Perform calculations in tables without using Microsoft Excel

For the purposes of this workshop, we've created a new Word document and constructed a very simple invoice layout, which includes a two-column table with six rows. To insert a table like this in Word 2003, left-click on the Insert Table button in the Standard toolbar, drag to select the appropriate table size (6x2 in our case) and then release the mouse button. The second part of the process is essentially the same in Word 2007 but start by clicking the Table button on the Insert tab of the ribbon.

We've added a few headings and labels to our table to reflect its intended purpose as an invoice. We'd suggest following our example exactly, as it will help understand how the calculations work later. So, type Job description and Amount owing as headings in the two cells of the top row; then skip two rows and type Sub-total, VAT at 20% and Total into the final three cells of the table's first column.

Though knowledge of spreadsheets isn't essential to perform calculations in Word, it's useful to know that the application references individual cells in a table in much the same way as Excel does a spreadsheet. So, even though they're not labelled as such, the two columns in our table are referenced by Word as ‘A' and ‘B', while the rows are ‘1' through to ‘6'. In other words, the top-left cell is ‘A1' and the one at the bottom-right is ‘B6'. We've added some job descriptions into cells A2 and A3 and the associated costs in cells B2 and B3. As we want to keep the cash amounts lined up, we left-clicked the top of column B to select it and then clicked the Align Right button in Word 2003's Formatting toolbar. In Word 2007, the same button is on the ribbon's Home tab.

To add a formula to tot up the two cash amounts, first click in cell B4 (to the right of the ‘Sub-total' heading). In Word 2003, choose Formula from the Table menu; in Word 2007, click the Layout tab followed by the Data button then choose Formula. This opens the Formula dialogue box. As Word has detected numbers in the cells above B4, it had automatically inserted what it thinks is the most suitable formula: =SUM(ABOVE). This is indeed the formula we need, so just click OK. Instantly, the sum of cells B2 and B3 will appear in B4, our sub-total cell.

Now to calculate the Vat content. Click in cell B5 and summon the Formula dialogue box as before. Word will again automatically insert the =SUM(ABOVE) formula. This time, though, it's not what we want, so click in the Formula box and use the Backspace key to delete it. In its place type =SUM(B2:B3)*0.2 then click OK. To analyse this formula a little, we've asked Word to first tally all figures between the cell range B2 to B3 before multiplying the result by the 0.2, which is the fraction that equates to the new 20 per cent Vat rate. Again, you'll see that Word instantly works out the result and inserts it.

Finally, we need to add the Vat content to the sub-total figure to work out the amount owing to appear in the cell to the right of the Total label. Click in cell B6, open the Formula dialogue box and type =SUM(B3,B4). This tells Word to add up specific two cells. In a different document, more cells could be included in this calculation by adding further comma separators. Click OK and the invoice calculations are complete. However, it's worth noting that, unlike Excel, Word will not automatically update the calculations if one of the amounts is changed. To recalculate a particular amount, click in the cell and press F9 on the keyboard. Alternatively, to quickly recalculate all cells containing formulae, first select the whole document using the keyboard shortcut Ctrl and A and then tap F9.