Tables are used to display data and there are several ways to build them in Word. Begin by placing the cursor where you want the table to appear in the document and choose one of the following methods.
Insert a Table
There are two ways to add a table to the document using the Insert feature:
Click the Insert Table button on the standard toolbar. Drag the mouse along the grid, highlighting the number of rows and columns for the table.
Or, select Table|Insert|Table from the menu bar. Select the number of rows and columns for the table and clickOK.
Draw the Table
A table can also be drawn onto the document:
Draw the table by selecting Table|Draw Table from the menu bar. The cursor is now the image of a pencil and the Tables and Borders toolbar has appeared.
1.Draw Table: This button turns the pointer into a pencil used to draw a table in freehand. It performs the same action as the Table Draw Table command.
2.Eraser: This button turns the pointer into an eraser. Click any line in the table to remove it. This is mainly used to merge cells by removing the dividers between them, an action also performed by the Table Merge Cells command, covered later in this chapter. Clicking the outside borders of a table makes them invisible in Print and Web Layout views and when the document is printed. In Normal view, “erased” outside borders appear as dim gray lines.
3.Line Style: Select one of many line styles to turn the pointer into a pencil. Click on any line in the table to convert the line to the selected line style. This can also be done for larger portions of a table at once by selecting a portion of the table and using the Format Borders and Shading command, discussed in Chapter 8, Format.
4.Line Weight: This button works much like the line style command described in #3. Use it to apply different line weights (thickness) to borders in a table.
5.Border Color: Use this command to apply colors to table borders. The command works the same way as the Line Weight and Line Style commands.
The Line Style, Line Weight, and Border Color commands on the Tables and Borders toolbar work in conjunction. Make a selection for all three, and then apply them at once with the pencil pointer.
6.Outside Border: Use this button to quickly apply Line Style, Line Weight, and Border Color settings to the outside border of the cell with the insertion point or to any selected part of the table. Use the arrow beside the button to drop down a menu used to apply the settings to different sets of borders in the table.
7.Shading Color: This button opens a palette of colors. Select a color to apply it as a background shading to the cell containing the insertion point or to any selected part of the table.
8.Insert Table: This button opens the Insert Table dialog box; it performs the same action as the Table Insert Table command. Click the arrow beside the button to open a menu with commands from Word’s Table Insert and Table AutoFit submenus.
9.Merge Cells: This button is only available if two or more cells are selected. Use it to remove the dividing borders of the cells and merge them into a single cell. This is the same as the Table Merge Cells command.
10. Split Cells: Use this to split a cell into more than one cell. The command is the same as the Table Split Cells command.
11. Align Top Left: Use the arrow beside this button to open a menu with several selections for aligning text horizontally and vertically within a cell. Use the button itself to apply whatever setting is made using the drop-down menu.
12. Distribute Rows (Columns) Evenly: Use these commands for the table or any selected cells to make the rows or columns in the selection the same size. These are the same as the commands found on the Table AutoFit submenu.
13. Table AutoFormat: This is the same as the Table AutoFormat command and opens a separate dialog used to choose from predetermined table styles.
14. Change Text Direction: Toggle the direction of text in a cell between vertical and horizontal. This is useful in heading cells where the text is too long to be used horizontally.
15. Sort Ascending (Descending): Use the commands to sort the rows in a table in ascending or descending order. This is the same as the Table Sort command.
16. AutoSum: Use this to sum the content of a range of cells. Unlike the AutoSum tool in Excel, this tool cannot be redirected — it always sums the cells above the active cell. It will not sum numbers to the left or right of the active cell, or specific cell addresses.
TIP: Summing Cells to the Left or Right of an Active Cell
To sum the cells to the left or right of the active cell, use the Table Formula command, and change =SUM(ABOVE) to =SUM(LEFT) or =SUM(RIGHT).
Inserting Rows and Columns
Once the table is drawn, insert additional rows by placing the cursor in the row you want to be adjacent to. Select Table|Insert|Rows Above or Rows Below. Or, select an entire row and right-click with the mouse. Choose Insert Rows from the shortcut menu.
Much like inserting a row, add a new column by placing the cursor in a cell adjacent to where the new column will be added. Select Table|Insert|Columns to the Left or Columns to the Right. Or, select the column, right-click with the mouse, and select Insert Columns.