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Calculate values for controls in forms and reports

When you use an expression as the data source for a control, you create a calculated control. For
example, suppose that you have a report that displays multiple inventory records, and you want to
create a total in the report footer that sums all the line items on the report.

To calculate the total, place a text box control in the report footer, and then set
the ControlSource property of the text box to the following expression:

=Sum([table_field])

In this case, table_field is the name of the field that contains your subtotal values. That field can
come from a table or a query. The Sum function calculates the total for all the values
of table_field.

PROCEDURE

1. In the Navigation Pane, right-click the form that you want to change, and then click Layout
View or Design View on the shortcut menu.

2. Select the control into which you want to enter an expression.

3. If the Property Sheet is not already displayed, press F4 to display it.

4. To manually create an expression, on the Data tab in the property sheet, click

the ControlSource property of the text box, and then type = followed by the rest of your

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expression. For example, to calculate the subtotal shown above, type =Sum([table_field]),

making sure that you substitute the name of your field for table_field.

5. To create an expression by using the Expression Builder, click the Build button   in the property
box.

After completing your expression, the property sheet will look like this:

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Use expressions as query criteria

You use criteria in a query to narrow down query results. You enter the criteria as an expression, and
Access returns only those rows that match the expression.

For example, suppose that you want to see all the orders whose shipped date occurred in the first
three months of the year 2017. To enter the criteria, you type the following expression in
the Criteria cell for the Date/Time column in your query. This example uses a Date/Time column
called ShippedDate. To define a date range, enter your criteria in this manner:

Between #1/1/2017# And #3/31/2017#

The ShippedDate column will resemble the following.

For each record in the Orders table, if the value in the ShippedDate column falls in the date range
that you specify, the record is included in the query output. Note that in the expression, you enclose
the dates with pound signs (#). Access treats a value enclosed in pound signs as a Date/Time data

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type. Treating those values as date/time data enables you to perform calculations on those values,
such as subtracting one date from another.

PROCEDURE

1. In the Navigation Pane, right-click the query that you want to change, and then click Design
View on the shortcut menu.

2. Click in the Criteria cell in the column for which you want to enter your criteria.

3. To manually create your expression, type your criteria expression. Do not precede the criteria
expression with the = operator.

4. To create your expression by using the Expression Builder, on the ribbon, click Design, and then in
the Query Setup group, click Builder   .

If you want a larger area in which to edit the expression, place the cursor in the Criteriacell and
then press SHIFT+F2 to display the Zoom box:

Tip   To make the text more readable, select Font.

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Create a calculated field in a query

Suppose you’re designing a query, and you want to display the results of a calculation using other
fields in the query. To create the calculated field, you enter an expression in a blank cell in

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the Field row in your query. For example, if you have a query that contains a Quantity field and a Unit
Price field, you can multiply the two to create a calculated field for Extended Priceby entering the
following expression in the Field row of the query:

Extended Price: [Quantity] * [Unit Price]

Prefacing the expression with the text Extended Price: names the new column Extended Price.
This name is often called an alias. If you do not supply an alias, Access will create one, such as Expr1.

When you run the query, Access performs the calculation on each row, as shown in the following
illustration:

PROCEDURE

1. In the Navigation Pane, right-click the query that you want to change, and then click Design
View on the shortcut menu.

2. Click the Field cell in the column where you want to create the calculated field.

3. To manually create your expression, type your expression.

Do not precede the criteria expression with the = operator; instead, begin the expression with a
descriptive label followed by a colon. For example, type Extended Price: to provide the label
for an expression that creates a calculated field called Extended Price. Then, enter the criteria for
your expression after the colon.

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4. To create your expression by using the Expression Builder, on the ribbon, click Design, and then in
the Query Setup group, click Builder.

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Create a calculated field in a table

In Access, you can create a calculated field in a table. This eliminates the need for a separate query to
do calculations. For example, if you have a table that lists the quantity, price and tax rate for each item
in an order, you could add a calculated field that shows the total price, like so:

[Quantity]*([UnitPrice]+([UnitPrice]*[TaxRate]))

The calculation cannot include fields from other tables or queries and the results of the calculation are
read-only.

PROCEDURE

1. Open the table by double-clicking it in the Navigation Pane.

2. Scroll horizontally to the rightmost column in the table, and click the Click to Add column
heading.

3. In the list that appears, click Calculated Field, and then click the data type that you want for the
result. Access displays the Expression Builder.

4. Enter the calculation that you want for this field, for example:

[Quantity] * [Unit Price]

For a calculated field, you don’t start the expression with an equal sign (=).

5. Click OK.

Access adds the calculated field, and then highlights the field header so that you can type a field
name.

6. Type a name for the calculated field, and then press ENTER.

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Set default values for a table field

You can use an expression to specify a default value for a field in a table – a value that Access uses for
new records unless another value is provided. For example, suppose that you want to automatically
insert the date and time into a field called OrderDate whenever someone adds a new record. To do
this, you might use the following expression:

Now()

PROCEDURE

1. In the Navigation Pane, double-click the table that you want to change.

Access opens the table in Datasheet view.

2. Select the field that you want to change.

3. On the ribbon, click Fields, and in the Properties group, click Default Value. Access displays the

Expression Builder.

4. Type your expression in the box, making sure to begin the expression with an equal sign (=).

Note    If you bind a control to a table field and both the control and table field have default values,
the control's default value takes precedence over the table field.

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Set default values for controls

Another common place to use an expression is in the Default Value property of a control.
The Default Value property of a control is like the Default Value property of a field in a table. For
example, to use the current date as the default value for a text box, you can use the following
expression:

Date()

This expression uses the Date function to return the current date, but not the time. If you bind the text
box to a table field, and the field has a default value, the control's default value takes precedence over
the table field. It often makes better sense to set the Default Value property for the field in the table.

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That way, if you base several controls for different forms on the same table field, the same default
value will apply to each control, helping ensure consistent data entry on each form.

PROCEDURE

1. In the Navigation Pane, right-click the form or report that you want to change, and then
click Design View or Layout View on the shortcut menu.

2. Select the control that you want to change.

3. If the property sheet is not already displayed, press F4 to display it.

4. Click the All tab on the property sheet, and then click the Default Value property box.

5. Type the expression, or click the Build button   in the property box to create an expression
by using the Expression Builder.

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Add a validation rule to a table field or record

Expressions are very useful for validating data as it is entered into the database – keeping bad data
out. In tables, there are two kinds of validation rules: Field validation rules (which prevent users from
entering bad data in a single field), and record validation rules (which prevent users from creating
records that don't meet the validation rule). You use expressions for both kinds of validation rules.

For example, suppose that you have a table named Inventory with a field that is named Units On
Hand, and you want to set a rule that forces users to enter a value greater than or equal to zero. In
other words, inventory can never be a negative number. You can do this by using the following
expression as a field validation rule in the Units On Hand field:

>=0

PROCEDURE: Enter a field or record validation rule

1. In the Navigation Pane, double-click the table that you want to change. Access opens the table in
Datasheet view.

2. For a field validation rule, select the field that you want to change.

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3. On the ribbon, click Fields, then in the Field Validation group click Validation, and then click Field
Validation Rule or Record Validation Rule. Access displays the Expression Builder.

4. Begin typing the criteria that you want. For example, for a field validation rule that requires that all
values are greater than or equal to zero, type the following:

>=0

Do not precede the expression with an equal sign (=).

Validation rule expressions are Boolean, which means that they are either True or False for any
given input value. A validation rule must be True for the value or Access doesn’t save the input and
displays a validation message indicating the error. In this example, if you enter a value for the Units
On Hand field that is less than zero, the validation rule is False, and Access does not accept the
value. If you haven't entered a validation message as described in the following section, Access
displays its own message to indicate that the value you entered is prohibited by the validation rule for
the field.

PROCEDURE: Enter a validation message

To make your database easier to use, you can enter custom validation messages. These replace the
generic messages that Access displays when data does not match a validation rule. You can use
custom validation message to provide specific information that helps the user enter the correct data,
for example, "The Units On Hand value cannot be a negative number."

1. In the Navigation Pane, double-click the table that you want to change.

Access opens the table in Datasheet view.

2. For a field validation message, select the field to which you added the validation rule.

3. On the ribbon, click Fields, then in the Field Validation group click Validation, and then click Field
Validation Message or Record Validation Message.

4. In the Enter Validation Message dialog box, type the message that you want to appear when data
does not match the validation rule, and then click OK.

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Add a validation rule to a control

In addition to table fields and records, controls also have a Validation Rule property that can accept
an expression. For example, suppose that you use a form to enter the date range for a report, and you
want to ensure that the beginning date isn't earlier than 1/1/2017. You can set the Validation
Rule and ValidationText properties for the text box where you enter the beginning date to the
following:

Property Setting
Validation >=#1/1/2017#
Rule
Validation You cannot enter a date earlier than
Text 1/1/2017.
If you try to enter a date earlier than 1/1/2017, a message appears, and displays the text in
the ValidationText property. If no text was entered in the ValidationText property box, Access
displays a generic message. After you click OK, Access returns you to the text box.

Setting a validation rule for a table field enforces the rule throughout the database, wherever that field
is modified. Alternatively, setting a validation rule for a control on a form enforces the rule only when
that form is being used. Setting validation rules separately for table fields and for controls on forms
can be useful if you want to establish different validation rules for different users.

PROCEDURE

1. In the Navigation Pane, right-click the form or report that you want to change, and then
click Design View or Layout View on the shortcut menu.

2. Right-click the control that you want to change, and then click Properties on the shortcut menu.
Access displays the property sheet for the control.

3. Click the All tab, and then click the Validation Rule property box.

4. Type the expression, or click the Build button   in the property box to create an expression
by using the Expression Builder.

Do not precede the expression with the = operator.

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5. To customize the text that appears if a user enters data that does not match the validation rule,
type the text that you want in the Validation Text property.

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Group and sort data in reports

You use the Group, Sort, and Total pane to define grouping levels and sorting orders for the data in a
report. Most typically, you group or sort on a field that you select from a list. However, if you want to
group or sort on a calculated value, you can enter an expression instead.

Grouping is the process of combining columns that contain duplicate values. For example, suppose
that your database contains sales information for offices in different cities, and that one of the reports
in your database is named "Sales by City." The query that provides the data for that report groups the
data by your city values. This type of grouping can make your information easier to read and
understand.

In contrast, sorting is the process of imposing a sort order on the rows (the records) in your query
results. For example, you can sort records by their primary key values (or another set of values in
another field) in either ascending or descending order, or you can sort the records by one or more
characters in a specified order, such as alphabetical order.

PROCEDURE: Add grouping and sorting to a report

1. In the Navigation Pane, right-click the report that you want to change, and then click Layout
View or Design View on the shortcut menu.

2. On the ribbon, click Design, and in the Grouping & Totals group, click Group & Sort. The Group,
Sort, and Total pane appears below the report.

3. To add a grouping level to the report, click Add a group.

4. To add a sort order to the report, click Add a sort.

A new group level or sort order appears in the pane, plus a list of the fields that provide data for
the report. This figure shows a typical new group level (grouping on Category) and sort order
(sorting on Manufacturer), plus a list that contains the available fields for grouping and sorting:

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5. Under the list of available fields, click expression to start using the Expression Builder.

6. Enter the expression you want to use in the expression box (the upper box) of the Expression
Builder. Make sure that you begin the expression with the equal (=) operator.

PROCEDURE: Add an expression to an existing group or sort

1. In the Navigation Pane, right-click the report that you want to change, and then click Layout
View or Design View on the shortcut menu.

2. Click the group level or sort order that you want to change.

3. Click the down arrow next to Group on (for grouping levels) or Sort by (for sort orders). A list that
contains the available fields appears.

4. At the bottom of the list that contains the fields, click expression to start using the Expression
Builder.

5. Type your expression in the expression box (the upper box) of the Expression Builder. Make sure
that you begin your expression with the equal (=) operator.

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Control which macro actions are run

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In some cases, you might want to carry out an action or series of actions in a macro only if a particular
condition is true. For example, suppose that you want a macro action to run only when the value in a
text box is greater than or equal to 10. To set this rule, you use an expression in an If block in the
macro to define the condition in the macro.

In this example, assume the text box is named "Items." The expression that sets the condition is:

[Items]>=10

PROCEDURE

1. In the Navigation Pane, right-click the macro that you want to change, and then click Design
View on the shortcut menu.

2. Click the If block that you want to modify, or add an If block from the Action Catalog pane.

3. Click the top line of the If block.

4. Type your conditional expression in the box, or click the Build button   next to the expression
box to start using the Expression Builder.

The expression you type must be Boolean, meaning it is either True or False. The macro actions
within the If block run only when the condition is True.

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