Operation Manual

Sorting, Grouping, and Totaling
Summarizing grouped data
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Crystal Reports User’s Guide 189
Editing groups
u To edit a group
1. On the Report menu, click Group Expert.
2. In the Group By list of the Group Expert dialog box, select the group you
want to edit.
3. Click Options.
4. In the Change Group Options dialog box, edit the group as necessary.
5. Click OK to close the Change Group Options dialog box and again to
close the Group Expert dialog box.
The report reflects the changes you have made to the group.
Summarizing grouped data
One of the primary purposes for breaking data into groups is to run calculations
on each group of records instead of on all the records in the report.
When the program summarizes data, it sorts the data, breaks it into groups,
and then summarizes the values in each group. It does this all automatically.
The program includes a number of summarizing options. Depending on the
data type of the field you plan to summarize, you can:
• Sum the values in each group.
• Count all the values or only those values that are distinct from one another.
• Determine the maximum, minimum, average, or Nth largest value.
• Calculate up to two kinds of standard deviations and variances.
For example:
• Customer list reports: determine the number of customers in each state.
The summary would count the distinct customers in each state group.
• Order reports: determine the average order placed each month. The
summary would calculate the size of the average order for each month
group.
• Sales reports: determine the total sales per sales representative. The
summary would sum or subtotal the order amounts for each sales
representative group.
Note: You can also calculate summary fields across hierarchical groupings. To
do so, select “Summarize across hierarchy” in the Insert Summary dialog box.