memo field in report truncating at 255 characters | Newbie | | Join Date: Jan 2007
Posts: 4
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I have a memo field in a report that is truncating at 255 characters. I've tried the following w/no success: 1. Grow/Shrink option is yes. 2. "Group By" changed to "first". 3. "Group by" changed to "last" 4. took out memo field, saved query, and reinserted memo field. nothing seems to be fixing this bug. Please help! any suggestions are greatly appreciated.
|  | Member | | Join Date: Dec 2006
Posts: 56
| | | re: memo field in report truncating at 255 characters
Quote:
Originally Posted by Jenn I have a memo field in a report that is truncating at 255 characters. I've tried the following w/no success: 1. Grow/Shrink option is yes. 2. "Group By" changed to "first". 3. "Group by" changed to "last" 4. took out memo field, saved query, and reinserted memo field. nothing seems to be fixing this bug. Please help! any suggestions are greatly appreciated. Does the memo field display correcty in your table? If so, it may be the query itself that is the cause of the problem. Would you mind posting the query?
|  | Administrator | | Join Date: Oct 2006 Location: London - UK
Posts: 15,747
| | | re: memo field in report truncating at 255 characters
Good for you JLC (I really can't write jenkinsloveschicken every time can I :)).
It's always good to see Junior Members helping with answers. In this case I suspect the OP is having the problem as they are trying to display the item in a report. Reports don't have Memo controls. IE. They must be trying to display a Memo field using a TextBox - for which the maximum length is 255 characters.
You may also be on the right lines with the query though - I'm not sure that would support anything greater than 255 characters either.
| | Newbie | | Join Date: Jan 2007
Posts: 4
| | | re: memo field in report truncating at 255 characters
I think I finally figured it out. I did have a memo field (not text field). The memo field seems to display all characters on current information, but was not working for older data that was imported into access from excel. As long as my current info is displaying, it's not a big problem anymore. thanks so much for the advice & tips.
-Jenn Quote:
Originally Posted by NeoPa Good for you JLC (I really can't write jenkinsloveschicken every time can I :)).
It's always good to see Junior Members helping with answers. In this case I suspect the OP is having the problem as they are trying to display the item in a report. Reports don't have Memo controls. IE. They must be trying to display a Memo field using a TextBox - for which the maximum length is 255 characters.
You may also be on the right lines with the query though - I'm not sure that would support anything greater than 255 characters either. |  | Administrator | | Join Date: Aug 2006 Location: Dublin, Ireland
Posts: 10,886
| | | re: memo field in report truncating at 255 characters
Quote:
Originally Posted by Jenn I think I finally figured it out. I did have a memo field (not text field). The memo field seems to display all characters on current information, but was not working for older data that was imported into access from excel. As long as my current info is displaying, it's not a big problem anymore. thanks so much for the advice & tips.
-Jenn At a guess I would say that the older data that was imported from excel has some illegal carriage return characters that access can't interpret. If you view the data in the table can you see some rectangle characters mixed in with the text?
|  | Moderator | | Join Date: Nov 2006 Location: Richmond, Virginia USA
Posts: 3,002
| | | re: memo field in report truncating at 255 characters
I use a fair number of memo fields because of working in the healthcare field; we're big on Progress Notes and such. Because of this I'm always looking out for anything on the topic. The following is a distillation of things I've picked up over the past few years. To give you an idea, I keep it in a file titled MemoFieldAngst!
Crosstab queries, Summary queries, Union queries, and Queries that use Distinct or DistinctRow will all truncate a memo field to 255 characters so Access can perform the required functionality of eliminating duplicates.
Also, if you have specified a format in the field's Format property, this will often truncate the data as well.
If Unique Value Property is set to Yes, Access has to compare the values and therefore Memo Field values are truncated.
The bottom line is, if you use memo fields keep it simple! No fancy formatting and no fancy data manipulation!
| | Administrator | | Join Date: Oct 2006 Location: London - UK
Posts: 15,747
| | | re: memo field in report truncating at 255 characters
Quote:
Originally Posted by Jenn I think I finally figured it out. I did have a memo field (not text field). The memo field seems to display all characters on current information, but was not working for older data that was imported into access from excel. As long as my current info is displaying, it's not a big problem anymore. thanks so much for the advice & tips.
-Jenn I was aware that you were using a Memo Field in your table. However, unless you know something I don't, there is no Memo Control in either a Report or a Form. IE. Assuming your first post was accurate and you were having this problem in a Report, you were trying to display a Memo Field via a TextBox Control, which has a limit of 255 characters.
I hope that clears up any confusion :)
| | Administrator | | Join Date: Oct 2006 Location: London - UK
Posts: 15,747
| | | re: memo field in report truncating at 255 characters
We're going to have to set up a The Wisdom of MissingLinq thread obviously. I went to stick the new post and add it to the Tutorials section, only to find it done already ( Memo Fields in Access). I thought Memo Field Angst a better title, but hey...
| | Administrator | | Join Date: Aug 2006 Location: Dublin, Ireland
Posts: 10,886
| | | re: memo field in report truncating at 255 characters
Quote:
Originally Posted by NeoPa We're going to have to set up a The Wisdom of MissingLinq thread obviously. I went to stick the new post and add it to the Tutorials section, only to find it done already (Memo Fields in Access). I thought Memo Field Angst a better title, but hey... Talk to me and I'll explain how I did it.
| | Administrator | | Join Date: Oct 2006 Location: London - UK
Posts: 15,747
| | | re: memo field in report truncating at 255 characters
I will, but you're not online atm - even in TSDN so not just the program StartUp missing ;)
| | Administrator | | Join Date: Aug 2006 Location: Dublin, Ireland
Posts: 10,886
| | | re: memo field in report truncating at 255 characters
Quote:
Originally Posted by NeoPa I will, but you're not online atm - even in TSDN so not just the program StartUp missing ;) My niece's 18th birthday. I took a break.
| | Administrator | | Join Date: Oct 2006 Location: London - UK
Posts: 15,747
| | | re: memo field in report truncating at 255 characters
I have a niece having an 18th next month. I'm a bouncer - lol.
Of course you're allowed a break. You can look forward to another one next year too :D
| | Administrator | | Join Date: Aug 2006 Location: Dublin, Ireland
Posts: 10,886
| | | re: memo field in report truncating at 255 characters
Quote:
Originally Posted by NeoPa I have a niece having an 18th next month. I'm a bouncer - lol.
Of course you're allowed a break. You can look forward to another one next year too :D One a year, you're too generous and that's enough hijacking of this thread.
| | Newbie | | Join Date: Nov 2007
Posts: 1
| | | re: memo field in report truncating at 255 characters
Thanks for this thread!
Although it didn't have a way around the problem if indeed you do need to use a complicated query, it gave me enough info to find a way, so I thought I'd post.
Just create a simple query for that notes field and a report for just that field and use that report as a subreport in your report that must have a complex query to run it.
For instance, I am creating Order reports, but there are notes on each order that were being trunacated, so I created a simple query with just OrderID and NotesText, then created a report for just the NotesText field (and allowed it to grow or shrink) and then back to my complicated (not really, just grouping) query/report and created a subreport with the OrderID linked to the subreport (also allowed to grow or shrink).
Works sweetly!
Hope that helps someone else googling for answers!
c.
| | Administrator | | Join Date: Oct 2006 Location: London - UK
Posts: 15,747
| | | re: memo field in report truncating at 255 characters
Thanks Cindy.
We always appreciate more answers in threads. Different approaches nearly always prove valuable, even when they're not right for the current problem. Most of our traffic is actually from people who find threads by searching generally and most answers prove helpful for someone :)
|  | Member | | Join Date: Jul 2007 Location: Basel, Switzerland
Posts: 72
| | | re: memo field in report truncating at 255 characters
Quote:
Originally Posted by Jenn I have a memo field in a report that is truncating at 255 characters. I've tried the following w/no success: 1. Grow/Shrink option is yes. 2. "Group By" changed to "first". 3. "Group by" changed to "last" 4. took out memo field, saved query, and reinserted memo field. nothing seems to be fixing this bug. Please help! any suggestions are greatly appreciated. Choosing the option "First" instead of "Group by" in the Totals field is what I would do. The name of the field will now start with FirstOf when in datasheet view. Make sure you change this in the report.
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