Software

How do I create and format tables in Word 2007

By · October 10, 2010, 3:40 AM PST · markwkaelin

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  • By Mark W. Kaelin

    Take advantage of the Table features of Microsoft Word 2007 to create more compelling documents. Note: The procedures outlined are essentially the same for Word 2010. This How do I... tutorial shows you how to navigate the new Ribbon interface to make it happen.

    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.

    This gallery is also available as a TechRepublic download and as a TechRepublic article. Originally published May 2007.

  • Insert menu

    To create a table in Word 2007, navigate to the Insert ribbon by clicking on the Insert menu item.

  • Insert Table

    Click on the Table icon on the Insert ribbon.

  • Set rows and columns

    Mouse over the desired table configuration of rows and columns that you wish to insert. This is by far the easiest way to create a table when you know exactly how many rows and columns you will need.

  • Table dialog box

    You can also choose from the other menu items and insert a table by way of the dialog box or by drawing a table.

  • Excel table

    You can also insert tables from Microsoft Excel for this menu. Click on the Excel menu item will insert a functional spreadsheet object into your document.

  • Quick Tables

    There are also several pre-made table templates available on the Insert menu listed under the Quick Tables item. You can insert calendars, double tables, and tabular lists, to name just a few.

  • Design ribbon

    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 of a Word document. The two tabs under Table Tools contain all of the various formatting tools you need to customize your 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. In Word 2007, whenever you are inside a table within your document, the ribbon interface changes to the Design ribbon under Table Tools.

  • Line styles

    From the Design ribbon you can set format characteristics like header row, first column, shading, borders, and color. You can use one of the pre-defined 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 under Table Tools includes an area of icons 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.

  • Border control

    In another area on the Design ribbon under Table Tools you can set shading and place or remove border lines. The number of available choices offers you a tremendous amount of formatting flexibility.

  • Layout ribbon

    Additional formatting options are available on the Layout ribbon under Table Tools.

  • Table Properties

    One of 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.

    Because the table is an object with a border and a margin, you can wrap the text within your document around it if you wish. To do so you will have to specify which side of the table will have text and which will not. These formatting decisions are accomplished with the icons located in the Table section on the Layout ribbon under Tables Tools. The Properties link will give you the familiar 2003 Properties dialog box where you can specify wrapping and alignment on the page.

  • Alignment

    Aligning individual cells, rows, columns, and the entire table can all be accomplished with the icons located in the Alignment section of the Layout ribbon under Tables Tools. You can also change text direction and cell margins in this area of the ribbon.

  • Pop up format bar

    The Layout ribbon under Table Tools is also where you can insert rows and columns into your table, either to the ends or in between existing rows and columns.

    Other formatting features like bold and italic text formats are controlled by the pop up toolbar that you can reach by right clicking the text you want to interact with.

  • Basic table

    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. This screenshot shows a simple table with basic formatting.

  • Previewed styling

    Holding the mouse over the Table Styles shown on the Design ribbon under Table Tools will preview what the table would like if that pre-made style were applied.

    Wrap up
    As you can see, the way you create and format tables in Word 2007 is different than 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.

Border control

In another area on the Design ribbon under Table Tools you can set shading and place or remove border lines. The number of available choices offers you a tremendous amount of formatting flexibility.
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By Mark Kaelin

Mark W. Kaelin has been writing and editing stories about the IT industry, gadgets, finance, accounting, and tech-life for more than 25 years. Most recently, he has been a regular contributor to BreakingModern.com, aNewDomain.net, and TechRepublic.

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