Ok, Ok, Chandoo.org is clearly a Microsoft Excel centric Blog.
But a week ago Pradeep asked the question in a post, “How do I add up a Table of Numbers in Word?”
There are 3 easy answers, which will all be addressed in this post:
- Transfer the Data to/from Excel
- Embed a Table in Word from Excel
- Do the Maths in Word
Transfer Data To/From Excel
The easiest and sometimes quickest way to do maths on a table of numbers is to:
- Copy the Table from Word and paste the Table into an Excel Workbook
- Perform the Maths in Excel
- Copy and paste the results back
Here is a typical Table within Word
Select the Table in Word and press either Ctrl+C or use the Copy 
icon.
Open Excel or switch to Excel using Alt+Tab
Select a cell and press Paste Ctrl+V or use the Paste 
Icon
Excel shows the Table as above.
Next add formulas to perform the calculations you need
In this case in C9: =SUM(C4:C8)
Copy the formula in C9 across to D9
In E4: =D4/C4
Copy the formula in E4 down to E9
Format the new results as appropriate
Next select either the full table or a section, ie: The Numbers and Copy using either Ctrl+C or use the Copy icon.
Switch to Word using Alt+Tab
Select the same area in the Word Table as what you copied in Excel
and press Paste Ctrl+V or use the Paste Icon 
When to use this technique
This technique is useful for doing one of reports where the data is provided to you as is.
It is also good when you need to perform complex formulas.
However when you control the data source there is an easier way and this is discussed next.
Embed the Table in Word from Excel
In cases where you manage the data source, you can link the table in Word directly to the data source in Excel.
By doing this the Word Table is updated as soon as changes are made in the Excel Table.
In Excel find your source data:
Select the range you want to embed into the word Document
Copy this range using either Ctrl+C or use the Copy icon.
Open Word or Switch to Word using Alt+Tab
Locate and click in the area in the Word Document where you want to place the report
Goto the Home Tab and press Paste Ctrl+V or use the Paste Icon
Select the Paste and Keep Source Formatting option
Note 1: As you move across the 6 paste options word will show you what the Pasted range will look like using each format
Note 2: Notice in the example above the pasted range also includes the grey grid lines. If you don’t want these you need to disable them in Excel before you copy the range
Now that we have our Word Document with the new Range pasted in, you notice that there is a mistake in the data
Return to Excel by Using Alt+Tab
Change the Date to the 18 Aug 2018 and change the Revenue on Tuesday to 3000
Return to Excel by Using Alt+Tab
Notice that the Date, Tuesday Revenue and Unit Revenue have all changed to reflect the changes in the excel Document.
You can reformat the Table in Word and only the numbers and text will change in response to changes in the Excel Document
The Excel and Word Files must be open for the link to be updated dynamically.
If the Excel file is closed the Word file will not update.
When to use this technique
This is a great technique when you have a large data source with mutiple tables used in Word, Like a Monthly Report.
But there is an alternative…
Perform the Maths in Word
Microsoft Word has limited arithmetic abilities built in.
These abilities only apply to data stored in Tables, not to data stored in tabular format within normal text
Open a word file and enter a Table of Data like below
This is the same table we have seen before.
It requires a Total Line as well as Unit Revenue calculations
Click into the Sales Quantity Weekly Totals cell.
Now goto the Layout Tab and select the Formula icon.
In the Formula: dialog Word will have inserted a Formula =SUM(ABOVE)
This is what we want to do, so leave it
Select an appropriate Number format from the Number format drop down. These number formats are in the same style as Excel Custom Number Formats.
Click OK
Word puts the total 750 in this case in the Total cell
Change a Number above and watch as the Total changes
Repeat the previous step in the revenue Weekly Total cell
The Unit Revenue will be the Revenue for each day divided by the Sales Quantity that day.
That is, for Monday, we want to divide the Sales Revenue of $2,000 by the Sales Quantity 100 to return a Unit Revenue of 200
Luckily Word has the facility to treat Cells in a Table in a similar fashion to Excel !
We can use either R1C1 or A1 formula formats.
In R1C1 each column and row is simply numbered as shown below
In A1 each column is Labelled alphabetically as in the default view in Excel and row is numbered as shown below
And Word is actually more advanced than Excel as you can use either format at the same time without having to change the format in settings.
In our example we want to divide the Cell in Row 2 Column 3 (R2C3) by the value in Row 2 Column 2 (R2C2)
Click in the Cell under the Unit Revenue column header in Row 2
Goto the Layout Tab and select the Formula icon
By default Word will display a =SUM(LEFT) formula
Overwrite this with your own formula =R2C3/R2C2
Select an appropriate Number format and press OK
You can use the A1 formula style by simply using it
Click in the Cell under the Unit Revenue column header in Row 2
Goto the Layout Tab and select the Formula icon
By default Word will display a =SUM(LEFT) formula
Overwrite this with your own formula =C2/B2
Select an appropriate Number format and press OK
Repeat this for the other cells in the Unit Revenue column.
Voila !
You now have a Table in Word, the Total and Unit Rates are Formulas.
But wait there is a mistake, The Revenue on Tuesday should be $5,000
Select the cell and change the value to 5,000
Depending on which version of Word you have the Table will either Update Automatically or you can force it to recalculate
If you Change the Value and the Table updates itself, Enjoy it
If your Table hasn’t updated itself you have a few options
Select the cells by Left Click and Drag ie: From 5,000 Down to the base of the table and across to the Right
Now Right click the selection and select Update or press F9
You can also click on an individual cell within the Table and Right Click and Update
Or you can press Ctrl+A outside the Table and Right Click and Update or Press F9
What Other Functions are Available?
We saw in the example above that we can use basic operands of +, –, * and /
We used the function Sum()
But there are about a dozen other functions available to us to construct formula to process our data
To see and use these Goto the Layout Tab and select the Paste function dropdown on the Formula Dialog.
Scroll down to see other functions
You can build up a function as you do in Excel using parenthesis and these functions.
In the example above we used the special Above range to specify that we wanted to Sum the values Above the active cell.
You can also use the LEFT, RIGHT, ABOVE, BELOW positional arguments
If you have defined Bookmarks within the Word document you can also use these to return values
=ROUND(NPV,0)
Where NPV is a Bookmark to the value of the NPV elsewhere in your Document.
Further Help
Word has a good discussion on the techniques available in the online help
Microsoft Word – Formula in a cell help
Final Comments
How have you performed maths on data in Word?
Let us know in the comments below:
31 Responses to “Beautiful Budget vs. Actual chart to make your boss love you”
Would be considerably easier just to have a table with the variance shown.
On Step 3, how do you "Add budget and actual values to the chart again"?
There are a few ways to do it.
Easy:
1) Copy just the numbers from both columns (Select, CTRL+C)
2) Select the chart and hit CTRL+V to paste. This adds them to chart.
Traditional:
1) Right click on chart and go to "select data..."
2) From the dialog, click on "Add" button and add one series at a time.
One more way to accomplish it is just select the columns into chart. Press Ctrl+C and then press Ctrl+V
Regards
Neeraj Kumar Agarwal
Unfortunately, this doesn't seem to work for me in Excel 2010. The "Var 1" and "Var 2" columns cannot combine two fonts to display the symbol and the figure side-by-side.
Secondly, there is no option to Click on “Value from cells” option when formatting the label options. The only options provided are Series Name, Category Name or Value.
@TheQ47... the emoji font also has normal English letters, so if you use that font, then you should be ok. I am assuming your computer doesn't have that font or hasn't been upgraded for emoji support.
Reg. Excel 2010, you can manually link each label to a cell value. Just select one label at a time (click on labels, wait a second, click on an individual label) and press = and link it to the label var 1 or var 2.
I am using excel 2010, please explain how to apply Step 12
Regards
Neeraj Kumar Agarwal
Hi Neeraj,
"Value from cells" option is only available in Excel 2013 or above. In older versions, you have to manually adjust the label value by linking each label seperately.
Read this please: https://chandoo.org/wp/change-data-labels-in-charts/
Sir, you are just awesome.
Your creativity has no limit.
Regards
Neeraj Kumar Agarwal
Hi Chandoo,
I just found your website, and really love it. It helps me a lot to be an Excel expert 😉
Currently I am facing with a problem at step 11:
Var1 Var2
D30%
A5%
B0%
B4%
B7%
C10%
C13%
D27%
I42%
Though at mapping table, I used windings, here formula uses calibra. How I can change it? I am able to change only the whole cell. In this case numbers will be Windings too.
Thanks for your help!
Hi Mariann... Welcome to Chandoo.org and thanks for your comment.
If you wanted to use symbols from wingdings and combine them with % numbers, then you need to setup two labels. One with symbol, in wingdings font and another with value in normal font. Just add the same series again to the chart, make it invisible, add labels. You may need to adjust the alignment / position of label so everything is visible.
[…] firs article explains how you can enhance your charts with symbols. You can simply insert any supported symbol into your data and charts. To some extend you can […]
You're a good person, thank you to share your knowledge with us, I will try to do in my work
Great visualization of variance. My question is that is this possible in powerbi?
How would you go about it?
HELLO, WHY CANT I FIND VALUES FOR LABELS IN EXCEL 2013
Dear chanddo sir,
What to do if we have dynamic range for Chart. How this will work. can you able to make the same thing works on dynamic range.
Sir Chandoo,
Good Day!
First, I'd like to say that I am very grateful for your work and for sharing all these things with us.
I tried to do this chart but it seems that the symbols don't work with text (abs(var%),"0%") unless we keep the Windings font style.
The problem is, it converts the text into symbol as well and you wont see the 0% anymore. I'm using Windows 7.
WOW - Segoe UI Emoji
This is the greatest discovery for me this month 🙂 Thanks for sharing.
Here's my two-cents:
https://wmfexcel.com/2019/02/17/a-compelling-chart-in-three-minutes/
Sir This is awesome chart, and very easy to made because of your way to explain is very simple , everyone can do. Thank you
one problem i am facing, I hv made this chart , but when i am inserting data table to chart it is showing two times , how can i resolve this
in this chart when i am adding new month data for example first i made this chart jan to mar but when i add data for the apr month graphs updated automatically but labels are missing for that new month
Hi Renuka,
Please make sure the formulas for labels are also calculated for extra months. Just drag down the series and set label range to appropriate address.
So I am playing with the Actual chart here - but amounts are bigger than your - you have 600 as Budget - my budget is 104,000 - is there a way to shorten that I am unaware of
thank you - I LOVE YOUR SITE
Thanks for the tips and tricks on Excel. In the Planned versus Actual chart examples, you use multiple values (ex. multiple Categories in above). How can this be done when we have only 1 set of values? For example if I have only this:
Planned Actual
SOW Budget 417480 367551
How can I create a single bar chart like the one above?
Thank you Chandoo.
This one is just perfect for my Quarterly Review presentation on Operational Budget against Actual Performance for the Hospital I'm currently working with.
Just Subscribed today (10 minutes ago)
Is there a way to make the table of data into a pivot table to be able to add a slicer for the graph due to many different categories and months?
Hi, I tried to modify you template with something appropriate for me, and I found a problem. this template was modified by me started with excel 2010, then 2016 and finally 2019. Same thing - somehow appear an error - or didn't show the emoticons for positive percentage or doubled the emoticons for some rows. I suspect to be from excel. if is need it I can sand you my xlsx for study. Please help if you can.
Hi Chandoo,
Could you please check the Var Formula in Step1. You have mentioned budget-actual and when i did this i got different values but when reversed like actual-budget i got the actual value what you have demonstrated in step1.
Please share your view.
This is a great chart (budget vs. actual). However, in trying recreate it, I cannot color in the UP Down bars individually, and they all become formatted with the same color. I'm using Office 365. Look forward to the feedback.
Thanks.
Dan
pls explain in detail step 7
While in the Excel sheet you have used following formula for Var
Var = Actual - Budget
But
in the note, you have written
Var = Budget - Actual
Good Presentation and Data information.thank you so much chandoo.