the Table Properties dialog box to set precise row heights or column widths To resize a table proportionally with the table resize handle To make sure multiple tables stay in position on the same page, nest them in the cells of a larger, parent table. You can sort a table by any of its columns, in either ascending or descending order. You can also sort selected paragraphs or items in a list Insert formula fields in a table to perform calculations on the table’s data. Word’s formulas can perform operations such as adding averaging, and counting To find the average of a row or column of values, insert the =AVERAGE() formula field. Between the parentheses, use the ABOVE or LEFT bookmark, type individual cells addresses, or type the cell range

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 50 Lesson 15 Summary To sum a row or column of values, insert the =SUM() formula field. Between the parentheses, use the ABOVE or LEFT bookmark, type individual cell addresses, or type the cell range If you have data in Excel worksheet, you can embed it in a Word document as a table. If you link the worksheet, you can update the data in either Excel or Word, and the changes will appear in both files To enter data in an embedded worksheet, double-click the table to turn on Excel toolbars and menus in the Word window. Key data into cells, and format them as desired. Click outside the table to deactivate the Excel tools

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 51 Lesson 15 Summary To create a Word table from an Excel worksheet, select the data in Excel and use the Copy command. Switch to your Word document and use the Paste command To embed an Excel worksheet into Word and keep it as an Excel object, copy the worksheet data, switch to Word and use the Paste Special command To link an Excel worksheet into Word, use the Paste link option To maintain the connection between source destination documents, even if you move them, edit the object’s Link field in the destination document. Remove all path information from the field so it contains on the source document’s name