TABLES AND COLUMNS IN MS-WORD!
A Table is a structure used for arranging the data in a rectangular area, in rows and columns. A table is partitioned into ‘n’ small rectangular areas, called cells. We use tables for presenting information in side-by-side columns. For e.g., a Price List, Invoice or a Resume. The basic operations that must be known when working with tables are:- Creating a Table and entering data into it
- Cell selection and manipulation and
- Formatting the entire Table structure
Table Creation
A table consists of ‘n’ rows and ‘m’ columns. The area of intersection of a column and a row is called a Cell. Lines drawn in between cells distinguish one cell from another.
The lines drawn inside and around the table for making its structure are called Gridlines. They are invisible naturally. When solid lines are used as gridlines they give a visible appearance to the structure of the table.
In a table, column positions are marked by column markers, which separate one column from another. Indents are displayed for each and every column so that margins can be set for them individually.
Procedure for creating a table
Use ‘Table --> Insert --> Table’ menu command to insert a new table at a specified location. In the ‘Insert Table’ dialogue box, mention the number of rows and columns of the new table, and press OK to create it.
(or)
Use ‘Tables and Borders’ toolbar, which is available under “View --> Toolbars” menu command to draw or insert a new table. Using the drawing tools given in the toolbar, we can draw a table. Also available in the tool bar is “Insert Table” button, which will popup the “Insert Table Dialogue box” for drawing a new table.
Cell Selection and Manipulation
After creating a table, data can be entered into the cells in it. Navigation between cells can be done using the Tab key or Arrow keys. Row height increases automatically to accommodate as much as data as we enter. Pressing enter in a cell, starts a new paragraph inside it.
Cell selection is done by placing the cursor inside the cell or by selecting the text in it. ‘Table --> Select’ menu command is also there for cell selection. Group of cells can be selected row wise or column wise. Selected cells can be manipulated as given below:
- Merging / Splitting cell(s) in a row(s)/Column(s)
- Inserting / Deleting row(s)/Column(s) and
- Aligning cells as per the requirement
Merging a group of cells means combining two or more cells to become one, whereas Splitting a cell means partitioning a single cell into many. Inserting/Deleting a row(s) or a Column(s) will insert/delete an entire row(s)/column(s) in the table. “Table” menu commands as well as short cut menu commands are available for inserting, deleting and merging the cells in a table.
Cell alignment means aligning the text in a cell and it can be done using the “Alignment” tools available in the formatting toolbar or using the alignment tabs. The decimal tab is used for aligning decimal numbers in a cell. Apart from normal alignment, cells can also be aligned vertically. A cell can be aligned vertically to align the text at the top, center or bottom of the cell. Use ‘Table --> Table Properties --> Cell Tab’ for selecting the desired vertical alignment for aligning the text vertically.
Formatting the Table Structure
Formatting the structure of the table includes: changing the border of the table, aligning the table to the left, right or center of the page, and changing the background color of the cells etc. Table formatting can be done by setting the various properties of the table in the ‘Table Properties’ dialogue box (or) by choosing any one of the standard formats given in Word.
For formatting a table structure, move the cursor over the table to have a handle at the left top corner of it. Select the table by clicking on the handle and use one of the following methods: Select ‘Table --> Table Properties’ for setting the various properties of the table to format its structure. Or select ‘Table --> Table Auto Format’ to quickly apply any one of the standard formats, which are already predefined in Word application.
Column Setup
Column Settings are used for partitioning the entire page into ‘n’ number of equal portions horizontally. The entered text fills the page, column wise. First column is filled first, then the second column, then the third and so on. Each and every column can be manipulated separately.
Select ‘Format --> Columns’ menu command. The Column settings dialogue box will appear, in which you can set the number of columns, space between columns and the lines to be drawn in between columns etc.
