MS Word: Working with Tables PDF

# MS Word: Working with Tables ## Introduction Tables are used to represent given data in the form of rows and columns. They are very useful in organizing and representing data effectively. For example, if a shopkeeper wants to maintain the detailed list of dresses available in his shop, a table...

# MS Word: Working with Tables ## Introduction Tables are used to represent given data in the form of rows and columns. They are very useful in organizing and representing data effectively. For example, if a shopkeeper wants to maintain the detailed list of dresses available in his shop, a table would be a better option. Here is a sample table: | Size | Dress Type | Unit Price | Quantity | |---|---|---|---| | 18 | Track Suit | 850.00 | 45 | | 20 | Woolen Coat (Blue) | 1100.00 | 54 | | 22 | Skirt (Sky Blue) | 150.00 | 56 | | 24 | T-Shirt (Sky Blue) | 175.00 | 67 | | 26 | Trouser | 400.00 | 32 | A **row** is the horizontal series of cells in a table. A **column** is the vertical series of cells. The intersection of a row and a column makes a rectangular box called a **cell**. ### Inserting a Table There are three ways to insert a table in MS Word: - **Using the Grid Option:** Click on the Table button on the Insert tab and drag the mouse pointer to select the required number of columns and rows. You can insert a table of maximum 10 columns and 8 rows using this option. - **Using Insert Table Dialog Box:** Click on the Insert Table option from the drop-down list. The Insert Table dialog box will appear and you can insert the number of columns and rows. Click on the OK button to insert the table. - **Drawing a Table:** Click on the Draw Table option from the drop-down list. The cursor changes into a pencil tool. You can then click and drag the cursor diagonally to draw the boundary of the table. Draw the columns and rows inside the boundary one by one. **Note:** When a table is drawn or selected, a set of Table Tools appear on the Ribbon with two tabs: **Design** and **Layout**. These tools provide predefined sets of table designs and layouts. ### Navigation and Selection in a Table The following keyboard shortcuts can be used effectively when navigating and selecting cells in a table: | Shortcut Key | Function | |---|---| | Down Arrow | Move to one row down | | Up Arrow | Move to one row up | | Tab | Move to (select) next cell | | Shift + Tab | Move to (select) previous cell | | Alt + Home | Move to first column | | Alt + End | Move to last column | | Alt + Page Up | Move to first row | | Alt + Page Down | Move to last row | | Shift + End | Select current row | | End, then Shift + Home | Select content of current cell | | Press and hold Shift and press Arrow keys (any one according to the requirement) repeatedly | Extend selection to adjacent cells | | Alt + 5 (on numeric keypad, with Num Lock off) | Select an entire table | | Alt + Shift + Up Arrow | Move current row up | | Alt + Shift + Down Arrow | Move current row down | | In first column, press Alt + Shift + End | Select row | | In first row, press Alt + Shift + Page Down | Select column | | Shift + Delete | Delete selected column(s) | ### Amazing Fact On the text in a table, you can apply text formatting i.e. font type, font size, font style, font color, can be changed. ## Do it Yourself Open MS Word and create a table as per the guidelines given below: - Insert a table of 10 columns and 7 rows. - Enter the text as given in the figure. - Save the file with name yourname_Timetable. The figure shows a timetable with days of the week as rows and periods of the day as columns. ### Moving a Table To move a table from one location to another: - Hover the mouse over the table and put the mouse cursor on the Move handle. - Click and drag the mouse to move the table to the new location. - Release the mouse button. ### Adding Rows and Columns Once a table is created, you can add additional rows and columns. To add a row: - Place the cursor in the cell where you want to add the row. - Click on the Layout tab. - Click on the Insert Above option to insert a new row above the current row. - Click on the Insert Below option to insert a new row below the current row. To add a column: - Place the cursor in the cell where you want to add the column. - Click on the Layout tab. - Click on the Insert Left option to insert a new column on the left of the current column. - Click on the Insert Right option to insert a new column on the right of the current column. **Note:** You can also add rows and columns by right-clicking on the cell. ### Do it Yourself Open MS Word and open the document yourname_Timetable. Edit the table as per the guidelines given below: - Click in any cell in the second column and add a column to the left. - Type 'O Period' in the first cell of the new column. - Click in any cell in the last column and add a column to the right. - Type 'Extra Class' in the first cell of the new column. - Click in any cell in the first row and add a row above it. - Save the changes. ### Deleting Rows and Columns After creating a table, you can delete unwanted rows and columns. To delete a row or column: - Click in any cell of the row or column you want to delete. - Click on the Layout tab. - Click on the Delete button. - Click on the Delete Columns option to delete the entire column. - Click on the Delete Rows option to delete the entire row. **Note:** Click on the Delete Table option to delete the entire table. ### Merging Cells Merging cells combines two or more cells into one cell. To merge cells: - Select cells that you want to merge. - Click on the Layout tab. - Click on the Merge Cells button. ### Splitting Cells Splitting cells divides a single cell into multiple cells. To split cells: - Click in the cell that you want to split. - Click on the Layout tab. - Click on the Split Cells button. - Enter the number of columns and rows into which you want to split the selected cell. - Click on the OK button. ### Cell Alignment Cell alignment refers to setting the direction of text in a cell. To apply cell alignment: - Select the cell(s) in which you want to change the cell alignment. - Click on the Layout tab. - Click on the required alignment in the Alignment group. **Note:** By default, cell alignment is Top Left in table cells. ### Table Designs MS Word provides a set of predefined table designs that include borders, colors, cell alignments, etc. To apply a table design: - Click on a cell in the table. - Click on the Design tab. - Click on the drop-down arrow of Table Styles. A list of table designs appears. - Hover the mouse on the designs and click to select the desired design. ### Do it Yourself Open MS Word and open the document yourname_Timetable. Edit the table as per the guidelines given below: - Select all the cells of the first row and merge them. - Type 'Time-table' in the (merged) cell of the first row. - Set 'Align Center' cell alignment in the first row. - In the 7th column, select the second cell to last cell and merge them. - Type 'Lunch Time' in the (merged) cell of the 7th column. - Click in any cell in the table and apply a table design. - Save the changes. ### Quick Review - Tables are used to represent given data in the form of rows and columns. - Once a table is created, additional rows and columns can be added. - After creating a table, unwanted rows and columns can be deleted. - Merging cells means combining two or more cells into one cell. - Dividing a single cell into multiple cells is called cell splitting. - Cell alignment is basically the text alignment in a cell of a table. - MS Word provides a set of predefined table designs that includes borders, colors, cell alignments, etc.