Calculating Running Totals and Moving Averages in Microsoft Access with Total Access Statistics
Microsoft Access does not offer built-in features to calculate running
totals. Running Totals are summaries over a set number of records. For instance,
a 30 day moving average that you'd like to calculate for each record based on
its value and its previous 29 records.
Total Access Statistics performs a wide
range of running total calculations across your records:
- Perform summaries for a moving set of records to calculate sums,
averages, minimum, maximum, range, median, standard deviation, etc.
- Place the summary value in a field in your data source
- Analyze the data in your Access
tables and queries (including linked
- Support grouping on field values so
you can perform multiple analysis in one
Running Totals were added to
Total Access Statistics for Microsoft Access
2007, and X.7 versions for Access 2003 and
Running Totals Overview
Running Totals are calculations for a set number of records through your
table or query. Easily generate results such as running sums, averages, minimum,
maximum, median, etc. and place them into fields in your data source. These
calculations are available:
Coefficient of Variance
Root Mean Square
Standard Error of Skewness
Standard Error of Kurtosis
Up to five fields in your table can be updated at one time.
How Running Total Values are Calculated
For instance, you may want to calculate the average of
the last 10 records. This “moving” average is determined
based on the sort order of your data, calculating the mean
for those 10 records and putting it in a field you designate
with record 10. For record 11, record 1 is ignored and the
calculation is performed for records 2 through 11, etc. Like
the other features, you can specify group fields so that
each group has its own running totals. This feature does not
create a separate table. The results are placed in the
fields you specify in your data source.
Running Totals Field Selection
The field selection screen for Running Totals lets you
specify the fields to sort upon and the fields to place the
Group Fields let you generate a separate set of analysis for each
combination of unique values among the group fields.
The Sort Fields determine the sort order of your records to calculate
the running values. Specify at least one sort field. This may include the field
you’re performing the calculations upon. Fields are sorted in ascending order.
Specify up to five Fields to Update with your
totals. Make sure the fields are of data types that can hold
the data you expect to put in them. For instance, they
should be doubles if you expect to store values like average
(mean), variance, etc.
Running Total Options
After selecting the fields, the Running Totals
options are presented:
Field to Analyze
Specify the field the calculations are based on. This
field may be a field that was specified as a sort field. For
instance, you may want to calculate the running average
based on sales sorted in ascending order.
Number of Records to Calculate Totals Over
Specify the number of records in the moving total. If you
specify 0, the totals are calculated for every record.
If you enter a specific number, the calculations are
based on that number of records. The first record is dropped
when the next one is added, and the calculations are based
on this “moving” set of records.
Initial Set of Records
If you specify the number of records to calculate totals
over, there is an option to determine what happens before
you reach that number of records. Either the totals should
be skipped or calculated based on the records processed.
- Choose “Calculate” to see the running totals regardless
of whether the number of moving records is reached.
- Choose “Leave Blank” to only have running totals when the
specified number of records is reached without any
calculations for smaller number of records.
There are many calculation types available. Specify the
one you want for each of the update fields you selected.
Running Totals Results
The Running Totals results are placed in the update fields specified:
Example of Running Totals placed in the right four fields of this Microsoft Access table
In this example, the data was sorted
by Date and Order ID, with the calculation on the Sales
field. Notice the values in the [RunningCount] field
increasing from 1 to 10. Once it reaches 10, it remains at
10 because that is the maximum number of records in the
The [RunningTotal] field shows the
sum of [Sales] over the records in the moving set of
records. Because the option to calculate the values for the
initial set of records was selected (before it reached 10
records), the values are displayed. Otherwise, the first 9
records would have null values.
Interactive Wizard and VBA Programmatic
Total Access Statistics lets you interactively generate
your calculations through its
wizard interface to easily select the data
source, fields, and analysis without
programming. After you specify your
selections, they are automatically saved as
a scenario in your database so you can run
them again in the future when your data
statistics function is also available so
you can generate these results
from code. You can easily run any saved
scenario by calling a single procedure in
the Total Access Statistics VBA library. The
library includes a royalty-free runtime
license so you can include it with your
Access database and distribute it to
non-Total Access Statistics owners.
Call the function from a button's OnClick
event or other process, and the results are
generated for you. You can even hide the
built-in user interface so your users don't
even know Total Access Statistics is
running. They'll be amazed with your
statistical analysis capabilities!
Additional Details of Calculations Available in Total Access Statistics
Here are some additional resources and details about some of the data
analysis you can perform on your Microsoft Access data with Total Access
- Financial Cash Flow Calculations
Use discounted cash flows and interest rates to generate Net Present Value (NPV), Present Value
(PV), Future Value (FV), Internal Rate of Return (IRR), Modified Internal Rate of Return (MIRR)
for periodic and date dependent payments and receipts.
Calculate different types of percentiles: median, quartiles, quintiles,
octiles, deciles, percentiles, every X.5 percentile, and place them in a
table or update an existing field with the record's percentile value.
Running Totals and Moving Averages
Summarize a moving set of records to calculate running sums, moving
averages, minimum, maximum, range, median, standard deviation, etc.
Data Normalization (Data Transpose)
Transpose non-normalized data so you can easily analyze and maintain it.
Simple, multiple and polynomial regressions with calculation of equation
coefficients, ANOVA and residual table
Crosstabs and Chi-Square
Advanced cross-tabulations with percentage of row, column and totals
displayed as records or columns