how do you group records

Dear Paula

Thank you for attending Access Course. I hope you enjoyed it and found it to be useful to you.

When you ask about grouping records ids it Tables, Queries, Forms or Reports you want to group the records?

In a Table and Form you simply use the Sort (ascending or descending) or Filter (By Selection or Form). If you are not sure how to apply them please let me know and I’ll explain them in details.

In Reports, if you are using the Wizard to create them one of the steps will ask to group the records. This is useful if you have a Field such as City and you don’t want the each city repeating then you can group it by that field.

I assume your question was more targeted towards grouping records in a Query which we did in one of the exercises during the course in Access Intro. Please follow these steps:

Step 1: You create a query as normal by selecting the table.

Step 2: Please download only the fields that you would like to group and the filed that you would like the calculation to be performed on. E.g. Product ID and Qty Sold.

Step 3: Click the Totals button (This looks like the AutoSum button in Excel). You’ll notice a new section called Total appear on the Grid Box. Group by will be selected for both the columns.

Step 4: Choose the function from the field that you want the calculation performed on. E.g. Qty sold in my example.

Step 5: Run the query. You will notice that all the products that were duplicating would be showing only once and all the Qty sold for them will be totalled.

I hope this helps and has answered your query. If you are satisfied with the answer please mark this posting as resolved. If however you need further clarification then please reply to this question or simply ask a new question as a new post.

Many thanks

Kindest Regards

Rajeev Rawat
MOS Master Instructor 200/2003