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Quick Answer

Go to the Insert tab, click Table, and drag your mouse across the grid to select the number of rows and columns you want before clicking.

How to Insert and Format Tables in Word ​

Applies to: Microsoft Word (Microsoft 365, Word 2021, Word 2019)
Article Type: How-To
Last Updated: 2026-03-09

Summary ​

Tables in Word help you organise data, create structured layouts, and present information in a readable structure. This article shows how to insert a table, add or remove rows and columns, apply formatting styles, and sort data — all without needing admin rights.

Prerequisites ​

  • Microsoft Word (desktop or web app).
  • No admin rights required.

Instructions ​

1. Insert a Table ​

Add a new table to your document.

  1. Place your cursor where you want the table to appear.
  2. Click the Insert tab on the ribbon.
  3. Click Table.
  4. Hover over the grid to select the number of rows and columns (e.g., 4x3 for 4 columns and 3 rows).
  5. Click to insert the table.
  6. Alternatively, click Insert Table below the grid to type exact row and column counts.

2. Add or Remove Rows and Columns ​

Modify the table structure after creation.

To add:

  1. Click inside the table where you want the new row or column.
  2. Go to the Layout tab (under Table Tools).
  3. Click Insert Above, Insert Below, Insert Left, or Insert Right.

To remove:

  1. Click inside the row or column you want to remove.
  2. Go to the Layout tab.
  3. Click Delete > Delete Rows or Delete Columns.

3. Apply a Table Style ​

Format the table with professional styling in one click.

  1. Click anywhere inside the table.
  2. Go to the Table Design tab (under Table Tools).
  3. Browse the Table Styles gallery.
  4. Hover over a style to preview it — click to apply.
  5. Use the checkboxes in the Table Style Options group to toggle:
    • Header Row — Highlights the first row.
    • Banded Rows — Alternating row colours.
    • First Column — Highlights the first column.
    • Total Row — Highlights the last row.

4. Resize Columns and Rows ​

Adjust the table dimensions to fit your content.

  1. Hover over a column border until the cursor becomes a resize arrow (↔).
  2. Click and drag to resize the column.
  3. To resize a row, hover over a row border and drag vertically.
  4. To auto-fit columns to content, go to Layout > AutoFit > AutoFit Contents.

5. Sort Data in a Table ​

Organise table data alphabetically or numerically.

  1. Click anywhere inside the table.
  2. Go to the Layout tab.
  3. Click Sort.
  4. In the Sort dialog, choose the column to sort by.
  5. Select Ascending (A–Z, smallest to largest) or Descending (Z–A, largest to smallest).
  6. Click OK to apply the sort.

Troubleshooting ​

TIP

To quickly convert existing text into a table, select the text, go to Insert > Table > Convert Text to Table. Use commas, tabs, or other characters as column separators.

Symptom / ErrorPotential CauseSolution
Table extends beyond page marginsColumns too wideSelect the table, go to Layout > AutoFit > AutoFit Window to resize the table to fit the page.
Cannot see table borders when printedBorders are set to "None"Select the table, go to Table Design > Borders and select All Borders.
Text is cut off inside cellsRow height is fixedRight-click the row, select Table Properties > Row, and uncheck Specify height or set to At least.