Microsoft Office Tutorials and References
In Depth Information
Working with Table Data
Note
To insert a tab character in a table cell, press Ctrl+Tab.
Selecting Table Data
To select text within a cell, you use the usual Office and Word techniques. (See “Entering
and Selecting Text” on page 107 and “Making Your Documents Look Good” on page 214.)
To select one or more table cells, you can use tools on the Layout tab under Table Tools.
Click Select in the Table group, and then you can choose to select the current cell, column,
or row—or the entire table. To select the entire table, you can also use the Alt+Shift+5
keyboard shortcut. (You must use the 5 on the numeric keypad.)
You can also use the mouse to select a cell (click in the cell’s left margin), a row (click to
the left of a row), or a column (click at the top of a column). You’ll know you’re in the right
place when the mouse pointer changes to an arrow (a small black arrow to select a cell or
column, or a white arrow for a row). Drag to extend the selection to include multiple cells,
rows, or columns. To select the entire table, point to the upper left corner of the table and
click when the mouse pointer appears as a four-headed arrow. If you have trouble getting
the mouse pointer in the precise location for making a selection, an alternative is to
rightclick and choose Select; a submenu appears with Cell, Column, Row, and Table commands.
Sorting Table Data
You can sort rows of data according to the content of the cells in a column. You can, in fact,
perform a multilevel sort on up to three columns. For example, if you have a directory of
names and addresses, you might want to organize the list alphabetically by name within
each town. To do that, you sort on postal code, then by last name, and then by first name.
To sort data in a table, click in the table. (Be sure the insertion point is in the table and that
nothing is selected.) Then click the Layout tab (under Table Tools) and click Sort in the Data
group. The Sort dialog box appears, as shown in Figure 8-6.
If the first row of your table contains descriptive titles instead of data, select Header Row.
Then choose the column (or columns) by which you want to sort. Indicate the type of data
in each column (text, numbers, or dates) and the sort order to use.
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