Exporting query to XL is truncating field data

[Merlin]

I have created a query in Access containing some Text fields with large text
values.
If I export the results to Excel using File/Export... the large text fileds
are truncated to 255 characters in the resulting excel cells.

I have noticed that exporting a table in the same way does not truncate the
data.

Is there any way around this truncating? It is important that we get the
full data.

I am using Access XP, Excel XP and SQL Server 2000.

Thanks

 

[Wei Lu [MSFT]]

Hello,

Since you have mentioned SQL Server, I assume that you using the Linked
table to get the data from SQL Server. And the field in Access will be Memo
type.

Based on your description, please take a look at the following knowledge
base
article:

259893 ACC2000: Formatted Memo Field Appears to Truncate Data After 255
http://support.microsoft.com/?id=259893

Please follow the instructions listed in the above article, what's the
result
then?

If the problem still exists, please help to collect the following
information:

1. What type of Access file you are using? MDB file or ADP file?
2. What actions you have done to the memo field? Some special action such
as
Transfertext or export to rtf may be truncate the field.

Some related Knowledge Base article:

281153 ACC2000: When You Export an Access Report the Memo Field Is Truncated
<http://support.microsoft.com/?id=281153>

288877 ACC97: Memo Field That Is Exported to RTF Format May Be Truncated
<http://support.microsoft.com/?id=288877>

I hope the above information helps you. Please let me know the result at
your
earliest convenience. I look forward to your reply.

Sincerely,

Wei Lu

Microsoft Online Community Support

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[Dale Fye]

Merlin,

Another way to get around this is to use Excel to pull the data from Access,
instead of the other way around.

1. Open Excel, put your cursor in the cell you want to import the data to
2. Select Data -> Import External Data -> New Database Query.
3. In the dropdown box, select MS Access Database, an open file dialog will
popup. Select the file which contains the table or query you want to export.
4. Select the table or query you want to import into Excel

work your way through the wizard and get the data you are looking for. Once
you have it, you will have to refresh the data source whenever you update
your underlying tables.

HTH
Dale

 

[Merlin]

Hi
Thank you for your reply.
This is an adp project. The fields are of type Text and NText, so
presumably none of the Memo field articles are relevant - I should have
specified, sorry, I've been working only with adp projects for so long I
forgot about Memo fields in mdb's.
I read the articles anyway, but unfortunately they didn't help.
As for your second question, I have tried several ways to export the data.
First I had a report containing the filtered data and then used the
docmd.OutputTo action. Then I tried adding a custom menu with File/Export to
the report.
Then I tried presenting the information in a continuous form for the users
and including the export custom menu.

 

[Merlin]

Thanks for the suggestion, but this is not for me, it is a function that
clients have requested be built into an access application.
They want a user firendly way of getting the data they need into a
spreadsheet.
The query required to get the data presented the way they want is not
trivial (lots of complex joined tables and filters) and not something they
would be able to do.

 

[Dale Fye]

The nice thing with the Excel is that you can actually pull the data from
the query you already have built in Access. Set it up in Excel once, and
all they have to do is refresh it. You could even write the VBA to refresh
it into a command button in Excel. Once the link to the Access database is
created, they wont need to worry about it again.

We use this functionality in my office for some graphs we have in
Powerpoint. They are linked to the graphs in Excel, which is linked to
Access. We just open Excel, refresh all the data, close Excel, then open
powerpoint and all the charts are updated. Works real slick.

Dale

 

[Merlin]

Thanks Dale
I'll try that!

The nice thing with the Excel is that you can actually pull the data from
the query you already have built in Access. Set it up in Excel once, and
all they have to do is refresh it. You could even write the VBA to refresh
it into a command button in Excel. Once the link to the Access database is
created, they wont need to worry about it again.

We use this functionality in my office for some graphs we have in
Powerpoint. They are linked to the graphs in Excel, which is linked to
Access. We just open Excel, refresh all the data, close Excel, then open
powerpoint and all the charts are updated. Works real slick.

Dale

 

[Wei Lu [MSFT]]

Hello,

Thanks for the update.

I reproduce this issue on my side. And I am tring to contact with the
Product team to check are there any work around.

For now, I suggest you to try Dale's suggestion.

Hope that could help you.

Sincerely,

Wei Lu

Microsoft Online Community Support