Microsoft Word 2016 is a word processing software package.

You can use it to type letters, reports, and other

documents. MS Word 2016 also offers a flexible feature of presenting information in a tabular form. A table
contains number of columns and rows. It is also very useful in organizing and representing the text information
in numeric data in an effective manner.

CREATING A TABLE
A table is an organized arrangement of text in the form of rows
and columns. The intersection of a row and column is called a cell.
Word provides a variety of ways to create a table. To insert a new
table, place the cursor where you want the table to appear.

USING TABLE GRID

Click on the table button on the Insert tab in the Tables
group.
This will open a drop-down menu that contains a grid.
Drag the mouse pointer over the grid to select the number
of rows and columns that you want in the table.
The table will be inserted in the working area.

USING INSERT TABLE DIALOG BOX

Navigate to the Insert tab and then click on the Table
button. Select the Insert Table option from the drop-down
menu.
The Insert Table dialog box appears.
Specify the number of rows and columns and click OK.

When you insert a table, you will get the Design and Layout tabs
on the ribbon under the Table Tools.

ENTERING DATA IN A TABLE

Place the insertion point in a table cell where you want to
type data.
To move to the next adjoining cell, either press the Tab key
or Right arrow key.
To move to the previous cell, either press the Shift + Tab
key or Left arrow key.
The Up and Down arrow keys will shift the cursor to the cells above or below the current cell.
 To move to the first cell in a row, press Alt + Home.
To move to the last cell in a row, press Alt + End.
To move to the first cell in a column, press Alt + Page up.
To move to the last cell in a column, press Alt + Page down.

To Select Action
A cell Triple click on the cell.
A row Move the mouse pointer to the left of the row margin and click on the
left mouse button.
A column Place the mouse pointer over the top of the column and click on the left
mouse button.
The entire table Double-click on the Table move handle.
OR
Press Alt + 5 key on the numeric keypad(with Numlock off)

MODIFYING A TABLE
After entering data in a table, you can make changes in the data as needed. You can insert rows, columns, or
cells in a table to accommodate new content. Similarly, you can delete unwanted rows, columns, or cells from a
table.

RESIZING TABLES
You can increase or decrease the size of a table manually, by
using ‘Table Resize Handle’, but MS Word also offers ready-
made solutions to resize the table. Resizing of a table can be
done by AutoFit option that offers flexibility to automatically
resize the column width, based on different criteria. You can
also set the table width based on the window size or convert it
back to use fixed column width.

Click on the drop-down arrow of the AutoFit button in

the Cell Size group on the Layout tab.
It will display the following three options:
AutoFit Contents: It adjusts the column width according to the data entered.
AutoFit Window: Selecting this option will adjust the table according to the margins set on the
window.
Fixed Column Width: The column width gets fixed and the text is wrapped in the same cell.

NOTE:
When you click on the table, you notice a plus sign at the upper-left corner of the table.
This is called Table Move Handle, which is used to move a table.
A small hollow square at the bottom-right corner of the table is called the Table Resize
Handle. This handle is used to resize a table.
INSERTING COLUMNS/ROWS IN A TABLE
While creating and making entry in a table, you might need to add columns/rows in between. MS Word
provides the facility to add new columns to the right or left of any existing column and insert rows above or
below the selected row.

To add a new row, select the row by

clicking on its left border, adjacent to
which you want to insert a new row. The
Table Tools tab appears on the ribbon.
Click on the Layout tab under it. Select
either the Insert Above or Insert Below
button in the Rows & Columns group.
The empty row gets inserted in the table
as per the chosen option.
Similarly, select a column and then click
either on the Insert Right or Insert Left
button in the Rows & Columns group
on the Layout tab to insert a column.

DELETING ROWS AND COLUMNS

Select the row or column.
Click on the Layout tab under the Table Tools menu.
Select the Delete button in the Rows & Columns group. A list
of options appears.
Shortcut key to delete an entire row/column is Shift + Delete
key.
Choose the Delete Rows or Delete Columns option in the drop-
down menu.
OR
Right-click on the selected row/column that you wish to delete and select the Delete Rows/Delete
Columns option from the Shortcut menu.

FORMATTING A TABLE
Formatting controls the overall appearance of a table. After creating a table, you can format the entire table by
using the Table Styles feature. Table Styles is an inbuilt facility to change the appearance, colour and borders
of a table.

Click on the table that you want to format. Under the Table Tools, click on the Design tab.
Select the desired style from the Table Styles group.
 CHANGING COLUMN WIDTH
You can change the column width either by using the option
available on the Layout tab or by using the mouse pointer.

Select the column whose width you want to change.

Click on the Layout tab.
Select the properties button in the Table group. The
Table Properties dialog box appears.
Click on the column tab.
Select the Preferred width check box. Now increase
or decrease the column width either by using the spin
arrows or type in the specific values to set the width.
Click OK.
Similarly you can change the row height by selecting
the Row tab in the Table Properties dialog box.

SPLITTING CELLS
Splitting a cell means dividing the selected cell into separate cells. To split a cell, follow the given steps:

Select the cell that you want to split.

Click on the Layout tab.
Select the Split Cells button in the Merge group.
The Split Cells dialog box appears.
Define the number of rows and columns, in the respective spin boxes, into which you wish to split the
selected cell. Click OK.
 MERGING CELLS
Sometimes, data is split in numerous segments of a cell and you want to combine it in a single cell, to give it a
better look. Merging the cells provides a way to consolidate data in one cell.

Select the cells that you want to merge. Click on the Layout tab.
Select the Merge cells button in the Merge group.
The data gets merged into a single cell.
 APPLYING BORDERS AND SHADING
You can enhance the appearance of a table by applying a variety of borders and shading styles. To apply
borders and shading, follow the given steps:

Select the entire table by clicking on the

Table Move Handle.
Click on the design tab.
Change the Line Style and Width by
clicking on the Line Style and Line
Width option, respectively from the
Borders group.
Click on the Borders dialog box launcher.
The Borders and Shading dialog box
appears.
Choose the All option. Select the color
from the Color drop-down menu.
Likewise you can select the desired
setting for the border.
Click on the Apply to: Text box and
select the Table option from the drop-
down list.
To give color effects to your table, click on the Shading tab. Click on the drop-down arrow under the
Fill section. The color palette gets displayed. Choose any shade. Click OK.
Notice the change in the appearance of this table.

CONVERTING TEXT TO TABLE

You can also convert existing text to a table:

Enter the text as shown in the Figure.

Select the text.
Click on the Insert tab > Table button and select the Convert Text to Table option from the drop-
down menu.
The Convert Text to Table dialog box appears.
Define the columns and rows under the Number of columns and Number of rows respectively.
Click OK. The selected text will appear in a tabular form as shown in the figure.
 INSERTING PICTURES IN A TABLE
To insert pictures in a table follow the given steps:

Click on the cell where you want to insert a picture.

Click on the Insert tab. In the Illustration group, select
the Pictures option.
The Insert Picture dialog box appears. Browse and
select the picture to be inserted.
Click on the Insert button.
The selected picture will be inserted in the table cell.

CALCULATIONS IN A TABLE
You can perform calculations on the numeric data entered in a table.

Enter the data in a table.

Select the Layout tab.
Click in the cell where the result is to be displayed. Select the Formula button in the Data group.
The Formula dialog box appears.
Note that the SUM formula is already displayed. Click OK.
The result appears in the selected cell.
 UPDATING CALCULATIONS IN A TABLE
Sometimes you may change the data or add any new data in a table. MS Word provides the facility to update the
changes. To update the total sum in a table:

Select any cell and change its data.

Now, select the data of the cell where the sum is displayed.
Press F9 key and observe that Word automatically updates the calculations.

A table is an organized arrangement of text in the form of rows and columns.

The intersection of a column and row is called a cell.
The AutoFit option offers flexibility to automatically resize the column width, based on different
criteria.
The Table Move Handle is used to move the entire table.
Splitting a cell means dividing the selected cell into separate cells.
Combining two or more cells into a single cell is called Merging.
A. Answer the following questions (Both question and answer to be written neatly in computer copy)

Q1. What type of software is Microsoft Word 2016?

Q2. What do we call to the intersection of a row and column in a table?

Q3. What are the ways by which we can insert a table in MS Word?

Q4. Write down the shortcut key for the following functions:

a. To move to the next adjoining cell.

b. To move to the previous cell

c. To move to the first cell in a row.

d. To move to the first cell in a column.

e. To move to the last cell in a row.

f. To move to the last cell in a column.

g. To select the entire table.

Q5. The Table group is present on which tab?

Q6. Which option in MS Word allows us to increase or decrease the size of a table manually?

Q7. Which option adjusts the column width according to the data entered?

Q8. Which option adjusts the table according to the margins set on the window?

Q9. Briefly explain:

a. Table Move Handle b. Table Resize Handle

Q10. What is the shortcut key to delete an entire row/column?

Q11. Which feature allows us to format the entire table?

Q12. In which tab can we find the Convert Text to Table option?

Q13. Briefly explain:

a. Splitting b. Merging

Q14. Which option is used to give color effects to our table?

Q15. Which function key is used to update the total in a cell?

B. Application based questions:

Q1. Shreya has designed her weekly study schedule in a tabular format. She wants to insert new row in between
the table. Suggest her a quick way to insert a new row in the table.
Q2. Rohit wants to design a grocery items list in a tabular format. Suggest him on how he can enter data into his
table.

Q3. Kunal has designed a table. Now he wants to resize the table and make it big. Suggest him a quick way on
how he can resize his table.

Q4. Manisha has designed her daily work schedule. She wants to give color effects to her table and beautify it.
Suggest her a proper way to make her table colorful.

Q5. Mihir has typed his test marks in MS Word. Later on, he realized that it should have been in a tabular
format. Suggest him a quick way to convert his text into a tabular format.

Q6. The teacher has given Nimisha a class project to design a table with the name of birds along with their
pictures. Suggest her a way on how to insert pictures on her table.

Q7. Ishita has prepared a birthday invitation list, of people in a tabular format. She wants to calculate the total
number of people that she has invited. Which option should she use to find the total marks?

C. Practical Task 1 (To be practiced on the computer, if available. NOT TO BE WRIITEN IN COPY)

Open Word document.

Draw a table using the Insert tab > Table > Insert Table option and define 7 columns and 9 rows in it.
Select the first row and merge all the cells. Type the heading PROGRESS REPORT. Align it to the
center of the table.
Place the mouse pointer on the first cell of the second row and type the following data.
Press tab key to move to the next adjoining cell.

PROGRESS REPORT
Roll No. Name Computer Maths Hindi English Total
101 Manas Nanda 85 98 90 97 370
102 Shruti Sharma 89 56 56 83
103 Kabir Das 70 98 80 60
104 Amit Mangal 95 84 78 75
105 Dinesh Raj 92 75 68 86
106 Anika Desai 86 68 75 84
107 Navneet Paul 68 55 65 87

Place the pointer in the first cell of the Total column.

Click on the formula button in the Data group on the Layout tab. You will notice that the marks get
calculated in the Total Column.
Similarly, calculate the total marks of the other students.
Select the table. Click on the drop-down arrow of Borders tool in the Borders group on the Design tab.
Select the Borders and Shading option. Change the Line Style, Color and Width. Click OK.
To give different background color to different rows, columns or cell select the particular
row/column/cell. Now click on the Design tab > Shading tool
Now save the document by the name ‘Progress report’ using Ctrl + S on the Desktop.
Close the Word document.
Practical Task 2

Open Word document.

Draw a table using the Insert tab > Table > Insert Table option and define 3 columns and 5 rows in it.
Select the first row and merge all the cells. Type the heading TABLE OF VITAMINS. Align it to the
center of the table. Make it bold by clicking on the Home tab > Font group > B.
Place the mouse pointer on the first cell of the second row and type the following data.
Press tab key to move to the next adjoining cell.

TABLE OF VITAMINS
Vitamins Sources Functions
Fruits, green leafy It helps proper growth,
Vitamin A vegetables, carrots improves eye sight and
maintains healthy skin.
It helps in the proper
Vitamin B Nuts, pulses, whole functioning of the heart,
grain, cereals digestive system, nerves
and muscles.
Milk, egg yolk, butter. It is essential for bones
Vitamin D Sunlight is also the and teeth.
source of Vitamin D.

Select the entire text in the table and make it center align (Ctrl + E).
Insert a new row above the last row and enter the given text.

Tomatoes, green Keeps joints, teeth,

Vitamin C vegetables, citrus fruits gums healthy. Helps in
like Lemon and orange. fighting diseases.

Apply the given Table Styles to the entire table.

Save the document by the name ‘Table of Vitamins’ in your Desktop.
Close the Word file.

*****************************************