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

This is a problem that I have been asked many times and one that you will surely encounter if you use Access and Excel together and regularly export data from Access. The problem is an error or warning in Microsoft Access when you try to export data to Microsoft Excel that says

When exporting data from Microsoft Access to Microsoft Excel, you can select more records that can be copied to the clipboard at once.

By default you usually follow this method when exporting data from Access

  • Select external data

  • Go to export

  • Click Excel

  • You will be given an option to choose a location for your data

  • Choose where you want to save your extracted data

  • In the Specify Report Options Area- you have the option to select and click Export Data Formatted and Organized.

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

  • Click OK

  • Now you may get the above error at this stage if you have checked Export Data With Format And Organize option and try to export more than 65,000 lines of data.

  • When the data is exported you can click Close

From Excel 2007 onwards, Excel’s Rows capacity is much higher than previous versions (actually it’s 1,048,576, but that’s the capacity of previous versions. So, why does Access limit me to 65000 rows?! Same as before 2007.

Not too pre-historic, but it’s definitely an amazing feeling when you get the above warning when extracting data.

When you select Export Data in the Report Options Options, Excel will actually copy the content to the old-style Office Clipboard, so you get the warning that you can’t copy more than 65,000 lines.

So, in order to avoid the error, what you need to do is to specify in the Excel Report Options Options Export Data Formatting And Layout, if it is clicked then right with go ahead and hit OK. This will allow you to export over one million lines from Access, but no formatting or drawing settings will be transferred.

The problem is not a problem that is difficult to solve, but it is not an obvious solution either. But once you know why the problem is happening, it is really easy to solve.

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