What is the difference between a database and a spreadsheet?
A database is a program that organizes data into fields and records. A spreadsheet is a program that stores data in a grid of rows and columns allowing for calculations and the generation of graphs.
Why use a database instead of a spreadsheet?
| Advantages | Disadvantages | |
| Spreadsheet | * Analyze data and sort list items * Used for ‘crunching’ numbers * Storage of single list items Spreadsheet Programs: * Means for keeping inventory, statistical data modeling, and computing data * Graphing functions that allow for quick reporting and analysis of data | * Poor data integrity * Inability to efficiently run data quality checks * Lack of detailed sorting and querying abilities * User simultaneous data sharing violations * Restrict to a finite number of records * Require a large amount of hard-drive space for data storage |
| Database | * Store large amounts of raw data * Multi-user, share database use at the same time * Data integrity * Data consistency, provide a stable structure, controlling access permissions and user restrictions * Data quality checks * Ease of reporting and sharing data * Resource efficiency, loads only the data being worked with into the RAM | * Requires user to learn a new system * Greater investment in training and software * Initial time and cost of migrating all of the data into a new database system |
For optimal effectiveness, spreadsheets and databases should be used in conjunction with one another. The database should be used to store and protect all of the data. This includes when the data is initially entered, checked for errors, and verified. Since almost all databases easily import and export data to and from spreadsheet programs, the data can then be shared with a spreadsheet program to analyze the data, run calculations, and create tables and graphs.
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