Lecture 9 Notes Introduction to Microsoft Word

TABLES
Create a table
Insert a basic table
Using the Table grid is the quickest way to add a basic table. To add a basic table using the table
grid:
 Click Table on the Insert tab
 Move the cursor over the grid until you have highlighted the desired number of rows and
columns
 Click to insert the table
Once Word has inserted a table the Table Tools Design and Layout tabs appear. These tabs
are activated whenever a table is selected. Note that the tabs disappear when a table is not
selected.

1. Click

Note: A preview
appears as you
drag the cursor

Result.
Note: Comma
delimited text was
2. Drag converted using
cursor over AutoFit whereas Tab
the grid delimited text was
converted using Fixed
width

Edit a table
Add or delete cells, columns or rows
There are two popular methods for adding or deleting cells, columns or rows in tables.
Method 1:
 Click a cell in the table
 Right-click then do one of the following
 Click Insert and choose one of the options:
 insert row above/below selected cell;
 insert column to the left or right of the selected cell;
 insert an individual cell.
 Click Delete Cells… and choose one of the options:
 Shift cells left (this will delete only the highlighted cells an shift all cells to
the right of the deleted cell to the left)
 Shift cells right (the opposite of Shift cells left)
Lecture 9 Notes Introduction to Microsoft Word

 Delete entire row

 Delete entire column
Note that you can use the above techniques to add or delete multiple cells/rows/columns
simultaneously. To do this you should highlight the same number of cells/rows/columns
that you want adding or deleting.

Illustration1
2. Select an
1. Click a cell insert option –
in the table e.g. Insert
then right-click Rows Above

Result: A blank row

was added above
the selected cell

2. Select
Delete
Cells

Illustration 2

1. Highlight a
selection of
cells then right-
click

3. Choose one of the

Delete Cells options
(e.g. Shift cells left).
Then click OK
Lecture 9 Notes Introduction to Microsoft Word

Result: The four

selected cells were
deleted and those
previously to the right
have shifted left to fill
the gap

Method 2:
 Click a cell or cells in the table
 Use an appropriate command in the Rows & Columns group on the Table Tools-Layout tab to
insert rows or columns or delete rows, columns or cells

1. Click cell(s)

2. Select appropriate
command in the Rows &
Columns group

Format data in a table

Use the Font, Paragraph and Styles groups on the Home tab to format data in a table just like
you would edit any other document text. In fact you can also insert pictures, Clip Art, shapes,
charts and text boxes into table cells using the techniques described earlier in this chapter.

Use the edit options on

the Home tab (Font,
Paragraph, Styles)
In this
example
we’ve utilised:
Font size
Bold
Text
effects
Indent
Lecture 9 Notes Introduction to Microsoft Word

Apply a table style

Word provides a suite of built-in table styles that allow you to present a different ‘look and feel’
to your tables whilst maintaining consistent and professional documents.
To apply a table style:
 Click on a table
 Select a Table Style on the Table Tools-Design tab

2. Select a
Table Style

1. Click on
a table

Order a list of data in a table

Word can re-order the data in a table into either ascending or descending order. To do this:
 Click a cell in the table you want to re-order
 Click the Sort icon in the Paragraph group on the Home tab
 Set the sort parameters in the Sort dialog box then click OK

2. Click
the Sort
icon

1. Click on
a table
Lecture 9 Notes Introduction to Microsoft Word

3b. e.g. Sort by the

Surname column

3a. Set Sort 3c. e.g. Sort into

parameters. E.g. ascending order
Table includes a
header row
4. OK

Delete a table
Delete the whole table
To delete a table including both the contents and structure:
 Make sure you are in Print Layout view by clicking Print Layout on the View tab
 Hover the cursor over the table until the ‘move handle’ appears
 Click the ‘move handle’ then press Backspace

1. Activate Print
Layout view

2. Hover
cursor over the 3. Click the
table until the ‘move handle’
‘move handle’ then press
appears. BACKSPACE
Lecture 9 Notes Introduction to Microsoft Word

Result: The
Comma
delimited table
has been
deleted