Creating a Calculated Field with Access 2007

By Lauriem Ulrich Fuller, Ken Cook, and John Kaufeld from Access 2007 For Dummies
A calculated field takes information from another field in your Microsoft Access 2007 database and performs
some arithmetic to come up with new information. In fact, a calculated field can take data from more than one
field and combine information to create an entirely new field if that's what you want. You can perform simple
arithmetic, like addition and multiplication, or use Access's built-in functions, such as Sum and Avg (average), for
more difficult calculations.
The first step when creating a calculated field (also known as an expression by Access) in a query is to include
the tables that contain the fields you need for your calculation. Access can't pull the numbers out of thin air for the
calculation, so you must make sure the fields that contain the numbers are present in your query.
Access uses a special syntax for building calculated fields. Here's how to create a calculated field:
1. Click an empty column in the Field row of the query grid.
The good old cursor will blink in the row. Access puts the results of the calculation in the same grid position
as the calculation itself, so if the calculation sits in the third column of your query grid, the calculation's
results will be in the third column, too.
2. Enter a name for your calculation followed by a colon (:).
Access will refer to this calculation from now on by whatever you enter before the colon. Keep it short and
sweet, like Amount or Tax, so it's easier to refer to later on. If you don't name your calculation, Access will
put the generic Expr (followed by a number) as its name. It has to be called something, so why not Expr1
or Expr2, right?
3. Enter your calculation, substituting field names for the actual numbers where necessary.
You don't have to exclusively use field names in your calculations. You can also enter formulas with
numbers, like this:
Tax:Quantity*UnitPrice*.06
If a field name contains more than one word, put square brackets around it. Access treats anything else it finds in
the calculation as a constant (which is math lingo for it is what it is and it never changes). If the field name
contains no spaces, Access will put the square brackets in for you after you enter the field name. That's why you
should always use one-word field names so you don't have to type those darned square brackets.
When creating formulas, keep these general guidelines in mind:

You must manually type the field names and constants into your formula. You can't just drag and
drop stuff from the table list.

Don't worry if your calculation grows past the edge of the Field box. Access still remembers
everything, even if it doesn't appear on the screen.

To make the query column wider, aim the mouse pointer at the line on the right side of the thin bar above the
calculation entry. When you get it right over the line, the pointer changes into a line with a horizontal arrow
through it. When that happens, click and drag the mouse to the right. As you do, the column expands according
to your movements. To fit the width to just the right size, position the mouse to size the column as described
above then double-click!

If it's a really, really, really long calculation, press Shift+F2 while the cursor is somewhere on the
calculation.

This opens the Zoom dialog box so that you can easily see and edit everything in a pop-up window.
When you run a query containing a calculation, Access

Produces a datasheet showing the fields you specified

Adds a new column for each calculated field