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Yes/No Column

The Yes/No column is SharePoint's simplest column type: a checkbox that stores a true or false value on every list or library item. It is the natural fit for binary flags - approved, active, complete, opted in - and plugs directly into view filters, grouping, calculated column formulas, and Power Automate conditions. Every item always carries a value, Yes or No, set by the column's configurable default.
Related Features
Calculated Column, Choice Column, Metadata, Number Column, Rating Column

Common Use Cases

  • Task completion flags: add an Is Complete checkbox to a task list so users can check off items without changing a Status choice column, driving view filters for open vs. completed tasks
  • Approval decision recording: capture a simple Approved yes/no decision in a list item alongside comments and approver fields for straightforward approval tracking
  • Active/inactive record management: use an Is Active column to flag records as current or archived, then filter the default view to show only active records

Benefits

  • Simplest boolean data type: a checkbox is the most intuitive UI for binary flags, understood instantly with no training required
  • Editable in Grid View: Yes/No columns render as checkboxes in Edit in Grid View, making bulk toggling of many items fast and efficient
  • View filtering on boolean values: filtering a view to show only items where the checkbox is checked (Is Equal To: Yes) is one of the most common and useful view filter patterns
  • Calculated column support: Yes/No column values can be used in Calculated Column IF formulas as TRUE/FALSE conditions for conditional text or numeric output

How It Works

  • A checkbox, not text: users tick or untick; views display Yes or No, and Edit in grid view allows fast bulk toggling
  • Configurable default: every new item starts as Yes or No based on the column setting, applied the moment the item is created
  • Works in formulas: calculated columns read it as TRUE or FALSE, so an IF([Approved], …) condition works directly
  • Filters, groups, and sorts: views can filter on equals Yes, group by the checkbox, and sort checked items together
  • Formatting-friendly: column formatting can render it as a checkmark, a colored pill, or a toggle without custom code

Limits and Nuances

  • Only two states: if your process needs Pending, Approved, Rejected, or any third option, use a Choice column instead
  • No blank state in the UI: every item is always Yes or No from the moment it is created; there is no not-set or N/A
  • The default is a governance decision: defaulting to Yes opts every new item in; for consent-style flags, No is usually the safer default
  • Power Automate filters use 1 and 0: in a Get items filter query, write ColumnName eq 1 for Yes, not true or false
  • No required setting: the column always has a value, so SharePoint does not offer the require-information option for it
  • Type conversion is not supported: you cannot switch a Choice column to Yes/No in place; create the new column and migrate the values

Common Questions About the Yes/No Column

What is a Yes/No column in SharePoint?

It is SharePoint’s boolean column type: a checkbox on each list or library item that stores Yes or No. Teams use it for simple flags – approved, active, complete, opted in – because a checkbox is instantly understood and quick to update, especially in grid view. The checklist and tracker examples across LookBook 365 use Yes/No columns to drive their filtered views in exactly this way.

Can a Yes/No column be blank?

Not through the user interface – every item carries Yes or No from the moment it is created, based on the column’s default value. There is no not-set, N/A, or blank state. If your scenario genuinely needs a third state, such as Unknown or Pending, a Choice column with three options is the right tool rather than a checkbox.

How do I filter a view by a Yes/No column?

Add a view filter where the column is equal to Yes (or No) – showing only items where the checkbox is ticked is one of the most useful patterns in SharePoint, powering open-versus-completed task views and active-records lists. You can also group a view by the column to split checked and unchecked items into two clear sections on the page.

How does a Yes/No column work in Power Automate?

It maps to a boolean, with one quirk worth knowing: in a Get items filter query, the OData syntax expects numbers, so write ColumnName eq 1 for Yes and ColumnName eq 0 for No – true and false often fail there. Inside conditions and expressions after the items are retrieved, the value behaves as a normal true or false.

Can I use a Yes/No column in calculated column formulas?

Yes – calculated columns read it as TRUE or FALSE, so a formula like IF([Approved], ‘Released’, ‘Draft’) works directly without comparing against text. That makes Yes/No columns handy building blocks for derived status text, simple scoring, and conditional values that combine several flags from the same item into one readable result.

When should I use a Choice column instead of Yes/No?

Whenever there is – or might soon be – a third option. Yes/No is binary by design: Pending, Approved, Rejected needs a Choice column, and so does any flag where N/A is a legitimate answer. A good rule from the lists Greg Zelfond builds: start simple flags as Yes/No, and switch to a Choice column the moment the business asks for a third state.