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
- 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. - 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. - Web Interface:
Users interact with the app via a browser interface generated automatically by Access, including:- Data entry forms
- Views (datasheets, calendars, charts)
- Reports
- 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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