Microsoft Access is a database management system (DBMS) from Microsoft that combines the relational Microsoft Jet Database Engine with a graphical user interface and software development tools. It is a member of the Microsoft Office suite applications.

Microsoft Access helps to store, organize and manage data of an organization. It is a powerful tool for small businesses and large corporations.

Benefits of Using Microsoft Access

Below are the benefits of using Microsoft Access:

1. Ease of use
If you have previous experience with Microsoft Office products, then you already have the tools necessary to start using MS Access. The interface is much like that of other Office products, so you do not have to worry about learning something new.

2. Compatible with Other Software Programs
You can easily import text files and spreadsheets into Access so that all your data is in one place. And if you need to export something from Access, you can do so easily in Excel or Word format.

3. Low cost
Access is part of the Microsoft Office suite, which means you don’t have to pay any additional costs for the program. If you already own a copy of Office, you already have access to MS Access.

4. Streamlined data management
Most businesses require multiple users to access their data at any given time, which makes it difficult to implement traditional relational databases and spreadsheets. However, MS Access allows for simultaneous data entry among multiple users in a secure environment, which helps to reduce human error and improve efficiency in businesses.

5. Data Management
The data stored in MS Access are easy to access. The users can easily retrieve the data whenever they need it.

6. Secure sharing and collaboration
There are multiple ways to share data from an Access database among colleagues or customers without sacrificing security or control over your information. You can simply email a read-only version of your database or publish it online so that others can download it through SharePoint or OneDrive.

7. Managing contacts
Microsoft Access is an excellent tool for managing contacts. You just have to import your Excel spreadsheet with all the contacts in it, and then you’ll be able to link them to the other information about each contact. This way, you can have information about your orders and invoices linked to each contact, as well as their interactions with your company. For example, if you’re a non-profit organization, you can track donations by linking donor contacts with donation dates and amounts.

8. Organizing events
If you’re in charge of a group or association and you want to keep track of events and attendees, Access is a good tool for you. For example, you can to create an event table with fields such as event name, date and location; you can link that table with another one containing attendees’ names, emails and phone numbers.

This way, whenever you organize an event or join one organized by someone else; you just need to update your database by entering the new information into the corresponding tables.

9. Custom forms and reports
With Microsoft Access you can create forms that allow users to manage data in the database without writing any code at all. You can also create reports based on queries that display information the way you want it displayed.

Recommended Reading: Microsoft Excel: Benefits And Features You Need To Know

Software developers, data architects, and power users can use Microsoft Access to:

  • Create applications that share information with others.
  • Create data storage solutions for departmental or workgroup information sharing.
  • Quickly create simple databases that run a business more effectively.
  • Perform sophisticated queries against large volumes of information.


Microsoft Access offers some low-cost alternatives for smaller businesses with tight budgets. It provides a level of flexibility that other tools don’t and it can help to reduce redundant data entry.

Spaces are often tight in small businesses and there’s rarely any room for redundancy. So if your business has low volumes of data, enjoys a lot of freedom when entering new data, and isn’t pushing beyond twenty users then MS Access might be well worth considering.

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