Microsoft Access and Microsoft Excel are two of the most extensive data programs in the industry. These two software work with data in distinctive ways. Knowing the differences, as well as how they work, is necessary for any data management experts. In this article, we will compare Microsoft Access vs Excel including a short discussion on some of their features.
Access is a database program that primarily helps store and organizes critical data. Regarding data handling, there is hardly any software that can top MS Access. On the other hand, Excel is a pretty familiar face for dealing with numerical data effortlessly. Complex calculations and data visualizations are some of its fortes.
We intend to dive a bit deeper into the Access vs Excel discussion in this article. We will not get stuck with the fundamental differences but rather discuss them in detail beyond this limit. It will help anyone understand what each of Access and Excel does and when to use which program to maximize productivity.
Let’s begin, then!
Contents
Access vs Excel: A Brief Rundown
The most common thing between Microsoft Access and Microsoft Excel is data. But everything changes when you go beyond this similarity. For instance, Access can easily handle data with big branches, while Excel is useful for working with smaller, flat datasets.
We will discuss the essential things about Access and Excel in this section. Not only that, but we will also include some of the most important and defining features of both programs in their discussions. Then in the next section, we will create a comparison table for you to get a quick comparative review of Microsoft Access vs Excel.
What is Microsoft Access?
Microsoft introduced Access back in 1992. When personal computers became a mandatory machine for one’s life and business, Microsoft realized the importance of a database program and developed MS Access. Over the years, it got feature-heavy and became more useful for data storing and organizing on both personal and business levels.
The current interface of Microsoft Access is much more user-friendly and easily accessible. Before Office 2007, it was a different case for new users. However, an expert user did not face much of a problem dealing with menu-bar-focused pre-2007 Access. It followed the basic template of menus for all the software.
The image below shows the present interface of Access for Microsoft 365.
Now we will discuss the best three features of MS Access.
Data Storage: Microsoft Access is the best program you can get for storing data. For example, if you want to safeguard a considerable amount of data regarding your class’ students, Access is your superhero. You can input many different data types in one database, and Access will save them instantly.
Access stores data in a relational style. The data is stored in many tables. For instance, if you save your students’ names, class, roll numbers, and subject-wise grades in an Access database, all the information will be saved in individual tables. But when you select a student’s name to see all the data regarding them, Access will go through the tables to find the data you are looking for and show it to you.
In short, we can say that Access’ database contains many tables that keep the information well-organized and easily accessible.
Linked Data Support: MS Access’ support for linked data is one of its selling points. Suppose you have different databases or files. You need to import specific data from those files to your Access database. Without even needing to copy-paste the data you need, you can directly link that data from the source and be done with your work!
The best part of this feature in Access is that it allows you to modify your linked data the way you want. You get this flexibility absent in almost all database management programs; the ability to modify data even at the source. You can easily connect and import data from a dBASE file stored in a Microsoft SQL server.
The external linked data support is tremendous for saving storage and sharing database files. When you need to work on a database file with other users, the linked data stays intact, and all the collaboration works are saved instantly.
Database Shareability: Microsoft Access allows you to share your database files in many ways. You can upload the file to Microsoft SharePoint Services and share the file with whomever you want. You can also share it via the intra-networking system of your business. Other users can add, change, or delete data in your database file concurrently.
What is Microsoft Excel?
Excel is perhaps the most popular spreadsheet program in the world. Microsoft developed this fantastic piece of software in the mid-80s. Since then, the number of users has only increased every year. Adding useful new features and functions has made Excel the program to get for your spreadsheet works.
Up until 2007, the interface of Excel had a distinctive look. Later on, a ribbon-based appearance made it more user-friendly. The list of menus was replaced with small icons, which made working with Excel faster. The picture below shows the current default look of Excel for Microsoft 365.
Excel has so many unique and valuable features. It is impossible to discuss them in this Microsoft Access vs Excel article. However, we will list the best three features in our opinion and discuss them in brief.
Complex Calculations: Microsoft Excel’s support for almost half a thousand functions and formulas has made it the most fantastic spreadsheet program. The functions work on more than one level and accept the nesting of formulas without any problem.
Excel has many categories of functions. Everything is available at your fingertips, from mathematical to statistical and financial functions. However, the lookup and reference functions are the most practical functions for many users.
Data Visualization: Data analysis and Excel goes hand in hand. Different options and data analysis tools in Excel have made it the most attractive program to data analysts worldwide. The charts and graphs provide an excellent opportunity to visualize data in an organized manner.
The Pivot Table also helps with visualizing data. It is one of those must-know tools for an Excel user. Especially, when you want to organize your data before presenting them to an interested party, Pivot Table makes your job easier.
Reporting & Planning: Excel works as a simple yet powerful tool for reporting and planning. For instance, if you need to create a report based on the data you were given, Excel is your friend. You can even do simple data analysis and then easily present the outcome or forecasting with an Excel report.
You can also use Excel for developing plans. The Data Validation option gives you plenty of elements to create a plan for anything. For example, if you need to create a list of agendas for a meeting, you can do it effortlessly with Excel. You can even put some checkboxes in the list and have it printed. You can also share the file digitally. The choice is yours!
Microsoft Access vs Excel: A Head-to-Head Table
Now we will put Microsoft Access and Excel in a face-to-face battle here. We will put the most important features and supports in the category to compare them with. The whole table will also give you a clear-cut idea of which data program can be used for specific purposes.
| Access | Category | Excel |
| Only structured data | Data Handling Nature | Can have unstructured data |
| Hard | Difficulty Level | Easy |
| Relational | Data Type | Flat |
| Yes | Large Data Support | No |
| Linked
Data can be modified at the source |
External Data Support | Linked
The source data will be untouched |
| Basic | Charts | Advanced |
| Basic | Graphs | Advanced |
| Both local and external | Data Storage | Primarily local |
| Supported | VBA & Programming | Supported |
| Simultaneous access | Collaborative Use | No simultaneous access |
| Yes | Flexibility with Data | No |
| Yes | Training Needed Before Use | No |
| Yes | Experience Needed | No |
Frequently Asked Questions (FAQs)
Now we will answer some of the most asked questions by users. These answers will give you more ideas about both Access and Excel.
Q: Is Access or Excel better for databases?
Ans: Microsoft Access is always better for databases. Excel is not database software. Yes, you can store data in Excel. However, the structure of Access and the data handling capabilities make it the better choice for databases.
Q: Can you use Access as a database for Excel?
Ans: Yes, you definitely can! You need to establish a connection between your Excel workbook and the Access database to use the database for your Excel operations.
Q: Is Access harder to use than Excel?
Ans: Microsoft Access is much more complex to use than Excel. If you are new to Access, you should get good training from an experienced Access user or an academy before using Access.
Q: Can Access and Excel work together?
Ans: Yes, Microsoft Access and Microsoft Excel can work together. You can import data from your Excel workbook to an Access database according to your needs. You can also easily connect your Access database to your Excel and extract data without any trouble.
Closing Remarks
The Microsoft Access vs Excel debate mainly tells you about what each program does and how they manage data. Despite working with a common element, Access and Excel have their defining ways of producing results. One program cannot substitute the other program’s work for sure!
This article discussed the essential sides of MS Access and MS Excel. We also explained some of the strongest sides of these two programs, which may help clear up many confusions. In short, we can say that despite having to do with the management of data, the use cases of Access and Excel do not align. The specific uses will define when you need to use either program.
The comparison table tells you the whole story in brief. For Access, you need a strong knowledge regarding how to use the program. Contrarily, you can use Excel without any experience at all. Therefore, if you find out that you need to use Access for your work, don’t forget to learn the basics before you start using the software. It will not take you long before you can begin your work with Access.
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