CA word 6: Tables

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Table is used for data like numbers & stats. Also good for placing info in a separate format w/borders and other features. E.g. for vet tech = show patient medications & times of administration in next column.

Creating Tables:

A table is simply rows & columns of data. Where they intersect = A CELL. A cell contains one piece of data like text or graphics.

to create > click table on insert tba, point to number of rows and columns and click or click insert table for a larger one. An empty table is placed at insertion point. Enter data into a cell by clicking in its insertion point. To move insertion point, press tab key to move to next cell in row.

If your table needs to be in a different location in your doc, point to table to display table move handle (4 sided arrow) and drag handle. You may also click handle to select entire table before applying a para format to it.

Converting text to table:

When creating doc, you may decide after typing that you want a table instead. You can highlight text and select insert>table>convert txt to table. To convert table to text, select all cell data & click convert to text in data group of the table tools layout tab.

Editing a table structure

After you've created a table you may want to change column widths or add new column or row. You can perform these on table tools layout tab or by using mouse.

Row Height > click in cell, use height on table tools layout tab, point to a row border & drag double-headed pointer up or down to increase or decrease row height. Double-click for best fit sizing.

Column width > click in cell, use width on TTLT to change width of column. Point to column border and drag double-headed pointer right or left to narrow or widen column.

Insert new row> point to left of the table until you see insert control at position of row and click. Click insert above or insert below on table tools layout to add a row above or below.

Insert new column> point to top of table until you see the insert control at position for column & click. Click insert left or insert right on TTLT to add column. Click delete on TTLT for options to delete some.

Merging & Splitting cells:

When there's data that should span several cells you can use MERGE CELL on TTLT to combine cells. To combine 2+ drag to select cells then press merge. If you want to divide, place insertion point in cell & click split cells.

Formatting a table:

Tables are most useful when you format them w/shared rows for easier reading, distinctive titles & other info. TT design tab has many options including styles customized based on criteria you select.

When you select or clear table style option, the predefined table changes to reflect your selection. E.g. click banded columns, table styles change to apply shading to every other column. Click total row, next to last row border changes to double line & last row data is bold.

After selection, scroll through table styles group or click more then point to see preview.

Formatting cell data:

in addition to table tools design tab, you can use commands on home tab to format indiv. cell data. After selecting cell data, apply character formats such as bold or italic or use para formats to align cells data within a cell. Table tools layout tab contains add. alignment options including text direction command (making titles go vertical) & cell margins (changing space between text and border).

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Tables can be placed anywhere on a page, w/multiple tables. They can be useful for defining a page layout b/c each cell can have its own shading, formats, images, content. When tables are used for layout, the borders are turned off & guidelines on. These border commands are on the TTDT.

Sorting Table Data:

Order table rows based on data in a select column by SORTING > select info to be sorted, click sort on TTLT, this displays dialog box where you select sorting options. To sort by units sold from greatest to least, select sort by column 2 & descending.

Performing operations on table data:

Tables may help explain data better if you includes FORMULAS that sum or average cell values. A formula performs calc. based on data in cells & must begin with a = sign. Use sum function in formula for things like overall sales. A function performs an action and returns a result. Functions use positional arguments (left,right,above,below) to determine which cells to refer.

To create formula place insertion point in a cell and click formula on TTLT. The formula dialog box may already display formula based on position of insertion point. If you want different one, delete existing function & use paste function list to select approp. one. Other functions available are average count, max & min. To properly display results, you may need to select a display format from number format list. If you must make changes to data in cells used in a formula you must right-click formula cell & click update field to recalculate formula value.