ICAI

2. Acknowledgement
I owe a great thanks to my teachers who
helped and supported me for this project.
My deepest thanks to Jyoti Mam
who guided me and helped in making
corrections in the project.
I also express my thanks to Rita Mam for
extending her support without whom the
project would have been a distant reality.

4. Contents

6. An Overview of MS Access
MS Access is a relational database management system
(DBMS or RDBMS).At the very core it is a software
“engine” that provides an interface between physical
data & user application queries.
Other examples of DBMS applications include:
• Oracle
• mySQL
• SQL Server (Microsoft)
• DB2 (IBM)
• Informix

7. What is an MS Access File
• Although the term database typically refers to a
collection of related data tables, an Access database
includes more than just data. In addition to tables,
you can add:
 Saved queries(stored procedures)-organizing and/or
manipulating data.
 Forms- Gui interaction with data, event programming
 Reports- customized results for printing (~ static
forms)
 Macros and VB programs for extending functionality

8. Unless advanced techniques are
employed, all entities are stored in one
*.mdb file.

9. Tables Overview in Access
General setup
for tables
describe
general options
Table
Properties

10. Working with Queries
• An MS-Access query is a set of stored SQL instructions
that manipulate and/or select data from one or more
tables.
 Select Query- Data grouping and/or filtering.
 Make table Query- Select + creates/populates new
table.
 Update Query- Updates fields from specified table data.
 Append Query- – Runs query on one table, appends
results to a table.
 Delete Query- Delete selected records from table.

11. Example of Query
Query types and
SQL views
Drag and Drop
Fields

12. Introducing Excel
• Microsoft Office Excel 2007 (or Excel) is a computer
program used to enter, analyze, and present
quantitative data
• A spreadsheet is a collection of text and numbers
laid out in a rectangular grid.
– Often used in business for budgeting, inventory
management, and decision making
• What-if analysis lets you change one or more values
in a spreadsheet and then assess the effect those
changes have on the calculated values

13. Exploring Excel

14. Introducing Functions in Excel
• A function is a named operation that returns a
value
• For example, to add the values in the range
A1:A10, you could enter the following long
formula:
=A1+A2+A3+A4+A5+A6+A7+A8+A9+A10
Or, you could use the SUM function to
accomplish the same thing:
=SUM(A1:A10)

15. Features of Excel

16. Maths and Statistical Functions
in Excel

17. Charts in Excel
Makes it easy to
Understand and
Analyze data
Used to present
Complicated data in
an
Easier manner

19. • Excel is used for
paperwork where you
can arrange and
tabulate data properly
for printing or
presentations.
• Access is used as a
system of storing data
so that it can be
retrieved later.

21. Data Storage
• Excel can only store
upto 1048576 records
on the same sheet
without having to use a
different set of columns
or continue on with
other worksheet(s). It
has 80 Mb RAM usage
limitation before it
crashes.
• Access can store X
number of records and
has a 2 GB memory
usage limitation.

22. Access does not
allow for data
corruption so easily
by a user, such as
selecting all but
one column, Access
will still include all
fields for sortings.

23. Access forms has lots of form events that
one can use while Excel user forms has very
little events to work off from.

24. • Excel is good for SHORT
TERM solutions and
small scale projects.
• Access is good for LONG
TERM solutions and
large scale projects.

25. Why the comparison?
• This is a fair question. After all, Excel is not a
database management system. It is spreadsheet
software, and it stores units of information in rows
and columns of cells, called worksheets. The most
common task performed in Excel is the management
of lists such as telephone numbers and personnel
data. In comparison, Access stores data in tables that
look much the same as worksheets but are designed
for complex querying in relation to data stored in
other tables and locations, and even in fields in other
tables.

26. Both programs are great tools for
managing data
and performing calculations
So the QUESTION remains,
which program do I use
Excel is going to be the better
choice and use it unless it
accomplishes your objective in
the manner you want.