Database in Excel

Last Updated :

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Blog Author :

Twinkle Sethi

Edited by :

Ashish Kumar Srivastav

Reviewed by :

Dheeraj Vaidya, CFA, FRM

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Creating an Excel Database

Having the data in Excel will make life easier for you because Excel is a powerful tool where we can play with the data. If you maintain the data in other sources, you may not correctly get all the formulas, dates, and time format. I hope you have experienced this in your daily work. Having the data in the right database platform is very important. Having the data in Excel has its pros and cons. However, if you are a regular user of Excel, it is much easier to work with Excel. This article will show you how to create a database in Excel.

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Database in Excel

How to Create a Database in Excel?

We do not see any of the schools are colleges teaching us to Excel as the software in our academics. Whatever business models, we learn a theory until joining the corporate company.

The biggest problem with this theoretical knowledge is it does not support real-time life examples. But, nothing to worry about; we will guide you through the process of creating a database in Excel.

We need to design the Excel worksheet carefully to have accurate data in the database format.

Follow the below steps to create a database in Excel.

  1. We must first ensure all the required columns and name each heading properly.


    create excel database 1.1

  2. Once the headers of the data table are clear, we can easily start entering the data just below the respective column headings.


    create excel database 1.2

    In database terminology, rows are called Records, and columns are called Fields.

  3. We cannot leave a single row empty when entering the data. For example, we have entered the headings in the first row, and if we start entering the data from the third row by leaving the 2nd row empty, we are gone.


    create excel database 1.3

    Not only the first or second row, but we also cannot leave any row empty after entering certain data into the database field.

  4. As we said, each column is called Fields in the database. Similarly, we cannot have an empty field between the data.


    We need to enter the fields one after the other. Having a gap of even one column or field is strictly prohibited.

    create excel database 1.4

    I am so stressed about not having an empty record or field because when the data needs to be exported to other software or the web, as soon as the software sees the blank record or field, it assumes that it is the end of the data. Therefore, it may not consider the full data.

  5. We must fill in all the data carefully.


    create excel database 1.2
    In the above image, I have data all the way from row 1 to row 5001.

  6. The final thing we need to do is convert this data to an excel table. By selecting the data, press Ctrl + T.


    Ctrl + T Shortcut

  7. Here, we need to make sure the My table has a header checkbox is ticked and the range is selected properly.


    create table

  8. Then, we must click on OK to complete the table creation. As a result, we may have a table like this now.


    table creation

  9. We must now give a proper name to the table under the table Design tab.


    design tab

  10. Since we have created a table, automatically, it would expand whenever we enter the data after the last column.


    We have the database ready now. Follow the pros and cons below to have a good hand on your database.

Things to Remember While Creating a Database in Excel

  • We can upload the file to MS Access to have a secure database and back up a platform.
  • Since we have all the data in Excel, it is very easy for your calculations and statistics.
  • Excel is the best tool for database analysis.
  • Easy to read and not complicated because of clear fields and records.
  • We can filter out the records by using auto filters.
  • If possible, sort the data according to date-wise.
  • As the data keeps growing, Excel will slow down considerably.
  • We cannot share more than 34 MB files with others in an email.
  • We can Apply the Pivot table and give a detailed analysis of the database.
  • We can download the workbook and use it for your practice purpose.