Help and Support

ACC2000: Exported Query Expression Truncated at 255 Characters

Article ID:207668
Last Review:June 24, 2004
Revision:2.0
This article was previously published under Q207668
Moderate: Requires basic macro, coding, and interoperability skills.

On This Page

SYMPTOMS

When you export a query that contains an expression that results in more than 255 characters, the expression is truncated in the exported file.

Back to the top

CAUSE

Microsoft Access evaluates the expression as a Text field, and Text fields have a maximum length of 255 characters. When you export the query, Microsoft Access truncates anything after the 255th character.

Back to the top

RESOLUTION

Use an append query to append the data to a table that has a Memo field, and then export the table. The following example creates a table to store the results of a query expression that exceeds 255 characters:
1.Start Microsoft Access and open the sample database Northwind.mdb.
2.Create the following table in Design view:
   Table: EmpNotes
   --------------------
   Field Name: EmpName
      Data Type: Text
   Field Name: Comments
      Data Type: Memo
					
3.Save the EmpNotes table and close it. You do not need to create a primary key.
4.Create the following query in Design view based on the Employees table. The second expression, called Comments, will result in field lengths greater than 255 characters:
   Query: MemoExpr
   ------------------------------------------------
   Type: Select Query

   Field: Full Name: [FirstName] & " " & [LastName]
      Table: Employees
   Field: Comments: [HireDate] & ": " & [Notes]
      Table: Employees
					
5.On the Query menu, click Append Query.
6.In the Append dialog box, type EmpNotes in the Table Name box, and then click OK.
7.Select EmpName in the Append To row of the Full Name field in the QBE grid; the Append To row for the Comments field fills in automatically because the field name in the query and the field name in the table are the same.
8.On the Query menu, click Run. Click Yes when prompted that you are about to append the rows.
9.Close the MemoExpr query. You do not need to save it.
10.Export the EmpNotes table to whatever format you want. The full length of the Comments field will be preserved.

Back to the top

MORE INFORMATION

Steps to Reproduce Behavior

1.Start Microsoft Access and open the sample database Northwind.mdb.
2.Create the following query in Design view based on the Employees table:
   Query: qryTruncate
   -----------------------------------------------
   Type: Select Query

   Field: Full Name: [FirstName] & " " & [LastName]
      Table: Employees
   Field: Comment Length: Len([Comments])
      Table: Employees
   Field: Comments: [HireDate] & ": " & [Notes]
      Table: Employees
					
3.Save the qryTruncate query and close it.
4.Select the qryTruncate query in the Database window.
5.On the File menu, click Export.
6.In the Export Query 'qryTruncate' To dialog box, select Text Files in the Save As Type box. Note the folder where the file will be stored in the Save In box, and then click Export.
7.When the Export Text Wizard appears, click Finish.
8.Using Notepad or another text editor, open the qryTruncate.txt file. Note that for any record where the Comment Length field is greater than 255, the Comments field is truncated at the end. This is true for the Andrew Fuller, Steven Buchanan, Michael Suyama, and Robert King records.

Back to the top

REFERENCES

For more information about exporting data to text files, click Microsoft Access Help on the Help menu, type export a datasheet to a delimited or fixed-width text file in the Office Assistant or the Answer Wizard, and then click Search to view the topic.

Back to the top


APPLIES TO
Microsoft Access 2000 Standard Edition

Back to the top

Keywords: 
kbfix kbprb KB207668

Back to the top

Article Translations

 

Related Support Centers

Other Support Options

  • Need More Help?
    Contact a Support professional by Email, Online or Phone.
  • Customer Service
    For non-technical assistance with product purchases, subscriptions, online services, events, training courses, corporate sales, piracy issues, and more.
  • Newsgroups
    Pose a question to other users. Discussion groups and Forums about specific Microsoft products, technologies, and services.