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Mac Guide: Microsoft Word 2011
Working with Tables

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What is a table?

A table is information arranged in horizontal rows and vertical columns. You can use a table to organise text or numerical data. You can format text in various ways in different parts of a table.


When you first insert a table into a document, it appears as a simple grid, with black gridlines defining the rows and colums. The area where a row and column meet is called a cell.

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Inserting a table


Tables << Table Options << New << Insert or draw a table

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Select New, click on the down arrow and position the mouse pointer in the top left cell of the grid, drag the pointer down and across the grid until you have highlighted the amount of cells you require. For this exercise we will have two columns and five rows.

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NB: You are able to add or delete rows and columns at a later stage if needed.

When you have the table size correct - 2 x 5, an empty table, two columns by five rows, appears, with the insertion point in the upper-left cell.

Example

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When you are working in the table or the table is selected a new tab appears on the ribbon, Table Layout.

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Entering Data in a Table


You can enter data in a table by moving the insertion point to a cell and typing. If the data takes up more than one line in the cell the text will automatically wrap to the next line. This increases the height of that cell and all the other cells in that row. To move to the next insertion point, you can press the Tab key on the keyboard or simply click on the desired cell.


Example

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This is what selected text looks like, to select the whole table use the Table move handle.

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To select a row or column


Move the mouse pointer to the left of the table next to the row or column. The pointer changes to a right-facing arrow for a row, or a downward facing arrow for a column. Click the left mouse button. The entire row or column is selected.

Example: entire header row selected.

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To format the text you can switch to the:

Home tab

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Or use keyboard shortcuts. (See Keyboard shortcuts)

Sorting Information in a table


The term sort refers to the process of rearranging information in alphabetical, numerical or chronological order.

Select the table

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The Table Layout tab will appear << click on Sort

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Sort


By default a table will be sorted by item, the type will be text, and it will be in ascending order.

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Example: Unsorted Data

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Example: Sorted Data on ITEM content << Ascending

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Example: Sorted Data on MATERIAL COST content << Descending

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Inserting Rows and Columns in a table

You will often need to modify a table by adding or deleting rows and columns.

Inserting a column:

Click any cell in the Item column.

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Table Layout << Rows & Columns << click Right

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A new, blank column is inserted to the right of the item column as shown below;

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Click in the top cell of the new column, and enter your new data, Use the arrow key to move the insertion point down through the column.

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Inserting a row:


This is similar to inserting a column.


Select a row below the location where you want to insert a row.

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Table Layout >> Rows and Columns group << Click Above

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To insert a row below select the Below icon. Keyboard shortcut: click at the end of a row in the table where you want a row inserted and press enter.

Deleting rows and columns in a table


Before you delete a row, you need to work out whether you want to delete the contents of the row, or the contents and the structure of the row. You can delete the contents of the row by selecting the row and pressing the Delete key.

Select the row you are going to delete.

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Table Layout << Delete

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Select what you would like to delete Cells, Rows, Columns, or the whole Table

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Formatting your table with styles:

Click in the table you want to format.

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In the Table Layout, select the downward facing arrow highlighted below to display the Table Styles gallery. In the gallery click on the style you want to use for your table.

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Position your mouse over a style to see a live preview of the style in your document.