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Merging cells in a column is also possible to create a label that spans several rows of information. You can also do this to create a sub-title that spans one or more columns in a table. Type text into the merged cell, center and format to taste. Select the top row of cells in a table, right click and choose ‘Merge Cells’ to create one large cell. Recent versions of Word have a merge cells option (just like Excel) which is useful for putting a title on a table that moves with the table (instead of text above a table). This trick works for small tables but you’ll quickly get to the stage where you’re better off creating the table in Excel with its better formatting, function and re-calculation options. A simple formula looks like this: to display with a dollar sign and two decimal places. These formulas are entered as Word fields, so you have to press Alt+F9 to toggle between displaying the field and the contents. Unlike Excel, the formulas are not automatically updated unless you highlight the formulas and press F9.
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You also have to make sure that the calculation is refreshed if you change the values. You have to make sure that all cells in a row/column have either a number or zero (except, of course, the label cells at the end (top or left)). These shortcuts will operate on numeric cells only until it hits a text or blank cell, and any other numeric cells are ignored. Use this to create summaries at the bottom or right of a table. There are four useful shortcuts in Word table formulas, ABOVE, BELOW, LEFT and RIGHT – for example SUM(ABOVE) will add up the numeric only cell value in the cells immediately above. This can be hard to keep track of for a larger table (since there’s no cell references displayed in Word tables) but you can use bookmarks to label cells. The top left cell of a Word table is A1, the one to the left is B1 while the one below A1 is A2. The functions available depend on your version of Word.Ĭhoose Insert | Field then choose the Formula or = sign, and Word will display the various options available to you.Ĭells in a table have the same cell reference system as a normal worksheet. It’s no Excel, not even mini-Excel – more like an embryonic Excel but it does the job.įor example you can calculate the SUM, AVERAGE, MIN or MAX for a group of numbers in a table. There are some spreadsheet-like options available in Word tables that let you do some simple spreadsheet-like calculations. Positioning text and images exactly where you want them on a page can be difficult until you put them inside a table to control what goes where.įinally we mention the options to sort the contents of a table instead of manually adding rows in specific places. There are some nice ways to make titles and sub-titles both across and down tables.
#Shortcut for highlighting in word 2003 how to
You can make mini-spreadsheets in Word, we’ll show you how to make them and when to switch to Excel. The same feature has some tricky uses available to mere mortals, as we’ll describe in this issue. The tables function in Word is very handy and not just for producing obvious grids of information.