How to Insert and Format a Table in Word 2021

Edited 3 days ago by ExtremeHow Editorial Team

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In Microsoft Word 2021, tables play a key role in organizing information and providing a clear structure for data presentation. This detailed guide will walk you through the process of inserting and formatting tables, ensuring you get the most out of this powerful tool. We'll cover each step with clear instructions to help you manage tables in your Word documents. Whether you're a student, a professional, or a casual Word user, this guide will equip you with the skills you need to use tables effectively.

Inserting a table

Step 1: Set your cursor location

Start by opening your Word document. Move your cursor to the location where you want to insert the table. This is the starting point for most Word features and functions. Placing your cursor correctly ensures that the table appears exactly where you need it in the document.

Step 2: Access the table tools

Go to the Insert tab in the toolbar at the top of the Word window. This tab contains a variety of tools for adding elements such as tables, images, and other content to your document.

Step 3: Insert table

In the Insert tab, look for the Table button. Clicking this button will give you several options for inserting a table:

• Grid method: Hover over the grid to choose the number of rows and columns you want. As you hover, Word dynamically shows the table being created in your document. Click to insert.
• Insert Table... : If you need more rows and columns than the number allowed by the grid, use this option to manually enter the number of rows and columns. A dialog box will appear, allowing you to specify the size of the table.
• Draw Table: This allows you to freehand draw your table, cell by cell. This is useful for complex and custom table layouts.
• Excel Spreadsheet: Embeds an Excel sheet in your Word document, which can be useful for complex numerical data that requires calculations.
• Quick Tables: This option provides pre-defined table structures for easy entry. Ideal for common table types such as calendars or tabular lists.

Step 4: Adjust the initial table size

After you insert a table, you can easily adjust its size. Click and drag the corners or edges of the table to resize it to suit your needs. Keep in mind that resizing can affect the readability of your content, so try to maintain a balance between space and clarity.

Formatting the table

Formatting basics

Once your table is inserted, the Table Design and Layout tabs appear on the right side of the ribbon. These tabs provide a wide range of formatting options. Here's how you can start formatting:

Step 1: Apply table styles

The Table Design tab allows you to apply pre-defined styles to your table. Simply click your preferred style. Styles affect the overall appearance of the table, including color, font, and border styles. Word offers a variety of styles, so choose a style that suits the theme of your document.

Step 2: Customize the borders and shading

In the Table Design tab, you can manually customize the borders and shading of your table:

• Borders: Click the Borders button to choose which borders to apply. You can choose all borders, no borders, or customize specific border settings. Customize the line style, weight, and color to suit your needs.
• Shading: Use the Shading button to apply a background color to the cells in your table. Select an entire row or specific cells and apply shading for emphasis or improved readability.

Step 3: Modify the cell size

For this, go to the Layout tab. Here, you can adjust the cell size by specifying the height and width. Consistent cell sizes help maintain a neat appearance, especially if your table has varying content.

Step 4: Align text and data

Proper alignment enhances the look and usability of your table. In the Layout tab, use the Alignment buttons in the Alignment group to vertically and horizontally align the text within a cell. This helps organize the content visually, making it clearer and easier to read.

Step 5: Add and delete rows and columns

Sometimes you need to adjust the structure of your tables. Here's how:

• Insert: Use the Insert Above, Insert Below, Insert Left, or Insert Right options in the Layout tab to add rows or columns as needed without disrupting your existing data arrangement.
• Delete: Select the unwanted row or column, then click the Delete button in the Layout tab. Choose from options to delete the entire table, specific rows, columns, or just the content.

Step 6: Merge and split cells

It may be useful to combine cells to create headers or merge duplicate data:

• Merge: Select the cells you want to merge, then click Merge Cells in the Layout tab.
• Split: Select a cell and click Split Cells in the Layout tab to split it into smaller cells.

Step 7: Transform the data by converting it to text

If you need to convert your table back to plain text, use the Convert to Text function in the Layout tab. Choose how you want to separate columns in the resulting text (by tabs, commas, periods, or any character of your choice).

Advanced formatting

Step 1: Use sources

You can perform calculations directly in Word tables using formulas. Click the cell where you want the result, then click Formulas in the Layout tab. Common functions such as =SUM(ABOVE) can sum values above the cell. Be sure to manually update your results by selecting the formula cell and pressing F9.

Step 2: Repeat the header rows

For tables that span multiple pages, ensuring that the header row is repeated is important to maintain context. Select the header row(s) and click Repeat Header Rows in the Layout tab. This makes navigation and understanding the table easier for readers.

Step 3: Adjust table properties

The AutoFit options in the Layout tab can help you optimize the table for the content or page. Choose automatic adjustment based on content size, fixed column widths, or window size fitting. Additionally, opening the table properties provides finer control over alignment, text wrapping, and size.

Step 4: Sorting the data

Sort table data to find information quickly. Highlight the columns to sort, then click the Sort button under the Layout tab. Choose to sort text, numbers, or dates in ascending or descending order.

Practical example

Suppose you have data on quarterly sales figures for team members and you want to create and format a table that displays this data clearly:

Name | Q1 Sales | Q2 Sales | Q3 Sales | Q4 Sales --------------------------------------------------- Alice | 1000 | 1200 | 1100 | 1150 Bob | 900 | 850 | 1000 | 1050 Claire| 1100 | 1150 | 1200 | 1250

Steps to achieve the goal:

1. Go to Insert, choose Table > and select the 5x4 table.
2. Enter your data into the table manually.
3. Access the table design, apply a style to enhance the appearance.
4. Customize borders and shading for visual clarity.
5. Select the top row, set it as repeating for long tables.
6. Use the Layout tab to adjust the column width and row height for a better fit.
7. Use the FORMULA function if you need to calculate a total or average based on sales data.

These simple modifications create a functional and visually appealing table that is perfect for a professional setting. The formatting flexibility allows you to customize it to suit different data presentation needs.

Conclusion

Mastering tables in Word 2021 enhances the efficiency and professionalism of your documents. By following these detailed guidelines on how to insert and format tables, you can handle a variety of data presentation needs with confidence. Remember that practice and experimentation are your allies in customizing table configurations and finding advanced tricks to suit your specific use cases.

Whether managing simple lists or complex data charts, Word's table functionalities enable you to easily produce organized, attractive, and informative documents.

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