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AICPE Learning Hub MS Office Applications
Chapter 07
Tables in MS Word
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Chapter 07 | Word Table Skills

Tables in MS Word

Tables are used to organize information neatly in rows and columns. In this chapter, you will learn how to create, edit, style and use tables for attendance, fees, schedules and office records.

Start Learning Practice Task

Create Tables

Insert tables with required rows and columns.

Rows & Columns

Add, delete, resize and organize rows and columns.

Merge Cells

Combine cells to create headings and grouped sections.

Style Tables

Use borders, shading and alignment for professional tables.

Learning Objectives

After This Chapter, You Will Be Able To

This chapter helps you create neat and useful tables inside Word documents.

Create Table

Insert a table with required rows and columns.

Edit Structure

Add, delete, resize and arrange rows and columns.

Merge Cells

Merge and split cells for headings and special layouts.

Format Tables

Apply borders, shading, text alignment and table styles.

Simple Meaning

What is a Table in MS Word?

A table is a structure made of rows and columns used to arrange information clearly.

1 Easy Explanation

A table helps you arrange data in a clean format. Instead of writing information in long lines, you can place it into cells, rows and columns for better readability.

Definition: A table in MS Word is a grid of rows and columns used to organize text, numbers, lists and records.
Professional Tip: Use tables when information needs comparison, records, schedules or structured presentation.

Sample Attendance Table

Roll No. Name Course Status
01 Amit MS Office Present
02 Priya MS Office Present
03 Rahul MS Office Absent
Creating Tables

How to Create a Table in MS Word

Tables are created from the Insert tab in MS Word.

Step 1

Place the cursor where you want to insert the table.

Step 2

Go to Insert tab and click Table.

Step 3

Select required number of rows and columns.

Step 4

Type information inside each cell.

Example: For a student attendance table, create columns like Roll No., Name, Course, Date and Attendance.
Editing Tables

Rows, Columns, Merge and Split

After creating a table, you can change its structure as needed.

Tool Meaning Practical Use
Insert Row Adds a new row Add a new student entry
Insert Column Adds a new column Add mobile number or remarks column
Delete Row/Column Removes selected row or column Remove unwanted information
Merge Cells Combines selected cells into one Create a main heading across table
Split Cells Divides one cell into multiple cells Create sub-sections inside a cell
Distribute Rows/Columns Makes row/column size equal Create balanced table layout
Useful Tip: Select cells carefully before using Merge, Split or Delete because the action affects selected parts only.
Table Formatting

Make Tables Look Professional

Good formatting makes tables readable and attractive.

Table Styles

Apply ready-made table designs from the Table Design tab.

Borders

Add or remove lines around table cells.

Shading

Add background color to headings or important rows.

Alignment

Align text inside cells horizontally and vertically.

Professional Rule: Use dark heading row, light border, consistent spacing and proper alignment for clean tables.
Before and After

Example: Fee Collection Table

See how a plain record becomes easy to understand when arranged in a table.

Before Table

Amit MS Office fee 5000 paid 3000 balance 2000 Priya Excel fee 4000 paid 4000 balance 0 Rahul Word fee 3000 paid 1500 balance 1500

After Table

Name Course Fee Paid Balance
Amit MS Office 5000 3000 2000
Priya Excel 4000 4000 0
Rahul Word 3000 1500 1500
Total Balance 3500
Learning Point: Tables make records readable, comparable and easier to maintain.
Interactive Demo

See Table Formatting Effects

Click the buttons to see how table formatting improves appearance.

Roll No. Name Course Attendance
01 Amit MS Office Present
02 Priya MS Office Present
03 Rahul MS Office Absent
Practical Task

Create a Student Attendance Table in MS Word

Complete these steps inside MS Word.

Office Task: Student Attendance Record

Common Mistakes

Mistakes Students Should Avoid

Tables should look neat, balanced and easy to read.

Wrong Habits

  • Using spaces instead of a table for records.
  • Adding too many unnecessary columns.
  • Leaving heading row without formatting.
  • Using uneven column widths.
  • Not aligning text inside cells.
  • Merging cells randomly without purpose.

Correct Habits

  • Use tables for structured records.
  • Keep only required columns.
  • Format heading row clearly.
  • Adjust column width according to content.
  • Use center alignment for short entries.
  • Merge cells only for headings or grouped sections.
Remember: A good table should be simple, readable and properly aligned.
Quick Quiz

Test Your Understanding

Select the correct answers and check your score.

1. A table in MS Word is made of:

A table is made of rows and columns.

2. Which tab is commonly used to insert a table?

The Insert tab is used to insert tables in MS Word.

3. Merge Cells is used to:

Merge Cells combines selected cells into one larger cell.

4. Shading in a table is used to:

Shading adds background color to selected cells, rows or columns.

5. Which is a good table habit?

A clearly formatted heading row improves readability.
Quick Revision

Remember These Points

Revise these before moving to Chapter 08.

Table

A table is a grid of rows and columns used to organize information.

Rows and Columns

Rows go horizontally and columns go vertically.

Merge Cells

Combines selected cells into one larger cell.

Split Cells

Divides one cell into multiple cells.

Borders and Shading

Improve table structure and visual appearance.

Professional Habit

Keep tables simple, readable and properly aligned.

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