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Add text, pictures, and tables

Create a table

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When you want to present information in a table, choose the right one for the job: a quick table built with shapes for simple one with that won’t change, or an embedded Excel worksheet when you need a dynamic information source.

Build a table with shapes

  1. Select More Shapes > Business > Charts and Graphs > Charting Shapes.

  2. Drag the Grid shape onto the drawing page.

  3. Select the number of rows and columns you want in your table, and select OK.

  4. Drag the sizing handles on the Grid shape to make the rows and columns larger or smaller.

  5. Drag the Row Header or Column Header shape onto the drawing page, and position it next to a row or column.

  6. Double-click a cell, enter data, and then select a blank area of the drawing page to finish.

Embed an Excel worksheet

  1. Select Insert > Object.

  2. Select Microsoft Excel Worksheet, and select OK.

  3. Double-click a cell and enter data.

  4. To adjust column widths, select the columns and then select Home > Format > AutoFit Column Width.

Format an embedded Excel table

  1. Select Insert > Table.

  2. Enter the range of cells in the table area and select OK.

  3. Select Page Layout > Themes, and choose a table style.

Remove empty columns and rows from an embedded Excel table

  1. Double-click the table.

  2. Drag the resize handles to hide empty rows and columns.

Want more?

Add a table to a drawing

When your data is best presented in rows and columns, consider using a table in a diagram.

To add a table, either build it using shapes, or insert an Excel worksheet.

I use shapes from the Charting Shapes stencil to create small tables with data that won’t change.

To find the stencil, I go to More Shapes, select Business, and select Charts and Graphs.

To create a table, I drag the Grid shape onto the drawing page and select the number of Rows and Columns I want.

Dragging the resize handle makes the rows larger.

To add a column header, I drag the Column header shape onto the top of a column and type the heading.

When I’m done adding column headings and labeling them ...

I add data to the table by selecting the Grid shape, selecting a cell, and typing the data.

And I’m done!

If I want more control over a table or plan to use advanced spreadsheet features, I go to Insert, select Object, and select Microsoft Excel Worksheet to embed an Excel worksheet.

Now I have a dynamic information source that I can sort, filter, and fill with formulas.

I double-click the worksheet, type data into it and then adjust column widths to fit the text by selecting the columns, going to Home, selecting Format, and selecting AutoFit Column Width.

… To format the table, I go to Insert, select Table, select the table cells, and then go to Page Layout, select Themes, and choose a table style.

I want to remove these blank cells so I’ll double-click the table to make it editable, and move the resize handle until the blank cells are hidden.

There. I’ve got a good start on my new table.

With two choices for creating a table, I can build one that meets my needs, saves me time, and presents my data in the best way.

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