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Quick reference

Data Types: Yes/No Checkbox

Add a Yes/No Checkbox to the form.

When to use

We add a Yes/No Checkbox to a form whenever we want to collect data that only has a Yes or No answer. 

Instructions

Add the Yes/No Field to the table

Before we add a Yes/No checkbox to the form, we need to add it to the relevant table. In this example, we are going to use a Yes/No checkbox to establish if a customer is a VIP. 

  • Open ‘tblTicket’. 
  • Add a new field with the following properties:
    • Name: VIP
    • Data Type: Yes/No
    • Description: Is this customer a VIP?
    • Indexed: Yes (Duplicates OK)
  • Switch to Datasheet View. 
  • Select three customers as VIPs. 

Add the Yes/No Form Control

Now, we can add the Yes/No control to the form. 

  • Open ‘frmTicketMaintenance’. 
  • Switch to Design View. 
  • From the Form Design tab, in the Form Controls group, select Checkbox. 
  • Draw a text box on the form. 
  • Click the label and modify the properties in the Property Sheet:
    • Name: VIPLabel
    • Caption: VIP 
  • Click on the checkbox form control. 
  • From the Property Sheet, in the Control Source field, click the drop-down and select ‘VIP’. 
  • Switch to Form View and review the changes. 

Hints & tips

  • Find out more about data types in Help (F1).
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  • 00:04 Throughout this course so
  • 00:05 far we've been using different data types when building our tables, but there
  • 00:10 are still a couple of really important ones that we haven't used as yet.
  • 00:14 So in this lesson, I just want to highlight those to you.
  • 00:17 Now on the screen right now I've pulled up the help files for data types.
  • 00:22 And as we look through this list of all of the different data types that we can add,
  • 00:27 we've used many, many of these in our tables.
  • 00:30 However, one of them that we haven't used yet is the Yes/No data type.
  • 00:35 And you can see here that it says Yes or No values and
  • 00:39 fields that contain only one of two values.
  • 00:42 So, what does that mean in the context of the database that we're working on?
  • 00:47 Well, if we take a look at the Ticket Maintenance form, maybe I want
  • 00:53 to add a checkbox onto this form which tells me if this is a VIP customer or not.
  • 01:00 And if the checkbox is ticked, then they are.
  • 01:02 And if it's not ticked, then they're not.
  • 01:05 That is where we would use the Yes/No data type.
  • 01:09 So, the first thing we need to do here is we need to go back to tblTicket, and
  • 01:13 let's jump into Design View.
  • 01:16 And we need to add another field.
  • 01:18 Now you could choose to add this a bit further up.
  • 01:20 I'm just going to add it onto the end, and it's going to be called VIP.
  • 01:24 Now this data type that we're going to use is Yes/No.
  • 01:28 Let's add a description.
  • 01:31 Is this customer a VIP?
  • 01:33 Let's take a look at our field properties.
  • 01:35 The format is Yes/No.
  • 01:36 The default value is No, I could change that if I wanted to and have the default
  • 01:42 value as Yes, but there are fewer VIPs than there are standard customers.
  • 01:48 Is this going to be indexed?
  • 01:49 Well, Yes, I might want to search for all VIP customers, and
  • 01:53 duplicates are okay, because we could have multiple customers that are VIPs.
  • 01:58 So, now that we've added that new field in, we need to go back and
  • 02:02 make sure that we add this for our historical records.
  • 02:05 So, if we switch back into Datasheet View,
  • 02:09 let's save the table, notice now I have a new VIP column.
  • 02:13 I'm going to go through and select which of these customers is a VIP.
  • 02:18 So, we're going to say that Claire is, maybe this guy is,
  • 02:23 and this person here, and then let's do one more.
  • 02:27 So, four customers out of this list of VIP customers.
  • 02:31 So, now that we have this field added in, I'm going to close down tblTicket, and
  • 02:35 we're going to go back to our Ticket Maintenance form.
  • 02:38 Because I want to have a checkbox on here which allows people to
  • 02:43 specify if this customer is a VIP or not.
  • 02:46 So, let's right-click and jump into Design View.
  • 02:50 And I have a nice little convenient space at the top here just to add this checkbox.
  • 02:55 Now we're going to use another form control to add this and
  • 03:00 the one we want to add is this one just here checkbox.
  • 03:04 So, let's draw a little checkbox like that,
  • 03:09 and my checkbox also has a label.
  • 03:13 Let's move this across very slightly.
  • 03:16 And notice you can't really change the size of this checkbox.
  • 03:19 It's kind of set by default.
  • 03:22 Now I want to line up this with the ID and the TicketNumber.
  • 03:25 So, let's select ID, TicketNumber, and Check 14.
  • 03:29 Go to Arrange, Align, and do the Top.
  • 03:34 And now I can move this checkbox down a little bit.
  • 03:38 There we go, I think that will do.
  • 03:40 Now I want to rename this label.
  • 03:43 So, let's jump over to the Property Sheet, and
  • 03:48 this is going to be VIP label, and the caption is just going to say VIP.
  • 03:55 And once you've added that name,
  • 03:57 again you might want to make a few further adjustments in there.
  • 04:00 So, now if I take a look at this in Form View I have this little checkbox at
  • 04:05 the top, and we can turn it off or we can turn it on.
  • 04:09 So, now the final thing we need to do is we need to add
  • 04:12 the control source to our checkbox.
  • 04:14 So, let's select the checkbox and take a look at the Property Sheet.
  • 04:18 Notice again it has no name, so let's call this VIP Checkbox,
  • 04:24 and the control source is going to be that VIP field interval ticket.
  • 04:32 So, I can click the drop down and let's select VIP.
  • 04:35 So, now if we look at this informed view,
  • 04:39 I should find that for Claire Smith VIP is ticked.
  • 04:43 And as I go through my other records, as soon as I get to another VIP,
  • 04:47 that checkbox is now ticked.
  • 04:49 So, everything is working exactly as I'd like it to work.

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