Be able to place text or objects in a table

Layout – Placing Text or Objects in a Table (IGCSE ICT 0417)

Learning Objectives

• Create a new document and insert a table.
• Place text, images, shapes or charts into specific cells.
• Merge, split and format cells (shading, borders, gridlines).
• Align content horizontally and vertically; apply table and document styles.
• Use tables in headers/footers, wrap text around tables and export the result.
• Proof‑read, manage files, protect data and consider audience & copyright – all as required by the Cambridge IGCSE ICT syllabus.

Why Use Tables for Layout?

Tables give you a grid of rows and columns that can be used to organise information clearly and consistently. They are ideal for:

• Displaying data in a structured format.
• Aligning text and objects side‑by‑side without manual spacing.
• Creating simple page layouts such as newsletters, flyers, forms or timetables.
• Ensuring a professional look that follows a corporate house style.

Syllabus Links

Section	Content Covered
13.1	Creating & editing a document (new document, saving, naming, basic layout).
13.2	Tables – insert, edit, merge, split, align, shade, borders, gridlines.
13.3	Headers & footers – inserting tables, page numbers, dates, running headers.
14	Applying styles – paragraph, character and table styles (corporate house style).
15	Proof‑reading – spell‑check, grammar, numeric validation in tables.
11	File management – saving hierarchy, naming conventions, exporting, password protection.
8	Safety & e‑safety – data protection, removing metadata, password protection.
9	Audience considerations & copyright – analysis worksheet, royalty‑free images, attribution.
10	Communication – exporting, attaching to email, email etiquette.
21	Website authoring – HTML tables, basic CSS, responsive design.
18	Difference between word‑processor tables and database tables.
20	Creating equivalent layouts in a spreadsheet.
7	Systems life‑cycle – brief analysis, design, testing of a table‑based document.

1. Overview: Creating a Document from Scratch (13.1)

1. Open your word processor (Microsoft Word, LibreOffice Writer, Google Docs).
2. Choose File → New → Blank Document.
3. Set the page layout required for the task (A4, 1‑inch margins, portrait/landscape).
4. Save immediately using the exam‑style naming convention, e.g. Smith_Jane_IGCSE.docx.
5. Insert a title paragraph and apply the appropriate Heading 1 style (see Section 14).

2. Creating a Basic Table (13.2)

1. Place the cursor where the table should appear.
2. Click Insert → Table (or use the grid selector) and specify rows and columns.
3. The table appears with a default grid of empty cells.

3. Inserting a Table into an Existing Document

1. Position the insertion point at the desired location.
2. Repeat the steps in Section 2.
3. Adjust text wrapping if the table does not need the full page width:
   • Select the table → Table Tools → Layout → Properties → Text Wrapping.
   • Choose Square, Tight or Through and set a distance (e.g., 5 mm).

4. Placing Text in Cells

• Click inside a cell and start typing.
• Press Tab to move to the next cell on the right; Shift+Tab to move left.
• Use Enter for a line break within the same cell.

5. Placing Objects (Images, Shapes, Charts) in Cells

1. Select the target cell.
2. Insert the object via Insert → Picture / Shape / Chart.
3. The object is anchored to that cell and will move with the table when resized.
4. To change the anchor: right‑click the object → Format Picture → Layout & Properties → Move object with text.

6. Merging and Splitting Cells

• Merge: Select adjacent cells → Table Tools → Layout → Merge Cells.
• Split: Click inside a merged cell → Split Cells and specify the number of rows and columns.

7. Cell Formatting (Shading, Borders, Gridlines)

Formatting Option	How to Apply
Cell shading (background colour)	Table Tools → Design → Shading → Choose colour.
Border style, colour & thickness	Table Tools → Design → Borders → Select style.
Show / hide gridlines	Table Tools → Layout → View Gridlines (toggle).

8. Aligning Content Within Cells

• Horizontal: Left, Centre, Right.
• Vertical: Top, Middle, Bottom.
• Find these options under Table Tools → Layout → Alignment or via the right‑click context menu → Cell Alignment.

9. Applying Table Styles & Document Styles (Section 14)

Table styles control colour, borders and font for the whole table.

1. Select the entire table.
2. Go to Table Tools → Design → Table Styles.
3. Choose a style that matches the corporate house style (e.g., light header shading, thin borders).
4. To modify a style: Modify Table Style → adjust shading, font, border settings.

Paragraph and character styles ensure consistency across the whole document.

1. Select a paragraph (e.g., body text) and click the desired style in the Styles gallery.
2. To create a new style: Home → Styles → Create a Style. Define font, size, line spacing, colour and save.
3. Apply the style to headings, captions and normal text throughout the document.

10. Tables in Headers & Footers (13.3)

1. Double‑click the top or bottom margin to open the header/footer view.
2. Insert a table (e.g., 2 × 2) using Insert → Table.
3. Place a logo in the left cell, the document title in the right cell.
4. Insert dynamic fields:
   • Page number: Insert → Page Number → Bottom of Page → Plain Number 3.
   • Date: Insert → Date & Time → Update automatically.
   • Running header: type the document title and apply a Header style.
5. Close the header/footer view (double‑click the main body).

11. Proof‑reading & Validation (Section 15)

• Run Spelling & Grammar (F7 in Word) after all text has been entered.
• Show hidden characters (¶) to verify that merged cells have not introduced stray spaces.
• Numeric validation: select a column of numbers → Table → Data → Data Validation (if supported) and set a range (e.g., 0–100) to prevent typographical errors.

12. File Management (Section 11)

1. Saving hierarchy:
   • Editable master file – .docx (or .odt).
   • Final version for submission – .pdf.
2. Use the exam naming convention: Surname_GivenName_IGCSE.docx.
3. Export to PDF: File → Export → Create PDF/XPS Document.
4. To protect personal data:
   • Apply a password: File → Info → Protect Document → Encrypt with Password.
   • Remove metadata: File → Info → Check for Issues → Inspect Document and delete hidden author information.

13. Safety & e‑Safety (Section 8)

• Do not include real personal data (e.g., student addresses) in practice tables.
• Use only royalty‑free images or images you have permission to use; always give attribution.
• Store documents on a secure, backed‑up drive; avoid sharing via insecure channels.

14. Audience Considerations & Copyright (Section 9)

Complete the short worksheet before you start:

Question	Answer
Who is the primary audience?
What format will they read the document in (print, PDF, web)?
What visual style is appropriate (formal, informal, colourful)?
Do any images need copyright clearance?
Is any personal or sensitive data required?

Use the answers to decide on font size, colour contrast, table complexity and whether to add a disclaimer.

15. Communication – Export & Email (Section 10)

1. Export the finished document as a PDF (see Section 12).
2. Open your email client and create a new message.
   • Subject line: “Year 9 Timetable – October 2025”.
   • Include a brief introductory sentence.
   • Attach the PDF (or the saved picture of the table).
   • Use CC for teachers, BCC for a mailing list to protect addresses.
3. Send and retain a copy of the sent mail for evidence of communication.

16. Website Authoring – HTML & CSS (Section 21)

HTML reproduces the same grid; CSS adds visual style and makes the table responsive.

<style>
    table {border-collapse: collapse; width: 100%; max-width: 600px;}
    th, td {border: 1px solid #999; padding: 8px; text-align: left;}
    th {background:#e0e0e0;}
    @media (max-width: 480px) {
        table, thead, tbody, th, td, tr {display: block;}
        th {position: absolute; left: -9999px;}
        td {border: none; position: relative; padding-left: 50%;}
        td::before {
            content: attr(data-label);
            position: absolute; left: 0; width: 45%; padding-right: 10px;
            font‑weight: bold;
        }
    }
</style>

<table>
    <tr>
        <th colspan="2">Monthly Newsletter – October</th>
    </tr>
    <tr>
        <td rowspan="2" data-label="Image"><img src="logo.png" alt="Logo" style="max-width:100%"></td>
        <td data-label="Welcome">Welcome to the October edition…</td>
    </tr>
    <tr>
        <td data-label="Events">Upcoming events: Workshop, Clean‑up, Sports Day</td>
    </tr>
    <tr>
        <td colspan="2" style="text-align:center; font‑style:italic;">Contact us at <em>info@example.com</em></td>
    </tr>
</table>

17. Word‑Processor Tables vs. Database Tables (Section 18)

• Word‑processor table: visual layout tool; cells hold formatted text or objects; no data types, relationships or queries.
• Database table: structured data storage; each column has a defined data type (text, number, date); primary keys uniquely identify records; relationships link tables; supports sorting, filtering and reporting.
• In the exam you may be asked to explain why a timetable is better stored as a database when you need to sort, filter or generate reports, but a simple printed version is produced with a word‑processor table.

18. Replicating the Layout in a Spreadsheet (Section 20)

The same visual result can be achieved in a spreadsheet – useful for data analysis.

1. Open a new spreadsheet (Excel, LibreOffice Calc, Google Sheets).
2. Select the required range of cells and use Merge & Center for headings.
3. Insert images via Insert → Image → Insert Image in Cell so the picture moves with the cell.
4. Apply borders, shading and alignment from the Format Cells dialog.
5. Save as .xlsx (editable) and export as .pdf for submission.

19. Systems Life‑Cycle Mini‑Case (Section 7)

When creating a table‑based document, follow these five stages:

1. Analysis: Identify the purpose, audience, required data and layout constraints (e.g., page size, corporate colours).
2. Design: Sketch a rough table on paper, decide on row/column count, merged cells, and where images will go.
3. Development: Build the table in the word processor, insert objects, apply styles.
4. Testing: Print a draft, check alignment, spelling, data accuracy, and that the table fits within margins.
5. Evaluation: Compare the final document with the original brief, note any improvements for future tasks.

20. Example Layout – Newsletter

The table below demonstrates a simple newsletter with a merged heading, an image that spans two rows, and text blocks.

Monthly Newsletter – October
[Image Placeholder]	Welcome to the October edition of our newsletter. This month we cover recent school achievements, upcoming events and tips for effective study.
	Upcoming events: • Workshop on Digital Skills • Community Clean‑up Day • Sports Day
Contact us at info@example.com

21. Checklist for a Correct Table Layout

Item	Yes / No
All required rows and columns are present.
Text and objects are placed in the intended cells.
Necessary cells are merged for headings or large images.
Horizontal and vertical alignment matches the design brief.
Shading, borders and gridlines are set as required.
Table fits within page margins without unwanted line breaks.
Spell‑check and numeric validation completed.
Document saved with correct file name and format.
Any personal data removed / document protected as needed.
Metadata cleared and password set (if required).
Email attachment follows etiquette (subject, CC/BCC).

22. Practice Task – School Timetable (13.2, 13.3, 14, 15, 11)

Create a table for a Year 9 timetable with the specifications below.

1. Five columns – one for the period label, four for subjects.
2. Six rows – one header row and five rows for periods 1‑5.
3. Merge the header cells to display the title “Year 9 Timetable”.
4. Insert the school logo into the top‑left cell of the header (use a placeholder image).
5. Align all subject names centre‑horizontally and middle‑vertically.
6. Apply a simple table style: light shading for the header row, thin borders for the body.
7. Place the table inside the document header so it repeats on every page.
8. Run spell‑check and validate that any numeric period numbers are within 1‑5.
9. Save the file as Year9_Timetable_2025.docx, export a PDF, and password‑protect the PDF before emailing it to the class tutor.

23. Summary

Tables are a powerful, grid‑based tool for arranging text and objects in a clear, professional manner. By mastering:

• Document creation and naming conventions,
• Table insertion, merging, splitting and cell formatting,
• Horizontal/vertical alignment and style application (both table and document styles),
• Use of tables in headers/footers,
• Proof‑reading, numeric validation, and safety measures,
• File management, exporting, password protection and metadata removal,
• Audience analysis, copyright compliance and email etiquette,
• HTML/CSS translation and responsive design,
• Understanding the distinction between word‑processor tables and database tables, and
• Replicating layouts in spreadsheets,

you will meet every requirement of the Cambridge IGCSE ICT syllabus and be able to produce documents that are both functional and visually appealing.