PowerPoint: Tables Computer Information Technology Section 5-11 Some text and examples used with permission from: Note: We are not endorsing or promoting religious doctrine, but simply taking advantage of this website for educational purposes.

 Objectives:  The student will: 1. Understand the issues surrounding table and charts in PowerPoint presentation 2. Know the options for getting data into a table 3. Know how to create, change and resize a table. PowerPoint: Tables

 Many reports and discussions need to refer to tables of information or charts.  You will need to think carefully about how or whether to include these in your presentation. Charts and Tables

 Tables of data do not show up very well on slides.  You cannot get very many cells on the slide without making them too small to read easily.  Too much information all at once means none of it is absorbed by the audience.  Complex charts are hard to read on the screen. Text and bars or lines get small. Problems with Charts and Tables

 Simplify: Show only the most important data.  Divide data: Use several simple tables or charts on separate slides instead putting all in one table or chart.  Divide data: Use several simple tables or charts on separate slides instead putting all in one table or chart.  Reveal in parts - Table: Create a separate table for each row or column and arrange them on the slide to look like one table. Use custom animation to reveal them one at a time.  Reveal in parts - Table: Create a separate table for each row or column and arrange them on the slide to look like one table. Use custom animation to reveal them one at a time.  Reveal in parts - Chart: Reveal each series or each category in turn instead of all at once, using Effects Options for a custom animation.  Reveal in parts - Chart: Reveal each series or each category in turn instead of all at once, using Effects Options for a custom animation.  Notes: Put the complete table or chart in a Notes handout and just a summary or highlights on the slide. Possible Solutions

 Lots of data means lots of typing to create a table or chart  There are other options to get data into a PowerPoint presentation:  Copy and Paste: Data must already be in a table or chart in another program, like Word or Excel. Disadvantages :  Can be edited only in PowerPoint, with PowerPoint's tools  Will not show any changes made to the original after you pasted.  Will not show any changes made to the original after you pasted. Getting Data into a Table or Chart

 Import a file as an object (Insert menu):  Advantage:  Can edit with original program.  If linked, the slide can be updated to show recent changes.  Spreadsheet: If the original has several sheets, you can pick which one shows on the slide. The rest is still there if you change your mind!  Disadvantage:  Broken links: PowerPoint must be able to find the original file when you update. If you moved the presentation to a different computer or moved the data file to a new location, the update will fail.  Presentation size gets larger when inserting whole files instead of just a data table or chart.  Presentation size gets larger when inserting whole files instead of just a data table or chart. Getting Data into a Table or Chart

 Tables do not work particularly well on slides. With even just a few rows and columns a table quickly becomes hard to read.  What is a table?  A set of rows and columns make up a table. Rows run across the table and columns run from top to bottom. Usually there are column labels at the top and row labels at the left.  The intersection of a row and a column is called a cell. Column A/ Row1 Column B Column C Column D Row 2 Cell B2 Cell C2 Cell D2 Row 3 Cell B3 Cell C3 Cell D3 Tables

How to Create a Table  There are 4 ways to insert a table in PowerPoint (3 are done from the Table group in the Insert tab): 1. Insert Table:  Creates a table with evenly sized rows and columns, centered on the slide.  Works the same as in Word

How to Create a Table 2. Insert Table dialog box:  Also creates a table with evenly sized rows and columns, centered on the slide.  Choose Insert Table... from the Table dropdown. The Insert Table dialog opens for you to choose the number of columns and rows:

How to Create a Table 3. Draw Table button :  Allows you to draw a table at the location and size that you want and then to draw in different sizes of rows and columns.  The Draw Table button turns your mouse pointer into a pencil shape. Dragging creates the outside of a table. Drag inside the table to draw in the rows and columns that you want.  If you need a variety of cell sizes, this method can be easier than having to merge cells here and there.

How to Create a Table 4. Table Layout: Choosing the Content Layout removes the text placeholder. Clicking the table button opens the Insert Table dialog.

Changing a Table  Tables Tools tabs:  When you click on a table two Table Tools tabs are added to the ribbon  Design tab:  Layout tab:

Design Tab  Table Style Options and Table Styles allow you to select a color scheme, style. Etc. for the table. Changes are applied to the entire table.  WordArt Style allows you to create fancy fonts for the table. Make sure they are readable!  Draw Borders allows you to add, erase or change the style, thickness or color etc. of a border.

Layout Tab – Part 1  Table allows you to select part or all of the table.  Rows & Columns allows you to insert or delete rows and columns.  Merge allows you to merge cells together or split them apart.  Cell size allows you to control the size of the row or columns

Layout Tab – Part 2  Alignment allows you to control where in the cell the text will appear, rotate the text and change cell margins.  Table size allows you to set the size for the entire table.  Arrange allows you to control how the table will appear on the slide with respect to other items on the slide.

Resizing a Table  Dragging on a table's handle will resize the whole table, causing rows and columns to change size to fit inside the new table size.  Handles: The resizing handles on a table are just like the ones on a picture; Small dots in the corners and the center of each side. They will not show until after you click on the table.  Pointer Shape: Your pointer changes to a resizing shape when it is over the handle. These shapes are not the same as the shapes for resizing rows and columns

Summary  Table and Charts are difficult to manage in a presentation.  Try to present the least amount of information in a table/chart as you can. Put the rest in materials to hand out.  Creating a table is PowerPoint is very similar to tables in word

Rest of Today  Download Homework 5-11 from the Hancock website.  Complete a table as described in the homework. Do not print it out.  The tables in the Word document are merely examples!  You only need 1 table  Pick data you want – don’t just use my table