How to Calculate in Word Tables

Basic calculations can be performed in Word tables. But first it’s important to know how cell names are determined. Word tables are basically set up just as an Excel table would be. The difference is that you don’t see the “cell names” in a Word table. The following is an example of how Word sees a table:

A cell is referred to by the column and row in which it is situated. The columns are referred to by letter (A, B, C, etc.), and the rows by number (1, 2, 3, etc.). A1, therefore, refers to the cell in the first row of the first column.

To specify a range of cells, the first cell in the group is typed, then a colon, then the final cell in the group. Non-contiguous cells are separated by commas. Click on the following image for an example of how to name cell ranges.

The most common calculation performed in a table is to add a list of numbers. Word’s AutoSum feature makes this easy.

1. Place your insertion point in an empty cell under (or to the right of) a list of numbers.

2. From the Tables and Borders toolbar, click the AutoSum button. (See image below.)

Word enters a field in the cell containing a { SUM } function that calculates all the cells above it, or to the left. Because the calculation is entered as a field, it can easily be updated if any of the numbers in the calculation are changed. However, the update must be done manually. (See Updating a Field)

If you change any of the numbers in the calculation, the total does NOT re-calculate on its own. You have to update the total manually. To do this you can either right-click on the field code and click Update Field – or – select the field and press F9 on your keyboard.

Table formulas have to be created in a very specific way. Each formula must start with an equal (=) sign. The equal sign is then followed by a function name, such as SUM, and then the formula (in parentheses). However, for some formulas, the function name can be omitted. For example, when adding values, the formula could be written as =SUM(B1:B2) -or- the same formula could be written as =(B1+B2).

Formulas are typed in the Formula dialog box. In order to open up this dialog box, simply place your insertion point in an empty cell where you want your calculated total to be. Then click Table on the menu bar and choose Formula.

The Formula dialog box opens. Enter your formula in the formula field following an equal sign. You can choose a function from the Paste Function drop-down list and choose a number format from the Number Format drop-down list.