Microsoft Tables & Excel Worksheet Links Amarillo College Revision Date: September 15, 2008

Transcription

1 Microsoft Tables & Excel Worksheet Links Amarillo College Revision Date: September 15, 2008

2 Table of Contents CREATING A TABLE... 1 SELECTING CELLS/COLUMNS/ROWS IN A TABLE... 1 FORMATTING A TABLE... 1 COLORING CELLS... 1 REMOVING TABLE BORDERS... 2 REMOVING ALL TABLE FORMATTING... 2 INDENTING THE CONTENTS OF A CELL... 2 CHANGING THE TEXT DIRECTION... 4 REPEATING THE HEADING ROW ON THE NEXT PAGE... 4 EDITING THE TABLE STRUCTURE... 5 SPLITTING CELLS... 5 CHANGING COLUMN WIDTHS... 5 CHANGING ROW HEIGHTS... 6 SPLITTING A TABLE INTO TWO SEPARATE TABLES... 6 SPLITTING THE SAME TABLE... 6 REMOVING THE SPLIT... 7 INSERTING ROWS OR COLUMNS... 7 DELETING ROWS OR COLUMNS... 8 DELETING A TABLE... 8 CENTERING TABLES... 8 Horizontally... 8 Vertically... 9 COPYING TABLE INFORMATION... 9 ROWS... 9 COLUMNS... 9 CONVERTING TABLES AND TEXT TEXT TO TABLE TABLE TO TEXT SORTING DATA IN A TABLE INSERTING EXCEL WORKSHEETS BLANK WORKSHEET DATA FROM AN EXISTING EXCEL WORKSHEET LINK TO A LIVE EXCEL WORKSHEET SIDE-BY-SIDE TABLES i

3 Creating a Table 1. Move the cursor to the location where the table is to be created. 2. On the Insert tab, click the Table icon, located on the Tables ribbon. NOTE: You might consider adding the Table icon to the Quick Access Toolbar. Directions on how to do this can be found in the Word 2007 Introduction manual on page Move the mouse over the grid and then click the desired cell to create a table with the same dimensions. NOTE: As the mouse is moved on the grid, the table is updated in the background. Selecting Cells/Columns/Rows in a Table Cell Row 1. Click the desired cell to place the cursor in the cell. This selects the cell. 1. Click the left-margin area to the left of the row to be selected. Column 1. Click the top border of the desired column (the mouse should be a downward-pointing arrow shape before clicking). Formatting a Table Coloring Cells 1. Highlight the cells to be formatted. The Table Tools tab will be displayed above the normal ribbon at the top of the document. 2. On the Design tab, click the Shading icon, located on the Table Styles ribbon. 3. Click the desired background color of the cells. Page 1

4 Removing Table Borders 1. Hover the mouse over any cell of the table and then click the Table Select symbol which is located above the top left corner of the table. This will select the entire table. 2. On the Design tab, click the drop-down arrow of the Borders icon, located on the Table Styles ribbon. 3. Click the icon to remove any borders. 4. To see the gridlines as dashed lines, do the following: a. Click any cell of the table. b. On the Layout tab, click the View Gridlines icon, located on the Table ribbon. Removing ALL Table Formatting It is easy to remove all formatting, including table borders. 1. Place the cursor in any cell of the table and press CTRL +ALT +U. Indenting the Contents of a Cell This will increase the amount of space between the left wall of the cell and the first character in the cell. 1. Highlight the text to be indented. 2. On the Home tab, click the Paragraph Dialog Box Launcher (see illustration below) located on the Paragraph ribbon. 3. On the Indents and Spacing tab, increase the amount for Left. NOTE: The easiest way to choose indenting is to add the Increase Indent and the Decrease Indent icons to the Quick Access Toolbar. Directions on how to do this can be found in the Word 2007 Introduction manual on page Page 2

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6 Changing the Text Direction 1. Highlight the cells to be formatted. 2. Right-click a highlighted cell and choose Text Direction. 3. Click the alignment icon representing the desired direction. 4. Repeating the Heading Row on the Next Page If the table extends to another page, it is useful to have the same information in the top row so the reader will not have to continually scroll back to the previous page to see what the column headings are for each column. 1. Highlight the desired heading row(s). The selection must include the first row of the table. 2. On the Layout tab, click the Repeat Header Rows icon, located on the Data ribbon. Page 4

7 EDITING THE TABLE STRUCTURE Splitting Cells 1. Right-click the desired cell and choose Split Cells. 2. Specify if the cell is to be split into more columns and/or rows Click outside the highlighted range of cells to see the effect. Examples: 1. Here is an example of a simple 2 x 2 table: 1 2. Here is the same table with the first cell split into three columns: Here is the same table with the first cell split into three rows: Changing Column Widths 1. Click any cell in the table. 2. On the ruler bar above the document, click-and-drag the Move Table Column symbol (shown in the next illustration) to the left or right on the ruler. When you release the mouse button, the column width will be changed. Page 5

8 Changing Row Heights 1. Click any cell in the table. 2. Click-and-drag the lower gridline for the row downward. If the resulting height is not acceptable, use the Undo button, and try again. Splitting a Table into TWO Separate Tables This procedure creates two completely separate tables. 1. Place the cursor in the row that is to become the first row of the second table. 2. Press CTRL + SHIFT + ENTER. Splitting the SAME Table This procedure creates two halves of the same table that are on two separate pages. 1. Place the cursor in the row that is to become the first row of second half of the table. 2. On the Home tab, click the Paragraph Dialog Box Launcher (see illustration below) 3. On the Lines and Page Breaks tab, click the checkbox for Page Break Before. 4. Page 6

9 Removing the Split If the tables are separate tables: 1. Place the cursor on the line directly below the first table. Do not place the cursor in the table itself. 2. Press the DELETE key until the tables are joined together. If the tables are parts of the same table: 1. Highlight the top row of the second half piece of the table. 2. On the Home tab, click the Paragraph Dialog Box Launcher (see previous illustration). 3. On the Line and Page Breaks tab, remove the checkmark in front of Page Break Before. Inserting Rows or Columns Rows 1. Right-click any cell in the row where the new row is to be inserted and choose Insert. 2. Click either Insert Rows Above or Insert Rows Below. Columns 1. Right-click any cell in the column where the new column is to be inserted and choose Insert. 2. Click either Insert Columns to the Left or Insert Columns to the Right. Page 7

10 Deleting Rows or Columns 1. Right-click any cell in the column to be removed and choose Delete Cells. 2. As shown in the previous illustration, click the option button for Delete Entire Row or Delete Entire Column. 3. Deleting a Table 1. Hover the mouse over the table. 2. Right-click the Select Table icon located above the first cell of the table and choose Cut. Centering Tables Horizontally 1. Hover the mouse over the table. 2. Right-click the Select Table symbol located above the first cell of the table and choose Table Properties. 3. On the Table tab, click the Center alignment button. Page 8

11 Vertically 1. Place the cursor in any cell of the table. 2. On the Page Layout tab, click the Page Setup Dialog Box Launcher (see illustration below. 3. On the Layout tab, use the drop-down arrow to choose Center. 4. Copying Table Information Rows 1. Place the mouse pointer to the left of the first cell in the row to be highlighted. The mouse pointer will change to a right-pointing arrow. 2. Click the mouse button one time to highlight the entire row. 3. Right-click anywhere in the highlighted row and choose Copy. 4. Right-click the first cell in the row where the copy is to be located and choose Paste Rows. Columns 1. Place the mouse pointer above the column to be replicated. Move the mouse around until it changes to a black downward pointing arrow and then click the left mouse button to highlight the column. 2. Right-click anywhere in the black-highlighted column and choose Copy. 3. Right-click the top cell in the column where the column is to be replicated and choose Paste Columns. Page 9

12 Converting Tables and Text Text to Table Information that has been entered into a tabbed list, can be easily converted to a table. 1. Highlight the tabbed information. 2. On the Insert tab, click the Table icon, and then choose Convert Text to Table. 3. Select Tabs (or whatever symbol is being used to separate the data items) Widen the columns as needed by clicking-and-dragging the columns separators on the ruler bar above the document. Table to Text 1. Hover the mouse over the table, and then click the Select Table symbol located above the first cell. This will select the table. 2. On the Layout tab, click the Convert to Text icon, located on the Data ribbon. 3. Specify what symbol is to be used as a separator between the data items. Tabs are most often used. 4. Sorting Data in a Table 1. Place the cursor in any cell of the table. 2. On the Home tab, click the Sort icon, located on the Paragraph icon. 3. In the Sort field, specify the column by which the table is to be sorted. 4. Specify if Ascending or Descending order is to be used. 5. Page 10

13 Inserting Excel Worksheets Blank Worksheet 1. Place the cursor in the worksheet where the worksheet is to be inserted. 2. On the Insert tab, click the Table icon, located on the Tables ribbon. 3. Click the link. 4. Add data as needed. 5. Click outside the Excel worksheet to get back to the Word document. Data from an Existing Excel Worksheet 1. Use Excel to open the desired workbook. 2. Click-and-drag the mouse over the desired cells. 3. Right-click the highlighted cells and choose Copy. (shortcut: CTRL+C) 4. At the bottom of the screen, click the icon to open the Word document. If a document is not open, use Word to open the desired document. 5. Place the cursor where the worksheet cells are to be inserted. 6. Right-click the area where the worksheet cells are to be inserted and choose Paste (shortcut: CTRL+V). Link to a Live Excel Worksheet 1. Open both the Word document and the Excel workbook that contains the desired data. 2. In Excel, click-and-drag the mouse over the desired cells. 3. Copy the data. 4. Switch to the Word document and place the cursor where the linked data is to be inserted. 5. On the Home tab, click the drop-down arrow under the Paste icon, located in the Clipboard ribbon. 6. Choose Paste Special. As shown in the next illustration, click Paste Link. Page 11

14 7. Click the Microsoft Office Excel Worksheet Object Use the resize handles on the edges of the worksheet to resize as needed. NOTE: To edit the Excel worksheet, double-click the link in the Word document and make any changes as needed. Side-by-Side Tables 1. Create a table as needed. 2. Add several blank rows below the first table and create another small table. 3. Hover the mouse over the second table, and then click-and-drag the Select Table symbol of the second table so that the table is moved to the right of the first table. Page 12