Word 97 includes its own math features, which enable you to perform calculations on numbers included in documents or tables.
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In fact, you can use Word to carry out many of the basic tasks usually performed in a spreadsheet application such as Microsoft Excel, which is included with Microsoft Office 97.
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It is often more convenient to use Word's math features instead of Excel, for example when
ò simple calculations are required,
such as totals or averages
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ò numbers are arranged in simple
rows and columns in a table
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ò numbers are distributed
throughout a document
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However, it is better to use Excel's more comprehensive math tools when
ò complex math operations
are required
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ò complex tasks are being
attempted, such as worksheet
analysis or trend forecasting
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ò numbers in a table are not
arranged in simple rows and
columns
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When you use Excel to perform calculations, the integration of the components of the Office 97 suite make it easy for you to import your work into a Word document from Excel.
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It is also easy to move data from a Word document into Excel.
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Let's begin by looking at how to perform calculations on numbers dispersed throughout the text of a document.
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We can take this part of a memo on departmental budgets, created by Vicky Jones, as an example.
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There are four figures in this document, each relating to the cost of staff training in each quarter of a year.
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Vicky wants to automate the calculation of the total training cost for the year and have Word insert it after the dollar sign at the end of the last sentence in her document.
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Vicky needs to create a bookmark to name the location of each number she wants to use in her calculation.
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She can then use the names of the bookmarked figures in a formula field.
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To create a bookmark, Vicky simply highlights the figure she wants to use in her formula.
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Then she selects ^UBookmark^u from the ^UInsert^u menu.
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When the Bookmark dialog box opens, she types ^RQuarter4^r in the Bookmark name field.
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And then she clicks the ^UAdd^u button.
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She then repeats this process with all the numbers she wants to use in her formula.
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To insert the field containing the formula, Vicky places the insertion point where she wants the result of the calculation to appear.
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Then she selects the ^UField^u option from the ^UInsert^u menu.
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The Field dialog box opens, enabling Vicky to select the type of field she wants to insert.
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The two list boxes at the top of the dialog box enable you to browse for the type of field you want to insert by
ò category
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ò field name
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As Vicky is inserting a mathematical formula, she needs to ensure that ^UEquations^u ^Uand Formulas^u has been selected from the Categories list.
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And she has to make sure that ^U=(Formula)^u has been selected from the Field names list.
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<f>When she has selected the correct field category and field name, Vicky can enter the formula in the Field codes field.
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Her formula can include bookmarks, mathematical operators, and standard numerals, for example =A+B*100.
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To add the four bookmarks, Quarter1 - Quarter4, Vicky needs to enter the formula
= Quarter1 + Quarter2 + Quarter3 + Quarter4
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It is very important to get the syntax of the formula correct, for instance by ensuring there are spaces after the equals sign and before and after the plus signs.
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When she has entered the formula in the Field codes field, Vicky inserts the field into her text by clicking the ^UOK^u button.
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The field code is inserted where she placed the insertion point, but only the result of the calculation it performed is visible.
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You can view the field code itself by selecting the result of the calculation and pressing the ^UAlt+F9^u keys.
To hide the field code and view the result once more, simply press the ^UAlt+F9^u key again.
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If one of the numbers Vicky has bookmarked changes, for example if the figure for Quarter4 rises to $27,000, the result of the calculation has to be updated manually.
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To update the calculation, Vicky simply clicks on the previous result, which automatically selects it.
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Then she presses the ^UF9^u key, which instantly recalculates the bookmarked figures and enters the new total.
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Now let's look at how Word's math features may be used to perform calculations on numbers arranged in a table.
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Suppose that Vicky Jones has created a table of sales figures for inclusion in the CTI software catalog she is working on.
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She needs to complete her table by inserting the totals of each row in the Quarter totals column.
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And she wants to insert the sum of these totals in the bottom cell of this column.
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Vicky begins by placing the insertion point in the first cell she wants to perform a calculation in.
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Then she selects ^UTables and Borders^u from the ^UToolbars^u submenu of the ^UView^u menu.
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This opens the Tables and Borders toolbar, which Vicky can use to insert sums into her table quickly.
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Vicky can click the ^UAutoSum^u button on this toolbar to automatically insert an =(Formula) field into the cell she has placed the insertion point in.
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A formula inserted using this button will return the sum of all the cells above or to the left of the cell containing the insertion point.
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However, this can lead to problems when there are cells both above and to the left of the cell where the =(Formula) is placed.
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Here, for example, the formula has calculated the total of the cells above, rather than to the left of, the cell containing the insertion point.
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As this is not what Vicky intended, she needs to use another way of inserting the formula into this cell.
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Vicky can also insert a formula by selecting ^UFormula^u from the ^UTable^u menu.
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This opens the Formula dialog box, which enables Vicky to specify particular cells and different mathematical operations in a formula, and format the results.
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When the Formula dialog box opens, Word automatically analyzes the table to suggest an appropriate formula and displays it in the Formula field.
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If Word cannot determine an appropriate formula, the Formula field will be left blank for Vicky to type the formula she wants.
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The first character in the Formula field is always the equals sign (=).
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<f>This is followed by a mathematical ^Rfunction^r, for example SUM(), which specifies the particular mathematical operation required.
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Instead of entering functions by hand, Vicky can select them from the Paste function drop-down list.
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This automatically enters the selected function in the Formula field.
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Vicky can specify which cells to include in the calculation in the empty parentheses following the SUM() function.
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Many functions are followed by empty parentheses that can be used to include any number of arguments separated by commas or semicolons.
Arguments may consist of any combination of reductive functions, numbers, bookmarks, cell references, and mathematical operators.
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There are several methods she can use to refer to specific cells, or ranges of cells, in her formula.
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Vicky can enter the terms ABOVE, BELOW, LEFT, or RIGHT to specify the cells to be included in the calculation, for example she could enter the formula
^R=SUM(LEFT)^r
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Unlike formulas entered using the Field dialog box, formulas entered in the Formula dialog box do not require spaces after the equals sign or between elements in the formula.
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This will calculate the total value of all figures in the cells to the left of the cell showing the insertion point and will enter the total in that cell.
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Vicky can also use a system of column and row coordinates to refer to cells in a formula.
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The columns of a table can be referred to using the letters A, B, C, and so on.
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Similarly, the rows can be referred to using the numbers 1, 2, 3, and so on.
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For example, the cell containing the heading "Product" can be referenced as cell A1.
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And the cell containing the total "38,250" can be referenced as F2.
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The table coordinate system also enables you to refer to a range of cells in a formula.
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For instance, you can specify the cells B3 and E3, and all the cells between, by using the reference B3:E3.
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An =SUM() formula containing this range of cells will total the figures in the cells B3, C3, D3, and E3.
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You can also use the column or row part of a coordinate on its own to refer to all the cells in that row or column.
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For example, the reference F:F specifies all the cells in the last column of Vicky's table.
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And the reference 5:5 specifies all the cells in the fifth row of her table.
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You can use bookmarks to include references in a formula to cells, or a range of cells, located in a table other than the one you are inserting the formula in.
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For example, if Vicky wanted to include a value in a cell in another table, she would first bookmark that value.
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She could then enter that bookmark in the formula in the table she was originally working on.
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Or, instead of typing the bookmark name into the formula, she could use the Paste bookmark drop-down list to insert the bookmark name automatically.
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Vicky enters the formulas to total the rest of the rows in her table.
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To total all these totals in the bottom cell of the last column, she enters the formula
^R=SUM(ABOVE)^r
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Before inserting this formula, she decides to specify that the number returned by the formula should be formatted as a dollars and cents figure.
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She can set the format of the number returned by the formula using the Number format drop-down list.
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Vicky clicks the ^UOK^u button to insert the formula into the table cell.
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Word then returns the result of the calculation to the cell with the number formatted to show dollars and cents.
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Now that you have seen Vicky enter a formula in a table cell, you can try this task yourself.
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Although Word's math tools are sufficient for most purposes, there will be occasions when you need to use a more sophisticated set of math tools, such as those in Excel.
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While you may prefer to use Excel to perform calculations, you may want to incorporate the resulting worksheet in a Word document.
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Similarly, you might need to use information in a Word document that has been created and saved as an Excel worksheet by a colleague.
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In Excel, a worksheet is the primary document used to store and work on data.
Worksheets consist of cells arranged in rows and columns, much like a Word table.
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You can use an Excel worksheet in a Word document by
ò ^Rpasting^r the data from the
worksheet into Word as a table
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ò ^Rembedding^r the worksheet in
the document, making the
document and worksheet an
integral unit
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ò ^Rlinking^r the worksheet to the
document, so that changes in one
file are reflected in the other
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When you paste data from an Excel worksheet into a Word document, the source data is converted into text.
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This has the advantage that the data takes up less storage space than embedded data.
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However, you cannot update or edit data that has been pasted in this way - the data must be recreated.
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Embedding and linking Excel data in Word documents are made possible by a program-integration technology called Object Linking and Embedding (OLE).
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All the applications in Office 97 support OLE, as do many applications from third-party developers.
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Embedded data has the advantage that it is stored within the Word document, so there is no need to maintain links between the source file and the Word document you embed the data in.
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You can easily edit embedded data by double-clicking it, which starts the original application, such as Excel, with the data displayed.
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However, if you have embedded the same data in several documents and need to update it, you need to update each document separately.
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Unlike embedded data, changes made to the source document for linked data are reflected in all documents containing a link to the data.
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However, if you send a document containing linked data to someone else for editing, you need to ensure that the source data and the application it was created in are also available to the recipient.
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Let's take a look at how these different ways of exchanging information between Excel and Word are actually done.
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Vicky Jones has created an Excel worksheet for her sales figures.
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And she now wants to ^Rpaste^r this information from the worksheet into her Word document as a table.
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Vicky opens both her Word document and the Excel worksheet, in which she selects the appropriate cells.
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She then clicks the ^UCopy^u button to place a copy of her selection onto the Windows Clipboard.
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And she returns to Word, where she can insert her selection from the Clipboard into her document.
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To do this, Vicky places the insertion point where she wants the table to appear and clicks the ^UPaste^u button from the Standard toolbar.
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Or she can select ^UPaste Cells^u from the ^UEdit^u menu.
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Either method pastes the information from the Clipboard into her Word document as a Word table.
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A table created in this manner can be formatted in all the same ways as any other Word table.
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And formulas can be inserted in it to automate calculation or recalculation of the values in the cells.
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Because data pasted into Word in this way is converted into text or a graphic, it cannot be edited in Excel.
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To edit this data in Excel you would have to recreate the data in that application or edit a saved Excel version and then paste the new worksheet into Word as another table.
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Vicky decides to embed the Excel data into her document so that it can be saved and exchanged as an integral part of her Word document.
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To embed the data, she selects the ^UPaste^u ^USpecial^u option from the ^UEdit^u menu.
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This opens the Paste Special dialog box.
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Vicky selects the ^UMicrosoft Excel^u ^UWorksheet Object^u option from the list.
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The ^UFloat over text^u checkbox has been selected by default, and places the embedded worksheet on the document's drawing layer, where it can be placed in front of or behind text and other objects.
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If she cleared this checkbox, the object would be inserted at the insertion point and would behave like other text.
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Vicky could select the ^UDisplay as^u ^Uicon^u checkbox to insert an icon representing the embedded data into her document.
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When this icon is inserted into her document, Vicky can double-click it to open or edit the embedded data.
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Vicky chooses to insert the worksheet itself rather than an icon and clicks ^UOK^u.
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This embeds the worksheet data into her Word document.
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As this worksheet object has been placed on the drawing layer of the document, Vicky can select it and drag it around the page.
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She can place it wherever she wants.
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She can also drag the handles on the object to enlarge it or shrink it.
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If Vicky wants to edit the embedded data, she double-clicks it, which opens the object as an Excel worksheet and places Excel tools in Word's toolbars.
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She can then edit the worksheet just as she would in Excel.
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Suppose Vicky wanted to embed a new Excel worksheet into her Word document.
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She can do this by selecting ^UObject^u from the ^UInsert^u menu.
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This opens the Object dialog box.
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In the ^UCreate New^u tab, Vicky selects the correct type of object from the list.
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Then she clicks ^UOK^u.
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Word embeds a blank worksheet and adds Excel tools to the Word toolbars.
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Vicky can use these to enter and edit data in the new worksheet object.
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Although any recipient of this document will be able to view the embedded data, only those with access to Excel can edit the worksheet.
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If Vicky wanted to ^Rlink^r the data in the worksheet to her Word document, so that her document would automatically update when the Excel source file changes, she would select ^UObject^u from the ^UInsert^u menu.
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This opens the Object dialog box that we saw earlier when embedding the worksheet object.
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This time, however, Vicky selects the ^UCreate from File^u tab.
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Vicky can now type a path in the File name field.
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Or she can click the ^UBrowse^u button.
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The Browse dialog box enables her to search for and select the worksheet she wants to link her document to.
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When she has selected the worksheet file, Vicky clicks the ^ULink to file^u checkbox to create a link to it rather than embed it in the Word document.
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Then she clicks ^UOK^u.
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Word then inserts the information in the worksheet into the Word document and links the insertion to the original worksheet file.
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When Vicky double-clicks the inserted worksheet, the link opens the original worksheet in Excel, enabling her to edit and update the data.
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Although the worksheet information is displayed in the Word document, it is actually stored with the original Excel workbook.
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This helps minimize the size of your Word file and enables all documents with a link to the file to be updated together when the Excel file is changed.
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Charts can be a more effective way of communicating numerical data than tables.
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They can show important trends or changes at a glance, and they don't obstruct the flow of communication in a document as much as a complex table can.
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Word 97's charting tool, which is called Microsoft Graph 97, allows you to quickly create attractive, informative charts and embed them into your Word documents.
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Charts are created using a Graph ^Rdatasheet^r, which opens in Word in its own window.
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You can enter text and numbers into a datasheet in a variety of ways, including
ò typing the data in
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ò copying the data from a
Word table
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ò copying the data from a
tabbed list in a Word
document
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Excel also uses Microsoft Graph 97 to create charts, so it is easy to include a completed Excel chart in your Word document using OLE.
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Alternatively, you can import data for a chart into a Graph datasheet from an Excel worksheet.
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Graph offers you a choice of 14 standard types of chart.
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It also offers a custom chart type that enables you to modify a chart to suit your particular needs.
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Graph also provides a number of formatting options that can further enhance the appearance and effectiveness of a chart, for example
ò gridlines
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ò data labels
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ò 3-D views
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Let's see how Vicky goes about creating and displaying a chart from the sales figures she has been preparing for CTI's software catalog.
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Vicky wants to use more of the width of the page to display her chart, so she decides to turn the page on its side.
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This is known as "landscape" orientation - normal page orientation is known as "portrait."
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She begins by selecting ^UPage Setup^u from the ^UFile^u menu.
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This opens the Page Setup dialog box.
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And she selects the ^UPaper Size^u tab.
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Vicky changes the page orientation by clicking the ^ULandscape^u radio button.
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This has increased the available width of her page.
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Finally, Vicky ensures that the Apply to drop-down list is set to ^UThis^u ^Usection^u, so that her changes won't affect the rest of the document.
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She clicks ^UOK^u.
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When she returns to her document, Vicky realigns her WordArt title to suit the new page layout.
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Then she places the insertion point where she wants her chart to appear.
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Next Vicky inserts her chart into her document by selecting ^UObject^u from the ^UInsert^u menu.
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This opens the Object dialog box, in which Vicky selects ^UMicrosoft Graph 97 Chart^u from the Object type list box in the ^UCreate New^u tab.
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Then she clicks ^UOK^u.
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Because Vicky has not yet specified any data for the chart and datasheet, they display a set of default data when they open in the document.
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To make it easier to edit, Word also automatically displays the Microsoft Graph Standard and Formatting toolbars when the chart is active.
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Now that she has inserted the chart into her document, Vicky can replace the default data with the data she wants to display.
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She chooses to copy her data across from the table of sales figures she created, so she opens the document containing that table.
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Vicky selects the cells in the table and then clicks the ^UCopy^u button to place her selection on the Windows Clipboard.
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Next she returns to the document containing the chart and selects the entries in the datasheet.
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And deletes them by selecting ^UClear - All^u from the ^UEdit^u menu.
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You can also delete the selected entries by pressing the ^UDelete^u key.
Or by right-clicking the selected entries and selecting ^UClear Contents^u from the shortcut menu.
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Vicky can now insert her own data into the blank datasheet.
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Vicky places the insertion point in the top-left cell of the datasheet.
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She then clicks the ^UPaste^u button.
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This pastes the data into the datasheet and updates the chart.
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If Vicky wants to import the figures from an Excel worksheet instead, she creates a chart and deletes the data from the datasheet in the same way.
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You need to have Word's worksheet converter files installed to import data from a worksheet.
If they have not been installed, you can add them by running your Word or Office setup program using your original installation disk.
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Then, instead of copying and pasting from the table, she clicks the ^UImport File^u button on the Graph Standard toolbar.
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This displays the Import File dialog box, in which she can browse for and select the correct Excel file.
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When she finds and selects the file she wants, she clicks the ^UOpen^u button.
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This opens the Import Data Options dialog box, which allows her to select which worksheet in the file to import.
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Vicky can also specify if she wants to import the entire worksheet or a range of cells.
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She does this by clicking the ^URange^u radio button and entering a range in the adjacent field.
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As the correct options are already selected, Vicky simply clicks ^UOK^u.
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The data from the worksheet is then entered into the datasheet and the chart is automatically updated.
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Now that Vicky has the correct data in her datasheet and chart, she can position and edit the chart to suit her needs.
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She begins by clicking outside the border of the chart to return to her document.
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Vicky can move the chart by clicking it to select it and then dragging it.
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She places it in the center of the page.
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She then drags the handles at the edges and corners of the chart to enlarge it.
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And drags it until it fills the page.
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Vicky does not like the chart as it appears, however.
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The sales columns hardly show, except for the Quarter Totals column, on the chart's scale of 0-250,000.
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The scale 0-250,000 has been determined by the range of numbers in Vicky's data.
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However, the highest figure in the data, the total sales figure, makes the rest of the sales data seem comparatively insignificant.
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Vicky decides to remove the totals from the datasheet, so she double-clicks the chart to open the datasheet.
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She then scrolls down to the correct part of the datasheet and selects the cells containing the data she wants to remove, in this case the Total Sales row.
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She then selects ^UDelete^u from the ^UEdit^u menu.
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This opens the Delete dialog box.
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And Vicky makes her selection to delete the entire row she has selected and clicks ^UOK^u.
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The totals data has been deleted and Word automatically updates the chart to reflect the new data.
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The scale on the Y axis of the chart has also changed.
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The horizontal axis of a chart, where the quarters of the year are displayed, is referred to as the X axis.
The vertical axis of a chart, where the scale 0-16,000 is displayed, is referred to as the Y axis.
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Vicky is quite happy with the appearance of her chart now, but she would prefer the data displayed in horizontal bars.
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To change the chart type, Vicky opens the ^UChart Type^u drop-down box in the Graph Standard toolbar.
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She selects the Chart type she requires, the Bar Chart, from the list.
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And the chart is immediately changed to reflect Vicky's choice of format, including a reversal of the information on the chart's X and Y axis.
