Totalling numbers in word

In this article, we will propose you 3 quick ways to sum numbers in your Word table along with the methods to update values.

It’s been a universal knowledge that we can easily sum numbers in table cells in Excel. As a matter of fact, Word is capable of this function too. To know quick ways to sum a column or a row of numbers in Word table definitely can save us much time.

Before introducing the detailed steps, you should aware that the rule to name a cell is exact the same as that of Excel. So “R” stands for “Row”, and “C” for “Column”. For example, “R1C2” refers to the cell in first row and second column.

Now let’s move on to see what these clever methods are.

Method 1: Use “Formula”

1. First of all, put your cursor in the cell where the value goes. For instance, here we put it in “R2C4” cell.
2. Then, click “Layout” tab under “Table Tools”.
3. Next, click “Formula” in “Data” group.
4. In “Formula” dialog box, you can see “=SUM(LEFT)” in “Formula” text box. It means Word will sum all numbers in the left of “R2C4”. Likewise, if you want to sum a column of numbers, the formula will display as “=SUM(ABOVE)”.
5. Then continue to click the drop-down button and choose a number format for the value.
6. Finally, click “OK” and you will get the result in target cell.

Besides, if you need to sum a series of intermittent cells, you should input the exact cells’ names between the parentheses of formula, and separate them with comma. For example, the formula to sum “R2C2” and “R2C4” should be “=SUM(R2C2, R2C4)”.

Method 2: Insert a Field

1. Firstly, place cursor properly as in method 1.
2. Then press “Ctrl+ F9” to insert a field in the cell.
3. Next input formula. For instance, to sum “R2C2” and “R2C3”, the formula should be “= R2C2+ R2C3”.
4. Lastly, press “F9” and you can get a value.

Method 3: Use “Sum” Command

1. To begin with, you’d better add “Sum” command to “Quick Access Toolbar”. Just start with clicking “File”.
2. Then choose “Options”.
3. In “Word Options” dialog box, choose “Quick Access Toolbar”.
4. And choose “Commands Not in the Ribbon” in “Choose commands from” list-menu.
5. Then find and click “Sum” command.
6. Next, click “Add”.
7. And never forget to click “OK”.
8. The next thing is to position cursor in the right cell.
9. And click “Sum” command on “Quick Access Toolbar”.

2 Methods to Update Values

It’s understandable that numbers in a table shall change overtime. At that time, to update the sum value should come to your top priority. Here are 2 ways to save you from manually updating values.

Method 1: Press “F9”

1. First you select the table by clicking the plus sign on the upper-left corner.
2. Then press “F9” to update.

However, this method is not that ideal when it comes to a document containing a large number of tables. So the alternative way is to use VBA codes.

Method 2: Use VBA Codes

1. Firstly, make sure you have “Developer” tab available in the Ribbon. If not, please refers to this article: How to Insert Background Music into Your Word Document
2. Click “Developer” and click “Visual Basic” in “Code” group.
3. Now you will have the VBA editor open. On the “Project Explorer” left-side, find and double click “ThisDocument” to open code editing area on the right.
4. Next, you can copy and paste the following codes there.

Sub UpdateFields()
    If ActiveDocument.Fields.Count > 0 Then
        ActiveDocument.Fields.Update
    Else
        MsgBox ("There is no field in this document.")
    End If
End Sub

1. Lastly, click “Run”.

Comparison of 3 Methods to Sum Numbers

Methods	Advantages	Disadvantages
Method 1: Use “Formula”	1.       You can sum a row or column of numbers. 2.       You can choose a number format. 3.       It has default formula to sum a row or column of numbers, so you don’t need to enter formula.	It requires more steps comparatively.
Method 2: Insert a Field	1.       You can sum a row or column of numbers. 2.       Fewer steps comparatively	1.       You can’t choose a number format. 2.       You have to enter formula manually.
Method 3: Use “Sum” Command	1.       Fewer steps comparatively 2.       You don’t have to enter formula manually.	3.       You can only sum a column of numbers. 4.       You can’t choose a number format.

Address File Corruption Problem Smartly

Once a file gets corrupted, most people know that they should run the built-in function in Word to repair their file. However, this built-in function fails to meet people’s need sometimes. Then the smart way is to choose a specialized Word file corruption repair tool. With such a powerful tool at hand, you shall have no concern for losing files.

Author Introduction:

Vera Chen is a data recovery expert in DataNumen, Inc., which is the world leader in data recovery technologies, including xlsx repair product and pdf repair software products. For more information visit www.datanumen.com

1. Double-click in the footer or header where you want page numbering.

2. Go to Header & Footer > Footer, and then scroll to find and select Semaphore.

3. Select Close Header and Footer or double-click anywhere outside of the header or footer areas to exit.

See also

Start page numbering later in your document

1. Go to Insert > Page Numbers

2. Select Include Page Count for an X of Y format.

3. Choose a location.

To remove page numbers, repeat these steps but choose Remove Page Numbers.

You are here

Okay, I’m going to start with the assumption that most people will know how to create a simple table in Microsoft Word 10. I’m further going to assume that most people are like me, and put their headings in the first row – so we know what data to enter where. The assumption about the headings is important because it will have an impact later on.

So, I created the following table with dummy data :

Given how few items there are in this table you could easily do the sums in your head and just type them in. But why whip out the calculator when the table should be able to do the sums for you?

The first sum we need to do is to multiply the unit cost of Part #123 by the Unit Qty – i.e. 100 x 2. For this we will need the formula using PRODUCT. This is what we want to see :

And this is how we do it :

Click inside the Sub-Total cell of Part #123. Next, click the ‘Layout’ tab at the top of your screen, and select ‘Formula’.

A popup will appear :

Under Formula, Word automatically displays the formula it thinks you might want to use. ‘=SUM(LEFT)’ is not the one we want so either backspace over it, or highlight the whole thing and delete.

Hit the equals sign on your keyboard [‘=’].  Now click the arrow next to ‘Paste function’ to display the list of available functions. The one we want is PRODUCT.

Click ‘PRODUCT’ and Word will paste it into the ‘Formula’ box for you. It will also add two brackets – ( ) – and the cursor will be inside those brackets, ready for you to tell Word which numbers you want multiplied. Type the word left. Yes, the actual word for left. See below :

While you’re there, click the arrow next to ‘Number format’, scroll down the list and select the decimal format. Click OK and Word will multiply all the numbers to the left of the current cell until it reaches a blank cell, or, as in our case, it reaches some plain text. The number that results from that multiplication will be inserted into the Sub-Total field of the table.

Now, as we all know that 500 x 1 = 500, you could just type the next two numbers in the Sub-Total fields, but use Product instead for practice. When you’re done, your table should look like this :

Now we’re going to add up those three numbers, and have Word put the result in the Total column. But before we do that I need to explain about co-ordinates.

In spreadsheets, the column names and row numbers are always visible, like so :

In Word tables, however, we have to imagine those nice, neat co-ordinates. I didn’t imagine them properly and spent hours trying to work out why my formulas weren’t working. You see, I counted the first row of data as row 1. Wrong. That honour goes to the column headings I put in. Thus the co-ordinates I need to enter into the formula to add up the three Sub-Total amounts are e2:e4 [not e1:e3].

Onwards.

Click inside the empty cell in the Total column, go to Layout, Formula. Because Word can’t find any numbers to work with, the popup just shows the equals sign [‘=’]. As before, display the list of available functions, but this time, select SUM.

With the cursor inside the SUM brackets, type :

e2:e4 [e2 colon e4]

Remember to select the decimal number format, and the popup should look like this :

Click OK and our table should now look like this :

Just two more formulae to do!

No quote or invoice would be complete without our beloved GST. We could just move the decimal point one place to the left to get our 10% GST, but that would be too easy. 😉

In the empty cell next to GST, click inside the cell, open Layout, select Formula and delete the existing formula from the popup. This time we are doing it ALL manually.

The Total column corresponds to column F, so the total amount for parts corresponds to f5 [because the headings are on row 1].

This may sound obvious, but trust me, it’s very easy to forget, especially when you’re tired.

Now we need to write a formula to divide f5 by 10. The formula is :

=(f5/10)

Note : the ‘divide’ sign is found on the top of the numeric key pad of your keyboard. Don’t forget to select decimals as the number format. Click OK and you should see something like this :

Our last task is going to be the easiest of the lot. All we have to do is add the GST amount to the figure for total Parts.

Click inside the empty TOTAL cell, click on Layout [unless you’ve already done so], and select Formula. The popup shows the exact formula we need, already selected for us – i.e. =SUM(ABOVE). This formula will add up all the numbers that occur above the cell in which the formula is located. That means it will add Parts and GST only because we kept the rest of the column empty.

Before we click OK, select $ from the number format list in the popup :

Now click OK and see the results of our hard work!

And of course, the $ sign is in the wrong place. -sigh- To make this beast look as pretty as we can, we’re going to make the Total column fit the widest entry in it.

Move your cursor to the top of the Total column. When it changes to a down arrow, click to highlight the whole column :

With the Layout tab open, click Autofit, and select ‘Autofit contents’.

The Total column is now wide enough to show the $ sign properly, however the numbers still don’t line up nicely with the right hand side of the column.

With the Total column still highlighted, search the Layout tab until you find the ‘Align right’ icon :

Click, and ta dah!

Before I shuffle off for a well-deserved cup of coffee, I have to say that this has been a lot of work to achieve something Excel probably could have done faster. The point is though, with a spreadsheet you end up with a spreadsheet. With Word tables, you end up with something that can be incorporated into a complete, professional looking document. That said, I wouldn’t dream of using a table for masses of data – that is not what it is designed for. Tables are a quick [once you know what you’re doing] and dirty tool for smallish jobs.

Remember, use the right tool for the right job. 🙂

Okay, I’m done.

Cheers

Meeks