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Modifying table structure

From: Word for Mac 2011 Essential Training

Video: Modifying table structure

We've got a table, but it's not quite right. It needs column headings and the column width needs to be changed. We'll do that now. The first thing we need to do is add a row at the top of the table for column headings. We'll start by selecting the first row. Bring the mouse pointer out into the selection area on the left side of the window. When the mouse pointer turns into an arrow pointing right and up, click. The first row is selected. Notice that only the contents are highlighted. Also notice that the end of cell marker on the far right end is also selected.

Modifying table structure

We've got a table, but it's not quite right. It needs column headings and the column width needs to be changed. We'll do that now. The first thing we need to do is add a row at the top of the table for column headings. We'll start by selecting the first row. Bring the mouse pointer out into the selection area on the left side of the window. When the mouse pointer turns into an arrow pointing right and up, click. The first row is selected. Notice that only the contents are highlighted. Also notice that the end of cell marker on the far right end is also selected.

This means that the entire row is selected. On the Ribbon click the Table Layout button. A number of buttons in the rows and columns area let you modify the table structure. You can delete the selected row, insert a row above it, insert a row below it, or insert columns to the left or right. What we want to do is insert a row above it. So we'll click this button. I do want to point out that these options are also available under the Table menu. Just pull down the Table menu, come down to Insert or Delete, and they both have the same options.

Now with new row inserted, let's enter the column headings. I'll start in the first cell. That's going to be Product Name, press Tab, then its Item, Tab, Size, Tab, and Price. Notice how the formatting is copied from the cell beneath it for each item. It's not quite right though. We want these column headings to all be bold. So what we need to do is select them, and I'll just drag across these three cells and then click the Home button and click the Bold button.

That makes them all bold. Next, we want to change the column widths to make the table fit better on the page. We could try the AutoFit feature to see if Word could do all the work for us. So what we want to do is select the entire table, hold down the Option key, and double-click on any content in the table. Then click the Table Layout button and then click the AutoFit button in there. You've got three options: AutoFit to Content, AutoFit to Window, or Fix Column Width.

What we want to choose here is AutoFit to Contents. What that does is it makes that first column wider, which is good, because now it all fits on one page. But it also makes the other columns narrower. In fact, in some instances, they're too narrow to actually fit their contents. This really isn't what we want. So what we'll do here is we'll undo this. Just choose Edit > Undo AutoFit Contents or press Command+Z. Instead we're going to modify this manually. So I want you to click anywhere in the table to deselect the cells.

No cell should be highlighted. Now move the mouse pointer up to the ruler and place it atop the blue box over the first column's right boundary. The mouse pointer changes into a Move Table Column marker. Press the mouse button down, drag a tiny bit to the left and then drag out to the right. The width of the column should change. When you get to about the three mark on the ruler, release the mouse button. The trouble is that now the table is too wide to fit within the margins.

Our margins give us 6 inches to work with and that's what we want to stick with. So what we need to do is make the other three columns narrower. You can do this by dragging each of the other borders to the left. So I'm going to grab each one, one at a time, and drag them in so they're about an inch wide. I'll put one at about the 4 mark, one at about the 5 mark, and one at about the 6 mark. That's much better. Now, one of things I don't like about this table is how tight the text is within each cell.

I want to add some space between the edges of the cells and their contents. I can do this with the Properties dialog. Hold on the Option key and double-click anywhere in the table with this content. That selects the whole table. Then click the Properties button in the Table Layout Ribbon. The Table Properties dialog that appears lets you fine-tune the settings for an entire table or for selected rows, columns, or cells. Right now we're interested in setting the default cell margins for all cells in the table.

So in the Table pane, which is showing now, click Options. We'll put a .1 in each of these boxes. So just type in .1 and you could press Tab to go from one field to the next. So they're all .1. Then click OK. Back in this Table Properties dialog, click OK again. You will see that we've added additional space in each cell. We can also change the horizontal alignment of the cells in the last three columns. Just move the mouse pointer over the top of the first of those columns.

That's this one right here. The mouse pointer turns into an arrow pointing down. Press the mouse button down and drag to the right, and you'll select those three columns. Now on the Table Layout ribbon, choose Top Center from the Align buttons menu. So this menu right here. We want Top Center. What that does is it centers them horizontally in here, but it leaves them vertically at the top and that's what we want. So in this video we saw how to insert rows and columns, resize columns, and apply table specific formatting options.

We've just touched the tip of the iceberg on table formatting, but it should be enough to show you the kinds of things that you can do to make your tables appear just the way you need them to.

Show transcript

This video is part of

Image for Word for Mac 2011 Essential Training
Word for Mac 2011 Essential Training

95 video lessons · 20511 viewers

Maria Langer
Author

 
Expand all | Collapse all
  1. 5m 6s
    1. Welcome
      1m 8s
    2. Word processing basics
      3m 9s
    3. Using the exercise files
      49s
  2. 21m 53s
    1. Menus, shortcut keys, and toolbars
      3m 43s
    2. The Ribbon
      2m 32s
    3. The Toolbox and the Media Browser
      2m 27s
    4. The Sidebar
      1m 42s
    5. Document views
      5m 24s
    6. Navigating windows and documents
      6m 5s
  3. 13m 40s
    1. Using the Document Gallery
      4m 51s
    2. Creating documents
      1m 51s
    3. Opening, saving, and closing documents
      6m 58s
  4. 14m 20s
    1. Entering text
      5m 33s
    2. Inserting and deleting text
      2m 34s
    3. Using Click and Type to enter text
      3m 26s
    4. Inserting symbols and special characters
      2m 47s
  5. 27m 28s
    1. Selecting and editing text
      6m 34s
    2. Copying and moving text
      7m 1s
    3. Using the Scrapbook
      4m 38s
    4. Undoing, redoing, and repeating actions
      4m 36s
    5. Finding and replacing text
      4m 39s
  6. 24m 50s
    1. Font formatting basics
      9m 0s
    2. Applying font formatting
      7m 12s
    3. Using the Font dialog
      4m 35s
    4. Formatting with the Find and Replace dialog
      4m 3s
  7. 27m 18s
    1. Paragraph formatting basics
      9m 39s
    2. Setting justification and line spacing
      2m 17s
    3. Indenting paragraphs
      4m 37s
    4. Using list formats
      5m 41s
    5. Setting paragraph formatting options
      5m 4s
  8. 14m 33s
    1. Understanding tab tables
      4m 15s
    2. Creating a tab table with the Ruler
      5m 20s
    3. Creating a tab table with the Tabs dialog
      4m 58s
  9. 20m 31s
    1. Understanding styles and themes
      2m 36s
    2. Applying styles
      6m 32s
    3. Reformatting with Quick Style sets and themes
      2m 37s
    4. Modifying styles
      4m 28s
    5. Creating and deleting styles
      4m 18s
  10. 13m 22s
    1. Revealing formatting
      4m 24s
    2. Using the Format Painter
      1m 38s
    3. Creating drop caps
      3m 34s
    4. Using AutoFormat on text
      3m 46s
  11. 27m 29s
    1. Setting margins
      4m 3s
    2. Adding page and section breaks
      4m 54s
    3. Setting multiple columns
      8m 11s
    4. Varying page orientation within a document
      2m 43s
    5. Inserting page numbers
      2m 47s
    6. Adding watermarks and background images
      4m 51s
  12. 13m 39s
    1. Using built-in headers and footers
      5m 34s
    2. Manually creating headers and footers
      4m 0s
    3. Setting multiple headers and footers in a document
      4m 5s
  13. 18m 54s
    1. Creating a cell table
      3m 42s
    2. Entering and formatting table text
      4m 16s
    3. Modifying table structure
      5m 34s
    4. Using table styles
      2m 49s
    5. Converting between tab and cell tables
      2m 33s
  14. 18m 12s
    1. Adding borders to text and paragraphs
      5m 38s
    2. Adding borders to table cells
      3m 47s
    3. Setting page borders
      4m 13s
    4. Applying shading
      4m 34s
  15. 16m 56s
    1. Using the Media Browser to insert media
      3m 24s
    2. Inserting media from a file
      2m 36s
    3. Formatting images
      4m 30s
    4. Wrapping text around an image
      2m 27s
    5. Inserting and formatting a text box
      3m 59s
  16. 13m 17s
    1. Using AutoCorrect and AutoFormat As You Type
      9m 26s
    2. Using AutoText and AutoComplete
      3m 51s
  17. 17m 28s
    1. Building an outline
      4m 26s
    2. Rearranging outline components
      3m 39s
    3. Viewing outlines
      4m 9s
    4. Numbering outline headings
      5m 14s
  18. 26m 49s
    1. Checking spelling and grammar
      8m 19s
    2. Using reference tools
      4m 30s
    3. Inserting footnotes and endnotes
      6m 27s
    4. Using the Word Count feature
      2m 49s
    5. Compiling a table of contents
      4m 44s
  19. 17m 44s
    1. Adding comments
      2m 46s
    2. Tracking changes
      7m 45s
    3. Merging and comparing documents
      4m 28s
    4. Sharing documents with others
      2m 45s
  20. 18m 54s
    1. Using letter templates
      8m 5s
    2. Creating envelopes
      6m 23s
    3. Creating labels
      4m 26s
  21. 12m 36s
    1. Setting Document Security options
      9m 0s
    2. Using Privacy options
      3m 36s
  22. 14m 31s
    1. Setting Page Setup Options
      4m 12s
    2. Previewing a document
      2m 13s
    3. Printing to a printer
      4m 11s
    4. Printing to PDF
      3m 55s
  23. 11m 9s
    1. Using Word's Macro Recorder
      9m 18s
    2. Understanding macro security
      1m 51s
  24. 12m 28s
    1. Customizing toolbars and menus
      6m 0s
    2. Customizing Word's shortcut keys
      3m 38s
    3. Customizing the Ribbon
      2m 50s
  25. 42s
    1. Goodbye
      42s

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