Criticisms of Access
By Richard Rost

5 years ago

Addressing the Common Criticisms of Access

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Hi. This is Richard Rost from Access Learning Zone. As you probably know, I'm a strong proponent, supporter, and evangelist for Microsoft Access. I think it's one of the best, if not the best, overall database solution for businesses of all sizes. By itself it can manage the data needs of most small to mid-sized businesses. Couple it with SQL Server, and you have a strong, secure database solution that can handle pretty much anything.

In one of my previous videos I discussed the key Benefits of Microsoft Access. You can watch that video here: https://599cd.com/Benefits

Since I posted my first video, I've received several emails from people saying that Access has this problem or that problem. Sure, Access does have some weak points. So in this video, I'm going to address some of the common criticisms that people have about Access.

In addition, while doing my research for this video (and the first one), I found several web sites put up by people claiming to be database consultants. It was very easy for me to tell that they didn't have much knowledge of Access and what its capabilities are, or they are consultants trying to sell some super-expensive "enterprise-level" database solution as an alternative to Access. I'm not surprised.

So whether you're a fan of Access and just arguing with your friends, or you're trying to convince the boss that Access really is good database, or you're having to deal with the IT guy who absolutely refuses to let you install Access on your PC, or you've got the expensive so-called "consultant" giving you false information to push a high-priced solution, this video is for you.

Problems For All Databases. Now, I'm not including criticisms about things that are problems for all database platforms. For example, one person complained that you have to make sure that you backup your Microsoft Access database files. Duh. You need to make sure you have good backup solution for any database system. And of course, I've got free videos showing you how to properly backup your Access database. https://599cd.com/Backup

Upgrading Issues. Someone else complained that you could encounter problems upgrading from one version to another. He said he experienced all kinds of issues migrating from Access 2003 to 2016. Well of course. That's a huge difference in versions, and you're going to encounter issues like that with any software application, especially if you wait 13 years to upgrade. The move from Access 2003 to 2007 was a major change. Aside from that, I've had very little problems upgrading from one version to the next. That's one of the reasons why I love the new Microsoft 365 subscription model. You get constant updates as they're released, and you don't need to wait for the next major version to come out.

Access Discontinued. The biggest complaint I always get, and I see this quite often, is that someone told me that someone else they talked to read online somewhere that their cousin said that Microsoft is discontining Access. No. Nothing could be further from the truth. Microsoft has repeatedly said that it has no plans to retire Access any time soon. It will be here for the foreseeable future. I've got a whole video covering this: https://599cd.com/AccessGoingAway

Web Apps. Microsoft did retire Access Web Apps which was their attempt to take Access and move it up to the web. It didn't work well and they got rid of it. I've actually seen some other websites refer to this as "Microsoft is discontinuing Access," which is untrue and misleading. Complete details and links are in my other video.

You Have to Pay for Access. Someone actually complained to me that Access is a fee-based program, in other words you have to pay for it. Yeah. Sorry. It's a business application. While there are other programs out there like MySQL or even SQL Server Express that are free, the old adage "you get what you pay for" is certainly true. For all of the extra benefits Access provides, it's worth the money. And if your business can't afford $12-something per month for a professional-quality database application, then maybe you should go back to Excel. Plus, remember, only ONE person on your network has to pay for Access: the Developer. Everyone else can use the FREE Runtime Edition. https://599cd.com/Runtime

2 GB Max Per Database. This criticism is true. The maximum size of any one single Access database is 2 GB. However, you can link together multiple files to have virtually unlimited size. This then makes the maximum size of any one table to be 2 GB, but if you've got tables that large you need to either do some scrubbing, optimize them, split them, or perhaps it is time to upscale to SQL Server for your back-end, which is actually then a plus of Access. The vast majority of Access users will never need more than 2 GB of space for a single table. I've never seen it in 27 years of teaching and consulting. https://599cd.com/Split

Limited SQL. The SQL in Access isn't as "robust" as Oracle or SQL Server. That is true. However it's good enough for the vast majority of the needs of users. Again, I've never run into a circumstance where I couldn't do something in Access because of limited SQL. However, again, if you do ever decide to upgrade to SQL Server, you can use something called a pass-thru query which allows you to run a query on the server, taking full advantage of the server's language and power. https://599cd.com/SQL

Multi-User Limitations. The maximum number of users connected simultaneously to an Access database is 255. Realistically, that number is actually closer to 10 to 20, depending on network conditions. As I've said several times, Access is a great solution for small and mid-sized companies. However, even if you've got a giant corporation with 10,000 people who need to work with your data, a Microsoft Access front-end is the perfect tool for building an interface for an SQL Server back-end. Some developers complain that it's a pain to run around and install new copies of an Access database front-end on 10,000 machines. Yeah, it is. But, I've got a tool that makes it super easy to distribute your updated front-end to all of your users with just a single click. https://599cd.com/Updater

Access is Slow on a Network. This can be a valid complaint if you've got a very large database. Even if you've only got a couple of users on your network, an Access database can still be slow if you're running very large reports or generating complex queries with many thousands of records. It's true. Access isn't a database server like SQL Server. What this means is that if you have two computers sharing the same database file, one of those computers is acting as a de-facto server, but it's not really a server. All of the processing of the data happens "over the wire." So if the user on the 2nd PC decides to run a query to see just customers from Florida, that PC still has to pull down all of the records from the "server" PC and then figure out which records to display. In contrast, SQL Server figures out what records you need and only sends those few customers over the wire. The result is a much faster response time. So if you've got a lot of data that's going to be transmitted over the network, you may want to consider using SQL Server along with Access. Now, speaking from personal experience, this has almost never been a problem for me. I've build lots of Access-only solutions for dozens of clients that run just fine without a server. In my own office, I have 2 PCs running Access. I've got over 50,000 customers, and my two systems run just fine. But again, if you start out with Access and decide later that you've outgrown it, it's very easy to upgrade to SQL Server later. https://599cd.com/AccessSQL

Images and Multimedia Files. Someone complained that Access isn't good for storing files. It is true that Access doesn't store images, videos, documents, or other multimedia files well. However, it's not supposed to! You shouldn't store files like that inside your database. you should store them in a file server, in a dedicated folder. Then you store the location (path/filename) of each file in the database. https://599cd.com/Image and https://599cd.com/ABCD5

Weak Security. It is true that out of the box, Access doesn't offer much security. You can assign a database password, hide the Navigation Pane, and even distribute an encrypted front-end ACCDE file to your users. However, if you need to make sure that users can't get access to data they shouldn't see, then it takes a little extra knowhow and configuration to properly secure your database. In my Security Seminar I show you how to lock down the "program" part of your database. This will prevent people from seeing/chaging the design of your forms, reports, and VBA code. I also show you how to take measures that are "good enough" for keeping people out of your data. These techniques are good enough for the average office worker. However, if you need hacker-level security for your data, then just move up to SQL Server for your back-end. Problem solved. https://599cd.com/Security - https://599cd.com/SimpleSecurity

Only Available for Windows. There is no version of Access for Linux or the Mac. Yeah, you've got me there. However, my right-hand man, Alex, says it's possible using Parallels. And of course you can use a remote desktop solution or a virtual PC to connect to from your Mac.

High Learning Curve. If you're comparing Microsoft Access to a program like Excel, then yes, there is a steeper learning curve involved. It takes more knowledge to properly set up an Access database than it does to just open a blank Excel spreadsheet and start banging away at the keyboard. However, if you're comparing Access to other database applications, then Access is by far the easiest to learn how to use. I've worked with many of them. Believe me. Access is a piece of cake.

Coding Too Complex. Someone actually complained to me that programming for Microsoft Access was too complex. Again, if you're comparing Access VBA to other programming languages like C/C++ or something along those lines, then VBA is a walk in the park. Plus, you can build a really good Access database without a shred of VBA coding. I've got 9 Beginner lessons and 32 Expert lessons where I don't use any programming at all and I'm still able to teach you how to make some pretty cool databases. However, even if you only learn a little tiny bit of VBA, you can really take your databases to the next level. But complex to program in? Hardly. If you know how to program in anything else, you'll find that VBA is simple by comparison. You just have to learn the little bit of Access-specific add-ons to the language like OpenForm, GoToControl, and so on. Watch my Intro to VBA video to see just how easy it is. https://599cd.com/IntroVBA

No Web Version. That is a valid complaint. There is no easy way to put your Access database on the web for other people to use. There are lots of different options for sharing your data, and I've got videos covering most of them. However they all involve a little bit of setup. You can use a remote desktop solution to share your database remotely, however any serious sharing over the Internet involves moving your tables up to SharePoint or SQL Server. Again, it's not hard, and I've got videos showing how to do it step-by-step, but it is something that Access can't do by itself. Just keep in mind that when your database grows to the point where you want to share it online, a solution is available. https://599cd.com/AcOnWeb - https://599cd.com/AccessOnPhone - https://599cd.com/SharePoint - https://599cd.com/AccessSQL

Difficult to Support. A few IT helpdesk guys complained to me that they hate Access. It's their job to support the users in their company. The users build these monstrosities in Access. They then go to the helpdesk guy for help. Now the poor helpdesk guy has to try to fix the mess. Well, the problem here is simply that these users (the IT guy included) lack training. If they knew how to build databases the right way, they wouldn't be getting into such messes, and going to the helpdesk guy for support. This isn't a problem with Access. It's just a lack of education. But, it's a complaint I do hear from time to time. IT guys hate Access because they see what untrained office workers build with it.

Access Corruption. Some people have complained to me that Access database files can get corrupted very easily. If you have a situation where a user gets disconnected from the network, or is in the middle of editing a record and the power goes out, for example, the ACCDB file can become corrupt. Yeah, this is a possibility for any database, really. As long as your network is fairly reliable, it shouldn't be an issue most of the time. The first thing to do is make sure you have good nightly backups. That's very important. If your database does become corrupt, try a Compact and Repair. In my nearly 30-years of working with Access, I've only had it happen once or twice where Access couldn't repair a data file, and that was before 2007. Since the new ACCDB file format was released, I haven't had a single lost database file. https://599cd.com/Compact

Proprietary. Access is designed by Microsoft and their format is proprietary. Some people want open-source solutions so they can modify them. OK. That's a valid criticism. However, Access is extremely customizeable as it is. You have complete control over the design of your database. As far as the Access program itself, there are very few things I would want to change if I could. Oh, I do have a list, but most of those things are minor nit-picks. Besides, most people want to be able to customize their database, not build a completely new database program.

Not a "Real" Database. A lot of software engineers and database "purists" say that Access isn't a "real" database. It allows things that most professional databases wouldn't. For example, multi-valued fields. Those go completely against the rules of a normalized relational database. I agree with that point. Multi-valued fields are evil. In fact, I have a whole list of things that I consider evil in Microsoft Access. You can find the full list here: https://599cd.com/Evil. I also consider using spaces in your object and field names evil. So is using the Hyperlink, OLE Object, or Attachment data types. So yeah, there are some things in Access that you shouldn't do. Microsoft added some of those features to make it easy for beginners and database newbies to do certain things that are normally pretty complex. You can use a multi-valued field to create a drop-down list of options instead of properly creating a relational combo box using data from a 2nd related table. Although you shouldn't do these things, they're possible. Again, this just comes down to proper training. Don't blame the software. Blame the user. PBKAC. Error ID-10-T.

Can't Be Distributed as an EXE. This one is a valid complaint. You can't take the Access database that you just spent the past year developing and easily distribute it in a form that an end user can install by simply clicking an EXE installer. You can release your database as an encrypted ACCDE file, and have your end users install the free Access Runtime edition, so they don't have to pay for a copy of Microsoft Access, but it's still not the same as a professional installer application. Access used to come with something called the "Developer Extensions" that let you do this. I believe Microsoft stopped releasing that in 2003. In the past, I have used programs like InstallShield to create distributions for Access databases that would package up all of the needed components and make a nice installer for you. However, I haven't used that in years. You can create a distribution package with Windows Installer, but it's not easy to do. A quick Google search shows that there are some other 3rd party solutions available, but I haven't used any of them, so I can't recommend one. In my opinion, this is something that Microsoft could definitely improve upon. Adding the option for Access developers to quickly and easily package and deploy their databases for distribution would be a nice feature. https://599cd.com/Runtime

Scheduled Jobs. One person emailed me complaining that Access doesn't have triggers, or the ability to schedule jobs to run at specific times. Uh, yeah it does. You just have to know how to program a Timer event. Here's a video on it: https://599cd.com/ReminderPopup

Conclusion. While there may be other high-end database platforms out there, Microsoft Access is easy to learn and inexpensive, but is also very capable of growing with you. It's extremely customizable and scalable, so as your business grows, your database can grow too.

Learn More. Want to learn more? Visit my web site using one of the many links provided on the topics discussed in this video, and of course if you have any questions, please feel free to contact me or post them in the comments section below this video.

Free Training. Also, be sure to watch my free 4-hour long Access Beginner Level 1 course. It will teach you all of the basics of getting up and running in Microsoft Access. https://599cd.com/ACB1

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Intro

In this video, I address many of the common criticisms about Microsoft Access, including issues like file size limitations, multi-user capabilities, performance concerns, security, compatibility, and the perception that Access is being discontinued. I will also cover topics such as the costs involved, the learning curve, database corruption concerns, lack of web and Mac support, coding complexity, and difficulties with deploying Access solutions. If you've heard negative things about Microsoft Access or are deciding whether it's right for your business, this video will help clear up some common misconceptions.

Transcript

Addressing some of the common criticisms about Microsoft Access.

Hi, this is Richard Rost from Access Learning Zone. As you probably know, I am a strong proponent, supporter, and evangelist for Microsoft Access. I think it is one of the best, if not the best, overall database solutions for businesses of all sizes.

By itself, Microsoft Access can handle the data needs of most small to mid-sized businesses. Couple it with SQL Server, and you have a strong, secure database solution that can handle pretty much anything. In one of my previous videos, I discussed the key benefits of Microsoft Access. You can watch that video on my website or on my YouTube channel. I will put a link in the description below this video in the link section.

Since I posted this first video, I have received several emails from people saying that Access has this problem or that problem. Sure, Access does have some weak points. So in this video, I am going to address some of those common criticisms that people usually have about Microsoft Access.

In addition, while doing my research for this video and the first one, I found several websites put up by people claiming to be database consultants. It was very easy for me to tell they did not have much knowledge of Access and what its capabilities are, or they are consultants trying to sell some super expensive enterprise-level database solution as an alternative to Access. I am not surprised.

Whether you are a fan of Access, arguing with your friends, or you are trying to convince the boss that Access really is a good database, or you are having to deal with the IT guy who absolutely refuses to let you install Access on your PC, or you have the expensive so-called consultant trying to give you false information to push a high-priced solution, this video is for you.

I am not going to include criticisms about things that are problems for all database platforms. For example, one person actually complained to me that you have to make sure you make good backups of your Access database files. Well, you have to make sure you have good backups for any database system. I have free videos showing you how to properly back up your Access databases. So this really is not a criticism.

Someone else complained to me that you could encounter problems upgrading from one version to another. He said he experienced all kinds of issues migrating from Access 2003 to 2016. That is a huge difference in versions, and you are going to encounter issues like that with any software application, especially if you wait 13 years to upgrade. The move from Access 2003 to 2007 was a major change. Aside from that, I have had very little problems upgrading from one version to the next.

That is one of the reasons why I love the new Microsoft 365 subscription model. You get constant updates as they are released, and you do not have to wait for the next major version to come out. Yes, if you go from Access 95 up to Access 2016, there are going to be some compatibility issues. That is a huge jump in versions. But if you go from 2013 to 2016, they are almost identical. In fact, I have not upgraded a lot of my lessons because Access has not changed much since 2007.

The next biggest complaint I always get, and I see this quite often, is that someone told me that someone else they talked to read online somewhere that their cousin said that Microsoft is discontinuing Access. Nothing could be further from the truth. Microsoft has repeatedly said it has no plans to retire Access anytime soon. It will be here for the foreseeable future. You can invest your time and your money in it.

I have a whole video covering this. There is the link. Go watch it. I have seen several websites post misleading information because they are trying to sell other solutions, saying that Microsoft is discontinuing Access. No, they did discontinue Access Web Apps. That was one little part of Access to try to get Access to run on the web. They did realize they wanted to get rid of that, but Access as a desktop application is alive and well and it will be here for the foreseeable future.

Next up, someone actually complained to me in one of the forums that Access is a fee-based program. In other words, you have to pay for it. It is a business application. While there are other programs out there like MySQL or even SQL Server Express that are free, the old adage that you get what you pay for is certainly true. For all of the extra benefits that Access provides, it is definitely worth the money. If your business cannot afford $12 and some cents per month for a professional quality database application, then maybe you should go back to Excel.

Remember, only one person on your network has to pay for Access - the developer. A lot of people complained to me that they want an Access database but have 20 people in the office and cannot afford 20 copies of Access. Remember, everybody else besides the developer can use the free runtime edition. So you pay for Access for one person, you the developer, and everybody else can use it for free.

Another criticism about Access: an Access database file has a 2GB maximum per database. Yes, this criticism is true. The maximum file size of any single Access database is 2GB. However, you can link together multiple files to have virtually unlimited size. This then makes the maximum size of any one table to be 2GB. But if you have tables that large, you probably need to do some scrubbing or optimizations, maybe split them, or perhaps it is time to upscale to SQL Server for your backend, which is actually a plus of Access.

The vast majority of Access users will never need more than 2GB of space for a single table. I have never seen it in 27 years of teaching and consulting. The 2GB maximum is not really a problem.

Another complaint about Access is that the SQL language in Access is not as robust as Oracle or SQL Server. This is true. However, it is good enough for the vast majority of users' needs. Again, I have never run into circumstances where I could not do something in Access because of limited SQL.

If you do decide to upgrade to SQL Server, you can use something called Pass-Through Queries, which allow you to run a query on the server, taking full advantage of the server's language and power. So if you want to do something complex in SQL Server, you can still use Access to do that straight in SQL Server.

Multi-user limitations: the maximum number of users connected simultaneously to an Access database is 255. Realistically, that number is actually closer to 10 to 20 users, depending on your network conditions. I have had offices with good network speed and very little database usage where we have had 20, 30, or 40 people connected to the database at once, but it does tend to slow down when you get over that number.

As I have said several times, Access is a great solution for small and midsize companies. However, even if you have a giant corporation with 10,000 people who need to work with your data, an Access front end is still a great tool for building an interface to work with SQL Server on the back end. That way, SQL Server handles the heavy lifting.

A lot of developers have complained that it is a pain to run around and install new copies of an Access front end on 10,000 machines. That is true. I have a tool called the Access Updater that makes it super easy to distribute your front end to all of your users with a single click.

Some people complain that Access is slow on a network. This can be a valid complaint if you have a very large database. Even if you have only a couple of users on your network, an Access database can still be slow if you are running very large reports or generating complex queries with thousands of records. It is true - Access is not a database server like SQL Server or Oracle.

This means that if you have two computers sharing the same database file, one of those computers is acting as a de facto server, but it is not really a server. All of the processing of the data happens over the wire. For example, if the second PC decides to run a query to see just customers from Florida, that PC still has to pull down all of the records from the server PC and then figure out which records to display as customers from Florida.

By contrast, SQL Server figures out what records you need to display and only sends those few customers over the wire. The result is a much faster response time. So if you have a lot of data that is going to be transmitted over the network, you might want to consider using SQL Server along with Access.

Speaking from personal experience, this has almost never been a problem for me. I have built lots of Access-only solutions for dozens of clients that run just fine without a database server. In my own office, I have two PCs running Access, I have about 50,000 customer records, and my two systems run just fine.

You might be okay with just Access, but if you have lots and lots of records or lots and lots of users, then you might want to consider upgrading the back end to SQL Server. The benefit here is that if you start out with just Access and decide later that you have outgrown it, it is very easy to upgrade to SQL Server later.

Someone complained to me that Access is not good for storing files. It is true that Access should not store images, videos, documents, or other multimedia files. It is not supposed to. You should not store files like that inside your database. You should store them in a file server in a dedicated folder. Then you store the location, the path and file name of each file in your database. You do not actually put the file itself in the database.

Access does have something called an attachment data type. I do not recommend using it. Do not put files inside your database. Access was not designed to store that kind of data. I have another video that explains all of this.

Weak security is another complaint of Access, and that is true that out of the box, Access does not offer much security. Many years ago, Access did come with some basic user-level security, but it no longer does. Now, you can assign a database password. You can hide the navigation pane. You can even distribute an encrypted front end file to your users.

However, if you need to make sure that users cannot get access to data they should not see, it takes a little extra know-how and configuration to properly secure your database. In my security seminar, I show you how to lock down the program part of the database. This will prevent people from seeing or changing the design of your forms, reports, and VBA code. I also show you how to take measures that are good enough for keeping people out of your data. These techniques are good enough for the average office worker.

If you need hacker-level security for your data, then just move up to SQL Server for your backend. Problem solved. Access is good enough for the average office worker if you want to just keep people from seeing something they are not supposed to see, but you are not dealing with a super-hacker trying to get into your data. Then Access is just fine. If security is indeed an issue, upgrade to SQL Server.

Another criticism is that Access is only available for Windows. There is no version for Linux or the Mac. Access is only available for the PC. However, my right-hand man Alex tells me that it is definitely possible to use Parallels, which lets you run Windows inside of your Mac. You can also use a remote desktop solution or virtual PC. There are lots of ways to use Access even on a Mac or an Android.

Another complaint is that Access has a high learning curve. If you are comparing Access to a program like Excel, there is a steeper learning curve involved. It takes more knowledge and training to properly set up an Access database than it does to just open up a blank Excel spreadsheet and start typing. However, if you are comparing Access to other database applications, then by far Access is the easiest to learn how to use. I have worked with many of them. Believe me, Access is a piece of cake.

Another complaint: the coding is too complex. Someone actually complained to me that programming for Microsoft Office was too complex. If you are comparing Access to other programming languages like C++ or something along those lines, then VBA is a walk in the park. Plus, you can build really good Access databases without knowing a shred of VBA.

I have nine beginner lessons and 32 expert lessons where I do not use any programming at all, and I am still able to teach you how to build some pretty cool databases. If you only learn just a little bit of VBA, you can really make your databases do lots of interesting things. Complex to program in? Hardly. If you know how to program in anything else like C, C++, or whatever, you will find VBA is simple by comparison.

All you really have to learn are the little Access-specific add-ons to the language like OpenForm, GoToControl, that kind of stuff. Watch my Intro to VBA video, which is free, just to see how easy VBA programming in Access is.

Another complaint, and this one is valid - there is no web version. There is no easy way to put your Access database on the web for other people to use. There are lots of options for sharing your data, and I have videos covering most of them. However, they all do involve a little bit of setup. You cannot, out of the box, make Access have your database available on the internet.

You can use a remote desktop solution to share your database remotely. Any serious sharing over the internet involves upgrading your tables to either SharePoint or SQL Server. Again, it is not hard and I have videos showing how to do it step by step. But it is something that Access cannot do all by itself. Just keep in mind, when your database grows to the point where you want to share it online, a solution is available.

I have videos on sharing your database online with SQL Server. You can use SharePoint to share your Access database with your team. You can even use Access on your cell phone.

Another complaint I get is that Access is difficult to support. A few helpdesk guys complain to me online that they hate Access. It is their job to support the users in their company, and the users build these monstrosities in Access. Then they go to the helpdesk guy for help, and now the poor helpdesk guy has to try to fix the mess.

The problem here is simply that the users, the IT guy included, just lack the proper training. If they knew how to build databases the right way, they would not be getting into such messes and going to the helpdesk guy for support. This is not a problem with Access. It is just a lack of education. It is a complaint I do hear from time to time: IT guys hate Access because they see what untrained office workers build with it.

The solution is to get them some proper training. This could be a problem with any user in any database, if they are allowed to build their own solutions.

Some people have complained to me that Access database files can be corrupted very easily. If you have a situation where a user gets disconnected from the network or is in the middle of editing a record and the power goes out, for example, the ACCDB file can become corrupt. Yes, but again this is a possibility for any database, not just Access.

As long as your network is fairly reliable, it should not be an issue most of the time. The first thing to do is make sure you have good and nightly backups - that is very important. If your database does become corrupt, the compact and repair tool works really well. In my 30 years of working with Access, I have only had it happen once or twice where the Access compact and repair could not fix a damaged database file. That was before 2007. They made some really good changes with the ACCDB file format. Since that was released, I have not lost a single database, and anything that did become corrupted was easily compacted and repaired.

There are some third-party tools out there that claim to be able to restore a database that even compact and repair cannot fix. I have not tried any of them. I have not needed to, so I cannot endorse any of them, but they are out there. Any database can become corrupted, so you just have to have good backups.

Someone complained that Access is proprietary. Well, yes, it is designed by Microsoft, and their format is proprietary. Some people want open source solutions so they can modify them. That is a valid criticism. However, Access is extremely customizable as it is. You have complete control over your database design. As far as the Access program itself, there are very few things I would want to change even if I could, and yes, I do have a list, but most of them are minor nitpicks.

Most people want to be able to customize their database, not build a completely new database program. If you want a good, solid database program, Access is proprietary. You cannot change Access itself - it is not open source. But the database that you build using Access - you have complete control over that.

A lot of software engineers and database purists say that Access is not a real database. It allows things that most professional databases would not allow. For example, multi-valued fields. These go completely against the rules of normalized relational databases, and I agree with that point. Multi-valued fields are not good practice.

In fact, I have a whole list of things that I consider problematic in Microsoft Access. You can find the full list on my "evil Access stuff" page, soon to be a video. I also consider things like using spaces in your object and field names to be poor practice. So are the hyperlink fields, OLE objects, and attachment data types, which I have already mentioned.

There are some things in Access that you should not do. There are some features of Access that you should not use. Microsoft added some of those features to make it easy for beginners and database newbies to do certain things that are normally pretty complex. You can easily use a multi-valued field to create a drop-down list of options instead of properly building it using a relational combo box. Although you should not do these things, they are possible. This comes down to proper training. Do not blame the software.

Microsoft tried to put training wheels on Access to make it easier for more people to use. But some of these things should not be used. That is not Access's fault. Blame the user. We have a PebCack error. Or an error ID-10T.

One more complaint: You cannot make an EXE file and distribute your Access database. This one is a valid complaint. You cannot take the Access database that you just spent the past year developing and easily distribute it in a form that an end user can install by simply clicking on an EXE installer. You can release your database as an encrypted ACCDE file, but you have to have your users install the free Access runtime edition. So they do not have to pay for a copy of Microsoft Access, as I have already mentioned, but it is still not the same as a professional installer application. Access used to have something called the Developer Extensions that let you do this. I believe they stopped releasing that in 2003.

In the past, I have used programs like InstallShield to create distributions for Access databases that you could package up, and it would bring all the needed components over and make a nice installer for you. However, I have not used that in years. You can create a distribution package with the Windows Installer, but it is not easy to do. A quick Google search shows that there are some third-party solutions available, but I personally have not used any of them so I cannot recommend one.

In my opinion, this is something Microsoft could definitely improve upon - adding the option for Access developers to quickly and easily package and deploy their databases for distribution would be a nice feature. As it is now, all you have to do is give someone a link to install the Access runtime. It is literally a couple of clicks. They click on a link, it takes them to Microsoft's site, they can install the runtime if they do not already have Office, and then you just send them a copy of your ACCDE file. It is pretty simple to do, but that is a valid complaint. You cannot easily distribute your Access database as an EXE file. So there is a valid complaint if you are a developer who wants to distribute the database for public use.

Finally, one person emailed me complaining that Access does not have triggers or the ability to schedule jobs to run at specific times. Yes, it does. You just have to know how to program a timer event. There is a video on how to do it.

In conclusion, I hope that you can see that I have dispelled a lot of the common criticisms about Microsoft Access. Most things that people think are problems or shortcomings with Access really are not. A lot of people really do not know what they are talking about because they have been misinformed or they just simply do not know Access correctly.

With proper training, Access can do pretty much anything you can do with any other database system. If you need additional power and security, you can always upgrade your back end to SQL Server and keep all the work that you have done in Microsoft Access for your front end.

I hope you have enjoyed this video. Please feel free to share it and send it to anybody who has anything negative to say about Microsoft Access. If you can think of any criticisms that I did not address, please, by all means, post them in the comments section below.

Thanks for watching.

Quiz

Q1. What is one of the primary benefits of pairing Microsoft Access with SQL Server?
A. It allows you to run Access on Mac natively.
B. It provides a strong, secure database solution capable of handling larger data needs.
C. It removes fees associated with Access licensing.
D. It enables Access databases to be distributed as EXE files.

Q2. According to Richard, why should you not store files like images or videos inside an Access database?
A. Access cannot display images or videos.
B. It makes the database file too easily corrupted.
C. Access databases are not designed to handle large files, and performance suffers.
D. Storing files this way requires additional fees.

Q3. What is the maximum file size for a single Access database file?
A. 512 MB
B. 4 TB
C. 2 GB
D. 50 MB

Q4. What is a widely held—but false—rumor about Microsoft Access addressed in the video?
A. Microsoft Access is now available for Linux.
B. Microsoft is discontinuing Access.
C. All versions of Access are fully compatible with each other.
D. Access comes free with every version of Windows.

Q5. How many users can theoretically connect to an Access database at the same time, and what is the realistic number?
A. 10, realistically 1-2 users
B. 255, realistically 10-20 users
C. Unlimited, realistically 100 users
D. 500, realistically 200 users

Q6. If your business needs a highly secure, enterprise-level backend, what should you consider using with Access?
A. Only use Access because it has built-in advanced security
B. Upgrade to MySQL
C. Pair Access front end with a SQL Server back end
D. Use only Excel for security

Q7. Which of the following is NOT a valid method discussed to run Access on non-Windows platforms like Mac?
A. Parallels (virtual machine)
B. Remote desktop solution
C. Dedicated native Access for Mac app
D. Virtual PC

Q8. Why is Access sometimes considered slow on a network?
A. Because it requires constant internet connectivity
B. Because all data processing happens on the client PC, not a server
C. Because it only works on wireless networks
D. Because of Access's file encryption methods

Q9. What is the recommended method to handle large databases or many users in Access?
A. Upgrade the operating system
B. Split the database and use SQL Server as the backend
C. Use only the Access runtime
D. Change the file format to CSV

Q10. What is the biggest limitation of distributing an Access database to end users?
A. You cannot distribute it as an EXE file directly
B. The runtime is not free
C. There is no way to secure data
D. Only one user can access at a time

Q11. If users complain that Access is difficult to support, what is the primary reason according to the video?
A. Access is a highly insecure platform
B. The IT staff does not have enough licenses
C. Lack of proper user training and poor design decisions made by untrained users
D. Access updates too frequently and breaks compatibility

Q12. Which of the following is TRUE about multi-valued fields in Access?
A. They are required for normalization
B. They are considered poor database practice
C. They are the only way to link tables in Access
D. They improve performance

Q13. When are compatibility issues most likely to occur upgrading Access?
A. When skipping many versions between upgrades
B. When regularly upgrading each year
C. When only using Access for reporting
D. When only one table is present

Q14. How does the Microsoft 365 subscription model benefit Access users?
A. It makes Access free for all users
B. It provides ongoing updates, reducing large compatibility jumps
C. It includes a built-in report designer
D. It allows Access to run natively on Android devices

Q15. What is the main disadvantage of the Access Attachment data type?
A. It only works with SQL Server
B. It is not available in newer versions
C. It can bloat the database and is not recommended for storing files directly
D. It does not allow any files to be attached

Q16. What is the recommended approach for securing data in Access?
A. Use only the built-in user-level security, as it is robust enough for any situation
B. Assign a database password and, if more security is needed, move the backend to SQL Server
C. Rely solely on hiding the navigation pane
D. Use OLE objects for security

Q17. VBA in Access is best compared to what in terms of complexity?
A. More complex than C++
B. As hard as Java
C. Simpler than most other programming languages
D. More complex than Python

Q18. What is Access's main limitation regarding web integration?
A. Access databases can only be shared via USB sticks
B. There is no easy, out-of-the-box way to put an Access database online for others to use
C. Access is already fully web-based
D. You must convert to Excel for sharing online

Q19. What does Richard say is the best defense against file corruption in Access databases?
A. Only using the latest file format
B. Keeping regular backups and using compact and repair
C. Converting the database to CSV daily
D. Encrypting the database with third-party tools

Q20. Why do some consultants and websites spread negative information about Access?
A. They want to promote open-source alternatives to benefit the community
B. They lack knowledge of Access or want to sell high-priced enterprise solutions
C. They are required by Microsoft to do so
D. They are trying to help beginners learn faster

Answers: 1-B; 2-C; 3-C; 4-B; 5-B; 6-C; 7-C; 8-B; 9-B; 10-A; 11-C; 12-B; 13-A; 14-B; 15-C; 16-B; 17-C; 18-B; 19-B; 20-B

DISCLAIMER: Quiz questions are AI generated. If you find any that are wrong, don't make sense, or aren't related to the video topic at hand, then please post a comment and let me know. Thanks.

Summary

Today's video from Access Learning Zone addresses some of the most common criticisms that people have about Microsoft Access. As someone who has spent years working with Access, both as a supporter and instructor, I firmly believe that for most small and medium-sized businesses, Access is one of the best overall database solutions out there. When you pair Access with SQL Server, you get a very robust and secure system that can handle just about anything a business might need.

While I have an entire video dedicated to highlighting the benefits of Microsoft Access, I wanted to take some time to discuss the concerns and complaints I often hear about it. Many of these come from people who have only a superficial understanding of what Access can truly do, or from consultants who are more interested in selling expensive enterprise-level alternatives. My goal here is to give you the facts you need, whether you are defending Access to colleagues, your boss, or even resistant IT folks.

First, I am not going to cover criticisms that apply to all database platforms, such as the importance of making good backups. That is a universal requirement, and I have free tutorials showing how to back up Access databases properly.

Some users have told me they experienced trouble upgrading between versions, particularly when jumping many years ahead, like from Access 2003 to 2016. This is not unique to Access; any software updated after a long gap can pose compatibility issues. One of the major advantages of the Microsoft 365 subscription model is that you receive ongoing updates and avoid having to deal with massive changes all at once. In fact, upgrades between closer versions, like Access 2013 to 2016, are almost seamless.

A very persistent rumor is that Microsoft is discontinuing Access. This comes up regularly, but it is simply not true. Microsoft has consistently confirmed that there are no plans to retire Access any time soon. Desktop Access will continue to be supported for the foreseeable future. The confusion likely stems from the discontinuation of Access Web Apps, which was a separate product and not the main Access desktop application.

Another issue I hear is the cost of Access. It is true that Access is not free, but it is also a business application designed for professionals. While there are free options like MySQL and SQL Server Express, you truly get what you pay for with Access. If your company is worried about buying multiple licenses, remember that only the developer needs a paid copy. The rest of your users can access the database for free using the Access Runtime.

I also get comments about the 2GB size limitation for an Access database file. While this is true for a single database file, you can link multiple files together to manage much more data. And if you consistently need to store that much data in a single table, it might be a sign that you should upgrade to SQL Server. In all my years of consulting, the 2GB limit has rarely, if ever, been a real problem for users.

Some have raised the point that the SQL language in Access is not as advanced as what you find in Oracle or SQL Server. While that is accurate, Access offers more than enough capabilities for nearly all typical business needs. If you do need more powerful features, you can connect Access to SQL Server and use Pass-Through Queries to take full advantage of the server's strength.

Multi-user support is another topic of concern. Technically, Access allows up to 255 users, but in real-world conditions, the practical limit is usually between 10 and 20 users, depending on the network and workload. For small teams, this is often enough. Even in large organizations, Access works very well as a front end to SQL Server, letting the server handle all the intensive back-end work.

Distributing the front end to many users can be a challenge, but I have developed a tool called the Access Updater, which simplifies this process and makes deployment to many machines much more manageable.

Another valid complaint is that Access can run slowly over a network, especially with large databases or complex reports. This is due to the fact that Access is not a true database server. When running queries, all of the data is processed on the user's machine, not the server, which can mean a lot of unnecessary data gets transferred across the network. By upgrading your backend to SQL Server, you gain the advantage of server-side processing and improved speed.

Storage of large files like images, videos, or documents inside an Access database is something I do not recommend. Access was not designed for this. The best practice is to store those files elsewhere and just keep the file paths in your database.

Security is another area where Access out of the box is fairly limited. While database passwords and hiding the navigation pane can help, these are not robust security measures. For higher security, especially if you need to protect sensitive information from determined users, using SQL Server as your backend is the answer. For protecting basic data from casual snooping in an office environment, Access can be secured sufficiently with the right know-how.

Some people object that Access only runs on Windows PCs. While there is no native Mac or Linux version, there are ways around this by using tools like Parallels, virtual desktop solutions, or remote desktops, enabling Mac users to work with Access if needed.

Learning Access can be harder than picking up something like Excel, which is very straightforward, but compared to other database solutions, Access is much easier. I have found it to be the most accessible and beginner-friendly database program on the market.

Programming is another area where people sometimes struggle. Some claim that VBA is difficult, but in comparison to languages like C++ or Java, VBA is relatively simple, and you can build quite advanced databases in Access without touching any code at all. If you do decide to learn some basic programming, a small amount of VBA knowledge can greatly enhance what your database can do.

Many users wish there was an easy way to put their Access database on the web. Out of the box, that is not possible. However, there are plenty of ways to share your data online using tools like SQL Server or SharePoint. These do require some additional setup, but with the right guidance, it is a manageable process.

Support is a common complaint coming from IT and helpdesk staff, often because users design their own databases without sufficient training. This is less of a problem with Access itself and more about the importance of adequate education for users and developers.

I sometimes hear concerns about database corruption. While it is true that Access databases can become corrupted due to network interruptions or power failures, this is an issue with any file-based database system. Regular backups, which I strongly recommend, are the best defense. Access's compact and repair tool has also improved significantly over the years.

People will sometimes point out that Access is proprietary software. That is correct, but you have complete flexibility to design and modify your own databases. Most users want to be able to control and customize their own applications rather than rebuild a database engine from the ground up.

Some database professionals critique Access for allowing practices such as multi-valued fields, which can violate normalization principles. This is a valid point and I generally advise against using features like multi-valued fields or attachment fields for serious work. Many of these "bad practices" exist to make Access more approachable for beginners, so it is important to combine proper training with the powerful features Access offers.

Another practical limitation is that you cannot distribute your Access database as a standalone executable (.EXE) file. You can distribute an encrypted ACCDE file and have users install the free Access Runtime, but this is not quite as streamlined as a true installer. There are third-party solutions that can help, but this is one area where Microsoft really could provide more convenience for database developers.

Finally, while Access does not have built-in triggers or scheduled jobs in the way that SQL Server does, these features can be achieved with a bit of VBA programming using timer events.

In summary, most of the criticisms you hear about Microsoft Access are either based on misunderstandings or are easily addressed with the right knowledge and tools. Access is a very capable database platform for most business needs, and if your requirements grow, you can always migrate your backend to SQL Server while continuing to use Access as your front end.

If you would like a complete video tutorial with step-by-step instructions on everything discussed here, you can find it on my website at the link below. Live long and prosper, my friends.

Topic List

Addressing compatibility issues when upgrading Access versions
Clarifying the discontinuation rumor about Microsoft Access
Differentiating Access Web Apps from desktop Access
Discussing Access licensing costs and the runtime edition
Explaining the 2GB file size limit in Access databases
Workarounds for database size limitations with linked tables
Comparing Access SQL capabilities to SQL Server and Oracle
Using Pass-Through Queries for advanced SQL Server operations
Understanding multi-user limitations in Access databases
Scenarios for upgrading to SQL Server backends
Distributing Access front ends using the Access Updater tool
Addressing network slowness in large Access databases
Proper methods for storing files outside Access databases
Evaluating Access database security limitations
Securing Access front end with encryption and restricted access
Benefits of upgrading security with a SQL Server backend
Running Microsoft Access on Mac and Linux systems
Access learning curve compared to Excel and other databases
Complexity of Access programming vs. other languages
Possibilities for using Access with no VBA coding
Limitations of Access for web deployment
Remote desktop and SharePoint options for sharing Access databases
Supporting Access databases in organizational environments
Dealing with Access database file corruption and compact/repair
Discussion of Access proprietary format and customization options
Issues with multi-valued fields and advanced Access features
Criticism about absence of EXE distribution for Access databases
Packaging and deploying Access databases with runtime
Lack of triggers and scheduled jobs in Access and timer workarounds