Microsoft Access vs Microsoft Excel: Which is Better? When to Use Each. Data Management or Analysis?

In this video, I will cover the pros and cons of Microsoft Excel and Microsoft Access. Which one is better? When should you use each one? Which should you use to manage your data? What's the final verdict?

Marc from Akron OH (a Gold Member) asks: I just started a small business and I can't decide whether I want to use Excel or Access to manage my customers, contact, orders, inventory, and so on. I don't want to use off-the-shelf accounting software like QuickBooks because I do have some unique record-keeping needs for my business. I've been using Excel for years, but I hear Access is a lot more powerful. What do you recommend?

BONUS FOR CHANNEL MEMBERS:
Silver Members and up get access to an EXTENDED CUT of this video which covers additional examples. That video will show you how to import and link data from Excel into Access. This way your secretary can perform data entry in Excel and you can bring it into Access. I'll show you how to use an append query to automate the process of importing newly entered data in an Excel sheet. Then we'll go the other way. I'll show you how to link Excel to an Access table so your secretary can see your customer list, itinerary, or whatever else you have in your Access database. I'll show you a trick to refresh that link every time he opens the sheet.

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KEYWORDS:
microsoft access, ms access, #msaccess, #microsoftaccess, access vs excel, excel vs access, when to use excel, when to use access, when excel is better, when access is better, data analysis, reporting, access v excel, excel v access, data storage, management, integrity, collaboration

QUESTIONS:
Please feel free to post your questions or comments below. Thanks.

[rawanaldaaja]

I'm from middle east I saw a lot of people how teach Microsoft Office programs..believe me you are the best 👌

[DutchDiederik]

You answered all my basic questions regarding this topic. Thank you! Very valuable info.

One point regarding the domain name/password comment you made towards the end. It’s bad practice from a security standpoint to store passwords in a spreadsheet. Use a password manager like LastPass, instead.

[mubeezimicah]

i like your summary, "use both". i normally use both. with Access as my main application, i write commands in Access to for example draw graphs in excel (Access-Excel integration). This helps in that novice Excel users don't have to struggle to say draw a graph from scratch.

[mastermindrational]

Had to ‘thumbs up’ this, so helpful-cleared the confusion I had for these

[teejayare]

Love the videos, you really have taught me a lot! Thank you.

Once I get the small project that I’m working on complete, I would like to enrol in your VBA courses.

Thanks once again :)

[faithopara]

Thanks very much for this video I appreciate

[captainkeyboard]

This video is my favorite show. I am becoming an experienced user of Microsoft Access. I do use Microsoft Excel for heavy-duty number crunching. I use Microsoft Access for information management, indexing and filing. I do use Access more than Excel, but use Excel to work more with numbers. I think that I made an upgrade when I switched from Microsoft 365 to Microsoft Office 2019.

[kossiviaglee]

I really like this comparison video. I appreciate your conclusion because I like both but you help to see clear. Please let me just ask you this favor: Would you please make a video on how to make Access database available for multiple simultaneous users. Just an example with simple database example with two or three computers in a video. Thanks so much in advance!

[stanTrX]

Thank you Richard. Seems to use these together depending on your needs. Edit : but i think excel online is pretty useful and very fast to share and considering custom view option you can filter for yoursefl without disturbing others etc

[Abdulaziz-eljm]

Finally, a comprehensive answer about the difference between excel and access .. thanks

[fahadalsweleh]

Thanks for your presentation I have question: - can we make password for one cell For example: I have students and I want fill their information but one field for grade I want to fill it with password so no one before or after can fill it without password

thanks

[carlrigefsky]

Are you taking into consideration Power Query in your analysis? Some Power Query features make EXCEL more robust.

[rajputhabhishekrairai]

Excel or access which is good for analysis and interpretation of data

[santiagobarrero]

Couldn't you manage relations in Excel through power query like in Access?

[jerrydellasala]

Sorry, but your two disadvantages of Excel are not correct. Excel can provide data structure and relationships between tables of data using the Data Model.
This is not to say I disagree with your basic reasons for using either - Access can provide a MUCH better user interface, and can be easier for reporting when many tables are involved.
However the Data Model in Excel provides structured tables with data types, relationships between fields in tables, very powerful and easy reporting using Pivot Tables and Pivot Charts, and can be used for large data sets of millions of records using those Pivot reports.
Also, Excel Web allows powerful multiple user use.

[carlocalingasan]

Excel has power query. Pretty much makes Access redundant.