Insert and format tables, and create bulleted and numbered lists, to organise information clearly in a document

What this dot point is asking

This outcome is about organising information so it is easy to read. You should be able to insert a table, set its number of rows and columns, type into the cells, add or delete rows and columns, and format the table with borders and a header row. You should also be able to create bulleted lists (for items in no particular order) and numbered lists (for steps in sequence), and know when each is the right choice. In the written paper you explain why and describe the steps; in the practical you build the table or list yourself.

The answer

What a table is

A table arranges information into a grid of rows (across) and columns (down). Each box in the grid is a cell. Tables are ideal when each item has the same set of matching details, such as a name, a date and a place, because each detail goes in its own column and each item goes in its own row.

Inserting and sizing a table

You insert a table by choosing the number of columns and rows. A good habit is to plan first: count how many pieces of information each item has (that is the number of columns) and how many items there are, then add one extra row for the headings. For example, five activities with a day, time and venue need three columns and six rows (one header row plus five rows).

Adding and removing rows and columns

If you run out of space, you can add a row or column. Pressing Tab in the last cell of the last row usually creates a new row. You can also right-click to insert or delete a row or column. This means you do not have to get the size perfect at the start.

Formatting a table

• Header row. Make the first row bold, or shade it, so the column headings stand out.
• Borders. Turn borders on so the grid is visible, or off for a cleaner look.
• Alignment. Numbers often look best aligned to the right; text to the left.
• Column width. Drag the column lines so each column is wide enough for its content.

Bulleted and numbered lists

• A bulleted list marks each item with a symbol such as a dot. Use it when the items have no particular order, such as a list of features or a packing list.
• A numbered list marks each item with a number in sequence. Use it when order matters, such as steps in instructions or a recipe.

Lists make text easier to scan than a long sentence with commas, because each item sits on its own line.

Examples in context

Example 1. A price list. A canteen price list uses a two-column table: the item name on the left and the price aligned to the right. A bold header row labels the columns, and borders keep the prices lined up with their items even after edits.

Example 2. A recipe. A recipe uses a bulleted list for the ingredients (the order does not matter) and a numbered list for the method (the steps must be followed in order). Splitting the page this way makes the recipe much easier to follow than one long paragraph.

Try this

• Cue. A list of six students with their class and their score is to be shown. State how many columns and rows the table needs and why. (Three columns for name, class and score, and seven rows: one header row plus six students.)

• Cue. Describe how to add an extra row to the bottom of a table while typing. (Press Tab in the last cell of the last row, which creates a new row automatically.)

• Cue. Give one situation that suits a bulleted list and one that suits a numbered list. (Bullets for a list of features where order does not matter; numbers for instructions where the steps must be in order.)