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In any Microsoft Access report which contains numbers, you can use several mathematical operations, such as totals, percentages, averages and running sums. In all cases, they make the data more understandable.
Before explaining the steps to take in order to add the aggregate functions to Access 2007 reports, let’s take a look at which functions can be added in reports:
|Sum||Sum()||The sum of all numbers in a column|
|Average||Avg()||The average of all numbers in a column|
|Count||Count()||The count of all items in a column (see the tutorial about Counting in Access 2007)|
|Maximum / Minimum||Max() / Min()||The highest/ lowest value in a column|
|Standard deviation||StDev()||The standard deviation|
|Variance||Var()||An estimate of variance|
In order to add any of them, follow the steps:
Fig 1. Add the function to the selected field
Using the design view allows you to have a bit more control over the location and appearance of the control. However, for the general user the Design View can be a bit intimidating.
Fig 3 Add the control and the function
And here’s the result:
Fig 4 Access 2007 calculates the average sales
There’s a bit of a problem if you want to add percentages to reports. Microsoft Access 2007 cannot calculate percentages like Microsoft Excel 2007 does, so you pretty much have to “help” it.
Firstly, you need to add a control to calculate the totals (or sum). You can do that either in Layout View or Design View. Now, you need to go to the Design View and add a control to calculate the percentage. In the Properties Sheet go to the Data tab and add the formula:
Then go to the Format tab and choose the Percent format for the value. You can also use the Expression builder to add the formula.
Fig 5 Add the formula to calculate the percentage of sales
Obviously if you use groups you can calculate percentages of each item in the group total or percentages of the groups in the grand total. For this example we use the simple percentage of an item in the total (sales of A in the total sales).
Microsoft Access is an application used to create small and midsize computer desktop databases for the Microsoft Windows family of operating systems. It can also be used as a database server for a web-based application.
This electronic book (ebook) provides lessons on how to use Microsoft Office Access 2007 to create and manage databases. The lessons follow a step-by-step format with practical examples.
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