Microsoft Word 2013 Lesson 6 Creating Tables 2014

Tables • Table is an arrangement of data made up of horizontal rows and vertical columns. • Cells are the rectangles that are formed when rows and columns intersect. • Tables are ideal for organizing information. • Word provides several options for creating tables. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 2

Insert a Table by Dragging • Tables can be inserted using the Insert tab on the Tables group. • Use your cursor to drag Over the rows and columns To create a table. • Using this method you can Create a table with up to 8 rows and 10 columns © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 3

Use the Insert Table Dialog Box • • On the Insert tab, in the Tables group, click the Table button to open the Insert Table menu. Insert Table Dialog box lets you create large tables by specifying up to 63 columns and thousands of rows. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 4

Draw a Table • • Word provides the option to draw complex tables using the Draw Table command which lets you draw a table as you would with a pencil and paper. The Draw Table command transforms the mouse into a pencil tool. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 5

Insert a Quick Table • • • Quick tables are built-in preformatted tables like calendars. Insert tab, in the Tables group, click the Table button to open the Insert Table menu. On the menu, just below the rows and columns, select Quick Tables from the menu. A gallery of built-in Quick Tables appears, as shown at right. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 6

Insert Data in a Table • • • To add text to a table, your insertion point must be placed in the table where the data will be added. To move to the next cell in a table, use the Tab key To move to a previous cell press Shift + Tab. you can also use your mouse to point and click in the cell to enter text. Text will automatically wrap around inside of a cell. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 7

Contextual Tab • After inserting a table, Word displays a contextual tab above the Ribbon. • This contextual tab provides you with more options to format the table. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 8

TABLE TOOLS DESIGN OPTIONS © 2014, John Wiley & Sons, Inc. Microsoft Official Academic

Apply a Style to a Table • • With Table Styles it is easy to quickly change a table’s formatting. You can apply styles to tables in much the same way as you apply styles to text. You can preview the style before applying it and change the style as many times as needed. You can modify an existing table or create a new table style and add it to the gallery. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 10

Apply a Style to a Table To apply a specific Style just hover the Cursor over the Style. Live preview Allows you to see How the table will Look. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 11

Table Style Options - On or Off • • • Table Styles Options allow you to change the appearance of the preformatted styles you apply to your tables. Make sure the insertion point is in the table. If you click outside the table, the Design and Layout tabs (contextual tabs) will not be available. Style changes are located on the Design tab, in the Table Style Options group © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 12

Table Style Options Header Row Formats the top row of the table to provide a descriptive name Total Row Formats the last row which usually has column totals Banded Row Formats even rows differently than odd rows to improve readability First Column Formats the first column of the table which usually has the row headings Last Columns Formats the last column of the table which often contains row totals Banded Columns Formats even columns differently than odd columns to improve readability © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 13

Modify the Table Styles • • In the Tables Styles group, click the More

TABLE TOOLS LAYOUT OPTIONS © 2014, John Wiley & Sons, Inc. Microsoft Official Academic

Layout Contextual Tab • The Layout Contextual Tab includes commands for changing the entire format of a table as well as commands for changing the appearance of individual table components such as: 1. Cells 2. Columns 3. Rows 4. Applying formulas © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 16

Auto. Fit • The Auto. Fit command allows you to adjust column widths to fit the size of table contents, the window or to fit all content to a fixed column width. • You can Auto. Fit a column a couple of ways: 1. Using the mouse 2. Using the commands in the Cell Size group on the Layout Tab © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 18

Auto. Fit • • Layout tab, in the Cell Size group, click the Auto. Fit button to open the drop-down menu. On the drop-down menu, click Auto. Fit Contents. Each column width changes to fit the data in the column. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 19

Resize a Row or Column • • • Use the commands in the Cell Size group on the Layout Tab to adjust the height and width You can also use the ruler to adjust the column width. Table Properties dialog box allows you to set the measurements at a precise height or width. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 20

Resize a Row or Column • The Table Properties Dialog box can be accessed From the short cut menu by Right-clicking anywhere in the Table and selecting Table Properties or click Properties In the Table group © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 21

Move a Row or Column • By selecting the entire columns or row, drag and drop is used for moving data to a new area in the table. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 22

Set a Table’s Horizontal Alignment • Tables inserted into a report should align with the document to maintain the flow of the report. • The horizontal alignment for a table can be set left or right margins or centered between the margins. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 23

Create a Header Row • Column headings are usually placed in the header row. • A header row is the first row of a table that contains information that helps identify the content of a particular column. • It is usually formatted differently and should be repeated at the beginning of each new page for tables that extend beyond one page. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 24

Sorting a Table’s Contents • To sort data means to arrange it alphabetically, numberically or chronologically. • Sorting allows you to find data more quickly. • Ascending order sorts text from the beginning to the end like A to Z • Descending order sorts text from the end to the beginning like Z to A or 10 to 1 • Sort command for tables is found on the Layout contextual tab in the data group © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 25

Sort a Table’s Contents • • • The Sort dialog box appears. If you select text the text will appear in the sort by text box. Ascending order is selected by default. If the column contains text; the type was listed as text. The other options under type are Number and Date. You can change to sort by descending order © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 26

Merging and Splitting Cells • Merging and splitting offers flexibility when customizing tables. • Merge cells means to combine two or more cells into one. Mergining cells is helpful for headings that extend over several columns. • Splitting cells means to divide one cell into two or more cells. Cells might be split when more than one type of data needs to be placed in one cell. The split cells dialog box enables you to split a cell into columns or rows. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 27

Merge and Split Table Cells • • Command is found on the Table Tools Layout tab, in the Merge group. The split cells dialog box allows you to type in or toggle to the exact number of columns and rows. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 28

Merge and Split Table Cells • • The default setting for the Number of columns is 2, whereas the Number of rows is 1. If the Merge cells before split check box is checked, the single column will be split into two columns. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 29

Changing Cell Margins • Word provides an option to change the cell margins and spacing between cells. • You can set the margins for an individual cell or for selected cells. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 30

Change Cell Margins • In the Alignment group on the Layout contextual tab, click the Cell Margins button. The Table Options dialog box opens as shown at right. • Change the top and bottom margins by clicking the up arrow to change the dimensions. • By default the Automatically Resize to fit contents is turned on. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 31

Change the Position of Text in a Cell • Word provides you with 9 options for aligning text in a cell. • These options allow you to control the horizontal and vertical alignment of cell text such as Top Left, Top Center • To change cell text alignment, select the cell or cells you want to align and click one of the 9 alignment buttons in the Alignment group on the Layout contextual tab. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 32

Change the Direction of Text in a Cell • • • 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. These options are located on the Layout contextual tab, in the Alignment group. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 33

Split Table Cells • • • Splitting a table is dividing one table into two separate tables. Be careful of where your insertion point is. This command is located on the Layout tab, in the Merge group, Split Table button. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 34

Add Alternative Text to a Table • • • Alternative text is useful interpretation for tables, diagrams, images and other objects. Alternative text is also used by web browsers – when you hover the object, text apppears describing the object. The title and description that is added can be read to individuals with disabilities. Place the insertion point anywhere in the table. In the Tables Tools Layout tab group, click Select Table. Click the Properties button in the Tables group. Click the Alt Text tab and in the Title box, and type a title In the Description box, type a description. Click OK. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 35

Converting Text to Table or Table to Text • Text separated by a paragraph mark, tab, comma or other character can be converted form text to a table or from a table to text. • To convert text to a table, first select the text, click Insert tab, click the Table button and select Convert Text to Table. • Once the dialog box appears, Word determines the number of rows and columns needed based on how the text is separated. • After text is converted to a table, Convert to Text button will be available in the Layout tab in the Table Tools Ribbon. Convert table to text dialog box © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 36

Convert Text to Table Dialog Box © 2014, John Wiley & Sons, Inc. Microsoft

Convert Text to Table • The Table Tools contextual tab automatically opens. © 2014,

Insert and Delete a Column or Row • • The Table Tools Layout contextual tab in the rows and columns group makes it easy to modify a table by inserting or deleting a row or column. Insert Above button; a blank row is inserted above the row where your cursor is located. You can use the Delete button in the Rows & Columns group; then click Delete Rows from the drop-down menu and the blank row is deleted. Place your insertion point anywhere in the table, and in the Row & Columns group, click Insert Right button. A new column is inserted to the right. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 39

Insert and Delete a Column or Row • • While a column still selected, you can move the insertion point to the right along the top border of the table to the plus symbol. Click the plus symbol to insert a new column between the two columns. This is a new table feature for Word 2013. The plus symbol also appears if you need to insert a new row. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 40

Using Formulas in a Table • Word provides options to use formulas to calculate: 1. Total 2. Average 3. Determine the highest/lowest number 4. Count values • Just like in Excel, formulas begin with an equal symbol followed by the function that you want to perform such as • • • SUM AVERAGE MAX MIN COUNT © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 41

Using Formulas in a Table • You can also use math operators to perform addition, subtraction, multiplication and division by the cell range. • A cell range is identified by two or more cells within the table. • Math in tables follows the order of operations. 1. Please – parenthesis 2. Excuse - exponents 3. My - multiplication 4. Dear - division 5. Aunt - addition 6. Sally - subtraction © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 42

Using Formulas in a Table • Formulas in a table can also be written by cell address location. Columns are identifed by letters and rows are identified by numbers. • To begin a formula, first place your cursor in the cell where you want the forumula to appear. • = B 1+C 1+D 1 can also be written as =SUM(B 1: D 1) • On the Table Tools Layout tab, in the Data group, click the Formula button. The Formula dialog box opens (below). If you are familiar with Excel, then you will notice the similarities in the Formula button. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 43

Number Formatting • Word offers a variety of number formatting options: 1. Pound symbol # 2. Comma 3. Currency $ 4. Two decimal places 5. Percentage % 6. Parentheses ( ) Selecting any of these will change the format of the number for that cell. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 44

Update Fields • Sometimes it is necessary to edit a value and update the field with the new total, average or other function that was applied. • To update a field, select the field, right-click and then select update field. • A field code is a placeholder where the function appears. It appears as {=SUM(ABOVE)} • When applying functions only the results appears • By default the field codes ae not displayed. • The field codes can be turned on in Backstage, Options and then select Advanced, in the Show document content section click the check box by Show field codes instead of their values. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 45

Disable Field Codes • There are 3 options on how a field code appears in the table: 1. Never 2. Always 3. When selected Note that the function is enclosed with curly brackets. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 46

Formula functions File type Description = SUM(ABOVE) Adds the values in the range above cell =SUM(LEFT) Adds the values in the range to the left of the cell =A 1+A 2+A 3 Adds values by cell address location =SUM(A 1: A 4) Adds the value by using the range of cells =AVERAGE(ABOVE) Averages values in the range above the cell =AVERAGE(LEFT) Averages values in the range to the left of the cell =MAX(ABOVE) Displays the highest value in the range above the cell =MIN(ABOVE) Displays the lowest value in the range above the cell =MIN(LEFT) Displays the lowest value in the range to the left of the cell =COUNT(ABOVE) Counts values above the cell =COUNT(LEFT) Counts values to the left of the cell © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 47

Use Object Zoom • • • We have learned about the Zoom group and the new Read Mode view in previous lessons. Microsoft has enhanced reading documents using the 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. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 48

Use Object Zoom • • 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. Click View on the menu, and then select Edit Document to return to the document screen. © 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Word 2013 49