We help IT Professionals succeed at work.

Access Query truncates Memo Field

mdstalla
mdstalla asked
on
525 Views
Last Modified: 2014-11-17
I have an Access Query partially made up of Memo Fields pulled from a Table.  My Query is set up as 'Select Top 1,' so that it only displays the first record-set.

Access truncates the data within the Memo Fields—cutting them off at 255 characters.

Does anyone know how to prevent this from happening?
Comment
Watch Question

Dale FyeOwner, Dev-Soln LLC
CERTIFIED EXPERT
Most Valuable Expert 2014
Top Expert 2010

Commented:
This is by design; any time you use a group by, distinct, you are going to get this type of behavior.  Without knowing what the rest of the query looks like, I cannot provide a clear solution, but it will involve a subquery.  Something like:

SELECT sq.*, T.MemoField
FROM (
SELECT Top 1 ID, Field1, Field2, Field3
FROM YourTable
ORDER BY SomeField) as sq
INNER JOIN yourTable as T
ON sq.ID = T.ID
aikimarkSocial distance; Wear a mask; Don't touch your face; Wash your hands for 20 seconds
CERTIFIED EXPERT
Top Expert 2014

Commented:
You might have a simpler query if you used a DLookup() function instead of a subquery.

Example:
SELECT Top 1 ID, Field1, Field2, Field3,
DLookup("memofld1", "MyTable", "ID=" & MyTable.ID) As MF1,
DLookup("memofld2", "MyTable", "ID=" & MyTable.ID) As MF2,
DLookup("memofld3", "MyTable", "ID=" & MyTable.ID) As MF3

FROM MyTable

Where (some row criteria goes here)

Open in new window

CERTIFIED EXPERT
Most Valuable Expert 2015
Distinguished Expert 2018

Commented:
This is a known issue.
You can use this function:
Public Function LookupMemo( _
  ByVal strSource As String, _
  ByVal strFieldID As String, _
  ByVal strFieldMemo As String, _
  ByRef lngID As Long, _
  ByRef varMemo As Variant) _
  As String

' Extracts without truncation to 32768 characters the ' content of a memo field in a query.
'
' Assumes proper wrapping of table/field names containing spaces ' like "[My field name]" and a single field unique numeric key.
'
' Typical usage (SQL):
'
'   SELECT
'     ID,
'     LookupMemo("Table1", "ID", "MemoField", [ID], [MemoField]) AS FullMemo
'   FROM
'     Table1;
'
' 2003-12-29. Cactus Data ApS, CPH.

  ' Maximum length of string from memo field when retrieved in a query.
  Const clngStrLen  As Long = &H8000&

  Dim strExpr       As String
  Dim strDomain     As String
  Dim strCriteria   As String
  Dim strMemo       As String
  Dim lngLen        As Long
  
  On Error GoTo Exit_LookupMemo

  If Not IsNull(varMemo) Then
    lngLen = Len(varMemo)
    If lngLen < clngStrLen Then
      ' The memo field is not truncated.
      strMemo = varMemo
    ElseIf Len(strSource) > 0 And Len(strFieldID) > 0 And Len(strFieldMemo) > 0 Then
      ' The memo is probably truncated by the query.
      ' Lookup the full memo in strSource.
      strExpr = strFieldMemo
      strDomain = strSource
      strCriteria = strFieldID & " = " & lngID & ""
      strMemo = vbNullString & DLookup(strExpr, strDomain, strCriteria)
    End If
  Else
    ' Return empty string.
  End If
  
  LookupMemo = strMemo

Exit_LookupMemo:
  Exit Function
  
Err_LookupMemo:
  ' Return empty string.
  Resume Exit_LookupMemo
  
End Function

Open in new window

/gustav

Author

Commented:
Hi Gustav:

Regarding the code you provided, where do I put this?
CERTIFIED EXPERT
Most Valuable Expert 2015
Distinguished Expert 2018
Commented:
This one is on us!
(Get your first solution completely free - no credit card required)
UNLOCK SOLUTION

Author

Commented:
Yup, that seemed to work.  Thanks again for all of your help G!
CERTIFIED EXPERT
Most Valuable Expert 2015
Distinguished Expert 2018

Commented:
You are welcome!

/gustav
Unlock the solution to this question.
Join our community and discover your potential

Experts Exchange is the only place where you can interact directly with leading experts in the technology field. Become a member today and access the collective knowledge of thousands of technology experts.

*This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.

OR

Please enter a first name

Please enter a last name

8+ characters (letters, numbers, and a symbol)

By clicking, you agree to the Terms of Use and Privacy Policy.