MS ACCESS | It's features, components, uses, advantages and disadvantages| Quicky Tech

Introduction to MS Access

The definition of Microsoft Office Access or MS Access designates that it is a database developed by Microsoft that is a component of the Microsoft Office software. The main task of Microsoft Access is the soi-disant RDBMS – relational database management system (organization of data in the form of tables that linked to general fields).

Microsoft Access is a database management system (DBMS) from Microsoft that combines the relational Microsoft Jet Database Engine with a graphical user interface and software-development tools. It can also import or link directly to data stored in other applications and databases. 

It is an information management implement that you can utilize to store information for reference, reports, and analysis. With MS Access, you can explore prodigious amplitudes of data and manage cognate info more professionally than with Microsoft Excel or other spreadsheet programs.

• Microsoft Access is a database management system (DBMS) from Microsoft which combines relational Microsoft Jet Database Engine and graphical user interface with software-development tools.
• Microsoft Access has its own format to store data and it can import or link directly to data stored in other applications and databases.

Microsoft Access is one of the most relaxed and flexible to utilize databases. It is possible to build many applications without inscribing a single line of code (which is excellent!). For something very perplexed, MS Access offers a potent programming language: Visual Fundamental for Application (VBA).

Microsoft Access Features

• Ideal for individual users and more minute teams.
• More facile than client-server database to understand and use.
• Import and export to other Microsoft Office and other applications.
• Yare templates for customary users to engender and publish data.
• Sanctions building and publishing Web databases effortlessly.
• A utilizer cordial feature ‘Tell Me’ for assistance.
• Sanctions developers to engender custom solutions utilizing VBA code.
• Obnubilate/Show option for Ribbon.
• Sanctions users to Report View Eliminates Extra Reports.
• Sanctions output Reports in PDF format

Components of MS Access

The main utilization of MS Access is for accounting. Since it is Microsoft’s primary accounting database, it can be acclimated to manage invoice/bills, manage accounts, persistently optically canvass credit and debit, etc. 

When we engender a document of Access, data can be stored and accessed facilely through multiple components. There are seven major components of MS Access database. 

• Tables
• Queries
• Relationships
• Macros
• Forms
• Report
• Module

Discuss below are identically tantamount in brief:

• Tables:A table in Access is homogeneous to any other tabulated data in the form of rows and columns. However, when integrating data to a program to engender a table, all the information entered must be veridical as if any erroneous data is entered the processing may become gradual or may not give the correct answer. The appearance of the table may look homogeneous to the one composed in Excel with column heading and denominations.

• Queries: Once a table is engendered and the utilizer or programmer is probing for a calculated output, then it is called queries. This may include filtering, calculating, sorting, updating, etc.

• Relationships:As the designation suggests, when more than one table is integrated, the cognation or connection between them can be achieved. There three ways in which the connection between the tables can be tenacious:
• One to one.
• One to Many.
• Many to Many.

• Macros:The implement utilizing which predefined actions which can automate tasks on an Access report is called macros. Multiple tasks can be assigned and they will function whenever the macros option is culled on a report.

• Forms: A utilizer interface for a database application can be engendered utilizing forms. Forms can further be divided into two: bound and unbound forms.

• Report: Once all the information is entered into the database, it can be reviewed or analysed utilizing a report. A report can then be customised or modified as per the user’s requisite.

• Module: This sanctions a set of pre-defined ordinant dictations to be engendered by a programmer in the database. They can be used throughout the database.

Limitations of MS Access

There are certain limitations of MS Access and these are:

• Maximum table size - 1Gb.
• No. if fields in a record or table- 255.
• No. of indexes in a table or a record- 32.
• No. of fields in an index- 10.
• No. of tables in a query- 32.
• Maximum size of a form or report- 22"
• Characters in a memo field- 64,000.
• MDB size - 2Gb.
• Concurrent Users- 255.
• No. of characters in object names- 64.

Uses of Ms Access

Microsoft Access is a program that is very utilizable to work with database. It can be utilized by many people and for many purposes.

 These are the 5 uses of MS Access:

1. Microsoft Access Used in Business:

Microsoft Access is a program that can be utilized for business. If you commence a business, you certainly often work with database. For example, you optate to make the data of financial report of your business. It will be much more facile and better with Microsoft Access. So, you have to buy the software, learn it, and practice utilizing it. Ergo, We can verbalize that it is considered as one of the 5 utilizations of Microsoft Access.

2. Microsoft Access Used in Schools:

If you are a student of administration or statistics, you certainly often use database. Besides that, database is withal often utilized for the edifiers to make the schedules. The schedules include for all the edifiers and for the students each class which betokens schedules of edifications. Because of that, both edifiers and students often use database in the quotidian activities in the school. It is withal very utilizable for those who work in the library at your school to facilitate you to utilize database, Microsoft Access will be very auxiliary. It can facilitate you to engender, edit, and maintain database.

3. Microsoft Access Used in Office:

For office, there are many positions of people who often work with database. For examples are secretary, HRD, and financial planner. However, some other positions may additionally work database. It signifies that database becomes one of the most popular activities in an office. That is why you have to consider utilizing Microsoft Access. With Microsoft Access, everyone will be more facile to work with database.

4. Microsoft Access Used in The Workplaces:

If you have ever engendered or joined an organization, of course you ken about the activities to do in the workplace. In this case, what We mean is cognate to the report need. For examples are income and outcome report, activity plan, and there are still many things to report. Those reports will be much more facile to engender with Microsoft Access. That is why We verbally express that it belongs to one of the 5 Microsoft Access uses.

5. Microsoft Access Used for Programming Development:

Programmers withal often work with database. That is why they withal need Microsoft Access. Microsoft Access is very utilizable for programmers to facilitate their activities cognate to programming. That is why if you are a programmer, you have to ken how to utilize Microsoft Access program.

Those are 5 utilizations of MS Access that you require to ken. Microsoft Access can be a program that will be serviceable for other people with different vocations. Anyway, you have to learn about this program. Hopefully this will be serviceable. Besides, We additionally hope that it will be a good reference for you who want to ken about the utilizations of MS Access.

Advantages of MS-Access

• The main advantage of MS Access is that, it is facile to understand.
• It is the most popular because it is one of the best desktop databases.
• The graphical utilizer interface of this system additionally provides facile functionality.
• Any utilizer can facilely import the data or information in the MS Access database from different sources.
• It works facilely with sundry programming languages which authentically works on the Windows operating system.

Disadvantages of MS-Access

• The main disadvantage of MS access is that, it is circumscribed in size. It is utilized for only single departments and minuscule enterprises.
• This software application is not available over the cyber world, but it can be run on local systems after downloading from the cyber world.
• It only fortifies 255 concurrent users.

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