Microsoft KB Archive/211255

= HOW TO: Set Up a Table as a Worksheet in Word 2000 =

Article ID: 211255

Article Last Modified on 10/27/2002

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APPLIES TO


 * Microsoft Word 2000 Standard Edition

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This article was previously published under Q211255



IN THIS TASK
SUMMARY
 * How to Reference Cells
 * Operations That You Can Use to Manipulate Values in Cells
 * How to Refer to Cells
 * References to Avoid

REFERENCES



SUMMARY
This article explains how to create simple worksheets in Microsoft Word by using tables and the Formula (=) field. In these worksheets, you can add, subtract, multiply, and divide values entered in cells.

How to Reference Cells
Individual cells are referenced by column letter and row number in the form of "A1", where A represents the column and 1 represents the row. For example, A2 refers to the cell located in the first column second row. To select a row only, the syntax is "2:2", and to select a column, the syntax is "A:A".

NOTE: All of the examples in this article refer to the following table and can be placed in any blank cell in the table.

  Row        Column ---      -

A  B   C

-   1      | 2 | 5 | 4 |           -    2      | 7 | 3 | 6 |           -    3      | 8 | 1 | 0 |           -    4      |   |   |   |           - When you use this table, you can enter the sum of column A into the blank cell A4. To do this, follow these steps:
 * 1) Place the insertion point in the blank cell A4.
 * 2) On the Table menu, click Formula.
 * 3) In the Formula box, you may see an equal sign (=) or an automated formula, such as (=SUM(ABOVE)). You can delete that entry and enter any type of formula, as explained in the next section of this article.


 * 1) You can either leave the Number Format box blank or select an item in the list.
 * 2) Click OK.

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Operations That You Can Use to Manipulate Values in Cells
Addition                               Use a formula      Result from To do this                 similar to this    the sample

Add a number to a cell     =(A1) + 3          5

Add two adjacent cells     =SUM(A1:A2)        9 -or- =(A1+A2)

Add two non-adjacent cells =(A1+A3)           10

Add a range of cells       =SUM(B:B)          9 -or- =SUM(B1:B3) Subtraction                                 Use a formula      Result from To do this                   similar to this    the sample

Subtract a number from a cell =(A1)- 3          1

Subtract two cells           =(A3-B2)           5

Multiplication                                    Use a formula      Result from To do this                      similar to this    the sample ---

Multiply a number by a cell     =(A1)* 3           6

Multiply two adjacent cells     =PRODUCT(A1:A2)    14

Multiply two non-adjacent cells =PRODUCT(A1,A3)    16

Multiply a range of cells       =PRODUCT(B:B)      15 -or- =PRODUCT(B1:B2) Division                                   Use a formula    Result from To do this                     similar to this  the sample

Divide a number by a cell      =(A1)/3         .67

Divide two cells               =C2/A1           3 back to the top

How to Refer to Cells
Syntax:

Unlike earlier versions of Word, individual cell references do not have to be enclosed in brackets and parentheses. However, cell ranges, which are separated with a colon, as in (A1:A6), must be enclosed in parentheses.

Referencing Cell Ranges:

If the cells are in a contiguous block (they cover a rectangular area), you can shorten the reference to them. For example, the eight-cell area from A1 to D2 can be referenced as A1:D2.

Referencing Nonadjacent Cells:

When you add or multiply nonadjacent cells, you can refer to each cell individually, or you can separate the references themselves with commas.

NOTE: You can use commas only with the Sum and Product functions.

For example, these formulas are equivalent:

Sum Example:

  {=SUM(A1) + SUM(C2) + SUM(B2)} {=SUM(A1,C2,B2)} Product Example:   {=PRODUCT(A1) + PRODUCT(C2) + PRODUCT(B2)} {=PRODUCT(A1,C2,B2)} When you subtract or divide nonadjacent cells, you must refer to each cell separately (that is, you cannot use commas), as in the following examples:   {=SUM(A1) - SUM(C2) - SUM(B3)} {=SUM(A1) / SUM(C2) / SUM(B3)}

Relative References:

Relative references are useful when you want a generic formula that does not refer to specific cells. You can add and delete rows and maintain a correct result. Relative references are also useful when you do not want to retype a formula. For example, if you want each cell in the fifth column to contain the sum of the numbers of the first four columns in the same row, you can use a relative reference. In this example, the field would resemble the following:

  {=SUM(LEFT)} You can also combine relative references with absolute references (references to a specific cell).

Bookmark References:

You can apply a bookmark to the contents of any cell or field and use that bookmark in a calculation. This can often simplify the construction of other fields and can save typing.

For example, if you apply a bookmark called "Quantity_Sold" to the contents of cell A3, you can refer to it in another cell.

  {=Quantity_Sold*.10} {=Quantity_Sold*SUM(B2)} {=Quantity_Sold*Commission}

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References to Avoid
If you refer to a whole row or column and place the field in that range, Word includes the field result in the calculation. Each time that you update the calculation, it includes itself in the result. This produces a different result (even if none of the other numbers in the row or column have changed) and yields unreliable results.

Example of the type of fields to avoid:

  {=SUM(C:C)} This field adds the whole column, including the result. Each time that you update this field, the result is the sum of the column plus the field's previous total. To prevent this behavior, use an absolute reference instead, and place the field in another column.

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