Microsoft Access facts for kids
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Microsoft Office Access 2021 running on Windows 10
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| Developer(s) | Microsoft | ||||||||
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| Initial release | November 1992 | ||||||||
| Stable release(s) | |||||||||
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| Written in | C++ (back-end) | ||||||||
| Operating system | Microsoft Windows | ||||||||
| Type | RDBMS | ||||||||
| License | Trialware | ||||||||
Microsoft Access is a special computer program from Microsoft. It helps you manage and organize information, like a digital filing cabinet. It's called a database management system (DBMS).
Access combines a powerful database engine with a graphical user interface (GUI). This means you can see and click on things instead of typing complex commands. It also has tools to help you create your own software applications.
You can find Microsoft Access as part of the Microsoft 365 collection of programs. It's often included in the Professional versions or you can buy it separately.
Access stores data in its own special file format. But it can also work with information from other programs and databases.
People like software developers, data experts, and advanced users use Microsoft Access. They use it to build useful applications. Access also works with Visual Basic for Applications (VBA). This is a programming language that lets you add custom features.
Contents
What is Microsoft Access?
Microsoft Access is a tool for organizing lots of information. Think of it like a super-smart digital notebook. You can store details about customers, products, or anything else you need to keep track of.
It helps you:
- Keep data organized in tables.
- Find specific information quickly using queries.
- Create forms to easily enter or view data.
- Make reports to print or share your information.
Access is great for small businesses or school projects. It helps you manage data without needing to be a computer expert.
How Microsoft Access Started
Before Access, other companies made database programs. But Microsoft Access was the first big database program for Microsoft Windows.
Microsoft bought another company's database program called FoxPro in 1992. They used some of its best parts to make Access even better. This helped Access quickly become the most popular database for Windows.
Interestingly, "Microsoft Access" was once the name of an older program. That program helped people connect to online services in the 1980s.
Early Ideas: Project Omega
In the 1980s, Microsoft wanted to create its own database program. They called this secret project "Omega." It was supposed to work on Windows and another system called OS/2.
Omega was planned to have a special programming language. But it needed a lot of computer power. It ran slowly on the computers available back then. So, Microsoft decided to stop working on Omega as a full product.
Some ideas from Omega were later used in other Microsoft projects. These included Access (then called Cirrus) and Visual Basic.
Developing Access: Project Cirrus
After Project Omega, some developers started a new project called "Cirrus." Their goal was to build a database program for Windows. It was meant to compete with other popular programs like Paradox.
Microsoft also bought FoxPro around this time. But they decided to keep developing Cirrus alongside it. In July 1992, the test versions of Cirrus were sent out. That's when "Access" became its official name.
Access Through the Years
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Microsoft released Access version 1.0 on November 13, 1992. A little later, Access 1.1 came out in May 1993. It worked better with other Microsoft programs.
Access 2.0 came out in 1994. It needed at least 4 MB of computer memory (RAM). It also needed 8 MB of hard disk space. This version came on seven floppy disks!
Access 2.0 was part of Microsoft Office 4.3 Professional. It included a sample database called "Northwind Traders." This example showed users how to build their own databases.
With Office 95, Access 7.0 (also called "Access 95") became a main part of the Microsoft Office Professional Suite. Since then, new versions of Access have been released with almost every new version of Microsoft Office.
Over the years, the way Access stores its data has also changed. The Access 2000 format was a big change. Older versions of Access could not open files made in Access 2000. But newer versions of Access can still open Access 2000 files.
Access 2000 also increased the maximum database size. It went from 1 GB to 2 GB.
Access 2007 brought a new file format called ACCDB. This new format allowed for linking to SharePoint lists. It also supported new types of data fields. For example, you could store multiple values or files in one field.
Access 2010 introduced a new ACCDB format. This allowed Access databases to be hosted on a SharePoint server. For the first time, people could use Access applications without installing Access on their computer. This also meant Mac users could access them.
Access 2013 changed how web databases worked. It stored data in actual SQL Server databases. This made them more powerful and reliable. However, some older features were removed from Access 2013.
Microsoft Access is still part of Microsoft 365. The latest versions, like Access 2021, include new features. These include better date/time handling and support for dark themes.
How Access Works with Other Programs
Microsoft Access can work as the "front-end" of a program. This means it provides the user interface. Other programs, like Microsoft SQL Server or Oracle, can act as the "back-end." They store the actual data.
Access can also be part of a bigger solution. It can work with other Microsoft Office programs. These include Microsoft Excel, Microsoft Outlook, Microsoft Word, and Microsoft PowerPoint.
Access tables support different types of data. They also help keep data organized and connected. Access includes tools to:
- Search for information (queries).
- Display and enter data (forms).
- Create reports for printing.
Access is designed for multiple users. It can handle situations where many people are using the database at the same time. It "locks" individual records. This stops people from accidentally changing the same information at once. This is different from Excel, which locks the whole spreadsheet.
You can automate repetitive tasks in Access using "macros." These are like mini-programs you can create with simple clicks.
Key Features of Access
Access lets users create tables, queries, forms, and reports. You can connect these parts using macros. Advanced users can use VBA to build more complex solutions.
Access can import and export data in many formats. These include Excel, Outlook, and SQL Server. It can also link to data in its original location. This means Access always uses the most up-to-date information.
The Access database file (MDB or ACCDB) can hold everything. This includes the program parts and the data. This makes it easy to share the whole application with others.
One great thing about Access is its connection to SQL (Structured Query Language). You can see queries visually or as SQL code. This gives you a lot of control over your data.
Access also offers "parameterized queries." These queries ask you for information before they run. This makes them very flexible.
Access 2010 added table-level triggers and stored procedures. These help automate tasks within the database itself.
Access 2013 introduced a simpler, flatter design. It also allowed installing apps from the Office Store.
Access on the Web
Access 2010 allowed databases to be published to SharePoint websites. This meant people could use Access applications through a web browser. These web forms and reports didn't need any special add-ons.
Access 2013 improved this even more. It allowed creating web applications directly on SharePoint 2013 sites. These web solutions stored their data in a real SQL Server database. This made them much more powerful and reliable.
However, Access Services in SharePoint has since been stopped.
Access for Free (Runtime Version)
Microsoft offers free "runtime" versions of Access. These let people use an Access application without buying the full program. This is great for developers. They can create databases and share them freely.
The runtime version lets you view, edit, and delete data. You can also run queries, forms, and reports. But you cannot change the design of the database.
How Access Applications are Built
Access stores all parts of a database in one file. This includes tables, queries, forms, reports, macros, and code.
For creating queries, Access has a "Query Designer." This is a visual tool. You can drag and drop tables and fields to build your queries. You don't need to know SQL code to start. But Access also lets you see and edit the SQL code if you want.
Access also supports "pass-through queries." These let you connect to outside data sources using SQL code.
Non-programmers can use the "macro" feature. Macros let you automate simple tasks. You can chain commands together, like running a query or opening a form. Macros have improved over time. They now include error handling and can do more complex logic.
For more advanced applications, programmers use VBA. This is a powerful programming language. It's similar to Visual Basic 6.0 and is used across Microsoft Office programs. VBA helps create professional solutions with better error handling and multi-user support.
Developers often use Access for projects for individuals or small groups. Access can handle databases up to 2 GB in size. It works well with around 100 users at the same time. Performance depends on how the database is designed.
Splitting Your Database
Access applications can be "split." This means the data tables are in one file. This file is stored on a shared network folder. The other parts (forms, reports, code) are in a separate "front-end" file.
Each user gets their own copy of the "front-end" file. This reduces network traffic. It also lets developers update the application without affecting the data. Access has built-in tools to help you split and manage your database.
Moving to SQL Server
For very large databases or web solutions, Access applications can be moved to Microsoft SQL Server. This is called "upsizing." SQL Server is a more powerful database system. It offers better security, reliability, and can handle much more data and users.
Access used to have an "Upsizing Wizard" to help with this. Now, you can use the SQL Server Migration Assistant for Access (SSMA). After moving the data, the Access database can connect to the SQL Server database.
Protecting Your Access Database
You can protect Microsoft Access applications in several ways:
- Password Access: The simplest way is to set a password. However, this is not the strongest protection.
- Workgroup Security: This offers a higher level of protection. You can set up user names and passwords. Then, you can decide what each user or group can do. For example, some users might only be able to view data, while others can enter it. This feature is not supported in the newer ACCDB format for Access 2007 and later, but it still works for older MDB databases.
- Encryption: You can encrypt your database. The ACCDB format offers much stronger encryption than older versions.
- Compiled Databases: To stop people from changing the design of your database, you can convert it to a .MDE or .ACCDE file. This compiles the code and removes the editable source code. Any changes to the design must be made in the original file.
Access File Types
Microsoft Access uses different file extensions for its files:
| File format | Extension |
|---|---|
| Access Blank Project Template | .adn |
| Access Database (2007 and later) | .accdb |
| Access Database Runtime (2007 and later) | .accdr |
| Access Database Template (2007 and later) | .accdt |
| Access Add-In (2007 and later) | .accda |
| Access Workgroup, database for user-level security. | .mdw |
| Protected Access Database, with compiled VBA and macros (2007 and later) | .accde |
| Windows Shortcut: Access Macro | .mam |
| Windows Shortcut: Access Query | .maq |
| Windows Shortcut: Access Report | .mar |
| Windows Shortcut: Access Table | .mat |
| Windows Shortcut: Access Form | .maf |
| Access lock files (associated with .accdb) | .laccdb |
| File format | Extension |
|---|---|
| Protected Access Data Project (not supported in 2013) | .ade |
| Access Data Project (not supported in 2013) | .adp |
| Access Database (2003 and earlier) | .mdb |
| Access Database (Pocket Access for Windows CE) | .cdb |
| Access Database, used for addins (Access 2, 95, 97), previously used for workgroups (Access 2) |
.mda |
| Access Blank Database Template (2003 and earlier) | .mdn |
| Access (SQL Server) detached database (2000) | .mdf |
| Protected Access Database, with compiled VBA and macros (2003 and earlier) | .mde |
| Access lock files (associated with .mdb) | .ldb |
Access Versions Over Time
| Version | Version number |
Release Date | JET/ACE version | Supported OS | Office suite version |
|---|---|---|---|---|---|
| Access 1.0 | 1.0 | 1992 | 1.0 | Windows 3.0 | |
| Access 1.1 | 1.1 | 1993 | 1.1 | Windows 3.1x | |
| Access 2.0 | 2.0 | 1994 | 2.0 | Windows 3.1x | Office 4.3 Pro |
| Access for Windows 95 | 7.0 | August 24, 1995 | 3.0 | Windows 95 | Office 95 Professional |
| Access 97 | 8.0 | January 16, 1997 | 3.5 | Windows 95, Windows NT 3.51 SP5, Windows NT 4.0 SP2 | Office 97 Professional and Developer |
| Access 2000 | 9.0 | June 7, 1999 | 4.0 SP1 | Windows 95, Windows NT 4.0, Windows 98, Windows 2000 | Office 2000 Professional, Premium and Developer |
| Access 2002 | 10.0 | May 31, 2001 | Windows NT 4.0 SP6, Windows 98, Windows 2000, Windows Me | Office XP Professional and Developer | |
| Access 2003 | 11.0 | November 27, 2003 | Windows 2000 SP3 or later, Windows XP, Windows Vista, Windows 7 | Office 2003 Professional and Professional Enterprise | |
| Access 2007 | 12.0 | January 27, 2007 | 12 | Windows XP SP2, Windows Server 2003 SP1, or newer operating system | Office 2007 Professional, Professional Plus, Ultimate and Enterprise |
| Access 2010 | 14.0 | July 15, 2010 | 14 | Windows XP SP3, Windows Server 2003 SP2, Windows Server 2003 R2, Windows Vista SP1, Windows Server 2008, Windows 7, Windows Server 2008 R2, Windows Server 2012, Windows 8 | Office 2010 Professional, Professional Academic and Professional Plus |
| Access 2013 | 15.0 | January 29, 2013 | 15 | Windows 7, Windows Server 2008 R2, Windows Server 2012, Windows 8, Windows 8.1, Windows 10 | Office 2013 Professional and Professional Plus |
| Access 2016 | 16.0 | September 22, 2015 | 16 | Windows 7, Windows 8, Windows 8.1, Windows 10 | Office 2016 Professional and Professional Plus |
| Access 2019 | September 24, 2018 | Windows 10 | Office 2019 Professional and Professional Plus | ||
| Access 2021 | October 5, 2021 | Windows 10, Windows 11 | Office 2021 Professional, Microsoft 365 Apps for business |
There was no Access version 3.0, 4.0, 5.0, or 6.0. Access 7.0 came out with Office 95. This was to match the version number of Word 7.0.
Also, version number 13 was skipped.
See also
In Spanish: Microsoft Access para niños
- Comparison of relational database management systems
- Form (web)
- MDB Tools
- Jam.py
- Kexi
- LibreOffice Base
