Demystified - MICROSOFT ACCESS & EXCEL FOR BEGINNERS & POWER USERS

Microsoft Access is a database management system (DBMS) that is used to store and manage data. This is a member of the Microsoft 365 suite of applications which is made for business and enterprise users.

Microsoft Access is also an Information Management Tool that allows you to store information for referencing, reporting, and also analyzing.

Just like Microsoft Excel, Access allows the users to view and edit data. One of the features that make Access better than Excel is that it can take in more data at a stretch.

Microsoft Access provides the users, the features of a database, and the programming proficiencies to create an easy-to-navigate screen (Forms). Not only that, Access helps to process a large bunk of information and manages them effectively and efficiently.

Microsoft Access saves data in its format based on the Access Jet Database Engine, and can also link or import directly to the data that are stored in other applications or databases.

Just like every other Microsoft application, Access also supports the use of Visual Basic for Application (VBA)

To use Microsoft Access, you will need to follow the procedures below

• Database Creation: The first thing to do is create a database and indicate what type of data to be stored in the database
• Data Input: After creating a database, the next thing to do is enter the data into the database.
• Query: This is a process of retrieving information from a database
• Report: This is where information from the database is organized in a nice and presentable manner that can be printed out in an Access report

There are many benefits attached to the use of Microsoft Access and some of them will be outlined below

• Cost Of Development : One of the benefits of using Microsoft Access is that it is less expensive compared to the larger database systems like Oracle, SOL server, etc., which requires a huge amount of set up and high maintenance costs
• Software Integration : One of the notable features of Microsoft Access being a product of the Microsoft Office suite is that it can integrate well with two other apps in the MS office suite.
• Legacy Data : Microsoft Access can easily import many data formats, in such a way that the existing data is retained and not lost. It does not only save 100s of hours of input time but can remove potential human input errors.
• Distribution : Microsoft Access has its Jet Database format that contains both the application and data in one file. With the ability of having the application and data together in one place, it is convenient to distribute the applications to many users, who can, in turn, run the apps in disconnected environments.
• Microsoft Access provides a fully functional, relational database management system in a few minutes.
• Microsoft Access can function well with many of the development languages that work on Windows OS.
• With Microsoft Access, you can create tables, queries, forms, reports, and connect using the macros.
• Microsoft Access allows the users to link data from its existing location and manipulate it for viewing, updating, querying, and reporting.
• Microsoft Access allows for customizing according to personal and company needs.
• Microsoft Access executes any challenging or difficult office or industrial database tasks.
• Access in its uniqueness can function with the most popular databases that are compatible with Open Database Connectivity (ODBC) standards, including SQL Server, Oracle, and DB2.
• With Access, software developers can use Microsoft Access to develop application software
• Microsoft Access requires less code to get work done unlike SQL server and some other client-server database).
• Microsoft Access is a very good tool for creating database applications with a large array of readily available functionality.
• Another reason you need to use Access is that it is flexible i.e., it allows you to put together a custom database and later change as needs are likely changes as needs arise.
• Access can be used alongside VBA, a programming language. Developers can create a custom solution for their database using the VBA code, an effective programming language that contains codes or commands for specific programs.
• Microsoft Access allows users to choose any of the four ways to view reports:
  • Report view
  • Print view
  • Layout view
  • Design view
• Microsoft Access is a simple desktop application that does not need any particular hardware or license to function. Thus, making it more suitable and cost-effective for individual users and smaller teams who do not need larger and complicated databases for an extra price.
• Users of Access do not need to undergo any special training to get the skills needed to use this application. In a nutshell, Access is easy to master especially to users who are conversant with the use of Excel

Here in this section, we will be learning about the basic objects in MS Access. These objects are what Access uses to help its users list and organize information and prepare specially designed reports. When a database is created, Access provides the users with objects such as tables, queries, forms, reports, macros, and modules.