File Corruption & Recovery

Fix Microsoft Access Form Showing #Deleted in Long Text Field

Maira Mehtab Sep 22, 2026 868 views

Question details

The user is experiencing an intermittent issue where specific Long Text fields (like Assessment, Medication, and Laboratory) in a Microsoft Access form display "#Deleted", even though the rest of the record is intact and accessible.

Product: Microsoft Access
Device & OS: not provided
Scenario: Viewing or editing records via front-end forms in a multi-user split Access database environment.
Observed behavior: Intermittently, a single Long Text field displays "#Deleted" while other fields remain normal. Attempts to edit or interact with the affected field trigger an error message stating that the record is deleted.

Before you start

Before attempting any structural repairs or compacting procedures, ensure all users have closed their front-end databases and immediately create a secure backup of your back-end Access file to prevent permanent data loss.

Solution 1Recommended

Use Compact and Repair Database Tool

Run the built-in Microsoft Access Compact and Repair utility to fix potential corruption specifically targeting the Long Text (formerly Memo) data pointers.

In Access, Long Text fields are stored outside the main record structure. If the pointer between the main record and the Long Text data becomes damaged, Access displays "#Deleted" for that specific field. The built-in repair tool attempts to rebuild these pointers and clean up structural errors.

Close Database Connections

Ensure that no other users are currently connected to the back-end database across all four front-end terminals.

Open Access Exclusively

Launch Microsoft Access, go to 'File' > 'Open', select your database file, click the arrow next to the Open button, and choose 'Open Exclusive'.

Run Compact and Repair

Navigate to the 'Database Tools' tab on the ribbon and click on 'Compact and Repair Database'. Wait for the process to complete.

Data Loss Warning: If the data within the Long Text field is severely corrupted, the Compact and Repair process may leave the field blank instead of recovering the text. You may need to manually restore that specific text from your backup.

Solution 2

Verify Data Types and Referential Integrity

Check that the problematic field is genuinely a Long Text field and not a foreign key pointing to an orphaned record.

Solution 3

Restructure Long Text Fields to a Related Table

Move heavy Long Text fields into a separate, dedicated table to minimize the risk of future database corruption in multi-user environments.

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Frequently Asked Questions

Why does Access show '#Deleted' on only one field instead of the whole record?

This happens because Access stores Long Text (Memo) data separately from the main record data. If the internal pointer linking the record to the text block gets corrupted, only that specific field displays as '#Deleted', while the rest of the record remains intact.

Can I recover the specific text data that currently shows as '#Deleted'?

Sometimes running the Compact and Repair tool can fix the pointer and restore visibility. However, if the text block itself is overwritten or irreparably damaged, you will need to manually re-enter the data from your most recent database backup.

Why does Long Text field corruption happen so frequently in a multi-user environment?

In environments like a clinic where multiple front-end users interact with the same back-end simultaneously, slight network interruptions or concurrent editing collisions can easily scramble the pointers Access uses to manage large text blocks.

Does moving Long Text fields to a new table actually prevent corruption?

Yes. By isolating Long Text fields into a 1-to-1 related table, you minimize the amount of data being locked and written to the main table during routine edits, significantly reducing the chances of structural corruption.

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