1. Lesson 5: Using Tables

2. Lesson Objectives create tables enter items into tables
adjust rows and columns
merge and split cells
insert and delete cells, rows and columns
set row headings
format tables
modify table properties
use simple formulas
sort data in a table
convert tables to text or text to tables
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Briefly introduce which topics will be covered in this lesson so students are aware of the new skills they will learn. Remind students also that all the information is available in the book as a reference so they don’t need to commit anything to memory or take notes.

3. Working with Tables Each horizontal line in table is called row
Numbered consecutively from top downward
Each vertical line is called column
Listed alphabetically from left to right
Intersection of row and column is called cell
Uses column letter and row number as identification
Use displayed grid as guide to how wide columns are, how high rows are, or how text or objects appear
Can enter text, numbers or graphics into cell
Can create table before or after you type text Pg

4. Working with Tables
Before typing text, design overall appearance and layout of table
Can adjust table layout in relation to page using options in Properties
Word adds single line border to table which can be removed or modified
Gridlines work in same way as non-printing characters - do not print and only appear on screen
Display end of cell markers to show where you are in table, or help determine how text appears in cells
New table uses default settings defined in Word
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5. Working with Tables
Move table by dragging , which appears when you point cursor in or near table
Table Tools Ribbon appears when cursor inside table:
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6. Inserting a Table
Best used for table with evenly sized columns and rows
Click Insert tab, in Tables group, click Table
Starting from top box in drop-down, drag to specify number of columns and rows
If need larger table, use Insert Table Pg
Objective 3.1.3, 3.1.4

7. Inserting a Table Table size
Enter number of columns and rows directly in appropriate boxes or use increment buttons.
AutoFit behavior
Specify how columns to behave when entering text. You can specify measurements for column width, or leave at Auto, which results in evenly sized columns that stretch from left to right margin.
Remember dimensions for new tables
Select this as default for all new tables. You can adjust column widths or row heights after creating table.
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Objective 3.1.3, 3.1.4

8. Inserting a Table Drawing a Table To activate Draw Table feature:
Click Insert tab, in Tables group, click Table and click Draw Table, or
Click in cell of existing table, then under Table Tools, on Design tab, in Draw Borders group, click Draw Table
Draw Table active when cursor appears as
Start by drawing outside border of table
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Objective 3.1.3

9. Inserting a Table
To draw horizontal border, click where left side of border to begin and drag to end of border
To draw vertical border, click where top of border to begin and drag to end of border Pg
Objective 3.1.3

10. Inserting a Table
To draw diagonal border, click at top corner of cell and drag diagonally to lower corner of cell
Use Eraser tool to erase borders as if drawing borders
Symbol shows you are in Erase mode
Can determine how much of border to erase
To turn off Draw Table or Eraser tools, click button again Pg
Objective 3.1.3

11. Inserting a Table Creating a Quick Table
Pre-designed tables created by Microsoft based on commonly used document layouts
Click table layout to insert
Can also create table with specific formats and layouts and saved to Quick Tables list Pg
Objective 3.1.5

12. Inserting a Table Working with Text
Insertion point shows in first cell of table to enter text
To move within table:
Press ENTER for more lines of text in same cell or increase row height
Use arrow keys to move through text in cell
Use TAB to move to next cell
Use SHIFT+TAB to move to previous cell
To insert tab or indent, press CTRL+TAB
To add more rows, in the last cell in last column, press TAB
Can format text in similar manner as regular text
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Objective 3.2.2

13. Modifying Tables To select:
Entire column: move to top of column until see , then click
Entire row: move cursor to selection bar and click
Multiple columns or rows: drag across columns or rows
One cell: move to lower left corner of cell until see , then click
Multiple adjacent cells: drag across those cells
Multiple non-adjacent cells: select first cell, press CTRL and click each cell
Entire table: click
Under Table Tools, on Layout tab, in Table group, click Select and click option
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Objective

14. Modifying Tables Adjusting the Width or Height
To adjust column width or row height:
Under Table Tools, on Layout tab, in Cell Size group, change width or height
Point at vertical border of column to adjust. When see , drag border left or right to desired column width
Point at top horizontal border of row to adjust. When see , drag border up or down to desired row height
Click in ruler for right border of column to adjust, and drag to width
under Table Tools, on Layout tab, in Table group, click Properties. Then click tab to change row height, column width, or cell width
Cursor must be in table to see column markers in ruler
To distribute columns or rows evenly, under Table Tools, on Layout tab, in Cell Size group, click or
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15. Modifying Tables
Under Table Tools, on Layout tab, in Rows & Columns group, click option to insert, or
under Table Tools, on Layout tab, in Rows & Columns group, click Table Insert Cells dialog box launcher. Then click item to insert from Insert Cells dialog box, or
point at border between rows or columns where inserting, and when Add row symbol appears, click +, or
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16. Modifying Tables
in last cell of last row in table, press TAB to quickly insert new row at bottom of table, or
right-click row or column to display shortcut menu, point to Insert and select option from menu
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17. Modifying Tables Deleting Rows, Columns or Cells
Under Table Tools, on Layout tab, in Rows & Columns group, click Delete, or
right-click row or column and click Delete Row or Delete Column, or
if click Delete Cells, Delete Cells dialog box appears for appropriate option
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18. Modifying Tables Merging and Splitting Cells
To merge cells, select cells and then:
Under Table Tools, on Layout tab, in Merge group, click Merge Cells, or
right-click and click Merge Cells, or
under Table Tools, on Design tab, in Draw Borders group, click Eraser to remove borders to create larger or merged cells
Pg 138
Objective 3.2.7

19. Modifying Tables To split cells, select cell to be split and then:
Under Table Tools, on the Layout tab, in Merge group, click Split Cells, or
right-click and click Split Cells, or
under Table Tools, on the Design tab, in the Draw Borders group, click Draw Table to add borders in cell or split cell into multiple cells
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Objective 3.2.7

20. Modifying Tables Setting Row Headings
Reminds viewer of what type of data shown in each column
Can include multiple rows but must be located at top of table
To set row headings for another area of the report, you will need to split table into separate tables where you can then select new row headings to repeat on subsequent pages
To set row headings, select top row(s) to display at top of each page, and then on Layout tab, in Data group, click Repeat Header Rows
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Objective 3.1.6

21. Modifying Tables Using Table Styles
Pre-designed formats to apply to table
To access table styles gallery, under Table Tools, on Design tab, in Table Styles group, click More
Click style to apply it
Includes live preview
Can modify existing table style or create own and save it in list for easy access
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Objective 3.1.5

22. Modifying Tables Manipulating Text in Cells
To change horizontal or vertical alignment of table cell text, under Table Tools, on Layout tab, in alignment group, click command
To change text direction, under Table Tools, on Layout tab, in Alignment group, click Text Direction
Changing alignment of table refers to position of table relative to left and right margins for document
Click Properties in Table group, then select alignment for table
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Objective 3.2.2

23. Modifying Tables Modifying the Borders and Shading
Can be modified to appear with different colors, styles, widths, or can be turned off for individually selected cells
Can also be changed after applying table style.
Under Table Tools, on Design tab, in Borders group, click arrow for Borders
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24. Modifying Tables
Under Table Tools, on Design tab, in Table Styles group, click arrow for Shading
Click color to apply shading to selected table cells
Can draw or modify properties for borders in table using features in Draw Table group
Under Table Tools, on Design tab, in Borders group, click option to draw borders in table
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25. Modifying Tables Modifying the Table Properties
To display table properties:
Under Table Tools, click Layout tab, in Table group, click Properties, or
right-click in table and click Table Properties
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Objective 3.2.4, 3.2.6

26. Modifying Tables Table
Set width of table or accept default size based on method used to create table, and specify its alignment between left and right margins; can also specify if text to wrap around table. Click Borders and Shading to open Borders and Shading dialog box. Click Options to open Table Options dialog box.
Row
Set specific height, as minimum or set measurement; specify whether row can break across pages. If header row identified, second option selected. Use Previous Row or Next Row to move between rows without leaving dialog box.
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Objective 3.2.4, 3.2.6

27. Modifying Tables Column
Set width for selected column. Use Previous Column or Next Column to move between rows in table while in dialog box.
Cell
Set width for cell along with alignment preference, if do not want default size based on cell contents. Use Options to open Cell Options dialog box to specify cell margins and text wrapping settings.
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Objective 3.2.4, 3.2.6

28. Modifying Tables Alt Text Enter information for accessibility issues.
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29. Inserting Formulas
Calculation using numbers (or other data) in current cell or from other cells
Functions
Built-in mathematical formulas that perform calculations.
Cell References
Refer to specific cell or range of cells in table using column and row coordinates.
Operators
Common mathematical operators used for calculations.
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Objective 3.2.5

30. Inserting Formulas Enter formula in cell where answer to appear
Under Table Tools, on Layout tab, in Data group, click Formula
Start of formula indicated by =
Most commonly used operators are:
* Multiplication
/ Division
+ Addition
- Subtraction
Calculations performed following “natural order of operations”
Start with exponents, then multiplication and division, then addition and subtraction
Order can be altered by placing parts of formula in parentheses
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Objective 3.2.5

31. Inserting Formulas
To indicate range of consecutive cells, enter first cell address followed by colon and then last cell address in range
To reference non-consecutive cells in formulas, use comma to separate cell references
Built-in function performs commonly used type of calculation
Total the Range =SUM(Cell:Cell)
Average Value in the Range =AVERAGE(Cell:Cell)
Minimum Value in the Range =MINIMUM(Cell:Cell)
Maximum Value in the Range =MAXIMUM(Cell:Cell)
Count the Number of Values in the Range =COUNT(Cell:Cell)
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Objective 3.2.5

32. Inserting Formulas Only results display in table
To view formulas, click File, click Options, click Advanced, and in Show document content area, click Show field codes instead of their values, or press ALT+F9
Can format formula to show currency or other accounting formats using Number format box in Formula dialog box
Can copy formula to other cells, will need to edit copied formulas to ensure they use correct cell addresses
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Objective 3.2.5

33. Inserting Formulas Modifying Formulas
Must modify pasted formula to ensure it uses correct cell references in new location
Show field codes to edit copied formula
To recalculate formula fields manually:
Press F9, or
press ALT+SHIFT+U, or
right-click formula and click Update Field
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Objective 3.2.5

34. Converting Tabular Information
To convert table to text, click in table. Then under Table Tools, click Layout tab, in Data group, click Convert to Text
Paragraph marks
Insert paragraph mark between columns so data placed in separate paragraphs.
Tabs
Insert tab character, so data appears as if tab stops set.
Commas
Insert comma between each column of text, so file can be imported into program that accepts comma as field delimiter.
Other
Insert another character to separate each column of text, similar to comma option.
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Objective 3.1.2

35. Converting Tabular Information
Converting Text to a Table
To convert text information to table format, select text, click Insert tab, in Tables group, click Table and click Convert Text to Table
Can also select text and on Insert tab, in Tables group, click Insert Table Pg
Objective 3.1.1

36. Sorting Lists of Data
Can sort paragraphs, lists created with tab characters, commas, or rows in a table
Sort data using up to three different columns as sort fields and then in ascending or descending order
Word sorts by first column of data unless specified
Column headings make it easier to specify which information
To sort regular text, click Home tab, in Paragraph group, click Sort Pg
Objective 3.2.3

37. Sorting Lists of Data
To sort text in table, under Table Tools, click Layout tab, in Data group, click Sort Pg
Objective 3.2.3

38. Sorting Lists of Data Sort by
Choose which data to use as sort field; if data includes column headings, choose from drop-down list.
Type
Choose type of data.
Using
Select how data for each row in table separated.
Order
Select whether data to be sorted in ascending (A-Z, 0-9) or descending (Z-A, 9-0) order.
Then by
Specify subsequent sort fields.
My list has
Specify if information includes column titles; collectively called header row.
Options
Click to open Sort Options dialog box to specify field separator character, or if sort is case sensitive. Pg
Objective 3.2.3

39. Lesson Summary create tables enter items into tables
adjust rows and columns
merge and split cells
insert and delete cells, rows and columns
set row headings
format tables
modify table properties
use simple formulas
sort data in a table
convert tables to text or text to tables
Pg 158
Briefly review what topics were covered in this lesson so students are aware of the new skills they learned. Remind students also that all the information is available in the book as a reference.

40. Review Questions
1. Explain the difference between borders and the gridlines on a table. 2. How can you create a new table? 3. If you want to insert a row between the title and the column headings in the following table, in which row would you place the cursor? 4. Provide an example of when you would merge several cells. 5. What alignment options are available for text within tables?
Pg 158
As time permits, go through the questions with students, or choose to assign these for groups or homework review.
For further reinforcement of skills through practice exercises and additional review options, please go to the microsite at 2013.ccilearning.com.

41. Review Questions
6. How can you change the alignment of an entire table, relevant to the page on which it appears? 7. Which symbol does Word automatically insert when you activate the Formula command? 8. What might you need to do if you copy a formula from cell K14 to cells K15 to K32 and then discover that the value in cell K14 is repeated in cells K15 to K32? 9. You need to convert a sales report from a Word table to a format that will enable the report to be imported into Excel. Which separator character should you select when converting the table? 10. What is a header row and how can it help you when sorting a list?
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As time permits, go through the questions with students, or choose to assign these for groups or homework review.
For further reinforcement of skills through practice exercises and additional review options, please go to the microsite at 2013.ccilearning.com.