Lesson 10: Working with Tables and Forms

Learning Objectives After studying this lesson, you will be able to:

Insert a table in a document Modify, sort, and format tables Perform calculations in table Apply built-in table styles Create, modify, and use forms Set editing restrictions in forms

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Introducing Tables Convenient way to lay out tabular data Perform simple calculations Great for resumes, letterhead, or presenting other

data

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Table Basics Tables are made up of cells in a grid Vertical Columns Rows

Select, edit and navigate like other Word elements Tap [Tab] to add a new row

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Inserting Rows Use the table button on the

Insert tab Select number of columns

and rows with grid

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Using Table Tools

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Insert

Merge and split

Distribute columns

Set alignment and text direction

Sort, calculate, and more

Converting Text to Tables Convert text to table

Select text to convert Use command in the Tables Group

> Insert Tab How many columns? How is the data separated?

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Converting Tables to Text Changes a table back to regular text Convert to Text command is in Layout tab under Table

Tools Inserted text must be a table! Choose your separator

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Aligning Data in a Table Data can be aligned horizontally or vertically Text direction can be changed

Commands are in Layout tab > Alignment group

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Merging and Splitting Cells Can merge (join) or split existing cells Merge Cells button in Layout > Merge group Split button

Advanced options available

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Sorting Data in a Table Sort by up to three

levels Choose columns Choose sort order Does the first row

have heading names?

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Important! Heading names will sort with the rest of the data if No Header Row is selected.

Inserting Rows and Columns Insert commands are in Layout > Rows & Columns

group Insert columns to the left or right Insert rows above or below Select the same number of columns you with to insert

Example: To insert two rows, select two rows and then insert

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Add Borders and Shading to Tables Use the Borders and Shading dialog box Use the Shading and Borders drop-downs in Design >

Table Styles

Buttons remember the last setting in a document

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Performing Calculations in Tables Use the Formula dialog box

in Layout > Data > Formula Formulas are constructed Choose a number format Paste common functions like

SUM and AVERAGE

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Constructing Formulas Arithmetic

+, -, /, *

Cell addresses Columns are labeled by letters, rows are labeled by

numbers Each cell has an address: A1, A2, B3, and so on

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Constructing Formulas Functions

Calculations such as SUM and AVERAGE A function is followed by a range of cell addresses

joined by a colonExample: Select cells B2, B3, B4, B5, and B6 is the range

B2:B6

Directions: ABOVE, BELOW, LEFT, and RIGHT Functions can operate with directions instead of cell

addresses

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Sizing Rows and Columns Drag gridline to adjust Drag column/row markers to adjust Distribute Rows and Columns with buttons on the

Layout tab > Cell Size group

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Gridline

Column marker

Using Table Styles to Format a Table Use the Tables Styles group on the Design tab Choose from a variety of prepared formats Formats apply borders, shading, and more Check options to apply to all or part of the table

Scroll through styles Preview before applying18

Working with Forms Forms collect data Printed forms exist on paper Electronic forms are filled out in Word

They can be transmitted by network or email

Internet-based forms are filled out on a web browser Data is stored in a database

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Setting Up Forms Same tools and techniques as other Word documents Tables help set up forms in an orderly manner The Controls group on the Developer tab contains

form design tools:

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Understanding Form Fields Fields are made up of controls Controls determine the type and style of data entry Three types of controls:

Content Legacy (for use with older Word versions) ActiveX for web page forms and documents

Forms can be protected to keep others from changing them

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Understanding Form Fields Control types are found on the Developer tab Make the Developer tab appear by checking

the box in the Word Options dialog box Open Word Options by right-clicking any tab

Content controls include rich text, plain text, drop-down lists, checkboxes, date pickers, and more

Text is the most common type for names and addresses

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Checkbox and Drop-Down List Fields Text responses can be difficult to analyze Limit responses to certain choices

Checkboxes are simple Yes/No answers Drop-down boxes provide a list of responses

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Applying Field Properties Data can be restricted by length or format to make

data easier to analyze Word can automatically format data like dates or

phone numbers so that they are uniform Use Developer > Controls > Properties to set these

options

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Protecting and Distributing Forms Restrict editing to prevent others from changing a

form Choose Developer > Protect > Restrict Editing Protect electronic forms so users cannot change them

after they receive the form in email

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Lesson 10: Working with Tables and Forms