301-571-5040    Get SUPPORT

Washington Works Blog

Tip of the Week: Making a Functional Database in Excel

Tip of the Week: Making a Functional Database in Excel

A database is an incredibly useful tool for organizing a lot of information in a relatively concise and accessible way. Did you know that you can use a relatively common program, Microsoft Excel, to generate a database for your business to use? For this week’s tip, we’ll walk you through this process to help you keep your data organized.

Step One: Enter Your Data
Opening Excel, your first step should be to enter the data that is to be included in your database - however, it is important that you do this correctly. If you are using a title, the only space between any of your inputs should be a row between the title and the data you are organizing. This includes empty cells, so you’ll want to make sure you determine a standardized placeholder to avoid any of your cells being unpopulated. This “no space” rule applies to the labels on your records and fields in relation to your data as well.

Records and Fields
In your new database, each row should represent an individual record, with each column serving as its own field.

  • Each record should pertain to a single item in the database. Depending on what your database is organizing, this could be a specific piece of equipment in the office, or a particular employee… essentially, any single unit out of the contents of the database.
  • Each field, on the other hand, dictates what information about the item is to be placed in the cell. This might be the price a certain item had, the date it was brought into the company, an employee’s middle initial… again, whatever piece of data should be the one in that particular column.
  • Make sure you are consistent in how you input your data. For instance, don’t start by entering numbers as digits and suddenly transition to writing them out.

This will require you to set particular standards for data collection, as you will want to be sure that your records are as complete as possible. You will also need to stick to this organizational pattern, so you will want to make sure that you figure out what works for you early on.

Step Two: Convert Your Data into a Table
Now, you will want to create a table out of your data. To begin, highlight your data, with exception to your optional title and the placeholder space that separated it from the data. In the Home tab, open the Format as Table menu to select your choice of table.

This will add drop-down boxes to the field titles, allowing you to sort your data by the criteria you wish, without the concern that your data will be lost.

Step Three: Expanding Your Database and Putting It to Use
Of course, chances are that you will need to change the contents of the table, adding more records as your business continues. Excel makes it relatively simple to do so, with a simple click-and-drag interface.

To expand your table, simply hover over the bottom-right corner of your table, as indicated by a small dot. Your cursor should convert into the double-headed arrow icon. Click and drag downward to add the number of rows - or records - you have to incorporate into your table. Then all you have to do is add the new data in the proper fields, and your table has expanded.

Of course, as your database grows, it’ll become harder and harder to interpret due to information overload. At least, it would if Microsoft hadn’t incorporated a means to rectify this shortcoming as well. You can filter the data that your table displays, hiding the records that don’t apply to the criteria you set your filters to. Mind you, this doesn’t delete the data - you can easily display it again by clearing your filters.

To use your filters, click the drop-down arrow on the field category that you wish to filter through. You will see a few options, with a search bar and some checkbox options below it that specify each entry in that column. You want to uncheck the (Select All) option, and instead check the checkbox option that correlates with the data you want to view specifically. Once you’re ready to see your complete data, you can go back in and select the Clear Filter from option.

This is a very basic version of a database, but it can help serve you well in many ways. Are there any other uses you’d like to know about, let us know! Leave your questions in the comments, and for help with any of your bigger IT concerns, give us a call at 301-571-5040!

3 VoIP Features That Have Operational Benefit
Find a Successful Data Recovery Balance
 

Comments

No comments made yet. Be the first to submit a comment
Already Registered? Login Here
Guest
Saturday, March 23 2019
If you'd like to register, please fill in the username, password and name fields.

Captcha Image

Mobile? Grab this Article!

QR-Code dieser Seite

Tag Cloud

Tip of the Week Security Technology Best Practices Business Computing Cloud Productivity Privacy Malware Hackers Business Email Software Network Security Hosted Solutions Tech Term Internet Data Computer Data Backup Data Recovery Mobile Devices IT Support Innovation Backup User Tips IT Services Ransomware Google Managed IT Services Efficiency Cloud Computing Microsoft Business Management Hardware Outsourced IT Small Business Workplace Tips Productivity Encryption Smartphone Business Continuity Android Paperless Office Managed Service Provider Office 365 Social Media Remote Monitoring Windows 10 Collaboration Managed IT Services Upgrade Phishing Smartphones Windows 10 Data Management Save Money Communication Server Browser Government Employer-Employee Relationship Communications VoIP Cybersecurity Disaster Recovery Bandwidth Holiday IT Management Compliance Unified Threat Management Saving Money Quick Tips Document Management BYOD Business Technology Artificial Intelligence Wi-Fi Work/Life Balance Windows Facebook Passwords Automation Managed Service Information Infrastructure Tip of the week Apps Risk Management App BDR Scam Healthcare Antivirus Internet of Things Vulnerability Politics Blockchain Hosted Solution VPN File Sharing Office Maintenance Word Password Two-factor Authentication Money Chrome Chromebook Network Virtual Reality Mobile Device Applications How To Vendor Management Microsoft Office Customer Relationship Management Big Data SaaS Electronic Medical Records Downtime Management Physical Security Twitter Taxes Website Computing How To Training Gmail Data Security Regulations Robot Websites Storage Server Management IoT Wireless Analytics Recovery Meetings Bring Your Own Device Mobile Device Management Social Virtual Private Network Remote Computing Botnet Remote Monitoring and Management Employees HIPAA Automobile Access Control Remote Workers Company Culture Machine Learning Identity Theft Tech Support Mobile Security Point of Sale Telephone Systems Smart Technology Hacker Alert Patch Management Tablet G Suite Health Professional Services Firewall Router Samsung Data loss Private Cloud Computer Care Networking IT Budget Comparison Cyberattacks Users Windows 7 MSP Language Human Error Internet Exlporer Office Tips Tracking USB Multi-Factor Security Consulting Mirgation Customer Service Software as a Service Uninterrupted Power Supply Servers Web Server Development Authentication Connectivity Personal Information Remote Worker Update Network Management Unified Communications Managed IT Service Favorites Modem YouTube Error User Error OneNote Theft Legal Digital Payment Enterprise Resource Planning Specifications Files Managed IT IT Consultant Proactive Computing Infrastructure Permission Value Dongle Google Calendar Managed Services Provider Spam Wasting Time Cameras Cables Permissions Authorization ROI IT Support Touchscreen Break Fix Project Management Cookies Notifications Settings Staffing Printer Employee-Employer Relationship Wearable Technology Sports Google Drive Cybercrime Mobile Black Friday Read Only Social Networking IT Solutions Corporate Profile Outlook Alerts Test Financial Administrator Service Level Agreement Legislation E-Commerce Chatbots Database Virtualization Solid State Drive Statistics Law Enforcement CCTV Wires Fraud Star Wars Computer Repair Lenovo Notes Cabling Webcam Vulnerabilities Dark Web Conferencing Nanotechnology Digital Mail Merge Procurement Augmented Reality Search VoIP Techology Cyber Monday Motherboard Upgrades Processors WannaCry Shortcut Education WPA3 Licensing RMM Superfish Utility Computing Mouse Features Identity Voice over Internet Protocol Hard Disk Drive Bluetooth Gadget Zero-Day Threat Cost Management Firefox SharePoint IBM PowerPoint Geography Microsoft Excel Instant Messaging Screen Reader Spyware Address WiFi The Internet of Things Security Cameras Avoiding Downtime Travel Managing Stress Help Desk Monitors Relocation Cleaning Fleet Tracking Cooperation Operating System Supercomputer Electronic Health Records Gadgets Budget Net Neutrality Cortana Black Market Hotspot Backup and Disaster Recovery Assessment GPS Downloads Monitoring IT Technicians Virtual Assistant Emoji Disaster Heating/Cooling High-Speed Internet Finance Smart Tech Crowdsourcing Printing Time Management Motion Sickness Enterprise Content Management Distributed Denial of Service Bookmarks Unified Threat Management Asset Tracking Staff Tech Terms Hiring/Firing Miscellaneous Emergency Mobile Office Fun Domains Public Speaking Presentation Hard Drives Lithium-ion battery Printers Wireless Technology 5G Safety Marketing Regulation Competition CrashOverride IP Address