Advantages and Disadvantages of Microsoft Access

CONS

Access needs more careful planning and setup time. It is really a database
management system where the last step is data entry. With Excel, data entry
begins immediately and most calculations and formatting can be done on the
fly; not so with Access, where every field and table must be designed with the
end product in mind. Although Access databases can evolve and grow, the
process must be carefully managed so as not to spoil what has already been
designed.

In Access, mathematical calculations are done through queries and ad hoc table
and reports design. Both methods can be cumbersome, and each requires
detailed (and at times, arcane) database programming knowledge. Excel
calculations, on the other hand, are far more straightforward and transparent.
Also, Excel does a much better job at producing charts and graphs than Access.

Finite Microsoft Access is useful for individual departments or small-tomedium business sectors. Any sector whose usage goes beyond 2 GB will
hit a wall and discover limitations.

Structure Query Language (SQL) SQL for MS Access is not as robust as

MS SQL Server or Oracle, to just name a few.

One file All the information from your database is saved into one file.
This limits options and how you choose utilize data; slowing down reports,
queries, and forms. Its performance becomes slow as the user scales data
size. Multimedia data can use up MS Access limited space quickly.

Static-Friendly Its difficult to publish files a part from static files.

Multi-user limited Technical limit is 255 concurrent users, but real world
limit is 10 to 80 (depending on type of application).

PROS

With careful planning and thoughtful setup, Access gives the user a
consistent container for data that can be reliably retrieved, manipulated
and reported. By embedding "rules" that must be followed at the time of
entry, a consistent and reliable end product is guaranteed. (For example,
one rule might be that a field must always be a number.) Although the
learning curve for Access queries, forms and reports design can be steep,
it is worth the effort. Forms and reports that calculate totals, tax and
discounts, for example, are the bread and butter of MS Access business
applications.

Access is a relational database. This is where Access leaves Excel in the

dust. A relational database allows the linking of individual tables by means
of common fields. When tables like Customers and Products are
linked, for example, each table can be maintained and updated separately,
but linked into a new joined table for a history of product purchases, etc.

Easy to install and use Access gives data managers a fully functional,
relational database management system in minutes. Like many other
Microsoft applications, Access contains Wizards that walk you through
each step of the way. The user interface is intuitive; accelerating data
information retrieval.

Ease to integrate Access works well with many of the developing

software programs based in Windows. It also can be used in the front-end
as back-end tables with products like Microsoft SQL Server and nonMicrosoft products like Oracle and Sybase.

.NET-friendly Access is a go-to choice for users who plan to develop

software using .NET; linking to Access database. Its graphical user
interface also offers easy functionality and set up.

Widely popular Microsoft Access is the most popular desktop database

system in the world.

Saves you money Microsoft Access is hundreds of dollars more

economical than other larger systems; offering the same functions and
usage.

Convenient storage capacity A Microsoft Access database can hold up to

2 GB of data.

Multi-user support About ten users in a network can use an Access

application.

Importing data Microsoft Access makes it easy to import data.

CONCLUSIONS
MS Access is a database management system that:

 is less intuitive at the design stage,

but
- leaves a spreadsheet in the dust by joining related tables that can be
maintained and updated separately and joined for day-to-day business records,
sub-forms and powerful reports.

is slower in crunching numbers and does so far less transparently than a

spreadsheet,

but
- can do useful calculations in a form or a report that you cannot get from a
spreadsheet.

is susceptible to disastrous and irreversible data destruction through

instantly-executed update and delete queries,

but
- gives the user a tremendously powerful data editing capability that can be
preserved for future use.