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Webucator's Free Intermediate Microsoft Word 2013 Tutorial

Lesson: Working with Tables

Welcome to our free Intermediate Microsoft Word 2013 tutorial. This tutorial is based on Webucator's Intermediate Microsoft Word 2013 Training course.

In this lesson, you will learn how to create and edit tables within your document.

Lesson Goals

  • Insert a table into a document.
  • Format a table using styles.
  • Format data within a table.

Inserting a Table

There are a few ways to insert a table into a document:

  1. Create your own table by selecting the cells:
    1. Click Table on the INSERT tab: Table on Insert Tab
    2. Use your mouse to select the number of rows and columns you wish to have: Insert Table
  2. Use the Insert Table dialog box:
    1. Click Table on the INSERT tab: Table on Insert Tab
    2. Click Insert Table: Insert Table
    3. In the Insert Table dialog box, select the number of columns and rows and the AutoFit behavior: Insert Table Dialog Box
  3. Draw a table:
    1. Click Table on the INSERT tab: Table on Insert Tab
    2. Click Draw Table: Draw Table
    3. Draw your table with your mouse. Press Escape to stop drawing (the pencil will change back to the standard cursor). This is the option to choose for a non-standard table such as the example below: Draw Table
  4. Convert text to a table:
    1. Type text into a document, using tabs or commas to separate columns and lines (pressing Enter) to separate rows.
    2. Select the text:Selected Text
    3. Click Table on the INSERT tab: Table on Insert Tab
    4. Select Convert Text to Table:Convert Text to Table
    5. In the Convert Text to Table dialog box, verify or change the selections and press OK:Convert Text to Table Dialog Box

Converting Tables to Text

As you can convert text to tables, you can also convert tables to text.

To convert tables to text:

  1. Select the table.
  2. From the TABLE TOOLS LAYOUT tab, in the Data group, select Convert to Text. Convert to Text in Table Tools Layout
  3. In the Convert Table to Text dialog box, set how you want to separate the text and click OK. Convert Table to Text Dialog Box
  4. The table is converted to text. Table Converted to Text

Adding a Table Title

You can add a table to your title in Word in the form of a caption:

  1. Click in the table.
  2. Select the REFERENCES tab, and in the Captions group, select Insert Caption. Insert Caption in Captions Group of References Tab
  3. Type the table name in the Caption text box, and from the Label drop-down list, select Table. You can choose to display the label above or below the table. Caption Dialog Box
  4. Click OK. Caption Dialog Box
  5. The title is displayed. Displayed Title

Modifying Table Fonts

You can modify the fonts used in your table by selecting the text you want to apply a font change to, and then from the HOME tab, in the Font group, setting font options.

Font Group in Home Tab

Sorting Table Data

You can sort the data in a table:

  1. Select the table.
  2. From the TABLE TOOLS LAYOUT tab, in the Data group, select Sort. Sort in Data Group of Table Tools Layout Tab
  3. Configure sort options in the Sort dialog box and click OK to sort the data. Sort Dialog Box

Setting Cell Margins

To set cell margins in a table:

  1. Select the table.
  2. From the TABLE TOOLS LAYOUT tab, in the Alignment group, select Cell Margins. Cell Margins in Alignment Group of Table Tools Layout Tab
  3. Set margin options in the Table Options dialog box and click OK. Table Options Dialog Box

Modifying Table Dimensions

To modify table dimensions:

  1. Select the entire table by clicking the icon to the upper-left of the table. Table Selection Icon
  2. From the TABLE TOOLS LAYOUT tab, in the Cell Size group, set options such as modifying height of the table or using AutoFit. Table Tools Layout Tab

Merging Cells

To merge cells in a table:

  1. Select the cells you want to merge (by pressing Shift and clicking).
  2. From the TABLE TOOLS LAYOUT tab, in the Merge group, select Merge Cells. Merge Cells in Merge Group of Table Tools Layout Tab

Applying Formulas to a Table

To apply a formula to a table:

  1. Select the table.
  2. From the TABLE TOOLS LAYOUT tab, in the Data group, select Formula. Formula in Data Group of Table Tools Layout Tab
  3. In the Formula dialog box, enter a formula in the Formula text box and click OK to apply it to the table. Formula Dialog Box

Adjusting Column Widths in a Table

By default, columns are evenly distributed in tables in Microsoft Word. They can be adjusted in the following ways:

  1. Drag the column border to the left or right. This method keeps the table the same overall width. The following image shows the right side of the first column being dragged to the left, resulting in the first column getting smaller and the second larger:Drag Column Border
  2. Double-click the column border. This method adjusts the column to the widest content and affects the overall table width.

Insert a Table

Duration: 5 to 15 minutes.

In this exercise, you will insert a table into a document and add data to it.

  1. Open or go to Plants in my yard - Intermediate.docx.
  2. Insert a table beneath the description of the Red Bud tree that looks like the one in the screenshot below: Insert Table
  3. Save the document as we will continue to build on this document in future exercises.

Solution:

  1. Place your cursor beneath the description of the Red Bud tree.
  2. Press Enter until your cursor is at the top of page two (so table will appear on one page).
  3. Click Table on the INSERT tab: Table on Insert Tab
  4. Select six columns and four rows: Select Number of Table Rows and Columns
  5. Enter the data.
  6. Save the document.

Table Styles

Microsoft Word includes a wide variety of table styles you can use to quickly style your table. Whether or not you choose to use a pre-existing style, you can customize (or further customize) tables with shading and borders and by using table style options.

Table Styles

To apply a table style to your table:

  1. Place your cursor in your table to bring up the DESIGN tab: Design Tab
  2. Hover over the Table Styles to see what your table will look like if you select that style.
  3. Click on one of the table styles to apply it to your table.

Table Style Options

The options in the Table Style Options group make it easy to add emphasis to rows or columns and to choose whether or not rows and columns will be banded.

  1. When Header Row is checked, Word displays a selection of tables with header rows: Header Row Selections
  2. When Total Row is checked, Word displays a selection of tables with total rows: Total Row Selections
  3. When Banded Rows is checked, Word displays a selection of tables with banded rows: Banded Row Selections

Shading and Borders

To apply shading and borders to your table:

  1. Select a cell, group of cells or the whole table.
  2. To add shading:
    1. On the DESIGN tab, in the Table Styles group, click Shading: Shading in Table Styles Group of Design Tab
    2. Click the color of your choice: Color Options
  3. To add borders:
    1. On the DESIGN tab, in the Borders group, click the Borders drop-down arrow: Borders on Design Tab
    2. Click the border option of your choice: Border Options

Adding Styles to a Table

Duration: 5 to 15 minutes.

In this exercise, you will use many of the tools on the DESIGN tab to style a table.

  1. Open or go to Plants in my yard - Intermediate.docx.
  2. Customize the table you created in the prior exercise so that it looks like the picture below: Customized Table
    1. Hint: the rows are banded and the header row is shaded.
  3. Save the document as we will continue to build on this document in future exercises.

Solution:

  1. Place your cursor in the table.
  2. On the DESIGN tab, in the Table Style Options group, check Header Row, First Column, and Banded Rows: Table Style Options
  3. In the Table Styles group on the DESIGN tab, click the third table style from the left: Table Styles
  4. Select the top row in the table: Selected Table Header Row
  5. Click Shading and choose a color: Shading Colors
  6. Select the whole table: Selected Table
  7. Click Borders and then Outside Borders: Borders Outside Borders
  8. Save the document.

Formatting a Table

Tables in Microsoft Word, and the data within them, can be customized in many ways. We cover a few of the more common ways below.

Inserting Columns and Rows in Tables

To insert a column or row in a table in Microsoft Word:

  1. Place your cursor in a cell adjacent to where you want to add a column or row.
  2. On the TABLE TOOLS LAYOUT tab, in the Rows & Columns group, click the Insert option that accomplishes your goal: Rows and Columns Insert Options

Deleting Columns and Rows in Tables

To delete a column, row or cell in a table in Microsoft Word:

  1. Place your cursor in the column, row or cell you wish to delete.
  2. On the TABLE TOOLS LAYOUT tab, in the Rows & Columns group, click Delete: Delete in Rows and Columns Group of Table Tools Layout Tab
    1. To delete a column or row, or to delete the whole table, select that option: Deletion Options
    2. To delete a cell or cells, click Delete Cells: Delete CellsThen choose whether the remaining cells should shift left or shift up, and click OK: Delete Cells Dialog Box

Aligning Text in Tables

The text in each cell within a table can be aligned left, right, and center and also top, bottom and center. To align text in tables:

  1. Select the cell or cells for which you wish to adjust the alignment.
  2. On the TABLE TOOLS LAYOUT tab, in the Alignment group, click the alignment option of your choice: Alignment Options

The direction of the text in each cell is left to right by default, but can be changed to top to bottom and bottom to top. To change the direction of text in a cell:

  1. Select the cell or cells for which you wish to adjust the text direction.
  2. On the TABLE TOOLS LAYOUT tab, in the Alignment group, click Text Direction: Text Direction
    1. Click Text Direction once to set the direction to top to bottom.
    2. Click Text Direction twice to set the direction to bottom to top.

Formatting a Table

Duration: 5 to 15 minutes.

In this exercise, you will add a column to a table, align the text in cells within a table, and otherwise format the table to improve its look and feel.

  1. Open or go to Plants in my yard - Intermediate.docx.
  2. Further customize the table you worked on in the prior exercise so that it looks like the picture below: Customized Table
  3. Save the document as we will continue to build on this document in future exercises.

Solution:

  1. Place your cursor in the right-most column of the table and in the TABLE TOOLS LAYOUT tab, locate the Rows & Columns group and click Insert Right: Insert Right
  2. Type "Keep Tree in Yard?" in the top right cell: Formatted Table
  3. Select the cells in the body of the table and click Align Top Center: Align Top Center
  4. With the cells still selected, go to the HOME tab and in the Font group, click the Font Color drop-down arrow and select red: Select Color from Font Color Drop-Down
  5. Select the cells in the left most column and go to the TABLE TOOLS DESIGN tab and in the Borders group, click Borders and select Right Border: Right Border
  6. Save the document.