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

2

Introducing Tables

Convenient way to lay out tabular data

Perform simple calculations

Great for resumes, letterhead, or presenting other

data

3

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

4

Inserting Rows

Use the table button on the

Insert tab

Select number of columns

and rows with grid

5

Using Table Tools

6

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?

7

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

8

Aligning Data in a Table

Data can be aligned horizontally or vertically

Text direction can be changed

Commands are in Layout tab >

Alignment group

9

Merging and Splitting Cells

Can merge (join) or split existing cells

Merge Cells button in Layout > Merge group

Split button

Advanced options available

10

Sorting Data in a Table

Sort by up to three

levels

Choose columns

Choose sort order

Does the first row

have heading

names?

11

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

12

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

13

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

14

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

15

Constructing Formulas

Functions

Calculations such as SUM and AVERAGE

A function is followed by a range of cell addresses

joined by a colon

Example: 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

16

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

17

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

19

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:

20

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

21

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

22

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

23

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

24

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

25

Lesson 10: Working with Tables and Forms