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Tables

Mike McBride

KWord has the built in ability to generate tables for the display of data.

These tables can consist of up to 128 rows and 128 columns, with text centered or justified differently in different cells. Text flows easily around in the table and cells are resized (if specified by the user) automatically to fit comfortably around the data.

Tables in KWord are for the display of data only. No calculations can be performed.

Tip

Remember, if you need the functions of a spreadsheet, you can embed a KSpread Table in your document.

This section of the document will cover the formatting of tables created in KWord only.

Adding a new Table

You can create a table in KWord in one of three ways:

  • Select Insert -> Table... from the menubar.

  • You can use the keyboard shortcut: F5 .

  • or by clicking on the toolbar.

This will open a dialog box. The dialog box has two tabs: Geometry and Templates .



This dialog box is divided into two halves.

The right half of the dialog box provides you a quick visual guide to how many rows and columns will be created in the table. This is useful for laying out your table. You cannot edit your table layout here.

The left half of the dialog box consists of two combo boxes.

The spin box labeled Number of rows: , allows you to specify from 1 to 128 rows in the table.

The spin box labeled Number of columns: , allows you to specify from 1 to 128 columns in the table.

While adjusting either of these two options, the preview box adjusts to your new settings.

If you click on the tab labeled Templates , you can use predefined table looks to format the look of your table. For more information see the section on Using formatting templates.

Click OK to insert the table.

Click Cancel to cancel this action and return to editing your document.

Moving between cells in a table

You can navigate between cells of the table by using the mouse (simply click in the cell you want to edit), or by using the keyboard (use the arrow keys to move up, down, left or right one cell at a time).

Deleting a Table

To delete a table in KWord:

Place the mouse pointer over the frame of any cell of the table you want to delete and click once with the left mouse button.

Warning

Be sure you have selected the correct table before continuing. KWord will not ask for confirmation.

Select Table -> Delete Table from the menubar

The table will be immediately deleted.

Insert Row in Table

You can insert a row into any place in a table.

To insert a row into a table, place the mouse pointer over the border of any cell of the table you want to add a row to. Using your mouse, select either Table -> Row -> Insert Row... from the menubar or click on the toolbar.

This will bring up a dialog box.



The spin box labeled Row: , allows you to select any row within the table. This number selection box limits you to the rows currently in the table.

Select the row you want to use as a reference.

Now select either Before or After as is appropriate.

Click OK to add the row or click Cancel to not add any rows.

Insert Column in Table

To insert a column into a table, place the mouse pointer over the border of any cell of the table you want to add a column to. Select either Table -> Column -> Insert Column... from the menubar or click on the toolbar.

This will bring up a dialog box.



The number selection box labeled Column: , allows you to select any column within the table. This number selection box limits you to the columns currently in the table.

Select the column you want to use as a reference.

Now select either Before or After as is appropriate.

Click OK to add the column or click Cancel to not add any columns.

Delete Row in Table

To delete a row from a table:

Click once with the left mouse button in any cell in the row you want to delete Then:

  • select Table -> Row -> Delete Selected Rows... from the menubar

  • or click on the toolbar.

This will bring up a dialog box confirming that your have selected the correct row(s).

Warning

Make sure you have selected the correct row(s) before continuing.

KWord will delete any data contained within the selected rows.

Click Delete to delete the row, or click Cancel to not delete any rows.

Delete Column in Table

To delete a column from a table:

Click once with the left mouse button in any cell in the column you want to delete Then:

  • select Table -> Column -> Delete Selected Columns... from the menubar

  • or click on the toolbar.

This will bring up a dialog box confirming that your have selected the correct column(s).

Warning

Make sure you have selected the correct column(s) before continuing.

KWord will delete any data contained within these columns.

Click Delete to delete the column(s), or click Cancel to not delete any columns.

Change column width

When a table is created, all columns are equal in width. You can change the width of individual columns by using the mouse or the keyboard.

Using the mouse

First select any cell in the column you want to change, by holding down the Ctrl key and clicking once with the left mouse button.

The cell is now surrounded by 8 colored boxes. Place the mouse over the box in the middle of the right vertical border of the cell. The mouse pointer changes to a double-headed arrow. Click on the box and drag the right edge of the cell to the desired width. When you release the left mouse button, the entire column will assume the width of this cell.

Using the dialog box

First, select any cell in the column you want to change, by holding down the Ctrl key and clicking once with the left mouse button.

Tip

You can select any cell in the table to change column widths. By selecting a cell in the column you want to change the dialog box will default to the correct column automatically.

Select Table -> Column -> Resize Column... from the menubar.

A dialog box will appear. In the spin box labeled Column: , you can chose a different column to set. In the spin box labeled Width: , enter the desired width of the column.

Click OK to change the width, or click Cancel to leave the column width unchanged.

Join Cells in Table

A table is traditionally made of a grid of rows and columns, with equal sized cells throughout the table.

Sometimes you would like to spread text out over several cells in a table. This is especially common with titles.

KWord allows you to do this by Joining two (or more) adjacent cells of a table together.



This is an example of three cells joined together in the middle of a table.

Tip

You can join cells vertically, as well as horizontally.

To join several cells you must first select the cells. To select the cells, hold down the Ctrl key and click once with the left mouse button in a cell. Click on the next cell with the left mouse button. Continue this until you have selected all the cells you want to join together.

Tip

If you have a number of cells in a row that you want to select, you can select them in two quick steps:

First hold down the Ctrl key and click on one of the end cells.

Now hold down the Shift key and click on the cell at the other end of the row or column you want to join.

All cells between these two cells will be selected.

Once you have selected all the cells you want to join, select Table -> Cell -> Join Cells from the menubar

The cells will now be joined.

Any text in the left most frame will now be located in the joined frame. Any text from any other frames will be deleted.

Split Cells in Table

In addition to combining two or more cells into a single cell, it is easy to split one cell into many cells.

If you decide that you do not want the previously joined cells to be joined any longer, you can “split” them back into individual cells again. You can also split cells within a column or row. They do not need to have been previously joined.

To split a cell, select the cell you want to split by holding the Ctrl button down and clicking on it with the left mouse button. Select Table -> Cell -> Split Cell... from the menubar.

This will bring up a small dialog box which allows you to set the number of rows and the number of columns you want to split this cell into.

Once you have set the correct number of rows and columns in the spin boxes, click OK to split the cells. Click Cancel to abort.

Ungroup a Table

If you select a cell in a table and then choose Table -> Ungroup Table from the menubar, KWord will convert each cell in your table into an individual frame. You can then move these frames around independently on the page.

Protecting a cell in a table.

You can protect any or all cells in a table from accidental modification or deletion.

Simply select the cell(s) you want to protect, then:

Select Table -> Cell -> Protect Cells from the menubar or hold down the Ctrl button, click in the cell once with the right mouse button and select Cell -> Protect Cells from the popup menu.

You will not be able to change the contents or formatting of that cell.

Note

To disable the protection, simply repeat the steps above, and the cells will no longer be protected.

Formating a Table

There are many aspects of a table that can be formatted.

For information of formatting text with a table see Format characters.

For information on formatting borders between frames in individual cells, see Borders

For information on formatting background color of individual cells, see Frame background

For information on changing the width of columns, see Resizing Columns

KWord also provides the user with a set of tools to help speed up the formatting of tables.

Altering the number of rows and columns in a table.

Previously in the manual, we have discussed how to individually add or delete rows and/or columns. KWord also provides the user the ability to make major changes to the number of rows and columns in a table.

Select Table -> Properties... from the menubar. A dialog will appear.



You can use this dialog to change the number of rows in your table by using the spin box labeled Number of rows: .

Warning

If you reduce the number of rows using this dialog box, KWord will delete the bottom row(s) including the data within the rows .

Be sure you do not have any data in these rows that you need to preserve.

You can use this dialog to change the number of columns in your table by using the spin box labeled Number of columns: .

Warning

If you reduce the number of columns using this dialog box, KWord will delete the right most column(s) including the data within the columns .

Be sure you do not have any data in these columns that you need to preserve.

Placing a mark in the check box labeled Reapply template to table , will cause KWord to re-apply the template to the table after adding or deleting the specified number of rows and/or columns .

Click OK to make changes permenant, or click Cancel to abort all changes.

Selecting an entire column for formatting

To select an entire column for formatting, move the mouse pointer to the white space directly above the desired column. The mouse pointer will turn from an arrow to a hand. If you click with the left mouse button, the entire column will be selected.

Selecting an entire row for formatting

To select an entire row for formatting, move the mouse pointer to the white space directly to the left of the desired row. The mouse pointer will turn from an arrow to a hand. If you click with the left mouse button, the entire row will be selected.

Using table templates to format an entire table

KWord has templates for many commonly used table formatting options. Table templates provide the same formatting functionality for tables that document templates provide you for formating your documents.

Select Table -> Properties... from the menubar. A dialog will appear. Click on the tab labeled Templates .



Along the left of the dialog box, is a list of table templates.

On the right is a preview box that gives an example of what a table template will look like when applied to your table.

Below the preview box, are 5 check boxes.

First row

This check box will toggle formatting of all cells in the top row.

Last row

This check box will toggle formatting of all cells in the bottom row.

Body

This check box will toggle formatting of all cells in the body. The body of the table is any cells which are not formatted by any of the other four options.

First column

This check box will toggle formatting of all cells in the left column.

Last column

This check box will toggle formatting of all cells in the right column.

Placing a mark in the check box labeled Reapply template to table , will cause KWord to re-apply the template to the table after adding or deleting the specified number of rows and/or columns .

Click OK to make changes permenant, or click Cancel to abort all changes.

Using table styles

Table styles are a rapid way for you to format individual cells of your table to common formats. You can add or remove table styles, and change predefined table styles to suit your needs. A table style consists of a frame style and a text style which are grouped together and named.

Formatting a cell with a table styles

To format a cell using a predefined table style simply:

Select the cell(s) by holding down Ctrl and clicking within the cell with the left mouse button. You can also select columns and rows.

Select Table -> Tablestyle from the menubar. A submenu will appear, listing all the currently defined table styles. Select the name of the table style you want and all selected cells will automatically be formatting using the options of that table style.

Editing a table style

To change the options of a table style, you will use the Table Style Manager.

Select Table -> Table Style Manager... from the menubar. A dialog box will appear.



All of the currently defined table styles are listed in the listbox on the left. The currently selected table style is highlighted, and the name of the currently selected table style is listed in the text box labeled Name . (In this example, the currently selected table style is Header 1 .)

Select the name of the table style you want to change by clicking on the name of the table style in the listbox on the left.

In the section labeled Adjust is a combo box labeled Framestyle which is used to select the desired frame style. If you want to add or alter a frame style, click the Change... button, and you will be taken to the Framestylist to make those changes.

Below that, is a combo box labeled Textstyle: which is used to select the desired text style for this table style. If you want to add or alter a text style, click on the Change... button, and you will be taken directly to the Stylelist to make those changes.

Once all changes have been made, click OK to save your changes. All of the affected table styles will be changed to reflect the new options.

Creating a new table style

To create a new table style, select Table -> Table Style Manager... from the menubar. A dialog box will appear.



Select a table style from the list at the left which most closely matches your new desired table style. The selected table style will be used as a template for the new table style. Select the table style by clicking once with the left mouse button in the list on the left.

Click on the New button. KWord will generate a new table style, which is a copy of the previously selected table style.

Choose a name for your new table style, and type it in the text box labeled Name .

You can now change your table style options to customize your newly created table style. For details, see Editing a table style.

Deleting a table style

To delete table style, select Table -> Table Style Manager... from the menubar. A dialog box will appear.



Select the table style you want to delete by clicking once with the left mouse button on the name of the table style you want to delete.

Click on the Delete button.

Note

KWord will not allow you to delete the Plain table style.

Changing the order of the table style in the list

To change the order that the table style are listed, select Table -> Table Style Manager... from the menubar. A dialog box will appear.



The order the table styles are listed in the menu is determined by the order of the table styles in the list on the left.

Select the table style you want to move from the list at the left by clicking once with the left mouse button.

Now click on the Up Arrow and Down Arrow located at the bottom of the list of table styles. This will move theselected table style up or down in the list of table styles.

When you are satisfied with the order of the list, select OK .

Importing a table style from another KWord file

To import a table style from another KWord file, select Table -> Table Style Manager... from the menubar. A dialog box will appear.



Click the button labeled Import From File . You can select the KWord file using the file selection dialog. Choose your file, and click OK .

A new dialog box will appear listing all available table styles for importing.

Tip

If KWord encounters a duplicate table style name in the selected file, it will append a number to the end of the table style name to identify the imported style.

As an example, if you import the Plain table style from another KWord file, KWord will change the name to Plain-1 .

Select all the table styles you want to import. Then click OK .

The table styles will now appear at the bottom of your list of table styles. Click OK to save the table styles in the new document.




 
 
  Published under the terms of the GNU General Public License Design by Interspire