MS Access 2013 convert rows to columns

I am trying to manipulate data in a table. Please see example below:
I have tried cross tab query but I cant get that to show all files on one row.

Current Table:

ID              ITEM               File    
1           30092-61         R30092-1
2           30092-61         R30092-2
3           30096-41         R30096-1
4           30096-41         R30096-2

Desired Output:

ID                ITEM               File1              File2
1              30092-61          R30092-1      R30092-2
2              30096-41          R30096-1      R30096-2
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Dale FyeCommented:
with Access, the best way to do this would be something like:

TRANSFORM First(T3.File) AS FirstOfFile
FROM (SELECT T1.ID, T1.Item, T1.File, Count(T2.ID) as Rank
FROM yourTable as T1
LEFT JOIN yourTable as T2
ON T1.Item = T2.Item AND T2.File <= T1.File
GROUP BY T1.ID, T1.Item, T1.File
)  AS T3
PIVOT "File" & [Rank];

Open in new window

The subquery above will generate a Rank column can then be used in the column header in the crosstab query.

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The easiest (and probably fastest) option is to use a temporary table.

The temporary table can be built with an Item field and the appropriate number of FileN text fields.  (This number is the maximum of the number of original records for each item).

Simply start with an empty table and use a VBA loop to read the a Recordset on the original table, ordered by Item and File.  Each time the Item changes, save the previous record to the temp table (unless you are at the start) and add a new record to the temp table, storing the Item and resetting a counter to zero.
Then increment the counter and store the file from that record in rsTemp("File" & nCounter)
When you have read all the input records, save the last output record and close your Recordsets.

You can then export this temp table to Excel, or generate a report from it - whatever you want.

Note that your temporary table should never be in your main back-end where the data is stored, nor in your front-end containing your forms and code objects.  Instead, create it in a temporary database and add it to your front-end as a linked table.  Otherwise you will cause unnecessary database bloat and maximise the chance of corruption.

Good luck!
Graham Mandeno [Access MVP since 1996]
Nice, Dale :-)
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Dale FyeCommented:
Thanks, Graham.  I've spent a lot of time over the years creating some complicated cross-tab queries for reports and Excel exports.  Too bad Access doesn't have a built-in Rank feature like SQL Server.
pauls681Author Commented:
Thank you for you help.
Dale... You are a genius!
I have it working, Thank you very much!
pauls681Author Commented:
Perfect solution!
Dale FyeCommented:
Glad to help.
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