Data Import & Export

How to Import XML Data Over 255 Characters into Access

Steve K Sep 28, 2026 868 views

Question details

The user needs to prevent Microsoft Access from truncating XML data that exceeds 255 characters during the import process.

How to Import XML Data Over 255 Characters into Access

Product: Microsoft Access
Device & OS: not provided
Scenario: Importing an XML file containing long text strings into an Access database table.
Observed behavior: Access imports the XML values as Short Text by default, cutting off any data longer than 255 characters, even if the XSD type is modified.

Before you start

Ensure you have a recent backup of your Access database before modifying table schemas or running external VBA import scripts.

Solution 1Recommended

Use a Staging Table to Modify the Field Type

Import the XML data into a temporary table, change the truncated field to Long Text, and then re-import or append the data.

Because Access defaults to Short Text when interpreting XML imports, modifying the field type in a staging table allows you to bypass this limitation. Once the table structure is corrected, Access will respect the Long Text designation for subsequent imports.

Import to Staging Table

Go to the External Data tab, select 'XML File', and import your data into a new table. Ignore the truncation for this initial step.

Change Field to Long Text

Right-click the newly created staging table and select 'Design View'. Find the field that was truncated, change its Data Type from 'Short Text' to 'Long Text', and save the table.

Re-import the XML Data

Delete the truncated records from the staging table. Run the XML import wizard again, but this time choose to append the records to your modified staging table. The data will now import without the 255-character limit.

Use a Staging Table to Modify the Field Type

Verification: Always open the table and check a known long record to verify that the text exceeds 255 characters and was not truncated during the append process.

Solution 2

Use the MSXML Library via VBA

Write a custom VBA script using the MSXML library to parse the XML document and insert the data with precise control.

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Frequently Asked Questions

Why does Access cut off my text at 255 characters?

Microsoft Access maps undefined or unconstrained text fields in imported files to the 'Short Text' data type by default. The Short Text data type has a hard architectural limit of 255 characters, causing any excess data to be dropped.

Can modifying the XSD file fix the Access truncation issue?

Changing the XSD numeric type from short to long is unreliable. The Access import wizard frequently ignores these specific schema constraints for text lengths, defaulting back to Short Text during the initial table creation.

What is the maximum length of a Long Text field?

A Long Text field (previously known as Memo) can store up to 63,999 characters when data is entered through the Access user interface, and up to 1 gigabyte of text when manipulated programmatically via VBA.

Is VBA slower than the native Access XML import?

Yes, parsing an XML file node-by-node using the MSXML library in VBA is generally slower than the built-in import wizard. However, it is necessary when you need absolute control over how data types are mapped and inserted.

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