One of my skills is designing efficient Microsoft Access databases – but I find that many people are not quite sure what a database is and when to use a customized database like Access. I’d like to start with talking about when you don’t need to use Access.
For most contact information about your clients I would recommend just using your Outlook contacts section. This can record a lot of different information – and it is possible to redesign the forms to your format. All of your contacts are searchable with the standard Outlook search function. If this is not quite what you are looking for, try looking at ACT which is a more advanced contact information program. Both of these programs can run mail-merges with Word or Outlook to send personalized letters or e-mails to your clients. They might be more complicated to use than a customized database – but they are also a lot cheaper.
For accounting information, I recommend using a standard accounting package such as MYOB or Quicken. This can print invoices as well as keep your inventory.
So when would you use Access? If the data you need to collect and search doesn’t fit into Outlook or ACT and you only want to see certain custom fields, you can use Access to design your own field names and searches.
To give an example, one of my clients, Melissa Burman runs an estate agency business, Sunbird Property, which helps people find their ideal home. She keeps a record of all the properties she has available in an Access database. She needs to be able to search by certain fields eg search for a flat with minimum 3 bedrooms in a certain location bleow a certain price maximum price. This is an ideal job for Access and she now has a very efficient way of finding the information she needs. (See screen shots)
Unfortunately Access is not as intuitive to learn as say Microsoft Word – I would definitely recommend that you have a few lessons or read a book before trying to set up your own databases.
Alternatively, you can have your database set up by an expert who will be able to set up more complicated searches with an easier to use interface.
Good luck with keeping all your data up-to-date, and easy to find!
(This article was originally written for the Hong Kong Women Business Owners' Club newsletter - Sept 2003)