What is Microsoft Access and Its Key Benefits?

The machine makes our life easier; especially if you’re not aware of the usage of the applications, you can still use the technology to make your workflow smooth. For example, working professional needs to manage a whole day's database, including daily transactions, invoices, small-big bills, etc. In addition, Microsoft brings Access to help professionals to maintain the database with a systematic approach. Hence, Microsoft Access is a database management system that provides software to create and manage business processes keeping all necessary data at their fingertips.

Today's post will highlight Microsoft Access and its key benefits.

What is Microsoft Access?

Microsoft Access, a database management system, comes with the combination of the ACE or Access Database Engine with a functional graphical user interface. Microsoft Access is a member of 365 suite applications and developed for the business house to manage enormous data for analysis, control, and work with them.

In 1992, Microsoft introduced its first version. Users have had a great experience since its launch. Over time, Microsoft developers have upgraded the Access and made it better to produce smoother results.

What is the Use of Microsoft Access?

MS Access is broadly used to build up a database to help data analysts. It's a database architecture that allows work with massive data regularly. Below are some practical uses of MS Access -

  • When you use Access, you can manage accounts and bills

  • Access provides a table and customizes options to store the data

  • You can edit or modify the table design based on your requirement

  • The database can help design websites

  • The massive database stored in Access is helpful in comparison between products and service and help in decision-making based on the analysis report.

Types of Databases You Can Store in MS Access

Despite the volume of your business or clients, you can store two types of databases. They're -

  • Flat File Database - In this format, you need to store the data in a plain text file and cannot create multiple tables.

  • Relational Database - In this form, the database is stored so that it relates to one another. Further, the organization of the data supports each other in the form of rows and columns.

What Are the Components of MS Access?

Managing accounts is the main component of MS Access. It's a primary accounting database that helps keep invoices and bills up-to-date, manage budgets, credit and debit transactions, etc. If you're dealing with multiple transactions of large amounts, you need to store all these data systems so that you can count every penny your company uses. Access is like an account book of your household, but here the volume is significant, and you'll get a graphical user interface.

Let's move to its components and discuss them briefly.

Tables - Tables created in the Access in the form of rows and columns. You need to enter the exact data to extract the perfect calculation. The table's appearance is similar to the Google Spreadsheet Or Excel sheet that includes column headings and titles.

Queries - The user is looking for a calculation or output after preparing the table. It is called Queries. Through Queries, you can filter measures, sort out the pending information, update new data, etc.

Macros - Macros is used to make the report. It enables automating multiple tasks and to avail the accurate report.

Relationship - If you add more than one table, it creates a relationship between the tables. It follows the relationship orders like one to one, one to many, and many to many.

Forms - Forms are a user interface component for a database application. You can use the Forms classified into bound and unbound forms.

Report - The report provides the information you've entered after analyzing or reviewing the database. Later you can customize or modify the report as per your requirement

Module - A module is a pre-defined instruction created by the programmer in the database. You can utilize the module and manage and control your database.

Key Benefits of Microsoft Access

Let's look into some of the key benefits of Microsoft Access -

Easy to install

MS Access takes minimum time to install on your PC. Once the installation is done, you can use its complete functional database with the Wizard guide. Even if you're not a technical person, you can still use the application effortlessly and utilize its benefits.

Simple integration

The integration is simple, and within a few clicks, you can integrate it with your Windows system and another office suite.

Manage massive data

You can analyze an extensive database. It allows you to manage 2GB of data, including database objects.

Compatible with SQL

It offers a graphical interface that is compatible with SQL. Further, you can use its SQL statement in Macros and Visual Basic for Application (VBA).

Easy data sharing

Access offers a multi-user feature to enable the data-sharing option for up to 40 people simultaneously. They can further edit or modify the entries with whom you share the data. The latest version of Access allows you to create a web application to make the necessary changes using a web browser.

Automate function

The program lets you automate functions with Macros. It also enables summarizing the data report in digital or printed form.

Various templates and wizards

Microsoft offers various readymade templates within the program. If you want more, you can download it from the Microsoft website. These templates and wizards allow users to work with pre-defined tables, queries, forms, macros, and reports.

Easy import & export

MS Access offers tools under the External Data menu tab that allows you to import various data from several sources. For example, if you have many data sources like Word, Excel, Web browser, etc., you can import them. Further, its External Data tab allows you to export data from Access with different formats.

Simple user interface

Access's attractive graphical interface gives users satisfaction. Its simple function allows you to create, manage, analyze the data and prepare reports.

Cost effective

MS Access is a much cheaper database management system than Oracle or SQL servers.

These are the advantages you can avail yourself of once you install MS Access on your PC and start working with it. We have come up with tips to use MS Access effectively.

Tips to Use MS Access

  • Keep your normal Tables

  • Maintain the Primary key for every Table

  • Tables should have Relationship

  • Maintain One Field and Numeric key for the Primary key

  • Remove unnecessary Subdatasheets

  • Select Optimal Data Types

  • Add Secondary Indexes when necessary

  • Do not go for over index

  • Go with Backups

  • Organize Small Indexes for multi-field index


MS Access can provide you with a systematic program to manage and analyze your database and allow you to prepare all reports to check your finance. Go with the application and organize your invoices and bills systematically.