Virginie Taborowski
Content Specialist
Last updated on
2.10.24
Best Practice
Dissatisfied with Access? What you should keep in mind when choosing a Microsoft alternative
6
min
Table of contents
- What is Microsoft Access?
- What are the limitations of Microsoft Access?
- When will MS Access be discontinued?
- No more access: What you should consider with the Microsoft alternative
- What are the benefits of switching to Ninox as an alternative to the Access database?
- Conclusion: Switch to an Access alternative before it's too late
The development of the database management system from the Microsoft universe called Access is increasingly stalling. Looking for a Microsoft alternative is therefore a must for users. Otherwise, the Process digitization doomed to fail.
In this blog post, we'll show you the disadvantages of MS Access and which features you need to pay attention to in an Access alternative.
What is Microsoft Access?
Microsoft Access (MS Access for short) is one of the Microsoft 365 applications. It is a relational database system that allows companies to create and manage their own databases. The database management system (DMBS) is aimed at small to large companies as well as private users. MS Access enables companies to design individual applications that are specifically adapted to their processes. With Visual Basic for Applications, automations can be introduced and reports for business analysis can be designed.
You don't need any programming knowledge for MS Access. With the help of templates, even beginners can use the database system and develop functional applications in no time at all. With the access connector library, data from industry-specific apps can be integrated. Access is only available for the computer.
What are the limitations of Microsoft Access?
MS Office is solid software for companies. If your organization already has a Microsoft 365 subscription, the idea of using MS Access as a database is not far off. However, the fact that the last update was released in 2019 already shows that the development of MS Access is poor. When the system was introduced in 1992, it closed the gap between spreadsheets and managing data. In the meantime, however, technology has made significant progress and with increasing digitalization, the requirements for a DMBS have increased.
Find out why it's worth thinking about MS Access alternatives below:
MS Access does not have a web application
A significant limitation of MS Access is the lack of support for web applications. Although the data can be stored via the SQL server or Microsoft Azure SQL, this means a complex workaround. Modern business processes require access to databases via the Internet to facilitate collaboration and exchange of information. The lack of an integrated web-based interface makes MS Access less flexible and adaptable in this regard.
MS Access is not mobile
MS-Access users must also refrain from using a mobile app. This is a significant disadvantage in the age of mobile work and remote access. Without a dedicated mobile app, users struggle to access and update their data, particularly when working away from the office.
MS Access can only be used on Microsoft
Although Microsoft 365 is already available as a Mac version, MS Access remains exclusively designed for use on Microsoft platforms. This limitation can make cross-organizational collaboration difficult, particularly when customers use other operating systems. This lack of cross-platform compatibility affects data management flexibility.
MS Access is a data silo
MS Access tends to create isolated data silos as it makes it difficult to share data between different applications. This can lead to redundancies and inefficiencies, particularly when there are other systems and applications in the company.
MS Access is not compliant with data protection
In times of strict data protection regulations, MS Access can be considered problematic due to a lack of built-in data protection features. Securing and managing sensitive data in compliance with data protection regulations is a challenge for three reasons:
- MS Access is unable to define clear access rights, meaning that it is not guaranteed that the right people are accessing the data.
- Personal data cannot be analysed anonymously.
- MS Access servers are not located in Germany and may therefore have gaps for GDPR-compliant storage.
MS Access updates are out of date
The last update of MS Access took place in 2019. This indicates that the software may no longer have received the latest security patches and feature enhancements. This security risk could lead to compatibility issues with new technologies. Companies should therefore consider whether their database solution is up to date and meets current requirements.
When will MS Access be discontinued?
There are always rumors that MS Access should be discontinued. Even though the rumor hasn't been true so far, the Microsoft solution is not showing any positive development. Microsoft's focus is clearly on other products. Users who are interested in a long-term solution for digitizing their processes should therefore look for better software early on.
No more access: What you should consider with the Microsoft alternative
It is undisputed that there are now better options for database systems than MS Access. However, only you can decide which solution suits your individual needs. The fact is that you have to cut corners with most systems (such as Microsoft SQL Server, Oracle, MySQL, or MongoDB). We'll show you what you should definitely pay attention to when choosing your thank bank system:
Ease of use and collaboration:
A user-friendly interface and ease of use are crucial to promote efficiency and acceptance within the team. Structured collaboration features — such as individual reports or specific access rights — also ensure a productive way of working.
Mobile app:
In an increasingly mobile working world, an app for accessing the database is a valuable feature. Employees can thus be productive from anywhere and always have up-to-date information available with an alternative to Access. If you decide against Access and are looking for a Microsoft alternative, you must pay attention to this.
scalability:
The ability to scale the database system to meet your organization's growing needs is fundamental to long-term success. Otherwise, you run the risk of wasting high costs on a system that you will have to replace with a more powerful version after just a short time.
Integrations:
Smooth integration with other applications and tools makes data flow and collaboration between different platforms easier when you choose an alternative to an Access database. Cooperation with external partners who use other software is also facilitated by a possible connection.
Offline function:
The ability to access data even without an Internet connection is essential in many scenarios. For example, if you are standing on the construction site or in the factory during a customer appointment, you are not completely lost thanks to the offline function.
Advanced Features:
The availability of up-to-date features that meet the current requirements of a database management system should also be considered. Examples of modern features in advanced database systems include:
- Automation and workflow management
- Collaborative tools and real-time collaboration
- Advanced security features
- Cloud integration for flexible storage and access options
- Data analytics and reporting with built-in analysis tools
- Artificial intelligence for forecasting and pattern recognition
- API access and integration with other applications
- Multi-functional search with powerful search functions
They want a create your own online database? Then it's best to read on elsewhere on our blog.
What are the benefits of switching to Ninox as an alternative to the Access database?
If you choose Ninox as an alternative to an Access database, you don't have to make any compromises. Unlike ready-made solutions, Ninox's low-code approach allows you to develop a database system according to your individual requirements.
Switching to Ninox as an alternative to MS Access offers several benefits:
- Cross-platform compatibility
- usability
- Collaboration and teamwork
- cloud integration
- Security and privacy
- Flexibility and adaptability
- Automate processes
- Regular updates and support
- scalability
More information about which features you Ninox as a true Microsoft Access alternative offers, read elsewhere.
Conclusion: Switch to an Access alternative before it's too late
The stagnating development of Microsoft Access urgently requires a modern alternative that meets current requirements. Cross-platform compatibility, ease of use, data protection, and flexibility make Ninox an attractive option for companies looking for a modern and flexible database solution. Companies should switch to modern alternatives early on before MS Access is finally discontinued.
