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Embed code for: Table Formatting
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Word Table Formatting
Table of Figures 1
Table Formatting 2
Alignment Commands 4
Table Styles 5
Viewing and Modifying the Table Style 8
Create a New Table Style 11
Table of Figures
Figure 1 View Gridlines Command on Layout Tab 2
Figure 2 Borders Drop-down Command 3
Figure 3 Borders and Shading Dialog Window 3
Figure 4 Shading Drop-down Command 4
Figure 5 Alignment Group on the Layout Tab 4
Figure 6 Table Options Dialog Window 5
Figure 7 Table Style Gallery 6
Figure 8 Quickly alter the table appearance 7
Figure 9 Table Style Gallery Commands 7
Figure 10 Modify Style Dialog Window 8
Figure 11 Apply Formatting To Drop-down 9
Figure 12 Table Style Options 10
Figure 13 Modify Style Dialog Formatting Commands 11
https://doc.co/MhvFtnTaking Control of a Word Table and
Word offers many options for changing the appearance of a table. These may be applied manually to individual rows, columns or cells within a table. However all tables have an associated style, just as every paragraph of text has a style. Using table styles to control the appearance of your tables makes it easy to have a consistent look and feel for all of the tables in a document or across multiple documents.
To begin with, let’s look at manually applying formatting options. Before this, we need to understand the Gridlines option.
A table is always composed of cells arranged in columns and rows. When the outline of those cells prints (or appears in the generated pdf or xps file you create from the Word document) they are called borders. You may wish to have no borders around some or all of the cells in a table. In this case, you may still wish to see the edges of the cells on the screen while working even though they have no printable borders.
If so, make sure that you have the View Gridlines option turned on in the Layout Tab of the Table Tools in the Ribbon. When View Gridlines is off, you see a better representation on the screen of how the table will look when printed, but it may be confusing as to what text is in which cell. With gridlines turned on, you will see on-screen dotted gridlines around the cells which do not have printable borders.
Figure 1 View Gridlines Command on Layout Tab
Select the part of the table you wish to modify the printed border of (e.g. a cell, row or column, or a selection of multiple of these, right up to the entire table).
Use the drop-down Borders Command in the Design Tab of the Table Tools to turn on or off the borders of the selection.
Figure 2 Borders Drop-down Command
If you wish to add borders of a different colour or width or style, just select these three options in the Draw Borders Group in the Design Tab before dropping-down the Borders Command.
One oddity here is that if you change the border style or width, you may have to select the colour again. In addition, the Draw Table Command Button becomes selected if you change the Border Style or Width. You can ignore it and use the Borders Command, causing the Draw Tables Command to turn off.
At the bottom of the Borders Drop-down Command is the command “Borders and Shading…”. Choosing this opens a dialog window:
Figure 3 Borders and Shading Dialog Window
Again the style, colour and width of the border can be set and then applied using the buttons beside the preview of the table. Make sure you choose the correct component in the “Apply to:” drop-down box.
On the left-hand side of the dialog, you may choose a pre-set to apply the chosen border quickly.
To fill any part of a table with shading, select from between one cell and the entire table and drop-down the Shading Command on the Design Tab.
Figure 4 Shading Drop-down Command
You may choose a Theme Colour or a Standard Colour (the More Colours… Command allows you to choose from more Standard Colours). To remove existing shading from the selected cells, choose No Colour.
As in other areas of Word, choosing a Theme Colour means that you may later change the entire look and feel of the document, including the tables, by changing the theme in the Page Layout Tab of the Ribbon.
Standard Colours remain unchanged when you change the Theme.
You may also change the shading in the Borders and Shading Dialog Window as shown in Figure 3 above.
The Alignment Group of Commands allows you to change three aspects of the formatting of cells.
Figure 5 Alignment Group on the Layout Tab
The first group of commands lets you change how the contents of the cells aligns within the cell. Select one or more cells before choosing the alignment to change the vertical and horizontal positioning within each cell.
The Text Direction Command allows the text to be rotated within the cell(s). Note that when the text is rotated, you may still type within the cell and the Cell Alignment buttons change on the Ribbon to concomitant alignment.
The Cell Margins Command allows for a greater or smaller amount of blank space between the edge of the cell and its content. The dialog window that opens (Figure 6 below) allows you to adjust the space on each of the four edges of the cell separately. It also allows you to set a spacing between cells, a kind of external margin outside of each cell. Try this to see the effect on the layout of your table. Remember you can always use the Undo Command if you do not wish to retain the effect.
Figure 6 Table Options Dialog Window
Tables you place in a document have an associated Table Style.
Note that the Table Style Gallery has a dynamic preview of the changes that would be made to the table by that Table Style. Just move your mouse over the various Table Styles without clicking on any one to see the effect on the table. To actually apply a desired style, click on it in the gallery.
Figure 7 Table Style Gallery
In the above example, a Quick Table has been inserted to create the May calendar table. On the Design Tab, Word shows that the table has the “Calendar 2” Style. By simply choosing another style in the gallery (“Table Classic 2”), the appearance of the table quickly alters:
Figure 8 Quickly alter the table appearance
Also note that when you drop down the entire gallery, there are three more commands at the bottom:
Modify Table Style…
New table Style
Figure 9 Table Style Gallery Commands
Choosing the Clear command sets the table style to the “Table Normal” style. This is the most basic style, just like the Normal Paragraph Style. It essentially strips out all table formatting, including removal of all borders. Note that the Table Normal style cannot be modified.
Viewing and Modifying the Table Style
Once a table style has been applied to one or more tables in your document, the style may be modified. The power of styles is that when you modify the style, the changes you make are applied to all tables that have that same style.
This means that all of the tables of that type have a consistent appearance.
To modify a style, use the command at the bottom of the Table Style Gallery, or right-click on the style in the gallery and choose the Modify Style command. A dialog window will appear:
Figure 10 Modify Style Dialog Window
The key to understanding this dialog is to select the correct component in the drop-down list labelled “Apply formatting to:” before making changes to formatting.
Figure 11 Apply Formatting To Drop-down
The components of a table that may be modified are:
The appearance of all cells, except if overridden by one of the other components
The first, topmost row
The last, bottommost row
The leftmost column
The rightmost column
Odd banded rows
The first, third, fifth, etc. rows
Even banded rows
The second, fourth, sixth, etc. rows
Odd banded columns
The first, third, fifth, etc. columns
Even banded columns
The second, fourth, sixth, etc. columns
Top left cell
The single cell in the top-left corner
Top right cell
The single cell in the top-right corner
Bottom left cell
The single cell in the bottom-left corner
Bottom right cell
The single cell in the bottom-right corner
Note that you do not have to set formatting for all of these components – only those you wish to appear different from the others.
Note also that even if you do set formatting for these components, whether or not they will all show in your table is controlled by a set of options shown on the left-hand end of the Design Tab:
Figure 12 Table Style Options
This means that two tables in the same document may have exactly the same table style, but they appear slightly different because they each have different Table Style Options ticked.
The Table Style may control all aspects of the table’s appearance:
Font – size, bold, italic, underline, colour, …
Border – style, weight, colour, …
Paragraph formatting – spacing, indentation, level, …
Text effects – shadow, 3D, …
Some of these may be quickly set in the options just below the “Apply formatting to:” drop-down, but to access all properties that may be controlled by the style, drop down the Format button and choose a sub-category.
Figure 13 Modify Style Dialog Formatting Commands
Create a New Table Style
Click in an existing table and choose the New Table Style command at the bottom of the Table Style Gallery (see Figure 9 Table Style Gallery Commands above).
Name your new Table Style. Note that it will be based on the Table Normal Style, which is essentially blank, unless you choose a different existing Table Style to start from. Then simply set the components of the table style as required and click the OK Button.
The new Table Style will now appear in the Table Style Gallery.
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11Word shows that the table has the “Calendar 2” Style. By simply choosing another style in the gallery (“Table Classic 2”), the appearance of the table quickly alters:
The single cell i