March 12, 2008

Formatting Yes/No fields in Access reports

Date:October 2nd, 2007

Author: Mary Ann Richardson

Check boxes are fine for data entry, but you may not want to use them on a formal report. For example, suppose you have a Yes/No field in your Employee Records table called Insurance. If the employee signed up for your company’s life insurance plan, the box is checked; if the employee declined the insurance, the box is not checked. You want to create a report that lists employee name, ID, hire date, and whether the employee declined or accepted life insurance. Follow these steps:

Create a query that displays Employee ID, Lastname, Firstname, Hire Date, and Insurance field from the Employee Records table.
Right-click the Insurance field in the Query Design view and select Properties.
Click in the Format property box and enter the following code:

;"Accepted";"Declined"

Click the Lookup tab.
Click in the Display Control property box and select Text Box.
Close and save the query.

cheap viagra without prescription align=”justify”>When you create a report based on this query, either the word Accepted or Declined will replace the check box in the Insurance field.