Are you all sharing the same data? If so, do you need to share it in real-time? If so, then you will need a back-end server like SQL Server or SharePoint to host your data.

If you're not sharing data, but they don't want to lose their information when you send them an update, then I would suggest splitting the database. That way they have their data in a back-end file and you can still distribute front-end updates. The only problem comes when you want to edit a table. They'll have to export their data and re-import it again. I've been asked about this one a few times this month so far, so I'm going to put together a TechHelp video on this.

As far as the format goes, always ship your end-user an ACCDE file. That way they can't play with your design or steal your code.

We all need to see all the data, the hard thing is I would not know when they are looking at it or adding data when I'm on at the same time. we may need to be on it at the same time and even doing a 2 or 3 way call on top of it. I don't know any thing about SharePoint
a Tech Help video with steps would help greatly. or is there a way to post a big Message box saying that the program is in use at this time by the logged in user and to wait till they are done ?

How are the connecting right now if they're in different states? Are you using a VPN? I'd recommend using SharePoint or SQL Server for your backend. Access can get corrupted easily with any kind of file sharing service like Google Drive or DropBox. And yes, I already do have a detailed seminar on how to use SharePoint. I'll be making one for SQL Server very soon.

I have not let them see it because I have been building it for several  months but am ready enough to release it. I just need this as cheap as possible this for a non profit organization and they wont pay for any thing like a share point subscriptions unless you know of one. We will have less then 10 people on it and if we can get it for free or really cheap like $5. a month and I can take care of that. I will probably get the seminar  and the developer classes soon. but as of now I have it on drop box but I can see how that will cause issues for I have experienced it that with my wife entering data and then I work on it at work on my break time and I have gotten things messed up it doesn't help when I am using 365 at work and 2007 at home as I really need to up grade at home. get on the same version. that is anther question do all users need to have the same version of assess? to open and use the DB.
Russ

You really can't use Access over a Dropbox or Google Drive. Unless you download the database, DELETE it from the Dropbox so nobody else tries to use it, do your work, then when you're done you re-upload it to the Dropbox. Then you're OK. Even if you map a drive letter to a shared Google Drive folder, it still doesn't work right. It will corrupt the database if multiple people use it at the same time. You MIGHT be able to automate this somewhat by having your front end do the copying/deleting, but I'm not sure if that would be a good solution. I'd have to play around to test it, and even then this would only work for VERY small databases. You'd almost be better off with a remote database sync solution. I pay $21 per month for web hosting thru GoDaddy. That includes my complete web site WITH SQL SERVER database service. That's cheap enough for any business to afford, even a non-profit. Think of the time you'd save!