Using Tables in Word

This Tables in Word tutorial is suitable for users of Word 2013/2016/2019 and Microsoft 365.  

Objective 

Insert a table into a Microsoft Word document and utilize the options on the Table Tools contextual ribbon to format and modify the layout of the table.  

Video

Tables Explained 

Tables play a significant role when it comes to laying out a document. They present data in columns and rows and make information look more organized and easier to read. Tables in Word have a contextual ribbon with many options available to reorganize, modify, and format them to match the overall look and feel of the document.  

There are several different ways of inserting tables into your document.  

Insert a Table using the grid 

You can insert a table using the grid by selecting the number of columns and rows.  

1. Click the Insert tab 

2. From the Tables group, click the Table button 

3. Drag your mouse over the grid to select the number of columns and rows 

Insert a Table using the Table option 

1. Click the Insert tab 

2. From the Tables group, click the Table button 

3. Select the number of columns and rows using the scroll buttons 

Choose the appropriate AutoFit behavior. Fixed column width means that each column in the table will be the same width determined by Word. Autofit to Contents means that each column will fit the contents contained within. Autofit to window means the columns will expand to the flush with the left and right margins.  

4. Click OK 

Draw a Table 

If you would prefer to have more control over how your table looks, such as determining the row height, column width, and overall table size, you can draw a table.  

1. Click the Insert tab 

2. From the Tables group, click the Table button 

3. Click Draw Table 

Your mouse pointer will change to a pencil. You can now draw your table, including the columns and rows, and specify the dimensions.  

4. Press the ESC key to de-activate the drawing tool 

Table Tools Contextual ribbon 

Once you have inserted a table, the Table Tools contextual ribbons will appear. For Tables, there are two, Table Design and Layout.  

Table Design 

This ribbon contains all the tools you need to format the table. You can choose a table style, change the border style, color, and thickness apply formatting to the header row, total row, first column, etc.  

Layout 

This ribbon contains all the tools you need to customize the layout of the table. You can insert rows above and below or columns to the left and right. You can split cells, change the height and width, and control the alignment of items contained within the table. You can also delete rows, columns, and tables from here.  

NOTE: Contextual ribbons only appear when you click in a table. If you click outside of a table, they will no longer be visible.  

Adding data to a table  

Once you have created a new blank table, you will want to add data to it.  

1. Click in the first cell in the table 

2. Type your text 

3. Press the TAB key or use the left-arrow key to move to the next cell along 

Insert Rows and Columns 

You can add new rows and columns to the table once you have created it.  

Insert a New Row 

1. Select a row in the table 

2. Right-click your mouse 

3. From the contextual menu, select Insert 

4. Click Insert Rows Above or Insert Rows Below 

NOTE: You can also select the Insert drop-down on the mini toolbar to insert rows and columns.

Alternatively, if you click your mouse just outside the right-hand boundary of a row and press ENTER, a new blank row will be inserted.  

Finally, you can also insert rows from the Layout ribbon.  

Insert a New Column 

Inserting columns is like inserting rows; all the techniques listed above apply to columns.  

1. Select a column in the table 

2. Right-click your mouse 

3. From the contextual menu, select Insert 

4. Click Insert Columns to the Left or Insert Columns to the Right 

Resize Columns and Rows 

Rows and columns can be resized by simply dragging the row or column boundary line.  

Formatting a Table 

Formatting instantly makes a boring table look more attractive. You can apply shading to selected rows or columns, make the headings bold, add borders, or utilize one of the in-built table styles.  

You will find the commands to format a table on the Table Design ribbon.  

Table Styles 

A table style is an inbuilt style that helps you apply formatting to a table quickly. There are many styles to select from, and you can see a live preview of the style as you hover over it in the gallery.  

Shading 

If you have applied a table style and decide that you want to tweak the color scheme, you can select the row, column or cell that you want to change and select a new color from the Shading palette.  

Add Borders 

Borders can be added to the table and formatted to your liking. In this example, I have changed the border width to 2 ¼ pts, the pen color to green and I have applied an outside border.   

Using Formulas in Tables 

Word can perform calculations in a table. Much like Excel, there are 18 functions that can be used to sum, find the average, find the minimum value, maximum value, count of items, etc.   

In this example, I have added a Totals row. In the North column, I have added up all the numbers in the rows above using the SUM function.  

1. Click in the cell where you want to calculation to display 

2. Click the Layout tab 

3. From the Data group, click the Formulas button 

Word has recognized that I have values listed in the rows above, and so has entered the correct formula for me.  

To see a list of all the available functions in Word, click the drop-down arrow in the Paste function field.  

In this example, I have added a new column and substituted =SUM(ABOVE) for =SUM(LEFT).  

Converting a Table to Text 

If you have information in a table and you want to take it out of the table, you can utilize the convert table to text option.  

1. Select the table 

2. Click the Layout tab 

3. Click the Convert to Text button 

Word will ask you to specify how you want each table item spaced. In this example, I am going to separate my data fields using Tabs.  

4. Click Tabs 

5. Click OK 

The data has now been removed from the table.  

Splitting and Merging Table Cells 

You can split a cell into multiple cells or merge multiple cells into one.  

Splitting Table Cells 

1. Click in the cell you want to split. In this case the ‘North’ cell 

2. From the Layout tab, click Split Cells 

3. Select the number of rows and/or columns you want to split the cell in to 

4. Click OK 

Merging Table Cells 

Merging cells does the reverse of splitting cells.  

1. Highlight the cells you want to merge 

2. From the Layout tab, click Merge Cells 

The split cells will now be merged into one.

These are some of the basic things you need to know when it comes to creating, modifying, and formatting tables in Word. There are many other options and utilities to explore, so please check out the following links for more information.  

MakeUseOf – 8 Formatting Tips for Perfect Tables in Microsoft Word 

Tips.net – Formatting Tables 

If you are interested in learning more about Microsoft Word, then take a look at the following free resources:

• How to Create and Update an Index in Word
• How to Create and Print Envelopes in Word
• How to Create a Contents Page in Word
• How to Mail Merge in Word
• How to Print Labels in Word

To learn Word with Simon Sez IT. Take a look at the Word courses we have available.

Deborah Ashby

Deborah Ashby is a TAP Accredited IT Trainer, specializing in the design, delivery, and facilitation of Microsoft courses both online and in the classroom.She has over 11 years of IT Training Experience and 24 years in the IT Industry. To date, she's trained over 10,000 people in the UK and overseas at companies such as HMRC, the Metropolitan Police, Parliament, SKY, Microsoft, Kew Gardens, Norton Rose Fulbright LLP.She's a qualified MOS Master for 2010, 2013, and 2016 editions of Microsoft Office and is COLF and TAP Accredited and a member of The British Learning Institute.