Can We Convert Microsoft Access databases into A Newer, Better Tool?

Question

Can We Convert Microsoft Access databases into A Newer, Better Tool?

Susan Chadwick 20

We have a 20+ year old Access database that contains all the customer information for our real estate company. We also use this database to run queries to assist in marketing.

Can this all be converted into another data platform that could perhaps run within a browser, so that our sales agents and management can get the information without having an admin specialist provide the answers through Access queries?

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Richard Rost 315 MVP

One option I don't see mentioned is that you don't necessarily have to replace Access at all.

I've helped a lot of businesses migrate the data to SQL Server while keeping the existing Access front end for in-house staff. If you have 20 years of forms, reports, queries, and VBA that already work well, there's no reason to throw all of that away.

Once the data is in SQL Server (whether it's hosted on Azure, Winhost, or another provider), you can build a browser-based application for your sales agents while your office staff continues using Access. Both applications share the same data. It's often the most cost-effective approach because you preserve your existing investment while adding modern web access where it actually provides value.

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Answer 1

George Hepworth 23,120 Volunteer Moderator

As Duane pointed out, migrating the data is relatively easy. Choosing a new interface is much more challenging.

Here's the heart of the situation. "...so that our sales agents and management can get the information without having an admin specialist provide the answers through Access queries"

HOW would you expect your users to interact with the data? Read only? Looking up data is pretty simple, in itself. But there are other considerations to address.

You mention a browser, which implies off-premises as well as on-premises availability. Is that actually part of the requirement? Do your sales agents need the data while sitting at a desk as well as while they are standing in a house which they are trying to sell? The former doesn't automatically lead to a browser based interface, but the latter might? It might also be implemented as a mobile app. PowerApps, for example, would handle that nicely. PowerApps, however, carry a significant licensing cost, so going that route might not be the most cost-effective over the long run.

You have several platforms to choose from for the interface. Your choice needs to be based on a more detailed specification of the requirements it must meet as well as a solid statement of the development budget and on-going operating costs you are willing to incur.

Susan Chadwick 20 Reputation points

2026-06-26T17:09:17.25+00:00

Thank you, George. Yes, agents need to access data outside the office. We currently are maintaining the Access database, plus another CRM system. This entails entering data twice. The CRM system is web-based and expensive. I believe that converting the Access database to a different browser based system that we maintain, would be less expensive. The Access database is more accurate and also ties-in local property transfer info. I'm looking at PowerApps, since it may provide the simplest way to do this. I appreciate the info you provided.
George Hepworth 23,120 Reputation points Volunteer Moderator

2026-06-26T20:14:01.8633333+00:00

It sounds like you would probably not be replacing Access, but rather extending the data into a new, mobile, read-only interface. PowerApps fits there, I think, but it will not reduce license costs, it will increase them. The cost of a full Access application for the owner/developer of the database is part of the M365 license for that person. Users only need to have the free Access runtime, however, in order to use it. So that cost is the fixed annual license for the developer/maintainer of the database.

Every user of a PowerApps application will pay a minimum $5/month USD license for each such app. If the data is stored in a so-called Premium data source, which includes both Dataverse and SQL Server, the license jumps to ~$25/month USD for each such app for each user. In some situations, that's viable, in others, the cost can be deemed prohibitive. While I am a fan of PowerApps, I'm also too practical to suggest it as the automatic option here. It depends entirely on your organization's budget for that kind of app. It might provide everything you need, but it will come at a cost.

You can keep the cost to a minimum by migrating the data into SharePoint lists, rather than a full database like SQL Server. And your Access Front End can link to those same SharePoint lists. So that's probably a more viable option cost-wise, depending on the amount of data you need to handle.

To avoid the ongoing licensing costs, of course, you can create a browser-based web app that everyone uses. That involves either acquiring the skills to build that app, or hiring a web developer.
Susan Chadwick 20 Reputation points

2026-06-26T20:56:28.2233333+00:00

Thanks, George. We will need to look at all of these options. Our current CRM system is incredibly expensive, so even the monthly fees you quote per user would be much less than we are paying now. Much to think about, but I do appreciate all your help here.

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Answer 3

Duane Hookom 26,935 Volunteer Moderator

You can migrate the information to SQL server fairly easily. The SSMA is a tool to assist with the process. Another option is to migrate the tables to Sharepoint. Your choice depends on your requirements and capabilities.

Susan Chadwick 20 Reputation points

2026-06-26T15:27:07.58+00:00

Thank you. I think we will use SSMA with Dataverse and Power Apps.
George Hepworth 23,120 Reputation points Volunteer Moderator

2026-06-26T16:03:53.1833333+00:00

I would urge you to think carefully before choosing Dataverse. Not many Access databases have been successfully deployed with Dataverse. If you want to do away with the Access front end entirely, of course, that's less of a factor.

Also, SSMA is a tool. It is used to migrate Access data to SQL Server. It has nothing to do with Dataverse.

Check out my YouTube series on developing PowerApps from the point of view of an Access developer. https://www.youtube.com/playlist?list=PLQgLuLFqAr9-PoMhLpCWZmtzwgEulKvH5
Susan Chadwick 20 Reputation points

2026-06-26T17:16:01.36+00:00

Thank you, George. I will look at your YouTube series before I do anything else.