Guide to Using Tables in Microsoft Word®
Back to Guides to Using Microsoft Word®
PLEASE READ BEFORE USING MICROSOFT WORD®
USING TABLES
  • Tables are useful for displaying text in columns and rows:
      January Sales February Sales

    Store #1

    $15,000.00 $14,750.00
    Store #2 $12,500.00 $17,350.00
    Total $27,500.00 $32,100.00

  • Tables, however, can be more imaginative. They can be designed with columns and rows surrounded by borders with shading or colors to indicate different sections:

     

    January Sales

    February Sales

    Store #1 $15,000.00 $14,750.00
    Store #2 $12,500.00 $17,350.00
    Total $27,500.00 $32,100.00

  • Follow these steps to insert a table like the one above in your document:
    1. Click the location in your document where you want to place the table.
    2. Click Table on the menu bar and then Insert Table….
      Insert Table
    3. When you see the Insert Table dialog box, click 3 columns and 4 rows. (If you need more columns or tabs later, you can add them.)
      Insert Table Dialog Box
    4. Click the OK button to insert the table in your document. The table will appear with grid lines, as shown below, to indicate each cell in the columns and each cell in the rows. These grid lines are displayed only to show you where to enter data. They do not necessarily appear on the printed page unless you choose to add the borders of 1/2 point or 3/4 point lines (or other size and color). The size and style of the lines can be modified as described below under "Creating Borders and Shading in a Table."
           
           
           
           

    5. Click the cell in the 2nd column of the 1st row and type "January Sales." Click the cell in the 3rd column (or press the Tab key or right arrow key) and type "February Sales."
        January Sales February Sales
           
           
           

    6. Click the 1st cell of the 2nd row and type Store #1. Use your mouse to click the cell under that (or use your down arrow key) and type "Store #2." Follow a similar procedure and type "Total" in the last cell in the 1st column.
        January Sales February Sales
      Store #1    
           
           

    7. Click the left tab icon Left Tab to the left of the ruler on the screen and click that button three times until the decimal tab icon Decimal Tab appears. Then click and hold your left mouse button on the cell in the 2nd column, 2nd row. Then drag your mouse down to select the last three cells in the 2nd column.

      Set Decimal Tab
    8. Now click the location on the light-gray line below the numbers on the ruler where you want to set the decimal tab. Follow a similar procedure for the last three cells of the 3rd column of the table. Then enter the numbers you see in the table above for Store #1 and #2. Note: When you type the decimal point when entering the sales amounts, your numbers will be automatically aligned wherever you placed the decimal tab.
    9. Click the blank cell in the "Total" row for the "January Sales" column. Then click Table on the menu bar, and the Table menu will appear on your screen, as shown below. When the Table menu appears, click Formula… on the Table menu.

      Table Menu/Formula

    10. The Formula dialog box will appear. Click the OK button to insert the =SUM(ABOVE) formula. This will automatically calculate the sum of the numbers in the column.
      Sum Above
    11. Click the "January Sales" cell and drag your mouse across to "February Sales" to select the text in those cells.
    12. Click the Bold button Bold to make the text bold and the Center button Center to center the text in those cells. These button are located on the Formatting toolbar near the top of your desktop screen.
    13. Click the "Store #1" cell and drag your mouse down to the "Total" cell.
    14. Click the Bold button Bold to make the text bold.
    15. Follow the steps below if you would like to place background shading in the headings of your table and if you would like to modify the line style of the outside border of your table.

CREATING BORDERS AND SHADING IN A TABLE
  • Follow these steps to place borders and shading around and within the table you have just created:
    1. Click View on the Menu bar of your desktop screen. When the View menu appears, click Toolbars on the View menu. Then click the Tables and Borders option.
      View Tables and Borders Tool Bar
    2. When the Tables and Borders toolbar appears, use your mouse to click and drag across the headings of your table if you would like make them appear as white text on a black background (or a gray background with black or some other color text), as shown below.
      Tables and Borders Tool Bar
    3. Click the down arrow to the right of the Shading icon Shading Icon and then choose the "Black" option from the Shading dialog box as shown below. Your text will then appear bold white (since it was already bold from Step 13 above) on a black background.
      Shading Dialog Box
    4. Click any cell in the table and click Table on the menu bar. Then click Select Table. The entire table will be selected; the text and numbers in your table will then appear highlighted in white against a black background. With the table selected, follow the steps below to place a double line around the outside of the table.
      Select Table
    5. To place a thicker, double black line around the entire border of your table while leaving the inside lines single 1/2 point, then click Line Style button on the Tables and Borders tool bar:
      Line Style
    6. Click on the button beside the Line Style display and click on the double line option to change the line style.
    7. Next, click on the button beside the Line Weight display and click on "3/4 pt" to change the line weight of the outside border to ¾-point line weight:
      Select Outside Border
    8. Click the down arrow button beside the border icon and click on the Outside Border option. Microsoft Word will then place a ¾-point double line on the outside border of your table while leaving the inside lines at the default 1/2-point style, as shown below:
      Completed Table

USING THE CALCULATOR
  1. Click on the Start button. When the menu pops up, click on Programs, then click on Accessories, and then click on Calculator. (Note: If you are using a computer in a lab that does not give you access to the Start button, minimize your word processing program and then click on the calculator icon on your desktop screen.) The calculator will appear on the screen in the middle of your document.
  2. Use your mouse to click the numbers and function keys to use the calculator.
  3. To insert the total of your calculation into your document, click Edit and then Copy.
    Calculator
  4. Click the point in your document where you wish to enter the calculation.
  5. Click the Paste button (like a clipboard, located under the word Format on the menu bar), and the calculation will be inserted in your document.
  6. When you are through using the calculator, click the calculator name on the status bar to return to your calculator. Then click the exit button (a small X in the top right side of the calculator) to close the calculator.

FOR MORE INFORMATION
  • For more information on modifying and formatting tables, click Help on the menu bar and then click Answer Wizard. Then type table in the Request box, click the Search button, click the topic you wish to read, and then click the Display button and follow the instructions.


©Copyright 2006 by Rick Lewis
Sandhills Community College