3 Tables

3.1 What is a table?

A table should provide a clear summary record of a collection of data. Tables have a number of columns and rows, depending on the amount of data and the detail shown.

Tables are a very common way of putting information across to people, so common that we probably don't notice that they are there most of the time. On the other hand, they can look quite formidable when there is a lot of information presented at once, and finding your way around them can be hard. To be easy to read, all tables must have a title and sub-headings. Often, the text around the table will have details of where the information in the table has come from.

3.1.1 When are tables used?

Within your course, tables are likely to be used as a particular structured format to summarise numerical information. They tend to be used to present data as a summary and as a starting point for discussion. But someone always prepares tables. So always be aware of where the table that you are looking at has come from. Could the source be trying to tell you something in particular? For example, if a table were summarising the costs of running a hospital, would you expect figures from the government or the local administrators to be more accurate? Why is that?

3.1.2 When is a table not a good format to use?

There are very few cases where a table will be the worst format to use. However, when you have a huge amount of data, you may wish to present some of it in a different format. Other formats for presenting data are explained in Sections 4–6.

3.1.3 How do I design a table?

As a student, you are likely to present data in a table after you have carried out an investigation, particularly when you are writing up the report. Some courses include a small-scale project and this is likely to be the point at which knowledge of how to design a table will be useful. The following steps form a reliable guide.

1. Collect the data. In the case of a project, you are likely to collect the data yourself, possibly from other written sources (in which case, these should be acknowledged). Alternatively, you may have been presented with data and asked to design a table.
2. Decide on a clear title. As with all forms of representation, a clear title is crucial in representing your work accurately. It should be decided on early so that you remain clear about the information you wish to show.
3. Decide on the data to be presented. You need to be able to present data so that there is a helpful amount for someone to follow. More than about eight columns is likely to be rather overwhelming and make it difficult to reach conclusions from the figures.
4. Decide on the number of rows and columns. This depends on what you are trying to show in the table. Generally, the more columns there are, the fewer rows; and vice versa. Otherwise, the table may be unwieldy.
5. Decide on the row and column headings. Do not be afraid to use simple headings that follow from the nature of your data and what your table is showing. Titles for column and row headings should be clear and unambiguous (like the title).
6. Draw the table outline.