Microsoft Access: Is it still relevant? (2024)

Is MS Access still used? Some history

Microsoft Office is almost 30 years old – it was launched in November 1990. Not many software packages have enjoyed such longevity. However, the Microsoft bundle hasn’t stayed the same over the years. Some elements get added, while others get dropped. One component of the productivity suite that is still in there is Microsoft Access.

Access debuted in 1992. Microsoft had struggled to produce a desktop DBMS for years and fast-tracked the development process by buying up one of the sector’s market leaders, FoxPro. Although Microsoft continued to market and develop FoxPro, it was able to pick at some of the code and services of its new acquisition to bump-start its own database engine project. The transfusion was successful.

Access rode on the success of Windows. The package’s main rivals failed to spot the rise in this operating system and didn’t release Windows versions fast enough. Microsoft also killed off FoxPro to make room in the market for MS Access. The success of the tool increased when it was included in Microsoft Office in 1995.

The tool then became part of the Microsoft Office evolutionary pipeline with a requirement to get overhauled regularly in synchronization with the development of other Office components. This really took Access to the next level.

Microsoft Access Database deployment and issues

One problem with Microsoft Access is that it has its own file format that isn’t compatible with any other system. While Microsoft adopted an OpenDocument Format-compatible XML-based file structure for Excel and Word, it left the old file structure of Access alone.

The .docx and .xmlx file formats of Word and Excel have become the universal touchstone of file types in their respective application fields. However, the .accdb format used by Access never caught the public’s imagination and other developers of rival productivity suites weren’t interested in building Access file compatibility into their desktop database applications.

A common use of Microsoft Access is to keep it as a front end to more commercially successful DBMSs. For example, Access can attach to an Oracle database, so business applications written in Access can connect through to data held in an Oracle database. Access can also front for SQL Server and Sybase. However, this repurposing of the Access application feels a little like a half-life. Is this the last resort for Access, acting as a skin to more successful RDBMSs?

As the demand for Access programming language skills lessens, fewer programmers bother to learn the system. This begins a cycle of decline where the lack of an available developer skills pool puts project managers off from using an environment to develop a new product. So, the shortage of programmers with data management skills creates a shortage of projects in that language and the lack of demand for those skills makes mastering that language a poor career move. Thus, the skills pool shrinks further and the cycle of decline continues. Microsoft Access could be following COBOL, FoxPro, and SQLBase down the path to oblivion.

MS Access faced an uncertain future

Microsoft couldn’t help but notice the meteoric fall of Access from its heights as the most widely used desktop database system in 2011 to being an embarrassing left-over in 2017. The company announced in November 2017, close to the application’s 25^th birthday, that it intended to retire Microsoft Access from its online productivity suite.

The official shutdown date for Access Web Apps and Web Databases in Office 365 was set for April 2018. Despite declaring the removal of Access from Office 365, Microsoft quietly changed its mind. Updates continued to appear – the latest version of Access in Office 365 was released in September 2020. Also, Microsoft continued to develop the desktop database software, releasing Access 2019 in September 2018 as part of Office 2019. Microsoft has a page where you can check which version of MS Access you are using. Depending on the version of Access you have deployed, you can check on updates and new features as well.

The lingering purpose of Access lies in the self-build market. However, what small business operator will bother creating a contacts database in Access or setting up an invoice form when there are plenty of ready-made invoice generators available on the web? Who is going to create a recipe database for the kitchen when plenty of online cooking sites already make those recipes available anytime on-demand?

The Best Microsoft Access Alternatives

Think of a situation where someone might still need to use Access and just as quickly, you can come up with a better alternative that is already available. If you can’t, we’ve come up with a shortlist of alternatives to Microsoft Access.

1. OpenOffice derivatives

OpenOffice presented a serious challenge to Microsoft Office. It contained all of the elements anyone wanted from Microsoft Office but was free. Microsoft toughed it out and finally, the free OpenOffice failed to provide enough investment to keep it up to date. The bugs in the system eventually made it a security risk and the free alternative to Office withered.

OpenOffice still exists today, though, as an open-source project, its code was available and a lot of people made their own versions. In most cases, the “forks” of OpenOffice used the same component names for the individual applications in the suite. The OpenOffice equivalent of Access is called Base. Base has its own file format — .odb – and it isn’t able to open .accdb files created in Access. Base isn’t any better than Access, except that it is free. There are still versions of OpenOffice available for free.

Apache OpenOffice

The original OpenOffice got foisted off on the Apache Foundation. The Foundation initially got some support from IBM who lent the project to a development team that rewrote it to be the same and IBM’s Lotus Symphony. Since IBM withdrew, the project has shriveled. Base is still a component of Apache OpenOffice and it is completely free to use.

2021 Update: Despite having a lower development budget since the departure of IBM, Apache is still maintaining the code for this suite. There were three update releases during 2021, so the system is still being kept fresh.

Why do we recommend it?

OpenOffice Base has templates and wizards that make creating databases and forms really easy. This system won’t create good-looking Web interfaces, so it would be better for the creation of internal business systems rather than client-facing products.

Who is it recommended for?

OpenOffice Base is a great choice for those who want to escape the clutches of the big software corporations. This tool is also good for developers who like to make their own systems for quick, convenient apps rather than systems for clients.

LibreOffice

LibreOffice is a clone of OpenOffice and ended up being more successful. The suite includes Base, which is a good free alternative to Microsoft Access. It has its latest versions for Windows, Mac OS, Linux, and Android.

Why do we recommend it?

As LibreOffice Base is almost identical to its Apache OpenOffice counterpart, the arguments in favor of this tool are the same as well. Both of these OpenOffice versions are free to use, so you could download both and compare them yourself to decide which is best for you.

Who is it recommended for?

Like ApacheOffice, the LibreOffice system is ideal for those who want to get away from paying the big software corporations. The tool is great for personal use and the development of in-house tools.

OxygenOffice Professional

OxygenOffice Professional is a free, open-source clone of OpenOffice, which claims to be compatible with the original, Apache run version of the suite and offers extra templates and fonts. However, the code for OxygenOffice Professional hasn’t been updated since May 2013, which means it is seriously out of date.

Why do we recommend it?

OxygenOffice Professional is almost indistinguishable from the OpenOffice and LibreOffice systems. However, it has full compatibility with the other two OpenOffice flavors and it has an extensive template library that is worth a look.

Who is it recommended for?

OxygenOffice Professional Base is fully compatible with Microsoft Access, so you could port your old Access projects over to this system to keep them under development for free.

2. Google Forms

Google Forms is a good option if you are looking for a straightforward, spreadsheet-based database system that runs online. It is even possible to construct Web pages with this tool and it is available for free.

The interface of Google Forms is very easy to use and anyone can create a small database application without any technical knowledge. Check out this YouTube video on how to create a database with Google tools.

Why do we recommend it?

Google Workspace is becoming a major rival of Micorosft 365 and, as such, Google Forms is the Google answer to Access. Although backing the system with a spreadsheet is not quite as good as creating relational tables, you can fully model Access’s structure by integrating forms with a MySQL backend – all for free.

Who is it recommended for?

Google Forms is surprisingly powerful despite being very easy to work with. It is particularly useful for HR applications, such as application forms and test creation.

3. Calligra Office

KDE produces Calligra Office, an open-source project that is free to use. The database system in Calligra Office is called Kexi. It uses the OpenDocument format, .odb as its native file type. Calligra Office installs on Windows, Mac OS, Linux, and BSD Unix.

Why do we recommend it?

Kexi combines the creation of a database with the design of frontends and it is able to produce great utilities for on-premises use. This tool is a close competitor to Microsoft Access but it doesn’t have a cloud version.

Who is it recommended for?

As it is free to use, Caligra Office Kexi is an obvious choice who don’t want to pay for office tools. The system can produce on-device apps that could, in theory, be networked. The system is good for creating local databases, such as a stock list for a bricks and mortar store.

4. Zoho Creator

Zoho Creator is an online application creation environment that is based around the development of Access-like databases. The development environment includes a guide, with staged tasks that help you create a database and screens and reports based on it. This is a professional solution, however, there is also a free tier. The two paid plans are charged for by subscription. You can assess the paid editions of Zoho Creator with a 15-day free trial.

2021 Update: There is now also a freeware version – See the price comparisons.

Why do we recommend it?

Zoho Creator is an impressive online tool for creating applications based on small databases that matches Access functionality very well. This tool can be used to create Web-based applications for intranet services.

Who is it recommended for?

Systems administrators with a yearning to develop would really enjoy tinkering with this tool. It is great for creating system inventory databases or document indexes. The interface creator can connect to other databases for the backend, so you aren’t limited to using databases defined in Zoho Creator.

5. Bubble

Bubble is a good alternative for those who use Access to interface to other DBMSs. This is a codeless website development tool with the ability to create data forms for data entry and query. The company offers a hosting service as well. You can design a site or a page and host it on the Bubble servers, setting up new databases or linking back to your existing databases.

This is a paid service but there is a free version. The free Bubble will have “Built with Bubble” printed on your page.

Why do we recommend it?

Bubble is more of a website creator than a database system. You can connect to other DBMSs and build screens based on available tables and columns. So, set up a database elsewhere first and then work on the front end with Bubble.

Who is it recommended for?

Bubble is a great option for eCommerce entrepreneurs that want to create websites quickly but don’t want to bother contracting a website designer and don’t have development skills. The only drawback to the self-starter website owner scenario is that you need to know how to create a database as well.

Users’ Recommendations

This article has attracted a lot of community attention with a number of commenters recommending alternative packages to Microsoft Access. We list the most common ones here:

• Claris FileMaker This tool is provided by a division of Apple and it provides a database system with a GUI front-end that enables entire apps and Web pages to be constructed from a database design. Claris also offers a consultancy service to design solutions. Design is implemented through templates and a drag-and-drop visual editor with add-ons that provide features and functions. Runs on Windows and macOS and is available for a 45-day free trial.
• Wisej This rapid development framework provides all of the elements you need to create a front-end plus all back-end services for a new application or website. The design tool is based on Visual Studio and you can write code in C# and VB.NET. However, the designer includes widgets that let you place element icons on a design layout and define their behavior through properties, which makes creating systems very easy. There is a free version available and the paid editions are available for a 30-day free trial. Runs on Windows.
• Microsoft Power Platform (Power Apps) Touted as Microsoft’s replacement for Access, this suite of app development, business intelligence, and connectivity tools enables developers to create complicated applications for Web deployment through a coordinated suite of tools, such as Power BI, which operates as an ERP. The core development tool in the package is Power Apps which enables the creation of front-ends and linked back-end systems, such as databases with almost no programming requirements. The Power Apps environment installs on Windows and you can get it for a 30-day free trial.
• Airtable This cloud-based development system creates business systems that are based on a data management system that is a cross between a spreadsheet and a database. You design a data structure and then produce a form as a front-end to it. Rather than using this system for a website, you would create presentations on operational data, marketing campaign trackers, recruitment management interfaces, or project management systems with this service. You can access the system on a 14-day free trial.
• Monday.com This is an application development suite that is hosted on the cloud. Users of this system create team management, project management, collaboration utilities, and Web applications with the environment without needing to write any code. This is a visual editing service, supported by templates, that constructs back-end supporting structures, such as data storage services to match the requirements of the application under development. Finished screens for the service can integrate media panels and generate reports in a range of formats, including PDF. You can try out Monday.com with a 14-day free trial.

Should you leave Access behind?

If you were depressed about the decline of Microsoft Access, then hopefully, this review of the status of the package and alternatives to it has given you some cheer. The way forward out of your Access depression is to try out some other database systems.

The free alternatives on this list show you that you shouldn’t have paid for Access in the first place. One problem you will face is migrating your data out of the .accdb format. However, you can export data in CSV format and import that into a new database created with any DBMS.

Microsoft Access FAQs