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Formatting Yes/No fields in Access reports

Check boxes are fine for data entry, but you may not want to use them on a formal report. Follow these steps to create a report that replaces check boxes with specific word properties.

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:

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

;"Accepted";"Declined"

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

When you create a report based on this query, either the word Accepted or Declined will replace the check box in the Insurance field.

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