How to Calculate a Subtotal in an Access 2007 Form

Written by suman medda
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How to Calculate a Subtotal in an Access 2007 Form
Microsoft Access can be used to calculate subtotals. ( Images)

A critical basic function in Microsoft Access is how to calculate a subtotal in a form. The process requires the user to add text boxes to a new or existing form and to set the respective name and ControlSource fields. The capability to provide a subtotal is an important part of the form creation process in Microsoft Access 2007 and is one that almost any field of study can utilise.

Skill level:


  1. 1

    Open the form file in Access 2007. Click "File" and "Open," then select "Form."

  2. 2

    Identify the columns on the table you want to calculate.

  3. 3

    Create a report footer section by clicking "View" and "Report Header," then selecting "Footer."

  4. 4

    Click on the Footer and enter "0" into the "Height" box.

  5. 5

    Add a textbox to the footer and double-click it to modify its properties. Change the "Name:" to "Total" and change "ControlSource:" to "=Sum([column])." Replace "column" with the name of the column to be totaled.

  6. 6

    Set the footer "Visibility Property" to zero.

  7. 7

    Add an additional text box to the form below the sub-report. Set the text box's property "Name: " to "Sales Total", the "ControlSource: " field to "=[name_of_the_report].[Report]![Total], and the "Format:" to "Currency". Replace "name_of_the_report" with the report's name. The subtotal is now calculated in this box.

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