Security Dialog Box

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 New button on the Users tab of 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.

    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 write down the exact account name and PID, including whether letters are uppercase or lowercase, and keep them in a secure place.

    If you ever have to re-create an account that has been deleted or created in a different workgroup, you must supply the same name and PID entries.

    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 "Available Group" List and then click on Add>> button to join yourself to the Admins Group.

    Notes: The procedure is same for creating user account for others, but you need to join them into Group Accounts that you create to join users to different workgroup, like Data Entry Group, Supervisors Group, Managers Group or whatever group to share your database and each group with specific access rights.

  4. Now that you have created your own Administrator account, exit Microsoft Access then start it 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 password box empty on the log on dialog box.

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

We have removed the default Admin user from the Admins Group as part of the safety measure. It is equally important that you remove all permissions of all Objects for Users Group by selecting the object type (Database, Tables, Queries, Forms, Reports, Macros) and de-selecting the permissions check-boxes after highlighting the objects in the Object Name List. This step is very important because all users are the members of the Users Group (Users Group itself cannot be removed like we removed Admins Group for Admin user account) even if we remove the permissions of all objects for that particular user account he will inherit the Group level permissions from the Users Group and user level or other group level permission setting will have no effect.

Create Group Accounts and assign permissions for Objects at User Group Level and Add users to the Group (Like Data Entry Group, Supervisor Group, Manager Group etc.) and not necessary to assign permissions at user level every time you add a new user, if already assigned them at the Group Level. Only you need to add the user to specific Group or Groups.

  • Set Open/Run only permissions to Forms, Reports, Macros for User Groups.
  • You may assign Ownership for those Tables that get over-written while running Make-Table Queries, as part of the data processing tasks, they can safely over-written without access-right problems.


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

The permissions setting information is stored along with the database.

When you create a new database see that you remove all permissions of the Users Group Account before assigning permissions for your Users or User Groups.

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

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