Examples of using aggregate

functions in forms and

reports
The following table lists examples of expressions you can use in
calculated controls on forms and reports.
Expression Description
=Avg([Freight]) Uses the Avg function to display the average
of the values of the Freight control.
=Count([OrderID]) Uses the Count function to display the
number of records in the OrderID control.
=Sum([Sales]) Uses the Sum function to display the sum of
the values of the Sales control.
=Sum([Quantity]*[Price]) Uses the Sum function to display the sum of
the product of the values of the Quantity and
Price controls.
=[Sales]/Sum([Sales])*100 Displays the percentage of sales, determined
by dividing the value of the Sales control by
the sum of all the values of the Sales control.

Note If the control's Format

property is set to Percent, don't
include the *100.

Notes

• In a calculated control, precede the expression with the = operator.

• When you set the Name property of a calculated control, make sure you use a
unique name. Don't use the name of one of the controls you used in the
expression.

• You can't use the name of a control in an expression that uses an aggregate
function; you must use only field names from a table, query, or SQL
statement. For information about using aggregate functions with calculated

controls, click .

Examples of using domain

aggregate functions on
forms and reports
The following table lists examples of expressions you can use in
calculated controls on forms and reports.
Expression Description
=DLookup("[ContactName]", "[Suppliers]", Uses the DLookup function to display
"[SupplierID] = Forms![SupplierID]") the value of the ContactName field in the
Suppliers table where the value of the
SupplierID field in the table matches the
value of the SupplierID control on the
active form.
=DLookup("[ContactName]", "[Suppliers]", Uses the DLookup function to display
"[SupplierID] = Forms![New Suppliers]! the value of the ContactName field in the
[SupplierID]") Suppliers table where the value of the
SupplierID field in the table matches the
value of the SupplierID control on the
New Suppliers form.
=DSum("[OrderAmount]", "[Orders]", Uses the DSum function to display the
"[CustomerID] = 'RATTC'") sum total of values of the OrderAmount
field in the Orders table where the
CustomerID is RATTC.

Notes

• In a calculated control, precede the expression with the = operator.

• When you set the Name property of a calculated control, make sure you use a
unique name. Don't use the name of one of the controls you used in the
expression.

• You can't use the name of a control in an expression that uses a domain
aggregate function; you must use only field names from a table, query, or SQL
statement. For information about using domain aggregate functions with

calculated controls, click .

Examples of manipulating and

calculating dates on forms,
reports, and data access
pages
The following table lists examples of expressions that you can use in
calculated controls on forms, reports, and data access pages.
Expression Description
=Date() Uses the Date function to display the current
date in the form of mm-dd-yy, where mm is

=Format(Now(), "ww")
=DatePart("yyyy", [OrderDate])
=DateAdd("y", -10, [PromisedDate])
=DateDiff("d", [OrderDate],
[ShippedDate])
the month (1 through 12), dd is the day (1
through 31), and yy is the last two digits of
the year (1980 through 2099).
Uses the Format function to display the
number of the week of the year the current
date represents, where ww is 1 through 53.
Uses the DatePart function to display the
four-digit year of the value of the OrderDate
field.
Uses the DateAdd function to display a date
that is 10 days before the value of the
PromisedDate field.
Uses the DateDiff function to display the
variance in days between the values of the
OrderDate and ShippedDate fields.

Notes

• In the ControlSource property of a calculated control, precede the expression

with the = operator. On a data access page, you can omit the = operator, and
type an alias instead; for example, type WeekNumber: Format(Now(),
"ww").

• When you set the Name property of a calculated control in a form or report, or
set the ID property of a calculated control in a data access page, make sure
that you use a unique name. Don't use the name or ID of one of the controls
you used in the expression.

• In an expression on a form or report, you can use the name of a control or the
name of a field in the underlying record source. In an expression on a data
access page, you can use only the name of a field that's in the data definition
of the page.

Examples of returning one of

two values on forms,
reports, and data access
pages
The following table lists examples of expressions that you can use in
calculated controls on forms, reports, and data access pages.
Expression Description
=IIf([Confirmed] = "Yes", "Order
Confirmed", "Order Not Confirmed")
=IIf(IsNull([Country]), " ", [Country])
=IIf(IsNull([Region]), [City] & " " &
[PostalCode], [City] & " " & [Region] & " of the City and PostalCode fields if Region
" & [PostalCode])
=IIf(IsNull([RequiredDate] -
[ShippedDate]), "Check for a missing
date", [RequiredDate] - [ShippedDate])
Uses the IIf function to display the message
"Order Confirmed" if the value of the
Confirmed field is Yes; otherwise, it
displays the message "Order Not
Confirmed."
Uses the IIf function to display an empty
string if the value of the Country field is
Null; otherwise, it displays the value of the
Country control.
Uses the IIf function to display the values
is Null; otherwise, it displays the values of
the City, Region, and PostalCode fields.
Uses the IIf function to display the message
"Check for a missing date" if the result of
subtracting ShippedDate from
RequiredDate is Null; otherwise, it displays
the difference between the values of the
RequiredDate and ShippedDate fields.

Notes

• In the ControlSource property of a calculated control, precede the expression

with the = operator. On a data access page, you can omit the = operator, and
type an alias instead; for example, type DisplayCountry:
IIf(IsNull([Country]), " ", [Country]).

• When you set the Name property of a calculated control in a form or report, or
set the ID property of a calculated control in a data access page, make sure to
use a unique name. Don't use the name or ID of one of the controls that you
used in the expression.

• In an expression on a form or report, you can use the name of a control or the
name of a field in the underlying record source. In an expression on a data
access page, you can use only the name of a field that's in the data definition
of the page.

Create an expression without

using the Expression Builder
You create an expression by combining identifiers, operators, and
values to produce the result you want. For example, the following
expression increases the value displayed in the Freight control on
the Orders form by 10 percent:
= [Forms]![Orders]![Freight] * 1.1
In this expression:
 • Forms![Orders]![Freight] is an identifier that refers to the value of the Freight
control on the Orders form.

• * is the multiplication operator.

• 1.1 is the value by which Microsoft Access multiplies the value of the Freight
control.

Depending on the result you want, you can combine identifiers,

operators, and values in a variety of ways. You use expressions to
combine strings of text, add or multiply numeric values, call
functions, refer to objects and their values, and perform many other
operations.
Some expressions produce a true or false result. For example, if you
enter an expression in the Condition column of a macro, Microsoft
Access carries out the specified action only when the expression
evaluates to true. The following expression is true only if UK is the
value displayed in the Country control on the Employees form:
Forms![Employees]![Country] = "UK"

For more information on using identifiers in expressions, click .

For more information on operators, click .

For more information on using values in expressions, click .

Examples of referring to
values on forms and reports
The following table lists examples of expressions you can use in
calculated controls on forms.
If you use this expression
=Forms![Orders]![OrderID]
=Forms![Orders]![Orders Subform]!
[OrderSubtotal]
=Forms![Orders]![Orders Subform]!
[ProductID].Column(2)
=Forms![Orders]![Orders Subform]!
[Price]*1.06
=Parent![OrderID]
Microsoft Access displays
The value of the OrderID control on the
Orders form.
The value of the OrderSubtotal control on
the Orders Subform on the Orders form.
The value of the third column in ProductID,
a multiple-column list box on the Orders
Subform on the Orders form. (0 refers to the
first column, 1 refers to the second, and so
on.)
The product of the value of the Price control
on the Orders Subform on the Orders form
and 1.06 (adds 6 percent to the value of the
Price control).
The value of the OrderID control on the
 main or parent form of the current subform.

The following table lists examples of expressions you can use in

calculated controls on reports.
If you use this expression
=Reports![Invoice]![OrderID]
=Reports![Summary]![Summary
Subreport]![SalesTotal]
=Parent![OrderID]
Microsoft Access displays
The value of the OrderID control on the
Invoice report.
The value of the SalesTotal control on the
Summary Subreport on the Summary report.
The value of the OrderID control on the
main or parent report of the current
subreport.

Notes

• In a calculated control, precede the expression with the = operator.

• When you set the Name property of a calculated control, make sure you use a
unique name. Don't use the name of one of the controls you used in the
expression.

Examples of performing
arithmetic operations in
forms, reports, and data
access pages
The following table lists examples of expressions that you can use in
calculated controls on forms, reports, and data access pages.
If you use this expression Microsoft Access displays
=[Subtotal]+[Freight] The sum of the values of the Subtotal and
Freight fields.
=[RequiredDate]-[ShippedDate] The difference between the values of the
RequiredDate and ShippedDate fields.
=[Price]*1.06 The product of the value of the Price field
and 1.06 (adds 6 percent to the Price value).
=[Quantity]*[Price] The product of the values of the Quantity
and Price fields.
=[EmployeeTotal]/[CountryTotal] The quotient of the values of the
EmployeeTotal and CountryTotal fields.

Notes
 • In the ControlSource property of a calculated control, precede the expression
with the = operator. On a data access page, you can omit the = operator, and
type an alias instead; for example, type ExtendedPrice: [Quantity]*[Price].

• When you set the Name property of a calculated control in a form or report, or
set the ID property of a calculated control on a data access page, make sure to
use a unique name. Don't use the name or ID of one of the controls that you
used in the expression.

• In an expression on a form or report, you can use the name of a control or the
name of a field in the underlying record source. In an expression on a data
access page, you can use only the name of a field that's in the data definition
of the page.

• When you use an arithmetic operator (+, -, *, /) in an expression, and the value
of one of the controls in the expression is Null, the result of the entire
expression will be Null. On a form or report, if some records in one of the
controls that you used in the expression might have a Null value, you can
convert the Null value to zero by using the Nz function; for example:

=Nz([Subtotal])+Nz([Freight])

For more information on the Nz function, click .

Examples of expressions for

page numbers
The following table lists examples of page number expressions you
can use in form or report Design view and the results that you see in
other views.
Expression Result
=[Page] 1, 2, 3
="Page " & [Page] Page 1, Page 2, Page 3
="Page " & [Page] & " of " & [Pages] Page 1 of 3, Page 2 of 3, Page 3 of
3
=[Page] & " of " & [Pages] & " Pages" 1 of 3 Pages, 2 of 3 Pages, 3 of 3
Pages
=[Page] & "/"& [Pages] & " Pages" 1/3 Pages, 2/3 Pages, 3/3 Pages
=[Country] & " - " & [Page] UK - 1, UK - 2, UK - 3
=Format([Page], "000") 001, 002, 003
Examples of manipulating text
values in forms, reports,
and data access pages
The following table lists examples of expressions that you can use in
calculated controls on forms, reports, and data access pages.
Expression Description
="N/A" Displays N/A.
=[FirstName] & " " & [LastName] Displays the values of the FirstName and
LastName fields separated by a space.
=Left([ProductName], 1) Uses the Left function to display the first
character of the value of the ProductName
field.
=Right([AssetCode], 2) Uses the Right function to display the last 2
characters of the value of the AssetCode
field.
=Trim([Address]) Uses the Trim function to display the value
of the Address field, removing any leading
or trailing spaces.
=IIf(IsNull([Region]), [City] & " " & Uses the IIf function to display the values of
[PostalCode], [City] & " " & [Region] & the City and PostalCode fields if Region is
" " & [PostalCode]) Null; otherwise, it displays the values of the
City, Region, and PostalCode fields,
separated by spaces.

Notes

• In the ControlSource property of a calculated control, precede the expression

with the = operator. On a data access page, you can omit the = operator, and
type an alias instead; for example, type FullName: [FirstName] & " " &
[LastName].

• When you set the Name property of a calculated control in a form or report, or
set the ID property of a calculated control in a data access page, make sure to
use a unique name. Don't use the name or ID of one of the controls that you
used in the expression.

• In an expression on a form or report, you can use the name of a control or field
in the underlying record source. In an expression on a data access page, you
can use only the name of a field that's in the data definition of that page.
Examples of expressions that
calculate on or manipulate
values by using a calculated
field in a query
Enter the expression for the calculated field in the Field cell in the
query design grid.

What do you want to do?

Learn how to create an expression
Learn more about calculated fields
See examples of expressions that manipulate text
See examples of expressions that perform arithmetic operations
See examples of expressions that manipulate and calculate dates
See examples of expressions that count, sum, and average values
using SQL aggregate or domain aggregate functions
See examples of expressions for working with blank fields (Null
values)
See an example of an expression that uses a subquery

Examples of working with Null

values using calculated
fields
You enter the expression in the Field cell in the query design grid.
The fields you reference in the expression are from the tables or
queries in the current query.
Expression Description
CurrentCountry: IIf(IsNull([Country]), " ", Uses the IIf and IsNull functions to
[Country]) display an empty string in the
CurrentCountry field if the Country
field is Null; otherwise, it displays the
contents of the Country field.
LeadTime: IIf(IsNull([RequiredDate] - Uses the IIf and IsNull functions to
[ShippedDate]), "Check for a missing date", display in the LeadTime field the
[RequiredDate] - [ShippedDate]) message "Check for a missing date" if
the value of either the RequiredDate or

SixMonthSales: Nz([Qtr1Sales],0) +
Nz([Qtr2Sales],0)
IIf(IsNull([UnitPrice]),0,[UnitPrice])
ShippedDate fields is Null; otherwise, it
displays the difference.
Displays in the SixMonthSales field the
total of the values in the first- and
second-quarter sales fields combined,
using the Nz function to convert the
Null values to zero first.
Changes a Null value to a zero (0) in the
UnitPrice field.

Note When you use an arithmetic operator (+, -, *, /) in an

expression and the value of one of the fields in the expression is
Null, the result of the entire expression will be Null. If some records
in one of the fields you used in the expression might have a Null
value, you can convert the Null value to zero by using the Nz
function, as shown in the preceding table. For more information on

the Nz function, click .

Examples of manipulating and

calculating dates in
calculated fields
You enter the expression in the Field cell in the query design grid.
The fields you reference in the expression are from the tables or
queries in the current query.
Expression Description
LagTime: DateDiff("d", [OrderDate], Uses the DateDiff function to display in the
[ShippedDate]) LagTime field the number of days between
the order date and ship date.
YearHired: DatePart("yyyy",[HireDate]) Uses the DatePart function to display in
the YearHired field the year each employee
was hired.
Date( )- 30 Uses the Date function to display the date
30 days prior to the current date.

Examples of manipulating text

values in calculated fields
You enter the expression in the Field cell in the query design grid.
The fields you reference in the expression are from the tables or
queries in the current query.
Expression Description

FullName: [FirstName] & " " &
[LastName]
Address2: [City] & " " & [Region] & " "
& [PostalCode]
ProductInitial: Left([ProductName], 1)
TypeCode: Right([AssetCode], 2)
AreaCode: Mid([Phone],2,3)
Displays the value of the FirstName and
LastName fields, separated by a space, in
the FullName field.
Displays the value of the City, Region, and
PostalCode fields, separated by spaces, in
the Address2 field.
Uses the Left function to display in the
ProductInitial field the first character of the
value in the ProductName field.
Uses the Right function to display in the
TypeCode field the last two characters of
the value in the AssetCode field.
Uses the Mid function to display in the
AreaCode field the three characters starting
with the second character of the value in the
Phone field.

Ways to perform calculations

in a query
There are many types of calculations you can perform in a query.
For example, you can calculate the sum or average of the values in
one field, multiply the values in two fields, or calculate the date
three months from the current date.
When you display the results of a calculation in a field, the results
aren't actually stored in the underlying table. Instead, Microsoft
Access reruns the calculation each time you run the query so that
the results are always based on the most current data in the
database. Therefore, you can't manually update the calculated
results.
To display the results of a calculation in a field, you can use a
predefined calculation that Microsoft Access provides or custom
calculations you define. Use the predefined calculations, called
"totals," if you want to compute the following amounts for groups of
records or for all the records combined: sum, average, count,
minimum, maximum, standard deviation, or variance. You choose
one totals calculation for each field you want to calculate.
You can calculate some types of totals using the Simple Query
Wizard. Or, you can calculate all types of totals using the Total row
in the query design grid, where you select the aggregate function
for the calculation you want to perform on a field.
In the query design grid, you can also specify criteria to limit the
groups for which totals are calculated, limit the records included in
the calculation, or limit the results that are displayed after the
calculation is performed.
A custom calculation enables you to perform numeric, date, and text
calculations on each record using data from one or more fields. For
example, with a custom calculation, you can multiply one field's
values by a set amount, find the difference between two dates
stored in separate fields, combine several values in a Text field, or
create subqueries. Using the options in the Total row in the design
grid, you can perform the calculation on groups of records and
calculate a sum, average, count, or other type of total on the
calculated field.
For custom calculations, you need to create a new calculated field
directly in the design grid. You create a calculated field by entering
an expression into an empty Field cell in the query design grid.

The expression can be made up of multiple calculations — for

example, Sum([UnitsInStock]+[UnitsOnOrder]). You can also specify
criteria for a calculated field to affect the results of the calculation.
You don't have to display the results of a calculation in a field,
however. Instead, you can use them as criteria to determine the
records the query selects or to determine which records to perform
an action on. For example, you can specify the following expression
in the Criteria row to tell the query to return only records that have
values in the RequiredDate field that are between today's date and
three months from today's date.

You can also use a calculation to update data from an update query.
For example, you can enter the following expression in the Update
To cell to increase all the values in the UnitPrice field by 5 percent.

Example of a subquery in a
calculated field
You enter the expression in the Field cell in the query design grid.
The fields you reference in the expression are from the tables or
queries in the current query.
Expression Description
Cat: (SELECT [CategoryName] FROM [Categories] Displays the CategoryName if
WHERE [Products].[CategoryID]=[Categories]. the CategoryID from the
[CategoryID]) Categories table is the same as
the CategoryID from the
Products table.

Examples of using SQL and

domain aggregate functions
in calculated fields
You enter the expression in the Field cell in the query design grid.
The fields you reference in the expression are from the tables or
queries in the current query.
Expression Description

Count(*) Uses the Count function to count the number

FreightPercentage:
Sum([Freight])/Sum([Subtotal]) *100
of records in the query, including records with
Null (blank) fields.
Displays in the FreightPercentage field the
percentage of freight charges in each subtotal,
by dividing the sum of the values in the Freight
field by the sum of the values in the Subtotal
field. (This example uses the Sum function.)

The Total row in the design grid

must be displayed, and the Total cell
for this field must be set to
Expression.

If the Format property of the field is

AverageFreight: DAvg("[Freight]",
"[Orders]")
set to Percent, don't include the
*100.
Uses the DAvg function to display in the
AverageDiscount field the average discount
given on all orders combined in a totals query.

For more information on using domain aggregate functions, click

.
Examples of expressions in
update queries
Use expressions such as the following in the Update To cell in the
query design grid for the field you want to update.
Expression Result
"Salesperson" Changes value to Salesperson
#8/10/96# Changes date values to 10-Aug-96
Yes Changes No values in a Yes/No field to Yes
"PN"&[PartNumber] Adds PN to the beginning of each specified
part number
[UnitPrice]*[Quantity] Calculates the product of UnitPrice and
Quantity
[Freight]*1.5 Increases freight charges by 50 percent
DSum("[Quantity]*[UnitPrice]", Where the Product IDs in the current table
"Order Details","[ProductID]=" & match the Product IDs in the Order Details
[ProductID]) table, updates sales totals based on the
product of Quantity and UnitPrice
Right([ShipPostalCode],5) Truncates the leftmost characters in a field,
leaving the five rightmost characters

Examples of macro conditions

Use this expression
[City]="Paris"
DCount("[OrderID]", "Orders")>35
DCount("*", "Order Details",
"[OrderID]=Forms![Orders]![OrderID]")>3
[ShippedDate] Between #2-Feb-1995# And #2- The value of the ShippedDate field on
Mar-1995#
Forms![Products]![UnitsInStock]<5
To carry out the action if
Paris is the City value in the field on
the form from which the macro was
run.
There are more than 35 entries in the
OrderID field of the Orders table.
There are more than three entries in
the Order Details table for which the
OrderID field of the table matches the
OrderID field on the Orders form.
the form from which the macro is run
is no earlier than
2-Feb-1995 and no later than
2-Mar-1995.
The value of the UnitsInStock field on

IsNull([FirstName])
[Country]="UK" And Forms![SalesTotals]!
[TotalOrds]>100
[Country] In ("France", "Italy", "Spain") And
Len([PostalCode])<>5
MsgBox("Confirm changes?",1)=1
the Products form is less than five.
The FirstName value on the form from
which the macro is run is Null (has no
value). This expression is equivalent
to [FirstName] Is Null.
The value in the Country field on the
form from which the macro is run is
UK, and the value of the TotalOrds
field on the SalesTotals form is greater
than 100.
The value in the Country field on the
form from which the macro is run is
France, Italy, or Spain, and the postal
code isn't five characters long.
You click OK in a dialog box that the
MsgBox function displays. If you
click Cancel in the dialog box,
Microsoft Access ignores the action.

Tip To cause Microsoft Access to temporarily ignore an action,

enter False as a condition. Temporarily ignoring an action can be
helpful when you are trying to find problems in a macro.

Examples of macro conditions

Use this expression
[City]="Paris"
DCount("[OrderID]", "Orders")>35
DCount("*", "Order Details",
"[OrderID]=Forms![Orders]![OrderID]")>3
[ShippedDate] Between #2-Feb-1995# And #2- The value of the ShippedDate field on
Mar-1995#
Forms![Products]![UnitsInStock]<5
IsNull([FirstName])
To carry out the action if
Paris is the City value in the field on
the form from which the macro was
run.
There are more than 35 entries in the
OrderID field of the Orders table.
There are more than three entries in
the Order Details table for which the
OrderID field of the table matches the
OrderID field on the Orders form.
the form from which the macro is run
is no earlier than
2-Feb-1995 and no later than
2-Mar-1995.
The value of the UnitsInStock field on
the Products form is less than five.
The FirstName value on the form from

[Country]="UK" And Forms![SalesTotals]!
[TotalOrds]>100
[Country] In ("France", "Italy", "Spain") And
Len([PostalCode])<>5
MsgBox("Confirm changes?",1)=1
which the macro is run is Null (has no
value). This expression is equivalent
to [FirstName] Is Null.
The value in the Country field on the
form from which the macro is run is
UK, and the value of the TotalOrds
field on the SalesTotals form is greater
than 100.
The value in the Country field on the
form from which the macro is run is
France, Italy, or Spain, and the postal
code isn't five characters long.
You click OK in a dialog box that the
MsgBox function displays. If you
click Cancel in the dialog box,
Microsoft Access ignores the action.

Tip To cause Microsoft Access to temporarily ignore an action,

enter False as a condition. Temporarily ignoring an action can be
helpful when you are trying to find problems in a macro.

Examples of default values in

fields
Field Expression Default field value

Quantity 1 1
Region "MT" MT
Region "New York, N.Y." New York, N.Y (note that you must
enclose the value in quotes if it
includes punctuation)
Fax "" A zero-length string to indicate that
by default this field should be empty
Order Date Date( ) Today's date

Examples of field validation

rules in tables and controls
on forms
 ValidationRule setting ValidationText setting
<>0 Please enter a nonzero value.
0 Or >100 Value must be either 0 or over 100.
Like "K???" Value must be four characters beginning with
the letter K.
<#1/1/96# Enter a date before 1996.
>=#1/1/97# And <#1/1/98# Date must be in 1997.
StrComp(UCase([LastName]), Data in the LastName field must be entered in
[LastName],0) = 0 uppercase letters.

Read about validation rules.

Note For an example of setting form-level validation with a macro

or event procedure, click .