Using Excel as a database – here’s how

Use Excel as a database if you need a small database without overly complex queries. This saves you the cost of MS Office Access while still allowing you to manage your data relatively well.

This is how Excel can be used as a database

Use Excel as a simple database by following the steps below. However, Excel reaches its limits when it comes to larger amounts of data or more complex database structures. More extensive database requirements need dedicated database software such as Microsoft Access.

• Create a spreadsheet with column headings for the different categories of data you want to collect.
• Enter your data in the appropriate columns. Each row represents a record.
• Use Excel’s built-in data processing functions. Use filters and sorting to organize and find data. Create PivotTables for data analysis and summarization. Use formulas and functions for calculations and statistical analysis.
• For advanced features: Use the “Data” ☻ “Get & Transform Data” function to import data from external sources. Create a data model to establish relationships between multiple tables. Use the integrated form function “Mask” to enter and edit data more easily.
• For better clarity and user-friendliness: Create an input form for data entry. Implement a search function to quickly find specific records.

The advantages of using Excel as a database compared to conventional database software

Excel offers some advantages as a database alternative to conventional database systems. However, large amounts of data, complex relationships or strict security requirements are something for professional database systems.

• Excel is intuitive to use and requires no special knowledge for simple tasks. The flexible structure allows data to be entered and quickly adapted without a predefined schema.
• For simple tasks, Excel quickly provides visible results and supports the prototypical implementation of new use cases. Excel is often already part of the existing Microsoft Office package and does not incur any additional license costs.
• Excel offers extensive functions for creating diagrams and reports, which facilitates data analysis and interpretation. Due to the widespread use of Excel, many employees are already familiar with it, which simplifies collaboration and knowledge sharing.
• Excel can be used immediately, without the need for time-consuming installation or configuration of database systems. Excel is well suited for processing and analyzing small to medium amounts of data.