Use the Group Records tab to specify how fields will be grouped and summarized in your query. Grouped data is data that is divided into meaningful groups. For example, a group might consist of all employees who have the same job title or are in the same department.
- On the Group Records tab, select the fields you want the records grouped by from the drop-down lists. The values in the drop-down lists depend on the fields selected in the Select Fields To Use in Query window.
- To add a count of the values within each group to the query, select .
- To display all the data, select . However, to display a summary of the totals for each group, clear . Summary information is most useful when you only want to examine totals and do not need the detailed information.
- By default, numeric fields are displayed in the field. From the list of fields, select the one you want to summarize and click once to highlight it.
- Select one of the following summarizing options for the query:
- None
- Sum the records in this field—Adds the values within a group to provide a total.
- Average the records in this field—Finds the average of all values within a group.
- Find the smallest value in this field—Finds the minimum value within a group.
- Find the largest value in this field—Finds the maximum value within a group.