SharePoint Document Issues

How to Prevent Access and SharePoint Data Conflicts During Editing

Tauseeq Magsi Oct 10, 2026 869 views

Question details

Users are experiencing data loss and concurrency conflicts when multiple people edit the same SharePoint record using duplicated Microsoft Access front ends.

How to Prevent Access and SharePoint Data Conflicts During Editing

Product: Microsoft Access and SharePoint
Device & OS: not provided
Scenario: Multiple team members are attempting to edit the same database records concurrently while using shared credentials and duplicated front-end files.
Observed behavior: Changes appear to be lost or overwritten, and ownership or concurrency handling is complicated by the shared SharePoint credentials.

Before you start

Ensure you have administrative privileges to manage SharePoint user accounts and distribute Access front-end files to individual users.

Solution 1Recommended

Assign Individual Accounts and Distribute Separate Front Ends

Use this method to ensure proper concurrency handling and prevent file corruption caused by shared application usage.

When multiple users share the same SharePoint username and password, the system cannot effectively manage concurrency or track ownership. Additionally, sharing a single local Access front-end file on a network drive increases the risk of corruption and data conflicts.

Create individual SharePoint accounts

Navigate to your Microsoft 365 admin center and provision a unique SharePoint account and password for each user who needs database access.

Distribute local Access files

Provide each user with a separate, local copy of the Access front-end file. Instruct them to save and run this file directly from their own local hard drive rather than a shared network folder.

Log in with unique credentials

Have each user open their local Access front-end file and authenticate using their newly created, unique SharePoint credentials.

Assign Individual Accounts and Distribute Separate Front Ends

Best Practice: Using individual front-end copies and unique credentials is the standard best practice for split Access databases connected to SharePoint.

Solution 2

Implement Record Locking in Access

Configure your Access database settings to prevent multiple users from editing the exact same record simultaneously.

Free Microsoft Office alternative

Looking for a Lightweight Office Suite? Try WPS Office

While WPS Office does not directly replace Microsoft Access or SharePoint database functionalities, it is an excellent free alternative for handling your daily Word, Excel, and PowerPoint tasks with ease.

1. Download the software: Visit the official WPS Office website and download the free installer for your device.
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3. Open your documents: Launch WPS Office to easily open, edit, and collaborate on your existing Word, Excel, and PowerPoint files.

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Frequently Asked Questions

Why does my data appear to be lost when editing SharePoint lists via Access?

Data may be overwritten by simultaneous edits from other users, left unsaved due to connectivity interruptions, or simply hidden until you manually refresh the datasheet view in Access.

Why shouldn't my team use the same SharePoint credentials?

Sharing a single username and password makes it impossible for SharePoint to track individual ownership. This complicates concurrency handling and version control, often leading to accidental overwrites.

What does it mean to have a separate local copy of the front end?

An Access application is typically split into a back end (SharePoint tables holding the data) and a front end (forms, queries, and reports). Having a separate local copy means each user saves and runs a distinct copy of the front-end file on their own computer rather than opening one shared file over a network.

Document & File Issues