Why Dropbox + Access Is a Disaster Waiting to Happen (and What to Do Instead)

If your business uses Microsoft Access and you've been storing the database in Dropbox, OneDrive or any other file-syncing service, you're not alone. Plenty of Aussie SMEs take this approach because it seems like the simplest way to let multiple staff access the same information.

And to be fair... It usually works at the start.

But then the problems soon begin.

If your team is seeing random error messages, slow performance, corrupted files, or "conflicted copies" appearing out of nowhere, there's a good chance your Access database is on the edge of breaking (or already has). This article explains why Access and Dropbox simply don't mix and what alternatives actually work.

Why Businesses Put Access Databases in Dropbox in the First Place

The appeal is obvious...

• So many people already use Dropbox or OneDrive, especially clients
• It's free or cheap
• No need to buy a server
• It lets multiple people "share" the file
• It seems fast enough with only one or two users

The idea is good... Simple shared access, but the underlying technology just isn't built for it.

The Technical Problem

Access Uses a Single Shared File

Your entire database lives inside one .accdb file. When anyone opens it, Access writes directly to that shared file. This means if two people write at once, you get conflicts. If someone loses internet, you get corruption. If Dropbox tries to sync mid-edit, you get corruption. Access is fundamentally not designed for syncing across the internet.

Dropbox Is a File-Syncing Tool, NOT a Database Host

Dropbox works by storing a copy of the file on each user's computer and syncing changes after they happen. This is perfect for Word and Excel, but it's catastrophic for Access.

When two people make changes, Dropbox can't merge them. Instead, it creates "conflicted copy" versions. Access tries to write two different things at once, data becomes out of sync, and the file becomes corrupt. Once corruption creeps in, it gets worse and more frequent.

Access Lock Files Don't Sync Properly

Access relies on a tiny temporary file (.laccdb) to manage who is editing what. Dropbox often ignores it, syncs it too late, or syncs multiple versions. This means Access can no longer prevent two people from overwriting each other's edits.

Each User Ends Up With a Slightly Different Version

Because Dropbox stores local copies, you actually end up with different users seeing different data, different "current" versions, and changes applying to old versions instead of the newest one. This leads to missing records, duplicate records, reports that make no sense, and staff blaming each other for mistakes they didn't make.

Common Red Flags You're on the Brink of a Failure

If you're seeing "The database needs to be repaired" messages, your Access file is at risk. The file might be taking ages to open, crashing randomly, or freezing without warning. Data could be disappearing or being overwritten, and you might notice two or more "conflicted copy" files appearing in Dropbox.

Watch out for duplicate tables like Table1_backup or Table1_conflict. Staff working remotely often experience severe slowness, and if your Access file has grown past 1GB, you're in dangerous territory. The fact that you're regularly compacting and repairing the database is itself a warning sign.

The Good News... You Don't Need to Throw Access Away

Many businesses think the solution is a complete rebuild. That's not true. You can keep everything your staff are familiar with... The forms, buttons, layout, and workflows. Just simply upgrade the back end.

Better Alternatives (That Actually Work)

Move the Backend to SQL Server or SQL Express

This is the best low-cost, high-reliability option. Data is stored in a real database server while Access becomes the front-end only. Multi-users are fully supported, there's no corruption, and it's heaps faster. Windows security works properly, and SQL Express is even free, so this is often cheaper than people expect.

Move to Azure SQL for Cloud Access

If you want true "anywhere" access without VPN headaches, Azure SQL is your answer. It's a fully managed cloud database that's secure, backed up, and always-on. It's great for teams across multiple locations and works with Access, PowerApps, Power BI, and modern apps. This is the modern replacement for the "Access file on a server" model.

Use Dataverse or SharePoint for Lightweight Scenarios

For very simple systems or small tables, Microsoft's cloud platforms work well. They integrate seamlessly with Microsoft 365, provide an easy future path to Power Apps, and are good for basic apps and lists.

Migrate in Stages

A smart migration path usually keeps your Access front-end while moving data to SQL Server or Azure SQL. You can then enhance features step-by-step and eventually replace components only if needed. This avoids downtime and lets the business adapt at a comfortable pace.

How We Can Help

We regularly assist businesses using Access in old, fragile setups, especially those stored in Dropbox, OneDrive or remote desktop environments. We can help with moving Access backends safely to SQL Server or the cloud, fixing or repairing corrupt Access databases, improving speed and stability, migrating to Azure or Power Platform, providing a future roadmap, and ongoing support and maintenance.

About the Author

Scott founded Office Experts Group in 2000 and has since established himself as one of Australia's foremost authorities on Microsoft technologies. With decades of experience in design, programming, and consulting, he continues to help businesses unlock the full potential of Microsoft solutions.