Question

1) Write a 400 word summary on when it would be more useful to use Microsoft Access Database rather than Microsoft Excel when using and storing data.

Answer 1

It would be more useful to use Microsoft Access Database rather than Microsoft Excel when using and storing data --

• Excel is used to store complex numerical data, creating charts whereas access deal with database which include - creating, manipulating data.
• Access is more better for storing data rather than microsoft excel. access helps to keep the data in organized manner., easy to search, available to multiple users.
• For example -- if you want to store more complex customer list which contains billing and shipping address for each and every customer than access can be best.
• Where as excel is better in analyization of data which include - calculation, exploring posible outcomes and producing high quality charts.
• Access using relational database where the information are organized into multiple tabels.
• Each table is flat and contain information only one type of data. for example -- if a customer database is created then the names of the customer should be stored in one table and the data of those customer about billing and shipping address will be stored in separate tables.
• local and external data --
• The access can be used to connect data form a variety of external data sources, so that the user can easily view, edit and query data without importing.
• For example -- access provide commands to connect with exisiting data in microsoft SQL server database.
• Data integrity and flexibility --
• By using Access, AutoNumber number data type can be used to generate a unique identifier for each record.
• this identifier can be used to relate records in one table to one or more record in another table. The access helps to ensure data integrity.
• If you want to view your data in different ways then access can be better choice to store and working with your data.
• Access uses SQL queries to to retrive rows and columns of data, you want and it also use expression in queries to create calculated fields.
• In excel you can use what-if analysis tools to forecast outcome of worksheet. it allows different scenarion in your data like best case abd worst case scenario and compare data.
• In acsess, single database can be opened by multiple users at the same time. and all users can edit different records without conflict.
• Access provide different ways to collaborate with multiple users on a sharepoint site.
• For example -- full database can be uploaded to windows sharepoint services document liabrary.
• But excel provide one way to collaborate with multiple users on a sharepoint services site. a workbook can be uploaded in windows sharepoint site.