Please Note: This article is written for users of the following Microsoft Word versions: 97, 2000, 2002, and 2003. If you are using a later version (Word 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Word, click here: Counting Values in Table Cells.

Counting Values in Table Cells

by Allen Wyatt
(last updated December 9, 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 (528) applies to Microsoft Word 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Word (Word 2007 and later) 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

Getting Rid of Section Breaks, but Not Section Formatting

Word allows you to change the character of how your pages are designed by using multiple sections in a document. If you ...

Discover More

Default Worksheet when Opening

When opening a workbook, you may want to make sure that a particular worksheet is always displayed first. The only way to ...

Discover More

Placing Textbox Text Into a Worksheet

Want to get rid of your text boxes and move their text into the worksheet? It's going to take a macro-based approach, ...

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 (menu)

Converting Tables to Text

Need to convert all the tables in your document into plain text? This tip provides a macro that can make quick work of a ...

Discover More

Table Won't Flow to Second Page

Have you ever created a table that never seems to flow to a second page, even when it should? This could be caused by any ...

Discover More

Transposing Table Contents

When you transpose information, it is essentially "rotated" in a direction. If you transpose the information in a table, ...

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 two less than 6?

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 menu interface (Word 97, Word 2000, Word 2002, or Word 2003)? This site is for you! If you use a later version of Word, visit our WordTips site focusing on the ribbon 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.