Summarizing and Grouping

Summarizing and Grouping


Table Reports provide several different summarizing functions (Count, Sum, and others). You can display summaries at two different levels: Total (for the entire report), and by Group (you can select one or more columns for grouping purposes).

Total Summaries

A total summary is over all rows within a report. Total summaries can be displayed in two different ways: in the column-aligned summary area, or in the "fixed" summary area (or both).                                                                                                                                

The column-aligned Total Summary Panel

  • Click on the Total Summary icon in the Table Report Tools in the menu ribbon to show (or hide) the panel.                                 

To display one or more the total summaries for a specific column:

  • If the Total Summary Panel is hidden, show it (see above)
  • Right click on the Total Summary Panel underneath the column you want. This opens a menu of available functions.
  • Select / deselect from the function menu.

These summaries are always aligned underneath the column you chose, so the panel gets taller (or shorter) as needed.

Total summaries and group summaries provide five predefined aggregate functions - the number of data rows (Count), the maximum and minimum values (MAX and MIN), the sum and the average value (SUM and AVG).

The Fixed Total Summary Panel

The Fixed Summary Panel is displayed at the very bottom of the report. Unlike the (non-fixed) Total Summary Panel described above, summaries within the Fixed Summary Panel are always displayed onscreen and not horizontally scrolled. These summaries can be displayed at either the left or right of side of the Fixed Summary Panel. They are not column-aligned, and their position does not depend on the corresponding column's position.

To use the fixed total summary panel:

  • Click on the Fixed Total Summary icon in the from Table Report Tools in the menu ribbon to show (or hide) the panel.
  • Right click anywhere in the Fixed Total Summary Panel

  • To include the total number of data-rows in the report, select Count

  • To summarize one or more columns, select Customize…

    1. Select / deselect columns and summary functions in the Items tab.                                                                                             

    2. Use the Order and Alignment tab To control order, alignment, formatting, and prefix / suffix text for the summaries you chose in the Items tab.                                                                                                                                                                        

Group Summaries

You can Group and summarize by one or more columns, and you can use more than one summary function on the same column.

There are three aspects to Grouping:

  • Choosing a column (or columns) to group by.
  • Choosing a column (or columns) to summarize for each group
  • For each column you want to summarize, choosing the summary function(s)

Choosing Group-By Columns

There are two ways to choose group-by columns:

Some features require the group panel to be exposed. To expose (or hide) the group panel, do one of two things:
  1. Click the Group Panel icon in the Table Report Ribbon’s "Group" section. Or,
  2. Right-click one of the report’s column-headers and choose "Show Group Panel" / "Hide Group Panel".
  1. Right-click a column-header, and choose "Group by this column".
  2. With the group panel exposed, drag one or more column-headers from the report into the panel.
    • If you have grouped by more than one column, you can drag them around in the group-panel area to change the grouping order.

    • You can also change the grouping order in the group Summary Editor’s "Order" tab.

    • The group summary editor’s Order tab is similar to the report-total’s "Order and Alignment" tab you described earlier. In addition to ordering, you can specify display format and prefix / suffix.

    • Group rows can be expanded / collapsed (similar to a pivot-report's row-area items).

    • You can expand / collapse all groups. In the group panel, right-click (either on field icon or a blank area) and choose full-expand or full-collapse.

    • Summarizing is optional - you can group by one or more columns without showing any summary functions.

To ungroup:

  • A single field: In the group panel, right-click the field’s icon and select Ungroup; OR

    Drag and drop the field icon from the group-panel into the column-header area of the report.

  • Everything: In the group panel, right-click an empty area and select "Clear Grouping".

Choosing Summary Columns and Functions

To choose the columns you want summarized (and the summary functions), use the Group Summary Editor.                                       

To display the group summary:

  • Click on the Summary Editor icon in the Group section of the Table Report ribbon.                                                                        

  • From the Summary Editor window, select the aggregate function, for each column, whose value you want to appear within the group rows.                                                                                                                                                                                         

    Press OK to see the results.

Summaries that have already been defined at the report-level are chosen automatically.

Group summaries are shown only when you have a group in effect. Without a group, you can still define the summaries you want to see - but they won’t appear until you actually group by one or more columns (as described above).

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