Working with Tables in PowerPoint

In the word processing module a table was defined as a collection of items aligned in row and column format. Put another way “tabular format” refers to the alignment of data in rows and columns. In PowerPoint, tables are created via the Table Command in Microsoft Word. Before proceeding with this section, you should first review the section in the word processing module on tables. Click here to do so now.

If you need to know how to create a table to place on a slide in PowerPoint, click on Creating a Table below. If you know how to create a table but are unsure how to modify or enhance it, click on Working with a Table below. If your table is created and modified, but now you need to resize or reposition it on the slide, click on Resizing a Table below.

Creating a Table
Working with a Table
Resizing a Table

Lastly, once you have added a table to the slide, you will probably want to animate it. A table is simply another object on a slide and as such can be animated as described in the Transitions and Builds section.

Creating a Table

First Change the Slide Layout

Now Create the table

If you selected the Table layout, proceed as follows
  • the placeholder in the slide layout will have a button that says “Double-click to add table”; do so
  • the Insert Table (Windows) or Insert Word Table (Macintosh) dialog box will appear
    • select the number of columns and rows needed
    • click OK button
    • if you are using PowerPoint for Windows or PowerPoint 2001 Macintosh
      • a table with the selected number of rows and columns will be created (Microsoft Word will be running in the background although it will not be obvious to you!)
      • enter the desired information in the first cell, tab to the next, enter the desired information that cell; keep repeating this process until you have entered data into all cells in the table
        bullet if you press <Tab> after the last cell, a new row of cells will be created.
    • if you are using PowerPoint 98 Macintosh
      • Microsoft Word will start and a new document will be created containing a table with the selected number of rows and columns
      • enter the desired information in the first cell, tab to the next, enter the desired information that cell; keep repeating this process until you have entered data into all cells in the table
        bullet if you press <Tab> after the last cell, a new row of cells will be created
      • to place the table on your PowerPoint slide, you need only close the Word document, or Quit from Microsoft Word; the table will now be on the PowerPoint slide

 

 Insert Table Dialog Box
if you selected a layout containing an object placeholder (not in PowerPoint 2001), proceed as follows
  • the placeholder in the slide layout will have a button that says “Double-click to add object”; do so
  • the Insert Object Dialog Box will appear
    • check the [Create New] button and
    • choose [Microsoft Word Document] under “Object type:” as shown

Insert Object Dialog Box
  • Microsoft Word will start with a new, blank document (the starting of Word will be transparent in Windows, very obvious in Macintosh)
    • you can now create a table as described in the word processing module
    • to place the Table on your PowerPoint slide, you need only:
      • Macintosh: close the Word document, or Quit from Microsoft Word
      • Windows: click anywhere on the PowerPoint slide

Other Ways to Create a Table

Alternatively, you may create a table to place on a PowerPoint slide by

You should still change the slide layout first!

Or

Working with the Table

Now that you have created a table and entered data …

Using the Format Table Dialog Box (Windows or PowerPoint 2001 Macintosh)

  • with the table selected (click anywhere in the table)
    • double-click on the stippled, outside table border
    • or choose FormatTable
    • or Right-Mouse Click (Windows) or Ctrl-Click (Macintosh) anywhere in the table and select Borders and Fill … from the contextual menu
  • the Format Table Dialog Box will appear
    • use the <Border> tab to modify/add/delete borders
    • use the <Fill> tab to modify/add/delete cell fills within the tab
    • use the <Text Box> tab to adjust text alignment with cell
 Format Table Dialog Box

Formatting Tables (PowerPoint 98 Macintosh)

Inserting Rows (Windows or PowerPoint 2001 Macintosh)

rows are inserted above the row the cursor is in

Inserting Rows (PowerPoint 98 Macintosh)

rows are inserted above the row the cursor is in

Deleting Rows (Windows or PowerPoint 2001 Macintosh)

the row the cursor is in is the one deleted

Deleting Rows (PowerPoint 98 Macintosh)

the row the cursor is in is the one deleted
  • double-click anywhere in the table (Microsoft Word will start)
  • Ctrl-Click in a cell in the table and then choose <Delete Cells> from the contextual menu
  • or choose TableDelete Cells after clicking in a cell
  • in either case, choose <Delete Entire Row> from the Delete Cells Dialog Box
 Delete Cells Dialog Box

Inserting Columns (Windows or PowerPoint 2001 Macintosh)

columns are inserted to the left of the column the cursor is in

Inserting Columns (PowerPoint 98 Macintosh)

columns are inserted to the left of the column the cursor is in

Deleting Columns (Windows or PowerPoint 2001 Macintosh)

the column selected is the one deleted

Deleting Columns (PowerPoint 98 Macintosh)

the column selected is the one deleted

Resizing and Repositioning a Table

Since a table is simply an object on a PowerPoint slide, it can be resized or moved before or after it has been formatted. To do so:

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Copyright © 2003
last updated August 12, 2003