- When to replace Excel with a no-code database
- Still wondering if a database is better than Excel?
- Benefits of using a database like Baserow instead of Excel
- Spreadsheet versus database FAQs
- How to move from Excel to Baserow
Moving from Microsoft Excel to a database is a wise decision if you have complex data management needs or if your data has outgrown the capabilities of Excel. A database is specifically designed to handle large amounts of structured data and provides more powerful tools for storing, managing, and analyzing that data.
An open-source, no-code database platform like Baserow offers many advantages over traditional spreadsheet software like Microsoft Excel. You should consider switching if you’re dealing with large datasets and you need to compile a single source of truth, rather than having data scattered across endless spreadsheets. Baserow’s versatile and robust functionality supersedes that of Microsoft Excel, enabling even the most sophisticated use cases.
It’s important to evaluate your needs and requirements before deciding to move from Excel to a database. Spreadsheets can be useful for small business accounting needs, but limitations like duplicate data, slow loading speeds, no audit trails, and a lack of security control make them unsuitable for more complex use cases.
Not sure whether to use Excel or a database? In this article, we’ll cover the top reasons why you might need to replace Microsoft Excel with a no-code database like Baserow.
When to replace Excel with a no-code relational database
1. When you have lots of data
Excel is a popular tool for managing and analyzing data, but there are some limitations to using it when you have lots of data. For one, Excel has limited rows and columns in a single worksheet, which means it can only handle limited amounts of data. It can also become slow when processing large amounts of data, especially when performing complex calculations or data analysis.
What’s more, it’s difficult to manage lots of data in Excel, so you might find yourself scrolling through hundreds of thousands of rows and columns. With any data set—large or small—there can be data integrity and accuracy issues. You might find yourself experiencing data redundancy, which causes confusion and waste of resources.
Excel’s built-in visualization tools are not sufficient for visualizing large datasets. And its collaboration features are limited, so it can be difficult to share data, track changes, and maintain consistency.
Baserow has a user-friendly interface that makes it easy to manage and analyze data with a range of advanced tools and features for organizing, viewing, automating, customizing, and reporting on data. It’s designed to ensure the integrity and accuracy of your data, and it provides great security features that enable administrators to control user access and ensure that sensitive data is protected from unauthorized access.
In contrast to Excel, Baserow is built on a scalable architecture that can easily handle any amount of data. With Baserow, you can store, manage, and analyze even the largest datasets, and can be scaled up as your data volumes grow. Optimized for speed and performance at scale, you can quickly query and extract exactly what you need from a Baserow database, making it easy to generate insights from large datasets.
Self-host Baserow to get unlimited rows, storage, and row history!
2. When you need role-based access control and granular permissions to manage data access
Role-based access control (RBAC) is a mechanism that allows granular control over system access. It involves setting permissions and privileges to enable access to authorized users. This protects sensitive data and ensures that only authorized users can access information and perform the actions they need to do their jobs.
Microsoft Excel does not have native support for role-based access control permissions. You can restrict access to certain features or areas of an Excel spreadsheet—such as protecting entire sheets or single cells—but no native functionality exists that allows you to define user roles that give you granular administration over permissions. You can use third-party add-ons to provide role-based access control and other security features, but they come at a cost.
If you need advanced role-based access control features, such as those found in enterprise-level databases, you may want to consider using a dedicated relational database application like Baserow. Baserow’s open-source online database platform provides an array of security features to protect user data, including granular access control features that allow database administrators to control which users or groups can access or modify specific tables, fields, and databases.
With Baserow, role-based access control can be assigned to members or teams at the group, database, and table levels. Baserow also provides other security features such as robust user authentication, SSL encryption, password authentication, and regular backups of user data to prevent data loss in the event of a system failure.
3. When you need an audit trail
Excel provides some limited audit trail functionality that can help track changes made to a spreadsheet. Excel has a feature called “Track Changes,” that allows users to see a record of the changes made to the spreadsheet. To use it, you need to enable it, then any changes will be tracked and displayed in a separate pane.
The Track Changes feature can be useful for small-scale audits or collaborations, but it has some serious limitations. For example, it doesn’t track changes to individual cells or formulas, and it can’t be used to detect unauthorized changes.
Plus, once changes are accepted, it’s not possible to see what those changes were—there’s no permanent record of what was changed and where.
If you need more robust audit trail capabilities, you may need to use a database instead of Excel. Baserow’s audit log provides audit trails that track all user or team actions in your database, including logins, edits, and deletions. Users can track changes to individual records, fields or tables, and get detailed information about who made the changes and when. This helps administrators monitor changes and investigate any suspicious activity.
It’s also useful when you need to revert changes before or after a particular date.
4. When you want collaboration features
Excel does have a few collaboration features such as co-authoring, adding comments to cells, sharing via email, tracking changes, and versioning, which allows users to restore previous versions of a workbook if needed. However, Excel’s lack of advanced collaboration features is one of its biggest shortcomings. Excel worksheets are often saved locally or sent via email, making it impossible for teams to see and amend the same document at the same time.
If you’ve experienced a lot of limitations when trying to collaborate in Excel, then it’s probably time to use a database instead of a spreadsheet program. In contrast to Excel, Baserow provides a wide variety of collaboration features that allow users to invite collaborators to a group, work on a database simultaneously, share the database with others, and keep track of changes made by other users.
Baserow’s real-time collaboration features allow multiple users to work on a database simultaneously, with each user’s changes automatically saved and synchronized in real-time, so that everyone can see the latest version of the database. Baserow also allows users to share a database with others via email or by generating a link. You can specify who can view or edit the database, and you can revoke access at any time.
In addition, users can receive notifications when changes are made, helping everyone stay up-to-date. Users can also add comments to specific records or fields, and add attachments such as images, documents, or other files. You can even mention collaborators within rows so that everyone’s on the same page, and with maximum context.
Along with access control and audit trails, Baserow’s collaboration features make it easy for teams to work together on a database, regardless of their location or device.
Learn more about Baserow’s collaboration features here.
5. When you want to integrate your data with other tools through robust APIs
While Excel can integrate data with other tools through APIs, it requires additional tools and custom code to integrate with APIs. If you want to integrate your data with your favorite work tools and build more powerful applications, then you should move from Excel to an open-source database like Baserow.
Baserow is API-first, which means it can be integrated with every tool you need to build complex applications, automate processes, and drive productivity. Baserow integrates with popular tools like Zapier, n8n, Make, and Pipedrive, so you can easily automate workflows and share data across multiple systems.
Baserow is divided into two components: the backend and the web frontend, which talk to each other via a REST API. It’s easy to get started with connecting Baserow with other software using Baserow’s extensive database API documentation. You’ll also find plenty of help and support with tutorials and technical guides.
And if at any point you need more help, the Baserow community will be glad to jump in and help.
6. When you want to easily create relationships between datasets in different teams
Excel allows you to create relationships between datasets using its Power Pivot feature. When you import related tables from a relational database, Excel can often create those relationships within a data model. But for all other cases, you will need to explicitly create relationships manually. What’s more, Excel can only create the relationship if one column contains unique values.
While Excel has some features for creating basic relationships between two tables, it’s not designed for creating complex ones. For that, you will need a relational database like Baserow.
As the name suggests, a relational database lets you easily create relations between data types, like team members, projects, and clients. You don’t need to be an expert to build a relational database. With Baserow, it’s easy to build your own database without any technical experience, and then establish rules and relationships within your database.
Table relationships let you make logical connections between pairs of tables, allowing you to draw data from multiple tables simultaneously. This helps make your tables more efficient and minimizes redundant data.
You can easily establish connections between tables using the "Link to table” field in Baserow. By linking rows in these tables, you can capture the dynamic relationship between them. It’s also easy to unlink a linked row, enlarge a linked row and change an existing field into a link to table field.
Creating these relationships between tables allows you to lookup and extract data from tables in a useful manner. It also allows you to build complex formulas that would otherwise not be possible without linking the data and creating relationships.
See how easily Baserow creates relationships here.
7. When you want to connect your data to a frontend application
To connect Excel data to a frontend, you have several options depending on your requirements and the technology you’re using for your frontend. However, if you have large amounts of data in Excel sheets, or if you need real-time access to the data, you might be better off using a database instead of Excel.
In contrast to Excel, Baserow’s no-code core makes it easy to connect your data to a frontend application. By creating a frontend for Baserow, you can turn your data into a user-friendly interface, catering to the specific needs of your users and making it easier for them to navigate. What’s more, you can control who has access to it, and you can leverage access accordingly, by creating user-specific dashboards and more.
Baserow’s simple and intuitive interface enables you to quickly build a customized database that can be used to power visualizations, build automations, and set up integrations for even the most complex use cases.
Baserow’s API-first platform makes it easy to connect to frontend apps. Once you’ve connected, you can use simple drag-and-drop tools to build customized user interface components that display your data or create forms that allow users to add or edit data, all without any coding skills.
A good example use case can be seen in no-code visual management systems for manufacturing. Baserow’s no-code databases can be easily integrated with digital wall boards that feed real-time data into dashboards. Teams can track all tasks and processes in real-time and easily convert paper checklists or Excel spreadsheets into smart inspection forms using the drag-and-drop features of Baserow’s no-code database to customize templates.
Baserow’s native Application Builder lets you create applications from your database without writing a single line of code. Try it today!
8. When you want the power and benefits of open source
Excel falls short in a rapidly evolving digital environment where collaboration, scalability, and customization are paramount. Open source solutions like Baserow address these challenges head-on, offering many advantages over closed-source platforms like Excel.
Firstly, open-source platforms offer unparalleled flexibility and control. The ability to inspect, modify, and enhance the software according to specific needs allows you to tailor the tool precisely to your workflow needs. This level of customization is simply unattainable with closed-source software like Excel, where users must adapt their processes to the software’s existing functionalities.
The ability to access and modify the source code ensures that you aren’t just adapting to changes but are prepared for future growth and long-term business continuity without being locked in to a proprietary platform. By avoiding vendor lock-in, you retain full control over your data and software infrastructure, so your operations aren’t disrupted by changes in the software.
In addition, the collaborative and community-driven aspect of open-source offers many advantages. Baserow’s users benefit from a vibrant community of developers who continuously contribute to the platform’s improvement. This collective knowledge leads to more rapid innovation, enhanced features, and robust security updates.
9. When you want full control over your data
Opting for a self-hosted solution like Baserow over traditional spreadsheet tools like Excel offers many benefits, particularly for organizations looking for more control over their data.
Self-hosting with Baserow means you retain full control over your data which is crucial if you’re handling sensitive data or are subject to strict data protection and compliance regulations. By hosting Baserow on your own servers, you ensure that your data is stored in a secure environment, mitigating risks associated with data breaches and unauthorized access that can occur with cloud-based solutions.
Organizations operating in highly regulated industries such as finance, healthcare, or education can benefit significantly from self-hosted solutions. This setup enables them to comply more easily with industry-specific regulations, as they have complete oversight of how and where their data is stored and processed. And Baserow is GDPR, SOC 2, and HIPAA compliant.
What’s more, self-hosting with Baserow means you can scale your database solutions according to your terms. As your data and user base grow, you can manage your infrastructure to support this expansion without the limitations or additional costs associated with cloud-based services.
10. When you want a spreadsheet-database hybrid
Baserow combines the best of databases and spreadsheets, offering a more flexible approach to managing data. This means users can enjoy the familiarity of spreadsheets with the power of a database, making it easier to manage large datasets, set up relationships between data, and maintain data integrity.
Unlike Excel, which primarily functions as a spreadsheet tool with limited database capabilities, Baserow is designed from the ground up to offer the best of both worlds. This means users can make the most of advanced features such as real-time collaboration, extensive customization, built-in automations, pre-built templates, multiple views, and advanced filtering and sorting—all tasks that can be tricky in Excel.
Learn about Grid View (Baserow’s spreadsheet-like view) and all other available views here.
11. When you want to turn your databases into web applications
With Excel, your ability to create interactive, web-based applications directly from your data is limited. You can certainly use Excel to manage data, perform calculations, and even build complex models, but turning that data into a web application requires external tools and a significant amount of additional work.
Baserow’s new Application Builder is an exciting product that turns Baserow into a powerful platform for creating web applications. This means you can now use the data you’ve stored in Database Builder to build various types of applications, like customer portals, internal tools, booking systems, and much more. Essentially, it bridges the gap between your data and how it’s presented and interacted with on the web.
With Application Builder, you can manage and organize your data, and directly create a visual, interactive frontend for your data right within Baserow. This means less hassle with APIs and a more straightforward way to turn your databases into full-fledged web applications.
Spreadsheet vs. database FAQs
What is the difference between a spreadsheet and a database?
A database is a tool designed for the efficient management, storage, and querying of large and complex datasets. It offers features like advanced data manipulation, reporting capabilities, and real-time collaboration. Databases provide a structured environment that facilitates data integrity and relational data management, making them ideal for managing data with complex relationships and ensuring consistency.
Spreadsheets, on the other hand, are designed for performing calculations, visual data presentation, and analyzing smaller datasets. They are more accessible for quick data entry and basic data organization but lack the robustness for complex data management. They also lack relations, which is one of the most important—if not the most important—differences between spreadsheets and databases.
When should I use a database instead of a spreadsheet like Excel?
You should opt for a database if you’re managing large volumes of data, especially if your project involves complex data relationships that spreadsheets can’t handle efficiently. Databases are a better choice than spreadsheets if you need multiple users to access and work on the data simultaneously, require stringent data integrity, or your data management needs evolve over time. They are better suited for projects that need detailed data analysis, high security, and the flexibility to manage different kinds of data.
Can Excel be used as a database?
Excel can perform some basic database functionalities, such as sorting, filtering, and performing simple queries. However, it falls short of providing the comprehensive features offered by a dedicated database like Baserow. Features such as real-time collaboration, extensive customization, advanced integrations, and being open-source with self-hosting options are beyond Excel’s scope. Plus, Excel does not support relational data models as effectively as a true database, limiting its utility for complex data management tasks.
Simply put: Excel should not be used as a database.
What are the advantages of databases over spreadsheets?
Databases offer numerous benefits over spreadsheets. They allow for the dynamic and structured organization of data, significantly reducing errors and data inconsistencies. Unlike traditional spreadsheets, databases support real-time collaboration, enabling teams to work simultaneously on the same dataset. They also offer extensive customization options, accommodate complex data relationships, and often come equipped with powerful integration capabilities, making it easier to connect with other tools and services.
What makes a database different from a spreadsheet for data analysis?
Databases outperform spreadsheets for data analysis due to their robust functionality. Unlike the static nature of Excel spreadsheets, databases like Baserow support customizable views like Grid, Gallery, Kanban, and Calendar, making data visualization and analysis more intuitive and flexible.
Additionally, Baserow’s ability to create relational data models means users can create intricate relationships between data points. The platform also offers real-time collaboration making it easier for teams to analyze data, and advanced data manipulation with filtering, sorting, and formulas directly within the database. It offers API access for integrations with other tools, while its open-source nature allows for extensive customization to meet specific analysis needs.
Is Excel considered a relational database?
No, Excel is a spreadsheet and does not meet the criteria of a relational database. It can perform some database-like functions but lacks the structural organization, relational integrity, and robust data manipulation capabilities of a genuine relational database management system.
How do I decide between using a spreadsheet or a database for my project?
The choice depends on the scale and complexity of your data management needs. Use a spreadsheet for projects involving smaller datasets and simple calculations. Choose a database for projects that involve large amounts of data, require collaboration among multiple users, need to maintain complex data relationships, or necessitate strong data integrity and security. Databases offer scalability and flexibility for more sophisticated data management and analysis, which spreadsheets cannot provide.
What is the best open-source alternative for Excel?
Baserow is the best open source alternative for Excel, offering unparalleled advantages in terms of customization, scalability, and freedom from vendor lock-in. Baserow’s open source core means you can access the source code and tailor the platform to your specific needs, all without the constraints of proprietary software. You keep complete control over your data, tools, and workflow, safeguarding business continuity by eliminating dependency on external providers. What’s more, Baserow is supported by an active community of developers who contribute to its continuous improvement and support, enriching the platform with a wealth of knowledge and innovation.
You can start building on Baserow for free.
What are the advantages of self-hosted databases over Excel?
Self-hosted database solutions like Baserow provide significant advantages over spreadsheet tools like Excel, especially when it comes to data governance and security. With self-hosting, organizations can house their critical and sensitive data on in-house servers, thereby retaining complete control over access, security protocols, and compliance with strict regulatory standards, including GDPR, SOC 2, and HIPAA. This self-contained approach not only ensures heightened security but also provides tailored compliance solutions, making it especially beneficial for industries with strict privacy and data handling requirements.
Still wondering if a database is better than Excel?
Spreadsheets are a great way to collect, save and run calculations on data, but when it comes down to it, relational databases are much more powerful than spreadsheets. If you’re working with large datasets or you have more complex data needs, you should use a database instead of a spreadsheet.
Where Excel would get bogged down with large amounts of data, databases make it so much easier to store unlimited amounts of data, manage it, and search and retrieve it whenever you need. There was a time when databases were used only by those with coding skills. But with user-friendly no-code tools like Baserow, you don’t need any coding skills to create a database and use it efficiently.
Benefits of using a database like Baserow instead of Excel
1. Powerful collaboration capabilities
Baserow is a collaborative database and application platform that brings information and people together. Easily invite others and collaborate in real-time, drop comments and mentions within rows, and share your data in the view of your choice by creating a public link.
2. Efficient data management
Organize and maintain your data for all of your projects. Visualize and customize your data using various views including Grid, Gallery, Kanban, Calendar, Form, Survey, and more. Easily create relationships between tables and include formulas for greater productivity.
3. Pre-built templates
Build your own template or take inspiration from Baserow’s library of 60+ pre-built templates. From project management to CRMs, product roadmaps, and more, Baserow’s ready for any use case you can imagine. Drag and drop files to tables, use one of the many rich field types, make fast calculations, and more.
4. A familiar spreadsheet-like interface
Baserow combines the familiarity of a spreadsheet with the power of a database, making it the perfect tool for those transitioning from Excel to a database. The learning curve is low and the flexibility is high. Anyone can create, manage, and share a database with no technical knowledge required.
5. Automation and integrations
Baserow is API-first, making it easy to connect with other software and automate your workflows for greater efficiency. Make complex and time-consuming tasks simple and fast, saving time and costs while freeing up your teams to spend time on what matters most.
6. Lightning fast
Work with 100,000+ rows per table without any problems. Baserow’s architecture is built for speed, stability, and scalability, even working with huge volumes of data. Connect all your data across your organization into one database for all workflows, keeping everything in sync and getting the job done with greater speed and security.
7. Competitive pricing
Baserow offers a range of hosted and self-hosted pricing plans, including a generous free plan. The Premium plan is priced at $10 per user/month, and the Advanced plan is priced at $20 per user/month. Or check out the Enterprise plan for larger teams. Baserow’s open-source core means you can run Baserow independently on your own server with no vendor lock-in!
How to move from Excel to Baserow
If you’ve decided to move from Excel to a database, and you want an open source, no-code platform, then Baserow is the best choice. Get started with exporting your spreadsheet data and importing it into Baserow using our handy guide.
Other useful resources
