Grade 7 Topic Test - Working with Tables PDF

# Task 4: Working with Tables If you want to work with numbers and other data, you can use a spreadsheet. But sometimes you may want to show organized information in a text document. For example, you may want to show the personal details of your classmates, like their name, last name, address and...

# Task 4: Working with Tables If you want to work with numbers and other data, you can use a spreadsheet. But sometimes you may want to show organized information in a text document. For example, you may want to show the personal details of your classmates, like their name, last name, address and phone number, or your school schedule. In this case, you can use a table. But, this kind of table doesn't have four legs! It's a grid with rows, columns and cells. ## To create a table: - On the Insert tab, in the Tables group, click **Table**. - Select the size of the table you want. For example, choose 4x4 to create a table with 4 rows and 4 columns. - To type text, just click inside a cell and start typing. ## Or you can insert a table and set specific parameters before you draw it. Let's see how you can do that. ## To insert a table: - On the Insert tab, in the Tables group, click **Table** and then click **Insert Table**. - In the Insert Table window, set the parameters you want, for example a table with 4 columns and 4 rows and click **OK**. The cells first appear in the smallest size possible and if you choose this, as you type, they grow larger, according to the content. If you choose this, the table will be as long as the margins of your page and the size of the columns are spread equally. ## Formatting a table It's very easy to format your table with Styles, or create a custom format. ## To apply a style: - Click anywhere in the table. - On the Table Design tab, in the Table Styles group, click the style you like. - The style you selected will change the appearance of the entire table. You can also create a custom style. For example, you can use the Borders or Shading buttons. We discussed in previous lessons that **Borders** is used for adding lines around the table or inside the grid and **Shading** for coloring the cells. ## To use shading: - Select the cells you want to color. - On the Table Design tab, in the Table Styles group, click the small arrow under **Shading**. - Click the color you want to apply to your table. - The color of the cells has changed. A table consists of rows, columns and cells, but they don't have names like on a spreadsheet. If you want to make complex calculations, use Microsoft Excel and then copy all the cells to your document as a table. As always, first select the area you want to change and then apply any format you choose from the menus. ## To use a border: - Select the area of the table you want to add a border to. - On the Table Design tab, in the Borders group, click the small arrow under **Borders**. - Click the type of border you want, for example **Outside Borders**. ## Edit your table Sometimes you may realize that the table you created is small. Fortunately, you don't need to create a new one. You can add rows and columns to the table you already have. ## To add a row or a column: - Right-click the cell next to which you want to add a row or a column. - In the pop-up menu, click **Insert**. - For this example, click **Insert Columns to the Right**. - A new column will appear on the right side next to the selected cell. You can also Insert Columns to the Left, Insert Rows Above, Insert Rows Below or Insert Cells to add individual cells to the table. ## To delete a row or a column: - Right-click any cell in the row or column you want to delete. - Click **Delete Cells.** - Click **Delete entire row** or **Delete entire column** to delete a row or column. - Click **OK**. ## Use AutoFit to automatically adjust your table size: - Click anywhere in the table. - On the Layout tab, in the Cell Size group, click **AutoFit**. - Click **AutoFit Contents** to automatically adjust the size of the column to the longest word. ## To change the size of a column or a row: - Point on the right border of the column whose size you want to change. - Hold, click and drag the border to the left or right. Sometimes you may have trouble selecting a column, a row or a single cell. But don't worry. You can do this by clicking a specific point on your table. For example, if you want to select the second column, click the top of the column, or if you want to select the second row, click the beginning of the row. But there is also another way to do this. ## To select a row, column or cell: - Click any cell in the table. - On the Layout tab, in the Table group, click **Select**. - For example, click **Select Column.** - The column to which the cell belongs will be selected automatically. You can also choose the Row, the Cell or the entire Table to which the cell belongs. ## When you type something in a table, by default the text is aligned to the left, just like a paragraph. Of course, you can change the alignment to right or center, but also to the top, center and bottom. ## To align the text in the cells: - Select a row. - In the Layout tab, in the Alignment group, select the alignment you prefer. - The alignment of the text in the row has been changed to the center in this example. ## To change the direction of the text: - Select the cells you want to change the text direction in. - On the Layout tab, in the Alignment group, click Text direction twice in this example, to change the text direction. You can make your table fancier and save some space if you put the titles of your columns vertically. It's not something used commonly, but it's very helpful when you want to save space. ## Hands on! Create a table with your school schedule. Put the days in the first row, the times in the first column and your subjects in the appropriate cells. Format the schedule any way you like. ## Task 5: Check and Print Sometimes, when you type in Microsoft Word, some words are underlined by a wavy line. When you type, the program automatically checks for spelling, grammar and syntax mistakes. To distinguish between mistakes, Microsoft Word uses red, blue or brown underlines. The red underline shows that there is a spelling mistake or that the word you typed doesn't exist in the program's dictionary: *Win or luse, it was a great game > Win or lose, it was a great game.* The double blue underline is for grammar mistakes: *Win or lose, it were a great game > Win or lose, it was a great game.* The brown dotted underline is for issues with clarity: *Win or loose, it used to be in the past a great game > Win or lose, it was a great game.* ## To check mistakes: - On the Review tab, in the Proofing group, click **Check Document** or press **F7**. - The Editor pane with the incorrect words will appear. - Click **Spelling** and suggestions and other options will appear. Replace the red word with the word you select from the **Suggestions** list. ## Thesaurus The Thesaurus is like a dictionary, but instead of definitions, it gives you a list of synonyms when you look up a specific word. To start the Thesaurus, on the Review tab, in the Proofing group, click Thesaurus. The Thesaurus will appear on the right side of the screen. Microsoft Word tells you what part of speech these words are using specific abbreviations. Nouns are marked with (n.), verbs with (v.), adjectives with (adj.), adverbs with (adv.) and prepositions with (prep.). ## To find a word's synonyms: - On the Review tab, in the Proofing group, click Thesaurus or press Shift+F7 - Type a word in the Thesaurus text box. - Click the search button or press Enter to start the search. - A list of synonyms will appear. ## Find or Replace a word When you finish writing a document, it's a good idea to take a final look. You may notice mistakes or something that you don't like and want to change. For example, you may notice a word that you don't like, which appears quite often in your 20-page document and you want to replace it with another. What happens then? You have the tools to find a word and replace it with another one. ## To find a word: - On the Home tab, in the Editing group, click **Find.** - In the Navigation pane, type the word you want to find and press Enter. - The word will be highlighted in the text and thumbnails will also appear showing where this word is. ## To replace a word: - On the Home tab, in the Editing group, click **Replace.** - When the Find and Replace window appears, in the **Find what:** text box, type the word you want to find and in the **Replace with** text box, type the new word. - Click **Replace.** Replace All finds and replaces the word you want to change everywhere in your document. Double check before you click it. ## Document views Sometimes a document that you create is not intended for printing. You may want to share it on the Internet or just create a long list of ideas. To work more effectively, you can view your document in different ways, like Print Layout or Web Layout. You can explore these options on the View tab, in the Views group. The **Print Layout** is the default view for Microsoft Word. It shows you how the document will look on paper. It's better to always use this document view if you are going to print your work. Choose the **Read Mode** and click **View** to open a menu with different options that can help you read or edit the text while in this mode. If you choose **Read mode**, the program hides the buttons and shows you the document on the entire screen. If the document is very long, you can choose this view to make it easier to read. To make changes to the text, choose **Edit Document** from the View menu. ## Shows your document as a webpage. The default view in older versions of Microsoft Word was Draft. You cannot see the actual margins of the page. Use this layout only if your computer screen is too small for Print Layout. ## Outlining Outlining is a special view for text that looks like a hierarchical list of items. With the Outline view, you can easily create a "Table of contents" for your document. For example, suppose that we have the title out of the shape we inserted previously. Let's say that the title of a text is Level 1, which means it's above all the others and the main text is body text. ## To apply Outlining: - Select the part of the text you want. - On the Outlining tab, in the Outline Tools group, click Level 1 in the drop-down list. - The selected text will become the main title of your document. ## Zoom in and out Use the zoom slider to make your document appear larger or smaller on screen. If you want to work on small details, zoom in (>100%). If you want to see the whole page or more than one page together, zoom out (<100%). The size of the text or pictures will not change when you print the document. You can change the view of your document much faster with the small buttons on the status bar at the bottom of the program, next to the zoom slider. ## Print It's nice to see your work on the screen but sometimes you may need it printed on paper. Just press Ctrl + P and Enter. The printer will print your document in a few seconds. If you need more options when printing: - On the File tab, click Print, or press Ctrl +P. - On the right side of the screen, you can see the Print Preview (how your document will appear on paper). - On the left side of the screen, you can change the different Print Settings. ## Choose a printer from the Printer list. The printer can be directly connected to your computer (local printer) or shared with other computers of your network (network printer). If you want more than one copy, type the number of Copies you want or use the arrows to select the number you want. Click the arrows under the preview to check another page. Move the zoom slider to see more details of your document.