Microsoft Office Tutorials and References

In Depth Information

**Adding table calculations**

FIGURE 9.25

These Formula settings calculate an average and set it to display with two decimal places.

As with Excel, you also can use “cell addresses” to specify which cells to calculate on in a

table; the column is column A, and the ﬁ rst row is row 1. Let’s say you work as a freelance

personal assistant and want to create an invoice that calculates your billing based on

various rates you charge for various tasks. You create a table with four columns and enter
Task
,

Hours
,
Rate
, and
Item Total
in the top
row. In the second row you enter
Filing
,
3.25
, and

in the ﬁ rst three cells. You then click in the fourth cell of the second row and display
10

the Formula dialog box (Layout contextual tab, click Formula in the Data group). Edit the

Formula text box entry to read
=B2*C2
, because you want to multiply the values in the

second and third columns (Hours times Rate) to get the Item Total for the row. Choose a

format with the dollar sign and two decimals from the Number format drop-down list, and

click OK. The correct total of $32.50 displays for that row. In the next row, you could enter

the next Task, Hours, and Rate values, and then use the Formula dialog box to create a

formula in the fourth column that calculates
=B3*C3
, incrementing the row number in the

formula for each new row. Then, to create an overall total in the ﬁ nail row, you can enter

Total
in the third column, and in the fourth column use the Formula dialog box to enter an

=SUM(ABOVE) formula, formatted as currency like the formulas above it.

Unfortunately, you cannot copy or ﬁ fill formulas across a row or down a column and have

the addresses increment (as relative cell addresses in Excel do); you have to insert a new

formula in each individual table cell, or copy a formula with Excel-style cell addressing and

then edit the ﬁ eld and change the cell addresses. If you use Word for math, double-check

all calculations using a calculator or Excel. But if you have Excel and you need complex

math in tables, then use Excel. You can then link the results to Word.

As you might imagine if you’ve done any work with Excel, you can create more complicated

formulas in Word by using parentheses to group multiple functions and calculations. To

redisplay the Formula dialog box to edit a calculation, click in the calculation so you see

gray shading behind it. And use Layout
➪
Data
➪
Formula to redisplay it.

If you change the values that a table is using to perform calculations, then you will need to recalculate the table.

The table formulas are inserted as i elds, and unlike the formulas in Excel, they do not recalculate automatically. The

safest way to ensure that a table’s calculations are up to date is to click a table cell, click the table move handle to

select the whole table, and then press F9.