PowerPoint Lesson 2: Part 6 (Inserting Tables)
Please Note: This session builds on, and assumes that you have completed, the previous PowerPoint sessions. If that is not the case, please go back and complete them before returning to this session.
STEP 1: Opening a Presentation
You should by now have at least one or more saved PowerPoint presentations. Select one and double-click it to launch it in PowerPoint. I will use the following presentation:
STEP 2: Insert a New Slide
Using the INSERT menu option, add a new ‘Title and Content’ slide:
Which produces:
STEP 3: Inserting a Table
Now go to the INSERT menu option again and select the ‘Insert Table’ option. When you click it, a dialogue box will appear where you can specify the number of columns and rows. The default settings are shown here – 5 columns and 2 rows – but you can choose any number for each.
Remember to include an extra row and column for table headings. See my example below.
I have decided to have to have:
Then click ‘OK’ to get:
STEP 4: Populating a Table
You know how to edit text fields already – so you can see how the slide title was changed. In terms of the table itself, you can enter headings and data directly into the table as it stands.
However, I have already encountered three issues:
The first column is not wide enough to fit some regional names in.
There are not enough rows – we have more regions to include.
I have no ‘Total’ column for each region.
This takes us onto the next steps.
STEP 5: Editing a Table – Altering Column Width
To make a column wider or narrower, simply place your mouse pointer on the vertical column line – it will show a || symbol – and while you keep the left-hand button depressed, drag the line in either direction. Then let go.
STEP 6: Editing a Table – Adding Extra Rows & Columns
Click on the table to select it, then select the ‘Layout’ menu option. You can then insert extra rows and columns as you like.
I will add an extra column called ‘Total’ plus some extra rows for the other regions:
In fact, I added too many rows – so I need to delete the last two:
STEP 7: Editing a Table – Deleting Unnecessary Rows
Highlight the rows you wish to remove and then simply click the ‘Delete’ option.
You can use this to delete rows, columns and even whole tables:
After editing some text and adding an image, I now have the following slide. I have only populated the first row with actual data – just as an illustration.
As in MS Word, you can use bold, italics, underling and other layout/formatting features on your text.
STEP 8: Editing a Table – Adding Shading
You can add shading to a table. Imagine that you don’t have a full-year set of results but still want to include them in your presentation. To make it obvious that these are only provisional results, you could shade the whole table. Simply click on the table to select it, then go to the ‘Table Design’ menu option and select ‘Shading’. Then pick a colour for your table.
This is what I have:
STEP 9: Editing a Table – Borders
You can edit the table borders at will using the ‘Borders’ option:
This is what I get with no borders:
And with borders:
That completes this session. Now your turn…
Practice Tasks
Launch PowerPoint (see first session).
Either create a new blank presentation or open up an existing one.
Insert a table on an existing or new slide, select the number of rows and columns.
Populate it – just use your imagination for the actual names and data.
Add extra rows and columns.
Resize column widths.
Delete a row.
Add shading to the table.
Play around with the border options.
Resave if you wish.
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