7 Formatting Tips for Perfect Tables in Microsoft Word

Tables in Microsoft Word can make or break a document. When done right, they help organize data clearly and professionally. When done wrong, they’re a mess of misaligned columns, unreadable text, and inconsistent spacing. Whether you’re creating a report, proposal, or resume, here are seven practical formatting tips to make your tables clean, clear, and effective.

1. Use Built-In Table Styles

Don’t waste time reinventing the wheel. Word offers built-in table styles under the Design tab. These styles handle borders, shading, and text alignment for you. Pick one that matches your document’s tone—simple for professional use, bold for presentations.

Pro Tip: Customize a style after applying it. It’s faster than building from scratch.

2. Align Text Consistently

Inconsistent alignment makes your table hard to read. Stick to these basics:

• Left-align text entries (names, descriptions).
• Right-align numbers, especially currency and data.
• Center-align headers or short labels.

Use the Layout tab to apply alignment across rows or columns quickly.

3. Adjust Cell Margins for Breathing Room

Default cell padding can be tight. To avoid a cramped look, go to:
Table Properties > Cell > Options and increase the cell margins. Even a few extra points on each side can make your table more readable.

4. Keep Column Widths Consistent

Uneven columns look sloppy. Select the table, then right-click and choose Distribute Columns Evenly. You can also manually set specific widths under Table Properties to lock in consistent sizing.

5. Use Header Rows Wisely

Enable Repeat Header Rows (under Layout > Repeat Header Rows) for tables that span multiple pages. This keeps your column titles visible at the top of each page—especially useful in long reports.

6. Avoid Split Rows Across Pages

Split rows confuse readers. Prevent this by selecting the row(s), right-clicking, choosing Table Properties, and unchecking “Allow row to break across pages.” This keeps the content intact and easier to follow.

7. Minimize Border Clutter

Not every cell needs a border. Too many lines make tables look noisy. Stick to horizontal lines to separate header rows and totals. Remove inner gridlines unless they’re necessary for understanding the data.

Final Thought:
A well-formatted table doesn’t just look good—it supports your message. These small tweaks can make a big difference in readability and professionalism. Take a few extra minutes to polish your tables, and your document will stand out for the right reasons.