Tables in PowerPoint
By the Syncfusion DevTutorials team · Last updated
Insert tables, enter data, add and delete rows and columns, merge and split cells, and style tables with table styles, borders, and shading.
Some information is best presented in rows and columns. Tables make it easy to organize data, compare values, and display information clearly on a slide. In this lesson, you'll learn how to insert tables, enter data, add and remove rows and columns, merge and split cells, and apply table styles and formatting.
Open the PowerPoint sandbox and follow along.
Insert a Table
To add a table:
- Select the slide.
- Click Insert > Table.
In PowerPoint, you can:
- Drag across the grid to choose the number of rows and columns.
- Select Insert Table and enter the dimensions manually.
- Click the table icon inside a content placeholder.
In the sandbox, selecting Insert > Table automatically creates a 3 × 3 table with a header row.
Enter Data
In PowerPoint
- Click a cell.
- Type the content.
- Press Tab to move to the next cell.
When Tab is pressed in the last cell of a table, PowerPoint automatically adds a new row.
In the Sandbox
- Select the table.
- Open the Table Data section in the inspector.
- Enter data into the grid.
The first row is usually used as the header row.
Example:
| Day | Opens | Closes |
|---|---|---|
| Monday | 9:00 | 17:00 |
| Saturday | 10:00 | 16:00 |
Add and Delete Rows and Columns
| Task | PowerPoint | Sandbox |
|---|---|---|
| Add Row | Layout > Insert Above / Insert Below | Right-click a row > Insert Row Above / Insert Row Below |
| Delete Row | Layout > Delete > Delete Rows | Right-click a row > Delete Row |
| Add Column | Layout > Insert Left / Insert Right | Right-click a column > Insert Column Left / Insert Column Right |
| Delete Column | Layout > Delete > Delete Columns | Right-click a column > Delete Column |
You can resize:
- Individual columns by dragging borders.
- Entire tables using sizing handles.
Merge and Split Cells
Merge Cells
Merging combines multiple cells into a single larger cell.
Common uses:
- Table titles
- Group headings
- Section labels
To merge cells:
- Select the cells.
- Click Layout > Merge Cells.
Split Cells
Splitting divides a single cell into multiple cells.
To split a cell:
- Select the cell.
- Click Layout > Split Cells.
Merge Cells and Split Cells are available in Microsoft PowerPoint but not in the sandbox.
Table Styles
Table Styles apply professional formatting automatically.
To apply a style:
- Select the table.
- Open Table Design.
- Choose a style from the Table Styles gallery.
Common table style options include:
| Option | Purpose |
|---|---|
| Header Row | Highlights the first row as headings |
| Banded Rows | Alternates row colors |
| First Column | Emphasizes the first column |
| Total Row | Highlights the final row |
Using table styles helps maintain consistency throughout the presentation.
Borders and Shading
Shading
Shading fills selected cells with color.
To apply shading:
- Select one or more cells.
- Click Table Design > Shading.
- Choose a color.
Borders
Borders control the lines around cells.
Options include:
- All Borders
- Outside Borders
- Inside Borders
- No Border
For a clean design:
- Use a strong header row.
- Use minimal borders.
- Avoid excessive grid lines.
Keep presentation tables small and easy to read. A slide should typically contain no more than four or five rows and about four columns. Large tables are difficult to read during a presentation.
Table, List, or Chart?
Before creating a table, choose the most suitable visual format.
| Information Type | Best Choice | Reason |
|---|---|---|
| Short ideas or points | Bulleted List | Simpler and easier to read |
| Item comparisons | Table | Values align clearly |
| Exact values | Table | Easy lookup by row and column |
| Trends and patterns | Chart | Easier to see changes visually |
Make Tables Easier to Read
Follow these guidelines:
- Use short column headings.
- Align text consistently.
- Right-align numbers when appropriate.
- Highlight important values.
- Use meaningful slide titles.
- Avoid overcrowding the table.
Example slide title: Saturday Has the Shortest Opening Hours
This tells the audience what they should notice in the table.
Common mistakes
| Mistake | What happens | How to fix it |
|---|---|---|
| Too many rows | Text is tiny and unreadable | Show fewer rows, or split the table |
| No header row | Nobody knows what the numbers mean | Add labels in the first row |
| Heavy borders everywhere | The table looks like a cage | Use a light style with few lines |
| Units missing | 120 could be anything | Add units in the header, such as Sales ($k) |
| Table spills off the slide | Columns are cut off | Resize the table, or reduce columns |
Exercise
Click Reset in the sandbox header. Add a Title Only slide with the title Opening Times. Then do each task on slide 2 and press Check.
What to Remember
- Insert > Table creates a table on a slide.
- The first row is usually used as the header row.
- Enter data directly into table cells.
- Use Layout commands to add or remove rows and columns.
- Merge Cells and Split Cells change the table structure.
- Table Styles quickly apply professional formatting.
- Header Row, Banded Rows, First Column, and Total Row improve readability.
- Use Borders and Shading to highlight important information.
- Keep slide tables small and easy to read.
- Use a chart when the audience needs to see patterns or trends rather than exact values.
In the next lesson, you'll learn how to create charts that turn numbers into visual stories.