Examples of using tables in word

A table is a collection of information or data, usually represented by horizontal rows and vertical columns. Each column and each row can have a header. Some tables have only column headings or only row headings. The box at the junction of each column and row is a cell that contains data such as text, numeric information, or images. Some cells can be merged or split (see more about formatting tables). E.g.:

Microsoft Word has many features that make working with tables simple and convenient.

Create a table

There are several ways how to insert or create a table:

To create a blank table in a Word document, do the following:

   1.   Place your cursor where you want to insert the table.

   2.   On the Insert tab, in the Tables group, click the Table button:

   3.   Do one of the following:

Create a blank table of up to 10 columns and 8 rows

• To create a table of up to 10 columns and 8 rows, move the cursor right (to select columns) and down (to select rows) the grid to select as many cells as you need. E.g., the table of 5 columns and 3 rows (selected cells will turn orange):

  

  Click on a cell in the grid with the expected number of rows and columns (or press Enter) to insert an empty table to fit the width of the text (paragraph).

  The table has the specified number of single-line text rows in the current paragraph and equal-width columns. E.g., the table of 3 rows and 5 columns:

  

Create a blank table with more than 10 columns or more than 8 rows

• To create a table with more than 10 columns or more than 8 rows, do one of the following:
  • Create a table with exactly 10 columns or 8 rows, then add as many columns or rows as you need (see below how to customize table).
  • Click the Insert Table… option:

    

    In the Insert Table dialog box:

    

    • In the Table size group, specify the number of columns and rows,
    • In the AutoFit behavior group, specify the width of the table and its columns:
      • Select the Fixed column width option to customize width in the appropriate field: select Auto (used by default) or specify width. E.g., 0.75″:

      

      • Select the AutoFit contents option to adjust cell sizes to the document content. E.g.:

      

      • Select the AutoFit to window option to adjust the table’s width to the document content width. E.g.:

      

    • Select the Remember dimension for new tables check box if you want to create tables with the same options later. Word will remember your customization.

Create a blank table manually

• To manually create an empty table, click the Draw Table option:

  

  After clicking that option, the cursor changes to the pencil that allows drawing cells directly in the Word document to create a table:

  

  Click anywhere in a document but the table itself by the pencil to stop drawing a table.

  Notes:

  1. To draw additional lines, select a table, then on the Table Layout tab, in the Draw group, click the Draw Table button:

     

  2. If you draw a line in the wrong position, click the Eraser button in the Draw group of the Table Layout tab:

     

  3. We recommend displaying the rulers or gridlines to help you place the lines correctly.

Create a table using predefined templates

To create a table using predefined Word templates of tables and calendars, do the following:

   1.   Place your cursor where you want to insert the table.

   2.   On the Insert tab, in the Tables group, click the Table dropdown list, then select Quick Tables list:

   3.   From the Quick Tables gallery, select the template you prefer.

For example:

Create a table from the existing data

To create a table from the existing data in a document data (either as regular text or as a tabbed list), do the following:

   1.   Select the document data you want to shape into a new table.

   2.   On the Insert tab, in the Tables group, click the Table dropdown list, then select Convert Text to Table…:

   3.   In the Convert Text to Table dialog box:

• In the Table size group, specify the number of columns,
• In the AutoFit behavior group, specify whether the width of the columns should be fixed (see details above),
• In the Separate text at group, select the character that separates text into columns in the selected text: paragraph marks, commas, tabs, or some other character.

E.g.:

Insert a Microsoft Excel spreadsheet

Note: It is possible to insert a Microsoft Excel spreadsheet in a document. To do so, on the Insert tab, in the Tables group, click the Table dropdown list, then select Excel Spreadsheet:

Word opens the Excel spreadsheet where you can enter the data. You can use Excel features such as functions and formulas to create or manipulate the data. Note that it is not a Word table.

Add rows and columns

To add a row and a column to a table, do the following:

   1.   Position the cursor:

• to a cell in a row above or below which you need to insert a row,
• to a cell in a column left or right which you need to insert a column.

   2.   Do one of the following:

• Click the Insert dropdown list in the Mini toolbar:

  

• On the Table Layout tab, in the Rows & Columns group:

  

  • Click the Insert Above button to insert a row above the row with the cursor,
  • Click the Insert Below button to insert a row below the row with the cursor,
  • Click the Insert Left button to insert a column left to the column with the cursor,
  • Click the Insert Right button to insert a column right to the column with the cursor.
• Right-click and select the Insert list:

  

Notes:

1. To insert rows or columns, move the mouse over the table or left of the table until you see the Insertion indicator, then click the icon:

     and  
   

2. You can choose the option Insert -> Insert Cells… from the popup menu; Word opens the Insert Cells dialog box:

   

   After selecting the option and clicking the OK button, Word adds an entire row or column, not a cell. Word just moves cells according to the selection.

Delete a table element

To delete a table element, do the following:

   1.   Select the cell, multiple cells, the entire column or multiple columns, the entire row, or multiple rows.

   2.   Do one of the following:

• Click the Delete dropdown list in the Mini toolbar:

  

• On the Table Layout tab, in the Rows & Columns group, click the Delete dropdown list, then select one of the options:

  

   3.   Select one of the proposed options:

Note: You can select the element you want to delete, right-click on the selection and select the appropriate item in the popup menu. For example, if the entire table is selected or the column is selected:

  and  

Convert a table into text

To convert a table into text in Word, follow the next steps:

   1.   Click anywhere in the table.

   2.   On the Layout tab, in the Format group, click the Convert to Text button:

   3.   In the Convert Table to Text dialog box, select the charter to separate cells data in the text:

   4.   Click OK.

Insert and Edit a Table with Multiple Columns and Rows in Word

by Avantix Learning Team | Updated August 23, 2022

Applies to: Microsoft^® Word^® 2013, 2016, 2019, 2021 and 365 (Windows)

You can create a table in a Word document in 4 easy ways using the Ribbon. A table is a grid made up of columns and rows that intersect to form cells. You can insert text, numbers and images in a table. Once you have inserted a table, you can easily add and resize columns and rows and change table formatting.

It’s best to avoid using Draw Table to create a table since the table may not be created in a consistent way.

Note: Buttons and Ribbon tabs may display in a different way (with or without text) depending on your version of Word, the size of your screen and your Control Panel settings. For newer versions of Word, Ribbon tabs may appear with different names. For example, the Table Design tab may appear as Table Tools Design.

In the following example, a table with 4 columns and 5 rows has been inserted in a Word document:

Recommended article: 10 Microsoft Word Shortcuts for Moving Around in Tables

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Create a table using the Table Grid

To insert a table using Insert Table and select columns and rows in the Table Grid:

1. Click in the Word document where you want to insert a table.
2. Click the Insert tab in the Ribbon.
3. Click Table in the Tables group. A drop-down menu appears with a Table Grid.
4. Hover over the grid until the number of columns and rows you want is selected.
5. Click in the highlighted area of the grid to insert a table.

To insert a table, select cells in the Table Grid as follows:

Create a table using the Insert Table dialog box

To insert a table using the Insert Table dialog box:

1. Click in the Word document where you want to insert a table.
2. Click the Insert tab in the Ribbon.
3. Click Table in the Tables group. A drop-down menu appears.
4. Select Insert Table. A dialog box appears.
5. Enter the number of columns and rows you want to create.
6. Select the desired options below AutoFit behavior (typically Fixed column width: Auto).
7. Click OK.

The Insert Table dialog box appears with options to select the number of columns and rows:

Create a table using Quick Tables

To insert a table using Quick Tables:

1. Click in the Word document where you want to insert a table.
2. Click the Insert tab in the Ribbon.
3. Click Table in the Tables group. A drop-down menu appears.
4. Select Quick Tables. A gallery appears.
5. Click the table you want to insert.

Quick Tables appear in the Table drop-down menu:

Create a table by converting text to a table

If you have used tabs or other delimiters in paragraphs, you can convert the data into a table (if the delimiters are entered consistently). Wherever you have pressed Enter or Return to create a new paragraph, Word will create a new table row. You can use various delimiters to separate data but the most common are tabs, spaces or commas.

To convert delimited data to a table:

1. Select the text that you want to convert.
2. Click the Insert tab in the Ribbon.
3. Click Table in the Tables group. A drop-down menu appears.
4. Select Convert Text to Table. A dialog box appears.
5. Enter the number of columns if necessary and ensure a delimiter is selected in the Separate text at area.
6. Under AutoFit behavior, choose how you want your table to appear. Word chooses a width for the table columns by default. If you want a different column width, choose AutoFit to contents or AutoFit to window.
7. Click OK.

In the Convert Text to Table dialog box, enter the number of columns as well as the delimiter:

Show table gridlines

Gridlines show the cell boundaries of a table on screen if table borders are not applied. Gridlines appear only on the screen and are not printed.

Gridlines are not visible when you view a document in a Web browser or in Print Preview.

To show table gridlines in a Word document:

1. Click in a table.
2. Click the Table Layout or Table Tools Layout tab in the Ribbon.
3. In the Table group, check View Gridlines.

View Gridlines appears on the Table Tools Layout or Table Layout tab in the Ribbon:

Move around in a table

You can use the following keys to move from one cell to another in a table:

• Tab to move to the next cell to the right.
• Shift-Tab to move to the cell to left.
• Ctrl-Tab to tab within a cell.

Add a row or a column

To add a row in a table:

1. Click in a cell that is located above or below where you want to add a row.
2. Click the Table Layout or Table Tools Layout tab in the Ribbon.
3. To add a row above the cell you clicked in, click Insert Above in the Rows and Columns group. To add a row below the cell you clicked in, in the Rows and Columns group, click Insert Below.

The commands to insert rows or columns appear on the Table Tools Layout or Table Layout tab in the Ribbon:

You can also right-click in a row and choose Insert from the drop-down menu and insert options from the sub-menu.

If you click in the last cell in a table and press Tab, Word will automatically add a row.

To add a column in a table:

1. Click in a cell that is located to the right or left of where you want to add a column.
2. Click the Table Layout or Table Tools Layout tab in the Ribbon.
3. To add a column to the left of the cell you clicked in, click Insert Left in the Rows and Columns group. To add a column to the right of the cell you clicked in, in the Rows and Columns group, click Insert Right.

You can also right-click in a row and choose Insert from the drop-down menu and insert options from the sub-menu.

Delete a column or row

To delete a row or column:

1. Select the row or column (drag over the cells or click to the left of a row or above a column when the arrow appears).
2. Click the Table Layout or Table Tools Layout tab in the Ribbon.
3. In the Rows & Columns group, click Delete. A drop-down menu applears.
4. Click Delete Rows or Delete Columns as appropriate.

You can also right-click in a row or column and choose Delete from the drop-down menu and delete options from the sub-menu.

Change column width

To change column width:

1. Select the column or columns you want to change.
2. Click the Table Layout or Table Tools Layout tab in the Ribbon.
3. Click Properties in the Table group. You can also right-click and choose Properties from the drop-down menu. A dialog box appears.
4. Click the Column tab.
5. Check Preferred Width.
6. Type the new measurement for the column width. For example, typer 1.0″ or click the up and down arrows.
7. Click OK.

The Table Properties dialog box appears as follows with the Column tab selected:

You can also drag the right line of a column to resize it.

Change row height

To change row height:

1. Select the row or rows you want to change.
2. Click the Table Layout or Table Tools Layout tab in the Ribbon.
3. Click Properties in the Table group. You can also right-click and choose Properties from the drop-down menu. A dialog box appears.
4. Click the Row tab.
5. Check Specify Height.
6. Type the new measurement for the row height. For example, type 1.0″ or click the up and down arrows.
7. Specify row height as At Least or Exactly.
8. Click OK.

The Table Properties dialog box appears as follows with the Row tab selected:

You can also drag the bottom line of a row to resize it.

Distribute rows and columns evenly

To distribute rows and columns evenly:

1. Select the entire table by clicking the four-arrows that appear on the top left of the table.
2. Click the Table Layout or Table Tools Layout tab in the Ribbon.
3. Click Distribute Rows and / or Distribute Columns in the Cell Size group.

Apply a table style

To apply a table style:

1. Click in the table.
2. Click the Table Design or Table Tools Design tab in the Ribbon.
3. Click a table style or click the More arrow to display the Table Styles gallery and click a style.

Table Styles gallery appears on the Table Tools Design or Table Design tab in the Ribbon:

To learn more about working with table styles, check out the article How to Format Microsoft Word Tables Using Table Styles (Ultimate Guide).

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More resources

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How to Delete a Page in Word (Remove Blank or Extra Pages)

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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 

1. From the Tables group, click the Table button 

1. 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 

1. From the Tables group, click the Table button 

1. 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.  

1. 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 

1. From the Tables group, click the Table button 

1. 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.  

1. 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 

1. Type your text 

1. 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 

1. Right-click your mouse 

1. From the contextual menu, select Insert 

1. 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 

1. Right-click your mouse 

1. From the contextual menu, select Insert 

1. 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 

1. Click the Layout tab 

1. 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 

1. Click the Layout tab 

1. 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.  

1. Click Tabs 

1. 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 

1. From the Layout tab, click Split Cells 

1. 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 

1. 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.

Microsoft Word or MS-WORD is a graphical word processing program that users can type with. It allows the users to type and save documents very similar to other word processors. There are many versions of MS-word in market, which the user can install as per te. In this tutorial, we will learn about the tables in MS-Word. 

Tables in MS Word are made up of rows and columns with an organized arrangement of text. These tables can be used to align numbers in columns and then various operations can be performed on them. Tables can also be used to create page layouts. Rows in a table are series of data banks laid out horizontally in a table or spreadsheet. Columns are vertical series of cells in a chart, table, or spreadsheet.

How to Create a Table?

Tables in MS Word can be created in the following two ways:

1. Using the Grid

2. Using Table Dialogue Box

Using the Grid

Following are the steps of creating a table using the Grid provided in MS Word:

Step 1: Go to the Insert tab and click on the Table button.

Step 2: In the dropdown menu, select the number of rows and columns from the Grid.

Using Table Dialogue Box

Following are the steps of creating a table using Table Dialogue Box in MS Word:

Step 1: Go to the Insert tab and click on the Table button.

Step 2: Under the grid, you will see an Insert Table button. Click on it.

Step 3: In the Insert Table Dialogue box, mention the number of rows and number of columns as per the requirement and click on OK button.

How to Modify a Table?

We can also edit/modify a table to make it more creative. Multiple operations can be performed on a table like changing the layout, splitting of cells, merging the cells, applying borders, etc. Here, we will see some of the operations performed on a table in MS Word.

Changing Layout of a Table

Changing the layout of a table can be done with the help of the following steps: 

Step 1: Select the table for which the layout is to be changed. Go to the design tab.

Step 2: Click on the dropdown menu to get various different types of layouts for your table.

Step 3: Select any layout as per the need.

Splitting the Cell

Splitting of a cell can be done with the help of the following steps:

Step 1: Select the cell that you want to split into multiple cells. Then go to the Layout tab and click on the Split Cells button.

Step 2: In the dialogue box, mention the new dimensions as per the requirement. 

Step 3: Click on the Ok button.

Merging the Cells

Merging of various cells can be done by the following steps:

Step 1: Select all the cells that are to be merged into a single cell. Then go over the layout tab, and you will see a Merge Cell button.

Step 2: Now click on the Merge Cell button and the selected cells will be merged.

Applying Borders and Styles on a Table

Borders and styles can also be applied to a table in a similar way as the layout of a table is changed. Go through the following steps to do the same:

Step 1: Select the entire table and go over the design tab.

Step 2: Select the style that you want to apply to your table.

Converting Text to a Table

MS Word allows the conversion of existing text into a table with the help of the following steps:

Step 1: Select the text that is to be converted into the table. Now go to the Insert Tab and you will see a Table button.

Step 2: Click on the Insert Table button and in the drop-down menu, click on the Convert Text to Table button.

Step 3: In the dialogue box, mention the dimensions of the required table and other data that is required. 

Step 4: Click on the OK button and the selected text will be converted to a Table.

Inserting Images in a Table

MS Word allows adding images inside the table cells. To insert an image in a table, go through the following steps:

Step 1: Select the cell in which you want to add the Image. Go to the Insert tab and select the Pictures button.

Step 2: You can either choose a picture from your device or select one online.

Step 3: Choose a picture from the browser window and click on the Insert button.

Step 4: Selected Image will be added in the cell selected.

Performing Calculations in a Table

Mathematical calculations can also be performed on the values present in the table. Microsoft provides various formulas to perform these operations. By default, the sum of the values lying in the rows to the left or column lying above are calculated by Word. Following are the steps to do the same:

Step 1: Select the cell in which the result of the mathematical operations is required. 

Step 2: Now go to the Layout tab and select the formula button. 

Step 3: In the dialogue box, define the formula for the mathematical operation, the default formula is the sum of the values to the left or above.

Step 4: After defining the formula, click on the OK button to apply the formula on the cells given in the formula.

Tables in Word are useful in so many situations. In this post you’ll discover how to create tables, then manipulate and design them in the quickest and easiest way to provide that visual punch.

1.  What are tables in Word good for?

Tables are useful for 2 distinct reasons.

1.  Select the Insert tab.

2.  Click the Tables icon in the Tables group.

3.  Move your mouse pointer into the table grid until the required number of rows and columns are highlighted orange, then left-click.

An empty table is inserted into the document.

Two new tabs, Design and Layout are also added to the ribbon area, under the banner of Table Tools.

3. MOVING AROUND A Word TABLE

4. SELECTING A CELL, ROW, COLUMN OR THE ENTIRE TABLE

To select a cell:

2.  Left-click.

To select a row of a table:

2.  Left-click.

To select a column

2.  Left-click.

To select the entire table:

1.  Position your mouse pointer over  the 4-headed arrow icon situated at the top-left of the table.

2.  Left-click.

5. INSERTING AN EXTRA ROW OR COLUMN

To insert an extra row:

1.  Position the cursor in a cell.

2.  Select the Layout tab, under the Table Tools banner.

3.  Click Insert Above or Insert Below in the Rows and Columns group

Here is a quick way to insert new rows:

1.  Position the cursor to the left of the table, but in close proximity.

2.  A plus symbol will appear above or below the mouse pointer indicating where the new row will be added.

3.  Nudge the mouse pointer up or down to move the plus sign above or below.

4.  Left-click to insert the new row,

To insert an extra column:

1.  Position the cursor in a cell.

2.  Select the Layout tab, under the Table Tools banner.

3.  Click Insert Left or Insert Right in the Rows and Columns group

Here is a quick way to insert a new column:

1.  Position the cursor above a column, but in close proximity to the table.

2.  A plus symbol will appear to the left or right of the mouse pointer indicating where the new column will be added.

3.  Nudge the mouse pointer left or right to move the plus sign to the left or the right of the column.

4.  Left-click to insert the new column,

6. DELETING A ROW OR COLUMN

To delete the current row or column:

1.  Position the cursor in any cell of the row you want to delete.

2.  Select the Layout tab, under the Table Tools banner.

3.  Click the Delete icon in the Rows and Columns group.

4.  Choose Delete Row or Delete Column from the drop-down menu.

7. Quickly fORMATTING tables in Word

Word provides you with a number of pre-set table designs. This means that it formats the headings and the data, applies a variety of borders and colours the cells in a way that makes it look like a professionally produced table. As a beginner this simple technique will give you a good-looking table.

1.  Position the cursor in any cell in the table.

2.  Select the Design tab under the Table Tools banner.

In the Table Style Options group of the Design tab, tick the components that you have in your table. For example, if your table has column headings, tick Header Row. In doing this, the various parts of your table are formatted accordingly

8. SETTING THE BORDERS AND SHADING

To set the borders for tables in Word:

1.  Select the portion of the table that you wish to set the borders for. This may be the entire table, a row or rows, a column or columns or a selection of cells.

2.  Select the Design tab under the Table Tools banner.

3.  Select the Borders icon. A drop-down list appears. This list shows every combination of border that can be turned on or off. The icons with a shaded background are currently switched on. The rest are switched off.

4.  Click any icon to switch the border on or off. The border style that is applied is the default style (½ pt solid black line ) or the last style that was used.

5.  To apply customised borders, with different colours, styles and widths, click the Borders & Shading option at the bottom of the list to display the Borders and Shading dialog box.

Your selection will always have an outer border, and if you selected more than one cell, you will have some inside borders as well. The easiest way to use the dialog box is to start on the bottom-middle and work your way up and right.

1.  Select the colour and width (thickness)  that you would like for your border.

2.  Choose a style (e.g. dotted, dashed, double, solid etc.)

3.  Paint your borders. There are two ways to do this.

On the left-hand side of the dialog box, there are some pre-defined border combinations which you can use to save yourself some time. Depending on your selection of cells, the pre-defined options may differ. Here’s a run-down:

To shade the cells of tables in Word:

1.  Select the portion of the table that you wish to shade. This may be the entire table, a row or rows, a column or columns or a selection of cells.

2.  Select the Design tab under the Table Tools banner.

3.  Click the Shading icon.
The colours that you see displayed match the current them of the document. Themes were discussed earlier in the course.

4.  Click a colour in the palette.

While you can pick any colour, it is recommended to stick with the light colour shades, otherwise your tables will appear very loud and ugly, like they’re shouting in your face. Subtle is the order of the day. The exception to this is column headings or other cells that you wish to differentiate. Under these circumstances, you can use a dark colour, but use a light font with it.

If you cannot find the exact colour you need,

9. REPEATING table HEADINGS ON EVERY PAGE WHEN PRINTING

1.  Ensure that the table is a single table, with no manual page breaks in the middle, and one header at the top. The table header may occupy more than one row, it doesn’t affect the way this feature works.

2.  Position the cursor somewhere in the top row of the table.

3.  Select the Layout tab under the Table Tools banner.

4.  Click the Repeat Header Rows icon ion the Data group.

Now, it doesn’t matter how many rows tables in Word contain, if the table ever spills across into another page, the header row (which normally displays the column headings) will always appear at the top of the table.

10. All the key points again