How to Insert a Table in PowerPoint (and Make It Readable)
Tables on slides go wrong in one of two ways: too many rows crammed in at 10 point, or a muddle of uneven cells. Here's how to insert one, keep it tidy, and make sure the person at the back can read it.
Quick reference
| What you want | How |
|---|---|
| Insert a table | Insert → Table → drag across the grid |
| Add a row at the bottom | Click in the last cell and press Tab |
| Add a row or column anywhere | Right-click → Insert |
| Equal row heights | Layout → Distribute Rows |
| Style it | Table Design tab |
1. Insert a table
1. Go to Insert → Table.
2. Drag across the grid to pick the number of columns and rows, then click.
3. Or click the table icon in an empty content box and type the numbers.
2. Drag across the grid to pick the number of columns and rows, then click.
3. Or click the table icon in an empty content box and type the numbers.
2. Move between cells and add rows
• Tab moves to the next cell. Shift + Tab moves back.
• Tab in the very last cell adds a new row.
• Right-click any cell → Insert → Insert Above / Below / Left / Right for rows and columns anywhere.
• Right-click → Delete → Delete Rows / Columns to remove them.
• Tab in the very last cell adds a new row.
• Right-click any cell → Insert → Insert Above / Below / Left / Right for rows and columns anywhere.
• Right-click → Delete → Delete Rows / Columns to remove them.
3. Make it tidy
Select the table and go to the Layout tab (the one that appears next to Table Design):
• Distribute Rows and Distribute Columns make them all the same size.
• Align Center and Center Vertically centre the text in each cell.
• Cell Margins adds breathing room.
• Align Center and Center Vertically centre the text in each cell.
• Cell Margins adds breathing room.
Drag the table's corner handle to resize the whole thing.
4. Style it
On the Table Design tab, pick a style from the gallery. Tick Header Row so the top row stands out and Banded Rows for alternate shading. Untick the rest unless you need them. For a cleaner look, choose a style from the Light section and set Borders → No Border.
5. Make it readable
Fewer rows, bigger text. Select the table and press Ctrl + ] until the text is at least 18 point. If it doesn't fit, split the table across two slides — nobody can read a 20-row table from their seat.
6. Paste a table from Excel or Word
Copy the cells, paste on the slide, and click the paste options icon:
• Use Destination Styles — takes on your slide's table style.
• Keep Source Formatting — looks as it did in Excel.
• Embed — a mini spreadsheet you can double-click and edit in Excel.
• Picture — static, can't be edited.
• Keep Source Formatting — looks as it did in Excel.
• Embed — a mini spreadsheet you can double-click and edit in Excel.
• Picture — static, can't be edited.
Troubleshooting
The table runs off the bottom of the slide. Too many rows. Delete some, shrink the cell margins, or split it across slides.
I can't make a column narrower. There's a word that won't fit. Shorten it or reduce the font in that column.
The text is tiny after pasting from Excel. Select the table and press Ctrl + ] repeatedly, then Distribute Columns.
Wrapping up
Insert → Table, Tab to add rows, Distribute Rows to tidy, pick a light style. Keep it to a handful of rows at 18 point or more and your table will actually get read.
