ACC2: Output to RTF Not Processed in Report with Memo Fields

• Microsoft Access version 2.0

SYMPTOMS

Advanced: Requires expert coding, interoperability, and multiuser skills.

When you use the Output To command to output a report containing Memo fields to a Rich Text Format (RTF) file, the RTF file is not created. Microsoft Access does not alert you that the command was not processed.

CAUSE

The problem occurs when any one of the following conditions is true for the report:

• When you print the report, a Memo field's data spans multiple pages.
• The report contains two or more large Memo fields.
• The table, query, or SQL statement on which the report is based generates large Memo fields.

RESOLUTION

To work around the problem, design the report as follows:

• Limit the data that will appear in a Memo field so that it fits on one page.
• Reduce the number of records generated by the table, query, or SQL statement on which the report is based.

STATUS

Microsoft has confirmed this to be a problem in Microsoft Access version 2.0. This problem no longer occurs in Microsoft Access version 7.0.

MORE INFORMATION

Steps to Reproduce Problem

  1. In your Access directory in File Manager, double-click the
     CONSTANT.TXT file to open the file in Notepad.

  2. From the Edit menu, choose Select All. Then, from the Edit menu,
     choose Copy, and exit Notepad.

  3. Start (or switch to) Microsoft Access and create a database called
     MEMOTEST.MDB.

  4. Create the following table and save it as Memo_Test:

       Table: Memo_Test
       -------------------------------
       Field Name: ID
          Data Type: Counter
          Indexed: Yes (No Duplicates)
       Field Name: Test
          Data Type: Memo

  5. View the Memo_Test table in Datasheet view.

  6. In the first record, move the insertion point to the Test field box.

  7. From the Edit menu, choose Paste to copy the CONSTANT.TXT file to the
     Test field box.

  8. Repeat step 7, and then close the Memo_Test table.

  9. Click the AutoReport button on the toolbar to create a quick report
     based on the Memo_Test table and save it as Report1.

 10. From the File menu, choose Output To.

 11. In the Select Format box, select Rich Text Format (*.rtf), and then
     choose the OK button.

 12. In the File Name box, type "memotest.rtf" (without the quotation
     marks), and then choose OK.

 13. Switch to File Manager and search for the MEMOTEST.RTF file. Note that
     the file is not listed.

REFERENCES

For more information about the Output To command, search for "Output To" then "Output To Command (File Menu)" using the Microsoft Access Help menu.