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When you have a document that contains 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 that provides a gallery of pre-built tables. So when you create a table that you want to reuse, you’ll save it to that gallery. Then just pop in the table when you need it and edit it for the new data.
Create and format a table in Word
Whether 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 dropdown arrow. Choose “Insert Table” or “Draw Table” depending on your preference. You can also use the grid at the top of the dropdown menu to choose the number of rows and columns to quickly insert a table.
Select the table by clicking the table handle at the top left of the table. Then head to the Table Layout tab to apply shading, add a border, use banded rows or columns, or choose a table style. Use the Font section of the ribbon on the Home tab to customize the font as you normally would in your document.
You can optionally add data to your table if you plan to use that same data again. This is useful for column or row headings.
Save a table as a template
When you finish creating and formatting your table and are ready to save it, select the table again.
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Go back to the Insert tab and the Table dropdown menu. This time, go to QuickTables and select “Save Selection to QuickTables Gallery” at the bottom of the popup.
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 to option set to “Building Blocks”. Click OK.”
Reuse your table template
To reuse a table template in your current document, start by placing your cursor in the document where you want 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 popup box. You should see your saved table at the bottom of the General section.
Select the table and it will be placed directly in your document. From there, you can add more data or edit existing data as needed. You can also change the format if needed.
To reuse your template in other Word documents you create, close your current document and save it first if necessary. You will see a notice informing you that you have made changes to the Building Blocks. Choose “Save”.
Note: If you have made changes to other Building Blocks that you do not want to keep, you will need to select “Don’t Save”. Just keep in mind 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 table template
If you want to delete a table template that you have created, you can do so from the Building Blocks Organizer.
RELATED: How to delete a table in Word
To quickly navigate there, go back to Insert > Table > Quick Tables and right-click your template in the popup. Select “Organize & 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 remove the template from the table. To change 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.
RELATED: How to add or change table borders in Word
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