Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, 2016, 2019, and 2021. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: Differing Column Widths when Pasting.

Differing Column Widths when Pasting

Written by Allen Wyatt (last updated November 13, 2021)
This tip applies to Word 2007, 2010, 2013, 2016, 2019, and 2021


When working with tables, it is not uncommon to cut rows from one table and paste them into another. The result of such actions may not be what you expect, however. The pasted rows—even if they have the same number of columns as the target table—may look "out of balance," with the cell borders not lining up with the row now above or below it.

There are a couple of ways you can fix this situation. The first solution involves making a change to how you actually paste the rows into the target table. Try this the next time you want to do the pasting:

  1. Make sure that you have Show All turned on. (Display the Home tab of the ribbon and click the Show/Hide tool in the Paragraph group.)
  2. Add a blank row at the end of the target table. There should be nothing in this row.
  3. In the source table, select the cells in the rows you want to copy. It is imperative that you do not select the end-of-row marker at the end of these rows. In other words, everything in these rows should be selected, except the end-of-row markers. (See Figure 1.)
  4. Figure 1. What to select in the table.

  5. Press Ctrl+C to copy the information to the Clipboard.
  6. In the target table, position the insertion point in the left-most cell of the new row you added in step 2. (Remember, this row should be blank.)
  7. Press Ctrl+V.

If you follow this process, then the content from the source table is copied into cells in the target table. New rows are created, as necessary, and these rows have the same cell widths as the other rows in the table.

There is one gottcha here. Notice that this technique involves adding a blank row at the end of the table (step 2). This is because when you paste into the last row, Word automatically adds as many rows as you need. If you want to paste the source information in some other location within the table, then you may end up overwriting information already in the table—unless you add enough blank rows to accommodate the data that will be pasted into the table.

If you are working with a table that already has messed-up column widths on individual rows, then you obviously cannot use the above technique. Instead, you may want to use the AutoFit feature of Word. Follow these steps:

  1. Select the entire table.
  2. Make sure the Layout tab of the ribbon is displayed.
  3. Click the AutoFit tool in the Cell Size group. Word displays some additional choices.
  4. Click AutoFit Contents.

If desired, you can also use AutoFit by just double-clicking on the left border of the table. This approach affects any columns that contain information but doesn't change the width of any empty columns.

Another approach is to do a table-to-text-to-table conversion process, which ends up in allowing Word to define new column widths. Follow these general steps:

  1. Select your entire table.
  2. Convert the table to text, making sure that you specify tabs as your delimiters.
  3. Immediately convert the text back to a table, making sure you indicate that tabs are the column delimiters.

Finally, if you have quite a few tables with messed-up column widths, you can create a macro that will go through and essentially perform an AutoFit on each table in the document.

Sub AutoFitAllTables()
    Dim oTbl As Table
    For Each oTbl In ActiveDocument.Tables
        oTbl.Columns.AutoFit
    Next oTbl
End Sub

Note:

If you would like to know how to use the macros described on this page (or on any other page on the WordTips sites), I've prepared a special page that includes helpful information. Click here to open that special page in a new browser tab.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (13245) applies to Microsoft Word 2007, 2010, 2013, 2016, 2019, and 2021. You can find a version of this tip for the older menu interface of Word here: Differing Column Widths when Pasting.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Using the Copy or Move Text Keys

Most people use the Clipboard to copy and move text in Word. Before the Clipboard, Word used F2 to move text and Shift+F2 ...

Discover More

Removing Automatic Lines

Type a few dashes, underscores, or equal signs, and you could end up with a full-width line in your document. This is ...

Discover More

Inserting a Watermark Behind Merged Cells

If you have a group of merged cells into which you want a user to enter information, you may want some sort of ...

Discover More

The First and Last Word on Word! Bestselling For Dummies author Dan Gookin puts his usual fun and friendly candor back to work to show you how to navigate Word 2019. Spend more time working and less time trying to figure it all out! Check out Word 2019 For Dummies today!

More WordTips (ribbon)

Converting Text Into a Table

Need a block of text to appear in a table? Word can do the conversion for you very quickly.

Discover More

Resizing Very Large Tables

When pasting a table into your document, you might discover that it extends beyond the right margin of your page. Here ...

Discover More

Drop Shadows for Tables

When adding borders and shading to a document's elements, Word allows you to quickly add drop shadows to paragraphs, text ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] (all 7 characters, in the sequence shown) in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is four less than 4?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)


This Site

Got a version of Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.

Videos
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.