creating tables

© 2008 The McGraw-Hill Companies, Inc. All rights reserved.

M I C R O S O F T ®

Creating TablesCreating Tables

Lesson 5

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved.THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved.

ObjectivesObjectives

• Create a table• Draw a table• Modify a table structure• Align text and numbers• Enhance the table• Create a tabbed table




Lesson 5

Creating a TableCreating a Table

1


Insert a TableInsert a Table

• From the Insert tab, in the Tables group, choose the Insert Table button.

• Drag your pointer down and across (such as down three squares and across four squares to define a 4x3 Table—four columns by three rows).


Navigate in a TableNavigate in a Table

• Click the cell with the I-beam.

• Use the arrow keys• Press <Tab> to move

forward or <Shift> + <Tab> to move backward


Select Table StylesSelect Table Styles

• A Table Style is a combination of formatting options, including color combinations, based on theme colors.

• The Table Styles gallery is found on the Table Tools Design tab in the Table Styles group.


Apply Table Style OptionsApply Table Style Options

• Header Row—emphasizes the first row of the table

• Total Row—emphasizes the last row of the table• Banded Rows—alternating striped rows• First Column—emphasizes the first column of

the table• Last Column—emphasizes the last column of

the table• Banded Column—alternating striped columns




Lesson 5

Drawing a TableDrawing a Table

2


Use Pencil Pointer to Draw a TableUse Pencil Pointer to Draw a Table

• From the Insert tab, in the Tables group, click the Table button, and choose Draw Table.

• Drag the Pencil pointer diagonally down and across to create a rectangle the approximate size of the table’s outside border.

• Draw horizontal and vertical lines within the table to divide it into columns and rows.


Change Table Text DirectionChange Table Text Direction

• From the Table Tools Layout tab, in the Alignment group, select the Text Direction button.

• From the Home tab, in the Paragraph group, select the Text Direction button.


Apply Shading and BordersApply Shading and Borders

• Applying shading involves two steps:– First, select the cells

you want to shade.– Second, click the

Shading button and choose the shading you wish to apply.

• Applying table borders is a three-step process:– First, select the cells that

need a border.– Second, select the

border style, width, and color you want.

– Third, click the Borders button and choose an option from the drop-down list.


Change Border and Shading ColorsChange Border and Shading Colors

• Select any table cell then from the Table Tools Design tab, in the Draw Borders group, click Pen Style, choose a style and other pen options.– Right-click in the table and choose

Select Table.– Click the drop-down list for the Borders

button, and choose Inside Borders, Outside Borders, or All Borders

• To apply shading, select the cellsthen use the Shading button to choose an appropriate color.


Erase Cell BordersErase Cell Borders

• From the Table Tools Design tab, in the Draw Borders group, choose the Eraser.

• Click each of the borders between cells that you want to remove. As you click each border, it disappears.

• Press <Esc> to turn off the Eraser.




Lesson 5

Modifying Table StructureModifying Table Structure

3


Insert and Delete Rows and ColumnsInsert and Delete Rows and Columns

• From the Table Tools Layout tab, in the Rows & Columns group, choose an option.

• Right-click a cell in the table and use commands on the short-cut menu.

• If you are in the last cell of the table, press <Tab> to add a row below.


Merge and Split CellsMerge and Split Cells

• Merge Cells– Remove cell borders

using the Eraser. – Use the Merge Cells

button on the Table Tools Layout tab in the Merge group.

– Right-click the selected cells and choose Merge Cells from the short-cut menu.

• Split Cells– Draw a line through

them with the pencil pointer.

– Use the Split Cells button on the Table Tools Layout tab in the Merge group.

– Right-click the cell and choosing Split Cells from the short-cut menu.


Apply a Diagonal BorderApply a Diagonal Border

• Position the pencil tool near, but not touching, one corner of a cell then draw a diagonal line across to the opposite corner.


Distribute Column Width and Row HeightDistribute Column Width and Row Height

• From the Table Tools Layout tab, in the Cell size group, use the Distribute Columns button to adjust several columns to be the same width.

• The Distribute Rows button adjusts several rows to be the same height.




Lesson 5

Aligning Text and NumbersAligning Text and Numbers

4


Align Text and Numbers HorizontallyAlign Text and Numbers Horizontally

• Text is aligned horizontally within cells in the same manner that you align text in other PowerPoint objects. – Use the alignment buttons on the Home tab, in the

Paragraph group.– Right-click to access the floating font group.


Change the Vertical Position of Text in a CellChange the Vertical Position of Text in a Cell

• From the Tables Tools Layout tab, in the Alignment group, click one of these buttons: – Align Top– Center Vertically– Align Bottom


Use Margin Settings to Adjust the Position of Text in a CellUse Margin Settings to Adjust the Position of Text in a Cell

• Do not use the <Spacebar> to indent text for horizontal alignment in a cell.

• For precise control, use the cell’s margin settings, combined with horizontal and vertical alignment.


Resize a TableResize a Table

• To resize the entire table, drag one of the sizing handles.

• When dragging the sizing handles, be sure the pointer is not the pointer used for changing column width or row height.




Lesson 5

Enhancing the TableEnhancing the Table

5


Apply and Modify a Cell Bevel EffectApply and Modify a Cell Bevel Effect

• The Cell Bevel effect is a dimensional effect that makes cells look raised and rounded or pressed in. – The Cell Bevel effect is

on the Table Tools Design tab, in the Table Styles group, under the Effects button.


Apply and Modify a Shadow EffectApply and Modify a Shadow Effect

• The Shadow effect can be applied from the Table Tools Design tab, in the Table Styles group, under the Effects Button.– Transparency—controls how much of the background

colors shows through the object.– Size—the dimension of the shadow in relationship to

the picture size (it must be over 100% to be visible).– Blur—affects the soft edge of the shadow.– Angle—controls the direction of the shadow (as

though you were shining a light on the object).– Distance—controls the distance between the object

and the shadow.


Apply and Modify a Reflection EffectApply and Modify a Reflection Effect

• The Reflection effect makes the table appear to be reflecting on a body of water or a mirror. – The Reflection effect is

found on the Table Tools Design tab, in the Table Styles group, under the Effects button.


Insert a Picture and Apply Gradient ShadingInsert a Picture and Apply Gradient Shading

• Select one cell, a selection of cells, or an entire table. • To apply picture shading:

– From the Table Tools Design tab, in the Table Styles group, click the Shading button and choose Picture.

– Locate your file and double-click on the filename to insert the picture.

• To apply gradient shading:– From the Table Tools Design tab, in the Table Styles group, click

the Shading button and choose Gradient.– Choose from Light Variations or Dark Variations as appropriate

to make the table easier to read and the data easier to interpret.




Lesson 5

Creating a Tabbed TableCreating a Tabbed Table

6


Set and Edit TabsSet and Edit Tabs

• To set your own tabs, click to choose the Tab Type you need: – Left align

– Center

– Right align

– Decimal align

• Click the ruler where you want to set a tab.


Create a Tabbed TableCreate a Tabbed Table

• Set a series of tabs within a text box. – Plan for spacing– Plan for alignment

• Enter text using the set tabs.




Lesson 5 SummaryLesson 5 Summary


Lesson 5 Summary—1 Lesson 5 Summary—1

• Tables offer a convenient way to quickly organize material on a slide.

• Use the Insert table button to insert a table or “draw” a table directly on a slide by using the Draw Table button.

• Tabbed tables are another effective way to present information.

• Before you can apply special formatting to table cells, you must first select those cells. You can select individual cells, groups of cells, or the entire table.

• Use the buttons on the Table Tools Design tab, in the Table Styles group, to apply fill effects and border effects to individual cells, a group of cells, or the entire table.


Lesson 5 Summary—2 Lesson 5 Summary—2

• Change the overall size of a table by dragging one of its sizing handles with a two-pointed arrow.

• Change the width of a column by dragging or double-clicking its border. Change the height of a row by dragging its border.

• Rows and columns can be easily inserted or deleted as you develop a table.

• While keying text in a table, a quick way to insert a new row at the bottom is to press when you reach the last table cell.


Lesson 5 Summary—3Lesson 5 Summary—3

• Occasionally, you might want one row or column to have more or fewer cells than the others. You can make this happen by merging a group of cells or splitting an individual cell into two cells.

• A diagonal line can be added to a cell to make it appear to be split into two cells.

• Before applying a border to cells or the entire table, choose the border style, border width, and border color from the Table Tools Design tab. Then select cells and choose an option from the Borders button drop-down list or the Pencil Pointer to apply.



• Use the text alignment buttons on the Home tab in the Paragraph group to control the horizontal position of text in a cell.

• Use the Align Top, Center Vertically, and Align Bottom buttons on the Table Tools Layout tab in the Alignment group to control the vertical position of text within a cell.

• To fine-tune the horizontal or vertical position of text, change a cell’s margin settings by using the Cell Margins button on the Table Tools Layout tab in the Alignment group.

• Add and modify 3-D effects by selecting the table and clicking the Effects button on the Table Tools Design tab.



• Click the Tab Type button on the left edge of the ruler to change the type of tab. – The button cycles through four tab types: left-aligned,

centered, right-aligned, and decimal.

• Create a tabbed table by using a text box and setting tabs to control how the information is indented. Remove tabs or move tabs as needed by clicking and dragging.

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