A table allows information to be arranged in
horizontal rows and vertical columns. A table
appears as a single grid structure with black
gridlines. A cell is the intersection of a row and
column.
Organizing text and numerical data in a table
helps the reader to understand the information.
Graphics, charts, clipart, pictures and other
tables can be inserted into a table.
The user can create a blank table and insert
information or convert existing information into
a table.
The first row in a table is considered the header
row. This row identifies the type of information
in each column. The first column on the left in a
table can sometimes be considered the header
column which identifies the information in each
row.
To insert a blank table into a document, go to
the Insert tab on the ribbon, and click on the
down arrow. The table button allows the user
to drag the mouse pointer across a blank grid to
select the number of rows and columns the
table will have. The following illustrates this.
The above illustrates that the table will have
two columns and five rows available thus
creating a 2 x 5 table to insert data. After
clicking the mouse the following blank table will
appear in the text.
The two columns are of equal width. There are
also end-of cell markers and end-of-row
markers. These are non-printing characters.
End of Cell Marker
End of Row Marker
The student will now create a table with two
columns and five rows.
The contextual tab “Table Tools” appears when
the insertion point is placed within the table.
The following illustrates the contextual tab.
There are 98 different styles in the styles
library. As you select different options in the
Table Style Options such as Total Row or
Banded Rows, the table format changes.
The Layout Tab is divided into the groups:
Table, Rows and Columns, Merge, Cell Size,
Alignment and Data.
The Table Tools contextual tab has two tabs—
Design tab and the Layout tab.
The Design tab as three groups—Table Styles
Option, Table Styles, and Draw Borders.
The Table Styles Option group is illustrated in
the following:
The TABLE group allows the user to Select the
table, or a cell, column, or row. The View
Gridlines option allows the user to view the
gridlines. The Properties option will open a
table properties dialog box which allows the
user to change the table properties including
rows, columns, and cells.
The ROWS & COLUMNS group includes Delete
which allows the user to delete cells, columns,
rows, or tables. It also allows the user to insert
columns and rows.
The MERGE group allows the user to merge
cells, split cells, and split tables.
As the user selects an option from the Table
Style Options group, the Table Styles group to
the right gives a live preview of the option
selected.
The CELL SIZE group allows the user to change
the cell widths, lengths or automatically fit the
data in the cell.
The ALIGNMENT group allows the user to align
the text within a cell such as top left, top
center, top right. The text direction button is
located in this group.
The DATA option allows the user to sort the
data, convert a table to text and to insert
formulas in a table.
Enter the following data into the blank table.
Notice that as you key information the end of
cell marker moves to the right in order to
accommodate the data. To move from one cell
to the next cell, press the tab key.
Schools
MLC High School
West Middle
East Middle
Southside Elementary
Population
1500
850
650
298
The header row should be in bold because:
1. It distinguishes the header row from
the rest of the table.
2. It allows Word to recognize the header
row when using table commands.
There are three ways in which to select a
column or row.
1. Click inside a cell in the column or row
and on the Layout contextual tab Table
group, Select option, choose cell, row,
table, etc.
2. Move the mouse to the left of the row
and a right pointing arrow appears—
click the mouse. To select a column,
move the pointer to the top of the
column and a black arrow appears and
then click the mouse.
3. The lease efficient way is to select the
cell as you would select a word or
phrase. However, you may have
trouble if the end of cell or end of row
marker is not selected. This way may
produce unpredictable results.
The following illustration shows the table after
bolding the header row.
Schools
MLC High School
West Middle
East Middle
Southside Elementary
Population
1500
850
650
298
Sorting a table means to rearrange the table
contents in some type of order such as
alphabetical, numerical, or chronological order.
We will sort the school name by alphabetical
order.
1. Select the column.
2. Select the Layout contextual tab.
3. Data group, select the Sort button.
The following dialog box will open.
Word has already filled in the necessary
information: Sort by: Schools; Type: Text;
Using: Paragraphs. Also the Ascending order is
already selected. The user just needs to press
OK.
(If dates or numbers are sorted, the TYPE would
change to numbers or dates.)
Schools
East Middle
MLC High School
Southside Elementary
West Middle
Population
650
1500
298
850
The above illustration shows the table after the
sort was completed. Notice that because the
header row is bolded, it was not affected by the
sort. Remember: AS YOU SORT A TABLE ALL
ITEMS IN A ROW MOVE TOGETHER.
To insert a column in the table, click inside the
last column and on the Table Tools contextual
tab, select Layout, Rows & Columns, Insert
Right. Now insert a new row at the bottom of
the table. The following illustrates the new
table.
Schools
East Middle
MLC High
School
Southside
Elementary
West Middle
To delete the contents of a table, row, column
or cell, just select it and press the delete key.
To delete the structure of a row, column, or the
entire table including the contents, select it and
on the Layout contextual tab, select delete and
the following will open.
This enables the user to delete cells, columns,
row, and tables.
Population
650
1500
298
850
Key in bold the header for the last column:
Built and include the following dates in this
order: 1985, 2009, 1954, and 1908.
When deleting, the user must decide what
needs to be deleted. The contents, the
structure or both the contents and structure.
There are four ways to enlarge the column
width.
1. Drag the column’s right border to
enlarge
2. Layout contextual tab, Cell Size and
enter the cell width
3. Layout contextual tab, Cell size, and
select AutoFit.
4. Double click on the column border to
enlarge cell to automatically fit the
data.
To change the column height drag the row
border to the desired height or use the
contextual tab, Layout Tab, Cell Size Group to
key in the row height.
Schools
East Middle
MLC High
School
Southside
Elementary
West Middle
Population
Built
650
1500
1985
2009
298
1954
850
1908
To find the total population for all schools in the
above table, position your cell pointer in the
last row of the column. On the Layout
contextual tab select the Data group. In the
Data group, select Formula. The following
dialog box will open.
There are different functions that can be used
in the formulas. They include but are not
limited to:
=MIN(ABOVE) Returns the minimum number
=MAX(ABOVE) Returns the maximum number
=COUNT(ABOVE)
Returns the count
=AVERAGE(ABOVE)
Returns the average
=SUM(ABOVE)
Returns the total
Word has built-in styles which allow the user to
add color, borders, and shadings. Selecting a
style can apply different formatting for the first
column, last column, banded columns, header
row, total row, and banded rows.
Selecting the option banded rows or banded
columns will produce a color for alternate rows
or alternative columns.
The following illustrates banded rows. A color
is applied to alternate rows.
The formula for adding the numbers in the
column is displayed. =SUM(Above). Press OK
and the following illustrates the change in the
table.
Schools
Population
Built
East Middle
650
1985
MLC High
1500
2009
School
Southside
298
1954
Elementary
West Middle
850
1908
Total
3298
Population
Just key in the words “Total Population” in the
first column.
Schools
East Middle
MLC High
School
Southside
Elementary
West Middle
Population
650
1500
Built
1985
2009
298
1954
850
1908
Schools
East Middle
MLC High
School
Southside
Elementary
West Middle
Population
650
1500
Built
1985
2009
298
1954
850
1908
The above illustrates banded columns.
Copy and paste the table you created in the
study guide three times in a blank document
(delete the Total row). Make sure the header
row is bolded and use each of the following
formulas—one formula to one table (population
column). Insert a blank row at the bottom of
the table if necessary to insert the formula.
1st =SUM(ABOVE)
Formula for the 1st table
1. =AVERGE(ABOVE)
Formula for the 2nd table
2. =COUNT(ABOVE)
Formula for the 3rd table
Print making sure your name is on the
document.
Copy and paste the table three more times
and apply the following table styles.
1st Table:
2nd Table:
3rd Table:
Light Grid Accent 2 (3rd column 3rd
row)
Light Grid Accent 5 (6th column 3rd
row)
Dark List Accent 1 (4th row from the
bottom, 2nd column.
Print making sure your name is on the
document.
Copy and paste the table three more times
deleting the formula row and apply the
following sorts.
1. Sort the first table by date the
school was built in ascending order.
(Numerical sort)
2. Sort the second table by name in
descending alphabetical order.
(Alphabetical sort)
3. Sort the third table by population in
ascending order. (Numerical sort)
Print making sure your name is on the
document.
Creating a table is simply putting data in
columns and rows or a grid of information. Not
all information should be in a grid form, but
some information is more easily understood if it
is displayed as a grid.
The many different table styles enhance the
appearance of a table. Always keep in mind
that “more” is not necessarily the best. This
means the table should only be enhanced if it
helps the reader understand the information
more clearly.
Word 2007 allows the user to sort information,
enlarge or decrease column and/or cell width
and height. It also allows the user to insert or
delete columns and/or rows. Math functions
are also available to the user.
A contextual tab is available—TABLE TOOLS.
This tab only appears when a cell, column, or
table is selected. The two tabs available in
Table Tools are Design and Layout.