Our Blog: Stuff we think you should know

Tip of the Week: Creating a Database in Excel

Tip of the Week: Creating a Database in Excel

When trying to keep a lot of data organized concisely, while still keeping it all accessible when needed, a database is an excellent tool to leverage. Furthermore, it can be fairly simple to generate one of your own by using Microsoft Excel. We’ll offer a few steps and tips to ensure you get the most out of this capability.

Step One: Data Entry

Naturally, in order to create a database, you need data to fill it. However, you also need to make sure that you enter this data into Excel correctly. If you want your database to have a title, the only blank row in the document should be between the title of the document and the data that is to be included. You also can’t have any empty cells, so you will need to decide upon a standardized placeholder for your database to use. Blank cells will cause issues with the function of your database - including the labels for your records and fields.

Records and Fields

In order to properly compile your database, you should devote a row to each record, each column providing a field to input a specific piece of data.

  • Each record should detail an individual item that is organized in the database. Whatever it is you are organizing, whether it’s your equipment, each of your individual employees, what have you, each unit should have its own record.
  • Your fields should provide details for each record in your database, providing more in-depth information into each item. Each field should detail a specific variable, allowing separate items to be differentiated more easily.

In order for your database to be effective, you need to be sure that your data is entered consistently - including the format in which it is recorded. In other words, don’t start by writing out numbers and end up writing them as digits. Furthermore, you need to be sure that your records are as complete as they can be, the same variables identified for each.

Once you have a way to organize this data, commit to it. This will be easier if you establish a workable pattern quickly, which may require some trial and error.

Step Two: Creating a Table

Now that you have your data and your organization planned out, you’re ready to incorporate it into a workable format. You’ll want to make sure all of your data is highlighted, except your optional title and placeholder space that keeps the title from being mixed up with your data. Access the Home tab, and from there, select the table you want to use by clicking Format as Table. Your field titles will have drop-down boxes added, which will allow you to sort your data as you please. With this, you’ve created the beginnings of a database!

Step Three: Putting Your Database to Good Use

To continue adding to your database, all you have to do is expand your table with the integrated click-and-drag functionality that Excel includes. Hover over the corner at the bottom-right of your table - a small dot should be there to help you. Once there, your cursor should indicate your ability to change the table by appearing as a double-ended arrow. Clicking and dragging will allow you to add the additional records (or rows, as you might remember) that you need to the table. All that’s left is to input the added data into the appropriate fields.

If you find your database harder to read as it continues to expand, Microsoft Excel offers a function to help with that, too. You are able to filter your table based on the data that you need to see, hiding any records that don’t apply to what you’re looking for. Take note, this only hides the records… clearing your filters will allow them to once again display.

Filters can be used by using the drop-down arrow on the category that you want to base the filter on. You’ll be given a few options, complete with each of that column’s contents and a search bar to find any not displayed. Deselect the (Select All) option and select the specific option that you want to view. To return to the complete view again, simply select the Clear Filter from option.

Granted, this database is very basic, but it should do the trick. What are some other programs that you want to learn some tips for? Let us know in the comments!

Migrating to the Cloud? Avoid These Problems
How Good IT Makes It Seem Like You Don’t Need It


No comments made yet. Be the first to submit a comment
Already Registered? Login Here
Monday, March 25 2019

Captcha Image

Mobile? Grab this Article!

Qr Code

Tag Cloud

Tip of the Week Security Best Practices Technology Cloud Email Hackers Privacy Business Malware User Tips Computer Business Computing Google Internet Microsoft Productivity Network Security Software Tech Term Hosted Solutions Mobile Devices Efficiency IT Services Communication Small Business Windows 10 Hardware Smartphone Data Backup Ransomware IT Support Android Workplace Tips Productivity Microsoft Office Saving Money Business Continuity Data Management Cloud Computing Managed IT Services Data Recovery Browser Managed IT Services Internet of Things Gmail Data Backup Windows Facebook Server Upgrade Innovation Office 365 Word Outsourced IT Smartphones Disaster Recovery Passwords Windows 10 App Users Phishing Social Media Remote Monitoring communications Employer-Employee Relationship Mobile Device Managed Service Provider VoIP Artificial Intelligence Vulnerability Encryption Cybersecurity Chrome Business Management Big Data Infrastructure Miscellaneous BYOD Apple Analytics IT Support Managed Service Tip of the week Information Money Applications Office Tips Network Spam Hacker Website Government Content Filtering Bandwidth Save Money YouTube IT Management Risk Management Firewall Wireless Data storage Display Employee-Employer Relationship Maintenance WiFi Avoiding Downtime Virtual Reality Access Control Router Tablet The Internet of Things Customer Service Paperless Office Robot Printing Antivirus Automation Settings Two-factor Authentication Virtual Private Network Mouse Vendor Management Chromebook Apps LiFi Server Management Computers Hacking Business Intelligence Search Touchscreen Education Storage Document Management IBM Retail Telephone Systems Mobile Device Management Company Culture Administration Quick Tips Presentation Customer Relationship Management Wi-Fi Scam Outlook HIPAA Monitors Laptop Office Gadgets Augmented Reality Wireless Technology Recovery SaaS Networking Virtualization Development Safety Operating System VPN Mobile Security End of Support Computing Unified Threat Management Downtime Data Security Holiday Password Data loss Business Technology Google Drive Hosted Solution Network Congestion Digital Payment Monitoring IP Address Cybercrime Black Friday Regulations Solar Print Toner Network Management Hotspot Professional Services Bitcoin Multi-Factor Security Mirgation Information Technology Work Content Techology Microsoft Excel Star Wars Best Practice Politics telephony Messaging Managed IT Collaboration Writing Desktop Digital Sports Lenovo Dark Web Nanotechnology Refrigeration Google Docs Voice over Internet Protocol Google Maps Entertainment Knowledge Staff User Windows 8 Spying Mobile Office Mail Merge Cyber Monday Social Networking Shortcuts Language USB Public Speaking Shortcut Google Calendar Chatbots Google Wallet Optimization Streaming Unified Threat Management Blockchain Cost Management Competition Business Growth Tech Support Analysis Disaster Current Events File Sharing Troubleshooting Spyware Superfish Net Neutrality Screen Reader Computer Care FinTech iOS Experience Statistics Unified Communications Printer Wearable Technology Running Cable Address Smart Technology Motherboard Samsung Legal Security Cameras Computing Infrastructure Dongle Uninterrupted Power Supply Patch Management Legislation Identity Drones Recycling Human Error Virtual Desktop User Error Permissions Assessment Alt Codes Websites Dark Data Identity Theft Going Green Social Engineering Buisness FCC Smart Tech Undo Training MSP Scalability Bluetooth Social Automobile PowerPoint Lithium-ion battery Corporate Profile Distributed Denial of Service Marketing G Suite Managing Stress Managed Services IT solutions Alerts Service Level Agreement Solid State Drive Comparison Application eWaste Device VoIP Fraud Internet Exlporer Typing LED 5G How To Title II Connectivity Deep Learning Humor Migration SharePoint Hacks Onboarding WannaCry Halloween Managed IT Service Modem Cables IT service Laptops Cortana Heating/Cooling Licensing Slack Hard Disk Drive Specifications Compliance Remote Computing Budget Continuity Mobility Fun Time Management Value Cryptocurrency Downloads IT Technicians Update How To Smart Office Co-Managed IT Firefox Online IoT Bring Your Own Device sip Charging Cabling Digital Signage Scary Stories Break Fix Cookies Hard Drives Wires BDR Software as a Service Servers Cooperation Relocation Processors Cameras Domains Meetings Tracking Regulation Health Mobile Computing Cleaning Private Cloud Alert CCTV Physical Security Emoji Webcam Upgrades Electronic Medical Records Work/Life Balance Error Black Market Point of Sale 3D Printing Travel Printers CrashOverride Law Enforcement Notifications Twitter Unsupported Software Botnet Supercomputer Motion Sickness Gadget Staffing Personal Information Administrator Emergency Crowdsourcing Taxes Web Server Mobile Data Machine Learning IT Budget GPS Windows 7 Computer Repair IT Consultant