Word tables are useful for organizing text into rows and columns and for providing an attractive layout option for lists and other data. However, tables get especially powerful and dynamic when you apply formulas to the numeric data contained within a table’s rows or columns. For example, if you have a table of sales for various departments, you can display the total sales in a cell at the bottom of the table. Similarly, if your table contains an invoice with a column showing the subtotals for each item, you can display the invoice total in a cell.

The trick to using formulas within tables is to reference the table cells correctly. The easiest way to do this is to use relative referencing, which is built into Word tables:

Relative Reference    Refers To
ABOVE-All the cells above the formula cell in the same column.
BELOW-All the cells below the formula cell in the same column.
LEFT-All the cells to the left of the formula cell in the same row.
RIGHT-All the cells to the right of the formula cell in the same row.

To display the sum of the values that display in the column above a cell, you place the formula =SUM(ABOVE) in a Word field in that cell:
1. Click inside the cell.
2. Press Ctrl+F9 to create a new Word field.
3. Type =SUM(ABOVE).
4. Press F9. Word updates the cell to display the sum of the cells above it.

Figure 1.3 shows an example of this formula field in action in the SUBTOTAL cell (showing the result $82.22). Note that this cell is bookmarked with the name Subtotal so that I can use that name in a formula. (I discuss this in more detail later in this chapter; see “Calculating Tax in an Invoice Document.”)

This example uses the SUM function, but Word offers several others you can take advantage of; they are listed in Table 1.1.

Function Returns
ABS(x) – The absolute value of x.

AND(x,y) – 1 if both x and y are true; 0 otherwise.

AVERAGE(x,y,z,…) – The average of the list of values given by x,y,z,….

COUNT(x,y,z,…) – The number of items in the list of values given by x,y,z,….

DEFINED(x) – 1 if the expression x can be calculated; 0 otherwise.

FALSE – 0.

INT(x) – The integer portion of x.

MIN(x,y,z,…) – The smallest value in the list of values given by x,y,z,….

MAX(x,y,z,…) – The largest value in the list of values given by x,y,z,….

MOD(x,y) – The remainder after dividing x by y.

NOT(x) – 1 if x is false; 0 if x is true.

OR(x,y) – 1 if either or both x and y are true; 0 if both x and y are false.

PRODUCT(x,y,z,…) – The result of multiplying together the items in the list of values given by x,y,z,…

ROUND(x,y) – The value of x rounded to the number of decimal places specified by y.

SIGN(x) – 1 if x is positive; –1 if x is negative.

SUM(x,y,z,…) – The sum of the items in the list of values given by x,y,z,….

TRUE – 1.

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