You can also use Access queries to summarize data and to present aggregate values, such as sums, averages, and counts. Modeling In Excel, you can use what-if analysis tools to forecast the outcome of a worksheet model. What-if analysis allows you to run different scenarios on your data, such as best case and worst case scenarios, and compare the resulting data of several scenarios in a summary report.
No similar feature is available in Access. However, Excel provides more advanced PivotTable reporting and charting features than Access does. If you plan to create extensive PivotTable reports or provide professional looking charts regularly, you should use PivotTable reporting or PivotTable charting in Excel instead of the same features in Access.
Both Access and Excel can be used in collaborative environments, such as Windows SharePoint Services and network file shares, but there are differences in the way the data can be accessed by multiple users. Multiple user access to data Under normal operation, Access lets multiple users open a single database at the same time; this works well because Access locks only the data that is being edited; as a result, other users can edit different records without conflicts.
In Excel, you can share a workbook with other users, but multi-user collaboration functions best when users work on the data in that workbook at different times instead of simultaneously. In effect, users of an Access database collaborate on a set of data , and users of an Excel workbook collaborate on a document.
Access provides a variety of ways to collaborate with multiple users on a SharePoint site. For example, you can upload a full database to a Windows SharePoint Services document library, make forms and reports available as Windows SharePoint Services views, and link a database to data that is stored in SharePoint lists. Excel provides only one way to collaborate with multiple users on a SharePoint Services site.
You can upload a workbook to Windows SharePoint Services document libraries, where individual users can check out the workbook to make changes, preventing other users from modifying the workbook at the same time. Users can edit a workbook without checking it out of the document library, in which case they must coordinate with other users to avoid data conflicts. Using network folders for collaboration If you store an Access database in a shared network folder, multiple users can open the database and work with its data simultaneously.
Individual records are locked when a user edits them. If you store an Excel workbook in a shared network folder, only one user can edit the workbook at a time. For viewing purposes, multiple users can open the workbook while another user is editing it but those users cannot make any changes to the data until the user who is editing the workbook closes it.
Both programs provide similar features — passwords and encryption — that can help you prevent data loss and protect your data from unauthorized access. However, there are some differences between Access and Excel in how user-level data protection works. Data loss prevention In Access, your work is continuously saved so that, in the event of an unexpected failure, you are unlikely to lose much work if any.
However, because Access saves your work continuously, it is also possible for you to make changes that you later decide you did not want to commit. To ensure that you can restore your database to the way you want, you should create a backup copy of the database file on a schedule that fits your needs. You can recover an entire database from a backup, or you can restore just the table or other database object that you need. If you use a file system backup utility, you can also use a copy of a database from a file system backup to restore your data.
In Excel, you can save AutoRecover information at set intervals while you update your data. User-level data protection In Excel, you can remove critical or private data from view by hiding columns and rows of data, and then protect the whole worksheet to control user access to the hidden data. In addition to protecting a worksheet and its elements, you can also lock and unlock cells in a worksheet to prevent other users from unintentionally modifying important data. File-level security At the file level, you can use encryption in both programs to prevent unauthorized users from seeing the data.
You can also require that a password be entered to open a database file or workbook. In addition, you can help secure a database file or workbook by employing a digital signature. Restricted access to data In Excel, you can specify user-based permissions to access the data or set read-only rights that prevent other users from making changes to the data that they have access to.
Access does not provide user-level security features, but Access does support the user security model of any database server that it connects to. For example, if you link to a SharePoint list, Access heeds the user permissions for the SharePoint list.
If you want to keep unauthorized users out of your Access data, you can encrypt your database by setting a password. Users must enter the password to read data from the database, even if they access it by using another program, such as Excel. For more information about how to help protect your data, see Set or change Access user-level security in Access or higher and Protection and security in Excel.
In very general terms, Access is the best choice when you have to track and record data regularly, and then display, export, or print subsets of that data. Access forms provide a more convenient interface than an Excel worksheet for working with your data. You can use Access to automate frequently performed actions, and Access reports let you summarize data in printed or electronic form.
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.
This structure helps you ensure that only the correct types of data are entered. Access 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.
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Intact Platform. Microsoft Microsoft Power Platform. Navicat Data Modeler. Open Automation Software. Union Impact. Show More Integrations. The first official version of Microsoft Access was released in , a good 7 years after Excel was launched. In a sense, a database is like a more mature cousin of a spreadsheet complete with its own advantages and disadvantages.
To this day there are lots of DBMS in the market. However, Access is one of the easiest-to-use due to its Excel-like graphical interface. Multiple relational models: Unlike in Excel, databases in Access are related.
Easily add new records: With Access, you can add new records continually without the need to add new fields. Results are always consistent. Due to that, you can generate accurate reports every time you need them.
Date-entry forms: Access is made to handle big databases. A large database comes with a great data-entry task. However, Access makes it easier by providing forms and features so you can easily enter records.
With that in mind, the learning curve for Access is quite high. In fact, a few programming skills will prove quite helpful. Experience is a must: You can quickly make a database. But to fashion it in an orderly manner and make it future-proof, you need experience. Lots of planning should happen behind the scenes. Poor data visualization: Access is a no-go when it comes to visualizing data.
However, a workaround on this is to export the data to Excel and work your visualization.
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