Updated August 9, 2023
Introduction to Microsoft Access
This is an outline of the Features of Microsoft Access. Regular Microsoft Office users are not as familiar with Microsoft Access as with Microsoft Word, Excel, or PowerPoint. Since Access is a relational database application in the Microsoft Office Suite, which allows users to enter, manage and run reports on a larger scale, it is most suitable for those who need to organize large amounts of data quickly. In addition, it is layered between Excel, ideal for individuals with small data storage, and SQL Servers, which are required by larger teams and corporates.
With the help of Microsoft, Access, users can effectively manage important information by storing it conveniently for future reference, reporting, and analysis. As the name suggests, users can access organized information in their database with minimal effort.
Features of Microsoft Access
Let’s look at the 10 most powerful features of Microsoft Access.
1. Ideal for individual users and smaller teams
2. Easier than a client-server database to understand and use
3. Import and export to other Microsoft Office and other applications
4. Ready templates for regular users to create and publish data
5. Allows building and publishing Web databases effortlessly
6. A user-friendly feature, ‘Tell Me’ for assistance
7. Allows developers to create custom solutions using VBA code
8. Hide/Show option for Ribbon
9. Allows users to Report View Eliminates Extra Reports
10. Allows output Reports in PDF format
1. Ideal for Individual Users and Smaller Teams
The first feature of Microsoft Access is that it is a simple desktop application that does not require any specific hardware or license to function. Hence, it is ideal for individual users and smaller teams who do not require larger and more complicated databases for an extra price. Microsoft Access offers numerous advantages over database solutions over SQL Server and Oracle, where the need for a database is not very high. Many smaller teams can now avoid purchasing massive resources for their basic and simple needs with the help of Access. Further, they do not need anyone to administer or monitor Access which regular client-server databases may require. Moreover, it allows users to turn their database into an application introduced after Access 2007. Now let’s look at the following features of Microsoft Access.
2. It Is Easier than a Client-Server Database to Understand and Use
Personal computer applications like Microsoft Access have taken over many earlier applications relegated to client-server databases. Access users need not undergo special training to acquire the skills necessary to use the application.
Many users have self-tutored themselves to use Access for their individual needs. Creating and administering a database is simple and easy with the help of a readily available, well-organized set of templates which will be discussed further in this article. Users of Microsoft Excel will find Access easier to master since it is similar to Excel, as the fundamental concepts of databases are much different from Excel. Learning and managing this powerful application using the most effective techniques and tools available is possible even for new users with little or no knowledge of managing databases.
Microsoft Access stores different data sets known as Tables that are potentially related, which, when combined, increase data flexibility. By relating and joining tables together, Access, a Relational Database Management System (RDBMS) whole, provides more flexible reporting and functionality within this application to the users, making their tasks simple and easy.
3. Import and Export to other Microsoft Office and other Applications
One of the most useful features of Access is its ability to interface with data from many other programs. It is also easier to combine data created in other programs, transfer data between two other programs, or accumulate and store data over the long term, occasionally exporting data to other programs such as Excel for analysis.
With Microsoft Access, there are several ways to copy an object, such as a table or form, from one database to another effortlessly. Besides copying and pasting an object, Access also allows exporting an object with more options. For example, with Access, it is convenient to export the table definition and the data in the table or export just the table definition, which is a blank copy of the table as required. You can also save the details of the operation as an export specification for future use.
The Import and Export Link group displays icons for all the data formats Access can Import or Export Data. In addition, users see more formats that Access can work with by clicking more. For further convenience, the import/export wizard helps users with the task and saves the operation details as a specification.
4. Ready Templates for Regular Users to Create and Publish Data
Microsoft Access helps users create and manage databases even with minimal experience in the field. This is made possible with the help of several Microsoft Access templates, which have everything ready for use. On opening a specific template file, the user finds a new database with tables, forms, macros, reports, and other fields already created, saving time and effort.
The templates gallery conveniently comprises both desktop and web-based templates for the user to choose from. The best option for creating an Access database for personal use would be to use a desktop template. However, for creating databases for publishing on a SharePoint server, it is recommended that the user choose Web-based templates.
For example, the Desktop Customer Service Template from Access 2013 helps users create a customer service database to easily manage multiple issues by tracking assignments, priority, status, and resolution. Likewise, the Access Templates for Employee and Vendor Project Marketing help users create an extensive marketing project database to track time-sensitive deliverables, employee roles, and their priced vendors.
5. Allows Building and Publishing Web Databases Effortlessly
Users of Microsoft Access can either design their database or create a database using a readily available template per their requirements. Those tech-savvy and familiar with Web Databases would ideally design their database by creating a blank database on which they would create the tables their database would need on Access.
Those who need help or are unaware of their project’s required tables can use the templates available. In addition, Microsoft Access templates have a huge compilation of some commonly used databases that users would require.
Even new users can create a database using a template by the following steps
1. Open Access and open the backstage view by clicking on FILE.
2. Find the required template among the templates you would see there.
Users can search Microsoft Office online for additional templates if the required template is unavailable.
3. Tap or click the suitable template for the purpose and ensure that the selected template is specific for either a desktop database or Web Publishing.
4. Enter a file name and select a location to store the created database.
5. Tap or click the Create button to create the database.
It is as easy as that.
6. A user-friendly feature, ‘Tell Me.’
The new user-friendly feature ‘Tell Me’ introduced in Access 2016 works like an assistant helping users complete tasks quickly.
The feature is available as a text box on the Ribbon in Access 2016 that says Tell me what you want to do with a bulb beside it. Users can enter words and phrases in the text field related to what they want to do next and quickly get to features they want to use or actions they want to perform. It also provides help related to what is being searched for.
For example, when the word ‘filter’ is entered, all the filter-related options in the application will crop up. Users do not have to hunt any feature down through a maze of menus with the Tell Me bar available. Moreover, unlike help assistants of the past, this feature doesn’t tell the user how to perform a specific function; it simply offers a simple step.
7. Allows Developers to Create Custom Solutions using VBA Code
Visual Basic for Applications (VBA) is a programming language that can be used with Microsoft Access. Developers using Access can create custom solutions for their database using VBA code, an effective programming language consisting of a code/command for specific programs. The instructions will cause actions to occur automatically when the program is executed. This powerful feature allows developers to extend basic custom end-user solutions to a professional solutions using advanced automation, data validation, error trapping, and multi-user support in their databases.
8. Hide/Show Option for Ribbon
The Access window consists of various components helping users work more efficiently. The important components are the Navigation Pane, Access work area, Ribbon, shortcut menus, and Quick Access Toolbar. Some of these components are common to other Office apps, whereas others are unique to Access.
The Ribbon contains five tabs used to accomplish various tasks on the computer related to organizing and managing the contents of the open window in Access. It is located near the top of the window below the title bar and provides easy, central Access to the tasks performed while creating a database.
The Ribbon available in Access consists of tabs, groups, and commands. Each tab contains a collection of groups, and each group has related functions. It can be further customized to suit the user’s requirements.
The Ribbon, which initially displays several main tabs, can be irritating. Now users can hide the Ribbon when not required to have a clutter-free screen. In addition, the minimize option for the Ribbon can be set for the Ribbon in Access by double-clicking for future sessions. Now users do not have to worry about the Ribbon infringing on their work area.
9. Report View Eliminates Extra Reports
With Microsoft Access, users can choose four different ways to view reports:
• Report view
• Print Preview
• Layout view
• Design view.
Report view shows the report on the screen as users would prefer to see it. A very useful feature of Access, the new Report View allows users to perform ad hoc filters on a report, similar to how they can filter forms. Users can choose which fields they desire on their reports by choosing their preferences from multiple tables or queries. Then, the reports can be modified to meet the user requirements by filtering specific column values or words that begin with or contain similar letters or data ranges. The resulting reports show exactly what the viewer wants to see, with summaries automatically recalculated. Moreover, this requires no special programming skills on behalf of the user.
Further, developers can add grouping levels, set the order for their records, and sort records in ascending or descending order. Finally, the user will see the report as they want, with all the extra unwanted fields eliminated. With little effort, the readability of the reports will be enhanced, and they will become more viewer-friendly.
With the help of hiding Duplicates property to Yes, viewers can eliminate unwanted duplicate reports when needed.
10. Output Reports in PDF format
Today, more and more users share databases through electronic image formats, popularly known as fixed formats, like PDF by Adobe Systems and XPS by Microsoft. Access allows users to create reports in electronic image files through the EXTERNAL DATA tab on the Ribbon. These reports can be viewed even by users who do not have Access installed on their system since the PDF file can be opened on
Adobe reader.
With the reports and database shared in PDF format, the applications of Access have been enhanced significantly. Users love this output type, a useful addition that makes it convenient and simple to distribute reports via email, saves paper, and contributes to green computing.
Conclusion
In this article, we have seen features of Microsoft Access with all the above features and many more. It is no wonder that Microsoft Access is today the world’s leading database system, with millions of users and hundreds of thousands of developers benefitting from it.
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