Working with tables

WORKING WITH TABLES

There are many ways to insert tables in your Word document. However, the quickest way to create a table from scratch is to use the Insert Table toolbar button.

To insert a table using this method, simply click the Insert Table toolbar button when your cursor is positioned at the place in your document where you would like the table to begin. A grid will pop up allowing you to select how many rows and columns you would like your table to contain. Simply use your mouse to select the number of rows and columns by highlighting the boxes (text at the bottom of the grid will indicate what your selection is). When you have specified the correct number of rows and columns, simply click once, and your table will be inserted.

While this method will create a table with uniform columns and rows, you can still customize your table after it is inserted by right-clicking on the table handle (the double-headed arrow at the top left corner of the table) and using the options on the shortcut menu to make changes. Hint: if you don’t immediately see what you need on the shortcut menu, select Table Properties for more advanced options.

Exercise 1 – Creating and Enhancing a Table

1. Type the following exercise using a table. First type the text for the heading.

2. Use Table, Insert Table to create the table, specify 3 columns and 2 rows.

3. Re-size the columns to match the example below.

4. Type the headings in the first row.

5. In the second row, click the Numbering button for the number. Now type the text. At the end of the row press tab. A new row will appear.

___________________________________________________________________________

Minutes of Meeting

held on 24 March 2006

Number	Minute	Action
	The minutes of the meeting held 26 October 1995 were agreed.	All
	The need for Gwen E Veere to attend a beauty therapy course held at Carlisle Castle was discussed and agreed.	GEV
	The third edition of Wizards and their Power was presented by W. Merlin and the date of publication 12 January 1996 was decided upon.	WM
	Members of the Round Table are invited to a Dinner Dance to be held on 21 March 1996. Four Leaf Clovers will guarantee admission.	KR

1. Play with the different border styles, line weight and shades using Borders and Shading in the Format menu. Choose your own style.
2. Highlight “All” in the Action column. Right click, choose Alignment, click the center button.
3. Edit font to Verdana size 12.
4. Save your work as _tables_minutes_of_meeting

Exercise 2 – Sorting and calculating a table

1. Open a new document.
2. Create the following table, placing borders and shading in the appropriate places.
3. To change the column “Cost” as right aligned, click in that cell and choose the right align icon. Do the same with the values under its column.

Product	Code	Cost
Gold Necklace	GN789	56.00
Silver Bracelet	SB754	54.45
Gents Watch	GW663	58.47
Ladies Watch	LW327	60.00
Signet Ring	SR777	96.25
Pearl Earrings	PE964	86.84
Childs Watch	CW285	55.60
	TOTAL

Sorting the table

1. Sort the table entries into alphabetical order (not including the headings at the top or the total!).
2. To do this, select the entries to be sorted and choose Table, Sort.
3. Ensure it says, Sort by - Column 1 (this means the first column - Product); Type: Text and Ascending order. Now click OK. The table should now be sorted as shown below.

Calculating the Total figure

1. Position the cursor in the cell where you want the total to appear.
2. Select Table, Formula
3. The System will display =SUM(ABOVE), click the number format arrow and select the currency format.
4. Select OK

Shading the total figure cell

1. Highlight the relevant cell, if you have the Tables and Borders toolbar showing, choose a shade from the shading button.
2. OR Select Format, Borders and shading and choose a shade from the Shading Tab. Select a light grey color.
3. Save your work as _tables_sorting_calculating

Exercise 3 – Splitting the Table

1. Create a new file
2. Type the following table
3. Split the table at Expenses:-
4. Position the cursor in the row (row number 5) where you want the new table to start Select Table, Split able
5. To join a table together again, just delete the blank line in between the tables. Save as _tables_splitting_tables

REVENUES	2006	2007
Number of Units Sold	199	168
Price Per Unit	3	3
Total Revenue	597	304
EXPENSES	2006	2007
Materials cost per unit	.75	.75
Direct labor of cost	.25	.25
Cost of goods sold	129	168

Exercise 4 – Merging cells in a table

1. Type the following Table
2. Select the first and second columns, then select Table, Merge cells
3. Centre the heading and format it to Arial 14pt Bold with a shading of 30%
4. Repeat the Table heading on each Page:- Imagine that the table below was big enough to go over two pages, in order that the same heading be on the top row of each new table : Select Row of text for heading “Conversion of Kilometers into Miles” Select Table, Heading Rows Repeat.
5. Increase the size of the table so that it does go over two pages To do this, highlight a number of rows and use Table, Insert Rows.
6. Save as _tables_merging

Conversion of Kilometers into Miles
Kilometers	Miles
1	.6
5	3.1
10	6.2

Exercise 5 – Converting text to table and table to text

Type this text using tabs to separate the words:-

Name Jan Feb

Sue 34 54

Ruth 33 43

Ali 35 41

1. Now convert it to a table.
2. To do this, select all the text and choose Table, Convert, Text to Table.
3. You may end up with more columns than you need, if you do, just delete one of them. Enter twice.
4. Copy your exercise 3 table. Now, convert it to text.
5. Save as _tables_converting.

Paragraph Formattting

Every time you press the full-stop key in a document, you are telling Word that you are finishing one sentence and starting a new one. Similarly, if you press the [Enter] key, you are telling Word that you are finishing a paragraph and starting a new one. The difference is you can always see the full-stop at the end of a sentence. You can’t normally see the end of a paragraph. Paragraph endings are marked by a character that is usually hidden. You can however, display these and many other hidden characters. Being able to see these hidden characters can sometimes be a useful way to find the cause of problems with the way your document looks.

Exercise 1. Adjusting Paragraph Spacing

OPEN Word 2003 document

1) Click in the first paragraph of the document (not the heading).

2) From the Format menu select Paragraph. You can also right-click on the paragraph and choose Paragraph from the shortcut menu. The Paragraph formatting dialog will appear.

3) In the Spacing section you can adjust the paragraph spacing options. Click on the up arrow next to the Before option until the box shows 6pt.

4) Do the same for the After option so that there will be 6 points of blank space before and after the paragraph.

5) Click OK to make the change. There will now be additional space before and after the paragraph.

6) Increase the spacing after the paragraph to 18 points.

7) Change all of the paragraphs with the dot points so that they each have 12 points of space after the paragraph and 6 points of space before.

Exercise 2. Adjusting Line Spacing

1) Click in the first paragraph (Word 2003 is the latest version…).

2) Display the Paragraph formatting options.

3) Change the Line Spacing option to 1.5 Lines.

4) Click OK when done. The lines of test will have more space between them. This can also be done using keyboard and toolbar shortcuts.

5) Press [Ctrl] [2]. This will change the paragraph to double line spacing.

6) Press [Ctrl] [1]. This will change the paragraph to single line spacing.

7) Press [Ctrl] [5]. This will change the paragraph to 1.5 line spacing.

8) Click the arrow next to the Line Spacing icon on the toolbar. A list of line spacing options will appear.

9) Click on 1.0 to change the spacing to single line spacing.

10) Save changes to the document as _PARAGRAPH_FORMATTING

Alignment and Indentation

You will have seen that the paragraph formatting dialog also contains options for aligning text and indenting text. In both cases, the formatting can be changed in the dialog box itself, or by using additional shortcuts.

Exercise 4. Changing Paragraph Alignment

1) Click in the first paragraph on the page under the main heading.

2) Display the Paragraph formatting dialog.

3) You will see a drop-down list next the Alignment. Select Centered from the list.

4) Click OK to make the change. The text in that paragraph will be lined up horizontally with the centre of the page.

1) You can also change the alignment options using shortcuts.

5) Change the paragraph to Right alignment by clicking the icon or by pressing [Ctrl] [R]. The text in the paragraph will be arranged to the right of the page so that it lines up with the right page margin.

6) Change the paragraph to Centered alignment by clicking the icon or by pressing [Ctrl] [E] (The [Ctrl] [C] shortcut is already allocated to copying).

7) Change the paragraph to Justified by clicking the icon or by pressing [Ctrl] [J]. The text in the paragraph will be evenly spaced so that both sides of the paragraph will line up with the left and right page margins.

8) Change the paragraph back to Left alignment by clicking the icon or by pressing [Ctrl] [L]. The text in the paragraph will be arranged to the left of the page so that it lines up with the left page margin.

Page Headers & Footers

Headers and footers allow you to have similar information, such as page numbers or document titles, repeated at the top or bottom of every page. For example, on this particular page, the header that is repeated on every page shows Using Microsoft Word and Paragraph Formatting. The footer at the bottom of each page shows the filename of this document and the page numbers in the document.

Exercise 5. Adding Headers & Footers

1) Make sure the Word 2003 document is still open.

2) From the View menu select Header and Footer. A blank header and footer will be added to the page and the Header and Footer toolbar will appear.

The toolbar contains the following icons.

Choose from options such as inserting filename and author name.

Insert page number.

Insert total number of pages.

Format the page number.

Insert the current date. Updates every time the document opens.

Insert the current time. Updates every time the document opens.

Display the page setup options.

Hide/Display text on the page while you work on Headers and Footers.

3) Make sure your insertion point is at the left of the page header.

4) Type Microsoft Word 2003.

5) Click the Switch Between Header and Footer icon on the toolbar. You will be taken to the footer at the bottom of the page.

6) Click the Insert AutoText button on the toolbar and then click the Filename option from the list.

7) The filename will be inserted in the left part of the footer. If you rename the file, the filename will update in the footer the next time you open the document.

8) Press [Tab] to move to the middle section of the document.

9) Press [Tab] a second time to move to the right section of the footer.

10) Type Page followed by a space.

11) Click the Insert Page Number icon on the toolbar and then add another space.

12) Type of followed by a space.

13) Click on the Insert Number of Pages icon on the toolbar.

14) Click Close on the toolbar to finish editing the header and footer.

Exercise 6. Modifying the Page Number Format

1) Move your mouse over the footer at the bottom of the page.

2) Double-click to edit the footer. When you have already created a header and footer, this is easier than going to the View menu to edit them.

3) When the Header and Footer toolbar appears, click the Format Page Number icon.

4) Change the number format to the option shown above and click OK.

5) Move your mouse over an area of the page outside the footer area and double-click. This is a quick way to end header and footer editing.

6) Save changes and close the document.

Text Editing

TEXT EDITING

A word processor is all about working with large amounts of text, so learning the basics of text editing is essential to being able to make the most of the program. The first thing we will do is to open an existing document that already has a lot of text so you can practice without having to do a lot of typing first (not that a good bit of typing practice ever hurts anyone).

Exercise 1 Opening a Word Document

Like saving a file, opening a file can be done using the menu, toolbar or a keyboard shortcut.

1) Use one of the following methods to display the Open File dialog box.

• Select Open from the File menu.

• Click the Open icon on the toolbar.

• Press [Ctrl] [O].

2) When the Open dialog appears, use the Look in: list at the top to select the folder where the files for these exercises are saved.

3) Select the file called Word 2003.doc and click the Open button (or double-click on the name of the file to open it).

Moving Around a Document

You can tell how long a document is by checking the status bar at the bottom of the window. For example, when you opened the Word 2003 document, the status bar will show that you are on page one of a three page document.

Tip In a large document with a lot of pages, you can double-click the page number indicator and then enter a page number to quickly jump to that page.

There are many ways to move around a document. One method is to use the vertical Scrollbar on the side of the screen.

Exercise 2. Inserting and Deleting Text

Usually when you type text in Word, any existing text will move over to make way for that you type.

1. Make sure your insertion point is at the beginning of the document (before Word 2003). Type the word Microsoft followed by a space. The rest of the text will move across so that the whole line reads Microsoft Word 2003.
2. Caution Sometimes Word may be set to Overtype mode so that what you type replaces existing text instead of being inserted in front of existing text. When Overtype mode is turned on and indicator will be highlighted in the status bar at the bottom of the window. You can turn overtype off or on by either double-clicking the indicator or by pressing the [Ins] (Insert) key.
3. Removing text can be done by either the [Delete] key or the [Backspace] key. The difference is that pressing the [Delete] key will remove text to the right of the insertion point, while pressing the [Backspace] key will move text to the left of the insertion point.
4. You can also delete entire words by holding down the [Ctrl] key while you press [Delete] or [Backspace].
5. Move the insertion point to the second heading just before the word better.
6. Press [Ctrl] [Backspace] to delete the word More to the left of the insertion point. The heading should now read Communicate and Share Information Better.
7. Edit the text in the first paragraph so that it appears as follows.

Word 2003 is the latest version of the best-selling word processor. Word takes customer experience and feedback to deliver many innovations you can use to create more impressive-looking documents and help you work better with other people.

8. Save your file by: FILE -> SAVE AS -> in drive F: -> go to word processing folder -> with the filename: _text editing

Selecting Text

When you are editing a document it is often necessary to select a section of the document. Some of the things that require you to select text first include, copying text, moving text and formatting text. Since we are going to learn about copying and moving text, we will first look at some different methods for selecting text.

Exercise 3. Selecting Text Using the Mouse

1) Make sure the Word 2003 document is still open.

2) Move your mouse pointer to the beginning of the paragraph that begins with the words, “Work together better”. When your mouse is over text, the mouse pointer changes to a letter “I” shape.

3) Hold down the mouse button and drag to the end of the paragraph until the whole paragraph is selected. When the text is selected, the colours become reversed to indicate what part of the text is selected.

4) To de-select the text, click anywhere on the page. If you want to select a large amount of page (especially more than one screen’s worth) then it can be difficult to select by dragging.

5) Click at the beginning of the same paragraph.

6) Scroll down to the second page and move your mouse (without clicking yet) to the end of the paragraph that finishes with the words, “through the thumbnail view”.

7) Hold down the [Shift] key while you click. Everything in between will be selected. If you want to adjust the point where the selection ends, simply hold down [Shift] and click on the new end point.

8) Move your mouse to the left of the, “Capture and Reuse Information” heading. When your mouse is to the left or a row of text, the pointer will turn in to a right pointing arrow.

9) Click to the left of the row to select the entire row. When your mouse is to the left of the text, you can also click and drag up or down to select several rows.

10) Move your mouse over any word in the document. Double-click to select the entire word. Word will select everything between two spaces. If you keep your mouse held down on the second click and drag left or right, you will select a word at a time.

11) Make sure no text is selected and move your mouse over any sentence in the document. Hold down [Ctrl] and click to select a whole sentence. Word will select everything between two full stops but this will only work when there is nothing already selected.

12) Move your mouse over any paragraph in the document. Triple-click to select the entire paragraph. Word will select everything between points where the [Enter] key has been pressed.

Tip: If you already have text selected then holding down the [Ctrl] key will allow you to select additional text, even if there is a gap between the areas you are selecting. This allows you to select more than one area at the same time.

Exercise 4. Selecting Text Using the Keyboard

For selecting text using the keyboard, the important key to remember is the [Shift] key. Earlier we looked at ways to move around a document using keyboard shortcuts. If you hold the [Shift] key while using any of the other keyboard shortcuts, Word will select all of the text you move over.

1) Move up to the beginning of the document.

2) Click at the beginning of the, “Work together better” paragraph.

3) Hold down the [Shift] key and press the right arrow key [..]. If you keep pressing the [..] key while holding [Shift] you will increase the amount of text selected.

4) Hold down [Ctrl] and [Shift] at the same time while pressing the [..] key. This will select one word at a time.

5) Press any arrow key without holding down [Shift]. Moving without holding down the [Shift] key will deselect any text you have selected.

6) You can also use extend mode to select text with the keyboard.

7) Press [F8] to activate extend mode. An indicator in the status bar will show that Extend mode is on. While extend mode is turned on. You can select text without having to hold the [Shift] key. Any text you move over will be selected.

8) Once extend mode is selected, press [F8] again to select a whole word. Pressing it again will select a sentence, again for a paragraph and a gain for the whole document.

9) Press [Esc] to turn off extend mode. Press an arrow key to deselect the text. You can also turn extend mode on and off by double-clicking the status bar indicator.

10) Hold down [Ctrl] and press [A] to select the entire document.

11) Deselect the text.

Copying and Moving Text

As part of editing text, it is often necessary to rearrange text in a document using copy and move techniques. The two methods for moving and copying that will be explained in the following exercises are Copy & Paste and Drag & Drop.

The Copy & Paste method uses the Windows Clipboard. The clipboard is a temporary storage tool in Windows that can be used to copy or more information around in a program or even from one program to another. It works by placing information, such as selected text, in the clipboard and then pasting the information where you want it to go.

The Drag & Drop method uses the mouse to drag text from one location and drop it in another location.

Exercise 5. Moving Text Using Cut & Paste

To use Cut & Paste you need to use the following steps.

a. Select the text you want to move.

b. Use the Cut command to place the selected text in the clipboard.

c. Move the insertion point to the position you want the cut text to go.

d. Use the Paste command to place the information from the clipboard in the destination.

1) Make sure you are on the first page of the Word 2003 document and locate the paragraph that begins with, “Designate certain sections”.

2) Select the sentence at the end of that paragraph which says, “Collaborate with confidence.”

3) Use one of the following methods to select the Cut command.

a. Select Cut from the Edit menu.

b. Click your right mouse button on the selected text and select Cut from the right-click list.

c. Click the Cut icon on the toolbar.

d. Use the [Ctrl] [X] shortcut.

When you cut the text, it will be removed from the document as it is placed in the clipboard.

4) Move to the beginning of the paragraph and use one of the following methods to select the paste command.

a. Select Paste from the Edit menu.

b. Click your right mouse button on the selected text and select Paste from the right-click list.

c. Click the Paste icon on the toolbar.

d. Use the [Ctrl] [V] shortcut.

The text will now be placed at the beginning of the paragraph.

Exercise 6. Moving Text Using Copy & Paste

The only difference between the Copy command and the Cut command is that the Copy command will leave a copy of the selected text at the original location while the Cut command will remove it from the original location.

1) Locate the paragraph that begins with, “Work together better”. In that paragraph you will see “™” after, “Microsoft Windows Server”. We will copy this so that it also appears after, “SharePoint”.

2) Select the trademark symbol “™”.

3) Select the Copy command using one of the following methods.

a. Select Copy from the Edit menu.

b. Click your right mouse button on the selected text and select Copy from the right-click list.

c. Click the Cut icon on the toolbar.

d. Use the [Ctrl] [C] shortcut.

4) Move the insertion point so that it is just after the word “SharePoint”.

5) Paste the copied text.

Exercise 7. Drag & Drop Editing

Another simple way to move and copy text is to use the drag & drop method. This is especially useful when you want to quickly move or copy text over short distances in your document.

1) Locate the paragraph that begins with, “Go mobile”.

2) Select the last sentence in the paragraph, from, “You can”, to “send to others” (remember you can hold down [Ctrl] while clicking to select the entire sentence).

3) Move your mouse over the selected text and your mouse pointer will be arrow shaped.

4) Hold your mouse down on the selected text and drag to the beginning of the paragraph. Release the mouse when your mouse pointer is after, “Go mobile.” and, “If you own”.

5) Save changes to the document and close the file.