How to Create a Table Template in Microsoft Word

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When you have a document with multiple tables, consistency is key. You can easily create each table and format it from scratch in the same way. But to save time, create a table template that you can reuse in Word.

Microsoft Word offers a feature called Quick Tables which provides a gallery of pre-made tables. So when you create a table that you want to reuse, you save it to this gallery. Then just insert the table when you need it and modify it for the new data.

Create and format a table in Word

That you draw a custom table in Word or create a standard one using the Insert menu, you can save and reuse it.

RELATED: How to Draw a Custom Table in Microsoft Word

Go to the Insert tab and select the Table drop-down arrow. Choose “Insert Table” or “Draw Table” depending on your preference. You can also use the grid at the top of the drop-down menu to choose the number of rows and columns to quickly insert a table.

Insert Table menu in Word

Select the table by clicking on the table handle at the top left of it. Next, head to the Table Design tab to apply shading, add a border, use banded rows or columns, or choose a table style. Use the Font section of the Home tab ribbon to customize the font as you normally would in your document.

Table Design tab in Word

If you want, you can add data to your table if you plan to use that same data again. This is handy for column or row headers.

Table formatted with data in Word

Save a table as a template

When you are done creating and formatting your table and you’re ready to save it, select the table again.

RELATED: Tables and other formatting commands

Return to the Insert tab and the Table drop-down menu. This time, switch to Quick Tables and select “Save Selection to Quick Tables Gallery” at the bottom of the pop-up window.

Save to Gallery option from the Insert Table menu

You can then add a name, choose a category, and insert a description for your table. Keep the Gallery option set to “Tables” and the Save In option set to “Building Blocks”. Click OK.”

Create New Table Building Block Window

Reuse your table template

To reuse an array template in your current document, start by placing your cursor in the document where you want to place the table.

RELATED: How to Create a Template in Microsoft Word

Go to Insert > Table, move your cursor to Quick Tables and scroll down in the pop-up area. You should see your table saved at the bottom in the General section.

Featured table in the quick tables gallery

Select the table and it will drop directly into your document. From here, you can add more data or edit existing data as needed. You can also change the formatting if needed.

To reuse your template in other Word documents you create, close your current document by saving it first if necessary. You will see a prompt informing you that you have made changes to the Building Blocks. Choose “Save”.

Prompt to save a building block in Word

To note: If you’ve made changes to other Building Blocks that you don’t want to keep, you’ll need to select “Don’t Save”. Just note that your table template will not be saved or available in future Word documents.

When you start a new Word document, you should see your table template in the Quick Tables gallery as described above.

Delete a TableLook

If you want Delete a board template you create, you can do this from the Building Blocks Organizer.

RELATED: How to Delete a Table in Word

For quick access, go back to Insert > Table > Quick Tables and right-click your template in the pop-up window. Select “Organize and Delete” from the context menu.

Organize and delete in context menu

This opens the building block organizer with your table selected. You can then use the Delete button at the bottom to delete the TableLook. To edit the name or description, select “Edit properties”. Click “Close” when finished.

Building Blocks Organizer in Word

When you spend time perfectly sizing, formatting, and organizing a table in Word, remember that you can save and reuse that table as a template.

RELATED: How to Add or Change Table Borders in Word


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