{"id":64937,"date":"2019-08-20T12:28:26","date_gmt":"2019-08-20T12:28:26","guid":{"rendered":"http:\/\/www.accessrepairnrecovery.com\/blog\/?p=64937"},"modified":"2021-08-02T06:26:57","modified_gmt":"2021-08-02T06:26:57","slug":"ms-access-memo-field-issues","status":"publish","type":"post","link":"https:\/\/www.accessrepairnrecovery.com\/blog\/ms-access-memo-field-issues","title":{"rendered":"4 Common MS Access Memo Field Problems Along With It\u2019s Fixes"},"content":{"rendered":"<div class=\"8e1a49907eb0ebe2b39ac6355e555698\" data-index=\"1\" style=\"float: none; margin:0px 0 0px 0; text-align:center;\">\n<style>\r\n.leaderboard { width: 320px; height: 100px; }\r\n@media(min-width: 500px) { .leaderboard { width: 468px; height: 60px; } }\r\n@media(min-width: 800px) { .leaderboard { width: 728px; height: 90px; } }\r\n<\/style>\r\n<script async src=\"https:\/\/pagead2.googlesyndication.com\/pagead\/js\/adsbygoogle.js?client=ca-pub-8329139124199643\" crossorigin=\"anonymous\"><\/script>\r\n<ins class=\"adsbygoogle leaderboard\"\r\n     style=\"display:inline-block\"\r\n\t data-full-width-responsive=\"true\"\r\n     data-ad-client=\"ca-pub-8329139124199643\"\r\n     data-ad-slot=\"1972481166\"><\/ins>\r\n<script>\r\n     (adsbygoogle = window.adsbygoogle || []).push({});\r\n<\/script>\n<\/div>\n<p style=\"text-align: justify;\">Today our topic is about the most commonly rendered problems of the <strong>MS Access memo field<\/strong>. Being an Access database user it\u2019s very usual to encounter such issues.<\/p>\n<p style=\"text-align: justify;\">But having the right knowledge of<strong> fixes to resolve<\/strong> <strong>MS Access memo field problems<\/strong> will troubleshoot the issue more efficiently and quickly. Isn\u2019t it\u2026.?<\/p>\n<p style=\"text-align: justify;\">So, let\u2019s discuss some common <strong><a href=\"https:\/\/bytes.com\/topic\/access\/insights\/947191-risks-involved-when-using-memo-fields-ms-access-databases\" rel=\"nofollow\">MS Access memo field <\/a><\/strong>issues and most importantly the best fixes to resolve it.<!--more--><\/p>\n<h3 style=\"text-align: justify;\"><span style=\"text-decoration: underline;\"><strong>What Is Memo In Access?<\/strong><\/span><\/h3>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-64947\" src=\"https:\/\/www.accessrepairnrecovery.com\/blog\/wp-content\/uploads\/2019\/08\/welcome.png\" alt=\"What Is Memo In Access\" width=\"483\" height=\"306\" srcset=\"https:\/\/www.accessrepairnrecovery.com\/blog\/wp-content\/uploads\/2019\/08\/welcome.png 1442w, https:\/\/www.accessrepairnrecovery.com\/blog\/wp-content\/uploads\/2019\/08\/welcome-300x190.png 300w, https:\/\/www.accessrepairnrecovery.com\/blog\/wp-content\/uploads\/2019\/08\/welcome-768x486.png 768w, https:\/\/www.accessrepairnrecovery.com\/blog\/wp-content\/uploads\/2019\/08\/welcome-1024x648.png 1024w\" sizes=\"auto, (max-width: 483px) 100vw, 483px\" \/><\/p>\n<p style=\"text-align: justify;\">It is a data field that contains a variable amount of text. These texts are kept stored in a companion file but considered as a portion of data records.<\/p>\n<p style=\"text-align: justify;\"><strong>Access memo data type <\/strong>holds up to 65000 characters if it is entered through the Access interface. And if the text is entered programmatically then it can hold up to 1 Gigabyte.<\/p>\n<p style=\"text-align: justify;\">In the Access 2007\/2010 database, the memo data type field can be used to keep Rich Text. In this type of text, formatting tasks like <strong>bold<\/strong>\u00a0<strong>and\u00a0<em>italic<\/em><\/strong> can be easily done. In the background section, Access converts the styling of the text into HTML format.<\/p>\n<h2 style=\"text-align: justify;\"><span style=\"text-decoration: underline;\"><strong>What Is The Difference Between Text And Memo Field Type?<\/strong><\/span><\/h2>\n<p style=\"text-align: justify;\">Microsoft Access gives two kinds of field data types:<strong> text data type<\/strong>, <strong>Memo data type.<\/strong><\/p>\n<p style=\"text-align: justify;\">These data types store data either in text format or in a combination of text and number.<\/p>\n<h3 style=\"text-align: justify;\"><span style=\"text-decoration: underline;\"><strong>Text data type:<\/strong><\/span><\/h3>\n<ul style=\"text-align: justify;\">\n<li>This type of field data, store names, addresses, and any numbers which don\u2019t need any calculations, like phone numbers, or postal codes.<\/li>\n<li>This type of data type has the capacity to store 255 characters, but by default, the field size is about 50 characters.<\/li>\n<li>For entering a large number of characters in a Text field <strong>FieldSize property controls<\/strong> is been used.<\/li>\n<\/ul>\n<h3 style=\"text-align: justify;\"><span style=\"text-decoration: underline;\"><strong>Memo data type:<\/strong><\/span><\/h3>\n<ul style=\"text-align: justify;\">\n<li>If you required to keep more than 255 characters then make use of the Memo data type. As it can store up to <strong>65,536<\/strong><\/li>\n<li>For storing formatted text or long documents, instead of creating a Memo field just create an <strong>OLE Object field<\/strong>.<\/li>\n<\/ul>\n<h2><span style=\"text-decoration: underline;\"><strong>What\u2019s Similar In<\/strong> <strong>Text And <\/strong><strong>Memo Data Type?<\/strong><\/span><\/h2>\n<p style=\"text-align: justify;\">Both of these data types store only characters in which you enter a field and excludes the space characters captured by unused positions in the field.<\/p>\n<p style=\"text-align: justify;\">Sorting or grouping like operations can be performed on both text or memo field. But Access only makes use of the first 255 characters when you sort or group any memo field.<\/p>\n<h2 style=\"text-align: center;\"><strong><span style=\"text-decoration: underline;\">Problem With MEMO Field In MS Access Along With Their Fixes<\/span><\/strong><\/h2>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-64944\" src=\"https:\/\/www.accessrepairnrecovery.com\/blog\/wp-content\/uploads\/2019\/08\/problems-01.jpg\" alt=\"Problem With MEMO Field In MS Access\" width=\"696\" height=\"481\" srcset=\"https:\/\/www.accessrepairnrecovery.com\/blog\/wp-content\/uploads\/2019\/08\/problems-01.jpg 696w, https:\/\/www.accessrepairnrecovery.com\/blog\/wp-content\/uploads\/2019\/08\/problems-01-300x207.jpg 300w\" sizes=\"auto, (max-width: 696px) 100vw, 696px\" \/><\/p>\n<h3 style=\"text-align: justify;\"><span style=\"text-decoration: underline;\"><strong>Problem 1#<\/strong> MS Access Memo Corruption<\/span><\/h3>\n<p style=\"text-align: justify;\">It\u2019s very common to encounter the <strong>corruption of Memo Fields in Access. <\/strong>but don\u2019t worry if you have already stuck in such a problem. Because you have the option to <strong>fix<\/strong> <strong>MS Access Memo corruption <\/strong>and <strong>retrieve lost memo data. <\/strong><\/p>\n<p style=\"text-align: justify;\">For this, you need to make use of <a href=\"https:\/\/www.accessrepairnrecovery.com\/blog\/get-access-file-repair-tool\" target=\"_blank\" rel=\"noopener noreferrer\"><strong>Access database Repair And Recovery software<\/strong><\/a> which is particularly designed to <a href=\"https:\/\/www.accessrepairnrecovery.com\/blog\/recover-corrupt-databases-access-server-without-losing-data\"><strong>repair corrupt or damaged .mdb\/.accdb files<\/strong><\/a>. This data recovery software has such a powerful algorithm that scans every part of a severely corrupted Access database file.<\/p>\n<center><a href='https:\/\/www.accessrepairnrecovery.com\/blog\/get-access-file-repair-tool' target='_blank'><img src='https:\/\/www.accessrepairnrecovery.com\/blog\/wp-content\/uploads\/2020\/06\/en-dwn-btn.jpg' \/><\/a><p style='font-size:11px;'><font color='red'><b>*<\/b><\/font> By clicking the Download button above and installing Stellar Repair for Access (14.8 MB), I acknowledge that I have read and agree to the <a href='https:\/\/www.accessrepairnrecovery.com\/eula.php' target='_blank'>End User License Agreement<\/a> and <a href='https:\/\/www.accessrepairnrecovery.com\/privacy-policy.php' target='_blank'>Privacy Policy<\/a> of this site.<\/p><\/center>\n<h3><strong><span style=\"text-decoration: underline;\">Some Powerful Features Of This Recovery Software:<\/span><\/strong><\/h3>\n<ul>\n<li style=\"text-align: justify;\">It&#8217;s highly interactive GUI\u00a0 helps users to easily operate and repair Access database without doing any changes in the original structure of the file.<\/li>\n<li style=\"text-align: justify;\">With this recovery software, you can easily restore damaged or corrupt MEMO, tables, queries, indexes, password-protected forms, and modules.<\/li>\n<li style=\"text-align: justify;\">This tool can easily fix all minor and major database errors and problems of MS Access 2019, 2016, 2013, 2010, 2007, 2003, 2002, 2000.<\/li>\n<li style=\"text-align: justify;\">Support almost all versions of Windows Operating Systems such as Windows 10\/8\/7\/Vista\/XP\/2003.<\/li>\n<li style=\"text-align: justify;\">A free trial version is available that you can install to check the features and reliability of the software.<\/li>\n<\/ul>\n<h3 style=\"text-align: center;\"><span style=\"text-decoration: underline;\"><strong>Steps To Use MS Access Repair and Recovery Tool<\/strong><\/span><\/h3>\n\n<h3 style=\"text-align: justify;\"><span style=\"text-decoration: underline;\"><strong>Problem 2#MS Access Error Updating Memo Field With Long Text<\/strong><\/span><\/h3>\n<p style=\"text-align: justify;\">Sometime MS Access error message also when you enter a large amount of text in a Memo field that contains an index in Access: &#8220;Run-time error &#8216;3709&#8217;&#8221;.<\/p>\n<h4 style=\"text-align: justify;\"><span style=\"text-decoration: underline;\"><strong>Symptoms<\/strong><\/span><\/h4>\n<p style=\"text-align: justify;\">This problem generally occurs when you create a memo field that contains an index or when you make a field name which automatically indexes the text in Access.<\/p>\n<p style=\"text-align: justify;\">At that time, you can\u2019t enter a text which includes more than 3450 characters in the field. Because when you try to edit the existing data of the field or adding more text into the field, you will be encountered with the following error message.<\/p>\n<blockquote>\n<p style=\"text-align: justify;\"><span style=\"color: #ff0000;\"><strong><em>Run-time error &#8216;3709&#8217;:<\/em><\/strong><\/span><\/p>\n<p><a href=\"https:\/\/www.accessrepairnrecovery.com\/blog\/fix-ms-access-search-key-not-found-record-issue\"><span style=\"color: #ff0000;\"><strong><em>The search key not found in any record.<\/em><\/strong><\/span><\/a><\/p><\/blockquote>\n<h4 style=\"text-align: justify;\"><span style=\"text-decoration: underline;\"><strong>Resolution<\/strong><\/span><\/h4>\n<p style=\"text-align: justify;\">For resolving this issue, enter a large number of texts in the memo field and delete the index for the memo field. To know how to perform this, just follow down the steps:<\/p>\n<ol style=\"text-align: justify;\">\n<li>firstly, you need to Open the table having the\u00a0<strong>Memo <\/strong><strong>field<\/strong> in <strong>Design view.<\/strong><\/li>\n<li>Now from the\u00a0<strong>View <\/strong>menu, tap to the <strong>Indexes<\/strong> option.<br \/>\nNote: In Microsoft Office Access 2007, tap to the\u00a0<strong>Design<\/strong>\u00a0tab, and after then hit the\u00a0<strong>Indexes<\/strong>\u00a0option present in the\u00a0<strong>Show\/Hide <\/strong><\/li>\n<li>Tap to the <strong>index <\/strong>for the\u00a0<strong>Memo <\/strong><strong>field<\/strong>, after then <strong>delete<\/strong><\/li>\n<\/ol>\n<h3 style=\"text-align: justify;\"><strong><span style=\"text-decoration: underline;\">Problem 3#MS Access Memo Field Truncated<\/span><\/strong><\/h3>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-64948\" src=\"https:\/\/www.accessrepairnrecovery.com\/blog\/wp-content\/uploads\/2019\/08\/Truncate.jpg\" alt=\"MS Access Memo Field Truncated\" width=\"424\" height=\"266\" srcset=\"https:\/\/www.accessrepairnrecovery.com\/blog\/wp-content\/uploads\/2019\/08\/Truncate.jpg 480w, https:\/\/www.accessrepairnrecovery.com\/blog\/wp-content\/uploads\/2019\/08\/Truncate-300x188.jpg 300w\" sizes=\"auto, (max-width: 424px) 100vw, 424px\" \/><\/p>\n<p style=\"text-align: justify;\">Within Access Table, text fields are bounded to only 255 characters. Whereas, the Memo fields can handle up to 64,000 characters which are about 8 pages of single-spaced text.<\/p>\n<p style=\"text-align: justify;\">Instead of that, sometimes <a href=\"https:\/\/support.hpe.com\/hpsc\/doc\/public\/display?docId=emr_na-c00918478\" rel=\"nofollow\"><strong>MS Access Memo Field Truncated<\/strong><\/a> or get cut off. Do you have any idea why this happen?<\/p>\n<p style=\"text-align: justify;\">Well, generally this type of <strong>MS Access Memo Field Truncation issue; <\/strong>when you process the data, which is based on memos like aggregating, de-duplicating, formatting, etc.<\/p>\n<p style=\"text-align: justify;\">So, here we have listed down some common causes of <strong>Access Memo Field Truncation <\/strong>along with its fixes.<\/p>\n<h4 style=\"text-align: justify;\"><strong><span style=\"text-decoration: underline;\">Issue no. 1: Aggregation<\/span><\/strong><\/h4>\n<p style=\"text-align: justify;\"><strong>Explanation<\/strong><\/p>\n<p style=\"text-align: justify;\">Pressing the \u03a3 button will add a Total row listed to the query design grid. Whereas leaving the Group By under the memo field, will aggregate the memo field, and that\u2019s the reason it gets truncated.<\/p>\n<p style=\"text-align: justify;\"><strong>Workarounds <\/strong><\/p>\n<p style=\"text-align: justify;\">To resolve this issue, you need to select the First instead of Group By within the memo field. Now the aggregation is performed on other fields of the table. Excluding the memo, so this time access will show the complete memo without truncating it.<\/p>\n<h4 style=\"text-align: justify;\"><strong><span style=\"text-decoration: underline;\">Issue no. 2: Uniqueness\u00a0<\/span> <\/strong><\/h4>\n<p style=\"text-align: justify;\"><strong>Explanation<\/strong><\/p>\n<p style=\"text-align: justify;\">If you have commanded your Access database to return only distinct values, using the query. Then it\u2019s obvious that your Access will compare the memo field with all other records. Sometimes this comparison causes <strong>Memo truncation in Access. <\/strong><\/p>\n<p style=\"text-align: justify;\"><strong>Workarounds <\/strong><\/p>\n<p style=\"text-align: justify;\">For resolving this, you just need to open the <strong>Properties Sheet of Query<\/strong> and set <strong>Unique Values<\/strong> to<strong> No<\/strong>. Or else remove the <strong>DISTINCT keyword<\/strong> in <strong>SQL View.<\/strong><\/p>\n<p style=\"text-align: justify;\">Secondly, you can make a new query that chooses a distinct value without using any memo. Now use it as a source for another query that recovers the memo without duplication.<\/p>\n<h4 style=\"text-align: justify;\"><span style=\"text-decoration: underline;\"><strong>Issue No 3: Format property<\/strong><\/span><\/h4>\n<p style=\"text-align: justify;\"><strong>Explanation<\/strong><\/p>\n<p style=\"text-align: justify;\">Format property processes field for example you are applying display in lower case (&lt;) or upper case (&gt;). \u00a0And to reduce the processing, Access truncates the memo field.<\/p>\n<p style=\"text-align: justify;\"><strong>Workarounds <\/strong><\/p>\n<p style=\"text-align: justify;\">Remove all these things from the Format property:<\/p>\n<ul style=\"text-align: justify;\">\n<li><strong><em>the field in query design (properties sheet);<\/em><\/strong><\/li>\n<li><strong><em>the text box on your form\/report.<\/em><\/strong><\/li>\n<li><strong><em>the field in table design (lower pane);<\/em><\/strong><\/li>\n<\/ul>\n<h4 style=\"text-align: justify;\"><span style=\"text-decoration: underline;\"><strong>Issue No. 4: \u00a0UNION query<\/strong><\/span><\/h4>\n<p style=\"text-align: justify;\"><strong>Explanation<\/strong><\/p>\n<p style=\"text-align: justify;\">UNION query actually combines the values from different tables, which ultimately duplicates the data. Thus, when the comparison of the memo field is performed, it will truncate the output.<\/p>\n<p style=\"text-align: justify;\"><strong>Workarounds <\/strong><\/p>\n<p style=\"text-align: justify;\">For fixing this replace UNION with UNION ALL, in SQL View.<\/p>\n<h4 style=\"text-align: justify;\"><strong><span style=\"text-decoration: underline;\">Issue No. 6: \u00a0Row Source<\/span><\/strong><\/h4>\n<p style=\"text-align: justify;\"><strong>Explanation<\/strong><\/p>\n<p style=\"text-align: justify;\">Memo field present in the Row Source of a combo box or list box will get truncated.<\/p>\n<p style=\"text-align: justify;\"><strong>Workarounds <\/strong><\/p>\n<p style=\"text-align: justify;\">So, to avoid this don&#8217;t make use of memo fields in combos or in the list boxes.<\/p>\n<h3 style=\"text-align: justify;\"><span style=\"text-decoration: underline;\"><strong>Problem 4#<\/strong> MS Access Memo Problem In Query<\/span><\/h3>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-64945\" src=\"https:\/\/www.accessrepairnrecovery.com\/blog\/wp-content\/uploads\/2019\/08\/Problem-Solve-750x354.jpg\" alt=\"MS Access Memo corruption\" width=\"750\" height=\"354\" srcset=\"https:\/\/www.accessrepairnrecovery.com\/blog\/wp-content\/uploads\/2019\/08\/Problem-Solve-750x354.jpg 750w, https:\/\/www.accessrepairnrecovery.com\/blog\/wp-content\/uploads\/2019\/08\/Problem-Solve-750x354-300x142.jpg 300w\" sizes=\"auto, (max-width: 750px) 100vw, 750px\" \/><\/p>\n<p style=\"text-align: justify;\">You may have seen that suddenly the content of your memo field starts appearing as <strong>control characters<\/strong> like &#8220;[]&#8221;. When you are using <strong>GROUP BY<\/strong> clause in a query on the memo field.<\/p>\n<p style=\"text-align: justify;\">Do you know why this happening all of sudden? If not then also need to worry as the following workaround will fix off this problem. So, just try it\u2026.<\/p>\n<h4 style=\"text-align: justify;\"><span style=\"text-decoration: underline;\"><strong>Workaround:<\/strong><\/span><\/h4>\n<ul>\n<li style=\"text-align: justify;\">\u00a0In the query <strong>design view<\/strong>, change <strong>GROUP BY<\/strong> to <strong>FIRST<\/strong> in the Total row of <strong>Memo field<\/strong> column.<\/li>\n<li>In the query design view, create expression in the blank column and make use of left function on the Memo field.<\/li>\n<\/ul>\n<p style=\"text-align: justify;\">Let\u2019s take an example, type following in the Field row present in the first blank column of the Access query:<\/p>\n<p><strong>MyMemo: Left(Notes, 10000).<\/strong><\/p>\n<p>Note:<\/p>\n<p style=\"text-align: justify;\">At the time or sorting or grouping on the Text field or on the Access Memo field, only the first 255 characters are used for sorting or grouping.<\/p>\n<h2 style=\"text-align: justify;\"><span style=\"text-decoration: underline;\"><strong>Conclusion:<\/strong><\/span><\/h2>\n<p style=\"text-align: justify;\">Always keep the<strong> OLE data type or memo field<\/strong> in your Access database design. As they help to minimize the table design size by removing the unnecessary memory usage and performance glitches. You can also use string functions for handling up the memo field.<\/p>\n<div style='margin: 8px 0; clear: both;'><div style='border: 1px solid #e7e7e7; border-radius: 3px; background: #ffffff; color: #000; margin-top: 30px;'><div style='display: inline; background: #fff; padding: 10px; border: 1px solid #e7e7e7; border-bottom-right-radius: 10px; border-top-left-radius: 10px; border-top-right-radius: 10px; margin-left: -1px;'><img src='https:\/\/www.accessrepairnrecovery.com\/blog\/wp-content\/uploads\/2021\/12\/y-bulb.png' alt='tip' style='vertical-align: middle;' width='30px'><strong style='font-size: 18px; vertical-align: middle;'> Still having issues?<\/strong> Fix them with this Access repair tool: <\/div><div style='padding: 1rem; line-height: 1.6;'><p style='margin: 0; font-size: 17px;'>This software repairs & restores all ACCDB\/MDB objects including tables, reports, queries, records, forms, and indexes along with modules, macros, and other stuffs effectively.<\/p><div><ol style='font-size: 17px;'><li><strong><a href='https:\/\/www.accessrepairnrecovery.com\/blog\/get-access-file-repair-tool' target='_blank'>Download Stellar Repair for Access <\/a><\/strong> rated <i>Great<\/i> on Cnet (<i>download starts on this page<\/i>).<\/li><li>Click <strong>Browse<\/strong> and <strong>Search<\/strong> option to locate corrupt Access database.<\/li><li>Click <strong>Repair<\/strong> button to repair & preview the database objects.<\/li><\/ol><\/div><\/div><\/div><\/div>\n\n<div style=\"font-size: 0px; height: 0px; line-height: 0px; margin: 0; padding: 0; clear: both;\"><\/div>","protected":false},"excerpt":{"rendered":"<p>Today our topic is about the most commonly rendered problems of the MS Access memo field. Being an Access database &#8230; <\/p>\n<p class=\"read-more-container\"><a title=\"4 Common MS Access Memo Field Problems Along With It\u2019s Fixes\" class=\"read-more button\" href=\"https:\/\/www.accessrepairnrecovery.com\/blog\/ms-access-memo-field-issues#more-64937\" aria-label=\"Read more about 4 Common MS Access Memo Field Problems Along With It\u2019s Fixes\">Read more<\/a><\/p>\n","protected":false},"author":2,"featured_media":64942,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[1021],"tags":[1137,1133,1135,1139,1142,1138,1134,1140,1141,1136],"class_list":["post-64937","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-fix-errors","tag-difference-between-text-and-memo-field-type","tag-memo-field-corruption","tag-microsoft-access-memo-field","tag-ms-access-error-updating-memo-field-with-long-text","tag-ms-access-memo-corruption","tag-ms-access-memo-field-problems","tag-ms-access-memo-field-truncated","tag-ms-access-memo-problem-in-query","tag-problem-with-memo-field-in-ms-access","tag-what-is-memo-in-access","resize-featured-image"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.1.1 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>4 Common MS Access Memo Field Problems Along With It\u2019s Fixes<\/title>\n<meta name=\"description\" content=\"Know what MS Access Memo Field Problems can obstacle you to work freely with your Access database. 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