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How to Display Item Number and Description in an Access Combo Box

Maira Mehtab Sep 28, 2026 869 views

Question details

The user wants to configure a Microsoft Access combo box to display both an Item Number and its Description in the drop-down list, and ensure the Description remains visible after an item is selected.

Product: Microsoft Access
Device & OS: not provided
Scenario: Designing a data entry or search form where users need context from both an item's unique identifier and its text description simultaneously.
Observed behavior: By default, an Access combo box displays multiple columns while expanded but only shows the first visible bound column (typically just the Item Number) after a selection is made.

Before you start

Open your Microsoft Access database and navigate to the form containing your combo box. Switch to Design View and ensure the Property Sheet is open (press F4 if it is hidden).

Solution 1Recommended

Use an Unbound Text Box to Show the Description

Since Access combo boxes typically collapse to show only one column, adding an adjacent unbound text box is the most reliable way to display additional column data like the Description.

This method uses a simple expression in a separate text box to pull data from the hidden columns of the combo box.

Combo box columns are zero-indexed. The first column is 0, the second is 1, and so forth.

Configure the Combo Box Row Source

Select the combo box in Design View. In the Property Sheet, go to the Data tab and ensure the Row Source query includes both the ItemNumber and Description fields.

Set Column Count

Switch to the Format tab in the Property Sheet and set the Column Count property to the number of fields in your Row Source (e.g., 2 or more). Adjust Column Widths to ensure both are visible in the drop-down.

Add an Unbound Text Box

From the Form Design Ribbon, click the Text Box control and place it next to your combo box on the form.

Set the Control Source

Select the new text box, open its Property Sheet, and on the Data tab, type the following into the Control Source property: =cboItem.Column(1) (replace 'cboItem' with the actual name of your combo box, and '1' with the correct column index for the Description).

Handling Special Characters: This method safely displays descriptions containing special characters (such as '1/2-inch' or symbols) without causing formatting errors.

Solution 2

Replace the Combo Box with a List Box

If your form design permits and you want multiple columns continuously visible without needing extra text boxes or drop-down clicks, a list box is a viable alternative.

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Frequently Asked Questions

Why does my Access combo box only show the ID after I select an item?

By default, Microsoft Access combo boxes collapse to display only the first visible bound column after a selection is made. To view additional details like descriptions on the form, you must use supplementary unbound text boxes.

How do column indexes work in Access combo box expressions?

Columns in an Access combo box or list box are zero-indexed. This means the first column is referenced as .Column(0), the second column as .Column(1), the third as .Column(2), and so on.

Will special characters in my item descriptions break the combo box display?

No. Descriptions containing special characters (such as '1/2-inch', dashes, or punctuation) will display correctly in both the drop-down list and the unbound text box, provided the underlying table field is set to a standard text data type.

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