This article from Microsoft Support discusses the differences between using Microsoft Access and Excel for managing data, helping users decide which tool is best suited for their needs. I’ve used Copilot to help me create a quick summary of the article you can use as a cheat sheet for making decisions on the best tool for the job you need to do right now. Also the fact is that Access and Excel can work great together to get the best of both worlds!

Excel is ideal for:

• Numerical data analysis: Excel excels at calculations, statistical analysis, and creating charts and graphs.
• Ad-hoc data analysis: It’s great for quick, flexible data analysis and visualization.
• Simple databases: Excel can handle simple databases with flat data structures.
• What-if analysis: Excel’s tools like Scenario Manager and Data Tables are useful for forecasting and modeling.

Access is better for:

• Large datasets: Access can handle larger volumes of data more efficiently than Excel.
• Relational databases: It’s designed for complex data relationships and can manage multiple related tables.
• Data integrity: Access provides better tools for ensuring data accuracy and consistency.
• Forms and reports: Access offers more sophisticated options for creating user-friendly forms and detailed reports.

The article also highlights scenarios where each tool might be more appropriate:

• Use Excel if you need to perform complex calculations, create pivot tables, or generate charts.
• Use Access if you need to manage large amounts of data, create complex queries, or build a database with multiple related tables.

Additionally, the article explains how using both Excel and Access together can be beneficial:

• Data transfer: You can move data between Excel and Access by copying, importing, or exporting it.
• Combined strengths: Storing data in Access and connecting to it from Excel allows you to leverage Access’s data management capabilities and Excel’s analytical tools.
• Enhanced functionality: This combination enables you to capture, store, query, and share data in Access while using Excel for calculations, analysis, and visualization¹².

In summary, while both Excel and Access have their strengths, the choice between them depends on the specific needs of the user and the complexity of the data being managed. Using both tools together can provide a powerful solution for comprehensive data management and analysis¹².