Adding Total etc. to Datasheets in
Access 2007
Gayle Fink (gfink@bowiestate.edu)
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to share practical tips, techniques and shortcuts that can make a difference in
our work. Send your tips to Gayle Fink (gfink@bowiestate.edu).
Recently, I built an Access database with student term credit hours attempted, earned,
and term GPA as part of a retention analysis. Part of the summary I was building
included a term breakdown by student type. Normally I would do this in a pivot table
in Excel. However, you can also do this quickly while in Access using a combination
of filters and the Total button.
- Start Access 2007 and open a database. A sample of the term standing file is shown
below.
- On the Home tab, click the Totals button in the
Records group. A Total row is created in your
datasheet.
- Click the field you want to total and select the type of summary.
- To calculate for undergraduate students only, click the Filter button in the Sort
& Filter Group, select “UGRAD” and then click the GPA column to obtain the average
for undergraduates.
This is a quick and easy analysis that gives you the feel of Excel!