Explain how spreadsheet software can be used to create databases.

Question

What will be an ideal response?

Answer 1

You can use most spreadsheet software to create and maintain files of information. However, you cannot use it to join files or tables together and create a relational database.

Spreadsheet software typically has special data-handling features that allow you to manipulate the rows and columns of a worksheet as if they were records and fields in a database. You can sort your data, search for data that meets specific criteria, and create reports. As a rule of thumb, spreadsheet software can handle any data that you could put on a set of cards in a card file.

When working with Microsoft Excel, use the Sort button located on the DATA tab to arrange the data in a worksheet according to the contents of any field. A household inventory could be arranged by room, for example, or by category. You could also arrange the data by purchase date.

A process called filtering(also called extracting) is useful for creating reports that show only selected data. For example, suppose that a faulty power line damaged all of your appliances and electronic equipment. If you want your household inventory worksheet to display only records for damaged devices, you can use "electronics" and "appliances" as the filter criteria. You could then print the filtered version of the worksheet to produce a hard-copy list for your insurance company.