Chapter - 9

Organizing Content Using Tables and Charts:

Sort Table Data:
Working with Sorting and Formulas:
Word provides many options for working with table data. You can sort table data into a more
useful order and even perform calculations by inserting formulas into table cells.

Sort table data:

Word can sort data in a list alphabetically, numerically, or chronologically (by date). In addition,
Word can sort information in ascending (A to Z) or descending (Z to A) order. You can sort an
entire table or a portion of a table by selecting what you want to sort.

1. Select the cells or information you want to sort.

Usually, you’ll want to select the header row along with the rows you want to sort.

2. Under Table Tools on the Ribbon, click the Layout tab, and click the Sort button in the Data
group.

The Sort dialog box appears.

3. Define how you want to sort the data and click OK.

Control Cell Layout:

Working with Cell Formatting:
In this lesson, you will learn how to align text horizontally and vertically in a cell, change text
direction, and adjust cell margins.

Align cell contents :

1. Select the cell(s) containing information you want to align.

The Design and Layout tabs appear under the Table Tools on the Ribbon.
2. Under Table Tools on the Ribbon, click the Layout tab and click an alignment button in the

Alignment group.
Other Ways to Align Cells:
Select the cell(s), right-click, select Cell Alignment from the contextual menu, and select an
alignment. Change text direction

1. Select the cell(s).

The Design and Layout tabs appear under the Table Tools on the Ribbon.

2. Under Table Tools on the Ribbon, click the Layout tab and click the Text Direction button in
the Alignment group.

The text direction for the selected cell(s) changes.

3. Click the Text Direction button again to cycle through available directions.

Other Ways to Change Text Direction: Select the cell(s), right-click, and select Text
Direction from the contextual menu. Select an orientation from the Text Direction dialog
box.

Adjust cell margins:

You can adjust how much space appears between a cell’s contents and its borders by adjusting
cell margins.

1. Click anywhere inside the table.

The Design and Layout tabs appear under the Table Tools on the Ribbon.

2. Under Table Tools on the Ribbon, click the Layout tab and click the Cell Margins button in
the Alignment group.
3. Adjust the cell margins and click OK.

Not only can you change the distance from the cell contents to the cell borders, but you can
also separate individual cells from other cells in the table by adjusting the Default cell spacing
area of the dialog box.
 Tip: Adjusting cell margins changes the margins of the current table and all subsequent tables.
Your changes become the default settings for all tables.

Merging and Splitting Cells and Tables:

You can adjust the number of cells that appear in a table by merging and splitting cells. You can
also split a table into two tables.

Merge cells:
The merge cells command combines several smaller cells into a single larger cell that spans the
space that the previous cells occupied.

1. Select the cells you want to merge.

2. Under Table Tools on the Ribbon, click the Layout tab and click the Merge Cells button in
the Merge group.
Other Ways to Merge Cells: Select the cells you want to merge, then right click and select
Merge Cells from the contextual menu. Split a cell Cells can also be broken up into several
smaller cells by using the Split Cells command.
1. Select the cell you want to split.

2. Under Table Tools on the Ribbon, click the Layout tab and click the Split Cells button in the

Merge group.

Other Ways to Split a Cell:

Select the cell you want to split, then right-click and select Split Cells from the contextual
menu.

3. Specify how you want to split the cell in the Split Cells dialog box and click OK.

Perform Calculations in a Table:

Word is not a spreadsheet program like Microsoft Excel, which is made to perform calculations,
but it can do some simple arithmetic.
 To enter your own calculations, called formulas, you can use the Formula dialog box, and you
can refer to the cells in a table using cell references. A cell reference identifies where a cell is
located in a table.
Although tables don’t have visible headers identifying the rows and columns, every cell
reference uses a letter (A, B, C and so on) to represent its column and a number (1, 2, 3 and so
on) to represent its row. A1, B3, and D5 are all examples of cell references.

1. Place the insertion point in a blank table cell where you want to insert the formula.

2. Under Table Tools on the Ribbon, click the Layout tab and click the Formula button in the
Data group.

The Formula dialog box appears.

3. Enter the formula in the Formula box.

For example, =SUM(C2, C3) calculates the sum of table cells C2 and C3.

Use the Number format list arrow to define how the formula result appears. Use the Paste
function list arrow to build a formula using built-in functions.

4. Click OK.

The formula result appears in the cell.

Tips:

 Remember: All formulas start with an equal sign (=), followed by a function name (such as
SUM), followed by parentheses containing the location of the cells on which you want to
perform the calculation.

 Besides regular cell references, you can use terms that describe the location of cells in a table,
such as Above or Left, which reference all cells above or to the left, respectively, of the selected
cell. For example, =SUM(ABOVE) totals all the cells above the selected cell in a table.

 If you change a value in a Word table, you’ll need to recalculate the formulas manually.
Instead of entering specific cell references you want to sum, you can use a reference such as
ABOVE, which indicates all the cells above the cell containing the formula.
 Create a Chart:

1. Navigate to the page where you want to insert the chart.

2. Click the Insert tab on the Ribbon and click the Chart button in the Illustrations group.

The Insert Chart dialog box appears.

3. Select a chart type from the list.

A number of options are available under each chart type. Select a chart.

4. Click OK.

The chart is inserted onto the page, and an Excel 2016 worksheet opens in another window.
This is where you enter the data for the chart.

Tip: If you don’t have Office Excel 2016 installed, a Microsoft Graph datasheet appears
instead of an Excel worksheet. This is similar to Excel, but you don’t have as many options
for working with data.

Insert chart data:

After you insert a chart, you need to replace the sample data in the worksheet with your own
data.
1. On the contextual Excel worksheet, click the cell you want to add data to.
2. Enter data in the Excel worksheet.

The sample data is replaced with your own, and the chart updates to reflect your changes.

3. When you’re finished entering data, click the Close button in the Excel window.

Excel closes and you return to the Word document.

Tips:
To include more rows and columns of data in the Excel worksheet, click and drag the lower
corner of the cell range around the cells you want to include.
 To edit a chart’s data, select the chart, click the Design tab on the Ribbon under Chart Tools,

and click the Edit Data button in the Data group to open the Excel worksheet.
Add an Excel Table to a Word Document:
Linking or embedding an Excel worksheet into a Word is straightforward, and the process for
doing either is almost identical. Start by opening both the Excel worksheet and the Word
document you want to edit at the same time.

In Excel, select the cells you want to link or embed. If you would like to link or embed the entire
worksheet, click on the box at the juncture of the rows and columns in the top left-hand corner
to select the whole sheet.

Copy those cells by pressing CTRL+C. Now, switch to your Word document and click to place the
insertion point where you would like the linked or embedded material to go. On Home tab of
the Ribbon, click the down arrow beneath the “Paste” button, and then choose the “Paste
Special” command from the dropdown menu.

This opens the Paste Special window. And it’s here where you’ll find the only functional
different in the processes of linking or embedding a file.

If you want to embed your spreadsheet, choose the “Paste” option over on the left. If you want
to link your spreadsheet, choose the “Paste Link” option instead

Whichever option you choose, you’ll next select the “Microsoft Excel Worksheet Object” in the
box to the right, and then click the “OK” button.

You’ll see your Excel sheet (or the cells you selected) in your Word document.

If you linked the Excel data, you can’t edit it directly in Word, but you can double-click
anywhere on it to open the original spreadsheet file. And any updates you make to that original
spreadsheet are then reflected in your Word document.

If you embedded the Excel data, you can edit it directly in Word. Double-click anywhere in the
spreadsheet and you’ll stay in the same Word window, but the Word Ribbon gets replaced by
the Excel Ribbon and you can access all the Excel functionality.