Forcing or Limiting Columns Using Cross Tab Queries

MS Access has a version of SQL that can be edited to enforce specific columns being shown in queries.

Within the query editor navigate to the SQL View

Normally when a cross-tab query is selected MS Access will generate columns for every value that exists. This is often very useful but if there are no values there may be gaps in the scale. Additionally you may wish to limit the number of columns that are displayed in the query or force limited numbers to tally with a report. Some reports will crash if certain columns are not found.

Generally the last line of SQL code within a query will follow a similar syntax to the following;

PIVOT [QueryName].YEAR;

Where YEAR is an actual field name that could alter in your circumstances

Altering this to the following will for instance generate years 2000 to 2010 with no gaps even if there are no values in certain columns.

PIVOT [QueryName].YEAR in ("2000","2001","2002","2003","2004","2005","2006","2007","2008","2009","2010");

Author: Mark

Mark Brooks a forty something individual working and living in and around Edinburgh