Lesson 10: Working with Tables
and Forms
Learning Objectives

After studying this lesson, you will be able to:
 Insert
a table in a document
 Modify,
sort, and format tables
 Perform
 Apply
built-in table styles
 Create,
 Set
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calculations in table
modify, and use forms
editing restrictions in forms
Introducing Tables

Convenient way to lay out tabular data

Perform simple calculations

Great for resumes, letterhead, or presenting other
data
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Table Basics

Tables are made up of cells in a grid

Vertical Columns

Rows

Select, edit and navigate like other Word elements

Tap [Tab] to add a new row
4
Inserting Rows

Use the table button on the
Insert tab

Select number of columns
and rows with grid
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Using Table Tools
Insert
Distribute columns
Merge and split
Set alignment and
text direction
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Sort, calculate, and more
Converting Text to Tables

Convert text to table
 Select
 Use
text to convert
command in the Tables
Group > Insert Tab
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 How
many columns?
 How
is the data separated?
Converting Tables to Text

Changes a table back to regular text

Convert to Text command is in Layout tab under
Table Tools
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 Inserted
text must be a table!
 Choose
your separator
Aligning Data in a Table

Data can be aligned horizontally or vertically

Text direction can be changed

Commands are in Layout tab >
Alignment group
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Merging and Splitting Cells

Can merge (join) or split existing cells

Merge Cells button in Layout > Merge group

Split button
 Advanced
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options available
Sorting Data in a Table

Sort by up to three
levels
 Choose
columns
 Choose
sort order
 Does
the first row
have heading
names?
Important! Heading names will sort with the rest of
the data if No Header Row is selected.
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Inserting Rows and Columns

Insert commands are in Layout > Rows & Columns
group

Insert columns to the left or right

Insert rows above or below

Select the same number of columns you with to insert
 Example:
insert
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To insert two rows, select two rows and then
Add Borders and Shading to Tables

Use the Borders and Shading dialog box

Use the Shading and Borders drop-downs in Design >
Table Styles

Buttons remember the last setting in a document
13
Performing Calculations in Tables

Use the Formula dialog box
in Layout > Data > Formula

Formulas are constructed

Choose a number format

Paste common functions like
SUM and AVERAGE
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Constructing Formulas

Arithmetic
 +,

-, /, *
Cell addresses
 Columns
are labeled by letters, rows are labeled by
numbers
 Each
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cell has an address: A1, A2, B3, and so on
Constructing Formulas

Functions
 Calculations
A
such as SUM and AVERAGE
function is followed by a range of cell addresses
joined by a colon
 Example:
Select cells B2, B3, B4, B5, and B6 is the range
B2:B6

Directions: ABOVE, BELOW, LEFT, and RIGHT
 Functions
addresses
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can operate with directions instead of cell
Sizing Rows and Columns

Drag gridline to adjust

Drag column/row markers to adjust

Distribute Rows and Columns with buttons on the
Layout tab > Cell Size group
Column marker
Gridline
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Using Table Styles to Format a Table

Use the Tables Styles group on the Design tab

Choose from a variety of prepared formats

Formats apply borders, shading, and more

Check options to apply to all or part of the table

Scroll through styles

Preview before applying
18
Working with Forms

Forms collect data

Printed forms exist on paper

Electronic forms are filled out in Word
 They

Internet-based forms are filled out on a web browser
 Data
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can be transmitted by network or email
is stored in a database
Setting Up Forms

Same tools and techniques as other Word documents

Tables help set up forms in an orderly manner

The Controls group on the Developer tab contains
form design tools:
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Understanding Form Fields

Fields are made up of controls

Controls determine the type and style of data entry

Three types of controls:
 Content

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 Legacy
(for use with older Word versions)
 ActiveX
for web page forms and documents
Forms can be protected to keep others from changing
them
Understanding Form Fields

Control types are found on the Developer tab

Make the Developer tab appear by checking
the box in the Word Options dialog box
 Open
Word Options by right-clicking any tab

Content controls include rich text, plain text, dropdown lists, checkboxes, date pickers, and more

Text is the most common type for names and
addresses
22
Checkbox and Drop-Down List Fields

Text responses can be difficult to analyze

Limit responses to certain choices

Checkboxes are simple Yes/No answers

Drop-down boxes provide a list of responses
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Applying Field Properties

Data can be restricted by length or format to make
data easier to analyze

Word can automatically format data like dates or
phone numbers so that they are uniform

Use Developer > Controls > Properties to set these
options
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Protecting and Distributing Forms

Restrict editing to prevent others from changing a
form

Choose Developer > Protect > Restrict Editing

Protect electronic forms so users cannot change them
after they receive the form in email
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Lesson 10: Working with Tables
and Forms