Microsoft Office 2010 for Medical Professionals Word 2010 Unit D: Creating and Formatting Tables

Microsoft Office 2010for Medical Professionals

Word 2010 Unit D: Creating and Formatting

Tables

Objectives

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• Insert a table• Insert and delete rows and

columns• Modify rows and columns• Sort table data

Microsoft Office Word 2010 for Medical Professionals

Objectives (continued)

33Microsoft Office Word 2010 for Medical Professionals

• Split and merge cells• Perform calculations in tables• Apply a table style• Create a custom format for a

table


• A table is a grid made up of rows and columns of cells that the user fills with text and graphics• A cell is the box formed by the

intersection of a column and a row• The lines that divide the columns and

rows are called borders

Inserting a Table


Inserting a Table (continued)

ColumnCell

Border

Row


• The Table menu located on the Insert tab includes a grid for selecting the number of columns/rows for the table• Commands for inserting tables are

located on the Table menu:

Microsoft Office Word 2010 for Medical Professionals 6



• To create a table:• Use the Table button in the Tables

group on the Insert tab to open the Table menu and insert a blank table

• Type text in the table cells• Press [Tab] to move from cell to cell or

click in a cell to move the insertion point

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• Press [Tab] at the end of the last cell to create a new blank row at the bottom of the table

• Tables may also be created from existing text separated by tabs, commas, or other separator characters

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Inserting and Deleting Rows and Columns• Select rows and columns:

• Use the Select command in the Table group on the Table Tools Layout tab

• Use the mouse• Click the margin to the left of a row to

select it• Click the top border of a column to select it• Drag the mouse across a row or down a

column to select the row or column

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Inserting and Deleting Rows and Columns (continued)• First, select the row or column where

a row or column will be inserted or deleted• Use the appropriate Insert command in

the Rows & Columns group of the Table Tools Layout tab

• Use the Delete command in the Rows & Columns group of the Table Tools Layout tab

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Inserting and Deleting Rows and Columns (continued)

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Table Tools Layout tab

New row

inserted

Rows & Columns

group



12

End of cell and End or row marksare visible when Show/Hide is

toggled to Show

Insertedcolumn



• Rows are inserted above the row containing the insertion point

• Columns are inserted to the left of the column containing the insertion point

• Copying and moving rows and columns• Copy and move rows and columns

using the same method used to copy and move text

• Use the Copy, Cut and Paste buttons

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Modifying Rows and Columns

• Row and column sizes may be changed to make the table easier to read• Drag row or column borders with the

mouse to change size• Use the AutoFit command in the Cell

Size group on the Table Tools Layout tab

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Modifying Rows and Columns (continued)

• Set exact measurements using the Table Row Height and Table Column Width text boxes in the Cell Size group or the Table Properties dialog box

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Table move handle

Table resize handle

Rows are all the same height


Modifying Rows and Columns (continued)• Advanced Table

Properties may be set from the Table group on the Table Tools Layout tab using the Table Properties dialog box

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Table Properties dialog box



• Advanced Table properties include:• Text wrapping• Table alignment• Table indention• Defining cell margins• Setting spacing between table

cells• Custom formatting options

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Sorting Table Data

• Data is organized in alphabetical or sequential order using the Sort feature• Data is sorted based on criteria set by

the user• Ascending order organizes the data

alphabetically (A-Z) or sequentially(0-9) or earliest to latest

• Descending order organizes the data in reverse alphabetical (Z-A) or sequential (9-0) order or latest to earliest



Sorting Table Data

• Sort using data in one column or multiple columns

• Sorting by multiple columns requires selecting specific sort criteria:• Primary criteria• Secondary criteria• Tertiary criteria

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Sorting Table Data• Sort data by entire table, one column,

or multiple columns and by one row or multiple rows• Select the data to be sorted• Click on the Sort button in the Data

group on the Table Tools Layout tab• Make appropriate selections in the Sort

dialog box• If a table includes a header row with

column headings, select Header row to keep the column headings on top row

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Sorting Table Data (continued)

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Primary sort

column Sort order

Type of data

Secondary and tertiary

sort columns

Include or exclude the header row in the sort



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Header row not included

in sort

Rows sorted by type in

descending order

Within each type, rows are

sorted in descending

order



• Sorting lists and paragraphs• Use the Sort command in the

Paragraph group on the Home tab• Define the sort criteria using the Sort

Text dialog box• Type of data (text, numbers, dates)• Sort by criteria (paragraphs or fields)

• Fields are text or numbers that are separated by a character, such as tabs or commas

• Sort order (ascending or descending)

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Splitting and Merging Cells

• Merge cells to combine adjacent cells into one larger cell

• Split cells to divide a cell into multiple cells• Use Merge Cells and Split Cells

commands in the Merge group on the Table Tools Layout tab

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Splitting and Merging Cells (continued)

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Split Cellsdialog box

Cells merged to create one

larger cell


Splitting and Merging Cells (continued)

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Cells split into 3 rows


Splitting and Merging Cells (continued)• Table cells have .08″ default left and

right margins• The default spacing between cells is

0″• Adjust cell margins using the Cell

Margins button in the Alignment group on the Table Tools Layout tab

• Use the Table Options dialog box to change margin and spacing settings

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Performing Calculations in Tables• Each cell in a table has a unique cell

reference composed of a letter and a number

• The letter indicates the column, the number indicates the row in each cell reference

• The formula command performs calculations on numerical data in a table

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Performing Calculations in Tables• The formula command has pre-defined

formulas to calculate:• Averages =Average(range)• Totals =Sum(range)• Count =Count(range)• Round =Round(range)

• Using the Formula dialog box• Enter cell references in parentheses after the

function name• =Average(A1,B2,C5) *3 separate cells

• Separate adjacent cell ranges by a colon• =SUM(A1:A9) *9 cells next to each other

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Performing Calculations in Tables

• The formula command can also be used to change the number format

• Access the formula command from the Data group on the Table Tools Layout tab

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Performing Calculations in Tables (continued)

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Cell reference

Row 3

ColumnD

Suggested range of cells

Suggested Formula


Performing Calculations in Tables (continued)

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Formula = B9-B10

Cell A9

Cell A10

Cell B10

Cell B9Total sum of cells above


Applying a Table Style

• Use table styles to make tables more attractive and easy to read

• Table styles include borders, shading, fonts, alignment, colors, and other formatting effects

• Use the options in the Table Styles group on the Table Tools Design tab

• Apply a style then choose a theme

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Applying a Table Style (continued)

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Light List&

Light Grid

Options for customizing

table settings

Table style options

Gallery of table styles



Applying a Table Style (continued)

Light List, Accent 6 style and Paper theme applied to table

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Applying a Table Style (continued)• Using tables to lay out a page:

• Tables can help structure the layout of a page

• Text, graphics, bulleted lists, charts, tables and other objects can be inserted in table cells

• A table inserted in a cell is called a nested table

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Applying a Table Style (continued)• Using tables to lay out a page (cont.)

• Remove the table borders to hide the table structure

• After removing borders, display the table gridlines onscreen

• Gridlines are blue dotted lines that show cell boundaries onscreen but do not print

• Use the View Gridlines button in the Table group on the Table Tools Layout tab to turn the display of gridlines on and off

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Creating a Custom Format for a Table

• Use the formatting tools available in Word to create custom table designs• Add or remove borders and shading• Vary the line style, thickness, and color

of borders• Change the orientation of text

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Creating a Custom Format for a Table (continued)

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Merged cell

Rotated text

Shaded cell

Choose theme colors

Use ScreenTips to identify colors



Completed table

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Bottom border added to cell

Top border added to Total Cost row



• The Draw Table feature allows the user to draw table cells in exact locations• Click the Table button on the Insert tab, and

then click Draw Table• If a table is already started, click the Draw

Table button in the Draw Borders group on Table Tools Design tab to turn on the Draw pointer

• To erase a border click the Eraser button in the Draw Borders group to activate the Eraser pointer

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Summary• Use tables to display information for

quick reference and analysis• Use tables to structure the layout of a

page• Insert tables from the Insert tab• Modify tables by inserting, deleting,

and merging cells, columns, and rows

• Resize rows and columns for best presentation of data

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Summary (continued)

• Sort table data in ascending or descending order• Include or exclude the header row in

the sort• Split and merge cells to clarify the

visual presentation of data• Perform calculations in tables using

the formula function from the Table Tools Layout tab• Sum, average, round, and count

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Summary (continued)

• Apply styles to tables using the Table Tools Design tab

• Create a custom table format using the Table Tools Design tab

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Documents

Microsoft Office 2010 for Medical Professionals Word 2010 Unit D: Creating and Formatting Tables