1. Exploring Microsoft® Office 2016 Series Editor Mary Anne Poatsy
Mulbery|Krebs|Hogan|Cameron |Davidson|Lau|Lawson|Williams
Series Created by Dr. Robert T. Grauer

2. Exploring Word 2016 Chapter 3
In Chapter 3, you will learn how to create and format a table, how to manage and enhance table data, and how to create and complete a mail merge.
Document Productivity
Working with Tables and Mail Merge
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Objectives
Insert a table
Format a table
Manage table data
Enhance table data
Create a mail merge document
Complete a mail merge
The objectives for this chapter are:
Insert a table
Format a table
Manage table data
Enhance table data
Create a mail merge document
Complete a mail merge
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4. Objective 1: Insert a table
In this section, the skills include:
Create or Draw a Table
Insert and Delete Rows and Columns
Merge and Split Cells
Change Row Height and Column Width
Skills:  Create or Draw a Table  Insert and Delete Rows and Columns  Merge and Split Cells  Change Row Height and Column Width
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5. Insert a Table Select columns and rows Draw table
A table is a grid of columns and rows that you can use to organize your data. A cell is the intersection of each column and row and is where you type your data.
Word’s Table feature enables you to insert a table, add and remove rows and columns, format table elements, include formulas to summarize numbers in a table, and customize borders and Shading.
To access Word’s Table feature, click Table in the Tables group on the Insert tab. As seen in the figure, you can either create a table with uniformly spaced rows and columns, or you can draw a table with a pointer and create rows and columns of varying heights and widths.
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6. Insert a Table Table modification options
Once a table has been created, you can modify it in several ways:
Insert and delete rows and columns
Merge and split cells
Change row height and column width
By clicking in any cell, these modification options are displayed on the Table Tools Layout tab.
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7. Objective 2: Format a Table
In this section, the skills include:
Apply Table Styles
Adjust Table Position and Alignment
Format Table Text
Skills:  Apply Table Styles  Adjust Table Position and Alignment  Format Table Text
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Format a Table
Draw group
Rows &
Columns group
Merge group
Cell Size group
Alignment group
Data
group
The Table Tools Layout tab and Table Tools Design tab enable you to format tables.
The Draw group tools are used to draw the table, erase borders, and delete cells, rows, columns, and the table.
The Rows & Columns group tools are used to insert rows and columns.
The Merge group tools are used to merge and split cells and split the table.
The Cell Size group tools are used to AutoFit table components, determine row height and column width, and distribute rows and columns.
The Alignment group tools are used to position text within a table, determine text direction of text within a table, and set cell margins.
Note the Data group will be covered in the next objective when sorting is discussed.
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Format a Table
Table Styles gallery
Word’s predesigned table styles contain borders, shading, font sizes, and other attributes that you can use to enhance the readability of your document. To display the Table Styles gallery, click anywhere in the table, and click the Table Tools Design tab. The Table Styles group contains some styles, and clicking More displays the gallery.
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Format a Table
Alignment
When you insert a table, it is automatically aligned at the left margin. However, you can use Word’s table alignment properties to horizontally position a table anywhere between the left and right document margins. Additionally, you can determine how document text is wrapped around the table. To display the Table Properties, you right-click anywhere in the table and click Table Properties.
Text wrapping
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11. Objective 3: Manage Table Data
In this section, the skills include:
Calculate Using Table Formulas and Functions
Use a Formula
Use a Function
Sort Data in a Table
Include a Recurring Table Header
Skills:  Calculate Using Table Formulas and Functions  Use a Formula  Use a Function  Sort Data in a Table  Include a Recurring Table Header
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Manage Table Data
Mathematical operators:
Exponentiation: ^
Multiplication: *
Division: /
Addition: +
Subtraction: -
Order of operations
Some of the mathematical operators used in Word are familiar to you. Make note of the ones that are not.
The order of operations—the order in which operations are evaluated—is the same one you learned in you mathematics classes, including the use of parentheses.
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Manage Table Data
Formula—calculation that adds, subtracts, divides, or multiplies cell contents
=A1+B2
=C2*(F3-F4)
Range—series of adjacent cells
A1:F1
B5:B15
A formula is a calculation that adds, subtracts, divides, or multiplies cell contents. An example would be finding the sum of the contents of two cells or finding the difference between the contents of two cells and multiplying the result by the contents of another cell.
A range is a series of adjacent cells. An example would be the six consecutive horizontal cells in the first row or the eleven consecutive cells in the second column.
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Manage Table Data
Function—built-in formula
Argument—positional information within a function
=SUM(A1:A10)
=AVERAGE(ABOVE)
Function
Argument
A function is a built-in formula that simplifies the task of performing basic calculations. An example would be finding the sum of a range of cells or finding the average of cells above the cell containing the function.
An argument is the positional information within the parentheses of a function.
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15. Manage Table Data Primary sort category Sort order
Secondary sort category
Tables can be sorted on multiple categories. An example would be sorting by the last name and then by first name, or by state and then city. Additionally, you can specify the sorting order—ascending or descending. Recall the figure from the previous objective where the Data group was the rightmost group on the Table Tools Layout tab. Clicking Sort displays the Sort dialog box.
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16. Objective 4: Enhance Table Data
In this section, the skills include:
Include Borders and Shading
Convert Text to a Table
Include a Table Caption
Skills:  Include Borders and Shading  Convert Text to a Table  Include a Table Caption
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Enhance Table Data
Border—line style applied to cells, tables, or areas
Border Painter—tool used to apply border settings to table borders
Shading—color or pattern applied to background of cells
Caption—numbered item of text that identifies a table, figure, or other object
A border is a line style applied to individual cells, to an entire table, or to individual areas within a table. You can specify the color, style, and line weight (width) of a border.
Border Painter is a tool used to apply border settings to one or more table borders.
Shading is used to apply color or a pattern to the background of a cell or group of cells.
A caption is a numbered item of text that is used to identify a table, figure, or other object in a Word document.
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Enhance Table Data
Shading
Border
As seen in the figure, the table border is different from the border between cells, there are two different colors of shading, and the table has a caption.
Caption
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Enhance Table Data
Shading
Border Painter
Border tools
The border and shading tools are found in the Border group on the Table Tools Design tab.
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Enhance Table Data
Word enables you to convert existing text into a table and to convert a table into text. When making these conversions, you provide information such as the number and size of the columns and how the text is or will be separated.
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21. Objective 5: Create a Mail Merge Document
In this section, the skills include:
Select or Create a Recipient List
Use an Excel Worksheet as a Data Source
Use an Access Database Table as a Data Source
Sort and Filter Records in a Data Source
Skills:  Select or Create a Recipient List  Use an Excel Worksheet as a Data Source  Use an Access Database Table as a Data Source  Sort and Filter Records in a Data Source
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22. Create a Mail Merge Document
Mail Merge—combines content from main document and data source
Main document—document that contains information that stays the same
Data source—list merged with main document
Merge field—placeholder for variable data
Mail Merge is a Word feature that combines content from a main document and a data source.
A main document is a document that contains the information that stays the same for all recipients in a mail merge.
A data source is a list of information that is merged with a main document during a mail merge procedure.
A merge field is an item that serves as a placeholder for the variable data that will be inserted into a main document during a mail merge procedure.
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23. Create a Mail Merge Document
Field—smallest data element in a table
First name - John
Course ID – CIS 400
Record—group of related fields representing one entity
Person – last name, first name, street address, city, state, zip code
Concert – artist, title, location, ticket prices
A field is the smallest data element in a table, such as first name, last name, course ID, or course name.
A record is a group of related fields representing one entity, such as data for one person, place, or event.
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24. Create a Mail Merge Document
Mail Merge Wizard steps:
Document type
Starting document
Recipients
Write the letter
Preview the letter
Complete the merge
Word provides a six-step wizard to guide you through the mail merge creation process as you select:
Document type such as a letter, message, envelope, label, or directory
Starting document such as current document, existing document, or template
Recipients such an existing list, database, or spreadsheet, which you can sort and filter
Write the letter, which can include an address block, greeting line, electronic postage
Preview the letter
Complete the merge
For completeness, all six steps are shown on this slide, but the last three are discussed in the next objective.
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25. Objective 6: Complete a Mail Merge
In this section, the skills include:
Insert Merge Fields
Merge a Main Document and a Data Source
Skills:  Insert Merge Fields  Merge a Main Document and a Data Source
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26. Complete a Mail Merge Merged fields placed in document Merge Fields
At this point you will indicate the locations of the variable data such as a name or address, which are the merge fields.
Once you have inserted the merge fields, you will combine the main document with a data source, which results in a single document that includes the items that are personalized for each recipient.
Starting document
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Complete a Mail Merge
Completed mail merge
The merge process examines each record in the data source, and when a match is found, it replaces the merge field in the main document with the information from the data source. Before printing, you have a opportunity the preview the results. As seen in the figure, a copy of the main document is created for each record in the data source, creating individualized documents. In this example, the address block, title, and last name merge fields have been replaced by Ms. Hardin‘s information.
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Summary
Tables summarize numerical data
Styles and formatting table contents enable you to enhance the appearance of a table
Tables can contain formulas and functions and can be sorted
Mail merge combines content from a main document with a data source
Tables provide an excellent format for summarizing numerical data. By applying styles and formatting table contents, you can enhance the appearance of a table. Tables can contain formulas and functions. Tables can be sorted to present information in a logical manner.
Mail merge is a process that combines content from a main document with a data source. Using Word, you learned how to select a document and a source, sort and filter the data source records, and merge them into personalized documents.
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Questions ?
It is important to understand the skills learned in this chapter so you can build on these in next Word chapter. Are there any questions?
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30. Copyright
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