Microsoft KB Archive/253639

Knowledge Base

ACC2000: Microsoft Access Report Totals Are Missing When You Export Report to Microsoft Excel

Article ID: 253639

Article Last Modified on 6/29/2004

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APPLIES TO

• Microsoft Access 2000 Standard Edition

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This article was previously published under Q253639

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

This article applies to a Microsoft Access database (.mdb) and to a Microsoft Access project (.adp).

SYMPTOMS

When you export a report that contains totals to Microsoft Excel, the total fields are missing in Excel.

RESOLUTION

An alternative method is to save the report to Rich Text Format (RTF), to open it in Microsoft Word, to copy the data, and then to paste the data into Excel. For an example of how to do so, follow these steps:

1. Open the sample database Northwind.mdb.
2. In the Database window, click Reports, click the Employee Sales by Country report, and then click Preview.
3. When you are prompted for the date parameters, type the following dates:
   • Beginning Date: 8/1/96
   • Ending Date: 8/30/96
4. On the File menu, click Export.
5. In the Save as type list, click Rich Text Format.
6. Make note of the folder to which you are saving the report, and then click Save. Note also that the name that Access assigns to the saved report is "Employee Sales by Country.rtf."
7. Quit Access, and then start Microsoft Word.
8. In Word, on the File menu click Open.
9. Browse to the folder in which you saved the "Employee Sales by Country.rtf" file, and then open it.
10. On the Edit menu, click Select All.
11. On the Edit menu, click Copy.
12. Start Microsoft Excel, and then open a new workbook or open a clean sheet in an existing workbook.
13. On the Edit menu, click Paste.

Note that Excel displays all the data, including the totals.

STATUS

Microsoft has confirmed that this is a problem in Access.

MORE INFORMATION

Steps to Reproduce Behavior

1. Open the sample database Northwind.mdb.
2. In the Database window, click Reports, and then click the Employee Sales by Country report.
3. When you are prompted for the date parameters, type the following dates:
   
   
   • Beginning Date: 8/1/96
   • Ending Date: 8/30/96
   Note that the report displays a total for each employee.
4. On the File menu, click Export.
5. In the Save as type list, click Microsoft Excel 97-2000.
6. Make note of the folder to which you are saving the report, and then click Save. Note also that the name that Access assigns to the saved report is "Employee Sales by Country.xls".
7. Quit Access, and then start Excel.
8. In Excel, on the File menu click Open.
9. Browse to the folder in which you saved the "Employee Sales by Country.xls" file, and then open it.

Note that the employees' totals are missing.

Additional query words: pra directory do not gone there didn't get exported transferred don't show up vanished

Keywords: kbbug kbfix KB253639

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