Creating tables in Microsoft Word is a powerful way to organize data, display information clearly, and enhance the layout of documents. Here’s a step-by-step detailed guide on how to create and modify tables in Microsoft Word (applicable to MS Word 2016, 2019, 2021, and Office 365)
📝 A Comprehensive Step-by-Step Guide to Creating and Editing Tables in Microsoft Word
📌 1. Opening Microsoft Word and Choosing Where to Insert the Table
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Open Microsoft Word.
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Either create a new document or open an existing document.
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Click your cursor in the location where you want the table to appear.
📌 2. Inserting a Table Using the Table Grid
This is the quickest and most visual way to insert a small table.
Steps:
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Go to the Insert tab in the top Ribbon.
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Click on Table.
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A drop-down grid will appear.
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Drag your mouse across the grid to select the number of rows and columns you want (e.g., 4x5 for 4 columns and 5 rows).
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Click to insert the table into your document.
📌 3. Inserting a Table Using the Insert Table Dialog Box
If you need more control or a large number of rows and columns:
Steps:
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Go to the Insert tab.
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Click Table > Insert Table.
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Enter the number of columns and rows in the pop-up dialog box.
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Click OK.
📌 4. Drawing a Custom Table
Useful when creating uneven cells or complex layouts.
Steps:
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Go to the Insert tab.
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Click Table > Draw Table.
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Your mouse turns into a pencil.
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Click and drag to draw the outer boundary.
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Draw lines inside to create columns and rows.
📌 5. Converting Text to a Table
If you have tabbed or comma-separated data, you can convert it into a table.
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Steps:
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Select the text you want to convert.
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Go to the Insert tab > Table > Convert Text to Table.
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In the dialog box, set:
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Number of columns (Word often detects this automatically),
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Choose how text is separated (tabs, commas, etc.).
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Click OK.
📌 6. Table Design and Layout Customization
After inserting a table, you’ll see Table Design and Layout tabs.
🎨 Table Design Tab Options:
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Table Styles – Pre-designed looks.
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Borders and Shading – Customize lines, colors, thickness.
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Banding Rows/Columns – Alternate shading for rows/columns.
🧱 Layout Tab Options:
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Insert Rows/Columns – Add more rows or columns.
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Merge Cells – Combine multiple cells into one.
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Split Cells – Divide one cell into multiple.
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Alignment – Center, left-align, top-align, etc.
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Cell Size – Manually set row height/column width.
📌 7. Adding or Deleting Rows and Columns
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➕ To Add
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Right-click in a cell.
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Choose Insert:
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Insert Rows Above/Below
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Insert Columns Left/Right
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➖ To Delete:
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Right-click in the row or column.
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Click Delete Cells.
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Choose to delete a specific row, column, or entire table.
📌 8. Merging and Splitting Cells
✅ To Merge:
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Select two or more cells.
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Right-click > Merge Cells.
✂️ To Split:
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Select a cell.
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Right-click > Split Cells.
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Choose how many rows and columns to split into.
📌 9. Changing Table Size and Position
To Resize:
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Click and drag the corner or edge of the table.
To Move:
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Click the move handle (4-sided arrow) at the top-left of the table.
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Drag to desired location.
📌 10. Table Alignment and Text Wrapping
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Select the table.
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Right-click > Table Properties.
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Choose:
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Alignment: Left, Center, Right.
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Text wrapping: None or Around.
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📌 11. Formatting Table Text
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You can format text inside a table just like regular text:
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Bold, Italics, Font, Color.
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Bullet points, Numbering.
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Paragraph spacing.
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📌 12. Borders and Shading
To change borders or shading:
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Select the cells or table.
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Go to Table Design tab.
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Choose Borders > select All Borders, Outside Borders, etc.
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Use Shading to apply background colors.
📌 13. Sorting Data in a Table
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Select the table or column.
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Go to the Layout tab.
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Click Sort.
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Choose ascending/descending order and type (text, number, date).
📌 14. Using Formulas in Tables
Like Excel, Word supports simple formulas.
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Place the cursor in the cell.
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Go to Layout tab > Formula.
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Use formulas like
=SUM(ABOVE),=AVERAGE(LEFT).
📌 15. Deleting a Table
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Click the move handle to select the whole table.
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Press Delete or Backspace, or
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Right-click > Delete Table.
✅ Tips and Best Practices
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Use tables to organize schedules, price lists, data comparisons, and forms.
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Avoid overly complex tables; split into multiple if needed.
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Use table styles for a clean and professional look.
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Save frequently to avoid losing formatting work.
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