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Rather than performing calculations by hand, you can do basic calculations within your Word table. If your table contains several calculations, a worksheet like Excel may be a better option. The same principles of doing calculations in worksheets are used in Word. Instead of entering the actual value you want to use for the calculation, you will be referring to the cell containing the value. The cell reference is in the form of "Column ID, Row ID." The columns are referred to by letters starting at "A." The rows are referred to by numbers starting at 1. The first cell of the table (i.e., first column, first row) is referred to as A1.
This document explains how to use calculations within tables.
Like pressing addition or multiplication keys on a calculator, you need to designate the appropriate actions when writing formulas. These actions are referred to as operators; the following comprise the basic formula operators:
Addition | + | Multiplication | * |
Subtraction | - | Division | / |
The following table is an example of a completed travel budget that may be included in a proposal for attending a conference. Following the first table is a description of the formulas used to perform the calculations within the table (indicated by the gray shading).
Formula for | Actual Formula | About the Formula |
---|---|---|
Hotel | =69.95*3 | Computes the total cost for the hotel stay by multiplying 69.95 by 3 |
Meals | =50*4 | Computes the total cost of the meals by multiplying 50 by 4 |
Total Conference Budget |
=sum (above) | Calculates the total of the costs by adding the values above the formula (B2 through B6) |
Department Contribution |
=b6-b7 | Calculates the department contribution by subtracting the grant request from the total conference budget |
To insert a formula, determine the values or cell references required for the formula and then follow these instructions:
Place your insertion point in the cell where you want to place the formula
From the Table menu, select Formula...
The Formula dialog box appears.
HINT: Similar to Excel, based on the numbers in the table and the location of the cell in which you want to place the formula, Word will guess what type of formula you may want (e.g., to add all cells to the left of the formula, =SUM (LEFT) may be placed in the Formula text box).
In the Formula text box, type the desired formula
If necessary, from the Number format pull-down list, select the desired format for the result
Click OK
The formula is inserted.
To update values in a table, recalculate the formula(s) using one of the following methods.
Windows only:
Place your insertion point in the cell, before the numerals
Press [F9]
OR
Press [Alt] + [Shift] + [U]
The formula is recalculated.
Place your insertion point in the cell, before the numerals
Windows: Right click the cell » select Update Field
Macintosh: Press [control] + click the cell » select Update Field
The formula is recalculated.
Windows:
Place your insertion point within the table
From the Table menu, select Select » Table
The entire table is selected.
Press [F9]
OR
Press [ALT] + [Shift] + [U]
All formulas are recalculated.
Macintosh:
From the Edit menu, select Select All
Press [control] + click anywhere within the table » select Update Field