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How to Combine Two Access Query Columns into One List Without Concatenation

Ayan Masood Oct 9, 2026 869 views

Question details

The user wants to combine values from two separate database fields into a single column with separate rows, rather than joining them as a single concatenated text string.

How to Combine Two Access Query Columns into One List Without Concatenation

Product: Microsoft Access
Device & OS: not provided
Scenario: Structuring database query results to stack vertically, specifically to feed the combined list into a cascading combo box.
Observed behavior: Standard queries typically place the fields side-by-side or concatenate the text in a single row, rather than stacking them vertically as distinct records.

Before you start

Verify the exact names of the tables and columns you intend to combine, and ensure your database is backed up before modifying SQL query structures.

Solution 1Recommended

Use a UNION ALL Query to Stack Columns

This is the standard and most efficient method to take two separate columns and stack them vertically into a single column list.

A UNION ALL query allows you to combine the result sets of two or more SELECT statements into a single column. Unlike standard queries that place fields side-by-side, UNION ALL stacks them vertically and preserves all records, including duplicates.

Create a new query

Open your Microsoft Access database, navigate to the 'Create' tab on the top ribbon, and click on 'Query Design'.

Switch to SQL View

Close the 'Show Table' dialog box without adding any tables. Right-click the query tab and select 'SQL View' from the context menu.

Write the UNION ALL statement

Enter your combined SELECT statements. For example: SELECT Column1 AS CombinedValue FROM YourTable WHERE Column1 Is Not Null UNION ALL SELECT Column2 AS CombinedValue FROM YourTable WHERE Column2 Is Not Null;

Run the query

Click the 'Run' button (the red exclamation mark) in the Design tab to view your vertically stacked list of values.

Query Alias: Using 'AS CombinedValue' in the first SELECT statement dictates the name of the final merged column in your query results.

Solution 2

Configure the Query for a Cascading Combo Box

Use this solution if your UNION ALL query needs to serve as the row source for a dependent combo box that updates based on another selection.

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1. Export your Access data: In Microsoft Access, right-click your completed UNION query, select 'Export', and choose 'Excel' or 'Text File' (CSV) to save your combined list.
2. Open in WPS Spreadsheet: Launch WPS Office, click on 'Spreadsheet', and open the exported file to view your data.
3. Manage data without SQL: Use WPS Spreadsheet's built-in Data Validation and Drop-down List features to create interactive combo boxes without writing any complex SQL or VBA code.

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Frequently Asked Questions

What is the difference between UNION and UNION ALL in MS Access?

A UNION query automatically removes duplicate rows from the combined results and sorts the data, which can take extra processing time. A UNION ALL query keeps all records exactly as they are, including duplicates, making it process faster and preserving the exact counts of your data.

Why is my cascading combo box completely blank after adding the UNION query?

This usually happens if the Column Count or Bound Column properties of the combo box do not match the structure of your UNION query. Check the Property Sheet of your combo box to ensure the Column Count is set to the correct number of fields being returned by the query.

Can I combine more than two columns using the UNION ALL method?

Yes. You can chain as many SELECT statements together as you need. Just place the UNION ALL keyword between each SELECT block. Ensure that every SELECT statement calls the same number of columns in the exact same order.

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