Microsoft Access is an information management tool that helps you store information for reference, reporting, and analysis. Microsoft Access helps you analyze large amounts of data, and manage related data more efficiently than Microsoft Excel or other spreadsheet applications. this text shows you when to use Access, and the way it can help cause you to simpler.

Building big databases with Alexa

Okay, what do I mean by big database? Any database with tons of records — and by tons, I mean hundreds. At least. and positively, if you’ve got thousands of records, you would like a tool like Access to manage them. Although you’ll use Microsoft Excel to store lists of records, it limits what percentage you’ll store (no quite the number of rows during a single worksheet). additionally, you can’t use Excel to line up anything beyond an easy list that will be sorted and filtered. So, anything with tons of records and sophisticated data is best wiped-out Access.

Some reasons why Access handles big databases well are:

  • Typically, an enormous database has big data-entry needs. Access offers not only forms but also features that will create a fast form through which someone can enter all those records. this will make data entry easier and faster and may reduce the margin of error significantly.
  • When you’ve got lots and many records, you furthermore may have many opportunities for errors to sneak in. This includes duplicate records, records with misspellings, and records with missing information — and that’s only for openers. So, you would like an application like Access to ferret those errors and fix them.
  • Big databases mean big needs for accurate, insightful reporting. Access has powerful reporting tools you’ll use to make printed and onscreen reports — and people can include as few or as many pieces of your data as you would like, drawn from quite one table if need be. you’ll tailor your reports to your audience, from what’s shown on the reports’ pages to the colors and fonts used.
  • Big databases are hard to go through once you want to seek out something. Access provides several tools for sorting, searching, and creating your own specialized tools (known as queries) for locating the elusive single record or group of records you would like.
  • Access saves time by making it easy to import and recycle data. you’ll have used certain tools to import data from other sources — like Excel worksheets (if you started in Excel and maxed out its usefulness as a knowledge storage device) and Word tables. Access saves you from reentering all of your data and allows you to stay on multiple data sources consistently.

Creating databases with multiple tables

Whether your database holds 100 records or 100,000 records (or more), if you would like to stay separate tables and relate them for max use of the knowledge, you would like an electronic database — and that’s Access. How does one know whether your data must be in separate tables? believe your data — is it very compartmentalized? Does it explode on tangents? Consider the subsequent example and apply the concepts to your data and see if you would like multiple tables for your database.

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The Big Organization database

Imagine you’re employed for a really large company, and therefore the company has data concerning their customers and their orders, the products the corporate sells, its suppliers, and its employees. For a posh database like this one, you would like multiple tables, as follows:

  • One table houses the customer data — names, addresses, phone numbers, and email addresses.
  • A second table contains the customers’ orders, including the name of the customer who placed the order, the salesperson who handled the sale, shipping information, and therefore the date of the order.
  • A third table contains information on the products the corporate sells, including product numbers, supplier names, prices, and therefore the number of things available.
  • A fourth table contains supplier data — about the businesses from which the most organization obtains its inventory of products to resell to customers. The table contains the corporate names, their contact person, and therefore the address, email, and telephone number information to succeed in them.
  • A fifth table contains employees’ data — from the date they were hired to their contact information to their job title — and also contains notes about them, kind of a summary of their resumes for reference.

Other tables exist, too — to stay an inventory of shipping companies and their contact information (for shipping customer orders), an expense table (for the expenses incurred in running the business), and other tables that are used with the most four tables.