Spreadsheets vs. databases: which should you use?

Databases and spreadsheets are two of the most commonly used tools for managing and organizing data. While both are useful, they have distinct differences that make each more appropriate for certain types of tasks.

When it comes to choosing between databases vs. spreadsheets, it’s important to consider the size and complexity of your data, the number of users who need to access and edit the data, and the specific functionalities you require.

In this post, we’ll tell you more about databases and spreadsheets, including what they are, their advantages and disadvantages, and how to choose the best system for your business.

• What is a database
• What is a spreadsheet
• The differences between databases vs. spreadsheets
• Advantages of using a database over a spreadsheet
• Disadvantages of using databases
• No-code databases
• Advantages of using spreadsheets vs. databases
• Disadvantages of spreadsheets
• Which is better, a spreadsheet or a database?

What is a database?

A database is an organized collection of structured data stored and accessed electronically. It’s usually controlled by a database management system (DBMS) which serves as an interface, allowing users to retrieve, update, and manage how the data is organized and optimized.

Databases can contain various types of data such as text, numbers, images, and multimedia files. They are typically organized into tables, which are composed of rows (called ‘records’) and columns (called ‘fields’). A field represents a particular attribute or characteristic of the data, while each row represents a single instance or record of that data.

If you’re dealing with large or complex datasets, a database may be a better choice than a spreadsheet. A database provides more powerful tools for managing, automating, and analyzing data. It can also be relational, allowing you to create meaningful connections between tables and easily capture the dynamic relationship between them.

Building a database might sound like a complex task, but thanks to open-source, no-code platforms such as Baserow, it’s quick and easy to build custom applications without technical experience. Offering the familiarity of a spreadsheet with the power of a database, Baserow allows users to leverage drag-and-drop, pre-configured blocks to build a robust relational database, with the option to self-host your database or let it live in the cloud.

What is a spreadsheet?

A spreadsheet is a computer program that’s used for organizing, analyzing, and storing data in tabular form. Also known as a ‘worksheet’, a spreadsheet consists of a grid of cells organized into rows and columns, with each cell containing a piece of data or a formula that can perform calculations on the data.

Spreadsheets typically provide basic functionalities, such as sorting and filtering, conditional formatting, charting and graphing, and pivot tables. In addition, some spreadsheet programs include collaboration and sharing tools, automation features, and integrations with other software programs and data sources.

Spreadsheets are useful when working with small to medium-sized datasets that are primarily numeric or text-based. They’re ideal for tasks such as creating budgets, tracking expenses, and performing simple data analysis. They’re also relatively easy to use, requiring little or no programming skills.

If you’re working with a small amount of data and need to perform simple tasks, a spreadsheet may be sufficient. However, if you’re working with large datasets that require complex queries and relationships, or if you need to collaborate with multiple users, a database is likely to be the better option.

The differences between databases vs. spreadsheets

Structure

The fundamental difference between a database and a spreadsheet is its structure. A spreadsheet is a static document that limits the way you can access, organize, and connect your data. Whereas a database is a collaborative workspace where you can capture, organize, and maintain data connected by relationships, formulas, real-time collaboration, and automation.

Unlike spreadsheets, a database can also be built with no-code, letting you easily create and manage a bespoke database solution to meet your organization’s unique needs. No-code platforms like Baserow work via a user-friendly graphical interface that lets you marry components and third-party programming interfaces (APIs) until it works just the way you want it.

Capabilities

Another significant difference between databases vs. spreadsheets is their capabilities. Spreadsheets are designed to handle limited amounts of data primarily for data entry, analysis, and visualization. They are great tools for creating charts and graphs, performing calculations, and sorting and filtering data.

In contrast, databases are designed for managing large amounts of data, including storing, retrieving, and updating that data. They have sophisticated filtering and querying capabilities that allow users to extract and manipulate data in complex ways. Databases can also enforce data integrity and ensure that data is stored in a consistent and standardized format.

Intended Use

Spreadsheets are typically used for small to medium-sized datasets, such as personal finances, project management, and simple inventory management. They are often used by individuals or small teams and are relatively easy to use and set up.

Databases, on the other hand, are used for larger datasets that require more sophisticated management, analysis, and security. They are commonly used by businesses, government agencies, and other organizations with strict data governance rules.

Advantages of using a database over a spreadsheet

So, what are the main advantages of using databases vs. spreadsheets? There are several reasons why a database might be better than a spreadsheet in certain circumstances. Here are some of the key advantages:

A database serves as a central resource

A database can be seamlessly integrated with all of your existing software, bringing all of your data together and keeping everything in sync across your organization. Users can share data quickly, securely, and effectively across teams and departments, all in one central platform that improves performance and efficiency.

Data volume and scalability

Databases are designed to handle large amounts of data, and they can scale up to accommodate growing datasets without slowing down or becoming unwieldy. In contrast, spreadsheets can become slow and difficult to manage when they contain large amounts of data. Nobody wants to scroll through thousands of lines on a spreadsheet!

Data security

Databases offer more robust security features than spreadsheets, including user authentication, data encryption, and audit logs that track all user activity on a specific system. They also offer tools like role-based access controls for assigning permissions to users based on their role within an organization. This is especially important for sensitive or confidential data.

Consistency and integrity of data

Another big advantage of databases vs. spreadsheets is the consistency and integrity of data. Databases can enforce data integrity, ensuring that data is stored in a consistent and standardized format. This can help minimize inconsistencies and prevent errors that can arise when multiple users are working with the same data in a spreadsheet.

Collaboration

Databases provide a wide variety of collaboration features that allow multiple users to access, share, and work on a database simultaneously, with features like comments, revision history, and each user’s changes automatically saved and synchronized in real-time. This is much more difficult to achieve with spreadsheets, which typically aren’t designed for collaboration.

Filtering, querying, and reporting

Databases have powerful filtering, querying, and reporting capabilities, allowing users to extract and manipulate data in complex ways. Whereas spreadsheets can become cumbersome when working with large datasets. If you need to extract data quickly using specific parameters, then a database is a better option.

Data backup and recovery

Databases have built-in backup and recovery features, allowing users to restore data to a previous state in case of data loss or corruption. On the other hand, spreadsheets typically require users to manually save multiple copies of the data.

No-code trends

With a no-code relational database like Baserow, you can organize and automate your data in a structured way while enjoying the familiarity of a spreadsheet interface. No-code, open-source databases are a big trend to look out for as more and more organizations make the switch. You can even leverage artificial intelligence, for instance, you can integrate OpenAI with Baserow.

Disadvantages of using databases

While databases offer many advantages over spreadsheets, there are also some potential disadvantages to consider. Here are some of the disadvantages:

Complexity

Traditional databases are more complex than spreadsheets and can require specialized knowledge to set up and manage. If you only have a small amount of static data, spreadsheets might provide a simpler solution.

Cost

Databases can be more expensive than spreadsheets, especially for enterprise-level solutions that require dedicated hardware, software, and IT support. Smaller-scale databases may be more affordable but still require some investment in terms of time and resources.

Learning curve

Because databases are more complex than spreadsheets, there can be a learning curve involved in using them effectively. This can require training or the hiring of specialized staff to manage your database.

Enter no-code databases!

If you’re thinking about moving from a spreadsheet to a database, all of the disadvantages listed above can be overcome by using a no-code database!

Tell me more about no-code databases

A no-code database is a type of database that can be created and managed without requiring any programming skills. It’s designed to be easy to use for individuals or organizations who may not have the expertise or resources to build a traditional database from scratch.

These systems provide users with a variety of tools for organizing and optimizing data resources for flexible and efficient data management. You can easily import all of your existing data and can create tables, fields, and key relationships using simple drag-and-drop tools.

Since non-technical teams can create databases quickly with no-code, businesses can digitize their workflows, create time-saving automation, and access real-time data across departments in a fraction of the time it would take using traditional development methods.

Whether you’re using a ready-made app templates or building database applications from scratch, it’s easy to customize them using a variety of flexible no-code tools and features. This lowers the barriers to app creation so that anyone who can work with a spreadsheet can also create a database.

Still not sure about whether to use a database over a spreadsheet? Let’s look in more detail at the advantages and disadvantages of using spreadsheets.

The advantages of using spreadsheets vs. databases

While databases offer many advantages over spreadsheets for managing large and complex datasets, there are still some instances where spreadsheets may be the better choice. Here’s a look at some of the main advantages of using spreadsheets vs. databases:

Spreadsheets are familiar

Spreadsheets are a widely used tool and are familiar to many users. This can make them a better choice for individuals or small teams who are not comfortable with database software or who prefer a simpler approach to data management.

See all your data at once

Spreadsheets typically display all of your data at once, so when you open a spreadsheet, you get a clear overview of your information with one glance or scroll. You can also view multiple sheets side by side, as well as hide or unhide columns or sheets.

Accessibility

Spreadsheets are widely available and can be opened and edited using a variety of software programs, including Microsoft Excel, Google Sheets, and Apple Numbers. Many of them work with or without an Internet connection, making them a good choice for those who may not have access to specialized database software.

Spreadsheet-database hybrids

If you want the familiarity of a spreadsheet combined with the capabilities of a database, then a spreadsheet-database hybrid, like our offering at Baserow, might be better for your needs. If you know how a spreadsheet works, you will know how Baserow works.

Disadvantages of spreadsheets

Here are some potential disadvantages of spreadsheets to consider:

Limited scalability

Spreadsheets can become slow and difficult to manage as the amount of data grows. This makes them a poor choice for large-scale data management projects or for datasets that are expected to grow over time.

Errors and inconsistencies

Spreadsheets do not offer the same level of data integrity as databases. Because data is often entered manually, errors and inconsistencies can arise, which can be difficult to detect and correct. With multiple users, it’s hard to track and control who edits a spreadsheet, so you can end up with multiple versions of a single spreadsheet.

Spreadsheets are not secure

Spreadsheets do not offer the same level of security as databases. Because data is often stored on individual computers, it can be more vulnerable to loss, theft, or unauthorized access. In addition, spreadsheets typically lack advanced tools such as role-based access control, or audit logs. This can lead to issues with data governance and compliance.

Lack of advanced tools

Typically, spreadsheets are not designed for complex querying and reporting tasks, collaboration, or integration with business systems. While they can provide basic tools and features, they are often less flexible and powerful than database tools.

Databases vs. spreadsheets: Which is better?

Whether a database or a spreadsheet is better depends on your specific needs and requirements. Spreadsheets are a great option for smaller datasets, offering an easy way to store and manipulate data. If you’re looking for a more robust way to work with relational data, you’ll want to opt for a database.

Before deciding between databases vs. spreadsheets, it might be helpful to ask yourself the following:

1. What is the size and complexity of your data?

If you’re dealing with smaller amounts of simple numeric data, spreadsheets should be sufficient. Meanwhile, databases can handle large volumes of complex data in a wide range of file types and sizes.

2. Who needs to access and edit your data?

Spreadsheets are not true databases and don’t provide all the tools you need to manage updates, workflows, or permissions effectively. Whereas databases promote cross-functional collaboration and data sharing, allowing multiple users to modify data from one central hub, without the hassle of reconciling different files and repositories.

3. How sensitive is your data?

Storing sensitive data in on-premise spreadsheets puts you at risk. Many databases provide enterprise-grade security, regulated audits, established compliance, and native backup-and-restore procedures to protect against data breaches and unexpected security issues.

4. What are your long-term goals?

When deciding between databases vs. spreadsheets, think about your overall goals. Are you a small business looking for a simple solution? Then opt for a spreadsheet. Or do you have a lot of data that you want to link together and gain insights from? Then you’ll need a relational database. Are you looking to scale your data system? What is your budget? The answers to these questions will help you make your decision.

5. Do you want a bespoke solution?

Spreadsheets can be customized to a limited degree, whereas databases can be tailored to your exact needs. With a no-code solution like Baserow, you can create your own online database, easily integrate it with other software, and create custom plugins. Plus, you can host it on your own server, with no vendor lock-in.

Ready to switch from a spreadsheet to a database?

Now that you know more about the difference between databases and spreadsheets, it’s time to choose the best solution for your business.

Because Baserow is a database that offers the familiarity of a spreadsheet, it’s a great choice for those who want to use a database instead of Excel or other spreadsheet software. With Baserow, the transition is seamless and the learning curve is low, making it a great option for anyone who needs a database that’s as easy as a spreadsheet.

Make the switch today by learning about how to transform any spreadsheet into a database. You can create your own solution from scratch, or get started with one of our pre-built templates. Whether you’re a small business, or a big organization seeking enterprise-grade features, we offer pricing plans for everyone.

Ready to get started? Then get in touch with Baserow today!

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