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Microsoft Access Software Functionalities

Posted On: Jul 09, 2014

Microsoft Access Database

Are you thinking of going Green and if you or your organization still making use of a paper forms to store, retrieve and communicate the business critical information, it is high time that you look into converting the paper forms into one of the most simple and flexible Database Management Systems (DBMS). It is also possible to store the paper forms collected over the history of the business converted into permanent electronic form and store them once for all.


Creating and maintaining a data management system can often be a tedious and time-consuming task, but it is becoming a need to run daily businesses operations and personal users. A database can best be described as an electronic data management system, stored on a single computer or on a network for a larger user-group, whereby one can quickly access the required, accurate and applicable information to take right decision in right time. It helps tracking and report the information with ease.


There are many different types of information (such as numerical, picture, full text or even a combination of some, or all of, these) to be stored on a typical business operation. The database would enable us to organize in such a way that desired information could quickly be selected and retrieved with appropriate computer program.


Microsoft Access is an excellent example of a database management system, for the creation and manipulation of data. It has a variety of functions that allow an efficient database creation and maintenance. It is not necessary to be a highly-skilled programmer to be able to make use of Access, as anyone with a medium computer skill can use it to build simple applications. But a certain level of command, knowledge on this package required in ensuring a comprehensive, efficient database to address the complex data management tasks.


Microsoft Access is being used by a wide variety of users such as, small businesses wanting to maintain business transactions along with customer records, various departments within a large corporation for the collection, management and quick analysis of business data. The Access database is consisting of various functions such as tables, forms, Macros, reports and queries that help user to perform data storing, analysis and retrieval tasks. All of these functions can be contained and managed in one database file. Without which, one (or group) has to store parts of the required information in different locations on different PCs on a network, which can lead to the duplication of data entry as well as redundancies and poor quality of information. This might lead to wrong judgment in decision-making.


You may also observe that the database is similar in appearance to a spreadsheet, in that it is made up of rows and columns, so it is quite simple to import information into the database from a spreadsheet. The important difference between a database and a spreadsheet is how the data is organised and pretty much endless possibilities of reporting and analyzing the data collected.


Below are some of numerous advantages with Microsoft Access:

  • Add new data to a database, such as a new customer record or an inquiry from a new prospect
  • Edit existing data in the database, such as changing the customer address
  • Delete information, perhaps if an item is sold or discarded
  • Organize and view the data in different ways via queries and reports
  • Share the data with others via reports, e-mail messages, or on Internet
  • Provide instantaneous and shared data access to a group of users
  • Possibility of centralized information management system.
  • Very small storage space compared to numerous spreadsheets required storing the same amount of information.
  • Complex tasks and data entry validations can be done using VBA program, thus achieving the best quality of data collected.


Microsoft Access is therefore a comprehensive database product with lot of useful features that allow users to store, retrieve, modify and analyze data, easily and effectively to run provide a seamless day-to-day business operations.