Word - Tables

Introduction
Insert a table
Change the width of columns
Add a row
Add a column
Delete a row or a column
Merge cells
Change the table's presentation
Draw a table

Introduction

It's preferable at times to present the data in tabs form. The instructions that follow will demontrate you how to create a table and how to take advantage of it. The first thing, to be known is that you can enter several rows of text in the same cell of the table. It's not necessary to count the number of rows that will go to a table but a number of "cells". For example, the advantages and the disadvantages or to compare several options.

Insert a table

From the Table menu, select the first command: Insert table.

A dialog box will appear asking you for the number of columns and rows that you need for your table. enter the numbers that you need. You can later add or remove rows or columns.

Table window

For this example, write 5 in the box of the number of columns and rows.
Press the OK button.

There is another way of inserting a table into a document; by using the button To insert table.

Press the button .
Press the left mouse button and select the numbers of columns and rows required.
Release the mouse button when it's shown the size that you want.

If you don't see the borders of the cells of the table, select the option covering of the Table menu. When the border of the table consists of dotted rows, it means that no border will be shown in the printing.

Change the width of columns

There are two ways to change the width of a column: by using the ruler for tables or by using the menu Format. Both ways will be explained. The first will be by using the ruler.

click or place the cursor in the first cell of the table

Above the text, there is a ruler as that appears. It's used to change the width of columns and also margins inside cells. The first triangle at the top of the bar pointing downward serves for adjusting the left margin of the first row of the cell. The triangle of the left lower corner serves for adjusting the left margin besides of the text of the cell. The triangle in the lower right corner serves for adjusting the right margin of all the text of the cell.

Here is the procedure to change the width of a column by using the mouse.

Place the cursor on the separator of column that is between the first and the second column on the toolbar of tables.

To recognize it, it's the checkerboard that separates each of the columns. Attention not to take inadvertently the triangle of the right margin. The cursor will change format. The cursor will be now a horizontal bar with a point in every extremity.

Press and hold the left mouse button and move slowly the cursor to the right.
Release the mouse button when the width of the column is about the double(copy) of what it was before.

it's to note that columns in the right-hand side of the column that you chose fit automatically not to exceed the margins of the page. By selecting a column, you can change its just width a little or a lot according to your needs. You can also give a fixed width in a column.

Place the cursor in the column that you want to change the width. For the example, click any cell of the second column.
From the Table menu, select the option Table properties of the cell.
Click the Column tab.
Change the width to 4,5 cm.
Press the OK button.

Table's column width

You can change the width of a column as often as you want it and with the degree of precision that you want. Or by using the mouse or one of the options of the menu table.

Add a row

Place your cursor in the table below the row that you want to insert.
Select of the menu table, Insert rows.

The new row will fit over where is the cursor at the moment.

Add a column

It's easier to insert a row than a column. You must first select the column completely in the right-hand side of the column that you want to insert.

Place the cursor above the column that you want to change the width. For the example, select the first column.
move the cursor until this one is transformed of a white arrow in a black arrow pointing downward.
As soon as the cursor was transformed into black arrow pointing downward, click the left mouse button.

Here is the rest of the procedure to insert a new column.

Place the cursor in the table.
Select of the menu table, Insert columns.

The new column will add to the left where from is the cursor at the moment. It's very possible that the table exceeds the margins of the page. You should change the width of columns.

Delete a row or a whole column

Select the row completely to erase.
From the Table menu, select the Delete and Cells options.
Of the window that will appear, select from the options to delete a cell, a row or a column.

Merge cells

This will enable you to group together in a single cell several cells of the same row.

Select all the cells on the first row.
From the table menu, select Merge cells options.

All the cells will now form only one long cell. You can also cut cells by using the command to split cell. It's better to merge cells when you do not plan on adding more columns. If you add a column after the merge, you might have to adjust manually the width of the column.

Change a table's presentation

Word offers you some options to change the presentation of a table. You can change the color of a cell or a table for another color or pattern. There are also several possibilities, to change the border that surrounds the cells of the table. Word offers you also predetermined styles of presentations that you can use any time.

Click in one of the cells of the table.
From the Format menu, select the option Border and shading.

Click on the Shading tab.

Table shading window

Most of these options are also available from the toolbar Tables and borders. This toolbar will be explained besides details at the time of explaining how to draw a table.

Press the Horizontal rows button.

Press the Cancel button.

From the menu table, select the option automatic Format of table.

Draw a table

The previous part of this page explained the "formal" way of creating a table. With this version of Word, it's possible "to draw" a table. That is to elaborate quickly a table that answers exactly your needs without going through a long series of instructions.

From the View menu, select the Toolbars option.
From the list of the available toolbars, select the toolbar Tables and Borders.

If the toolbar is not above the text but in the middle of the screen, you can move it to a prefered location.

Place the cursor on the titles bar ( the blue bar) of the window.
Press and hold the left mouse button and move the toolbar at the top of the screen with the other toolbars.

To begin a new table.

Press the button .
Place the cursor in the place where you want to begin your new table.
Press and hold the left mouse button and move the mouse to create the first cell of your table.

This cell can than be cut in several smaller cells where the other cells can there become attached to the left, to the right-hand side or below this one.

To cut a cell in two:

Press the button .
Place the cursor on the border of the cell in the place where you want to cut the cell in two.
Press and hold the left mouse button and move the cursor towards the opposite border of the cell.

You can cut a cell horizontally or vertically. You can even cut a cell several times. The cut does have to be exactly in the middle of the cell.

To erase a row or to merge two cells that are next to each other.

Press the button .
"Delete" the row too.

This will not not just erase a border. It will merge both cells to become one. It's better sometimes to present data on tabular form. The instructions that follow, will demonstrate, how to create a table and take advantage of it.The first thing, is that you can enter several rows of text in the same cell of the table. It's not necessary to count the number of rows that will go ino a table but a number of "cells". For example; the advantages and the disadvantages or comparing several options.

Insert a table

From the menu table, select the first command: Insert table.

A dialog box will appear asking you for the number of columns and rows that you need for your table. Enter the numbers that you need. You can later add or remove rows or columns if needed.

Window to add a picture(table)

For this example, write 5 in the box of the number of columns and rows.
Press the OK button.

There is another way of inserting a table into a document; by using the button "To insert table".

Press the button.
Press the left mouse button and select the of columns and rows you need.
Release the mouse button when it's shown the dimensions that you want.

Change the width of columns

There are two ways to change the width of a column: by using the ruler for tables or by using the menu Format. Both ways will be explained. The first will be by using the ruler.

click or place the cursor in the first cell of the table

Above the text, there is a ruler as like shown here. It's used to change the width of a columns and also the margins inside a cell. The first triangle, at the top of the bar pointing downward serves for adjusting the left margin of the first row of the cell. The triangle at the left lower corner is used for adjusting the left margin besides the text of the cell. The triangle in the lower right corner is used for adjusting the right margin of all the text of the cell.

Here is the procedure to change the width of a column by using the mouse.

Place the cursor on the separator of column that is between the first and the second column on the toolbar of tables.

To recognize it, it's the checkerboard that separates each of the columns. Please be carefull do not take inadvertently the triangle of the right margin. This will change the format of the cursor. The cursor will now be a horizontal bar with a point in every extremity.

Press and hold the left mouse button and move slowly the cursor to the right.
Release the mouse button when the width of the column is about the double(copy) of what it was before.

it's to note that columns in the right-hand side of the column that you chose fit automatically not to exceed the margins of the page. By selecting a column, you can change it`s width just a little or a lot according to your needs. You can also give a fixed width to a column.

Place the cursor in the column that you want to change the width. For the example, click any cell of the second column.
From the Table menu, select the Cell format option.
Click the tab column.
Change the width 4,5 cms.
Press the OK button.

You can change the width of a column as often as you want. With the degree of precision that you want. Or by using the mouse or one of the options of the Table menu.

Add a row

Place your cursor in the table below the row that you want to insert.
From the Table menu, select the Insert rows option.

The new row will fit over where is the cursor at the moment.

Add a column

It's easier to insert a row than a column. It's first necessary, to select the column completely in the right-hand side of the column that you want to insert.

Here is the rest of the procedure to insert a new column.

Place the cursor in the table.
Select of the Table menu, Insert columns option.

The new column will be added to the left of the cursor present location. It's a possiblility that the table will now exceeds the margins of the page. You might have to modify the width of the columns.

Delete a row or a whole column

Select the row completely to erase.
From the Table menu, select to delete cells.
Of the window that will appear, select the option delete the row or the whole column.

Merge cells

The intention of this command is to group together in a single cell several cells of the same row.

Select all the cells of the first row.
From the Table menu, select the Merge cells option.

All the cells will now form one single cell. You can also cut cells by using the command to split cell. It's better to merge cells when you're certain that you will not be adding no more other columns. If you add a column after the fusion, it's possible, that you might have to adjust manually the width of the column.

Change the presentation of a table

Word offers you some options to change the presentation of a table. You can change the color of a cell or a table for another color or pattern. There are also several possibilities to modify the border that surrounds the cells of the table. Word offers you also predetermined styles of presentations that you can use any time.

Click in one of the cells of the table.
From the Format menu, select the Borders and shading option.

Click on the Shading tab .

Shading window

Most of these options are also available from the toolbar Tables and borders. This toolbar will be explained in details when explaining how to draw a table.

From the Table menu , select the option Table Autoformat option.

Table Autoformat

Draw a table

The previous part of this page explained the "formal" way of creating a table. With this version of Word, it's possible "to draw" a table. That is, to elaborate quickly a table that answers exactly your needs without going through a long series of instructions. There is now a new toolbar that gives you all the options necessary to carry out that task. This toolbar must first be activated in order to use it.

From the View menu, select the Toolbars option.
From the list of the available toolbars, select the Tables and Borders toolbar.

If the toolbar is not above the text but indeed in the middle of the screen, it's possible, to move it.

Place the cursor on the titles bar ( the blue bar) of the window.
Press and hold the left mouse button and move the toolbar at the top of the screen with the other toolbars.

To begin a new table.

Press the button .
Place the cursor in the place where you want to begin your new table.
Press and hold the left mouse button and move the mouse to create the first cell of your table.

This cell can than be cut in several smaller cells, the remaining cells still attached either to the left, to the right-hand side or below.

To cut a cell in two:

You can cut a cell horizontally or vertically. You can even cut a cell several times it does not need to be in the middle of the cell.

To erase a row or to merge two cells that are next to each other.

Press the button .
"Delete" the row too.

This will not just erase a border. It will merge both cells and make them become one.

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