What is the difference between spreadsheet software and database software

Since the data in different database tables are linked, there is little or no duplication of source data. Frequently data in spreadsheets are copied multiple times and the same data are maintained in separate spreadsheet files, creating a nightmare to ensure accurate data when a change is required.

A database can also eliminate the problems of having numerous spreadsheets containing similar data and maintaining many copies of spreadsheets for version control.

Preventing and efficiently identifying data errors in spreadsheets is challenging. It is also much easier to accidentally overwrite or delete data in a spreadsheet than in a database. The larger and more complex the spreadsheet, the greater the possibility that the data can accidentally be modified and links broken.

Unlike spreadsheets, modern relational databases are designed for multiple users. Databases are ideal for sharing and collaboration of information. Since multiple people can access and update the database concurrently, a database is more efficient and the potential for errors is reduced. Databases provide centralized data storage and offer better security. User permissions can be assigned to view data, edit data, and restrict access to privileged information.

A spreadsheet is not a database. Understanding these differences between spreadsheets and databases allows sound decision making to manage and process data. Our site uses cookies so that we can remember you and understand how you use our site as well as to measure the effectiveness of campaigns and analyze traffic. This includes cookies from third party social media websites to ensure that we share content that is relevant to you. If you do not agree with our use of cookies, please change your current settings.

Databases versus Spreadsheets. What is a database and how is it different from a spreadsheet? Why a database rather than a spreadsheet? Data Purpose What kind of data is being collected?

Data Volume How much data is being collected? Editing Is information subject to changes? Data Accessibility and Speed Although data in spreadsheets can be sorted and filtered, a database has broad querying functionality that can retrieve all records matching select criteria, cross-reference records in multiple tables, and perform complex aggregate calculations across multiple tables.

Data Integrity Data integrity is a key difference between databases and spreadsheets. A spreadsheet app or program is a software that allows you to manipulate the data in a spreadsheet. The most famous spreadsheet apps today are Microsoft Excel and Google Sheets.

Here is what their competition looks like in Google Trends. This polarization between the two apps caused numerous confusions about spreadsheet terminology. For example, a spreadsheet in Google Sheets is a Google Sheets doc; a spreadsheet in Excel is a workbook.

A spreadsheet may contain multiple sheets Google Sheets or worksheets Excel , which some users also call tabs. Spreadsheets have a wide range of uses: from basic mathematical calculations to complex business analysis.

Here is a list of the most common use cases:. Google Sheets and MS Excel are not the only spreadsheet apps on the market. Here some other options that you may consider:. In total, an Excel Worksheet can have 17,,, cells considering other limits. If you think that these figures are Brobdingnagian : , then you can probably make do with spreadsheets for your activities.

However, more data requires a more performant storage, which a database truly is. A database is a computer system that stores data arranged in tables with rows and columns, as well as documents or files. However, in some databases, rows can be named records, and columns can be named fields.

Here is how the data in a database may look on the example of Google BigQuery:. The software to create a database and manipulate data in it is called a database management system DBMS.

It is an interface that allows users to query data, manage tables, and perform other data manipulations within the database. These terms go hand in hand. So, quite frequently a database means a DBMS and vice versa.

For example, to set up MySQL, one of the most popular open-source databases, you need to download and install the MySQL software, which will let you configure the database server.

A database is designed to store vast volumes of configured data. This is why large companies, organizations, municipal departments and other entities opt for databases. So, the volume of data is the major criterion. Others can include the following needs:. A database is composed of files, which store the data. So, there is no limit on the number of tables, but databases may have a limit on the number of files that represent tables.

A database can grow as large as the available memory that stores it. In terms of performance of a database, you should take into account a number of criteria, such as memory usage, CPU usage, disk space, server resource limits, type of hosting, etc. You can classify databases by data model, number of users, types of access path, database distribution, and other criteria.

Generally, data is important for small to large scale organizations. Senior managers and business analysts use data to make business decisions. Spreadsheet and database are two methods to store data. Overall, a database is capable of storing a large amount of data than a spreadsheet.

What is a Spreadsheet -Definition, Functionality 2. What is a Database — Definition, Functionality 3. Difference Between Spreadsheet and Database -Comparison of key differences. Spreadsheet is a computer application. It allows organizing, analyzing and storing data in a table form. However, databases are usually made up of a server and a database management system DBMS that allows users to access the data.

Usually, software programmers or web developers write, develop, and manage databases. For this reason, using database technology is a lot more technical and complex. It often requires a separate team or department to manage this separately.

When it comes to how you want to analyze and store your data, databases and spreadsheets are very different. We generally use spreadsheets for smaller sets of data, of which you can analyze the data and sort list items. The types of data storage which you would use spreadsheets for include inventory, statistical data modeling, and computing data. Databases are better for storing large amounts of raw data over a long period of time. They are particularly useful if you have multiple users accessing the data at one time, as well as having constant data updates.

Databases are powerful enough to maintain data integrity whilst carrying out simultaneous data inputs and updates.

Although both databases and spreadsheets offer a variety of processing functions, databases offer a lot more complex functions that only more advanced users can carry out. Spreadsheets are great for users with less technical experience, as most of the processing functions are automated. There is a long list of formulas you can input for specific results.

Databases offer a wider range of data manipulation, however, this is only possible through programming or SQL code.