Create Calculated Fields and Total Rows in Microsoft Access

Create Calculated Fields and Total Rows in Microsoft Access

Create Calculated Fields and Total Rows in Microsoft Access————Using calculator to figure out big numbers and yet fail to get an answer? Or are you a mastermind who fails in front of the sums and data in trillions?Whatever be the case MS Access heard you way before you said what was needed.

Calculated fields and total Rows help you calculate big calculations and even save them for you. Calculated Fields perform calculations using data within a record, while total Rows perform a calculation on an entire Field of data.

Calculated fields:

How does this function? When we create a calculated field, we add a new field in which every row contains a calculation involving other numerical fields in that row. First, we must enter a mathematical expression, which is made up of field names in the table and mathematical symbols. Weak with symbols? Don’t worry, you don’t need much of the mathematical knowledge to create a useful calculated field. In fact, you can write expressions using only grade-school math just like a pro. You can use:

  • Use + to find the sum of the contents of two fields or to add a constant value (such as + 6 or + 3) to a field
  • Use * to multiply the contents of two fields or to multiple fields by a constant value
  • Use – to subtract one field from another or to subtract a constant value from a field

To make it sound essays, we will work with an example. we will use a table containing the orders from one month. The table contains items listed by sales unit—single, half-dozen, and dozen. One column lets us know the number sold of each sales unit. Another lets us know the actual numerical value of each of these units. As in the top row, you can see that two dozen fudge brownies have been sold and that one dozen equals 12 brownies.

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To find the total number of brownies that have been sold, we’ll have to multiply the number of units sold by the numerical value of that unit—here, 2*12, which equals 24. Operating this type of calculation for each row of the table would be hectic and time-consuming. Instead, we can create a calculated field that shows the product of these two fields multiplied together on every row.

To create a calculated field:

  • Select the Fields tab, look for the Add & Delete group, and click the More Fields drop-down option.


  • Move the mouse over Calculated Field and select the desired data type. Example:


  • Now it’s the time to create your expression. To select fields and include in your expression, double-click the field in the Expression Categories box. Remember to include arithmetic symbols like the + , * or – sign. Example:


  • Click OK. The calculated field will be added to your table.———————


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