Is your spreadsheet showing its age? putting on weight? wearing your computer down?
Most spreadsheets start as simple rows and columns of numbers that are totalled. As the spreadsheet ages it receives more data and/or is modified to satisfy multiple requirements, perhaps even the requirements of multiple people. Eventually the spreadsheet becomes a monster that no one quite understands. Even worse, it becomes an inefficient tool to accomplish the purpose for which it was designed.
You should consider converting your applications from spreadsheets to Microsoft Access or SQL Server when your spreadsheets reach this stage. The following are normally some of the benefits of using a database program such rather than a spreadsheet.
- A database program is designed for cranking through a large number of records (i.e. rows). You can literally have millions of rows in a database table.
- Database programs do a better job of data entry validation. Remember the old saying: "Garbage In = Garbage Out".
- Database programs are multi-user; there can be many concurrent users manipulating the data in a database.
- Database programs include more security features than spreadsheets. You can assign rights to various portions of the program. For example, a payroll clerk would be allowed to view payroll data, but not to make any salary changes.
- Database programs have more flexible report writing capabilities.
With a database program and Office automation you can have the best of both worlds. A database to crunch the numbers followed by an automatic export to Excel for customized report formatting, charts, and pivot tables.
Subscribe