Please Note: This article is written for users of the following Microsoft Word versions: 97, 2000, 2002, and 2003. If you are using a later version (Word 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Word, click here: Formatting Lots of Tables.

Formatting Lots of Tables

Written by Allen Wyatt (last updated August 17, 2024)
This tip applies to Word 97, 2000, 2002, and 2003


Word includes a very powerful table editor that allows you to make short work of presenting tables in your documents. To quickly format a table, you can use Word's Table AutoFormat feature if you so desire.

Even though the Table AutoFormat feature is great, it doesn't provide optimal formatting for all users. It is not unusual to need entirely different table formatting than what is available with AutoFormat. If you have many tables to format, and the formatting of your tables is complex, you may be longing for the ability to add your own table formats to Word.

There are ways you can lighten your table-formatting burdens, however. All you need to do is use the following features of Word.

  • Styles. You can define styles for the way information should appear within your tables. Once you actually insert the information into the table, you can then apply a style to the data, thereby automatically setting font, indent, spacing, and alignment information.
  • Macros. As you format a table to appear the way you want it, simply record a macro that you can later replay. Provided you are acting upon entire tables, columns, or rows, you can easily use the macro to speed subsequent formatting tasks. The macro can even be assigned to a toolbar button, menu selection, or shortcut key to make formatting your tables even easier.
  • AutoText. If you set up your tables before inserting information into them, you can create a blank table and then save it within an AutoText entry. Insert the entry at a later time, and your blank table is immediately available for inserting information.

How you mix and match these features to achieve your goals is up to you. (How you use each of these features has been the focus of considerable time in past issues of WordTips.) With a bit of careful preparation and planning, you can easily automate and cut your table formatting tasks down to size.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (869) applies to Microsoft Word 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Word (Word 2007 and later) here: Formatting Lots of Tables.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Removing a List

If you have lists in your document, either bulleted or numbered, you may want to change them back to regular text at some ...

Discover More

Converting Inches to Points

Typographical measurements are often expressed in points. There are several formatting settings that, when accessed ...

Discover More

Positioning Graphics Evenly

If you need to arrange a group of graphics so that they are evenly distributed between a starting point and an ending ...

Discover More

Create Custom Apps with VBA! Discover how to extend the capabilities of Office 365 applications with VBA programming. Written in clear terms and understandable language, the book includes systematic tutorials and contains both intermediate and advanced content for experienced VB developers. Designed to be comprehensive, the book addresses not just one Office application, but the entire Office suite. Check out Mastering VBA for Microsoft Office 365 today!

More WordTips (menu)

Copying Fill Color in a Table

You may spend some time getting the color in a portion of a table just right, only to be faced with the task of copying ...

Discover More

Adjusting Table Row Height

When working with tables, you can adjust the height of individual rows. How you go about such adjustments depends on the ...

Discover More

Keeping Table Rows Together

When you create a table that extends beyond a single page, you may want to make sure that the information in a table row ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] (all 7 characters, in the sequence shown) in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 3 + 2?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)


This Site

Got a version of Word that uses the menu interface (Word 97, Word 2000, Word 2002, or Word 2003)? This site is for you! If you use a later version of Word, visit our WordTips site focusing on the ribbon interface.

Videos
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.