Quickly summarize group data in Access 2007 reports

by Mary Ann Richardson | Jun 19, 2007 12:00:00 AM

Tags: Mary Ann Richardson, Microsoft Office, Microsoft Access, databases, desktops, Office Suites, Software, Enterprise Software, Data Management, Microsoft Office Suite Access Tips Newsletter

Takeaway: Access 2007 makes it easy to compile a summary from your group data -- in fact, there's even a special dialog box for it. Here's how to create a thorough Access report using group data.

With Access 2007, you don't have to know how to add a control to your report to summarize group data. You simply click the field name in the report and make the appropriate selections in the Grouping dialog box.

For example, say you want to create a report that groups all customers by their city of residence. You want the report to total the number of customers that come from each city. Follow these steps:

1. Click the Customers database table in the Navigation bar.
2. Click the Create tab.
3. Click the Report Wizard button.
4. Double-click the City in the field list.
5. Double-click Last Name in the field list.
6. Double-click First Name in the field list.
7. Click Next.
8. Double-click City in the field list.
9. Click Next.
10. Click the drop-down arrow of the first text box and select Last Name.
11. Click Next twice.
12. Click Aspect.
13. Click Next.
14. Name the report Customer City Data and then click Finish.
15. Right-click the displayed report and select Layout View.
16. Click the City label in the report.
17. Click the Group and Sort button under the Grouping and Tools Group section under Format.
18. Click More.
19. Click with No Totals arrow.
20. Select City from Total On the drop-down list.
21. Select Count Records from the Type drop-down list.
22. Click the Show in group footer check box.
23. Click the Show Grand Total check box.
24. Click the Close Grouping Dialog button.

The report now includes the total number of records that are included in each city group, as well as the total number of records in the entire report.

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