Word put text into table

To convert text to a table or a table to text, start by clicking the  Show/Hide paragraph mark on the Home tab. This lets you see how text is separated in your document.

Convert text to a table

1. Insert separator characters—such as commas or tabs—to indicate where to divide the text into table columns.

   Note: If you have commas in your text, use tabs for your separator characters.

2. Use paragraph marks to indicate where you want to begin a new table row.

   In this example, the tabs and paragraph marks will produce a table with 3 columns and 2 rows:

   

3. Select the text that you want to convert, and then click Insert > Table > Convert Text to Table.

   

4. In the Convert Text to Table box, choose the options you want.

   

   Under Table size, make sure the numbers match the numbers of columns and rows you want.

   Under AutoFit behavior, choose how you want your table to look. Word automatically chooses a width for the table columns. If you want a different column width, choose one of these options:

   To do this	Choose this option
   Specify a width for all the columns	In the Fixed column width box, type or select a value.
   Resize the columns to fit the width of the text in each column	AutoFit to contents
   Resize the table automatically in case the width of the available space changes (for example, web layout or landscape orientation)	AutoFit to window

   Under Separate text at, choose the separator character you used in the text.

5. Click OK. The text converted to a table should look something like this:

   

Convert a table to text

1. Select the rows or table you want to convert to text.

2. On the Layout tab, in the Data section, click Convert to Text.

   

3. In the Convert to Text box, under Separate text with, click the separator character you want to use in place of the column boundaries. Rows will be separated by paragraph marks.

4. Click OK.

Please Note:
This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, 2016, and 2019. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: Converting Text Into a Table.

There are two major ways you can create tables in Word. One way is to create a blank table by any of the various methods provided by Word (such as drawing the table or using the Insert Table tool). The other method is to convert existing text into a table. To convert text into a table, follow these steps:

1. Make sure the text that is to be converted into the table contains only a single tab character between each column.
2. Select the text you want converted into a table.
3. Display the Insert tab of the ribbon.
4. Click the Table tool and then click Convert Text to Table. Word displays the Convert Text to Table dialog box. (See Figure 1.)



Figure 1. The Convert Text to Table dialog box.

5. Make sure all the table settings in the dialog box are correct.
6. Click OK.

The selected text is immediately converted into a table. In some instances, the width of columns in the resulting table may need to be adjusted. You will know if this is the case because the table will look very strange. Sometimes you can get files from programs such as a spreadsheet that use commas to separate columns. Word will also convert this comma-separated text to a table.

Author Bio

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. Learn more about Allen…

Converting Text Into A Table format can help you better organise your data for people reading it.

It also allows you to easier transfer your data between Word and Excel, making it great for any user of both.

If you are learning either software you can view our Excel Course Offerings or Word Course Offerings here.

Converting Your Text To A Table – Simple Example

When Converting your text to a table, you need to first have some text in Word. Here you can see my text, under the title “Alpheius Global Enterprises”.

To convert text into a table the text needs to be in columns using some sort of separator – for example a tab, hyphen, comma or other symbol. My text specifically is seperated by tabs and has 4 columns (this will be important later).

• Highlight the piece of text to be converted into a table format.
• In the Insert ribbon there is a table button.
• Click on the table button and convert text to table.

• A dialog box will appear asking how many columns you want, how you want the text to fit and what are the separators used in your document
• Choose the number of columns required, fixed column width and our document has tabs which are separating the text then click OK.
• Your document will now be in a table format.

After selecting your options hit OK. For this example I chose 4 columns as you can see from the inital data, as well as that they are seperated by tabs. For your data you will want to specify differently based on your own data. After hitting OK you should see the results immediately. Below you can see my data changed into a table!

If you want to learn more about Tables and how they can be formatted, read our guide on  columns for a newsletter in Word.

Why Convert Between Table And Text?

Going between tables and texts allows you simply to have different types of visual representation.

Ultimately the choice will be up to your discretion but follow these brief guidelines!

If you are doing a presentation based more on raw statistics and important facts maybe a table is more suitable. Tables are more analytical in nature and tend to lend themselves more to situations that are more formal and possibly educational (for example sending your coworker a plan for your business).

If you want to do a more graphically appealing layout maybe the raw text with some formatting is more appropriate (more on Font Formatting In Excel here). Text tends to be better for more informal presentations, and in general for a more casual audience (for example just sending a friend over some information found).

Converting From Table To Text

You can now also convert your table back to text if need be!

• First off just highlight the table using the table highlight option in the top right corner of the table
• Go to the Table Tools and select the layout ribbon
• In the data group at the end of the ribbon you will find the command convert to text

•  The convert to text dialog box will appear.  Use the tab option as this will keep your text in similar columns to your table

This will take your text back to it’s original form. Whichever you decide, Table or Text, you can save either for later use – read our guide here on How to Create and Use Building Blocks in Word.

Conclusion:

This guide has given you the tools on how to convert text into a Word table and a Word table back into text. Becoming proficient in these simple tools will help greatly when presenting your work, as well as when trying to move your work between Word and Excel. Try and experiment with these different types of representation to see what fits you best – but follow our rough guidelines if you are in need of guidance.

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You may have had to transfer text in paragraph form into a table. This manual process can be automated with the help of Microsoft Word’s Convert text to table feature.

How the Convert Tool Works

The convert tool will transform each line break of your text into a row of the new table. Each row will further be split into columns based on the concept of a delimiter. A delimiter is a character or section of the document that marks a specific part of the text. In this particular case, the delimiter would mark the start of a new column. Common delimiters are new paragraphs, commas, tabs, or spaces.

When the convert tool is started, it will prompt you to specify your delimiter character. For example, in the following paragraph I have chosen a blank space to be my delimiter. Therefore, the paragraph would be split into two rows and three columns as shown below. It is split into two rows because of the line break after «Jersey». It will be split into four columns because of the single spaces between each of the four words on each line.

The line in your text that contains the most delimiters will determine how many columns are in your table. Any lines that contain less delimiters will not completely fill their particular row. For example, the following text would result in the table below:

How To Use the Convert Tool

Follow along with these steps to learn how to use the feature.

1. Open Microsoft Word and highlight the text you wish to convert into a table.

2. Select the Insert tab and choose Convert Text to Table… from the Table dropdown.

3. The following window will appear. Is is okay to leave the Table size and AutoFit behavior options at their default values. Make sure you choose the appropriate delimiter character from the Separate text at options. In this case, I separated by columns with a blank space, so I’ve chosen Other and typed a blank space into the box.

4. Click OK to complete the process.

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How to Convert Text into Table in MS-Word

Some time you forget to insert table into your document and start writing without table in this case MS-Word have one feature to convert your text into table.

Steps to Convert Text into Table in MS-Word

• Select that you want to convert the text
• Select the Insert tab
• In Tables group click the Table command
• Select the ‘Convert Text to Table’ option;

• It displays a dialog box
• In ‘Separate text at’ section select the desired option
• Click OK, the text will convert to a table

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Introduction

Inserting and modifying tables

In Word, tables are useful for organizing and presenting data. You can create a blank table, convert text to a table, and apply a variety of styles and formats to existing tables.

Optional: You can download this example for extra practice.

To insert a blank table:

1. Place your insertion point in the document where you want the table to appear.
2. Select the Insert tab.
3. Click the Table command.
4. Hover your mouse over the diagram squares to select the number of columns and rows in the table.

   Inserting a new table

5. Click your mouse, and the table appears in the document.
6. You can now place the insertion point anywhere in the table to add text.

To convert existing text to a table:

1. Select the text you want to convert.
2. Select the Insert tab.
3. Click the Table command.
4. Select Convert Text to Table from the menu. A dialog box will appear.

   Converting text to a table
5. Choose one of the options in the Separate text at: section. This is how Word knows what text to put in each column.

   Separating text at Tabs

6. Click OK. The text appears in a table.

   The converted table

To add a row above an existing row:

1. Place the insertion point in a row below the location where you want to add a row.

   Placing the insertion point

2. Right-click the mouse. A menu appears.
3. Select InsertInsert Rows Above.

   Adding a row

4. A new row appears above the insertion point.

   The new row

You can also add rows below the insertion point. Follow the same steps, but select Insert Rows Below from the menu.

To add a column:

1. Place the insertion point in a column adjacent to the location where you want the new column to appear.
2. Right-click the mouse. A menu will appear.

   Adding a column

3. Select InsertInsert Columns to the Left or Insert Columns to the Right. A new column appears.

   The new column

To delete a row or column:

1. Select the row or column.
2. Right-click your mouse. A menu will appear.
3. Select Delete Cells.

   Selecting Delete Cells

4. Select Delete entire row or Delete entire column, then click OK.

   Deleting a column

To apply a table style:

1. Click anywhere on the table. The Design tab will appear on the Ribbon.
2. Select the Design tab and locate the Table Styles.
3. Click the More drop-down arrow to see all of the table styles.

   Viewing the Table Styles

4. Hover the mouse over the various styles to see a live preview.
5. Select the desired style. The table style will appear in the document.

   After adding a Table Style

To change table style options:

Once you’ve chosen a table style, you can turn various options on or off to change the appearance of the table. There are six options: Header Row, Total Row, Banded Rows, First Column, Last Column, and Banded Columns.

1. Click anywhere on the table. The Design tab will appear.
2. From the Design tab, check or uncheck the desired options in the Table Style Options group.

   Table Style Options

Depending on which table style you’re using, certain table style options may have a somewhat different effect. You may need to experiment to get the exact look you want.

To add borders to a table:

1. Select the cells you want to add a border to.

   Highlighted cells

2. From the Design tab, select the desired Line Style, Line Weight, and Pen Color.

   Line Style, Line Weight, and Pen Color commands

3. Click the Borders drop-down arrow.
4. From the drop-down menu, select the desired border type.

   Selecting a border type

5. The border will be added to the selected cells.

   The finished border

Modifying a table using the Layout tab

When you select a table in Word 2010, Design and Layout tabs appear under Table Tools on the Ribbon. Using commands on the Layout tab, you can make a variety of modifications to the table.

Click the buttons in the interactive below to learn about the different ways you can modify a table with the Layout tab.

Challenge!

1. Open an existing Word document. If you want, you can use this example.
2. Convert some text into a table. If you are using the example, convert the text below By Client.
3. Apply a table style, and experiment with the table style options. If you are using the example, see if you can make the table match the By Salesperson table above it.
4. Delete a row from the table.
5. Insert a blank table with five rows and four columns.
6. Add borders to the blank table.

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Converting text to table is a time-saving and convenient way to deal with large amount of data in Word. In this article, we will mainly look at how to realize the conversion.

Sometimes, we may need to edit a large table in word. Of course, we can input data to table cells one by one, however, it is troublesome and may take up a lot of time. Alternatively, another way is to fist split text with delimiters, and then convert these texts to a table, which is time saving and easy to implement. To realize conversion between table and Word text, you can refer to this article shown as below.

Convert Delimited Texts to a Table

A crucial step to be noted here is to use a delimiter to separate text properly. Generally, the limiters could be paragraphs, commas, tabs or other characters or symbols. Here, we choose commas to break the text.

1. Below are some comma-separated texts, we take it as an example to show the conversion of text to table in Word. First, we should select the following text with the cursor. 

1. Switch to “Insert” page, and then click “table” button. Next, choose “Convert Text to Table”.

1. In the subsequent pop up window, make sure we select “Commas” under “Separate text at”. Then, click “OK”.

1. Now we can see that the above comma-separated texts have been automatically converted to a table.

Convert the Table Back to Texts

Sometimes, we may also want to extract data from a table in an efficient way. In this section, we will talk about how to achieve that.

1. If you only need to convert certain part of a table to texts, just select the targeted table cells. Otherwise, place the cursor on the table and click it.
2. Switch to “Layout” page, and click “Convert to Text” button. 

1. Then, we choose “Tabs” in the following dialogue box and click “OK”. Until now, we can see that the selected table has been transformed to Word text.

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If you’ve ever seen a spreadsheet, or used a program such as Excel, then you’re probably pretty familiar with tables. That’s all tables are, after all—simply a grid arranged into columns and rows. You can use them to organize and emphasize certain pieces of information. More than that, you can use tables to do complex page layout operations that almost rival expensive professional publishing programs like Adobe InDesign.

Inserting Tables

Before we identify the different parts of a table, let’s go ahead and insert one into our document. To do this, position the cursor at the point in the document where you want to put the table. Don’t worry if it’s not exactly right—you can always move or manipulate it later.

You’ll find tables under the Insert tab in the Tables group. The Tables button looks like this:

Click the Tables button.

You’ll see a bunch of boxes at the top.

The easiest way to insert a table is to drag your mouse over the rows and columns until you have the amount you want.

As you can see above, we dragged our mouse to make a table that has seven columns and three rows, or 7×3.  

As we drag the table appears on our document:

To insert this simple table, click the mouse.

We now have a basic table.

Let’s identify the parts.

Each box that you see in a table is called a «Cell.»  There are 21 cells in the table above. We have highlighted a cell in the snapshot below.

The «Rows» go from top to bottom. There are three rows. Rows go horizontally across the screen.

Columns go from left to right. There are seven columns above. Columns are vertical.  

So now that we’ve identified the parts of a table, let’s take a look at the other ways in which we can add them.

Using the Insert Table Dialogue

Once again, we’re going to move the cursor to the point in the document where we want the table to appear. Now go back to the Insert tab, click the Table button, and select «Insert Table» instead of dragging your mouse over the boxes (which really represent cells, as we learned a second ago.)

A dialogue launches in the center of your screen. It looks like this.

From here you can select the number of rows and columns. In this example, there are going to 5 columns, and 2 rows. Select your preferences in the AutoFit behavior section. You can set a fit column width, make the width of the cells and table fit to the content, or make the table size fit to the window.

Click OK. 

Drawing a Table

If you know your table is not going to be uniform (regularly sized columns and rows), you can «draw» a table. This is particularly helpful when using tables to create complex page layouts.

To do this, click the Table button and select Draw Table. Your mouse pointer will transform into a pencil tool and you’ll be able to draw individual cells anywhere in your document. You can even draw cells within cells.

Click and hold the left mouse button, drag the cell into the desired size and shape, and then release. It’s that simple.

Selecting parts of tables

To select part of a table, simply click inside the upper left cell that represents the first cell you want to select. Hold the left mouse button down and drag across the remaining cells you want to select.

Adding Text to a Table

Adding text to a table is as easy as clicking into a cell and then typing. You will be able to change any attributes of that text, too, and even apply a Quick Style.

Position Text within a Cell

Just like in an ordinary document, you can choose whether to center text within a cell, or whether to align it right or left, or toward the top or the bottom. Go to the Alignment group under the Table Layout tab. 

To reach the Table Layout tab, click the box above the left top corner of the table. This selects the table.

The Alignment group is pictured below.

Using the graphics on the left as guides, select how you want text positioned within cell in your table. 

NOTE: You can format the text position for just one cell, multiple cells (by selecting the cells), or the entire table (by selecting the table).

Converting Text into a Table

You can convert text into a table. This is especially handy if you’ve already written information that you think would be more effectively conveyed in a table.

To do this, you’ll have to carve up the text into columns and rows using commas and new paragraphs. That’s how you tell Word to separate the text into individual cells. Simply place a comma between the text you want to put into a column and place a paragraph where you want to begin a new row. An example of the text might look like this:

Now select the text, click the Tables button under the Insert tab. From the dropdown menu, choose «Convert Text To Table.»

You can now specify the number of columns, as well as how to separate text. You can separate text into cells by paragraphs, commas, tabs, etc.

We chose two columns and to separate text at commas.

Look at the example below to see the final result.

Word 2016 comes with a group of table templates for you to use and quickly customize to fit your needs. You can access them by clicking the Tables tool and choosing Quick Tables. Scroll through the templates and choose the one that best suits your needs. As with other kinds of tables, Word automatically inserts Quick Tables wherever the cursor is positioned in the document.

Once the Quick Table has been created, click the template text and start typing to replace it… You can also create your own Quick Tables by selecting a table that you’ve created and clicking the Save to Quick Table Gallery button at the bottom of the Quick Table menu.

Formatting Tables with the Table Tools

Whenever you create or select a table, the Table Tools will open automatically over the Design and Layout tabs in the tool bar. It allows you to easily apply table styles, borders, and shading attributes and more. Below is an example of the Design and Layout tools available for tables.

The Design tab (shown above) lets you customize the look and appearance of your table.

Let’s look at the Table Style Options group. But first, look at our table below:

In the Table Style Options group, we see that Header Row, First Column, and Banded Rows are checked.

Let’s learn what all these options mean so you can decide what you want checked – and what you don’t.

• A Header Row is the first row in a table that contains headings (labels) for all the columns, as shown our table above.

• When First Column is checked, it means the first column is also headers or labels. Same goes for the Last Column.

• You can also choose to have banded rows or columns. Banded Rows formats even and odd rows differently so they are easier to read. If you choose Banded Columns, it formats even and odd columns differently.

• Total Row means to create a row for mathematical totals.

In the Table Styles group, you can pick a new table style or apply shading to your table by clicking the Shading button.

In the Borders group, you can use Border Styles add borders to rows and columns to customize the look of your table.

Now, let’s click the Layout tab.

The Layout tab, when associated with the Table Tools, allows you to easily insert rows and columns, and format text and objects within cells.

Selecting Cells, Rows, and Columns

Selecting cells, rows, and columns in Word 2016 is easy.

To select a cell, click within the cell so the mouse cursor is blinking. 

Go to the table Format tab, then the Table group. Click Select>Select Cell

To select a row, click in the first cell in a row go to Select>Select Row.

To select a column, click the first cell in a column, then go to Select>Select Column.

The Border Painter Tool

The Border Painter tool was a feature added in Word 2013. It makes applying different widths and borders to your table easier than ever before. To find the tool, select your table and go to the Table Tools Design tab. 

To use the border painter, first apply formatting to some borders in your table, then click the Border Painter button. Click on any border to apply the formatting. You can also click and drag the mouse to apply it to a whole line.

Border Sampler

The Border Sampler works with the Border Painter tool. The Border Sampler is located at the bottom of the Border Styles Gallery. To access it, click the Border Styles button in the Borders group under the Table Tools Design tab. 

Simply click on Boarder Sampler. An eyedropper will appear. Click on a table border that you want to sample. Word then switches to the Border Sampler. You can apply the same formatting somewhere else in the table.

Adjusting the Width of Individual Columns

There are several ways to adjust the width of individual columns:

1.  Position your mouse pointer over the edge of the column and then drag it to the desired width.