Sometimes, we are not sure just how many rows or columns we may need when creating a table. PowerPoint has made it easy to add and remove rows after the fact. This lesson will review how to modify rows and columns in a PowerPoint table.
Changes After the Fact
When you need to display detailed content with numbers and text on a PowerPoint slide, such as financial information, tables are your best choice. Sometimes your columns and rows will not be the width or height you want, and you may need to add or delete rows and columns to get it exactly the way you want. This lesson will discuss how to make changes to your table after it has been created. But before we get started, let's review how to create a table.
How to Create a Table
Start by going to the Insert tab and clicking on the Table command. When the table grid opens, move your mouse pointer to select the number of columns and rows you need, and that's it!
Your table consists of cells, which are boxes where you will enter your information. You can add data, text or numbers, to your table by clicking your mouse in a cell, adding your data, then using your tab key to move from cell to cell.
So, now you are ready to learn how to make changes to an existing PowerPoint table.
Adding or Deleting Rows and Columns
Let's assume you are a sales manager, and it's time to present quarterly results to your director. Last quarter (Q1), you presented the same information. So, to make things easier, you pull up the slides you already created and update them with the current information. When you're finished, you will save this file as Q2.
However, there are some problems. One of your sellers has left the organization, and you have hired two new sellers. This means you will have to remove one row and add two rows. In addition, your director has decided he would also like to see the number of meetings each seller held during the quarter. This will require adding one new column as well.
To add a row, right-click in the table and click on Insert. From the menu, select either Insert Rows Above or Insert Rows Below. In this case, you will choose Insert Rows Below. You can repeat the process to insert your second row as well.
You still need to remove one row, which is the seller that is not with the company anymore, Ronny. To delete a row or a column, right-click on the row or column that you want to remove and click on Delete. The menu shows three options: Delete Rows, Delete Columns or Delete Table. In this case, you will choose to Delete Rows, and instantly, the row for Ronny will be removed.
To add a column, right-click in the table and click on Insert. From the menu, select either Insert Columns to the Left or Insert Columns to the Right. You will insert a column to the right. Now you can add your seller names and the header title, 'Meetings.' And you are all set.
Changing the Width and Height
So, you might have times that you will need to adjust the width or height of a column or row. Let's look at our sales results example we've been using.
One of the names of our sellers is a bit long. Part of the name dropped down to the second line. In order to adjust our column so we can fit the name, we need to change the width of the column and make it wider.
To change the width of a column, move your mouse pointer over the column boundary line until you see the 2-sided arrows. Click and hold your mouse while dragging the column to its new position. Using the same steps, you can also adjust the height of a row.
A Second Option
Another option for adding/deleting rows or columns and changing their width or height is to use the ribbon commands. Some people prefer the ribbon commands rather than right-clicks and 2-sided arrows. Here's how to access the ribbon commands.
Double-click the table placeholder (it's the outside edge of the table). This will allow you to view the ribbons Table Tools option for Design and Layout. Select the Layout menu to choose from several editing commands for your table. These commands include the Insert and Delete command for rows and columns, as well as a Cell Size grouping to adjust height and width of your column or row. You might find working with the ribbon commands easier.
In this lesson, you learned that rows and columns can be easily added or removed by right-clicking in the table and selecting either Insert or Delete from the menu. You can choose to add a row above or below, and you can choose to add a column to the right or to the left. You also learned that you can change the height and width of your columns or cells to adjust for the size of the data that you enter.
Finally, we reviewed the ribbon commands, where you have options to perform the same tasks to modify rows and columns, which some people prefer to the right-clicks and the click-drag-hold movements of your mouse. Knowing how to modify rows and columns is helpful when creating tables because there will be times when you are not exactly sure what you will need until you start adding the data.
Once you've completed this lesson, you should be able to:
- Describe the process for adding and deleting rows and columns and adjusting the size of columns or cells by right-clicking
- Explain how to perform these same actions with the ribbon commands