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Apply and Modify Table Styles in Word Documents

Applies to: Microsoft ® Word ® 2013, 2016, 2019 or 365 (Windows)

You can apply table styles to your Word tables to format them quickly and consistently. Word is shipped with several built-in table styles or you can create your own. You can edit table styles by modifying borders, shading, character formatting, paragraph formatting and table properties. If your document includes multiple tables, table styles can save a lot of time.

Note: Buttons and Ribbon tabs may display in a different way (with or without text) depending on your version of Word, the size of your screen and your Control Panel settings. For Word 365 users, Ribbon tabs may appear with different names. For example, the Table Tools Design tab may appear as Table Design.

Recommended article: How to Keep a Microsoft Word Table Together on One Page

Table styles and themes

Every Word document uses a document theme which includes a font theme and color theme. The colors used in table styles are based on the color theme.

You can select document themes, color themes and font themes using the Themes, Colors or Fonts drop-down menus on the Design tab in the Ribbon:

Turning gridlines on

When you are working with tables, it’s a good idea to turn gridlines on. Borders, which are a format, will print. Gridlines do not print.

To turn on gridlines:

If your Word document contains multiple tables that you want to format in a consistent way, it’s best to use table styles rather than applying manual or direct formatting to each table.

To apply a table style to a table:

Hover over the various table styles. The table formatting will change as you move over different table styles in the gallery.

Below is the Table Styles gallery (the current theme is the Office theme):

Selecting Table Style Options

Once you have selected a table style, you can select different Table Style Options (which are affected by the formats in the table style).

To select Table Style Options:

In Table Style Options, check or uncheck Header Row. If this option is checked, the header row will be formatted differently from the body rows.

In Table Style Options, check or uncheck Total Row. If this option is checked, the last row will be formatted differently from the body rows.

In Table Style Options, check or uncheck Banded Rows or Banded Columns for alternate row or column shading.

In Table Style Options, check First Column or Last Column if you want the first or last column formatted differently from the other columns.

You can modify a table style in a Word document and all tables using that table style will change.

To modify a table style:

From the Apply Formatting to drop-down menu, select the element that you want to modify (such as Header row).

Select the desired formatting such as font, font size, font color, fill and border.

From the Apply Formatting to drop-down menu, select the next element that you want to modify.

Select the desired formatting such as font, font size, font color, fill and border.

Repeat for other elements.

Select Only in this document or New documents based on this template. If you select Only in this document, the modified style will only be available for the current document. If you select New documents based on this template, then the table style will be modified for future documents based on the current template (usually the Normal template).

Below is the Modify Style dialog box:

You can also modify Table Properties in a table style. Table properties include table alignment, row settings and cell margins.

To modify Table Properties in a table style:

Select any other formatting options you want to apply to the entire table.

Select Only in this document or New documents based on this template.

Below is the Table Properties dialog box with the Table tab selected:

You can also create a new or custom table style.

To create a custom table style:

Enter a name for the new table in the Name box.

Select the desired formatting.

Select Only in this document or New documents based on this template.

New Table Style appears at the bottom of the Table Styles gallery:

Clearing a table style

To clear a table style and remove formatting:

Clear appears at the bottom of the Table Styles gallery:

You can also set a default table style for new tables in the current document or all new documents.

To set a default table style:

Select This document only or All documents based on the chúng tôi template (the default template in Word is the Normal template).

If you are working with documents with multiple tables, formatting with table styles can ensure that your tables are formatted consistently and save a lot of time.

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More resources

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Word 2007, part of the Microsoft Office 2007 suite, has many built-in features that can enhance your documents and the manner in which you communicate information to your audience. One of the most common and yet still useful features in this category is the table format. Creating and formatting tables in Word 2007 is different from how you did it Word 2003, but you may actually find it easier.

Create a table

You can also choose one of the first two items from the list shown in Figure B and insert a table by way of the Insert Table dialog box ( Figure D) or by drawing a table.

Several pre-made table templates are available on the Insert tab listed under the Quick Tables item ( Figure F). You can insert calendars, double tables, and tabular lists, to name just a few.

Format a table

Once you create a table and populate it with data, the next step is to format the table. Proper formatting will help your table convey just the information you want it to.

Design Ribbon under Table Tools

As part of the Office 2007 interface, additional tabs and menu items are revealed to the user when they are needed. In this case, a new high-level tab, Table Tools, is added to the interface whenever you are interacting with a table element inside a Word document. The two tabs under Table Tools contain all of the various formatting tools you need to customize your table.

In Word 2007, whenever you are inside a table within your document, the Ribbon interface changes to the Design Ribbon under Table Tools ( Figure G).

From the Design Ribbon, you can set format characteristics like header row, first column, shading, borders, and color. You can use one of the predefined styles listed on the Ribbon or you can create something on your own. These format settings can be applied to a specific cell, row, column, or to the entire table.

The Design Ribbon also includes a section where you can set the type of line you would like to use, the point size of that line, and the color of that line ( Figure H).

In another area on the Design Ribbon under Table Tools, you can set shading and place or remove border lines. The number of choices offers you a tremendous amount of formatting flexibility ( Figure I).

Layout Ribbon under Table Tools

Additional formatting options are available on the Layout Ribbon under Table Tools, shown in Figure J.

Among the more important formatting decisions you will have to make about your table is how to align it on the page and how to space the cells within the table itself.

Aligning individual cells, rows, columns, and the entire table can all be accomplished with the buttons located in the Alignment section of the Layout Ribbon (Figure J) under Table Tools. You can also change text direction and cell margins in this area of the Ribbon ( Figure L).

The Layout Ribbon (Figure J) under Table Tools is also where you can insert rows and columns into your table, either at the ends or in between existing rows and columns.

Table styles

Microsoft Office 2007 includes numerous themes and templates for each of the applications in the suite, including Word 2007 tables. One of the features that differentiates Office 2007 from Office 2003 is the ability to preview these templates and themes before you commit to them. Figure N shows a simple table with basic formatting. Holding the mouse over the Table Styles shown on the Design Ribbon (Figure G) under Table Tools will preview what the table would like if that pre-made style were applied ( Figure O).

Wrap up

As you can see, the way you create and format tables in Word 2007 is different from the way you performed the same task in Office 2003 and earlier. However, the Ribbon interface actually makes sense when you are working on tables in Word. It may take some getting used to, but I think in the long run, the Ribbon will be seen as a beneficial feature and not a drawback.

This article was originally published on January 1, 2006.

If you’re a regular reader on TechRepublic, you may have seen my series covering various features in Microsoft Excel. While I am finished with that particular series (unless you send ideas for things you’d like to see, of course!), I will be tying this new series -all about Word-in with Excel fairly tightly.

That said, I won’t be doing much integrating with Excel in this particular article, which focuses on tables in Microsoft Word.

A little about this series

I mentioned above that tables are useful for a number of purposes. To that end, I will focus on two common uses of tables after providing an introduction:

How tables work

Using tables to create professional-looking forms

A lot about tables

The tables feature is so useful and popular in Word that Microsoft has devoted an entire menu ( Figure A) to this feature.

Over the course of this three-article series, we’ll cover every option on this menu.

Into this grid, you can put anything you like: text, numbers, pictures — whatever goes into Word will go into a table, too.

Creating a table

When you use the Insert Table button, you get a miniature grid. Using this grid, you tell Word how large you would like your table. In Figure C, a table that is three columns wide and two rows deep would be created. If you make a mistake with the number of rows and columns, don’t worry too much about it. You can always change it later.

In Figure D, notice that the dialog box tells you exactly how many rows and columns will be created for your new table — in this case, five columns and two rows. If you go this route, again, don’t worry if you make a mistake.

For example, rather than the usual row and column format, you could create a table that looks something like the one shown in Figure E.

Navigating your table

Adding and deleting rows and columns

It’s easy to add rows to the end of your table, but what if you need to sneak something in between two rows you already have, or you need to add a column? What about deleting a row or column? No problem.

Shortcuts for adding and deleting rows and columns

Formatting your table

Just like everything else in Word, your table can be formatted with different fonts, colors, line styles, and more. And even after your table is initially created, you can add and remove borders to create a custom table like the one you saw in Figure E.

Changing the line weight, color, and style

Most tables have some kind of grid. But in Word, you can keep the table and remove the grid, change the grid line style to some other type, and change the color of the lines altogether.

On the toolbar ( Figure I), the four options to the right of the Eraser button handle the line styles in your table.

Figure K below shows you an example of what different borders might look like in your table.

Changing the alignment in each cell

You can also change the position of the text in each individual cell in your table. In some cells, you might want the text centered both horizontally and vertically, while in another cell, you might want the text aligned at the bottom-right corner. This is where the cell alignment options come in ( Figure L).

Using this drop-down list, you can quickly change the position of text in your table. Take a look at Figure M to see an example of what you can do. Figure M shows you all of the available alignment options.

Distribute rows and columns

Are you a neat freak? Or do you just want to make sure that your table looks professional? One way you can do that is to make sure your rows and columns are sized appropriately. For example, if you’re showing monthly budget information, your column widths for each month should look the same rather than being all different sizes. Take a look at Figure N to see what I mean.

It’s actually easy to make your table look neat: Use the Distribute Rows Evenly and Distribute Columns Evenly buttons on the toolbar ( Figure O).

You can also manually change the width of a column or the height of a row ( Figure P). When you’re in your table, take a look at both your horizontal and your vertical ruler bars. Each one is broken up with a control that just happens to be at the break point for each row and column.

AutoFormat

From this window, you can peruse the multitude of styles provided by Word, make a modification to one of the templates, or even create your own style. The AutoFormat option allows you to specify which areas you will apply to your table. For example, if you don’t have a header row on your table, you might now want to have the special boldfaced heading text, so you can deselect the Heading Rows option. Figure R shows you the results of using AutoFormat on the mini-budget table. Note that every other line is shaded in this example. Doing that manually on a large table could take quite some time.

Formatting options

Creating, customizing, and formatting tables in Word is largely a function of the specialized Tables And Borders toolbar. With Word, you can create tables of practically any size and shape.

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.

The tool you’re going to use to insert a table is almost directly under the Insert tab. It looks like this:

Here’s an example of a 3 X 3 table using Insert Table:

We know that, without having to count each box, because Word tells us with the text right above the boxes. See where it says “3×3 Table”? Cool, huh? And convenient.

We now have a basic table. So let’s identify the parts.

Each box is called a “Cell.” There are 9 cells in the example above.

The “Rows” go from top to bottom. In the example below, the rows are numbered from one to three and the 1 st row is highlighted.

Columns go from left to right. In this example, the columns are numbered and the middle column (2.) is highlighted. In a program such as Excel, the rows are usually expressed in numbers while the columns are expressed in letters. For instance, in our example Row 1, Column 2 might be expressed as 1b.

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

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

By default, the column width will adjust automatically to fit the text and objects you insert into a cell. If you don’t want this to happen, you can select “Fixed column width” and set a fixed value.

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.

Selecting parts of tables

You can select and change the attributes of any row, column, or individual cell.

You can select an entire table using either of those methods.

Adding Text to a 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:

Look at the example below to see the final result.

Quick Tables

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 layout tools available for tables.

A zoom of the Design layout tools for tables, left and right is below:

The Layout tab, when associated with the Table Tools, allows you to easily insert rows and columns, and format text and objects within cells. The Table Tools ribbon is below and the zoom of their left and right sections is below it.

Adjusting the Width of Individual Columns

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

o Select the column, then go to the Table Tool/Layout tab and type a figure into the Width box as in the following example.

Adjusting Width of All Columns

To fix the width of all of the columns at once, select the entire table and use the Width box in the Table Tool/Layout tab to adjust the columns to the desired size.

You can also use the Distribute Columns button to make all of the columns the same size.

Adjust rows in the same way, except use the Height field.

Adding Rows and Columns

There are two ways to add a new row or column to a table.

o Insert Columns to the Left

o Insert Columns to the Right

o Choose an option from the Rows & Columns section of the ribbon.

Deleting Cells, Rows or Columns

You will then have the option of deleting a cell, a row, a column, or the entire table.

Merging Cells and Splitting Cells

Borders and Shading

The way information in a table is presented determines how easily it can be understood. Use the borders and shading features to control the look of a table.

The borders and shading tools can be found in the Table Styles group on the Design tab under Table Tools.

Microsoft Word 2010 provides some customizable templates. Roll your mouse over one of them, and you will see a preview in your selected table.

Use the Borders button to add or remove borders or adjust the stroke width. Use the Shading feature to control the color of a cell, row or column.

A drop cap is a simple embellishment that, if used correctly, can make your documents look more interesting and professional. Basically, it’s a letter at the beginning of a section or paragraph that is larger than the text that follows it, but instead of extending upward (which is what it would do if you just tried to increase the font size for a single letter) it drops a few lines down:

You can have the letter drop as many lines as you’d like, and even choose how much space to put between it and the text that follows.

Watermarks

You’re probably familiar with watermarks. They can sometimes be seen stamped into expensive bond paper, and they are visible when you hold twenty-dollar-bills up to the light. You’re probably thinking, though, “Cool, Word 2010 can do that?” The answer is, “Sort of.”

A real watermark is stamped into a page with expensive equipment. All Word 2010 does, really, is allows you to place a light, printable image behind all the text and objects in a document. You can use it to add an effect to the document, mark it as a sample or draft, or even authenticate it.

Unlike most objects that can be inserted into a document, the watermark button isn’t located on the Insert tab. Instead, to place one in your document, go to the Page Layout tab and look at the Page Background section of the ribbon. It is placed here because really, that’s what a watermark is-a background. It cannot be manipulated or moved around like other objects.

Borders and Shading

Borders can be applied to an entire page, an entire document, or just certain sections of the document. They can also be applied to paragraphs.