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Creating a table to organize text

From: Word 2010 Essential Training

Video: Creating a table to organize text

A Table looks a lot like an Excel Spreadsheet in your Word Document. A table has rows and columns and cells, just like a Spreadsheet. Each cell can contain text, and text automatically wraps within a cell. The cell height increases to make room for all of the text that you add. Tables allow you to position blocks of text in relationship to each other and to the page. Tables can also be used for layout. There are five ways to insert a Table.

Creating a table to organize text

A Table looks a lot like an Excel Spreadsheet in your Word Document. A table has rows and columns and cells, just like a Spreadsheet. Each cell can contain text, and text automatically wraps within a cell. The cell height increases to make room for all of the text that you add. Tables allow you to position blocks of text in relationship to each other and to the page. Tables can also be used for layout. There are five ways to insert a Table.

All of them begin on the Insert tab of the Ribbon. You can choose Insert Table and draw your Table essentially, drag to cover the number of rows and columns that you want to include in your table. Make sure that you get the number of columns right, because as you'll notice, Word is taking the entire width of the page and dividing by the number of columns that you've selected. Therefore, it's a little harder to insert a column later. You'll have to adjust the columns that are already in place. You don't care as much how many rows there are, because you can easily add new rows to the table, as you'll see in a moment.

So I'm going to begin with a 5x2 Table. I know that I need five columns. I typed text in my Table as I would in my document, pressing Tab to move from one cell to the next. When I get to the last cell in a row and I press Tab one more time, I return to the first cell of the row immediately below.

If I miss a cell and want to a back up, I can hold Shift and hit Tab to go back. So Tab to move to the right, Shift+Tab to move to the left. Now I've run out of Table, but if I press Tab one more time, a new row will appear. As I said, we don't have to worry a lot about having enough rows. We just need to make sure that we have enough columns. I can adjust my Table column widths by simply pointing to the break between columns and dragging. When I do that, I want to make sure that nothing is selected.

I can select rows or columns in my Table, and if I have a row selected, for example, and adjust the column width, I'm only adjusting it for that row. This is usually not a good idea. So with nothing selected but being anywhere in the Table, I can adjust column widths. I can adjust row heights. There's a minimum row height that's set in the Table Properties. So I'd like to leave more room for City, but I don't need much room for State, and can have a lot of room for Full Names and for the Number of Employees and the Year.

I can also easily insert a new row. I can select the row and right-click and choose Insert, and my choices will be columns or rows. I have a row selected, so I can insert a new row above very easily. I'm going to undo that. I can insert a new blank row below. Now I can also insert a column. I can select an entire column, right- click and choose Insert Columns to the Right. Some adjustment is made, looks good, and I again may want to go back and make some adjustment to other items.

To delete a column, simply select it and delete it. When I inserted my Table, I got two new tabs on my Ribbon: Table tools, the Design tools, which we'll look at later, and our Layout tools where the commands we've just discussed, inserting and deleting appear in the Rows and Columns group. That's the first way to insert a Table. I have a couple of other ways that I can insert Tables as well. Go back to Insert, choose Table, and choose Insert Table to open the Insert Table Dialog box, and I can say I'd like to have a table that has three columns and at least two rows.

And Word will create that Table for me. I'm going to undo that. The third way to insert a table is to draw the table, not by dragging here, but by actually choosing Draw Table, grabbing this Pencil tool and creating a Table, drawing our columns, drawing our rows. When you're done drawing the Table, be sure to turn Draw Table off in order to be able to get your insertion point back.

Let's undo that Table piece by piece. I can insert a new table by choosing a Quick Table. These tables aren't what you and I would traditionally think of as Tables. They're actually graphic elements that include contents. For example, calendars. Here's our weekly calendar that appears as a Table. And you can reformat this to change the dates, or put a different month here. But again, a very complex table, not at all like what we've been looking at up until now.

And then finally, I said that Tables are a lot like Excel. They look like Excel here in your Word Document, but the final kind of Table you can insert is actually to say I would like an Excel Spreadsheet right here. If I'm going to do calculation in my Table, it's actually nice to have access to all of Excel's Calculation tools. So here's my Excel Spreadsheet, and I can tell that I'm in Excel because the familiar Word Ribbon is actually not here anymore. What I'm seeing is the Microsoft Excel Ribbon, with my tabs for Formulas, and for Power Pivot, and other choices like that.

So I can have access to all of the functions in Microsoft Excel to be able to do calculations here in my Word Document. Tables are useful for presenting information and for making sure that the text in your document is correctly positioned. But with five different ways to insert three different types of tables, this is a feature that you'll be able to use for many purposes as you create your documents in Microsoft Word.

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This video is part of

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Word 2010 Essential Training

89 video lessons · 56651 viewers

Gini Courter
Author

 
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  1. 5m 39s
    1. Welcome
      1m 8s
    2. Using the exercise files
      1m 34s
    3. Creating placeholder text
      2m 57s
  2. 33m 47s
    1. Using the Word interface
      8m 56s
    2. Understanding the Ribbon
      8m 10s
    3. Customizing the Quick Access toolbar
      3m 10s
    4. Using Word's document tools
      8m 5s
    5. Using the Navigation pane to find words or phrases in a document
      5m 26s
  3. 30m 53s
    1. Managing documents with Backstage view
      4m 42s
    2. Creating a new document from a template
      5m 11s
    3. Making it easy to find and open documents
      3m 59s
    4. Saving a Word document for yourself or others
      7m 1s
    5. Printing a document and choosing a printer
      3m 33s
    6. Setting print options
      6m 27s
  4. 24m 24s
    1. Selecting text using the mouse and keyboard shortcuts
      4m 57s
    2. Rearranging text using Cut, Copy, and Paste
      7m 38s
    3. Undoing and redoing actions
      4m 8s
    4. Finding and replacing text
      7m 41s
  5. 27m 40s
    1. Understanding fonts
      6m 32s
    2. Working with fonts
      5m 29s
    3. Applying basic formatting
      6m 25s
    4. Changing the case of text
      4m 22s
    5. Using text effects and adding impact to a document
      4m 52s
  6. 29m 44s
    1. Aligning and justifying paragraphs
      2m 55s
    2. Changing line spacing
      5m 2s
    3. Using indents and setting tabs
      7m 20s
    4. Creating a bulleted or numbered list
      6m 11s
    5. Keeping text together through page breaks
      4m 2s
    6. Applying shading and borders to paragraphs
      4m 14s
  7. 50m 10s
    1. Power formatting with styles
      7m 34s
    2. Changing a document's theme
      6m 59s
    3. Changing style sets, color sets, fonts, and paragraph spacing
      3m 31s
    4. Applying Quick Styles and clearing formatting
      5m 18s
    5. Creating a Quick Style set
      6m 24s
    6. Using the Navigation pane with styles
      3m 1s
    7. Easily creating a table of contents
      5m 32s
    8. Restricting formatting to a selection of styles
      4m 58s
    9. Creating a multilevel list using styles
      6m 53s
  8. 48m 1s
    1. Creating a table to organize text
      6m 11s
    2. Converting text to tables
      3m 36s
    3. Formatting tables for readability
      4m 8s
    4. Adding and removing columns
      5m 36s
    5. Sorting table data
      5m 19s
    6. Merging, splitting, and formatting cells to create a form
      8m 53s
    7. Converting a table to text
      2m 41s
    8. Inserting an Excel table for calculations and charts
      7m 18s
    9. Using Quick Tables
      4m 19s
  9. 1h 7m
    1. Illustrating documents with pictures, shapes, and clip art
      8m 43s
    2. Positioning, sizing, and cropping graphics
      6m 11s
    3. Wrapping text around graphics
      4m 54s
    4. Laying out text and graphics with a table
      6m 50s
    5. Adjusting brightness, contrast, and sharpness of photos
      4m 30s
    6. Applying special effects to graphics
      5m 4s
    7. Applying styles to graphics
      5m 40s
    8. Illustrating with charts: Inserting a chart from Excel
      8m 26s
    9. Illustrating with diagrams: Using SmartArt
      10m 22s
    10. Illustrating with screenshots: Capturing screenshots from your computer
      3m 17s
    11. Illustrating with WordArt
      3m 35s
  10. 34m 10s
    1. Understanding building blocks
      3m 41s
    2. Numbering pages and applying headers and footers
      6m 56s
    3. Adding cover pages and blank pages
      3m 50s
    4. Using text boxes for document design
      8m 16s
    5. Creating and saving custom headers and footers
      6m 21s
    6. Creating and saving Quick Parts
      5m 6s
  11. 23m 40s
    1. Setting page margins, page orientation, and paper size
      6m 30s
    2. Inserting sections to organize a document
      5m 17s
    3. Using columns
      5m 23s
    4. Using watermarks, page borders, and colors
      6m 30s
  12. 20m 15s
    1. Checking spelling and grammar
      5m 6s
    2. Setting proofing and AutoCorrect options
      7m 21s
    3. Using the Thesaurus and Research and Translation tools
      7m 48s
  13. 21m 3s
    1. Tracking changes and showing markup
      5m 29s
    2. Accepting and rejecting changes
      4m 35s
    3. Comparing and combining documents
      6m 42s
    4. Coauthoring documents with SharePoint
      4m 17s
  14. 40m 56s
    1. Trouble-free document sharing
      5m 38s
    2. Emailing a document
      4m 4s
    3. Saving a document to a Windows Live drive
      4m 8s
    4. Saving to SharePoint and sharing a document link
      3m 59s
    5. Using Word on the web
      3m 4s
    6. Blogging with a document
      4m 27s
    7. Finalizing and password-protecting a document
      3m 38s
    8. Restricting editing for all or part of a document
      6m 3s
    9. Digitally signing a document
      5m 55s
  15. 25m 18s
    1. Changing Word options
      5m 42s
    2. Customizing the Ribbon
      7m 22s
    3. Creating and playing a macro
      8m 8s
    4. Assigning a macro to the Ribbon
      4m 6s
  16. 31s
    1. Goodbye
      31s

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