Tables in Word 2007

Working with tables is somewhat different in the latest Office version as compared to previous versions. As you may have already noticed there isn't a ribbon or category called Tables similar to the Table menu we used in earlier versions. The new layout for table functions can appear unnecessarily complicated!

To insert a table you need to use the table control in the Insert category. When the table is in place two new Table toolbars appear, Design and Layout. As the names suggest Design has functions to determine the appearance of the table: style, borders, shading etc. Other functions such as those for inserting rows, columns, autofit to contents, changing column width etc. are found in the Layout category.
Fortunately we do not have to rely entirely on these ribbons. When you are working in a table the application menu gives you access to most formatting functions.

Table functions on the toolbar ribbons are described below so you get an idea of which groups of controls are on these ribbons. However it may be easier to use the application menu wherever possible.

Tip! As before it is important to position the cursor in the appropriate cell in the table or select the cells before you start any formatting.

Insert a Table

1. Place the cursor in the correct position on the page

2. Choose the Insert Category,  tab to the Table control and press Space to open the Table menu. Don't use tab or arrow down in this menu because you may start drawing a table without realizing it. Instead press I to open the Insert table dialog box.
Or press Alt+N,T,I.

3. Type in the number of columns and rows and press Enter.

4. The cursor is now in the first cell in the table. When a table is inserted two new Table tools tabs appear to the right of the standard tabs. The two new table specific categories are Design and Layout, press Alt then Right arrow until you are on these categories or press Alt+JT or Alt+JL to display Design and Layout respectively.

Navigation in Tables

This is similar to previous Office versions:

Ctrl+Home move to first cell
Tab  move to next cell, cell contents are selected, press Left arrow to move to beginning of content
Shift+Tab move to previous cell
Alt+Home move to first cell in row
Alt+End move to last cell in row
Alt+PageUp move to first cell in column
Alt+Page Down move to last cell in column
Ctrl+End move to first line under the table

Selecting Cells in a Table

Many table formatting functions will require that you first select cells in the table. You can of course use Shift and the arrow keys to do this. However it is recommended that screen reader users use the Select function on the Layout ribbon.

1. Place the cursor in the cell, row, column or table you want to select.

2. Press Alt, then Right arrow to the Layout category under Table tools or press Alt+JL to move straight to this category. Tab once to the Select button and press Space to open the Select menu.

3. Choose Cell, Row, Column or Table from the menu using the arrow keys and press Space. The focus is back in the table and the cells are selected.

Unfortunately this useful function is not in the application menu.

Inserting Rows and Columns, Deleting Rows and Columns

You can use the method below using the controls on the Layout ribbon. However this function is a good example of how using the application menu can simplify a process! Make sure the cursor is in the appropriate row or column, or that the rows or columns are selected if you want to insert several rows or columns. Open the application menu and choose Insert or press I. Choose the type of row (over, under) or column (left, right) you wish to insert and press Space.
To delete cells choose Delete cells in the application menu or press D. Choose cell, row or column and press Space.

Using the Layout ribbon:

1. Place the cursor in the row/column or select the rows or columns.

2. Choose the Layout catergory under Table tools. Press Alt+JL

3. Tab to the appropriate button for inserting Rows or Columns: above A and below E, left L and right R and press Space.

4. To delete rows and columns place the cursor in the appropriate row or column or select these and tab to the Delete button in the Layout category. Or press Alt+JL, D to open the Delete menu. Chose delete cell, row, column etc from the menu.

Tip! Pressing Tab when you are in the last cell of a table will insert a new row at the bottom of the table 

To Move Rows or Columns

We use the same technique as we have used previously.

 1.Select the row(s) or column(s) you wish to move.

2. Press Ctrl+X, or open the application menu and choose Cut.

3. Move to the row under where you want to paste, or column to the right, and press Ctrl+V to paste or choose Paste from the application menu. The row is inserted over the the column to the left.

AutoFit to Contents

Place the cursor in the table. Choose the Layout category and tab to Autofit. Press Space to open the Autofit menu. Or press Alt+JL,F. Choose Autofit to Contents from the menu and press Space.

Alternatively use the application menu and choose Autofit A and then Autofit to Contents.

Adjust Row Height or Column Width

Place the cursor in the row or column. Choose the Layout category and then height or width. Or press Alt+JL,H or Alt+JL,W respectively. Enter the height or width in the list box and press Enter.

Table Properties

You can use the Table Properties dialog box to set row height, column width, table size, cell alignment etc. as in earlier Office versions.

1. Choose the Layout category and tab to Table properties and press Space. Or press Alt+JL,O.
You will also find Table properties in the applicaiton menu.

2. Choose the Table, Row, Column or Cell tab and enter the desired optioins.

Merge and Split Cells

You will find these functions in the Layout ribbon. Press Alt+JL,P or Alt+JL,Q to split or merge cells. These functions are also in the application menu.

Borders and Shading

1. Select the rows or columns. Choose the Design ribbon, Alt+JT. Tab to the Shading or Borders button. Press Space to open the menu. Or press Alt+JT,H or Alt+JT,B respectively for shading or border menus.

2. Choose the desired shading colour from the Shading menu using the arrow keys or the desired border type from the borders menu. Press Space to apply the shading or border.

Alternatively, choose Borders and Shading from the applicaton menu. This will open the Borders and Shading dialog box which has borders and shading tabs similar to those we have used before. For example in the Borders tab you will find the options to format the border: choose style, thickness etc. Choose the desired options and then choose OK.

Table Styles

This replaces the Autoformat function for Tables from earlier versions.

To apply a table style

1. Place the cursor in the table. Choose the Design category under Table tools. Press Alt+JT. Tab to Table styles and press Space to open the Table styles gallery, or press S.

2. Choose the Style using the arrow keys and press Space to apply the Table style.

To remove the style choose Remove.

To change the properties for a style

1. Place the cursor in the table. Choose the Design category under the Table tools. Tab to Table Style options.

2. Check/uncheck style options:
Header row, highlights the header row
Total row, highlights the last row
Banded rows, gives different colours on alternate rows
First column, highlights the first column
Total column, highlights the last column
Banded columns, gives different colours on alternate columns

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