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Microsoft product guide
Microsoft Access
Access is Microsoft’s desktop database. It lets non-programmers build small business applications that store data in related tables, with forms to enter it and reports to read it.
- Best for: small databases that outgrow a spreadsheet
- Where it runs: Windows desktop only
- Included in: selected Microsoft 365 plans
- Pairs with SharePoint, SQL Server and Power Apps
What Access does for your business
The features clients ask about most, with an example of each in daily use.
Related tables
Keep customers, orders and products in separate tables that link to each other, so data is entered once. In practice: Update a customer’s address once and every order shows it.
Forms
Build screens to enter and find records without exposing the raw data. In practice: Warehouse staff log stock movements through a simple form.
Queries
Ask questions across tables, such as which customers have unpaid invoices over 60 days. In practice: Pull a monthly list of overdue accounts with one saved query.
Reports
Print or export formatted reports from live data. In practice: A weekly pick list for the warehouse, sorted by aisle.
Linked data sources
Link to SQL Server, SharePoint lists, Excel and other sources. In practice: Use SQL Server as the main data store while staff keep a familiar Access front end.
Templates
Start from ready-made templates for contacts, tasks, assets and projects. In practice: Stand up an asset tracker in an afternoon.
Which plans include Access
Access is part of Microsoft 365 Apps and the plans below. It is not included in Business Basic or F3.
| Plan | Access version | Listing |
|---|---|---|
| Microsoft 365 Apps for business Office apps only, no email or Teams | Windows desktop | View listing |
| Microsoft 365 Business Standard | Windows desktop | View listing |
| Microsoft 365 Business Premium Adds advanced security and device management | Windows desktop | View listing |
| Microsoft 365 E3 | Windows desktop | View listing |
| Microsoft 365 E5 Adds advanced security, compliance and analytics | Windows desktop | View listing |
| Microsoft 365 Business Standard with Copilot | Windows desktop | View listing |
Variants of these plans without Teams, and Non-Profit and Education versions, are also available. Ask us and we will point you to the right one.
For IT buyers
Licensing and deployment notes
- Windows only: Access runs on Windows. There is no Mac or web version, and Access web apps have been retired.
- Size limit: An Access file is limited to 2 GB. Larger data should move to SQL Server or Dataverse.
- Multi-user setup: Split the database into a front end for each user and a shared back end. Sharing a single file over a network leads to corruption.
- Modern alternatives: For new web or mobile solutions, consider Power Apps with Dataverse or SharePoint Lists. Keep Access for existing desktop apps.
- Licensing: Access is included with eligible Microsoft 365 desktop plans, so no separate licence is needed for those users.
- Security: Access has limited built-in security. Protect the files with folder permissions and move sensitive data to SQL Server.
Not sure which plan fits your team?
Tell us how many people need Access and what they use it for, and we will recommend a plan.
Disclaimer: Microsoft may change features, pricing, plans or packaging at any time. Details here are a guide, not an offer; confirm current details on the listing or with us before you buy.
