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Get A Grand Total For Access Reports

When teaching or providing  support to Access end users, here's one fundamental lesson in report design that can make you the hero: how to add summary data. 

The mistake most users make is putting aggregate functions, such as Sum or Avg, in the wrong section of the report (usually a page footer). The key to adding grand totals or other summary data to your report is to put the aggregate functions in the report footer. 

Aggregate functions use all records in their calculations when they're in a report's header or footer, but most users expect summary data at the end of the report. 

Open your report in Design view and add a text box control to the Report Footer. Open the control's Properties, select the Data tab, and enter an expression for the text box's Control Source property, like the one shown below: =Sum([numeric_field]) 

Replace numeric_field with the field from your table. To "pretty up" the grand total result, try aligning the Sum function's text box with the corresponding field from the Detail section. For monetary values, you might also want to apply the Currency format to the Sum function's text box. (To do so, set Format to Currency on the Format tab of the Properties sheet.)

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