by noah | Jan 24, 2017 | MS Access
Not all businesses are sure when it’s time to move to a database. Excel is a useful spreadsheet program that can meet the needs of many small businesses. Yet as their business grows, or they want more capabilities, it makes sense to jump to a database such as MS Access.
So how do you know what’s right for your business and when it’s time to make the switch? The truth is that you should probably be using Excel and Access together, rather than replacing one with the other.
Let’s start by discussing the basic tasks that Excel and Access are used for, and how you know when it’s time to upgrade to a database.
What is Each Tool Used For?
Microsoft Excel is a spreadsheet tool used for the following tasks:
- Data analysis
- Calculations, statistical comparisons
- Chart management
- Generate shareable output
Microsoft Access is a database tool used for the following tasks:
- Data management
- Display data subsets, complex queries
- Reports for data summarization
- Automation for common events
- Database used by multiple users
In short, Excel is for analyzing data, whereas Access is for managing data.
How Do I Know When it’s Time to Add Access?
If you’re currently using Excel, you realize the potential that this spreadsheet software offers. It effectively analyzes numerical data and is relatively easy to learn. The newest versions also come packed with plenty of templates and shortcuts to make your job easier.
However, when you need to manage hundreds or thousands of spreadsheets, Excel cracks under the pressure. It becomes increasingly difficult to manage data and update your formulas. If you are having difficulties managing your spreadsheets, this is a sure sign that you need a larger and more comprehensive database.
The benefit to Access is that it provides a storage solution for data that needs to be pulled up and analyzed across different locations. You can access these records at any time and make the appropriate changes. Since each record is given an ID, you can sort, filter and query your databases based on your goals.
Conclusion
As Excel becomes overloaded with spreadsheets and you find it more difficult to maintain and update your data, it’s a clear sign that you are ready to move to Access. But don’t throw in the towel with Excel. You can import Access into Excel and vice versa and enjoy the best of both worlds.
by noah | Jan 11, 2017 | MS Access
Microsoft Access comes with a learning curve. It has a similar look and feel as other Microsoft Office products, so you should get used to the arrangement rather quickly. The next step is to learn the different terminology so that you can use the program effectively and take advantage of all it has to offer.
In this post, we are going to discuss macros, what they are and how they are used. By the end of this read, you should feel more comfortable using them!
What is a Macro?
A macro is a type of tool that lets you automate tasks and add functionality to your forms, reports and controls. In other words, it simplifies the programming language that you write. With macros, you are able to build a list of actions that you want the buttons to perform when they are clicked.
Microsoft provides this example. You add a command button to a form and associate the button’s OnClick event to a macro. Every time the button is clicked, it performs the action that you assigned to it.
In the updated software from Access, there are more options than ever to add functionality to your database without the need for code. Macros are more stable, functional and secure than ever before.
How Do I Build a Macro?
You do not need a background in programming to create a macro. It’s easier than writing VBA code, although VBA offers more flexibility.
Microsoft has a built-in Macro Builder tool that makes it easy to develop your own macro. On the Create tab, in the Other group, click on Macro. You will see that there are different fields for you to fill out.
- Macro names. If your macro object only has one macro, you do not need a name. Simply refer to it by the macro object name. If you have a macro group, you will need to assign it a unique name.
- Argument. An argument is a value that provides information about the action. Some arguments are necessary while others are optional.
- Conditions. A condition indicates the criteria that has to be met in order for the action to be performed. The expression must equal True/False or Yes/No.
- Macro actions. Access gives you a range of actions to choose from such as open report, find a record or display a message box.
If you’ve never worked with macros before, they can be confusing. Once you get used to the process, however, you’ll see that macros are an excellent way to make your tasks more efficient. In the meantime, let the Arkware team help you build your first few macros! This will save you time and frustration and get you using Access more comfortably!
by noah | Dec 21, 2016 | MS Access
Did you know that Microsoft Access and Microsoft Excel make the perfect team? It’s true!
MS Access is a database and MS Excel is a spreadsheet. Even though they serve different purposes, the two work in tandem. As a matter of fact, when used together, Access and Excel bring out the best in each other. The key is to understand when and where to use each program.
Below are 10 great reasons to use Access and Excel together.
- Share Data. When you plan to keep the data in your Excel spreadsheet but take advantage of the features in Access, you can use an Access link. With your data linked to Excel, you may create reports, queries and read-only forms in Access.
- Copy Data. If you want to copy data from Excel to Access, you don’t need to create a new datasheet. Access sets things up automatically and even guesses the datatype.
- Move Data. Importing data into Access means that the data is stored to a new or existing table without changing anything in Excel. This way, you can use the data natively in Access.
- Set Up Connection. If you create a connection in Excel to the Access database, you can retrieve the data from your query and even update your Excel workbooks.
- Similar Interface. If you’re comfortable using Excel, you’ll be comfortable using Access. Both programs are similar when it comes to tasks like filtering, sorting and querying. Even the icons, command menus and dialog boxes are similar.
- Access Reports. When your data is in Access, you can take advantage of all the tools, including group and summary reports, simple reports, graphical reports, subreports and mailing labels.
- Access Forms. In addition to the report wizards, Access also offers a range of forms that can be used for data. Creating, changing and using reports is similar to what you see in Excel.
- Collect Data. If you want to collect data on people to use in Excel, you can achieve this through Access. Once you have the data, use Excel for analysis.
- Mail Merge. Access can also be used as a Mail Merge service for letters, cards and email messages. There are plenty of wizards to complete the tasks, such as creating labels from reports you generating.
- SharePoint. Publishing your Access database to a SharePoint site means that you can work with the data offline. If changes are made by other users, they will be resolved by a conflict resolution wizard.
We hope that these top 10 reasons have helped you better understand why Access and Excel make a great team! If you have more questions about how to use both seamlessly, give Arkware a call for a FREE consultation. We have the answers, and we’ll be happy to show you how things are done.
by noah | Dec 8, 2016 | MS Access
Microsoft Access 2016 hit the shelves earlier this year after waiting 3 long years from the previous version of Access 2013. Many people who use Access on a regular basis made the switch almost immediately, but others are still on the fence. If you’re one of them, we at Arkware would like to help you decide if upgrading is right for you.
What are the differences between Access 2013 and Access 2016? If you’re happy with your current program, is it really worth upgrading? Let’s find out!
Features and Functionality
Access 2016 has all the same features and functionalities as Access 2013, but with a couple of new things added. For one, you’ll notice a more lively border and a “Tell me what to do” text box at the top. This user-friendly search box allows you to enter in words or phrases that relate to what you want to do next.
Though it doesn’t transform the way Access works, the search box makes tasks faster and more efficient. And, if you can’t find a button, you can click on the search box and filter through the commands you’re looking for. Other than that, the look is very much the same as the 2013 version, and no existing features were removed.
Office Themes and Template Updates
Another highlight to MS Access 2016 is the brand new Office themes: Colorful and White. The new themes probably won’t make or break your decision to upgrade, but they are a nice perk if you’re undecided. Five of the most popular templates also get a modern lift: Asset Tracking, Contacts, Event Management, Students and Task Management.
Show Table Dialog
Microsoft assured users that they were listening to their concerns about the Show Table dialog and its height restraints. With Access 2016, the height on the Show Table dialog has been extended so you can see more table and query names in your database. Hey, every little bit helps, right?
Export Linked Data Sources to Excel
A final upgrade that is worth talking about is the ability to export linked data sources from Access into Excel. If you are working on an Access application that includes a lot of different data sources, it’s nice to have a list of the data sources and their types. With the new version of Access, you’ll find this much easier to accomplish thanks to the Linked Table Manager and its new functionalities.
In the end, we think that most people can benefit from the upgrade, especially since it’s been 3 years since the last version was released. You get an updated look and feel, which is always nice, plus a few upgrades that make working within the database easier and more efficient. If you’re still not sure whether it’s worth it to upgrade, give Arkware a call and we can help determine what’s right for your business!
by noah | Nov 23, 2016 | MS Access
When you read about databases, Microsoft Access and SQL Server pop up quite often. What do these two databases have in common? How are they different?
In this post, we are going to describe the differences between MS Access and SQL Server so that you have a better understanding of which database is right for you.
What is MS Access?
MS Access is a relational database management system that is created by Microsoft. It works in tandem with Microsoft Office programs such as Excel, Word and PowerPoint. Up until recently, Access could only be purchased as part of an Office package, but it can now be bought separately.
Access is best for creating simple spreadsheets. It has a range of standard field types, indices and pre-made forms. Access also uses a feature called “macros” that helps users automate certain tasks. The database is designed for desktop use and ideal for small business applications. It’s also affordable.
What is SQL Server?
Microsoft SQL Server can handle larger quantities of data base cells, which is why it’s recommended for medium to large size businesses. Access is simpler to use and offers a lot of drag-and-drop tools that non-programmers are more comfortable using. SQL Server, on the other hand, is more complex and better for experts. It does, however, take a longer time to master.
SQL Server is used by huge corporations and costs a lot more than Access, which can be purchased from just about any store that sells computer software. SQL also uses some different keywords than Access, so if you’re already familiar with the syntax in Access, be prepared to learn additional syntax for SQL Server.
Another thing to point out is the relational tables. Both databases support these tables, which allow users to link data from one table to another. SQL Server supports an additional feature: temporary tables. Temporary tables can be made for short-term use and deleted when the calculations are complete.
Summary
The lines between MS Access and SQL Server can be blurred at times, but there are differences between the two. In short, if your business is small, on a tight budget and can benefit from simple spreadsheets, Access will be perfect for your needs. If, however, you have a larger business that needs more complex tables and has the money to spend, SQL Server will probably better accommodate your objectives.
Have questions? Call Arkware for the straightforward advice you need to upgrade your database.
by noah | Oct 28, 2016 | MS Access
Wouldn’t it be nice if you received an alert when your database was no longer working for you? Unfortunately, it’s typically not so black-and-white when this happens. Rather, it’s more common to see signs that your database isn’t as functional as it once was, but you might not know when it’s time to make the switch.
In this post, we are going to explore some of the biggest signs that your database is no longer meeting your needs and why it’s probably time to upgrade to a more sophisticated program like Microsoft Access.
You have a large amount of data to keep organized.
Data is everything. Data helps you make sense of your business and how well it’s growing and performing. When your business first starts out, it’s easy to manage this information on your own. But as you grow and expand, it becomes more difficult.
As you find your data becoming unmanageable, overwhelming and time consuming, upgrade to a database that will organize, sort and filter your data in a logical sense.
You waste time entering the same information into your spreadsheets.
When you don’t have intuitive databases like the ones found in Access, you’re eventually going to get to a point where you’re re-entering the same data.
For instance, when you make changes to your spreadsheets, your team is going to have to make the same ones to keep things consistent. Think about how much time everyone is wasting. A program like Access updates data in real-time, keeping everyone the same page.
You find yourself tracking similar data on your spreadsheets.
Since spreadsheets are more limited than Access databases, you need different sheets and tabs for various locations, departments, etc. The trouble is that this leaves you with a disjointed experience. Rather than having everything in one database, you have similar information across multiple spreadsheets. By upgrading your database, you can see the whole picture rather than just part of it.
Your administrative and IT costs are expensive.
It’s always amazing to hear how many companies are reluctant to switch to a bigger and better database for fear of cost. However, what they don’t realize is how much money they’re wasting on things like fixes, patches and add-ons to make their database more functional.
If your expenses are too high in these departments, it means you need to reduce costs by upgrading to a new database. Though it might be an investment on the front end, you’ll see that it quickly pays for itself.
If you’re still not sure whether your company is ready to upgrade to Microsoft Access, give Arkware a call. We’ll be happy to help, or we can recommend an alternative database solution.
