SHARE PREVIOUS VERSION DATABASE

Share Previous-version Secured Database.

With one exception, the issues involved when sharing a secured database across more than one version of Microsoft Access are the same as the issues for sharing an unsecured database across more than one version.

The one exception concerns how to handle the workgroup information file that is used with the secured database. You have two choices:

1. Tell users who will be upgrading to Microsoft Access 2000 to join the appropriate workgroup information file with the oldest version of Microsoft Access that will be sharing the secured database.

   Microsoft Access 2000 can use workgroup information files that have been created with previous versions, but previous versions can only use workgroup information files that have been created with Microsoft Access 2000 or a previous version.

   Important: If users will be sharing a secured database from Microsoft Access 95 or 97, you should compact the current workgroup information file with Microsoft Access 2000 before using it. Compacting the file by using Microsoft Access 2000 does not change the file format, so the file can continue to be used by any Microsoft Access 95 or 97 users who are not upgrading.

2. If the shared database is Microsoft Access version 2.0, convert the workgroup information file that will be used with the secured database and then tell only users who are upgrading to Microsoft Access 2000 to join the converted workgroup information file. All users who are not upgrading from version 2.0, must continue to use the workgroup information file produced with that version.

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MS-ACCESS Security Links.

1. Create a security user account
2. Create a security group account
3. Add users to security groups
4. Remove users from security groups
5. Delete a security user account
6. Delete a security group account
7. Create or change a security account password
8. Clear a security account password
9. Assign or remove permissions
10. Assign default permissions for new tables, queries, forms, reports, and macros.
11. View or transfer ownership of Objects
12. Transfer ownership of an entire database to another administrator
13. Permit others to view or run my query but not change data or query design.
14. Change default permissions for all new queries.
15. RunPermissions Property
16. Convert Microsoft Access 95 or 97 secured databases.
17. Convert a workgroup information file from a previous version of Microsoft Access.
18. Share a previous-version secured database across several versions of Microsoft Access

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CONVERT OLDVERSION WORKGROUP FILE

Convert Workgroup File to New Version

To take advantage of security and performance improvements, you should re-create the Workgroup Information File as described below:

1. Create a new workgroup information file, making sure to enter the exact, case-sensitive name, company name, and workgroup ID that was used to create the original file. Failure to re-enter the exact entries that were used to create the original file will create an invalid Admins group.
2. Re-create any group accounts, making sure to enter the exact, case-sensitive user name and PID for each user.
3. Tell other Microsoft Access 2000 users in the workgroup to use the workgroup Administrator to join the new workgroup information file.

   Click Next to see how to Share a previous-version secured database across several versions of Microsoft Access.

   Goto Main

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MS-ACCESS Security Links.

1. Create a security user account
2. Create a security group account
3. Add users to security groups
4. Remove users from security groups
5. Delete a security user account
6. Delete a security group account
7. Create or change a security account password
8. Clear a security account password
9. Assign or remove permissions
10. Assign default permissions for new tables, queries, forms, reports, and macros.
11. View or transfer ownership of Objects
12. Transfer ownership of an entire database to another administrator
13. Permit others to view or run my query but not change data or query design.
14. Change default permissions for all new queries.
15. RunPermissions Property
16. Convert Microsoft Access 95 or 97 secured databases.
17. Convert a workgroup information file from a previous version of Microsoft Access.
18. Share a previous-version secured database across several versions of Microsoft Access

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CONVERT MSACCESS OLD VERSIONS

Convert Microsoft Access 95/97 Secured Database.

When upgrading from Microsoft Access 95 or 97, you need to convert your secured database, but you don't need to convert the Workgroup Information File to use it with Microsoft Access 2000. However, you should compact the Workgroup Information File before using it.

1. Convert the secured database.
2. Compact the secured database.
3. Exit Microsoft Access.
4. Before compacting the Workgroup Information File (typically named System.mdw) that was used with the secured database, temporarily join another Workgroup Information File.
5. Start Microsoft Access without opening a database.
6. Compact the Workgroup Information File that was used with the secured database.
7. Tell users to join the compacted workgroup information file before opening the secured database.

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MS-ACCESS Security Links.

1. Create a security user account
2. Create a security group account
3. Add users to security groups
4. Remove users from security groups
5. Delete a security user account
6. Delete a security group account
7. Create or change a security account password
8. Clear a security account password
9. Assign or remove permissions
10. Assign default permissions for new tables, queries, forms, reports, and macros.
11. View or transfer ownership of Objects
12. Transfer ownership of an entire database to another administrator
13. Permit others to view or run my query but not change data or query design.
14. Change default permissions for all new queries.
15. RunPermissions Property
16. Convert Microsoft Access 95 or 97 secured databases.
17. Convert a workgroup information file from a previous version of Microsoft Access.
18. Share a previous-version secured database across several versions of Microsoft Access

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RUN PERMISSIONS PROPERTY

RunPermissions Property

You can use the RunPermissions property in a multi-user environment with a secure workgroup to override the existing user permissions. This allows you to view a query or run an append, delete, make-table, or update query that you will be able to run. For example, as a user, you have read-only permission for queries, while the owner of the queries has read/write permissions. If the owner sets the RunPermissions property to specify the owner's permissions, you can run an append query to add records to a table.

Setting:

The RunPermissions property uses the following settings:

1. Setting Description
2. Owner's: All users are allowed the owner's permissions to view or run the query.
3. User's (Default): Users have only their own permissions to view or run the query.

You can set this property by using the query's property sheet.

You can also set the RunPermissions property in the SQL view of the Query window by using the WITH OWNERACCESS OPTION declaration in the SQL statement.

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MS-ACCESS Security Links.

1. Create a security user account
2. Create a security group account
3. Add users to security groups
4. Remove users from security groups
5. Delete a security user account
6. Delete a security group account
7. Create or change a security account password
8. Clear a security account password
9. Assign or remove permissions
10. Assign default permissions for new tables, queries, forms, reports, and macros.
11. View or transfer ownership of Objects
12. Transfer ownership of an entire database to another administrator
13. Permit others to view or run my query but not change data or query design.
14. Change default permissions for all new queries.
15. RunPermissions Property
16. Convert Microsoft Access 95 or 97 secured databases.
17. Convert a workgroup information file from a previous version of Microsoft Access.
18. Share a previous-version secured database across several versions of Microsoft Access

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or reload the browserDisable in this text fieldEditEdit in GingerEdit in Ginger×

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DEFAULT PERMISSIONS FOR NEW QUERY

Change Default Permissions

You can change the default permissions that allow others to view data returned from queries or, in the case of action queries, to run the queries, even if they are otherwise restricted from viewing the underlying table or query.

Changing the default permissions affects only new queries.

1. On the Tools menu, click Options
2. Click the Table/Queries tab.
3. Click the Run Permissions option you want to use.

If you select Owner's:, all users have the query owner's permission to view or run the query.

Only the query owner can save changes to the query.

Only the query owner can change the ownership of the query.

If you select User's, the permissions defined for that classification of users are in effect instead, and any user with Administer permissions for the query can save changes to the query or change its ownership.

Click Next to see how to set Run Permissions Property of Queries.

Goto Main

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MS-ACCESS Security Links.

1. Create a security user account
2. Create a security group account
3. Add users to security groups
4. Remove users from security groups
5. Delete a security user account
6. Delete a security group account
7. Create or change a security account password
8. Clear a security account password
9. Assign or remove permissions
10. Assign default permissions for new tables, queries, forms, reports, and macros.
11. View or transfer ownership of Objects
12. Transfer ownership of an entire database to another administrator
13. Permit others to view or run my query but not change data or query design.
14. Change default permissions for all new queries.
15. RunPermissions Property
16. Convert  Microsoft Access 95 or 97 secured databases.
17. Convert a workgroup information file from a previous version of Microsoft Access.
18. Share a previous-version secured database across several versions of Microsoft Access

Read More

PERMIT TO VIEW RUN QUERY

Permit View/Run Query.

In a secure workgroup, you can assign others permission to view the data your query returns, or in the case of an action query, to run the query, even if they are otherwise restricted from viewing the query's underlying table or query.

1. Open the query in Design view. Select the query by clicking anywhere in the Query Design view outside the design grid and the field lists.
2. Click Properties on the toolbar to display the query's property sheet.
3. Set the Run Permissions property to Owner's.

The following are true for this setting:

• All users have the query owner's permission to view or run the query.
• Only the query owner can save changes to the query.
• Only the query owner can change the ownership of the query.

Note: You can also set default permissions for all new queries. Click Options on Tools menu. Click the Tables/Queries tab, and then click the Run Permissions option you want to use.

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MS-ACCESS Security Links.

1. Create a security user account
2. Create a security group account
3. Add users to security groups
4. Remove users from security groups
5. Delete a security user account
6. Delete a security group account
7. Create or change a security account password
8. Clear a security account password
9. Assign or remove permissions
10. Assign default permissions for new tables, queries, forms, reports, and macros.
11. View or transfer ownership of Objects
12. Transfer ownership of an entire database to another administrator
13. Permit others to view or run my query but not change data or query design.
14. Change default permissions for all new queries.
15. RunPermissions Property
16. Convert Microsoft Access 95 or 97 secured databases.
17. Convert a workgroup information file from a previous version of Microsoft Access.
18. Share a previous-version secured database across several versions of Microsoft Access

Read More

TRANSFER OWNERSHIP OF DATABASE

Transfer Ownership of Database.

Start Microsoft Access by using a secure workgroup that contains the user account that you want to own the database and its objects.

1. Log in by using that account.
2. Create a new blank database.
3. Import all of the objects from the database that have the ownership you want to change into the new database.

Note: To import a database, you must have Open/Run permission for the database and Read Design permission for its objects. To import Tables, you must also have Read Data permission. If you have permissions for some tables, queries, forms, reports, and macros but not others, Microsoft Access imports only those objects for which you have permissions.

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MS-ACCESS Security Links.

1. Create a security user account
2. Create a security group account
3. Add users to security groups
4. Remove users from security groups
5. Delete a security user account
6. Delete a security group account
7. Create or change a security account password
8. Clear a security account password
9. Assign or remove permissions
10. Assign default permissions for new tables, queries, forms, reports, and macros.
11. View or transfer ownership of Objects
12. Transfer ownership of an entire database to another administrator
13. Permit others to view or run my query but not change data or query design.
14. Change default permissions for all new queries.
15. RunPermissions Property
16. Convert Microsoft Access 95 or 97 secured databases.
17. Convert a workgroup information file from a previous version of Microsoft Access.
18. Share a previous-version secured database across several versions of Microsoft Access

Read More

VIEW OR TRANSFER OWNERSHIP

Transfer Ownership of Objects

If you have Administer permission for a Table, Query, Form, Report, or Macro, you can change the ownership of the object to another user or group.

1. Open the database.
2. On the Tools menu, click Security, and then click User and Group Permissions.
3. On the Change Owner tab, Microsoft Access displays a list of all tables, queries, forms, reports, and macros currently shown in the Database window, along with the current owner of each object.
4. Click an object type in the Object Type box, or use the existing object type.
5. From the Object list, click one or more objects with ownership that you want to change. To select more than one object, either hold down CTRL and click the objects or drag through the ones you want to select.
6. In the New Owner box, click the user or group account that you want to be the new owner of the object or objects.
7. Click the Change Owner button.

Note: If you change ownership of a table, query, form, report, or macro to a group account, all users who belong to the group automatically receive the permissions associated with ownership of the object.

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MS-ACCESS Security Links.

1. Create a security user account
2. Create a security group account
3. Add users to security groups
4. Remove users from security groups
5. Delete a security user account
6. Delete a security group account
7. Create or change a security account password
8. Clear a security account password
9. Assign or remove permissions
10. Assign default permissions for new tables, queries, forms, reports, and macros.
11. View or transfer ownership of Objects
12. Transfer ownership of an entire database to another administrator
13. Permit others to view or run my query but not change data or query design.
14. Change default permissions for all new queries.
15. RunPermissions Property
16. Convert Microsoft Access 95 or 97 secured databases.
17. Convert a workgroup information file from a previous version of Microsoft Access.
18. Share a previous-version secured database across several versions of Microsoft Access

Read More

ASSIGN DEFAULT PERMISSIONS

Assign Default Permissions for Objects.

1. Open the database that contains the Tables, Queries, Forms, Reports, and Macros.
2. On the Tools menu, click Security and then click User and Group Permissions.
3. On the Permissions tab, click Users or Groups, and then click the user or group that has the permissions you want to assign in the User/Group Name box.
4. Click the type of object in the Object Type box and click in the Object Name list.

   The selection varies depending on the type of object you've selected.

5. Select the default permissions that you want to assign for that object type and then click Apply.
6. Repeat steps 4 and 5 to assign default permissions for additional object types for the current user or group.
7. Repeat steps 3 through 5 for any additional users or groups, and then click OK to save.

Default permissions can be assigned only by an administrator account (a member of the Admins group in the workgroup where the database was created) or by the database owner. Some permissions automatically include others. For example, the Modify Data permission for a table also grants Read Data and Read Design, since these are required to modify data. Similarly, Modify Design and Read Data both imply Read Design. For macros, Read Design also implies Open/Run.

Organizing user accounts into groups makes it easier to manage security. For example, rather than assigning permissions to each user for each object in your database, you can assign permissions to a few groups, and then add users to the appropriate group. When users log on to Microsoft Access, they inherit the permissions of any group to which they belong.

Click Next to see how to view or transfer ownership of objects.

MS-ACCESS Security Links.

1. Create a security user account
2. Create a security group account
3. Add users to security groups
4. Remove users from security groups
5. Delete a security user account
6. Delete a security group account
7. Create or change a security account password
8. Clear a security account password
9. Assign or remove permissions
10. Assign default permissions for new tables, queries, forms, reports, and macros.
11. View or transfer ownership of Objects
12. Transfer ownership of an entire database to another administrator
13. Permit others to view or run my query but not change data or query design.
14. Change default permissions for all new queries.
15. RunPermissions Property
16. Convert  Microsoft Access 95 or 97 secured databases.
17. Convert a workgroup information file from a previous version of Microsoft Access.
18. Share a previous-version secured database across several versions of Microsoft Access

Read More

ASSIGN OR REMOVE PERMISSIONS

Assign/Remove Permissions for Database Objects.

Open the database that contains the Tables, Queries, Forms, Reports, and Macros you want to secure. Ensure that the active workgroup information file at the time of login includes the user or group accounts to which you intend to assign permissions. You can assign permissions to groups first and add users to those groups later, as needed.

1. On the Tools menu, point the mouse to Security and then click User and Group Permissions.
2. On the Permissions tab, click Users or Groups and then click the user or group that has the permissions you want to assign in the User/Group Name box.
3. Click the type of object in the Object Type box, and then click the name of the object to assign permissions for in the Object Name box.
4. Tip: You can select multiple objects in the Object Name box by dragging through the objects you want to select, or by holding down CTRL and clicking the objects you want.
5. Under Permissions, select the permissions you want to assign or clear the permissions you want to remove for the group or user, and then click Apply. Repeat steps 3 and 4 to assign or remove permissions for additional objects for the current user or group.
6. Repeat steps 2 through 4 for any additional users or groups. Once you have finished assigning the necessary permissions, click OK to save your changes.

Notes: Some permissions automatically imply the selection of others. For example, the Modify Data permission for a table automatically implies the Read Data and Read Design permissions because you need these to modify the data in a table. Modify Design and Read Data imply Read Design. For macros, Read Design implies Open/Run.

When you edit and save an object, its assigned permissions remain intact. However, if you use the "Save As" command, or cut, paste, import, or export the object under a new name, the permissions are not retained. This occurs because a newly created object is assigned the default permissions associated with its object type. You will need to manually reassign permissions to the new object.

Hidden objects aren't displayed in the Object Name box unless you select Hidden objects on the View tab of the Options dialog box (Tools menu).

Click Next to view how to assign default permissions for new tables, queries, forms, reports, and macros.

MS-ACCESS Security Links.

1. Create a security user account
2. Create a security group account
3. Add users to security groups
4. Remove users from security groups
5. Delete a security user account
6. Delete a security group account
7. Create or change a security account password
8. Clear a security account password
9. Assign or remove permissions
10. Assign default permissions for new tables, queries, forms, reports, and macros.
11. View or transfer ownership of Objects
12. Transfer ownership of an entire database to another administrator
13. Permit others to view or run my query but not change data or query design.
14. Change default permissions for all new queries.
15. RunPermissions Property
16. Convert Microsoft Access 95 or 97 secured databases.
17. Convert a workgroup information file from a previous version of Microsoft Access.
18. Share a previous-version secured database across several versions of Microsoft Access

Read More

CLEAR SECURITY PASSWORD

Clear Security Account Password

To complete this procedure, you must be logged in as a member of the Admins group.

Start Microsoft Access by using the workgroup information file in which the user account (and its password) are stored.

You can determine the currently active workgroup information file or switch to a different one using the Workgroup Administrator tool.

1. Open a database.
2. On the Tools menu, point to Security, and then click User and Group Accounts.
3. On the Users tab, enter the user account name in the Name box.
4. Click: Clear Password.
5. Repeat steps 3 & 4 to clear any additional passwords, and then click OK when you have finished.

Create or Change Security Password

Click Next to see how to Assign or Remove Permissions for Objects.

Goto Main

MS-ACCESS Security Links.

1. Create a security user account
2. Create a security group account
3. Add users to security groups
4. Remove users from security groups
5. Delete a security user account
6. Delete a security group account
7. Create or change a security account password
8. Clear a security account password
9. Assign or remove permissions
10. Assign default permissions for new tables, queries, forms, reports, and macros.
11. View or transfer ownership of Objects
12. Transfer ownership of an entire database to another administrator
13. Permit others to view or run my query but not change data or query design.
14. Change default permissions for all new queries.
15. RunPermissions Property
16. Convert  Microsoft Access 95 or 97 secured databases.
17. Convert a workgroup information file from a previous version of Microsoft Access.
18. Share a previous-version secured database across several versions of Microsoft Access

Read More

CREATE OR CHANGE SECURITY PASSWORD

Create or Change Security Account Password

A security account password is created to ensure that no other user can log on using that Username. By default, Microsoft Access assigns a blank password to the Admin user account and any new user accounts you create in your workgroup.

Start Microsoft Access by using the workgroup the user account is stored in, and log on using the name of the account for which you want to create or change the password.

You can find out which workgroup is current or change workgroups by using the Workgroup Administrator.

1. Open a database
2. On the Tools menu, point to Security, and then click User and Group Accounts.
3. On the Change Logon Password tab, leave the Old Password box blank if a password hasn't been defined previously for this account. Otherwise, type the current password in the Old Password box.
4. Type the new password in the New Password box.
5. A password can range from 1 to 20 characters and can include any characters except the ASCII character 0 (Null). Passwords are case-sensitive.
6. Retype the password in the Verify box, and then click OK.

Caution: Be sure to record the exact account name and Personal Identifier (PID), including the correct use of uppercase and lowercase letters, and store them securely. If you ever need to re-create a deleted account or replicate it in a different workgroup, you must provide the exact same name and PID. If these details are lost or forgotten, they cannot be recovered, and access to the database may be permanently lost.

Click Next to see how to clear a security account password.

Goto Main

MS-ACCESS Security Links.

1. Create a security user account
2. Create a security group account
3. Add users to security groups
4. Remove users from security groups
5. Delete a security user account
6. Delete a security group account
7. Create or change a security account password
8. Clear a security account password
9. Assign or remove permissions
10. Assign default permissions for new tables, queries, forms, reports, and macros.
11. View or transfer ownership of Objects
12. Transfer ownership of an entire database to another administrator
13. Permit others to view or run my query but not change data or query design.
14. Change default permissions for all new queries.
15. RunPermissions Property
16. Convert Microsoft Access 95 or 97 secured databases.
17. Convert a workgroup information file from a previous version of Microsoft Access.
18. Share a previous-version secured database across several versions of Microsoft Access

Read More

DELETE MSACCESS SECURITY GROUP ACCOUNT

Delete a security group account

To complete this procedure, you must be logged in as a member of the Admins group.

Note: The Admins and Users group accounts can't be deleted.

1. Start Microsoft Access by using the workgroup that contains the account you want to delete. You can find out which workgroup is current or change workgroups by using the Workgroup Administrator.
2. Open a database.
3. On the Tools menu, point to Security, and then click User and Group Accounts.
4. On the Groups tab, enter the group you want to delete in the Name box, and then click Delete.
5. Click Yes to delete the group account.

Repeat steps 4 and 5 if you want to delete additional group accounts.

Click Next to see how to create or change a security account password.

Delete MS-Access Security User Account.

Goto Main

MS-ACCESS Security Links.

1. Create a security user account
2. Create a security group account
3. Add users to security groups
4. Remove users from security groups
5. Delete a security user account
6. Delete a security group account
7. Create or change a security account password
8. Clear a security account password
9. Assign or remove permissions
10. Assign default permissions for new tables, queries, forms, reports, and macros.
11. View or transfer ownership of Objects
12. Transfer ownership of an entire database to another administrator
13. Permit others to view or run my query but not change data or query design.
14. Change default permissions for all new queries.
15. RunPermissions Property
16. Convert Microsoft Access 95 or 97 secured databases.
17. Convert a workgroup information file from a previous version of Microsoft Access.
18. Share a previous-version secured database across several versions of Microsoft Access

Read More

DELETE MSACCESS SECURITY USER ACCOUNT

Delete a Microsoft Access Security User Account

To complete this procedure, you must be logged in as a member of the Admins group.

Note: The Admin user account can't be deleted.

1. Open a database.
2. On the Tools menu, point to Security, and then click User and Group Accounts.
3. On the Users tab, enter a user in the Name box, and then click Delete.
4. Click Yes to delete the user account.

Repeat steps 3 and 4 if you want to delete additional user accounts, and then click OK when you have finished.

Click Next to see how to delete a Security Group Account.

Goto Main

MS-ACCESS Security Links.

1. Create a security user account
2. Create a security group account
3. Add users to security groups
4. Remove users from security groups
5. Delete a security user account
6. Delete a security group account
7. Create or change a security account password
8. Clear a security account password
9. Assign or remove permissions
10. Assign default permissions for new tables, queries, forms, reports, and macros.
11. View or transfer ownership of Objects
12. Transfer ownership of an entire database to another administrator
13. Permit others to view or run my query but not change data or query design.
14. Change default permissions for all new queries.
15. RunPermissions Property
16. Convert Microsoft Access 95 or 97 secured databases.
17. Convert a workgroup information file from a previous version of Microsoft Access.
18. Share a previous-version secured database across several versions of Microsoft Access

Read More

REMOVE USERS FROM SECURITY GROUPS

Remove Users from Microsoft Access Security Groups

To complete this procedure, you must be logged in as a member of the Admins group.

Notes: You can't remove users from the default Users group. Microsoft Access automatically adds all users to the Users group. To remove any user account from the Users group, you must delete the account.

There must be at least one user in the predefined Admins group at all times.

1. Start Microsoft Access by using the workgroup containing the user and group accounts.
2. You can find out which workgroup is current or change workgroups by using the Workgroup Administrator.
3. Open a database.
4. On the Tools menu, point to Security, and then click User and Group Accounts.
5. On the Users tab, enter the user you want to remove in the Name box.
6. In the Member Of box, click the group you want to remove the user from, and then click Remove.
7. Repeat step 5 to remove this user from any other groups. Repeat steps 4 and 5 to remove other users from groups.

MS-ACCESS Security Links.

1. Create a security user account
2. Create a security group account
3. Add users to security groups
4. Remove users from security groups
5. Delete a security user account
6. Delete a security group account
7. Create or change a security account password
8. Clear a security account password
9. Assign or remove permissions
10. Assign default permissions for new tables, queries, forms, reports, and macros.
11. View or transfer ownership of Objects
12. Transfer ownership of an entire database to another administrator
13. Permit others to view or run my query but not change data or query design.
14. Change default permissions for all new queries.
15. RunPermissions Property
16. Convert  Microsoft Access 95 or 97 secured databases.
17. Convert a workgroup information file from a previous version of Microsoft Access.
18. Share a previous-version secured database across several versions of Microsoft Access

Read More

ADD USERS TO SECURITY GROUPS

Add Users to Security Groups

To complete this procedure, you must be logged in as a member of the Admins group.

1. Open a database.
2. On the Tools menu, point to Security and then click on User and Group Accounts.
3. On the Users tab, enter in the Name box the user name you want to add to a group.
4. In the Available Groups box, click the group you want to add the user to, and then click Add. The selected group is displayed in the Members list.

Repeat step 4 if you want to add this user to any other groups.

Repeat steps 3 and 4 to add other users to groups.

MS-ACCESS Security Links.

1. Create a security user account
2. Create a security group account
3. Add users to security groups
4. Remove users from security groups
5. Delete a security user account
6. Delete a security group account
7. Create or change a security account password
8. Clear a security account password
9. Assign or remove permissions
10. Assign default permissions for new tables, queries, forms, reports, and macros.
11. View or transfer ownership of Objects
12. Transfer ownership of an entire database to another administrator
13. Permit others to view or run my query but not change data or query design.
14. Change default permissions for all new queries.
15. RunPermissions Property
16. Convert  Microsoft Access 95 or 97 secured databases.
17. Convert a workgroup information file from a previous version of Microsoft Access.
18. Share a previous-version secured database across several versions of Microsoft Access

Read More

MSACCESS SECURITY GROUP ACCOUNT

Create a security group account

As part of securing a database, you can create group accounts in your Microsoft Access Workgroup that you use to assign a common set of permissions to multiple users.

To complete this procedure, you must be logged in as a member of the Admins group. Start Microsoft Access by using the workgroup in which you want to use the account.

Important: The accounts you create for users must be stored in the workgroup information file that those users will use. If you are using a different workgroup to create the database, change your workgroup before creating the accounts. You can change workgroups by using the Workgroup Administrator.

1. Open a database.
2. On the Tools menu, point to Security, and then click User and Group Accounts.
3. On the Groups tab, click New.
4. In the New User/Group dialog box, type the name of the new account and a personal ID (PID).

   Group names can range from 1 to 20 characters, and can include alphabetic characters, accented characters, numbers, spaces, and symbols, with the following exceptions:

   • The characters ' \ [ ] " | <> + = ; , . ? *
   • Leading spaces
   • Control characters (ASCII 10 through ASCII 31)

   Caution: Be sure to record the exact account name and Personal Identifier (PID), including the correct use of uppercase and lowercase letters, and store them securely. If you ever need to re-create a deleted account or replicate it in a different workgroup, you must provide the exact same name and PID. If these details are lost or forgotten, they cannot be recovered, and access to the database may be permanently lost.

5. Click OK to create the new group account.

Note: A user account name cannot be the same as an existing group account name.

To create more Group Accounts, repeat steps 3 to 5 above.

Click Next to see how to add users to security groups.

Go to Main

MS-ACCESS Security Links.

1. Create a security user account
2. Create a security group account
3. Add users to security groups
4. Remove users from security groups
5. Delete a security user account
6. Delete a security group account
7. Create or change a security account password
8. Clear a security account password
9. Assign or remove permissions
10. Assign default permissions for new tables, queries, forms, reports, and macros.
11. View or transfer ownership of Objects
12. Transfer ownership of an entire database to another administrator
13. Permit others to view or run my query but not change data or query design.
14. Change default permissions for all new queries.
15. RunPermissions Property
16. Convert  Microsoft Access 95 or 97 secured databases.
17. Convert a workgroup information file from a previous version of Microsoft Access.
18. Share a previous-version secured database across several versions of Microsoft Access

Read More

CREATE MSACCESS USER ACCOUNT

Create a Security User Account.

1. Start Microsoft Access and Open a Database. On the Tools menu, point to Security, and then click User and Group Accounts.
2. Click the New button on the Users tab of the User and Group Accounts dialog box and enter a User-Name and a unique Personal ID (PID) in the New User/Group dialog box, and then click OK.

   The user name can range from 1 to 20 characters, and can include alphabetic characters, accented characters, numbers, spaces, and symbols, with the following exceptions:

   • The characters "\ [ ] : | < > + = ; , . ? *
   • Leading spaces
   • Control characters (ASCII 10 through ASCII 31)

   Caution: Be sure to note down the exact account name and PID, including whether letters are uppercase or lowercase, and keep them in a secure place.

   If you ever need to recreate an account that was deleted or created in a different workgroup, you must provide the exact same username and Personal Identifier (PID). Otherwise, the recreated account will not retain the original permissions or the object Ownership.

   If you forget or lose these entries, you can't recover them.

   Notes: The PID entered is not a password.

   Microsoft Access uses the PID and the user name as seeds for an encryption algorithm to generate a secure identifier for the user account. The new name will appear in the user name box.

3. Click on the Admins group name in the "Available Group" List and then click on the Add>> button to join the Admins Group.

   Notes: The procedure for creating user accounts for others is the same. However, you should assign each user to a specific group—such as Data Entry, Supervisors, Managers, or any other group you define—based on the access rights they need. Grouping users this way helps manage permissions effectively when sharing your database across a workgroup.

4. Now that you have created your own Administrator account, exit Microsoft Access and start again.
5. This time, log on with your new Administrator account.

   You have not yet set a password for your new Administrator account, so leave the password box empty on the login dialog box.

6. Select the Tools menu, point to Security, and select User and Group Account. Select Change Log on the Password tab. Type a new password in the new password box.
7. Verify the password. Leave the old password box empty.

As a security measure, we have removed the default Admin user from the Admins group. Equally important is revoking all permissions assigned to the Users group. To do this, go through each object type—Database, Tables, Queries, Forms, Reports, and Macros—select the relevant objects in the Object Name list, and deselect all permission checkboxes.

This step is crucial because every user is automatically a 'Users' Group Member. Unlike the Admins group, the Users group itself cannot be deleted. Even if you remove all object-level permissions for a specific user account, the user may still inherit permissions from the Users group. Therefore, group-level and user-level permission settings will have no effect unless the Users group permissions are properly removed.

Create group accounts and assign object-level permissions at the group level, such as Data Entry Group, Supervisor Group, Manager Group, and others. This approach eliminates the need to assign permissions individually for each new user. Once the permissions are defined at the group level, you only need to add the user to the appropriate group(s). The user will automatically inherit all the permissions assigned to that group.

• Set Open/Run only permissions to Forms, Reports, and Macros for User Groups.
• You can assign ownership to tables that are regularly overwritten during data processing tasks (such as when running Make-Table queries), so they can be safely recreated without causing access-right issues.

Notes:

The workgroup information file contains only the user name, Workgroup Names, Personal IDs, and passwords.

The permissions setting is stored, along with the database.

When creating a new database, ensure to remove all permissions from the Users group account before assigning permissions to individual users or user groups.

Click Next to see how to create a security User Group Account.

Goto Main

MS-ACCESS Security Links.

1. Create a security user account
2. Create a security group account
3. Add users to security groups
4. Remove users from security groups
5. Delete a security user account
6. Delete a security group account
7. Create or change a security account password
8. Clear a security account password
9. Assign or remove permissions
10. Assign default permissions for new tables, queries, forms, reports, and macros.
11. View or transfer ownership of Objects
12. Transfer ownership of an entire database to another administrator
13. Permit others to view or run my query but not change data or query design.
14. Change default permissions for all new queries.
15. RunPermissions Property
16. Convert  Microsoft Access 95 or 97 secured databases.
17. Convert a workgroup information file from a previous version of Microsoft Access.
18. Share a previous-version secured database across several versions of Microsoft Access

Read More

MICROSOFT ACCESS SECURITY

Securing Your Database

Microsoft Access provides flexible options for securing your database objects. By default, security features are hidden from both designers and users. However, you can apply security settings as needed—for example, restricting access to specific objects to prevent unauthorized modifications. For higher levels of protection, Access can be configured to limit access paths to your data, allowing only controlled methods for retrieving information from tables. In networked environments, implementing a well-structured security system not only safeguards your data but also enhances the maintainability of your application by minimizing potential risks.

Security Concepts.

To understand Access security, you'll need to grasp four basic security concepts: users and groups have permissions on objects.

• In Microsoft Access, a user represents an individual who interacts with the application. Each user is identified by a username, password, and a unique Personal Identifier (PID). To access a secured Access application, users must enter their username and password. Without valid credentials, they cannot open or interact with any database objects.
• In Microsoft Access, a group is a collection of users. Groups are typically used to represent organizational roles (e.g., Development, Accounting) or security levels (e.g., High, Low). Instead of assigning permissions individually to each user, you can assign them to groups. Then, by simply adding users to the appropriate groups, you make the security system easier to manage and maintain.
• Access permission is the right to perform a single operation on an object. For example, a user can be granted read data permission on a table, allowing that user to retrieve data from that table. Both users and groups can be assigned permissions.
• An access security object is any one of the main database Container objects (Table, Query, Form, Report, Macro, or Module) or a database itself.

Because both users and groups can be assigned permissions in Microsoft Access, determining a user's actual access level may require checking multiple sources. A user's effective permissions are the least restrictive combination of:

• Explicit permissions — those assigned directly to the user.

• Implicit permissions — those inherited from any groups the user is a member of.

For example, suppose Mary has not been granted direct (explicit) permission to open the Accounting form. However, she is a member of the Supervisors group, which does have permission to open that form. In this case, Mary will still be able to open the form because her group membership grants her that access. Group permissions (implicit) are combined with user permissions (explicit), and the most permissive setting takes effect.

Creating a Microsoft Access Workgroup Information File

When you install Microsoft Access, the setup program automatically creates a default workgroup information file named System.mdw, using the name and organization details you provide. Since this information is often easy to guess, unauthorized users could potentially recreate this file and assume administrative privileges (by joining the Admins group) within that workgroup. To secure your database, it is recommended to create a new workgroup information file and assign a Workgroup ID (WID)—a unique, secret value. Only those who know the WID will be able to recreate the file and access the corresponding administrative rights.

The procedures outlined in this document assume that Microsoft Access 2000 is installed on your computer. While the same steps generally apply to other versions of Microsoft Access, the location of the Workgroup Administrator utility (Wrkgadm.exe) and the default workgroup information file (System.mdw) may vary depending on the version you are using.

1. Exit Microsoft Access (Access 2000 or earlier versions)

2. To start the Workgroup Administrator, open the language folder (C:\Program Files\Microsoft Office\Office\1033 is for US English), then double-click Wrkgadm.exe. The Workgroup Administrator image is given below:

   

3. Select the Create option to create a new Workgroup Information File.

4. Select the Join... Option to join a Workgroup Information File that you have created earlier.

Alternatively, you can use the Microsoft Access Workgroup Administrator shortcut in the \Program Files\Microsoft Office\Office folder.

To run Workgroup Administrator in Microsoft Office 2003:

1. Start Microsoft Access 2003

2. Select the Tools menu, point the mouse at Security, and click the Workgroup Administrator option.

3. In the Workgroup Administrator dialog box, click Create.

   

4. In the Workgroup Owner Information dialog box, type your name and organization, and then type any combination of up to 20 characters for the workgroup ID.

   Important: Be sure to write down the exact entries for the Name, Organization, and Workgroup ID (WID)—including the correct use of uppercase and lowercase letters—and store them in a secure location. If you ever need to recreate the workgroup information file (for example, due to corruption or accidental deletion), you must enter the exact same information. If you forget or lose any of these details, they cannot be recovered, and you may permanently lose access to your secured databases.

5. Type a new name for the new workgroup information file, and then click OK.

By default, the workgroup information file is saved in the language folder (C:\Program Files\Microsoft Office\Office\1033, for U.S. English). To save in a different location, type a new path, or click Browse to specify the new path. The new workgroup information file is used the next time you start Microsoft Access. Any user and group accounts or passwords that you create are saved in the new workgroup information file.

To have others join the workgroup defined by your new Workgroup Information File, copy the file to a shared folder and then have each user run the Workgroup Administrator (wrkgadm.exe) as explained above on their own PC to join the common workgroup information file.

To join a Microsoft Access Workgroup using Workgroup Administrator.

1. Follow steps 1 & 2 as explained above, depending on the Access Version (Access 2000 and earlier or Access 2003).
2. In the Workgroup Administrator dialog box, click Join.
li>Type the path and name of the Workgroup Information File that defines the Microsoft Access workgroup you want to join and click OK, or click the Browse button to find the Workgroup Information File on disk, click Open, then click OK to close the dialog control.

Next time you start Microsoft Access, it uses the User and Group Accounts and Passwords stored in the workgroup information file for the workgroup you have joined.

Log on to a Microsoft Access workgroup

Activate the Logon dialog box

Until you activate the login procedure for a workgroup, Microsoft Access automatically logs in all users at startup using the predefined Admin account, and the login dialog box is not displayed.

To activate the logon dialog box, you must set a password for the default Admin user account. This prompts users to enter their username and password to access and work with your secured databases.

1. Start Microsoft Access.
2. On the Tools menu, point to Security, and then click User and Group Accounts.
3. Click the Users tab, and make sure that the predefined Admin user account is highlighted in the Name box.
4. Click the Change Logon Password tab, click the New Password box, and type the new password. Don't type anything in the Old Password box.

   To maintain the security of your password, Microsoft Access displays asterisks (*) as you type. Passwords can be from 1 to 20 characters and can include any characters except the ASCII character 0 (null). Passwords are case-sensitive.

5. Verify the password by typing it again in the Verify box, and then click OK.

The Logon dialog box is displayed the next time any member of the workgroup that you joined starts Microsoft Access and opens a database. If no user accounts are currently defined for that workgroup, the Admin user is the only valid account.

Note: When you secure a database, you create User Accounts in a Microsoft Access workgroup, and then assign permissions for Databases, Tables, Queries, Forms, Reports, and Macros to those Accounts and to any Group Accounts to which they belong. Users log on to Microsoft Access by typing a Username and password in the Logon Dialog Box. When Users log on to Microsoft Access by using their Accounts, they have only the permissions associated with those accounts.

Keep the following points in mind while implementing MS-Access Security:

1. Members of the Admins group have full permissions on all database objects and complete authority to grant or revoke permissions for other users or groups.

2. The Owner of the Database (the User who created the database) has full authority (like members of the Admins Group) to give permissions or to give ownership of objects to other Users or Groups.

3. Create an Administrator account for yourself. Click to show how.

4. Remove the default user Admin from the Admins Group.

   Caution: Before proceeding with Step 4, ensure to create a new administrator account (as a member of the Admins group) for yourself. Otherwise, you risk locking yourself out of the workgroup information file.

5. Remove all permissions on all objects for the User group.

By default, all users are members of the Users group. Even if you assign security permissions at the individual user or custom group level, those settings will have no effect if the Users group retains full permissions. This is because users automatically inherit the permissions of the Users group.

MS-ACCESS Security Links.

1. Create a security user account
2. Create a security group account
3. Add users to security groups
4. Remove users from security groups
5. Delete a security user account
6. Delete a security group account
7. Create or change a security account password
8. Clear a security account password
9. Assign or remove permissions
10. Assign default permissions for new tables, queries, forms, reports, and macros.
11. View or transfer ownership of Objects
12. Transfer ownership of an entire database to another administrator
13. Permit others to view or run my query but not change data or query design.
14. Change default permissions for all new queries.
15. RunPermissions Property
16. Convert  Microsoft Access 95 or 97 secured databases.
17. Convert a workgroup information file from a previous version of Microsoft Access.
18. Share a previous-version secured database across several versions of Microsoft Access

Read More