How to Add Values From Multiple Fields in an Access Query

Written by bonnie conrad
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How to Add Values From Multiple Fields in an Access Query
A calculated query can be convenient. (calculator image by L. Shat from Fotolia.com)

The ability to add multiple fields is one of the most useful parts of an Access query. Instead of creating a brand new field to hold the total price, you create a calculated field in the query that will combine the price per unit and the number of units ordered. This preserves space in your database, makes the file more responsive, and allows users to access real-time information and up-to-the-minute data to make an informed decision.

Skill level:
Moderate

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Instructions

  1. 1

    Launch Microsoft Excel and open the spreadsheet you need to work. Open the "other" group and click the "create" tab.

  2. 2

    Click "Query Design" and choose the table on which you want to base your query. Click "Close" after you add the table. Double-click each field you want to add to your query. Click "Save" on the Quick Access toolbar and give your query a descriptive name. Right-click the new query and choose "Design View" from the drop-down list.

  3. 3

    Go to the "Criteria" section of the query and place your cursor in the first empty cell on the right. Enter the first field name (enclosed in brackets), then a plus sign and then the second field name, also enclosed in brackets. For example, if you want to add the unit price and the markup fields, type "[Unit Price]+[Markup]" to create a new field in the query. The new field takes the unit price and adds the markup.

  4. 4

    Place your cursor in the "Name" section and type a name for your calculated query. Use a descriptive name to denote the data that the field contains.

  5. 5

    Type your calculation next to the name of the field. The name of each field you are adding must be enclosed in brackets. For instance, if the name of the calculated field in the query is Total Price and it adds the Cost and Markup fields, the syntax would be: Total Price: [Cost]+[Markup]. When you display the query, you will see the "Cost" and "Markup" fields, along with the new field containing the sum of those two fields.

  6. 6

    Click "Save" on the Quick Access toolbar to save your updated query. Double-click the query to run it and see your results.

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