How to add Totals in Reports in Microsoft Access

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How to add Totals in Reports in Microsoft Access – Guide

To make the data more understandable in any Access report that incorporates numbers, you can use totals, averages, percentages, or running sums. This post will show you how to incorporate these aspects into your report.

Add a total or other aggregate in the Layout view

Layout view provides the fastest way to add totals, averages, and other aggregates to your report.

1. In the Navigation Pane, right-click the report and click Layout Preview.
2. Click on the field you want to summarize. For example, if you want to add a total to a column of numbers, click one of the numbers in the column.
3. On the Design tab, in the Grouping and Totals group, click Totals.
4. Click on the type of aggregate you want to add to the field.

Access adds a text box to the Report Footer section and sets its Control Source property to an expression that performs the desired calculation. If there are levels of grouping in your report, Access also adds a text box that performs the same calculation for each footer section in the group.

Add a total or other aggregate in Design view

Design view gives you a little more control over the placement and appearance of your totals. In grouped reports, you can place totals or other aggregates in the header or footer of each group. Aggregates for the entire report can be placed in the Report Header or Report Footer section.

1. In the Navigation Pane, right-click the report and click Design Mode.
2. Click on the field you want to summarize. For example, if you want to add a total to a column of numbers, click one of the numbers in the column.
3. On the Design tab, in the Grouping and Totals group, click Totals.
4. Click on the type of aggregate you want to add to the field.

Access adds a text box to the Report Footer section and sets its Control Source property to an expression that performs the desired calculation. If there are levels of grouping in your report, Access also adds a text box that performs the same calculation for each footer section in the group.

Calculate a running sum (cumulative total)

You can use Access to create a running sum in a report. A running sum is a cumulative total from record to record in a group or even across the entire report.

Create a running sum

1. In the Navigation Pane, right-click the report and click Design Mode .
2. On the Design tab, in the Controls group, click Text Box.
3. Click the Detail section, Group Header section, or Group Footer section to create a text box. If a label appears next to the text box, delete the label or change its text to a meaningful value.
4. Select the text box. If the property sheet is not already displayed, press F4 to display it.
5. Click the Data tab. In the Control Source property box, type the name of the field or expression for which you want to create the running sum. For example, enter TensedPrice for the TensedPrice field or, at the group level, enter the expression = Sum ([ExtendedPrice])
6. Click on the Running Sum property box.
7. Click the drop-down arrow in the properties box and do one of the following:
8. If you want the running sum reset to 0 when the next higher grouping level is reached, select About Group from the list.
9. If you want the accumulated sum to accumulate up to the final for the report, select General from the list.
10. Close the property sheet.

Final note

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