Form fields provide a data type and use formulas that can refer to those values, similar to using a variable.įorm fields aren't available from the standard menu or toolbar. Our example needs form fields to store the three static values and two formulas. With your table ready, it's time to start entering form fields, which allow you to enter data at a specific location. Then, enter the appropriate heading text in the left column. In the Insert Table dialog box, specify two columns, five rows, and click OK. To create the table, choose Insert from the Table menu and select Table. For instance, Figure A shows the table that will store and display values for our line item sales form.įigure A: Use tables to corral and manage values. Tables aren't a prerequisite for adding calculating fields, but we recommend them because they help manage your data. Once you've listed all the static values and formulas, you're ready to start building the form. Both formulas follow: Subtotal: =Price * Quantity Grand Total: =Subtotal * Tax + Subtotal Step 3: Design the form - use a table
You'll definitely want a grand total - the subtotal plus any applicable tax. In the case of our example sales form, you might want a subtotal - the result of multiplying the product's price by the number of items sold.
Before you start entering operators and operands, though, it's a good idea to work the formulas out with pen and paper. (By static, we mean a literal value and not the result of a calculation.) Step 2: Flesh out the calculationsīy referring to static values (Step 1) in formulas, you can calculate extended information. The information will vary from task to task, but before you do anything, determine the static values the form will need to store and evaluate. In that case, you might need the following information: For instance, let's suppose you want to use a Word document to calculate the total purchase price of a particular item. The first step to creating a calculating form is to determine the values you need to store and how the form will evaluate those values mathematically. Note: This article is also available as a PDF download. Only the values and formulas will change. In this example, you'll create a sales form that calculates totals, but the steps are generally the same regardless of your calculating task. Bookmarking the form field allows you to enter bookmark names in formulas, in essence using them as variables. Form fields can store static values and formulas. If you store values and formulas in a Word form field, Word can apply a data type to the data rather than interpreting everything as normal text.
The process isn't necessarily intuitive, but it's easy once you know how to use the proper tools. When performing mathematical equations, we usually turn to Excel, but Word can handle low-level calculations. This walk-through demonstrates the process. Word offers the tools you need to handle simple calculations within your documents.