Merged Table Cell References Differ Between Word 2.x and 6.0

 Last reviewed: February 5, 1998
Article ID: Q114114
6.00 6.00a WINDOWS kbusage kbtable kbmacro kbtemplate

The information in this article applies to:

  • Microsoft Word for Windows, versions 6.0, 6.0a

SYMPTOMS

When you merge table cells, Word 6.0 for Windows references the merged cells differently in relation to the table than do earlier versions of Word. This may cause unexpected results in Word 6.0 when you use formulas such as =SUM(ABOVE) in tables you created in Word 2.x.

CAUSE

By design, Word 6.0 renumbers the cells in the entire table row when you merge one or more cells in that row. For example, if you merge cells A2 and B2, Word renumbers the row so cell C2 becomes B2, as shown in the following example: 

   ----------------------
   |  A1  |  B1  |  C1  |
   ----------------------
   |      A2     |  B2  |   -----> Word 6.0 omits cell C2
   ----------------------
   |  A3  |  B3  |  C3  |
   ----------------------
By contrast, Word 2.x (which uses relative cell references) retains the original cell references and does not renumber the cells in the row when you merge cells in that row. When you merge table cells in Word 2.x, Word treats the merged cell references as "hidden." In the following example, in which cells R2C1 and R2C2 are merged, notice that the table no longer includes cell R2C2: 

   ----------------------
   | R1C1 | R1C2 | R1C3 |
   ----------------------
   |     R2C1    | R2C3 |   -----> Word 2.x skips cell R2C2
   ----------------------
   | R3C1 | R3C2 | R3C3 |
   ----------------------
In Word 6.0, when you open a Word 2.x document or template that contains merged table cells, Word 6.0 maintains the cell references, so a table calculation in a converted document may yield different results than one in a table you originally created in Word 6.0.

For example, if you open the Word 2.x table shown above in Word 6.0, Word 6.0 numbers the table cells as follows (notice that cell B2 is missing in the Word 2.x table): 

   ----------------------
   |  A1  |  B1  |  C1  |
   ----------------------
   |      A2     |  C2  |   -----> Word 6.0 skips cell B2 in
   ----------------------          converted Word 2.x table
   |  A3  |  B3  |  C3  |
   ----------------------
As a result, formulas such as =SUM(ABOVE) or =SUM(BELOW) use different cells to calculate the result, depending on which version of Word you used to create the table. For example, in Word 6.0, if you insert the following formula in cell B3 of one table you created in Word 2.x and in cell B3 of another table you created in Word 6.0 

   {= SUM(ABOVE)}
then Word sums cells B1 and B2 in the Word 6.0 table, but Word sums B1 only in the Word 2.x table. In other words, in the Word 2.x table, cell B2 is "hidden," so Word 6.0 does not include it in the calculation.

TIP: To see which cells Word includes in a specific column, position the insertion point in a cell, then choose Select Column from the Table menu.

Invoice Template

The Invoice template (INVOICE.DOT), supplied with Word 6.0, contains a converted Word 2.x table. The last row of the table contains two cells (A12 and D12), but the first cell was created by merging three cells together (cells A12, B12, and C12). The last formula in the table references cells in column D, which is the second column in this table. If the table had been created originally in Word 6.0, the formula would reference column B.

WORKAROUNDS

Method 1: In tables that contain merged cells in which relative formulas 

          such as =SUM(ABOVE) do not yield correct results, use specific
          cell references in the formula instead. For example, use =B1+A2.
          For large groups of cells, refer to specific cell ranges; for
          example, use =SUM(B1:B4,A5,B6:B8).
Method 2: Select the cells you want to use in a formula and assign a 
          bookmark to the selection using the Bookmark command on the Edit
          menu. Then use the bookmark name in the formula. For example,
          use =SUM(BookmarkName).

MORE INFORMATION

WARNING: ANY USE BY YOU OF THE CODE PROVIDED IN THIS ARTICLE IS AT YOUR OWN RISK. Microsoft provides this macro code "as is" without warranty of any kind, either express or implied, including but not limited to the implied warranties of merchantability and/or fitness for a particular purpose.

You can use the following macro to report row, column, and cell information about a table: 

Sub MAIN
LF$ = Chr$(13) + Chr$(10) If SelInfo(12) = - 1 Then 
 TR$ = Str$(SelInfo(15))
 TC$ = Str$(SelInfo(18))
 CR$ = LTrim$(Str$(SelInfo(13)))
 S$ = "The table has" + TR$ + " rows." + LF$
 S$ = S$ + "This row has" + TC$ + " columns."
 S$ = S$ + LF$ + "This cell is "
 S$ = S$ + Chr$(SelInfo(16)+64) + CR$ + "."
 MsgBox S$
Else 
 MsgBox "The Insertion Point must be in a table!"
EndIf 
End Sub

REFERENCES

"Microsoft Word User's Guide," version 6.0, pages 296-297, 300-302

KBCategory: kbusage kbmacro
KBSubcategory: kbtable kbtemplate
Additional reference words: 6.00 6.00a merged cells incorrect sum
word6 winword above results product
Keywords : kbtable kbtemplate
Version : 6.00 6.00a
Platform : WINDOWS

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Last reviewed: February 5, 1998
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