Software

How to display a memo field in an Access report

Memo fields can be unpredictable, but you can ensure that everything will still fit. Mary Ann Richardson shows us how to display a memo field and make everything streamlined in this Access tip.

Memo fields can be the most difficult to display correctly in a Microsoft Access report because you can't really predict how large they will be. When designing a form, you can always add scroll bars to display any text that doesn't fit in the space given for a memo control. With reports, you don't have that option. You will have to set the memo control's properties to ensure all the field's text is displayed in the report.

Fortunately, Access’ memo controls have a number of properties that can make them easier to read. To work with these controls, open your report in design view, right-click the memo control and select Properties. Next, verify that the Can Shrink and Can Grow properties under Format are set to Yes. This will ensure that Access will resize the control on the report to fit all of the text.

Next, you can make the text easier to read by adjusting the control’s margins. You can adjust the margins on all sides of the control by scrolling to the top, bottom, left, and right margin properties in the property sheet and entering the desired margin in fractions of an inch. You can also increase the spacing between each line of text by setting the line spacing property to the desired size in fractions of an inch.

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2 comments
asheldmd
asheldmd

I am attempting to have a report print a memo field. The system appears to truncate the field at 254 characters. This is unacceptable. Is there any work around to allow printing of the entire memo field in the report?

asheldmd
asheldmd

Investigating my own post I found that the uniqueness engine of the query when set to positive (on) results in truncation. Changing the setting in the query solved the problem.

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