Access Query truncates Memo Field

mdstalla
mdstalla used Ask the Experts™
on
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?
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Dale FyeOwner, Dev-Soln LLC
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
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)

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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

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/gustav
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Author

Commented:
Hi Gustav:

Regarding the code you provided, where do I put this?
Most Valuable Expert 2015
Distinguished Expert 2018
Commented:
Create a new module. Copy and paste.
Go to menu Debug. Click Compile.

/gustav

Author

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

Commented:
You are welcome!

/gustav

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