Tables in Microsoft PowerPoint help you organize information
into rows and columns. They are useful for presenting student
marks, fee structures, schedules, comparisons, and other
structured information clearly.
1. What Is a Table?
A table is a collection of cells arranged in rows and
columns. You can enter text, numbers, dates, and other
information into its cells.
Example: Student Marks
Student
English
Computer
Rahul
85
90
Aman
78
88
2. How to Insert a Table
Follow these steps to insert a table:
Open your PowerPoint presentation.
Select the slide where you need the table.
Click the Insert tab.
Click Table.
Select the required number of rows and columns, or choose Insert Table.
Click the cells and enter your information.
3. Understanding Rows and Columns
Row: A horizontal arrangement of cells.
Column: A vertical arrangement of cells.
Cell: An individual box where you enter information.
For example, a table with 4 rows and 3 columns contains
12 cells.
Formula:
Number of cells = Rows × Columns
4. Entering Data into a Table
To enter information into a table:
Click inside a cell.
Type your text or number.
Press Tab to move to the next cell.
Continue entering information into other cells.
You can use a table to display course names, student
details, examination marks, or a class timetable.
5. Adding Rows to a Table
To add a row:
Click inside the table.
Open the Table Layout tab.
Choose Insert Above or Insert Below.
Insert Above adds a row above the selected row.
Insert Below adds a row below it.
You can also press Tab in the last cell of a table
to create a new row in many PowerPoint versions.
6. Adding Columns to a Table
To insert a column:
Select a cell in the table.
Open the Table Layout tab.
Choose Insert Left or Insert Right.
Insert Left adds a column before the selected column.
Insert Right adds a column after it.
7. Deleting Rows, Columns, and Tables
To delete table elements:
Click the row, column, or cell you want to remove.
Open the Table Layout tab.
Click Delete.
Select Delete Rows, Delete Columns, or Delete Table.
Check your selection carefully before deleting a
complete table.
8. Changing Table Size
You can adjust the overall table size and the size
of individual rows and columns.
Select the table to resize the complete object.
Drag its sizing handles to change its overall dimensions.
Drag row or column borders to adjust cell sizes.
Use the Table Layout tab for height and width settings.
Keep the table within the slide boundaries and make
sure the text remains readable.
9. Applying Table Styles
PowerPoint provides built-in table styles that help
you format a table quickly.
Select the table.
Open the Table Design tab.
Browse the Table Styles gallery.
Choose a suitable style.
Choose a style that matches the presentation theme
and makes the information easy to read.
10. Changing Cell Background Color
To change the background color of cells:
Select the required cell or cells.
Open the Table Design tab.
Click Shading.
Select a color.
Use different colors for headings and important
information, but avoid too many colors in one table.
11. Changing Borders
Borders separate cells and make table information
easier to follow.
Select the table or required cells.
Open the Table Design tab.
Choose the border options available in your version.
Adjust border color, weight, or style if needed.
Use clear borders for data tables and lighter borders
for a clean, modern design.
12. Formatting Text Inside a Table
You can format table text just like other PowerPoint text.
Change the font family and font size.
Apply bold, italic, or underline.
Change font color.
Align text left, center, or right.
Use contrasting text and cell background colors.
Use bold text for headings so viewers can identify
the purpose of each column quickly.
13. Merging and Splitting Cells
Merging combines two or more selected cells into one.
Splitting divides a cell into multiple cells.
To merge cells:
Select the cells you want to combine.
Open the Table Layout tab.
Click Merge Cells.
Use Split Cells when you need to divide a cell into
additional rows or columns. These options are useful
for creating complex table headings.
14. Aligning and Distributing Cells
Alignment controls where text appears inside each cell.
Distribution helps make rows or columns evenly sized.
Align text horizontally within cells.
Align text vertically within cells.
Distribute rows evenly when appropriate.
Distribute columns evenly for a balanced layout.
These options are generally available on the Table Layout
tab. The exact controls may vary by PowerPoint version.
15. Practical Exercise
Task: Create a course fee table
for a computer institute.
Open PowerPoint and create a new presentation.
Insert a new slide.
Insert a table with 4 columns and 5 rows.
Use the headings Course, Duration, Fee, and Mode.
Enter details for four courses.
Apply a professional table style.
Change the heading row's background color.
Format the text and align the data neatly.
Save the presentation as Course_Fee_Table.pptx.
Key Points to Remember
Tables organize information into rows and columns.
Use Insert > Table to create a table.
Use Table Layout to insert or delete rows and columns.
Use Table Design to apply styles, shading, and borders.
Merge cells to create combined headings.
Keep table text readable and avoid overcrowding slides.