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Convert Excel Spreadsheet To Database – As a business owner or project manager, you handle most things yourself in the beginning. Marketing, brand strategy, customer communication – the list goes on! But there’s one thing you have to scale: data management.
Databases are not just for large companies with hundreds or thousands of customers and products. It’s for anyone who wants to put manual work on autopilot to track, retrieve and protect all kinds of information.
Convert Excel Spreadsheet To Database
If you’re using Excel as a temporary tool for importing and exporting work, give it a try! You’ll have free access to actionable reports, changelogs and powerful integrations – without the technical headaches.
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If you’ve struggled with creating or maintaining a database, it may seem like every day is a first because tracking is a demanding task in Excel.
So let’s learn how to create a database in Excel to bypass the complexity and get to the good part: interacting with our data!
In this tutorial, we use Microsoft Word for Mac version 16.54 to demonstrate a user management database. The features mentioned may look different if you are on a different platform or version.
Go to the next row and from left to right use the Tab key to scroll through the empty database and add column headers. Feel free to use this list as inspiration for your table:
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Go back to your database title and highlight the first row to the last column of your table. On the Home tab of the menu toolbar, click the Merge and Arrange button.
You have the option of manually entering data or importing data from an existing database using the External Data tab. Note that you will have a database field for specific columns. Here’s another list for inspiration:
Click inside any data cell (avoid empty rows) and go to the Insert > Table tab on the menu toolbar. All rows and columns with your data will be selected. We don’t want the title to be included in the table, so we have to manually mark the table as untitled. Then click OK.
On the Table tab of the menu bar, select any table design that suits your preferences. If you know where your table will be displayed, it will be easier to decide. Viewing a spreadsheet on a big screen in a conference room versus a 16 inch laptop makes a world of difference in one’s data experience!
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Finally, save the spreadsheet as you will need to go back and manually edit your database multiple times a day or week with the latest information. Set Future You up for success so you don’t risk starting over!
If you’re in a position where you’ll be using a database on a daily basis—meaning it’s a necessary tool to do your job—Excel won’t support your growth in the long term.
Excel is not database software built for the modern workplace. Workers are on the move and primarily mobile. An Excel workflow takes away time that should be spent connecting with clients and focusing on needle-moving tasks.
The process of building a simple yet powerful database is simple in . Import your work from almost anywhere with the free Excel and CSV import feature. Or vice versa! After creating a database in , you can export it as an Excel or CSV file.
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Has one of the strictest policies in our industry to ensure that your data never gets into the hands of third parties. If you have a security question or concern, feel free to ask us anytime!
There’s a stocked library of free sales and CRM templates to play with in a digital sandbox of sample data if you want to see the potential — or get a few ideas for your own database.
We hope you feel more comfortable with the database building process. Besides Excel, you have other options for moving your business closer to your goals. You’ve probably also worked on a spreadsheet that was painfully slow to edit, where every click was followed by a 10-second screen freeze and a spinning point of death.
This is usually caused by large files or workbooks full of formulas. Excel can handle up to a million rows, but when you’re working with a large data set or performing heavy analysis—applying formulas to a bunch of cells, linking multiple spreadsheets, or linking to other workbooks—it slows down long before you hit the row limit.
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Excel has another weakness that can lead to inefficiency: its structure is too flexible. That might sound kind of counterintuitive—flexibility is one of the reasons people love Excel. Since each cell is a separate unit, you have a lot of freedom to add footnotes, merge cells or draw a pin pattern.
However, if one cell can be easily manipulated, it is harder to trust the integrity of the spreadsheet as a whole. Excel’s flexibility makes enforcing consistency and accuracy across large data sets nearly impossible. No matter how careful you are, no matter how many times you comb through your spreadsheet for typos and incorrect formulas, you can still miss something.
Bonus: Use your Excel knowledge to learn SQL with these quick tips and tricks. Download our free workbook to learn how to translate functions go to Excel to SQL.
The data you work with in Excel had to come from somewhere. It’s a database somewhere. Even when you’re pulling data from something that doesn’t seem technical (think Google Analytics, Stripe, or Salesforce), you’re querying a database behind the scenes.
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How many web visits did we have in January? What is the checkout funnel bounce rate for a product we just launched? Which sales reps build more channels than others? These are all queries, speaking “human”, not “computer”. As an experienced Excel user, you can probably think of how you could write these questions as formulas if you were armed with the right data set.
So how do you query the database directly instead? In most cases, people use SQL (short for Structured Query Language). SQL tells the database what data you want to see and manipulates it with calculations.
By moving some of your initial calculations to SQL, you can reduce the amount of data you export. And with a smaller data set, you’re less likely to run into Excel performance issues.
As you become more comfortable with SQL, you can move more and more of your analysis to SQL until you reach the point where Excel becomes the exception rather than the rule. SQL databases can handle huge amounts of data without performance issues and have an orderly structure that protects the integrity of your data.
What Are The Benefits Of Converting Excel Data To Online Database?
Learning a new language can sound daunting – as can using tools that just seem more technical. But as an Excel user, you already know more about SQL than you might expect.
A database is an organized collection of data. There are many different types of databases, but a particular type of database that SQL can interact with is known as a relational database.
Just like an Excel workbook is made up of spreadsheets, a relational database is made up of tables, like the one below.
Tables have rows and columns just like a spreadsheet, but in a table you can’t interact with each cell (or “value”, in database terminology) individually. If you want to exclude Ralph Abernathy’s hometown from the top row of the table above, you can’t just delete it. You must exclude the entire row or the entire “hometown” column.
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The reason you can’t change cells on the fly is because the database has a rigid structure. The values in each row are linked together as a single unit. Each column must have a unique name and can only contain a specific data type (‘Integer’, ‘Text’, ‘Date’, etc.).
Excel’s flexible structure may sound pretty good now, but wait. Because the database structure is so strict, it’s easier to protect the integrity of your data. In other words, you are much less likely to end up with inconsistencies and errors. And that means you can trust your data much more.
The most common way to manipulate data in Excel is to use formulas. A formula consists of one or more functions that tell Excel what to do with the data in a cell. For example, you can add numeric values using
The SQL equivalent of a formula is a query. The query to return the table above looks like this:
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Indicates in which table they live. You can actually choose to show all columns by adding an asterisk (*).
Table, so you can get an idea of what the entire data set looks like. Once you know what you need, you can quickly shrink columns to reduce the size of your dataset.
Like formulas, queries consist of functions that specify data manipulations. Queries can also contain clauses, operators, expressions, and several other components, but we won’t go into details here. What you need to know is that you can use SQL to manipulate data in any way you want in Excel.
To create conditional expressions that filter data or add new data based on rules you define. Here’s what
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Statement with multiple conditions. For example, if you want to add two categories based on existing data in Excel, you must nest one IF statement inside another IF statement. When you add
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