Finding the Total of Items Seperately-Access

[Jason Ess]

Hello!

I am using the latest version of Microsoft Access. I have different two different categories, Home and Utilities. Now, I insert values for any payments I make, and will use the drop down box to mark it as Home or Utility. I can add up the SumofAmounts of both the Home and Utilities together, but how does one find the sum of each separately?

For example, I could see just the total of the Utilities, and then just see the total of the Home payments.

Sorry, I am really new to Access. Any help would be appreciated!

 

[OBP]

You use the Totals & Group By function.

 

[Jason Ess]

Im not sure I fully understand. I am one of those people that needs explanation! Sorry for the hassle :/

Here is a pic for help.

As you can see, in the far left column, I have to sets of text, Home and Utility. How would I find the total of each of those separately?

Step by step haha

Thank you for your patience!

 

[OBP]

Unfortunately I do not have Access 2007 to give you a step by step guide.
But click the Set Square in the top left corner to get the design mode or Design on the Main menu.
Click on the Summation Symbol (it has Totals written underneath it).
Now in the new row slect "Group By" for those items you want to group and Sum for those you want to total.
If you have too many items Grouped you will not get the desired result.

 

[Jason Ess]

Still cant seem to get it.

Do you know how to do it on 2002. That version?

 

[OBP]

It is basically the same - Query in design View, Main Menu>View>Totals
In the Totals Row select Group By for those fields you want Grouped and Sum for those to be totalled.

 

[OBP]

Can you post a Zipped Dummy Access 2002 version?

 

[Jason Ess]

Sure, I tried grouping them, still cant seem to get it though.


Hope .rar is okay?

 

[OBP]

Jason, it looks OK to me, what is wrong with it?

 

[Jason Ess]

I just want to see the total of Home. And then the total of Utility. But not Home and Utility together.


I feel like I am missing something here.

I group by, but then when i run it, I still see just the totals together.

 

[OBP]

OK, first of all if you want the overall total you should not have the "Expense Sub Cagtegory" column in the query. That will then give you 2 rows, one for Home & one for Utilities.
If you only want to see one of them you have to tell the query which one to display

 

[OBP]

Take a look at the attached database.

 

[Jason Ess]

Wow thats great!

How did you add the separate queries?

Thank you SO much!

 

[OBP]

I added them manually, you need to learn about queries as they power Access.