2016 Cengage Learning Computing Conference Lisa Friedrichsen Johnson County Community College Excel vs. Access The Epic Battle Continues in Office 2016

Access or Excel? 5 key questions 1.If the data is in a single large list, do you see redundant data? 2.Do multiple people need to be able to enter and edit data at the same time? 3.Are different people responsible for entering and editing different pieces of the information? 4.Do you need to filter and/or sort the list in different ways for multiple purposes? 5.Do you need to print the data in different formats for multiple users? 2016 Cengage Learning Computing Conference 2

5 Excel answers 2016 Cengage Learning Computing Conference 3 1.Data? 2.Multiuser? 3.Saved forms? 4.Saved queries? 5.Saved reports? 1. One large list WILL create redundant data More data entry More data inconsistency More data inaccuracies 2. NOT multiuser 3. Spreadsheet data entry 4. Filters and sorts are temporary 5. Reports cannot be saved without extensive macro/VBA knowledge

5 Access answers 2016 Cengage Learning Computing Conference 4 1.Data? 2.Multiuser? 3.Saved forms? 4.Saved queries? 5.Saved reports? 1. Relational database! Minimizes data entry / maximizes productivity Improves data consistency Improves data accuracy 2. Multiuser = YES 3-5 heads down entry up to 10 occasional 3. Saved forms = “unlimited” 4. Saved queries = “unlimited” 5. Saved reports = “unlimited”

Why Excel? Budgets and What-If Analysis – projecting into the future Income Statement Balance Sheet Cash Flow Analysis Decision Support and Charting Breakeven Analysis Scenario Analysis Trend Analysis Linear Programming List Management 2016 Cengage Learning Computing Conference 5

Excel vs. Access: common examples 2016 Cengage Learning Computing Conference 6 Excel - Budgets / What If Analysis - Income Statement - Balance Sheet - Cash Flow Analysis - Decision Support & Charting - Scenario Analysis - Breakeven Analysis - Trend Analysis - Linear Programming - List Management Access - Relational Database Management - Querying a Relational Database - Information Communication / Reports - Interface Design / Forms - Application Development / Macros, VBA

Migrating data from Excel to Access… 1.Import Excel data into Access 2.Normalize the data 3.Build relationships 4.Build queries 5.Behold the power of a relational database! 2016 Cengage Learning Computing Conference 7

Thank you! All of my online resources Youtubes Reference sites Grading rubrics Lisa Friedrichsen, Professor Web Development & Digital Media Johnson County Community College 2016 Cengage Learning Computing Conference 8