In one of the other forums, we were discussing a situation where someone wants to build an Access database for a business with multiple locations, using SQL Server as the shared back end. She was concerned about having to purchase Microsoft Access for every computer at every location.

Remember, you don't need to do that.

If you're the only person actually developing the database, you only need the full version of Microsoft Access on the computer or computers where you're doing the development work. The computers at the individual business locations can use the free Microsoft Access Runtime. The Runtime allows users to run your finished Access application without purchasing the full version of Access. They don't need the full development environment just to use the database.

So, if you're one developer working on one PC, the cost comparison is pretty simple.

As of September 2026, standalone Access 2024 is about $180 as a one-time purchase for one PC. If Access is all you need, that's the least expensive option. Assuming Microsoft releases a new perpetual version roughly every five years and you choose to upgrade each time, you're looking at roughly $180 every five years at today's price.

The other option is Microsoft 365 Apps for business, which is currently $10 per user per month when paid annually. That's $120 per year, or $600 over five years.

The difference is that the Microsoft 365 subscription gives you a lot more than just Access. You also get the desktop versions of Word, Excel, PowerPoint, Outlook, and the other included Office applications, plus 1 TB of OneDrive storage. You can also install the Microsoft 365 applications on multiple computers that you personally use, subject to Microsoft's per-user licensing limits, and you'll continue receiving the latest Access features and updates as they're released.

So if you're one developer, you only need Access, and you're developing on one PC, the standalone $180 version is probably all you need. Install the free Access Runtime on the computers at your business locations and you're good to go.

If you also need Word, Excel, Outlook, and the other Office applications, want Access on several of your own computers, or want to continuously receive the latest Access features, then the $10-per-month Microsoft 365 subscription may be worth the additional cost.

The important point is that having 5, 10, or 20 computers running your Access application doesn't necessarily mean purchasing 5, 10, or 20 copies of Access. If those machines are only running your finished application, that's exactly what the free Microsoft Access Runtime is for.