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
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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.
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.
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.
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.
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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.
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.”
Reuse your table template
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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.
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”.
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
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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.
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.
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.
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