How to Utilize Excel For Databases

A Guide to Excel’s Handy Database Features

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Excel is a spreadsheet application with a variety of options. As such, it does have a few database features, so it can be used for simple databases.

To begin with, setting up a database in Excel, you will need to identify the fields and then enter the records. A book database might have the following fields: Book name, ISBN, cost, publisher, author. Here, the book number will be the key field.

The fields can be entered at the top of each column. Then the records will need to be entered in the rows also. When complete, you will have a simple database with a variety of records.

Now, you can use some of the Excel data options. Consider using data validation on the database. For example, the book cost should only really include decimal or whole numbers. Select the database cells, then Data and Data Validation from the menu. Then, you can set a range from zero upwards. Further to this, an input message can be applied, and then an error message if the data entered is not valid.

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Another of Excel’s data options is the sort option. Again, you can select this from the Data menu. First, select a few fields to sort. Then, you can go to the sort option. This will enable you to sort the fields in ascending or descending order. For example, the book names can be listed in descending alphabetical order, then sorted by publisher.

The form option will display the database as a form. To use this option, select the fields and records that you wish to include in the form. Then go to Data, and select Form. Excel will then display the records as a form, displaying separate records. Scroll through the records, or use the Delete option to remove records. You can also apply criteria with forms.

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If you want to apply filters to your database, you can do this. In Excel, filters can be added by selecting the fields you wish to filter and then selecting AutoFilter. These fields will then have filter arrows, which will enable you to filter any records or a range of records, as appropriate. For example, you could filter out books that fall within a cost range of $5-6 dollars. The advanced filter also provides further filter options.

So overall, Excel can provide a few database options for database sheets. However, it should be noted that more specific database software would be better to use, with more database features.

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