Microsoft Word 2007-2013 Part-13

Word Tables

Tables allow you to present figures and statistics in an easy-to-read manner. In this section, you'll design two tables. The first one will be fairly simply, and will look like this:

Off we go then.

Create a new blank document and add the title and subtitle as above. To add a table to a page, click on the Insert tab on the Word ribbon. From the Insert tab, locate the Tables panel, and the Table item:

Click on Table to see the following menu:

If you wanted a quick table, you could select the bottom item in the menu above. You'd then see a list of inbuilt table designs.

There are three other ways to add a table using the menu above. The first one is with the white squares. Move your mouse over the squares and you'll see them highlighted. Highlight the same ones as in the image below (6 columns and 2 rows):

Once you've highlighted the correct squares left click to add the table to your blank page. It should look like this:

The squares in the table that Word has drawn for you are called Cells. Your cursor will be flashing in the first cell. You can go ahead and type into the cells. Type the following into the first row of your table (without the commas):

USA, Wales, Scotland, Ireland, Japan, Others

To get the cursor into the next cell you can either press the tab key on your keyboard, or just click inside the cell with your left mouse button. When you're finished, your table will look like this one:

If you move your mouse pointer up to the top left of the table, you'll notice that a little cross appears in a box. While in the bottom right of the table a white square appears. Like in the image below:

The cross in the box is the table Move symbol. To use it, hold down your left mouse button and drag the table somewhere else on your page. But the process is a bit fiddly. The white square, bottom right, is the resize symbol. It works in the same way as the other white resize squares you have met.

You now need to enter some figures into your tables. So enter the following numbers into the second row of the table (you don't need to insert the commas):

12, 24, 20, 32, 7, 10

Your table should now look like the one below:

As you can see, it's not very tidy at the moment. Let's centre the text and the numbers.

To centre all the table data, you first need to select it. You can do that either in the normal way of just highlighting everything in the cells. Or try this:

• Click inside of your first cell, the USA one
• Look at the Word ribbon and you'll see a new tab has appeared, called Layout
• From the Layout tab, locate the Table panel, then the Select item
• Click on Select to see a menu appear
• From the menu click on Select Table:
  

Your table will then look like this:

With your data highlighted, locate the Alignment panel on the Layout tab:

From the Alignment panel, choose the Align Centre option:

All your table data will then be centred:

It's looking a bit better. We can format the table some more, though. We'll add a background colour to the bottom row. To add a background colour, do the following:

• Click inside any cell on the bottom row (the one with numbers)
• From the Select menu again, click on Select Row:
  

(You can also just use your mouse to highlight the row. Click once to the left of the first cell, outside of the table border. Or just highlight text in the usual manner.)

With the bottom row highlighted, click on the Design tab on the Word ribbon. From the Design tab locate the Shading item, which is on the Table Styles panel (you'll see how to use table styles shortly). From the Shading menu, select any colour that takes your fancy (we clicked on "More Colors" to get the softer yellow):

The final result should then look like this:

And that's it for table one. You'll now design a table using the inbuilt table styles.

Word Table Styles

We'll use Table Styles to format the second table. Along the way, you'll learn how to delete rows and columns, how to change the height and width, and how to create a table using the table dialogue box. The table you'll design will look like something like this:

First, we'll create the blank table itself. So give yourself some space on your page by hitting the Enter key on your keyboard a few times. Type the heading for the table. Now click on the Insert tab at the top of Microsoft Word.

Click the Table item again. This time, select Insert Table from the menu:

When you click on Insert Table you'll see the following dialogue box appear:

Enter 7 for the number of columns and 7 for the number of rows. Then click OK. You'll see your 7 by 7 table appear on your page.

However, we've made a mistake because we only need 6 columns. To delete one of them, click in any cell of the final column. Click on the Layout tab at the top, then click the Select item. From the Select menu, choose Select Column:

Your table will then look like this:

To delete the column, make sure the Layout tab is selected at the top of Word. Locate the Rows & Columns panel and the Delete item:

Click on Delete to reveal the following menu:

Select Delete Columns from the menu. The column or columns you have selected will then be deleted.

(Note that from the Rows & Columns panel you can also add a new column to the left or right of the one you have selected. You can add a new row in the same way.)
Now that we have a bare table of 6 columns and 7 rows, we can add the data. For the top row, type the following, one item to each cell (without the commas). Leave the first cell blank, though:

Castle, River, Town Hall, Museum, Gardens

For the first column, type the countries:

USA, Wales, Scotland, Ireland, Japan, Others

For the data, type the following into the cells:

When you're done, your table should look like this:

Now align the text and the numbers so that they are centre aligned. You did this for the previous table. (Select the whole table using the Layout panel, then use the Alignment panel to centre everything.)

Now that everything is nicely centred, we can increase the height and width of the cells. To do that, select your entire table again. Still on the Layout panel, locate the Cell Size panel:

Change the Height to 1 cm and Width to 2.5 cm (in inches 0.4 and 1).

Your table should now look like this:

Now that we have all the text and numbers finished, we can apply a style. This is quite easy.

Click anywhere inside of your table. Now click on the Design tab at the top of Word. Locate the Table Styles panel:

You can click on any of the styles and your table will update itself. To get back to no style at all, select the first item, the one highlighted in the image above.

But click the bottom arrow on the styles area to see more appear:

The one we chose at the top of this lesson was "Medium grid 1 accent 2". Feel free to select one that catches your eye, though. You don't have to go with ours. Try them all out to see what they look like.

Note the menu items at the bottom. If you designed your own table style, like we did for the first one, you can click New Table Style. You can then add that style to the list above.
Here's our finished table, with a different style chosen:

And that's it for tables. There's a lot more you can do with them, so have a play around with the various options and see how you get on. You should have enough information to create something very impressive!

Document Collaboration

If you use Microsoft Word in a business environment then something called Document Collaboration can come in handy. This is where more than one user makes changes to a document. All the changes can then be reviewed and compared to the original before a final approved copy goes out. In this section, you'll see how it all works.

So open up the file called CutCopyPaste. Hopefully you haven't saved your changes over the top of it. If you have, you can download it here by right-clicking below. From the menu that appears, select either Save Target as, or Save Link As.

Get All The Extra Files

Save this document with the name LetterChanges.docx. Your letter should look like this when you open it up in Word:

To make changes that others can see, click on the Review tab in the Word ribbon. Locate the Tracking panel, and the Track Changes item:

Click on Track Changes to see the following menu:

Make sure, too, that the drop down box at the top of the Tracking panel reads either Final Showing Markup or All Markup:

Click the Track Changes item from the menu. Nothing will happen until you make your first change.

Delete one of the "Dear's" from the first line of the letter. You'll then see a new panel appear on the right. You'll also have an underline stretching right across the first line of the letter:

In the new panel on the right (called the Markup Area), you can see that a red rounded rectangle is surrounding the words "Deleted: Dear". This is telling what change you made.

If you can't see a Markup Area then click on Show Markup from the Tracking panel. From the Show Markup menu, select Balloons then Show Revisions in Balloons:

Move the words "Ambulancewoman Henderson" down to the line after "Yours truly". Then move "Constable Tucker" up to replace "Ambulancewoman Henderson". You should see more comments and underlines appear:

Now study the document and makes changes where you feel they are needed. You should then end up with a document like this one:

Adding Comments to a Document

You can add comments to the document, as well. We'll add a comment that we have inserted the word "not" into the text.
So highlight the word "not" after "I repeat" (or insert the word, if you haven't already). Now locate the Comments panel, and the New Comment item:

Click on New Comment. You'll see a new panel appear in the margins. Type something for your comment, something like "Inserted the word 'not'":

If you need to, add more comments. You can add as many as you like.

To delete a comment, click inside the comment in the Markup Area on the right. From the Comments panel, click the Delete option. You can also jump from comment to comment by clicking the Previous and Next items.

Document Collaboration - Accepting and Rejecting Changes

In the previous section, you made trackable changes to a Word document. You could now send the document on to somebody else so that they can make changes, too. But what if you want this to be the final revision? You don't want to send somebody this version, if they are not supposed to see the changes.

If you look on the Tracking panel you will see an item called Final showing markup (Not Word 2013 users). Click this item to see the following menu:

Click on Final to hide all the changes and comments.

However, this doesn't do what you think it does - it's not the final document that you should send to somebody else. Simply because they could select Final showing markup from the menu. This would then reveal all your changes!
To get a final version without the changes and comments, you need to Accept and Reject changes. So click back on Final Showing Markup from the menu above (or leave it on All Markup in Word 2013). This will display all your changes again.
The first thing to do is check to see if all of your markups are showing. To check, click on Show Markup in the Tracking panel:

In Word 2013, the menu is slightly different. It's this:

Make sure every menu item has a check mark next to it.

Next, locate the Changes panel:

Click the Next button. You may then get a dialogue box like this, in Word 2007:

Click OK, and your first change will be highlighted.

Click the Accept button, and then Accept and Move to Next from the menu:

When you click on Accept and Move to Next the underlines and rounded rectangles in the Markup Area will disappear. Keep click the "Accept and Move to Next" menu item to get rid of all of your tracking markup.

However, any comments you added will still be there. To get rid of a comment, you need to click on Delete from the Comments panel.
When you're finished, you should have a document that has no more changes or comments showing. Save your work. Now try clicking on the Final Showing Markup menu again. None of your changes will appear this time. You can send it off as a final document.
Just to double check, click the round Office button in the top left of Word (2007 users only). From the menu that appears, select the Prepare item. You should then some more options appear:

In Word 2010, click on the File tab, then the Info item from the menu on the left. You should see this appear:

Click Check for Issues to see the above menu. Then select Inspect Document.

In both versions, when you click Inspect Document you'll see the Document Inspector appear.

In the image above, we have some document properties being revealed. Click the Remove All button to get rid of any personal information in your own documents. The document can now be safely sent to those who shouldn't see all of your markup.