Formatting Issues

How to Fix Access Long Text Rich Text Formatting Not Showing

Maira Mehtab Sep 22, 2026 869 views

Question details

The user is unable to see the Rich Text toolbar or formatting options in a Microsoft Access Long Text field.

Product: Microsoft Access
Device & OS: not provided
Scenario: Attempting to format text inside a Long Text field configured with Rich Text properties in an Access database.
Observed behavior: The Rich Text toolbar and formatting options do not appear initially when viewing or interacting with the Long Text field.

Before you start

Verify that your Access database is not opened in 'Read-Only' mode and that you have full editing permissions for the table or form.

Solution 1Recommended

Select Text to Trigger Toolbar and Verify Field Properties

The Rich Text mini-toolbar in Access remains hidden until text is explicitly selected. Additionally, checking the core field configurations ensures formatting is properly enabled.

Microsoft Access uses a contextual popup for Rich Text formatting. Instead of permanently displaying a toolbar within the field, it only appears when you highlight the text you wish to format. If selecting text does not trigger the toolbar, the underlying table and form control properties need to be verified.

Highlight text within the field

Click inside the Long Text field on your form or table, then click and drag to highlight a portion of the text. The contextual Rich Text mini-toolbar should immediately appear floating above your selection.

Verify the Text Format property in the table

Right-click your table in the Navigation Pane and select 'Design View'. Select the Long Text field, look at the Field Properties pane at the bottom, and ensure the 'Text Format' property is explicitly set to 'Rich Text'.

Check the form control properties

If you are working inside a Form, switch to 'Design View'. Select the specific text box control, press F4 to open the Property Sheet, navigate to the 'Data' tab, and ensure the 'Text Format' is set to 'Rich Text'. Also, confirm that the 'Control Source' correctly points to your Long Text field.

Alternative Formatting Method: Even if the popup toolbar disappears, you can always click inside the Rich Text field and use the 'Text Formatting' group located on the main 'Home' tab of the Access Ribbon.

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Frequently Asked Questions

Can I use Rich Text formatting in Short Text fields?

No, Microsoft Access only supports the Rich Text format for the Long Text (formerly Memo) data type. Short Text fields can only store plain, unformatted strings.

Why does my Rich Text field show HTML tags instead of formatted text?

This happens when the field's 'Text Format' property has been reverted to 'Plain Text' while the data stored inside still contains the underlying HTML markup used by Access for rich text. Changing the property back to 'Rich Text' in Design View will resolve this.

Is there a way to make the formatting toolbar permanently visible in Access forms?

Access does not offer a native way to pin the floating mini-toolbar inside a form field. However, you can rely on the permanent text formatting options available on the main Ribbon under the 'Home' tab while the field is selected.

Document & File Issues