Microsoft KB Archive/209505

= Description of the expressions to count yes, no, and other responses in Access =

Article ID: 209505

Article Last Modified on 3/29/2007

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APPLIES TO


 * Microsoft Access 2000 Standard Edition
 * Microsoft Access 2002 Standard Edition
 * Microsoft Office Access 2003
 * Microsoft Office Access 2007

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This article was previously published under Q209505



Moderate: Requires basic macro, coding, and interoperability skills.

This article applies to a Microsoft Access database (.mdb) file or to a Microsoft Access database (.accdb) file.



SUMMARY
This article lists sample expressions that you can use to count the occurrences of Yes, No, or Null in a field with a Yes/No data type.



MORE INFORMATION
You can use the following expressions in a report footer to count the occurrences of Yes, No, or Null in a field named YesNoField with a data type of Yes/No:   Expression                         Sums What =Sum(IIF([YesNoField],1,0))       Yes =Sum(IIF([YesNoField],0,1))       No   =Sum(IIF(Not[YesNoField],1,0))     No   =Sum(IIF(IsNull[YesNoField],1,0))  Null You can also create a related expression to count a specific value in a field. For example, the following sample expression counts all occurrences of the value 3 in a field called MyField.   =Sum(IIF([MyField]=3,1,0))

Example Using Sample Database Northwind
 Open the sample database Northwind in Access. Use the Report Wizard to create a report based on the Products table. Select CategoryID and UnitPrice as the fields for the report. Group on CategoryID. In the design view of the report, click Sorting and Grouping on the View menu, and make sure that the GroupFooter property for CategoryID is set to Yes.

Note In Access 2007, in the design view of the report, on the Design tab, click Group & Sort in the Grouping & Totals group, and make sure that the with a footer section property for CategoryID is selected.</li> Add an unbound text box in the CategoryID footer section with the ControlSource property for the text box set to the following expression:

=Sum(IIF([Discontinued],1,0))

</li> Add a second unbound text box with the ControlSource property for the text box set to the following expression:

=Sum(IIF([Discontinued],0,1))

</li> On the File menu, click Print Preview.

In Access 2007, click Microsoft Office Button, point to Print, and then click Print Preview.

Notice that the first expression will count the number of products within each category that have the Discontinued field set to Yes. The second expression will count the number of products within each category that have the Discontinued field set to No.</li></ol>

Additional query words: inf ACC2000 ACC2002 ACC2003 ACC2007

Keywords: kbexpertiseinter kbinfo kbhowto KB209505

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