Database design is a process of planning and organizing information that enables users to access, read, and write the data. This can include separating the necessary information into multiple tables and ensuring relationships (Eckstein & Schultz, 2018). The main difference between a Microsoft Access database and an Excel spreadsheet is their intended purpose. A Microsoft Access database is used for storing information about customers or products, which can then be accessed by other programs such as Microsoft Word or PowerPoint.
A Microsoft Access database is the best for storing large amounts of complex information used for decision-making. It can be synchronized with other databases, allowing data from one database to be combined with data from another, resulting in a unified representation of the data (Imam et al., 2018). Excel spreadsheets are used to store numerical data, which can then be shown in graphs or charts. The primary advantage of using Excel spreadsheets is that they do not require any special software or training to use them effectively, unlike Access databases, where training may be necessary for users unfamiliar with database concepts and terminology.
Microsoft Access database is more complicated than Excel in terms of usage. Small businesses, financial professionals, and people who need to manage vast volumes of data without downloading everything onto their desktops utilize Microsoft Access (Zakariah, 2022). Eckstein and Schultz (2018) post that it allows users to view information from anywhere they have an internet connection. Instead of entering data into an existing file like Access, Microsoft Excel is used mainly for analyzing data and creating charts and graphs from scratch (Eckstein & Schultz, 2018). This program has many different built-in formulas, so from my experience, when I use it, I do not have to do all of the math myself when creating reports or presentations.
A Microsoft Access database would be used when there are lots of different types of information that need to be stored together but require different levels of security access rights depending on what type of users they are, for example, customer details. In contrast, an Excel spreadsheet would be used if the user needs to work with individual pieces of information that can be accessed by multiple people at once or will be stored in several places.
People who need to organize vast volumes of data and regulate who has access to which areas of the database prefer a Microsoft Access database. Frequent changes may be inappropriate because it will take some time to get used to the system, and there can be an issue with compatibility between versions (Eckstein & Schultz, 2018). An Excel spreadsheet is preferred by those who want to quickly create a list or do calculations based on existing data. Still, it does not offer any security measures or protection against accidental changes by other users of a person’s computer (Zakariah, 2022). The database diagram is a simple picture to show the relationship between the tables in a database. Table 1 provides an example containing an association of two tables with three fields each.
Using tables allows one to visualize better the information presented and makes it easier to comprehend. This is a great way to present some data visually without using static text and long preparations for the report. The most important advantage is that they are accessible to everyone, and one does not have to search for information in a large number of words for a long time. Tables allow people to quickly find the appropriate column and view all the necessary information, making this method of storing data very convenient for everyday use. In addition, using different colors in the table can draw attention to certain details. This helps to focus on a specific topic and allows you not to waste time looking for the necessary data. Such cues can also include visual transitions between tables, attracting interest in the material.
Table 1. Example of Two Tables with Three Fields Each
References
Eckstein, J., & Schultz, B. R. (2018). Introductory relational database design for business with Microsoft Access. John Wiley & Sons.
Imam, A. A., Basri, S., Ahmad, R., & Gilal, A. R. (2018). Data synchronization model for heterogeneous mobile databases and server-side databases. International Journal of Advanced Computer Science and Applications, 9(1).
Zakariah, A. (2022). Development of Microsoft Access for using in Library. Jurnal Teknologi Pendidikan Madrasah, 5(1), 1-7.