File Format & Compatibility

Fix Incorrect Page Breaks When Exporting Access Reports to Word

Maira Mehtab Oct 10, 2026 868 views

Question details

Users need a way to prevent or fix formatting issues and random page breaks that occur when exporting a Microsoft Access report to Microsoft Word.

Fix Incorrect Page Breaks When Exporting Access Reports to Word

Product: Microsoft Access / Microsoft Word
Device & OS: not provided
Scenario: Exporting database reports from Microsoft Access into Word (.rtf) documents for further editing or sharing.
Observed behavior: The exported Word (RTF) document contains randomly positioned page breaks and improper formatting, often caused by problematic '\sb' paragraph spacing values, whereas PDF exports look correct.

Before you start

Before proceeding, confirm that your Access report is correctly formatted in Print Preview and verify if exporting directly to a PDF meets your immediate sharing needs without formatting loss.

Solution 1Recommended

Generate RTF Code Directly Instead of Exporting

Bypass the built-in Access report export feature by writing or generating the RTF code directly for precise formatting control.

The built-in export feature in Access struggles with translating complex report layouts into flowing Word documents. It often inserts problematic '\sb' (space before) values in the RTF code, which forces unwanted page breaks.

By generating the RTF document programmatically via VBA or using specialized RTF generation scripts, you gain complete control over paragraph spacing and page break placement.

Inspect the exported RTF

Open your currently exported document in a raw text editor (like Notepad) and search for '\sb' values to see how Access is forcing paragraph spacing.

Use VBA to build the RTF

Instead of using the 'Export to Word' ribbon button, write a VBA module in Access to loop through your recordset and write data directly into an RTF template.

Control page breaks manually

Insert the standard RTF page break tag ('\page') exactly where you need the document to split, ensuring a stable layout.

Generate RTF Code Directly Instead of Exporting

Advanced Solution: This method requires familiarity with VBA programming and Rich Text Format (RTF) syntax.

Solution 2

Report the Bug to the Microsoft Product Team

Since this is a known formatting bug affecting multiple versions of Microsoft Access, reporting it directly helps the development team investigate and release a patch.

Free Microsoft Office alternative

Edit and Fix Exported RTF Reports Seamlessly with WPS Office

While Microsoft Access may struggle to output perfectly formatted Word files, you can use WPS Writer as a lightweight, highly compatible alternative to Microsoft Word. Once you export your report, easily open it in WPS Writer to quickly adjust paragraph spacing, remove unwanted page breaks, and finalize your document.

1. Open the exported file: Launch WPS Writer and open the RTF file generated by Microsoft Access.
2. Remove unwanted breaks: Use the 'Show/Hide Editing Marks' feature to locate and delete the random page breaks.
3. Save in standard formats: Adjust the paragraph spacing as needed and save the document as a standard .docx file for better stability.

Fully compatible with Microsoft Word formats (.doc, .docx, .rtf)Lightweight installation that runs smoothly on all devicesFamiliar ribbon interface with a zero learning curveFree to use for everyday document editing and formatting

microsoft office alternative - wps office

Frequently Asked Questions

Why do Access reports export perfectly to PDF but fail in Word?

PDF is a fixed-layout format, meaning it captures the exact visual representation of the report like a picture. Exporting to Word (RTF) requires converting layout elements into a text flow with paragraph spacing tags, a process where Access often makes formatting errors.

What does the \sb value mean in the exported RTF file?

In Rich Text Format (RTF), the '\sb' control word specifies the 'Space Before' a paragraph. Incorrect or excessively large '\sb' values generated by Access can push text onto a new page, resulting in the random page breaks you observe.

Can I manually fix the page breaks in the exported Word document?

Yes. You can open the exported RTF file in Word or WPS Writer, display formatting marks to locate the page breaks, and manually delete them. You can also select all text and normalize the 'Space Before' settings in the Paragraph layout menu.

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