Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, and 2016. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: Counting Values in Table Cells.

Counting Values in Table Cells

by Allen Wyatt
(last updated July 15, 2017)

Dan has a document with a huge table with many rows and six columns. In one of the columns he enters a single character (F, P, or B) for each row. Periodically Dan needs to count the total occurrences of the Fs, Ps, and Bs in that column. He wonders if there is some kind of macro that he can use to do the counting.

It is possible to do this with a macro, but the macro would not be simple. It is far easier to do a simple find and replace operation to get the desired totals. Follow these general steps:

  1. Select the column that contains the single characters. (If the first row in the column contains some header text that contains F, P, or B, then don't include the first cell in your selection.)
  2. Press Ctrl+H to display the Replace tab of the Find and Replace dialog box. (See Figure 1.)
  3. Figure 1. The Replace tab of the Find and Replace dialog box.

  4. In the Find What box, enter the letter you want to search for (F, P, or B).
  5. In the Replace With box, enter "^&" (without the quote marks).
  6. Click Replace All.

The result is that the character is replaced with itself, and Word lets you know how many replacements were made. (If Word asks you if you want to make the replacements in the rest of the document, turn down the kind offer.) You can repeat the steps for each of the other characters in the column, and you will have your desired counts.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (11258) applies to Microsoft Word 2007, 2010, 2013, and 2016. You can find a version of this tip for the older menu interface of Word here: Counting Values in Table Cells.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Setting Limit Height in the Equation Editor

You can adjust the distance between the equation body and a limit line.

Discover More

Creating and Naming a Worksheet Using a Macro

You can use macros to make your common Excel tasks easier and faster. For instance, if you routinely need to create new ...

Discover More

Setting the Left Indent of a Paragraph in a Macro

When using a macro to format text, you can set all sorts of attributes for paragraphs or individual characters. On attribute ...

Discover More

Create Custom Apps with VBA! Discover how to extend the capabilities of Office 2013 (Word, Excel, PowerPoint, Outlook, and Access) with VBA programming, using it for writing macros, automating Office applications, and creating custom applications. Check out Mastering VBA for Office 2013 today!

More WordTips (ribbon)

Entering Tabs in a Table

When press the Tab key while entering info into a table, Word dutifully moves to the next table cell. If you don't want to do ...

Discover More

Centering a Table

Left-justified tables are great for many document designs, but you may want instead to center a table between the margins of ...

Discover More

Viewing Formulas in Table Cells

Word allows you to insert simple formulas, using fields, in table cells. If you want to see these formulas in their entirety, ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is four less than 4?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)


This Site

Got a version of Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.