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Access 2010 New Features
Illustration by Neil Webb

Creating calculated fields


From:

Access 2010 New Features

with Alicia Katz Pollock

Video: Creating calculated fields

Instead of having to create an expression, in a query or report, every time you want to do a calculation, you can now create a field right in your table that will perform calculations based on your data. Let's make one. I'll click on the Create tab and over here to Table. First, I'm going to put in our Company Name and I'm going to add a Currency field for the total that did owe us and I'll create another field for how much they've paid. Now, the last field I want is Amount Due.

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Access 2010 New Features
36m 35s Intermediate May 12, 2010

Viewers: in countries Watching now:

In Access 2010 New Features, author Alicia Katz Pollock explains each new and enhanced feature in Microsoft Access 2010. This course covers the Backstage view that replaces the File menu in Office 2010, shortcuts for building tables, new layout tools and navigation controls, the macro designer featuring IntelliSense, as well as exporting to and collaborating in SharePoint. Exercise files accompany the course.

Topics include:
  • Working with Application Parts
  • Implementing the Table Tools ribbon
  • Using Quick Start and calculated fields
  • Designing with Layout View formatting tools
  • Taking advantage of enhancements to the Conditional Formatting feature
  • Automating with macros
  • Working with external data
  • Integrating SharePoint publishing
Subject:
Business
Software:
Access
Author:
Alicia Katz Pollock

Creating calculated fields

Instead of having to create an expression, in a query or report, every time you want to do a calculation, you can now create a field right in your table that will perform calculations based on your data. Let's make one. I'll click on the Create tab and over here to Table. First, I'm going to put in our Company Name and I'm going to add a Currency field for the total that did owe us and I'll create another field for how much they've paid. Now, the last field I want is Amount Due.

So, what I'll do is go up to More Fields and come down here to Calculated Field and over to the right for Currency and my calculation is the Total Amount minus the Amount Paid and I'll name it Total Due. Now, when I fill this in, any amount that they owe us, note that because it's currency, it fills in dollar sign and the commas and the decimals automatically.

They've paid us $2000 and it instantly says that they owe us $8000. Please note however, that this does not work with date fields, because the data would be constantly changing at every moment. So you can see that the new Calculation data type will make life much easier with answers to your mathematical formulas available at all times.

Find answers to the most frequently asked questions about Access 2010 New Features.


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Q: My macro isn't running correctly. I followed along with the author and I'm not receiving an error message, but the actions are performed correctly.
A: There are several possible reasons why a macro would malfunction.  Make sure that the macro is written correctly. Capitalization and punctuation matters. Also make sure to click in all the same places when recording the macro. With enough practice, building macros will become more routine, and spotting errors will becoming easier.
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