How to Add Background Color to Tables in Word

Adding background color to tables in Microsoft Word helps you highlight header rows, group related data, or make your document more visually appealing. This guide walks you through shading entire tables, specific cells, or rows using both the simple shading tool and table styles. You’ll need a document with a table already inserted—if not, create one via Insert > Table.

What You’ll Need

• Microsoft Word (2016 or later for Windows, 2019 or later for Mac; web version works too)
• A document containing a table

Step-by-Step

1. Select the table area – Click inside the table. A small cross icon appears at the top-left corner; click it to select the entire table. To select specific cells, rows, or columns, drag your mouse over them.
2. Open the Shading tool – Go to the Table Design tab (called Table Tools > Design in older versions). Look for the Shading button—it’s a paint bucket icon in the Table Styles group.
3. Choose a color – Click the Shading button. A color palette drops down. Select a theme color, standard color, or click More Colors for a custom shade. The selected area fills immediately.
4. Apply to a single cell – Click inside the cell you want to color, then repeat step 3. The shading applies only to that cell.
5. Use Table Styles (alternative) – With the table selected, go to Table Design and hover over the style gallery. Click the arrow to expand it and choose a style that includes shading. Many styles have alternating row colors or a colored header row.
6. Create a custom style – For more control, click Table Design > Borders > Borders and Shading. In the dialog, go to the Shading tab, pick a fill color, and set Apply to (e.g., Cell or Table). Click OK.
7. Remove shading – Select the area, click Shading, and choose No Color.

Common Mistakes

• Shading the wrong area – If you click outside the table, the Shading tool may be grayed out or apply to a paragraph instead. Always select table content first.
• Using too many colors – Overusing bright or conflicting colors can make the table hard to read. Stick to a consistent palette.
• Forgetting to update styles – If you change the document theme, custom colors may not update automatically. Use theme colors for consistency.
• Mixing table styles with manual shading – Applying a table style after manual shading can override your colors. Decide which method to use first.

Tips

• Use a light color for large areas – Dark backgrounds make text hard to read. For header rows, try a medium shade with white bold text.
• Alternate row colors – Select every other row (hold Ctrl while clicking) and apply a light gray or blue to improve readability.
• Copy formatting – After shading one table, use the Format Painter (Home tab) to apply the same shading to another table quickly.
• Save a custom table style – Right-click a style in the gallery and choose Set as Default to reuse it in future documents.
• Use the eyedropper – In the color palette, click Eyedropper to pick a color from anywhere on your screen, matching your document’s branding.

Troubleshooting

• Shading button is grayed out – Make sure your cursor is inside the table. If not, click in any cell first.
• Color doesn’t cover the whole cell – Check that the cell’s borders aren’t too thick, or that the shading is applied to the cell, not the paragraph inside it. Use the Borders and Shading dialog and set Apply to: Cell.
• Table style overrides my shading – Remove the table style first by selecting No Style (the first option in the gallery), then apply manual shading.
• Printing doesn’t show the color – In File > Options > Display, check Print background colors and images. Also, ensure your printer is set to color mode.
• Can’t select multiple cells – If cells are merged, select the merged area by clicking and dragging across it. For non-contiguous cells, hold Ctrl and click each cell.

Frequently Asked Questions

How do I shade only the header row? Click the header row to select it, then go to Table Design > Shading and pick a color.

Can I use a gradient or pattern? Yes, via Borders and Shading. In the Shading tab, click Fill Effects to choose a gradient, texture, or pattern.

Will the background color print? It will if you enable background printing in Word options and your printer supports color. Check the troubleshooting section above.

How do I make alternating row colors automatically? Use a table style that includes banded rows, or apply conditional formatting if you’re using Word for Microsoft 365 (not available in all versions).

Why does my color look different on screen vs. print? Screen colors are RGB, while print uses CMYK. Colors may appear slightly darker or muted on paper. Test print a sample.

Can I copy shading from one table to another? Yes, use Format Painter. Select the shaded table, click Format Painter, then click the target table.

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