Microsoft Access is a powerful program that stores information in relational databases, and it contains functions including queries and reports that allow the data to be presented in a user-friendly format. The benefits of these relational databases include error minimization, ability for data manipulation, ease of analysis generation and user-friendly interfaces. Relational databases provide data checks that other programs such as Microsoft Excel do not. Data typing errors are eliminated, and data is validated immediately. For example, typing a letter accidentally at the end of a number sequence will not work. Queries and filters are easily created in relational databases either through SQL, structured query language, or the Query Wizard for novice users who can just point and click which information they want to see. The queries and filters created can provide an analytical insight into the database. With the ease of use of the queries, multiple analysis can be quickly generated, saved and rerun if the data in the database is updated. The program also provides a Report function which allows the user to design the appearance of the analysis into many options. Relational databases in Microsoft Access contain user-friendly interfaces for all functions. Whether creating the database, analyzing the data with queries and filters, or preparing reports to present the data, even a novice user can complete these tasks in minimal time. Using Excel is an alternative to house data and prepare analysis. However, Excel does not offer the same data validation, can contain old data if linked to separate worksheets, and can require more manpower to maintain the spreadsheets.Error Minimization
Data Manipulation
Analysis Generation
User-Friendly Interfaces
Advantage over Microsoft Excel
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by Brian I on December 31st, 2009
First you have a flat file database where all your information is contained in one table. This is perfectly adequate for a simple list such as item number, item name, item price. You may then wish to add details of sales (sale date, customer name, quantity sold, total sales charge).
At this point the flat file database becomes inadequate, not least because you have to manually enter lots of details for each transaction and every time data is manually entered is an opportunity for error, and this is the point at which a relational database becomes necessary.
Relational databases store their data not in a single table, but in a number of tables each of which is joined to the others. So how are they joined? In the example I’ve just given it would seem that two tables would be needed, one for customers and one for stock items, but a third table is needed for sales.
Each table has a unique identifier field which is not permitted to store any duplicate values so in the customers table you would have fields for customer ID (unique), customer name, etc; the stock items table would have fields for stock item ID (unique), name, price, etc.
This bit is what makes relationship work: the sales table would have fields for sales ID (unique), customer ID, stock item ID, stock price. The customer’s table is then joined to the sales table with a relationship between each table’s customer ID field and the sales table is joined to the stock item table with a relationship between each table’s stock item ID field.
Now it’s only necessary to enter information about each customer once and it’s only necessary to enter information about each stock item once. Each subsequent time they are looked up automatically.
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