Be able to format a table including to set horizontal cell alignment (left, right, centre, fully justified), set vertical cell alignment (top, middle, bottom), show gridlines, hide gridlines, wrap text within a cell, shading/colouring cells, adjust r

Layout – Formatting Tables (ICT 0417)

Learning Objectives

By the end of this lesson you will be able to:

• Create and edit tables in a word‑processor, spreadsheet and presentation software.
• Apply horizontal and vertical alignment to cell contents.
• Show or hide gridlines, wrap text, and adjust row height/column width.
• Merge cells, add table headers/footers and set numeric (right‑justify) or decimal alignment.
• Apply shading/colour using built‑in styles (Word/PowerPoint) and CSS classes (HTML).
• Use a consistent house‑style for tables across all applications.
• Proofread table data and use basic data‑validation tools.
• Save, export and share tables safely, respecting e‑safety and audience needs.

1. Core Skills Required by the Cambridge IGCSE 0417 Syllabus

2. Creating Tables – Step‑by‑Step (Core Actions)

1. Insert the table using the appropriate menu for the application.
2. Define the structure – add or delete rows/columns as required.
3. Apply headings – use the first row as a header and enable “repeat header rows” for printing.
4. Merge cells where a heading or label needs to span several columns/rows.
5. Set alignment

   • Horizontal: left (default for text), centre (titles), right (numbers), justify (paragraphs).
   • Vertical: top (short text), middle (balanced), bottom (footnotes).

6. Show or hide gridlines – turn on borders for a printed table; hide them for a clean layout.
7. Wrap text – fix a column width and enable “wrap text” so long entries stay inside the cell.
8. Adjust row height and column width – use the “AutoFit” or manual size options.
9. Shade or colour cells – apply a light background to highlight totals, headings or groups.
10. Insert a footer row (optional) – place totals, source notes or a “Prepared by” line.
11. Proofread and validate – run spell‑check, verify totals, and, in spreadsheets, apply data‑validation rules.
12. Save / export – keep the original file format (.docx, .xlsx, .pptx) and, if needed, export as .pdf or .html for sharing.

3. Formatting Basics – Core HTML/CSS (Exam‑Relevant)

The following HTML snippet demonstrates the minimum markup and CSS that satisfies the syllabus. All other applications achieve the same visual result using their built‑in tools.

Note: The CSS classes above are the *core* set required for the exam. Anything beyond this (e.g., colgroup, min-height) is optional enrichment material.

4. Optional Enrichment – Advanced CSS (Extension Material)

If time permits, explore these additional techniques:

• Using <colgroup> to set column widths globally.
• Applying min-height to guarantee a minimum row height.
• Creating responsive tables with @media queries.
• Using display:flex inside table cells for complex layouts.

5. House‑Style – Consistent Table Formatting Across Applications

5.1 Word / Google Docs – Table Style Set

1. Select a formatted table.
2. Table Tools ► Design ► Save as New Table Style.
3. Give the style a name (e.g., “Corporate‑Blue”).
4. Apply the style to any new table via the same menu.

5.2 PowerPoint / Google Slides – Quick Table Style

1. Insert a table.
2. Table Tools ► Design ► Choose a preset style or click “More” ► “Save as New Table Style”.
3. Set the same font, border colour, and shading as used in Word to maintain a uniform look.

5.3 HTML – Re‑usable CSS Class (Optional)

.my-table {
border-collapse:collapse;
width:100%;
font-family:Arial,Helvetica,sans-serif;
font-size:0.9rem;
}
.my-table th,.my-table td{
border:1px solid #999;
padding:0.4rem;
}
.my-table th{
background:#e0e0e0;
text-align:center;
}

Apply with <table class="my-table">. This mirrors the “Table Style” created in Word/PowerPoint.

6. Proofreading & Data Validation

6.1 Proofreading Checklist

• Run the built‑in spell‑check for all textual cells.
• Check that headings are capitalised consistently.
• Verify that numeric totals equal the sum of the column values.
• Confirm that decimal points line up (use right‑align or decimal tab).
• Inspect shading – no accidental colour in data cells.

6.2 Spreadsheet Data‑Validation (Excel / Google Sheets)

1. Select the range to validate.
2. Data ► Data Validation.
3. Choose the rule (e.g., Whole number between 0‑999, Date within a specific year, List of allowed text).
4. Set an input message and error alert.
5. Copy the validated range into the document – the validation rules stay in the spreadsheet but not in the pasted table.

7. File Management – Saving, Exporting and Sharing

• Word / Docs: Save as .docx (editable) or .pdf (fixed layout). Use File ► Download ► PDF Document for secure sharing.
• Excel / Sheets: Save as .xlsx for full functionality; export as .csv for raw data or .pdf for a read‑only table.
• PowerPoint / Slides: Save as .pptx; export a slide containing the table as .pdf or .png for web use.
• HTML: Save the page as .html. If the table will be posted online, zip the file with any CSS files and upload via HTTPS.
• When moving a table between applications, copy‑paste as “Formatted Table” (not as an image) to retain editable cells.

8. e‑Safety & Audience‑Centred Design

• Never include personal identifiers (names, addresses, ID numbers) in tables that will be published.
• Remove hidden formulas or macros before sharing a spreadsheet.
• Use HTTPS‑based collaboration tools (Google Workspace, Microsoft OneDrive) and set appropriate sharing permissions.
• Simple audience (e.g., primary‑school report): Use left‑aligned text, minimal shading, clear headings.
• Technical audience (e.g., engineering brief): Use right‑aligned numbers, decimal alignment, units in headings, and footnotes for assumptions.
• Consider the medium – tables on a slide need larger fonts and less detail than tables in a printed report.

9. Summary Checklist (Exam‑Ready)

1. Insert a table in Word, Excel or PowerPoint.
2. Use the first row as a header and enable “repeat header rows”.
3. Merge cells where a heading must span columns/rows.
4. Apply horizontal alignment: left (text), centre (titles), right (numbers).
5. Apply vertical alignment: top, middle, bottom as required.
6. Show gridlines with borders; hide them for a clean look.
7. Set a fixed column width and enable “wrap text” so long entries stay inside cells.
8. Adjust row height manually or with “AutoFit”.
9. Shade header rows or total rows using the built‑in shading palette.
10. Align numbers right; align decimals by using a right‑align plus a decimal tab (or CSS direction:ltr).
11. Add a footer row for totals or source notes.
12. Create a reusable table style (Word/PowerPoint) or CSS class (HTML) for a corporate house style.
13. Proofread: spell‑check, verify totals, ensure consistent formatting.
14. Apply data‑validation in spreadsheets before copying tables.
15. Save in the appropriate format (.docx/.xlsx/.pptx) and export as .pdf when sharing publicly.
16. Observe e‑safety: remove personal data, use secure sharing links, and respect copyright.
17. Tailor the table’s complexity and visual design to the intended audience.