Word 97: Tables and Styles

Word 97: Tables and Styles Windows 95 Overview This document covers advanced formatting features of Word 97 such as tables, sorting, styles, and templates. Tables If you arrange text and numbers in columns, it may be easier to set up a table rather than setting up columns using tabs. A table is a grid-like structure consisting of a series of boxes called "cells," which are arranged in rows and columns. Each cell can contain text, numbers, and even graphics. The text wraps within it, and the rows expand vertically to accommodate the contents. You can edit and move information around within the table, and you can format the columns and rows and even the individual cells. Since tables are a basic formatting tool in HTML, columns and formatting constructed with tables in Word are easily imported by most HTML editors, or with Word 97 s Save as HTML feature. Creating a Table You can use either the Table menu, the Table button on the Standard toolbar, or the Draw Table tool to create a table from scratch. You can also convert existing text into a table if the columns are delineated by tabs, paragraph marks, commas, or other characters. If you want the gridlines to appear, first select Gridlines from the Table menu so that a check appears beside it. From the Table Menu: Position the insertion point where you want the table. From the Table menu, select Insert Table. Specify the number of rows and columns. You can also specify the column width by typing a number in the "Column width" box; Auto creates equally sized columns within a table running from the left margin to the right margin. After making your selections, click OK. Using the Standard Toolbar: Position the insertion point where you want the table. From the standard toolbar, click the Insert Table button, and drag your mouse over the drop-down grid to select the number of columns and rows. Below the grid, Word shows you the numerical size of the table. When you release the mouse button, Word inserts the table.

Windows 95 Word 97: Tables and Styles Page 2 Using the Draw Table Tool: From the Table menu, select Draw Table. Or click the Tables and Borders button on the standard toolbar. The tables and borders toolbar will appear, and the mouse pointer becomes a pencil. You may then click and drag the pencil to form the borders for the table and the lines between cells. Click the pencil icon on the left side of the toolbar to turn off the draw table tool. From Existing Text: To convert existing text to a table, select the desired text and choose Convert Text to Table from the Table menu. A dialog box will open, asking how many columns you want the table to have and where to separate the columns (at the tabs, paragraph marks, or commas). Make your changes, and click OK. To convert an existing table to text, select the desired table and choose Convert Table to Text from the Table menu. Tip: Rather than figuring out ahead of time how many rows you need in the table, you may find it more useful to begin with just one row. When you get to the last cell in the row, press <Tab>, and Word will insert a new row for you. The table creates itself as you type. You do need to specify the number of columns, though, because they are not added so easily. Entering Text and Navigating Tables Type text into each cell just as you would into your document. Press the <Tab> key to move to the next cell. When you get to the end of a row, pressing <Tab> will move you to the first cell in the next row. To insert a tab character into a cell, press <Ctrl><Tab>. You can also move to a cell by clicking in it with the mouse, or by moving the insertion point with the arrow keys. Word also provides several keyboard shortcuts to help you navigate quickly around the table: Movement Next cell Preceding cell First cell in a row Last cell in a row Top cell in a column Bottom cell in a column Keystroke <Tab> or right-arrow key <Shift><Tab> or left-arrow key <Alt><Home> <Alt><End> <Alt><Page Up> <Alt><Page Down> Selecting Parts of a Table You can select a cell or block of cells by clicking and dragging over its contents, including the end-of-cell and end-of-row markers (click the Show button on the standard toolbar to view the end markers). If you do not select the end markers, only the text will be selected, which will make a difference when you want to move, edit, or format cells and rows, and not just their text. You can also use the Table menu and mouse and keyboard shortcuts to select parts of a table more quickly. The cell selection bar appears when you move the mouse to the left side of the cell so that the I-beam changes to a right-pointing arrow. The row selection bar appears as a right-pointing arrow when you move the mouse to the left side of the row. To Select: Do this with the mouse or keyboard: From the Table Menu: Cell Row Click in the cell selection bar, or drag over the contents of the cell (including the end-of-cell marker). Click in the row s selection bar or double-click in a cell s selection bar. Choose Select Row

Windows 95 Word 97: Tables and Styles Page 3 Column Entire Table Block of Rows and Columns Position the pointer on the top gridline of the column until it changes to a down arrow, and click. Or hold down the <Alt> key and click anywhere in the column. With the Num Lock off, hold down the <Alt> key and press <5> on the numeric keypad Click in the first cell. Hold down the <Shift> key and click in the last cell. Moving and Copying Cells, Rows, and Columns Choose Select Column Choose Select Table You can easily move and copy cells, rows, and columns the same way you move and copy any other text in your document; simply highlight your selection and then click and drag, or cut and paste. If you highlight the cell marker along with the contents of a cell, then when you insert it into another cell, it will replace that cell s contents. If you do not highlight the cell marker, then the cell s contents will be added to what is already in the new cell. When you move a row, remember to include the end-of-row marker in your selection; otherwise, you end up with a blank row where the row was originally, and the moved contents will overwrite the row where you place it instead of shifting that row down. Formatting the Table You can use the Format menu and the formatting toolbar to format your text, just as you do text in the rest of your document. For example, select Paragraph from the Format menu or use the ruler to change indentation, horizontal alignment, and spacing within cells and rows. Add borders to your table by selecting Borders and Shading from the Format menu, or by using any of the borders options on the Tables and Borders toolbar. See the handout Word 97: Basic Formatting for details on these formatting options. The Tables and Borders toolbar provides several additional options for formatting the table. Turn on the toolbar by selecting it from the View Toolbars menu, or by clicking the Table and Borders button on the standard toolbar. The three alignment buttons will align text within cells top, center, or bottom. The Change Text Direction button changes the orientation of the text within cells. The Table AutoFormat button (also on the Table menu) brings up a dialog box that allows you to select from several pre-formatted options to add borders and styles to your table. You can open this dialog box when you first create your table by clicking AutoFormat in the Insert Table dialog box. Changing Column Width and Row Height With the Mouse: Move your mouse over the gridline until it becomes a double arrow. Click and drag the line to adjust the column width and row height. (You must be in page layout view to change the row height with your mouse.) Adjusting Columns From the Table Menu: Select the column that you want to adjust. From the Table menu, select Cell Height and Width, and click on the Column tab. Type in the exact width or height that you would like, and the space between the columns. Use the Previous Column and Next Column buttons to adjust other columns.

Windows 95 Word 97: Tables and Styles Page 4 Adjusting Rows from the Table Menu: Highlight the row you want to adjust. Select Cell Height and Width from the Table menu, and click on the Row tab. Use the drop-down menu to select the row height. Auto sizes the row to fit the contents. At Least will make the cells large enough to fit the contents, but no smaller than the number you type in the At: box. Exactly will make the cells whatever size you type in, and any text that does not fit will not print. You can also set the indent from left and the alignment for the row. Use the Previous Row and Next Row buttons to adjust other rows. Adjusting Rows and Columns Automatically: AutoFit will automatically adjust the width of your cells and table to accommodate the contents in the smallest space. To use AutoFit, select the row(s), column(s), or table that you want adjusted. Then go to the Table menu, select Cell Height and Width, and click on the Column tab. Click the AutoFit button. To make a block of rows or columns the same height or width, first select the rows or columns. Then select Distribute Rows Evenly or Distribute Columns Evenly from the Tables menu, or click the buttons on the Tables and Borders toolbar. Splitting and Multi-page Tables In the Row Height and Width dialog box, you can also tell Word whether you want rows to break across pages, or if you want the entire table on the same page. If the table goes onto a second page, you can create a heading that will repeat at the top of the table on the second page. Highlight the row(s) you want to use as a table heading. (The first row must be included). Then select Headings from the Table menu so that a check appears beside it. Word will treat the highlighted row(s) of your table as the heading. The heading feature does not work when you insert the page break manually. You can manually split one table into two tables by placing your cursor in the row following where you want the split to occur, and selecting Split Table from the Table menu. Merging and Splitting Cells Word provides several options for dividing cells ( splitting ) and joining adjacent cells together ( merging ). To split a cell: 1. Select the cell or cells you want to split. 2. Click on the Split Cells Button on the toolbar, or select Split Cells from the Table menu. 3. In the Split Cell dialog box, type in the number of columns or rows you want the cell(s) divided into.

Windows 95 Word 97: Tables and Styles Page 5 4. If you have multiple cells selected, check or uncheck the box indicating whether you want the cells merged before splitting them. 5. Click OK. To merge cells: 1. Select the cells you want to merge. 2. Click on the Merge Cells button on the toolbar, or select Merge Cells from the Table menu. Splitting and Merging with the Draw Table Tools: To split a cell, click on the Draw Table icon on the Tables and Borders toolbar, and click and drag the pencil where you want the split to occur, just as you do when creating the table with the drawing tool. Click on the icon again to turn off the drawing tool. To merge cells, click on the Eraser icon, and click and drag the eraser over the gridlines between the cells. Click on the icon again to turn off the eraser tool. Inserting and Deleting Cells, Rows, and Columns 1. To delete cells, rows, and columns, select what you want to delete. To insert, select the cell, row, or columns after (to the right or below) the place where you want the insertion. Be sure to include the end marker for the cell(s) or row(s) in your selections. 1. From the Table menu, select delete or insert (cells, rows, or columns, depending upon what you have selected). Or click on the insert cell/row/column button on the standard toolbar (the button will change depending upon what you have selected.) 2. If you are inserting or deleting cells, a dialog box will open asking where to shift the existing cells. Select right or down, or choose to insert an entire column or row. Then click OK. Sorting Sorting Text in Paragraphs When sorting text, Word interprets paragraph marks (hard breaks) as the separator between sort items. To sort a list of names, numbers, bibliography entries, numbered paragraphs, or other text, follow these procedures: 1. Highlight the text you wish to sort. If you do not select any text, Word sorts all of the paragraphs in the document. 2. Go to the Table menu and choose Sort. 3. In the Sort dialog box, select Ascending or Descending order. In the Type box, define the sort for text, dates, or numbers. 4. Click OK. The sort will begin with the first character of each sort item--e.g., the first letter of the author s last name in a bibliographic entry. When the sorted list is displayed, numerals and punctuation characters (brackets, etc.) will be organized before alphabet characters. Very long lists of items may require partial sorting, since sorting uses up a computer s memory quickly. Note: be sure to save your document immediately before and after a sort. Sorting Text in Tables When sorting information in tables, Word interprets row end markers as the separator between sort items. Word will keep the information in each row together, and will allow you to choose which column's information you would like to base your sort on. You can also sort by multiple criteria at once. For example, if you are sorting a list of addresses, you might first sort by city, so that all the people who live in one city will be together in your table. Then you might sort by name. 1. Follow steps 1-3 above. When selecting the text, select the table or the rows you wish to sort. 2. If your table has headings, click the Header row button. Each heading name will be listed in the Sort By drop-down menu, and the header row will not be included in the sort. 3. Use the Sort by drop-down menu to select the column of information that you want to sort by

Windows 95 Word 97: Tables and Styles Page 6 4. To sort by more than one criteria, use the Then by drop-down menus to select the next columns to sort by. Select the Type and sort order for each sort. 5. Click OK. Sorting Tables Using the Tables and Borders toolbar 1. Place your cursor in the column of information that you want the sort based on. 2. Click the Ascending Order or the Descending Order button on the Tables and Borders toolbar. Note: The Tables and Borders toolbar sort buttons do not sort the first row of a table. The first row is treated as a header row. Styles Style is the combination of formatting attributes defined for a given character or paragraph. Character styles deal only with font formatting, while paragraph styles include both font and paragraph formatting. Because a style has several different types of formatting built into it, using styles can help you to format your document quickly and consistently. For example, this document has one paragraph format for the main headings, another paragraph format for the subheadings, and another for the body text. The defined styles heading, subheading, and body were applied to the appropriate paragraphs to format them quickly and consistently. When you change a style s attributes, every paragraph with that style changes automatically, which can save you a lot of time when reformatting long documents. Styles are stored in a template, which is a preset collection of page, paragraph, and character formatting styles attached to your document. The Normal template, Word s default, has several styles built in, which you can use to format your document or alter to fit your document s design. Or you can create your own styles. To see the style names on the left side of your screen, switch to Normal view, go to the Tools menu, and select Options. Click on the View tab. Change the Style Area Width to.7. Using Styles The style box on the far left of the Formatting toolbar lists the styles immediately available to your document, usually just the styles already applied in the document and a few standard styles. next to a style indicates a paragraph style, while a indicates a character style. To apply a style, first select the text or paragraph that you want formatted. Then select the appropriate style from the style drop-down menu. Unless you choose a character style, whatever style you choose will apply to the entire paragraph that the cursor is in. If the style you want does not appear in the style drop-down menu, select Style from the Format menu to see a list of all standard styles. The List drop-down menu controls which styles are available: Styles in Use are styles which appear in the current document; "User-

Windows 95 Word 97: Tables and Styles Page 7 Defined Styles" are styles created by the user; and "All Styles" includes all styles available in Word, both standard and user-defined. Choose the style you want, and click Apply to apply the style. Creating Styles Using the formatting toolbar is the fastest and easiest way to create paragraph styles, but the styles dialog box provides more options. Creating a Style by Example Using the Formatting Toolbar 1. Format the selected paragraph to look as it should 2. Click in the Styles box on the formatting toolbar to highlight the style type. 3. Type the name of the new style and press <Return>. The new style will now appear in the Styles menu. Creating a Style Using the New Style Dialog Box 1. From the Format menu, select Style. 2. Select New. 3. In the Name box, type a name for the style. 4. In the Style type box, use the dropdown menu to select character or paragraph style. 5. Click the Format button. 6. Select the element you want to modify (Font, for example). 7. Make any changes in the window that opens, and click OK. 8. Repeat steps 5-7 to modify additional style attributes. 9. Make any other changes in the New Style dialog box (as discussed below), and click OK. 10. Click Close. If you click Apply instead, the style you just defined will be applied to whatever paragraph your cursor is in. If you want the Style for following paragraph to be different, use the drop-down menu to select the style (or type the style name in the text box). For example, if you know the "heading" paragraph you are defining will always be followed by "body text," then select "body text" from the drop-down menu. When you type a paragraph with that "heading" style and press <Return>, the new paragraph will have the "body text" style. The Based on text box refers to the parent style for the style you are creating. Any changes made to a parent style, or the style on which the new one is based, will be passed on to the new style. For example, if the chapter heading style is based on Normal, then when we change the font for Normal from Times to Palatino, then the font for chapter heading will also change to Palatino. Creating the parent relations among styles can be both useful and dangerous, since there may be times that you want to change the font for Normal but not for the other styles. If you want to define a style so that it is not based on another style, select (no style) from the Based on drop-down menu (at the top of the list). Modifying Styles Modifying an existing style is much the same as creating a new style using the format menu. Select Style from the Format menu, select the style that you want to edit, and click Modify. Make any changes to the

Windows 95 Word 97: Tables and Styles Page 8 style s formatting attributes, as you did when creating a new style (steps 3-10 above). You can rename the style by typing the new name in the Name box. Creating Shortcuts for your Styles In the Modify Style dialog box, click the Shortcut Key button. Click the Press New Shortcut Key box, and press the keyboard shortcut that you would like (such as <Ctrl>+a letter or number). If a command is already assigned to that shortcut, it will appear below the box under "Currently Assigned To," and you can decide if you want to override that setup. Once you have found a keyboard shortcut, click Assign. Now all you have to do is type that keyboard shortcut, and the style will automatically be applied to the paragraph where you have the insertion point. You can also create and add style buttons to your toolbars. See the Word 97: Increasing Efficiency handout for information on customizing toolbars. Making Your Styles Available to Other Documents If you want to use the new style in other documents that use the current template, select Add to Template in the New Style or Modify Style dialog box. You can also create a new template with just the current document s styles in it. To do this, go to the File menu, and click Save As. In the Save Files as Type drop-down menu, select Document Template (.dot). Then name the template and choose Save. All future documents with that template type will have access to those same styles. Using Templates When you open a new document, Word attaches the Normal template to it by default. To use a different template, open a new document by selecting New from the File menu, and select the template you want before clicking OK. You can also attach a template to an existing document. To do this, open the document. Then select Templates and Add-Ins from the Tools menu. Click the Attach button. Select the template you want in the Attach Template dialog box, and click Open. Check the box marked automatically update document styles. Then click OK. Word will automatically format the document using the new template. This document is a publication of Academic Technology and Networks at The University of North Carolina. It may be copied for individual or non-profit use. Please send comments about this publication to CB# 3450, 402 Hanes Hall, Chapel Hill, NC, 27599-3450 or email atndocs@unc.edu. Author: Debbie Best. Editor: Damon Sauve. Revision date: January 23,1998. Print date: June 8, 1999. ATN Document dww29