What is Microsoft Access?

Microsoft Access is a relational database management system (RDBMS) that is part of the Microsoft Office suite. It has been designed to enable organisations, associations and SMEs to create, manage and operate databases without requiring advanced programming skills.

Access allows you to :

• Store and organise large amounts of information in relational tables.

• Interrogate and analyse data via targeted queries.

• Simplify data entry and modification through customised forms.

• Present and share information with clear, detailed reports.

• Automate certain tasks using macros and VBA (Visual Basic for Applications).

What's the difference between Microsoft Access and Excel?

Many users hesitate between Excel and Access, two tools included in the Microsoft Office suite, but which do not meet the same needs.

Excel

• Designed for analysing and manipulating numerical data.

• Ideal for performing complex calculations, financial models or creating graphs.

• Used primarily for individual or small team data.

Access

• Designed to organise and structure large amounts of data.

• Allows you to create relational databases with several linked tables (customers, orders, products...).

• Offers advanced features: interactive forms, targeted queries, automated reports.

Microsoft Access features

Microsoft Access is appreciated for its versatility and ease of use. It combines relational database management functions with customisation and automation tools for businesses, associations and organisations.

Table and data management

Tables are the foundation of any Access database. They are used to store different types of information (text, numbers, dates, images) in a structured way.

For example, a Customers table might contain name, address, email and phone number. In this way, relationships between tables (e.g. Customers and Orders) avoid duplication of data and improve consistency.

Queries to analyse and filter information

Queries are used to extract, analyse and combine data from several tables. They can be used to quickly search for specific information (e.g. all customers who bought a product in the last month). They can include filters, calculations and complex sorting.

Forms to simplify data entry

Access forms offer a flexible interface for entering and modifying data without going directly to the tables. They therefore make it easier for non-technical users to enter information.

Reports to present data

Reports transform data into clear, usable documents. They can be used to create summaries, graphs or detailed lists.

Example: a monthly sales report with total revenue and best-selling products.

Automation and customisation (Macros and VBA)

Access includes powerful tools for automating repetitive tasks and creating customised business applications.

• Macros: automate simple actions such as opening a form or executing a query.

• VBA (Visual Basic for Applications): allows you to go further with complex scripts to tailor the database to a company's specific needs.

The benefits of Microsoft Access

Microsoft Access remains a popular solution for businesses looking for a simple, affordable and rapidly operational data management tool. Here are its main advantages.

Accessibility for non-developers

One of the greatest advantages of Access is its ease of use. Unlike more complex database systems (SQL Server, Oracle), it does not require advanced programming skills. Thanks to its built-in forms and wizards, even non-technical users can create and manage relational databases.

Integration with the Microsoft Office suite

Access integrates seamlessly with Excel, Outlook and Word, making it easy to import and export data. For example, you can :

• import Excel tables to transform them into Access tables,

• automatically generate reports in Word,

• or synchronize contacts via Outlook.

Rapid creation of simple business applications

With Access, it's possible to design bespoke business applications (stock management, customer tracking, project tracking and much more) without having to develop complex software. Its forms, queries and reports mean you can quickly implement solutions tailored to your company's specific needs.

Multi-user management on a local network

Access can be used collaboratively. Several users can access and work on the same database when it is shared on a local network. This makes it particularly suitable for small and medium-sized businesses that want to centralise information without investing in a heavy infrastructure.

The limitations of Microsoft Access

While Microsoft Access remains a practical tool for managing and organising data, it has a number of limitations that need to be taken into account, especially in a context where business needs are changing rapidly.

Performance problems with large volumes of data

Access works well for small to medium-sized databases, but quickly becomes limited when volumes exceed 2 GB or when hundreds of thousands of records need to be processed. Response times become longer, and the risk of file corruption increases.

Low scalability compared with modern bases

Compared with systems such as SQL Server, MySQL or cloud solutions (Azure, Google BigQuery, Snowflake), Access offers reduced scalability. It is difficult to integrate Access into complex environments requiring large-scale connections, real-time processing or big data architectures.

Difficulties in remote collaboration

Access was designed primarily to operate locally or on an internal network. In a world where remote collaboration and hybrid working have become the norm, Access is showing its limitations. Sharing .mdb or .accdb files in the cloud often leads to performance and synchronisation problems.

Security risks if incorrectly configured

Although Access offers security features, these are less robust than those of modern database management systems. Without proper configuration (access rights, encryption, backup management), Access databases can become vulnerable to intrusion or data loss.

Modern alternatives to Microsoft Access

With the changing needs of businesses and the rise of cloud computing, a number of more powerful and scalable alternatives to Microsoft Access have emerged.

Power Apps (Microsoft Power Platform)

Power Apps enables you to quickly create low-code business applications tailored to your internal processes. Thanks to its integration with Microsoft 365, SharePoint, Teams and Power BI, it's possible to connect your databases, automate workflows and make your applications accessible on mobile and web. It's the ideal solution for modernising your existing Access tools.

SQL Server and Azure SQL Database

For businesses that manage large volumes of data and are looking for robustness, security and scalability, SQL Server and its cloud version Azure SQL Database offer a reliable architecture. These systems enable large-scale multi-user management, high availability and compliance with the most stringent security standards.

FileMaker and other cloud platforms

FileMaker (Claris) is an alternative that combines ease of use with multi-platform deployment (desktop, mobile, cloud). Other cloud solutions such as Airtable, Zoho Creator and Google Cloud SQL also stand out for their accessibility, flexibility and real-time collaboration.

Switch from Access to modern, secure solutions

While Microsoft Access may still be suitable for small, local databases, its limitations are rapidly becoming a brake on growing businesses. Modern solutions such as Power Apps offer greater performance, security and remote collaboration - essential assets for remaining competitive in a digital environment.

At Mallette, we support organisations as they migrate from Access to modern platforms. Our team of digital transformation, Power Platform and data governance experts design bespoke solutions that integrate seamlessly with your existing systems.

Contact our specialists today to transform your Access databases into a lever for productivity and sustainable innovation.