Replacing Microsoft Access
Replace your Microsoft Access database. Same logic, in the browser.
Many departments have run an important workflow on an Access database for years. It works as long as the person who built it is around and everyone sits in the office on the same network drive. We move tables, queries, forms and VBA logic into a web application with permissions, history and interfaces. Your business keeps running throughout.
INVENTORY.ACCDB
- Tables and relationships
- Queries
- Forms
- Reports
- VBA modules and macros
- Linked tables and imports
Every part is recorded, migrated or deliberately left out.
01 — Signs
When Access reaches its limits. Six situations from daily work.
Access is designed for one department in one place. The more people, locations and systems are added, the more time maintenance takes.
01
The file sits on a network drive
Several people work in it at the same time. Now and then Access reports that the database is corrupted, and someone runs “Compact and Repair”.
02
VBA only one person understands
The logic has grown over the years and lives in modules and form events. The person who wrote it is retiring soon or has already left.
03
No access from outside the office
Access only runs on Windows, with Access or the Access Runtime installed on every machine. From home it works via VPN or remote desktop, on a Mac or iPad not at all.
04
The file is growing towards the limit
An Access file can be no larger than 2 GB. Long before that it gets slow, and data is moved out into archive files.
05
Every Office update is a risk
After switching to 64-bit or a new version, references are missing and forms no longer open. So the old version stays installed.
06
Perpetual Office versions without updates
Office 2016 and 2019 have received no security updates since 14 October 2025, Office 2021 and Office LTSC 2021 none since 13 October 2026. This applies to Access as well. Only Microsoft 365 and the 2024 version are still supported, the latter until October 2029.
02 — What takes its place
Replacing Access with a web application: component by component.
Every part of your Access file has a counterpart in the new application. It runs in the browser, with sign-in, roles and a history of every change.
- Tables and relationships
- In the web application: A data model in a server database, with rules for mandatory fields and relationships.
- Queries
- In the web application: Reports and lists that return the same result as your saved queries.
- Forms
- In the web application: Input screens in the browser, with checks right at the point of entry.
- Reports
- In the web application: PDF output and exports to Excel, the way your people use them today.
- VBA modules and macros
- In the web application: Business logic in code, documented and covered by tests.
- Linked tables and imports
- In the web application: Interfaces to the ERP, accounting or shop instead of manual Excel imports.
If your workflow runs on Excel lists rather than Access, the approach is similar: Replace Excel.
03 — Approach
Understand first, then migrate. Access keeps running until the application works.
The main risk when replacing Access is logic nobody knows about. That is why we read the queries and the VBA in full before we build, and check the results against your real data.
- 01together
Take stock
We go through the file with the people who work with it every day: which forms and reports are used, which are left over? What do the queries and the VBA calculate? The result is a list of what the new application has to do.
- 02AI-assisted
Migrate the data, rebuild the logic
The tables move into a server database. We read the queries and the VBA in full and derive test cases from them using your real data. That way it is proven that the new application returns the same results as the old one.
- 03by you
Running in parallel with real data
The web application runs next to Access. Your people compare results and find gaps, and we make improvements. Nobody has to switch on a cut-over date.
- 04by you
Switch once it works
Only when the application holds up in daily use is the Access file archived as read-only. After that we continue developing what comes up in operation, or your IT takes over.
04 — Alternatives
A new application is not always needed. Three smaller routes and when they are enough.
We recommend the route that solves your problem. If that is not custom software, we will say so in the intro call.
Data on SQL Server, Access as the front end
The tables move to a database server, the forms stay in Access. That fixes corrupted files and the 2 GB limit. Microsoft provides the SQL Server Migration Assistant for Access for this. It is enough if everyone works in the office on Windows machines and the VBA logic can be maintained.
Power Apps in a Microsoft 365 setup
For simple input screens with little logic, when everything runs in Microsoft 365 anyway. With a lot of logic, many users or external interfaces, licence costs and maintainability quickly reach their limits.
Standard software
If your Access solution models a workflow you can buy off the shelf, such as stock, time tracking or CRM, buying is usually cheaper than building.
A new application is worthwhile if …
- several locations, home offices or field staff need access,
- customers, partners or suppliers need their own login,
- nobody can safely change the VBA logic any more,
- data should flow to the ERP, accounting or shop without retyping.
05 — Effort
In the past, the estimate was often the reason to postpone replacing Access. With AI-assisted development the effort is smaller.
Reading and rebuilding grown VBA logic used to be expensive. Today code analysis, implementation and testing are AI-assisted. In our projects the effort is often between one third and one fifth of classical estimates.
A patent management firm in Munich
75
days estimated without AI assistance
9
days actually needed
A business application in which we have a stake ourselves
310
person-days estimated the classic way
140–160
hours actually worked
Not a client reference: our managing director has a stake in this product, which is why it appears here without a name.
What does not get smaller
The time your specialists need for taking stock and comparing results while both systems run. It decides whether the application works in daily use. How we build and operate custom software is described under Software development in Munich.
06 — References
For corporations and mid-sized companies. What clients say about working with us.
From projects for
- Carl Zeiss
- SAP
- Munich Re
- atra.consulting
We have been working with Viewconic for many years. The quality is impressive, deadlines are always met, and the team regularly brings innovative suggestions that make our processes even more efficient. A collaboration between equals that we can recommend without reservation.
Philipp KieningerCarl Zeiss Industrielle Messtechnik GmbHDavid from Viewconic stands out for outstanding quality of results and an agile way of thinking that lets us deliver even demanding client projects efficiently and with focus. The team works professionally, is solution-oriented and always brings the right mix of expertise and flexibility.
Daniel WochnikKey Account Manager, atra.consulting GmbH & Co. KGViewconic successfully developed our platform with several consultants and supported us through to go-live. The quality and reliability of the team convinced us, and we already know that we will gladly rely on Viewconic again for our next project.
PAM Consulting GmbHP. MuellerManaging Director, PAM Consulting GmbH
Translated from the German original.
Frequently asked questions
Replacing Access: what should be clarified beforehand.
Is Microsoft Access being discontinued?
No. Access continues to ship with Microsoft 365. What has ended is support for older perpetual versions: Office 2016 and 2019 since 14 October 2025, Office 2021 since 13 October 2026. The reason for replacing Access is usually a different one: working at the same time, access from outside the office and VBA logic nobody can maintain any more.
Is there not a browser version of Access?
No. Microsoft has retired the Access web apps in SharePoint. Today Access only runs as a desktop program on Windows. Access from the browser requires a web application or a platform such as Power Apps.
Can our Access data be migrated in full?
Yes. We migrate tables, relationships and content into the new database and check what does not fit together: duplicate records, orphaned links, fields that have been used in different ways over the years. What cannot be resolved automatically is decided by your specialists.
What happens to our VBA code?
It is not translated line by line but read and understood. Every function that is still needed becomes code in the new application, documented and covered by tests. Functions nobody uses any more are dropped. We settle that together when taking stock.
Do our people still need Access or Office afterwards?
Not for the application. It runs in the browser, on Windows, Mac and tablets, without installation. Anyone used to reports in Excel keeps the export to it.
How long does it take to replace an Access database?
That depends mainly on how many forms, reports and VBA functions are still in use. We plan in milestones: the first screens run early alongside Access, and your people check them with real data. You receive the schedule after taking stock.
What does it cost to replace an Access database?
That depends on how many forms, reports and VBA functions are actually used and how clean the data is. After the intro call you receive an outline with effort and milestones. With AI-assisted development, the effort in our experience is often between one third and one fifth of classical estimates.
Next step
Show us the database. You get an honest assessment, even if it is: Access is enough.
In the intro call you share your screen and show us the forms and reports. Afterwards you know which route is worthwhile.
Thirty minutes with David Kreutzer, Managing Director. Afterwards you receive a written outline with approach, effort and milestones before you sign anything. We usually reply to enquiries on the same working day.
From projects for Carl Zeiss, SAP, Munich Re and atra.consulting.