Inserting table in word

Insert a table

For a basic table, click Insert > Table and move the cursor over the grid until you highlight the number of columns and rows you want.

For a larger table, or to customize a table, select Insert > Table > Insert Table.

Tips: 

• If you already have text separated by tabs, you can quickly convert it to a table. Select Insert > Table, and then select Convert Text to Table.

• To draw your own table, select Insert > Table > Draw Table.

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.

Updated: 04/30/2020 by

You can insert a table in a Microsoft Word document to display data in a tabular format. A table is a great way to represent multiple fields of associated data. For example, a list of prices is easier to read when displayed in a table.

Adding a table in Word

1. In Word, place the mouse cursor where you want to add the table.
2. Click the Insert tab in the Ribbon.
3. Click the Table button and select how many cells, rows, and columns you want the table to display. You can also click Insert Table and enter the number of columns and rows for the inserted table.

Inserting or deleting a row or column

In a Microsoft Word table, you can add or remove a row or column at any time.

• Insert a row.
• Insert a column.
• Delete a row.
• Delete a column.

Insert a row

1. Move the mouse cursor inside the left edge of a cell in the row where you want to insert a new row. The cursor changes to a small black arrow pointing to the top-right.
2. Using your mouse, right-click to open the pop-up menu, select Insert, then select Insert Rows Above or Insert Rows Below, depending where you want to insert the row.

Insert a column

1. Move the mouse cursor inside the left edge of a cell in the column where you want to insert a new column. The cursor changes to a small black arrow pointing to the top-right.
2. Using your mouse, right-click to open the pop-up menu, select Insert, then select Insert Columns to the Left or Insert Columns to the Right, depending where you want the row inserted.

Delete a row

1. Move the mouse cursor inside the left edge of a cell in the row you want to delete. The cursor changes to a small black arrow pointing to the top-right.
2. Using your mouse, double-click to select the entire row in the table.
3. Right-click with the mouse to open the pop-up menu, and select Delete Rows.

Delete a column

1. Move the mouse cursor inside the top edge of the top-most cell in the column you want to delete. The cursor changes to a small black arrow pointing downward.
2. Using your mouse, click once to select the entire column in the table.
3. Right-click with the mouse to open the pop-up menu, and select Delete Columns.

Moving the table

After the table is added to the document, you can move it anywhere else in the document. To move the table, hover your mouse cursor over the table, then click-and-drag the arrows in the top-left corner of the table.

Resizing the table

Once the table is inserted, you can adjust the table’s size by moving the mouse to the bottom-right corner of the table until you get a double-headed arrow. Once this arrow is visible, click-and-drag the table in the direction you want the table to expand.

Changing the look of the table

After the table is added to the document, move your cursor to a cell in the table, and click the Design tab. In the Design tab, you can adjust the Header Row, Total Row, and how the rows appear. You can also adjust the overall look of the table by clicking one of the table styles.

Repeat header row of the table on each page

If the table spans more than one page, you may want to have the header row displayed on each additional page the table spans across. You can make the header row visible on each page by following the steps below.

1. Right-click the header row of the table and select Properties in the pop-up menu.
2. In the Table Properties window, click the Row tab.
3. Check the box for the Repeat as header row at the top of each page option, and click OK.

Deleting a table

If you want to delete a table from a Word document, follow the steps below.

1. Move your mouse cursor over the table you want to delete.
2. At the upper-left corner of the table, a small square with the move icon inside it should be seen. Move your mouse cursor over that icon and click it to select the entire table.

1. Right-click anywhere in the table and select Delete Table in the pop-up menu.

Is this article up to date?