Using Word 2004 on Macs

Most options for creating and formatting tables are found under the TABLE or FORMAT menu or the TABLES & BORDERS toolbar (as shown above). A pop-up menu is available with many shortcut options if you right-click over the table (or use Ctrl+click if you do not have a two-button mouse).

Tables can be used to organize information in columns and rows with special formatting applied.

Create Tables

Three methods

#1 Use Table menu Go to TABLE>INSERT>TABLE Enter the desired number of columns and rows
#2 Use Insert Table button located on Standard Toolbar	Use mouse to highlight the number of desired rows and columns on the grid that appears when the Insert Table button is selected. Click and hold while dragging if desired number of rows/columns does not appear.
#3 Use Draw Table button located on Tables & Borders Toolbar	Use mouse to draw outline of table freehand Use mouse to add additional interior lines for columns and rows of table

Enter Data in Tables

Click in a cell and type information
To move to next cell press TAB or click in it with mouse
If you press Tab in last (lower right) cell, a new row will be inserted below the current row

Select Parts of Tables

Two methods

#1: Go to TABLE>SELECT and choose desired selection (table, column, row, or cell)
#2: Hover mouse over specific area of table to select desired part of table

(Note: You must be in Page Layout View for some of the items below to be available: VIEW>PAGE LAYOUT)

Button or cursor shape	Location of button or cursor	Function of button or cursor position
	upper left corner of table	used to select entire table
	at top(s) of column(s)	used to select entire column(s)
	at left edge(s) of row(s)	used to select entire row(s)
	at lower left corner of cell	used to select a single cell
Apple-command + click (use Ctrl + click on Windows computers)	Hold Apple-command key while selecting two separate columns or rows	used to select non-adjacent cells in a table

Format Cells in Tables

To Indent Text Within a Cell

If you press Tab--the cursor moves to next cell.
To indent text, and remain in the same cell, press Ctrl+Tab or use the Increase Indent button on the Formatting Toolbar

To Change Alignment of Text Within Cells

Horizontal Alignment

The alignment buttons on the Standard Toolbar can be used to adjust the horizontal (left, center, right) alignment of the contents of a cell

Vertical and Horizontal Alignment

To change the vertical alignment of the contents of a cell, become familiar with the Cell Alignment button (located on the Tables & Borders Toolbar) and its options:

	Cell Alignment Button
	Top Alignment Buttons (Top Left, Top Center, Top Right)
	Middle Alignment Buttons (Center Left, Center-Center, Center Right)
	Bottom Alignment Buttons (Bottom Left, Bottom Center, Bottom Right)

To Customize Borders of Cells

Two methods

#1:	Go to FORMAT>BORDERS & SHADING Click on the Borders tab and make selections for Style, Color, and Width Click on the preview area of the dialog box to apply the selections to the table area
#2:	Use the Borders button on the Tables & Borders Toolbar as shown here for several options to have borders applied to different areas of the table.
*Note: Any Style, Color, and/or Width that was previously set on borders will be applied again.
	Use the Line Style, Line Weight, and/or Border Color buttons on the Tables & Borders Toolbar to make desired changes.

To Customize Background Color of Cell Two methods

#1: Go to FORMAT>BORDERS & SHADING and click on Shading tab
#2: Click on Shading Color Shading Color Button

button on Tables & Borders Toolbar or click on the down arrow next to the Shading Colors button for a palette of color choices

*Note: Depending on the shading color, the font color may also need to be changed.

To Merge and Split Cells

To join two or more cells into one cell,

Select cells to combine into one cell
Go to TABLE>MERGE CELLS (or click on the Merge Cellsbutton on the Tables & Borders Toolbar)

The opposite of merge is "split". To split cells,

Select the merged area
Go to TABLE>SPLIT CELLS (or click on the Split Cells button on the Tables & Borders Toolbar)
Enter the desired number of columns and rows
Manually drag the cell borders as necessary to align them with other borders if desired

Format Tables

Insert New Rows or Columns

Two methods

#1:	Select the row or column Go to TABLE>INSERT>choose Rows above or Rows Below or choose Columns to Left or Columns to Right
#2:	Select the row below where you want a new row, OR Select the column to the right of where you want a new column Right-click (or Ctrl+click if you do not have a two-button mouse) Choose INSERT from the pop-up menu
	*Note: Rows are automatically inserted above where your cursor is located; columns are automatically inserted to the left of where your cursor is located.

Individual cells can also be inserted (TABLE>INSERT>Cells). However, contents of other cells will be moved down or right.
You will be prompted if you want to move cells down or right, or if you want to insert an entire new row or column.

Delete Rows or Columns

Two methods

#1:	Select the row(s) or column(s) Go to TABLE>DELETE>choose Rows OR Columns
#2:	Select the row(s) or column(s) Right-click (or Ctrl+click if you do not have a two-button mouse) Choose DELETE from the pop-up menu

Individual cells can also be deleted (TABLE>DELETE>Cells). However, contents of other cells will be moved up or left.
You will be prompted if you want to move cells up or left, or if you want to delete an entire row or column.

To Change Row Height or Column Width (Table Properties)

Two methods
#1: Use mouse to manually drag border to desired size
#2: Select desired row(s) or column(s) and go to TABLE>TABLE PROPERTIES

Then enter value for preferred width of column(s) or specific height of row(s)

To Adjust Sizes of Rows or Columns

To change the size to fit cell contents:

Select the Row(s) or Column(s)
Go to TABLE>AUTOFIT>AUTOFIT TO CONTENTS

To force the columns or rows to have the same new width:

Select the Row(s) or Column(s)
Go to TABLE>AUTOFIT>DISTRIBUTE ROWS (OR COLUMNS) EVENLY

Center a Table Horizontally

Select the entire table (TABLE>SELECT>TABLE or use the Select Tablebutton)
Click on the Center Alignment button on the Standard Toolbar

(The entire table should shift to the horizontal center of the page; if it doesn't you may have accidentally centered all the contents within the cells of the table instead of centering the whole table. Go to EDIT>UNDO and make sure you select the Table and not just the Columns before you try again.)

Center a Table Vertically

Go to FORMAT>DOCUMENT (*Note: On Windows computers, go to FILE>PAGE SETUP)
Click on the LAYOUT tab
Under Vertical Alignment, choose CENTER
Go to FILE>PRINT PREVIEW and verify that the table is located in the vertical center of the page (where equal white space is above and below the table)

Apply a Table AutoFormat

Select the entire table (TABLE>SELECT>TABLE or use the Select Tablebutton)
Go to TABLE>TABLE AUTOFORMAT
Select one of the formatted color schemes as desired
Deselect (uncheck) any desired formats that you do NOT want applied

Note: To return to the normal format, select the table and under TABLE>TABLE AUTOFORMAT, choose (None) at the top of the list of formats.

Convert Text to a Table

Text that is separated by Tabs or commas can be easily converted into a Table format

For example, each time the computer sees a tab, it will create a new column.
The Word document below shows text that has one tab (indicated by the arrows) between two groups of data in each line of text.
Although the text does not appear very organized in this format, it can easily be converted into a Table because it contains one tab between each item:

Text in Word document
Sample Text with Tabs

Converted to Table, with AutoFormat applied
Table Converted from Text

Open a Word document
Select the text
Go to TABLE>CONVERT>CONVERT TEXT TO TABLE
Select Tabs (if your document contains tabs like the example shown above) and click OK
Apply formatting techniques and/or an AutoFormat if desired

Enter Formulas on Tables

Tables in Microsoft Word detect numbers that can be used in formulas.

Click in the cell below a column of numbers or to the right of a row of numbers.
Go to TABLE>FORMULA
The default formula is SUM.

=SUM(LEFT) adds numbers in the row if you have numbers to the left of the current cell
=SUM(ABOVE) adds numbers in the column if you have numbers above the current cell.

Other formulas (like Average, Count, etc.) are available under the Paste Function option.
Results can be formatted to display commas, 2 decimal places, currency with 2 decimal places, percentages, etc. by selecting the Number Format option.

Graphics

The Drawing Toolbar is very helpful to work with graphics and/or drawing tools (VIEW>TOOLBARS>DRAWING)
The first button (the "Draw" Draw Button

button) accesses a pop-up Drawing menu with additional options for grouping objects, rotating objects, etc.)

As objects are inserted (WordArt, Pictures, etc.) other "floating" toolbars are also displayed on the screen. To view specific toolbars, go to VIEW>TOOLBARS>make selection

WordArt Toolbar
Picture Toolbar

The Text Wrap Text Wrap button

button allows you to change the object from inline to floating and vice versa.
The Picture Toolbar contains a Crop Crop Button

button which is helpful for removing unwanted parts of objects.

Inline vs. Independent "Floating" Graphics

Click here for a pdf file that describes the differences between inline and floating graphics and illustrates how to change between the two formats.

Working with WordArt

Click here for a pdf file that has details on how to insert and format WordArt in Microsoft Word documents.

Drawing Toolbar

Edit Clipart and Add Drawing Objects

Practice the following techniques:

Before & After

To insert a clipart image

INSERT>PICTURE>CLIPART
Search for an image and click on Insert button on dialog box or
Use mouse to drag and drop the image into the Word document
Right-click (or Ctrl+click) on the image and choose EDIT PICTURE
The object will open in a new window

To change colors on clipart image

Select different parts (objects) in the image
Click on the Fill Color

button to change colors on areas in the original clipart image
Note: Click on the down arrow next to the Fill Color button and choose Fill Effects to find patterns, textures, etc.

To add speech bubbles to image

INSERT>PICTURE>AUTOSHAPES or
Click on the AutoShapes AutoShapes Button

button on the Drawing Toolbar and choose Callouts
Click on a speech bubble shape you want
The shape of the cursor will change to be a thin cross hairs as you are in the drawing mode.
Click and drag the mouse to draw the shape the desired size

To add text to an object

Right-click (or Ctrl+click) and choose ADD TEXT
The cursor will be positioned in the middle of the object
Type text as needed

To group the objects

Note: Inline graphics cannot be grouped with floating graphics; therefore the inline graphic must have different Text Wrapping applied. Refer to the pdf file on Inline vs. Floating Graphics if you need assistance with this feature.
Use the Select Objects Select Objects Tool

tool to highlight all objects by dragging a large selection around the outside of the objects
Click on the Draw menu Draw menu button

button and choose GROUP