Is There A Way To Duplicate Table Of Contents Styles Excel Tip – Export More Than 65000 Lines From MS Access To MS Excel

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Excel Tip – Export More Than 65000 Lines From MS Access To MS Excel

This is a problem I’ve been asked about many times, and one you’ll no doubt run into if you use Access and Excel together and export any data from Access on a regular basis. The problem is an error or warning in Microsoft Access when trying to export data to Microsoft Excel with a message

“You have selected more records than can be copied to the clipboard at once” when exporting data from Microsoft Access to Microsoft Excel.

By default, when you export data from Access, you usually use this method

  • Select External data

  • Reached export

  • Click Excel

  • You will be prompted to select a destination for your data

  • Choose where you want to save the exported data

  • In the “Specify report options” area, you can select and check the box “Export data with formatting and layout”.

  • You also have the option to open the target file after the export operation is complete – check the box if you want to use this option

  • Click OK

  • You may now get the above error at this point if you have checked the option “Export data with formatting and layout” and are trying to export more than 65,000 rows of data

  • When the data is exported, you can click Close.

Starting with Excel 2007, Excel’s row capacity is much larger than in previous versions (it’s actually 1,048,576, whereas previous versions had a capacity. So why is Access limiting me to 65,000 rows?! like in previous versions of 2007).

Not exactly prehistoric, but it sure feels like it when you get the above warning when exporting data.

When you select the “Export data with formatting and layout” option in the “Specify report options” section, Excel will actually copy the content to the old Office clipboard, so you will be warned that you cannot copy more than 65,000 rows.

So, to avoid the error, all you need to do is to uncheck “Export data with formatting and layout” in “Specify Excel report options”, if it is checked, click OK. This will allow you to export over one million rows from Access, but no formatting or layout options will be transferred.

The problem is not difficult to solve, but it is also not an obvious solution. But once you know what’s causing the problem, it’s very easy to fix.

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