The Advantages of Microsoft Access
This subpage forms part of the Microsoft Access course.
Apart from the fact that a Microsoft Access “database can store large amounts of data” (Rost, 2011a) “in a structured and organized way” (Noome et al, 2014a), Access can also “manipulate and change [that] data” (Noome et al, 2014a) “within seconds” (Rost, 2011b).
Access is relational
Access is relational, meaning “that a single database can contain many tables linked together in relationships.” (Noome et al, 2014b)
If you are keeping track of customers and their orders, you can store all of your customer details in one place, and all of their order information in another place. Access can then relate the two together, so that you do not need a lot of redundant information in your database, such as having to copy all your customer details to each order. The database can keep track of that for you, automatically. (Rost, 2011a)
Data input is controlled
Data input is controlled, meaning “Access gives you strict control over the structure of your data” (Rost, 2011a), allowing you to “specify exactly what the user can do” (Rost, 2011a), which will “prevent, for example, a number where the customer’s last name should be, or a four-digit phone number.” (Rost, 2011a)
Access is great for you to build a database for other people to work with (Rost, 2011a), since you can design a very user-friendly interface so they don’t get lost (Rost, 2011a), because all of the data-entry forms and reports that they need to work with can be present for them in a nice and simple menu. (Rost, 2011a)
Access databases are securable
Microsoft Access databases are securable, meaning developers “can easily secure [the] database, and lock [users] out of sections that they should not see.” (Rost, 2011a)
Access is flexible
Access stores data in its own format based on the Access Database Engine. It can also import or link directly to data stored in other applications and databases, including SharePoint lists, text files, and ODBC-compliant data sources.
Access allows for application development
Software developers and data architects can use Access to develop application software, and power users can use it to build software applications. Like other Microsoft Office applications, Access is supported by Visual Basic for Applications (VBA), an object-oriented programming language.
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References
Noome, C., Gibson, K., Macmillan, P., & Wassermann, U. (2014a, January). IT is gr8! @ Grade 11 Theory [CAPS edition]: Module 4.1 Introduction to databases (pp. 122?138). Study Opportunities. http://www.studyopportunities.co.za
Noome, C., Gibson, K., Macmillan, P., & Wassermann, U. (2014b, January). IT is gr8! @ Grade 11 Theory [CAPS edition]: Module 4.3 Introduction to Multi-Tables (pp. 146?170). Study Opportunities. http://www.studyopportunities.co.za
Rost, R. (2011a, November 25). Microsoft Access 2010 Tutorial Part 01 of 12 ? Database Terminology [Video file]. PC Learning Zone/YouTube. https://www.youtube.com/watch?v=pHiOXZEbK-4
Rost, R. (2011b, November 25). Microsoft Access 2010 Tutorial Part 02 of 12 ? Sorting & Filtering [Video file]. PC Learning Zone/YouTube. https://www.youtube.com/watch?v=S--9bYRDxr8
📅 May 28, 2026
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