Word Table Styles – Best Practices

Unlike PowerPoint, Microsoft Word has a utlity to create custom Word table styles. You might think this makes life a lot easier, but you would be wrong. The Word utility has quirks and bugs, and Word tables don’t work the same way as PowerPoint’s. To get a Word table style to work closer to the way it should, you may have to hack the OOXML. Here’s how to get the best possible results.

Start with a similar table style

The first step in creating a custom table style is to insert a table, so the Table Design tab appears. By default, a new table will use the Table Grid style, which is very plain. If your final table style requires design options like a distinctive first column or a total Row, Table Grid is a poor place to start. It doesn’t include any of those options, and adding them back in is difficult. Switch the style to a Microsoft default that already has similar features. Next, expand the table style gallery dropdown again and select New Table Style at the bottom. This ensures that your table style will appear in a new Custom row right at the top of the styles gallery. By contrast, starting with Modify Table Style lumps your style in with all the Microsoft defaults.

Base the new style on the chosen one

When you choose Table Design>Table Styles>New Table Style, Word sets the Style based on dropdown to Table Normal, not the style you chose. If you originally chose Grid Table 5 Dark, then set Style based on to the same style name. (Current versions of Word for Mac have a display bug whereby choosing a different table style does not update the preview in the dialog. Choose the style, OK out, then choose Modify Table Style to see a corrected preview.)


Format the Word table style options in order.

Word Table Styles: Order of Elements

Start by formatting the Whole table section with the defaults for cell in the middle of the preview. Most of the time, this will include the font size and color, and the table background color and any rules that are to appear if banded rows are turned off. If you can’t get the formatting you need from the few controls on the dialog, click on the Format dropdown to find detailed access to Table Properties, Borders and Shading, Banding, Font and Paragraph attributes. Under Windows, you’ll also see a Text Effects choice, which is of dubious value in a table.

Word Table Styles Formatting Options

Then move on to Header Row formatting, the next item on the Apply formatting to dropdown. Format each item on that dropdown until you have set all the properties you need. After you get all formatting set, apply the custom style to the sample table you created at the beginning. Then use Modify Table Style for any tweaks required.


Word Table Style Quirks

There are some oddities about Word table styles, and a few bugs. One oddity is that table text is based on the Normal style. If Normal has been set to any color other than Automatic, applying different text colors to different table parts will have no effect. The text will remain the color set for Normal. You then have to apply new text styles to the table parts after creating the table.

Another weird result of the dependency on Normal is that Word expects to have the default line spacing for your version of Word. As I write, Word 365’s default Normal style has a Line spacing of Multiple at 1.08 with Space After of 8 points. In a table style, this gets automatically reinterpreted as Single with 0 before and after. Centered vertical spacing then works as expected. If you change the Normal line spacing to a larger or smaller value, text that is nominally vertically centered will actually sit higher or lower in the cell. If you add 12pt after, the table text will jump from being vertically centered to having 12 pt after, a huge difference. Microsoft doesn’t publish any of this information. Surprise!

This is one of the reasons why Word experts recommend that Normal style should stay as is and not be actually used in a document unless the default formatting matches the needs of the design. Better to format all text as Body Text style and give that style the custom color and line spacing.


Word Table Style Bugs

Lousy User Interface Design

In the table style dialog, color dropdowns remain set at the color last chosen, even if that was for a different table part. The dropdown should update to the color currently in use for the table part that has been selected. This is just common-sense UI design.

The interface for setting border styles is pretty bad. It’s almost impossible to set one color for vertical borders and a different one for horizontal borders. All borders switch to the last selected color. But we can fix this with an OOXML hack (see below).

Defective Override Capabilities

Subsequent parts can’t always override the XML of earlier parts. As an example, set the Whole table to have internal vertical rules. Then set the first column to have no rule on the right. This should make the vertical rule separating the first column from the second column disappear, but it doesn’t. The rule has to be manually removed after the table is created.

Non-Functional OOXML Tags

The Paragraph Properties (w:pPr) element for each table part has a pStyle attribute that is supposed to set the paragraph style for that part. It does nothing. As mentioned above, the style is always derived from Normal style.


Word Table Style Hacks

Default style formatting is hardcoded in Word. So the styles that get stored in a Word file are only styles that have been modified or newly created in the document. All of the style exceptions and new style definitions are stored in the word/styles.xml part. Here’s the OOXML for a full table style. First, the section that formats the whole table. Pr stands for Property. tbl is Table, tc is Table Cell, p is Paragraph and r is Run (any length of text less that a paragraph).

<w:style w:type="table" w:customStyle="1" w:styleId="SampleTableStyle">
  <w:name w:val="Sample Table Style"/>
  <w:basedOn w:val="GridTable3"/>
  <w:uiPriority w:val="99"/>
  <w:rsid w:val="00264468"/>
  <w:rPr>
    <w:color w:val="282828" w:themeColor="text1"/>
    <w:sz w:val="18"/>
    <w:szCs w:val="20"/>
    <w:lang w:val="en-US"/>
  </w:rPr>
  <w:tblPr>
    <w:tblBorders>
      <w:top w:val="none" w:sz="0" w:space="0" w:color="auto"/>
      <w:left w:val="none" w:sz="0" w:space="0" w:color="auto"/>
      <w:bottom w:val="none" w:sz="0" w:space="0" w:color="auto"/>
      <w:right w:val="none" w:sz="0" w:space="0" w:color="auto"/>
      <w:insideH w:val="single" w:sz="6" w:space="0" w:color="BFBFBF"/>
      <w:insideV w:val="single" w:sz="6" w:space="0" w:color="282828"/>
    </w:tblBorders>
  </w:tblPr>
  <w:tcPr>
    <w:vAlign w:val="center"/>
  </w:tcPr>

(Above) The w:rPr section sets the default text while w:tblPr sets the borders. This table is transparent when all design options are turned off, so there is no fill. Note the entries for w:insideH and w:insideV. I had to hack this XML to get different colors for the inside horizontal and inside vertical borders.

(Below) Next is the formatting for the header row. w:rPr sets the text as bold and white, while w:tcPr sets the cell borders to nothing and the fill to Accent 2.

  <w:tblStylePr w:type="firstRow">
    <w:pPr>
      <w:jc w:val="left"/>
    </w:pPr>
    <w:rPr>
      <w:b/>
      <w:color w:val="FFFFFF" w:themeColor="background1"/>
    </w:rPr>
    <w:tblPr/>
    <w:tcPr>
      <w:tcBorders>
        <w:top w:val="nil"/>
        <w:left w:val="nil"/>
        <w:bottom w:val="nil"/>
        <w:right w:val="nil"/>
        <w:insideH w:val="nil"/>
        <w:insideV w:val="nil"/>
      </w:tcBorders>
      <w:shd w:val="clear" w:color="auto" w:fill="346577" w:themeFill="accent2"/>
    </w:tcPr>
  </w:tblStylePr>
  <w:tblStylePr w:type="lastRow">
    <w:pPr>
      <w:jc w:val="left"/>
    </w:pPr>
    <w:rPr>
      <w:b/>
    </w:rPr>
    <w:tblPr/>
    <w:tcPr>
      <w:tcBorders>
        <w:left w:val="nil"/>
        <w:bottom w:val="nil"/>
        <w:right w:val="nil"/>
        <w:insideH w:val="nil"/>
        <w:insideV w:val="nil"/>
      </w:tcBorders>
      <w:shd w:val="clear" w:color="auto" w:fill="auto"/>
    </w:tcPr>
  </w:tblStylePr>

(Above) The previous section formats the Total Row, removing the borders. There’s another hack here: the w:shd illustrates how to set the fill as No Color, with both w:color and w:fill set to auto.


(Below) Next up is the First Column formatting. w:pPr sets the text flush right, w:rPr makes it bold and w:tcPr removes the borders and keeps the fill No Color. Oddly, while w:insideH successfully overrides the internal horizontal rules set in the Whole Table section, neither w:right nor w:insideV are able to remove the internal vertical rule to the right of the column. This works as expected in a PowerPoint table style, but is broken in Word.

  <w:tblStylePr w:type="firstCol">
    <w:pPr>
      <w:jc w:val="right"/>
    </w:pPr>
    <w:rPr>
      <w:b/>
    </w:rPr>
    <w:tblPr/>
    <w:tcPr>
      <w:tcBorders>
        <w:top w:val="nil"/>
        <w:left w:val="nil"/>
        <w:bottom w:val="nil"/>
        <w:right w:val="nil"/>
        <w:insideH w:val="nil"/>
        <w:insideV w:val="nil"/>
      </w:tcBorders>
      <w:shd w:val="clear" w:color="auto" w:fill="auto"/>
    </w:tcPr>
  </w:tblStylePr>
  <w:tblStylePr w:type="lastCol">
    <w:rPr>
      <w:b/>
    </w:rPr>
    <w:tblPr/>
    <w:tcPr>
      <w:tcBorders>
        <w:top w:val="nil"/>
        <w:left w:val="nil"/>
        <w:bottom w:val="nil"/>
        <w:right w:val="nil"/>
        <w:insideH w:val="nil"/>
        <w:insideV w:val="nil"/>
      </w:tcBorders>
      <w:shd w:val="clear" w:color="auto" w:fill="auto"/>
    </w:tcPr>
  </w:tblStylePr>

(Above) The right-most table column is formatted with no borders and no fill.

(Below) If your design includes banded columns, the table style will include a section like this. There is just a definition for odd columns: even columns would be formatted with the defaults from the Whole Table section. If the First Column option is turned off, odd columns start at the left-most column. If First Column is turned on, all columns shift and the column just to the right of the first column takes on odd column formatting.

  <w:tblStylePr w:type="band1Vert">
    <w:tblPr/>
    <w:tcPr>
      <w:shd w:val="clear" w:color="auto" w:fill="D4D4D4" w:themeFill="text1" w:themeFillTint="33"/>
    </w:tcPr>
  </w:tblStylePr>

  <w:tblStylePr w:type="band1Horz">
    <w:tblPr/>
    <w:tcPr>
      <w:tcBorders>
        <w:left w:val="nil"/>
        <w:right w:val="nil"/>
        <w:insideH w:val="nil"/>
        <w:insideV w:val="single" w:sz="6" w:space="0" w:color="282828" w:themeColor="text1"/>
      </w:tcBorders>
      <w:shd w:val="clear" w:color="auto" w:fill="F2F2F2" w:themeFill="background1" w:themeFillShade="F2"/>
    </w:tcPr>
  </w:tblStylePr>

(Above) Odd Row and (Below) Even Row formatting.

  <w:tblStylePr w:type="band2Horz">
    <w:tblPr/>
    <w:tcPr>
      <w:tcBorders>
        <w:left w:val="nil"/>
        <w:right w:val="nil"/>
        <w:insideH w:val="nil"/>
        <w:insideV w:val="single" w:sz="6" w:space="0" w:color="282828" w:themeColor="text1"/>
      </w:tcBorders>
      <w:shd w:val="clear" w:color="auto" w:fill="D9D9D9" w:themeFill="background1" w:themeFillShade="D9"/>
    </w:tcPr>
  </w:tblStylePr>

(Below) Formatting for the 4 corner cells. These are only activated when both options that affect the cell are turned on. As an example, if the table has both a Header Row and a First Column, then the nwCell formatting is turned on. In the formatting for nwCell below, the text becomes flush right when both options are used.

  <w:tblStylePr w:type="neCell">
    <w:pPr>
      <w:wordWrap/>
      <w:jc w:val="left"/>
    </w:pPr>
    <w:tblPr/>
    <w:tcPr>
      <w:tcBorders>
        <w:bottom w:val="nil"/>
      </w:tcBorders>
    </w:tcPr>
  </w:tblStylePr>
  <w:tblStylePr w:type="nwCell">
    <w:pPr>
      <w:wordWrap/>
      <w:jc w:val="right"/>
    </w:pPr>
    <w:tblPr/>
    <w:tcPr>
      <w:tcBorders>
        <w:bottom w:val="nil"/>
      </w:tcBorders>
    </w:tcPr>
  </w:tblStylePr>
  <w:tblStylePr w:type="seCell">
    <w:tblPr/>
    <w:tcPr>
      <w:tcBorders>
        <w:top w:val="nil"/>
      </w:tcBorders>
      <w:shd w:val="clear" w:color="auto" w:fill="auto"/>
    </w:tcPr>
  </w:tblStylePr>
  <w:tblStylePr w:type="swCell">
    <w:tblPr/>
    <w:tcPr>
      <w:tcBorders>
        <w:top w:val="nil"/>
      </w:tcBorders>
      <w:shd w:val="clear" w:color="auto" w:fill="auto"/>
    </w:tcPr>
  </w:tblStylePr>
</w:style>

If you base your Word table styles on a table other than Table Normal, that table style will be included in styles.xml. If that table style includes formatting that you don’t want to included in your table style, then delete the section in the style it’s based on. As an example, this style was based on Grid Table 3, which includes a last column and a total row. To remove all last column and total row formatting from your style, delete the corresponding XML sections in both your custom style and in the style on which it’s based. You’ll know when you’re succesful when turning the Last Column and Total Row Design Options on and off in Word has no visual effect on a sample table.

Too complicated? Shoot me a message and we’ll create custom Word table styles for your document or template.

1:56 pm

4 thoughts on “Word Table Styles – Best Practices

  1. Hello,

    I found your webpage and I have been trying to figure out how to make a table style to color the background of the last column in a table blue. It seems like my tables already have the code taken out of the table to allow the last column color to be formatted, as the color is not changing when I apply the style.

    I don’t have experience changing the styles.xml file, so I was wondering if you could assist me in adding the code instead of removing it like you show here. Which part is for the last column and what should I be adding to it?

    • The lastCol section goes after firstCol and before band1Vert. w:shd sets the fill color. In this example, it is set to accent1. w:fill shows the hexadecimal value of accent1.

      <w:tblStylePr w:type="lastCol">
        <w:rPr>
          <w:b/>
          <w:bCs/>
          <w:color w:val="FFFFFF" w:themeColor="background1"/>
        </w:rPr>
        <w:tblPr/>
        <w:tcPr>
          <w:shd w:val="clear" w:color="auto" w:fill="E33126" w:themeFill="accent1"/>
        </w:tcPr>
      </w:tblStylePr>
  2. Hi John,

    Thanks for the reply. Where do I find the ooxlm file to enter this code? Is it the word file itself, or somewhere in the office 365 directory?

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