What is Access software and what exactly are its uses?

Office software is one of the most common software in any system that all companies and organizations do most of their work with the help of these programs. Most people know how to work with Excel and Word software, but they are not familiar with Access software. Many people don’t know when to start using Access. If you deal with a lot of information in large organizations or you are facing a large list of items in your work environment and you definitely need to store this large amount of data in a suitable program, access software will be the best possible option. In the continuation of this article, we intend to introduce you to this important software and its applications.

Introducing Access software

Storing large amounts of information is a task that is done in most companies and organizations and most businesses. In this case, it is better to learn how to use Access to organize and classify data. You may say to yourself that this work can be done with the help of Excel or Word programs, but the high volume of information while it is added to this volume day by day, it will be difficult or very time consuming for you to find the desired information and check the data list. While you can edit and restore data easily by using databases.

To build a database and save data, Microsoft Access software will be one of the most powerful programs available. This software was first introduced in 1992 and when working with it you can use the Visual Basic programming language for applications. In this software environment, you can save your data in a list and retrieve and edit them whenever needed. It is even possible to delete duplicate data in the desired list. In addition to categorizing information, Access provides you with the conditions to communicate between them so that you can easily provide detailed reports about them.

Introduction of important components in Access software

The Access program has an almost more complex environment than Excel and Word, and it is necessary for you to participate in a comprehensive Access training course to familiarize yourself with all its components and learn the necessary skills. However, we will introduce five important parts of this software:


A query is a question that finds information related to this topic according to the type of your question. This feature allows you to extract the information you want from several tables and get access to what you want by defining conditions on them.


In this software, there are tables to store your desired information in desired rows and columns. Each level at which data is stored is called a record. The columns that represent the characteristics of a record are called fields.


Forms are windows whose task is to establish a graphical interface between different databases and the user.


Modules, which can be defined as private or public, contain one or more functions.


Functions that can be used to retrieve and edit information are called macros.


Access has provided you with this feature so that you can prepare appropriate reports from your data and display it in the form of charts or other items.

What are the advantages of Access software?

If you are familiar with the basics of Excel software, it is necessary to separate your information in different lists, which will make it difficult for you to access the data you want, but because Excel has the ability to establish relationships between different tables. Yes, you will not face this problem again. In better words, it can be said that Access is a database creation software that answers all your needs in this field.

It should be noted that if you are the owner of a small business, using access-based systems will not be suitable for you; Because Access is suitable for creating databases with a maximum volume of 2 GB and simultaneous communication of users with a maximum number of 255 people. Creating a database with several tables is one of the other advantages of this application. In addition, you can import your data from Excel or SQL Server format to Access. You can also export your data in different formats. One of the most important advantages of Access is its significantly lower error rate compared to the Excel program.

What are the disadvantages of access?

To better understand the principles of Access, it is necessary to get acquainted with its disadvantages. These disadvantages include:

  • Low software security
  • If the number of records is high, the confidence factor decreases.
  • Large files
  • The output files of this program cannot be extracted in exe format.
  • Due to the fact that the database is not real, this software does not have features such as Trigger and storprocedure.
  • There are no conditions for creating classes and collections.
  • The higher the number of users, the lower the reliability of the program.
  • When designing forms and reports, it is not possible to use them as a client-server and it can only be used as a file server.

Applications of Access

If you are looking for a database creation software, Access will answer all your needs. The high ability of access in this field has made it take the first place in the field of databases. If you have a lot of data to store, Access provides plenty of storage space to organize it to your liking. Large organizations and companies whose activity is in the field of sales and need to record product specifications, prices, number of purchases and sales and customer information can easily manage an important part of their work with Access. We suggest that to be successful in Access training, it is better to have a little mastery in English.

What format are Access files?

Save Access databases from version 2007 with the file extension . accdb is done. While in older versions, saving with mde extensions. and mdb. was taking place Of course, if you need files from old versions, it is possible to open them in new versions of Access. This software has been designed in such a way that users do not have to worry about saving their data.


The powerful Access software is one of the best software available in the field of classifying and organizing information with very high volumes. By training Access and learning its skills, you can easily get a report of the data you want. How professional you are in using Access features and its facilities depends on your professional level and job needs.

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