There are a variety of reasons you may need to move text into (or out of) a table in Word. Sometimes you inherited a document with an odd layout, or you exported from another source, and for whatever reason the text just looks odd. You could insert a table and copy and paste for half an hour, or you could do this little trick.
Starting Place: Comma (or Tab) Delimited Values
In my case, my starting values are separated by commas. This is common for a lot of text exported from other sources. But you may also run into documents that export with other delimiters, like tabs, paragraphs, semi colons, etc. Those can all be addressed.
Convert Text to Table
I am going to use the example of the comma separated values above.
1. Highlight the block of text.
2. Go to the Insert tab and select the Table dropdown. Select Convert Text to Table…
3. Word will guess the delimiter. In my case, Word has caught on that the values are separated by commas. Note you could change the delimiter under the Separate text at section, if Word does not pick up on it automatically.
4. Press OK and a simple table will be created with the text values you highlighted.
Don’t forget… you have a lot of options for styles and formatting in the Table Design and Layout tabs.
Make sure you have clicked onto your table for these to appear, as they are contextual tabs.
Convert Table to Text
Sometimes the inverse is true… you have inherited a document with a table and you need it to be converted to text. This can happen when you are trying to meet accessibility standards, or when an old table formatting just doesn’t behave well in modern versions of Office.
1. Click into your table to activate the Table Design and Layout contextual tabs.
2. Select the Layout contextual tab.
3. In the Data group, select Convert to Text.
4. You will have the option to choose how to separate your text at the existing cells. I chose Tabs for mine, but I may sometimes select Commas when I want to export as a comma separated value (CSV) file.
What do you think, will this save you some headaches in your Word documents? I would love to hear from you!
Congratulations, Power Users!
Congratulations to our newest Power Users! For the full gallery, and more information about the WSU Microsoft Office Power User Program, please visit: wichita.edu/poweruser
- Denise Gimlin
- Kelly Gurik
- Debra Haslam
- Alma Hidalgo
- Angie Myrtle
- Denise Northup
- Tisha Whitehead