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Basic 8 · Computing · Creating Tables and Hyperlinks

Creating Tables and Hyperlinks in a Word Processor

In this topic you will create tables and hyperlinks in Microsoft Word, and format tables by merging and splitting cells, adding formulas, borders and shading.

By the end of these notes you should be able to:

  • Create a table and insert hyperlinks in a document
  • Merge and split cells and add simple formulas in a table
  • Apply borders and shading to tables

What you already know

  • Presentation software skills and file management

Copy everything that has a blue line on its left into your notebook. The other parts are for reading.

Lesson 1

Strand
Productivity Software
Sub-strand
Creating Tables and Hyperlinks
Indicator
B8.2.1.1.1 – Demonstrate how to create a table and hyperlinks

Introduction

A class timetable, a list of results or a price list is easier to read in a table. Hyperlinks let readers jump to websites or other parts of a document with one click.

1. Parts of a Table

Table vocabulary
TermMeaning
rowa horizontal line of cells
columna vertical line of cells
cellthe box where a row and column meet
header rowthe top row with column titles
gridlines or borderslines that separate cells

2. Inserting a Table

  1. Click where you want the table in the document.
  2. Click the Insert tab, then Table.
  3. Drag over the grid to choose the number of columns and rows, or click Insert Table and type the numbers.
  4. Type in the cells; press Tab to move to the next cell and Shift + Tab to go back.
  5. Press Tab in the last cell to add a new row.
  6. Use the Table Design and Layout tabs to format the table.
A Word document showing a formatted table
Figure 1: Table in Word Draw a table for your class timetable with a header row.

3. Inserting Hyperlinks

Hyperlink: Text or an image that, when clicked, opens a web page, a file, an email address or another place in the document.

  1. Select the text or picture to be linked.
  2. Press Ctrl + K, or click Insert, then Link.
  3. Choose the type: an existing file or web page, a place in this document or an email address.
  4. Type or paste the web address (URL), such as https://www.ghana.gov.gh.
  5. Click OK. The text usually turns blue and underlined.
  6. Press Ctrl and click the link to test it.

4. Using Tables and Hyperlinks Well

Give tables a clear header row, keep text short in each cell and align numbers to the right for easy reading. For hyperlinks, use meaningful text such as "Ghana Education Service website" instead of "click here", so readers, including those using screen readers, know where the link goes. Check that links work before sharing the document.

5. Converting Text to a Table

If you already have information typed with tabs or commas separating items, you can convert it into a table. Select the text, click Insert, then Table, then Convert Text to Table, and choose how the text is separated. This saves time when organising lists such as names and phone numbers into neat tables.

New words

cell
A box where a row and column meet.
header row
The top row of a table with titles.
hyperlink
A clickable link to another location.
URL
The address of a web page.

Summary

  • Tables are made of rows, columns and cells and are inserted from the Insert tab.
  • Hyperlinks are added with Ctrl + K to link to web pages, files, places or email addresses.
  • Use clear headers and meaningful link text, and test links.

Class activity: Timetable with Links

  1. Create your class timetable as a table in Word.
  2. Add a header row with the days of the week.
  3. Insert hyperlinks to two useful learning websites in the document.

You need: Desktop computer, Mouse, Printed word-processor screenshot

Exercises

Answer in your exercise book first, then check your answers.

  1. 1. A horizontal line of cells is a…

    • A. row
    • B. column
    • C. border
    • D. header
    Show answer
    Answer: rowAcross.

  2. 2. The shortcut to insert a hyperlink in Word is…

    • A. Ctrl + K
    • B. Ctrl + H
    • C. Ctrl + L
    • D. Ctrl + T
    Show answer
    Answer: Ctrl + KLink.

  3. 3. Pressing Tab moves to the next cell in a table.

    • A. True
    • B. False
    Show answer
    Answer: TrueNavigation.

  4. 4. The address of a web page is its ______.

    Show answer
    Answer: URLWeb address.

  5. 5. Describe how to insert a table with 4 columns and 6 rows.

    Show answer
    Answer: Click Insert, Table, Insert Table, type 4 columns and 6 rows and click OK (or drag on the grid).Steps.

  6. 6. Why is "click here" poor link text?

    Show answer
    Answer: It does not tell readers or screen-reader users where the link goes.Accessibility.

Lesson 2

Strand
Productivity Software
Sub-strand
Creating Tables and Hyperlinks
Indicator
B8.2.1.1.2 – Demonstrate how to merge split add formula borders and shades

Introduction

A plain table works, but a well-formatted table looks professional and is easier to read. Word provides tools to merge cells, split cells, calculate totals and add colour.

1. Merging and Splitting Cells

Merging combines two or more cells into one, which is useful for a title across the top of a table. Select the cells, then click Layout (Table Layout), then Merge Cells. Splitting divides one cell into several. Click the cell, then Layout, then Split Cells, and type the number of columns and rows.

2. Adding a Formula

Calculate a total

A table lists marks for Maths (78), English (65) and Science (82) in one column, with an empty "Total" cell below them. Calculate the total using a formula.

  1. Click in the empty Total cell.
  2. Click Layout (Table Layout), then Formula.
  3. Word suggests =SUM(ABOVE). Click OK.
  4. The cell shows 78 + 65 + 82.

Answer: 225

Other formulas include =AVERAGE(ABOVE) and =SUM(LEFT). If numbers change, right-click the result and choose Update Field. For complex calculations, a spreadsheet such as Excel is better.

A Word table with coloured header and borders
Figure 2: Formatted table Design a results table with a merged title row and a total row.

3. Borders and Shading

Formatting tools
ToolWhereUse
Table StylesTable Design tabapply ready-made colour and border designs
ShadingTable Design tabfill cells with colour
BordersTable Design tabchange line style, thickness and colour
AlignLayout tabposition text in cells (left, centre, right, top, bottom)
AutoFitLayout tabadjust column widths to contents or window

4. Design Tips

Shade the header row in a darker colour with white or bold text to make it stand out. Use light shading on alternate rows (banded rows) to help readers follow lines across. Avoid too many colours. Make sure text has good contrast with the shading so it is easy to read and accessible.

5. Sorting Table Data

Word can sort rows in a table. Click inside the table, go to Layout and choose Sort. Select the column to sort by, such as "Name" or "Score", and choose ascending or descending order. Sorting a results table from highest to lowest score, for example, makes it easy to see the top performers.

New words

merge cells
Combine several cells into one.
split cells
Divide a cell into several cells.
formula
An instruction that calculates a value, such as =SUM(ABOVE).
shading
Colour filling a cell.

Summary

  • Merge cells for titles and split cells to create more space, using the Layout tab.
  • Use formulas such as =SUM(ABOVE) and =AVERAGE(ABOVE) for simple calculations.
  • Apply table styles, borders and shading carefully for clear, accessible tables.

Class activity: Results Table Practical

  1. Create a table of marks for five subjects.
  2. Merge cells for a title and add a total using =SUM(ABOVE).
  3. Apply borders, shading and a banded-row style.

You need: Desktop computer, Mouse, Printed word-processor screenshot

Exercises

Answer in your exercise book first, then check your answers.

  1. 1. Combining several cells into one is called…

    • A. merging
    • B. splitting
    • C. shading
    • D. sorting
    Show answer
    Answer: mergingMerge cells.

  2. 2. The formula to add numbers above a cell is…

    • A. =SUM(ABOVE)
    • B. =ADD(UP)
    • C. =TOTAL(TOP)
    • D. =PLUS(ABOVE)
    Show answer
    Answer: =SUM(ABOVE)Word formula.

  3. 3. Shading fills a cell with colour.

    • A. True
    • B. False
    Show answer
    Answer: TrueColour fill.

  4. 4. Dividing a cell into several cells is ______ cells.

    Show answer
    Answer: splittingSplit.

  5. 5. Describe how to merge cells in a Word table.

    Show answer
    Answer: Select the cells, click the Layout tab and choose Merge Cells.Steps.

  6. 6. Why should shading have good contrast with text?

    Show answer
    Answer: So the text is easy to read for all users, including those with low vision.Readability.

Homework

  1. Create a table of your family's weekly expenses with a total row using a formula.
Creating Tables and Hyperlinks in a Word Processor – Basic 8 Computing Notes | sirbus