16 a in Excel Format by exj20303

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									           HOW TO FORMAT AN EXCEL TABLE

                               FOR DISPLAY IN

                             MICROSOFT WORD




                                 Jeffrey Donnell
             The George W. Woodruff School of Mechanical Engineering
                        The Georgia Institute of Technology
                               Atlanta, GA 30332




Summary
This document reviews the steps that a beginner should take in order to format a simple table in
Microsoft Excel and then display that table in Microsoft Word. Specifically, this document
explains:

1) How to format the table for display;

2) How to copy the Excel display;

3) How to paste the copied table into a Word document.
                       How to Format an Excel Table for Display in Microsoft Word                     2
                                           Jeffrey Donnell
                       The George W. Woodruff School of Mechanical Engineering


In laboratory courses, students must often record and analyze data in Excel, and then they must
transport some of that data to display in written reports. These written reports are typically pre-
pared using Microsoft Word.

When you display an Excel table in a Word document, that display is governed by formatting
actions that you perform in Excel. You must first prepare the data accurately in your spreadsheet
and you must label your columns with descriptive headings and units. Then you must format the
block of information that you will display in Word.

This presentation will show how the table is formatted for visual display, how it is copied from
Excel and how it is inserted into Word.

1) Formatting for display
Data is often entered without thought for appearance. Often a completed spreadsheet page looks
something like this:




This may be adequate for data entry, but for display and review, the cells must be formatted for
the display of numbers and words. Then the table’s grids may be adjusted.
                        How to Format an Excel Table for Display in Microsoft Word                         3
                                            Jeffrey Donnell
                        The George W. Woodruff School of Mechanical Engineering


Formatting Cells for display of numbers and words
It is first necessary to select the table--or portion of a table--that is to be adjusted. Here, the data
sections are selected but the table title and annotations on lines 1-5 will be ignored. Rows 6-17
are selected for columns A-D. The selection is highlighted as shown below.

Once the data is selected, Excel’s Format menu is opened and Cells is selected.




Excel’s Format Cells dialog appears:
                       How to Format an Excel Table for Display in Microsoft Word                    4
                                           Jeffrey Donnell
                       The George W. Woodruff School of Mechanical Engineering




Each of the tabs on the Format Cells dialog allows you to adjust a portion of the display.

Text Alignment
The alignment tab is selected here in order to adjust the text in the table’s column headers. For
Horizontal and Vertical text alignment, CENTER usually gives the best appearance. The Text
Control option is partly obscured by the Vertical Alignment menu; the Wrap Text option is
selected there, allowing the units to be centered below the heads for the second and third column.
                         How to Format an Excel Table for Display in Microsoft Word                      5
                                             Jeffrey Donnell
                         The George W. Woodruff School of Mechanical Engineering

Font Size for Display
The Font tab allows you to control the size of the words and numbers when your table is printed
or displayed on a screen.




Excel’s default font size is 10-point. This is adequate for tables that will be printed directly, as in
student reports, but this font size will not scale well if a table is to be used again later for a differ-
ent kind of presentation. A font selection of 14-point or 16-point offers flexibility when a table is
likely to be copied or resized later. Because this table will be used in a student report that will be
printed and submitted directly, the default font is accepted.
                       How to Format an Excel Table for Display in Microsoft Word                6
                                           Jeffrey Donnell
                       The George W. Woodruff School of Mechanical Engineering

Borders and grids
The table’s border and grids are to be adjusted next, using the Border tab. The Border is adjusted
first:




The border that surrounds the table is adjusted first. Under Presets, the Outline button is acti-
vated, leading to a square display in the Border preview window. Under Line Style, a light line is
selected and Line Color is adjusted to medium gray.
                       How to Format an Excel Table for Display in Microsoft Word                7
                                           Jeffrey Donnell
                       The George W. Woodruff School of Mechanical Engineering

The table’s inside grid is now adjusted from the same Border tab:




Under Presets, the Inside button is activated, leading to a display of crossed lines in the Border
preview window. Under Line Style, a light line is again selected and Line Color is adjusted to the
lightest available shade of gray.

We now select OK. The format dialog disappears, and the table is adequately formatted. It
remains selected and is ready for copying.
                      How to Format an Excel Table for Display in Microsoft Word               8
                                          Jeffrey Donnell
                      The George W. Woodruff School of Mechanical Engineering




2) Copying the Table
The formatted table remains selected. A selected table can be copied from Excel’s Edit pull-down
menu. For this simple operation, however, it is sufficient to select the toolbar’s Copy icon:




We are now ready to open our Word document and insert the table.
                       How to Format an Excel Table for Display in Microsoft Word                     9
                                           Jeffrey Donnell
                       The George W. Woodruff School of Mechanical Engineering




3) Inserting the table into Word
After opening the Word document, the cursor is placed at the location where the table is to appear.
Word’s Edit menu is opened and Paste Special is highlighted for selection:




After Paste Special is selected, Word’s Paste Special dialog box appears.
                       How to Format an Excel Table for Display in Microsoft Word                 10
                                           Jeffrey Donnell
                       The George W. Woodruff School of Mechanical Engineering


Based on a quick analysis of the data that has been copied, the Paste Special dialog box presents a
menu allowing you to specify how the data is to be managed in Word.




Usually the Paste Special options are presented in order; you get the best results by selecting the
option at the top of the menu, and less satisfactory results are at the bottom of the menu. When
there is doubt, Picture is usually a reasonable option. In this case, Microsoft Excel Worksheet
Object is selected, and the table is displayed on the page, along with its selection bounding box.
                       How to Format an Excel Table for Display in Microsoft Word               11
                                           Jeffrey Donnell
                       The George W. Woodruff School of Mechanical Engineering


This table has been inserted at the left edge of the document, but we want it to be centered. With




the table still selected, we simply click on Word’s Toolbar Center icon. The completed table is
displayed on the next page.
                      How to Format an Excel Table for Display in Microsoft Word   12
                                          Jeffrey Donnell
                      The George W. Woodruff School of Mechanical Engineering


A table number and caption are inserted above the table to complete the display.

								
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