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Create a Calculated Field in Access – Instructions

/ / Access 2013, Access 2016, Latest, Microsoft, Office 2013, Office 2016, Office 365
Create a Calculated Field in Access - Instructions: A picture of a calculated field in an Access query.

Create a Calculated Field in Access: Overview

            You can easily create a calculated field in Access queries. A calculated field is a field that derives its value by performing a function on values from other table fields. It can also calculate values entered by hand. The field’s data only appears for the duration of the query. It is not actually stored in the database tables. When you create a calculated field in Access, you can perform almost any available function. You can also use any available query field or data entered by hand as values for the calculations.

            To create a calculated field in Access queries, open the query into which to insert the calculated field in design view. In the “Field Name” text box in the first available, blank column, type a name for the new calculated field. Follow the name you enter with the colon symbol (:).

            Then enter the expression or formula to evaluate and show in the new field immediately after the colon symbol. If referencing fields, the name of the field must appear within brackets. If you happen to have two fields with the same name in two different tables, then you must specify the name of the table in brackets first ([]), then a period (.), followed by the field name enclosed in brackets ([]). For example: [Table 2].[Field4]. You can only refer to fields available as tables in the query, not just any table within your database. When finished, click the “Save” button in the Quick Access toolbar to save your changes.

Create a Calculated Field in Access - Instructions: A picture of a calculated field in an Access query.

Create a Calculated Field in Access – Instructions: A picture of a calculated field in an Access query.

Create a Calculated Field in Access: Instructions

  1. To create a calculated field in Access queries, open the query into which to insert the calculated field in design view.
  2. Click into the “Field:” row in the first available, blank column in the query.
  3. Type the name to give to the new calculated field, followed by a colon (:).
  4. Then type the expression (formula) to perform in the field. If needed, remember to reference field names enclosed in brackets ([]). E.g. NewField: [Field5]*20%
  5. Click “Save” in the Quick Access toolbar to save your changes.

Create a Calculated Field in Access: Video Lesson

            The following video lesson, titled “Creating a Calculated Field,” shows how to create a calculated field in Access 2016. This video lesson is from our complete Access tutorial, titled “Mastering Access Made Easy v.2016-2013.”

            The next video lesson, also titled “Creating a Calculated Field,” shows how to create a calculated field in Access 2013. The instructions are the same for both versions of Access.

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