An easy guide on how to use Microsoft Access business productivity tool

An easy guide on how to use Microsoft Access business productivity tool
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Eshna Verma

Last updated February 17, 2015


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In simple terms, Microsoft Access is a popular information management tool, which helps you store all kinds of information for reporting, analysis and reference. With Microsoft Access, you can manage data more efficiently and analyze large amounts of information. As a business, using Microsoft Excel can’t prove to be sufficient. In this post, we have discussed how Microsoft Access works, and its key benefits for businesses. Microsoft Access provides you with one of the most flexible and simplest DBMS solutions available in the market. 

People who have been using Microsoft products for a long time enjoy the familiar feel and look. In addition to this, people also benefit from the integration with other products in the Microsoft Office family. A wide range of wizards reduces the complexity of various administrative tasks. In addition to this, you can also the Microsoft Office Helper. Before buying Microsoft Access, you need to make sure your system meets standard Microsoft requirements. 

How Does MS Access Work?

It’s worth mentioning that Microsoft Access works like other databases. It stores related information together, and allows you to create connections between different things. In the database, these connections are called relationships. A relationship between two things in Microsoft Access can either be simple or complex. Whether you are looking to establish a relationship between your company’s progress and financial reports or a customer’s contact name to his address, you won’t experience any problems. 

In Microsoft Access, data is stored in tables. In simple terms, tables are mini-spreadsheets, which store only one kind of thing. A table can contain numerous fields, which are similar to columns in the spreadsheet. Every field in a table can be easily set up to prevent or allow users from entering some information. For instance, you can set up the field to accept only dates. Similarly, another field can be set up to accept numeric values. This provides you with more convenience and ease of use. 

Once you have properly set up the Microsoft Access fields, tables and relationships, you can create several data entry forms, which use the tables to store information. These data entry forms can also create reports with relevant and useful data. Microsoft Access forms are very fun and easy to design. You can use a simple design tool to create an exceptional database and make sure your business becomes more productive and efficient. 
It’s worth mentioning that Microsoft Access forms are the perfect way to simplify data entry for all kinds of users. Related fields are grouped together, and hide fields that do not require any attention. Microsoft Access contains a Command Button Wizard, which helps you create some simple buttons for your data entry forms. Most importantly, you do not need to have any technical knowledge of Visual Basic or how to create macros.

Microsoft access

MS Access 2007 or MS Access 2010

Even in the current market, Access 2003 and Access 2000 are widely used by business organizations. Therefore, you don’t really need to upgrade to Access 2010 or Access 2007 to realize the benefits of using a database. In addition to this, when you design the database in Access XP, Access 2003 or Access 2000, you can easily migrate to Access 2010 or Access 2007 when you choose to buy the upgrade license. 

It is worth mentioning that OpenGate has created a very helpful comparison of different versions of Microsoft Access from 2000 to 2010. In order to enhance your productivity and efficiency, you will need to choose a version according to your specific needs, requirements and budget.

Key Benefits of MS Access

In the last few years, many businesses have realized the importance of using Microsoft Access. However, there are still some businesses that wonder how Microsoft Access enhances productivity and efficiency. In this post, we have also discussed some of the most important benefits of using Microsoft Access for your business productivity. 

It’s important to understand that Microsoft Access is available with the popular Microsoft Office Professional Suite. Therefore, your company does not require additional database software. The company just needs to purchase the Microsoft Office Professional Suite to fulfill all the needs and requirements. 

Since Microsoft is the leading software company in the world, Microsoft Access database is likely to be supported and available for many years to come. Thus, your business does not have to worry about using any other program. It’s worth mentioning that Microsoft Access is one of the most widely used and popular desktop database programs in the world. 

Database support is extremely important for most business organizations. If you are one of those, Microsoft Access will be your best choice. MS Access has more development and support consultants than any other popular desktop database system. It’s worth mentioning that Microsoft Access is more affordable to maintain and implement than larger database systems, such as SQL Server or Oracle. 

In addition to this, Microsoft Access consulting prices are also more affordable for Access consultants as compared to SQL Server or Oracle consultants. Even complicated databases can be easily set up and run in less time and cost than other database systems. When a database system is simple, it offers a better-cost advantage. 

The best part about using Microsoft Access is that it integrates very well with other products from the Microsoft Office family, such as Word, Outlook, Excel and more. Other manufacturers are likely to provide interface to Microsoft Access than other desktop database systems. When designed properly, Microsoft Access databases can be ported to Oracle or SQL Server. This is extremely important when you want to start a small or develop a pilot database system, and migrate to some larger database management systems. 
It’s important to understand that a Microsoft Access database system can be easily placed on a website for access to remote users. Data Access Page in Microsoft Access can allow you to develop simple screens. Full functionality and control can be implemented with Active Server Page programming. It’s worth mentioning that your business will still enjoy the same simultaneous limitations as mentioned earlier. In order to benefit from Microsoft Access, you can even give your employees some valuable training to achieve desired results.

About the Author

Eshna is a writer at Simplilearn. She has done Masters in Journalism and Mass Communication and is a Gold Medalist in the same. A voracious reader, she has penned several articles in leading national newspapers like TOI, HT and The Telegraph. She loves traveling and photography.


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