Using Summary Options



  1. Begin by opening the Room Capacity report.


    Click the Open button.

    Step 1
  2. Click the Room Capacity list item.

    Step 2
  3. Click the Open button.

    Step 3
  4. You now need to insert the summary operation. To do that, navigate to the Design page.


    Click the Design tab.

    Step 4
  5. You want to calculate summary for the room capacity.


    Click in the ROOM_CAPACITY field.

    Step 5
  6. You can use the Insert menu or the Insert Summary toolbar button to open the Insert Summary dialog box. In this example, you will use the menu.


    Click the Insert menu.

    Step 6
  7. Click the Summary... menu.

    Step 7
  8. You use the Insert Summary dialog box to count the values in a group, calculate the sum or average of values, and find the minimum or maximum value in a group.

    Step 8
  9. The Choose the field to summarize drop-down list displays the fields from the report. Valid values are based on the table accessed in the query linked to the report. You can specify the field that you want to summarize.


    For this example, retain the default value.

    Step 9
  10. The Calculate this summary drop-down list contains the common summary operations in Crystal Reports. For this example, you want the sum of the balance amount for each business unit. Therefore, you will retain the default summary operation.

    Step 10
  11. The Summary Location drop-down list specifies the location in the report where the summary will be displayed. For this example, you can accept the default location of Report Footer. Now, specify the group.


    Click the Insert Group... button.

    Step 11
  12. You use the records will be sorted and grouped by drop-down list to designate on which field to sort and group the data. In this example, you want to group by the Building (BLDG_CD) field.


    Click the sorted and grouped by list.

    Step 12
  13. Click the BLDG_CD list item.

    Step 13
  14. You use the second records will be sorted and grouped by drop-down list to select a sort order. For this example, retain the default ascending order.


    Click the OK button.

    Step 14
  15. Click the OK button.

    Step 15
  16. The summary field has been added. You can move the position of this field by clicking and dragging it to the desired location. For the purpose of this example, this summary field has been placed correctly for you to save time.


    Add a text description field in front of this field.


    Click the Insert Text Object button.

    Step 16
  17. Click next to the summary field to place the text box.


    Click the Group Footer #1 cell.

    Step 17
  18. Enter the desired information into the field. Enter

     a valid value
     "Total Capacity"

    Step 18
  19. Next, view the results.


    Click the Refresh button.

    Step 19
  20. Click the OK button.

    Step 20
  21. Notice that summary lines have been added to the report.

    Step 21
  22. Now, save the report.


    Click the Save button.

    Step 22

You have successfully applied a summary operation to a Crystal report.

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