You’ve probably heard the stats: 80% of Microsoft Word users make use of only 20% of its features. My guess is that only about 0.1% of Word users use the handy calculator built right into the program.

I’m not talking about the SUM() and AVERAGE() fields or any of the other of Word’s useful but not particularly elegant mathematical tools. I’m talking about a simple, straightforward calculator which lets you perform any basic arithmetical operation anywhere within Word.

You haven’t heard about it? Don’t worry, even Microsoft has no information about this feature, unless you dig way back into its archives where you’ll find that the calculator – which formerly held a prominent position on the Tools Menu – was driven underground in Word 6.0 to make way for the far more cumbersome, albeit more powerful, formula field.

It’s true Windows comes with a more advanced calculator built in, but if you spend your days working in Word, nothing beats having a calculator right there in front of your nose at all times.

Unearthing the calculator

Because Microsoft has buried the calculator so thoroughly, you’ll need to resurrect it before putting it to use. That means sticking it on a toolbar. In Word 2007, you’ll have to put it on the Quick Access toolbar:

1. Right-click the Quick Access toolbar and select Customize Quick Access Toolbar from the pop-up menu.
2. Make sure For All Documents is selected in the Customize Quick Access Toolbar drop-down box.
3. In the Choose Commands From drop-down box, select Commands Not In The Ribbon. (Side note: Perusing this list is highly educational for old-time Word users pining for lost commands.)
4. Locate Calculate in the list and double-click it to add it to the list of Quick Access commands, then click OK.

In Word XP/2003, do this:

1. Right-click any of your toolbars and choose Customize from the pop-up menu.
2. Click the Commands tab in the Customize dialog.
3. In the Categories list click Tools and in the Commands list scroll to Tools Calculate.
4. Click and drag the Tools Calculate command onto any of your toolbars.
5. To display a more compact icon, right-click the Tools Calculate button on the toolbar, select Change Button Image and pick the calculator icon. Right-click the Tools Calculate button once more and select Default Style. Then click Close.

What the calculator does

With the Calculator now ensconced on a toolbar, you’re ready to give it a whirl.

The calculator handles addition, subtraction, multiplication, division, percentages, exponentiation and roots. It takes six operators:

• Addition: +
• Subtraction: - or place the number to be subtracted in parentheses, ( )
• Multiplication: *
• Division: /
• Percentages: %
• Exponentiation and roots: ^

If you omit the operator, the calculator assumes you want to add the numbers. So you can write:

235 79 9412 17.95 432.82

then select the numbers and click the Calculator button. The result (10176.77) is displayed, briefly, in Word’s status bar. The result is also stored on the clipboard, so you can press Ctrl+V to paste it into your Word document or copy it into another program.

Calculate anywhere 

Unlike formula fields, the calculator works anywhere, including in paragraphs containing intervening text. Thus if you use the calculator on the following sentence:

At the dinner there were 13 doctors, 25 cosmologists, 53 seismologists and 219 assorted hangers on.

the total number at the dinner will be calculated. Note, though, that if your text includes characters such as =, - or * you’ll confuse the calculator and end up with an error.

You can also use the Calculator in tables to tot up numbers in columns, in rows or in the whole table. As in ordinary text, use parentheses around a number or a minus sign before it to denote a negative number in the table.

Take care: although it’s possible to select numbers in non-adjacent cells in a table by holding down the Ctrl key while you select each cell, the calculator will not give you a correct total if you try to add these numbers. Your selection must contain contiguous cells, rows or columns.

Try it out

Try out a few simple examples to get an idea of what you can do with the calculator:

• Simple addition and subtraction: 12+9-17.5
• Simple multiplication: 123*52
• Simple division: 9.3/7
• Calculating a percentage: 3422*17%
• Exponentiation: 7^4
• Calculating a cube root: 1728^(1/3)

Note that you don’t need to use an equals sign; in fact, Word will give you an “!Unexpected end of formula” error if you do.

Ordering

The calculator uses operator precedence and parentheses to determine the order of calculations in more complex expressions. For example:

12+9*2^3

gives you the answer 84, while:

12+(9*2)^3

produces the result 5844.

If you don’t include parentheses in an expression, Word performs operations in this order:

1. percentage
2. power and root
3. multiplication and division
4. addition and subtraction.

Mind your parentheses!

When using parentheses, you need to keep your wits about you. Take these four expressions:

• 17(8)
• 17(2^3)
• 17*(8)
• 17*(2^3)

The results are, respectively, 9, 25, (136) and 136. In the first example, the calculator subtracts 8 from 17; in the second, it adds 8 (2 raised to the 3^rd power) to 17; in the third, it multiplies 17 and -8; and in the last it multiplies 17 by 8. The second expression, in particular, is worth noting: the calculator performs the expression within the parentheses and then discards the parentheses, resulting in a final expression of:

17 8

The two figures are then added to produce 25.

I’ve added a new article on Google to the Tutorials & Guides section here: Google - The Whole Shebang.

If you’ve done little more with Google than search the web, you’re missing out on most of the good stuff. Stuff like Picasa, Google Earth, Docs, Gmail, Google Mobile. The list goes on.

In fact, there’s so much emerging from the Google Labs on a regular basis that it’s impossible to do it justice in a single article, so I’ve tried to hit the high spots, talk about technologies available worldwide and not merely in the US, and provide some tips to help you make the most of Google’s services.

 If you do happen to be located in the US, make sure you check out one of Google’s latest offerings, GOOG-411. It’s the cheapest, fastest way to locate and connect to restaurants and other businesses in your local area. It works from your cell phone using voice or text.

Google has plans to add flight info, stock prices and a bunch of other features to GOOG-411. 

I’ve been a fan of TinyURL for some time, and I blogged about it recently. TinyURL converts long, unmemorable web addresses into tiny web addresses. For example, TinyURL converts the address:

http://www.rosevines.org/blog/2008/1/25/troubleshooting-a-google-slow-down-makes-me-think-about-dump.html

into:

http://tinyurl.com/ytgp26

That’s much easier to type correctly into your browser and works well in email, where long addresses are often broken. The TinyURL is also permanent: once you create it, it can be used by anyone, anywhere, at any time; if you try to create a TinyURL for a previously-Tiny-ed site, you’ll be given the same shortcut URL.

The only trouble is, these short URLs are just as unmemorable as their long equivalents. If you want to return to the site, you’ll need to have stored or written down the TinyURL.

Moourl performs the same miniaturisation trick as TinyURL, but goes one better. It generates a small, randomly generated series of characters, such as:

http://moourl.com/bgw81

and it then gives you the option of assigning your own 20-character Moo address as well. So that initial long address could end up as:

http://moourl.com/blogslowdown

Now that’s short and easy to recall.

I’ve recently started writing for Office for Mere Mortals. I wrote for this email newsletter some time back but took a break for a while. It’s a collection of tips and tutorials on Microsoft Office aimed at regular users, not tech-heads.

You can subscribe for free using the link above, but I’ll also be publishing some of the tips here on Before Hours. I’ll kick it off with a couple of Word tips.

Selecting a column of text

Most text selection in Word involves selecting horizontally – selecting a line or a paragraph of text. Sometimes, though, you need to select a vertical slab of text. To do that, hold down the Alt key while you click and drag your mouse over the text.

Hold down the Alt key to select columns of text This comes in handy when someone sends you an email or other document with the lines indented. When you copy the email into Word, you end up with empty space at the beginning of each line. To instantly eliminate the spaces and shift the whole block of text over, hold down the Alt key, click immediately to the left of the first character in the top line, then drag down and to the left to highlight the spaces. Press Delete to erase them. You can use the same technique to eliminate unwanted characters when you copy an email into Word in which each line has been preceded with a quote character, such as >.

You can also use this technique to select a vertical column within a slab of text, although this works best when you’re dealing with monospaced fonts where each character is the same width.

Rand() gets a facelift

One of Word’s quirky, tucked-away features is the rand() function. It lets you quickly insert a block of text in a document. To use the function in pre-2007 versions of Word, at the beginning of a line type =rand() and press Enter. Word inserts three paragraphs, each containing five sentences like this:

The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog.

To vary the number of sentences and paragraphs produced, add parameters to the function. For example, =rand(5,7) produces five paragraphs each containing seven sentences, while =rand(15,2) produces 15 paragraphs containing two sentences each.

Why would you want to do this? Well, it’s useful if you want to try out formatting or quickly whip up a document to demonstrate some of Word’s features. The sentence contains all the letters of the alphabet, so it’s particularly handy when you want to compare fonts.

In Word 2007, rand() gets a makeover. It no longer displays a sentence containing all the letters in the alphabet; instead, it produces three paragraphs of text explaining how to perform basic formatting actions.

It’s a shame Microsoft didn’t take this a bit further and include a sizeable number of Word 2007 tips rather than the meagre three paragraphs offered; that would have made rand() a really useful training aid. As it is, although you can no longer use rand() to display all the characters in a particular font, the more varied text – nine different sentences instead of the dizzingly repeated “quick brown fox” – makes rand() much more useful as a formatting aid. Use the text to test how page flow works in a document template or for positioning pictures or tables in a page and then flowing the text around them.

For the curious, the maximum value for rand is rand(200,99) or rand(99,200). If you try that in Word 2007 you’ll end up with almost half a million words inserted into your document and, if your PC isn’t speedy, a long wait. Use with caution!

I’ve been resisting Twitter because I thought the signal-to-noise ratio might be so bad it’d be unbearable. But with the NTEN (Non-profit Technical Network) conference about to take off in New Orleans next week and many NTENers planning to use Twitter as a backchannel for the conference, I decided I better get on board. Of course, now I’ve been completely seduced.

The seduction started almost immediately. I decided to follow one of the NTEN conference participants and immediately discovered a bunch of little gems in her tweets. Links to interesting sites; a new and interesting beta program just opening up; some news about another conference I couldn’t attend. Within minutes of starting to use it, Twitter had already paid off. It’d be incredibly easy to be swamped by Twitter, but a little discernment in who you follow makes all the difference.

I’ve been wondering how I’ll use Twitter at the conference. I’ll be lugging my laptop with me and I’ll have my cell phone, and Twitter is accessible using either of them. But I’ll need to ration my laptop use to preserve my battery (a conference with 1000 techheads in attendance - just imagine the competition for power outlets!) and I prefer not to receive tweets via SMS. So it dawned on me that I have another alternative: my Kindle. It’s comfortably portable, not very power hungry even with the wireless switched on, has a web browser built in and a keyboard for sending Twitter updates.

I’m not a great fan of the Kindle’s web browser, but that’s probably because I am yet to be convinced of the appeal of viewing any web site on a tiny screen. Still, one of the great virtues of Twitter is the tweets are short - 140 characters and that’s it. And there’s a Twitter mobile site, m.twitter.com, which winnows away all the excess fluff from the normal Twitter site and leaves you with a clean list of tweets and links. That seems like an ideal sort of site for Kindle-based viewing.

So I loaded up Kindle’s browser (you get to it by clicking Menu in the Home screen and then selecting Experimental -> Basic Web) and typed in m.twitter.com. After logging in - probably the hardest part of the whole deal - there was a lovely, clean list of my tweets and the tweets of people I’m following. I added my home page to the Kindle bookmarks, a bookmark for the “People You Follow” page, and jumped over to the NTEN conference group (08ntc) and bookmarked that, too. Then I sent a tweet using the keyboard - quick and sweet.

Accessing links on the Kindle entails scrolling to the text containing the links and clicking - you’re then offered a list of all the links in that piece of text and you can scroll and click the one you need. It’s a little clunky, but quick enough to use, especially with Twitter’s condensed style. In fact, Twitter is probably one of the best fits for Kindle’s dumbed-down browser.

So I’ll head off to the NTEN conference next week with the Kindle in hand. I’ll report back on the experience. By the way, you can find me here on Twitter.