That is what is the difference between these applications;when to use one versus the other??

In some cases this is a matter of preference; by this I mean which program are you more proficient with using.

Similarities:

Both programs allow you to register, maintain, manipulate, and then print data...they're relatively inexpensive and universal software, for both businesses and personal uses.

Both programs are great tools for managing data and performing calculations.

Differences:
Excel -
Accurately this program is considered spreadsheet software, for novice users Excel is used to track basic info; such as employee schedules, names, phone numbers, and simple calculation inputs.
Yet for advanced Excel users, Excel is an excellent tool for performing mass calculations and analyzing data on a large scale. By knowing how to create versatile formulas, utilizing Pivot Tables, and other features such as data validation and macros, Excel can accomplish nearly any task.
Examples of uses would be tracking employee 401K plans, figuring the weekly wages of your employees, and even personal uses like figuring a retirement plan...and all of this could be accomplished using a versatile worksheet, instead of creating a new one each time.

Access -
This program is considered a relational database, this means that data functions both independently and interdependently (using tables) to allow the database user to combine data from multiple sources and analyze and/or report information in almost limitless ways.
Access can store tons of data in different forms and yet still be intertwined for easy referencing and analyzing.

When they work best:
Excel functions best with calculations...Take it from any CPA or financial expert, spreadsheets were created to simplify and organize financial data. Using Access for calculations is like using a butcher's knife to butter your bread.
Access works best at storing vast amounts of info that have relational fields, this way you can easily reference the data and keep it maintained. For instance, if you are storing peoples name, address, and phone number it might be best to just list it on Excel, or use your MS Word Mail Merge feature. However, if you plan to store additional information such as personal information, hobbies, job information, gift buying history, networking details, etc., which may apply to more than one contact, you will probably want to use Access.

A great thing to remember with software...Use the easiest and simplest program, as long as it accomplishes your goal!

Hope this helps.

Access is a database for storing and sorting large amounts of information. Excel is a tool to analyze and manipulate moderate amounts of data.

I am a computer specialist.so, ms excel is generally used in schools and rarely in business, to make graphs and reports.But ms access is totally different thing, this is used 100% in business(such as Banks) and it is not used anywhere else.And to use this a special access language is used.And this language can be learnt by taking ms access classes.

Acess is a Database program and something you would use for inventory tracking, ect.

Excel is a Spreadsheet program and is typicall used for accounting purposes as it can be used to make charts and graphs..

Here is where it gets confusing: Spreadsheets are the basis of Databases. Both are used for tracking information it just boils down to what type of information you want to track and how.