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Table of Contents
WORD
TABLES..........................................................................................................................................................2
A LOT ABOUT
TABLES..........................................................................................................................................................2
Figure
A..............................................................................................................................................................................3
Figure
B..............................................................................................................................................................................3
CREATING A
TABLE.............................................................................................................................................................4
Figure
C..............................................................................................................................................................................4
Figure
D..............................................................................................................................................................................4
Figure
E..............................................................................................................................................................................5
Figure
F..............................................................................................................................................................................5
NAVIGATING YOUR
TABLE......................................................................................................................................................5
ADDING AND DELETING ROWS AND
COLUMNS........................................................................................................................6
Shortcuts for adding and deleting rows and
columns..................................................................................................6
Figure
G..............................................................................................................................................................................6
Figure
H..............................................................................................................................................................................7
FORMATTING YOUR
TABLE.....................................................................................................................................................7
Changing the line weight, color and
style......................................................................................................................7
Figure
I................................................................................................................................................................................8
Figure
J...............................................................................................................................................................................8
Figure
K..............................................................................................................................................................................8
Changing the alignment in each
cell.............................................................................................................................9
Figure
L...............................................................................................................................................................................
9
Figure
M.............................................................................................................................................................................9
Distribute rows and
columns.........................................................................................................................................9
Figure
N............................................................................................................................................................................10
Figure
O............................................................................................................................................................................10
Figure
P............................................................................................................................................................................10
AutoFormat............................................................................................................................................11
Figure
Q............................................................................................................................................................................11
Figure
R............................................................................................................................................................................12
FORMATTING
OPTIONS......................................................................................................................................................12
ADDITIONAL
RESOURCES..............................................................................................................................................13
Version
history.....................................................................................................................................................13
Tell us what you
think...................................................................................................................................................13
Anatomy of Word:
Creating and formatting tables tutorial
Anatomy of Word: Creating and formatting tables tutorial
Word tables
That said, I won't be doing much integrating with Excel in this particular article, which focuses on
tables in Microsoft Word.
Word tables have long been a way that people create spreadsheet-like items in Word documents.
Word tables are also often used to improve the layout of a page in Word. Regardless of how you
plan to use tables, this article (and my next two articles) will go over everything you need to know
to make the best use of this popular Word feature.
Figure B
Figure C
The Insert Table button on the standard toolbar gives you a quick way to add a table.
When you use the Insert Table button, you get a miniature grid. Using this grid, you tell Word how
large you would like your table. In Figure C, a table that is three columns wide and two rows deep
would be created. If you make a mistake with the number of rows and columns, don't worry too
much about it. You can always change it later.
You can also add a table using a regular dialog window (Figure D) by going to Table | Insert |
Table.
Figure D
The dialog box method gives you a few extra options. We'll look at some of these later.
In Figure D, notice that the dialog box tells you exactly how many rows and columns will be
created for your new table—in this case, five columns and two rows. If you go this route, again,
don't worry if you make a mistake.
There is a third way that you can create a table in Word as well: Draw it. Using the draw method,
you can create a table that isn't just made up of a bunch of identical rectangular boxes. You can
create blocks that are the right size for what you're trying to accomplish. If you're create a form,
for example, and you want to have a comment block, you probably want to provide the person
filling out the form with a little more space to write.
For example, rather than the usual row and column format, you could create a table that looks
something like the one shown in Figure E.
Figure E
Figure F
The Tables and Borders toolbar contains a number of table drawing features.
To draw borders that form your table, click the Draw Table button in the upper left hand corner of
the tables and borders toolbar. Now, using your mouse, hold down the left mouse button while
you draw boxes on the screen. If you use this on an existing table, you can break up the table
cells into smaller chunks. If you make a mistake, don't worry. Just click the Eraser button to the
immediate right of the Draw Table button.
With this method, you can change the style, thickness and color of your table borders, too. The
three options to the right of the Eraser handle these functions. Click the down arrows next to any
of these options to see your selections.
Figure G
The highlighted buttons control both the interior and exterior borders on your table.
In order, these four buttons control the line style, line weight/thickness, color, and borders. To
make a change to borders, change these options using the down arrow next to each selection.
For example, if you click the down arrow next to the Borders button, you get options shown in
Figure J.
Figure J
After you decide on a line style, weight, and color, you can choose which borders you want to
apply the new style to.
Figure K below shows you an example of what different borders might look like in your table.
Figure K
Change your line style, weight and color to match your needs.
Changing the alignment in each cell
You can also change the position of the text in each individual cell in your table. In some cells, you
might want the text centered both horizontally and vertically, while in another cell, you might want
the text aligned at the bottom right corner. This is where the cell alignment option comes in
(Figure L).
Figure L
The Alignment option lets you position text in your cell anywhere you like.
Using this drop down button, you can quickly change the position of text in your table. Take a look
at Figure M to see an example of what you can do. Figure M shows you all of the available
alignment options.
Figure M
This shows you each alignment option in action… along with a couple of unique border styles.
Note the difference: The top table looks a lot neater than the table below, which looks thrown
together.
It's actually easy to make your table look neat: Use the Distribute Rows Evenly and Distribute
Columns Evenly buttons on the toolbar (Figure O).
Figure O
These buttons make it easy for you to make your rows and columns equal in width.
Let's suppose you want to make your month columns equal in width. Select the columns with
month headings, and then click the Distribute Columns Evenly button (the second button). You
can do the same thing for the rows using the Distribute Rows Evenly button.
You can also manually change the width of a column or the height of a row (Figure P). When
you're in your table, take a look at both your horizontal and your vertical ruler bars. Each one is
broken up with a control that just happens to be at the break point for each row and column.
Figure P
The width and height controls provide you with a place to change how tall your rows are and how
wide your columns appear.
When you move your mouse over one of these controls, it changes into a line with two arrows
signifying that, if you click and drag the control, you can change the width of a column, or height
of a row.
AutoFormat
One of Word's most useful table formatting features is AutoFormat, which lets you quickly apply a
completely new look and feel to your table with just a couple of clicks. We'll use AutoFormat on
the mini-budget table you saw earlier.
To get to AutoFormat, either click the AutoFormat button on the Tables and Borders toolbar, or
choose Table | Table AutoFormat. Either way, you'll see the window shown in Figure Q.
Figure Q
The AutoFormat window provides you with dozens of preconfigured options from which to
choose.
From this window, you can peruse the multitude of styles provided by Word, make a modification
to one of the templates or even create your own style. The AutoFormat option allows you to
specify which areas you will apply to your table. For example, if you don't have a header row on
your table, you might now want to have the special boldfaced heading text, so you can uncheck
the "Heading rows" option. Figure R below shows you the results of using AutoFormat on the
mini-budget table. Note that every other line is shaded in this example. Doing that manually on a
large table could take quite some time.
Figure R
Formatting options
Creating, customizing and formatting tables in Word is largely a function of the specialized Tables
and Borders toolbar. With Word, you can create tables of practically any size and shape