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MS Access How To Make Exports Recognize Returns or New Lines As Shown On Form

Dustin Stanley
Last Modified: 2017-05-04
In my access form I have a description field. In that description field text box I have a description lets say for example we are talking about a yellow school bus toy....

Color: Yellow
Length: 19 Inches
Age: 5 Years to 7 Years

In the form and the Table it looks just like that. But when I export it looks like this:

Color: Yellow Length: 19 Inches Age: 5 Years to 7 Years

So how can get the exported field to look like what it shows me on the form?

Color: Yellow
Length: 19 Inches
Age: 5 Years to 7 Years

As in exporting I mean I am in VBA building a string such as:
Dim XmlString As String
Dim ConditionID As String
Dim ItemDescription As String
Dim rst1 As DAO.Recordset
Set rst1 = CurrentDb.OpenRecordset("AddFixedPriceItemTemp", dbOpenSnapshot)
ConditionID = rst1("ConditionID")
ItemDescription = rst1("SkuDescr")

XmlString =  "<ConditionID>" & ConditionID & "</ConditionID>" & vbNewLine 'ConditionID
    XmlString = XmlString & "<Country>US</Country>" & vbNewLine
    XmlString = XmlString & "<Currency>USD</Currency>" & vbNewLine
    XmlString = XmlString & "<Description>" & ItemDescription & "</Description>" & vbNewLine 'ItemDescription

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Thanks for the help.
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Jeffrey CoachmanMIS Liason
Most Valuable Expert 2012

In a general sense, this data (Color, Length, Age) should all be in separate "Records"
Then this is ridiculously easy to do.
The syntax would be similar to what you are already using...

In your current (un-normailzed) design, ...you cannot easily:
Filter for a range of lengths
Get a sum (or average) of years
...In other words, ..you cannot aggregate any of this "String" data
You are also leaving yourself open to inconsistent data, because a user cant type in anything they want with no validation or restriction.
Color: !qw34Bl
Length: g45 parsecs
Age: TBD

In your case, ...perhaps users are typing in a CR when they enter the data. (so that each segment is on a different line.)
The issue is that the CR character might not translate if you are building a string.

Here, since you are, ...in effect, ...entering one long "Description" string, ...it is not easy to determine where to break the line.
You would have to go through some machinations to break the line before the word that is in front of the ":"

Perhaps an expert can assist with that though...?

Distinguished Expert 2017

See if using vbCR works rather than vbNewLink.

You may actually need vbCRLF but embedding those characters in a text string will cause a record break and so that might cause a problem on the other end.
Dustin StanleyEntrepreneur


Ok as for the un-normalized database I can see what you are saying from the example. It wasn't a "Good" example but the description box can contain anything at all. Even a Story :) if need be.

Pat I thought about the vbnewline or  vbCRLF but I also thought that could get very tricky. I was and am still hoping someone might know a little secret for us.

As a side note. You would think Access would have an idea of where to put the new line. It clearly shows it in the form text box and the field value in the table.  I would think otherwise if when I closed the form or look at the table field later and it was all one long string.
Distinguished Expert 2017
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Dustin StanleyEntrepreneur


The problem isn't Access.  It is Excel.

I am sending this as an API through a Gzip Multipart MIME. I looked at my Gzip file and it shows the CRLF as in Notepad++ Here is a Snippet:

<Description><![CDATA[<p>&#160;</p><div id="ds_div"><p style="text-align: center;"><strong><span style="color: #ff0010; font-size: x-large;"><em><span style="text-decoration: underline;">VIEW ITEM TITLE FOR CONDITION CODE &amp; MATCH BELOW FOR CONDITION</span></em></span></strong></p><p style="text-align: center;"><strong><span style="text-decoration: underline;"><span style="font-size: x-large;">100% SATISFACTION GUARANTEED!</span></span></strong></p><p style="text-align: center;" align="left"><strong><span style="text-decoration: underline;"><span style="font-size: x-large;">Duty Cycle: 1-ON-5-OFF
115 VAC
1.6 Amps
Rated Thrust 700LBS
Cap Value 25-30 MFD

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So Pat you might be on to something....It might be the Server interrupting it wrong....I wonder why?
Distinguished Expert 2017

Most processes that read textfiles interpret CRLF as a new record.  Csv's might not if the string is delimited but I can't swear to it.  You might be able to substitute something like @@ and then convert that at the other end.
Dustin StanleyEntrepreneur


Thanks Pat for the help. This will lead me in the right direction. As I believe it is how the Server is interrupting it and then altering it. Thanks.
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