Error Converting Access Report to Word

[JD McLeod]

I have a report problem. The report in Access works as designed when viewed
on screen and printed. However, the users must print the report to Word and
send it to our WP department for final proofing and incorporation into the
final document. To print it to Word, the users are using the Office Links
built into Access. This opens the file in a .rtf file format. For the most
part, the file is OK, except that during this process, it is adding a hard
return (the symbol) at the end of each line of text. The report in Access
uses text boxes for these sections where the errors are occurring. The
underlying database fields are Memo type. I have checked and the users are
not keying hard returns in Access when they enter data. Any thoughts on how
to prevent this from occurring when the conversion is made from Access to
Word or how to easily correct it in Word. I am posting this in both the
Access and Word communities. Thanks for any help.

 

[Doug Robbins - Word MVP]

With the method that you are using to create the Word document, I do not
think that there is any way to prevent each line of the memo field from
being in a separate paragraph as that is how the Access Report generator is
creating the layout. That being the case, you could select that block of
text and use Edit>Replace in Word to replace ^p with a space (press the
space bar in the Replace with control of the Replace dialog) and then click
on NO when you are asked if you want to check the rest of the document.

I am not sure how complex a report you have, but it could be possible to
generate the same output directly in Word, possibly using mail merge,
without going via the Access Report route.

--
Hope this helps.

Please reply to the newsgroup unless you wish to avail yourself of my
services on a paid consulting basis.

Doug Robbins - Word MVP, originally posted via msnews.microsoft.com