Formatting Tables in MS Word

Table formatting in Microsoft Word involves adjusting a table’s appearance and structure to enhance clarity and presentation. This includes applying styles, modifying borders and shading, aligning content, and formatting text within cells.

Key Features

• Table Styles: Pre-designed formats that apply consistent colors, borders, and shading to tables.
• Borders and Shading: Customize lines and backgrounds to highlight or differentiate table sections.
• Alignment and Spacing: Control text and content alignment within cells for readability.
• Text Formatting: Adjust font, size, color, and emphasis (e.g., bold, italic) within table cells.

Example: Format a project timeline table with a professional style, bold headers, and shaded rows for clarity.

Steps to Format Tables

Step 1: Apply Table Styles

Select a Style:

• Click anywhere in the table to select it.
• Go to the Table Design tab (appears when a table is selected).

• In the Table Styles group, browse the gallery of styles (e.g., Grid Table, List Table).
• Click a style to apply it, instantly updating the table’s borders, shading, and font.

Customize Style Options:

• In the Table Style Options group, check or uncheck options like:
  • Header Row: Emphasize the first row (e.g., bold text, shaded background).
  • Total Row: Highlight the last row for summaries.
  • Banded Rows/Columns: Alternate shading for rows or columns.

  

• Example: Apply a “Grid Table 4 – Accent 1” style with banded rows for a sales report table.

Step 2: Customize Borders and Shading

Modify Borders:

• Select the table or specific cells.
• Go to Table Design > Borders > Borders and Shading.

• In the dialog box:
  • Choose a border style (e.g., solid, dashed), color, and width.
  • Apply to specific sides (e.g., top, bottom) or all borders.

  

  • Click to update.

  

Add Shading:

• Select the cells or table.
• Go to Table Design > Borders > Borders and Shading > Shading tab.

• Choose a fill color or pattern and click OK.

Step 3: Adjust Cell Alignment and Spacing

Align Text in Cells:

• Select the cells or table.
• Go to Layout > Alignment group.

• Choose an alignment option (e.g., Align Top Left, Center, Bottom Right).

Adjust Cell Margins:

• Select the table.
• Go to Layout > Cell Margins.

• In the Table Options dialog, set internal margins (e.g., 0.1 cm) for text spacing within cells.

Step 4: Format Text Within Tables

Apply Text Formatting:

• Select the text or cells.
• Use the Home tab to adjust:
  • Font: Change font type (e.g., Calibri, Arial) or size.
  • Emphasis: Apply bold, italic, or underline.
  • Color: Change text or highlight color.

  

Use Format Painter:

• Select formatted text in a cell, click Home > Format Painter, and apply the same formatting to other cells.

Step 5: Resize and Adjust Table Layout

Resize Columns and Rows:

• Hover over a column or row border until the cursor becomes a double-headed arrow.
• Drag to adjust width or height.
• Alternatively, go toLayout > Height or Width and enter specific measurements.

Distribute Evenly:

• Select the table.
• Go to Table Layout > Distribute Rows or Distribute Columns for uniform sizing.