ACC97: Memo Field That Is Exported to RTF Format May Be Truncated (288877)

SYMPTOMS

When you export a report that contains a Memo field to an RTF format file, the data of the Memo field may be truncated. Furthermore, when you view the file in a word processor, the last pages of the file may contain random fragments of the Memo field.

CAUSE

This problem occurs when the Memo field contains two consecutive paragraphs marks (hard returns), that is, a hard return is followed immediately by a second hard return. There are two primary causes for consecutive hard returns:

A user has inserted the consecutive hard returns. In Access, a user can insert a hard return by pressing CTRL+ENTER from a text box control in a form. Datasheet view does not allow the insertion of hard returns.
When the RTF converter encounters the end of a line of text, it inserts a paragraph mark. If a line of text has been closed with a paragraph mark, and the line termination occurs within one character space of the right edge of the text box control, the RTF converter inserts a paragraph mark between the end of the line and the existing paragraph mark.

RESOLUTION

Preventing the problem from occurring can be labor intensive and applies only to Access 97:

Check the report in print preview. The line spacing in the text box containing the Memo field should make it apparent that it contains two consecutive hard returns that have been intentionally placed.
Remove the second of any consecutive hard returns that have been intentionally entered.
Export the report to RFT format and open it in a word processor, such as Microsoft Word, and display formatting marks.
Check for truncated data and consecutive hard returns.
If it is apparent that data is missing, or if the last pages of the document contain random portions of the Memo fields, return to Design view of the report.
Select the appropriate text box control and decrease the Width property by 0.002". This should be sufficient to force the word before the user inserted hard return to move to the next line. Keep the size changes small to reduce the chance that a change in the width of the control will create the problem in a different record.
Continue exporting the report to RTF format and checking the result until you are satisfied with the result.

MORE INFORMATION

The extent of the truncation can be determined by the following:

Locate the last occurrence of consecutive hard returns within the Memo field output.
Estimate the number of characters between that point and the preceding hard return.
A matching number of characters will be published after the consecutive hard returns. The remaining data from the Memo field will be missing from the output.