Presenting Information in Tables and Columns

Core Training for Microsoft Office XP

Presenting Text in a Table

1	To insert a new table, click the Table menu, point to Insert, and then click Table.
2	To create a table containing five columns and five rows, in the Insert Table dialog box, next to Number of rows, click the Up arrow three times (until 5 is displayed) and then click OK.
3	To select the first row, click the selection area just to the left of the first row.
4	To combine the cells in the first row into one long cell, click the Table menu and then click Merge Cells.
5	To enter a title into the merged first row and then move to the next row, type The Garden Company Herb Plant Order Form and then press the TAB key.
6	In the first cell in the second row, type Page No. and then press TAB.
7	To finish entering labels into this row, type Description, press TAB, type Quantity, press TAB, type Unit Price, press TAB, type Total, and press TAB.
8	To enter items into the next row, type 25, press TAB, type Lemon Basil, press TAB, type 3, press TAB, type 2.29, press TAB, and then type 6.87.
9	To add two new rows below the fifth row, you will first need to select two existing rows. To do so, point to the selection area at the left end of the fourth row, hold down the left mouse button, drag the mouse pointer to the selection area to the left of the fifth row, and release the mouse button.
10	Click the Table menu, point to Insert, and then click Rows Below.
11	To select the first four cells in the last row and merge them into one long cell, click the first cell in the last row, hold down the SHIFT key, press the RIGHT ARROW key four times, and release the SHIFT key.
12	Click the Table menu, and then click Merge Cells.
13	To enter text into the merged cell, type Total Order Amount and press the TAB key.
14	To create a new row with the same format as the last row, press the TAB key again.
15	To enter text into the first cell of the new row and then create a similar row below it, type Add Shipping and Handling Fee and then press the TAB key twice.
16	To enter text into the first cell of the new row and then create another row below it, type Add Delivery Service Fee, if necessary and then press the TAB key twice.
17	Type Total Amount Due.
18	To convert a paragraph of existing text into a table, click to the left of the text that begins Shipping and Handling, press the SHIFT key on your keyboard, click to the right of $15.95, and release the SHIFT key.
19	Click the Table menu, point to Convert, and then click Text to Table.
20	To make the size of the table's cells just large enough to fit their contents, in the Convert Text to Table dialog box, in the AutoFit behavior section, click AutoFit to contents and then click OK.
21	To move to the next table on the page, click once beneath the scroll box in the vertical scroll bar, and then in the next table, click to the right of the phrase Delivery Services.
22	To sort the items in this table in descending order of price, click the Table menu and click Sort.
23	In the Sort dialog box, in the Sort by section, click the Down arrow for the first box, click (Column2), then at right, click the Descending option, and click OK.
24	To see how this page will look when printed, click the View menu and then click Print Layout.
25	To bring all three tables into view at once, click once above the scroll box in the vertical scroll bar, then click the Scroll Down arrow 5 times.
26	To move the Delivery Services table up and to the right of the Shipping and Handling Fees table, hold the mouse pointer over the Delivery Services table until you see the Select Table button appear at its upper-left corner.
27	Point to the Select Table button, hold down the left mouse button, drag the outline of the table up and to the right until the top of the Delivery Services table aligns approximately with the top of the Shipping and Handling Fees table, and the right side of this table aligns approximately with with the right side of the table above it, and release the mouse button.
28	To increase the size of the Delivery Services table so that it matches the Shipping and Handling Fees table, point to the Delivery Services table, and then, in the lower-right corner, point to the square selection handle, hold down the left mouse button, drag it down until the lower edge of this table aligns approximately with the lower edge of the table to its left, and release the mouse button.

Formatting a Table

1	To change the font and font size used in the title row of the Order Form table, click the selection area just to the left of the first row.
2	On the Formatting toolbar, in the Font box (which currently reads Times New Roman), click the Font down arrow and then click Arial.
3	On the Formatting toolbar, in the Font Size box (which currently reads 12), click the down arrow and then click 16.
4	To center this same text and make it appear bold, on the Formatting toolbar, click the Center button and then click the Bold button.
5	To add a yellow background color to the selected cell, click the Format menu and click Borders and Shading.
6	In the Borders and Shading dialog box, click the Shading tab.
7	In the Fill color palette, click the Light Yellow box (last row, third box from left) and then click OK.
8	To format the text in the third row so that it appears in italics, click the selection area to the left of the third row.
9	On the Formatting toolbar, click the Italic button.
10	To change the color of text in this row to red, on the Formatting toolbar, click the Font Color down arrow, then in the color palette that appears, click the Red box (third row from top, first box on left).
11	To align the text in the last four rows of the table along the right margin, click to the left of the row that says Total Order Amount, hold down the SHIFT key, click to the left of the last row (Total Amount Due), and release the SHIFT key.
12	On the Formatting toolbar, click the Align Right button.
13	To apply a predesigned format to the Shipping and Handling table, click at the end of the phrase Shipping and Handling.
14	Click the Table menu, and click Table AutoFormat.
15	In the Table styles list, click twice beneath the scroll box in the scroll bar, and click Table List 8.
16	In the Apply formats to section (at the bottom of the dialog box), click Last Row to remove the check mark from this check box, and then click Apply.
17	To format the Delivery Services table, click in the first cell of that table, to the right of the word Services.
18	Click the Format menu, click Borders and Shading, and then click the Borders tab.
19	In the Style list, click the down scroll arrow twice and then click the double line border style.
20	Click the Color down arrow, and in the color palette that appears, click the Red box (third row from top, first box), then click OK.

Working with Data in a Table

1	To calculate the total price for all furniture proposed for purchase, click in the lower-right cell of the Furniture table (the cell to the right of Total Amount).
2	Click the Table menu, and click Formula.
3	To accept the formula as shown, which will add the numbers in the cells above the current cell, click OK.
4	To move the insertion point to the end of the document, hold down the CONTROL key and press the END key on your keyboard.
5	To embed an Excel worksheet into this Word document, click the Insert menu and click Object.
6	In the Object dialog box, click the Create from File tab and then click the Browse button.
7	In the Browse dialog box, double-click the Accounting folder, click the Excel file Payment Schedule, and click Insert.
8	In the Object dialog box, click OK.
9	To see the beginning of the inserted Excel worksheet, press the PAGE UP key on your keyboard.
10	To activate the Excel worksheet so that you can recalculate some of the data it contains, double-click anywhere in the new table.
11	To update the payment schedule with costs for a loan of $10,000, click cell B4, ($7,500.00), type 10000, and then press the ENTER key.
12	To deactivate the embedded worksheet, click at the end of the paragraph just above the worksheet table (after the word years).

Presenting Text in Columns

1	To present the text in this document in four columns, click the Format menu and then click Columns.
2	In the Columns dialog box, in the Number of columns box, click the Up arrow three times (until 4 is displayed), and then click OK.
3	To select all the text in the document, click the Edit menu and then click Select All.
4	To align the text in the columns equally to the left and right margins, on the Formatting toolbar, click the Justify button.
5	To deselect the text, click at the end of the first paragraph of text (to the right of small).
6	To display more of the document in the document window, on the Standard toolbar, click the Zoom down arrow and then click 75%.
7	To resize the columns, thus decreasing the amount of white space on the page, on the horizontal ruler at the top of the document window, point to the Right Margin indicator for the second column (the gray bar to the right of the 4 inch mark), hold down the left mouse button, drag the Right Margin indicator 1/8 inch (one tick mark) to the right, and then release the mouse button.
8	To offset the text in a special note from the rest of the step text, in the third paragraph, click at the end of the word NOTE:.
9	To indent all lines except the first line of text in the NOTE paragraph, on the horizontal ruler, point to the Hanging Indent marker (the lower triangle at the 0 inch mark), hold down the left mouse button, drag the Hanging Indent marker 1/8 inch (one tick mark) to the right, and then release the mouse button.
10	The F4 key on your keyboard allows you to repeat the last action taken. To apply the hanging indent format to another NOTE paragraph, in the third column, first full paragraph, click at the end of the word NOTE: and then press the F4 key.
11	To scroll down the page, click once beneath the scroll box in the vertical scroll bar.
12	To divide the columns more evenly across the page, you can insert a column break so that text after the break moves to the top of the next column. To do this, in the last paragraph of column two, click to the left of the text Step 5.
13	Click the Insert menu, and then click Break.
14	In the Break dialog box, click Column break and then click OK.
15	To repeat the last action, this time moving the Step 6 paragraph to the top of the fourth column, click to the left of the text Step 6 and then press the F4 key on your keyboard.
16	To display the page in the Print Preview window so that you can see the layout of the entire page at once, on the Standard toolbar, click the Print Preview button.
17	To return to the previous view of the page, on the Print Preview toolbar, click the Close Preview button.