However, instead of serving as a database management system, such as Access, Excel is optimised for data analysis and calculation. This structure helps you ensure that only the correct types of data are entered.Īccess stores data in tables that look much the same as worksheets - but Access tables are designed for complex querying in relation to data stored in other tables.Īs a spreadsheet application, Microsoft Excel can store large amounts of data in workbooks that contain one or more worksheets. Access provides more structure for your data for example, you can control what types of data can be entered, what values can be entered, and you can specify how data in one table is related to data in other tables. You can use Access to automate frequently performed actions, and Access reports let you summarise data in printed or electronic form. Access forms provide a more convenient interface than an Excel worksheet for working with your data. In very general terms, Microsoft Access may be the best choice when you have to track and record data regularly, and then display, export, or print subsets of that data. For example, if it is your goal to maintain data integrity in a format that can be accessed by multiple users, Access is your best choice, whereas Excel is better suited for complex numerical data that you want to analyse in depth. Excel gains added data manipulation functionality through Power Query and PowerPivot.Įach application has distinct attributes providing their own advantages, depending on the type of data that you are managing and what you want to do with that data. For example, both programs can store large amounts of data, run powerful queries and analysis tools to slice and dice that data, and perform sophisticated calculations that return the data that you need.

They possess many similarities, which can make it difficult to decide which program you should use. Microsoft Excel is a spreadsheet application. Microsoft Access is a database application. When should I use Excel Spreadsheets and Access Databases for my different types of data?

Access vs excel