About Me
MOS Access Associate (Office 365 and Office 2019)
1 Introduction to Microsoft Access
1-1 Overview of Microsoft Access
1-2 Understanding the Access interface
1-3 Navigating the Ribbon and Backstage view
1-4 Customizing the Quick Access Toolbar
1-5 Using the Tell Me feature
2 Creating and Managing Databases
2-1 Creating a new database
2-2 Opening and closing databases
2-3 Saving and backing up databases
2-4 Converting databases between file formats
2-5 Managing database properties
3 Designing Tables
3-1 Understanding table structure
3-2 Creating tables using table design view
3-3 Defining field properties
3-4 Setting primary keys
3-5 Creating relationships between tables
3-6 Enforcing referential integrity
3-7 Using lookup fields
4 Entering and Managing Data
4-1 Entering data into tables
4-2 Editing and deleting records
4-3 Using data entry forms
4-4 Sorting and filtering data
4-5 Using validation rules and messages
4-6 Importing and exporting data
5 Creating and Customizing Forms
5-1 Understanding forms
5-2 Creating forms using the Form Wizard
5-3 Customizing form layout
5-4 Adding controls to forms
5-5 Setting control properties
5-6 Using form views (Form View, Layout View, Design View)
5-7 Creating subforms
6 Creating and Customizing Reports
6-1 Understanding reports
6-2 Creating reports using the Report Wizard
6-3 Customizing report layout
6-4 Adding controls to reports
6-5 Setting control properties
6-6 Using report views (Report View, Layout View, Design View)
6-7 Grouping and summarizing data in reports
6-8 Printing and exporting reports
7 Querying Data
7-1 Understanding queries
7-2 Creating queries using the Query Wizard
7-3 Using query design view
7-4 Adding fields to queries
7-5 Using criteria and operators
7-6 Sorting and grouping query results
7-7 Creating calculated fields
7-8 Using aggregate functions
7-9 Creating and using parameter queries
7-10 Creating and using crosstab queries
8 Macros and Automation
8-1 Understanding macros
8-2 Creating and editing macros
8-3 Using macro actions
8-4 Assigning macros to events
8-5 Debugging macros
8-6 Understanding VBA (Visual Basic for Applications)
8-7 Writing simple VBA procedures
9 Securing and Sharing Databases
9-1 Setting database passwords
9-2 Encrypting databases
9-3 Managing user-level security
9-4 Sharing databases with others
9-5 Using SharePoint and OneDrive for data storage
9-6 Collaborating with others in real-time
10 Maintaining and Optimizing Databases
10-1 Compact and repair databases
10-2 Analyzing and optimizing database performance
10-3 Using the Database Documenter
10-4 Managing database objects
10-5 Backing up and restoring databases
10-6 Migrating databases to newer versions of Access
Creating Calculated Fields in Microsoft Access

Creating Calculated Fields in Microsoft Access

Key Concepts

Calculated Fields

Calculated fields are new fields created within a query that derive their values from mathematical or logical operations performed on existing fields. These fields allow you to perform complex calculations and display the results directly in your query or report.

Expressions

Expressions are formulas used to define the calculations for a calculated field. They can include constants, field references, operators, and functions. Expressions are essential for performing arithmetic, string concatenation, and logical operations within a query.

Operators

Operators are symbols that perform operations on data. Common operators include arithmetic operators (+, -, *, /), comparison operators (=, <>, >, <), and logical operators (AND, OR, NOT). Proper use of operators ensures accurate and meaningful calculations.

Functions

Functions are predefined operations that perform specific tasks within an expression. Common functions include mathematical functions (SUM, AVG, COUNT), string functions (LEFT, RIGHT, MID), and date functions (DATE, NOW, YEAR). Functions enhance the capabilities of calculated fields by providing advanced data manipulation options.

Query Design View

Query Design View is the interface where you create and modify queries. To create a calculated field, you add a new column to the query grid and define the expression in the Field row. Query Design View provides a visual representation of the query, making it easier to design and test calculated fields.

Field Alias

A field alias is an alternative name given to a calculated field to make it more descriptive and user-friendly. Aliases improve the readability of the query results and help users understand the purpose of each field. Field aliases are defined in the Field row of the query grid.

Data Types

Data types define the kind of data that can be stored in a field. Common data types include Text, Number, Date/Time, and Currency. Proper selection of data types ensures that calculated fields handle data correctly and display results in the appropriate format.

Examples and Analogies

Imagine creating a calculated field as adding a new ingredient to a recipe that is derived from existing ingredients. Just as you might combine flour and water to make dough, you combine existing fields to create a new calculated field. For example, you might create a calculated field to display the total price of an order by multiplying the quantity by the unit price.

Another analogy is a digital calculator. Just as a calculator performs operations on numbers to produce a result, a calculated field performs operations on data to produce a new value. For example, you might create a calculated field to display the average score of students by using the AVG function on their test scores.

By mastering the concepts of calculated fields, expressions, operators, functions, Query Design View, field aliases, and data types, you can create powerful and flexible queries that enhance data analysis and reporting in Microsoft Access.

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