Presenting Information in Tables and Columns

Advanced Training for Microsoft Office Word 2003

Presenting Information in Tables

1	To create a blank table, click the Table menu, point to Insert, and then click Table.
2	To set the number of columns and rows in the table, be sure that 5 is displayed in the Number of columns box, click the Number of rows up arrow three times, and then click OK.
3	To select the first row, point to the selection area to the left of it, and then click when the pointer shape changes to an arrow.
4	To combine the cells in the first row into one cell, click the Table menu, and then click Merge Cells.
5	To insert a title for the table in the first row, for the purposes of this exercise, press SPACEBAR, and the title will be typed for you.
6	To enter text in the first cell of the second row and move the insertion point to the next cell, click the cell, press SPACEBAR and wait for text to be inserted for you, and then press the TAB key.
7	To insert the remaining entries in the second row and the entries in the third row, press SPACEBAR, and the entries will be inserted for you.
8	To add two rows, drag down the selection area to the left of the fourth and fifth rows to select the rows, click the Table menu, point to Insert, and then click Rows Below.
9	To start combining the first four cells in the last row, click the first cell in the row, hold down the SHIFT key, press the RIGHT ARROW key four times, and then release the SHIFT key.
10	To combine the first four cells in the last row into one cell, click the Table menu, and click Merge Cells.
11	To enter text in the new row, press SPACEBAR, and text will be typed for you.
12	To add another row with the same structure as this one, press TAB twice.
13	To finish building the table, press SPACEBAR, and cells and text will be entered for you.
14	To select existing text that you need to convert into a table, click once below the scroll box in the vertical scroll bar, click to the left of Order Amount, hold down the SHIFT key, click to the right of $15.95, and then release the SHIFT key.
15	To start the conversion, click the Table menu, point to Convert, and then click Text to Table.
16	To complete the conversion, in the Convert Text to Table dialog box, be sure that 2 is displayed in the Number of columns box, and click OK.
17	To clear the cell selection and see your results, click the blank area to the right of the new table.
18	To adjust the right column's width to fit its entries, point to the right frame of the table, and when the pointer shape changes to a set of opposing arrows, double-click the frame.
19	To start sorting a table's data, click once below the scroll box in the vertical scroll bar, click to the left of Special Delivery in the first row of the special delivery table, click the Table menu, and then click Sort.
20	To set the column to sort on, in the Sort dialog box, click the Sort by arrow, and then click Fee.
21	To sort the information in the table, click the Descending option, make sure the Header row option is selected, and then click OK.

Formatting Table Information

1	To begin setting the properties for the table, in The Garden Company Herb Plant Order Form table, click to the left of Page #, click the Table menu, and then click Table Properties.
2	To adjust the size of the table, in the Size area, select the Preferred width check box. In the Preferred width box, triple-click to select 0".
3	To specify the width, for the purposes of this exercise, press SPACEBAR to have the number typed for you, and then click OK.
4	To begin creating a new style for a table, click the Format menu, click Styles and Formatting, and then click New Style.
5	In the Name text box, notice that the default name, Style1, is selected by default. To specify a name for the style, press SPACEBAR to have the name typed for you.
6	To specify the style type, click the Style type list arrow, and then click Table.
7	To select the text to which the style should be applied, in the Formatting area, click the Apply formatting to list arrow, and then click Last row.
8	To make the text bold, in the Formatting area, click the Bold button. To change the font color, click the Font Color list arrow, click the Red square, as indicated, and then click OK.
9	Verify that the mouse pointer is to the left of Page #. In the Styles and Formatting task pane, in the Pick formatting to apply list, click Table Style.
10	Notice that the style has been applied to the Total row. To close the Styles and Formatting task pane, click the Close button.
11	To select the first row of The Garden Company Herb Plant Order Form table, point to the left of the first row until the mouse pointer changes to an arrow and click to select the row.
12	To begin formatting the font, click the Format menu, and then click Font. To change the font, in the Font list, click once above the scroll box, and then click Tahoma.
13	To change the font size, in the Size list, click once below the scroll box, click 14, and then click OK.
14	To center the text, on the Formatting toolbar, click the Center button.
15	To add shading to the selected row, click the Format menu, click Borders and Shading, and then click the Shading tab. In the Fill area, click the Yellow square, as indicated, and then click OK.
16	To select the last four rows of the table, point to the left of the seventh row until the mouse pointer changes to an arrow, click the mouse button, and drag the pointer to the last row.
17	To align the text, on the Formatting toolbar, click the Align Right button.
18	To apply a predefined format to the next table, click to the left of Order Amount, click the Table menu, and then click Table AutoFormat.
19	In the Table styles list, click Table List 8, and then click Apply.
20	Notice that Word formats the table in yellow and red. To view the Special Delivery table, click once below the vertical scroll box.
21	To begin applying a border to the table, click to the left of Special Delivery, click the Format menu, and then click Borders and Shading.
22	In the Borders and Shading dialog box, click the Borders tab.
23	In the Setting area, verify that All is selected. To apply a border style, in the Style list, click once below the scroll box, and then click the double-line style, as indicated.
24	To set the border color, click the Color list arrow, click the Red square, as indicated, and then click OK.
25	Notice that Word adds a red double border to the entire table. To save the changes made to the document, on the Standard toolbar, click the Save button.

Working with Formulas and Objects

1	To begin adding a formula to a cell, click the cell in the lower-right corner of the table, as indicated, click the Table menu, and then click Formula.
2	Notice that the Formula box shows the formula =SUM(ABOVE). To apply a format for positive and negative currency values, click the Number format list arrow, and then click the third option in the list.
3	In the Number format box, drag from left to right to select the indicated text, and then press DELETE.
4	In the Number format box, drag from left to right to select the indicated text, press DELETE, and then click OK.
5	Notice that Word displays the total cost of the furniture in the cell. To move to the end of the document, hold down the CTRL key, and press END. To insert a blank line, press ENTER.
6	To begin inserting a new object, click the Insert menu, and then click Object.
7	Verify that the Create New tab is active. To insert an object, in the Object type list, click Microsoft Excel Worksheet, and then click OK.
8	Notice that Word inserts a new Excel worksheet in the document. To deselect the Excel worksheet, click the blank area to the right of the worksheet.
9	To undo the changes that you have made, click the Edit menu, and then click Undo Object.
10	To begin embedding an existing object, click the Insert menu, click Object, click the Create from File tab, and then click Browse. Click the Garden Company folder, and then click Open.
11	To insert the Amortization Schedule file, double-click the Letters folder, click the Amortization Schedule file, and then click Insert.
12	Verify that the Link to file and Display as icon check boxes are cleared, and then click OK.
13	Notice that the Excel worksheet is inserted in the document. To see the beginning of the inserted worksheet, click once above the vertical scroll box.
14	To activate the inserted sheet, position the mouse pointer to the left of Payment Schedule and double-click.
15	To change the loan amount, click cell B4, and for the purposes of this exercise, press SPACEBAR to have the amount typed for you. To view the changes to the worksheet, press ENTER.
16	Notice that Excel recalculates the data in the table to show the payment schedule for a $10,000 loan. To deactivate the worksheet, click the area above the worksheet.
17	To move to the end of the document, hold down the CTRL key, and press END. To insert a blank line, press ENTER.
18	To begin linking the document to an existing worksheet, click the Insert menu, click Object, click the Create from File tab, and then click Browse. Click the Garden Company folder, and click Open.
19	To insert the Transaction Data file, double-click the Reports folder, click the Transaction Data file, and then click Insert.
20	To maintain a link or a direct connection to the Excel worksheet, select the Link to file check box, and then click OK.
21	Notice that the Excel worksheet is inserted in the document. To activate the inserted sheet, position the mouse pointer to the left of Morning and double-click on the sheet.
22	Notice that the Transaction Data file opens in Excel. To maximize the Excel window, click the Maximize button on the Microsoft Excel title bar.
23	To change the data for Week 1, click cell B2, and press SPACEBAR to have the number typed for you.
24	To save the Transaction Data file, on the Standard toolbar, click the Save button. To close Excel, on the Microsoft Excel title bar, click the Close button.
25	To save the Furniture Proposal document, on the Standard toolbar, click the Save button. To close the document, click the Close button of the Furniture Proposal document.
26	To check if the changes you made are reflected in the linked document, on the Standard toolbar, click the Open button, click the Garden Company folder, and then click Open.
27	To open the Furniture Proposal document, double-click the Letters folder, double-click Furniture Proposal, and then click Yes on the dialog box that appears.
28	To verify that the data for the Morning of Week 1 has changed to 30, click four times below the scroll box.