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There's more to a document than just text. You might want to use tables to organize data, display a chart, or even include an image or picture. In this section, you'll learn how to

  • Create tables.

  • Insert and modify table data.

  • Format tables.

  • Insert and manipulate pictures and other image files.


Rows and columns of cells compose a table that you can fill with text and graphics. Tables are often used to organize and present information. There are two toolbars you can work with: the Standard toolbar and the Tables and Borders toolbar. The latter offers more options.

Creating the Table

Create a table ready for text insertion.

To create a table, position the cursor within the document where you want to add the table and click Insert Table on the Standard toolbar. When Word displays the prototype table, select the appropriate number of columns and rows. For instance, Figure 4.27 shows us creating a small table with three columns and four rows.

Figure 4.27. Create a table.

Entering and Editing Table Data

Insert, edit data in a table.

After inserting the table, you're ready to start inserting text. To do so, select a cell and type the appropriate entry. To move to another cell or row, click the Tab key. Pressing Enter simply moves the cursor to a new line within the same cell .

After you enter data in a table, you can edit it just like any other text in your document. Place your cursor in the appropriate cell of the table and then type new text, delete the existing text, or use any other technique for editing text that you like.

Selecting Table Components

Select rows, columns, cells, entire table.

To quickly access a cell, simply click inside it. To select the entire cell, click to the left of the cell. You know when you're in the right area because the insertion point changes to a short arrow pointer, similar to the one shown in Figure 4.28.

Figure 4.28. Click to the left of a cell to select it.

Click to the left of a row to select all the cells in that row. To select an entire column, click just above the column. To select the entire table, simply drag the mouse across the table.

Alternatively, you can choose Select from the Table menu and then choose the appropriate component from the resulting submenu.

Inserting Rows and Columns

Insert and delete rows and columns.

To insert a row or a column, click anywhere inside an adjacent row or column, respectively. Select Insert from the Table menu and choose the appropriate option from the resulting submenu. You can choose to insert columns to the left or right of the current column, or rows above or below the current row, as shown in Figure 4.29.

Figure 4.29. Click to the left of a cell to select it.

To delete a row or column, click anywhere in the column or row that you wish to delete. Then select Delete from the Table menu and choose the appropriate option from the resulting submenu.

Modifying Columns and Rows

Modify column width, row height.

Word uses default dimensions to determine a table's row height and column width: the width depends somewhat on the number of columns in the table. You can change both the height and width as necessary.

The easiest way is to leave it up to Word by using one of the auto fit options. First, select a column, row, or the entire table, accordingly . Then, choose AutoFit from the Table menu to display the following options:

  • AutoFit to Contents Column adjusts to the accommodate the largest item in the column.

  • AutoFit to Window Table adjusts to fit within the current section's right and left margins.

  • Fixed Column Width Each column is the same defined width.

  • Distribute Rows Evenly Resets all rows to the same size.

  • Distribute Columns Evenly Resets all columns to the same size.

You can also change column widths and row heights manually. To change the width of a column, place the cursor directly over the line separating the column from the next column. Hold the mouse button down and you drag the dividing line to change the widths of both columns. To change the height of a row, you can use the Enter key to enter additional blank lines in any cell in the row.

Modifying Cells

Modify cell border width, style, color .

Earlier you learned how to draw borders; you can do the same with cells. Simply select the cell by clicking to the left of it. Then, choose the Outside Border tool on the Tables and Borders (or the Formatting) toolbar to add a border to the selected cell.

To modify the line style, with the cell still selected, choose a style from the Line Style control's drop-down list. Or change the border's width by choosing an option from the Line Width control's drop-down list. The Border Color control lets you specify the border's color.

Shading Cells

Add shading to cells.

Shading can add a nice touch to a table and often makes it easier to read. To shade a cell, simply select it and choose a color from the Shading Color control's dropdown list.

Pictures, Images, Charts

Can you imagine the time you'll save yourself and potential clients when your short sales pamphlet includes a picture of your product, instead of just a boring text description? Pictures, images, and charts used in the right circumstances have a greater impact than just text.

Within the ICDL syllabus, a picture means a visual representation originating from a built-in image gallery available to the application; an image means an image brought into the application as a file; and a chart means an object generated by a secondary application based on tabular data.

Inserting a Picture, Image, or Chart

Insert a picture, an image, a chart into a document.

You create pictures, images, and charts separately from your document and then insert them. For the most part, you use the Picture command to insert all three. To do so, position the insertion point where you want the picture, image, or chart to appear within your document. Then, choose Picture from the Insert menu. The resulting submenu offers several choices. For the ICDL exam, you'll need to know about these choices:

  • Clip Art This option displays the Insert ClipArt dialog box, which allows you to choose a picture from among a set of pictures supplied with Word.

  • From File This option displays the Insert Picture dialog box, which you use to browse your file system and locate the appropriate file.

  • From Scanner or Camera Insert a picture being held in memory by your scanner or digital camera.

  • Chart This option inserts a chart object.

Selecting a Picture, Image, or Chart

Select a picture, image, chart in a document.

You need to select the picture or chart object to perform certain tasks , such as copying or moving it. To select a picture or chart object, simply click it. You know it's selected when the object displays a border and selection handles like the one in Figure 4.30.

Figure 4.30. This selected chart has selection handles.

Duplicating a Picture, Image, or Chart

Duplicate a picture, image, chart within a document, between open documents.

It's easy to create a copy of a picture or chart. Simply select the object and choose Copy from the Edit menu or press Ctrl+C. Then, position the insertion point where you want to paste the copy and choose Paste from the Edit menu or press Ctrl+V.

If you need to copy a picture or document from one document to another, open both documents. With the document that contains the picture or chart current, select and copy the object. Make the target document current by selecting it from the Window menu or by clicking the appropriate document-representing icon on the taskbar. Within the target document, position the insertion point and then paste the object.

Moving a Picture, Image, or Chart

Move a picture, image, chart within a document, to another document.

Use the preceding procedure for copying an object to move the object. The only difference is that instead of choosing Copy from the Edit menu or pressing Ctrl+C, you should choose Cut from the Edit menu or press Ctrl+X. The cut command deletes the object from its original position.

Resizing a Picture, Image, or Chart

Resize a picture, image, chart.

Figure 4.30 shows a number of selection handles surrounding a chart object. Use these special handles to change the size of a picture or chart object in the same way you'd change the size of a window. Hover the mouse over any of the handles, and when the mouse pointer changes to a double arrow, push the handle in or drag it out, accordingly. Keep in mind that not all pictures resize well. You might find that the picture displays poorly at another size. If you drag one of the side handles, only the width or height of the picture will change, distorting it. If you drag one of the corner handles, this will change both the width and height proportionately.

Deleting a Picture, Image, or Chart

Delete a picture, image, chart.

Deleting a picture or chart object is simple. Select it and press the Delete key. However, doing so might have unintended consequences, such as wrapping text and moving other objects to compensate.

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ICDL Exam Cram 2
ICDL Exam Cram 2
ISBN: 0789730928
EAN: 2147483647
Year: 2006
Pages: 142

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