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Best Uses of Microsoft Access Lauren Lewis What is Microsoft Access? o MS access is a database management system from Microsoft that combines the relational Microsoft Jet Database Engine with a graphical user interface and software-development tools o Member of the Microsoft Office suite of applications, included in the Professional and higher editions or sold separately o Stores information for reference, reporting, and analysis o Helps individuals and businesses analyze large amounts of information and manage related data more efficiently than Microsoft Excel or other spreadsheet applications The Problem with Spreadsheets Real-World Applications o o o o o o o Personal applications Small-business applications Departmental applications Corporation-wide applications Front-end applications for enterprise-wide client/server databases Web applications Access as a development platform for personal applications Small Business Applications o MS Access wizards let you quickly and easily build the application’s foundation o Ability to create macros and to build code modules allows power users and developers to create code libraries of reusable functions o Ability to add code behind forms and reports allows businesses to create powerful custom forms and reports o Main limitation of using Access for developing a custom small-business application is the time and money involved in the development process Departmental Applications o Most departments in large corporations have the development budgets to produce well-designed applications o If complex form, report design, or coding is necessary, large corporations usually have on-site resources available that can provide the necessary assistance o Companies that do not have in-house resources with IT/database expertise may need to outsource or hire individuals with those skills internally Corporate-Wide Applications o o Can be used to produce applications that are distributed throughout an entire organization o Limit to the number of users who can concurrently share an Access application while maintaining acceptable performance Maintains consistency for enduser o Limit to the number of records that each table can contain without a significant performance drop More than 10 to 15 concurrent users More than 100,000 records Holds up to 2GB of data Front-end Applications for Enterprisewide Client/Server Databases o A client/server database processes queries on the server machine and returns results to the workstation o Acting as a front end, Access can display the data retrieved from the database server in reports, datasheets, or forms o If the user updates the data in an Access form, the workstation sends the update to the back-end database o Most expensive and complex option o Need resources with expertise on linking external databases or using techniques to access client/server data directly Why use MS Access? o o o o o o o o o Price Simplicity Developers charge less Ability to quickly produce prototypes Can easily update to SQL Server Quick fix while waiting for more robust system Flexibility Less code New connectivity (web applications) Examples http://microsoftaccesspros.com/samplemicrosoft-access-forms-reports-graphs.htm /FITCAlliance @FITCAlliance @FITC_Alliance FITC Group Follow us on Social Media! #FITC & visit fitc.cci.fsu.edu