Maintaining one version of the truth for the things you need to track minimizes the potential for duplication, errors, and inconsistent values. In the Excel example above, customer names, contact phone numbers, and product names are misspelled, transposed, and abbreviated in different forms. Imagine trying to create a report or graph in Excel that shows an accurate picture of your sales or other key performance indicators. Higher productivity. You and others working in your database need only change a single record and all other related things in your database will automatically "see" the change.
In our Excel example, you would need to change every occurrence of a customer's name. Find and replace wouldn't necessarily catch that a customer's name is spelled six different ways.
In a database, there is only one customer record to change. Every other record orders, contacts, etc that relates to that customer record will never need to change because they are joined to the customer. Security and Control. Databases provide a central location to store, secure, and control your data. Microsoft Access includes the ability to encrypt and password protect database files.
NH Learning Group Author: Morgan Landry. Access, the Next Step from Excel A spreadsheet program like Microsoft Exce l is a terrific tool for maintaining and calculating small sets of information. Seven Key Benefits of a Microsoft Access Database Cost of Development One of the reasons why Microsoft Access is consistently the database of choice is that it is a less expensive alternative to larger database systems, such as Oracle or SQL Server , which require a tremendous amount of set up and maintenance costs.
Software Integration Since Access is a Microsoft Office product, it has been designed to integrate well with other products in the Microsoft Office Suite, Access is such a widely used database system that other software manufacturers are more likely to provide the ability to interface directly to Access than any other desktop database system.
Legacy Data Access has the ability to easily import many data formats so that your existing data is not lost. Distribution One of the benefits of using Microsoft Access is its Jet Database format , which contains not only the application but also the data in one file. Scalability If your company is growing, one of the benefits of Microsoft Access is that it has upgrade capabilities. Unique Identifier Each piece of information is assigned a unique identifier.
Categories: Microsoft Office. Contact author. Subscribe for Future Blog Notifications. Leave a message. Copy and paste data. Import or link to data. Organize data with the Table Analyzer.
Next steps. Access templates have built-in tables, queries, forms, and reports that are ready to use. Select a desktop database template and enter a name for your database under File Name. You can either use the default location that Access shows below the File Name box or click the folder icon to pick one.
If Access displays a Security Warning message in the message bar, and you trust the source of the template, click Enable Content. If the database requires a login, log in again. For more, see create an Access desktop database from a template. You can either start entering data in the empty field cell or paste data from another source like an Excel workbook.
Tip: Meaningful names help you know what each field contains without seeing its contents. To move a column, select it by clicking its column heading, and then drag it to where you want it. You can also select contiguous columns and drag them all to a new location. For more, see Introduction to tables. You can copy and paste data from another program like Excel or Word into an Access table. This works best if the data is separated into columns.
If the data is in a word processing program, such as Word, either use tags to separate the columns or convert into a table format before copying. If the data needs editing, such as separating full names into first and last names, do that first in the source program. Note: Access sets the data type of each field based on the information you paste into the first row of each column, so make sure that the information in the following rows match the first row.
You can either import data from other sources , or you can link to the data from Access without moving the information from where it is stored. Linking can be a good option if you have multiple users updating the data and you want to make sure that you are seeing the latest version or if you want to save storage space. You can choose whether you want to link to or import data for most formats.
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