Can I make an Access database read-only?

Question

I want to share an Access database.  I'm not sure if it will be thru OneDrive or--more likely--a link on a web page, but I want users to access the data, primarily through a form and/or report but NOT be able to change any of the data.  OR make it read only unless they have a password.  Are any of these options available?  From what I have read and investigated, Access has a problem when trying to open a read-only database file.  

I know I can make the file read-only in Windows, but that is clumsy and too easy for someone to switch back.  Is there another option, one that is secure?

Eventually the database will be accessed through a switchboard; I do not know if that helps or makes it more complicated.

Answer 1

Hi Will, I'm an independent advisor and will try to help.

There are a few ways to do this. The question is how secure do you want it to be.

The easiest way is to hide the Navigation Pane (File>Options), Suppress menus (DoCmd.ShowToolbar "Ribbon", acToolbarNo). Set a default form (also in Options) that only allows the user to open the forms you create. Set the AllowAdditions, AllowEdits, and AllowDeletions properties to False. Finally save the database as an accde.

This will, effectively, block users from editing the data and the database,

If you need further clarification on this feel free to ask.

Answer 2

"...Access has a problem when trying to open a read-only database file.  "

What problem would that be? I'm always eager to expand my knowledge and that's something I've not encountered before.

Typically, users interact with your data ONLY through forms, so the simple approach would be to set all of your forms to read only.

That said, you will still have the problem that knowledgeable users can bypass forms. Unfortunately, although you can take steps to minimize users' ability to do things you don't want them to do, it's hard to be absolutely sure you've closed all of the doors tightly.

Answer 3

Just be aware that Microsoft Access is designed as a desktop application - it will NOT work if the database is stored on OneDrive, and it will NOT work as a web application. Before you get in too deep, check to see if Access is in fact the tool you want to use, or if you might do better to use an application specifically designed to work on the Web.