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.
- Select the table or portion of the table that you want to sort
- Click the Layout tab on the Ribbon
- Click the Sort button in the Data group
- Specify the column that you want to Sort by
- Specify the Type of data that you are sorting
- Select either Ascending or Descending
- Click Ok
It is good practice to select the header row along with the rows you want to sort
If your tables headers are not appearing in the drop list, select the My list has Header row option
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.
- Click in the cell where you want to insert the formula
- Click on the Layout tab of the Ribbon
- Click the Formulas button
- Enter the formula in the Formula box
- Select the required format from the Number format drop down list such as currency or whole number
- The Paste function drop down list can be used to insert basic functions into the formula
- Click Ok
The image above shows the Sum function being used to add the values in a column
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.