How to Add a Total Query in Access

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The total query is a version of the select query in Microsoft Access. It provides a method for computing totals and other aggregate functions on groups of records which contain numbers. This function is useful for compiling data for graphs. Queries add flexibility by allowing you to view the data in your database in different ways. Records can be sorted, grouped and calculated. Update queries are used to update records in a table. Make table queries create tables from existing data.

Things You'll Need

  • Microsoft Access
  • Open Access. Click the “Office” button which is located in the upper left corner. Select “Open.” Find and highlight the database file. Click the “Open” button.

  • Click the “Create” tab at the top of the window. Select “Query Wizard” from the “Other” section of the ribbon.

  • Select “Simple Query Wizard” in the right pane of the “New Query” window. Click the “OK” button.

  • Select the table or query to use for the query from the “Tables/Queries” drop down box. Highlight the fields to include in your query from the “Available Fields” list. Click the arrow button to move each field to the “Selected Fields” pane. Click the “Next” Button.

  • Choose “Detail (shows every field in every record).” Click the “Next” button.

  • Type a name for the query beneath “What title do you want for your query?” Choose “Modify the query design.” Click the “Finish” button.

  • Select “Totals” from the “Show/Hide” area of the ribbon in the “Design” tab. This adds a “Total” row under the field and table names in the lower pane.

  • Select “Group By” in the “Total” row drop down box for every field which does not need a total value.

  • Select “Sum” in the “Total” row drop down box for every field which will show a total value.

  • Save the query.

Tips & Warnings

  • Use the Microsoft Access Wizards to make queries. You can always modify them in "Design View" later.
  • You will get a data mismatch error if you try to use the following functions in the “Total” row of a text field: Sum, Avg, STDev, Var or expression.

References

  • Photo Credit Thinkstock Images/Comstock/Getty Images
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