Learn how to organize text into columns and rows through the use of tables, and format tables using built-in table styles and custom formatting options for merging cells, shading cells, changing borders, and formatting text in a cell.
- [Instructor] When you have content that needs to be organized into columns and rows you might consider using a table here in Word in Office 365. That's what we're going to explore in this movie with this file, Red20Conference0405. It's just a blank page with a title. And down below we might wanna outline the three days of the conference, putting in a title for each day, perhaps a graphic representing each of the days, an agenda item with a time next to it. So in this case it would make sense to organize everything into columns and rows to make it easier to read.
So let's think about this. We have three days, we want a title for each day, that's three rows. We also have agenda items that would appear on separate rows, so we're doubling now to six. And perhaps in the left hand column we wanna use some type of graphic. In the next column the times of the day. And then in the third column each of those agenda items. So we're looking at a table that's going to be three columns by six rows minimum. We can start with that. And to insert a table we have some different options.
Let's go up to Insert and you'll notice Tables right below. Click that, it's a drop-down. There's a couple of different ways to insert a table. You can see down below we have Insert Table, that will allow you to go into a dialog and punch in the number of columns and rows you want. Work with things like margins, et cetera. You could draw a table by clicking and dragging your mouse. You can bring in Excel spreadsheets. There's even something called Quick Tables and if you see something that's going to work, if you were creating a calendar for example, as you scroll down the list you can see some other ones like a Matrix, a Tabular List.
If none of these are going to work for you then we'll go back to creating one from scratch. So we'll just move back over here to the left hand side and let's just click in the background to close that up, because when you go back to Table and just hover over these little squares you're going to see the table preview in the background of what that's going to look like. If we go to three by six for example you can see that's going to create a table of three equal columns and six rows. That's a good start, let's give it a click.
So it fills the page from margin to margin. All we have to do now is start putting contents into the table and formatting it. Notice there's Table Tools that appears up here on the ribbon with Design and Layout tabs to help us make this look its best. Let's start with adding some contents. And before we do I'm thinking every second row needs to be one big cell where we can type in day one and the date, day two on the next line, and then skip a couple for day three.
That means merging cells together. It's easily done, we just click and drag across the cells, like the top three. You notice they're highlighted. And from here with Table Tools we'll go to the Layout tab you'll find Merge Cells is an option. There we go. Now just click down below to see that we have a single cell across the top. That would be great for a title, but we actually wanna do this for all three days, so two rows down we'll do the exact same thing. Click and drag, Merge Cells.
And skip a couple of rows here to the second last row and merge those together as well. Let's go back up tot the top and click inside. Now we can start typing some stuff in, like Day 1, leave a space and a dash and a space, and we'll type in a date like Tuesday, July 24. That means we can skip a row, go down to the next one, and add Day 2 in there, and that's going to be Wednesday, July 25.
And we'll skip another row, go down, click inside the second last row for Day 3. And we'll put a date in there as well of Thursday, July 26. All right, so we have the beginnings of our contents. Now we do know that when we insert a table the way we did we get equal columns. And we can see those other cells where we did not merge them together still show equal columns. Well, maybe we don't need that much room on the left or the middle and we want more room on the right for the agenda items.
In that case we can make adjustments. So let's just click anywhere up here in the second row. You'll notice on the ruler that we turned on earlier, and if you don't see it, just go up to the View tab and make sure it's checked off here. On the ruler you're going to see markers representing the different columns. And we can move those table columns. For example, if we wanted the first column just to be an inch we could go right here to the one that's appearing around the two inch mark here and just drag it into the one inch mark.
You can se how column one now is narrow. Let's do the same for the next one. We'll drag it to the two inch mark. And you can see, our third column stays the same, but we can go to it as well. That's the table column on the right and we can move it all the way out to the six inch mark perhaps to create that extra space for the agenda items. It's starting to come along. Now we'll save these spots here in the table down the first column for those graphics, but let's go to the second row, second column and start adding some content here.
Like times of the day. We'll do 7:30 to nine o'clock. Now press Enter. You can see what happens. That row expands to accommodate a new row of content. 9:15 to 10, press Enter, and you can see the row getting even taller. Let's add one more in here. We'll do 10 to 11:30. Now over here we could start adding those items. For example, at 7:30 is when Registration begins and Continental Breakfast.
When we press Enter here we just go down to the next line, it's already there for us thanks to what happened in this second column. And we could add something like Opening Remarks, press Enter, and type one more thing in here. How about Keynote Speaker, like so. And we would do the same thing down below. The other thing we might wanna consider is making this more attractive by formatting. And there are a number of different formatting options. Again, when we're inside a table like this just clicking anywhere inside the table and go up to these Table Tools, we'll start with the Design tab.
You'll notice over here the Table Style Options that are checked off. One is a Header Row. This is handy for tables that stretch over multiple pages where you want that top row to follow along to the next page and the next page, so you always know what you're looking at. We don't need that, we have Day 1, Day 2, Day 3, we don't need a separate Header Row to be formatted differently, so we'll deselect it. Banded Rows is simply going to shade every second row to make it a little easier to line things up and read. We could use that perhaps or turn it off and do our own formatting.
Let's turn it off by deselecting the check box. And we can have a different First Column if we wanted to as well. I don't think that's necessary. So with all of these deselected you'll notice the Table Styles here and you can click the drop-down arrow, give you a number of options without header rows and first column formatting. You can see a number of different colors, borders, shading as you scroll down. Some have no borders, no shading, some just have shading. Lots of different options to choose from here.
Let's start with something in this blue column over here. As you hover over these you can see in the background what's happening, a nice little preview of what you can expect. There's some shading. I'm thinking maybe this one right here, Grid Table 4 Accent 5. Give it a click. Already it's starting to look different. All right, let's go into this first row now. Click anywhere in there and let's go to the Shading drop-down and shade this. Let's go with a nice dark blue. And we'll do the same for the other days.
Day 2, now you can just click the top half of the Shading, because it's the same color that was already selected. That means we need to format the text inside. We can select it and go back to our Home tab. Here in the Font group, let's change the size for example. Let's go all the way up to 24. And let's change the color by clicking the color drop-down to white. That's gonna be easier to read. We might even consider bolding it. No, I don't think we need to, click bold again to turn it off.
Now here's a nice little trick. Click anywhere in that and in fact, we might wanna center it as well, with your cursor flashing there you can borrow that formatting to apply it to the other days with the Format Painter. Give that a click and then click and drag across Day 2. You can see it's formatted exactly the same. Go ahead and click it again with your cursor flashing in Day 2 and select Day 3. So it gets all of the formatting and alignment that you see there.
Click in the background to deselect. So our table is coming along. We would fill in the Day 2 times and agenda items, same thing for Day 3 until we've completed our table. A little later on we'll add some graphical images into this first column as well. But we have a great headstart with our table. Something we'll probably copy and paste into our tech connect document for later on.
- Opening, closing, and reading documents
- Formatting text, pages, and paragraphs
- Adjusting line spacing and page breaks
- Adding headers, footers, and page numbers
- Applying styles to documents
- Creating bulleted and numbered lists
- Illustrating documents
- Proofing and printing documents
- Collaborating on documents in the cloud