Can I Do An If Then Formula In Excel 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 have been asked about many times and one you will undoubtedly encounter if you use Access and Excel together and export any data from Access regularly. The issue is an error or warning in Microsoft Access when you try to export data from Microsoft Excel

‘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 will usually follow this path

  • Select external data

  • I got to Export

  • Click Excel

  • You will be given the option to choose the destination of your data

  • Choose where you want to save your exported data

  • In the Report Options field – you can select and tick Export Data with Formatting and Formatting.

  • You also have the option to open the destination file after the export is complete – note if you want to use this option.

  • Click OK

  • Now you may get the above error at this point if you have checked Export Data with Formatting and Layout Options and you are trying to export more than 65,000 rows of data.

  • When the data is exported you can click Close

From Excel 2007 onwards the capacity of Excel Rows is way more than previous versions (actually 1,048,576 while earlier versions have capacity. So, why does Access limit me to 65000 rows?! as in pre-2007 times.

It’s not historical but it sure as heck feels like it when you get the warning above when exporting data.

When you select Export without Data and the Paste option in Define Excel Reports will actually copy the contents to the old-style Office Clipboard, so you get a warning about not being able to copy more than 65,000 lines.

So, to avoid the error the only thing you need to do is to check the Export Data with Formatting and Paste option in Excel Reports, if it is checked then go ahead and click OK. This will allow you to export over a million lines – from Access, but no formatting or layout settings will be transferred.

The issue is not difficult to solve but it is not an obvious solution either. But when you know why the issue is happening it is really easy to solve it.

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