Users Guide To Microsoft Word Tables

MS Word
Tables

User’s Guide

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Release: 1.0

Microsoft Word User’s Guide 1.0 1

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Table of Contents
1 Introduction .......................................................................................... 3

2 Getting Started ...................................................................................... 4

3 Working with MS Word Tables ............................................................... 5

3.1 Creating Tables ..................................................................................6
3.1.1 Using the Insert Table Button ........................................................6
3.1.2 Using the Insert Table Dialog .........................................................7
3.1.3 Using the Draw Table Toolbar ........................................................7
3.1.4 Importing Data manually from another Application ...........................8
3.1.5 Converting Text to or from a Table .................................................9
3.2 Managing Tables............................................................................... 11
3.2.1 Selecting Cells, Rows, and Columns.............................................. 11
3.2.2 Inserting Cells, Rows, and Columns .............................................. 12
3.2.3 Deleting Cells, Rows, and Columns ............................................... 14
3.2.4 Moving and Copying Cells, Rows, and Columns .............................. 16
3.2.5 Adjusting Column and Row Dimensions......................................... 17
3.2.6 Splitting a Table......................................................................... 20
3.2.7 Sorting a Table .......................................................................... 21
3.3 Formatting Tables ............................................................................. 22
3.3.1 Formatting Text in a Table........................................................... 22
3.3.2 Centering a Table and Aligning all Rows ........................................ 22
3.3.3 Creating Table Headings ............................................................. 23
3.3.4 Adding Borders and Shading........................................................ 25
3.3.5 Creating Multiple Columns........................................................... 26
3.3.6 Modifying Columns ..................................................................... 28
3.3.7 Activating Automatic Formatting .................................................. 30


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1 Introduction

Aligning Text in a Microsoft Word Document can be a tedious task if you try to do it
using only Tabs and Spaces. Fortunately, Word has a Table feature which you can
use to present the same information but in a more structured and easy-to-read
format.

An MS Word Table consists of Rows and Columns of boxes, called Cells, which you
can fill with Numbers, Texts, and Graphics. Each Cell wraps the data inside it and
expands vertically so that the whole Table is fitted in a particular page layout.

In this section, you will learn how to use the MS Word Table Feature for Creating
Tabular Data, Managing their Structures and Dimensions, Formatting them, and
Displaying them in a form that you most desire.


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2 Getting Started

Before you can begin working with Tables, you must first open a document in MS
Word.

To do so the following steps are to be carried out:

1. Start Microsoft Word

2. If you want to start a new blank document:

a. Click on New from the File Menu, or

b. Use the Shortcut CTRL+N

3. Else, to open a previously saved document from your computer:

a. Click on Open from the File Menu, or

b. Use the Shortcut CTRL+O

Once the file is opened in Word, you can insert a Table in it.


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3 Working with MS Word Tables

The MS Word Table Feature allows the following operations on tables:

1. Creation: You can create a blank table or import data from a Text File or an
Excel Sheet.

2. Management: You can choose the number of Rows and Columns to be
displayed in the Table, decide whether the Table is to be split across pages,
and also adjust the Table dimensions and spacing.

3. Format: You can customize the way your Table will look, use various Font
Types, Colors and Sizes, Formats, and Alignments.

Let us discuss each of these Operations in the following sub-sections.


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3.1 Creating Tables
There are many ways to create Tables; some of the more commonly used methods
include:

3.1.1 Using the Insert Table Button
The Insert Table button on the Standard Toolbar is one of the fastest ways to
insert a Table in a Word Document.

To create a Table using this method:

1. Position the insertion point where you want to create the table.
2. On the Standard toolbar, click the Insert Table button. A grid will appear
below this button.

3. Now, drag over the grid until you have selected the number of rows and
columns you want, and then release the mouse button.

4. Word positions the insertion point in the first cell of the table. You can
immediately type text in the table.

You can increase the size of the Table you insert. For this:

1. Hold down the left mouse button and drag farther down, to the right, or
2. Click the bottom right corner of the Table and drag to increase both length
and width of the table.

The number of cells that can be inserted using this method is dependent on the size
of your display and the position of the Insert Table button on the toolbar. You can
only select as far to the right as is visible on your monitor.


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3.1.2 Using the Insert Table Dialog
The Insert Table button is limited in how many cells it can display initially. When
building a large or more complex table, you may find using the Table menu more
useful.


1. From the Table menu, choose Insert, and then select Table.

2. Type in the number of rows and columns that you want in this Table. As
limits, you may choose up to 32,767 rows and 63 columns.

3. You may also use the additional format choices and default settings from the
Insert Table dialog box.

4. Enter your choices and click OK.

3.1.3 Using the Draw Table Toolbar
One of the most exciting things about Word is a feature called Draw Table, which
allows you to create your own tables freehand with special row and column
dimensions.


1. From the Table menu, click on Draw Table.

2. This will show the Tables and Borders Toolbar. You may also select this
Toolbar from the Standard toolbar. Since this is a floating toolbar, you may
need to dock it to your menu bar by double-click.

3. The mouse pointer will now resemble a pencil.

4. Click and drag from one corner of the Table to the opposite corner. You will
see a large one-celled Table – this is the Table Boundary.


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5. Position the pointer inside the table and draw as many column and row lines
as required. The Guideline shown on the ruler provides a visual representation
of the measurement of the Table being created.
6. When you finish creating the table, click a cell, and start typing or insert a
graphic.

If you accidentally lose the Draw Table tool on your mouse pointer, click the pencil
button at the far left side of the Tables and Borders toolbar to reactivate it.

3.1.4 Importing Data manually from
another Application
If you have already created data in a tabular format in another application, there is a
good chance that all you need to do to create a Table with that data in Word is copy
and paste.


1. Keeping Word open, locate the source file that contains your tabular data, and
open it using the other application (e.g., MS Excel).

2. Select (if necessary) and copy the data from the source file.

3. Switch to Word.

4. Choose Paste from the Edit menu.


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3.1.5 Converting Text to or from a Table
You can convert text separated by paragraph marks, commas, or tab characters into
cells in a table. You can also convert a Table to ordinary text paragraphs.

3.1.5.1 To create a Table from existing Text
1. Ensure that the text contains separator characters. If not then:

a. To separate the contents of cells within a row, add either commas or
tab characters.

b. To mark the end of rows, add paragraph marks.
2. Select the text you want to convert.

3. Do one of the following:

a. On the Standard toolbar, click the Insert Table button. Word will
create a table.

b. To control how Word converts the text, choose Convert Text To
Table from the Table menu, and then complete this procedure.

4. Word indicates the number of columns and rows in the table, as well as the
width of the columns and the separator it will use when it divides the text into
columns. If you want to change any of these options, do the following:
a. To specify a different number of columns, type or select a number in
the Number Of Columns box.

b. To specify an exact column width, type or select the width in the
Column Width box.

c. To specify a different separator character, under Separate Text At,
select the option you prefer.
d. To apply a predesigned set of formats to the table, choose the
AutoFormat button, and then select formatting options.

5. Choose the OK button.


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3.1.5.2 To convert a Table to text paragraphs
1. Select the rows that you want to convert to paragraphs.

2. From the Table menu, choose Convert Table To Text.

3. Under Separate Text With, select the character to use to separate text, and
then chose the OK button.


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3.2 Managing Tables
You can modify the Table Structure and Size at all times; the operations to be taken
care of includes:

3.2.1 Selecting Cells, Rows, and Columns
You can use the mouse or the keyboard to select cells, rows, and columns quickly.
To select text inside a single cell, drag over the text.

3.2.1.1 To select in a table by using the mouse

a. To select a cell, click the cell selection bar.

b. To select a row, click the row selection bar (to the left of the row).

c. To select a column, click its top gridline or border. Word displays a
down arrow when the pointer is in the correct position.

d. To select multiple cells, rows, or columns, drag across the cell, or
columns; or select a single cell, row, or column, and hold down the
SHIFT key while you click in another cell, row, or column.

2. You can also select rows, columns, or the entire table by:

a. Positioning the insertion point in the table, and

b. Choosing Select Row, Select Column, or Select Table command
from the Table menu.


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3.2.1.2 To select in a table by using the keyboard
a. To select the next cell contents, press TAB.

b. To select the preceding cell contents, press SHIFT+TAB.

c. To select an entire table, press ALT+5 (on the numeric keypad).

d. To extend a selection to adjacent cells, hold down SHIFT, and press
LEFT ARROW or RIGHT ARROW key repeatedly.

e. To select a column, position the insertion point in the top or bottom
cell of the column, hold down SHIFT, and press the UP ARROW or DOWN
ARROW key repeatedly.

3.2.2 Inserting Cells, Rows, and Columns
Before you insert a new cell, row, or column, you must first select an existing cell,
row, or column. Word inserts a new row above the selected row, a new column to
the left of the selected column, or a new cell at the location you specify.

3.2.2.1 To add cells to a table
1. Select a cell or cells next to where you want to insert new cells. Select the
same number of cells as the number you want to insert.

a. On the Standard toolbar, click the Insert Cell button.

b. From the Table menu, choose Insert Cells.

a. To insert new cells to the left of the selected cells, select opinion
button Shift Cells Right.


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b. To insert new cells above the selected cells, select opinion button
Shift Cells Down.

c. To insert a row or rows, select opinion button Insert Entire Row.

d. To insert a column or columns, select opinion button Insert Entire
Column.


3.2.2.2 To add rows to a table
1. Select the row or rows below where you want to insert a new row or rows.
Select the same number of rows as the number you want to insert.

a. On the Standard toolbar, click the Insert Rows button.

b. From the Table menu, choose Insert Rows.

3. Word inserts a row or rows above the row or rows you selected.
4. To add a row at the end of a table, position the insertion point in the last cell
of the last row, and then press the TAB key. The cells in the new row have the
formatting of the cells in the preceding row.


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3.2.2.3 To add columns to a table
1. Select a column or group of columns to the right of where you want to insert
a new column or columns.

2. Select the same number of columns as the number you want to insert.


a. On the Standard toolbar, click the Insert Columns button.

b. From the Table menu, choose Insert Columns.

4. Word inserts a column or columns the left of the selected column or columns.
You can have a maximum of 31 columns in a table.

5. To add a column to the right of a table:
a. Select all of the end-of-row marks, which can be displayed by clicking
the Show/Hide button on the Standard toolbar, and

b. Then click the Insert Columns button on the Standard toolbar.

3.2.3 Deleting Cells, Rows, and Columns
You can delete just the text or graphics in a cell, or you can remove the cell itself. To
delete text or graphics in a cell, select, and delete them. To delete cells, rows, or
columns, see the following procedures.

3.2.3.1 To delete cells in a table
1. Select the cell or cells you want to delete.

2. From the Table menu, choose Delete Cells.


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a. To shift cells left after you delete the selected cells, select opinion
button Shift Cells Left.

b. To shift cells up after you delete the selected cells, select opinion
button Shift Cells Up.

c. To delete the row or rows, select opinion button Delete Entire Row.

d. To delete the column or columns, select opinion button Delete Entire
Column.


3.2.3.2 To delete rows or columns from a table
1. Select the rows or columns you want to delete.
2. From the Table menu, do one of the following:

a. Choose Delete Rows.

b. Choose Delete Columns.

3. You can also delete a row or column by using the Cut button on the Standard
toolbar or the Cut command on the Edit menu.

4. To delete an entire row and not just the contents of its cells, you will need to:

a. Clicking the Show/Hide button on the Standard toolbar to display the
end-of-row mark.
b. Now, you must select the end-of-row mark along with the row.


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3.2.4 Moving and Copying Cells, Rows,
and Columns
You can move or copy text and graphics from one table cell to another by:

1. Clicking the Cut or Copy, and Paste buttons on the Standard toolbar, or

2. Choosing Cut or Copy, and Paste from the Edit menu, or

3. Using drag-and-drop editing with the mouse.

To move or copy cells, rows, or columns in a table:

1. Select the cells, rows, or columns you want to move or copy.

2. Position the mouse pointer over the selection.

3. When the arrow points to the left, click the Show/Hide button on the
Standard toolbar, and

a. To move the selection, drag it to the new location.

b. To copy the selection, hold down the CTRL key while you drag the
selection.


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3.2.5 Adjusting Column and Row
Dimensions
You can adjust the Table dimensions at all times; using Manual as well as Automatic
Methods.

3.2.5.1 To change column width manually

a. Position the mouse pointer on the vertical gridline of the column you
want to adjust. When the mouse pointer changes, drag the gridline to
the right or left.

b. Point to the table column marker on the ruler above the vertical
gridline of the column you want to adjust, hold down the mouse
button, and then drag the table column marker to the right or left.

c. Whether you drag a gridline or a column marker, all columns to the
right are resized in proportion to their original width, and the overall
width of the table does not change.

2. You also have the following options for adjusting a column:

a. To adjust the current column and one column to the right (table width
does not change), hold down SHIFT while you drag.

b. To adjust the current column and make all columns to the right equal
(table width does not change), hold down CTRL while you drag.

c. To adjust the current column without changing other columns (table
width changes), Hold down CTRL+SHIFT while you drag.

You can also resize a table, specify exact column width, and change the width of one
or more cells in a column by using the Cell Height And Width command on the
Table menu.


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3.2.5.2 To change column width automatically
1. Select the table and choose Cell Height And Width from the Table menu.

2. Select the Column tab, and choose the AutoFit button. Word analyzes the
table and resizes the columns according to their contents.

3. You can also use the mouse to change the width of columns automatically. To
do so:

a. Point to the right gridline of the columns and then double-click.

b. Word resizes the columns to fit the cell in it that contains the widest
line of data.

3.2.5.3 To change the space between columns
1. Position the insertion point in the table.

2. From the Table menu, choose Cell Height And Width, and then select the
Column tab.

3. In the Space Between Columns box, type or select a measurement.

4. Choose the OK button. Word adds space between all columns and the overall
width of the table changes.

You can also format the spacing and indentation of text within a cell by using the
ruler or the Paragraph command on the Format menu.


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3.2.5.4 To change the height of a row
1. Select the row or rows you want to change.

2. From the Table menu, choose Cell Height And Width.

3. On the Row tab, do one of the following:

a. To adjust the row height to fit text or graphics inserted in any cell of
the row, select Auto, under Height Of Rows.

b. To specify a minimum row height, select At Least, under Height Of
Rows. Then type or select a number in the At box. If cell contents
exceed the minimum height, Word adjusts the height to fit.

c. To specify a fixed row height, select exactly, under Height Of Rows.
Then type or select a number in the At box. If cell contents exceed the
fixed height, Word cuts off the contents.

4. If you want to prevent selected rows from splitting across a page break, clear
the Allow Row To Break Pages check box.


You can also change the height of rows by using the vertical ruler in page layout
view.

3.2.5.5 To distribute rows and columns evenly
1. To make Row Heights equally spaced:

a. Select the desired rows that you wish to format.

b. Then Click on the Distribute Rows Evenly icon in the Tables and
Border Toolbar.

c. This will make the heights between rows equally spaced.

2. To make Column Widths equally spaced:
a. Select the desired columns that you wish to format.


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b. Then Click on the Distribute Columns Evenly icon in the Tables
and Border Toolbar.

c. This will make the widths between columns equally spaced.

3.2.6 Splitting a Table
If you want to insert ordinary text between two rows, you can split the Table. Also, if
the Table size is more than the page size, then you may want to Split the Table
across pages.

To split a table using this method:

1. Position the insertion point in the row where you want the new table to start
and choose Split Table from the Table menu.

2. Word inserts a paragraph mark formatted with Normal style between the
parts of the table. To undo the split, delete the paragraph mark.

3. By default, Word inserts a page break within a row if the entire row will not fit
at the bottom of the page. If you want to keep the row together, first position
the insertion point anywhere within the row.
4. From the Table menu, choose Cell Height And Width, select the Row tab,
and then clear the Allow Row To Break Across Pages check box.


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3.2.7 Sorting a Table
The sort function allows you to arrange information in a table in a variety of ways:

To sort a Table using this method:

1. Select the table you want to sort.

2. Go to the Table menu and select Sort.

3. Select the sorting parameters from:

a. The Column to Sort by.

b. The Sort Type – Text, Number, or Date.

c. Sequence of Sort – Ascending or Descending.

4. Click OK to close the sort box.


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3.3 Formatting Tables
You can improve the readability of a Table by formatting it; some of the format
parameters include:

3.3.1 Formatting Text in a Table
You can change text formatting within cells by selecting text and then using the
ruler, the Formatting toolbar or the Format menu commands.

To insert a tab character in a table cell:

1. Do not press the TAB key alone, as this will move the insertion point between
cells.

2. Instead, try pressing the CTRL+TAB keys together.

You can use the ruler or the Tabs command on the Format menu to set tab stops
with different alignments, including tab stops that align numbers on the decimal
point.

You can also clear tab stops, move them, and change their spacing in between.

3.3.2 Centering a Table and Aligning all
Rows
You can centre a table between the margins or align rows in the table with other
text. You can also control the horizontal placement of a table by changing the
alignment of the entire table or selected rows.

To center a table or change row alignment:

1. Select the entire table or rows you want to align.

2. From the Table menu, choose Cell Height And Width.

3. Select the Row tab.


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a. To centre the table, select the Center Alignment option button.

b. To set an exact amount of indentation from the left margin, type or
select a number in the Indent From Left box.

c. To set the alignment in relation to the page margins, select the Left,
Center, or the Right Alignment option button.


You can also indent text in a cell by using the ruler or the Paragraph command on
the Format menu.

3.3.3 Creating Table Headings
By merging cells, you can create a heading that spans several columns. You can also
repeat table headings when a table is split between pages.

Word automatically repeats table headings only for tables that are split by “soft”
page breaks. If you insert a “hard” page break within a table, the heading is not
automatically repeated.


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3.3.3.1 To merge cells in the same row of a table
1. Select the cells you want to merge. You can select more than one row of cells,
but cells will only be merged horizontally.

2. From the Table menu, choose Merge Cells.

3. Word converts the contents of each merged cell to paragraphs within the
combined cell.

3.3.3.2 To split cells in the same column of a table
1. Select the cells you want to split.

2. From the Table menu, choose Split Cells.

3. In the Split Cells dialog box, accept the number of columns Word
proposes, or select a different number, and choose the OK button.

4. Cells are split according to the number of paragraph marks they contain.

a. If there is only one paragraph mark, the text is placed in the cell on
the left, and empty cells are inserted to the right.

b. Otherwise, the paragraphs are divided among the new cells.


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3.3.3.3 To repeat table headings on each page
1. Select the row or rows of text, beginning with the first row in the table you
want to use as table headings.

2. From the Table menu, choose Headings.

If you make changes to headings in a table that is split between pages, the text will
automatically be updated in all repeated headings.

3.3.4 Adding Borders and Shading
Word does not print the gridlines that divide table cells on your screen. If you want
to print vertical and horizontal lines between cells, you must apply borders to the
table. For a more finished look, you can also apply shading.

Add/remove borders Fill color

Split cells Distribute columns evenly

Merge cells Distribute rows evenly
To add borders and shading to a table:

1. Position the insertion point in the Table.

2. From the Table menu, choose Table AutoFormat.

3. In the Formats list, select the design you want. To remove all formats, select
None.

4. Under Formats To Apply and Apply Special Formats To, select as many of
the check boxes as you want to apply to the table. Then choose the OK
button.


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You can also use the Borders toolbar or the Borders And Shading command on the
Format menu to apply borders and shading, and also to create custom borders and
shading.

3.3.5 Creating Multiple Columns
You can change the way a document looks by formatting all or part of it in
newspaper-style columns. To format parts of a document into columns, you use
sections. Each section can contain different number of columns.

3.3.5.1 To create columns of equal width:
1. In page layout view, do one of the following:
a. If your document has only one section and you want to format the
entire document in columns, position the insertion point anywhere in
the document.
b. If you want to format only part of your document in columns, select
the text you want to format in columns.

c. If your document has more than one section, position the insertion
point in the section where you want to format the text in columns.


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2. On the Standard toolbar, click the Columns button, drag to the right to select
the number of columns, and then release the mouse button.

You can also specify exact measurements for the width of any column by choosing
Columns from the Format menu.

3.3.5.2 To create columns of unequal width:
1. In page layout view, do one of the following:

a. If your document has only one section and you want to format the
entire document in columns, position the insertion point anywhere in
the document.

b. If you want to format only part of your document in columns, select
the text you want to format in columns.

c. If your document has more than one section, position the insertion
point in the section where you want to format the text in columns.

2. From the Format menu, choose Columns.

3. If only two Columns are to be created:

a. Under Presets, select Left or Right.

b. To specify measurements for columns of unequal width, type or select
measurements under Width And Spacing.

4. Else, if more than two Columns are to be created:
a. In the Number of Columns box, type or select the number of columns
you want.

b. Clear the Equal Column Width check box.

c. Under Width And Spacing, type or select a measurement in the Width
box or Spacing box for each column.

d. The Spacing box adjusts the space to the right of the column and the
Preview box shows the columns as they will appear on the page. Then
choose the OK button.


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3.3.5.3 To create a banner headline:
1. Type the headline text above the left-hand column, and then press ENTER.

2. Select the headline text, click the Column button, and then drag to select a
single column.
3. While the text is still selected, center it, and apply the font and font size that
you want for the headline, or apply a heading style.

3.3.6 Modifying Columns
You can use Customize the Columns of a Table as per the requirements that you
need to cater.

3.3.6.1 To add vertical lines between columns:
1. In page layout view, position the insertion point in the section that contains
the columns to which you want to add vertical lines.

2. From the Format menu, choose Columns.

3. Select the Line Between check box.



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3.3.6.2 To insert a column break:
1. In page layout view, position the insertion point where you want to start the
new column.


a. From the Insert menu, choose Break. Under Insert, select Column
Break, and then choose the OK button.

b. Press CTRL+SHIFT+ENTER.

3.3.6.3 To keep text or graphics together in a column:
1. In page layout view, select the paragraph or graphic that you want to stay
with the paragraph following it.

2. From the Format menu, choose Paragraph.

3. Select the Text Flow tab.

4. Under Pagination, select the Keep With Text check box, and then choose
the OK button.


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3.3.6.4 To balance column lengths on a page:
1. In page layout view, position the insertion point at the end of the text in the
columns you want to balance.

2. From the Insert menu, choose Break.

3. Under Section Breaks, select the Continuous option button, and then choose
the OK button.

3.3.7 Activating Automatic Formatting
MS Word has an Automatic Formatting Support, called the AutoFormat Feature. This
support can be applied to normal Text as well as Tables too.

To activate Automatic Formatting:

1. From the Tools Menu, select the AutoCorrect Options.

2. In the AutoFormat as you type tab:

a. Check Define styles based on your formatting.

b. Under Apply as you type, check all your preferred AutoCorrect
Options.
c. Review other options under AutoCorrect, AutoText, and AutoFormat
tabs, and modify according to your preference.


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To use Table AutoFormat:

1. From the Standard toolbar, select the Tables and Borders Toolbar. Dock
this to your main menu, if needed.

2. Click on the AutoFormat Icon. This will bring up the Table AutoFormat
window.
3. There are a number of pre-made design table templates you can use to apply
to your table. You can also customize colors, fonts, borders, and other table
features.

4. Apply the Formatting Style to your Table that you deem to be the most
perfect one.


Users Guide To Microsoft Word Tables

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