Lecture Notes Of Class 4
Tables and Table Formatting
Objective:
Learn how to create and format tables to effectively organize and present
business data in MS Word.
1. Introduction to
Tables
Tables are an
essential tool for organizing and presenting data in a structured format. They
allow you to arrange information in rows and columns, making it easier to read
and analyze.
2. Inserting Tables
A. Creating a Basic
Table
- Step-by-Step:
- Open MS Word and create a new document or use an
existing one.
- Place the cursor where you want the table
to appear.
- Go to the Insert tab on the
Ribbon.
- Click on the Table button in the Tables
group.
- Hover over the grid to select the number
of rows and columns you want for your table (e.g., 3x3 for a table with 3
rows and 3 columns).
- Click to insert the table into your
document.
B. Customizing
Table Dimensions
- Adding Rows and Columns:
- Click inside a cell where you want to add
a row or column.
- Go to the Table Tools Layout tab
(appears when you click on the table).
- Use the Insert Above, Insert
Below, Insert Left, or Insert Right buttons to add rows
or columns.
- Deleting Rows and Columns:
- Click on the row or column you want to
delete.
- Go to the Table Tools Layout tab.
- Use the Delete button and select
the appropriate option (e.g., Delete Rows, Delete Columns).
C. Merging and
Splitting Cells
- Merging Cells:
- Select the cells you want to merge by
clicking and dragging across them.
- Go to the Table Tools Layout tab.
- Click on the Merge Cells button.
- Splitting Cells:
- Click on the cell you want to split.
- Go to the Table Tools Layout tab.
- Click on the Split Cells button.
- Specify the number of columns and rows
you want to split the cell into.
3. Formatting
Tables
A. Adding Borders
and Shading
- Borders:
- Click inside the table to select it.
- Go to the Table Tools Design tab.
- In the Borders group, you can
choose different border styles, colors, and widths.
- Click on Borders to select
specific border options (e.g., All Borders, Outside Borders).
- Shading:
- Select the cells you want to shade.
- Go to the Table Tools Design tab.
- Click on the Shading button in the
Table Styles group.
- Choose a color from the dropdown menu to
apply shading to the selected cells.
B. Adjusting Table Layout
and Alignment
- Column Width and Row Height:
- Position the cursor on the border of a
column or row until it changes to a resize cursor.
- Drag the border to adjust the width or
height.
- Text Alignment:
- Select the cells where you want to change
the text alignment.
- Go to the Table Tools Layout tab.
- Use the alignment buttons in the Alignment
group to set horizontal and vertical alignment.
- Table Style Options:
- Click on the table to select it.
- Go to the Table Tools Design tab.
- Choose a style from the Table Styles
group to apply predefined formatting options.
4. Exercise:
Create and Format
a Business Report Table
Step 1: Create the
Table
- Open a new document and save it as
Business_Report_Table_Exercise.docx.
- Insert a table with 4 columns and 5 rows.
- Label the columns as follows: Date,
Project, Status, Comments.
Step 2: Enter Data
- Fill in sample data for each column. For
example:
Date | Project | Status | Comments
------------------------------------------------------
08/01/2024 | Marketing Plan| Completed| Successful launch
08/15/2024 | Sales Training | In Progress| New modules added
08/30/2024 | Product Launch | Not Started| Awaiting final review
Step 3: Format the
Table
- Merge Cells: Merge the top row across all columns and
type "Monthly Business Report."
- Borders and Shading: Add borders to all cells and apply a
light shading color to the header row.
- Adjust Layout: Set column widths to fit the content and
align text within cells as needed.
- Style: Apply a table style from the Table Tools Design tab for a
professional look.
Step 4: Save and
Submit
- Save the document again to preserve your
formatting changes.
- Submit the file as directed by your
instructor or as required.
5. Conclusion
In this class, you
learned how to create and format tables to effectively present business data.
You practiced inserting tables, merging and splitting cells, and applying
various formatting options such as borders and shading. These skills are
essential for organizing and presenting data clearly and professionally in your
business reports.
In the next class, we
will explore how to enhance documents with images, charts, and other graphical
elements to further improve your reports and presentations.
