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Adding totals and subtotals to a report

From: Access 2010 Essential Training

Video: Adding totals and subtotals to a report

When reading a report, it's useful to be able to summarize the data with mathematical calculations, both for subsections the entire report itself. Access 2010's Totals button makes it easy. Scroll down in your Navigation Pane, to your Reports object, and right-click on Orders by Customer and open it in Layout View. We'd like to know how much each customer has spent with us and how much revenue we've also had for that report period. Click on the Total column, and then up in the Report Layout tools on the Design Ribbon, click on Totals, right here, and choose Sum.

Adding totals and subtotals to a report

When reading a report, it's useful to be able to summarize the data with mathematical calculations, both for subsections the entire report itself. Access 2010's Totals button makes it easy. Scroll down in your Navigation Pane, to your Reports object, and right-click on Orders by Customer and open it in Layout View. We'd like to know how much each customer has spent with us and how much revenue we've also had for that report period. Click on the Total column, and then up in the Report Layout tools on the Design Ribbon, click on Totals, right here, and choose Sum.

A subtotal has been added below every row. Now it's a little short. Click on it and pull the bottom down a little. Now scroll down to the bottom of the whole report. You'll see we have a grand total down here. Make the same adjustment, so that it's a little bitter. Now go up to the Report Layout tools, and click on the Format Ribbon. Let's click on this Dollar sign, which will change our grand total to Currency format. It put on a Dollar sign, a comma for the thousandths and two decimal places.

Click on the subtotal right above it, and make that Currency as well. To the left, you'll see another grand total, this time for the prices. Now that's not meaningful, but we can right-click on it, go to Totals and change it to Average. Now we see the Average for our orders; however, it also gave us the subtotal average for each customer, and we don't need to see that. Click on that cell and press Delete on your keyboard to remove it, but that left a line. So click on the cell again, and go over to your Property Sheet.

If your Property Sheet is not open, go over to the Design tab and choose it from here. Click over on the Format section of the Property Sheet, and look for Gridline Style Top and change it from Solid to Transparent. Now it'll also be handy to see the total Quantity for the bottles ordered by customer as well. So click on one of the customers, and come up here to Totals and choose Sum. Scroll down to the bottom of the page and click on the grand total Quantity.

Hold the Shift key down and click on the subtotal Quantity. Go to the Format tab and give them Comma format, which will put a comma in our thousands. Then come over and Decrease the Decimal two times, so that it's a whole number. Go back to the Design Ribbon, and toggle over to the Report View, and scroll up to the top. That looks great. Not only can we see who ordered what, but we can see the total quantity of bottles they've ordered from us and their payments, as well.

Save your report again. Report Totals allow us to do statistical analysis right inside our printouts.

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This video is part of

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Access 2010 Essential Training

79 video lessons · 60342 viewers

Alicia Katz Pollock
Author

 
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  1. 1m 25s
    1. Welcome
      51s
    2. Using the exercise files
      34s
  2. 19m 8s
    1. Database concepts and terminology
      5m 35s
    2. Starting Access
      55s
    3. Creating a new file
      1m 10s
    4. Trusting a file
      56s
    5. The Quick Access toolbar
      1m 8s
    6. Backstage view
      2m 45s
    7. Exploring ribbons
      2m 59s
    8. Using the Navigation pane
      2m 11s
    9. Getting help
      1m 29s
  3. 23m 33s
    1. Planning and designing your database
      1m 33s
    2. Creating tables using Application Parts
      6m 48s
    3. Creating tables in Layout view with Quick Start
      3m 59s
    4. Creating and editing tables in Design view
      2m 41s
    5. Setting a primary key
      1m 20s
    6. Creating a lookup field
      3m 59s
    7. Creating multi-value fields
      2m 19s
    8. Using calculated fields
      54s
  4. 13m 5s
    1. Setting field properties
      7m 34s
    2. Setting input masks
      2m 3s
    3. Setting validation rules
      3m 28s
  5. 5m 20s
    1. Creating relationships and enforcing referential integrity
      4m 32s
    2. Viewing subdatasheets
      48s
  6. 19m 52s
    1. Entering data into your tables
      9m 44s
    2. Formatting tables
      4m 2s
    3. Finding, sorting, and filtering records
      6m 6s
  7. 29m 57s
    1. Creating data-entry forms
      2m 31s
    2. Using the Form Wizard
      1m 38s
    3. Modifying a form in Layout view
      7m 1s
    4. Using Design view
      12m 41s
    5. Setting tab stops
      1m 26s
    6. Adding buttons to a form
      1m 49s
    7. Using navigation forms
      2m 51s
  8. 26m 49s
    1. Introduction to queries
      1m 9s
    2. Using the Query Wizard
      1m 52s
    3. Creating a query in Design view with criteria
      4m 18s
    4. Creating wildcard queries
      1m 24s
    5. Creating reusable parameter queries
      1m 29s
    6. Creating yes/no queries
      1m 12s
    7. Creating "and" and "or" queries
      3m 7s
    8. Building calculation queries
      2m 44s
    9. Creating statistical queries
      3m 1s
    10. Using update queries
      2m 56s
    11. Using delete queries
      1m 31s
    12. Creating crosstab queries
      2m 6s
  9. 26m 43s
    1. Introduction to reports
      1m 28s
    2. Using the Report Wizard
      2m 0s
    3. Formatting reports in Layout view
      5m 16s
    4. Identifying report structure in Design view
      2m 30s
    5. Adding group and sort capabilities to a report
      2m 43s
    6. Adding existing fields from other tables
      1m 59s
    7. Adding totals and subtotals to a report
      2m 58s
    8. Adding conditional formatting and data bars to a report
      2m 38s
    9. Creating multi-table reports
      1m 46s
    10. Creating mailing labels
      2m 16s
    11. Printing reports
      1m 9s
  10. 4m 32s
    1. PivotTables
      2m 29s
    2. PivotCharts
      2m 3s
  11. 7m 35s
    1. Creating macros
      2m 53s
    2. Attaching macros to objects
      2m 26s
    3. Using data macros
      2m 16s
  12. 17m 10s
    1. Importing Excel and text data
      3m 39s
    2. Exporting data into Excel
      1m 0s
    3. Exporting to PDF
      53s
    4. Exporting into a Word Mail Merge
      1m 3s
    5. Publishing to a web browser in HTML or XML
      1m 51s
    6. Sharing via email
      58s
    7. Collecting data over email
      2m 42s
    8. Using Package and Sign
      1m 14s
    9. Publishing to SharePoint
      2m 59s
    10. Importing and exporting with SharePoint
      51s
  13. 6m 41s
    1. Compacting and repairing a database
      48s
    2. Using data analysis tools
      1m 4s
    3. Encrypting a database and setting a password
      2m 22s
    4. Splitting a database
      2m 27s
  14. 8m 19s
    1. Customizing the ribbons
      1m 16s
    2. Setting Access options
      7m 3s
  15. 14s
    1. Goodbye
      14s

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