Microsoft Access: An Introduction to MS Access, Components, Advantages
Microsoft Access functions as a Database Management System (DBMS) launched by Microsoft is a component of the Microsoft Office suite and stores data in its format. It helps users to be able to analyze humongous amounts of information and manage data more efficiently.
The application works by storing information that is related together and creates connections between different things to make a holistic and more easy-to-use database.
Within this article, we will convey to you a survey of MS Access, accompanied by its features and various uses that would be helpful for your overall knowledge as well as computer-based competitive exams.
Introduction to MS Access
MS Access is an important application used for Data-entry by organizations. The first version of Access was released by Microsoft Corporation on 13th November 1992. Several file extensions are there depending on the file formats, the most common being the .adn extension.
- Microsoft Access offers the functionality of a database and the programming capabilities to build easy-to-navigate forms. It helps users to interpret large amounts of information, and manage data that combines the relational Microsoft Jet Database Engine with a graphical user interface and software development tools.
- Like relational databases, Microsoft Access also permits you to link relevant information efficiently.
- Multiple modifications were executed in the program and gradually Microsoft began releasing different versions of MS Access. Each new version arrived with a modified RAM and storage provision. It collects data in its format based on the Access Jet Database Engine.
- Access can operate directly with data from other sources, including traditional PC database programs, with many SQL (Structured Query Language) databases on the desktop/minicomputers/ servers/mainframes, and with data collected on the Internet or intranet web servers.
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About MS Access
Access describes anything that can hold a name and an object. Within an Access desktop database, the principal objects are forms, tables, reports, queries, macros, data macros, and modules.
To practice MS Access, you will require to follow these four steps-
- Create your Microsoft Access database and define what kind of data you will be saving.
- After your database is built, everyday data can be inserted into the Access database.
- Query describes the method of retrieving data from the database.
- Information organized in the database can be printed in an Access Report.
Before MS Access 2007, the file extension used was “.mdb”, however, in MS Access 2007 the extension has been changed to “.accdb”.
Components of MS Access
Being Microsoft’s primary accounting database the central use of MS Access is for accounting. It can be applied to handle invoices/bills, manage accounts, keep an eye on credit and debt, etc. MS Access utilizes “objects” to assist the user list and coordinate information, as well as develop specially designed reports.
Below mentioned are the major components of the MS Access database:
- A table in Access is an object comparable to any other tabulated data; which stores data in the form of rows and columns.
- When a new table is created, Access asks to define fields that are also identified as column headings. Each field should possess a unique name and data type.
- A Table can be considered similar to other tables in the database file. The appearance of the table may seem similar to the one created in Excel with column heading and titles.
- Tables include fields/columns to store various kinds of data, such as name or address, furthermore, records or rows collect all the information about a particular instance of the subject, such as all the data regarding a customer or employee, etc.
- One can also define Primary Key in a table. This helps retrieve data more quickly.
- Queries are an approach for searching and compiling data from one or more tables. Once a table is designed and the user or programmer is scanning for a calculated output, then it is called queries.
- Running a query means requesting a detailed question of your database. This may include filtering, calculating, sorting, updating, etc.
- When you construct a query in Access, you are defining special search provisions(limitations) to find exactly the data you want. Queries can pick from one or more relevant Tables and other Queries.
- Types of Query that can be used are; SELECT, INSERT, UPDATE, DELETE.
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A user interface for a database application can be performed using forms. This implies forms assist the user to display live data from the table, which is mainly used to ease the process of data entry, editing, modifying, and viewing records.
- A report is an object in the desktop database. Once all the information is inserted into the database, it can be interpreted or examined using a report.
- Users can customize or modify the report look as per the requirement.
- A report allows formatting, printing, calculating, and summarizing the chosen data. Users can also view a report before printing it.
- As forms are employed for input purposes, the same way reports are used for output.
- Macros are mini computer programming constructs using predefined actions which can automate tasks on an Access report.
- Multiple tasks like moving to another record, searching, or running a formula can be assigned and they will work whenever the macros option is chosen on a report.
- An Access Macro is a script for creating some jobs. For instance, to create a button that initiates a report, one can apply a macro that will fire OpenReport action.
- Users can use macros to open tables, initiate and administer queries, print or observe reports and can also involve simple conditions in macros to specify when one or more actions in the macro should be executed or skipped.
- Data( editing existing records, inserting new records, or deleting records) macros can be attached directly to table events.
- Modules are a set of pre-defined instructions created by a programmer in the database employing Visual Basic for Applications (VBA). They can be applied throughout the database.
- Modules give a more discrete flow of operations and allow the users to trap errors.
- Everything that can be performed in a macro can also be executed in a module, but in a module, the prompt feature of what is needed for each action is missing.
- Modules are considerably more powerful and are essential than macros if the user plans to write code for a multi-user environment.
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Advantages and Limitations of MS Access
Discussed following are the advantages and limitations of MS Access.
- Access offers to build a fully functional database within a lesser time duration.
- It uses a very extensive programming language which makes it simple to introduce data from multiple sources into Access.
- Users can quickly customize MS Access according to personal and company needs.
- Microsoft Access online is compatible with development languages that run on Windows OS.
- MS-Access allows users with the facility to link data in its present location and use it for querying, observing, renewing, and reporting.
- With the help of Macros, users can create and connect tables, forms, queries, and reports.
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- Too many people cannot use the identical database at a particular time.
- Microsoft Access database is beneficial for small-to-medium companies, but it is not that useful for large-sized companies.
- When a lot of information from the user’s database is saved into one file, then this can slow down reports, queries, and forms.
- The same database was difficult to practice with the distinct OS.
- Efficiently working in Microsoft Access; demands a lot more knowledge and training compared with other Microsoft programs.
We hope the above article on Microsoft Access is helpful for aspirants looking for such insights. For more, download and install the Testbook App or visit the testbook website for more updates on such similar topics from Computer Awareness, and numerous such subjects can even check the test series available to examine your knowledge regarding various exams.
Microsoft Access FAQs
The fundamental definition of MS Access is that it is a database management system that is a combination of a graphical user interface, software development devices, and a jet database engine.
The important components of MS Access are: Tables, Queries, Forms, Macros, Module, Reports
The main variation between Excel and Access is that Excel is a spreadsheet used for calculations and to serve data visually while Access is a Database Management System that is utilized to store and handle data easily.
The primary functions of MS Access can be easily learned while working on it. Though people who want to specialize can go for professional training.
Microsoft Access is an information management tool/relational database that assists users to store information for reference, reporting, and analysis.