Data Graphing Program

When you say “more capable than Excel”, what exactly are you expecting? Can we assume you searched the web?

Personally, I find PowerBI amazing.

You've kind of ruled out all the obvious alternatives, so it's difficult to think what else to suggest.

You don't want to use PowerBI even though it's designed specifically for data visualization, for example.

None of the other options mentioned even make sense. SSRS is short for SQL Server Reporting Services, for example. It's a feature for reporting on data stored in a SQL Server database, not Access. So, unless you move your data from Access into SQL Server Express, it's a non-starter here. Are you willing to migrate your data?

PowerApps, regardless of whether or not it's a cloud application, is not a graphing tool by any stretch. I certainly wouldn't think of it as a way to graph data in an Access database when there are other, much more appropriate tools available.

Azure? It's a complex design environment. Perhaps somewhere in it there are tools for graphing, but nothing accessible to Access.

In short, unless you go outside the Microsoft stack, I think PowerBI, or even Excel, is your best bet. And if you don't want either of those, you'll need to invest some research time on the internet looking for other graphing applications. Of the few that I've heard about, though, like Tableau, the majority are probably cloud based.

Thank you for the very detailed response. Just a few comments and questions with regard to your responses:

First Response – I am very familiar with the graphing capabilities of Access. They are very difficult to work with and very limited. In fact, they (Modern Versions)  have gotten worse over the last few years with the newer versions. So, Access in not an option.

Second Response – I failed to mention there were two other criteria I was looking for in the graphing program: a) one I can download on my computer and not cloud based and b) is free or has a small subscription fee. To my understanding, SSRS can be downloaded but I am not sure if any free components such as SQL Server Express and Developer are graphing programs. Maybe you can explain if any SSRS components meet my two criteria.

Third Response – To  my understating, Azure (or a component) can be download to your computer and is free. Also, I assume it has a graphing component or you would not have mentioned it. Please comment.

Fourth Response – To my understanding, Power Apps is cloud based and cannot be used as a standalone on my computer. Is that correct?

I think some of your suggestions can do the graphing but may be an overkill with many other features I cannot use. I am simply looking for a standalone program where graphing is it major feature and would be used easily with Access.  

A secondary option is to find a program with a simple database component (not as powerful as Access) and has a graphing component --- all in one but with better graphing than Access. It would also meet the other two criteria I mentioned of being able to download to the computer and be relatively inexpensive, if not free. I am currently a Microsoft 365 user and would like to stress simplicity in any program I use and I am not a programmer.  

Again, thank you for your response.    

Hi William Bielfeldt

Thank you for reaching out to Microsoft Q&A Forum and sharing your question about advanced graphing tools. 

You specifically asked for recommendations other than Power BI, and there are several powerful, well-integrated solutions within the Microsoft ecosystem that cater to different needs. 

• For the most direct approach, you can create visualizations without ever leaving your database. Modern versions of Access include a robust charting engine that lets you build column, line, pie, and other charts directly on your forms and reports. You can learn how by reading the guide on how to Create a chart on a form or report.
• When you need more formal reports suitable for printing or exporting, SQL Server Reporting Services (SSRS) gives you meticulous control over layout, formatting, and design. It is the go-to tool for creating professional, paginated reports and can connect to a wide variety of data sources, including Access. You can find more details in this overview of SQL Server Reporting Services. 
• For a more technical and flexible approach, Azure Data Studio offers a built-in Notebooks feature that allows you to use code (like Python or SQL) to query and visualize data. This path provides ultimate customization and is perfect for creating highly specific or complex charts while documenting your entire analysis. To get started, you can explore this introduction to what Azure Data Studio is. 
• Finally, if your goal is to build an interactive application rather than just a static report, consider Power Apps. With this low-code platform, you can design a custom application that allows users to view and interact with charts based on your Access data. This empowers you to create a complete, user-friendly experience for data exploration. You can begin by getting started with Power Apps. 

While the tools above are excellent alternatives, it's worth mentioning why Power BI is so often recommended. It is designed specifically for self-service business intelligence, enabling users to create highly interactive, shareable dashboards and perform deep, AI-driven analysis. Its key strength lies in its seamless integration with other Microsoft 365 apps like Teams and SharePoint, which greatly simplifies collaboration. 

I hope this overview helps clarify the situation. Please let me know which tool you find appropriate, as your feedback is valuable to the community. 

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George:

Your comments are very helpful and give me further insight to my options. Just to review my situation and a few data points:

• I have been using Access for many years and it works well as a database but does not have good graphing capability.
• So, I am looking for a program that is a database and has good graphing capability – all in one program. I can transfer my existing data to a new program, that is not a problem.
• I would like to find a program that I can download and use on my commuter, not cloud based and is fairly economical, preferably free.      
• My database is not that big. I have about 300 records with each record having about 40 fields. I write queries and get reports. I would like to graph the query results, and this is where Access is deficient, at least from what I want to graph.
• I am not a big programmer so the program should be relatively easy to use.
• From the feedback and my inquiries, I am not sure if what I am looking for is offered by Microsoft. Outside of Microsoft, I came across a program called LibreOffice which has a has a database and a graphing capability --- all in one package. Although, it appears the database and graphing capability are in two separate modules such that I would have to transfer the query results to the graphing module. So, it may not be in one program.
• If I have to go to two separate problems (transferring query results from the database to the graphing program), then I could use Access as the database and Excell, Power BI or others as the graphing module. But two separate, independent, programs (and more actions) are needed. I would like to have the query results transferred automatically to the graphing module, eliminating extra steps --- __that is why one program, however, is the preferred solution. __    

So given the above, do you have any other suggestions or comments?

Thank you in advance for your help.