Introduction to tabs and tables

L E S S O N 5 Introduction to tabs and tables Suggested teaching time 40-50 minutes Lesson objectives To work with tab stops and tables in your document, you will: a b c Identify, set, edit, and remove tab stops in selected paragraphs by using the ruler and the Tabs dialog box. Create and modify a table by using the Table button. Edit tables by adding and deleting rows and columns, as well as by adjusting column widths with the mouse. 5-1

Word 2000: Level 1 Ashbury Training a Tabs The following new software features are discussed in this topic: Enhanced toolbar and menu customization New Open dialog box New Save As dialog box Concepts > When you discuss tabs, emphasize the one-to-one relationship between tab characters (in the text area) and tab stops (on the ruler). By default, left-aligned tab stops are set at 0.5-inch increments between the margins. These default tab stops are visible on the ruler only when a tab character is inserted in the text. When you set custom tab stops, all default tab stops to the left of the custom tab stops are automatically cleared. One tab stop should be set for each tab character that appears in selected paragraphs. Using Insert, Date And Time Word enables you to insert the current date and time as text in your document by using your computer s internal clock. To insert the current date and time, place the insertion point where you want to insert the date or time. Choose Insert, Date And Time. Select a format in the Available Formats box to apply. Click on OK. To automatically update the date or time when you print the document, check Update Automatically. Otherwise, the document will always print with the original date or time. Task A-1: Using the default tab stops What you do Comments/Prompts 1. Open Tabs And Tables 2. Observe the To:, From:, Date:, and Re: paragraphs These four paragraphs do not have text next to them. If you have an advanced class, you might want to have students check Update Automatically before clicking on OK. This inserts a date and time field, which will be updated automatically when you refresh the document by changing views, pressing 9, or reopening it. 3. Place the insertion point to the right of the text To: Press T Observe the insertion point and the ruler Type Gill Bates 4. Place the insertion point to the right of the text From: Press T Type your name To move the insertion point to the first tab stop. The insertion point moves to the first default tab stop. The default tab stops are indicated by a small dot every 0.5 inch. To designate who will receive the memo. (You might want to use the arrow keys to move the insertion point.) To move to the first default tab stop. To designate who is sending the memo. 5-2

Ashbury Training Lesson 5: Introduction to tabs and tables 5. Place the insertion point to the right of the text Date: Press T Choose _Insert Date_And_Time..._ Click on OK To display the Date And Time dialog box. The first date is already selected. To automatically insert today s date. 6. Place the insertion point to the right of the text Re: Press T Observe the insertion point Type Mortgage Rates To define the subject of the memo. 7. Save the file as My Tabs and Tables Custom tab stops Concepts > Tab stops can be moved and deleted. Remind students that they must select the paragraph for which they want to change the tab stop. To set a custom tab stop, select the appropriate paragraph or paragraphs. Click on the Tab Stop button on the ruler to choose the appropriate type of tab stop. Point to the desired tab-stop position, just under the tick marks on the ruler, and click the mouse button. Moving and deleting a tab stop You can move and delete any tab stops you have set. To move a custom tab stop, select the appropriate paragraph or paragraphs. On the ruler, point to the marker representing the custom tab stop, and drag it to a new position. To delete a custom tab stop, select the appropriate paragraph or paragraphs. On the ruler, point to the marker that represents the custom tab stop, and drag it down into the text area. Task A-2: Using the ruler to set, move, and delete a tab stop What you do 1. Select the four paragraphs that start with To:, From:, Date:, and Re: Comments/Prompts These paragraphs were typed by using the default tab stops. 2. Observe the Tab Stop button At the left edge of the ruler. The default tab is set for a left-aligned tab. 5-3

Word 2000: Level 1 Ashbury Training Types of tab stops Tip: After placing the tip of the mouse pointer on the tab stop, wait for the ScreenTip to be displayed. This will help ensure that you have selected the tab 3. Point directly beneath the 1-inch mark on the ruler Click the mouse button Observe the selected text 4. Point to the tab stop at 1 inch Observe the ScreenTip Drag the tab stop to 1.5 inches 5. Point to the tab stop at 1.5 inches Drag the tab stop down off the ruler into the text area Release the mouse button To set a left-aligned tab stop at 1 inch. The default tab stops to the left of 1 inch have automatically been cleared. The text to the right of the tab moves to the 1-inch mark. The tip of the mouse pointer must be on the tab stop. If you leave the tip of the mouse pointer on the tab stop, a ScreenTip will display Left Tab. (Press and hold the mouse button, and then move the tab stop to the right.) With the tip of the mouse pointer. To remove the tab stop. The text moves back to the default tab stop. Concepts > Working with different types of tabs There are five types of tab stops available in Word. Tab Stop button Name and description Left Tab: text flows to the right of the tab stop. Center Tab: text is centered on the tab stop. Right Tab: text flows to the left of the tab stop. Decimal Tab (used for numbers): text aligns on the decimal point. Bar Tab: adds a bar (horizontal line) the size of the selected text. 5-4

Ashbury Training Lesson 5: Introduction to tabs and tables Task A-3: Using different types of tab stops What you do 1. Verify that the four paragraphs that start with To:, From:, Date:, and Re: are selected Comments/Prompts 2. Click on the Tab Stop button seven times Observe and identify the different tabs To view the different types of tab stops and indents. (The different types of tab stops are displayed in the preceding table.) 3. Click on the Tab Stop button to select the Center Tab After students have completed this task, give them the opportunity to practice setting, moving, and deleting other tabs. 4. Click on the 1.5-inch mark on the ruler 5. Drag the tab stop at 1.5 inch off the ruler 6. Click on the Tab Stop button to select the Right Tab Set the right tab stop at 2.5 inches To place the centered tab stop. The selected text is centered under the 1.5-inch mark. To delete it. The right edge of the selected text aligns at the 2.5-inch mark. Practice Task 1. Delete the right tab stop at 2.5 inches. 2. Set a left tab stop at 1 inch. Be sure to select the correct tab on the Tab Stop button. Concepts > Setting tab stops with a leader character You can use the Format, Tabs command to set tab stops with a leader character. A leader character is the dotted, dashed, or solid line that fills the empty space before a tab stop. This is commonly used with lists like a telephone directory listing. To set a tab stop with a dot leader, select the appropriate paragraph or paragraphs. Choose Format, Tabs. In the Tab Stop Position box, type the position of the tab. Under Alignment, select the desired alignment. Under Leader, select the type of leader character desired. Click on OK. 5-5

Word 2000: Level 1 Ashbury Training Task A-4: Setting a dot-leader tab stop What you do 1. Under the heading Yearly Principal Paid, select the three paragraphs of text from First Year through $391 Comments/Prompts 2. Choose _Format Tabs..._ (On Format s expanded menu.) To display the Tabs dialog box. Ask students when they would use a dotleader tab stop. Use the Table of Contents in the Student Manual as an example of one use for dot leader tabs. 3. In the Tab Stop Position text box, type 2.5 Under Alignment, select Right Under Leader, select 2. Click on OK To set a tab stop at 2.5 inches. To format the tab as a right-aligned tab. To set dot leader characters. 4. Deselect and observe the text 5. At the end of the Fifteenth Year line, place the insertion point to the right of $361 Press R Type Twentieth Year Press T Type $380 6. Save the file To apply the tab stop and dot leaders. On each line, there is a right-aligned tab stop applied at 2.5 inches with a dot leader between the names and prices. To move to the next line. To add a new year. To move the insertion point to the 2.5-inch tab stop. To add a new principal. 5-6

Ashbury Training Lesson 5: Introduction to tabs and tables b Concepts > Creating a table You can create tables to enhance the presentation of data, to create side-by-side paragraphs, and to organize information used in form letters. Inserting a table To insert a table into your document, place the insertion point where you want to insert the table. Then use either the Insert Table button on the Standard toolbar or the Table, Insert Table command. When you use the Insert Table button to create tables, you click or drag on the Insert Table button grid to specify the number of columns and rows. Word creates a table that fills the area inside the margins. The width of the columns adjusts automatically according to the amount of space available. Table structure A table consists of columns and rows. The intersection of a column and a row is called a cell. By default, Word applies a thin black border to the entire table. Underneath the borders are gray lines, called gridlines. (The gridlines displayed between columns and rows are sometimes called boundaries.) If you do not want the gridlines displayed on the screen, you can hide them by choosing Table, Hide Gridlines. Note: Gridlines do not appear when you print a document. If you want gridlines represented on a printed page, you will need to apply a border. If you display nonprinting characters, then end-of-cell marks appear within each cell and end-of-row marks appear at the end of each row. You can use these marks to select and edit the table. Small boxes called table column markers are displayed on the ruler. You can use these column markers to adjust the width of the columns. Table components cell row of cells column of cells table gridlines column boundary end-of-cell mark end-of-row mark Figure 5-1: Table components. 5-7

Word 2000: Level 1 Ashbury Training When you use the Insert Table button, Word automatically creates a table that extends from one margin to the other. Word determines the column width depending on the number of columns. By default, Word applies a border to tables. Remind students that the border settings determine only the look of the boundaries. The boundaries themselves are what determine the sizes for cells, columns, rows, and the entire table. Task B-1: Creating a table What you do 1. Place the insertion point at the paragraph mark below Mortgage Options 2. On the Standard docked toolbar, click on the Insert Table button 3. Click on the cell at the intersection of 3 rows and 3 columns 4. Observe the table Observe the end-of-cell and end-of-row marks Comments/Prompts To display the drop-down, row-column selector. To display the table at the insertion point. The text 3 x 3 Table is displayed at the bottom of the grid. Columns are displayed vertically on the page. Rows are displayed horizontally on the page. The intersection of a column and a row defines a cell. The thin black lines on top of the gridlines are borders. The gridlines between columns are column boundaries. Observe the vertical and horizontal rulers 5. Save the file (You may have to scroll to see the end-of-row marks.) These small marks do not print. The small gray markers on the rulers themselves denote the edges of columns and rows. Concepts > Entering text and moving in a table To enter text in a table, place the insertion point in a cell and begin typing. 5-8

Ashbury Training Lesson 5: Introduction to tabs and tables Moving in a table The following chart outlines how to move within a table. 5-9

Word 2000: Level 1 Ashbury Training To move One cell to the right One cell to the left Up one row Down one row Press T S + T t b When you use the Tab key to move, the contents of the cell are selected. You can also use the arrow keys or the mouse to move within a table. Place the I-beam in the cell and click the mouse button. Figure 5-2: The table after Task B-2 is completed. Task B-2: Entering text in a table What you do 1. Verify that the insertion point is in the first cell 2. Type Type of Mortgage Comments/Prompts 3. Press T Type This Year To move one cell to the right. (You can also use the arrow keys or click the mouse button to place the insertion point.) Completing this Practice Task is required before moving on to the next task. 4. Press T Type Year 5. Press T Press S + T Type Last Year To move to the first cell in the next row. To move back one cell. The text in the cell is selected. Typing Last Year replaces Year. M Students may press T after entering data in the last cell, accidentally inserting another row. If this happens, have them Undo the row insertion. Practice Task Complete the table as shown in Figure 5-2. 6. Press T To accept the change. 5-10

Ashbury Training Lesson 5: Introduction to tabs and tables c Editing tables what s new The following new software feature is discussed in this topic: Enhanced table tools Concepts > Modifying a table The following table outlines how to select the elements in a table: To select a Cell Row Column The entire table Description Position the mouse pointer at the lower left corner of the cell until the mouse pointer becomes a right-pointing arrow and then click. Position the mouse pointer in the margin to the left of the row until the mouse pointer becomes a right-pointing arrow and then click. Or: Place the insertion point in the row and choose Table, Select, Row. With the mouse pointer over the top gridline of the column (it becomes a down arrow), click the mouse button. Or: Place the insertion point in the column and choose Table, Select, Column. Place the insertion point in the table and choose Table, Select, Table. Inserting rows and columns To insert a row at the end of a table, place the insertion point in the last cell of the table. Press Tab. To insert a row within a table, select the row or rows where you want to insert the new row or rows (the new row will be inserted above the selected row). Click on the Insert Rows button. (When you have a row selected, the Insert Table button becomes the Insert Rows button.) The number of rows that you select is the number of rows that will be inserted. To insert a column within a table, select the column or columns where you want to insert a new column or columns (the new column will be inserted to the left of the selected column). Click on the Insert Columns button. (When you have a column selected, the Insert Table button becomes the Insert Columns button. The number of columns that you select is the number of columns that will be inserted. Deleting rows and columns To delete rows, select the row or rows that you want to delete. Choose Table, Delete, Rows. Or, you can select the row, right-click, and choose Delete Rows. To delete columns, select the column or columns that you want to delete. Choose Table, Delete, Columns. Or, you can select the columns, right-click, and choose Delete Columns. 5-11

Word 2000: Level 1 Ashbury Training Task C-1: Adding rows and a column Before you begin: My Tabs And Tables is open and Practice Task B-2 has been completed. What you do 1. Verify that the insertion point is in the last cell of the last row Comments/Prompts After the percent sign in 7.875%. 2. Press T A new row is added to the end of the table. 3. Enter the following text in the new row: 15 jumbo 7.25% 7.5% (Press Tab to move to the next cell.) Tip: The Insert Table button on the Standard toolbar changes to the Insert Rows button when a row is selected. A + mouse click will also select a column. 4. With the insertion point still in the last cell, move the mouse pointer to the left of 7.5% until the mouse pointer becomes a black, right-pointing arrow 5. Double-click the mouse button 6. Choose _Table Insert Rows_Above_ 7. Enter the following text in the new row: 15 conventional 6.875% 7.125% 8. Place the mouse pointer above the top boundary of the last column until the mouse pointer becomes a black, downward-pointing arrow To select the entire row. To insert a row above the 15 jumbo row. Click the mouse button To select the column. 5-12

Ashbury Training Lesson 5: Introduction to tabs and tables Remind students that they can press b to move to the cell directly below the insertion point. 9. Choose _Table Insert Columns_To_The_Right_ Observe the table 10. Enter the following text in the new column: Recommend Yes Yes No No A new column is inserted to the right of the selected column. The Insert Table button turns into the Insert Columns button when a column is selected. A new column has been inserted to the right of the selected column. If necessary, use the horizontal scroll bar to scroll over to see the added column. Changing column width Concepts > Tell students that holding down the A key when sizing a row or column will display a numeric height or width in the ruler. To change column width by dragging column borders, point to the column border that you want to move, and wait until the mouse pointer becomes a doubleheaded arrow. Press and hold the mouse button. Drag the column border to the desired location. Release the mouse button. To change column width by using the ruler, point to the column marker (on the ruler) that you want to move. Press and hold the mouse button. Drag the column marker to the desired location. Release the mouse button. Figure 5-3: The table after Task C-2 and Practice Task C-2 are completed. Task C-2: Changing column width by dragging column borders What you do 1. Place the insertion point on the column border between Type of Mortgage and This Year Comments/Prompts The mouse pointer becomes a double-headed arrow. M Students may make the column so narrow that the text wraps. If this happens, just have them enlarge the column until the text moves back to one line. Exact measurements are not necessary in this task. 2. Press and hold the mouse button Drag the column to the 1.25-inch mark on the ruler Release the mouse button 5-13

Word 2000: Level 1 Ashbury Training 3. Place the mouse pointer on the column border between This Year and Last Year Drag it to the 2.5-inch mark on the ruler 4. Place the mouse pointer on the column border between Last Year and Recommend Drag it to the 3.5-inch mark 5. Save the file Students should complete the Practice Task before they compare their work to Figure 5-3. Practice Task 1. Select the column border to the right of Recommend. Drag it to the 4.5 inch mark. Observe the completed table. See Figure 5-3. 2. Save and close the file. 5-14

Ashbury Training Lesson 5: Introduction to tabs and tables ( Practice Unit for Lesson 5 In this activity, you will set tab stops and create and format a table. 1. Open Practice Tabs And Tables. 2. Set a left-aligned tab at 0.75 inch for the following paragraphs: To: From: Subject: Date: 3. Insert today s date (using the Date And Time dialog box) at the left-aligned tab stop next to Date. 4. For all of the paragraphs under the Agenda heading: Set a Left Indent at 0.5 inches Set a Left-aligned tab with a dot leader character at 2 inches 5. Create a table at the end of the document as shown in Figure 5-4. 6. Use the mouse to resize each column of the table to about 1.5-inches wide as shown. 7. Save the file as My Practice Tabs And Tables 8. Close the file. Figure 5-4: The table after step 6 of the Practice Unit. 5-15

Word 2000: Level 1 Ashbury Training ) Wrap-up for Lesson 5 a List the steps necessary to set a left tab stop at 2 inches by using the ruler. 1. Select the appropriate paragraph or paragraphs. 2. Select the Left Tab alignment button. 3. Click on the 2-inch mark on the ruler. How can you delete a tab stop from the ruler? Point to the tab stop and drag it off the ruler. Give some examples of when you might want to use a dot leader tab. Answers might include: telephone directories, menus, and tables of contents. b What type of information can you put into a table? Data, side-by-side paragraphs, and columns of information. Define the term cell. The intersection of a column and a row in a table. c What effect does pressing Tab have on the table when the insertion point is located in the last cell in a table? A new row is created. How can you insert a column into the middle of a table? Select a column and click on the Insert Columns button (or choose Table, Insert, Columns To The Left or Columns To The Right). 5-16

Lesson 5: Introduction to tabs and tables 5-17