When
do you use a spreadsheet, and when do you need a database?
Both application types are used for managing data. How do you
decide which would be more practical?
Spreadsheets
Before
the computer, bookkeepers, record keepers, and accountants used the
paper and pencil method along with a ledger or record book
containing worksheets. Information and records were stored by
hand and financial records were calculated manually and entered in
to the worksheets. Ledgers used rows and columns that people
learned could be used not only for financial records, but also for
things like scheduling, inventory tracking, and employee
information.
The
dawn of the computer age brought applications that could store
information, perform complex calculations, and provide a printed
output. This concept virtually revolutionized the use of the
computer early on. The first application with any real power was
Visi-Calc, which later became Lotus 1-2-3. Visi-Calc alone
gave businesses a serious enough reason to justify investing in
computers for the office and is actually credited with keeping Apple
computers in business. The advantages of using a
spreadsheet application rather than paper and pencil were numerous -
not the least of which was that when data was changed, totals and
other formulas were automatically recalculated, saving both time and
headache. However, Visi-Calc lacked functionality in the way
of tools available to the user.
Currently,
Microsoft Excel, along with Lotus 1-2-3, commands most of the market
for spreadsheet applications. Tools have evolved tremendously
since that first Visi-Calc program. Now users have help
available at a click of their mouse along with tools such as complex
formula support, formula and function builders, sorting and
filtering, scenario managers (for "What-if" analysis),
charts and graphs, and extended data formatting tools.
Databases
A
database organizes information on a particular subject for retrieval.
Databases utilize one or more tables of information entered by the
user to retrieve data for a variety of purposes. Data can be
retrieved through methods such as asking questions of the data
(querying), sorting or filtering, and pulling information into a
formatted report, like an invoice, that can be printed.
Although the tables look similar to spreadsheets, the tables are
used to store raw data. In other words, there is no need to format
the information in a database table. Reports generated from
the data in the tables are where you would want specific formatting.
Information in a spreadsheet is formatted in the actual spreadsheet,
and that makes data entry a bit more tedious.
Databases
also involve the use of records to structure the tables.
A record can contain any number of fields. Comparing
this to a common phone book, a record would be an entire entry for
one individual, and a field would be each separate part of the
entire entry - like the individual's phone number. Reports
organize the information in an understandable way and can combine
data by performing complex calculations. Databases can also
easily manage a large amount of information and better maintain data
integrity. For these reasons, databases are much more powerful and
manageable when handling a large amount of information related to a
particular topic.
The
downfall? The downfall is that most database programs are not
as easy to learn and use as most spreadsheet applications and are
not as easy to make structural changes in once queries, forms, and
reports are developed. One must have knowledge of the best way
to structure the information into one or more tables before any
tables are used to develop a means of retrieving the information.
The reason for this, is that once saved queries, forms, and reports
are based on the table(s), any changes in the table(s) structure
(like deleting/changing field names) may cause errors in all the
objects based on the changed table(s). So, it is important
that the developer of the database has a clear vision of all types
of information that would need to be included and how to organize
it. This, combined with an interface that's not usually as
intuitive as a spreadsheet, sometimes intimidates would-be database
users.
Notice: You have the author's
permission to use the tutorials on this site for your personal
use only. If you would like to use these tutorials for
training classes or other commercial use, please contact kstille@esmartweb.com.
Distribution in print or on the Web without the author's permission
is strictly prohibited.
Featured Sites
HandofGrace.com
Quality,
affordable sterling silver beaded bracelets & mothers
bracelets. Swarovski crystals, fresh water pearls, Venetian
glass and other unique findings are featured in our bracelets.
The perfect gift for any occasion!
BakedByMom.com
Offering homemade cookie and candy boxes or gifts at reasonable prices, Baked by Mom strives to provide the best quality product in it's class. Try the White Chocolate Chip & Lime cookies, Rocky Road Candy and Caramels - they get rave reviews!
