How to Insert a Table in Word 2016

Edited 1 week ago by ExtremeHow Editorial Team

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Microsoft Word 2016 is a versatile word processing tool that allows users to create documents for a variety of purposes. One of the features you may frequently use in Word is creating tables. Tables are invaluable when it comes to organizing data in a structured format. They help present information clearly and can be used for a variety of purposes, from creating schedules and catalogs to supporting text data and figures. In this guide, we will dive deep into the process of inserting tables in Word 2016, explaining it step by step.

Introduction to tables in Word 2016

Tables are essentially a grid of rows and columns that are used to organize information. In Word 2016, tables can vary in complexity, from simple grids to complex structures with merged cells and different styles. Before we learn how to insert a table, let's discuss some basic terms:

• Cell: The smallest unit in a table where a row and column meet. You can enter text, numbers, or graphics in a cell.
• Row: A horizontal line of cells.
• Column: A vertical row of cells.

Steps to insert table in Word 2016

It's very easy to insert a table in Word 2016. Follow these steps to add a table to your document:

Step 1: Determine the cursor position

Before you insert a table, decide where you want to place the table in the document. Click to place the blinking text cursor at the desired location. This is where your table will be inserted.

Step 2: Access the table option

To insert a table, you need to go to the ribbon. The ribbon is the toolbar at the top of Microsoft Word that contains all the menus and commands you can use.

1. Click the Insert tab in the ribbon.

2. Look for the Tables group within the ribbon.

3. Click on the table icon, and a drop-down menu will appear.

Step 3: Insert table

Now, you can see different options for inserting a table. The main methods are as follows:

• Insert a table using the grid:

  This is the fastest way to insert a table:

  Hover your mouse over the grid of squares that appears in the drop-down menu. As you move your mouse over the grid, Word will highlight tables of different sizes. The first row of squares corresponds to columns, and the first column of squares corresponds to rows.

  For example, if you want a table with three columns and four rows, hover over three squares horizontally and four squares vertically, which will be highlighted. When you are satisfied with the size, click to insert the table.

• Insert a table by setting the dimensions:

  If you want more control over the number of rows and columns, choose Insert Table from the drop-down menu. This will open the Insert Table dialog box.

  1. In the dialog box, enter the number of columns and rows you want for your table.
  2. Decide whether you want Word to automatically adjust the size of your columns using the AutoFit options, or whether you want all columns to be the same size.
  3. Once you've made your selections, click OK to insert the table.
• Draw table:

  This method allows you to create a customized table layout:

  Choose Draw Table from the menu. Your cursor will change to a pencil icon, allowing you to draw the table borders to the size you want by clicking and dragging.

  This feature is useful when creating complex tables where rows and columns are not equally spaced.

• Quick table:

  Word 2016 provides predefined tables called Quick Tables.

  Select Quick Tables from the drop-down menu and choose one of the pre-designed tables. After inserting, you can modify the table as needed.

Customizing your table

After you insert a table, you may want to customize its appearance to suit the needs of your document. Below are some options for customization:

Modify table dimensions

To adjust the size of your table:

1. Hover the mouse over the border of the table until the resize handle (square dot) appears.
2. Click and drag the handles to resize the table, row, or column to the size you want.

Add or delete rows and columns

Modifying the number of rows and columns is simple:

• Add rows or columns:

  1. Click the table where you want to add a row or column.

  2. The Table Tools will appear in the ribbon. Click the Layout tab.

  3. Use the Insert Up, Insert Down, Insert Left, or Insert Right options to add new rows or columns.

• Delete rows or columns:

  Select the row or column you want to delete. Then, either right-click and choose Delete Cells or choose Delete Row or Delete Column using the Layout tab in the ribbon.

Format your table

Word 2016 allows you to apply different styles and formatting options to make your table stand out:

Table styles

Word provides a variety of predefined table styles, available in the Design tab under Table Tools.

1. Click anywhere in the table.
2. In the ribbon, go to the Design tab under Table Tools.
3. Browse the styles in the Table Styles group and click to apply one to your table.

Borders and shading

You can modify the borders and shading of the cells in your table for emphasis or aesthetics:

• To change the border style, color, or width, go to the Design tab and select Borders.
• Use the Shading buttons in the Design tab to change the background color of cells.

Advanced table features

As you become more comfortable with tables in Word 2016, you may want to explore advanced features. Here are some features you might want to consider:

Data sorting

Arranging the data in your table in ascending or descending order helps organize and understand the data effectively:

1. Select the column or part of the table that you want to sort.
2. Go to the Layout tab under Table Tools.
3. Click Sort and specify your sorting preferences.
4. Click OK to apply the sort.

Division or merging of cells

Sometimes you might want to split a cell into multiple cells or merge multiple cells into one:

• Merging of cells:

  Select the cells you want to merge. In the ribbon, go to the Layout tab under Table Tools and click Merge Cells.

• Division of cells:

  Select the cells you want to split. In the ribbon, go to the Layout tab and click Split Cells. Specify the number of rows and columns into which you want to split the cells, then click OK.

Conclusion

Inserting and customizing tables in Word 2016 is an essential skill for creating well-organized documents. Whether you're compiling data, creating invoices, or creating schedules, tables make it easy to present information in a clear format. By following the steps in this guide, you should have a solid understanding of how to manage tables in Word 2016, ensuring your data is structured and visually appealing.

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