Demonstration on Tables Creation, Editing and Formatting

Session 9: Demonstration on Tables Creation, Editing and Formatting

Total Session Time: 40 minutes + 80 minutes Practical

Prerequisites

None

Learning Tasks

By the end of this session, students are expected to be able to:

Create a Table

Edit Tables

Format Tables

Resources Needed

Flip charts, marker pens, and masking tape.

Black/white board and chalk/whiteboard markers.

Computer.

LCD

SESSION OVERVIEW

Step

Time

Activity/

Method

Content

1

05 minutes

Presentation

Presentation of Session Title and Learning Tasks

2

35 minutes

Presentation, Exercise

Creating Tables

3

30 minutes

Presentation, Exercise

Editing Tables

4

35 minutes

Presentation, Exercise

Formatting Tables

5

10 minutes

Presentation

Key Points

6

5 minutes

Presentation

Evaluation

SESSION CONTENT

Step 1: Presentation of Session Title and Learning Tasks (5 Minutes)

READ or ASK student to read the learning objectives and clarify.

ASK students if they have any questions before continuing.

Step 2: Creating a Tables (35 minutes)

Tables allow large amounts of text and/or numbers to be presented in an organized and easy to read fashion. Student roll books, sport statistics, address books, math formulas, menus and many other documents often incorporate tables to share information.

Similar to columns, Tables can be challenging at first. Word has created an entire menu to help assist you in creating your first Table.

A few important terms to know before you begin creating tables are:

Row – A row runs horizontal in a table and is divided by borders

Borders – Separating lines in the table

Column – A column runs perpendicular in a table and is divided by borders

Cell – A cell is the box that is created when your rows and your columns intersect each other. The cell contains your data or information

Figure 1: Row and Column Direction

Source: Goodwill Community Foundation 2002

Creating Tables Using the Insert Table Dialog Box

Click Table on the Menu Bar

Select Insert and then Table from the cascading menu. The Insert Table dialog box appears

Determine the number of columns and rows you need in your table. You can add more lately, but save yourself some work. You can always add rows by pressing Tab at the end of a row

To create a table as wide as your page, leave the Fixed Column Width setting on Auto.

Click OK. A table is inserted into your document

Figure 2: Insert Table

Source: Goodwill Community Foundation 2002

Another automated way to create a quick table is by using the Insert Table Button on the Standard toolbar

Creating Tables Using the Insert Table Button

Click the Insert Table Button.

Now, drag the number of columns and rows you want in your table.

Figure 3: Tool for Insert Table

Source: Goodwill Community Foundation 2002

Custom-Made Tables

The Insert Table Dialog Box and Insert Table button offer a quick solution to making tables. If you would like to custom create your table by drawing it yourself, you can use the Draw Table button.

Creating Tables Using the Draw Tables Button

Open the Tables and Borders toolbar by clicking View on the Menu Bar, Select Toolbars and then Tables and Borders from the Cascading Menu. The Tables and Borders toolbar will appear.

Click the Draw Tables button on the Tables and Borders toolbar. The mouse pointer turns into a pencil.

Figure 4: Tables and Borders

Source: Print Screen from Microsoft Word 2003

Drag the pencil to create a rectangle about the size of the table you want

Release the mouse button. The border of the table appears in your document

Use the pencil again to draw in column and row borders

Click the Draw Table button again to change the pencil back into an I-beam

If you make a mistake while drawing your table, you can erase both rows and columns by using the Eraser on the Tables and Borders toolbar. Once you select the Eraser, the pointer will change to resemble the Eraser Button. Drag the Eraser over parts of the table you wish to erase. When you are finished erasing, click the Eraser button again to put the Eraser away.

Entering Text

Click inside any table cell to begin entering text or numbers.

Moving Around in a Table:

Use the Tab key or right arrow key to move right

Use Shift + Tab or the left arrow key to move left

The up and down arrow keys will move the insertion point above or below its current location.

Selecting Text in Tables

A cell: triple click inside cell

A row: Move mouse to left of margins, point to the row, and click

Multiple rows: Select the first row, click and drag the number of rows desired

A column: Move the mouse above the column. It turns into a downward pointing arrow. Click once

Multiple columns: Select the first column, click and drag the number of columns desired

Entire Table: Choose Table and Select Table from the menu bar.

Selecting Cells.

To act on a group of cells they must first be selected. To select a cell, or group of

Cells use the selection arrow. This is shown when the cursor is placed near a left cell edge or the top of a column

In a new document, create table 5 columns by 5 rows

Select the first cell by moving near to its left edge and clicking the left mouse button when the arrow is displayed, as in the diagram.

Move the mouse down and click again to remove the selection. Select the

Second column by moving near to the top edge of the column and clicking the

Mouse when the selection arrow is displayed

Select the entire third row by double clicking when the arrow is displayed at the edge of any cell in the row or by clicking once when the arrow is in the Selection bar on the left

Select the nine cells in the middle of the table by clicking and dragging

Close the document without saving

Note: To select a row/column, position the cursor within the row/column then use

Table | Select Row/Column. Table | Select Table will select the entire tab

Activity 1: Open Your Document from Activities 1 Session 7 (5 minutes)

Insert a table into your document using one of the methods described in the lesson.

Enter text into your table.

Save and close your document.

Step 3: Editing Tables (30 minutes)

Once you have created your table, you may find that you need to format text within your table, insert or delete rows and columns, or perhaps just change the appearance of your table so that it is more visually appealing.

Formatting Text in Tables.

Fortunately, whatever you do to format text in a paragraph (make it bold green, for example), you can do to text in a table cell

Formatting text within a table can be accomplished through a variety of means, including the Formatting menu, the Tables and Borders toolbar, the Task Pane and keyboard shortcuts

Rotating Text in Tables

Many advertisements, for sale signs, menus, and other creative documents use Word's text direction feature to change typical horizontal text to eye-catching vertical text

You can rotate text so it runs vertically, facing either the right or the left

To Rotate Text in a Table Cell

Select the cell(s) you want to rotate

Click the Change Text Direction button: on the Tables and Borders toolbar.

Clicking the Change Text Direction button once turns text to the vertically left, the second click turns text to vertically right, and the third click will bring your text back to a horizontal position

Figure 5: Text Direction

Source: Goodwill Community Foundation 2002

The insertion point rotates when entering vertical text, but editing vertical text is really no different than editing horizontal text

Inserting and Deleting Columns and Rows.

Estimating how many rows and columns you will need in a table is not always easy. Therefore, it is important to know how to insert and delete rows and columns in your existing table

To Add Rows to Your Table

Move the insertion point to the last cell in the table and press Tab.

To Insert Rows in the Middle of the Table

Place the insertion point anywhere in the table

Choose Table Insert Rows above OR Rows below

To Delete Rows

Select the row(s) you want to delete

Choose Table Delete Rows

OR Right-click and choose Table Delete Rows from the shortcut menu

To Delete Single Table Cell:

Place the insertion point inside the cell you wish to delete

Choose Table Delete Cells from the menu bar. The Delete Cells dialog box appears

Click Shift cells left, Shift cells up, Delete entire row, or Delete entire column

Figure 6: Delete Cells

Source: Goodwill Community Foundation 2002

To Insert a Column:

Position the mouse pointer where you want to column to be located.

Choose Table Insert Insert Columns to the Right or Insert Columns to the Left

Figure 7: How to Insert Columns

Source: Goodwill Community Foundation 2002

Resizing Tables

You may need to adjust the size of columns, rows, and cells.

To Adjust Columns, Rows, and Cell Size

Hover the insertion point over any line in your table that borders the area you want to change.

The insertion point changes to a double-headed arrow

Drag the border either left or right OR up and down

To automatically adjust the size, select the entire Table and then choose Table AutoFit AutoFit to Contents.

Step 4: Formatting Tables (35 minutes)

AutoFormat

Just as Word offers document templates for memos, faxes, reports and other items; Word also offers templates for Tables

To use AutoFormat:

Create your table.

Click anywhere in the table. Go to the toolbar and select Table and then Table AutoFormat. The Table AutoFormat dialog box appears.

Scroll through the Table Styles until you find a table you like. You can preview the Table Style in the Preview Box.

Check and uncheck the options in the Apply special Formats to: sections to slightly change parts of your table. Check out your changes using the Preview box

Click the New button to customize your own Table Style

Click the Modify button to change parts of an existing Table Style

Click OK

Adding Borders

Many of the tables in the AutoFormat Dialog Box use unique borders and shading options. To add these special features to your own table, you can use the Tables and Borders toolbar.

Figure 8: Table AutoFormat

Source: Goodwill Community Foundation 2002

To Change Line Style or Line Weight on an Existing Table

Click the drop down arrows (next to the buttons) to view and select from the list of choices.

The mouse pointer turns into a pencil

Trace the line(s) you want to change.

Click anywhere outside the table to change to pencil back into the I-beam.

To Change the Border Color on an Existing Table

Click the drop down arrow next to the Border Color button. A color menu appears.

Select a color. The I-beam becomes the pencil.

Using the pencil, trace the border(s) that you want to color.

Figure 9: Selecting Colors

Source: Goodwill Community Foundation 2002

To Apply a Border

Select the Line Style, Line Weight, and Border Color you would like.

Select the cells you want bordered.

Click the Outside Border button drop down menu and choose the location of your border.

Figure 10: Border Applications

Source: Goodwill Community Foundation 2002

Add Shading

To Apply Shading

Select or place the insertion point inside the cell(s) you want shaded.

Click the Shading Color button drop down arrow. A shading color menu appears.

Click on a color. Your cell(s) are automatically shaded.

Figure 11: Color Addition

Source: Goodwill Community Foundation 2002

Activity 2: Open Your Document From Activity 1 Above. (10 minutes)

Edit the text, if necessary. Ask yourself:

Is it the right font and size?

What direction do I want the text?

How do I want it aligned?

Delete any unnecessary rows or columns.

Add any needed rows or columns.

Resize the table, if needed.

Modify the color and thickness of the lines, if needed.

Apply shading to the table, if needed.

Save and close the document.

Changing column width

The most important advantage of the tables feature over the tab stops is the ability to change the width of the column interactively. Note that the total width of the table is restricted by the space available between the margins. Reduce the width of small columns before widening others.

Open the document Table.

Select View | Ruler to display the ruler if it is not already on the screen

Move the cursor into the table. When inside the table the ruler shows the table column divides as symbols within the ruler

A column width can be changed by clicking on the divide, then dragging to a new position before releasing the mouse button. A double-headed arrow appears when the mouse pointer is over the division

Reduce the first three columns (make Cost Price fit on two lines).

Now select Table | Select Table, then Table | Table Properties. Select the

Row tab, check Specify height and enter 1 cm in the box. Click OK.

Figure 12: Show Table Properties

Source: from Microsoft Word 2003

Note: Column width, cell size and text alignment can be changed from the Column and Cell tabs.

Save the document as Table1

Print a copy of the document and leave open for the next Session

Note: Row Heights can also be changed using the ruler. Switch to Print Layout and use the Vertical Ruler. Hold <Alt> whilst changing the row height to view the correct measurements on the ruler.

Step5: Key Points (10 minutes)

Important terms

Borders – Separating lines in the table

Column – A column runs perpendicular in a table and is divided by borders

Row – A row runs horizontal in a table and is divided by borders

Cell – A cell is the box that is created when your rows and your columns intersect

Tables allow large amounts of text and/or numbers to be presented in an organized and easy to read fashion. Student roll books, sport statistics, address books, math formulas, menus and many other documents often incorporate tables to share information

Once you have created your table, you may find that you need to format text within your table, insert or delete rows and columns, or perhaps just change the appearance of your table so that it is more visually appealing

Rotating Text in Tables

Many advertisements, for sale signs, menus, and other creative documents use Word's text direction feature to change typical horizontal text to eye-catching vertical text. You can rotate text so it runs vertically, facing either the right or the left

Step 6: Evaluation (5 minutes)

How do you create tables in word document?

Which steps are involved in editing tables?

Reference

Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out. Microsoft Press

Ventage Press.

CPU. Retrieved from www.webopedia.com/TERM/C/CPU.html

Herniter, M.E. (2000). Personal computer fundamentals for students, hardware windows 2000 Application (2nd ed). Prentice Hall.

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to computers for

healthcare professionals (4th ed). Barb Mews: London.

Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall.

University: Boston Burr Ridge.

Sagman, S. (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide.

Peachpit Press The Basics of the Word Window. Retrieved from www.gcflearnfree.org/computer/

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