Access 2010 - How to Create a Calculated Field and a Total - Access Programmers

Access 2010 - How to Create a Calculated Field and a Total

02/05/2012

Step 1: Create a table that you want to create a calculated field in.

Screen shot of Access table

We will be creating a calculated field that will give us the total price of the items sold.

 Step 2:  Create the new field

  • Select the “Field” tab from the top menu
  • Click the arrow next to “More Fields” to view the drop-down
  • Hover over Calculated Field and choose the data type you would like to use. In this example, choose currency.
  • The Expression Builder panel opens with a list of our fields under the “Expression Categories” area
  • Double click on UnitsSold and PricePerUnit
    • UnitsSold and PricePerUnit appear in the Expression Builder panel
  • Highlight the <<Expr>> text and choose the “*” operator to replace the text. Click on “Operators” in Expression Elements, then double click “*”
  • Click “OK”

Screen shot of Expression Builder

The Calculated Field is added to our table with column name “Field1”. Rename the column to “TotalPrice”.

Screen shot of table with renamed TotalPrice field

Step 3: Create the Total Row

  • Select the “Home” tab in the top menu
  • Click the “Totals” command
    • This will add a “Total” row to your table
  • Choose the column you want to create the “totals” row for and select the very last cell. A dropdown arrow appears. Select the function you would like to perform on the column. In this example, choose “Sum”
  • Your final total appears in this field

Screen shot of table with calculated total row