Problems Exporting an Access Report to RTF Format

Written by heather denkmire
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Problems Exporting an Access Report to RTF Format
Easily solve your problems exporting reports from Access to .rtf. (laptop with database record on 15.4" wide screen image by .shock from Fotolia.com)

Microsoft Access typically integrates reports seamlessly with word processing software. Sometimes a simple task like exporting a report to the .rtf format becomes problematic. There are a few common problems with some simple solutions. Keep in mind that every version of Access and every version of your word processing software have slight variations that make troubleshooting tricky.

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Text Wraps Incorrectly

Sometimes text in a report can seem to lose formatting when a report is exported to .rtf. The first step in correcting this problem is to be sure your data is lined up on each row of the report in rows of equal height. In Access's Design View, go to the "Format" menu, choose "Align," then "Top." Select "Format" again, choose "Size," then "To Tallest" to correct this problem.

The next option is to simply reformat the text document using the margin settings.

Some recommend exporting to PDF if you want to preserve the precise appearance of the document. However, adjusting the settings as described here should provide the fix you need.

Truncated Text

When reports are complicated, have many sub-reports or include long memos, data can become truncated, or cut short, when exported to the .rtf format. Try setting the "Text Format" property of the memo text boxes to "Rich Text" to help solve this problem. To do this, right-click on the text box and select the properties menu. Select "Text Format" from list, click on the drop-down menu and change "Plain Text" to "Rich Text."

Disappearing Data

When your report preview looks populated and formatted but the data disappears on export, you might have to insert at least one control with content. Insert a control with data such as

=IIf([txt1] Is Null,"No Data Reported ","")

to see if this fixes the issue.

Text Appears at the End

In addition to missing text or truncated memo boxes, sometimes missing text appears at the end of reports. This usually happens when hard returns ("CTRL" and "Enter" pressed together) are used in the memo boxes. When the .rtf converter comes to the end of a line of text, it inserts a line break. Therefore, there are times when two hard returns will appear and cause formatting errors and truncated text.

After previewing the report, you should be able to see where there are too many hard returns. Delete these in the memo boxes and run the export again. Or, export the report and reveal codes in your word processing software to find the extra hard returns.

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