Add complex tables and other data: Readings

What is a table?

You can think of a table as a mini-spreadsheet within in document. It consists of rows and columns, with cells at the intersections of each row and column. Each cell can contain text or graphics, and you can format the table in any way you want.

A table is used to display information (text, numbers, statistics, etc), in an easy-to-read format. Data is arranged in columns and rows. A cell is the intersection of a row and column.

You type text into a table the same way as you would in a document; you use the TAB or (key to move forward from cell to cell and SHIFT + TAB to move backwards from cell to cell. You can format it any way you want. For example, you can change the character and paragraph formatting such as, fonts, alignment and spacing within a table. You can change the style of the borders, add shading and colour. Tables are very versatile things.

Once the table is created you can change the structure. For example, you can vary the spacing and width between columns, the height of the rows and the alignment of the table between margins. It is also possible to perform mathematical calculations with the numbers inside a table.

See are examples of a simple table:

First Name / Surname / Suburb / Postcode
Mark / Jones / Orange / 2280
Bridgette / Hampton / Bathurst / 2795
Lucy / Barrett / Charlestown / 2290
Henry / Cullen / Georgetown / 2298
Australian Markets / Boxes / $ Tomatoes Sold
Sydney / 190 / $3,897.00
Brisbane / 150 / $3,089.00
Melbourne / 140 / $2,700.00
Adelaide / 115 / $2,345.00
Total / 595 / $12,031.00

When you need to type data in rows and columns, tables are a quick an easy way to present the information.

Types of documents you can prepare using tables:

  • Sales results
  • Invoices
  • Orders
  • Inventory Lists
  • Research data
  • Technical data
  • Membership lists
  • Brochures
  • Newsletters

When typing newsletters, brochures and lists of data, tables are a convenient way to group paragraphs of text side by side.

Graphics

You may have heard the expression ‘a picture tells a thousand words’. Depending on the choice of graphic, this can be quite true and can really enhance the presentation of your document. Most people quickly grasp information from a picture and take a lot longer to understand if the same information is written in words.

Graphics can be used to enhance the visual appeal of your document and attract attention. However, proceed with caution. Graphics that do not relate well with the document or are of poor quality, will quickly distract and confuse readers. They will also likely diminish the credibility of the document and its author/s.Common examples of graphics include:

  • photographs – provide evidence to support your text
  • illustrations and drawings – good quality can be hard to obtain, use an experienced illustrator
  • maps – provide quick, visual reference to any place you refer to in text

  • cartoons – can make light of complex, serious information but be careful of the tone and balance they bring to your document. Also be careful the content won’t offend or discriminate.
  • graphs and charts – quickly explain detailed concepts particularly useful to demonstrate survey results, financial information, statistics and trends

  • text boxes – can highlight important articles or key facts. Coloured backgrounds or borders make text boxes stand out.
  • clip art – is a library of simple pictures and cartoons found in most computer packages. Generally it is not appropriate to use on workplace documents as the images are not of a professional standard and can make your document appear childish.
  • Callouts – boxes that hold txt. They are used to bring attention to key information in reports, newsletters and advertising materials.
  • diagrams – useful for explaining complex concepts and are commonly used in procedures and building reports
  • Structure of a tooth

BSBITU401A: LO 11191 2010