I hope vsmathurco wanted a review about MS Access and hence I am doing the same. I will try explain the features and functions available is a lay man’s term so that it would be easy to fathom. I will start by explaining what Databases are.
Database Management Systems
These are basically a set of programs or s/w which helps you to manage your data, it may be customer details, product details or stock details. Database is basically a collection of information organised in form of Tables or Files, from where the required information can be retrieved and manipulated easily.
Databases can be broadly classified into tow categories
1.Large databases Management systems - I would like to call them full-fledge Database management systems, which has all features that one can think of - when it comes to scalability, securiy and efficiency. I wont dwell deep into this as its not in the scope of this review. Popular example is * Oracle
2.Small Database management systems - Normally very small in size and scope, has few no of entities and usually resides on a desktop. Common examples would be Access, dBase and FoxPro. These database management systems are designed to handle lesser amount of data and may not have all the featues that a normal RDBMS(Relational Database Management System) like Oracle can boast of, but are fully functional systems which can support a small business in a efficient and’in-expensive’ manner.
MS Access
MS Access is a DBMS which runs on a normal desktop. Its bundled with a host of tools and wizards for creating tables(which stores the actual data), reports and queries.
Features
1.Form Designer - Used to create user entry screens, which captures data and puts in the database. There are Wizards available to help you all the way. You can also select from pre-defined templates like Columnar, Tabular and also you can apply your own styles to it.
2.Report Designer - Same as form designer, but gives you output in form of a printable page, based on the selection or query criteria you input. Eg, Invoice can be a report which picks up details from various tables and prints it.
Apart from these, wizards are available to help you to create tables, queries etc.
Advanced Features
1.Macros
You can write macros to make normal mundane jobs redundant, you can basically capture a set of commands that you normally do(its called recording a macro) and save it a macro. when you want to do the same set of commands again, you have to just execute the macro.
2.Using VB Script
You can write your own code in Access using VB script, strictly for advanced users who are familiar with VB, but VB is very easy to learn.
3.Add-In Support
You can write your own add-in(which is basically a tool which complements the existing featues of a s/w) in VB or any toher language and integrate it seamlessly with Access.
Advantages
1.Easy to learn and to use.
2.Somewhat secure, it the Machine is not connected to a network, then you dont have to worry about secury. Normal password protection is available.
3.No need to another tool to develop user entry and query screens, it comes integrated with Access.
4.Very cheap when compared to other DBMS systems available today.
5.Good integration with Microsoft tools like MS Word, Excel and Visual Basic.
6.Good help and documentation
Drawbacks
1.Security
The security is implemented by password protecting the .mdb file(which holds all the details of the database, data, forms and queries etc). But just like any other file in Windows system and can be deleted by anyone who has access to it.
2. Can’t handle Large Volume
Fails when it comes to handle large volume of data.
3.Multiuser
Eventhough multiuser support is there, its better to implement a MS access sytem for a Single user environment.
Overall, MS Access is a pretty good choice is the amount of data to be stored is small and has limited scope. Moreover, it functions best if its for a Single user system.
But if the amout of data you have is huge, and many users access the system concurrently, you should definitely go for one of the full-fledged systems like Oracle.
Hope that this review was helpful for you.
Cheers
RR