Description of how to help protect a Access 2000 database (254372)


The information in this article applies to:

  • Microsoft Access 2000
This article was previously published under Q254372
For a Microsoft Access 97 version of this article, see 132143.
Moderate: Requires basic macro, coding, and interoperability skills.

This article applies only to a Microsoft Access database (.mdb).

For a Microsoft Access 2002 version of this article, see 289885.

SUMMARY

This article provides an overview of how you can secure a database so that it is not changed or copied by other Microsoft Access users.

This article assumes that you have a thorough understanding of the pieces that make up the Microsoft Access security model: workgroups, accounts, ownership, and permissions.

MORE INFORMATION

When you are creating a database, there are three common mistakes that enable Access users to circumvent security:
  • You create the database and its objects while you are logged in as the Admin user.
  • You do not remove the default Users group permissions that are granted in full for all objects.
  • Your distributed application includes the same System.mdw file used to create the database. In the System.mdw, the Admin account has no password and is a member of the Admins group.
To protect your database from being changed by other Microsoft Access users, follow these steps:
  1. Open the Workgroup Administrator (Wrkgadm.exe) file and create a new system database (System.mdw) that has a unique Name, Organization, and Workgroup ID.
  2. Start Microsoft Access and open any database.
  3. On the Tools menu, point to Security, and then click User and Group Accounts. Click the Change Logon Password tab, assign a password to the Admin user account, and then click Apply.
  4. In the User and Group Accounts dialog box, click the Users tab. Create a new user account, and then add the account to the Admins group.
  5. In the Name box under User, click Admin. Remove the Admin account from the Admins group, and then click OK.
  6. On the File menu, click Exit. Restart Microsoft Access.
  7. Create a new database.

    After you have named the new database, and then clicked OK, the Logon screen appears.

    Note that this is different from earlier versions of Access, where the Logon screen appears before Access starts.
  8. Type the name of the user that you created in step 4. Leave the password blank.
  9. On the Tools menu, point to Security, and then click User and Group Accounts.
  10. Click the Change Logon Password tab, type a password, and then click OK.
  11. On the Tools menu, point to Security, and then click User and Group Permissions. Click the Permissions tab, and then click to select Groups under the List options to display the group names in the User/Group Name box.
  12. In the User/Group Name box, click Users. Select the appropriate object type in the Object Type box to display the various objects in the Object Name box, and then remove the default Users group permissions for the following objects that appear in the Object Name box:

    <Current Database>
    <New Tables/Queries>
    <New Forms>
    <New Reports>
    <New Macros>

  13. Import all the objects from your original database into the new database.
  14. Create other group and user accounts as necessary.
  15. Assign group and user permissions to your objects as appropriate.
  16. Optional: Close the database, and then use the Encrypt/Decrypt Database command. To encrypt the database, click Tools, and then point to Security. This step is optional.

REFERENCES

The Access Security Manager Add-In presents all security settings in a single view, so the administrator can set and display permission settings and assign ownership with all of the information necessary to make informed decisions.

For additional information about the Access Security Manager Add-In, click the following article numbers to view the articles in the Microsoft Knowledge Base:

235961 Microsoft Access Security Manager Add-In Is Available in the Download Center

223447 ACC2000: Can't Secure Individual Modules in Access 2000

For more information about how to secure a database in Microsoft Access, click Microsoft Access Help on the Help menu, type secure a Microsoft Access database in the Office Assistant or the Answer Wizard, and then click Search to view the topics returned.

For more information about how to set user-level security, click Microsoft Access Help on the Help menu, type secure a database using the user-level security wizard in the Office Assistant or the Answer Wizard, and then click Search to view the topic.
Modification Type:MinorLast Reviewed:1/26/2005
Keywords:kbpermissions kbpasswords kbopenfile kbprivacy kbsavefile kbDatabase kbhowto kbinfo kbusage KB254372
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