Access Export to Word

  • Thread starter Thread starter Susan
  • Start date Start date
S

Susan

PROBLEM:

I have a report in access that is a fairly sophisticated
merge of multiple fields from multiple tables grouped at
multiple levels in my MS Access database (Access 2000).
It looks gorgeous!

When I export this report to MS Word (Word 2000)
using 'Tools' - 'Office links' - 'Publish it with MS
Word' - some of the lines in the report are truncated.
The report is made up of primarily titles of
presentations for a conference. Titles of a certain
length get truncated. Short ones are not truncated
(roughly 8/10 of a line or less) and long ones are not
truncated (going on to two lines) - only those that are
approximately a full line long have the final word or two
cut off and those words do not appear at all in the word
document.

Details:

1. It never cuts off part of a word - only an entire word
or words that appear at the end of a line

2. This appears to happen regardless of the font, font
size, or margins. I have experimented with the margins
extensively (although I am open to a concrete response
that might involve margins) and it did not help to have
the margins exactly the same on the report and the word
document or larger on one and smaller on the other (tried
each variant).

EXAMPLES:

"Welcome, State of the Association, Presidential Strand
Overview, and Presidential Address"

is shortened to

"Welcome, State of the Association, Presidential Strand
Overview, and Presidential" - the "Address" that would
fall at the end of the first line on the MS Word page has
disappeared (no it is not hiding in the margins, it is
gone!).

"Maintaining Independence: Balancing Client Needs with
Professional Standards of Evaluation Practice"

is shortened to

"Maintaining Independence: Balancing Client Needs with
Professional Standards of" - the "Evaluation Practice"
has disappeared

CONTEXT AND CAVEATS:

Please note that it is not feasible for me to make this
document directly in Word - the level of sophistication
needed for the merge, using multiple levels, is not
available in word - at least at my level of expertise
(and I need an answer that I can actually implement).

I know that I can address this by a painstaking review
and hand-typing to edit the word document. However, this
is a process that I use regularly and the word document
that is produced, each time, is 150-200 pages. The time
needed to hand-edit is extremely long.

Thanks to any and all who can provide a concrete,
feasible, answer and save my sanity! - Susan
 
The first thing I'd do is make the text boxes wider (the size from left to
right). Also, after exporting, edit the page size so it's wider - maybe
the missing text will suddenly reappear. Also, turn the "Can Grow"
property of the text boxes to yes, if not already.
 
Access has had this problem since at least
A97, with no suggestion that it will be fixed.

Can you consider exporting it as a Snapshot,
or printing to a PDF printer?

(david)
 
Hi Susan,
I had a similar problem, I had to create a new report with subreports for
each text box, even then I had to fiddle with margins and text box sizes to
get it to work (which it does, finally!)

(And by margins, I mean the text box margins, not the report margins.)

Good luck!
 
Unfortunately, have tried changing the size of the text
boxes, changing the page size, and setting the can grow
to yes. These don't solve it - but thanks for the ideas!
 
Thanks for the well wishes. I have tried using
subreports - but still doesn't work I'm afraid. The text
that can be in each box is of such differing lengths from
one run to the next that any settings that work one time
don't work the next (or even farther along in the same
report or subreport). I nice gentleman has pointed me to
a program that allows me to save the report as an rtf.
I'm going to give that a try.
 
Well, at least you have made me feel like less of an
idiot given that the solution is not obvious (although
like a bit of a dolt for having spent so much time
trying!). I'm afraid that I can't print it as a pdf
because the report is actually on the framework for the
larger document. Even the part that I merge still gets
formatting added to it a bit (we add icons and special
notes on some items). Thanks! -Susan
 
Susan said:
PROBLEM:

I have a report in access that is a fairly sophisticated
merge of multiple fields from multiple tables grouped at
multiple levels in my MS Access database (Access 2000).
It looks gorgeous!

When I export this report to MS Word (Word 2000)
using 'Tools' - 'Office links' - 'Publish it with MS
Word' - some of the lines in the report are truncated.
The report is made up of primarily titles of
presentations for a conference. Titles of a certain
length get truncated. Short ones are not truncated
(roughly 8/10 of a line or less) and long ones are not
truncated (going on to two lines) - only those that are
approximately a full line long have the final word or two
cut off and those words do not appear at all in the word
document.

Details:

1. It never cuts off part of a word - only an entire word
or words that appear at the end of a line

2. This appears to happen regardless of the font, font
size, or margins. I have experimented with the margins
extensively (although I am open to a concrete response
that might involve margins) and it did not help to have
the margins exactly the same on the report and the word
document or larger on one and smaller on the other (tried
each variant).

EXAMPLES:

"Welcome, State of the Association, Presidential Strand
Overview, and Presidential Address"

is shortened to

"Welcome, State of the Association, Presidential Strand
Overview, and Presidential" - the "Address" that would
fall at the end of the first line on the MS Word page has
disappeared (no it is not hiding in the margins, it is
gone!).

"Maintaining Independence: Balancing Client Needs with
Professional Standards of Evaluation Practice"

is shortened to

"Maintaining Independence: Balancing Client Needs with
Professional Standards of" - the "Evaluation Practice"
has disappeared

CONTEXT AND CAVEATS:

Please note that it is not feasible for me to make this
document directly in Word - the level of sophistication
needed for the merge, using multiple levels, is not
available in word - at least at my level of expertise
(and I need an answer that I can actually implement).

I know that I can address this by a painstaking review
and hand-typing to edit the word document. However, this
is a process that I use regularly and the word document
that is produced, each time, is 150-200 pages. The time
needed to hand-edit is extremely long.

Thanks to any and all who can provide a concrete,
feasible, answer and save my sanity! - Susan
Click to expand...

I've had the same problem with truncation and found that setting the
right margin of the text box control to something > 0" (maybe .25")
will fix it.

Hope this helps.

tg
 
Tracy -

I've just spent more time than I care to say on the same problem.

It seems that MS, in its infinite wisdom, has decided that exporting from
Access to Word, with formatting and graphics included, is not really
necessary. Right.

I think I've found an answer: if you are simply looking to send the report
to others who have W2k and above, the .snp export format retains everything
you had in that beautiful Access report, and apparently (wish I'd known
this!) W2k and above has the snp translater built-in. So you can choose
Send To, snp format. (If they don't have W2k, they can download the free
snp viewer.) And you can do the send in vba code as well.

MS, again in its infinite wisdom, decided that .rtf wasn't really rtf, and
that if you send it from Access to Word, Word will pretty well screw it up.

If you really HAVE to send a doc from Access to Word, you CAN (as I did,
unfortunately) create a Word document which has the graphics imbedded in it
that you had already imbedded in Access, and create form fields in it which
you can fill in, painfully, from vba, and then open that document from vba,
hoping, of course, that MS doesn't decide that the document has already been
opened, even though Word is nowhere to be seen in task manager or vba and
there's no apparent way to kill it other than rebooting the machine, and if
all of that works, you're golden: you can open the doc in Word and even have
the user edit it.

Of course, there's one other little infinite wisdom thing that MS developers
have done: if the user is using a restricted menu from an mde file, Send To
is not an option on it unless you do something I haven''t figured out how to
do.

Who, me, bitter? pissed? Naw!

Kevin
 
Back
Top