WD: How to Show Access Check Boxes During a Mail Merge

• Microsoft Word for Windows, versions 6.0, 6.0a, 6.0c
• Microsoft Word for Windows 95, versions 7.0, 7.0a

SUMMARY

When you perform a mail merge using data from a Microsoft Access 97 database, Microsoft Word displays fields from the database with a Yes/No Data Type as a 0 or -1, rather than as a check box.

This article explains how to display a check box that is either cleared or selected (checked) instead of a 0 or -1.

MORE INFORMATION

To receive a check box instead of a 0 or -1 when mail merging from an Access database, follow these steps:

1. Open the main document for the mail merge and place the insertion point where you want the check box to appear.

2. On the Mail Merge Toolbar, click the drop-down arrow next to Insert Word Field and then click If...Then...Else.

3. Under If, in the Field Name list, click to select the field name that is the check box column in Microsoft Access.

4. In the Comparison list, click to select Equal To.

5. In the Compare To box, type 0 (zero).

6. In the Insert This Text box, hold down ALT and on the numeric keypad, make sure NUM LOCK is turned on, and type 0168 (ALT+0168).

7. Select the symbol that appears in the Insert This Text box, and press CTRL+D.

8. In the Font list, click Wingdings, and then click OK. You should now see an empty check box.

9. Under "Otherwise insert this text", press ALT and on the numeric keypad, type 0254 (ALT+0254).

10. Select the symbol that appears in the Insert This Text box, and press CTRL+D.

11. In the Font list, click Wingdings, and then click OK. You should now see a check box that is selected (checked).

12. Click OK.

    A check box will appear at the insertion point of the main document.

    NOTE: In Microsoft Word for Windows 95 version 7.0, a selected check box will appear. In Word 6.x, an empty check box will appear.

13. Continue with the mail merge.