Word > Word 2007 Intermediate > Working with Tables

Sorting Data and Using Formulas

Microsoft Word 2007 provides features for sorting and inserting formulas to help you work with your tables data.

Sort Table Data

Word can sort a tables data numerically, alphabetically or chronologically in an ascending or descending order.

  1. Select the table or portion of the table that you want to sort
  2. It is good practice to select the header row along with the rows you want to sort

  3. Click the Layout tab on the Ribbon
  4. Click the Sort button in the Data group
  5. Entering table sort criteria

  6. Specify the column that you want to Sort by
  7. If your tables headers are not appearing in the drop list, select the My list has Header row option

  8. Specify the Type of data that you are sorting
  9. Select either Ascending or Descending
  10. Click Ok
  11. Table with sorted data

You can apply up to three sorts on a table

Use Formulas in a Table

It is possible to use formulas and some basic functions in tables in Microsoft Word. It is not as powerful at calculating as Excel, and the table does not have the row and column headers like a spreadsheet, however table cells can still be referenced by using a cell reference such as B1.

  1. Click in the cell where you want to insert the formula
  2. Click on the Layout tab of the Ribbon
  3. Click the Formulas button
  4. Inserting a formula to a table

  5. Enter the formula in the Formula box
  6. The image above shows the Sum function being used to add the values in a column

  7. Select the required format from the Number format drop down list such as currency or whole number
  8. The Paste function drop down list can be used to insert basic functions into the formula
  9. Click Ok
  10. Sum formula being used in a Word table

If any of the values being used in a formula changes, the formula will need to be manually updated. Formulas use fields which can be updated by selecting the field and pressing the F9 key.

When inserting functions the direction of the cells can be used as an alternative to the cell references in Word. For example, =SUM(ABOVE) is used instead of =SUM(B2:B5) in the formula shown above. This is because the formula adds all the values in the cells above.

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