Week 5 Creating a Calendar About Tables Tables are a good way to organize information. They can consist of only a few cells, or many cells that cover several pages. You can arrange boxes or cells vertically (columns) or horizontally (rows) any way you wish. It s fun to be able to make a calendar for a special event, and you can use Word to make one. With Word templates or its table function, you can create your own personalized calendar. Making a Calendar From a Table Template Click on the File tab, and then select New. You ll see that Calendars are one of a variety of choices. When you select Calendars, you can select from many calendar formats, from plain, one-page ones to standard one-page-per-month ones to calendars with beautiful colored pictures. These templates are stored online by Microsoft, so you have to have Internet access to use them. When you find a template you want, click on the Download button in the lower right hand corner of the window. As soon as you click on the Continue button, your template will be ready for you to work on. The calendar template you choose is like all of the other templates you can modify it any way you wish, by changing fonts, line colors, or graphics, and adding text. 1
Making a Calendar From Quick Tables Click on the Insert tab and select Insert Table. Below the table grid, you ll see Quick Tables at the bottom of the section. When you press the triangle to the right of Quick Tables, you ll get a small menu of built in calendars. Hint: Use the tab key to move from one cell to another in a row. Use the arrow key to move from one row to another. Making Your Own Calendar Using Tables As you see on this page, a table grid will appear when you select Insert Table. When you run your mouse over the grid, notice that it will not only select the columns and rows, but you will be able to see how your selection will look. Click on the size grid you want, release your mouse, and a table will appear in your document where you have placed your cursor. Notice that you can also draw a table. Just click on the Draw Table option and draw the size you want. When you re working in a cell, you can do almost anything you do when you write a letter: You can change the kinds, sizes and styles of fonts; or change the way the type is aligned in a box, just as you can when you re working on any other word processing document. You even can insert pictures. 2
Another Way to Insert a Table for your Calendar Put your cursor where you want your table to be, Select the Insert tab, then Insert Table. A dialog box will appear on your computer screen. Here you can choose the number of columns for your table. Click OK. When your table appears, notice what happens to the ribbon: you ll now see the Design and Layout Table Tools options, which give you a great number of choices to make as you format your calendar. These tabs will be visible only when you begin to work on a table. Formatting Your Table for Your Calendar The Design tab shows you preformatted styles with a variety of colors, borders and shadings. Run your cursor over each table style and you ll get an instant preview. You can modify these styles, if you wish. In the Layout tab, you ll find the commands to quickly insert, delete, merge and split table cells. You also can set the dimensions and margins of your table. When you select the Data section of the Layout tab in Table Tools, you ll see can sort data in your table. (It s helpful, for instance, if you want to alphabetize a list.) Select the rows you want to sort, click the Sort button, and then click OK. 3
Align Text in a Table Cell In the Table section of the Table Tools layout tab, click Properties. In the Table tab, choose an alignment and click OK. In Properties, you also can change row, column and cell sizes. A Quick Way to Change the Size of a Row To change the size of a row, run your cursor over a horizontal line. When the cursor changes from an I-bar to a row-change bar, as illustrated here, grab the line and move it. A Quick Way to Change the Size of a Column If you want to change the size of a column, run your cursor over vertical line. When the cursor changes from an I-bar to a column-change bar, grab the line and move it. Adding More Rows and Columns Click the Layout tab to add another row to your calendar. In the Rows and Columns group, click on the appropriate icon. Notice that you can insert your rows above, below, to the right or the left of your original column. The same steps apply when you want to add more columns. Merging or Splitting Cells While making your calendar, you may want to show a week without the individual days. To do that, select the row (indicating a week), then in the Merge group, choose Merge Cells. If you want to divide a cell into two parts, select it, then choose Split Cells from the Merge group. Other Ways to Format Your Calendar In the Table group of the Layout tab, select Properties to get the Table Properties dialog box, where you can make all your changes in one place. Or, you can click the small arrow in the bottom right-hand corner of the Rows and Columns group and get the Insert Cells dialog box for just a few formatting options. 4
Changing a Calendar Size You can change the size of your calendar by clicking on it to make it active, grabbing the little diamond in the lower right corner and pulling to the size you need. You can make the calendar either bigger or smaller. Borders and Shading When you insert a table, the gridlines are automatically outlined in black, making a thin border around each box, or cell. However, to create your calendar, you may want to choose a different border, or delete borders from some cells. You also may want to have some of your calendar s cells shaded. In the Table Styles group of the Table Design Tab, you ll find the Shading and Borders icons. Use this area to format your table s borders and shading. Table Review http://www.youtube.com/watch?v=qfmeup6jmhk http://www.youtube.com/watch?v=k05fcrildmw&nr=1 5
Extras A Little About Tabs Clicking on the ruler is the easiest way to set tabs to format your text. Choose the kind of tab you want from the Tab Selector on the Home tab, and then click the place on the ruler where you want the tab stop. Although the left tab stop is the most common, you may use others as well. Left Tab - characters are aligned to the right of the tab stop. Center Tab - centers text on the tab stop. Right Tab - characters are aligned to left of the tab stop. Decimal Tab - Decimal points are aligned at the tab stop. For precise tab settings, click the Paragraph section of the Home tab. When the Paragraph dialog box appears, click Tabs and make your selection. How to See the End of a Paragraph Click the Show/Hide button in the Paragraph section of the Home tab. (A paragraph ends when you hit the Return key.) How to Display the Ruler Click the icon at the right-hand edge of the page, just under the ribbon. Another way to show the ruler is to click on the View Menu and check box Ruler. 6
Bullets and Numbering In the Home tab, you ll find icons for both Bullets and Numbering. Notice the arrow to the right of both icons. Select the arrow and you ll get these small libraries of bullets and numbering. When you click on Define New Bullet or Define New Number in either of these libraries, you ll see additional choices. New bullets can include symbols, even pictures. You also can change the bullet font. New number styles include different number formats and the use of different fonts. In addition, the color of both kinds of lists can be changed. Notice the preview box for both number and bullet choices. Working with Lists http://www.gcflearnfree.org/word2010/10.2 Customizing the Ribbon You can create your own tabs on the ribbon. Hover your cursor over the ribbon and rightclick. From the menu, select Customize the Ribbon. You can put any command you wish in your new tab. 7
In this partial view of the dialog box, you ll see that when the Customize the Ribbon link was clicked, a new tab automatically becomes part of the list of tabs. Click on the New Tab heading to change the name, just as you would with any file or folder name. You can add commands using the Add button or you can drag them from the list to the left of the tab list. When you have finished adding commands, click OK. Now when you see the ribbon, it will include your new tab. Exercises 1. Make a calendar using the table Quick Tables feature. Follow the steps outlined at the beginning of this chapter. 2. Make a calendar by clicking the Insert tab and selecting Insert Table. 3. Go to the Student Folder and open the Port of Long Beach Word document, which contains lists. Select a list and practice making numbered and bulleted lists. 8