To edit a table in Word, click inside it. Two tabs appear on the ribbon: Table Design for colors, borders, and styles, and Layout for adding or deleting rows and columns, merging and splitting cells, resizing, and aligning text. Type in any cell to change its contents, and right-click a cell for quick options like Insert and Delete.
Below are the most common table edits, step by step, plus keyboard shortcuts that save time.
Select parts of a table
- A cell: Click just inside the cell’s left edge when the pointer becomes a small black arrow.
- A row: Click to the left of the row, outside the table.
- A column: Hover over the top border of the column until a down arrow appears, then click.
- The whole table: Click the four-arrow handle at the top-left corner of the table.
You can also use Layout > Select for each of these.
Add rows and columns
- Click a cell next to where you want the new row or column.
- On the Layout tab, click Insert Above, Insert Below, Insert Left, or Insert Right.
Quick tricks: press Tab in the last cell to add a new row at the bottom, or hover between two rows or columns at the table’s edge and click the plus sign that appears.
Delete rows, columns, or the table
- Click in the row or column you want to remove.
- On the Layout tab, click Delete.
- Choose Delete Cells, Delete Columns, Delete Rows, or Delete Table.
Pressing Delete on a selection clears the text only. Press Backspace with a whole row, column, or table selected to remove it.
Merge and split cells
- Merge: Select adjacent cells and click Layout > Merge Cells. Use this for headings that span several columns.
- Split: Click a cell, choose Layout > Split Cells, and enter the number of columns and rows.
- Split the table: Click in the row that should start the new table and choose Layout > Split Table.
Resize rows, columns, and the whole table
- Drag a column or row border to resize it.
- Enter exact sizes in the Height and Width boxes on the Layout tab.
- Click Distribute Rows or Distribute Columns to make them equal.
- Use AutoFit > AutoFit Contents to fit columns to their text, or AutoFit Window to stretch the table across the page.
- Drag the small square at the table’s bottom-right corner to resize the whole table.
Format the table
- On the Table Design tab, pick a style from the Table Styles gallery.
- Use the check boxes for Header Row, Banded Rows, and First Column to adjust the style.
- Click Shading to color selected cells.
- Use Pen Color, Line Weight, and Borders to change the lines.
Align and position text
- Use the nine Alignment buttons on the Layout tab to place text top, center, or bottom, and left, center, or right.
- Click Text Direction to rotate text in narrow columns.
- Click Cell Margins to add or reduce padding inside cells.
Sort data and add formulas
- Sort: Select the table, click Layout > Sort, choose the column and order, and check Header row if your table has one.
- Totals: Click an empty cell and choose Layout > Formula. Word suggests
=SUM(ABOVE)or=SUM(LEFT). Update the result later by right-clicking it and choosing Update Field.
Control how tables break across pages
- Repeat the header row: Click in the top row and choose Layout > Repeat Header Rows. The header then appears at the top of every page the table spans.
- Keep rows in one piece: Click Layout > Properties, open the Row tab, and uncheck Allow row to break across pages.
- Keep a small table on one page: Select all rows except the last, open Home > Paragraph settings, and check Keep with next.
Edit tables in Word for the web and mobile
Word for the web has a simpler Table tab with insert, delete, merge, and style options. In the Word mobile apps, tap a cell and use the Table menu that appears in the toolbar. Advanced options like formulas and sorting are easier in the desktop app.
Useful shortcuts
| Action | Shortcut |
|---|---|
| Move to next cell | Tab |
| Move to previous cell | Shift + Tab |
| Insert a tab character in a cell | Ctrl + Tab |
| Add a row at the end | Tab in the last cell |
| Move a row up or down | Alt + Shift + Up/Down |
Related: How to add a row to a table in Word.
Related: How to combine two tables in Word.
Related: Insert a checkbox in Word.
Related: How to insert sequential numbers in a Word table.
Related: How to clear cells in a Word table.
Related: Wrap text in a Word table.
Frequently asked questions
Why can’t I edit my table?
The document may be protected, opened in Protected View, or the table may be a picture. Click Enable Editing, or check Review > Restrict Editing.
How do I edit a table pasted from Excel?
If it was pasted as a regular table, edit it like any Word table. If it was pasted as an embedded object, double-click it to edit in Excel.
Can I convert a table to text?
Yes. Select it and choose Layout > Convert to Text.
Kermit Matthews is a freelance writer based in Philadelphia, Pennsylvania with more than a decade of experience writing technology guides. He has a Bachelor’s and Master’s degree in Computer Science and has spent much of his professional career in IT management.
He specializes in writing content about iPhones, Android devices, Microsoft Office, and many other popular applications and devices.