Access provides several ways to add these sample tables to a database. You can enter the data manually, you can copy each table into a spreadsheet program such as Excel and then import the worksheets into Access, or you can paste the data into a text editor such as Notepad and import the data from the resulting text files.
The steps in this section explain how to enter data manually in a blank datasheet, and how to copy the sample tables to a spreadsheet program, and then import those tables into Access. For more information about creating and importing text data, see the article Import or link to data in a text file.
The how-to steps in this article use the following tables. Use these tables to create your sample data:. Note: Remember that in a typical database an order details table will contain only a Product ID field, not a Product Name field.
The sample table uses a Product Name field to make the data easier to read. On the Create tab, in the Tables group, click Table. Note: You do not need to follow this step if you open a new, blank database, but you will need to follow it whenever you need to add a table to the database. Double-click the first cell in the header row and enter the name of the field in the sample table. By default, Access denotes blank fields in the header row with the text Add New Field , like so:.
Use the arrow keys to move to the next blank header cell , and type the second field name you can also press TAB or double-click the new cell. Repeat this step until you enter all field names.
As you enter the data, Access infers a data type for each field. Setting the data type helps ensure accurate data entry and also helps prevent mistakes, such as using a telephone number in a calculation. For these sample tables, you should let Access infer the data type.
In the Table Name box, enter the name of the sample table, and then click OK. You use the name of each sample table because the queries in the how-to sections use those names. Repeat these steps until you create each of the sample tables listed at the beginning of this section. If you do not want to enter the data manually, follow the next steps to copy the data to a spreadsheet file, and then import the data from the spreadsheet file into Access.
Start your spreadsheet program and create a new, blank file. If you use Excel, it creates a new, blank workbook by default. Copy the first sample table provided above and paste it into the first worksheet, starting at the first cell. Using the technique provided by your spreadsheet program, rename the worksheet. Give the worksheet the same name as the sample table.
For example, if the sample table is named Categories , give your worksheet the same name. Note: You might need to add worksheets to your spreadsheet file. For information on doing that task, see the help for your spreadsheet program. Save the workbook to a convenient location on your computer or your network, and go to the next set of steps. On the External Data tab, in the Import group, click Excel. Click Browse , open the spreadsheet file that you created in the previous steps, and then click OK.
By default, the wizard selects the first worksheet in the workbook the Customers worksheet, if you followed the steps in the previous section , and data from the worksheet appears in the lower section of the wizard page. Click Next.
On the next page of the wizard, click First row contains column headings , and then click Next. Optionally, on the next page, use the text boxes and lists under Field Options to change field names and data types or to omit fields from the import operation.
Otherwise, click Next. Leave the Let Access add primary key option selected, and click Next. By default, Access applies the name of the worksheet to your new table. Accept the name or enter another name, and then click Finish. Note: When you imported the worksheets, Access automatically added a primary key column to each table and, by default, Access named that column "ID" and set it to the AutoNumber data type. The steps in this explain how to rename each primary key field.
Doing so helps to clearly identify all the fields in a query. In the Navigation Pane, right-click each of the tables that you created in the previous steps and click Design View. For each table, locate the primary key field. By default, Access names each field ID. In the Field Name column for each primary key field, add the name of the table. Whenever the sample tables appear in this article, they include the primary key field, and the field is renamed as described by using the preceding steps.
You can add a Total row to a query by opening your query in Datasheet view, adding the row, and then selecting the aggregate function that you want to use, such as Sum , Min , Max , or Avg. The steps in this section explain how to create a basic select query and add a Total row. You do not need to use the sample tables described in the previous section. On the Create tab, in the Other group, click Query Design.
You can include fields that contain descriptive data, such as names and descriptions, but you must include a field that contains numeric or currency data. Click Run to run the query. Optionally, switch to Design view and adjust your query. To do so, right-click the document tab for the query and click Design View. You can then adjust the query, as needed, by adding or removing table fields.
Make sure that your query is open in Datasheet view. To do so, right-click the document tab for the query and click Datasheet View. In the Navigation Pane, double-click the query. This runs the query and loads the results into a datasheet. On the Home tab, in the Records group, click Totals. In the Total row, click the cell in the field that you want to sum, and then select Sum from the list. For more information about using a Total row, see the article Display column totals in a datasheet.
A grand total is the sum of all the values in a column. You can calculate several types of grand totals, including:. A simple grand total that sums the values in a single column. For example, you can calculate total shipping costs. A calculated grand total that sums the values in more than one column. For example, you can calculate total sales by multiplying the cost of several items by the number of item ordered, and then totaling the resulting values.
A grand total that excludes some records. For example, you can calculate the total sales only for last Friday. The steps in the following sections explain how to create each type of grand total. The steps use the Orders and Order Details tables.
Double-click the field that you want to sum. The AutoSum Wizard will generally only work for contiguous ranges, so if you have blank rows or columns in your sum range, Excel is going to stop at the first gap.
Then all you need to do is select your range s. Note: you may notice how Excel has highlighted the different function ranges by color, and they match within the formula itself, so C2:C3 is one color, and C5:C6 is another. Excel will do this for all functions, unless the referenced range is on a different worksheet or in a different workbook. You can absolutely use SUM with other functions.
Sometimes you need to sum a particular cell on multiple worksheets. This is particularly helpful in situations where you have a single sheet for each month January-December and you need to total them on a summary sheet.
You can easily perform mathematical operations with Excel on their own, and in conjunction with Excel functions like SUM. The following table lists the operators that you can use, along with some related functions.
You can input the operators from either the number row on your keyboard, or the key pad if you have one. For more information, see Use Excel as your calculator. SUM function. AutoSum horizontally. A1 Which will sum the cell A1 in all sheets from Sheet 1 to Sheet 3. A2 Which will sum cell A2 in each sheet from January through December. Use SUM and other functions to add, subtract, multiply and divide with Excel. Need more help? Please see Office VBA support and feedback for guidance about the ways you can receive support and provide feedback.
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