{"id":2454,"date":"2019-09-10T00:24:39","date_gmt":"2019-09-10T00:24:39","guid":{"rendered":"https:\/\/officeotter.org\/?p=2454"},"modified":"2020-11-06T04:17:45","modified_gmt":"2020-11-06T04:17:45","slug":"tables-word-101","status":"publish","type":"post","link":"https:\/\/officeotter.org\/tables-word-101\/","title":{"rendered":"Creating Tables in Word: The Basics"},"content":{"rendered":"\n

This article provides an overview of how to use the tables feature in Microsoft Word. \u00a0Specifically, this article will cover table elements, adding tables, adjusting and editing table sizes and cells, alignment, and table design. \u00a0 <\/p>\n\n\n\n

By having a better understanding of how table elements function, you should be able to create, edit, and troubleshoot table errors. <\/p>\n\n\n

<\/i> Quick Note<\/div>
This tutorial uses Microsoft Office on Mac. Office on Mac has slightly different functionality than Office for Windows. If you are using a Windows computer, you will still benefit from understanding how tables work, but any included screenshots or locations of settings may vary. <\/div><\/div>\n\n\n\n

What is a Table? <\/h2>\n\n\n\n

A table is a grid that you can put content (text, images) into.  The primary reason for using tables is to format the content into a specific shape – such as aligning text. <\/p>\n\n\n\n

Important Vocabulary: <\/h3>\n\n\n\n

Table<\/strong> – A rectangular grid made up of multiple cells. <\/p>\n\n\n\n

Cells<\/strong> – Individual blocks for which text or images can be placed.  Together, cells make up a table. <\/p>\n\n\n\n

\"Table<\/figure><\/div>\n\n\n\n

Columns<\/strong> – Continuous line of cells running vertically.  The number of cells across a table indicates the number of columns.  Each column is only one cell wide. <\/p>\n\n\n\n

Rows<\/strong> – Continuous line of cells running horizontally.  The number of cells up and down a table indicates the number of rows.  Each row is only one cell tall. <\/p>\n\n\n\n

\"Columns
This table has 4 Columns and 3 Rows.<\/figcaption><\/figure><\/div>\n\n\n\n

Word vs. Excel <\/h3>\n\n\n\n

Use tables in Word for organizing content visually. Tables help align text and images in a way that makes it easy to read and creates awesome layouts. <\/p>\n\n\n\n

However, if you are interested in using a table for accounting, or to hold data for which you plan to make graphs, I recommend using Excel.  The mathematical properties in Microsoft Excel far outweigh the capacity of a Word table.  <\/p>\n\n\n\n

Depending on your goal, you can create a database in Excel and then import it into Word. The new table will have similar editing functionality as other tables in Word. <\/p>\n\n\n\n

How to Add Tables in Word<\/h2>\n\n\n\n

When adding a table to a Word document, it is less important to know how many columns and rows you need and more important to know where you want to put the table. <\/p>\n\n\n\n

Place your cursor in the location you wish to place the table.   <\/p>\n\n\n

<\/i> Pro Tip<\/div>
I recommend having at least one line of text (or a space where text could go) below where you are placing the table. This will make it easier to add text later. <\/div><\/div>\n\n\n\n

In your Ribbon<\/span><\/strong><\/span>MS Office Ribbon<\/span>The Ribbon is the user interface at the top of the screen. It displays all the tools available for editing documents. Tools are divided into categories, indicated by the tabs along the top of the ribbon.<\/span><\/span><\/span><\/span> click the Insert<\/strong> tab.  This will bring up all the elements you can insert into your document. <\/p>\n\n\n\n

Click the Table<\/strong> button.  This will bring a drop down that allows you to select how many rows and columns you want in your table.  Use your mouse to highlight the number of cells you want in your table.  You can see the size at the top of the grid (the first number is columns, the second number is rows).   <\/p>\n\n\n\n

Alternatively, you can click Insert Table<\/strong> below the grid and directly enter the number of rows and columns you want for your table. <\/p>\n\n\n\n

\"Adding<\/figure><\/div>\n\n\n\n

Tables will default to the width of the page or available space.  They will be inserted \u201cIn Line\u201d, meaning there is text above and below, and the table moves with the content on the page.   <\/p>\n\n\n\n

Columns will default to be evenly spaced.  Rows will default to be evenly spaced and the height of the body font in the document.  <\/p>\n\n\n\n

A new table will have no formatting, except for a black border between all cells and around the outside of the table.   <\/p>\n\n\n\n

New Table Elements<\/h3>\n\n\n\n

What are the boxes outside the table? Once a table has been inserted into your document, you will notice two boxes outside of the table.   <\/p>\n\n\n\n

The first box is in the upper left-hand corner of the table and has a cross of arrows.  Clicking and holding this box will allow you to move the table to another part of the document. <\/p>\n\n\n\n

The second box is in the bottom right-hand corner of the table.  Clicking and dragging this box will allow you to resize the table. <\/p>\n\n\n\n

\"Gif<\/figure><\/div>\n\n\n\n

Adding Content to a Table <\/h3>\n\n\n\n

Now that the table is created, it is time to add content to the table.   <\/p>\n\n\n\n

In the example below, I am making sure to add headers to each of the columns, as well as categories in the rows.   <\/p>\n\n\n\n

\"\"<\/figure><\/div>\n\n\n\n

You can also add images to the inside of a cell by making sure your cursor is placed inside the cell you want to add the image to and then clicking the Insert<\/strong> tab, followed by Media.<\/strong><\/p>\n\n\n\n

Adding More Cells, Rows, and Columns <\/h3>\n\n\n\n

Let\u2019s say I start adding my content and then I realize – I forgot to create a row for the outcome of my chart! <\/p>\n\n\n\n

Adding cells is relative to the position of your cursor, so it is important to place your cursor in the correct cell. <\/p>\n\n\n\n

In this circumstance, I want to create another row at the bottom of my current table.  <\/p>\n\n\n\n

Place the cursor in the bottom row.  Then, double-click (right-click equivalent on a Mac) and there is a pop-up selection panel.  <\/p>\n\n\n\n

Hover over Insert, then select Rows Below.  This will add one row below the row in which my cursor is placed. <\/p>\n\n\n\n

\"Adding<\/figure><\/div>\n\n\n
<\/i> Pro Tip<\/div>
There is an easier way to add another row to the bottom of the table. Place your cursor at the end of the content\/text in the last cell in the last row, then hit \u2018Enter\u2019 on your keyboard. A new row will appear!<\/div><\/div>\n\n\n\n

If you want to add a row between two rows, place your cursor in one of the adjacent rows and select \u2018above\u2019 or \u2018below\u2019 as desired. <\/p>\n\n\n\n

The same process can be used to add columns to a table. <\/p>\n\n\n\n

Deleting Cells, Rows, and Columns <\/h2>\n\n\n\n

To delete a cell, row, or column, first place your cursor in the location of the cell, row, or column you wish to delete. <\/p>\n\n\n\n

If you just want to delete the contents of a cell, highlight the cell and press the Delete button on your keyboard.   <\/p>\n\n\n\n

Otherwise, double-click on a cell and select the option Delete cells\u2026<\/strong>
You will see a pop-up window that asks how you want to delete the cells.<\/p>\n\n\n\n

You have four options: <\/strong><\/p>\n\n\n\n