CHAPTER 3: TABLES TOOLBAR RIBBON HANDOUTLast update: 12/28/2017

Tables Toolbar RibbonSince you created tables in Introduction to Computers, it is assumed that you know the purpose and how to insert tables into a document. The Tables toolbar ribbon allows you to either insert, draw, convert, insert an Excel worksheet or add a Quick table.

Insert Table

When you want to add a table into document:

1. Place your cusor at the location where you want to insert the table.2. Then run your cursor across the number of columns you want and

down the rows that you want.3. Then left click. Your table will appear in your document.

In the image on the right, you can see that the table that will be inserted, has four columns and five rows (see the red box).

Draw Table

You can also design your own table by drawing the cell, row and column borders yourself. You can even draw diagonal lines and cells within cells (see diagram to the left).

Convert Text to Table

You can also take text that are either separated by tabs, paragraph markers, etc., and convert the text into a table. If you want to split a single column of text into multiple columns, you can use this feature to do so. For example, you can separate a column of full names into separate first and last name columsn. You can choose how to slip it up: fied width or split at each comma, period, or other charater.

Let’s say that you want to take the two columns below and place them inside a table.

Thomas McDonaldTammy OverviewSam MorriseyPamelaJonesTaylor Gracia

To convert the text above to the table, follow these steps:

1. Select the text.2. Go to Insert, select the drop-down arrow to the right of the Table

icon.3. Select the “Convert Text to Table” option.4. When the “Convert Text to Table” dialog box opens, you want the

“Number of Columns” to be 2 (since you want two columns).5. Since the columns are separated by tabs, you want to select the

“Tabs” circle underneath the “Separate text at” option.6. Then click “Ok”.

The columns given above are now converted to a table (see diagram below).

Thomas McDonaldTammy OverviewSam MorriseyPamela JonesTaylor Gracia

AutoFit to Contents

In the tabl eabove, you do not want to leave a table with all of the extra spacing between columns. To fix this:

1. Place your cursor on the table and move it toward the upper, left hand corner. A small box will appear in the top, left hand corner of the table.

2. Select the cross. By selecting the cross, you are selecting the entire table.3. Right click on the table and select “AutoFit” and the “AutoFit to Contents”. This should

remove the extra white spacing between the columns.4. Your table should look like the following table below.

Thomas

McDonald

Tammy OverviewSam MorriseyPamela Jones

Taylor GraciaNOTE: tables are usually center on the page. To center the table, use any of the following (make sure you are familiar with all three methods):

1. Select the table. Go to the Table Tools, and select the “Layout” option. Then select the “Properties” icon on the left hand side and then select “Center”.

2. Select the table and then use the short-cut, Ctrl + E.3. Select the table, and then go to the “Home” tab; go to the “Paragraph” toolbar section

and click on the “Center” alignment option.

Changing Cell Margins

You can also change the cell margins for your table. Cell margins affect the spacing inside of the cell. You can change the top, right, bottom and left cells. The spacing increase or decrease will occur inside the cell. The general default margins for tables in Word for the left and right margins is “.08”. The table below shows you how data looks when the default margins are applied to cells.

Thomas McDonaldTammy OverviewSam MorriseyPamela JonesTaylor Gracia

Let’s say that you want the left margin to be set at a higher level so that there is more spacing between the left boundary line of the cell and the text. The table below shows what the table looks like when you change the left margin to “.2”. Compare the table above with the table below. You should be able to tell that the spacing inside the cell on the left side of both columns has been expanded.

Thomas McDonaldTammy OverviewSam MorriseyPamela JonesTaylor Gracia

To change the cell margins:

1. Click on the table cross in the top, left hand corner of the table.

2. Go to Table Tools “Layout”.3. In the Alignment ribbon, select “Cell Margins”. 4. When the Table Options box opens, make your

adjustments to the margins and then click OK.

Split Cells

Word also allows you to split cells. In the example below, row 1 has been merged together so that it has two lines of data. In the table example on the left side given below, we want to split the column cells so that the First Name heading is above only the first column, and the last name heading is only above the second column.

First NameLast Name

Thomas McDonaldTammy OverviewSam MorriseyPamela JonesTaylor Gracia

To split the column cells:

1. Place your cursor anywhere in the first row. 2. Go to Table Tools “Layout”.3. Go to the “Merge” ribbon and select the “Split Cells”

icon.4. Siuce we want to change the first row so that it has two

columns, we want to make sure the “Number of Columns” has “2”.

5. Then select “Ok”.6. The table example above on the right, shows how the row has been turned into two

columns.

Splitting a Table

You can also split a table. Let’s say you have a long table that is extending over into the next page. You want the table to be on only one page. You can split the table, and then ove the split table so that it is alongside the original table. We want to split the table so that all of the names after Pamela Jones is in a different table. To split the table:

1. Place your cursor in the row below Pamela Jones.2. Go to table Tools, “Layout”.3. Go to the Merge ribbon and select the icon, “Split Table” icon.4. To move the table: select the table cross in the top, left hand corner of the table and drag.

First Name

Last Name

Thomas McDonaldTammy OverviewSam MorriseyPamela JonesTaylor Gracia

First Name Last NameThomas McDonaldTammy OverviewSam MorriseyPamela Jones

Taylor GraciaMajorie TannerTommy JonesJaeLeigh Pandora

Repeat Column Headings onto the Next Page

If your table spans multiple pages, the header row will not automatically appear on the following page. Turning on the “Repeat Header Rows” will allow you to add the column headings on every page for easy reference. To make sure the table header appears on every page of the table, use the “Repeat Header Rows” icon underneath the Table Tools “Layout section underneath the Data section. To repeat the header, click on the icon. The row header row should appear.

Excel Spreadsheet

The Excel Spreadsheet option allows you to insert an actual Excel spreadsheet into a Word document without opening up an Excel document. To add an Excel spreadsheet, following these steps:

1. Under the Table drop-down icon, select the option, “Excel Spreadsheet” (see image to the right).

2. Once the Excel document opens, you can add your information. Make sure when you add information into an Excel document, that you use the “Tab” key and go across the columns. To start a new row, hit “Enter”.

3. After you have all of your data inside the spreadsheet, add your aesthetic and prominent features that you want to use. Then double click to the right of the table. Clicking to the right of the spreadsheet will add the spreadsheet into your document.

Dogs Cats CowsCollie Calico HolsteinGerman ShPersian Swiss

4. If you want to edit the worksheet, you have two options:

a. Double click on the table; orb. Right click on the table and choose

Worksheet Object. The side box will open and choose “Open.

Quick Tables

The Quick Table option allows you to insert pre-formatted tables into your document such as calendars, and other types of tables.

1. Select the “Table” drop-down icon.2. Go down to the “Quick Tables” option.3. Scroll down until you find the preformatted table that you wan to insert.4. Click on the option and the table will be inserted into the document.

Adding Table Rows and Columns

There are three different ways that you can add rows and columns into a table.

1. If you want to add a row/column at the end of the table, you can place your cursor in the last column of the last row in the table and then hit the “Tab” key.

2. If you want to add a row or column in the inside the table, right click on the table and choose, “Insert” from the drop-down menu.When you choose “Insert”, an additional side drop-down menu will open. Choose the option that you want.

3. Using the Table Tool “Design” option. Select the table cross. a. Go to the top of the page and look for the “Table Tools”

feature.b. Select Layout.c. Viewing the image on the right, you have a variety of

options to inserting and deleting rows and columns.

Deleting Rows & Columns

If you want to delete a row or column you have two options:

1. Select the table by clicking on the table cross.a. Right click on the row or column you want to delete.b. Select the “Delete Cells” option.c. The Delete Cells dialog box on the right will open.d. If you want to delete a row, select “Delete entire row”.e. If you want to delete a column, select “Delete” entire row.

2. Select the table. Go to Table Tools feature and then select Layout.

3. Go to the “Delete” drop-down menu (see image to the right). 4. You will be given delete options.

Deleting an Entire Table

If you want to delete a table, you have two options:

1. Select the “Table cross”.a. Right click on “Delete Table”.b. The table will be removed from the document.

2. Select the table. Go to Table Tools feature and then select Layout.a. Go to the “Delete” drop-down menu (see image to the right). b. Select “Delete Table”.

Adding Alternative Text to a Table

You can create alternative text (alt text or Alt Text) for shapes, pictures, charts, tables, SmartArt graphics, or other objects in your Office document. Alternative text helps people with screen readers understand the content of pictures. When you use a screen reader to view your document, or save it to a file format such as HTML or DAISY (Digital Accessible Information System), alternative text appears when you move the pointer over a picture in most browsers.

To add Alt Text to a Table:

1. Select the table cross to select the table.2. Click on “Properties” under the Table Tools Layout

tab.3. On the Table Properties box, select “Alt Text” (the

fourth tab).4. You can add a Title and a Description.5. After adding the text, click on OK.

Table Tools Feature

When you insert a table, Word 2016 will provide you with Table Tools. These Table Tools allow you to add a design or modify your table.

You will have two options under Table Tools:

o Design Feature: the Design feature gives you the ability to add a preformatted design to the table as well as draw or erase a table. For all the options that you have under the Design tool, see Figure 6.

o Layout Feature: the Layout feature allows you to change the alignment of the table, merge cells, change the height and width of cells, and alter text direction and auto fit content. For all the options that you have under the Layout Tool, see Figure 7.

Design Feature

To add design or to modify your table, you will have to select the table cross on the top, left corner of the table. By selecting the table, the

Table Tools feature will appear on the menu bar (see image to the left). Under each option, Word provides you with toolbars that are related to designing a table or changing the layout of a table. The Design Option allows you to change the overlook of a table.

There are three ribbons on the Design Option. They are the Table Style Options, Tables Styles and Borders. Only the Border feature has a Borders Dialog Box.

Table Style Options

There are six table style options:

Header Row: displays special formatting for the first row of the table.Total Row: displays special formatting for the last row of the table.Banded Rows: displays banded rows in which even rows are formatted differently than odd rows.First Column: displays special formatting for the first column of the table.Last Column: display special formatting for the last column of the table.Banded Columns: displays banded columns in which even columns are formatted differently than odd rows.Banding can make tables easier to read.

Table Styles

Table Styles allow you to quickly change the visual style of your table. Each style uses a unique combination of borders and shading to change the appearance of your

table. Hover over a style in the gallery to preview it in your document. As always, make sure you select the cross in the top, left hand side of the table.

If you want to find the specific name of a table style, hover your cursor over the table and hold. A screen tip will pop up that defines the name of the design style.

Shading Icon:

The shading icon to the right of the Table Styles allow you to add shading to cells.

Borders

The Borders dialog box has already been discussed. The Borders ribbon provides similar options as the Borders dialog box.

Border Styles: changes the type of border line used.Line Style: changes the size of the border line.Pen Color: changes the color of a border by using the pen.Borders: applies formatting to specific borders in a table. (similar to the border icon on the Home menu).Border Painter: used in cooperation with the borders icon.

To change the look of the borders you’re applying, use the style, weight and pen color menus.

Layout

There are seven ribbons in the Table Tools Layout option. There are two ribbon dialog boxes: Row and Columns and Table Properties.

Row and Columns Dialog Box: allows you to shift and insert rows and columns.Table Properties Dialog Box: show the table properties dialog box to show advanced properties such as indentation and text wrapping options. Notice that there are five options on this box: Table, Row, Column, Cell and Alt. Text. Also, included on this box are three other options:

o Positioning: provides numerous options in changing the position of a table on a page.

o Borders and Shading: provides options for changing borders and shading for borders and page borders.

o Options: allows you to change cell margins and spacing of a table.

Table ribbon

There are three options under the table ribbon. They are as follows:

Select: allows you to select rows and columns within a table.View Gridlines: allows you to turn on gridlines for a table.Properties: allows you to select options for a table.

Draw

Allows you to draw or erase a table.

Rows & Columns Headings: already previously discussed.

Merge

There are three options here:

Merge: allows you to merge columns and rows together. Split Cells: allows you to split one cell into many cells.Split Table: allows you to split a table into additional tables.

Cell Size

AutoFit: allows you to fit cells to contents, fit to window or fixed column width.Height: changes the height of a cell.Width: changes the width of a cellDistribute Rows: distributes the height of the selected rows equally between them.Distribute Columns: distributes the width of the selected columns equally between them.

Alignment

The alignment section allows you to change the alignment within cells as well as change the text direction of text within a cell.

Data

The data option allows you to sort text alphabetically within a table. Just a note on using the Sort option. When using the sort option, make sure you select all data within the table so that it all sorts together.

Convert to Text

This feature allows you to take a table and change it back to text. To do this, you would select the text and then click on the icon, “Convert to Text”.

1. Once you click on the Convert to Text icon, the Convert Table to Text dialog box will open.

2. Separate text with: select the option that fits how you want the text to be separated.

3. Then click “Ok”.

Creating FormulasTo create formulas in Word, you will use the “Formula” icon that is in the Data toolbar section. Just like in Excel, you will use the normal mathematical operators (+, -, /, & *). You can add a formula to a cell to perform a simple calculation such as AVERAGE, SUM or COUNT.

To create a formula:

1. Click inside the table cell where you want the formula to be displayed. When you click on the Formula icon, the Formula Dialog Box will be displayed (see image to the right.

2. In the table give below, the sum is to be placed in the third column, first row. Just like in Excel, you label each row and column. The first sum will be placed in row 1, column 3.

3. To find the sum, you want to add row 1, column 1 and 2 together. Since we are adding relative cells (cells right next to each other), we can simply use the default setting give in the example Formula box to the right. Since we are adding relative cells, Word will automatically understand that you will be adding cells to the left, thus, it will create a formula that will add all the cells to the left.

4. Once you click on “OK”, the sum will be placed in the first row, third column (see purple column below).

45 35 8085 55 140

Let’s say that you want to find the difference between the following values. In this case, you will have to write out the formula using the row and column numbers.

In this case, you will have to write the formula. To do this, you would type in the “equal sign” and then type in the left parenthesis, then A1 (145), then the minus sign, and then key in B1 (86); close out the right parenthesis, and hit “Enter”.

The second row’s formula would be as follows:

145 86 592,000 95 1905