OmniDocHow to adjust the size and position of Word table layout when it is running around
Explain the common reasons why Word tables always run around, exceed the page margins, and lose control of column widths. Adjust the text in the order of text wrapping, specified width, column width distribution, and paragraph spacing, and provide an item-by-item check method before submission.
Key points of this article
- Tables run around with paragraphs, mostly with floating positioning. Changing the text wrapping to inline can usually stabilize it.
- It is recommended that the width be specified as a percentage of the page width so that the table can remain within the available area after changing paper or page margins.
- Fixed column widths and evenly distributed columns make it easier to get a unified layout than dragging column by column.
- The pre- and post-paragraphs and fixed line spacing in cells are often the hidden reasons why tables appear loose or text is cropped.
- Check the position, total width, pagination and line breaks item by item before submission, and export PDF fixed layout if necessary.
Many people make a table in Word, then go back and change a few words, and the entire table moves to the right; or a certain column suddenly becomes narrower, and a row is squeezed to the next page. This kind of word typesetting table always runs around. It's probably not the problem with the table itself, but the positioning method, total width, column width and paragraph settings of the table that are fighting with each other.
This article is written for people who already have a document in hand and just want to stabilize the table. It does not talk about how to generate a table from text. After reading, you will be able to determine the reasons for the confusion, adjust the width and position of the table in order, and check it before submitting or sending it.
Why is the table running around? One sentence conclusion
First determine whether the problem lies in positioning, width or paragraph settings, and then deal with the problem: change the text wrapping for positioning problems, change the designation method for width problems, change the distribution method for column width problems, and unify the cell spacing for paragraph problems. The table below allows you to choose a method based on your situation.
| your situation | Recommended practices | reason |
|---|---|---|
| If you change the text above, the table will shift as a whole. | Set text wrapping to inline | The floating table is anchored at a certain position and is independent of the main text. Changes in the main text will cause it to move. |
| The paper has been changed or the page margins have been changed, and the table exceeds the right border. | Specify total width as a percentage of page width | The fixed centimeters will not change with the page, and the percentage will follow the available width. |
| Some columns are very wide, some columns are very narrow | Fixed column width, then use evenly distributed columns | Automatic adjustment will expand and contract with the content, and column widths are difficult to unify. |
| There is a large space above and below the text in the cell | Unify the spacing between paragraphs before and after paragraphs in a cell | The default paragraph spacing will make each row taller, making the entire table look loose. |
| The text is not fully displayed or is cut off | Change line spacing from fixed to single or multiple | When the fixed value is smaller than the font size, the text will be cropped |
Before you start: Confirm these points first
Before starting to make adjustments, there are a few things that need to be confirmed first, otherwise you may have to rework after the changes are made.
- The paper and page orientation are finalized. The width of the table is set relative to the page. If the paper or the horizontal and vertical layouts are changed, all width settings must be rechecked, so it is easier to set the layout first and then adjust the table.
- Whether the table was pasted from elsewhere. Tables pasted from web pages or other documents often have original positioning and paragraph formats, and direct adjustments are often incomplete. It is more reliable to clear these formats and then set them again.
- Whether there are a large number of merged cells. When there are too many merges, the column width can only be changed as a whole, and local fine-tuning will be limited. In this case, you can consider splitting and redoing it.
- Whether the font is available on the other party's device. If the same paragraph of text is changed to a font with a different width, the line break position will change, so the table column width will look "random".
- Final delivery form. If you want to give it to others for review or printing, try to export the PDF and then check the layout, because PDF can fix most layout results.
Steps to fix table position and width in Word
Follow the steps below to avoid changing the width and being offset by the positioning settings.
- Click the move handle in the upper left corner of the table, select the entire table, and make sure that it is positioned embedded in the text row and not floating on the page. If it is floating, change the text wrapping to inline.
- Right-click anywhere in the table to open the Table Properties dialog box, and check Specify Width in the Table tab.
- Set the total width as a percentage of the page width, for example, close to the full width of the page, so that after the page margins are changed, the table will automatically expand and contract according to the available width and will not exceed the border.
- Set the alignment to center in the same dialog box, and check whether the left indent is 0 to prevent one side of the table from hanging.
- Select Fixed column width in the automatic adjustment related options to prevent the table from automatically changing the column width when the content increases or decreases.
- Select all columns, use even distribution to make each column width uniform, and then make manual fine-tuning to individual columns, such as making the serial number column narrower and the description column wider.
- Select all the text in the table, check the paragraph spacing before and after the paragraph, set it to a smaller value, and change the indent to 0.
- Check the line spacing. If it is a fixed value and the value is too small, change it to single or multiple line spacing. If the table is long and needs to span pages, check in the row options to allow line breaks across pages, and set the header row to repeat across pages.
# check item by item after completion
After the adjustment is completed, do not just take a look at the page, it is recommended to check it item by item according to the following table, especially after modifying the previous text or changing the computer.
| Check item | What do you think? | What if there's a problem? |
|---|---|---|
| Table location | After clicking the table, modify the text above to see if the table moves with it. | Text wrapping is changed to embedded type, and redundant floating positioning is deleted |
| Total width | Whether the right border of the table exceeds the right margin of the body area | Specify as a percentage of the width of the page instead, or reduce the margins as appropriate |
| Column width distribution | Whether the width of each column is the same as expected, and whether there are any columns that suddenly narrow. | Distribute the columns evenly, and then widen separately for the columns with more content. |
| Cell spacing | Whether the gap between the top and bottom of each row is too large, and whether the table as a whole is too high. | Unify the spacing between the front and back of the paragraph, and the paragraph indentation is set to 0 |
| Paging and spread | Whether the form is cut off on two pages and whether the header disappears on the next page. | Set to allow line breaks across pages, and set header rows to repeat across pages |
| Line wrap exception | Whether the number, English, or number are misplaced and wrapped in the same column | Check if the font is missing on someone else's computer, switch to a common font or export PDF |
If problems are found during checking, it is recommended to correct the positioning and total width first, and then deal with column widths and paragraphs. Reversing the order is easy to rework repeatedly.
# Core comparison
When adjusting the form, there is an obvious difference between the two common positioning methods, and the wrong selection will cause the form to run frequently.
| Contrast item | Embedded type | Floating type |
|---|---|---|
| The relationship with the text | A table is like a line of text, moving up and down with a paragraph | The table is independent of the text and can be placed anywhere on the page |
| Performance after revision of the previous text | The position is relatively stable, follow the paragraph as a whole. | Easy to misplace, as soon as the previous text is changed, it may run away. |
| A suitable scene | Documents such as reports, papers, contracts, etc., whose text is closely related to tables. | A small number of layouts that need to be arranged side by side with a picture or text box |
| Adjust the difficulty | Easy to set up and suitable for most tables | Need to set the position and surround mode at the same time, it is easy to interfere with each other. |
Most daily documents should use embedded type, and it is only necessary to use floating type when you really need to be side by side with other elements.
# frequently asked questions (FAQ)
1. Why did I change only one paragraph on the form and the form jumped?
This is usually because the table is set to a floating position, anchored to a paragraph, and the position changes after the previous paragraph is added or subtracted. Change the text wrapping to embedded, and then check the position of the table, the problem can generally be solved.
2. The table clearly sets the width, but why is it still beyond the page?
If the width is a fixed number of centimeters, the table may exceed the available area after the margin or paper orientation is changed. Instead, specify the total width as a percentage of the page width, and the table automatically adjusts with the available width.
3. Copy to another computer back-row version is messed up again, what is the reason?
Most of them are missing fonts. When the other computer does not have the original font, the system will replace it with other fonts, and different word widths will lead to line breaks. Switching to common fonts before delivery, or exporting PDF fixed layout, can reduce such problems.
4. Does the form ensure that it is completely consistent on all devices?
There is no guarantee of complete consistency, especially for different versions of the software or different font environments. If the layout is strict, it is recommended to export PDF and then send it, and open PDF to check the table location and line wrapping page by page before sending out.
# Summary
The random typesetting of Word tables is usually the result of the mutual influence of the setting of positioning mode, total width, column width and paragraph spacing. First set the text surround to embedded type, then specify the total width according to the page width and unify the column width, and finally check it item by item with the checklist, the table can be stabilized in most cases.
