You can have many tables in one Access database (i.e. NOTE: An Access database is a container for lots of different items. The power of the relational database lies in its ability to relate two or more tables together to retrieve and collate information. These consist of fields and records:Ī Field is a piece of data of a specific type: In an Access database, data is stored in the form of a table. Microsoft Access is an RDBMS, a Relational Database Management System. Queries will run slightly quicker in a Flat File Database System.Because of data duplication for each record entered in a Flat File System.The power of the relational database system lies in its ability to relate two or more tables together to retrieve and collate information. Also ‘queries’ or methods of searching for specific data are much faster. This means that data entry is quicker with less wasted effort. Where a Flat File system deals with all the information on a single table a Relational Database System splits a broad range of information into several tables. Flat file Database Vs Relational Database Because these more advanced databases can involve multiple data tables they are sometimes referred to as three-dimensional databases. Data records can be extracted from several tables at the same time. Relational – A relational database involves several individual tables which are linked by common key values. An old dfashioned example of a flat file or two-dimensional database is the old printed telephone directory. “Databases” created in spreadsheet applications (like Microsoft Excel) are flat file databases. Your Data will be organised, easy to maintain, easy to store and easy to retrieve Types of Database Structures:Ī Flat File Database – A simple table, consisting of categories (or fields) in columnar format and records entered in rows. Sorting and resorting data indifferent ways is achieved quickly and with little fuss.Īs it is stored centrally, data need only be dealt with once. In simple terms: Data =Ĭomputerised data takes up less space than its paper equivalent. Database ConceptsĪ database is a collection of information organised and presented in a structured way. They only offer simple query options, do not guard data integrity, and offer little to no protection from data corruption. Spreadsheets are not ideal for long-term data storage.
#20 unique uses of microsoft excel spreadsheets professional
You can use Excel to build models for analysing data, write simple and complex formulas to perform calculation on that data, pivot the data any way that you want, and present data in a variety of professional looking charts.Īs sophisticated as spreadsheets have become, they still have some serious drawbacks. However, instead of serving as a database management system, such as Access, Excel is optimised for data analysis and calculation.
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This structure helps you ensure that only the correct types of data are entered.Īccess stores data in tables that look much the same as worksheets - but Access tables are designed for complex querying in relation to data stored in other tables.Īs a spreadsheet application, Microsoft Excel can store large amounts of data in workbooks that contain one or more worksheets. Access provides more structure for your data for example, you can control what types of data can be entered, what values can be entered, and you can specify how data in one table is related to data in other tables.
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You can use Access to automate frequently performed actions, and Access reports let you summarise data in printed or electronic form. Access forms provide a more convenient interface than an Excel worksheet for working with your data.
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In very general terms, Microsoft Access may be the best choice when you have to track and record data regularly, and then display, export, or print subsets of that data. For example, if it is your goal to maintain data integrity in a format that can be accessed by multiple users, Access is your best choice, whereas Excel is better suited for complex numerical data that you want to analyse in depth. Excel gains added data manipulation functionality through Power Query and PowerPivot.Įach application has distinct attributes providing their own advantages, depending on the type of data that you are managing and what you want to do with that data.
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For example, both programs can store large amounts of data, run powerful queries and analysis tools to slice and dice that data, and perform sophisticated calculations that return the data that you need. They possess many similarities, which can make it difficult to decide which program you should use. Microsoft Excel is a spreadsheet application. Microsoft Access is a database application. When should I use Excel Spreadsheets and Access Databases for my different types of data?