Moving from Spreadsheets to Databases

Word processing and spreadsheet applications were the engines that drove the early personal computer market. In the early PC days, WordPerfect and Lotus 1-2-3 dominated the productivity software business. Today, almost everyone with a PC uses Microsoft Word and Excel on a daily basis. It's probably a safe bet that there's more data stored in Excel spreadsheets than in all the world's databases. It's an equally good wager that most new Access users have at least intermediate-level spreadsheet skills, and many qualify as Excel power users.

Excel's Data menu offers basic database features, such as sorting, filtering, validation, and data-entry forms. You can quickly import and export data in a variety of formats, including those of database management applications, such as Access. Excel's limitations become apparent as your needs for entering, manipulating, and reporting data grow beyond the spreadsheet's basic row-column metaphor. Spreadsheets basically are list managers; it's easy to generate a simple name and address list with Excel. If your needs expand to contact management and integrating the contact data with other information generated by your organization, a spreadsheet isn't the optimal approach.

The first problem arises when your contacts list needs additional rows for multiple persons from a single company. You must copy or retype all the company information, which generates redundant data. If the company moves, you must search and replace every entry for your contacts at the firm with the new address. If you want to record a history of dealings with a particular individual, you add pairs of date and text columns for each important contact with the person. Eventually, you find yourself spending more time navigating rows and columns than using the data they contain.

Contact lists are only one example of problems that arise when attempting to make spreadsheets do the work of databases. Recording medical or biological research data, managing consulting time and billings, organizing concert tours, booking artist engagements, and a myriad of other complex processes are far better suited to database than spreadsheet applications.

Moving to a relational database management system (RDBMS), such as Access, solves duplicate data and navigation problems, and greatly simplifies updating existing information. After you understand the basic rules of relational database design, Access makes creating highly efficient databases quick and easy. Access 2003 has a collection of wizards to lead you step-by-step through each process involved in developing and using a production-grade database application. Unfortunately, there's no "Relational Wizard" to design the database for you.

Tip

If your goal is learning relational database fundamentals, start with Access 2003. Access is by far the first choice of universities, colleges, trade schools, and computer-training firms for courses ranging from introductory data management to advanced client/server database programming. The reason for Access's popularity as a training platform is its unique combination of initial ease of use and support for advanced database application development techniques.




Special Edition Using Microsoft Office Access 2003
Special Edition Using Microsoft Office Access 2003
ISBN: 0789729520
EAN: 2147483647
Year: 2005
Pages: 417

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