Introduction

Tables and charts in Microsoft Word help you organize and present data clearly. A table arranges text and numbers into rows and columns. A chart (or graph) visually represents data for easier comparison and understanding.

1. Creating and Styling Tables

Creating a Table

1. Go to the Insert tab on the Ribbon.
2. Click Table.
3. Drag the grid to select the number of rows and columns (e.g. 3x4).
4. Click to insert the table into your document.

Styling a Table

When the table is selected, two new tabs appear:

• Table Design — choose table styles, borders, shading, and header row options.
• Layout — adjust cell size, merge or split cells, and align text.

Useful Actions:

• Merge Cells: Select two or more cells → Layout → Merge Cells.
• Split Cells: Select a cell → Layout → Split Cells.
• Add Row/Column: Right-click → Insert → Choose “Insert Rows Below” or “Insert Columns Right”.
• Delete: Right-click → Delete Cells / Delete Table.

2. Importing Tables from Excel or Word

Import from Excel:

1. Open Excel and select the table you want.
2. Copy (Ctrl + C).
3. Go to Word and Paste (Ctrl + V).
4. Word gives paste options:
   • Keep Source Formatting — keeps Excel style.
   • Use Destination Styles — applies Word’s table design.
   • Link & Keep Source Formatting — updates automatically when Excel data changes.

Import from Another Word Document:

1. Open both documents.
2. Copy the table from the source document.
3. Paste into the new Word file — adjust design as needed.

3. Chart Types

Creating a Chart

1. Go to Insert tab → Click Chart.
2. Choose a chart type from the dialog box.
3. Click OK. Excel opens automatically for you to enter or edit data.
4. When done, close Excel — the chart appears in your Word document.

Main Chart Types:

4. Editing Chart Elements & Formatting

Select the chart → The Chart Design and Format tabs appear.

Common Elements You Can Edit:

• Chart Title: Click the title → Type a new one.
• Axes: Right-click axis → Format Axis to set scale or labels.
• Gridlines: Use Add Chart Element → Gridlines.
• Data Labels: Show values on bars or lines → Add Chart Element → Data Labels.
• Legend: Move or hide → Legend Options.
• Trendline: Add from Add Chart Element → Trendline to show direction or growth pattern.

5. Linking vs Embedding Excel Data

When you insert or paste an Excel chart/table into Word, you can either:

• Embed — A copy of Excel data is stored inside Word. Changes in Excel do not affect the Word chart.
• Link — Word connects to the original Excel file. Any changes in Excel update automatically in Word.

6. Practice Questions & Answers