Creating Tables LESSON 6 - #1.06 ESSENTIAL STANDARD #1 - UNDERSTAND WORD PROCESSING INDICATOR #6 – CREATING TABLES

Table  Arrangement of data made up of horizontal rows and vertical columns.  Tables are useful to organize, increase readability, summarize and emphasize information of a document. Heading 1Heading 2 2

Parts of a Table  Cell: Intersection of a row and column  Column: Runs vertical  Row: Runs horizontal BudgetActualVariance Salaries and wages$20,000$19,345$655 Stationery$3,000$3,125($125) Rent and cleaning$5,200$5,250($50) Other expenses$1,800$750$1,050 Total expenses$30,000$28,470$1,530 Cell Column Row 3

Ways to Insert/Create a Table  Insert by Dragging thru the squares (cells) under Insert Table  Open the Insert Table command to open the Dialog Box  Drawing a Table – Create a table with varying sizes of rows and columns  Quick Table – Preformatted Table (for example calendars) 4

Move Insertion Point and Select a Table  Use the Tab key to move from left to right one cell at a time in your Table.  Use the Shift+Tab to move back to the left  You can also use the arrow keys to move around in a Table  Select the entire Table with the Table Move Handle located in the upper left section. Also referred to as the Table Select Handle. 5

Table Tools Ribbons  When Tables are inserted into Word, two new Tabs Appear:  Table Tools Design : Allows you to format the table (Styles, Borders, Shading, etc.)  Table Tools Layout : Allows you to edit the layout of the table (Add/Delete columns/rows, change Height and Width, Sort, etc.) 6

Table Quick Styles  Located on the Table Tools Design Ribbon  Preformatted Styles that adds formatting for a professional appearance to a Table  Header Row: Formats top row of the table that contains information that helps identify the content of a particular column. It is usually formatted differently.  Total Row: Formats the last row  Banded Rows: Formats the even and odd rows differently  First Column: Formats the first column differently  Last Column: Formats the last column differently  Banded Columns: Format even and odd columns differently 7

Table Quick Styles  There are 3 categories available:  Plain Tables  Grid Tables  List Tables  As you point to a style Word displays a Live Preview, showing you what your Table will look like if you choose that style. 8

Table Style Options  Table Style Options enable you to change the appearance of the preformatted styles you apply to your tables.  They are linked to the Table Style you have selected and will be applied globally throughout the table.  Styles can be changed in the Modify Styles’ Dialog box. 9

Managing Tables  After you create a table, you can:  Resize and Move its columns  AutoFit command enables you to adjust column widths to fit the size of contents or to fit in a fixed width  Use Drag and Drop for moving columns and rows  Insert/add additional columns and rows  Change the Alignment of the table or direction of its text  Set a Header row to repeat on several pages 10

View Gridlines  Borders can be removed from a Table, when this is done you may need to view the Gridlines to see the outline of the cells.  On the Table Tools Layout tab, in the Table group, click the View Gridlines button to view the gridlines. This enables more precise editing.  Click the View Gridlines button again to remove the gridlines. The gridlines are no longer displayed.  Gridlines do not print. 11

Resize Rows and Columns  You can resize using the mouse or the commands on the Ribbon.  Use the Table Tools ribbon – Layout Tab to adjust the Row – Height and the Column – Width  Select Distribute Rows and Columns to make all rows or columns equal in height or width. 12

Sorting Tables  Located on the Table Tools – Layout Tab in the Data Group  Allows you to reorder or rearrange the way in which the table is organized  Alphabetically, numerically, or chronologically  Ascending: Alphabetical Order/Numerical Order  Descending: Reverse Alphabetical Order (Z to A) 13

Merging/Splitting Cells  Located on the Table Tools Layout Ribbon in the Merge Group  Merge Cells : Allows you to combine multiple cells into one.  Often done in the header row, to center align headings over the entire Table  Split Cells : Allows you to divide one cell into two or more cells 14

Change the Position and Direction of Text 15  Word provides you with nine options for Aligning text in a cell.  These options enable you to control the horizontal and vertical alignment of cell text, such as Top Left, Top Center, and Top Right.  Rotating text in a cell provides additional options for creating interesting and effective tables.  To change the direction of text in a cell, click the button three times to cycle through the three available directions.  Cell Margins customize cell margins and the spacing between cells.

Convert Text to Table  Create a Table from already typed text – on the Insert Tab under Table  Selected text separated by paragraph marks, commas, tabs, or some other character can be converted to a Table. The Table Tools ribbons automatically open and the Table can be formatted. 16

Convert a Table to Text  On the Table Tools – Layout Ribbon in the Data Group is the command to Convert a Table back to Text  The Table can be Converted and separated by Paragraph Marks, Tabs, Commas, etc.  The text will appear in the document, but not in a Table format 17

Use Formulas in a Table  Word provides options to use Formulas to calculate a total, calculate an average, determine the highest/lowest number, and count values.  On the Table Tools Layout tab, in the Data group, the Formula button will open the Formula dialog box.  By default, the =SUM formula displays. This function totals the values listed in the column. Word automatically detects values in a Table when using the Formula button. 18

Use Object Zoom  Object Zoom is new in Read Mode and allows you to zoom in on objects such as tables, charts, and images.  Click the View Tab and select Read Mode to change the page layout of the document.  Double-click the Table to zoom in on the Table. The table appears with a magnifier beside it and a shadow background of the document appears behind the Table.  Click the magnifier button to zoom in to the Table. The Table fills up the screen, which makes it easier for reading.  Click the magnifier button again to zoom out.  Click anywhere outside of the Table to exit the object zoom feature and return to the document in Read mode. 19