To add numbers in Microsoft Word, put them in a table, click the empty cell where you want the total, go to the table Layout tab, and click Formula. Word usually suggests =SUM(ABOVE) for a column or =SUM(LEFT) for a row. Choose a number format if you want, click OK, and the total appears. If you change the numbers later, click the total and press F9 to update it.
Below are the steps, the formulas Word supports, how to update totals, and when it’s better to use Excel instead.
Sum a column in a Word table
- Click the empty cell at the bottom of the column.
- Click the Layout tab that appears under Table Tools (or the second Layout tab on the right of the ribbon).
- Click Formula in the Data group.
- Make sure the box says =SUM(ABOVE).
- Pick a Number format, such as $#,##0.00 for currency, if you want.
- Click OK.
Sum a row
Click the empty cell at the end of the row, open Formula, and use =SUM(LEFT).
Formulas you can use
| Formula | What it does |
|---|---|
| =SUM(ABOVE) | Adds numbers above the cell |
| =SUM(LEFT) | Adds numbers to the left |
| =SUM(BELOW) or =SUM(RIGHT) | Adds numbers below or to the right |
| =AVERAGE(ABOVE) | Averages the numbers above |
| =SUM(B2:B5) | Adds a specific range, using spreadsheet-style cell names |
| =PRODUCT(LEFT) | Multiplies the numbers to the left |
| =MAX(ABOVE) / =MIN(ABOVE) | Highest or lowest value above |
Cells are named like in Excel: columns A, B, C from left to right and rows 1, 2, 3 from top to bottom.
Update the total after changing numbers
Word formulas don’t recalculate automatically. Click the total, or select the whole document with Ctrl + A, and press F9. On some laptops, press Fn + F9. You can also right-click the total and choose Update Field.
Why the sum is wrong or shows an error
- Blank cells: SUM(ABOVE) stops at the first empty cell. Put 0 in empty cells.
- Text in cells: Cells with text, like a header, are ignored, but numbers mixed with text, like “5 units,” may not add correctly.
- Wrong direction: Make sure you used ABOVE for columns and LEFT for rows.
- Not updated: Press F9 after editing numbers.
Word vs Excel for totals
Word formulas are fine for small invoices, price lists and simple tables. For lots of numbers, automatic recalculation or complex formulas, create the table in Excel and paste it into Word, or use Insert > Table > Excel Spreadsheet to embed a worksheet in your document.
Related: create an organizational chart in Word.
Related: make a bar graph in Word.
Frequently asked questions
Can Word add numbers outside a table?
Not easily. Word’s formulas work in tables. Put your numbers in a table, or use a calculator.
Does this work in Word for Mac?
Yes. Click the table, open the Table Layout tab, and click Formula.
Can I sum in Word for the web?
Word for the web doesn’t support table formulas. Use the desktop app.
Kermit Matthews is a freelance writer based in Philadelphia, Pennsylvania with more than a decade of experience writing technology guides. He has a Bachelor’s and Master’s degree in Computer Science and has spent much of his professional career in IT management.
He specializes in writing content about iPhones, Android devices, Microsoft Office, and many other popular applications and devices.