Tables

Overview

Worksheet interface

The worksheet interface appears when you start the application. It consists of the following elements.

No.	Parameter	Description
①	title bar	Displays the current file name. When you create a new file, the application assigns a default name, such as workbook, workbook (1), and so on.
②	ribbon	Contains the commands for editing the worksheet.
③	name box	Displays the address of the selected cell. If you select multiple cells, this box displays the selected range.
④	edit bar	Used to modify data in the active cell. It also displays content as you type directly into a cell.
⑤	column header	A worksheet consists of columns (vertical series of cells) and rows (horizontal series of cells). Columns and rows are identified by column headers and row numbers, respectively. Column headers: Located at the top of the worksheet window and labeled with letters such as A, B, and C. Columns are labeled A, B, C, and so on. Row numbers: Located on the left side of the worksheet window and labeled with numbers such as 1, 2, and 3. Rows are labeled 1, 2, 3, and so on.
⑥	row number
⑦	active cell	A cell is the smallest unit for storing data. You can directly edit the data in the active cell.
⑧	active worksheet	A worksheet consists of cells. The tab for the active worksheet is highlighted, and you can edit its cells directly.
⑨	worksheet tabs	Displays the names of the worksheets in a workbook. Click a tab to make a worksheet active, or double-click a tab to rename it.

Workbooks and worksheets

Think of a workbook as a book and a worksheet as a page within that book. A workbook can contain multiple worksheets to organize different types of related data.

• Workbook
  A workbook is a spreadsheet file used to calculate and store data. It can contain multiple worksheets, allowing you to organize related information within a single file. The following figure shows a workbook that contains a single worksheet.
• Worksheet
  You use a worksheet to organize and analyze data. Each worksheet consists of rows and columns. By default, a new workbook contains one worksheet named Sheet1. You can add or delete worksheets as needed. The worksheet tabs at the bottom of the window identify and allow you to switch between worksheets. If not all worksheet tabs are visible, click the or icons to scroll through the tabs, as shown in the following figure.

Cells, cell addresses, and active cells

• Cell

  Each worksheet consists of a grid of rectangular boxes called cells. A cell is the most basic component of a worksheet and is the fundamental unit for entering, editing, and formatting data.

• Cell address

  Each cell has a unique address, which combines its column letter and row number (e.g., A2 is the address for the cell at the intersection of column A and row 2). Cells are often referred to by their address.

• Active cell
  The active cell, also called the current cell, is the cell that is currently selected in a worksheet. A heavy border, the active cell pointer, outlines the active cell. You always enter data, such as text, numbers, or formulas, into the active cell. To select a cell and make it active, click it. The address of the active cell appears in the name box, as shown in the following figure.

Basic operations

Editing cells

Editing tables

Editing a table primarily involves working with its data. Common operations include auto-filling data, creating custom lists, finding and replacing content, and entering formulas.

• Entering text

  In a table document, text refers to any combination of characters. Any entry that is not recognized as a number, formula, date, or logical value is treated as text.

  Some entries, such as phone numbers or serial numbers (for example, 010), look like numbers but should be treated as text because they are not used in calculations. If you enter 010 as a number, the leading zero is dropped. To preserve entries like these, treat them as text.

  • To enter a number as text, type a single quotation mark (') before the number.
  • You can drag the fill handle to fill a series. To copy the data instead, hold down Ctrl while dragging the fill handle.
• Entering numbers
  Numbers can include the digits 0-9 and special characters such as +`, `-`, `$`, and `%.

  Note Note the following when entering numbers:

  • You do not need to type a plus sign (+) for positive numbers.
  • A number enclosed in parentheses is treated as a negative number. For example, (123) is interpreted as -123.
  • To prevent a fraction like 1/2 from being converted to a date, type 0 1/2 (with a space between the 0 and the fraction). If you enter just 1/2, it is interpreted as a date (for example, January 2).
  • If a number is too long to fit in the cell's width or exceeds 11 digits, it is automatically displayed in scientific notation.
• Entering dates and times
  • To enter a date, use slashes (/) or hyphens (-) to separate the year, month, and day, such as 05/4/19 or 05-4-19.
  • To enter a time, use colons (:) to separate hours, minutes, and seconds, such as 9:30 or 10:30 AM.
  Note Dates and times are treated as numbers, so you can perform calculations with them.
• Entering the same data in non-adjacent cells
  To do this:

  1. Hold down Ctrl and select the desired non-adjacent cells.
  2. Type the data in the active cell and press Ctrl+Enter to apply it to all selected cells.
• Viewing summary calculations on the status bar
  The status bar provides useful information about selected data. If you select a range of cells containing numbers, the status bar automatically displays their Sum, Average, and Count, as shown in the following figure.

  Note The calculations shown are the default settings. You can right-click the status bar to add or remove items from the display.

Cut, copy, and paste

You can cut, copy, and paste selected content using menu commands, keyboard shortcuts, or your mouse.

Cut

The cut command removes the selected content from its location and places it on the system clipboard. You can then paste the content in a different location.

Copy

The copy command places a duplicate of the selected content on the system clipboard, leaving the original content in place. You can then paste the content in a different location.

Paste

The paste command inserts content from the system clipboard at the cursor. This command is only available when the system clipboard contains content.

Format painter

The format painter copies formatting from a selected object, text, or cell and applies it to another.

To use the format painter:

1. Select the content (such as an object, text, or cell) with the formatting you want to copy.
2. On the Start ribbon, click the icon.
3. When the pointer changes to a paintbrush shape, select the object, text, or cell you want to format.

Note Double-click the icon to apply the same format to multiple selections.

Font settings

Apply different font formats, borders, and fill colors to cells to make important content stand out.

Font formats

Cell borders

By default, worksheet gridlines are gray and do not print. To print the gridlines, add borders to the worksheet.

Cell fill

Align, wrap, and merge cells

Align cells

Alignment determines how content is positioned within a cell. By default, text is left-aligned, numbers are right-aligned, and logical values and error values are centered. You can also apply other alignment settings to the content in your cells.

Wrap text

Merge cells

Format cells

Quick formatting

On the Start ribbon, click the icon to increase the number of decimal places for higher precision, or click the icon to decrease it for lower precision.

Cell formats

You can format cells using 13 categories: general, number, currency, accounting, short date, long date, time, percentage, fraction, scientific notation, text, comma style, and custom.

Style settings

Table style

Table Document offers a variety of built-in table styles. Select a style that fits your data to quickly format your table. Each table style applies a unique set of formatting, such as font weight, border thickness, and background color, to different rows and columns.

On the Start ribbon, click the drop-down arrow next to the icon and select a table style, as shown in the following figure.

Conditional formatting

Conditional Format automatically applies specific formats to cells when certain conditions are met. You can define up to three conditions at once, based on either a formula or a cell value. For example, you can highlight a cell in yellow if its value matches the current date.

Cell Settings

Inserting cells

Deleting cells

Row and column settings

You can change the structure of a spreadsheet by selecting, inserting, and deleting rows and columns.

Select rows and columns

Hide and unhide rows and columns

• To hide rows or columns:
  1. Select the rows or columns you want to hide.
  2. Right-click the selection.
  3. Click Hide Row or Hide Column.
• To unhide rows or columns:
  1. Click the Select All icon in the upper-left corner to select the entire worksheet.
  2. Right-click anywhere in the selection.
  3. Click Unhide Row or Unhide Column.

Insert rows and columns

Delete rows and columns

Set row height or column width

Worksheet settings

A workbook can contain multiple worksheets. You can insert, duplicate, move, delete, rename, and hide worksheets within a workbook.

Select worksheet

Click a worksheet tab to select it. The selected worksheet's tab is highlighted. In the following figure, the Sheet1 worksheet is selected.

Move worksheet

Duplicate worksheet

Create or insert worksheet

• Create a new worksheet

  Click the icon to the right of the worksheet tabs.

• Insert a worksheet
  To insert a worksheet:

  1. Right-click the active worksheet's tab.
  2. From the right-click menu, click Insert.

Delete worksheet

Rename worksheet

Hide worksheet

Edit a table

Fill

• Autofill data
  Use the autofill feature to enter data quickly and efficiently using copy fill or fill series.

  • Copy fill
    To perform a copy fill:

    1. Enter content in a cell, then select the cell.
    2. Move the pointer over the fill handle in the lower-right corner of the cell until it changes to a plus sign (+).
    3. Hold down Ctrl, then click and drag the fill handle downward.
    4. Release the mouse button after dragging the fill handle to the last cell you want to fill.
  • Fill series
    The application supports two common types of series:

    • Text series: such as years, months, weekdays, and quarters.
      The following example shows how to fill a series of weekdays:

      1. Enter Monday in the first cell, then select the cell.
      2. Move the pointer over the fill handle in the lower-right corner of the cell until it changes to a plus sign (+).
      3. Click and drag the fill handle downward.
      4. Release the mouse button after dragging the fill handle to the last cell you want to fill, as shown in the following figure.
    • Numeric series: such as 1, 2, 3 or 2, 4, 6.
      For a numeric series, enter at least two numbers to establish a pattern, then drag the fill handle to continue the series.

      1. Enter 2 in the first cell and 4 in the second cell, then select both cells.
      2. Move the pointer over the fill handle in the lower-right corner of the selection until it changes to a plus sign (+).
      3. Click and drag the fill handle downward.
      4. Release the mouse button after dragging the fill handle to the last cell you want to fill, as shown in the following figure.
• Smart fill data (Ctrl+E)
  Use the Ctrl+E keyboard shortcut to perform a smart fill. Smart fill is useful for the following tasks:

  • Extract an item from a string.
  • Combine multiple columns into one column.
  • Convert case and reorder strings.
  • Clean and standardize data.
  The following example shows how to use smart fill to extract phone numbers:

  1. In the column next to your data, enter an example of the phone number you want to extract, as shown in the following figure.
  2. Select the cell below your sample, then press Ctrl+E. Alternatively, on the Data ribbon, click the icon. Smart fill automatically extracts and fills the phone numbers into the column, as shown in the following figure.

Clear formatting or content

• Clear formatting
  To clear the formatting from cells:

  1. Select the cells with the formatting you want to remove, then right-click the selection.
  2. From the right-click menu, choose Clear Format. This removes the cell's formatting but keeps its content.
• Clear content
  To clear the content from cells:

  1. Select the cells with the content you want to remove, then right-click the selection.
  2. From the right-click menu, choose Clear Content. This removes the cell's content but keeps its formatting.

Sort and filter

• Sort
  Sorting lets you organize your data by arranging rows or columns in ascending or descending order. To sort data:

  1. Select a cell in the data range you want to sort.
  2. On the Home ribbon, click the icon and choose a sort option, as shown in the following figure.
• Filter
  Filtering is a quick way to find and work with a subset of data in a list. It displays only the rows that meet the criteria you specify. Unlike sorting, filtering does not reorder the list; it temporarily hides the rows you do not want to see. To filter data:

  1. Select a cell in the data range you want to filter.
  2. On the Home ribbon, click the icon.
  3. A filter arrow appears in the header of each column. Click the arrow to display a list of filter options. The following example shows how to filter by year.

Find and replace

Insert an image

Insert an image into a table to better visualize data and clarify its meaning.

Insert link

You can add a link to a cell to quickly access a web page.

Insert a symbol

The insert symbol feature in Table Document lets you add symbols that aren't on your keyboard, such as Greek letters, mathematical symbols, and graphic symbols.

Insert a checkbox

Use checkboxes to mark items as complete or track task status.

Insert PivotTable

A PivotTable is a powerful tool for calculating, summarizing, and analyzing data. It helps you see comparisons, patterns, and trends in your data.

To insert a PivotTable, follow these steps:

1. Select a cell range that contains data in the worksheet.
2. On the Insert ribbon, click the icon.
3. In the Create PivotTable dialog box, select a location for the PivotTable.
4. Click OK.
5. Select the PivotTable range. In the pane on the right, click the icon, then add the data columns to the corresponding row, column, and value areas.

Note By default, the calculation method for numeric fields is sum. Click the icon in the upper-right corner of a field to select a different calculation method, such as count, maximum value, or variance.

Page zoom

You can adjust a spreadsheet's zoom level. Zoom in for a closer view of the worksheet, or zoom out to see more of it. The supported zoom range is 50% to 400%.

Click the icon in the lower-right corner of the page and select a percentage from the Display Ratio list.

Formula settings

A formula is an equation for analyzing and calculating data in a worksheet. Table Document provides a rich library of functions to create formulas for calculations like addition, subtraction, multiplication, and division.

Table Document supports more than 300 functions across nine categories, including Date and time, Math and trigonometry, Statistical, Lookup and reference, Text, Logical, and Information.

AutoSum

The AutoSum feature in Table Document simplifies summing data in a worksheet.

• Sum a row
  To sum a row, follow these steps:

  1. Select the row of cells you want to sum.
  2. On the Start ribbon, click the drop-down arrow to the right of the icon.
  3. From the drop-down list, select Sum.
  4. The AutoSum result appears in the cell immediately to the right of the selected range, as shown in the following figure.
• Sum a column
  To sum a column, follow these steps:

  1. Select the column of cells you want to sum.
  2. On the Start ribbon, click the drop-down arrow to the right of the icon.
  3. From the drop-down list, select Sum.
  4. The AutoSum result appears in the cell immediately below the selected range, as shown in the following figure.

Error checking

Calculation

A calculation evaluates a formula and displays the resulting value in a cell. By default, Table Document automatically recalculates workbooks that contain formulas when you open them. Table Document offers several calculation methods to control how data is processed, including automatic recalculation, iterative calculation, and manual recalculation.

Configure workbook recalculation

Table Document uses automatic recalculation by default. If a workbook contains complex circular references, you can switch to manual recalculation. Follow these steps:

1. On the Formulas ribbon, click the icon.
2. In the Options dialog box, select manual recalculation, as shown in the following figure.
3. Click OK.

Note When manual recalculation is enabled, Table Document does not automatically recalculate formulas when you change data in a worksheet. To update the calculations, click the icon on the Formulas ribbon to recalculate all formulas in the workbook.

Configure iterative calculation

Iterative calculation repeatedly recalculates formulas until a specific number of iterations is met or the results converge within a specified limit. This feature resolves circular references, which occur when a formula refers back to its own cell, either directly or indirectly.

Set precision as displayed

By default, Table Document uses the full underlying value of a cell for calculations, not the formatted or displayed value. This can cause discrepancies between a calculated result and a manual sum of the displayed values. To resolve this, enable the precision as displayed option. This forces all calculations in the workbook to use the displayed, rounded value of each cell.

Names

A name is a user-defined alias for a cell, range, or formula. You can use this name in other formulas to refer to the underlying value or result.

Naming rules

Create a name

Use a name

Data tools

Data validation

To ensure the accuracy and consistency of data entry, use data validation to check data in real time. This feature prevents invalid input by restricting the data types or values users can enter into a cell, improving overall efficiency.

Duplicates

This feature helps you find and manage redundant data by highlighting or deleting duplicate values in a row or column.

On the Data ribbon, click the icon, then select Highlight Duplicates or Delete Duplicates from the drop-down list.

• Highlight Duplicates: Highlights cells with duplicate values in a selected row or column by applying a background color.
• Delete Duplicates: Removes duplicate values from a selected row or column, keeping only the first occurrence of each value.

Comments

In a spreadsheet, you can use comments to annotate a cell. When you add a comment to a cell, a small red triangle appears in its upper-right corner. Hover over the cell to view the comment.

Add comment

You can add comments to a cell or a range of cells to leave notes or reminders.

Edit comment

You can edit the content of an existing comment.

Delete comment

You can delete comments that are no longer needed.

Freeze Panes

When working with a large worksheet, freeze panes to lock specific rows and columns. This keeps headers visible as you scroll.

Group

Grouping rows or columns helps you manage and view specific data subsets in a large worksheet.

To group data, do one of the following:

• Method 1:
  1. Select the rows or columns that you want to group.
  2. Right-click and select Group from the shortcut menu. The figure below shows an example of grouping column C.
• Method 2:
  1. Select the rows or columns that you want to group.
  2. On the Insert ribbon, click the icon and select Group. The figure below shows an example of grouping column C.

Note After you group the data, you can click the icon or the icon to collapse or expand the group.

Print

Table Document lets you print online files directly from your browser.

Export files

Export as image

You can export a document as an image.

Export as PDF

You can also export a document as a PDF.

Area permissions

When collaborating, the area permission feature protects a cell range from unintended modifications. It provides precise control to prevent information leaks, reduce interference, and protect private data in collaborative tables.