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In Access 2010 Essential Training, Alicia Katz Pollock gives a comprehensive overview of creating databases in Access 2010, whether using predefined database templates or building from scratch. This course covers each step of constructing and modifying databases for custom purposes, as well as working with tables, forms, queries, macros, and reports and charts for record keeping and analysis. Exercise files are included with the course.
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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