Data Science

What is Microsoft Access, and Why is it an Excellent Tool for Data Science?

Written by Contributing Writer
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Updated on September 30, 2024

Data drives today’s world, from companies big to small, leading to a rise in prominence to the various tools available for managing it effectively. With the right tools, you can efficiently handle the vast amounts of data generated daily, helping to streamline processes and make sense of the overwhelming influx.

Considering this, this article focuses on the prospects of Microsoft Access, delving into key aspects, including what it is, how it compares to Excel, its advantages and disadvantages, and its practical applications. This will give you a better understanding of the software platform and why it’s essential in your data science training.

What is Microsoft Access in a Nutshell?

Released in November 1992, Microsoft Access is a database management system produced by Microsoft and part of the Microsoft 365 office suite. It is one of the first mass-market database programs for Windows, combining Microsoft’s relational Jet Database Engine with software development tools and a Graphic User Interface (GUI).

It enables businesses and enterprise users to manage data and analyze vast amounts of information efficiently, providing a blend of database functionality and programming capabilities for creating easy-to-navigate forms. It’s similar to Microsoft Excel in that you can store, edit, and view data. Access, however, does have a few tricks up its sleeve, offering quite a bit more.

Also Read: What is a Data Warehouse? Characteristics, Architecture, Types, and Benefits

How MS Access Sets Itself Apart

Microsoft Access is quite popular in the data science space. It offers a wide range of features that simplify database creation and management, and it has a few bells and whistles that set it apart from the competition.

Intuitive Interface: Microsoft Access features an intuitive interface that simplifies the creation and management of databases. Its drag-and-drop functionality allows users to easily build tables, forms, queries, and reports, even without deep technical expertise.
Versatile Templates: Access has a variety of customizable templates, perfect for jump-starting your database projects. These templates cater to various use cases, such as inventory management, customer relationship management, and project tracking.
Advanced Query Design: Microsoft Access’s robust query designer allows users to pull specific data from tables based on defined criteria. This function supports sorting, filtering, and aggregating data from multiple tables, making the retrieval process precise and efficient.
Comprehensive Reporting: Microsoft Access hosts several integrated reporting tools that simplify creating professional reports from your data. You can design charts, graphs, and summaries, all within the same platform, to visualize and present your data effectively.
Tailored Forms: With Access, you can design custom forms that make data entry and viewing more accessible and user-friendly. The platform includes various controls, such as text boxes, drop-down lists, and buttons tailored to your database’s needs.
Automation with Macros: Access features macros that help automate routine tasks like opening forms and running queries. This automation can significantly boost productivity and streamline database operations.
Custom Coding: The platform supports custom coding through Visual Basic for Applications (VBA), allowing users to create personalized functions and automate more complex tasks, extending the platform’s functionality.
Near Limitless Collaboration Capabilities: Access makes it very easy to collaborate by sharing databases with other users. You can control user access levels, assign specific permissions to individuals or groups, and ensure data security and effective team collaboration.
Seamless Integration: Access integrates smoothly with other Microsoft Office applications, such as Excel and Word. This interoperability facilitates data import/export and allows you to generate comprehensive reports and charts using data from various sources.

What is Microsoft Access, and How Does It Differ from Excel?

To understand the difference, it’s important to understand what Excel is. Microsoft Excel is a spreadsheet utility used chiefly for individual projects and performing brief, relatively simple calculations with data. Excel users typically work with a limited number of data cells simultaneously, from a few dozen to a couple of hundred, making it well suited to graphing and charting data points and calculations.

Here’s a table highlighting the differences between Microsoft Access and Excel.

MS Access	MS Excel
Works with all types of data, including numbers and text. Typically used to collect and organize data.	It works primarily with numbers and is used for calculations and spreadsheets.
It’s relatively more flexible to work with.	It’s less flexible than Microsoft Access.
Typically locks data at the record level, allowing multiple users to work on the same database file.	The whole spreadsheet is locked, allowing only one user to work with it simultaneously.
Comprising multiple tools and functionalities makes it complex to learn.	Its functionalities are limited, making it easier to learn.
It lets users adapt and build functional data templates and data entry forms.	The scope here is limited as users can only work with the primary data screen.
It allows for a much larger data storage capacity. This is due to its prime functions involved in data storage and manipulation.	It has a comparatively smaller data storage capacity because it’s not built for data storage.
It functions based on multiple relational tables and data sheets.	It works on a flat worksheet data model.
It’s great for large-scale projects over the long term.	It’s better suited for smaller-scale projects and the short term.

Also Read: 10 Top Data Collection Tools For Data Science Professionals

Identifying The Use Cases for Microsoft Access

Microsoft Access is quite popular among analysts today making the platform a sort of go-to for all things database-related. That said, there are a few cases in which we see it more commonly used.

Planning and conducting data retrieval queries
Creating forms for data entry or viewing
Importing data from Excel or other databases
Allowing users to interact and collaborate with Access via SQL
Designing reports to be either printed or turned into a PDF

What is Microsoft Access, and What are Its Primary Elements?

There are a few core components that make up the Microsoft Access experience:

Tables: The most common component, data in Access, is stored in tables and organized into rows and columns. Users can create a “flat” database, storing all project-related data in one table.
Relational Databases: Instead of placing all the project data in a single table, creating multiple tables is seen as more efficient, with each focusing on a different aspect of the project. These tables can be interconnected, forming a relational database.
Forms: Forms allow users to input data into the database easily, eliminating the need for a spreadsheet.
Macros: Macros are small sets of instructions that automate repetitive tasks, saving time and effort.
Modules: These consist of procedures or functions written in Visual Basic for Applications, allowing for customized programming within Access.
Queries: Queries are used to search and retrieve specific information from databases, a vital feature for managing large datasets.
Reports: Reports help users organize, summarize, and present data in a format that’s easy to print or share.

Also Read: Is Data Science Hard? What Does It Take to Get Into the Field?

Understanding Microsoft Access’s Architecture

Microsoft Access is designed to be both flexible and user-friendly. It’s a Relational Database Management System (RDBMS) whose components provide a robust working environment for efficient database management. Its architecture is composed of several key components:

Tables store data in a structured format of rows and columns. They organize related information into groups with various data types, such as text, numbers, and dates.
Forms provide an intuitive interface for data entry into tables. They are customizable with drag-and-drop tools and various controls, making data entry straightforward.
Queries allow users to retrieve specific data from tables based on criteria they define. They enable sorting, filtering, and aggregating data across multiple tables, all through a graphical query designer.
Reports present data in a visually organized format, ideal for creating summaries, charts, and graphs. They draw on data from one or more tables to create professional presentations.
Macros automate repetitive tasks in Access, such as opening forms or running queries. These can be triggered by user actions or database events, improving efficiency.
Modules are used to write custom code in Visual Basic for Applications. They allow for creating custom functions, automating complex tasks, and integrating with other applications.
Security manages user permissions at different levels. This user-level security ensures that only authorized individuals can access or modify specific parts of the database.
Back-End Database Servers like Microsoft SQL Server or Oracle are connected to the front end and act as larger, multi-user environments. This setup enhances scalability, performance, and concurrent user access.

MS Access Overview: Database and Data Types

Microsoft Access features two main types of databases:

Flat File Databases: These store data in plain text and do not support multiple tables.
Relational Databases: These allow for data to be stored in multiple interconnected tables, organizing data into rows and columns for better structure.

In addition, Microsoft Access databases use the following data types:

Attachment: Stores files like images or other media.
Auto Number: Automatically generates a unique number for new records.
Calculate: Uses expressions to derive values from one or more fields.
Currency: Handles currency values and numbers with up to four decimal places.
Date/Time: Stores date and time information, ranging from the year 100 to 9999.
Hyperlink: Stores text and numbers for hyperlink addresses.
Long Text: Suitable for large text entries, over 63,000 characters.
Number: Stores numeric data for mathematical calculations.
OLE Objects: Holds binary objects like audio, video, and large files.
Short Text: Stores text and numbers not involved in calculations.
Yes/No: Records logical values like Yes/No or True/False.

Key Benefits of Microsoft Access

MS Access does bring about with it a host of benefits:

It provides a fully functional relational database management system in minutes
Easily imports data from various sources
It’s customizable to meet individual or business needs
It’s compatible with development languages on Windows
It’s versatile and powerful for handling complex office or industrial database tasks
Allows linking to data in its current location for viewing, querying, and reporting
Simple to install, user-friendly, and intuitive
It supports creating tables, forms, queries and reports with Macros for added functionality
Macros simplify programming tasks and enhance database features
Performs complex joins across data stored on multiple platforms

Shortcomings of Microsoft Access

Every platform has its fair share of drawbacks, too. Here are some:

Performance issues arise when too many users access the database simultaneously, limiting its scalability
Many claim that it’s better suited for small-to-medium businesses but not ideal for larger organizations
It’s less secure compared to other database systems for handling confidential data
It lacks the robustness of DBMS systems like MS SQL Server or Oracle
Storing all data in one file can slow down reports, queries, and forms
Though technically supporting 255 users, practical limits range from 10 to 80, depending on the application
MS Access is far more complex, requiring more learning and training than other Microsoft programs

Also Read: What Are the Components of Data Science?

Learn How to Leverage MS Access for Data Science

Microsoft Access is an excellent database tool for individuals, small to medium-sized businesses, and departments within larger companies, offering more functionality than Excel. While it may have shortcomings, it’s important to understand that there isn’t a universal solution for everyone and that every organization will likely have its own needs. However, there is no doubt that incorporating Microsoft Access into your data science learning can go a long way in setting you apart from the rest.