1. Microsoft Word Tables ITSW 1401, Intro to Word Processing Instructor: Glenda H. Easter

2. A Few Definitions, Please!!  A table is a grid of rows and columns that intersect to form cells.

3. Creating a Table  There’s more than one way to get there. You can create tables in the following ways:  Use the Insert Table button on the Standard toolbar.  Use the Insert Table from the Table menu.  Draw a table using the Tables and Borders toolbars.

4. Table Position  When you insert a table into an existing document, it extends from margin to margin by default.  When you adjust column widths, the table becomes left-aligned.

5. Creating a Table Using the Menu Option

6. Draw a Table  You can draw a table in your document using the Tables and Borders toolbar, which you open using the Tables and Borders button.  This toolbar offers convenient formatting features.

7. Drawing a Table

8. To Exit the Drawing Feature  After drawing a table using the Tables and Borders toolbar, you perform one of the following steps to exit from the drawing feature:  Close the Tables and Borders toolbar by clicking the x in the upper right-hand corner.  Press the ESC key to restore the normal pointer.  Switch to Normal view.

9. Keying and Editing Text in Tables  You can use the Insert and Delete keys exactly as you do when typing normal text in paragraphs.  If you hit the Enter key, you create a new paragraph within the same cell.  To move one cell to the right, click either  The tab key  The right arrow key

10. Moving Around in a Table

11. Selecting Cells, Rows, and Columns  There are several ways to select the contents of cells, rows, and columns.  Once selected, you can delete, copy, or move the contents or change the format.  End of cell markers   Indicate the end of each cell  End of row markers   Found to the right of the gridline of each row indicates the end of each row.

12. Selecting Text in a Table  Position the cursor between the cell’s left border and the first letter in the cell.  This unmarked area is the cell selection area.  When the pointer becomes a right-pointing arrow, click once to select the cell.  When the pointer becomes a right-pointing arrow, double-clicking the cell will select the row.

13. Selecting Text in a Table (Continued)  You can also click anywhere in the cell and use the drag method to highlight a selection of cells and rows.  Note, that when you use the drag method, it does not include the end-of-cell marker.  If you have the I-Beam within a cell, you can triple click to select that cell.

14. Selecting Text in a Table (Continued)  You can position your cursor within any single cell of text.  From the Table menu, choose Select Row.  The entire row of the single cell of text clicked previously will be highlighted or selected.  To select an entire column, point to the top border. When the pointer changes to a solid black down arrow  click to select the entire column.

15. Selecting An Entire Column at Once

16. Select Table Elements

17. Highlighting and Selecting Text  To select a cell, you can triple-click within the cell.  To extend a selection in a table (row, column, or cell), hold down Shift while pressing an arrow key.  You can also hold down Shift while clicking another location in the table.

18. Editing Table Structure  You not only can edit the contents of cells, you may also edit a table’s structure to add, delete, move, and copy cells, rows, and columns.  You can also merge or join cells and split cells and change a table’s position or dimensions.

19. Inserting Cells, Rows, and Columns  You can right-click after highlighting a cell.  A dialog box will open allowing you to Insert Cells.  You can select one of the shortcut menu items.

20. Insert Cells, Rows, and Columns  After clicking in a cell, you can use the Insert Cells button to open the Insert Cells dialog box.  A menu appears that allows you to select…  Shift cells right  Shift cells down  Insert entire row  Insert entire column

21. Insert Cells, Rows, and Columns (Continued)

22. Inserting a Row  You can insert a row in several ways.  You can press the Tab key while the cursor is positioned in the last cell.  You can click the Insert Row function.  You can also position your cursor to the left of the last paragraph symbol and click the Insert Rows dialog box.

23. Inserting Columns  You can insert columns using the Insert Columns Button.  The new column appears to the left of the selected column.  Note: Columns are normally inserted to the left of the selected column.  To insert a column at the end of a table, select all the end-of-row markers in the table and click the Insert Columns Button.

24. Delete Cells, Rows, and Columns  The features to delete columns and rows work the same as those covered in using the Insert function discussed on the previous slides.

25. Move and Copy Cells, Rows, and Columns  The move, and copy features can be obtained by using...  The toolbar  By selecting the appropriate function from Edit Menu.  The shortcut method:  Cut: CTRL/X  Copy: CTRL/C  Paste: CTRL/V

26. Move and Copy Cells, Rows, and Columns (Continued)  If you paste text in a Word table where there is not enough room for all the cells, Word adds additional columns or rows to accommodate the text.

27. Merge and Split Cells  When you select the Merge Cells from the Table menu, the cells merge into a single cell.  When you select Split Cells from the shortcut menu, you are allowed to split a column or a row into smaller units.

28. Change the Table Dimensions and Position Tables  You can adjust and position a table in several ways:  Change the width of columns, as well as the space between columns and the height of rows.  Use AutoFit to change the width of a column to fit the longest text.  Indent a table or center horizontally on the page.

29. Formatting Tables and Cell Content  You can enhance your tables and make them easier to read.  Some things that can enhance your table include:  Formatting table text  Aligning text within columns horizontally and aligning text within cells or rows vertically.

30. Formatting Tables and Cell Content  Some things that can enhance your table include (Continued):  Applying borders and shading.  Applying a Table AutoFormat which is a predesigned table style.  Changing the direction of text from horizontal to vertical.  Sorting table text.

31. Sorting Information in a Table

32. Sorting Text in a Table  If a table has a title in the first row and/or a header row, you must select the rows you want to sort.  If you do not have a title and/or header row, you can use the Sort Ascending button located in the Tables menu or on the Tables and Border toolbar.

33. Sorting Text in a Table (Continued)

34. Applying Borders and Shading

35. Use Table AutoFormat  You can select a pre-designed table format and apply to your table.

36. Converting Tables and Text  You can convert exiting tabbed text to a table, which can be faster than keying text into an existing table.  You can also convert an existing table to paragraphs of text.  You can choose to separate the converted text by paragraph marks, commas, or tabs.

37. Converting Text into Tables

38. Performing Calculations in a Table  Using formulas, you can add, subtract, multiply and divide in a table.  You can also calculate averages, percentages, and minimum and maximum values.  You can insert these calculations into any cell in a table.

39. Changing Data in Table Calculations  If you change data, you can update the result of a formula.  Simply right-click the field that contains the calculation and choose Update Field from the shortcut menu.

40. Performing Calculations in a Table

41. Performing Calculations in a Table (Continued)  When you click okay, the numbers are added and the correct numeric format is displayed.  An illustration is shown on the next slide.

42. Performing Calculations in a Table (Continued)