Mac Guide: Microsoft Word 2016
Working with Tables


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.


Inserting a table

Insert << Table Drop down Menu<< Insert or draw a table

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.


You can also click ‘insert table’ and enter number of rows
and columns

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.



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

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.


Materials Cost
Weather stripping $350.00
High efficiency water heaters $8,500.00
High efficiency furnaces $10,000.00
Insulation $700.00

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

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.

To format the text you can switch to the:

Home tab

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

Select the table

The Table Layout tab will appear << click on Sort

By default a table will be sorted by material cost, the type will be number, and it will be in ascending order.

Example: Unsorted Data

Item Material Cost
Weather Stripping $350
High efficiency water heating $8,500
High efficiency furnaces $10,000
Insulation $700

Example: Sorted Data on ITEM << text << Descending (check order)

Item Material Cost
Weather stripping $350
Insulation $700
High efficiency water heating $8500
High efficiency furnaces $10,000

Example: Sorted Data on MATERIAL COST << number << Descending (check order)

Item Material Cost
High efficiency furnaces $10,000
High efficiency water heating $8500
Insulation $700
IWeather Stripping $350

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

Item Material Cost
Weather Stripping $350
High efficiency water heating $8500
High efficiency furnaces $10,000
Insulation $700

Table Layout << Rows & Columns << click Right

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

Item   Material Cost
Weather Stripping   $350
High efficiency water heating   $8,500
High efficiency furnaces   $10,000
Insulation   $700