Copying Tables into CMS

August 29, 2006

Tables should be used in CMS only for tabular data and only when absolutely necessary.  If you must use them then be use to add the caption and summary.  Tables can be hard for students with accessibility issues to navigate. 

Using tables in CMS to display data in a matrix (columns and rows) can be cumbersome. An easier way to build tables is to create them in Microsoft Excel or Word and copy them into a CMS web page.

Small, simple tables can be directly copied by selecting the data in Excel or Word, selecting the Copy command, moving to the web page and selecting a past command. However, if the data is too large, or has a lot of formatting, it will not paste nicely into CMS. In that event, use the following method:

Instructions are given for Excel, but the same process can be used with Word.

1. Open the Excel document that contains the data to be copied. It is best to have only the data that will be copied on the worksheet.

2. Clean up the spreadsheet:

a. make sure headings are aligned correctly

b. space columns and rows spacing as desired (note: keep the horizontal width as narrow as possible so that the web page can display has the data viewable without excessive scrolling)

c. use a common font. Arial 10 pt is recommended. Fancier fonts may not be available in CMS.

d. strip out any formatting that may not be available in CMS

3. From the File menu, select Save As Web Page. From the dialog box, select the option button Republish: Sheet. Enter a file name in the file name box, and click the Save button. The file extension changes to .htm (Word will change to .mht).

4. Select the data from the Saved as Web Page file (extension .htm or .mht), and select the Copy command.

5. Open the destination CMS web page in Edit mode. Click in the web page where you want the data to begin, and select the Paste command.

6. Save and publish your page as normal.