Moving your Access database to Remote Desktop (RDP) hosting enables remote access without changing your database structure or workflows. This step-by-step checklist ensures zero downtime and no data loss during migration. Follow these five critical steps to safely move your Access database to RDP hosting.
Create a complete backup of your Access database file (.accdb or .mdb) before starting migration.
Open the backup file to ensure it's not corrupted and all data is accessible.
Keep the backup in a safe location (cloud storage or separate drive) until migration is complete and verified.
Note all linked tables, external data sources, and connection strings for reference.
List all linked tables and their connection strings.
Document any Excel files, text files, or other databases that Access connects to.
Check VBA code for references to file paths, network drives, or local resources that may need updating.
Document all users who need access and their permission levels.
Test every form to ensure they work correctly.
Run all reports to verify they display data correctly.
Execute all VBA procedures to ensure they function properly.
Note any existing problems that should be fixed before or during migration.
Select Azure, AWS, or Remote Windows PC based on your needs and budget.
Choose appropriate server resources (CPU, RAM, storage) based on user count and database size.
Install Windows Server 2019 or 2022 on the cloud virtual machine.
Set up networking, firewall rules, and security groups for RDP access.
Install full Access or Access Runtime on the RDP server.
Install any required Office components (Excel, Outlook) if your database integrates with them.
Install ODBC drivers for any external databases your Access application connects to.
Set up automatic Windows updates to keep the server secure.
Enable Remote Desktop in Windows Server settings.
Ensure port 3389 (or custom port) is open in firewall.
Add users to Remote Desktop Users group.
Set session timeout, disconnect policies, and resource limits.
Copy your Access database file to the RDP server (use RDP file transfer, network share, or cloud storage).
Check file size and date to ensure complete transfer.
Ensure all users have appropriate read/write permissions to the database file location.
Open the database on the RDP server to verify it works correctly.
If database uses linked tables, update connection strings to point to new locations on RDP server.
Update any hardcoded file paths in VBA code to work on RDP server.
Map network drives if database accesses files on network shares.
Verify all linked tables and external connections work correctly.
If not already split, separate frontend and backend for better multi-user performance.
Configure appropriate record locking (pessimistic or optimistic) in forms.
Review and optimize slow queries for better performance.
Compact and repair database to remove bloat and optimize performance.
Create Windows user accounts on RDP server for each database user.
Add users to Remote Desktop Users group.
Set appropriate file permissions for database access.
Verify each user can log in via RDP successfully.
Give users RDP server address, username, and connection instructions.
Ensure users have RDP client software installed (built into Windows, available for Mac/iOS/Android).
Create .rdp files with pre-configured settings for easy connection.
Train users on how to connect via RDP and access the database.
Test RDP connections from different networks (office, home, mobile hotspot).
Have multiple users connect simultaneously and use the database.
Run through all forms, reports, and VBA procedures to ensure everything works.
Measure response times and verify performance meets expectations.
Test backup and restore procedures to ensure data protection works.
Confirm all users can successfully connect via RDP.
Run through your most critical business processes to ensure they work correctly.
Confirm automated backups are working and test restore procedure.
Document server settings, connection details, and any custom configurations.
Have a small group of users (2-3) use RDP for a few days to identify any issues.
Track performance metrics, user feedback, and any errors.
Address any problems discovered during test phase.
Once stable, migrate all users to RDP access.
Track server performance, database response times, and user satisfaction.
Regularly review Windows Event Logs and Access error logs for issues.
Collect feedback from users about their experience and address concerns.
Verify automated backups are running successfully and test restore procedures monthly.
Keep Windows Server and Access updated with latest security patches.
Always create a full backup before migration—never skip this step.
Test thoroughly before go-live. Don't rush the testing phase.
Update all hardcoded file paths in VBA code—they won't work on RDP server.
Ensure firewall rules and network settings are correct for RDP access.
Train users on RDP connection—they need to know how to connect and use the system.
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We handle the entire RDP migration process for you. Zero downtime. No data loss. Your database works exactly as it does today—just accessible from anywhere.
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