Guide · Access · Quebec SMBs
Replacing an Access database in 2026: with what, for how much, and how to migrate
In short
Access still exists, but Access 2016 and 2019 have not received security updates since October 14, 2025, and Access 2021 since October 14, 2026 (Microsoft). If your database runs on one of these versions, there are three realistic paths: move to a supported version and stabilize the database, move the data to SQL Server while keeping the Access screens, or replace the application with web software. In all three cases, you start by taking stock of what the database really does.
Does Access still exist?
Yes. It’s the one-time purchase versions that are reaching end of support, one after the other. According to Microsoft, after the end date there are no more security updates, no more fixes and no more support, free or paid. The software keeps starting up — which is exactly what makes the risk invisible.
| Version | End of support | What it means |
|---|---|---|
| Access 2016 | October 14, 2025 | No more security updates |
| Access 2019 | October 14, 2025 | No more security updates |
| Access 2021 | October 14, 2026 | No more security updates, as of a few days ago |
| Access 2024 | October 10, 2029 | Supported, but with a known end date |
| Access in Microsoft 365 | Follows the subscription | Updated as long as the subscription is active |
On October 14, 2025, Windows 10 also reached end of support. An Access database running on an old Windows 10 computer therefore carries two risks. The dates for Access 2021 and Access 2024 come from Microsoft’s lifecycle pages.
When should you replace an Access database?
- Several people use it at the same time on a network drive, and the database gets corrupted or slows down.
- The file keeps growing. An Access file is capped at 2 GB (Microsoft’s official specifications).
- You want remote access or access from a phone, at a job site or in a warehouse.
- Only one person understands the VBA code, and they’ve left or will be leaving soon.
- The database holds personal information (clients, employees) on a computer that no longer gets updates: Quebec’s Law 25 requires reasonable security measures (Quebec’s privacy regulator).
What can replace Access?
There’s no single replacement: the right choice depends on the number of users, remote access needs and how much business logic is hidden in the macros.
| Option | Best for | Advantage | Limitation |
|---|---|---|---|
| Supported Access version + stabilization | Database that works well, few users | Fast, nothing to relearn | Same limits: 2 GB, local network, Windows computer |
| Data in SQL Server, Access screens kept | Several users, growing database | Robust, backed-up data, smooth transition | The VBA code still needs maintaining |
| Power Apps and Dataverse (Microsoft 365) | Business already on Microsoft 365, simple needs | Mobile, little code; Microsoft documents how to migrate the tables | Power Apps licence that includes Dataverse; only supported data types migrate |
| Off-the-shelf software | Standard processes (accounting, CRM, inventory) | Ready quickly | You adapt the way you work |
| Custom web application | Specific processes, remote access, multiple sites | Built for you, and you own it | Longer project, best done in phases |
For most SMBs, the second option is a good first step: you secure the data in SQL Server without changing anyone’s habits, then replace the screens with a web application, piece by piece, if the business needs it.
How do you migrate an Access database without losing data?
- Inventory. List the tables, queries, forms, reports, macros and VBA modules, as well as tables linked to other files. That’s where the business rules hide.
- Verified backup. Copy the file and test that it can be restored, before touching anything.
- Cleanup. Fix duplicates, inconsistent data types and text fields that contain dates.
- Data migration. Microsoft provides a free tool, the SQL Server Migration Assistant for Access (SSMA), which moves the tables to SQL Server or Azure SQL and lets you link the existing Access forms to the new tables.
- Checks. Compare the totals (row counts, sums, balances) between the old and new databases. They must match.
- Cutover. Run both in parallel for a few days, then switch over one evening or weekend.
The usual pitfalls: VBA code and macros, which don’t migrate on their own; queries written in Access’s own SQL dialect; AutoNumber, Yes/No, multivalued and Attachment fields, which behave differently; and printed reports, which have to be rebuilt. If you’re aiming for Power Apps, Microsoft notes that only supported data types are exported to Dataverse.
How long does it take to replace an Access database?
Securing the data in SQL Server while keeping the Access screens usually takes a first sprint of 2 to 3 weeks. Replacing the screens with a web application then happens in phases, one group of forms at a time: your employees keep working in the old database while the new one grows.
What makes a project longer is almost never the number of tables: it’s the logic hidden in the VBA, the reports that must be rebuilt exactly, and the data that needs cleaning.
How much does it cost to replace an Access database?
The cost depends mainly on the number of forms, reports and lines of VBA code, much more than on the number of tables. With me, a first fixed-scope sprint starts at $4,500 for 2 to 3 weeks — often enough to secure the data in SQL Server. Replacing all the screens is then done in phases of about $6,000. The details are in the custom software pricing guide.