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Access FAQ
What is Access
Microsoft Access is a database management system (DBMS) that combines the relational Microsoft Jet Database Engine with a graphical user interface (GUI) and software development tools. It is part of the Microsoft 365 suite of productivity applications and is used primarily to create and manage databases.
Business Computer Skills offers a variety of Microsoft Access training classes across the nation. Get the professional training you need to take your Access skills to the next level.
Whether you want to learn Access database basics, master joining tables and reporting, learn about Access VBA, or are working towards a MOS Access certification, we have the right course for you.
How Microsoft Access Works
Database Engine:
At the core of Microsoft Access is the Jet Database Engine, which handles the storage, retrieval, and management of data. The engine supports the creation and manipulation of relational databases, where data is stored in tables that can be linked by common fields.
Tables:
Tables are the fundamental building blocks of a database in Access. They store data in rows (records) and columns (fields), similar to a spreadsheet. Each table typically contains data about a specific subject (e.g., customers, products, orders). Tables in Access are similar to those in larger relational databases like SQL Server or Oracle.
Queries:
Queries are used to retrieve and manipulate data. They allow users to filter, sort, and perform calculations on data from one or more tables. In Access, users can create simple queries using a graphical interface or more complex queries using SQL (Structured Query Language). Queries can also update, insert, or delete data in the database.
Forms:
Forms provide a user-friendly way to input, modify, and view data in the database. Forms are often used as data entry screens, where users can add or edit records in a more intuitive way than working directly with tables. Forms can include drop-down lists, buttons, and other controls to make data entry easier and less error-prone.
Reports:
Reports are used to present data in a formatted, printable manner. Access allows users to create detailed reports that summarize or display specific sets of data. Reports are highly customizable and can include grouping, sorting, and calculated fields.
Macros:
Macros are automated sequences of actions that can perform repetitive tasks in Access. For example, a macro could be used to open a report when a button is clicked or to validate data entered into a form. They are relatively easy to create using a point-and-click interface, making automation accessible to non-programmers.
Modules (VBA - Visual Basic for Applications):
For more advanced users, Access supports programming using VBA. VBA can be used to create custom functions, automate complex tasks, and interact with other applications like Excel or Outlook. Modules contain the VBA code that can control the behavior of forms, reports, or entire applications.
Features and Benefits of Microsoft Access
Ease of Use:
Access is designed to be user-friendly, making it accessible to people with little or no programming experience. The graphical interface, wizards, and templates allow users to quickly create databases and perform basic data operations.
Integration with Other Microsoft Applications:
Access integrates well with other Microsoft Office applications like Excel, Word, and Outlook. Users can import and export data between Access and Excel, generate Word mail merges using Access data, and automate tasks involving multiple applications.
Relational Database Capabilities:
Access supports relationships between tables, which allows for the organization and normalization of data. This feature ensures that data redundancy is minimized and improves the integrity of the data.
Small to Medium-Scale Applications:
Access is ideal for small to medium-sized applications and is often used by small businesses, non-profits, and individual departments within larger organizations. It can handle several thousand records with ease, although for larger datasets or concurrent users, a more powerful DBMS like Microsoft SQL Server is recommended.
Cost-Effective:
Since it comes as part of the Microsoft 365 suite, many organizations already have access to it without needing to purchase additional database software.
Customizable:
Users can tailor databases to their specific needs by creating custom forms, queries, reports, and workflows.
Built-in Security:
Access offers various security features, including user-level security, the ability to encrypt databases, and integration with Windows security features.
Limitations of Microsoft Access
Scalability:
Access is not designed for very large-scale applications. It can become slow and inefficient when dealing with large volumes of data or many concurrent users. For applications requiring high performance, Microsoft recommends upgrading to SQL Server or another enterprise-grade DBMS.
Multi-User Environment:
While Access can be used in a multi-user environment, it has limitations regarding how many users can work on the same database concurrently. As the number of users grows, the database can experience locking issues and performance degradation.
Web and Mobile Limitations:
Access is primarily a desktop application and does not offer native web or mobile functionality. While there are ways to publish Access databases to the web using SharePoint or SQL Server, these solutions can be complex and have limited functionality.
Use Cases of Microsoft Access
Small Business Applications:
Many small businesses use Access to manage inventory, track customer information, or handle invoicing. It provides a low-cost solution for businesses that need more than a spreadsheet but do not require an enterprise-level database.
Departmental Solutions:
Within larger organizations, Access is often used by individual departments for specific applications, such as project tracking, employee scheduling, or managing client data.
Prototyping:
Developers sometimes use Access to prototype database applications quickly before scaling them up to more robust systems like SQL Server.
Data Analysis:
Access can be used to analyze large datasets by importing data from Excel or other sources, running queries, and generating reports for analysis.
In 2024, Microsoft Access certifications are part of the Microsoft Office Specialist (MOS) program, with the key certification being the Microsoft Office Specialist: Access Expert (Office 2019). This certification is designed for individuals who want to showcase their expertise in Microsoft Access, focusing on tasks like:
Creating and managing databases
Building multi-table queries
Designing forms and reports
Managing database objects such as tables and relationships
Candidates typically require about 150 hours of practical experience to adequately prepare for the exam. The certification involves performance-based assessments that simulate real-world database management tasks, ensuring candidates can apply their knowledge effectively in a professional environment.
Jobs that Use Microsoft Access
Microsoft Access is a database management system (DBMS) that is commonly used for data entry, storage, and reporting. Jobs that utilize Microsoft Access often require managing, analyzing, and reporting data. Here are some examples of jobs that use Microsoft Access:
1. Data Analyst
Analyzing data to find trends, patterns, and insights
Using Access for data organization and querying
Creating reports and data visualizations
2. Database Administrator (DBA)
Managing and maintaining Access databases
Creating and modifying database structures
Ensuring data integrity and security
3. Business Analyst
Utilizing Access to gather and analyze business data
Producing reports that inform business decisions
Developing automated queries and reports in Access
4. Administrative Assistant / Office Manager
Managing databases of customer or employee information
Tracking and reporting inventory, orders, or finances
Creating user-friendly forms and queries for data entry
5. Finance or Accounting Roles
Using Access for budget tracking, financial reporting, and forecasting
Storing and managing large volumes of financial data
Generating custom reports and managing financial databases
6. Project Manager
Organizing and tracking project data, schedules, and budgets
Using Access to maintain detailed records on project deliverables and timelines
Reporting progress through custom queries and reports
7. IT Support Specialist
Assisting users with Access database setup, maintenance, and troubleshooting
Managing internal databases and supporting database queries
Training staff on how to use Access effectively
8. Healthcare Data Coordinator
Managing patient records, appointments, and medical data
Creating reports for healthcare metrics and outcomes
Ensuring compliance with healthcare data standards through database management
9. Customer Relationship Manager (CRM)
Tracking customer interactions, sales, and communications in Access
Reporting on customer data trends and marketing campaign effectiveness
Creating custom solutions for managing client information
10. Research Analyst
Managing large datasets for research purposes
Running complex queries and generating reports for data analysis
Storing and organizing research data
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Need Access Group Training?
We offer private Access group training services for organizations looking to upskill their team members with a live-instructor.
Access Programming with VBA Course Format: Virtual Live Instructor Course Location: Available Nationwide and Online Class Date(s): 1/6/2025 - 1/8/2025 Course Fee : $1195
Access Programming with VBA Course Format: Virtual Live Instructor Course Location: Available Nationwide and Online Class Date(s): 2/5/2025 - 2/7/2025 Course Fee : $1195
Access Programming with VBA Course Format: Virtual Live Instructor Course Location: Available Nationwide and Online Class Date(s): 3/3/2025 - 3/5/2025 Course Fee : $1195
Access Programming with VBA Course Format: Virtual Live Instructor Course Location: Available Nationwide and Online Class Date(s): 4/2/2025 - 4/4/2025 Course Fee : $1195
Access Programming with VBA Course Format: Virtual Live Instructor Course Location: Available Nationwide and Online Class Date(s): 4/28/2025 - 4/30/2025 Course Fee : $1195
While a large number of people today use Access products in some capacity, and are familiar with its general usage, many of them just scratch the surface of knowing what this diverse suite of software and services can do, and how it can help them do their jobs more efficiently.
Business Computer Skills offers Access Training in a variety of formats to help users build their Access skills:
Microsoft Access is a database management system (DBMS) that combines the relational Microsoft Jet Database Engine with a graphical user interface (GUI) and software development tools. It is part of the Microsoft 365 suite of productivity applications and is used primarily to create and manage databases.
Business Computer Skills offers a variety of Microsoft Access training classes across the nation. Get the professional training you need to take your Access skills to the next level.
Whether you want to learn Access database basics, master joining tables and reporting, learn about Access VBA, or are working towards a MOS Access certification, we have the right course for you.
Below are links to our available Access Training courses, Access Tutorials, and other great resources to help you learn all the available topics for Access.
Free Access Tutorials and Resources
As a service to our customers, we are actively developing a library of free Access tutorials for you to use. We know that sometimes you may not need an entire course to learn what you need in Access, so we wanted to provide some good resources that can help you accomplish some common tasks in Access.
Below are some links to free Access tutorials from Business Computer Skills and other sources:
No Tutorials are currently available.
Access Certifications
Getting a Certifcation in Access will demonstrate a proficiency in using Access. These certifications can be beneficial to your career and can be obtained by getting the appropriate training and passing a certification exam from microsoft.
