Solved

Export Memo Field from Access to Excel

Posted on 2010-08-29
7
934 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
[X]
Welcome to Experts Exchange

Add your voice to the tech community where 5M+ people just like you are talking about what matters.

  • Help others & share knowledge
  • Earn cash & points
  • Learn & ask questions
  • 3
  • 2
  • 2
7 Comments
 
LVL 92

Expert Comment

by:Patrick Matthews
ID: 33552768
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
ID: 33552775
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 120

Accepted Solution

by:
Rey Obrero (Capricorn1) earned 500 total points
ID: 33568978
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
Industry Leaders: We Want Your Opinion!

We value your feedback.

Take our survey and automatically be enter to win anyone of the following:
Yeti Cooler, Amazon eGift Card, and Movie eGift Card!

 

Author Comment

by:RDLFC
ID: 33572670
capricorn1

How do I modify your code so the user is prompted to select a location to save the file.
0
 
LVL 120

Expert Comment

by:Rey Obrero (Capricorn1)
ID: 33572962
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
ID: 33576860
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 120

Expert Comment

by:Rey Obrero (Capricorn1)
ID: 33576938
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

Ransomware-A Revenue Bonanza for Service Providers

Ransomware – malware that gets on your customers’ computers, encrypts their data, and extorts a hefty ransom for the decryption keys – is a surging new threat.  The purpose of this eBook is to educate the reader about ransomware attacks.

Question has a verified solution.

If you are experiencing a similar issue, please ask a related question

It’s the first day of March, the weather is starting to warm up and the excitement of the upcoming St. Patrick’s Day holiday can be felt throughout the world.
This article describes two methods for creating a combo box that can be used to add new items to the row source -- one for simple lookup tables, and one for a more complex row source where the new item needs data for several fields.
Familiarize people with the process of utilizing SQL Server functions 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 Microsoft Ac…
In Microsoft Access, learn different ways of passing a string value within a string argument. Also learn what a “Type Mis-match” error is about.

730 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