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In Word for Mac 2011 Essential Training, author Maria Langer shows how to create, format, and print a wide variety of documents in Microsoft Word 2011. The course covers building outlines, formatting text and pages, working with headers and footers, using themes and styles, adding multimedia, and more. It also shows how to customize and automate Word 2011, including how to record macros. Exercise files accompany the course.
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.
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