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 | Nov 9, 2016 | Uncategorized
Choosing a database for your business isn’t always an easy decision, but it’s an important one! It’s best to get things right the first time around since it won’t be simple or cost effective to move to a different database later on. The good news is that databases have been around for a long time, so they have a long history to look back on.
With over two-and-a-half decades of database technology, we’ve seen many databases come and go – and a few survive. For instance, Microsoft Access was released in 1992 and has a vibrant community built around it. While it may not be for everyone, it remains a solid product with many capabilities.
So how do you go about choosing the right database for your line of work? Let’s explore in the sections below.
Define Your Goals
Define the goals that you plan to reach with the database software. Are you looking to run your business and keep on top of sales and inventory? Do you plan to do marketing research? Will you be looking to increase leads and customer engagement?
Knowing the type of information you plan to collect and how it will be organized and stored will help make your decision easier. It’s possible that you might need a basic platform and not all the bells and whistles.
Know the Databases
Databases come in many shapes and sizes, but here are the basics of what you need to know:
- Desktop: This simple solution is cost-effective and can be run on a single desktop computer. It’s ideal for individual users rather than widespread use across a company.
- Server: If you have a lot of people who will be accessing your database, a server database is best. It allows you to organize a large amount of data that can be updated and shared simultaneously. The cost is more expensive, however.
- Web-Enabled: Many database applications offer web integration combined with a desktop platform. Microsoft Access is one example. The cost is reasonable.
Determine What You Will Do with the Information
Consider how you will be accessing and using the information for your company. Start by forming a strategic plan that includes your financials and the type of software that is needed to support your goals.
Next, evaluate the type of information you want to organize and how it will be used. For example, you might be able to meet all of your needs with a simple, packaged software program rather than a custom-built solution. Some people get over their heads thinking that they need custom features, when really, everything they need is in a pre-packaged software program they can grab off the shelf.
Lastly, know how the software will protect your data. You should be using data encryption, and the software should be following the guidelines established by the PCI Security Standards Council.
If you are considering upgrading or moving to Microsoft Access, call Arkware today. We can help determine the right fit for your business.
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.
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.
