A database in Excel can easily be created, maintained and used for manipulating important information. It is built with specific tools to keep data organized to user's specifications. Some common uses for Excel databases include:
The following steps illustrate how to build a simple Excel database in all versions of Microsoft Office.
Step 1: Make a plan for your database. What information needs to be included? How will you search for information? What is the best layout?
Step 2: Enter the title for your database. The format for Excel databases is tables, which include "rows" (horizontal) and "columns" (vertical). Each individual box in a row or column is called a "cell". Click on the first, far left cell in the top row and type the title you have chosen for your database. You can highlight the entire row by clicking the numbered cell on the far left. Using this tool, you can change the format for the entire row, such as the font or size. Titles are usually bold or in a larger font to differentiate it from other information in the database.
Step 3: Decide on your headers. Standard databases include headers in the row below the title. Headers are one of the tools used to sort data, so make sure your headers are clear and delineate the type of data you want in your database. For example, the first cell in the header could read "Last Name".
Step 4: Enter all of your headers from left to right. To enter the header data, simply click on the cell and type. You can move the cursor using your mouse or the tab button.
Step 5: Enter your data. Click on the cell directly below your first header and type the first bit of data information. For example, if the first header is “Last Name”, click the first cell below to type in the appropriate information, such as “Johnson”. Continue with the rest of the first row of information.
Step 6: Once the first row is complete, check your work to make sure your database is set up properly. Finish entering the rest of your data.
Step 7: Format the columns. Right click on the top, lettered cell and choose "Format Cells" to change the way the cells look. Column formatting can be in the form of dates, currency, time, percentages or others.
Step 8: Once all of your data is entered, you may begin manipulating your data. Some common data manipulations include sorting data according to a specified rule or finding a record filed by date.
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