Creating Crosstab Queries | Database Solutions for Microsoft Access | .
When you create a crosstab query, you specify which fields contain row headings, which field contains column headings, and which field contains values to summarize. You can use only one field each when you specify column headings and values to summarize.
You can use as many as three fields when you specify row headings. You can also use an expression to produce row headings, column headings, or values to summarize.
One, two, or three columns on this side contain row headings. The names of the fields that you use as row headings appear in the top row of these columns.
The row headings appear here. The number of rows in the crosstab datasheet can grow quickly when you use more than one row heading field, because each combination of row headings is displayed. The columns on this side contain column headings and summary values. Note that the name of the column heading field does not appear on the datasheet. It does most of the work for you, but there are a few options that the wizard does not offer. It is easy to use. To use it, you start the wizard, and then answer a series of guided questions.
It can automatically group dates into intervals. Instead, create the crosstab query in Design view, and use an expression to create the intervals.
It can be used as a starting point. You can use the wizard to create the basic crosstab query that you want, and then fine-tune the query’s design by using Design view. At the last step of the wizard, you can choose to modify the query in Design view.
This allows you to add query design elements that the wizard does not support, such as additional record sources. Work in Design view Design view allows you more control over your query design. It supports the features that are not available in the wizard.
However, you cannot specify parameter data types by using SQL view. If you want to use a parameter in your crosstab query, you must specify the parameter data type by modifying your query in Design view.
Tip: Remember — you are not limited to using only one method for creating a crosstab query. You can use the wizard to create the query, and then use Design view to modify the query design. Using the Crosstab Query Wizard requires that you use a single table or query as the record source for your crosstab query.
If a single table does not have all the data that you want to include in your crosstab query, start by creating a select query that returns the data that you want. For more information about creating a select query, refer to the See Also section.
For this example, we’ll create a crosstab query using the Products table from the Northwind sample database. We want to display a count of the number of products in each category from all the suppliers. On the Create tab, in the Queries group, click Query Wizard. On the first page of the wizard, choose the table or query that you want to use to create a crosstab query.
For this example, select the Products table and then click Next. On the next page, choose the field that contains the values that you want to use as row headings. You can select up to three fields to use as row headings sources, but the fewer row headings you use, the easier your crosstab datasheet will be to read. If you choose more than one field to supply row headings, the order in which you choose the fields determines the default order in which your results are sorted.
For this example, select Supplier IDs. Notice that Access displays the field name along the left side of the sample query preview at the bottom of the dialog box. Click Next to continue. On the next page, choose the field that contains the values that you want to use as column headings. In general, you should choose a field that contains few values, to help keep your results easy to read. For example, using a field that has only a few possible values such as gender might be preferable to using a field that can contain many different values such as age.
For this example, select Category and notice that Access displays category sample names along the top of the sample query preview at the bottom of the dialog box. On the next page, choose a field and a function to use to calculate summary values. The data type of the field that you select determines which functions are available. On the same page, select or clear the Yes, include row sums check box to include or exclude row sums.
If you include row sums, the crosstab query has an additional row heading that uses the same field and function as the field value. Including a row sum inserts an additional column that summarizes the remaining columns. For example, if your crosstab query calculates average age by location and gender with gender column headings , the additional column calculates the average age by location, across all genders.
For this example, select ID in the Fields box and Count in the Functions box in order to have Access count the number of products in each intersection of supplier and category. Leave the Yes, include row sums check box selected. Fortunately, Access crosstab queries make it easy to transform and summarize data from rows to columns. A crosstab lets you specify the field whose unique values are transformed to column fields and a value field to be summarized. However, the columns of a crosstab query change based on the data in the selected column field and can change over time.
Additionally, if there is data missing for a particular column or month in our example , the crosstab would not show that column. This creates problems if a report expects the column names to remain the same each time, or writing a lot of code to accommodate this. Here’s a quick introduction to crosstab queries. For more information, see the online Access help for crosstabs. Crosstab is one of the Microsoft Access Query Types:.
Crosstab is a Microsoft Access Query Type. Unlike other query types, the Query Designer for Crosstabs has an extra Crosstab row to specify each of the columns. Columns can be a field or expression. This example shows a crosstab grouped by Country with columns for each month defined as the year-month format of the [OrderDate] , and displaying total sales:. When you run the query, the summarized sales displayed for each month as a separate column some columns not displayed here :.
Microsoft Access reports reference field names directly. If we want to use a crosstab query as the RecordSource of a report, its column names should not change unless we want to write a lot of code to handle that. Fortunately, there’s an easy way to make sure our crosstab query always generates 12 columns of monthly data even if the table doesn’t have data for all 12 months. This prompts the user for the date of the first month e.
That makes it difficult for a report or subsequent query to use as the date range changes. A better approach is to define each month as a number between 1 and 12, starting with the first month to display. The result is a month number from 1 to 12 defining the months we want. The result is this:.
Defining the month number is the first step and works great if you always have data for each month. However, if a month doesn’t have any data, the crosstab won’t create that field. We want to ensure every month from 1 to 12 exists. This is accomplished by using the IN clause in the crosstab syntax. Here’s the query:. The important part is the last line highlighted in red.
By adding the IN clause and listing the column names required, the crosstab always creates those columns. The IN clause also limits columns e. Toggle navigation. Free Access Training. Select the table or query you want to use and click Next. Now you need to specify which fields you want to see in the query. Select which field you want to use as the row headings, click the right arrow button and click Next.
Free trial available. A Microsoft Access crosstab query presents summary information in a compact format that is similar to a spreadsheet. These types of queries can present a large amount of summary data in a format that is usually simpler to analyse than viewing the information in a database form.
Each attribute field in a table typically contains a category of data. A crosstab query summarizes the data from one or more of these fields that are separated into groups based on one or more fields.
For example, if you wanted to analyse the number of hours per project per month, it might be difficult to use a select query because you would have to scroll through the records of the many employees who had worked on various projects, and then try to make a comparison between the projects. A crosstab query would reduce the number of records presented by adding up the total hours per individual project. In the crosstab query, which is a special type of Totals query, the Total row that appears in the query design grid will always be active.
You can not toggle the Total row off when using a crosstab query. If we look at the following examples, that show both a table containing information on Project Times and the crosstab query view, you will see how the crosstab query presents the summary information based upon that table:.
The Project Time table, that will be used as the source for the crosstab query.
Crosstab Queries | CustomGuide – Question Info
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An Access query is very versatile and can pull information from various tables and assemble it for display in a form or report. An Access query can either. How to Create Crosstab Queries in Access A Crosstab query displays summarized information in a table format that makes it easy to analyze and compare data.
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3 Crosstab Query Techniques that would come handy while working on MS Access are: Crosstab Query for displaying row Totals. In order to display. See how to build advanced queries through the ms access query wizard, how to build crosstab query through the query wizard in ms access and How to Create Crosstab Queries in Access A Crosstab query displays summarized information in a table format that makes it easy to analyze and compare data.