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Spreadsheets are designed to both organize and analyze data. Regardless of the program used, most have similar layouts and abilities. Data tables can be easily generated in Google Sheets to help present collected and processed data. All of the data tables seen on the Data Tables page were generated using Google Sheets. Below are general steps to organize collected data and how to format a table for presentation.Â
Text Formatting
Text formatting can be used to change the appearance of the text so that it can be read easier or to draw attention to a particular aspect. It can also be aligned to make the text appear more organized.
Most of the formatting options can be found under the Format menu. Below are the most commonly used formatting options.
Text - change the text to bold, italic, underlined or strikethrough
Alignment - left, center or right justify the text within the cell
Wrapping - allows the text within the cell to either overflow into the adjacent cells or to wrap into several lines within the cell (no overflow)
Font Size - increases or decreases the font size. The default font size is 10.
The text formatting can also be accomplished by using the toolbar located below the menu. Additional formatting options are also available.
Sort Data
Sometimes it is beneficial to sort the data into classes (categories) or in an ascending/descending order. In order to sort collected data:
Highlight all data, including the headings of the data.
In the menu, select Sort --> Sort range --> Advanced range sorting options.
3. Click the Data has a header row box.
4. Select the column to sort by and if the data is to be organized in an ascending/increasing order (A to Z) or in a descending/decreasing order (Z to A).
5. Select Sort.
Borders
Borders on spreadsheets can help organize the information so that it is easier for the reader to understand the data. Horizontal borders are often used to separate the title, headings and data from one another. Vertical borders are used less often.
Highlight the cell(s) where the border is to be placed.
Select Borders in the Toolbar. Several options will appear. Choose the appropriate option for the selected cell(s).
Above: Horizontal lines were used to help delineate the title and headings from the raw data.
Hide/Show Gridlines
Spreadsheets have gridlines to help identify the location of the cells. Unfortunately, the gridlines appear in the table when the table is copied to a document or a presentation. To remove the gridlines from the spreadsheet, select View --> Show --> Gridlines.
Gridlines are usually removed right before the table is transferred to a document or presentation.
The gridlines can be seen again by repeating the process.
Wrapping Text and Resizing a Column/Row
The data that is entered into a cell can exceed the default size of the cell. In order to view all of the contents of the cell, the text can be wrapped and/or the size of the cell can be adjusted.
To wrap text:
Highlight the appropriate cell(s).
Select Wrap in the Toolbar. The middle option will allow all of the text that has been entered in the cell to be seen.
Once the text has been wrapped or if a small portion of the text can not been viewed, the size of the column/row can be adjusted.
Hover the cursor over the dividing line of the columns or row that need adjusted until vertical, black lines appear.
Click and drag to increase or decrease the size of the column or row.
Copy and Paste a Table to a Document or Presentation
Once a table has been generated, it is often copied to either a document or a presentation. Using Google:
Hide the gridlines of the spreadsheet.
Highlight the cells of the table to be copied that include all necessary headings and values.
Edit --> Copy
Navigate to the document or presentation where the table is to be pasted.
Edit --> Paste
An option will appear to have the table either linked to the original spreadsheet or to have the table unlinked. Linking to the original spreadsheet will allow any changes made in the spreadsheet to be updated in the document or presentation without the need to repeat the copy and paste process. Pasting an unlinked table will require the copy and paste process to be repeated. Once the decision has been made, select Paste.
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