You need a real database but you do not want to pay Microsoft licensing fees. Or maybe you are already on Linux. Or maybe your web host offers MySQL but not SQL Server. Whatever the reason, open-source databases are a legitimate option for replacing Access.
Here is what you need to know as a small business owner or IT generalist evaluating the options.
What “Open Source” Means for You
Open source means the software is free to download, install, and use. You do not pay license fees, per-user fees, or subscription fees. The source code is publicly available, and a community of developers maintains and improves it.
What it does not mean: - “No cost.” You still need hardware (or cloud hosting), someone to set it up, and someone to maintain it. - “No support.” Paid support is available from third-party companies if you need it. - “Less capable.” MySQL and PostgreSQL run some of the largest databases in the world — including Google, Facebook, Apple, and Amazon.
The Three Options
MySQL
In a sentence: The most popular open-source database, easy to learn, good enough for most small business needs.
Best for: Organizations that want the simplest path with the broadest ecosystem support. If you are using shared web hosting, your host probably already offers MySQL.
Owned by: Oracle Corporation (which makes some people uncomfortable).
Key strengths: Easy installation, enormous community, works well with web applications, good GUI tools (MySQL Workbench), and the most online tutorials of any open-source database.
Key limitation: Owned by Oracle, which creates some uncertainty about future licensing. Less strict about data integrity than PostgreSQL, which means it may silently accept bad data rather than rejecting it.
MariaDB
In a sentence: MySQL’s community-maintained twin, with no corporate ownership concerns.
Best for: Organizations that want MySQL compatibility without the Oracle connection. Many Linux distributions use MariaDB as their default “MySQL” package.
Owned by: MariaDB Foundation (non-profit community organization).
Key strengths: Drop-in replacement for MySQL — same tools, same drivers, same SQL syntax. Community-governed with no single corporate owner. Some features that MySQL does not have (system-versioned tables, improved optimizer).
Key limitation: Smaller community than MySQL, fewer tutorials. Some MySQL-specific tools may not be officially supported.
PostgreSQL
In a sentence: The most capable and standards-compliant option, with a steeper learning curve.
Best for: Organizations that need advanced features, strict data integrity, or expect to grow significantly. If your data model is complex, PostgreSQL handles it better.
Owned by: PostgreSQL Global Development Group (community, no corporate owner).
Key strengths: Best SQL standards compliance, strongest data integrity, most advanced features (JSON support, full-text search, spatial data, window functions), excellent documentation, active development.
Key limitation: Steeper learning curve, especially for initial configuration. Fewer online tutorials aimed at beginners. Administration requires more knowledge than MySQL.
Decision Matrix
| Factor | MySQL | MariaDB | PostgreSQL |
|---|---|---|---|
| Ease of setup | Easy | Easy | Moderate |
| Learning curve | Gentle | Gentle | Moderate |
| Documentation | Good (volume) | Good | Excellent (quality) |
| Data integrity | Moderate | Moderate | Strict |
| Performance (simple) | Fast | Fast | Fast |
| Performance (complex) | Good | Good | Better |
| ODBC with Access | Good | Good | Adequate |
| Community size | Largest | Medium | Large |
| Corporate ownership | Oracle | None | None |
| Advanced features | Basic | Moderate | Extensive |
| Long-term investment | Good | Good | Best |
What It Costs to Run
The database software is free. Here is what you actually pay for:
Option A: Run on existing hardware - Old desktop or small server you already own: {{content}} - Cost: Your time to set it up and maintain it
Option B: Buy a dedicated server - Small business server or refurbished workstation: $500-2,000 one-time - Cost: Hardware + your time
Option C: Cloud hosting (managed) - DigitalOcean Managed MySQL/PostgreSQL: $15-30/month - Amazon RDS: $15-40/month - Google Cloud SQL: $10-30/month - Cost: Monthly fee, minimal administration
Option D: Cloud hosting (self-managed VM) - DigitalOcean Droplet: $4-12/month - Linode: $5-12/month - Cost: Lowest monthly fee, most administration work
For a typical small business replacing an Access database, a managed cloud database at $15-30/month is the sweet spot. You get a reliable database without the administration burden.
Setting Up for Access Linked Tables
All three databases work with Access linked tables through ODBC. The setup process:
Install the ODBC driver on each workstation:
- MySQL/MariaDB: MySQL Connector/ODBC (free download from MySQL.com)
- PostgreSQL: psqlODBC (free download from postgresql.org)
Configure the connection using a DSN-less connection string in your Access application
Create linked tables in Access pointing to the server tables
Test forms, queries, and reports
The MySQL ODBC driver works with both MySQL and MariaDB. The PostgreSQL driver requires separate installation.
Migration Path from Access
- Export your Access table structures — document the tables, columns, data types, and relationships
- Create equivalent tables on the target database, mapping Access data types to the server’s types
- Export data from Access as CSV or using SQL insert statements
- Import data into the server database
- Set up ODBC linked tables in Access
- Test everything — forms, queries, reports, VBA code
Third-party tools can automate parts of this process. For MySQL, MySQL Workbench has an Access migration wizard. For PostgreSQL, pgLoader can import Access data. For all databases, the free tool “Bullzip MS Access to MySQL” handles the table and data transfer.
Common Concerns
“Will my Access forms still work?” Yes. Linked tables through ODBC work with all three databases. Your forms display and interact with data the same way. Some queries may need syntax adjustments.
“What about my VBA code?” Most VBA code continues to work. Code that builds SQL strings may need dialect changes (function names, wildcards, date formatting). Code that interacts with forms and controls does not change.
“What about my reports?” Access reports work with linked tables. If your reports use Access-specific SQL functions, those queries may need adjustment. The report layout itself does not change.
“Is it secure?” Far more secure than Access. All three databases provide individual user authentication, per-table permissions, encrypted connections, and audit logging.
“Can I get help if something goes wrong?” Yes. Paid support is available from Percona (MySQL/MariaDB/PostgreSQL), Oracle (MySQL), MariaDB Corporation (MariaDB), and EDB (PostgreSQL). Community forums and Stack Overflow are also excellent resources.
The Recommendation
For a small business replacing Access with no strong technical preference:
Start with MySQL or MariaDB. The learning curve is the gentlest, the setup is the simplest, and the ODBC compatibility with Access is the smoothest. MariaDB is slightly preferred for the cleaner licensing situation.
Move to PostgreSQL if your needs grow beyond what MySQL handles comfortably, or if you need advanced features like full-text search, JSON data types, or strict data validation.
Consider SQL Server Express if your environment is all-Windows and you want the simplest possible migration from Access. It is free and eliminates the need to learn a non-Microsoft tool.
The most important decision is not which database — it is the decision to move off Access. All three open-source options are massive improvements over Access for reliability, security, performance, and scalability. Pick the one that fits your situation and start moving.