Word 2016 Use a Table for That!

WORD 2016

U SE A T ABLE FOR T HAT !

OFFICEPRO, Inc. 8 Granite Pl. Suite 26 Gaithersburg, MD 20878 MD: (301) 468-3312 DC: (202) 347-1114 VA: (703) 922-0400 Fax: (301) 263-6879 www.officeproinc.com help@officeproinc.com

W ORD 2016

U SE A T ABLE FOR T HAT !

Presented by OFFICEPRO, Inc.

Manual # MS16-275-0.5S

Copyright 2019, all rights reserved. Material may not be reproduced in any form without written approval from OFFICEPRO, Inc.

About OFFICEPRO – We Change Lives! OFFICEPRO is a software-training company that specializes in providing high-quality, cost- effective, training services to our clients. OFFICEPRO has been providing computer training since 1984. We assist our clients in determining the most advantageous training solutions for their particular requirements and work with them to implement these solutions effectively in a flawless manner.

Student Expectations

Instructors OFFICEPRO’s instructors are simply the best in the business. They each have at least two years of stand-up training experience as well as “real world” experience in the applications they teach. The instructor teaching you today was chosen specifically for your class. When assigning an instructor we consider many variables. The instructor is available to answer questions throughout the day and after class.

Students can expect the following from an OFFICEPRO class:

Clearly stated class objectives

• •

The opportunity to express what they would like to achieve in class

Relevant training

• •

Hands-on training that allows students to learn by doing, not viewing A schedule for the day including lunch and break times

•

The chance to evaluate the instructor and the overall class.

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What to expect from OFFICEPRO?

Exercise Files

Training Manuals Contain •Discussions & Procedures •Notes & Warnings •Step-by-Steps

•Download from www.officeproinc.com or •Book publisher's website

Course Levels •2 to 3 levels of training for each topic •Call us at 301-468-3312 to learn how to further build your skills

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Copyright & Trademarks Copyright 2019 by OFFICEPRO, Inc.. All rights reserved. Information in this document is subject to change without notice and does not represent a commitment on the part of OFFICEPRO. Trademarked names appear throughout this book. Rather than list the names and entities that own the trademarks or insert a trademark symbol with each mention of the trademark name, OFFICEPRO states that it is using the names for editorial purposes and to the benefit of the trademark owner with no intention of infringing upon the trademark. Disclaimer OFFICEPRO has made every effort to ensure the accuracy of this document. If you should discover any discrepancies, please notify us immediately.

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Table of Contents

ABOUT OFFICEPRO – WE CHANGE LIVES! ...............................................................I

WHAT TO EXPECT FROM OFFICEPRO?...................................................................II

TABLE OF CONTENTS ...........................................................................................III

LESSON 1 -

WORKING WITH TABLES.................................................................1 Creating a Table........................................................................................................2 Navigating a Table ....................................................................................................4 Entering Text into a Table.........................................................................................5 Inserting a Blank Line................................................................................................6 Using Table Styles.....................................................................................................7 Hiding and Showing Gridlines...................................................................................9 Using the Draw Table Feature ................................................................................11 Converting Existing Text into a Table .....................................................................14 Exercise...................................................................................................................18 EDITING A TABLE..........................................................................21 Selecting Table Components ..................................................................................22 Selecting the Entire Table.......................................................................................23 Inserting Rows and Columns into a Table ..............................................................24 Merging Cells ..........................................................................................................27 Rotating Text in a Table..........................................................................................28 Changing Column Width and Row Height ..............................................................30 Aligning Table Text .................................................................................................32 Distributing Rows and Columns Evenly ..................................................................33 Splitting Cells ..........................................................................................................34 Deleting Columns and Rows...................................................................................36 Setting Table Properties .........................................................................................37 Converting a Table into Text ..................................................................................41 Creating a Table Heading........................................................................................43 Exercise...................................................................................................................45 APPLYING BORDERS AND SHADING ..............................................47 Using Borders and Shading.....................................................................................48

LESSON 2 -

LESSON 3 -

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Adding Borders and Shading to Text ......................................................................49 Adding a Border to a Page......................................................................................52 Adding a Border to a Table.....................................................................................54 Removing a Border from a Table............................................................................56 Adding and Removing Shading ...............................................................................58 Exercise...................................................................................................................61 WORKING WITH DRAWING OBJECTS ............................................63 Creating a Drawing Object......................................................................................64 Selecting Filled and Unfilled Objects ......................................................................67 Drawing a Line ........................................................................................................68 Changing and Removing the Fill Color....................................................................69 Formatting Lines .....................................................................................................71 Resizing an Object ..................................................................................................74 Adding a 3-D Effect .................................................................................................75 Layering Text and Objects ......................................................................................77 Deleting an Object ..................................................................................................79 Exercise...................................................................................................................81

LESSON 4 -

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Lesson 1 - W ORKING WITH T ABLES This lesson covers the following objectives:

Creating a Table Navigating a Table Entering Text into a Table Inserting a Blank Line Using Table Styles

Hiding and Showing Gridlines Using the Draw Table Feature Converting Existing Text into a Table Exercise

Lesson 1 – Working with Tables

Word 2016

C REATING A T ABLE  D ISCUSSION It is often useful to use tables to add information in your documents. For example, an employee phone list is usually easier to read in a table.

A table is composed of horizontal rows and vertical columns. The intersection of a row and a column is referred to as a cell. Text is entered in a cell and a cell can contain one or more lines of text. You can also vary the amount of text in table cells. For example, one cell can have multiple lines of text and another can be empty or have only one line of text.

There are several ways to create a table in Word. Use the Insert Table dialog box to select the desired rows and columns and other requirements, or drag to select the required number of cells in the Insert Table grid. Alternatively, use the Draw Table feature to draw your own table. Additional rows and columns can be added or deleted. You can also create nested tables. A nested table is a table within a cell of a larger table.

Apply formatting to: an individual cell, row, or column; a selection of cells, rows, or columns; or the whole table.

Drag to create a table

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Word 2016

Lesson 1 – Working with Tables

NOTE Open the Insert Table dialog box by selecting the Insert tab, then selecting the Table button in the Tables group, and selecting the Insert Table option. Type the desired number of rows and columns. A new table created using the Insert Table or Draw Table options display borders around each cell by default. If you need greater functionality, such as complex formulas, then you can insert an Excel spreadsheet instead of a table.



P ROCEDURES

1. Select the Insert tab.

2. Select the Table button in the Tables group. 3. Drag across the Insert Table grid to select the number of rows and columns in the table.



S TEP - BY -S TEP

Create a table.

If necessary, create a new, blank document.

Steps

Practice Data

1. Select the Insert tab.

Click

The Insert tab is displayed.

2. Select the Table button in the Tables group.

The Insert Table menu opens, including the Insert Table grid.

Click

3. Drag across the Insert Table grid to select the number of rows and columns in the table. A table with the specified number of rows and columns appears in the document when you release the mouse button. The Table Tools tabs display.

Drag a 3x3 Table

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Lesson 1 – Working with Tables

Word 2016

Save the document in the student data folder as TABLE1 .

N AVIGATING A T ABLE  D ISCUSSION

Navigate a table using the mouse or the keyboard. Using the mouse, click in the desired cell or press the [Tab] or arrow keys to navigate with the keyboard. If there is text in the next cell and you press the [Tab] key, the text is selected. If there is text in an adjacent cell and you use an arrow key navigate to it but the text is not be selected.

NOTE If you press the [Tab] key when the insertion point is in the last table cell, Word inserts a new row below the current row.



P ROCEDURES

1. Click in the cell you want to select. 2. Press [Tab] to move to the next cell. 3. Press [Shift+Tab] to move to the previous cell.

4. Press [Down] to move down one cell. 5. Press [Right] to move right one cell. 6. Press [Left] to move left one cell. 7. Press [Up] to move up one cell.



S TEP - BY -S TEP Navigate a table with the mouse and keyboard.

Steps

Practice Data

1. Click in the cell you want to select. The insertion point appears in the new location. 2. Press [Tab] to move to the next cell. The insertion point moves to the next cell.

Click in the center cell of the first row

Press [Tab]

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Word 2016

Lesson 1 – Working with Tables

Steps

Practice Data

3. Press [Shift+Tab] to move to the previous cell. The insertion point moves to the previous cell. 4. Press [Down] to move down one cell. The insertion point moves to the cell below the current cell. 5. Press [Right] to move right one cell. The insertion point moves to the cell to the right of the current cell. 6. Press [Left] to move left one cell. The insertion point moves to the cell to the left of the current cell.

Press [Shift+Tab]

Press [  ]

Press [ ➔ ]

Press [  ]

Press [  ]

7. Press [Up] to move up one cell.

The insertion point moves to the cell above the current cell.

E NTERING T EXT INTO A T ABLE  D ISCUSSION When you create a table, the insertion point appears in the first table cell by default so you can immediately begin typing in the table. Text is typed in the cell at the insertion point just as it is typed into other areas of the document. When the typed text exceeds the cell width, Word automatically wraps the text to the next line. In addition, press the [Enter] key to create a new paragraph within a cell.  P ROCEDURES 1. Position the insertion point in the cell where you want to enter text. 2. Type the desired text.  S TEP - BY -S TEP Type text in a table.

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Lesson 1 – Working with Tables

Word 2016

Steps

Practice Data

1. Position the insertion point in the cell where you want to enter text. The insertion point appears in the new location.

Click in the top left cell, if necessary

2. Type the desired text.

Type Regional Office

The text appears in the cell.

Practice the Concept: Type the following text into the table. To move from cell to cell, press [Tab] or use the mouse.

Regional Office

Office Manager

Phone Number

Northeast

Stephanie J. Smith

610-555-1234

Southeast

Nathan T. Brown

404-321-8563

I NSERTING A B LANK L INE  D ISCUSSION Insert a blank line above a table to place a title or other identifying text above the table. After the blank line is inserted, enter, format, and align the text as desired.  P ROCEDURES 1. Position the insertion point before the text in the first table cell. 2. Press [Enter] .  S TEP - BY -S TEP Insert a blank line above a table in a document.

Steps

Practice Data

1. Position the insertion point before the text in the first cell of the table. The insertion point moves to the top of the table.

Press [Ctrl+Home]

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Word 2016

Lesson 1 – Working with Tables

Steps

Practice Data

2. Press [Enter] .

Press [Enter]

A blank line is inserted above the table.

Type the heading text Regional Office Phone List and press [Enter] . Then bold, center, and italicize the heading text.

U SING T ABLE S TYLES  D ISCUSSION The built-in table styles provide many shading and border combinations to make the table easier to view and add a more finished, professional look.

When you create a table from the Insert Table option, the Table Tools Design tab opens with a selection of table styles to preview and easily apply.

Use Table Styles to apply preset formatting to an existing table. As soon as you select an existing table or position the insertion point within an existing table, the Table Tools Design and Layout tabs are added to the Ribbon .

After a table style is applied, modify or remove the formatting as desired. You can also remove table formats by selecting the Plain Tables Table Grid style from the Table Styles dialog box. When you apply the Table Grid style, all table formatting is removed from the table; any character formatting you applied, however, is not removed.

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Lesson 1 – Working with Tables

Word 2016

Table Styles gallery, live previewing Table list

NOTE The Table Options dialog box (available from the Table Properties dialog box) contains the option to Automatically resize to fit contents. This automatically adjusts the width of columns to the amount of text typed into the cells within it. The Properties button is found in the Table group on the Table Tools Layout tab.



P ROCEDURES 1. Position the insertion point anywhere in the table you want to format. 2. Select the Design tab. 3. Position the pointer over the Table Styles option buttons in the Table Styles group to preview the formatting.

4. Scroll through or expand the list of table styles using the Scroll

or More

buttons. 5. Select the desired table style.



S TEP - BY -S TEP

Use table styles.

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Word 2016

Lesson 1 – Working with Tables

Steps

Practice Data

1. Position the insertion point anywhere in the table you want to format. The insertion point appears in the new location, and the Table Tools Design and Layout tabs appear on the Ribbon .

Click anywhere in the table

2. Select the Design tab. The Design tab appears.

Click Design

3. Position the pointer over the Table Styles option buttons in the Table Styles group to preview the formatting. The table style is temporarily applied in live preview to the table in the document. 4. Select More to view all table styles in the gallery. The Table Styles gallery scrolls or opened.

Hover the pointer over any table style button in the Table Styles group

Click

5. Select the desired table style.

Under the List Tables option, select List Table 3 – Accent 1. (Second column, 7 th option down.)

The selected table style is applied to the table in the document and the Table Styles gallery closes.

Practice the Concept: Notice that the table style selected and its neighbors in the list now appear in the Table Styles group.

Click in the table again and open the Table Styles gallery. Apply the Plain Tables Table Grid to the table. Then, click in any blank area to deselect the table. Notice that all table formatting was removed. H IDING AND S HOWING G RIDLINES  D ISCUSSION Word displays table gridlines by default. Gridlines are dashed lines that border each cell in the table and are only visible on the screen not printed.

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Lesson 1 – Working with Tables

Word 2016

You can only see the table gridlines where there are no borders. (The default border is a black, solid, ½-point single line around each cell.)

Gridlines are useful to view your table data, and to see how your table is structured. However, you can hide the gridlines if you find them distracting.

Gridlines are dashed lines around each cell

NOTE The View Gridlines button affects the gridline display in all document tables Select a table by clicking the table move handle. The table move handle, a square containing a four-headed arrow, appears when you point to the upper, left corner of a table in Print Layout view. Use the table move handle to move the table within the document.



P ROCEDURES 1. Position the insertion point in any cell of the table. 2. Select the Layout tab under Table Tools .

3. Select the View Gridlines button gridlines. 4. Select the View Gridlines button

in the Table group to hide the

in the Table group again to

display the gridlines.



S TEP - BY -S TEP Hide and show gridlines in a table.

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Word 2016

Lesson 1 – Working with Tables

If necessary, turn off the borders in the table. Select the whole table, then select the Table Tools Design tab. Select the right-hand part of the Borders button in the Table Styles group, then select the No Border option.

Steps

Practice Data

1. Position the insertion point in any cell of the table. The insertion point moves to the new location. 2. Select the Layout tab under Table Tools . The Layout tab is displayed. 3. Select the View Gridlines button in the Table group to hide the gridlines. The gridlines are hidden. 4. Select the View Gridlines button in the Table group again to display the gridlines. The gridlines are displayed.

Click anywhere in the table, if necessary

Click Layout

Click

Click

Practice the Concept: Make sure the gridlines are showing. View the document in Print Preview ; notice that the gridlines do not appear, even though they are displayed in the document. Then, close Print Preview .

Close TABLE1.DOCX.

U SING THE D RAW T ABLE F EATURE  D ISCUSSION

Use the mouse as a pencil to draw a table. Open the Draw Table feature from the Table button on the Insert tab. Also use this feature to add cells, columns, and rows to a table, in any dimensions you choose. Draw diagonal lines to define the outside table boundaries or to split cell content.

In addition, use the Draw Table feature to create a nested table. A nested table is a table that appears within a table cell. For instance, you might want to use a nested table if a document uses a table for its page layout and you want to use additional tables in the document. Tables are often used to organize side-by-side paragraphs of text in documents or web pages. Smaller,

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Lesson 1 – Working with Tables

Word 2016

nested tables are then used to contain reference material or graphics related to information contained in the larger table.

If you make a mistake while drawing a table, use the Eraser feature to remove any incorrect lines.

Draw cells to create a table

NOTE If you are in Draft view, selecting Draw Table switches the document to Print Layout view. Create a nested table by clicking in a table cell, selecting the Table button in the Tables group on the Insert tab, and dragging across the grid to define the table configuration.



P ROCEDURES

1. Select the Insert tab

.

2. Select the Table button

in the Tables group.

3. Select the Draw Table option . 4. Drag the pencil diagonally to draw the first cell in the desired table. 5. Continue to drag the pencil in the document as desired to draw table cells which build into rows and columns.

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Word 2016

Lesson 1 – Working with Tables

6. To erase a line, select the Eraser button

in the Draw Borders group on the

Design tab. 7. Click the line you want to erase.

8. To continue drawing, select the Draw Table button

in the Draw Borders

group on the Design tab.



S TEP - BY -S TEP Use the Draw Table feature to draw a table.

If necessary, create a new, blank document, display the rulers, and switch to Print Layout view.

Steps

Practice Data

1. Select the Insert tab.

Click

The Insert tab is displayed.

2. Select the Table button in the Tables group. The Insert Table menu opens.

Click

3. Select the Draw Table option.

The mouse pointer changes into a pencil.

Click

4. Drag the pencil diagonally to draw the first cell in the desired table. A broken line indicates the location as you drag, and the cell appears in the document when you release the mouse button. The Table Tools tabs appear.

Drag diagonally from the 1 inch mark (both rulers) to the 5-inch mark (horizontal ruler) and the 2-inch mark (vertical ruler)

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Lesson 1 – Working with Tables

Word 2016

Steps

Practice Data

5. Continue to drag the pencil in the document as desired to draw table cells which build into rows and columns. A broken line indicates the location as you drag, and the cells appear in the document when you release the mouse button. button in the Draw Borders group on the Design tab. The mouse pointer changes into an eraser. 7. Click the line you want to erase. The line is removed from the table. 8. To continue drawing, select the Draw Table button in the Draw Borders group on the Design tab. The mouse pointer changes back into a pencil. 6. To erase a line, select the Eraser

Drag at the 1/2-inch mark (horizontal ruler) from the top of the table to the bottom

Click

Click the vertical line within the table

Click

Practice the Concept: Draw a line from the top of the table to the bottom at the 1 inch mark on the horizontal ruler. At the 1/2-inch mark on the vertical ruler, draw a line from the left edge of the table to the right. Notice that two rows appear.

In the lower, right table cell, create three columns by drawing two vertical lines from the top edge of the cell to the bottom. Create the lines at 2-inches and 3-inches on the horizontal ruler.

Drag a diagonal line from the upper-left corner of the upper, left cell to the lower-right corner of the cell.

Close the document without saving it.

C ONVERTING E XISTING T EXT INTO A T ABLE  D ISCUSSION

Easily create a table from existing text in a document. The Convert Text to Table dialog box allows you to select the number of columns you want in the table. Word will suggest the

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Word 2016

Lesson 1 – Working with Tables

number of columns and rows, based on the tabs and paragraph marks contained in the selected text.

Alternately, you can indicate the character you want to use as a text separator; Word uses the specified text separator as a column marker and determines the number of columns based on where the text separator occurs in the text you want to convert. Separate text at paragraph marks, tabs, or commas, or you can specify a different character.

In addition, the Convert Text to Table dialog box allows you to specify a fixed column width, AutoFit columns to the text typed within them, or AutoFit the table to the window.

Convert Text to Table dialog box

NOTE Word always creates a new row at each paragraph mark.



P ROCEDURES

1. Select the text you want to convert into a table.

2. Select the Insert tab

.

3. Select the Table button

in the Tables group.

4. Select the Convert Text to Table option.

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Lesson 1 – Working with Tables

Word 2016

5. If necessary, specify the desired number of table columns in the Number of columns spin box under Table size , or select the desired Separate text at option. 6. Select the desired AutoFit behavior option. 7. Select OK .



S TEP - BY -S TEP From the Student Data directory, open TEXTTAB.DOCX . Convert existing text into a table.

Steps

Practice Data

1. Select the text you want to convert into a table. The text is selected.

Press [Ctrl+A]

2. Select the Insert tab. The Insert tab appears.

Click

3. Select the Table button in the Tables group. The Insert Table menu opens.

Click

4. Select the Convert Text to Table option.

Click Convert Text to Table

The Convert Text to Table dialog box opens.

5. If necessary, specify the desired column number in the Number of columns spin box under Table size , or select the desired Separate text at option. The number in the Number of columns spin box changes accordingly or the appropriate option is selected. 6. Select the desired AutoFit behavior option. The desired AutoFit behavior option is selected.

Click

Tabs , if necessary

Click Fixed column width to Auto , if necessary

7. Select OK .

Click

The Convert Text to Table dialog box closes, and the existing text is converted into a table.

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Word 2016

Lesson 1 – Working with Tables

Click anywhere in the document to deselect the table. Close TEXTTAB.DOCX.

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Lesson 1 – Working with Tables

Word 2016

E XERCISE

W ORKING WITH T ABLES



T ASK Create and work with tables and table text.

1. If necessary, create a new, blank document. Display the paragraph marks and the Insert tab. 2. Use the Table button in the Tables group to insert the Quick Table Tabular List . 3. Overwrite the existing entries with the following text, using either the mouse or the keyboard to move from cell to cell:

Representative

Clothing Line

Stephanie J. Smith

Gymnastics

Nathan T. Brown

Martial Arts

4. Select the six rows that are not needed. 5. Select the Layout tab under the title Table Tools . Use the Delete button in the Rows & Columns group to delete the selected rows. 6. Insert two blank lines above the table and type the title Presentation Assignments in the top line. Bold and center the title. 7. Using the mouse, go to the top, right cell of the table. Then, using the keyboard, go to the lower, left cell. 8. Select the Design tab under the title Table Tools . Use the Table Styles gallery to reformat the table. 9. Use the Table Styles gallery to remove all table formatting. ( Hint: Select Clear .) 10. Select the Layout tab. Use the View Gridlines button in the Table group to show the table gridlines. 11. Use the Draw Table button in the Draw Borders group on the Design tab to add two more rows to the table. 12. Open EQUIPTBL.DOCX . 13. Select the contents of the entire document. 14. Display the Insert tab. 15. Use the Table button in the Tables group to convert the selected text into a table. Use the tilde character ( ~ ) as the text separator (type it in the Other text box). Word should suggest two columns. If necessary, select a fixed column

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Word 2016

Lesson 1 – Working with Tables

width of Auto . ( Hint: The tilde character ( ~ ) is usually located above the [Tab] key, in the upper, left corner of the keyboard. ) 16. Deselect the text to view the table. 17. Hide the formatting marks and close all documents without saving them.

Completed Exercise

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Lesson 2 - E DITING A T ABLE This lesson covers the following objectives:

Selecting Table Components Selecting the Entire Table Inserting Rows and Columns into a Table Merging Cells Rotating Text in a Table Changing Column Width and Row Height Aligning Table Text Distributing Rows and Columns Evenly Splitting Cells Deleting Columns and Rows Setting Table Properties Converting a Table into Text Creating a Table Heading Exercise

Lesson 2 – Editing a Table

Word 2016

S ELECTING T ABLE C OMPONENTS  D ISCUSSION Select a single table cell, row, or column using the mouse. For example, select a single cell, row, or column to format or edit its contents. Quickly select a cell by clicking to the left of the first character in the cell, within the cell gridline. Quickly select a row by clicking to the left of the row, outside the gridline. Likewise, select a column by clicking above the column, outside the gridline. The area immediately to the left of the table is referred to as the row selection bar, and the area immediately above the table is referred to as the column selection bar.

After selecting a cell, row, or column, you can perform certain functions on the selection, such as formatting it or deleting its contents. In addition, move a selected cell, column, or row, either by cutting and pasting or by dragging it as desired.

Select table text the same way you select text in other parts of a document. For example, double-click a word to select it, or select a paragraph by triple-clicking it. Select a block of text by dragging across the text you want to select.

After selecting the text, you can perform several functions on it, such as formatting, deleting, or copying.

NOTE Drag to select multiple cells, rows, or columns. Select a cell, row, or column by positioning the insertion point in the cell, row, or column you want to select and then selecting the Table Tools Layout tab, clicking the Select button in the Table group, and clicking the appropriate option (e.g. Select Cell ). When positioned correctly, the mouse pointer appears as a smaller, solid black arrow in the cell and column selection areas. However, in the row selection area, the default mouse pointer appears.

 P ROCEDURES

1. Click in the blank space between the first character and the left gridline in the cell you want to select. 2. Click in the row selection bar to the left of the row you want to select. 3. Click in the column selection bar above the column you want to select.

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Word 2016

Lesson 2 – Editing a Table

 S TEP - BY -S TEP From the Student Data directory, open TABLENN.DOCX . Select a table cell, row, and column.

Display the table gridlines, if necessary.

Steps

Practice Data

1. Click in the blank space between the first character and the left gridline of

Click to the left of the text 125 lbs. (third row, second column)

the cell you want to select. The entire cell is selected.

2. Click in the row selection bar to the left of the row you want to select. The entire row is selected.

Click to the left of the Exer-Fit Stepper row

3. Click in the column selection bar

Click above the Product column

above the column you want to select. The entire column is selected.

Click anywhere in the document to deselect the cells.

Practice the Concept: Perform the following steps to select text in the table. Double-click to select the text Product in the first cell. Then, drag to select the text Life-Fit 805 in the first cell in the second row. Click anywhere in the document to deselect the text.

S ELECTING THE E NTIRE T ABLE  D ISCUSSION Sometimes you need to select the entire table to format it or edit the contents.

Selecting an entire table, you can perform several functions such as deleting information or formatting text, cells, rows, or columns.

NOTE Select a table by clicking the table move handle. The table move handle, a square containing a four-headed arrow, appears when you point to the upper, left corner of a table in Print Layout view. Also use the table move handle to move the table in the document.

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Lesson 2 – Editing a Table

Word 2016

 P ROCEDURES

1. Position the insertion point in the table. 2. Select the Table Tools Layout tab. 3. Select the Select button in the Table group. 4. Select the Select Table option.

 S TEP - BY -S TEP Select an entire table.

Steps

Practice Data

1. Position the insertion point in the table. The insertion point appears in the table. 2. Select the Table Tools Layout tab. The Table Tools Layout tab appears. 3. Select the Select button in the Table group. The Select menu opens.

Click anywhere within the table

Click Layout

Click

4. Select the Select Table option. The entire table is selected.

Click Select Table

Click anywhere in the document to deselect the table.

Practice the Concept: Make sure you are in Print Layout view. Point to the upper, left corner of the table until the table move handle appears. Click the table move handle to select the table. Click anywhere in the document to deselect the table.

I NSERTING R OWS AND C OLUMNS INTO A T ABLE  D ISCUSSION

When you create a table, specify the number of rows and columns. If you need to add additional information to an existing table, you can insert new rows or columns in the current table.

Insert a row above or below the current row or a column to the left or right of the current column. You can also add multiple rows or columns by selecting the same number of rows or columns you want to add and then inserting the rows or columns.

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Lesson 2 – Editing a Table

Insert a row above the first row

NOTE To add a new column beyond the last column in the table, click just outside the table, to the right of the last column. Then select either the Insert Left or Insert Right buttons; either will insert a new column to the right of the last column. Insert rows and columns by right-clicking a row or column selection bar, selecting the Insert option on the shortcut menu, then selecting the appropriate option in the submenu.

 P ROCEDURES

1. Position the insertion point in a cell adjacent to where you want to insert the row. 2. Select the Table Tools Layout tab.

3. To insert a row, select the Insert Above

or Insert Below

button in the

Rows & Columns group. 4. Click anywhere in the document to deselect the inserted row. 5. Position the insertion point in a cell adjacent to where you want to insert the column.

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6. To insert a column, select the Insert Left

or Insert Right

button in the

Rows & Columns group. 7. Click anywhere in the document to deselect the inserted column.

 S TEP - BY -S TEP Insert rows and columns into a table.

Steps

Practice Data

1. Position the insertion point in a cell adjacent to where you want to insert the row. The insertion point appears in the cell. 2. Select the Table Tools Layout tab. The Table Tools Layout tab is displayed. 3. Select the Insert Below button in the Rows & Columns group. The new row is inserted. 4. Click anywhere in the document to deselect the inserted row. 5. Position the insertion point in a cell adjacent to where you want to insert the column. The insertion point appears in the cell. 6. Select the Insert Left button in the Rows & Columns group. The new column is inserted.

Click in the Product cell

Click Layout

Click

Click anywhere in the document

Click in the Product cell

Click

7. Click anywhere in the document to deselect the inserted column.

Click anywhere in the document

Practice the Concept: Click in the Product cell and insert a row above the first row.

Click anywhere in the document to deselect the new row.

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Lesson 2 – Editing a Table

M ERGING C ELLS  D ISCUSSION Merge two or more adjacent cells into a single cell. You may want to merge cells, for example, to create a table heading by spanning text in one cell across the entire table.

When you are selecting cells to merge, select an entire row or column, or select just the cells you want to merge.

Two groups of merged cells

NOTE Merge cells by selecting the cells, then right-click and select the Merge Cells option from the shortcut menu. Easily merge two cells in the table by using the Eraser button in the Draw Borders group on the Design tab to erase the gridline between them.

 P ROCEDURES

1. Select the cells you want to merge. 2. Select the Table Tools Layout tab.

3. Select the Merge Cells button

in the Merge group.

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 S TEP - BY -S TEP Merge cells in a column or row.

Steps

Practice Data

1. Select the cells you want to merge. The cells are selected. 2. Select the Table Tools Layout tab. The Table Tools Layout tab is displayed. 3. Select the Merge Cells button in the Merge group. The cells are merged into one cell.

Select all cells in the first column

Click Layout

Click

Type Equipment Catalog in the merged cell.

Practice the Concept: Type Worldwide Sporting Goods in the cell above the Product cell. Then select the Worldwide Sporting Goods cell and the two blank cells to the right and merge the cells.

Bold the text Equipment Catalog and Worldwide Sporting Goods.

R OTATING T EXT IN A T ABLE  D ISCUSSION Rotate text in table cells. This option allows you to create special effects. For example, can change the orientation of long labels so they fit in the table.

The Text Direction button in the Alignment group on the Table Tools Layout tab cycles through three orientations: horizontal, vertical facing right, and vertical facing left. As you cycle through the orientations, the Text Direction button changes to display the current text orientation.

When the insertion point is in a cell with rotated text, the alignment, bullet, number, and indent buttons on the Home tab rotate as well to reflect the text orientation. In addition, the vertical alignment buttons in the Alignment group on the Layout tab also match the text orientation.

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Lesson 2 – Editing a Table

Table with rotated text

NOTE You must be in Print Layout view to see rotated text. If you are using a different document view, the view automatically switches to Print Layout as soon as you rotate text. Rotate text in a table by right-clicking the text, and selecting the Text Direction option in the shortcut menu. Select the required orientation from the Text Direction - Table Cell dialog box.

 P ROCEDURES

1. Select the cell(s) containing the text you want to rotate. 2. Select the Table Tools Layout tab.

3. Click the Text Direction button

in the Alignment group to the desired

orientation.

 S TEP - BY -S TEP Rotate text in a table.

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Steps

Practice Data

1. Select the cells containing the text you want to rotate. The cells are selected. 2. Select the Table Tools Layout tab. The Table Tools Layout tab appears. 3. Click the Text Direction button in the Alignment group to the desired orientation. The text and icon orientation changes accordingly.

Click in the Equipment Catalog cell

Click Layout

Click

twice

C HANGING C OLUMN W IDTH AND R OW H EIGHT  D ISCUSSION

When you first create a table, the columns are a fixed width by default. As you enter data into a table, you may find that some columns need to be narrower than the default width and others need to be wider.

Quickly adjust the width of any table column by dragging its column border to the desired width. Adjust as many columns in a table as desired, although adjusting the width of any one column (except the last) does not affect the overall width of the table.

If all the cells in a column are the same width, the width of the entire column changes. If the cells within the column are different widths, however, only the width of the current cell changes.

The overall width of the table does not change when you change the width of one or more cells within the table. As a result, if you widen one column, the width of the column to its right is decreased accordingly, so that the overall width of the table stays the same. You can, however, adjust the overall width of the table by dragging either the left border of the first column or the right border of the last column as desired.

Row height automatically adjusts to fit the font size or the number of lines of wrapped text within a row. If you want to add more spacing above or below the text in a row, change row height by dragging the row border to the desired height. You can only adjust the height of one row at a time by dragging.

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Lesson 2 – Editing a Table

NOTE If you hold the [Alt] key as you drag a column or row border, the exact column or row measurement appears on the corresponding ruler. (If you press [Alt] and click in the document, the Research task pane opens, so be careful to hold [Alt] as you drag the pointer.) Change column width by dragging the table column markers on the horizontal ruler, or change row height by dragging the table row markers on the vertical ruler. If you need to specify precise measurements, open the Row or Column tab in the Table Properties dialog box (available on the Table Tools Layout tab).

 P ROCEDURES

1. Drag any column border to the left to decrease or to the right to increase the width of that column. 2. Drag any row header border up to decrease or down to increase the height of that row.

 S TEP - BY -S TEP Change column width and row height.

If necessary, switch to Print Layout view, and display the horizontal and vertical rulers.

Steps

Practice Data

1. Drag any column border to the left to decrease or to the right to increase the width of that column. An image of the border appears as you drag, and the column width changes when you release the mouse button. 2. Drag any row header border up to decrease or down to increase the height of that row. An image of the border appears as you drag, and the row height changes when you release the mouse button.

Drag the column border to the right of the text Equipment Catalog to the 1-1/2-inch mark on the horizontal ruler

Drag the row border below the text Worldwide Sporting Goods down to the 3/4-inch mark on the vertical ruler

Practice the Concept: Hold [Alt] and click the column border to the right of the Equipment Catalog column. Continue holding [Alt] and drag the column border until a column

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measurement of 1” appears on the horizontal ruler. Hold [Alt] and adjust the height of the Worldwide Sporting Goods row to 0.55” .

If the Research task pane opens, close it by clicking the Close button on the task pane.

A LIGNING T ABLE T EXT  D ISCUSSION

Align text in a table cell in much the same way as you align text elsewhere in the document. In addition to the standard horizontal alignments, however, you can also align table text to the top, center, or bottom of a cell. The alignment gallery available on the Table Tools Layout tab provides every possible combination for aligning table text both horizontally and vertically in one click.

NOTE The Align button that applies to the current cell is always highlighted.

 P ROCEDURES

1. Select the cell containing the text you want to align. 2. Select the Table Tools Layout tab. 3. Select the desired Align button from the gallery in the Alignment group.

 S TEP - BY -S TEP Align table text.

Steps

Practice Data

1. Select the cell containing the text you want to align. The cell is selected. 2. Select the Table Tools Layout tab. The Table Tools Layout tab is displayed. 3. Select the desired Align button from the gallery in the Alignment group. The text in the cell is aligned accordingly.

Click in the Equipment Catalog cell

Click Layout

Click Align Center (second row, second column)

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Click anywhere in the document to deselect the cell.

Practice the Concept: Center align the text in the Worldwide Sporting Goods cell.

Click anywhere in the document to deselect the text.

D ISTRIBUTING R OWS AND C OLUMNS E VENLY  D ISCUSSION Although you can individually size each cell, row, and column in a table, you may decide that a table looks better if all the rows or columns are the same size. The Distribute Columns button adjusts the selected columns width to an equal size, without changing the total width of the selected columns. For example, if the total width of three unequally sized columns is six inches, distributing the columns results in three columns, each two inches wide. In addition, you can distribute all the columns in a table by first selecting the entire table.

Likewise, the Distribute Rows button distributes the height of selected rows evenly, without changing the total height of the selected rows.

You can also select adjoining cells and distribute the widths of the cells evenly with the Distribute Columns button. If you select only adjoining cells, and not entire columns, the remaining cells in the columns do not change.  P ROCEDURES 1. Select the cells, rows, or columns you want to distribute evenly. 2. Select the Table Tools Layout tab.

3. Click the

or

button in the Cell Size group,

as desired.

 S TEP - BY -S TEP Distribute rows and columns evenly.

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