Tables in MS Word

Turbo, I'm trying to make

my weekly timetable in --..---.-..._... Really, Turbo? Will
Word, but it doesn't loo you help me?
like a table at all!
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Sometimes, presenting data in the form of tables makes
· We'll Learn About understanding it easier, and also makes a document
• Table look neater. Microsoft Word 2013 has a very useful tool
• Creating a Table that allows users to insert a variety of tables in Word
• Selecting Different Parts documents. In this chapter, you will learn how to create
of a Table great-looking tables of your data.
• Modifying a Table
• Formatting a Table Cell
TABLE 0
A table refers to an
arrangement of data (text, Column
numbers, pictures, and many
other objects) in rows and
columns (Fig. 3.1 ).
Row
A column is a vertical series Fig. 3.1 Rows, columns,
of cells in a table. and cells in a table

A row is a horizontal series of cells in a table.

The intersection of a row and a column forms a box
called a cell.
CREATING A TABLE
A table can be inserted anywhere in a page-even inside another table! In an MS Word
2013 document, a table can be created in the following different ways:

INSERT tab Using a Grid

HOME INSERT DESIGN PAGE To insert a table in a document using a grid, follow these steps:
l . In your document, click at the position where you want to
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insert a table.
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2. Click the INSERT tab (Fig. 3.2).

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3. In the Tables group, click the Table option.

oo 4. A table grid appears. Drag the mouse button to highlight the
□□□□□□□□□□ desired number of rows and columns (see Fig. 3.2).
□□□□□□□□□□
□□□□□□□□□□ 5. Click the mouse button to make the selection. An empty
ll!I !nstrl Table...
table is inserted in the document (Fig. 3.3).
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Fig. 3.2 Table option in

the INSERT tab □
Fig. 3.3 Table inserted in the document

Using the 'Insert Table' Option

Inset Tablt ? X
A table can also be inserted in a document using the Insert Table sin

Table option.To do this, follow these steps: Number o1' solumns:

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l. Click the INSERT tab.
N.umbtr of !OWS:
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AutoAt behftfor

2. In the Tables group, click the Table option and then click ® Flud column J!!idth: !Auto
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0 Autofit to cont•nts
lnsertTable (see Fig.3.2).The lnsertTable dialog box appears 0 AutoAt to wlnllow
(Fig. 3.4). D Rtmmbff dimfflJ:ions tor ntw bbtes
3. Specify the number of rows and columns and then click OK. I Ott
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The desired table is inserted in the document.
Fig. 3.4 Insert Table
dialog box
Using the 'Draw Table' Option
Microsoft Word 2013 a lso allows you to draw a table of your choice.
To draw a table, follow these steps:
l . Click the INSERT tab.
2. In the Tables group, click the Table option and then click Draw Table (see Fig. 3.2).

•
When you do this, you will notice that the mouse pointer changes to a pencil icon.
3. To draw the outline of a table, click and drag the pencil icon at the desired position in
 your document to create a cell (Fig. 3.5). Then, continue
in the same way to keep adding rows and columns
around the first outline.
4. To change the pencil icon back to the mouse pointer, Fig. 3.5 Drawing a table
clic, the Draw Table button again, or press the Esc key. the Draw Table option using

Using the 'Quick Tables' Option ......

You can even choose and insert a pre-designed table in December

your document by using the Quick Tables option. To do

this, follow these steps:
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l . Click the INSERT tab. M 1 W I J. S S
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2. In the Tables group, click the Table option and then "' " " ,. " "' "
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click Quick Tables (see Fig. 3.2). December

3. A drop-down list of pre-designed table templates will

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be displayed (Fig. 3.6). Choose the template that you
would like to insert in your document.
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Fig. 3.6 Quick Tables option

G,

' or et to practise!
Converting Text into Table g
It is also possible to convert text given in a document into a 7-
table format. To do this, follow these steps:
l . Enter the text such that each entry in a line is separated by
comma or Tab space, and the text in the following lines is
separated by the same symbol.
Roll No .. Name, Class, School
l , Abhinav Sharma. V, ABC Public School Convet Tm to Tabloe ? X
Talllt sizt �
2. Select the whole text. Numbtr of fOlumns: li!===:::::::=:
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3. Click the INSERT tab. tlumb<r of rows: �J2 __�: i
AutoFit bdlfflor
4. In the Tables group, click the Table option and then @ AINI column !!!'.idlh: !Auto
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click Convert Text to Table (see Fig. 3.2). Note that this 0 Autofil to contents
option gets highlighted only when some text has been 0 AutoRt to winlfow
selected, otherwise it stays disabled. Sq,am, tat ilt
0 faqgraphs @ Co!!!IUS
5. In the Convert Text to Table dialog box that appears O!abs OQU!ff: [J

(Fig. 3.7), specify the number of rows and columns.

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define the AutoFit behaviour, and specify how the
text should be separated. Click OK. The text will be Fig. 3.7 Convert Text to Table

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dialog box
converted to table as shown in Figure 3.8.
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11
No. --

_______
._
__J
Name
�_-LAbhinav Sharm a
Class
V
School
ABC Public School
Fig. 3.8 The required table
Entering Data in a Table
Once you have created a table in your document . you can enter data in it by clicking inside
a cell and typing the text. To move to the adjoining cells in the table. follow these steps:

• To move to the cell on the right: Press the

Tab key or the Right arrow ( ➔) key.
Move to the right cell Tab
• To move to the cell on the left: Press the
Shift + Tab keys or the Left arrow ( �) key. Move to the left cell Shift + Tab
ough the cells Arrow keys
• To move to the cell above or below: Press the ------- :__,/
Up arrow ( 1') or Down arrow ( '1t) key. respectively.

In Word 2016, the ribbon is set in blue color with the tabs containing a grey
background. The tab names are displayed with only the first letter capitalized.
The steps to create a table in Word 2016 are the same as in Word 2013.
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SELECTING DIFFERENT PARTS OF A TABLE
Once you have entered some data in a table. you may need to make some changes to it.
For that you may have to select a cell, a row. a column. multiple cells. or the entire table.

•
To select a single cell, all you need to do is triple-click the cell. Let us now see how to
select the other parts of a table.
 Selecting a Row and a Column
To select a row in a table. move the mouse pointer to the area on the left of a ro w.
This area is called the row selection bar. �� �- M-
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Click the selection bar of a row to select 1 Amar is
selection 2 Bhupesh 17
bar
the entire row (Fig. 3.9). Or, click and drag ····q--,-3 ---t,:o,
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nd,;;:an---E:
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the left mouse button over the row to Fig. 3.9 Selecting a row
select it.
Mouse changes to Column
To select a column in a table. move the mouse downward-p�inting arrow selection bar
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pointer to the area at the top of the column. This
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S.No. Marks
area is called the column selection bar. (Note that 1 Amar 18
2 Shupesh 17
the mouse pointer changes to an arrow pointing 3 Oiandan 19
downwards.) Click to select the column (Fig. 3.10). Fig. 3.10 Selecting a column 0

Selecting Adjacent Cells in a Table

If you want to select adjacent cells in a table, click and drag through the cells.
OR
Click one cell, press and hold the Shift key. and then click the other cells.

Selecting the Entire Table

To select the entire table, click anywhere inside it
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Select View Propert,
and then click Select ► Select Table in the LAYOUT tab (Fig. 3.11). • J Gridlines

lffll 5e!ect Cell

Good to Know
lffil Seleft Column
To select the entire table, you can also
lffil Select Bow
click the four-headed arrow (crosshead)
at the top-left corner of the table. lffll Seleq Table

Fig. 3.11 Select

Table option
MODIFYING A TABLE
Or.ice you have created a table in Word 2013, you can modify it in many ways by inserting
rows, columns. and cells. Similarly, if you want to remove extra
data, you can delete rows. columns, and cells.
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Inserting Rows and Columns s.,,...,..,.
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To insert rows and columns in a table, follow these steps: €i Ss,n:h•fth&ng

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1 . Click the cell. row, or column where you want to insert a Qdd1:Cdh- f:; IMcrtCobnMto\1'11:�
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new blank row. lordtr St)·la • e lnn,t � ldow

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2. Right-click, select Insert in the context menu. and then (2, T1bl1: P,vprma-
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select the appropriate option (Fig. 3.12). Fig. 3.12 Insert option
 Merging Cells
.
Suppose you want to combine many ce
lls ·1nto a single cell to
make your table look neater. This is called
cells, follow these steps:
merging cells. To merge
=m
Merge Split Split
Cells Cells Table
Merge
1. Select the cells to be merged.
2. Click the LAYOUT tab. Fig. 3.17 Merge Cell
3.17). option in Merge gro u/
3. In the Merge group, click Merge Cells option (Fig.

Splitting Cells Split Cells 7 X

If you want to split a cell into multiple cells (also known as
Number of fOlumns: ;::�=�m
[
splitting cells), follow these steps: Numbtr of rows: 1
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1. Click the cell. Merge cells before splrt
2. Click the LAYOUT tab.
3. In the Merge group, click the Split Cells option (see Fig.
OK !I Cancel J
3.17). The Split Cells dialog box appears (Fig. 3.18). Fig. 3.18 Split Cells dialog
4. Specify the number of columns and rows. Then click OK. box

Let's Try!
Table 3a
Tammana's teacher has asked the students to create
S. No. Name
a table giving names of different types of computers.
Tammana has created Table 3a shown here. Mobile computers

Her teacher now wants her to add another column for 2 Microcomputers
examples of these computers as shown in Table 36. 3 Minicomputers
He also wants her to insert a row at the to p and type
4 Mainframe computers
the heading 'Classification of Computers', and merge
5 Su percomputers
the cells of the first row.

Table 3b

Classification of Computers
S. No. Name Examples
1 Mobile computers Laptop, netbooks, tablet
2 Microcomputers Deskto p computers
3 Minicomputers CDC 160A, HP 2100
4 Mainframe computers IBM 4381, DEC 10
5 Supercomputers PARAM, PARAM 8000

•
Finally, she has to save the document as 'Computers'. Help her make changes in the
table.
 FORMATTING A TABLE
After creating a table. you can change its appearance in different ways, such as by
applying different styles, changing the row height and column width. applying bor der
s
and shading, and so on. Let us look at the different formatting styles that can be app
lied
to a table.

The Table Tools ribbon of Word 2016 is different from that in Word 2013 in
appearance as it is blue in color with the Design and Layout tabs displayed in gre
The options under the tabs in both 2013 and 2016 versions are the same.

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Applying Table Styles

To apply different table styles to an existing table. follow these steps:
1. Click anywhere in the table or select the entire table. Under TABLE TOOLS. click the
DESIGN tab.
2. In the Table Styles group. click the style you want (Fig. 3.19).

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HOME IN5EIIT DESIGN PAGE lAVOUT R!fERENCCS MAILINGS REVIEW v,� DESIGN lAYDUT
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,� Col"m'""• - � ---- ----- SNd1ng Borde,
es Borders Border
Styf • 7 Pei Color•
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Fig. 3.19 Table Styles group in the DESIGN tab

3. To see more styles. click the More button. A gallery of different available styles appears.
As you move the mouse pointer over a table style. Word displays how your table would
look if that table style was applied.
4. Click the desired table style_. Word will format the table according to the selected style.

Changing Row Height and Column Width Table Row Table Column
Height box Width box
To change the height of a row (or the width of a
column). follow these steps: _,/TASlE TOOLS

1. Select or click anywhere in the row/column whose

t(]]� :lftE
NGS \. REVIEW VIEW t)ESIGN ,-LAYOUT

height/width you want to change. Ii 1�1

Au oFII
:l]�{Dislribut•Rows

� Distribute Columns
2. Click the LAYOUT tab under TABLE TOOLS.
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3. In the Cell Size group, click the Table Row Height spin

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Fig. 3.20 Cell size group
box to change the height of the row. Click the Table
Column Width spin box to change the column width (Fig. 3.20) .
Applying Borders and Shading
Y ou can apply (or remove) different borders to a table as follows:
1. Select the cells where you want to apply
a border, or select the table.
2. Under TABLE TOOLS, click the DESIGN tab.
3. In the Borders group, click the Borders drop-down menu arrow and then choose from
the following:
a. Click one of the pre-defined border sets (Fig 3.21 ).
.
OR
Click Borders and Shading .... The Borders and Shading dialog
l! ottom Border box appears. Click the Borders tab and then choose the options
Im] Toi;Bordu you want (Fig. 3.22):
� Ldt Border

� E,ight Bord•r / Bordm ind Shading X

EE No Bordu
� AIIBord•rs
Prmew

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� O�ide Borders Olct on cfl19,-.m bdOW or
uu but1ons to 1pply bordtn
� !ruide Borders
� Inside J::!orizontal Border
� Inside l{ertiul Border

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Diagonal D� Border
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Ill. .. ... ... 1�1· ���-. .
1�r � ·:;� -
Diagonal 11P Border
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:-, --,-,
!; Ho"i,ontal Line
iv. ...... ·• � [fil]�lm] �
izj QrawTable
l!jjj View li_ridlin ..
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@ B2rders and Shading ..
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Fig. 3.21 Options in

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the Borders group
Fig. 3.22 Borders tab
i. Select a border setting from the Setting options.
ii. Choose a line style from the
Borden and Stuiding X
Style drop-down list.
iii. Select the desired line color FIii Prmew

from the Color drop-down list. H

Pitt.ems

iv. Select a line width from the

Width drop-down list.
b. Now, click the Shading tab
(Fig. 3.23).
c. Click the drop-down arrow under
Fill.A color palette is displayed.
Select the desired color. If you want

•
to remove shading, click No Color. Fig. 3.23 Shading tab
d. Click OK.