Lesson 10: Working with Tables and Forms - PowerPoint PPT Presentation

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Lesson 10: Working with Tables and Forms

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  1. Lesson 10: Working with Tables and Forms

  2. Learning Objectives • After studying this lesson, you will be able to: • Insert a table in a document • Modify, sort, and format tables • Perform calculations in table • Apply built-in table styles • Create, modify, and use forms • Set editing restrictions in forms

  3. Introducing Tables • Convenient way to lay out tabular data • Perform simple calculations • Great for resumes, letterhead, or presenting other data

  4. Table Basics • Tables are made up of cells in a grid • Vertical Columns • Rows • Select, edit and navigate like other Word elements • Tap [Tab] to add a new row

  5. Inserting Rows • Use the table button on the Insert tab • Select number of columns and rows with grid

  6. Using Table Tools Insert Distribute columns Sort, calculate, and more Merge and split Set alignment and text direction

  7. Converting Text to Tables • Convert text to table • Select text to convert • Use command in the Tables Group > Insert Tab • How many columns? • How is the data separated?

  8. Converting Tables to Text • Changes a table back to regular text • Convert to Text command is in Layout tab under Table Tools • Inserted text must be a table! • Choose your separator

  9. Aligning Data in a Table • Data can be aligned horizontally or vertically • Text direction can be changed • Commands are in Layout tab > Alignment group

  10. Merging and Splitting Cells • Can merge (join) or split existing cells • Merge Cells button in Layout > Merge group • Split button • Advanced options available

  11. Sorting Data in a Table • Sort by up to three levels • Choose columns • Choose sort order • Does the first row have heading names? Important! Heading names will sort with the rest of the data if No Header Row is selected.

  12. Inserting Rows and Columns • Insert commands are in Layout > Rows & Columns group • Insert columns to the left or right • Insert rows above or below • Select the same number of columns you with to insert • Example: To insert two rows, select two rows and then insert

  13. Add Borders and Shading to Tables • Use the Borders and Shading dialog box • Use the Shading and Borders drop-downs in Design > Table Styles • Buttons remember the last setting in a document

  14. Performing Calculations in Tables • Use the Formula dialog box in Layout > Data > Formula • Formulas are constructed • Choose a number format • Paste common functions like SUM and AVERAGE

  15. Constructing Formulas • Arithmetic • +, -, /, * • Cell addresses • Columns are labeled by letters, rows are labeled by numbers • Each cell has an address: A1, A2, B3, and so on

  16. Constructing Formulas • Functions • Calculations such as SUM and AVERAGE • A function is followed by a range of cell addresses joined by a colon • Example: Select cells B2, B3, B4, B5, and B6 is the range B2:B6 • Directions:ABOVE, BELOW, LEFT, and RIGHT • Functions can operate with directions instead of cell addresses

  17. Sizing Rows and Columns • Drag gridline to adjust • Drag column/row markers to adjust • Distribute Rows and Columns with buttons on the Layout tab > Cell Size group Column marker Gridline

  18. Using Table Styles to Format a Table • Use the Tables Styles group on the Design tab • Choose from a variety of prepared formats • Formats apply borders, shading, and more • Check options to apply to all or part of the table • Scroll throughstyles • Preview before applying

  19. Working with Forms • Forms collect data • Printed forms exist on paper • Electronic forms are filled out in Word • They can be transmitted by network or email • Internet-based forms are filled out on a web browser • Data is stored in a database

  20. Setting Up Forms • Same tools and techniques as other Word documents • Tables help set up forms in an orderly manner • The Controls group on the Developer tab contains form design tools:

  21. Understanding Form Fields • Fields are made up of controls • Controls determine the type and style of data entry • Three types of controls: • Content • Legacy (for use with older Word versions) • ActiveX for web page forms and documents • Forms can be protected to keep others from changing them

  22. Understanding Form Fields • Control types are found on the Developer tab • Make the Developer tab appear by checking the box in the Word Options dialog box • Open Word Options by right-clicking any tab • Content controls include rich text, plain text, drop-down lists, checkboxes, date pickers, and more • Text is the most common type for names and addresses

  23. Checkbox and Drop-Down List Fields • Text responses can be difficult to analyze • Limit responses to certain choices • Checkboxes are simple Yes/No answers • Drop-down boxes provide a list of responses

  24. Applying Field Properties • Data can be restricted by length or format to make data easier to analyze • Word can automatically format data like dates or phone numbers so that they are uniform • Use Developer > Controls > Properties to set these options

  25. Protecting and Distributing Forms • Restrict editing to prevent others from changing a form • Choose Developer > Protect > Restrict Editing • Protect electronic forms so users cannot change them after they receive the form in email

  26. Lesson 10: Working with Tables and Forms