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A table contains columns (vertical) and rows (horizontal). The information does not flow from one column to the next as occurs in newspaper-type columns. The crossing of columns and rows forms cells. Each cell is an entity in itself. However, to make sense of a table, the cells in a column generally have a relationship, as identified by the column heading. Also, the cells in a row generally have a relationship as identified by the row heading in the first cell of the row.

Making Tables in Word

     If you wish to organize information in a table, there are a number of ways to accomplish this. It's easy. Remember that in tables, the Tab key takes you to the next cell and Shift+Tab takes you back to the previous cell. You can use the End, Home and Arrow keys to move about within a cell and to go from cell to cell in a column or row. Choose the method below with which you are comfortable and that meets your needs.
   ⊕ Place the cursor where you wish to insert a table. Click on the Table icon on the toolbar above your page. It is a small square with vertical and horizontal lines, and probably has a blue bar across its top. If the icon is not on the toolbar, click on the chevron (>>) at the right end of the toolbar (or perhaps in the middle). On the drop-down tool menu, click on the icon there. A representation of a table will drop down. Just highlight the cells for the number of columns & rows you want. This method allows you to initially select up to five columns and four rows. It's easy to add more. However, if you know you will want more rows and/or columns, you will probably prefer the next method. Or...
   ⊕ With your cursor located where you wish to insert a table. Click on Table, on the menu bar (above the top of the page). On the drop down menu, rest the mouse arrow on "Insert", then click on "Table." Here you can set the number of columns and rows, as many as you want -- even hundreds or thousands. You can also set the column width to a specified size, or choose "Auto" to let Word adjust the widths. You can have Word to adjust the width of each column according to space and content, or fit the table to the window. Click on the AutoFit button (on the Table menu) and you will discover a host of possibilities for formatting your table and making it attractive. Or...
   ⊕ Locate the cursor where you wish to insert the table. Click on the Table item on the menu bar. Click on Draw Table. There you can choose to insert a table or draw your own. There is even an eraser. If you choose to draw your own table, click on the pencil then move the mouse arrow to where you want the table to begin and, while holding down the left button, drag a rectangle. You can then add columns, rows, color, etc. as you wish.
     You want to delete the table but can't? Just read the item below titled "Editing Cells, Columns, Rows, and Tables." However, I suggest you keep the table while exploring the items below because the Table menu options will not be available unless your cursor is somewhere on the table.

Editing Cells, Columns, Rows and Tables

     There was a time when all rows of a table had to have the same number of columns and all columns had to have the same number of rows. The development of websites has helped to change that. Probably most websites are made up of tables (with most of the borders hidden). In fact, there are tables contained within individual cells. In a table one row may have one or two cells while the next one may contain several. You can build tables like that in your printed documents as well. And it is so easy anyone can do it. To edit a table, the curser must be located within it (a mouse click). Otherwise the edit options on the Table menu (except Insert a Table and Converting Text to Table) will be grayed out. Let's look first at deleting table elements.

Deleting: Content can be deleted the conventional way text & objects are deleted, but not table elements. Of course when you delete a table element, the content in it is deleted also. In case you inserted a table while reading some of the material above, but have been unable to delete it, I guess I had better tell you how.
   1. First, click in the cell or row or column or table (anywhere) you wish to delete.
   2. Now, click on Table (wouldn't you know?) on the menu bar.
   3. Hold the mouse arrow on "Delete" (wow!) and select what it is you wish to delete.
     And you thought it was going to be tough didn't you? You learned how to do several things here in three sentences.

Adding Cells, Columns, or Rows: No matter what size your table was to begin with, you can add to it. You can insert cell, columns or rows on either end of the table or anywhere within it. here's how.
   1. Click on the table next to the area you wish to alter. This will place the cursor where it is needed.
   2. Click Table on the menu bar.
   3. In the drop down menu, hover the mouse arrow over "Insert" (wow! they make it easy, don't they?) Now, just choose whether you want to insert a column to the left or right of the cursor location, insert a row above or below it or just add another cell. If you decide to just insert one or more cells, another box will pop up to allow you to specify your request.
     That's all there is to it.
     To add more than one column or row at a time, first highlight the number of columns or rows you wish to insert, then that number will be added in the place you have chosen. If you are inserting data from another location into the table, be sure you have first provided enough columns and rows. To be on the safe side, you can provide extra rows. You can always highlight and delete all the extra rows as easily as you can delete one row.

Selecting: Sometimes you may wish to select a cell, column, row or even an entire table in order to alter it. To select is to highlight. This allows a change to affect the whole highlighted area at once. Just click in the cell or anywhere in a column or row or table you wish to edit. Now click on (you guessed it) Table on the menu bar and hover the mouse arrow over "Select." In the options menu that pops up choose whatever it is you wish to select.

Splitting Cells: Try this. It's easier than splitting hairs (Western expression). Open Word and click on the Insert Table icon on the toolbar. Choose all five columns and four rows. Now click on one of the cells in the table. Go to the Table menu (menu bar) and click on "Split Cells." In the Number of columns box enter "3" and in the Number of Rows box enter "2." Click OK.
Look at your table. You have changed one cell into six cells, all in the same column. For some special tables, this might be helpful. You are in charge and can design the tables as you wish.

Splitting a Table: If you want to split a table instead of a cell, you can do that too. Place your cursor anywhere in the row that you want to become the first row of the next table. On the Table menu click on "Split Table."
     Now you have two tables. Beginning with the row in which you placed the cursor, the lower rows form another table. This may be a continuation of the same table data that you wish to appear elsewhere on the page or perhaps on the next page. You can re-join the two tables into one by just deleting the line space between them.

Merging Cells: Earlier we discussed splitting cells. But what if your need is just the opposite. You need to merge cells instead of splitting them. OK, that's just as easy. Get a bottlle of glue and... No, try this. Just select (highlight) two or more cells you wish to merge. You can do this by dragging the mouse with the left button depressed or with the method discussed under "Selecting." Now, on the Table menu, click on "Merge Cells." Presto! It's done.

Hide Gridlines: You have your table all complete and prettied up, except for those gridlines that divide all the cells! Sometimes gridlines are important for guiding the eye to keep the data straight. But at other times they may detract from a neat appearance. To change that is so complicated, I hesitate to mention it. But here goes.
   1. Click any where in the table, then on the Table menu click on "Hide Gridlines."
   2. Next... There is no next. You mean it's already done?
     OK, you can still see the lines. Well, that's life? Oh, yes you might try printing the table and I'll bet those lines are gone. On you monitor you can still see them just to help you keep things straight.
     You decided you want the lines back? Well, people who keep changing their minds sometimes just have to pay for it. OK, but you have to go back through the long process you used to get rid of them. Notice anything different? Earlier the Table menu had an item that said "Hide Gridlines." Now it says "Show Gridlines." Click on it and the lines are back. Only your printer knows for sure!

Formatting Your Table

Changing Column and/or Row Sizes: There are a number of ways to move column and row dividers. You may want the row height to be determined by the number of lines of text and/or the size of objects contained.
     You can increase the height of a row by using the ENTER key to add blank lines above or below the content. You also can usually move the row dividers in the same way columns dividers can be moved. Here are some ways.
     ⊕ Adjusting columns or rows manually: To move a column divider, just place the mouse arrow on the vertical line until the double arrow appears. Press the left mouse button and drag the divider to the left or right to adjust the column width.
     If the divider for only one cell moves, drag it back and adjust the mouse arrow until a vertical line of small dots appears from top to bottom when the left mouse button is depressed. If the table is not empty and a column does not have room to give up, you will be limited on how far you can move the divider.
     The height of rows can be adjusted in the same way. Just rest the mouse arrow on a horizontal line and drag up or down.
     ⊕ Adjusting columns and rows using AutoFit:Click Table on the menu bar and select "AutoFit." Now, Microsoft Word will AutoFit the table to the contents, to the window or cause each column to have a fixed width. You can also tell Word to distribute the rows evenly and/or to distribute the columns evenly.
     ⊕ Adjusting columns and rows from Table Properties: Click Table on the menu bar and select "Table Properties." There you can set row heights and column widths. You can deal with previous and next columns without having to leave Table Properties. Formatting options are there also for individual cells and the table as a whole.
     Using Table AutoFormat: On the Table menu, Table AutoFormat provides a number of possibilities for improving your table's appearance.
Here is what Table AutoFormat offers.
     ⊕ Pick a style category: Click the down arrow in the Category box and you can instruct the Style list to only contain styles already in use in your document, to contain all the styles available, or to provide space for you to define your own style.
     ⊕ Choose your table style: If you chose "All table styles," in the Category box, the drop-down list in the Table Styles box (when you click on the down arrow), will contain a number of styles. One of these may be suitable for your table, or at least a place to start.
     The Preview pane will display each style as you click it. I suggest you take a look at all of the available styles. They may save you a lot of time and make attractive tables. You may find the style that best displays your type of data.
     Do not be deterred by the type of data displayed in the examples. The example may have the form of a calendar, though your table is to present statistics or text statements. That is OK. You can still pick the style you want.
     ⊕ Apply the format: Below the Preview pane is a section titled "Apply special format to" and below this heading will be four check boxes labeled "Heading rows," "First column," "Last row," and "Last column." All of them will probably be checked by default. You can uncheck any or all of them. When you uncheck or check an item, the result is immediately shown in the Preview pane, so you can see if that is the look you want.

Alignment of Data in Cells

     How do you want the data to be aligned within the cells. Left align, in the center or aligned from the right side of each cell.
     Probably you want the column headings center aligned. You can align them all at once or one at a time. To center align only one cell, just click the mouse inside it and, on the toolbar, click the Center Align icon (a group of lines, center aligned). If the icon is not on the toolbar, just click the chevron (>>) at the right end (or perhaps the middle) of the toolbar. On the drop down menu of icons, click on the Center Align one.
     To center align all of the heading items, just click in the first one (row 1, column A), hold down the shift key and, with the right arrow key, highlight the entire row. Then click on the Center Align icon.
     Generally, text in a cell, other than the heading, is aligned left, but this does not always hold true. Numbers are generally right aligned so that they stay properly in line vertically and decimals are aligned. After you have set the alignment for the headings, you can highlight the rest of the table, if its alignment is to be different than the default, using the Shift and Arrow keys. Then click the left, center or right align icon on the toolbar.

Resizing/Moving a Table

To adjust the size of the table without changing the size proportions of the cells, just put the mouse arrow on the little square resize box at the lower right corner of the table. When you see the double arrow, hold down the left mouse button and drag to enlarge or reduce the size of the table. If you do not see the resize box, just rest the arrow on the corner of the table to get the double arrow.
To move a table, place the mouse arrow on the four-headed arrow at the upper left corner of the table. Now hold down the left mouse button and drag the table to the desired location.

Converting

     That's a good word -- one you need to think about, as long as the conversion is in the right direction. You know you need to. But here we are talking about converting tables to text and text to tables.
   ⊕ Table to text: Sometimes you may have table data that you want to convert to text in order to present it in another format. Just put your cursor anywhere in the table, and, on the Table menu, press "Convert." Then click on "Convert Table to Text." A box will pop up saying, "Separate text with." The options are "Paragraph marks," "Tabs," "Commas," and "Other." If you choose "Other," a box allows you to type in the character you wish to use to separate text that was in the cells. I would not choose "Paragraph" unless I wanted everything to be listed in a narrow vertical column. My success in converting back into a table has been smoother when I have chosen commas (provided no commas were already in a cell). The Tab is the most frequently used word divider because no tabs will be contained within a cell. Tabs take you from one cell to another.
     Have you ever downloaded a web page into Word and wished it was not all divided up with those boxes. Most web pages contain tables, even tables inside of tables that are inside of other tables. Here's your solution. Place you cursor in a table (mouse click), and on the Table menu hover the mouse arrow over "Convert," then click on "Table to Text." If the table contains mostly blocks of text (and not a detailed chart of small cells), you may wish to select the paragraph mark as the divider, otherwise use the tab.
     It didn't all convert? That's just like people. Some just stay in their old ways. The problem is that you have converted one table along with those inside it, but there are more. Do the same thing again. Be sure your cursor is inside a table. You can easily tell because if it is outside of a table, the "Convert" on the Table menu will be grayed out and unavailable. There will also likely be some lines and image holders that are not a part of a table. These can be deleted the conventional way. Highlight them and press the Delete key. You can convert any table to text.
   ⊕ Text to Table: You can convert text back into a table. You can also convert text that has never been in a table into a table, provided the words or other data (would be cells) are divided by a symbol that can be used to determine the divisions. When you select the text (highlight it), hover over "Convert" on the Table menu and select "Text to Table," you will be given the opportunity to indicate what character is used for the cell divider. Double check to see that the proper number of columns are indicated.

Sorting

     Microsoft Word will sort your table for you. Let's say you prepared a table with your group's (perhaps a club or Sunday School class) names, addresses, telephone numbers, birthdays, and anniversaries. But you entered them in random order. Now you want to print a list in alphabetical order.
     The above categories would be the headings at the top of each column. You may want to have separate columns for first and last names and separate columns for number and street and city. This will give you more sorting options, if needed. In fact you may want the last name in column one (if that's the way your list will be printed).
     Microsoft Word will automatically and instantly sort the entire table based on column 1 or any of the headings of your table. However, Word cannot sort a table with merged cells.
      Now, to sort, do the following:
   1. Click anywhere on the table.
   2. On the Table menu click on "Sort."
   3. The Sort dialog box will appear. In the "Sort by" field choose which column to use in sorting the list. The little down arrow will make it easy.
   4. Next, select Ascending or Descending order. Indicate whether the column is to be sorted as text, number or date. Numbers are generally right aligned to keep decimals in line and for easy reading. If you want a street number to be shown as text, select "Text."
     If you selected to sort by Last Name, ascending order, the list will be immediately alphabetized for you. You may wish to sort by Birthday or City, etc. That's the advantage of having a copy in your computer. You can instantly sort any way you wish, at any time, and print out the sorted list.
     Oh yes, what about those column lines? If you are making a neat class directory in a booklet, you don't want those lines showing. Just look above (in this article -- otherwise is good too) to item number 6, "Hiding Gridlines." Now you can print in neat columns without those lines. The group will think you are an expert -- and that is what you are becoming. We all take it a step at a time. When I think I have things down pretty well, I run into a snag that shows me I have a lot to learn.

Doing Calculations

     Your table can do calculations such as providing row and column totals or averages. Here is how.
   1. Click the cell in which you want the sum to appear. In the western culture this would normally be the bottom cell of a column or the right end cell of a row.
   2. On the Table menu, click "Formula." The Formula dialog box will appear. If you selected a cell at the bottom of a column of numbers, Word will have suggested the formula =SUM(ABOVE). If this is correct, click OK. When totaling rows in the far right cell, for the top row, Word will suggest, =SUM(LEFT), which is correct. However, for each of the cells below that the suggested formula that appears will likely be =SUM(ABOVE). You will want to change that to =SUM(LEFT) for each row. The bottom cell of the last column can be either of the above two formulas for a full table of equal type numbers. That is because the total of the last row will equal the total of the last column. To change the formula, use the Paste function box. The little down arrow will provide the elements. Then just type the word that goes between the () marks. You will have to scroll down to see all of the options. If you want averages instead of totals, just select that option. The option selected must relate to the type of table data you have.

Borders and Shading:

     While you are at it, why not make your table stand out and present the data or information attractively? Several options are available with Table Borders and Shading.
     Click anywhere on your table, then, on the Table menu click on "Properties." Now, before we get to borders and shading, notice that in the Table Properties window, on the Table tab page, there are several ways to customize the table. The items on this tab apply to the whole table.
     Here you can indicate a preferred width and show whether you want this width to be measured in inches or the percent of your page width. You can set the table alignment to place the table on the left, center or right side of the page. Here you can set text wrapping to "None" so all text will be above and/or below the table or you can allow text to wrap around the table.
     If you click on the Positioning button, a Table Positioning dialog window will appear with additional formatting possibilities.
     Clicking on the Options button will open the Table Options window with still more possibilities. Notice that many of the entry boxes have down arrows for more selections. On those you can also scroll down to see more selections than first appear. The entry boxes with both up and down arrows allow you to change the settings by clicking the little arrows -- or you can just type in the number you want. Explore these to see what is available.
     Now, to open the Borders and Shading window, just click on the Borders and Shading Button that is on the Table Properties window.
     Let's look first at the Borders tab. Here you can set the border for any or all sides, including the inner column and rows, if you wish.
     The preview pane will immediately show you how the table will appear with each change. You can also choose the line style (scroll down for more choices) and the weight of the lines.
     In the Apply To box, you can apply your choices to the table, a cell or a paragraph within a cell. Sometimes in a presentation table, you may want a cell or statement to stand out.
     If your selections warrant it, the Options button on the Borders tab page will be available. If so click on it and the Border and Shading Options page will appear. Here you can further customize your table. Otherwise move on to the Page Border tab.
     On the Page Border tab, you can design a border for the page. The basic choices are "None," "Box," "Shadow," "3-D," and "Custom." You can select the line styles and weight.
     In the color field, click on the down arrow and a pallet of colors will appear, from which you can choose. They are not quite what you want? Click on "More colors" and, with the chart that appears, millions of colors become available. On that page you can choose the Custom tab and even have variegated borders.
     The Preview pane will help you to instantly see the effect of each possible choice.
     Clicking on the Options button on the Page Border tab will open the Border Shading Options window. There you will find more options for customizing your table. Play around with these options and see the changes in the Preview pane.
     Now, how about adding shading and or color to one or more cells (for emphasis) or to the entire table. In a large table of data the author often will lightly highlight every other row, or perhaps every fifth row, for easy reading of the table.
     Click on the Shading tab on the Borders and Shading page. Here you will see a color chart, with more colors available. You can choose "No Fill," which means that your table, or selected cells or paragraph within a cell will have no color and no shading. Just to the right of the color pane is a box with the name of each color as you select it.
     When applying your enhancements to the entire table, be sure that "Table" is selected in the Apply To box.
     If the decoration is to apply to only one cell, first click in the cell to place the cursor there, then come back to this box and select "Cell" in the Apply To box.
     When applying the improvement to a group of adjacent cells, first highlight them, and then open the Shading page and select "Cell".
     For a paragraph, there is no need to highlight it (just click in the cell) but for specific text within a paragraph, there is. If it is not highlighted, select "paragraph" in the Apply To box. If it is highlighted, select "Text." The "Text" option may not appear in the Apply To box unless it is highlighted. Again, the Preview pane will give you a view of the color and density.
     The Patterns Style box allows you to set the degree of transparency and opacity for shading.
     Well, that's about it for this time. Take care.
     -- Don

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Menu for Page 9 of Computer Stuff Archives

• Add a Screen Shot to Your Document
• Add Notepad to Your "Send To" Menu
• Find & Replace Corrupt Files
• HTML/Printed Character Chart
• Make Word's Links Clickable
• Open or Save E-mail Attachments
• Put a Calculator on Excel's Toolbar
• Working With Newspaper Columns in Word

• Working with Tables in Word:
  • Making Tables
  • Editing Cells, Columns, Rows or Tables
  • Formatting Your Table
  • Alignment of Data in Cells
  • Resizing/Moving a Table
  • Converting Table to Text & Text to Table
  • Sorting
  • Doing Calculations
  • Borders & Shading

Add a Screen shot to Your Document
02-15-04

Add Notepad to Your "Send To" Menu
02-15-04

Find and Replace Corrupt Files
02-15-04

For Do-It-Yourself Website Developers

HTML/Printed Character Chart

Make Word's Links Clickable
02-15-04

Open/Save E-mail Attachments
02-15-04

Put a Callculator on Excel's Toolbar
02-15-04

Working With Newspaper-Type Columns in Word
05-08-2004

Making Newspaper-Type Columns

Adjusting Newspaper-Type Column widths

Working With Tables in Microsoft Word
05-08-2004

Making Tables in Word

Editing Cells, Columns, Rows and Tables

Formatting Your Table

Alignment of Data in Cells

Resizing/Moving a Table

Converting

Sorting

Doing Calculations

Borders and Shading:

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Home | Don's Gems | Computer Stuff | Resource Center | News & Weather | Calculators Archives for Computer Stuff | Archives for Don's Gems | Bio Info | E-Mail

Menu for Page 9 of Computer Stuff Archives

• Add a Screen Shot to Your Document • Add Notepad to Your "Send To" Menu • Find & Replace Corrupt Files • HTML/Printed Character Chart • Make Word's Links Clickable • Open or Save E-mail Attachments • Put a Calculator on Excel's Toolbar • Working With Newspaper Columns in Word

• Working with Tables in Word: • Making Tables • Editing Cells, Columns, Rows or Tables • Formatting Your Table • Alignment of Data in Cells • Resizing/Moving a Table • Converting Table to Text & Text to Table • Sorting • Doing Calculations • Borders & Shading

Add a Screen shot to Your Document 02-15-04

Add Notepad to Your "Send To" Menu 02-15-04

Find and Replace Corrupt Files 02-15-04

HTML/Printed Character Chart

Make Word's Links Clickable 02-15-04

Open/Save E-mail Attachments 02-15-04

Put a Callculator on Excel's Toolbar 02-15-04

Working With Newspaper-Type Columns in Word 05-08-2004

Making Newspaper-Type Columns

Adjusting Newspaper-Type Column widths

Working With Tables in Microsoft Word 05-08-2004

Home | Don's Gems | Computer Stuff | Resource Center | News & Weather | Calculators Archives for Computer Stuff | Archives for Don's Gems | Bio Info | E-Mail

Home | Don's Gems | Computer Stuff | Resource Center | News & Weather | Calculators
Archives for Computer Stuff | Archives for Don's Gems | Bio Info | E-Mail

• Add a Screen Shot to Your Document
• Add Notepad to Your "Send To" Menu
• Find & Replace Corrupt Files
• HTML/Printed Character Chart
• Make Word's Links Clickable
• Open or Save E-mail Attachments
• Put a Calculator on Excel's Toolbar
• Working With Newspaper Columns in Word

• Working with Tables in Word:
• Making Tables
• Editing Cells, Columns, Rows or Tables
• Formatting Your Table
• Alignment of Data in Cells
• Resizing/Moving a Table
• Converting Table to Text & Text to Table
• Sorting
• Doing Calculations
• Borders & Shading

Add a Screen shot to Your Document
02-15-04

Add Notepad to Your "Send To" Menu
02-15-04

Find and Replace Corrupt Files
02-15-04

Make Word's Links Clickable
02-15-04

Open/Save E-mail Attachments
02-15-04

Put a Callculator on Excel's Toolbar
02-15-04

Working With Newspaper-Type Columns in Word
05-08-2004

Working With Tables in Microsoft Word
05-08-2004

Home | Don's Gems | Computer Stuff | Resource Center | News & Weather | Calculators
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