Tables Revision Notes

Tables organise data into rows and columns, making information easier to read and compare. To create a table, you first decide how many rows and columns are needed based on the data you want to present. For example, a table showing monthly sales for four products might have 5 rows (one header row plus four product rows) and 2 columns (product name and sales figure).

Most word processing software allows you to insert a table by specifying these dimensions. Once inserted, the table appears as a grid where you can enter content into each cell.

• Decide the number of rows and columns before creating the table.
• Use the software’s table insertion tool to specify these numbers.
• Example: 3 rows and 3 columns for a simple timetable.

After creating a table, you can add text or objects such as images or charts into individual cells. For instance, a cell might contain a product name, a price, or a small logo. Editing the table involves changing this content or modifying the table structure.

You can insert new rows or columns if you need to add more data, or delete existing ones if they are unnecessary. Merging cells combines two or more adjacent cells into one larger cell, which is useful for creating headings that span multiple columns or rows. For example, merging the top row cells can create a title across the entire table width.

• Click inside a cell to add or edit text or insert objects.
• Insert rows/columns to expand the table as needed.
• Delete rows/columns to remove unwanted data.
• Merge adjacent cells to create combined headings or larger cells.

Formatting the table improves its readability and appearance. Horizontal alignment controls whether text is left-aligned, centred, or right-aligned within a cell. Vertical alignment sets whether content sits at the top, middle, or bottom of the cell. For example, centring text both horizontally and vertically often looks neat for headings.

Gridlines are the visible borders around cells. Showing gridlines helps users distinguish cells clearly, especially when the table has no visible borders. Hiding gridlines can make a table look cleaner if borders are already applied or if the table is used for layout purposes.

• Set horizontal alignment: left, centre, right.
• Set vertical alignment: top, middle, bottom.
• Show gridlines to clarify cell boundaries.
• Hide gridlines for a cleaner look if borders are present.

Text wrapping ensures that long text within a cell breaks onto multiple lines instead of overflowing or being cut off. This keeps the table compact and readable. For example, a cell containing a long product description will wrap text to fit the cell width.

Applying shading or colour to cells highlights important data or separates sections visually. For instance, shading header rows in grey helps distinguish them from data rows. Use subtle colours to maintain professionalism and avoid distraction.

• Enable text wrapping to keep content visible within cells.
• Apply shading or background colour to emphasise cells or sections.
• Use shading consistently for headers or totals.

Adjusting the height of rows and width of columns helps fit content neatly and improves the table’s overall layout. For example, increasing column width allows longer text to display without wrapping excessively, while adjusting row height can accommodate larger objects like images.

These adjustments prevent the table from looking cramped or uneven. Most software allows dragging borders or entering exact measurements for precise control.

• Increase column width for longer text or objects.
• Adjust row height to fit taller content.
• Use consistent sizing for a balanced table appearance.