How to design tables like a pro

Data tables are essential in many digital tools, especially in business environments. However, if not well designed, they can turn into a chaotic mess of disorganized information, making reading and analysis difficult.

Misaligned columns, confusing structures, and messy visuals cause frustration and make tasks more complex than necessary.

But not all is lost. With a thoughtful design, a table can shift from being a headache to becoming a clear and functional tool that genuinely supports users in their daily activities.

Photo by Alex Jones on Unsplash

Before designing: question the information

Before jumping into creating or redesigning a table, ask yourself:

• Is this information relevant?
• How and when will this data be used?
• Are there columns that could be merged or eliminated?

Sometimes, less is more. If a table has too many sections or headers that don’t clearly reflect their columns’ content, it can become intimidating.

For example, if you have a column with a company’s name and another with its contact information, it might be better to combine them, as long as separate filtering or sorting is not necessary.

Readability is the priority

If a table isn’t easy to read, it loses its main purpose. To improve comprehension, apply a few basic rules:

Organization and visual hierarchy

We must consider the basic hierarchy a table should have:

• Highlighted headers: These are key points for interpreting the data and must stand out above rows, using bold text or slightly darker background colors.
• Visible links: Links should stand out as well, typically using blue text and underlining, following standard conventions.
• Consistent alignment: Text should be left-aligned for easier reading. Numbers should be right-aligned for quick calculations. Icons or tags should be centered to maintain visual order.

Customization and flexibility

A well-designed table must not only be clear but also adaptable. Depending on the project, it’s useful to offer features like:

• Adjusting column sizes based on content.
• Allowing users to reorganize or hide columns as needed.
• Showing truncated text with ellipses and tooltips to view full content on hover.

Use of color and other visual highlights

Although color should not be the only way to convey data context, it is a great ally for usability:

• Alternating row colors (“zebra striping”) improve readability in long tables.
• Row highlights or hover shadows help users focus on relevant information.
• Colored badges or labels make it easy to identify statuses like “active” or “pending” at a glance.

Tools to improve data searching

Large tables require tools that optimize data searching because they can contain overwhelming amounts of information. Essential features include:

• Filters and sorting options: Quickly find specific information.
• Search bars: Locate data without scrolling endlessly.
• Dropdown menus: With options like “select all” or “clear selection”.
• Visible filter chips: Keep users aware of active configurations and search criteria.
• Date indicators and visual cues: Help users understand column sorting at a glance.

What to do with an empty table

When a table is empty, the design must clearly guide users, explaining why there’s no data and what they can do next.

For example, in an e-commerce store, if the orders table is empty, display a message like: “You don’t have any orders yet. Once you make a purchase, your order history will appear here”. You could also add a button directing users back to the store, encouraging interaction and platform use.

In a project management tool, if the task table is empty, display a message like: “There are no assigned tasks at the moment. You can create a new task by clicking the ‘Add Task’ button or review your team’s tasks in the corresponding section”. This approach clearly guides users and avoids confusion regarding missing data.

See also: Error messages and UX: a complete guide.

Responsive design for mobile devices

Since more users access platforms via mobile devices, it’s crucial that tables adapt to different screens. To achieve this:

• Combine secondary columns in mobile views to simplify the structure.
• Keep essential features visible, such as filters and search tools, without requiring excessive clicks.
• Use scroll bars and intuitive pagination, ensuring users know how many rows they’re viewing and the total number available.

See also: Responsive design and breakpoints.

Testing before implementation

Before delivering the final design, it’s crucial to test with real or simulated data to catch potential issues early. Tools like Google Sheets Sync, or design plugins like Content Reel and Faker, help simulate different datasets, ensuring that tables function properly and allowing designers to spot weaknesses before reaching production.

Final thoughts

Tables should not be obstacles — they should be intuitive tools that facilitate daily data work. A good design makes tables understandable, adaptable, and easy to navigate, allowing users to quickly interpret and work with information without unnecessary friction.

This is a translation of the following article from our corporate website:

Cómo diseñar tablas like a pro | Torresburriel Estudio