[techtalk] WORD - 2 Ways to Create a Table in Word (or a Google Doc)

Thu Aug 25 08:33:05 PDT 2022

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Create quick Tables to make your content easier to read

[https://files.constantcontact.com/ee1208b4001/93006bb8-92de-4f95-a686-5d396417790e.png]

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WORD/Google Docs - Two Ways to Create a Table

Intermediate

Tables (in Word or G-Docs) are a great way to organize your content. You don't need to use Excel for everything. Tables have lots of advantages when it comes to listing text ... as opposed to performing mathematical equations.

If you want to format text in a table instead of using an Excel spreadsheet, there are two great ways to get started.

   1. You can quickly create a Table with the number of rows and columns you want… and then fill in the content.

   2. If you have text in your document already, you can convert it to a Table.

But first, let's look at some of the many ways you can use Tables in a Word (or Google) document to format your content so that it is easier to read.

Tables can be used when…

[Table example]

·     You have mostly text (words or sentences). With a table, you don't have to worry about text length. If it is too long, the entire row is automatically adjusted to include an additional line.

·     Even when you have data, you can use a Table as long as it is limited to simple calculations (and you can even add formulas, see how here<https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fr20.rs6.net%2Ftn.jsp%3Ff%3D001RMpS0jcoQTMZtEqj06a3ICevV8pGHD9eMfwEVL0zo9xU7TXkOfGdcZqq4UoHyGT6whIlXqAkS4IN2O808KU2ROg4TrufPjSVJhtIuaYw4R0c2NqwOLWusPQ0BX_HjOw20fJbWjAnzvB53CoNsHtAt5SxlQNBYui9O6xxfM8CGJdjDKvGvgkR0wTxScML5M41tde_g42R4XY%3D%26c%3D0SUnEdRbh813GO6aJ_TvGhvhGaPEq_OMAfGAE0Xj9dWxxA5k9zlaZA%3D%3D%26ch%3DbGF_HNj-36DZpvv3gQRGhCtTbiY6JO50IIwkLm40BhA-bRFeNJhDFQ%3D%3D&data=05%7C01%7CDarci.HANNING%40slo.oregon.gov%7Ca0b7510a67454a4329f108da854d5f5d%7Caa3f6932fa7c47b4a0cea598cad161cf%7C0%7C0%7C637968864615985109%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=Ec%2Fp54v%2Fbnersexs2AxJGvgc1iP0OfcL3v%2BpLA2JYd0%3D&reserved=0>).

·     When you want to display lists in an organized, appealing way. NOTE: You can sort your data in tables as well<https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fr20.rs6.net%2Ftn.jsp%3Ff%3D001RMpS0jcoQTMZtEqj06a3ICevV8pGHD9eMfwEVL0zo9xU7TXkOfGdcX0QCOmeymVlI74iGvjZuGfzacqTywABhMHizutzXyRwvrc7X2M_gNedlpEjycDY3pqBXoGOCGEMtZt7Hg9dceTalWvfZBju9A68YxuTy5buzOLhueBbMn708XkWq7hn1lAosA6ymiKF%26c%3D0SUnEdRbh813GO6aJ_TvGhvhGaPEq_OMAfGAE0Xj9dWxxA5k9zlaZA%3D%3D%26ch%3DbGF_HNj-36DZpvv3gQRGhCtTbiY6JO50IIwkLm40BhA-bRFeNJhDFQ%3D%3D&data=05%7C01%7CDarci.HANNING%40slo.oregon.gov%7Ca0b7510a67454a4329f108da854d5f5d%7Caa3f6932fa7c47b4a0cea598cad161cf%7C0%7C0%7C637968864615985109%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=aNuVuSQAnFcSrrHluoeTk9qwX1Gk6EGqN1BWKFWR8qs%3D&reserved=0>.

1. Create a Table First, Then Add Text

[table grid]

To start with a table and add text, open the Word doc, and place your cursor where you want the table placed. Then:
·     Go to the Insert tab.
·     Click Table.
·     From the drop-down menu, select how many columns and rows you want to add by selecting them in the grid.
·     Your Table will be added to your doc and now you can add the contents to the cells.

[table options]

NOTE: The grid in the drop-down table menu only has 10 columns and 8 rows, so if your Table needs to be larger, click the Table icon in the menu and then choose Insert Table. You'll then be able to key in the number of columns and rows that you need. Or, you can easily add more rows or columns later if needed by right-clicking on the adjacent cell and choosing to add a row or column.

SORTING TIP: As you think about setting up your table, be sure that any information you will want to sort is in a column by itself. For example, put the last name in one column and the first name in a separate column rather than entering the first and last names in the same one.

2. Convert Text to a Table

Suppose you have information already in a plain Word document ... but not in a table.  Perhaps it's a client directory or membership list that you'd like to format into columns. Or maybe you have research data that you'd like to include in a report. You can create a table to organize and exhibit data ... by converting the text into a table form.

First, in the Home tab, click the Show/Hide option so that you can see the hidden characters that show how the text in your document is separated.

[Show-Hide]

So that Word knows how to arrange your text in columns and rows, each line of text needs to have a "separator" character in between the text to indicate where to divide the text into columns... like a comma or tab. Go through your content and add a separator where you want column breaks.

You also need to have each row differentiated. An easy way to do this is to make sure each line of content you want in a new row is separated with a line/paragraph break.

[sample formatting]

For example, in the image to the right, the column content is separated by a tab (the arrow in between the text) and a new row is indicated with the paragraph break.

So, review your text making sure that each column of text is separated by a data element (a tab or comma). And each new row of data is on a new line. Then:

·     Highlight the text.
·     From the Insert tab, select Table.
·     Choose Convert Text to Table.

[add a table]

[table properties]

In the window that opens:

·     Under Table Size ensure the number of columns and rows that you want matches your data.
·     Under AutoFit behavior, use the drop-down to select how you want the content to wrap.
·     And in the Separate text at section, select which type of separator you used in between your content.

CONVERTING TIP: Do The First Row, then Drag and Drop

I usually use the Tab separator (instead of the comma) and only put enough of them in for what will be the first row of the table.  (See red arrows for tab markers.)

[https://files.constantcontact.com/ee1208b4001/dddd2877-f69d-4bb1-b6ec-aa937fa8da69.png]

This creates a table with the right number of columns, with text in the first row. I then drag and drop the leftover text into the appropriate cell. (Of course, I use the super-fast method of grabbing text<https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fr20.rs6.net%2Ftn.jsp%3Ff%3D001RMpS0jcoQTMZtEqj06a3ICevV8pGHD9eMfwEVL0zo9xU7TXkOfGdcRbspKs1iMHYa7XPrI1vKDx3Yybo9pNmADIrDscafAafstWcVjw1pTY6zv9xhKiwBR1ZsWoehM943UW1xIGjEnXc8A3P5gss5YJ5ktmDT4z8jXaC_Bd-_Qb_zMSU7azgVT_qrVTCf0yllheOB-cNYxCBDEjePs67bw%3D%3D%26c%3D0SUnEdRbh813GO6aJ_TvGhvhGaPEq_OMAfGAE0Xj9dWxxA5k9zlaZA%3D%3D%26ch%3DbGF_HNj-36DZpvv3gQRGhCtTbiY6JO50IIwkLm40BhA-bRFeNJhDFQ%3D%3D&data=05%7C01%7CDarci.HANNING%40slo.oregon.gov%7Ca0b7510a67454a4329f108da854d5f5d%7Caa3f6932fa7c47b4a0cea598cad161cf%7C0%7C0%7C637968864615985109%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=Yom2zAK2RXa5ROVmd20PntyFGF96iYgNsSOSDTqsLKU%3D&reserved=0> found in Tech-Talk.)

[https://files.constantcontact.com/ee1208b4001/567fde79-7d36-41d0-8578-8045ac996a70.png]

Create a Table in a Google Doc

In a Google Doc, you can create a blank Table and add the text to it later, but you cannot convert text in the doc to a Table.

To add a Table in a Google Doc:

·     In an open document, in the menu go to Insert, then choose Table.
·     A grid will appear so you can select the number of rows and columns. TIP: You can choose up to a 20 x 20 size initially and add more rows or columns later.
·     The Table will be added to our document all ready for your content.

[add table]

[Google add table]

To add a column or row later, right-click adjacent to the cell where you want the row or column added, and choose to:

·     Insert row above
·     Insert row below
·     Insert column left
·     Insert column right

[https://files.constantcontact.com/ee1208b4001/41d9a61c-7e5a-4de3-b0a4-4021dd05cea3.png]

Communications

How strongly do you feel about that?

Have you ever wished you could know how strongly someone felt about an idea you offered?

For instance, you may have suggested a guest speaker come to speak to your group ... or that you want to paint the new room blue ... or you'd like to wait another month before launching a new initiative.

Certainly, you'll get feedback, but if you want to really know where others stand on the topic, ask, "On a scale of 1 to 10 ... how much do you like this idea?" ("...how strongly can you support this suggestion?" or "...how do you feel about this proposal?")

Then give examples of what the numbers could mean such as, "10 means you absolutely love the idea and wish you had thought of it yourself." (You can be a little over the top with these as it's easier for others to give you a number) ... Followed by, "And a "1" means you wouldn't touch it with a ten-foot pole; "5" means you don't care either way."

Giving these examples not only puts the numbers in perspective, but offers the individual time to select one.

When you get a numerical answer, you will really know the magnitude of the support or opposition that you have ... and can work from there.

[https://files.constantcontact.com/ee1208b4001/da1c6ee9-ba35-4af5-9c80-8e1b5781189e.png]

Leadership

Proper communication builds trust

When you communicate makes a difference, right?

Communicating within a work situation is not just about keeping people informed. It's really a cornerstone of trust. The better you are at sending (and responding to) messages escalates the quality of the communications environment.

Timeliness is an element that is often overlooked.

Think back to when you received a piece of information (or a request), that was remarkably out of sync with the timeline. How did that make you feel? Typically, being the "last to know" or receiving a demanding request with little or no time to give a quality response, has folks feeling disrespected. Feeling devalued.

To show respect, do your part. Send information and make requests in a timely manner. Respond quickly. Both are a sign of respect!

Leaders must show respect to receive it! Being a timely communicator helps.

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