MS Access Database developers at work

What is Microsoft Access and what is it used for

Microsoft Corporations has introduced Microsoft Access approximately 25 years back and still many of the people ask ‘what is Microsoft Access?’ In spite of being a robust database management system, it is not commonly known because it doesn’t come with all the versions of Microsoft Office, and developing access tool requires a certain level of technical skills.

We, at Office Accelerators possess that skill and can help you 
with any type of MS Access query.

So, what is Excel?

While Excel is widely used for storing database, it is a flat tool and not apt for storing data. Till the time the volume of data is limited to 1,048,576 rows and 16,384 columns, you can manage with Excel, but what beyond that? You cannot always restrict your company’s database of employees, customers, dealers, and other stakeholders within the capacity of MS excel; you will need a tool to hold your data and to ensure optimum functionality of the database tool.

Here comes MS Access

Access Microsoft has been designed to resolve all the database related challenges of business.

Microsoft Access is a Database Management System (DBMS) that syndicates the relational Microsoft Jet Database Engine with a graphical user interface and software development tools.

In simple terms, Microsoft Access is an information management tool which you can utilize to store your company’s data in an easily readable (e.g., tables) and valuable (e.g., reports) format. You can conveniently use this data for future reference, reporting, and analysis.

What is MS Access used for?

For storing data with accuracy and consistency

In the traditional form of storing data, i.e. in Excel we need to re-enter each data of a column. This manual task increases the chances of duplication, and manual errors. In Excel, you and your colleague will have the freedom to store “New York City” as – “NY,” “New York,” “NY City,” etc. And when you use this database to generate a report, or for further analysis, the output will be incorrect.

MS Access reduces these gaps and brings in data accuracy and consistency through data normalization.

Our Access developers use 3rd normal forms to design tables for you where you can store data by removing duplicates.

Easy modification of data

When you want to make any change in Excel, you will have to find out all the occurrence and change them; missing one can also impact your analysis. Ctrl+H (Find and Replace) might not help if like the above example New York is spelled differently by different users.

MS Access provides a powerful solution. It has only one record for the city and every other record is related to it using a foreign ID. So, when you make a change in one record, it reflects in all the related tables.

We design forms for you using which you add, or replace or remove any data in a table.

Better control over your data

Access Microsoft provides a centralized location for storing, securing, and controlling your database.  It has the feature to protect database files with encrypted passwords.  This helps you to provide restricted access to each user, and you have better control over your data and you also enhance its security. But using Excel, you do not have control over the data stored in individual worksheets.

We can design access restricted database applications for your organization which you can share with your stakeholders, without fear of data loss.

Suitable for further analysis

With its standardized format report design access you get better insights of your database. And you can make better-informed decisions by reporting and analyzing the same.

MS access database is already normalized and it doesn’t contain any duplicate occurrence. So, it is ideal for connecting to BI solution tools like Power BI and Tableau.

Duplicate data affects the Excel files’ size and impacts the dashboard’s performance. Moreover, due to lack of consistency in the Excel database, at times you may land up into a significant problem.

We can help you with critical reports and dashboards to showcase your organization’s performance. You can use these responsive dashboards to analyze historical trends, do predictive analysis, and retrieve required information.


To know what is Microsoft Access and what is MS Access used for, contact us.