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