Module 2: Using Word, Excel, and PowerPoint for Academic Coursework

Tips for Formatting Tables in Academic Projects

In simplest terms, a table is a set of rows and columns of data. The data can include numbers, words, phrases, or even sentences. Tables can be created using Word, Excel, or PowerPoint.

In general, tables are used in academic projects to present the "raw" data or specific facts so that readers and viewers can draw their own conclusions from it. Charts--which are usually based on a table of data--attempt to emphasize the conclusions or generalizations that can be drawn from the data.

In all cases, it is important to think of the table in two separate ways: the way you use the table to format the data (the text and numbers) as you type them, and the way the reader or viewer sees the data when they are printed or projected.

For instance, the following simple table shows how it is viewed when it is created (either in Word, Excel, or PowerPoint):

Each "cell" of the table is the same size and each cell is outlined to show its boundaries. This format makes it much easier for the table creator to see where to put the data.

Once the table is created and all the data is included, you can then change the size of the columns to get rid of excess space, which will make it harder for readers to understand it. It might then look like this:

Next, you can decide how to align the data in the columns. In general, it is helpful to readers and viewers to have the column headings centered above the column. If all the data is numerical, you might choose to align them on the left or the right of the column. (Center aligned numbers can be confusing to read if there are some 1-digit and some 2-digit numbers, for instance.) These changes might look like this:

Next, you need to remove the cell boundaries (lines around each cell) and set off the headings from the main body of the table. Although it is helpful to see the cell boundaries as you create the table, they make it harder for readers and viewers to read the table. These changes might look like this:

Finally, you need to add a name for the table, and include any notes about the source of the data. These final changes might make the finished table look like this:

Table 1: Number of Students Who Own a Mobile Phone

n = 15