Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, 2016, 2019, and Word in Microsoft 365. 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: Adding a Dynamic Total in Your Document.

Adding a Dynamic Total in Your Document

Written by Allen Wyatt (last updated March 6, 2023)
This tip applies to Word 2007, 2010, 2013, 2016, 2019, and Word in Microsoft 365


You can use Word to easily create a document that dynamically reflects changing values. For instance, you may have a document in which you have several figures mentioned. This might be a collections statement you are sending to a customer. Later you need to total these figures so you can show a total amount due. You can use bookmarks and a field to calculate the total due automatically. This is done in the following manner:

  1. Select the first amount that you want included in the total.
  2. Assign a bookmark to the selected amount; give it a name such as Amount1.
  3. Repeat steps 1 and 2 for each of the other amounts in your document, providing different bookmark names each time.
  4. Position the insertion point where you want the total inserted.
  5. Press Ctrl+F9 to insert a pair of field braces. Make sure the insertion point stays between the braces.
  6. Type =Amount1 + Amount2 + Amount3, and so on, where these are bookmark names. Make sure you include the names of all the bookmarks you defined and that you want included in the total.
  7. Press F9 to update the field.

Now, any time you change the amounts that you bookmarked, the field you inserted in step 6 will automatically be updated to the correct total. (You may need to print the document to update the fields, or you may need to select the field and press F9.)

You should note that this technique will not work properly if the amounts are formatted. For instance, if the amounts you want to sum include dollar signs and commas, then these will interfere with getting a valid sum with your formula.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (11406) applies to Microsoft Word 2007, 2010, 2013, 2016, 2019, and Word in Microsoft 365. You can find a version of this tip for the older menu interface of Word here: Adding a Dynamic Total in Your Document.

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

Running a Macro when a Workbook is Closed

One of the automatic macros you can set up in Excel is one that is triggered when a workbook is closed. This tip explains ...

Discover More

Moving and Copying Cells

At the very heart of editing is the ability to move and copy cells in a worksheet. Understanding the differences between ...

Discover More

Calculating the First Business Day of the Month

Want to know which day of the month is the first business day? There are a few ways you can check to make sure the date ...

Discover More

Comprehensive VBA Guide Visual Basic for Applications (VBA) is the language used for writing macros in all Office programs. This complete guide shows both professionals and novices how to master VBA in order to customize the entire Office suite for their needs. Check out Mastering VBA for Office 2010 today!

More WordTips (ribbon)

Searching for a Specific Field

Fields can be a great boon to document development, as they allow you to insert different types of dynamic information in ...

Discover More

Dates Updating when Converting

Word allows you to convert documents from WordPerfect format to Word. In doing so, you may notice that some dates in the ...

Discover More

Updating Calculated Fields in a Form

When creating a Word form, you use special form fields to collect information from users. You can even perform ...

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}] (all 7 characters, in the sequence shown) 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 6 - 0?

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.

Videos
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.