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INSERTING AND UPDATING FORMULAS IN A MS WORD TABLE

Microsoft Word 2013

This article is about using and updating the mathematical formulas in a MS Word Table to literally calculate the values from the cells in the table. The principle of using the formulas is the same as the using the formulas in MS EXCEL. This provides you the possibility to calculate the values within the cells without using third party calculator or some other application. You can target as many cells as you want, and you can select the cell where you will insert the formula. Of course, you can have multiple formula cells.

01 - inserting table

First you need to create a table with numeric data in the cells. To create a table, click the Table icon from the Insert tab and drag the mouse cursor to select an area from the appeared menu with 4 columns and 7 rows i.e. 4×7 Table. Click the left mouse button after you finish with the dragging and the table will be inserted in the Word document.

02 - formula button

After you create the table and enter the numeric data in the cells, select the cell where you wish to insert the formula. This formula will calculate the sum of all numeric cells that are located above the formula cell. As an example, select the cell that is located in the income column, on the right side of the Total cell. Next, select the Layout tab from the Table Tools section on the ribbon and in the Data group click the Formula button.

03 - formula dialogue box

New Formula dialogue box with few options will appear. A default formula “=SUM(ABOVE) is written in the Formula label textbox. This formula calculates the sum of every numeric cell from the table that is located above the formula cell.

04 - number format label

After clicking on the drop down arrow from the Number format label, you can choose the numeric format of the formula cell. You can switch to percentage, double decimal, whole number format or some other format.

05 - paste function label

After selecting the drop down arrow from the Paste function label, you can choose from variety of formulas which can be inserted into the cell. Some of the most popular formulas are: AVERAGE which calculates the average of the targeted cells, MAX function which shows the cell with the greatest number from the targeted cells, MIN function which shows the smallest number from the targeted cells, etc.

06 - inserting the formula

When you click on the OK button from the Formula dialogue box, the formula cell will show the number which is the result calculated by the inserted formula.

07 - brackets

It is important to know that if you choose formula other than the default “=SUM(ABOVE)”, you must delete this default formula that is written in the Formula label text box. After selecting the formula from Paste function drop down arrow, do not forget to enter the “=” sign at the beginning of the Formula text label. Also, between the brackets in the Formula text bar you must enter the argument or the range of the cells which should be calculated (as an example ABOVE, BELOW, RIGHT, LEFT, A1:B3, etc.).

08 - update field tab

If you made some changes to the cells that are calculated by the formula, the formula cell will not be updated automatically. To update it, you need to click on the result in the formula cell and then right click on the mouse. From the menu select the Update Field tab. You may also press the F9 key instead of right click on the mouse and the effect will be the same. For updating multiple formulas, hold down the Ctrl key while selecting the formulas one by one and then press F9 key.

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