Microsoft Office Tutorials and References
In Depth Information
Show Totals Adds a Total row to the bottom of the datasheet, making it possible to go
to the bottom of a column and perform a calculation on the data there. The types of total
calculations possible for each column depend on that column’s contents and data type.
Refresh Data If anyone working on the list has cut and pasted a lot of data, has
calculated fields that are not quickly updating, or has this data linked with data in Excel or
Access, refreshing the data will reload the list data and pick up those changes.
The Total row in Datasheet view is really convenient should you need to sum, average, or
count items in a list by column. Here’s how to add one:
1. First, add the Total row by selecting Show Total in the Datasheet section of the List ribbon
(it’s a small button with a sum symbol on it).
2. Then click in the field in that row that corresponds with the column you’d like to total. A
drop-down arrow will appear in the selected field, allowing you to choose from the
calculations available there. For example, if you want to see the latest expiration date for the
Announcements list, enable the Total row, then click in the field for the Expires column,
and select Maximum.
3. This may generate a set of number symbols (????), but that only means the column is not
large enough to display the total with the down arrow in the field, so click away from the
field, and the total will display. Or if necessary, you can increase the width of the column
(move your mouse pointer over the right edge of the column header until the pointer
turns into a double-headed arrow and then drag the column until it is a few characters
wider than it was), and the correct maximum date will appear (Figure 6.23).