Solved

Export Memo Field from Access to Excel

Posted on 2010-08-29
7
884 Views
Last Modified: 2013-11-27
When I export a set of memo fields from access to excel the memo fields are being truncated in Excel.  What is a simple way to export memo fields to excel without loosing informaiton?
0
Comment
Question by:RDLFC
  • 3
  • 2
  • 2
7 Comments
 
LVL 92

Expert Comment

by:Patrick Matthews
Comment Utility
RDLFC,If you use OutputTo or TransferSpreadsheet, Memo columns will truncate at ~255 characters.  Instead you may want to try Excel's CopyFromRecordset method.  See below.Patrick
Sub ExportToExcel()

    

    ' uses late binding for Excel

    

    Dim rs AS DAO.Recordset

    Dim xlApp As Object

    Dim xlWb As Object

    Dim xlWs As Object

    Dim Counter As Long

 

    Const SaveToPath As String = "c:\Results\Report_"

    Const QueryName As String = "NameOfQuery"

 

    Set rs = CurrentDb.OpenRecordset(QueryName)

    

    ' instantiate Excel object

    

    Set xlApp = CreateObject("Excel.Application")

    xlApp.DisplayAlerts = False

    Set xlWb = xlApp.Workbooks.Add

    Set xlWs = xlWb.Worksheets(1)

    With xlWs

        ' write recordset headings

        For Counter = 0 To rs.Fields.Count - 1

            .Cells(1, Counter + 1) = rs.Fields(Counter).Name

        Next

        .Cells(2, 1).CopyFromRecordset rs

    End With

    

    ' Excel 2007/2010 requires the file format to be specified, so check

    ' for application version.  see for more info:

    ' http://www.dailydoseofexcel.com/archives/2006/10/29/saveas-in-excel-2007/

    

    If Val(xlApp.Version) < 12 Then

        xlWb.SaveAs SaveToPath & Format(Now, "yyyymmdd") & ".xls"

    Else

        ' to use XLSX format:

        xlWb.SaveAs SaveToPath & Format(Now, "yyyymmdd") & ".xlsx", 51

        ' or to use XLSM format:

        'xlWb.SaveAs SaveToPath & Format(Now, "yyyymmdd") & ".xlsm", 52

        ' or to use XLSB format:

        'xlWb.SaveAs SaveToPath & Format(Now, "yyyymmdd") & ".xlsb", 50

        ' or to use good old XLS format:

        'xlWb.SaveAs SaveToPath & Format(Now, "yyyymmdd") & ".xls", 56

    End If

    

    xlWb.Close False

    xlApp.DisplayAlerts = True

    Set xlWs = Nothing

    Set xlWb = Nothing

    xlApp.Quit

    Set xlApp = Nothing

    rs.Close

    Set rs = Nothing

 

    MsgBox "Done"

 

End Sub

Open in new window

0
 
LVL 92

Expert Comment

by:Patrick Matthews
Comment Utility
Please note that for Excel 2003, if you have a Memo column with >= 911 characters, CopyFromRecordset will generate an error.  This seems to be a version-specific error.If you are running Excel 2003, you may want to look at this recent solution:http://www.experts-exchange.com/Software/Office_Productivity/Office_Suites/MS_Office/Excel/Q_26432434.html
0
 
LVL 119

Accepted Solution

by:
Rey Obrero earned 500 total points
Comment Utility
here is how you can pass all the memo field without truncating to 255


this just a sample code, you have to replace some names of fields here


from this thread

http://www.experts-exchange.com/Microsoft/Development/MS_Access/Q_23067605.html?#a20623596
Sub exportToExcel()

Dim rs As DAO.Recordset, iCol As Integer, iRow As Integer

Dim xlObj As Object, Sheet As Object



 Set xlObj = CreateObject("Excel.Application")

 xlObj.Workbooks.Add



 Set rs = CurrentDb.OpenRecordset("table1")



 Set Sheet = xlObj.activeworkbook.worksheets("sheet1")

 'copy the headers

     For iCol = 0 To rs.Fields.Count - 1

         Sheet.cells(1, iCol + 1).Value = rs.Fields(iCol).Name

     Next

rs.MoveFirst

With Sheet

iRow = 2

Do Until rs.EOF

    .cells(iRow, 1).Value = rs("Report Date")

    .cells(iRow, 2).Value = rs("Assessment ID")

    .cells(iRow, 3).Value = rs("SPM Proj Name")

    .cells(iRow, 4).Value = rs("TP Name")

    .cells(iRow, 5).Value = rs("TP Mgr")

    .cells(iRow, 6).Value = rs("Delegate")

    .cells(iRow, 7).Value = CStr(rs("Activity"))

    .cells(iRow, 8).Value = CStr(rs("Task Requirement"))

    .cells(iRow, 9).Value = rs("Issue Number")

    .cells(iRow, 10).Value = CStr(rs("Issues"))

    .cells(iRow, 11).Value = CStr(rs("OFM Comments"))

    .cells(iRow, 12).Value = rs("Issue Level")

    .cells(iRow, 13).Value = rs("Remediation Due Date")

    .cells(iRow, 14).Value = rs("Assessor")

    .cells(iRow, 15).Value = rs("Issue Status")

    .cells(iRow, 16).Value = CStr(rs("TP Mgr Comments"))

    iRow = iRow + 1

rs.MoveNext

Loop

End With



 xlObj.activeworkbook.saveas "C:\MyExcel.xls"



 Set Sheet = Nothing

 xlObj.Quit

 Set xlObj = Nothing

End Sub

Open in new window

0
Better Security Awareness With Threat Intelligence

See how one of the leading financial services organizations uses Recorded Future as part of a holistic threat intelligence program to promote security awareness and proactively and efficiently identify threats.

 

Author Comment

by:RDLFC
Comment Utility
capricorn1

How do I modify your code so the user is prompted to select a location to save the file.
0
 
LVL 119

Expert Comment

by:Rey Obrero
Comment Utility
what do you mean by prompted? are the user going to type in the path and file name? be specific.
0
 

Author Comment

by:RDLFC
Comment Utility
When the user selects the button to export, I want a save as box to pop up so the user can specify where the excel document is to be exported and saved.
0
 
LVL 119

Expert Comment

by:Rey Obrero
Comment Utility
RDLFC,
what you are requesting is already another topic than what you originally requested.

see this link

http://www.mvps.org/access/api/api0001.htm
0

Featured Post

Why You Should Analyze Threat Actor TTPs

After years of analyzing threat actor behavior, it’s become clear that at any given time there are specific tactics, techniques, and procedures (TTPs) that are particularly prevalent. By analyzing and understanding these TTPs, you can dramatically enhance your security program.

Join & Write a Comment

Today's users almost expect this to happen in all search boxes. After all, if their favourite search engine juggles with tens of thousand keywords while they type, and suggests matching phrases on the fly, why shouldn't they expect the same from you…
In Debugging – Part 1, you learned the basics of the debugging process. You learned how to avoid bugs, as well as how to utilize the Immediate window in the debugging process. This article takes things to the next level by showing you how you can us…
Familiarize people with the process of utilizing SQL Server stored procedures from within Microsoft Access. Microsoft Access is a very powerful client/server development tool. One of the SQL Server objects that you can interact with from within Micr…
In Microsoft Access, learn the trick to repeating sub-report headings at the top of each page. The problem with sub-reports and headings: Add a dummy group to the sub report using the expression =1: Set the “Repeat Section” property of the dummy…

762 members asked questions and received personalized solutions in the past 7 days.

Join the community of 500,000 technology professionals and ask your questions.

Join & Ask a Question

Need Help in Real-Time?

Connect with top rated Experts

7 Experts available now in Live!

Get 1:1 Help Now