Tackle your data: seven databases to boost your productivity - includes related article on other database options - Software Review - Evaluation

Home Office Computing, Jan, 1995 by Stephen W. Plain

DATABASES ARE NOTHING TO BE AFRAID OF. IN FACT, you probably work with them without realizing it-- your contact manager or PIM (personal information manager), for example. But if you have trouble creating customized forms or switching among several specialized applications that don't interact with one another, you may be a good candidate for a general database package.

Databases give you the flexibility to tailor information specifically to your operation. You can customize forms, perform a variety of search routines, produce high-quality mailing labels, and create reports that incorporate charts and graphics.

In the past few years, database programs have become much easier to use. The best of the current crop provide various hand-holders that step you through the creation of tables, reports, queries, and forms. Most also provide easy-to-use macros that automate repetitive tasks without making you learn arcane programming functions, though the technical jargon these programs employ is still a little off-putting (see "Speaking in Database").

The first step in choosing a database is understanding the different types available. Databases can generally be classified as either flat-file or relational. Flat-file databases are the simplest; they essentially use a single data file with a fixed format to hold information--a contact file in a database manager, for instance. FileMaker Pro and askSam for Windows are just two of the flat-file databases in this review.

Other databases in our roundup, however, are relational, meaning that you store data in separate tables and the software establishes relationships among them. For example, an ID field in a table for employees can be linked to a different yet related table. Relational databases allow queries, data entry, and reports to be performed on all tables simultaneously, meaning you have access to the same information from more than one table.

In this review, we look at seven databases---each with its own distinct character-designed for a broad spectrum of people. One product did not ship in time to be included in this roundup--Alpha Five for Windows from Alpha Software. Alpha Five promises to be an important package, with features that mimic the best parts of such products as Access. From what we were able to see in the prerelease version, Alpha Five will combine many of the intuitive concepts of Alpha Four, Alpha Software's venerable DOS program, but with the flexibility of the Windows environment.

Although these databases vary in approach--from Access and Paradox, which provide full-fledged programming languages, to askSam for Windows, which lets you manipulate databases like word processor documents-they each get you working with your data quickly and productively.

Access Rating: *** 1/2

Version Reviewed: 2.0

Of all the databases reviewed here, Access fits the needs of the most people, from those with basic database requirements to professional developers. Sporting a unique look and feel, Access is an excellent choice for gradually automating your tasks and offers almost limitless flexibility. It assumes, however, that you understand such terms as table and query, which may throw off people unaccustomed to working with database software.

Unlike programs that have separate data files, index files, forms, and so on, Access encapsulates all of the components of each database within a single file that contains tables, queries, forms, reports, and so on. When you open Access, you see a simple window that organizes all these elements.

Browsing in Access's Form view is similar to the way Approach works: Most navigation and search functions are available from the toolbar. Designing new forms and tables is also easy with the numerous Wizards that walk you through the creation of forms, reports, tables, and queries. Access provides several standard tables--customers, employees, and products, for example--to get you working quickly.

Once you've created tables or forms and started working with your data, you'll probably want to automate certain functions. Access's well-designed macros let you customize menu commands and data manipulation.

Access does everything well and offers excellent tools for creating multiple table applications, such as a central database that holds customer, order, and project information. If you're a novice, you'll have to get used to building queries in Access (the main reason for the reduced rating), but once you get past the learning curve, you'll have all you'll need to select data. No matter what your database needs are, Access will not disappoint.

Approach Rating: **** Version Reviewed: 3.0

Since its first release, Approach has been known for its ease of use and broad compatibility. Indeed, Approach is an excellent choice if you're new to databases, offering a blissfully simple macro system that makes automating tasks a snap.

Approach works with many database formats, including Access, dBase, FoxPro, and Paradox. The interface is easy to get used to, consisting of the main work area, the SmartIcon bar, and the status bar; Approach's work area is divided into various views, which you can define to work with your data.