INSIDER SECRETS: Master Microsoft Word
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Master Microsoft Word
 Tip 1: Crunch numbers quickly in Word  Tip 2: Troubleshoot common Word problems  Tip 3: Make PDFs without Acrobat Submitted by:Andrew Savikas Author, Word Hacks  Learn more about Andrew
Crunch numbers quickly in Word
 If you used Word when the first President Bush was in office, you might remember a handy feature from the Tools menu: the Calculate command. With the standard four functions, plus exponents and percentages, Calculate could handle a lot of the math needed for simple sales reports or budget proposals. Though Microsoft removed the command from the Tools menu in Word 6.0, you can still find it if you know where to look. This hack shows you how to put the Calculate command back on the Tools menu, but you can add it to any of the toolbars or shortcut menus.
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Resurrecting Calculate
First, select Tools > Customize and click the Commands tab. In the Categories column, choose All Commands. Scroll down until you find ToolsCalculate, as shown in figure 1.

Figure 1: Locating the Calculate command buried deep in Word.

Drag the command to the Tools menu and place it right under the Speech option or anywhere else on the menu. Right-click the new menu item and rename it Calculate, as shown in figure 2. When you first place the command on a menu or toolbar, it may appear grayed out. Calculate is available only when you've selected text.

Figure 2: Returning Calculate to the Tools menu.

Using Calculate
By default, the Calculate command will add any set of selected numbers separated by white space. Word temporarily displays the result in the status bar, as shown in figure 3, and also places it on the clipboard.

Figure 3: The sum of the selected numbers is temporarily displayed in the status bar.

Calculate ignores any text that isn't a number, except for currency symbols, periods, and commas, which it recognizes when these are part of a number. For operations other than addition, you must include the mathematical operator. Table 1 lists the operations in reverse order of precedence. To force a calculation out of precedence order, enclose the expression in parentheses. Addition and subtraction are of equal precedence and are evaluated left to right. Multiplication and division also are of equal precedence and are evaluated left to right. Though Calculate is most often used in tables, it works on any selected text. For example, you can use this command to quickly add all the numbers in a paragraph of text, as shown in figure 4.

Table 1: Syntax for the Calculate command, in reverse order of precedence.
 Operation Operator Example Result Addition + or space 220 + 419 982 1621 Subtraction - or ( ) 1440 (312) - 96 1032 Multiplication * 24 * \$199 \$4,776 Division / \$20,000/36 \$555.56 Exponential (power or root) ^ (32^(1/5))^8 256 Percentage % \$89 * 15% \$13.35

Figure 4: Calculate works with selected text and displays the results in the status bar.

 Submitted by:Andrew Savikas Author, Word Hacks Andrew Savikas works at O'Reilly Media, where he helps the production department turn manuscripts into O'Reilly books. He developed and maintains the custom Word template and VBA macros used by all O'Reilly authors. This material has been adapted from Word Hacks by Andrew Savikas, published by O'Reilly Media. Copyright O'Reilly Media, 2004. All rights reserved. O'Reilly makes no representation as to the accuracy of the materials provided by them.
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