Memo field truncates on report

[Tina]

I have a report that runs off a select query. Field with
a Memo data type is always truncating when running the
report. I read an article in MS Knowlege base, which is
referring me to create a temp table, run an append query
to output the query results to that table. And run the
report off of that table, which I populated by running the
append query.
Problem is I cannot give this to an end-user, who will get
confused on this 3 step process to run a report. Is there
any easy way to display all the data in Memo field?

 

[Marshall Barton]

I have a report that runs off a select query. Field with
a Memo data type is always truncating when running the
report. I read an article in MS Knowlege base, which is
referring me to create a temp table, run an append query
to output the query results to that table. And run the
report off of that table, which I populated by running the
append query.
Problem is I cannot give this to an end-user, who will get
confused on this 3 step process to run a report. Is there
any easy way to display all the data in Memo field?

The truncation problem is most likely because your query is
using the memo field in such a way that Access has to
truncate it to run the query. Typically, this is caused by
using the memo field in a Group By or Order By clause. A
UNION query will also run into this issue.

If the memo field is only used in the field list of the
query, then chack to make sure that the memo's text box in
the report does not have anything specified in its Format
property.

 

[Tina]

Thanks for the info Marshall. You're right about using
group by in the query. But I attempted to take off the
group by clause, and used select distinct statement in my
query instead of group by clause. I don't have any order
by statement in the query at all. But report still cuts
off the memo field.
I don't have any formatting in the text box of memo field
on the report. How can I prevent this to happen?

*****************************************

 

[Marshall Barton]

Thanks for the info Marshall. You're right about using
group by in the query. But I attempted to take off the
group by clause, and used select distinct statement in my
query instead of group by clause. I don't have any order
by statement in the query at all. But report still cuts
off the memo field.
I don't have any formatting in the text box of memo field
on the report. How can I prevent this to happen?

I believe the DISTINCT keyword will also produce this
effect. Anything that makes Access do a compare or
a format on the memo field will do it.

I have to question your data structure if you have identical
records, including a memo field. If that's not really the
case, then you don't really need to use DISTINCT.

If you do have a weak data structure, you should fix it in
the table's design. If that's not feasible, a messy
workaround is to remove the memo field from the query and
figure out a way to use a DLookup in a text box on the
report to display the memo field.

 

[Dan]

I too have run into this problem for the last 2 years. The
only thing I've found that prevents it from happening is
to change the font type of the report fields to '@Dotum'
before exporting it to Word.rtf.

-----Original Message-----

Thanks for the info Marshall. You're right about using
group by in the query. But I attempted to take off the
group by clause, and used select distinct statement in my
query instead of group by clause. I don't have any order
by statement in the query at all. But report still cuts
off the memo field.
I don't have any formatting in the text box of memo field
on the report. How can I prevent this to happen?

I believe the DISTINCT keyword will also produce this
effect. Anything that makes Access do a compare or
a format on the memo field will do it.

I have to question your data structure if you have identical
records, including a memo field. If that's not really the
case, then you don't really need to use DISTINCT.

If you do have a weak data structure, you should fix it in
the table's design. If that's not feasible, a messy
workaround is to remove the memo field from the query and
figure out a way to use a DLookup in a text box on the
report to display the memo field.
--
Marsh
MVP [MS Access]

***************************************** query
is caused
by

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