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How to Make the "Word" Even Better.
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About SumsBox
I have a great respect for the Microsoft Corporation and consider "Word", within the “Office” software package as the masterpiece of user-friendliness. But in the world that we live in, there is no such product that can be called perfection and there are no products that would not need improving. This also applies to MS Word.
When Microsoft creates a new program, it allows users to make improvements to the software. This feature requires the user to have advanced skills in VBA programming and also have a lot of time on their hands, which many users do not have. The class of special programs based on VBA that are called macros, additions, utilities or add-ins have sprung up because of this. The majority of such programs for MS Word are confined to the creation of templates or the arrangement of the elements of management on the menu in a more convenient way from the programmer’s points of view and sometimes they duplicate the features that are already available.
Therefore, I would like to present the new utility program - SumsBox, which as I believe is extremely unique as it adds new possibilities to MS Word , whilst at the same time, minimizing the duplication of existing ones. The add-in is intended to help people to simplify the work with Word tables or recalculate numbers in the text. I believe there are many such people who require this software. Almost every computer literate person has made tables containing numbers and even calculated the value of cells using a calculator. I will not bother you with the enumeration of the technical details and the original ideas embodied in “SumsBox” but will offer some examples of how Sumsbox can be used in real life.
Example 1. Suppose, you need to make a nicely arranged table consisting of nearly 60 rows. The table has the last column that is calculated on the basis of the values contained in the previous columns. All the columns except the last one are already filled. Usually people start calculating the values of the last column using a calculator (I have witnessed it many times). But this takes too much time and may entail some errors. With the help of SumsBox this problem can be solved in 5 seconds - all the user has to do is to select the table, then with the mouse help to make up an expression for autofilling and, finally, press the button "Calculate".
If it is necessary to recalculate the table in the future without the Sumsbox being used a user can use the same expression for autofilling with formulas (Word fields). The user simply needs to replace the operator >> with >>>. After that it becomes possible to work with the document without the installation of the add-in and to recalculate the table it will be necessary to select it and to press the key F9 after the data have been changed. I foresee some objections of a critically biased user who believes that this problem can be solved easily with the help of Word, by utilising the built - in Excel table. He would be partially right. The problem is that the built - in Excel table in the Word mode has some restrictions applying to table lines formatting. For example it is impossible to make volumetric lines, and as you remember our task is to make a nicely shaped table. Moreover, it will be hardly possible to lay out 60 12-typed-lines with the help of the built - in table for it will violate the bounds of the lower page and will be cut off. Consequently one will have to copy the Excel table into the clipboard, insert it into the document as a Word table, format it and then remove the Excel table. Everything becomes very complicated if one will have to change some table data and recalculate the outcome in the future. There are also some other inconveniences as far as Excel tables are concerned. And I do not even mention the fact that the application of the built - in Excel table is “aerobatics” for the majority of computer users.
Example 2. IImagine that you have the documents that contain numbers you use for some calculations and these numbers are scattered either in the text or in the tables. It goes without saying that you will need a calculator and will have to enter data manually (it will take more time if you use the clipboard). It will be different if you use the add-in Sumsbox. To complete the calculations, just point at the necessary number using the mouse while holding the controlling combination of keys to set a mathematical symbol before the number. Those who are lazy can do without pressing any keys if the have set the mode "Mouse Insertion". One can switch the add-in window to a minimized mode to save space.
In this way, one can add, subtract, multiply, divide, and make complex expressions using brackets and mathematical functions. All this can be performed in no time and the main thing is that all the possible errors concerned with the entry of numbers are eliminated. There is also a refined calculator mode for quick manual entry.
Example 3. Now imagine that you keep receiving the documents of the same kind that have tables with numbers and these documents also contain calculations outcome based on tables. You are to check these documents in terms of these calculations being correct. How routine is this work! In this case the Sumsbox will simplify your work though probably it will not turn it into a creative one. The only thing you will need is to calculate once all the necessary variants selecting the columns (or rows) and to make expressions using their names. All the expressions will be kept in the history. For all other documents, all you need to do is to select a table range, choose the necessary expression from the list and press the buttons "Refresh" and "Calculate", then to compare the received result with the available one. And that is all.
Example 4. This example deals with the application of the SumsBox built-in filter. For example, you have several documents of the same kind that contain tables with different names and data of some goods (price-lists, waybills, accounts, etc.). You have to change the price of three items of goods by 15% in all these documents quickly. You also have to calculate and replace the value of the sum, and to note down the text "Discount" into the note.
There is nothing easier. All you have to do is select the table in the first document (you can also set the text cursor inside of the table), refresh the list, then open the filter window and set the names of three goods, using "Filter by selection ". You make a serial expression and press the button "Calculate". For other documents all you do is to call the add-in (it is not necessary for Word 97 because it will not disappear), select the table, press the buttons "Refresh" and "Calculate". I have described a very simple example for you to understand the gist of this function though one can set quite complex combinations of conditions of calculations or autofilling with the application of VBA functions in the filter window.
I believe the examples I have put forward are enough to prove the fact that the add-in Sumsbox can be successfully put into practice. I want to point out that here I have revealed only a small part of all the possibilities of the add-in, one can learn all the other functions by reading the detailed description of the Sumsbox.
Being objective I will reveal the shortcomings of the add-in. It is common knowledge that every thing has some shortcomings.
1. The add-in loads very slowly when called the first time. This is typical of slow computers. I would like to recommend not to close the add-in window, but to fold it into an icon that appears at the end of the Word main menu or to transfer the window into a minimized mode. 2. In case of a table having more than 300 rows, the calculation speed slows down. Again this shortcoming is typically found on slow computers. The calculation process or the autofilling of tables can be monitored by taking into account the position progress and it is possible to interrupt a dragged out calculation at any moment. 3. The number of filter conditions as applied to the groups "And" and "Or" are limited. This restriction is critical in comparison with the filter MS Access where there are no restrictions as applied to the number of conditions at all. But it is more in comparison with the AutoFilter MS Excel where one can enter only 2 conditions that are united by the operators "And" or "Or". But strictly speaking, this comparison is not quite correct. 4. And at last let me bring forward the most unpleasant and hardly corrigible downfall: it will cost you $19.95.
I'd like to dwell upon the last shortcoming. If the user works with tables and numbers using this add-in very often the expenses will be repaid nearly in a month for the program saves your time, if you don't work very often and too much, then the expenses will be repaid nearly in 3-4 months. And it is also very important to point out again that the add-in SumsBox eliminates all the possible calculation errors that may entail losses which will be hundreds of times more than the cost of the program itself.
I look forward to receiving your questions, opinions and advice.
My e-mail is: info@mso-tools.com Nikolay Rastorguev |
