Modifying Tables
Learn how to add and delete rows and columns, merge and split cells, resize columns, and apply table styles in Microsoft Word.
By the end of this lesson you can
- Add and delete rows and columns precisely
- Merge and split cells to build headers that span columns
- Resize columns to fit content using AutoFit
- Apply table styles that aid reading rather than decorate
Video
Watch the lesson video, then complete the reading and challenge.
Lesson Notes
Read through the key concepts before you try the challenge.
Table formatting should make data easier to read
You are formatting the quarterly supply report at Lakeside Medical Associates.
The table is accurate and nobody can read it. Every cell has a heavy border, the header row looks identical to the data, and the columns are all the same width whether they hold a date or a paragraph. The reader has to work to find anything.
Your task: Format the table so its structure does the reading work — headers that announce themselves, columns sized to their content.
Merging cells combines adjacent cells into one, which is how you build a header spanning several columns — a single 'Q3 Expenses' cell above three month columns. Splitting does the reverse. Both are on the Table Layout tab, and both operate on whatever you have selected.
For column widths, AutoFit to Contents (Table Layout > AutoFit) sizes each column to what it actually holds, so the date column stops being as wide as the description column. It is one click and it fixes most of what makes a table look amateurish.
| Do | Instead of | Because |
|---|---|---|
| Bold header row with a fill | Headers styled like data | The reader needs to see where the labels are |
| Light horizontal rules or banded rows | A full grid of heavy borders | Borders on every cell compete with the data for attention |
| Right-align numbers | Left-align everything | Aligned decimal points make columns of figures comparable at a glance |
| AutoFit to Contents | Equal-width columns | Column width should reflect what the column holds |
Adding Rows and Columns
Right-click a cell and choose Insert to add rows above or below, or columns to the left or right. You can also hover over the edge of a row or column to see the quick-insert (+) button.
Deleting Rows, Columns, and the Table
Select the row or column you want to remove, right-click, and choose Delete Rows or Delete Columns. To delete the entire table, right-click and choose Delete Table.
Merging Cells
Select two or more adjacent cells, go to the Layout tab, and click Merge Cells. The selected cells combine into one, which is useful for spanning a header across multiple columns.
Splitting Cells
Select a cell, go to the Layout tab, and click Split Cells. Enter the number of columns and rows to divide the cell into, then click OK.
Resizing Columns and Rows
Drag the column or row border to resize manually. For precise sizing, select a column and use the Width field in the Layout tab's Cell Size group. Click AutoFit → AutoFit Contents to resize all columns to fit their content automatically.
Applying Table Styles
Click inside the table, go to the Table Design tab, and browse the Table Styles gallery. Hover over any style to preview it on your table, then click to apply.
Knowledge Check
What does the Merge Cells command do in a Word table?
Practice File
Download this file and follow along with the lesson.
Challenge
Apply what you've learned in this lesson.
Complete the following tasks:
- Open the practice table and add a new row at the bottom.
- Delete the third column from the table.
- Merge the cells in the first row across all columns to create a spanning header.
- Use AutoFit Contents to resize all columns to fit their text.
- Apply a Table Style of your choice from the Table Design tab.
Finished this lesson?
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