# Working with Tables

Course: [Word](https://www.devtutorials.ai/learn/word) · Section: Tables and Pictures
Source: https://www.devtutorials.ai/learn/word/tables-and-pictures/working-with-tables

> Create tables, add and remove rows and columns, and make tables readable with styles, borders, and shading.

Some information is hard to read as sentences: timetables, price lists, contact details, comparisons. A **table** puts that information in neat rows and columns so readers can find what they need at a glance. In this lesson, you'll create tables, add and remove rows and columns, and make tables look good with styles, borders, and shading.

Open the **Word sandbox** and follow along.

## Parts of a table

Before you create your first table, it helps to know the words for the parts. Here they are:

| Part | What it is |
|---|---|
| **Row** | A line of boxes going across |
| **Column** | A line of boxes going down |
| **Cell** | One box, where a row and a column meet |
| **Header row** | The first row, holding the labels for each column |

## Create tables

Now you know the parts, so let's build a table:

1. Click where the table should go.
2. On the **Insert** tab, click **Table**.
3. Move the mouse over the grid to choose the size, such as 3 columns by 4 rows, and click. Or choose **Insert Table** and type the number of columns and rows.

The table appears with an empty cell under the cursor. Now type:

- **Tab** moves to the next cell. In the last cell of the table, **Tab** adds a new row.
- **Shift + Tab** moves back one cell.
- The **arrow keys** move between cells too.
- **Enter** adds a new line **inside** the same cell.

Plan the table before you insert it. Count your columns (the kinds of information) and add one row for the headings. You can always add more rows later, but getting the columns right first saves work.

## Manage rows and columns

Tables rarely stay the same size. You'll often need to add rows for new items or remove columns you don't need. To change them, click in a cell, then right-click (or use the **Layout** tab that appears for tables):

| To do this | Choose |
|---|---|
| Add a row above or below | **Insert** > **Insert Rows Above** / **Insert Rows Below** |
| Add a column left or right | **Insert** > **Insert Columns Left** / **Insert Columns Right** |
| Remove a row, column, or the whole table | **Delete** > **Delete Rows** / **Delete Columns** / **Delete Table** |
| Join cells into one | Select the cells, then **Merge Cells** |

**To change a column's width**, point at the border between two columns until the pointer becomes a double arrow, then drag it left or right.

Pressing **Delete** with cells selected only clears the text in them. The cells stay. To remove rows or columns completely, use **Delete Rows** or **Delete Columns**.

## Table styles

Once the table has the right rows and columns, you can make it look good. A **table style** is a ready-made design: colors, borders, and fonts for the whole table in one click.

1. Click anywhere in the table.
2. Open the **Table Design** tab that appears when the cursor is in a table.
3. Pick a style from the gallery.

Styles usually make the header row stand out and give alternate rows a light color (called **banded rows**), which makes long tables easier to follow. If you don't see a style gallery in the sandbox, use borders and shading instead; you'll get the same result by hand.

## Borders

Table styles handle most formatting automatically, but sometimes you want more control. **Borders** are the lines around and between cells.

1. Select the cells (or click in the table to change all of it).
2. Open **Borders and Shading** from the right-click menu, or use the **Borders** button on the **Table Design** tab.
3. Choose a setting, such as **All** for lines everywhere or **Box** for just an outside line, and pick a line style, color, and width.

To remove all lines, choose **None**. The grid still exists; you just don't see it when you print.

## Shading

**Shading** fills cells with a background color. It's the classic way to make the header row stand out.

1. Select the cells to color, such as the whole first row.
2. Open **Borders and Shading** and go to the **Shading** tab, or use the **Shading** button on the **Table Design** tab.
3. Pick a color and click **OK**.

Keep shading light so the text stays readable. A pale color behind black text works; a dark color needs white text. And make the header row look different from the rest, so readers know at a glance what each column means.

## Common mistakes

Here are the most common traps, and how to fix them:

| Mistake | What happens | How to fix it |
|---|---|---|
| Pressing **Enter** to move to the next cell | A new line appears inside the same cell | Press **Tab** instead, and **Backspace** to remove the extra line |
| Pressing **Delete** to remove a row | The text goes, but the empty row stays | Right-click and choose **Delete Rows** |
| Building a "table" with spaces | Columns don't line up, and they break when edited | Insert a real table |
| Shading only part of the header row | The heading looks unfinished | Select the whole row before shading |
| Making the table wider than the page | The right side is cut off when printed | Drag the column borders in, or use **AutoFit** |

## Exercise

Now it's time to build a table yourself.

Click **New** in the sandbox title bar and type `Class Timetable`, then press **Enter**. Now do each task and press **Check**.

## What to remember

- A table is made of **rows**, **columns**, and **cells**. The first row is usually the **header row**.
- Insert a table from **Insert** > **Table**.
- **Tab** moves to the next cell, and adds a row in the last cell.
- Right-click to insert or delete rows and columns. **Delete** alone only clears text.
- **Table styles** design the whole table in one click.
- **Borders** draw lines; **shading** fills cells with color. Make the header row stand out.

In the next lesson, you'll add pictures to your documents and make them fit.