How do you create a table of tables in word

Word can generate a list of all the tables in a document. Like a Table of Contents, this list of tables or Table of tables can include page references or links to each table.

A Table of tables can be useful for creating a proper appendix or reference within more formal documentation. It can be handy to have a list of all the tables used in a document either for publication or just for ‘in-house’ reference use during writing.

Before you can add a Table of tables to your document, you must add captions to all the tables in your document, as described in Adding Captions in Word.   Yes, there is an alternative way making the list from styles but captions works better because each table gets a individual label.

Two Tables in Word

Before we begin, lets try to sort out a linguistic mess.  Word has two features both called ‘tables’.

Table – a list of captions etc within a document e.g.  Table of Contents, Table of Figures etc.

table – a grid of boxes or cells placed in a Word document from Insert | Table.

Normally the two are separate and it’s clear from the context which one we’re talking about.

For this article we’ll try to make it clear which ‘table’ we’re talking about by using the term ‘list’ but mostly with a capital letter ‘Table’ for the list and lower case ‘table’ for the grid.  E.g.  a Table of tables.

Slightly less confused? Good, let’s get on with it.

Making a simple Table of tables

Once you have some tables captioned in the document you can make a reference Table of them.

Click where you want the Table to appear (most likely as an appendix or close to your Table of Contents).

Go to References | Captions | Insert Table of Figures (yes, ‘Figures’) to bring up the “Table of Figures” dialog.

First thing to do is change the Caption Label from Figures to table.  And lo! you have a Table of tables!

The “Print Preview” and “Web Preview” panes show how the Table will appear. By default, page numbers are displayed and aligned to the right, although you can change this by deselecting the appropriate checkboxes.

The “Tab leader” dropdown changes what appears between the text and the right-aligned page numbers.

“Use hyperlinks instead of page numbers” for the web preview gives you a clickable table with links to each table in the Word document.

Table Formats

The “Formats” drop-down list directly affects the appearance of the Table of tables. The available options are:

• From template
• Classic
• Distinctive
• Centered
• Formal
• Simple

Select a format to see how it will look in the preview panes.   Most people use ‘From template’ because that will match the font etc in the current document or template.

To design a custom Table of tables layout, select “From template” and click the “Modify” button to create your own style.

When you are happy with the layout, click “OK” to build your Table of tables. Word will search for the captions, sort them by number, and display the Table of tables in the document.

Word déjà vu

If all this seems familiar, that’s because it’s almost exactly the same as the ‘Table of Contents’  and Table of Figure options. In fact, a Table of tables uses the same underlying Word technology as Table of Contents (the {TOC } field).

All Word’s Table of Contents options
Four Word tricks to shrink a Table of Contents
Table of Contents basics 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.

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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

Do you want to learn more about Microsoft Word? Check out our virtual classroom or in-person classroom Word courses >

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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Creating tables in Microsoft Word used to be so annoying that most people just did it in Excel, then imported it into Word. It’s worth giving Word 2013’s table tools a try, though, because the process is easier, and there are some new graphical options. 

Seven ways to create tables

Microsoft now provides five different methods for creating tables: the Graphic Grid, Insert Table, Draw Table, insert a new or existing Excel Spreadsheet table, and Quick Tables, plus an option for converting existing text into a table. To start, open a blank Word document from the Home/New page. Position your cursor in the document where you want the table inserted.

Graphic Grid/Select Table from Graph

Under the Insert tab, click the Table button. The Insert Table dialog box will open, showing a basic grid pattern as well as traditional menu options below it. Place your cursor on the first cell in the grid and slide it down and over until you highlight (for this example) four columns and five rows, then click once.

Notice that once the table is created, a new option called Table Tools appears on the Ribbon bar with two new tabs: Design and Layout. See the Layout and Design section below for details regarding these options.

Insert Table

Click Insert > Tables > Insert Table from the dropdown menu. In the Insert Table dialog box, enter the number of columns and rows you want in this table (four columns and five rows). In the AutoFit Behavior panel, select Auto, or click the down arrow to choose a specific size. You can also choose AutoFit to Contents (produces narrow columns that expand as you add data) or AutoFit to Window (expands the table to fit the document size). Check the Remember Dimensions for New Tables box if you want the sizes you’re entering now to become your defaults for future tables.

Draw Table

Click Insert> Tables > Draw Table. The cursor turns into a pencil, which you drag down and across to draw a box. Don’t worry about the exact dimensions; you can modify it any time.

Once the box is created, position the cursor inside the box and draw lines over and down for the columns and rows (one at a time). Don’t worry about crooked lines, either—Word straightens them as you draw.

To add or remove columns and/or rows later, click anywhere inside the table, then select the Design tab under Table Tools. Click the Draw Table button to add or continue drawing lines with your pencil cursor, or click the Eraser button to remove lines with the eraser cursor. To remove a line, just touch the line with the eraser cursor, and the line disappears.

Excel Spreadsheet (create In Word)

Click Insert > Tables > Excel Spreadsheet. An Excel spreadsheet inserts at your cursor location. You can continue using Excel and its menus and commands, but after you enter your data it converts to a non-editable graphic.

If you want to add, delete, or modify the spreadsheet, right-click anywhere inside the worksheet graphic, select Worksheet Object from the dropdown menu, then click Edit. The original spreadsheet reappears for editing. Notice the top menu has changed to an Excel menu for edits.

Also from the Worksheet Object dropdown menu, you can click Open to open the spreadsheet in Excel, so you can manipulate it in that program. Or click Convert to view a Windows dialog box that lists file-conversion options.

Excel Spreadsheet (copy and paste existing worksheet)

In the old days, Excel spreadsheets had to be imported into Word. Now you can just copy and paste. Open Excel, highlight the spreadsheet, and copy it. Then open Word, position your cursor at the desired location, and select Paste > Keep Source Formatting.

The other options on the Paste dialog menu are Merge Formatting, which changes the text format to match the file into which you pasted the spreadsheet, and Keep Text Only, which pastes the text without the Excel grid, meaning you will likely have to realign your columns with tabs.

Quick Tables

Quick Tables are Word’s table templates. In addition to the nine templates provided, you can create your own designs and save them to the Quick Tables Gallery to use later. Click Insert > Tables > Quick Tables. Select a table template from the Quick Tables menu, then modify it to fit your project. 

Convert Text to Table

The table tools can also make lists a lot easier to customize and even reorganize later. For our example, we’ll turn a classic contact list into a table, using a list of names—first, middle, last—plus the city, state, region, and profession of each person on the list.

For eons, people have used tabs to separate the fields, adding a tab or two to accommodate longer strings of data. But if you do this, when you convert the table to text, it misplaces all the data.

With the Convert Text to Table feature, you can separate the fields (Name, City, State, etc.) with paragraphs, tabs, commas, or other separator character, but use only one separator between each field.

Layout and Design

There are three options to modify and/or decorate tables:

1. Use the Table Tools > Design—or—Table Tools > Layout commands on the Ribbon menu.

2. Right-click and use the Shortcut popup menus.

3. Use the keyboard shortcuts, which become visible when you press the ALT key on your keyboard.

All of these methods are fast and easy, but using a combination of all three will always be quicker. For example, use your mouse to highlight, then right-click to copy with your right hand; then arrow down to the new location and press CTRL-V to paste with your left hand.

Layout tab

The Layout tab lets you modify the structure of the table. The menu is fairly self-explanatory, and you can roll your cursor over a feature to get further clarification.

The dialog boxes below also illustrate each feature. Click Table Tools > Layout > Insert or Delete (from Rows and Columns group) to add or remove them; Merge or Split Cells or Split a Table (from the Merge group); or Text Direction (from the alignment group) to rotate the text inside the table.

Other features include Table Properties, which provides several options for aligning the table with the text or wrapping text around your table. Select Cell Margins to change the margins inside each cell. With the table still highlighted, click Table Tools > Layout > Data > Sort to sort the table data alphabetically or numerically, just like in Excel. You can sort by column numbers or by column headers, and it provides two sort levels. For example, you can sort by Last Name, then by First Name. The table below is sorted by Last Name.

You can also convert your table back to a text block. Just choose the separator you prefer, so when the table grid disappears, the data isn’t all jumbled together.

You can even insert formulas to calculate your numeric data. I added a Salary column to the table below and entered some dollars, plus a new row at the bottom for the salary totals. To calculate the total salaries, position your cursor in the last row and the last column cell, and click the Formula button under the Data group. In the Formula dialog box type the SUM() formula [or Count() or Average()] in the Formula field box. If you are unfamiliar with the formulas Word provides, click the down arrow under the Paste Function field, and choose a formula from the list.

Type Above between the parentheses, choose a format under Number Format such as dollars, percent, or general, then click OK. Word calculates the column of numbers and places the calculation in the target cell (where your cursor resides). Review the Formula Format table in the graphic below for the correct commands that tell Word which direction to calculate (these go inside the parentheses).

Design tab

The Design tab is for adding borders, shading, styles, and customizing the header columns and rows. Highlight your table, then select Table Tools > Design> Table Styles, Shading, Border Styles, Borders, or Border Painter (see the graphic below for ideas). There’s no learning curve, just play with the features and see what happens. If you don’t like a feature you’ve added, just click the Undo button or press CTRL-Z.

There’s also an option to add artwork borders to your pages. Select Table Tools > Design > Borders > Border Painter, and click the Page Border tab in the Borders and Shading dialog box. Click the down arrow in the field box under Art, then choose a border—mostly simple clip art—from the list. 

The table below uses one of the many preset styles that comes with Word. Select Table Tools > Design > Table Styles, then scroll through the gallery of styles. If you want to change the font or customize the paragraphs inside the table, use the Format Shortcut menu. Right-click anywhere inside the table, and this small menu pops up adjacent to the longer Table Options menu. If the formatting feature you need is not on the Shortcut menu (which is fairly limited), click the Home Tab and select the features you need from the Font or Paragraph group. All of the buttons and groups on the Home tab are available for formatting tables as well as documents. The options are endless. 

Stay tuned for more articles on getting the most out of Word 2013.

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