Objective 3.1 Insert and format tables

  • 3.1.1 Create and import tables
  • 3.1.2 Change table structure
  • 3.1.3 Format tables

3.1 Contents

3.1.2 Change table structure

When a table is selected, the Design and Layout tool tabs are available on the ribbon.

PowerPoint has most of the same table layout tools as Word

After you insert a table, you can change its structure in the following ways:

  • Add columns or rows.
  • Delete columns or rows.
  • Combine (merge) selected cells into one cell that spans two or more columns or rows.
  • Split a single cell into two or more cells.
  • Resize individual columns or rows, or the whole table.

The Project heading is in a merged cell at the top of the first two columns

To insert a row

  • In the last cell of the last row, press Tab to insert a row at the end of the table.
  • On the Layout tool tab, in the Rows & Columns group, click the Insert Above or Insert Below button to insert a row above or below the row containing the cursor.

To insert a column

  • On the Layout tool tab, in the Rows & Columns group, click the Insert Left or Insert Right button to insert a column to the left or right of the column containing the cursor.

To delete a row or column

  • On the Layout tool tab, in the Rows & Columns group, click the Delete button, and then click Delete Columns or Delete Rows to delete the row or column containing the cursor.

To select table elements

  • To select a cell
    • Point just inside its left border, and then click when the cursor changes to a black arrow pointing up and to the right.
  • To select a column, do either of the following:
    • Point above its top border, and then click when the cursor changes to a black downward-pointing arrow.
    • Drag to select all the cells in the column.
    • Click a cell in the column, and on the Layout tool tab, in the Table group, click the Select button, and then click Select Column.
  • To select a row, do either of the following:
    • Point outside the table to the left of the row, and then click when the cursor changes to a black right-pointing arrow.
    • Drag to select all the cells in the row.
    • Click a cell in the row, and on the Layout tool tab, in the Table group, click the Select button, and then click Select Row.
  • To select multiple cells, columns, or rows, do either of the following:
    • Select the first element, and then hold down the Shift key as you select subsequent elements.
    • Drag through adjacent cells, columns, or rows.
  • To select an entire table
    • Click any cell, and on the Layout tool tab, in the Table group, click the Select button, and then click Select Table.

To split one or more cells

  1. Select the cell or contiguous cells that you want to split.
  2. Do either of the following to open the Split Cells dialog box:
    • On the Layout tool tab, in the Merge group, click the Split Cells button.
    • Right-click the selection, and then click Split Cells.
  3. In the Split Cells dialog box, specify the number of columns and rows you want the cell to be split into, and then click OK.

You can reform rows and columns at the same time

To merge two or more selected cells in a row or column

  • On the Layout tool tab, in the Merge group, click the Merge Cells button.
  • Right-click the selection, and then click Merge Cells.

To change the size of a selected element

  • To change the width of a column, do either of the following:
    • Point to the right border of one of its cells, and when the opposing arrows appear, drag the border to the left or right.
    • On the Layout tool tab, in the Cell Size group, adjust the Table Column Width setting.
  • To fit the column to the width of its entries
    • Point to the right border of one of its cells, and when the opposing arrows appear, double-click.
  • To change the height of a row, do either of the following:
    • Point to the bottom border of one of its cells, and when the opposing arrows appear, drag the border up or down.
    • On the Layout tool tab, in the Cell Size group, adjust the Table Row Height setting.
  • To evenly distribute the widths of selected columns or the heights of selected rows
    • On the Layout tool tab, in the Cell Size group, click the Distribute Columns or Distribute Rows button.
  • To change the size of a selected table, do either of the following:
    • Point to any handle (the sets of dots) around its frame, and then drag in the direction you want the table to grow or shrink.
    • On the Layout tool tab, in the Table Size group, adjust the Height or Width setting.