Microsoft Office Tutorials and References
In Depth Information
Adding table calculations
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.
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