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Counting records or Values Microsoft Access 2007

    To make reports more useful, you can have Access count and display infor­mation such as which products are selling the best or the total dollar amount of each sale so you could tell exactly how much money your company made during March. By counting records or adding up values stored in fields, Access can help you better interpret the data displayed in a report.

    You can count values only of fields that contain numbers; you cannot count values of a field that contains text such as names.

    To count the number of records or values in a report, follow these steps:

    1. Switch to the Layout view of your report by following Steps 1-3 in the preceding section, "Manipulating the Data in a Report."

    2. Right-click in the column (field) that you want to count.

    Access highlights your chosen column and displays a pop-up menu, as shown in Figure 18-11.

    3. Click Total.

    The menu command displays the Total command along with the field name you right-clicked, such as Total Last Name or Total Sales.

    Counting records or Values Microsoft
Access 2007

    Figure 18-11:

    Right-clicking a column displays a pop-up menu for manipulating your data.

    Access displays a submenu that displays Count Records or Count Values. 4. Click either Count Records or Count Values.

    Access displays the total count in your report.

    If you choose the Count Records or Count Values command again, you can hide the total count in your report.


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