Microsoft Access is one of the longest-running relational database applications that is continued to be widely used for creating, managing, and formatting data. The desktop-based application became popular because of its simplicity, as even novices can create simple databases without deep technical knowledge. Consequently, many businesses continue to use their Access databases for decades without making significant design changes. However, one of the main challenges of desktop-based applications such as Microsoft Access is that they are more prone to data loss due to corruption, deletion, and other issues than cloud-based software. In this article, we will focus on the methods available for backing up Access databases.
How Frequently Should Access Databases Be Backed Up?
Many changes in Access databases are irreversible. For example, it is always advisable to backup before running action queries, especially if they change or delete data. The only reliable method to protect changes is by creating regular backups. The frequency of backups depends on the purpose of the databases. Ideally, if a database is an archive or has multiple users, it should be backed up when there is a design change. Active databases, however, should be backed up regularly.
How Are MS Access Databases Backed Up?
The process involved in backing up the Access database depends on the database design.
Backing Up a Simple MS Access Database
While backing up a normal Access database, open objects in the Design view are saved and closed, and a copy of the database file is generated in the name and location specified. Follow the steps below to back up a regular Access database.
- Navigate to File>Save As.
- Expand the File Types and select Save Database As.
- In the Advanced option, select Back Up Database and then click on Save As.
- Provide a File Name and select the file type that will be used for saving the database.
Backing Up a Split MS Access Database
Larger businesses with multiple users often deploy split databases in which a centralized back-end database contains data in tables, and user interface objects, such as queries, forms, and reports, are stored in front-end databases that can be backed up locally by individual users.
- To back up a back-end database, select the appropriate file by navigating through Open Other Files > Computer > Browse, and then use the Open Exclusive option before saving the file as described above.
- The front-end database can be backed up by following the same process used with a regular Access database.
Apps4Rent Can Help with MS Access Database Backup
Implementing a reliable backup and restore system for Microsoft Access databases can go a long way in ensuring business continuity. While Access databases are typically backed up using file servers and USB drives, these have limitations in terms of scalability and security.
Apps4Rent provides managed MS Access hosting services to help businesses take advantage of cloud technology to secure their Access databases. With our hosting services, users can use MS Access online with virtual desktops hosted in our top-tier SSAE-16 datacenters. Additionally, as a Microsoft Gold Partner in several cloud competencies and a Tier 1 CSP, we can also help you upgrade to an SQL server and host your databases in Azure. Contact our Access hosting cloud consultants, available 24/7 via phone, chat, and email for assistance.