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: Displaying Blanks when Summing to Zero.
Written by Allen Wyatt (last updated April 12, 2025)
This tip applies to Word 97, 2000, 2002, and 2003
When you are working with tables in Word, you can use a field to sum the values in a range of cells or in an entire column. Normally, if the sum of the range is zero, the field displays a 0—this seems reasonable. You may, however, want the field to display a blank when the sum is zero, instead of the actual number 0.
To do this, simply modify your sum formula as follows:
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:
{ =SUM(ABOVE) \# #;-#; }
Notice the addition of several parameters after the SUM formula. The first (\#) is known as a numeric picture field switch. It tells Word that the following codes represent a picture of how you want numeric information displayed. The second switch (just before the first semicolon) indicates how you want positive numbers to display. The second (just before the second semicolon) indicates how you want negative numbers to display. The final one (in this case blank, just after the second semicolon) indicates how you want zero values to display. Since this is blank, zero values are displayed as blanks.
You can apply the same logic if you want to display dollar values. Simply change the formatting codes used in the field to match how you want the data displayed:
{ =SUM(ABOVE) \# $#,##0.00;($#,##0.00); }
Here positive numbers are displayed with a dollar sign, commas (if necessary) and two decimal places. Negative values are displayed the same, except there are parentheses around the number. Again, zero values are left blank.
WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (543) 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: Displaying Blanks when Summing to Zero.
Learning Made Easy! Quickly teach yourself how to format, publish, and share your content using Word 2021 or Microsoft 365. With Step by Step, you set the pace, building and practicing the skills you need, just when you need them! Check out Microsoft Word Step by Step today!
Did you know that Word tries to keep track of who the author of a document is? This information can be easily added to ...
Discover MoreWhen you use fields in your document, you may want them to not change from a particular displayed result. You can lock ...
Discover MoreUsing fields you can easily insert both the word and character counts for a document into the document itself. As those ...
Discover MoreFREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."
There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)
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.
Visit the WordTips channel on YouTube
FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."
Copyright © 2025 Sharon Parq Associates, Inc.
Comments