Knowledge Base

ACC: Report OutputTo Text File Adds Random Blank Lines

Article ID: 150501

Article Last Modified on 1/19/2007

Microsoft Access 95 Standard Edition
Microsoft Access 97 Standard Edition

This article was previously published under Q150501

Moderate: Requires basic macro, coding, and interoperability skills.

SYMPTOMS

When you use an OutputTo action or method to save a report to an MS-DOS Text (.txt) format, the text file adds blank lines randomly to the data.

NOTE: This behavior can also occur when you use the Save As/Export command to save a report to a text file; in this case, the Save Formatted check box in the Save Report <reportname> In dialog is automatically selected.

CAUSE

A text file does not have the same vertical spacing options as a report in Microsoft Access. When you output a report to a text file, the text file will contain 8 lines per inch. If the Height of the report's detail section is set for a different number of lines per inch, for example 6 lines per inch (.1667), then blank lines are added automatically.

RESOLUTION

You can avoid random blank lines when outputting a report to a text file by setting the Height property of a report's detail section to a value divisible by .125 inches. For example, if the detail section's Height property contains a fractional number, set the fractional portion of this property value to one of the following decimal equivalents:

   Fraction   Decimal Equivalent
   -----------------------------
   1\8        .125
   1\4        .25
   3\8        .375
   1\2        .5
   5\8        .625
   3\4        .75
   7\8        .875

When the height of the detail section is divisible by .125 inches, the spacing is consistent (without extra, random blank lines) because the data from the report is output at 8 lines per inch.

MORE INFORMATION

Steps to Reproduce Behavior

Create a new, blank report based on the Employees table in the sample database Northwind.mdb and open it in Design view.

Add a text box to the detail section and set the following properties:

      Label:
         Caption: LastName:
         Left: 1"
         Top: 0"
         Width: 1"
         Height: .1667"

      Text Box:
         ControlSource: LastName
         Left: 2"
         Top: 0"
         Width: 2"
         Height: .1667"

Select the detail section and set its Height property to .1667" (the same height as the LastName control).
Close and save the report as Report1.
Press CTRL+G to display the Debug Window.

Type the following line and press ENTER:

DoCmd.OutputTo acReport, "Report1", acFormatTXT, "Report1.txt", True

NOTE: When the Report1.txt file displays in a text editor, you will see several random blank lines in the data, for example:

      Last Name:        Davolio
      Last Name:        Fuller

      Last Name:        Leverling
      Last Name:        Peacock
      Last Name:        Buchanan

      Last Name:        Suyama
      Last Name:        King
      Last Name:        Callahan

      Last Name:        Dodsworth

REFERENCES

For more information about outputting a report to a text file, search the Help Index for "OutputTo," or ask the Microsoft Access 97 Office Assistant.

Keywords: kbprb kbusage KB150501