Basic Microsoft Word

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 Insert a Table
• Tables illustrate information intended for quick reference and
analysis
–A table is a grid of columns and rows that you can fill with text
and graphics
–A cell is the box formed by the intersection of a column and a row
–Borders are the lines that divide the rows and columns of a table
and help you see the structure

2
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 Insert Table
• Tables are useful for aligning information
in columns or rows.
1. Select the Insert tab and click on the Table
icon.
2. Roll your mouse over the squares for the
number of rows and columns you want.
3. Double click and your table will insert.

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 Inserting a Table
• A table is a grid made up of rows and columns of cells that
you fill with text and graphics
–A cell is the box formed by the intersection of a column
and a row
–The lines that divide the columns and rows are called
borders

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 Inserting a Table
• Table menu includes a grid for selecting number of
columns/rows for the table
–Also has commands for inserting tables:

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 Inserting a Table
• To create a table:
–Use Table button in Tables group on Insert tab to open
Table menu and insert a blank table
–Type text in the table cells
–Press [Tab] to move from cell to cell or click in a cell to
move the insertion point
–Press [Tab] at the end of the last cell to create a new blank
row at the bottom of the table

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 Inserting and Deleting Rows and
Columns
• To select rows and columns:
–Use Select command in Table group on Table Tools
Layout tab
–Use the mouse
–Click margin to the left of a row to select it
–Click top border of a column to select it
–Drag across a row or down a column to select the row or
column

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 Inserting and Deleting Rows and
Columns (continued)
• First, select the row or column where you want to add or
remove information
–Use the appropriate Insert command in the Rows &
Columns group of the Table Tools Layout tab
–Use the Delete command in the Rows & Columns group of
the Table Tools Layout tab

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 Inserting and Deleting Rows
and Columns (continued)
Table Tools Layout tab

Rows & Columns

group

New row
inserted

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 Inserting and Deleting Rows and
Columns (continued)
• Copying and moving rows and columns
–Copy and move rows and columns the same way you copy
and move text
–Use the Copy, Cut and Paste buttons
–Rows are inserted above the row containing the insertion
point
–Columns are inserted to the left of the column containing
the insertion point

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 Modifying Rows and Columns
• Change the size of columns and rows by:
–Dragging a border
–Using AutoFit command in Cell Size group on Table Tools
Layout tab
–Setting exact measurements using the Table Row Height
and Table Column Width text boxes in the Cell Size group
or the Table Properties dialog box

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 Modifying Rows and Columns
(continued)
Table move
handle

Rows are all the

same height

Table resize
handle

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 Modifying Rows and
Columns (continued)
• To set advanced table properties:
–Properties command in Table
group on Table Tools Layout tab
–Table Properties dialog box
opens

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 Sorting Table Data
• To sort data is to organize the data alphabetically or
sequentially based on the data in one or more columns
–Data is sorted based on criteria you set
–Sorting in ascending order organizes the data
alphabetically (A-Z) or sequentially (0-9)
–Sorting in descending order organizes the data in
reverse alphabetical (Z-A) or sequential (9-0) order

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 Sorting Table Data
• Sort using data in one column or multiple columns
• When you sort by multiple columns:
–Select primary, secondary, and tertiary sort criteria
• Click the Sort button in the Data group on the Table
Tools Layout tab
–The Sort dialog box opens
–Select column(s) to sort, type of information, and
sort order

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 Sorting Table Data
(continued) Type of data
Primary sort
column

Sort order

Secondary and
tertiary sort columns

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 Sorting Table Data (continued)

Rows sorted first by

type Within each type,
rows sorted by cost

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 Sorting Table Data (continued)
• Sorting lists and paragraphs
–Use Sort command in Paragraph group on Home tab, and
then choose:
–Type of data (text, numbers, dates)
–Sort by criteria (paragraphs or fields)
–Fields are text or numbers that are separated by a
character, such as tabs or commas
–Sort order (ascending or descending)

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 Splitting and Merging Cells
• Merge cells to combine adjacent cells into one larger cell
• Split cells to divide a cell into multiple cells
–Use Merge Cells and Split Cells commands in Merge
group on Table Tools Layout tab

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 Splitting and Merging Cells (continued)

Cells merged to
create new cell

Cells split into 3

new rows

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 Splitting and Merging Cells
(continued)
• Cells have .08" left and right margins with no spacing
between cells
–Adjust them using Cell Margins button in Alignment group
on Table Tools Layout tab
–Table Options dialog box opens
–Settings are applied to the entire table

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 Performing Calculations in
Tables
• Formula command allows you to quickly total the numbers in
a column or row, perform averages, etc.
• Use cell references to refer to the cells in the table
–Cell references are composed of a letter and a number
–Letter represents column, number represents row

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 Use a formula in a Word table
• We can perform calculations and logical comparisons in a table by
using formulas.
• The Formula command is found on the Table Tools Layout tab, in
the Data group.
• A formula in Word automatically updates when you open the
document that contains the formula.
• We can also update a formula result manually.
• Formulas in Word tables are a type of field code.

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 Performing Calculations in Tables
(continued) Column D

Row 3

Cell reference

Formula

Range of cells

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 Performing Calculations in Tables (continued)

Total sum of above

cells

Cell B9

Cell B10

B9-B10=1,270

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 Performing Calculations in Tables
(continued)
• Working with formulas:
–Word includes formulas for averaging, counting, rounding,
and adding
–Formula dialog box
–Enter cell references in parentheses after the function
name
–=Average(A1,B2,C5)
–Separate cell ranges by a colon
–=SUM(A1:A9)

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 Formula
• A formula is an expression that contains any combination of numbers, references
of table cells, operators and functions etc.
• The elements of a formula are:
Operators-
Addition +
Subtraction -
Multiplication *
Division /

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 Formula
Functions-
AVERAGE() Returns the average of a list of values.
eg. =AVERAGE(2, 6, 5 and 8) returns the value 5.25
MIN() Returns the smallest value in a list.
eg. =MIN(2, 6, 5 and 8) returns the value 2
SUM() Returns the sum of a list of values.
eg. =SUM(2, 6, 5 and 8) returns the value 21
MAX() Returns the largest value in a list.
eg. =MAX(2, 6, 5 and 8) returns the value 8
PRODUCT() Returns the result of multiplication of list of values.
For example, the function.
= PRODUCT(2, 6, 5 and 8) returns the value 240.

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 Applying a Table Style
• Use table styles to make tables more attractive and easy to
read
• Table styles include borders, shading, fonts, alignment,
colors, and other formatting effects
• Use the buttons in the Table Styles group on the Table Tools
Design tab
• Apply a style then choose a theme

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Applying a Table Style (continued)
Gallery of table
styles

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 Applying a Table Style (continued)

Light List, Accent 6 style and Paper theme applied to table

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Applying a Table Style (continued)
• Using tables to lay out a page:
–Tables can help structure the layout of a page
–Text, graphics, bulleted lists, charts, tables and other
objects can be inserted in table cells
–A table inserted in a cell is called a nested table

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Applying a Table Style (continued)
• Using tables to lay out a page (cont.)
–Remove the table borders to hide the table structure
–After removing borders, display the table gridlines to
help you work
–Gridlines are blue dotted lines that show cell boundaries
onscreen but do not print
–Use the View Gridlines button in the Table group on the
Table Tools Layout tab to turn the display of gridlines
on and off

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 Creating a Custom Format
for a Table
• Use the formatting tools available in Word to create
your own table designs
–Add or remove borders and shading
–Vary the line style, thickness, and color of borders
–Change the orientation of text

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 Creating a Custom Format
for a Table (continued) Choose colors
from Origin
theme

Shaded cell

Text rotated

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 Creating a Custom Format
for a Table (continued)
Completed table

Bottom border
added to cell

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 Creating a Custom Format
for a Table (continued)
• Draw Table feature allows you to draw table cells exactly where
you want them
–Click Table button on the Insert tab, and then click Draw Table
–If a table is already started, click the Draw Table button in Draw
Borders group on Table Tools Design tab to turn on the Draw
pointer
–To erase a border click the Eraser button in the Draw Borders
group to activate the Eraser pointer

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 References
• http://office.microsoft.com/en-au/word-help/use-a-formula-in-a-wor
d-table-HA102329800.aspx
• Microsoft® Word 2010 Illustrated Introductory, 1st Edition Jennifer
Duffy
• http://www.youtube.com/watch?v=Ee7BQe6i0HQ
• http://www.youtube.com/watch?v=MXGPnTXuRB4

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 Recommended reading
• MEM16008A Interact with computer Technology by Warren
Blackadder page 39 to 43.

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