How to create a summary report in Access

in this tutorial we're going to look at a special kind of report known as re-report now I have here on the screen the original table of data in our database and as we look at the second field here country we can see we've got multiple records for India as we scroll down the countries change salon Sri Lanka Kenya Tanzania Java Georgia China etc a summary report we'll just have one record for each of these countries instead of currently having a separate record for each product that might be produced by a country in a way we do this is a little bit different to the other reports that you've come across so far so first of all we do however need to create a query we add the table but now this is where things are a little bit different I don't want to add every single field in fact if I do I won't be able to create the summary report by look at the question 45 in the June 2008 CAE paper I'm asked for a report from all the data in other words the original table which we've just done and shows a summary of only the country product and stock fields now it's important that I add these fields and only these fields but also add them in the correct order that is the order in which they're printed in the paper so when I do my summaries based on the country field and the calculations are going to be based on the product field and then the stock field the next thing we need to do is go up here to the top right and the ribbon and click the totals icon this adds a new row to our query design area now if we look back at the question we're asked to perform a count on the number of products for each country so under product in the totals group by option I'm going to change that to count so it should give me a total number of products or how many products each country has and each country is only going to listed once hints a summary report it's a summary of the country's products and stocks here not a list of all the records now on the stock field we're asked to calculate the sum of the number of items in stock for each country now if we go up and run the query we can see we get quite a different look from our database each country that's listed it only occurs once but some of these numbers are quite large ten thousand two hundred fifty nine different pieces of stock are available for India for example in early eighty three Layton's have stopped for Tanzania but Tanzania only has two products that they sell whereas India has a total of 57 so you can understand why the and total stock is a lot higher now we've got to go back to the design view just briefly here because we're also asked to only show the records where products number more than three so number more than three means greater than three so in the product field and the design area in the criteria row I'm just going to type greater than three now when we run the query we can see we've got far fewer countries that have come up and that's how to do a summary report

Channel: CompSci Tutorials

Views: 58,779

Rating: 4.6744184 out of 5

Keywords: IGCSE, ICT, CIE, Cambridge, 2010, Access, Microsoft Access, summary report, database reports

Id: U-3VAbcs58M

Length: 4min 0sec (240 seconds)

Published: Sun Jul 28 2013