by noah | Oct 18, 2016 | MS Access
Determining whether or not Microsoft Access is an easy program to learn appears to be more of a personal opinion as opposed to a yes/no question. Some people might say that Access is very easy to understand and jam-packed with sensible, user-friendly features. Others might tell you that Access is confusing and difficult to learn. So how do you know if you’ll have a simple time adapting to the program?
Generally speaking, Access is user friendly and can be used by beginners, but there is a learning curve. We recommend taking advantage of the various tutorials and help forums available, as they will help you better understand – and appreciate – Access in its entirety.
Many users are able to navigate Access fairly well in the first few days, especially if they’re already used to working in Microsoft programs. If you regularly use spreadsheets for your line of work, you’ll also feel right at home using Access. However, we still recommend leaving yourself ample time to explore the program and appreciate all that it has to offer.
Here are some tips for helping you learn Access.
Getting Started
Perhaps one of the most important factors in the beginning is understanding the various terminology used in the program (i.e., database, queries, wizards). Once you know what the terminology means, you’ll have an easier time following the tips and suggestions.
Also, you should familiarize yourself in regards to when and how databases should be used. For instance, if you only need to maintain a small amount of data, or the data you need to store is for a short time, a database is probably over the top. Access is best for managing large amounts of data.
Creating Databases
Once you get a feel for the program, the next step is understanding how to create a database. Here are some things to explore:
- What to name your database
- Where to store your database
- How to create a table using the Table Wizard
- How to enter information
- How to change and delete information
- How to save and exit your database
Using the Features: Queries, Sorting and Filters
Access has a number of great tools, and queries is one of them. Queries let you select specific data from your tables. What you’ll want to learn are the types of queries that Access supports, how to use Query Wizards and how to design your own queries.
Also popular is the ability to sort and filter data. Sorting lets you put information into a logical order, while filtering allows you to limit what you see. These features can be used by the user-friendly drop-down menus.
Conclusion
Access is a very dynamic program, giving you the ability to create custom forms, integrate your data with Word and Excel and import and export information. It also has a decent selection of wizards and tools that make creating reports and forms simple. The basics of Access can be learned fairly quickly, but do have patience in the meantime. You can also reach out to a database company like Arkware for Access support.
by noah | Sep 30, 2016 | MS Access
Are you considering using Microsoft Access for your business? Microsoft Access offers a number of advantages over other database applications, and it might be just the solution you need to run your business more efficiently. It’s not for everyone, though, so you definitely want to be familiar with where the program shines.
Let’s check out 10 great reasons why your business may need Microsoft Access.
- It’s affordable.
Access falls in between Excel and SQL Server, which is what determines its price. Even small businesses are able to afford the attractive price tag on this database. The only thing that can get expensive is buying multiple copies.
- It’s easy to learn.
It doesn’t take much to learn the ins and outs of Access. Other databases require classroom instruction and hands-on training, but Access is fairly straightforward. Plus, it looks similar to other Office apps.
- It integrates well with Office.
Access is a part of the Microsoft Office suite, so it does well with the other applications. You can import and export data into Excel or publish reports to Word, for instance.
- It makes you more productive.
Microsoft Access has grown leaps and bounds over the years, and it has a lot of wizards and other tools that speed up the creation of database applications. You can save a lot of time and be more productive this way!
- It can automate tasks with macros.
A macro is a type of tool that allows you to automate tasks on things like forms, reports and controls. Macros are fairly straightforward and intuitive for the average user, and you can create your own using the Macro Builder. Learn more about macros here.
- It’s well-known, so support isn’t hard to come by.
When you have questions, concerns or need an update for Access, it’s not hard to find. With other databases, you could be stuck dealing with the only people that created it. Arkware provides support, replacement and customization for Access.
- It keeps advancing.
Access continues to get better each year. In 2013, for instance, users could create fully-integrated web apps that could be viewed from any web-enabled device.
- It’s a quick fix.
If it turns out that you need a more powerful database, such as an SQL server, what are you going to do in the meantime? Access can be a quick fix until you have a more robust database built.
- It’s flexible.
One of the best features about Access is that it’s very easy to change things, add information and make enhancements. The key is creating the database well in the first place.
- It has less code.
If you don’t like code, no problem! Access doesn’t require much of it, so you can get a lot done without having to worry about mastering a new language.
Have more questions? Give Arkware a call for a free assessment.
by noah | Sep 16, 2016 | MS Access
Microsoft Access is a type of database software that is used to store information for reporting, referencing and analysis. With Microsoft Access, you can analyze large amounts of data faster and more efficiently than with Excel or other types of spreadsheets.
If you’ve been considering a database application for your business, or you’re finding that traditional spreadsheets just aren’t cutting it anymore, Microsoft Access may be just what you’re looking for.
Let’s explore some of the basic functions of Access and how they can help your business be more productive.
Short Introduction to Microsoft Access
Access is most popular for its tables, forms and queries. The database tables are similar to spreadsheets, so you shouldn’t have much trouble using the basic functions of the program. However, it does take time to learn the full features.
When setting up a database, you may list the subject matter of each column, just as you would with a spreadsheet, and add as many columns as you’d like. When this is completed, each row leaves room for more data input.
One feature that users really like is that they don’t need to finalize the tables manually. Also, Access has a query function that allows information to be combined from more than one table, and you can even specify the conditions. This saves a lot of time because you don’t have to look through rows and rows of information.
What Types of Things Can Microsoft Access Help With?
If you’re already using a spreadsheet application like Excel, you’re familiar with the benefits of organizing your data. But let’s look further into some of the specific tasks that you can perform with Access.
- Maintain all information for each client or customer, including addresses, invoices, payment and order information.
- Track financial data without needing a separate software program. If you have the full Microsoft Office Suite, you may even set payment reminders.
- Manage marketing and sales thanks to having all customer information in the database. Send out flyers, emails and coupons and track how customers respond.
- Track production and inventory by entering data on shipments and also knowing when it’s time to order more of a particular product.
- Run reports and analyses using the reports and charts. You can basically run a report on anything within a matter of minutes, such as customers who are behind on payment.
We hope that you have learned a bit more about what Microsoft Access is and what it can do for your business. If you have more questions, give Arkware a call.
by Jim Ebsen | Aug 12, 2016 | MS Access
Data corruption in MS Access is very common. (Part 1 of this article identified many possible causes.) In multi-user MS Access systems data corruption is even more common. For businesses that have come to rely heavily on the uninterrupted performance of their MS Access database, preventative practices and planning for a disaster is the best course of action. In addition, doing some forward thinking on the next stage of development for the business is prudent.
Best Practices for Prevention MS Access Corruption
- Train users to simply close the database when not in use
- Consider using a power conditioner or battery backup for each workstation
- Troubleshoot and replace bad components, computers, and network hardware
- Ensure the latest MS Office service packs and JET packs are installed
- Remove unnecessary software from each workstation
- Keep the computer operating environment at the ideal temperature and humidity
- Ensure the hard disk has plenty unused of storage space. Depending on your database size, this should minimally be 200 – 300 hundred megabytes of free space.
- Periodically run the Compact and Repair Database command
- There are two main reasons to run the Compact and Repair Database Command.
- First, as a database gets used the database file gets larger and becomes less efficient. Periodically running the Compact and Repair Database command will reclaim unused disk space that was held by deleted records or other temporary objects and optimize the use of the disk space so that performance does not continue to degrade.
- The second reason a user should run the Compact and Repair Database command is to repair the database due to corruption or if other problems are suspected. In the case of corruption, if the software detects a problem, MS Access will prompt the user to run the Compact and Repair Database command at start-up. Upon completion of the command, MS Access will provide feedback on the success of the operation. In the event, MS Access does not fully repair the database, contacting an expert that is familiar with repairing MS Access databases is your next step.
- Note: Before Running the Compact and Repair Database command:
- Always make a backup of the database
- Notify other users to log out of the database
- Consider splitting the database into front end and back end
- Splitting the database is a common practice that is built in to the MS Access software. Ultimately this process creates two linked .mdb files. The first file, the “back end”, contains all of the unseen details of the data in tables and their relationships as well as the data itself. The second file, the “front end”, includes all of the interface components that the user sees such as forms, queries, modules, macros and reports. By splitting the database each workstation will already have a copy of the front end on their system. Therefore, only the data is shared from a central network. This not only improves performance but, ultimately, significantly increases the security and reliability of the data.
Backup, Backup, Backup!!!
A backup copy of the full database is the fastest and safest way to recover from corruption or any other unintended changes to a database. Therefore a strict backup plan should be implemented and followed. How often a backup copy should be saved mostly depends on how often your database has major changes. Many businesses will perform a backup every 24 hours (at a time when there are no other users in the database). In general, it is more critical to perform regular backups when the database has design changes, large amounts of data changes, more than one user updating the data, or when an action query is performed to delete records or change data. In many cases, it makes sense to make a copy immediately prior to making any major design or large data changes.
Expert Tip: Be proactive!
The good news is… your database has served you very well. The bad news is…your database has become critical to your organization and you can’t live without it. Be proactive! The best time to be ready to move to a new database is before any disaster strikes. There are many choices for highly reliable and full featured databases from off-the-shelf to fully customized solutions. Each database option might manage e-commerce, online marketing applications, inventory, finances, record and image storage, online reporting security or any other feature in a more favorable manner than other options. The best fit for your business may not be obvious and the wrong choice can be costly. For these reasons, it is strongly advised to use a knowledgeable and experienced database expert to help with your selection.
by Jim Ebsen | Jul 25, 2016 | MS Access
One very common issue reported by the MS Access user community is data corruption. As every businesses relies heavily on their database, it is frightening to imagine operating a business for any period of time without it. When data corruption strikes, the solution may take an extended time to resolve. Often, a talented and experienced database solutions expert can quickly fix the database. At other times, the solution may be much more time consuming. In the most severe cases, a business may experience permanent loss of portions or all of their data. In this event, the only solution may be to manually recreate the lost portions of the database and continue forward. At this crossroad, a tough decision must be made. Do you rebuild using MS Access? Or do you take this opportunity to upgrade to a more robust and secure database application?
What Makes MS Access Vulnerable?
The most powerful feature of any database is that it can be utilized simultaneously by multiple users in different offices. Since MS Access is a “file system” relational database, every part of the database (such as the data tables, queries, forms, reports, etc.) is stored within as little as one .MDB file. Therefore, MS Access can often be utilized in a single user environment for a long time without any sign of corruption. However, in a multi-user environment the .MDB file(s) has to be shared by many users in different locations on the network. In simple terms, this means that every record within the entire database is temporarily utilized on a single workstation while other users are accessing the same records from other workstations. This is, unfortunately, the way MS Access works and creates many more opportunities for corruption as compared to other systems. With a database helping to manage mission critical activities such as record keeping, finances, scheduling or many other functions, it is prudent to take measures to prevent data corruption. In Part 2 of this post, we will discuss the best practices for preventing corruption in MS Access databases.
Common Causes of MS Access Corruption
Software
- Any application crashing (MS Access or any other one) and bringing down others.
- Workstations on different MS Access service packs (particularly JET) causing inconsistent behavior.
Hardware / Systems
- Any time the file server is subject to a reboot, shutdown or failure.
- Power Supply Issues: inadequate power supply, spikes, dips, brown outs, outages
- Overheating, intermittent components, device conflicts.
- Intermittent cable connectors, hubs/switches, network cards
- Unstable networks such as WiFi.
- Insufficient hard disk space for the temporary folder and/or virtual memory.
Users
- Switching computer off without closing MS Access.
- Leaving the database open when not in use
When Corruption Strikes
When a file system disaster occurs, MS Access may provide a warning and prompt the user to run the Compact and Repair Database command. Before running this process, make a copy of the corrupted .MDB file, ensure that you have the latest backup of the database and have all of the users log out of the database.
If running the Compact and Repair Database command does not repair the database, you may need to use an alternate method of recovery. There are other tools available that report to fix MS Access databases. However not all tools are the same. Therefore, it is highly recommended that you utilize a reputable expert to determine the best tool to recover your .MDB database files. An inferior repair tool or an inexperienced person may, in fact, make the situation worse instead of better. Be sure to select an expert that has experience in repairing MS Access databases.
—-In Part 2 of this Post we will discuss the best practices for preventing MS Access Database corruption.
by Jim Ebsen | May 4, 2016 | MS Access
Most new organizations or projects quickly move from managing their workflow on paper to tracking their data on spreadsheets. The next logical step is to implement a relational database that properly links all your data and ultimately provides many benefits for your investment dollars.
What can a database do for my business?
- Organization: A database can help to provide structure to your business processes.
- Data Validation: A database allows formatting rules for data entry (i.e. fields may be required, have strict formatting like a phone number or zip code, or have a maximum number of characters).
- Efficiency: Databases eliminate the need for the redundant data entry that is typical of spreadsheets.
- Data Security: Databases have more user security than a spreadsheet in the form of user access into the system and restrictions on access to the data that is viewable.
- Reporting: Quite simply, reporting is much more robust from a database where ranges of records for a single customer or dataset can be quickly generated.
- Searching: For the same reason as reporting, searching by multiple criteria is easier with a database and allows users to quickly hone in on specific records.
- Sharing Data: Many database users can access the same file and data at one time. Therefore, there is no file duplication, individual user edits and formatting conflicts that are common with spreadsheets.
- Greater Capacity: Databases accommodate a very large volume of data. In comparison, spreadsheets are much more limited.
- Historical Data: Older data can be archived in a database much easier or easily accessed for reporting. Keeping all historical data active would most likely push the limits of a worksheet to being too big and impractical.
Why choose MS Access over other databases?
- Popularity: MS Access is the most popular desktop database and comes standard in many MS Office packages.
- Inexpensive: The MS Access software is very inexpensive (not including development time).
- Self-Starting: A novice user can achieve useful results.
What are some limitations of MS Access?
- Lack of Support: It is common that the early MS Access development efforts are initiated by a team member that already has a full-time responsibility. When these team members are no longer available or have left the company there often is no one left with the experience to continue supporting the database. Furthermore, many experienced consultants are currently choosing retirement or have moved on to more modern database solutions; leaving a void for legacy MS Access databases that need support.
- Corruption: There are many reasons that a MS Access database file may become corrupted or damaged. Both hardware failures and software problems are to blame. Without adequate protection from these issues, these databases can become very unreliable.
- Scalability: While multiple users are allowed in MS Access, the database gets quickly overburdened. Additionally, compared to other databases, MS Access has low limit for the maximum amount of data supported.
- Lack of Developer Experience: Many do-it-yourself, non-programmer developers quickly get over their heads during development. Furthermore, early design decisions may heavily impact the usability and expandability of the database down the road.
- Upgrades: Many challenges, such as version incompatibility, are often encountered when migrating current data to the updated software.
- File Server: MS Access is a File Server application (not a Client Server Application). That means that the entire database and software resides in the memory of each user’s computer. This is inefficient and can lead to errors and potential corruption.
- Complexity is Predicted: If it is expected that the use of this database will become mission critical or serve a much greater need than originally planned, it is recommended to seek alternative databases such as one designed using SQL Server.
- Compliance: Certain rules (such as the requirements of Sarbanes-Oxley Act – SOX, HIPAA & PCI – Payment Card Industry) that apply to many companies warrant the use of a higher-end, fully auditable database.
The database needs of an organization are usually unpredictable and change over time. Healthy databases are created and eventually grow and modify over the life of a business. When faced with these challenges, MS Access databases often continue to be used “as-is” and generally serve well-enough. However, when an emergency comes up, reliable, experienced support may be hard to find. Therefore, it is highly recommended to plan early for the next stages of development and have an experienced team to help. Whether a small database improvement or a full plan for the future is needed, Arkware is ready to be your guide!
