Be able to set display format of Boolean/logical field (yes/no, true/false, checkbox)

Published by Patrick Mutisya · 14 days ago

ICT 0417 – Databases: Setting Display Format of Boolean/Logical Fields

Cambridge IGCSE ICT 0417 – Databases

Topic 18: Databases

Learning Objective

Be able to set the display format of a Boolean / logical field (yes/no, true/false, checkbox) in a database table.

Key Concepts

  • Boolean / logical fields store only two possible values.

  • The display format determines how those values are shown to the user.

  • Common display formats: Yes/No, True/False, Checkbox.

General Procedure to Set the Display Format

  1. Open the database and locate the table containing the Boolean field.

  2. Enter Design \cdot iew (or Structure view) for the table.

  3. Select the Boolean field you wish to modify.

  4. Find the property named Display Format (or similar, e.g., “Format”, “Input Mask”).

  5. Choose one of the available options:

    • Yes / No

    • True / False

    • Checkbox

  6. Save the table design and return to Datasheet (or Browse) view to see the effect.

Example: Setting a Checkbox Display in Microsoft Access

  1. Open the database file Students.accdb.

  2. In the Navigation Pane, right‑click the table Enrollments and choose Design \cdot iew.

  3. Click the field PaidFee (data type: Yes/No).

  4. In the Field Properties pane, locate the Display Control property.

  5. Select Check Box from the drop‑down list.

  6. Save the table (Ctrl+S) and close Design \cdot iew.

  7. Open the table in Datasheet view – the PaidFee column now shows a tick‑box that can be checked or cleared.

Comparison of Display Formats

Display FormatVisual RepresentationTypical Use‑Case
Yes / NoText strings “Yes” or “No”Surveys where a clear verbal answer is required.
True / FalseText strings “True” or “False”Logical conditions in programming‑oriented databases.
CheckboxSquare box that can be ticked (✔) or left emptyForms where quick toggling of a status is needed (e.g., completed, paid).

Tips and Common Mistakes

  • Verify the underlying stored values (usually 0 = No/False, -1 or 1 = Yes/True) before changing the format.

  • Changing the display format does not alter the data; it only changes how it is shown.

  • In some DBMSs (e.g., MySQL) Boolean is stored as TINYINT(1); display is handled by the application layer.

  • When using forms, ensure the control type matches the field’s display format to avoid mismatched data entry.

Practice Exercise

  1. Create a new table called Tasks with fields:

    • TaskID – AutoNumber (Primary Key)

    • Description – Short Text

    • Completed – Yes/No (Boolean)

  2. Set the Completed field to display as a checkbox.

  3. Enter at least five records, checking the box for some tasks and leaving it unchecked for others.

  4. Switch to Datasheet view and observe how the checkbox reflects the stored values.

Suggested diagram: Screenshot of a table in Datasheet view showing the checkbox column for the Boolean field.

Summary

Setting the display format of a Boolean/logical field allows the same underlying data to be presented in a way that best fits the user’s needs. Whether you choose Yes/No, True/False, or a checkbox, the steps are similar across most desktop database applications: open design view, select the field, adjust the display property, and save.