Microsoft Word MO-100 – Modify tables

1. 3.2.1 Sort table data

Sorting means organizing your data so that you can easily find the information you’re looking for. Looking at this table you can see that we have five columns. The information is not in any particular order. What if I wanted to see all of the information about the parameters characters from Dublin together? Well, I can do that by using the Sort command. First I click anywhere in the table and you can see that the table tool of the ribbon has been activated. And now on the layout ribbon in the data group I can select the Sort command. The Sort dialog box is displayed and I can now specify how I want the data to be sorted. This dialog box can also be displayed from the home ribbon and the paragraph group. Here you can quickly arrange text by sorting it alphabetically or numerically. The Sort command can be used to sort paragraphs lists created with tab, characters, commas or rows in a table.

This feature is particularly useful when you have a list of names or items that you may want to sort in a specific order, such as in this case, a list of passenger numbers leaving from specific departure airports. You can sort data using up to three different columns as the Sort fields and then specify to Sort in ascending or descending order. When sorting data in the table, word will sort by the first column of data unless otherwise specified. So you can see that the departure airport has been selected automatically by default. Word also automatically identifies each column heading, making it easier to specify which information to sort on. So when I click on this pull down menu you can see that all of the headings are available for selection. So I leave the default heading and I’ll also leave the Sort order ascending. So now you can see that all of the table records with Belfast as the departure airport are together at the start of the table. And a little further down we have all of the Dublin records.

You can also sort the data by up to three levels. So say that I wanted to see the departure airport sorted first, as I’ve just done, and after that I wanted to see the data sorted by the number of passengers in descending order. When I make these selections you can see the result. So now flight 135 is at the top of the list. Rather than flight 285. All of the Belfast records are stoned together, but within that group the flights are listed according to the number of passengers on each flight, with the largest being listed first. Looking at the Sort dialogue once more, the Sort By option allows you to choose which data you want Word to use as the Sort field. If the data includes column headings, these will display when you click the arrow for the column list. The Type option allows you to specify the type of data, for example, text number or date that will be sorted. The Using option allows you to select how the data for each row on the table is separated, for example, into paragraphs.

The Order option allows you to select whether the data is to be sorted on ascending, which is eight to z or zero to nine, or descending, which would be z to A and nine to zero. The Then bisections allow you to specify multiple sort fields. The My list has option allows you to specify whether the information includes column titles. These are collectively called a header row. The options dialog allows you to specify the field separator character and to specify whether the sort is case sensitive. So sorting data can be accomplished very easily. Easily and Word if you’re an Excel user already you will have noticed the similarities between the two products in this respect. In the next sector we’re going to see how we can configure sell margins and spacing in a table.

2. 3.2.2 to 3.2.4 Configure Tables

In this lecture, we’re going to cover the techniques for objective domain items 3. 223. 2, . 3, and 3. 2. 4. These techniques will allow you to configure tables in specific ways, such as adding and deleting roles and columns, size of rolls and colins, and so on. In Objective Domain section Three 2. 2, we need to look at how to configure cell margins and spacings in the table. Looking at our sample table once again, you can adjust the amount of white space or the margins around the cell to affect the amount of space available for the contents. To do so, I click anywhere in the table, and now I go to the Table tool driven on the Layout tab in the Alignment group, and I select the Cell Margins command. The Table Options dialogue is now displayed so you can see that you can set default cell margins for all of the cells in the table, allow for the cell size to be automatically configured based on the contents of the cell, and change the spacing between the cells should you wish to do so.

This is similar to adding spacing before or after paragraphs. I change the spacing between the cells to zero 5. You can see the effect on the whole table. Note that if I click anywhere in the table and right click on the mouse, I have the option to select the Table Properties command. This also provides opportunities to change the way that the data is displayed in the cells. So, for example, I can select the Cell tab and now I have the option to change the default width of the cells and how the text in the cells is aligned. The Options button invokes this dialog, which includes the default dimensions for the table as a whole, which I can change if required. It also includes some text options, including the ability to wrapped text within a cell should it exceed the width available.

Next we look at objective domain 3. 23. Merging and Splitting Cells Table cells can be merged to create a single cell, or a cell can be split into more columns or rows as required. Merging is particularly useful when creating a title row. So I’ll add a new row at the top of the table by selecting the first row and right clicking on the mouse. Now I have the option to insert, and when I select this word asks me to indicate where I want the new row to be inserted, I select above. So now I have a new row. I want to put a title within the row, and I’ll add helpless passenger numbers to the first cell to act as a title.

You can see that the text wraps within the cell by default. I want to merge the cells so that the title is across the first row. The way to do so is to select the cells I want to merge, then right click on the mouse and select the Merge command. I can now center the text to make it more symmetrical. The merge command is also available from the table tool driven and the layout ribbon and the merge group. Here you can also split cells by selecting the cell you want to split. I select the Title row and then under Table Tools on the Layout tab, and in the Marriage group, click Split Cells. You can also right click and then select Split Cells. You can see that you can specify the number of columns that you want to split the cell into. So if I select this cell and specify three kinds and two roles, you can see the effect.

Moving on to Objective domain 3. 2. 4, we need to review how to resize tables, rows and columns. You can adjust the width of each column, the height of each row, and the alignment of the table. You can also evenly space selected rows or columns. In a table, I once again click anywhere in the table and in Table Tools. I go to the Layout Ribbon and in the Cell Size group I can change the width or height as required. The other way to resize is to place the cursor on a vertical border on either side of the column to be adjusted. When you see the cursor changed to this shape, you can drag the border left or right to get the desired column width. The same technique can be used to change the row height.

I can place the cursor on the top horizontal border for the row and again, when the cursor changes shape, I can drag the border up or down to the desired row height. Alternatively, under table tools in the layout tab and in the table group, I can click Properties. This displays the Table Properties dialog and I can click the appropriate tab to change the row height, column width or cell width. You can also use the ruler to change the size of the cells. You must be positioned somewhere within the table to see the markers that allow you to change the width of columns and rows. By dragging on these markers in the horizontal ruler and these ones on the vertical ruler. You can distribute the table, columns and rows evenly by using the Table Tool driven and on the Layout tab in the Cell Size group, double click on the Distribute Rows or Columns button as appropriate. I select the complete table by clicking on the icon at the top left and you can see the effect on the table.

Inserting, deleting and removing rows or columns can be done by using the right mouse button or by using the options under the Table Tools and Layout tab. When inserting multiple rows, columns or cells at once, you must select the appropriate number of units in the table to insert the same number of rows, columns or cells. So if I want to insert two new roles at once, then I first select two rows and then using the right mouse button, I select the Insert option. Now I have to indicate where I want the roles to be inserted. I place them above and you can now see the addition of two roles. These options are also available on the Table tools, on the Layout tab, and in the Rolls and Cunnings group. You can also insert cells by selecting the Insert Cells option.

This involves the Insert Cell dialog where you have to indicate what you want to happen to the existing cells. I’ll insert a cell here and select to shift the cells right and you can see the effect. You can also access these options by pointing the cursor either the left or at the top of the table and select the border between any two rows or columns. When I do so, notice the plus symbol that appears. When I click the plus sign, a new row is added. Notice that the mini two bar is also displayed and I have the insert and delete options available here. Also, to delete a row, column or cell, I can just use any of the same procedures used to insert a row, column or cell. Next we’re going to see how to split tables and how we can have a repeating header row.

3. 3.2.5 and 3.2.6 Split Tables and Configure Repeating Row Header

You can use the split table command to split the table at a specific point or to divide the table into multiple individual tables. To split the table, place the cursor in the row that will become the first row of the new table I want my new tables for ought to be here and now on the Layout tab under Table Tools and then the Merrier group, I select the split table command. Now I have two tables, and the second one begins at the point I selected. If a table spans multiple pages, you want to be able to see the header row on each table so that the reader doesn’t have to refer back to the previous page to know what the data mean.

You can ensure that row headings appear at the top of each subsequent page by identifying them as row headings and specifying to repeat them on each page that the table spans. Row headings can include multiple rows, but these must be located at the top of the table. So I select the first row of my table, and now in Table Tools on the Layout tab, and in the Data group, I select the Repeat header rows command. You can see that the headers are now on both pages, making it easy for the user to understand the data on each page. In the next section of the course, we’re going to learn all about lists in Microsoft Word.

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