Microsoft Office Reference Guide

Mar 26, 2004

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For a long time I have used Excel to quickly create tables and then copy them into Word and PowerPoint instead of using Table creation tools in those two programs.

The reason is quite simple: instead of having to guess and the outset how many rows and columns I will need, I get to start with a blank infinite table that I can quickly fill in.

Although the new table tools in Office 2007 generally accomplish something similar, I know that in Excel the artificial intelligence also lets me fill in cells based on previous content in the same row or column — so I can use the AutoFill feature to complete the days of the week.

Figure 1463

With the basic table laid out, I still don't need to use any table tools or toolbars — I can continue to add data. Using the time for a work schedule, I find that I don't have to AutoFormat any cells and that the most basic time format automatically is filled in by Excel.

Figure 1464

While I could use the Column AutoFit selection tool in a table toolbar or Ribbon tab, it's right there in the Home tab of Excel, allowing me to space my columns out evenly.

Figure 1465

The same concept is true in the Merge & Center command, which again is right there in Excel 2007's Home tab. Unfortunately these individual formatting choices will get overwhelmed when I use the Table formatting tools to make the table look better.

Figure 1466

Of course the real power of Excel and the other Office 2007 tools are the new formatting galleries. Here I can select the basic table and use the Format as a Table gallery to choose a new look.

Figure 1467

Just in case I didn't select the table first, I can confirm the range for the table and also confirm that I do not need a header row. (This part of the process is really to enable sorting by column headers in the table — if you need this you would use the first row for column headers and not a title and then you could sort the information. For this very basic table for Word and PowerPoint I don't need this feature.)

Figure 1468

With the table still in Excel I've got some blank column headers inserted and a nice banded format.

Figure 1469

Not to worry, I can just select the table without the unnecessary column headers and click to Copy it to the clipboard.

Figure 1470

In Word 2007, I can easily paste the table into my documents and Word recognizes it as a table, opening the Table Tools or the Ribbon, even though I never use the Table creation feature in Word. I can use Word's table styles gallery to change the look for my Word table, and the Design and Layout tabs of the Table tools to refine the table further.

Figure 1471

Basically the same principle applies in PowerPoint where I add "Schedule" as the title for a blank slide, and paste in the table from the clipboard. Again the Table Tools automatically open in PowerPoint with the table selected, and I have another Table Styles Gallery to apply to the table.

Figure 1472

My next step might be to apply a PowerPoint design to the slide or the presentation, which will refine the table further in terms of accommodating it to the overall look of the presentation.

But back in the Table Tools, I can use the Effects in PowerPoint 2007 to apply bevel, shadow and reflection effects (based on the Theme or design) to the table.

Figure 1473

I decide to keep the table simple but remove the gridlines. Depending upon the rest of the presentation, I may change the Theme again and the table design will follow accordingly.

Figure 1474

What's nice about beginning in Excel is that you can see the relative similarities and differences in the three main Office 2007 programs. And in terms of a table, you don't have to use the table tools in Word or PowerPoint and try to guess how many columns and rows you will need before you begin.

By the way, for those of you who may be wondering whether changes in the table update in Word or PowerPoint they could, but only if you click the drop down arrow in Paste in the Home Tab, choose Paste Special, and see the familiar Object Linking and Embedding dialog box. Now you can click to enable a link and then the data will update as long as the link remains intact (you don't move either file from its original saved location).

I like tables in Office 2007, and I like using Excel to begin the process if I want them in Word or PowerPoint. It's particularly obvious in the newer version because PowerPoint and Word no longer have MS Graph for charts, and rely on Excel as a DataSheet.

Now you can get used to a similar workflow when you create a table, using the build in grid in Excel to start the process, and then finalizing the table in Word or PowerPoint.

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