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Calculating Data

The Totals feature of Access 2007 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.

To use this feature, open your table and click the Totals icon which is 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.

To perform a calculation on your table, select which column you want to process, and click the cell for that column on the new Total row. 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. 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.

Access Totals

Access Totals - calculation of average age in list.

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