Creating Tables

Tables are used to arrange information in a structured way so that it is easier to read, compare and understand. A table organizes data into rows, columns and cells. Word processing applications such as Microsoft Word and LibreOffice Writer allow users to create tables and modify their structure and appearance.

This note explains how to insert a table, move between its cells, and format it by adding or removing rows and columns, merging or splitting cells, and changing colours, borders and text direction.

1. Understanding Rows, Columns and Cells

A table is an arrangement of information in a grid.

• Row: A horizontal group of cells. Rows run from left to right.
• Column: A vertical group of cells. Columns run from top to bottom.
• Cell: The individual box formed where a row and a column meet. A cell can contain text, numbers or other content.

For example, a class marks table may have columns for the student name, subject and marks. Each student's information is entered in a separate row.

2. Creating a Table in Microsoft Word 2010

In Microsoft Word 2010, a table can be inserted using the Insert tab.

Steps to insert a table

1. Open the document and place the cursor where the table should appear.
2. Select the Insert tab.
3. Click Table.
4. Move the pointer across the grid to select the required number of columns and rows.
5. Click to insert the table.

You can also use the Insert Table option to specify the number of columns and rows in a dialog box.

Process:

<ExampleLabel>{=html}Example: Creating a class marks table</ExampleLabel>{=html}

To create a table with four columns and five rows, select a grid of four columns by five rows. You can then enter headings such as No., Name, Class and Mark, followed by the students' details.

3. Creating a Table in LibreOffice Writer

LibreOffice Writer provides a table-insertion dialog.

Steps to insert a table

1. Place the cursor at the required position in the document.
2. Open the Insert menu.
3. Select Table.
4. Choose the required number of columns and rows in the dialog box.
5. Confirm the settings to insert the table.

The exact appearance of the dialog may differ between LibreOffice versions, but the main task is to specify how many rows and columns the table should contain.

4. Moving Between Table Cells

After inserting a table, you can move from one cell to another using the keyboard or mouse.

Key or action Function

Arrow keys Move to adjacent cells in the indicated direction. Tab Move to the next cell. Shift + Tab Move to the previous cell.

In many word processors, pressing Tab while the cursor is in the final cell adds a new row to the table. This makes it easy to continue entering records without manually inserting each row.

You can also select a row by clicking in the selection area to its left, or select a column using the area above the column.

5. Formatting Tables

Table formatting changes the structure or appearance of a table. It helps present information clearly and makes important details easier to identify.

5.1 Inserting and deleting rows or columns

You may need to add more information to a table or remove information that is no longer required.

To insert a row or column:

1. Select a cell, row or column near the required position.
2. Right-click and choose the relevant Insert option.
3. Select whether to insert a row above or below, or a column to the left or right, depending on the available options.

To delete a row or column:

1. Select the row or column to remove.
2. Right-click and choose Delete.
3. Select the required deletion option.

Deleting a row removes the cells across that row. Deleting a column removes the cells down that column. Be careful when deleting because the content in those cells may also be removed.

<ExampleLabel>{=html}Example: Updating a student marks table</ExampleLabel>{=html}

If a new student joins a class, insert a new row to enter that student's details. If the table no longer needs a particular category, you can delete the relevant column.

5.2 Merging cells

Merging cells combines two or more selected cells into one larger cell.

This is useful when a heading needs to cover several columns or when a table needs a single cell for a total or title.

<ExampleLabel>{=html}Example: A total heading</ExampleLabel>{=html}

A table may contain separate columns for theory marks and practical marks. You can merge cells above those columns to create one heading called Total Marks or another suitable group heading.

5.3 Splitting cells

Splitting cells divides one selected cell into two or more smaller cells.

This is useful when additional categories need to be shown within an area that was previously one cell.

Remember the difference:

• Merge: several cells become one cell.
• Split: one cell becomes several cells.

5.4 Changing table colours, shading and borders

A table's appearance can be improved using table styles and formatting options.

• Table style: Applies a coordinated design to the table.
• Shading: Adds a background fill colour to selected cells or areas of a table.
• Borders: Adds or changes the lines around cells and the outside of the table.

These options can be used to distinguish heading rows, highlight important values and make the table easier to read. Colour should be used consistently so that it supports the information rather than distracting from it.

5.5 Changing text direction

Text direction controls the direction in which text is displayed inside a cell.

It can be useful for narrow columns, headings or table layouts where horizontal text would take up too much space. For example, month names may be displayed vertically to save horizontal space.

Changing text direction affects how the text appears inside the cell; it does not change the row or column structure of the table.

6. Useful Table Operations

Word processing software provides additional table tools to help manage the layout.

• AutoFit: Adjusts column widths to fit the contents or available page width, depending on the selected option.
• Cell size: Allows the height or width of cells to be adjusted.
• Alignment: Changes how content is positioned within cells, such as at the top, centre or bottom, and may also provide horizontal alignment options.
• Repeat Header Rows: Repeats selected heading rows when a table continues onto another page, helping readers identify the information in each column.

The names and locations of these commands can vary between versions of Microsoft Word and LibreOffice Writer.

7. Practical Example: Organising Class Marks

Consider the following table:

No. Name     Subject         Marks

  1 Sahan    Mathematics        85
  2 Nethmi   Science            92
  3 Kusal    ICT                78

This table uses:

• Rows to store each student's record.
• Columns to separate the types of information.
• Cells to hold individual values, such as a student's name or mark.

You could format this table by shading the heading row, applying borders, adjusting column widths and aligning the marks. If a new student is added, insert another row. If a heading needs to cover multiple columns, merge the relevant cells.

8. Exam-Focused Points

1. A table is made up of rows, columns and cells. Rows are horizontal and columns are vertical.
2. In Microsoft Word, use Insert → Table to create a table. In LibreOffice Writer, use Insert → Table and specify the number of rows and columns.
3. Merging combines cells; splitting divides a cell. Rows and columns can also be inserted or deleted.

Summary

Tables organize information into a grid that is easier to read and compare. A user can create a table by choosing the required number of rows and columns, enter information by moving between cells, and improve the table using operations such as inserting, deleting, merging, splitting, shading, adding borders and changing text direction.