Join Jennifer McBee for an in-depth discussion in this video Create tables, part of Cert Prep: Word 2013 Microsoft Office Specialist (77-418).
- [Voiceover] Inserting information into your Word document in a tabular format can be a little tricky if you're just using tabs. In this video we're gonna learn how to create a table and then insert information into it. We'll also see how we can take text that's already in your document and convert it to a table. We'll then do just the opposite and take a table of information and convert it back to a text format. Both text to table and table to text are objectives that will be covered on your MOS exam, so we want to make sure that we review those two methods of working with tables.
I'll briefly show you the quick tables that are available to you in Word. Won't necessarily be on the exam, but it's just good for you to know. Let's go ahead and get into our exercise document. What you see in this document is just basic information with the columns being separated with a tab. I'll turn on my show/hide so we can see each of the tabs and how it separates the columns of information. The information goes from page one onto page two.
I mean, it looks nice. It's lined up pretty well, but what would really be much nicer is if we could convert this into a table. We'll start by selecting all of the information that we want to convert to a table. Go to our insert tab, click on the table drop down menu, and you're third option down is convert text to table. Here's our convert text to table window. Word wants to know how many columns we want in the table. It looked at the information that we're converting and saw that we do have one, two, three, four columns.
It's also letting me know that we have 57 rows of information. We can also choose the auto fit behavior that we want Word to use. The default will be the fixed column width so that all the columns will be the same. We can say auto fit to contents, which means the shorter the contents in the column the shorter the width of the column will be. Or we can choose auto fit to window. Let's go ahead and select auto fit to window. The last question we need to answer before we click ok is how is the data separated? When we looked at the information before we converted it and we saw that it was separated with tabs, so we'll keep tabs selected.
Click ok. And our data has now been converted into a table format. And what that means is, we can easily format this to look much more professional, make it much more easy to read by maybe banding the rows, adding some shading to some of the cells. When we're clicked onto the table, we have our table tools contextual tabs design and layout available to us. On the design tab we have table styles, and if we click the down arrow, that takes us into a gallery.
During your exam you may be asked to convert text into a table and then apply a specific format. You'll notice that the formats don't have visible names on them, but if you mouse over each one and pause slightly, you'll be able to see the name of that particular format. Let's go ahead and choose the list, table three, accent one. It applied a nice style to our heading. It bolded all the information in that first column.
And that looks a lot nicer actually. When we created the table, we asked it to be as wide as the width of our paper, and in that case it's six and a half inches wide. If we want to change the dimensions we can go up and select the table by clicking the box in the upper left-hand corner and then right-click and go down to table properties. In the table properties, we have five different tabs. Alternate text, we can change the cell width and the cell layout.
We can change the column width. We can change the row height, and we can tell the preferred width of the table, how wide do we really want it to be. During your exam you may be asked to set the width to a specific measurement. Now instead of it being in percent, I'm gonna change that so it's in inches. Let's say that on the exam we were asked to make it just five inches wide. I'll delete the text that's in there and type in 5.0.
Tab on out of there. Go ahead an click ok. And it reduces the width of the table for me. Now let's look at how we can take information that's in a table format and convert it back to text. Again, this is something that you may be asked to do on your MOS exam. We'll select the table the same way as we did up above by clicking on the square in the upper left-hand corner. This brings forward our table tools design tab and layout tab. The convert back to text command is on the layout tab.
Over on the right-hand side we'll click on convert to text. In the convert table to text information window, Word wants to know how we want the information separated. I'm gonna choose something other than tab so you can see the difference in how it looks if we do tabs versus commas for instance. I'll select commas and click ok. And here's my data. You can see column by column each row of information is separated with a comma.
Now I quickly want to show you the quick tables that are available to us. I'm gonna click down below the last table that we converted back to text, just to get to a blank area of the document. Go back to my insert tab and click on the tables drop down menu. Go down to quick tables and you'll be able to see all of the tables that are built in and ready for you to start using. We have a calendar group.
We have something called a double table, a matrix table, a tabular list, and tables with subheadings. I'll go ahead and select the matrix quick table. So you can see all the formatting is done. All I need to do is come in and replace the text that's in the headings and in the row headings here, and then I can start entering my information.
So now you've seen how easy it is to convert your text into a table or to use one of the quick tables to let Word go ahead and do all the formatting for you. Using tables to control the layout of your text is a great way to create well-designed, professional documents. And keep in mind that the objectives that we just covered in this video will probably be on your Word 2013 MOS exam.
Disclaimer: Microsoft does not produce, provide, or endorse this video training course.
The course first explores the Microsoft certification program and its costs, format, and objectives. Jennifer then walks through all of the certification objectives in detail. Learn how to create documents, format text, create tables and lists, apply references, and insert and format objects such as SmartArt, images, and Excel tables. Free practice files are included so you can follow along every step of the way. There are over a half dozen challenges to test your skills, and a full-length, 50-minute practice exam to ensure you're ready for the real exam.
- Preparing for the exam
- Creating new Word documents
- Formatting documents
- Inserting text from other sources
- Formatting text and paragraphs
- Adding line, page, and section breaks
- Creating tables and lists
- Creating endnotes, footnotes, and captions
- Inserting Quick Parts and SmartArt
- Inserting images and shapes
- Taking a full-length practice exam