In MS Access, a calculated field performs various tasks like mathematics and arithmetic, manipulating text, geographic information, etc. to evaluate the data. It helps in the easy calculation of the values from different fields within the table. After that, it displays the result of the calculation. However, many users don’t know how to create a calculated field in Access.
In this article, I will discuss the intricacies of calculated fields and different aspects related to the calculated field in Access including how to create them efficiently.
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Quick Navigation:
- Why Is Calculated Field Important in MS Access?
- How To Create A Calculated Field In Access Query?
- How To Make Calculated Field in Access Table?
- How To Add A Total Row In Calculated Field?
- Use Access Database Repair Tool to Fix Corrupt Access Database
Why Is Calculated Field Important in MS Access?
Well, it is very important to have calculated fields in MS Access because it allows you to effectively create new data from the information that is already saved in your data source. Nevertheless, when you make a calculated field, you’re essentially forming a new field (or column) in the data source which will further help you to perform the calculation in Access.
How to Create A Calculated Field in Access Query?
In this section, you will find two different ways for how to create a calculated field in a query in Access 2016 or 2019. So, let’s try them.
1# Create Calculated Field In Access Using Expression Builder
Here is an example to show you how to use an expression builder to create a calculated field.
In this example, we are dividing the population of the country through the land area. As a result of which we will get the population density (which means it will calculate the number of people living per square kilometer of that country).
1: Select The Calculated Field Option
- First, open your table in the datasheet view. After that scroll down and go to the right side field.
- Hit the field heading having the text “Click to Add” and then from the appearing drop-down menu choose the Calculated Field. After that choose the data type which you want to assign to your output.
2: Enter Expression In The Expression Builder
- Now you need to launch the Expression Builder. For this, you need to select the Fields >>More Fields >> Calculated Field.
- To build the calculations either you can make use of the expression builder or you can type the expression that you need.
- We have to divide the Population field with the Area field. So, you will type [Population]/[Area]. This expression will calculate people’s population per square kilometer.
- Hit the OK button once after entering the expression.
3: Complete Calculated Field Leftover Work
- You will see that the field header will get highlighted. In this, you have to assign a name to your field.
- Your calculated field is now completed so you can expand the field’s width for showing up the values.
Step 4: Do Modifications If Required
Suppose, the calculated field in Access is showing results with too many decimal places then you can make easy adjustment in this.
For this, you need to choose the field first. After that go to the Fields tab and then from the formatting group choose the rounding icon.
If you need to reduce the decimal number places then hit the icon present on right. Or else to increase it just tap over the left icon.
Step 5: Modify The Expression
- Open the Expression Builder to make any changes in the expression.
- For this, choose the calculated field which you need to change. After that hit the modify expression option from the fields tab.
Learn More: How to Built an Expression?
2# Create A Calculated Field In Access Select Query
Another method that you can try is to create calculated fields in Access query.
A calculated field is the result of each individual record calculation as every single calculation only includes fields in the exact record.
Steps to create calculated fields in Access query
- Open your MS Access application.
- Create the table or you can use an already existing table.
- Now you need to create the Query.
- For creating up the Query, you need to go to the Create tab first. After that go to the Queries group and make a click on the Query Design icon.
- On the right side, there is one Add Table window option. So choose the table that you need to calculate.
- Hit “Add Selected Tables” option present on the bottom section of Add Table window.
- You can see that the table will start appearing on the upper section of the Window.
- On the bottom side of window, there is a Design Grid icon.
- Make use of the design grid tool to create the Query by putting fields from your selected table in the upper to the lower section of the window.
- Tap on the arrow sign present in the Field row and then select the fields for each of the columns which you wish to include in your Access Query.
- Here we are considering an example that we have to calculate the birth rates total in the last 3 years i.e 2018, 2019, and 2020.
- In the last column, you need to add the field; ‘Total Number of Births in Three Years’
- Make a right-click on the field ‘Total Number of Births in Three Years’.
- From the shortcut menu tap to the Zoom option to open it.
- In the opened dialog box of the Zoom dialog box, you need to watch out for the field text within it.
- According to the calculations you want to do just write the formula for it.
- e.g – Total counts of Births in 3 Years: [2018] +[2019] +[2020].
- Hit the OK button.
- Hit the Run option on the left side of Results group.
- You will get the output of the calculation.
How to Make Calculated Field in Access Table?
It is not at all possible to make a calculated field in Microsoft Access with the help of SQL. However, in such a case, it is recommended to opt for the VBA code and create a calculated field in a hassle-free manner.
How to Add A Total Row In Calculated Field?
The totals row will add the complete column of numbers, it is the same as a receipt. The calculated sum will appear in the separate row which is placed at your table’s bottom.
Suppose, if you need to add totals row in your calculated field then using the below-given steps you can easily perform this task.
- Go to the Home tab and then from the Records group hit the Totals command.
- In your Access table just go to the last row by scrolling down.
- For total rows, search for your desired field and then choose the 2nd empty cell present just below the last record of that field.
- Locate the desired field for the totals row, and then select the second empty cell below the last record for that field. When a drop-down arrow appears, click on it.
- Choose the function which you need to do on the field data. For example, you will have to select the Sum to add the entire values of the calculated field.
- Now on your Access table totals row will start appearing.
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Related FAQs:
What Is a Calculated Field?
In Microsoft Access, a calculated field is a formula that executes some action on one or more other fields in the data source.
Can Calculate Fields Reference Other Fields in The Same Table?
Yes, calculated fields can reference other fields within the same table and even allow to perform more complex calculations.
How Many Fields Are in An Access Query?
There are 255 fields in an Access query, with a max of 32 tables.
Which Query Allows You to Perform Calculations with Your Data?
Totals query allows us to perform calculations with the database data.
What Is the Sum Formula in Access?
The Sum() function calculates the sum of a set of values.
Can I Edit the Formula of a Calculated Field After It’s Been Formed?
Yes, you can edit or modify the formula of a calculated field at any time. You can easily do so by accessing the table in the Design View & changing the field properties.
What Are the Types of Calculated?
The types of calculated & basic mathematical operations are- addition, subtraction, division, multiplication, calculating powers, and calculating square roots.
Summing Up
It is vital to understand the importance of calculated fields before you try to create them and streamline your data analysis tasks. However, after going through this blog, you must have understood the intricacies of calculated fields and how to create a calculated field in Access query or table in a hassle-free manner.
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Pearson Willey
Pearson Willey is a website content writer and long-form content planner. Besides this, he is also an avid reader. Thus he knows very well how to write an engaging content for readers. Writing is like a growing edge for him. He loves exploring his knowledge on MS Access & sharing tech blogs.