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You learned how to reduce erroneous or invalid data entries by applying a validation rule to a field. You can also apply validation rules to form controls. Click the control, choose Design, Property Sheet, display the Data tab, and then edit the Validation Rule property in the same way as described in “Validating Data Entry“.

However, what if your goal isn’t to prevent the user from entering certain data values in a field, but to monitor that field for values that are in some way special or anomalous? For example, in a Products form where you enter the list price and cost price, you can then set up a calculated control that displays the gross margin for each product (see “Creating Calculated Form Controls,” later in this chapter). In this case, you might want to monitor the gross margin calculation for results that are below some target value.

Access enables you to monitor form values by automatically applying a particular format- such as a font or background color-when a control value meets a specified condition. This is called conditional formatting, and you apply it by following these steps:

1. Select the field to which you want the conditional format applied.
2. Choose Design, Conditional. Access displays the Conditional Formatting dialog box, shown in Figure 1.
3. If you want to specify the format to use when the condition is not met, use the format­ting buttons in the Default Formatting group.


Figure 1 Use the Conditional Formatting dialog box to specify font or back­ground formatting to apply to a control when its value meets a specific condition.

4. Select the type of condition you want to use:
   • Field Value Is-The condition is applied to the current value of the field or unbound control. In this case, you construct the condition by selecting a com­parison operator (such as Between or Less Than) in the second list and then by entering one or two values (depending on the operator).
   • Expression Is-The condition is met when the logical expression you enter returns True. For example, if you enter Date()=#8/23/2007#, the formatting is applied only on August 23, 2007.
   • Field Has Focus-The condition is met when the field or unbound control has the focus (that is, when the cursor is inside the field).
5. Click the formatting buttons to specify the font formatting to apply to the control when the condition is met.
6. If you want to apply another condition, click Add and repeat Steps 4 and 5 for the new condition.
7. Click OK.

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