What is an Access App?

What is an Access App?

An Access app is a web-based database application built with Microsoft Access (starting from Access 2013) that runs inside a SharePoint environment. Unlike traditional Access desktop databases that store data locally in .accdb files, Access apps store their data in a backend SQL Server database hosted either on-premises or in the cloud via SQL Azure.


How Access Apps Work

  1. Design in Access Desktop:
    You create an app in the Access desktop application by designing tables, forms, queries, and reports. Instead of a file-based database, your data is saved in SQL Server tables.
  2. Publish to SharePoint:
    The Access app is published to a SharePoint site (either SharePoint Online or SharePoint Server). This means users access the app through a web browser.
  3. Web Interface:
    Users interact with the app via a browser interface generated automatically by Access, including:

    • Data entry forms
    • Views (datasheets, calendars, charts)
    • Reports
  4. Data Storage:
    All data is stored in SQL Server or Azure SQL, ensuring better performance, reliability, and scalability compared to local Access databases.

Benefits of Access Apps on SharePoint

  • Centralized Data:
    Multiple users can access and update the data simultaneously, promoting collaboration.
  • Web-based Access:
    No need for users to have Access installed locally — everything runs in a browser.
  • SQL Server Backend:
    Supports larger datasets and more robust data management compared to local .accdb files.
  • Integration with SharePoint:
    Easy to manage permissions, alerts, and workflows using SharePoint tools.
  • Rapid Development:
    Ideal for quickly creating custom database solutions without deep coding knowledge.

Limitations and Considerations

  • Feature Restrictions:
    Access apps have fewer features compared to full Access desktop databases. Complex VBA code, macros, and some desktop features aren’t supported in the web app.
  • Customization Limits:
    UI customization is limited to what Access offers; you can’t create highly customized web pages beyond the Access-generated interface.
  • Lifecycle Status:
    Microsoft has deprecated Access web apps (as of 2017–2018), no longer supporting new Access app creation in SharePoint Online. Existing apps may continue to work, but support is limited.
  • Migration:
    Microsoft recommends migrating to Power Apps and Dataverse for modern, scalable business app development.

When to Use Access Apps

Access apps were suitable for organizations that:

  • Already used SharePoint Online or on-premises SharePoint
  • Wanted to move Access data to a web-based collaborative environment
  • Needed quick, low-code database apps without complex coding
  • Preferred SQL Server’s reliability but with Access as a design tool

Alternatives to Access Apps

Since Access apps are deprecated, consider these modern alternatives:

  • Microsoft Power Apps:
    Build rich, mobile-friendly business apps connected to various data sources (Dataverse, SQL, SharePoint, etc.).
  • SharePoint Lists + Power Automate:
    Use SharePoint lists as data sources combined with Power Automate workflows and Power Apps for UI.
  • Azure SQL + Custom Web Apps:
    For full customization, build web apps directly using frameworks like ASP.NET, React, or Angular connected to SQL databases.

Summary

Feature Access App Traditional Access Desktop Database Power Apps
Data Storage SQL Server / Azure SQL Local .accdb file Dataverse, SQL Server, SharePoint Lists, etc.
Access via Browser Yes (published on SharePoint) No (requires Access desktop client) Yes (web, mobile, desktop)
User Collaboration Multi-user via SharePoint Limited; needs network share or splitting Multi-user with role-based security
Custom Code Support Limited (no VBA, some macros not supported) Full VBA and macro support Power Fx, connectors, and logic-based automation
Support Status Deprecated by Microsoft (no new creation) Supported and widely used Actively developed and recommended

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