I get people asking me about Dataverse all the time. So I've decided to put together a definitive guide to whether or not it would be right for you and your business. Before I record the video on this, I'd like to share what I've put together with all of you and see if you have any additional thoughts or comments on it.

Microsoft Dataverse: Is It the Right Backend for Your Access Database?

I get asked about Dataverse all the time, and I'll be the first to admit it - I'm not a Dataverse expert. I've used it a little here and there, but I'm still learning it myself. However, between my own experiments and a mountain of feedback from my students, I've developed a pretty solid stance on it.

In this article, I'll walk you through what Dataverse is, how it compares to SQL Server, and what you can realistically expect if you try to use it as a backend for your Microsoft Access applications.

Spoiler alert: I still strongly recommend SQL Server in most cases - but I'll explain why, and where Dataverse might still have a place.

We'll cover the good, the bad, and the downright frustrating. I went through a lot of posts from the Forums on my websites where my students shared their experiences. You'll hear from other Access developers who've tried using Dataverse - some who've made it work, and others who gave up and went back to the tried-and-true SQL Server route.

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What is Dataverse?

Dataverse is Microsoft's cloud-based data platform designed to integrate with Power Apps, Power Automate, and other tools in the Microsoft Power Platform. It's aimed primarily at "citizen developers" who want to quickly build online apps and manage data without needing a deep background in databases or programming.

Dataverse stores your data online in a proprietary format. It can connect to Access via the Dataverse connector, which was added in 2022. In theory, this allows you to use Access as a front-end interface while hosting your tables in the cloud.

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Pros of Using Dataverse with Access

* Integrated with Microsoft 365, Power Apps, and Teams
* Enables cloud-hosted, multi-user access to data
* No SQL Server setup or maintenance required
* Rapid prototyping for small-scale apps
* Microsoft-hosted infrastructure with built-in security

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Cons and Limitations

* Slower performance compared to SQL Server, especially with larger data sets
* Complicated and IT-heavy permissions system
* Read-only limitations with ACCDE files
* PowerApps coding (Power Fx) is a completely different language
* Lacks features like reports, input masks, and common Access events
* Delegation limits cap queries at 2000 records unless workarounds are used
* Difficult to protect backend tables from users with Power Platform access
* Cloud-only: requires an internet connection
* Poor handling of large forms and datasets in Access front-ends

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Student Feedback Highlights

* Several students migrated 90%+ of tables to Dataverse but found it too slow or limited
* Performance often degrades with recordsets above 5,000 rows
* Many experienced confusion with licensing, user permissions, and app security
* Multiple users said it was "good enough" but miss the speed and simplicity of local Access or SQL Server
* A few found Power Apps useful but complex; others abandoned it due to frustration
* Several reported issues with stability and immature features like column ordering or missing events

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How Does It Compare to SQL Server?

Control and Customization: SQL Server gives you far more flexibility, T-SQL support, and full control of your data.

Scalability: SQL Server handles large data volumes better. It's more stable under load.

Learning Curve: SQL Server is more technical to set up, but very accessible to seasoned Access developers.

Integration: Dataverse integrates better with Power Platform tools. SQL Server integrates better with Access, ASP, and mainstream development.

Cost and Management: SQL Server requires hosting (Winhost is a great low-cost option). Dataverse comes bundled with some M365 plans but is more limited.

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When is Dataverse a Good Fit?

* Your team is already using Microsoft 365 Business Premium or similar
* You want to build Power Apps and leverage Teams integration
* You have limited IT resources and need a low-maintenance backend
* Your app is relatively small in scope and complexity

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When You Should Stick with SQL Server

* You have large or complex datasets
* You want to optimize performance and scalability
* You need stable and secure multi-user access
* You rely on traditional Access features like reports, macros, and VBA
* You plan to build a web front end (ASP, PHP, etc.)

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My Take

Personally, I still recommend SQL Server for most users who want to get their Access database online. It's tried, tested, and bulletproof. It scales better, performs faster, and integrates smoothly with Access. You can host it yourself or pay $5 a month for online hosting with services like Winhost.

Dataverse still feels like "version 1.0" software to me. It might mature into a great product someday, but right now, it's not ready for serious, business-critical applications in my opinion.

That said, if you're already in the Microsoft 365 ecosystem and just need basic multi-user access without setting up a full SQL Server instance, Dataverse might be worth experimenting with. Just go in with your eyes open and be prepared to face some limitations.

I'll continue learning and exploring it, and if it improves, you might see it appear in future courses.

For now? SQL Server still wins.

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Stay tuned. More to come.