Word Tables PDF

A table is a grid of columns and rows that organizes data. A table has headings in the first row and related dates in the following rows. The intersection of row and column is a cell. The cell is where you type data. A table is considered an object, it can be selected and manipulated independently...

A table is a grid of columns and rows that organizes data. A table has headings in the first row and related dates in the following rows. The intersection of row and column is a cell. The cell is where you type data. A table is considered an object, it can be selected and manipulated independently of surrounding text. 1 You can create a table with uniform spaced rows and columns, or you can draw a table with the mouse pointer, creating rows and columns of varying heights and widths. You can also change table settings so that rows and columns fit the data included in the table. To insert a table, click Table in the Tables group on the Insert tab. Drag to select the number of rows and columns to include in the table. You can also click Insert Table to display the Insert Table dialog box, where you can indicate the number of rows and columns you want to include. If the table has varying heights and widths you can draw a table. To draw a table, click the Insert tab click Table in the Tables group, and then select Draw Table. Drag a rectangle and then draw horizontal and vertical lines to create rows and columns. 2 Word allows you to insert and delete rows and columns from your table. If you want to insert more rows in an already existing table, press Tab to begin a new row. Continue entering data and pressing Tab to create new rows until the table is complete. You can also insert a row above or below an existing row, or to the left or right of an existing column in a table. You can also insert rows or columns by using the insert control that displays when you point to the edge of a row or column gridline. To delete a row or column click Delete in the Rows and Columns group. You can delete individual cells or the entire table. 3 If you want to place a title across the top of a table or center a label over columns or rows of data, you can merge cells. To merge cells select the rows or column in which to merge cells, click the Table Tools Layout tab and click Merge Cells in the merge group. To split a single cell into multiple cells, or split a row or column to provide additional detail in separate cells, select Spit Cells in the Merge group of the Table Tools Layout tab. 4 When you create a table by inserting it, Word builds a grid with evenly spaced columns and rows. If text that you type requires more than one row within a cell, Word will automatically wrap text and adjust row height to accommodate the entry. You can manually adjust row height or column width to modify the appearance of a table. One way to adjust row height and width is to position the pointer on a border so that it displays as a double-headed arrow. Drag the arrow to increase or reduce the height or width. Another way is to select the column or row that is to be adjusted, click the Cell Size group on the Table Tools Layout Tab. You can then indicate your measurement in inches. 5 To convert text into a table, select text to be converted. Click the Insert tab and click Table in the Tables group. Click Convert Text to Table. Select options from the Convert Text to Table dialog box, including the number of columns and row to include. Click OK. To convert table into text, select anywhere in the table. Click the Table Tools Layout tab. Click Convert to Text in the Data group. In the Convert Table to Text dialog box, indicate how table text is to be divided. Click OK. 6 A caption is a numbered item of text that identifies a table, figure, or other object in a Word document. A caption typically includes a label. When a caption is created, it is formatted in a Caption style. You can use the Styles pane to modify the Caption style applied to all captions in the document. 7 A Mail Merge is a feature that combines content from a main document and a data source, with the option of creating a new document. Mail Merge is often used to send personalized e-mail messages to multiple recipients. Creating a mail-merge e-mail makes it appear as if each recipient is the sole addressee. You can also use mail merge to send an e- mail in which the message is personalized for each recipient, perhaps referring to the recipient by name within the body of the message. You also use Mail Merge to create a set of form letters, personalizing or modifying each on of the recipients. To begin a Mail Merge click the Mailings tab and click Start Mail Merge Wizard in the Start mail merge group. A wizard guides you through the process one step at a time. 8 The first step in the mail merge process is to identify the type of document you are producing. The data source provides variable data to include in the document, such as recipient name, address, phone number, city, state, and zip code. Each item of information is referred to as a field. A group of fields for a particular person or thing presented as a row in the data source is called a record. A data source can be obtained from a word document that contains records stored in a table, an Access database, an Excel worksheet, or a group of Outlook Contacts. Obtaining a Data Source continues on next slide. 9 The first row in the data source is called a header row and identifies the fields in the remaining rows. Each row beneath the header row contains a record, every record contains the same fields in the same order. Obtaining a data source continues on the next slide. 10 When you write a letter or create an e-mail in preparation for a mail merge, you will insert one or more merge fields in the main document in the location of variable data. The Mail Merge wizard enables you to select an Address block, Greeting line, or other item that can be included as a placeholder in the main document. Merge fields display in the main document with angle brackets. As the document is merged with the data source, data from the data sourced will be placed in the position of the merge fields. To complete the merge click Next: Preview your letters. You can view each merged document. Click Next Complete the merge. Two options will display for you to choose, Edit individual letters, and Print. 11