We've put together the following comparison table to help you decide whether Microsoft Access may be the right solution for you.
| Use |
Spreadsheet (Excel) |
Desktop Database (MS Access) |
SQL Server or MySQL with Access
as the user interface |
| Validate basic user input (e.g., for a
single field/cell |
Yes |
Yes |
Yes |
| Complex user input validation or events
(if field X = Y, and field Z is empty, perform some action) |
Challenging to accomplish |
Yes |
Yes |
| Data arranged in a few columns without much repetition |
Yes |
Yes |
Yes |
| Rows/records supported | Excel 2000 and Excel 2003: 65,535 rows Excel 2007 and Excel 2010: 1,048,576 rows |
Unlimited (up to 2GB/table) |
Unlimited |
| Simple cross-references |
Yes (vlookup and hlookup) |
Yes |
Yes |
| Complex data analysis/queries |
Limited |
Yes |
Yes |
| Events based on user actions (when user exits a field/cell
do X, when they mouse over a field/cell do Y) |
No |
Yes |
Yes |
| Multiple users, but generally accessing data at different
times |
No |
Yes |
Yes |
| Multiple users, accessing data at the same time |
No |
Yes (but can be slow depending on
network speed) |
Yes |
| Frequent mass-update operations |
Challenging to accomplish, time intensive | Yes |
Yes |
| Multiple data entry forms |
No |
Yes |
Yes |
| Mail Merge with Word |
Yes |
Yes |
Yes |
| Reporting |
Challenging to accomplish | Yes |
Yes |
| Automated backups |
Challenging to accomplish | Possible with VB coding, backup software,or UI Builder for Microsoft Access | Yes |
| Record-level auditing |
No |
Possible with VB coding or UI Builder for Microsoft Access | Yes |
| Ability to hide the inner workings of your project from
the user |
Challenging to accomplish | Yes (MDE files and ACCDE files) |
Yes |
| Expertise Required |
Low |
For simple databases: Low/Moderate For complex requirements: Moderate-to-High |
High |
| Attaching files/links to fields | No | Yes (MS Access 2007 and Access 2010) | Yes |
| Sharing information on the Web | Yes (Excel 2007 and Excel 2010) | Yes (Microsoft Access 2010) | Yes (with a web front-end like PHP or ASP.NET) |
How do I get started with MS Access?With millions of users, there is a vast wealth of resources to help you. From message boards, Access books, tutorials, blogs, and Microsoft Access addins, you will have many resources to help you succeed. OpenGate Software has an entire MSAccess Resource Center dedicated to Microsoft Access as well. |
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Do I need MS Access 2007 or MSAccess 2010?Access 2000 and Access 2003 remain widely used. You do not need to upgrade to Access 2007 or Access 2010 to see the benefits of using a database compared to Excel. Best of all, if you design your database in Access 2000, Access 2003, or Access XP, you can migrate to Access 2007 or Access 2010 when you decide to purchase the upgrade license. OpenGate has also created a helpful comparison of MSAccess Versions from 2000 to 2010. How do I access Microsoft Access?To find out if you have MSAccess installed on your machine, select Start>>Programs>>Microsoft Office. In the Microsoft Office start meny folder you will see Microsoft Access listed if it is installed. Microsoft Office Access comes with the Professional Edition of Office, or can be purchased separately. Many companies purchase and install Access by default. What if I don't have time to learn about Access Database design?Que the shameless product plug! Our Designer for Microsoft Access product is meant to save you hours (literally, hours) of time reading about Access, trial and error creating your database, not to mention the frustration. Designer walks you through a Q&A wizard in plain language. You tell Designer what you want to track in your database, and how you want it to look. Designer does all the heavy lifting like creating relationships, fields, data types, indexes, and data entry forms.
Don't believe us?
Register for our free eBook -
'Using Microsoft Access For Greater Efficiency'
where you can get a comprehensive view
of how Microsoft Access can help you be more
productive, when to choose Access as a solution,
best practices, and where to get help online.
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