Most free database software isn’t as good as Microsoft Access. Fortunately, there are a rare few great alternatives. This article covers the five best. Microsoft Access is a database tool, popularized through its inclusion in most Microsoft Office packages since 1992.
Like many database programs, Microsoft Access is a complex tool with a steep learning curve. However, there are Microsoft Access alternatives, and here are some of the best.
Why Use a Microsoft Access Alternative?
Is Microsoft Access your go-to database tool? It is understandable. Access is a core Microsoft Office feature for both Office 365 and standalone licenses. Despite the rise in free Microsoft Office alternatives, Microsoft Access still consistently features in the top 10 database-engines rankings. It can even be used for other stuff, like building forms in Access.
Microsoft Access splits opinions, too. Pro-Access users point to its ease of use, the massive range of online resources available for users of all abilities, as well as its powerful querying, filtering, and table tools. Anti-Access users contest its lack of scalability, its frustrating 2GB limit, its continued use of a solitary file for the database, and potential for database corruption in multiple-user databases.
For others, the price of Microsoft Access is a sticking point, too. Other free database options perform as well as, if not better than, Microsoft Access.
The Best Free Database Software
The followings are some worthy Microsoft Access alternatives that you can try out for free:
1. LibreOffice Base
LibreOffice Base is a great starting point for those considering a free alternative to Microsoft Access. The open-source office suite remains a strong pretender to the Microsoft Office crown, and the latest version of LibreOffice, 6.1.3, is one of the best yet. Base remains a great all-rounder, well-suited to both home and business needs.
LibreOffice Base has a range of handy features, including cross-database support for multi-user databases such as MySQL, Adabas D, Microsoft Access, and PostgreSQL. LibreOffice Base is probably as close as you can get to a direct Microsoft Access clone. Both are front-end database management tools. You can use Base to make decent database applications or websites, as well as choose between Firebird or HSQLDB for your embedded database framework.
Download: LibreOffice for Windows | macOS | Linux (Free)
2. Kexi
Calligra Suite is an office and graphic design suite developed by the KDE open source community. Kexi is the Calligra Suite answer to Microsoft Access. Kexi offers a decent mixture of database features: data entry, queries, forms, tables, reports, and more. Furthermore, you can use Kexi as the front-end for a database server such as MySQL, PostgreSQL, or Microsoft SQL Server.
Another handy feature for those users looking to make the switch is the Kexi Microsoft Access migration assistant. The wizard helps users migrate databases to the Kexi database framework, persevering data and allowing editing between the applications.
Download: Kexi for Windows | Linux (Free)
3. Axisbase
Axisbase was brought to life by a frustrated developer, angered at the expense of forcing his clientele to pay for Microsoft Access, though development seems to have stopped in January 2011. Axisbase is slightly different from the other entries in this list in that it offers an entire database solution, with a familiar front-end interface that feels similar to Filemaker, Access, or Base, but can also act as a database server like MySQL.
Note: Axisbase doesn’t support standard SQL, so, be careful! Axis base isn’t the most accessible database program to use. You will use Axisbase “building blocks” to develop your database. A building block is «a data subset, list, graph, window, or report.» The building blocks can become incredibly complex, such is the underlying depth of Axisbase.
The best place to get started is the Axisbase Documentation Home. The developer provides an overview of how many of the systems work, how you can implement building blocks, and other vital information for the development of your database.
Download: Axisbase for Windows (Free)
4. Symphytum
Symphytum is an open-source personal visual database. The biggest difference between Symphytum and the other options on this list is the target market.
Symphytum is a handy database tool for personal databases, without any need to learn any programming or complicated structures. Don’t let that statement fool you, though.
You can still use Symphytum to create a large visual database with lots of customization. It is very accessible and has some handy features, too. For instance, you can drag and drop fields with records to arrange the visual layout. Symphytum does come with a few limitations, mind. The database cannot “handle relational data and automatic field calculations.” Also, the Import CSV function leaves a lot to be desired.
Download: Symphytum for Windows | macOS | Linux (Free)
5. PortaBase
Your final free alternative to Microsoft Access is also the most basic. In that, you probably won’t replace the extensive functionality of Access with PortaBase. However, PortaBase is free, and you can create a basic single table database without too much effort. Because it is such a basic program, there isn’t much to learn, either. You create a new database, add the fields that you want, and start filling them in.
You can import from CSV, XML, or MobileDB, and export to CSV, HTML, or XML. One nice PortaBase feature is integrated file encryption. You have the option to encrypt your database using a Blowfish-based encryption library, meaning the encryption is good and strong. Just make sure you don’t lose your password!
Download: PortaBase for Windows | macOS | Linux (Free)
6. DBeaver
DBeaver is another open-source database creation and management tool that you can try out. It’s available for all major computer operating systems like Windows, macOS, or Linux. It comes with the Apache License 2.0, and hence, you can also use the app for both personal and commercial purposes without giving any royalty to the developers.
A refreshing feature of this app is it supports various trending database files for importing into its environment. Therefore, you can add database elements to your DBeaver project from other sources like PostgreSQL, Microsoft Access, Firebird, Sybase, and so on. DBeaver project explorer comes with advanced database building features like drag-and-drop editing, import from comma-separated values (CSV), column grouping, JDBC driver for SQL, and many more.
Download: DBeaver for Windows | macOS | Linux (Free)
7. My Visual Database
My Visual Database offers a modern user interface (UI) sleek design, and hence, stands out from other open-source database apps. The app is easy-to-use, and you can start creating basic databases just after installing it on your computer. You also don’t need to go through any coding courses to create table-based databases.
- After installation, run the app from the computer’s home screen.
- Click on New table and give your table a name.
- Click the New field option to start building the database table.
- Once you click the New field table, it’ll ask you to select the data type, like text, integer, currency, and many more.
- Select the data type and type a Field name to enter your data.
The app also lets you choose the relational database management system (RDBMS) type for advanced database application creation. In the top-right corner of the app, you’ll see the Database:SQLite button. It lets you toggle between the RDBMS type. You can also access database learning resources with a single click from the toolbar options like Book, Forum, and Help. Though the app is only available for Windows computers, it’s a good option for database learners.
Download: My Visual Database for Windows (Free)
8. DB Browser for SQLite
DB Browser for SQLite enables you to edit, create, or design database files with SQLite compatibility. The app brings you a spreadsheet-like database project interface, and thus it’s an ideal Microsoft Access alternative. You can also execute complex SQL commands from the GUI visually without memorizing those.
The app also offers various wizard-based database building so that anyone can create basic databases for phone contacts, music libraries, movie catalogs, and so on. You can also effortlessly import databases from other programs provided that the files are in supported formats like .db, .sqlite, .sqlite3, and .db3. If you’re working on any confidential database project and require powerful database encryption, you can also utilize its database encryption system.
However, you can only encrypt existing databases. Hence, you have to create a database first, and then you can encrypt it with a password. Ensure you install the SQLCipher feature to enable the encryption feature.
Download: DB Browser for SQLite for Windows | macOS | Linux (Free)
Other Microsoft Access Alternatives
There are some notable absences from the Microsoft Access alternatives list. You also have the option of using other free and open-source database options such as MySQL, PostgreSQL, MS SQL, SQLite, Cassandra, MariaDB, or one of the many others. These all represent resilient, powerful database tools suited to an extensive range of database tasks.
However, for relative ease of use, especially for new users wishing to experiment or get to grips with their first database management program, these selections represent a thorough cross-section of the existing market.
For a lot of businesses, finding a suitable Microsoft Access alternative for their needs is becoming pretty urgent.
See, Access has been rumored to be reaching its end-of-life for a few years now — although Microsoft hasn’t unveiled any formal plans for a retirement party.
Even so, in 2024, Access feels like a bit of a product of a bygone era. Not to be outwardly critical, but in the age of cloud computing, low-code development, DBaaS tools, and even AI, it’s tough for legacy platforms to keep up with the needs of modern businesses.
Despite this, countless businesses still use Access. Indeed — and to its credit — it’s been at the center of all kinds of solutions for decades.
But, today we’re exploring some more modern alternatives. Specifically, we’ll check out the following.
- What is Microsoft Access?
- Who uses Access?
- Why would you want a Microsoft Access Alternative?
- 10 Microsoft Access alternatives for 2025
Let’s kick off with a little bit of background.
What is Microsoft Access?
Launched way, way back in 1992, Access is basically a database management system, with its own graphical user interface and built-in functionality for building applications with your data.
More specifically, Access is an RDBMS that stores data in its own proprietary file format based on the Access Database Engine. Like the rest of Microsoft Office, objects stored in Access are supported by the Visual Basic Application Language (VBA).
This can be used to call built-in operations from the Windows operating system.
Historically, it’s been shipped as part of the Microsoft Office suite of tools.
Microsoft Access is variously used as both an application front-end and back-end.
Since Access is a database, one option is obviously to use it to store data in tables, and then build interfaces and database applications for interacting with this.
But, Access also provides basic functionality for building UIs — especially things like forms, data tables, and other basic app screens — either based on internal data — or other databases, like Microsoft SQL Server.
Access can also be used as a multi-user database, although we can’t achieve as sleek an experience as with some newer alternatives — or tools that support MySQL, Postgresql, or other SQL databases.
Historically, a big selling point for Access was the relative ease of automating data operations using macros — using either VBA or point-and-click actions.
Access also gained popularity for enabling users to leverage database templates, helping them get up and running for specific use cases quickly. It’s also well regarded in terms of scalability — both for end users and datasets.
Who uses Access?
This is actually quite an interesting question. A huge proportion of Access users in 2023 are enterprise IT teams in legacy industries — think banking, big corporations, and manufacturing companies for a few examples.
Why?
One reason is simply Access’s ubiquity. In large organizations, getting new tools through IT’s vetting process can be a big challenge. If the Microsoft Access Database is already an approved tool, continuing to use it will likely be the quickest way to output whatever solution you want to build.
In other cases, Access is popular among organizations that are already heavily embedded in the Microsoft ecosystem — especially Sharepoint, Dynamics, or other related tools.
However, this isn’t the whole picture. Companies don’t only use Access because they have to.
Another key use case is scenarios where we might ordinarily use Excel, but we need more advanced functionality.
For instance, around more granular security and access control. Excel will let us protect entire sheets, but Access enables you to do the same for individual records.
Since it’s a full-on database, Access also scales a lot better than a spreadsheet, making it preferable for large data sets — while still retaining some similarities to Excel in terms of user experience.
Some people also use Access because it’s what they know. In fact, there are plenty of power users out there who are effectively Microsoft Access specialists.
Why would you want a Microsoft Access alternative?
So, Access obviously suits plenty of teams. What are the motivations for change?
We’ve already hinted at a few of the key factors. One is, naturally, Microsoft Access’s somewhat uncertain future.
Besides this, there’s the pace of change elsewhere in the technology landscape. This actually harms Access’s user base from two angles.
First, there’s been the emergence of new solutions that directly compete with Microsoft’s offering.
Of course, we’ll see some of these in a second.
Second, wider changes in your typical business’s tech stack are also leading IT teams to seek out alternatives. Fundamental changes in day-to-day IT operations related to the rise of NoSQL, cloud computing, big data, and other seismic shifts lie at the heart of this.
For many businesses, Microsoft Access simply no longer fits neatly into the bigger picture of internal IT.
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10 Microsoft Access Alternatives
Now, we already know that different companies can use Microsoft Access in slightly different ways — and they’ll all have their own reasons for seeking out alternatives.
Therefore, we can reasonably conclude that the best replacement for Access will vary from one company to the next.
In fact, there are actually a couple of different approaches we could take to picking an alternative. On the one hand, we could go for a straight, like-for-like swap — by choosing a tool from another vendor that basically does the same thing as Access.
Or, we might opt for a solution that addresses the same underlying pain points, but differs in terms of the approach to solving these problems — and therefore the specific functionality on offer.
With that in mind, here are eight of our favorite Microsoft Access alternatives for 2025 and beyond.
- Budibase
- OpenOffice Base
- AxisBase
- LibreOffice Base
- SQLite
- NeonDB
- MongoDB
- Google Sheets
- Airtable
- Smartsheet
Here’s a summary of what each one offers.
Let’s check them out in more detail.
Budibase
First off, Budibase is the leading open-source, low-code platform
. IT teams in all industries choose Budibase to turn data into action.
With a market-beating range of external data connectors, our own built-in database, autogenerated UIs, flexible RBAC, optional self-hosting, intuitive automations, free SSO, and more, there’s never been an easier way to output performant apps at pace. In Budibase 3.0, we’ve also introduced visual RBAC, custom AI configs, automation branching, and raft of other market-beating features.
Connect your data, build UIs, automate workflows, and launch professional solutions in a fraction of the time.
To learn more, check out our features overview
.
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OpenOffice Base
Apache’s OpenOffice Base is an open-source, free Microsoft Access alternative. Therefore, it offers broadly similar functionality to its COTS equivalent. Base is built around a dedicated wizard for creating database designs, tables, views, forms, reports, and more.
It’s built around the HSQL database engine — but also offers native support for flat files, as well as major DBMSs like Postgres and MySQL.
Obviously, Base is explicitly aimed at being an Access alternative, but we can’t reasonably expect the same levels of integration with other Microsoft tools — including support for native OS functions.
However, the biggest downside to Apache’s offering is probably its UI. It’s perfectly functional, but it won’t win any design prizes. In fact, these days, it looks pretty dated. Still, it is free, so we can’t win them all.
Axisbase
Axisbase is another free solution that directly positions itself as an alternative to Access. This time, it’s aimed at a slightly different user base — targeting users with a somewhat lower level of technical skills.
In other words, you don’t have to be a database expert in order to create viable solutions — but if you are you might encounter limitations regarding some of the things you might like to do.
So, there’s an intuitive interface for building databases, drill-downs, reports, and menus — but a lack of more advanced database concepts like primary and foreign keys, compression, and indexing.
Axisbase is a great solution for smaller-scale solutions but doesn’t necessarily scale well to large-scale server farms or data warehouses.
LibreOffice Base
LibreOffice Base is another open-source Microsoft Access alternative. It’s aimed at large enterprises that currently use Access and want to replace it. So, it’s built around a very simple interface and core functionality.
It offers native support for a huge range of database engines, including MySQL, MariaDB, Postgres, Adabas D, and MS Access itself. Therefore, making the switch can be incredibly easy.
LibreOffice Base also makes it relatively simple to get up and running, with a range of pre-configured database designs for common use cases, like inventory tracking and relationship management.
It’s also got its own SQL query editor. However, some users complain about a lack of support for more advanced custom queries, including ANSI-compliant SQL.
SQLite
SQLite is the first of our Microsoft Access alternatives that isn’t a straightforward lift-and-shift replacement. It’s actually a full-blown software library and database engine in its own right, offering a huge range of functionality.
It’s largely built around the C language family, offering a self-contained, serverless SQL instance with minimal configuration.
SQLite also makes it easy to package smaller relational databases within applications.
However, many users find that it’s unsuitable for larger-scale solutions, due to a lack of network access or remote access.
NeonDB
NeonDB is a slightly different prospect again. It’s an open-source, scalable, serverless implementation of Postgresql that you can run on-premises or on Neon’s own infrastructure.
However, one thing sets NeonDB apart from other database tools — branching. Neon branches are writable, enabling us to experiment without impacting the main branch, create instant backups, manage integrations, and much, much more.
NeonDB also offers huge integrability via its API, enabling us to connect to all sorts of external tools for retrieving data, managing business processes, and building front-end interfaces.
It also features built-in secrets management, jobs pipelines, and helper scripting, making it a highly flexible platform that’s suitable for a vast array of solutions.
MongoDB
MongoDB has been one of the major players in the rise of NoSQL databases over the past decade or so. The idea is to combine the power and stability of traditional database engines with the scale, performance, and flexibility required for traditional app development.
But, there’s also a steeper learning curve than SQL-based databases.
At its core, Mongo is a document store database. This means that data entities are created as JSON objects. It also offers direct support for JDBC, Python, JavaScript, C#, Ruby, and many more coding languages.
Nowadays, countless businesses use Mongo for both their application’s front and back ends.
However, it’s arguably not totally suitable for simpler use cases. We don’t get all of the same functionality as we would in an RDBMS for things like relationships. Less technical users might also struggle with simple tasks like data entry or CRUD operations.
Google Sheets
Sheets is Google’s alternative to Microsoft Excel. But, it also offers a whole range of capabilities that can make it a viable alternative for certain kinds of Microsoft Access users.
See, as a facet of where it sits in the wider Google Workspace ecosystem, Sheets is functionally quite a lot more than a spreadsheet tool.
For instance, integrations with other packages like BigQuery and App Engine, as well as a huge range of customization options through a dedicated plug-ins marketplace.
However, we still have some of the limitations that we’d see with any other spreadsheet tool compared to a formal database. This includes the likes of less advanced security measures, high potential for human error, and overall poor scalability.
Airtable
Airtable is one of the newer players in the data management space. As a Microsoft Access alternative, it empowers non-technical colleagues to build effective solutions with an intuitive, spreadsheet-like interface.
So, we can achieve some of the power and flexibility we would with a traditional database tool, with similar user interactions to the likes of Excel or Google Sheets.
Additionally, it offers dedicated functionality for creating end-user solutions, including app UIs and workflow tools — alongside a library of templates that make it easy to get up and running when creating custom solutions.
However, Airtable is also highly focused on wholesale migration to its own platform. So, it might be a strong option for moving away from spreadsheets for handling business data — but it lacks extensive support for other kinds of data sources, including directly querying SQL tools.
You might also like our round-up of the top Airtable alternatives
.
SmartSheet
Lastly, we have SmartSheet. This is another platform that seeks to empower users with database-like functionality in a spreadsheet-based UI. Just like Airtable, it also provides additional tools for designing interfaces, automating workflows, and centralizing data.
However, on thing to note is that SmartSheet is heavily skewed towards managing tasks, workloads, and projects. So, it may not be a viable Microsoft Access alternative outside of these areas.
SmartSheet is particularly strong on building certain kinds of user interfaces for interacting with your data. For instance, we can easily create custom views for project data, including calendars, Gantt charts, Kanban boards, and more.
Again, SmartSheet is a strong option for non-techincal teams who want to move away from reliance on spreadsheets, but may fall short when it comes to more complex data management needs.
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Countless teams in all kinds of industries choose Budibase to build forms, admin panels, dashboards, portals, approval apps, and all sorts of other solutions for managing workflows.
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2024. МТС представил no-сode платформу для командной работы True Tabs
МТС объявил о запуске True Tabs — no-сode платформы для совместной работы. Сервис интегрируется с CRM, ERP и другими системами по API. Основной инструмент сервиса — электронные таблицы (что-то вроде MS Access или Asana). Также в нём можно создавать дашборды, формы для сбора информации и проведения опросов, диаграммы Ганта, канбан-доски и другие структуры, настраивать оповещения и анализировать данные. Сервис уже используется внутри самой МТС, например как трекер задач, который можно быстро настроить под свои нужды. Популярна функция совместного редактирования таблиц и разграничения прав доступа, что избавляет от необходимости пересылать друг другу файлы и следить за актуальностью версий. Сотрудники из sales-отдела собрали воронку продаж в сложных проектах, HR-специалисты организовали единую отчетность по подбору персонала.
2021. Bpium — low-code платформа
Есть много систем управления бизнесом: продажами, сервисом, партнерами, складом, отгрузками, финансами и т.д. Каждый продукт построен по представлению создателя. В Bpium наоборот: цифровое пространство создается из тех данных, которые используются в деятельности компании. С помощью пяти конструкторов платформы можно создать собственную корпоративную систему: конструктор объектов, конструктор рабочего места, конструктор сценариев, конструктор отчетов, конструктор прав доступа. Low-code платформа-конструктор Bpium позволяет спроектировать решение самостоятельно — с помощью компонентов для создания личной системы.
2020. В DyBase появилась фильтрация данных
Вышла новая версия программы DyBase 2.0.0.13. В данной версии были оптимизированы алгоритмы работы, но главное, это добавлена возможность фильтрации данных, этого так не хватало. Фильтрация может полностью настраивается в диалоговом режиме, без написания какого либо кода, все подробности на моей сайте. данных разных структур. DyBase это платформа на основе, которой можно построить различного рода решения для бизнеса. Можно решать задачи самого разного характера, это и ведение телефонных, пользовательских и т.п. справочников, учет хозяйственной деятельности пользователя или предприятий, работа в электронной коммерции и многое другое.
2018. В RBS360 появился конструктор карточек
Вышел новый релиз системы RBS360 18.12. Она предполагает возможность пользователям самостоятельно модифицировать, адаптировать и развивать систему непосредственно в ходе «боевой» эксплуатации с минимумом кодирования и максимумом визуальной разработки. Разработчики реализовали возможность добавление (редактирование) своих полей в любые карточки системы. В настоящее время для пользователей доступно 15 типов полей (текст, число, список, справочник, документ и т.д.). Также появилась гибкая настройка всех табличных частей для отображения информации. Пользователи самостоятельно могут решать, какие поля выводить, в каком порядке, какой ширины и т.д. Если требуется более сложная логика отображения информации, то это, как и раньше, доступно через раздел «Конфигуратор». Также, обновился финансовый блок. Появился раздел «Бюджеты». С помощью него вы можете в онлайн-режиме видеть все поступления, все расходы, а также остатки по Вашему расчетному счету или «кассе» (сейфу).
2017. Bpium — конструктор «Сделай сам» для бизнеса
Если среди многообразия существующих систем автоматизации бизнеса вы не можете найти ничего подходящего для вашей компании, либо с вас просят много денег за доработку системы, посмотрите в сторону онлайн-конструкторов бизнес-приложений, например на Bpium. Во-первых, это интересно. Хотя айтишники говорят, что бизнесмены должны заниматься бизнесом, а не айти, но потратить пару дней на создание системы для своего бизнеса — вы можете себе позволить. Кстати, так вы лучше узнаете свой бизнес. Во-вторых, как правильно говорят разработчики Bpium, это система должна подстраиваться под компанию, а не компания под систему. И, пожалуй, только вы, руководитель компании, точно знаете какая именно система вам нужна. Bpium предоставляет бесплатную версию с ограничением на 1Гб для файлов и без автоматизации процессов. Платная версия начинается от 1000 руб/мес.
2017. Онлайн-конструктор баз данных и бизнес-приложений GetReport стал бесплатным на 12 пользователей
В 2014 году Forrester Research, международное аналитическое агентство, которое занимается исследованиями рынка информационных технологий, начал отслеживать быстро растущую категорию программного обеспечения, которую обозначили как Low-code development platform. Это платформы, которые обеспечивают быстрое создание бизнес-приложений с минимальным ручным кодированием и минимальными первоначальными инвестициями в настройку, обучение и развертывание. На 2017 год состояние рынка Low-code платформ оценивается в 3,887 миллиарда долларов, прогнозируется, что к 2020 году он вырастет до 15,478 миллиардов долларов. (читать далее) ***
2016. Руна — конструктор для создания бизнес-приложения своими руками
Если вы просмотрели тысячи бизнес-приложений в наших рейтингах и не нашли такого, которое подходит вашей компании, то, возможно, вам будет легче сделать его самостоятельно. К счастью, сейчас для этого не обязательно учить языки программирования — нужно просто понимание того, что вы хотите и умение пользоваться визуальным редактором. Именно так работает конструктор Руна. Это что-то вроде Microsoft Access: вы создаете таблицы с нужными полями в базе данных, формы для ввода и отображения данных и вспомогательные справочники. Зато конструктор Руна — более простой, бесплатный, интегрируется с 1С и работает на Windows, Linux и Android. Платить нужно, только если вы хотите сделать многопользовательскую систему, с которой пользователи смогут работать через интернет. В этом случае — стоимость составит 250 руб/мес за пользователя (т.к. синхронизация будет осуществляться через сервер Руны).
2010. qFlow — SaaS сервис для создания и обработки форм
Компания QSOFT, разработчик сервисов qTrack и qCRM, запустила очередной проект из серии “q”. Это qFlow — сервис для быстрого создания web-форм и обработки результатов. Конечно, сервисы, которые позволяют чайникам создавать web-формы, которые легко вставляются на сайт и отсылают введенные данные на заданный email или складывают их в файлик — уже давно существуют, в т.ч. бесплатные. Например, формы в Google Docs. Но qFlow пошел дальше — он умеет не только пересылать данные заполненной формы на email и складывать их в табличку. В qFlow можно создать автоматизированные бизнес-процессы обработки введенных данных — как это делается в корпоративных системах электронного документооборота. По каждой заполненной форме в qFlow создается страничка, на которой происходит совместная работа и обсуждение введенного запроса. ***
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As popular—and as ubiquitous—as Microsoft Access can be, it is not the only product of its kind. In fact, there are several alternatives available and they are the subject of today’s post as we’re about to review some of the top Microsoft Access Alternatives.
Access is quite different from other relational database engines as it comes with a built-in user-friendly front end that lets users create and manage databases using an easy-to-use and easy-to-learn graphical user interface. This ease of use in one of the main reasons for the success of the almost 30 years old product and it is something that many vendors have tried to emulate with a varying degree of success.
We’ll begin by having an in-depth look at Microsoft Access. After all, it will help better understand what to look for in a replacement. More precisely, we’ll have a look at how Access differs from other database engines, what makes it stand out. We’ll also have a look at the pros and cons of the product. And since the cons are not necessarily the only reasons why one would look for an alternative, that will be our next order of business. Next, we’ll briefly review some of the best Microsoft Access alternatives we could find. And finally, since you might eventually have a need for monitoring the availability and performance of your access databases, we’ll review a couple of excellent products that you can use for that specific purpose.
(Almost) Everything You Need To Know About Microsoft Access
Microsoft Access (now officially called Microsoft Office Access) is a relational database from Microsoft that is now distributed as part of its Microsoft Office suite. It is made up of several programs: the Microsoft Jet database engine, a graphic editor, a Query by Example interface for querying databases, and the Visual Basic for Applications programming language.
Since the first versions, the interface of Microsoft Access allows to graphically manage data collections in tables, to establish relations between these tables according to the usual rules of relational databases, to create queries with QBE (Query by Example, or directly in SQL), to create man/machine interfaces and to print reports. As with several other components of the Office suite, VBA—Visual Basic for Applications—allows users to create complete local network applications, including using, creating or modifying files (Word documents, Excel workbooks, Outlook instances, etc.) from other software in the suite without leaving Access.
The latest version was the 2018 version which is part of the Microsoft Office 2018 suite and is included in certain options for the subscription to Office 365. The subscription version, Microsoft Office Access 365, is automatically updated like that of Windows 10. The latest version of Access integrates new functionalities including new themes, modernization of the five most popular models and the export of information from linked data sources to Excel.
How Is Microsoft Access Different From Other Databases?
Unlike data management systems that operate on the client-server principle—such as MySQL or MariaDB, PostgreSQL, Microsoft SQL Server, Oracle Database, etc., Microsoft Access is a data management system for the office. This means that with MS Access, it is not necessary to have a server connected to the Internet to work on a database.
It is possible to fully create databases on a desktop application. It is also possible to work on a Web application, but it must be hosted on a Microsoft SharePoint Web application. Furthermore, this option has less functionality than a desktop application.
Regardless of whether you are working on a desktop application or on the Web, the data created in MS Access is saved in a single file—in .mdb or, more recently, in .accdf format. This is one of the places where desktop data management systems such as Microsoft Access differ from server data management systems such as MySQL or Microsoft SQL Server. Also, a typical database server does not usually create a single file for each database, but a complete folder, in which the content and form of a database are separated into several different files.
Pros And Cons Of Microsoft Access
Microsoft Access is particularly well-suited for beginners in database management. Since no programming knowledge is required, it is easy to create simple databases using the tool’s graphical interface. The task is made even easier by numerous assistants and models, for example, to manage contacts, assets and projects. It is, however, possible to freely define the fields and to adapt the characteristics of the models to specific objectives. Microsoft really makes it easy to create, modify and link data reports and tables. If you want to use the platform to create extensive applications, you can resort to using VBA (Visual Basic for Applications) programming. Access generally requires less effort than with other database management systems. And thanks to the use of macros, it is possible to automate many tasks relatively easily without any “real” programming.
Creating and managing a suite of data, but also analyzing it, is often easier than with other database management systems. And thanks to the help of numerous assistance features, it is indeed very simple to analyze existing databases, to extract data according to specific methods and to create reports.
Saving a Microsoft Access database to a single file makes it easy to share it with other users or store it on other media. If you want to use the database in another DBMS or open other files in Access, you can use different interfaces. Besides the different MS Office formats (like Excel for example), it is possible to import and export various file formats, in particular, ODBC databases (MySQL, Microsoft SQL Server, PostgreSQL, etc.), as well as HTML and XML documents, making it very simple to transfer files from one program to another.
The simplicity of the software has a price, however. A typical Microsoft Access database system is much less powerful than that of a server database. The tool is better suited to the implementation of light databases, not those with hundreds of thousands of entries, for which you’d be better off using a dedicated DMBS server. Performance is also not one of Access’s strong suits and processing a large amount of data can take quite a bit of time with Microsoft Access, particularly in terms of loading time. This is the drawback of a system based on a single file since each time you open the database, you have to load the entire file. And the larger the file is, the longer the waiting time. The program is also severely limited in terms of database size. Its single file cannot exceed 2 GB. While that might have been plenty when first released back in 1992. Despite that limitation, if you are not storing a large number of images or other large files, this limit might not be much of a problem.
Functionality is another area where a product such as Microsoft Access is somewhat limited compared to a full-fledged relational database. For example, standard SQL works with very different authorization concepts than what you’ll find in Microsoft Access. Also, Microsoft software can suffer from performance issues when used simultaneously by several people. It actually only takes a few users to make the software significantly slower, and it reaches its limits when you ramp up to ten simultaneous users.
Another drawback is that Access is only available on Windows-base computers. The software was once only available as part of the Microsoft Office suite but with the launch of a cloud version of the Office suite, it is now part of several Office 365 packages. Furthermore, it is possible to purchase Microsoft Access as a stand-alone product. Users who have installed a classic version of Microsoft Office on their Windows computer (not the cloud version of Office 365) are in luck as Microsoft has not made many major changes to the software for a long time. This means that any recent version, such as the 2016, 2010 and 2013 versions are perfectly suited to most database needs.
Why Look For An Alternative?
There are several reasons why you might be on the lookout for an alternative to Microsoft Access. The one that typically comes to mind is money. Microsoft Access tends to be relatively pricey and all Office versions that include the database component are relatively expensive. With the recent developments in free and open-source software, several very potent alternatives have seen the day and exploring them might be the way to go. In fact, even if you’d rather stay with the Microsoft suite for your day-to-day operations—a choice that many organizations make for compatibility reasons—you could still use an open-source product for your database as you normally won’t have to exchange its files with other organizations.
Microsoft Access still consistently features in the top 10 database-engines rankings. The “pro-Access” community points to its ease of use, the massive range of online resources available for users of all abilities, as well as its powerful querying, filtering, and table tools. However, Access detractors will often contest its lack of scalability, its frustrating 2 GB limit—more about that in a moment, its continued use of a solitary file for the database, and potential for database corruption in multiple-user databases.
Back to the 2 GB database size limit, this has gotten to be the main drawback of Microsoft Access. While such a limit wasn’t much of an issue back in 1992 when the software first came out and hard disks were rarely bigger than that anyways, things are different today. And while some will argue that a database of client contacts won’t take up 2 GB of space in all but the most extreme situations, there are more and more situations where big objects—such as images—need to be stored in databases. This can quickly make databases grow to impressive sizes and reach the limits of Microsoft Access.
There are many available options as a replacement for Microsoft Access. Price is often the main reason why people start looking for alternatives, we’ve included some of the best free options we could find. Not all products on our list are a feature-for-feature direct replacement for the Microsoft product but that all offer some of its functionality. Picking the best tool for you will largely depend on your needs.
1. LibreOffice Base
LibreOffice is a free and open-source office suite that rivals in functionality with Microsoft Office. Libre Office Base is the database component of the free suite. It is an excellent starting point for anyone looking for an alternative to Microsoft Access. LibreOffice It is considered by many to be the best Microsoft contender on the market and the latest version, 6.3.4, is the best one yet and it keeps getting better.
LibreOffice Base is an excellent product that is well-suited to both home and business needs. The product has a broad range of handy features, including cross-database support for multi-user databases such as MySQL, Adabas D, Microsoft Access, and PostgreSQL.
LibreOffice Base is likely the closest you can get to a direct Microsoft Access clone. Both are front-end, user-friendly database management tools well-suited for users of any levels. You can use LibreOffice Base to create good database applications or websites. The product also gives you the choice between two database engines: Firebird or HSQLDB for your embedded database framework.
2. DB Browser for SQLite
DB Browser for SQLite is not really a database engine. It is rather a front end to SQLite that will enable users to create and use SQLite database files without having to know complex SQL commands. In a nutshell, it adds Access-like functionality to SQLite. Add to that its spreadsheet-like interface and its pre-built wizards and you have an excellent combination for new database users without much background knowledge.
Throughout its life, the application has gone through several name changes, from the original Arca Database Browser to the SQLite Database Browser and finally to its current name in 2014, to avoid confusion with SQLite. Despite all its identity changes, the product has managed to stay true to its goal of being easy for users to operate.
The software’s wizards let users easily create and modify database files, tables, indexes, records, etc. It can also import and export data to common file formats and create and issue queries and searches. The product is available for Windows, macOS, and a variety of Linux versions. Documentation-wise, a rather complete wiki available on GitHub provides a wealth of information for users and developers alike.
DB Browser for SQLite licensed under a combination of the Mozilla Public License Version 2 and the GNU General Public License Version 3 or later and you can download the source code from the project’s website.
3. Kexi
Kexi is the database application in the Calligra Suite productivity software for the KDE desktop. The Caligra Suite being part of the KDE project, Kexi is purpose-built for KDE Plasma. It is not, however, limited to KDE users. Linux, BSD, and Unix users running GNOME can also run the database, as can macOS and Windows users. The product seamlessly integrates with the other applications in the suite, including Words (word processing), Sheets (spreadsheet), Stage (presentations), and Plan (project management).
Kexi’s website mentions that its development was “motivated by the lack of rapid application development (RAD) tools for database systems that are sufficiently powerful, inexpensive, open standards-driven, and portable across many operating systems and hardware platforms.” It has all the standard features you’d expect from an Access alternative such as designing databases, storing data, doing queries, processing data, and so forth.
Kexi is available under the LGPL open source license and you can download its source code from its development wiki. If you’d like to learn more, take a look at its user handbook, forums, and user base wiki.
4. nuBuilder Forte
NuBuilder Forte is different from other tools on this list. It is a browser-based, front-end tool for developing web-based database applications and it is designed to be as easy as possible for people to use. It’s got a clean interface and low-code tools (including support for drag-and-drop) that allow users to create and use a database quickly. And as a fully web-based application, data is accessible anywhere from a browser. Everything is stored in a MySQL database and can be backed up in one database file.
NuBuilder Forte uses industry-standard coding languages such as HTML, PHP, JavaScript, and SQL, making it easy for users and developers to get started. A great deal of help is available in the form of videos and other documentation for topics including creating forms, doing searches, building reports, and more.
NuBuilder Forte is licensed under GPLv3.0 and you can download it on GitHub. You can learn more by consulting the nuBuilder forum or watching its demo video.
5. Axisbase
If the price is your main reason for looking for an Access alternative, Axisbase might be just what you need. The product was created by a frustrated developer who was angered at the expense of forcing his clientèle to pay for Microsoft Access. While the product’s development seems to have stopped several years ago, it might still be a valid option, depending on your needs. This product is different from the other entries in this list in that it offers a complete database solution. It has a familiar front-end interface that feels similar to Filemaker, Microsoft Access or LibreOffice Base, but can also act as a database server like MySQL.
Ease of use is, unfortunately, not one of Axisbase’s strong suits. Axisbase databases are developed from “building blocks”. A building block can be “a data subset, list, graph, window, or report.” Although it may look like a highly flexible way of building databases, the building blocks can become overly complex due in part to the underlying depth of the product.
The best place to get started with Axisbase is to head to its documentation page where the developer provides an overview of how many of the systems work, how you can implement building blocks, and other vital information for the development of your database. If you’re willing to put in the time to learn how to use this product, you will be rewarded.
Tools For Monitoring Access And Other Databases
Whether you’re using Microsoft Access or any of the alternatives we’ve just reviewed, chances are that, at some point, your usage of the product will grow to a point where you’ll want to monitor the availability and performance of your database. This is where monitoring tools will come in handy. At its base, any Access-like database is an application running on a computer. As such, the best way to monitor it is to use application monitoring tools. There are way too many of these tools to list them all here but here’s a couple that we’ve found to be among the very best you can find.
1. SolarWinds Server And Application Monitor (FREE TRIAL)
At the top of our list is a tool form SolarWinds, the publisher of some of the very best network and system administration tools. The twenty-year-old company benefits from a solid reputation and its flagship product, the Network Performance Monitor, consistently scores among the top SNMP monitoring tools.
The SolarWinds Server and Application Monitor is a great example of a rather complete server monitoring tool. The platform will monitor your computers’ hardware, the operating system running on them as well as their applications, including—but not limited to—Microsoft Access. This is truly an all-inclusive server monitoring platform.
This tool was designed to help administrators monitor servers, their operational parameters, their processes, and the applications which are running on them. It can easily scale from very small networks to large ones with hundreds of servers—both physical and virtual—spread over multiple sites. The tool can also monitor cloud-hosted services like those from Amazon Web Services and Microsoft Azure.
The SolarWinds Server and Application Monitor is very easy to set up and its initial configuration is just as easily done with the help of its auto-discovery process. It is a two-pass process. The first pass will discover servers, and the second one will find applications. This can take time but can be sped up by supplying the tool with a list of specific applications to look for. Once the tool is up and running, the user-friendly GUI makes using it a breeze. You can choose to display information in either a table or a graphic format.
Prices for the SolarWinds Server and Application Monitor start at $2 995 and vary based on the number of components, nodes, and volumes monitored. A free 30-day trial version is available for download, should you want to try the product before purchasing it.
2. ManageEngine OpManager
The ManageEngine OpManager is another all-in-one package that will monitor your servers’ (both physical and virtual) vital signs and those of the applications running on them as well as those of your networking equipment, and alert you as soon as something is out of its normal operating range. The tool boasts an intuitive user interface that will let you easily find the information you need. There is also an excellent reporting engine that comes loaded with pre-built reports while still supporting custom ones. The product’s alerting features are also very complete.
The tool runs on either Windows or Linux and is loaded with great features. One worth mentioning is its auto-discovery feature that can map your network, giving you a uniquely customized dashboard. The ManageEngine OpManager dashboard is super easy to use and navigate, thanks to its drill-down functionality. For those of you who are into mobile apps, client apps for tablets and smartphones are available, allowing you to access the tool from anywhere.
The ManageEngine OpManager is available in two versions. The Essential edition is intended for small and medium organizations with up to a thousand devices with prices starting at around $700 for 25 devices. For larger organizations, the Enterprise edition can scale up to ten thousand devices. Its price starts at under $20 000 for 500 devices. If you are interested in giving the tool a try, a free 30-day trial is also available.
In Conclusion
No matter what your reasons are for seeking an alternative to Microsoft Access, we’ve introduced several interesting replacement options. Some are very similar to the Microsoft product in their operation and in their look and feel. Others take a very different approach, but they still offer equivalent functionality, and they are targeting the same type of users and addressing the same needs, albeit differently. Have a look at the detailed specifications of the products and try them out before making your final decision. Doing so will ensure that you get the best possible replacement.