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Calculations on Access Table Data

The TOTALS feature of Access allows calculations to be performed directly on a database table. At its simplest, the totals feature can be used to COUNT the number of records, or ADD a column of numbers in a table. It can also be used to calculate AVERAGE, MAXIMUM/MINIMUM values, STANDARD DEVIATION and VARIANCE.

Here are the steps to perform a calculation on an Access table:

  1. Open the table you wish to perform the calculation on.
  2. Click the TOTALS icon located in the RECORDS group of the HOME Ribbon. This produces an extra row at the bottom of the table with the word TOTAL in the left-hand column.
    Totals Icon
    The TOTALs icon.
  3. Select which column you want to process and click the cell for that column on the new TOTAL row.
  4. When the arrow tag appears, click it to produce a drop-down list of functions. We are going to find out the average age in our table, so we shall select the AVERAGE function from this list.
    Total Row
    The TOTAL row.

The result of our calculation is then displayed in that cell (ie the AGE column of the TOTAL row). If we add an additional record to our table, the totals row will recalculate the result automatically to take account of the new data. You then have the option to save the table with the new totals row and any calculation it is set to perform (just click YES when prompted to save the new layout of the table you have been working on).

Calculation of Average Age in Access Table
Result of the AVERAGE calculation on the AGE field.

This was the last part for Working with Access Tables. The next section of the tutorial is Creating an Access Form

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