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  1. #1
    csiro is offline Novice
    Windows 10 Access 2016
    Join Date
    Nov 2019
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    Summary of records

    Hi



    I am very new to Access, but I have managed to do most of what I want to so far with the aid of a book and the internet. However I am now stumped - I want a report that will summarise all the records in the database and give me totals only of all the people living in each State eg CA 25, VT 5. I have fields ID, lastname, firstname and State, but State is the only field I am interested in.

    I have tried to do this using a query with the Summary Options but it does not work as Access will only accept ID in the Summary Options (probably because it is a number). I have also tried doing it from a report but this does not work either - I can get a total of all the records but not a total for each state.

    Can someone please point me in the right direction?

    Many thanks
    csiro

  2. #2
    June7's Avatar
    June7 is offline VIP
    Windows 10 Access 2010 32bit
    Join Date
    May 2011
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    49,604
    So can a person have multiple records? If not, this is a simple aggregate with Count.

    SELECT State, Count(*) AS CountByState FROM tablename GROUP BY State;

    Or build a report and use its Sorting & Grouping features with aggregate calc in textbox.
    How to attach file: http://www.accessforums.net/showthread.php?t=70301 To provide db: copy, remove confidential data, run compact & repair, zip w/Windows Compression.

  3. #3
    Micron is online now Virtually Inert Person
    Windows 10 Access 2016
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    7,154
    IIRC, you can have a textbox in the report (in State group) control source = 1 and set it to running sum over group. Put another textbox in the group footer and set its control source to Sum([name of first textbox]). The running sum textbox doesn't have to be visible once you've vetted the totals.
    - "doesn't work" doesn't help. Implement changes in copies of your database.
    "Everyone has a photographic memory; some just don't have film." Steven Wright

  4. #4
    June7's Avatar
    June7 is offline VIP
    Windows 10 Access 2010 32bit
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    AFAIK, aggregate functions cannot reference controls.

    If you want to provide db for analysis, follow instructions at bottom of my post.
    How to attach file: http://www.accessforums.net/showthread.php?t=70301 To provide db: copy, remove confidential data, run compact & repair, zip w/Windows Compression.

  5. #5
    Micron is online now Virtually Inert Person
    Windows 10 Access 2016
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    Correct. So much for memory. Remove the aggregate function and it should work: = [name of first textbox]

Please reply to this thread with any new information or opinions.

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