MS Access User Permissions- How to Manage User Permissions in Access Database?

In MS Access, managing user permissions ensures the data security & smooth collaboration. Though by assigning proper permissions, you can control who views, edits, or deletes data in your database. This helps protect sensitive information and prevents unauthorized changes. In this article, you will learn how to manage user permissions in Access Database. This will help you a lot to specify the level of permission assigned to each individual Access database user.

Why Manage MS Access User Permissions?

As we all know, user permissions help to protect your crucial database from accidental/intentional misuse. However, they help in maintaining data accuracy, protecting confidential records, and ensuring only authorized actions are performed. Without proper permissions, your data may be at risk.

What Permissions You Can Assign To Any Access Database User?

You have the option to manually change object and database permissions for individual users or any group accounts in the workgroup.  It is always recommended to allot permission to groups, not to any specific users, as each user receives the permission assigned to the workgroup.

Permission Types

You can assign each user 9 types of permission for handling objects or data in the database. given table below contains detailed information on 9 user-permission types, applicable to what kind of objects, and what permission it gives to users.

Now you must have got enough idea of what type of user permission you should assign for any specific task.

Also Read: Access “You Do Not Have the Necessary Permissions to Use the Object”

How to Manage User Permission in Access Database?

 Follow the steps below to grant or manage user permissions in the Access database and to its objects.

• Choose Tools>Security> User And Group Permissions option. This will open the dialog box of User And Group Permissions.
• Switch to the Change Owner tab. Here you can see who the current owner of the database is and all its objects. Go to the Permissions tab and take a look over the name of the database workgroup or users to which permissions are assigned. From the appearing list of user/group names, you have to select the Admin group.

• It’s time to explore details about the permissions assigned to various group names and object types.
• Choose order entry from the list of User/Group Name. Suppose you want to assign permission to this group then follow the following steps.

• Now from the appearing drop-down list of object names, you have to choose the database. From the Permissions section choose the Open/Run.
• Tap to Apply option. After this, all the users who are in the order entry group will get permission to open and run their current database.

• It’s time to set permissions for the table objects of the order entry group. Similarly, from the drop-down list of an object type, you have to choose table. After that, from the appearing list of object name, select the entire table names.
• From the Permissions section, select the Insert and Update Data option. By default, the option Read Design and Read Data will appear checked to you. You have to uncheck Administer, Modify Design, and Delete Data.

• Tap the Apply button.
• To close the open dialog box, click the ok button.

How to Specify Level Of Access To Each Access Database Users?

Using the user-level security wizard, you can specify the level of access to each database user.

• To start the wizard, go to the Tools menu, choose the Security option, and then hit the User-Level Security Wizard.
• In the opened wizard screen, you are asked whether you want to edit the existing file or want to start with a new security file.

• Suppose you want to start with a new one then choose the “Create new workgroup information file” after then hit the Next.

• In the next opened screen, you have to enter the name and company details. Well, this step is an optional one. Here you will also see a strange string known as WID. It is a unique identifier that is assigned randomly, and it must not be modified.

• On the same screen, you are asked whether you need to apply the security setting to only the currently editing database want to apply the default permission to the entire database. After making your choice, hit the next.

• The next screen defines the scope of your security settings. If you wish, you may exclude particular tables, queries, forms, reports, or macros from the security scheme. We’ll assume you want to secure the entire database, so press the Next button to continue.

• In the next opened wizard screen, you have to specify the groups for enabling the database.
• By selecting each group, you can check out what permissions are assigned to it.
• Now you need to assign permission also to the default users group. In this default group, you will get all users of the computer listed here.
• In case you are enabling user-level security, then most probably you don’t want to allow any rights to the user. So, for this, select the “No, the Users group should not have any permissions”. After that, press the Next button.

• In the next step, you have to create a new database user, well you can create as much as a user you want. Just by clicking the “Add new user” option. you need to set some strong and unique passwords for each of your database users.

Don’t create shared accounts. Allowing each database user to have an individual account name will increase security and accountability.

• After that from the drop-down box, you have to select each user and then assign them with one or more groups. This step will offer each user security permissions that are indirectly inherited from group membership.
• At last, you have the option to make a backup of the unencrypted database. This backup helps in easy recovery of your data if you mistakenly forget the password.

• It’s a good habit to make a backup, so save it on some removable storage device like a DVD or flash drive. Store this device in a safe location.

• After the creation of the backup, delete the unencrypted file from the hard disk to protect it from prying eyes.

How To Change Already Assigned Default Permissions In MS Access?

You have the option to change the default permission by making an update and allowing new users or groups to use the database of any specific category.

This will allow other users to view the data that has been returned from the action queries to execute queries. Even if the permission is not allowed to view the table or query in the subject.

This option is quite handy for an organization that has huge data on its PC.

So any Access database user can use this method for managing and altering the default permission set for their resources. All this will ultimately help in easy access to the information whenever required.

1: From the tools menu, select the Options tab

2: Tap the Table/Queries Tab.

3: Hit the Run Permissions that user needs to use.

Precautions to take while assigning default permissions:

If a user selects Owner’s:

Entire users have the owner’s query permissions to view or execute a query.

• Only the query owner is allowed to save changes made to the query.
• Only the query owner can easily change the query’s ownership rights.

If a user selects Users:

Permission given within the user’s classification allows the permission to opt for it. Users having the Administer permission are allowed to save and make modifications to the query. Such types of users also have the authority to change the ownership.

Also Read: Access Record(S) Cannot Be Read; No Read Permission On ‘Xxxx’

Go With The Recommended Option:

Unfortunately, due to any Microsoft Access database problem after Window 1o update if your Access database gets corrupted. Then, for the recovery of lost data from a corrupt Access database, take the help of the Access Repair and Recovery solution.

* By clicking the Download button above and installing Stellar Repair for Access (14.8 MB), I acknowledge that I have read and agree to the End User License Agreement and Privacy Policy of this site.

This software very efficiently repairs corrupt .accdb and .mdb files. With the help of this, you can restore all your database objects like modules, tables, macros, deleted records, etc.

In fact, the software deliberately works on fixing several Access database errors.

Related FAQs:

How Many Users Can Use Access Database at the Same Time?

It is a very persistent myth that Access Jet databases only support 20 users. But from recent research, it is found that around 200 users can simultaneously work on an Access/Jet Database.

What Are User Management Roles and Permissions?

A set of predefined permissions associated with specific tasks or responsibilities. Roles group users according to their job functions, streamlining permission management.

How Do I Set User Permissions in Access?

To create user permissions in Access, choose the Users tab >> then select Permission. From a Set User Permission window, you have to enter the user’s email address in a user text box. In the Permission, choose the applicable button. Then expand the menu to view instructions for each option.

What Is the Preferred Method to Manage Permissions?

Managed policy is the preferred method for applying and managing permissions.

What Are the Three Levels of Users?

The three main types of User Access Levels in a computer are- Administrator (root or superuser), Guest User, and Standard User.

Conclusion

In MS Access some permission by default identifies the selection of other objects. Suppose you allow Modify Data Permission in the table, other permissions like read design and read Data will be assigned automatically.

I hope the above details on how to manage user permissions in Access Database are helpful to you. So, try to implement all these things before assigning your Access database to anyone else.

While working with the Access databases, you always need to be prepared for incidents like corruption and crashes. One of the best ways to resolve Access database corruption is to use a powerful tool like Access database repair and recovery.

References:

• https://learn.microsoft.com/en-us/entra/permissions-management/product-define-permission-levels

Still having issues? Fix them with this Access repair tool:

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1. Download Stellar Repair for Access rated Great on Cnet (download starts on this page).
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Pearson Willey

Pearson Willey is a website content writer and long-form content planner. Besides this, he is also an avid reader. Thus he knows very well how to write an engaging content for readers. Writing is like a growing edge for him. He loves exploring his knowledge on MS Access & sharing tech blogs.