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Creating a Database in Excel

How do you make a database in Excel using simple steps?

If you build it correctly, you can easily utilize an Excel worksheet as a database. The primary takeaway is that you need to create your worksheet accurately. Data can be sorted in various ways; for example, you might filter the database to display only the records that meet certain requirements.

Thus, we'll use an example to demonstrate the procedures in this tutorial so you may create an Excel-based database.

Steps:

Step 1: Input the data.

  • Fields are the names given to the columns in the database. You can add as much extra as is required.
  • Thus, the data fields in the database are Student ID, Student Name, State, Age, and
  • Now, data entry into the database is simple. The first blank row following the fields will get each new input.
Creating a Database in Excel

We worked on it some. Allow us to demonstrate our method for entering another entry.

Let's say the following is the input that needs to be entered into the database:


Creating a Database in Excel

Thus, you can see how simple it is to insert data into an Excel database.

Step 2: No Row Should Be Left Unfilled

A row cannot be left empty while entering data into a database.


Creating a Database in Excel
  • This database has been broken down clearly. However, a row can contain some empty cells. Assuming this kind of activity is lawful.
  • Per the previous principle, no database will have an empty column.
Creating a Database in Excel

Excel cannot insert a fully blank row or column into the database. This is what happens when it comes across one. Now that this database has been split up for Excel, it has two completely different and unrelated data sets. It won't execute data from you on this disjointed bit of information, no matter what operations you have planned. You can tell from experience that, for instance, something as basic as filtering will not work.

Step 3: Examine Two Essential Terms

The second thing you need to understand is that Records comprise every single row in a database.

  • Each row has a Record. For clarity, we have highlighted a few here.
    Creating a Database in Excel
  • Moreover, each of these columns contains a Field. Field Names are the titles of the individual columns.
  • Therefore, this database's five field names are Student ID, Student Name, State, Age, and Course.

Step 4: Create an Excel table

The steps shown below can be used to make a table.

  • To begin with, select the Table command by clicking on the Insert tab.
    Creating a Database in Excel
  • After that, a window named "Create Table" will show up. Now, just drag the cursor to select the cell range, $B$4:$F$10.
  • Remember to check the box next to the "My table has headers" option.

A table is generated right away. That's all!


Creating a Database in Excel

Additionally, you can filter data through the drop-down arrows at each column's headers.

Step 5: Make Use of Database Tools

Database tools can be quite helpful when analyzing and interpreting your data. It is recommended that you expand your knowledge of the database tools.

Step 6: Make the Database Expand

Once everything is operational, You can add new fields and records (see what we've done there) to the database. It's just as fundamental as Step 1.

Step 7: Complete Database Formatting

The database column formatting is the last and last stage. A database's cells can be formatted using an abundance of tools. You can work using Cell Styles, styles in the Format Into Table drop-down menu, and commands in its Format Cells dialogue box. The Custom Number Format is applicable. We covered every one of these strategies in our earlier lessons.

There you have it, then! Excel was used to develop your database (until you mastered Access or Excel ran out of space and processors).

How to Use Excel to Make a Searchable Database

We occasionally have to sift through a large data source to find the desired data. Because of this, we might require a searchable database to quickly obtain our data. You must do a few easy steps to develop a searchable database.

Steps:

  • First, choose cell F5, then enter the formula there.

The formula is as follows:

=FILTER(C5:C10,ISNUMBER(SEARCH(Database!C5,C5:C10)),"NOT FOUND")

Formula Explanation:

  • SEARCH function → It often looks for a particular value that you specify.
  • ISNUMBER Function → If the SEARCH function yields a number as its output, this logical function returns If not, FALSE will be returned.
  • FILTER Function→ In essence, it essentially applies a filter on the output value based on your specified parameters.
Creating a Database in Excel
  • While using the Fill Handle tool, press ENTER.
  • Your output is then displayed exactly like in the image below.
    Creating a Database in Excel
  • Proceed through the Data tab >> Data tools >> Data Validation after selecting cell C4.
    Creating a Database in Excel
  • The Data Validation dialog box will appear. Choose Settings, List from the Allow section, and type your filtered cell into the Source box. In the Source box, enter the following formula.
=F$5#
  • Navigate towards the Error Alert menu.
    Creating a Database in Excel
  • After entering invalid data, uncheck the "Show error alert" box in the Error Alert.
  • Hit the OK button.
    Creating a Database in Excel
  • Now, at last, you can access a searchable database! The entire employee name "Andy" will appear automatically within the B4 cell if you type "A".
    Creating a Database in Excel

The Best Way to Make an Excel Database That Updates Itself

A database must update automatically with the information we enter. A Pivot Table based on the Source dataset will be made for these. We may instantly update the freshly provided data in the previously made Pivot Table after turning on the Refresh feature. For that, follow the instructions.

Steps:

  • Make sure to pick every piece of information in the cell first. Access the Insert tab, choose PivotTable, then select From Table/Range.
    Creating a Database in Excel

A Pivot Table is going to be created. Then, you may select the columns you want to update from there.

Creating a Database in Excel
  • Ultimately, you can use the Pivot Table to automatically update the data if you change your main worksheet by right-clicking on any cell and choosing the Refresh command.
    Creating a Database in Excel

How to Set Up an Excel Relational Database

Finding relationships between multiple worksheets is the primary function of a relational database. Thanks to relational databases, we can find and retrieve specific information more quickly. It has multiple ways of showing the same data values.

Imagine that we have two databases, designated as Database1 and Database2. Whereas Database2 has Person names along with their Occupation, Database1 has Person names along with their salaries. Currently, we wish to use the Employee field in both databases to build a relational database. To do so, kindly go through the following instructions.

Steps:

  • First, choose Database 2's whole range.
    Creating a Database in Excel
  • Select Insert > PivotTable > From Table/Range after that.
    Creating a Database in Excel
  • Next, open a different worksheet called Database1 and make the table we previously discussed.

Note: Press the CTRL + T keyboard shortcut to create a table.

Creating a Database in Excel
  • You must then choose the field you wish to establish a relationship with from the Pivot Table that appears. For instance, we are choosing the Occupation and Salaries columns using two distinct worksheets.
  • In the Pivot Table Fields dialogue box, select All and click the CREATE option after selecting the data.
  • Eventually, as seen in the image below, the relational database will be constructed.
Creating a Database in Excel





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