Difference Between Storing Data in Excel and Access

Storing Data in Excel

• Flat Database: One table contains all information.
• Example: Camera product list (file provided).
  • Contains 20 products with all product information and supplier information.
• Efficiency Issues:
  • Multiple products might use the same supplier (e.g., "Catering Supplies to you")
  • Need to enter the same supplier information repeatedly for each product that uses it.
  • Modifying supplier details requires changes to each instance in the table.
  • Time-consuming with thousands of products.

Storing Data in Access

• Relational Database: Information stored in separate tables.
  • Example: Products table (product info) + Suppliers table (supplier info).
• Relationships: Data linked via relationships between tables.
  • Use of field relationships to link product info with supplier info through supply code.
  • Supplier info stored once, referenced many times in the product table.
  • Efficient data storage and management.
• Advantages:
  • View all products by a specific supplier easily.
  • Example in lecture: Expanding "Catering Supplies to you" or "Direct Baking Supplies" to see related products.

Course Objective

• Transition from flat database to relational database.
• Further details on relationships and benefits will be discussed later in the course.

Additional Resources

• Provided link to a Microsoft page detailing more advantages.
  • Explains when to use Access vs. Excel
  • Additional benefits and detailed information.

Action Items

• Review provided files (Camera product list in Excel and Access).
  • Understand the concept of flat vs. relational databases.