Spreadsheets vs. Databases: Which Should You Use?

Managing information is at the heart of every business, whether you’re a startup building customer lists or an enterprise consolidating reports across teams. Both spreadsheets and databases are popular tools that help you store, organize, and analyze information. But they serve different purposes, and choosing the wrong one can slow down your workflows, limit collaboration, or even compromise data integrity.

When it comes to deciding between databases vs. spreadsheets, the right choice depends on the size of your data sets, how many people need access, and the types of tasks you want to accomplish. Let’s break down how each works, their advantages and disadvantages, and when it makes sense to switch.

What is a database?

A database is a structured system that stores data and organizes data for easy access and analysis. It’s usually managed by a database management system (DBMS), which provides the tools to create tables, run queries, and enforce standards that ensure data integrity. In a database, data is stored in structured tables with defined fields, making it easier to ensure consistency, accuracy, and integrity over time.

Most databases are built around rows and columns, but unlike a simple worksheet, they can contain multiple tables connected by relationships. This makes it easier to manipulate data across different contexts—for example, linking customer orders to support tickets or inventory records.

Databases can handle a wide range of types of data: numeric data, text, images, or even multimedia files. They’re designed to process large amount of information, supporting multiple users simultaneously without losing speed or accuracy. In short, a database offers the power, scale, and governance that serious data management requires.

What is a spreadsheet?

A spreadsheet is a computer program that allows you to create grids of rows and columns where each cell holds data or formulas. Tools like Microsoft Excel, Google Sheets, or Apple Numbers are common examples. Spreadsheets store data in individual cells arranged in rows and columns, which makes them useful for quick calculations and simple analysis.

Spreadsheets are great for smaller data sets and tasks like budgets, schedules, or quick calculations. They’re intuitive for working with numeric data and make it easy to visualize results with charts or pivot tables. Because they’re lightweight and familiar, individuals and small teams often rely on them to get started.

However, when multiple users try to edit files, or when volumes of data grow beyond thousands of lines, spreadsheets quickly show their limits.

What is a no-code database?

A no-code database is a modern approach to building and managing databases without needing to write structured query language or other programming code. Instead of relying on technical expertise, it uses a visual interface where you can create tables, link records, and design workflows through drag-and-drop tools.

Just like traditional databases, a no-code database ensures data integrity, supports multiple users, and can handle large data sets. The difference is accessibility: anyone who understands how spreadsheets store data can move into a database environment without a steep learning curve.

Platforms such as Baserow make this possible. With features like spreadsheet-style views, real-time collaboration, and the ability to connect multiple tables, Baserow allows teams to scale beyond spreadsheets while keeping things familiar. This makes no-code databases especially useful for startups, growing businesses, and non-technical teams that need secure, reliable data storage without the overhead of traditional database management systems.

Key differences at a glance

• Structure and relationships

Spreadsheets are flat files, meaning each sheet is independent. Databases, by contrast, support multiple tables with defined relationships, giving you flexibility to connect information across projects.

• Scale and performance

Spreadsheets slow down once you load a large amount of data. Databases can handle far larger data sets with no problem, whether that’s millions of customer records or years of transaction history.

• Collaboration and governance

Databases are built for multiple users, with permissions, audit logs, and role-based access. Spreadsheets often lack these controls, making them harder to secure in shared environments. Unlike file-based spreadsheets, databases are designed for multi user access, with permissions and audit logs to manage collaboration securely.

• Reporting

A database offers advanced querying and the ability to manipulate data across multiple tables. Spreadsheets focus more on calculations and charts within a single sheet.

• Storage and backup

Spreadsheets live as files—sometimes duplicated across devices. Databases centralize data storage, improving reliability and reducing errors from version drift.

If you want a tool that blends spreadsheet familiarity with database power, Baserow is one option. It offers a sheet-like interface to work with, while running on a robust relational backend. You can even interact with your data through a “sheet view,” as discussed in this Baserow community thread.

Advantages of using a database

• A central, reliable source of truth

Instead of scattered spreadsheets on local drives, a database serves as a single hub. Teams can connect their apps, sync data, and avoid duplicate entries. This centralization improves collaboration and overall data management.

• Built for growth

Databases can handle large amount of records without slowing down. Whether you’re storing years of financial transactions or integrating customer and sales systems, they’re designed for high-performance data storage and retrieval.

• Stronger security and compliance

With user authentication, encryption, and role-based controls, databases protect sensitive information better than spreadsheets. The system ensures data integrity and creates audit trails—essential for organizations with strict governance needs.

• Powerful analysis

Databases excel at querying across multiple tables, generating reports, and giving users the ability to manipulate data with precision. Instead of copy-pasting or duplicating sheets, you can create views and dashboards. Most relational databases use structured query language (SQL), giving teams precise control to filter, join, and analyze information across multiple tables.

• No-code acceleration with Baserow

While traditional databases might feel complex, modern no-code platforms simplify setup. Baserow, for example, provides spreadsheet-like usability with the advantages of a relational system. You can import an existing sheet, start linking tables, and customize your workflows—all without writing code

The no-code databases

If you’re thinking about moving from a spreadsheet to a database, many of the disadvantages of traditional systems—complex setup, steep learning curves, or high costs—can be overcome by using a no-code database.

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

These platforms give you tools to organize and optimize data for efficient management. You can import existing spreadsheets, create tables, fields, and relationships, all through drag-and-drop interfaces.

Because non-technical teams can create databases quickly with no-code, businesses can digitize workflows, set up time-saving automations, and access real-time data across departments far faster than with traditional methods.

Whether you start with a ready-made template or build from scratch, no-code tools make it easy to customize your database to fit your needs. The barrier to entry is low: if you’re comfortable working with a spreadsheet, you already have the skills to create a no-code database. Platforms like Baserow combine the familiarity of a spreadsheet view with the power of a relational database, helping teams scale without technical bottlenecks.

Real-world use case: from spreadsheet to Baserow

One Baserow community member shared how their team managed customer feedback in spreadsheets across multiple departments. Over time, the files became unmanageable: duplicate rows, inconsistent data, and difficulty tracking changes across multiple users.

By migrating to Baserow, they created multiple tables—customers, feedback entries, and product updates—linked together. Now they can filter and manipulate data in real time, assign permissions by role, and integrate feedback directly into their project management flow. The result: fewer errors, faster reporting, and better collaboration.

You can read more conversations and ideas from the Baserow community.

How to choose

Ask yourself these questions before deciding:

• How complex are your data sets? Small, simple numeric data is fine in a spreadsheet. Complex or relational data requires a database.
• How many people need access? Multiple users editing files is risky; databases are built for collaboration.
• How sensitive is the information? For secure data storage, a database offers stronger protections.
• What are your long-term goals? If you expect volumes of data to grow, start with a database.
• Do you need customization? Databases can be tailored, while spreadsheets remain limited.

Frequently Asked Questions

• What is the difference between a database and a spreadsheet?

A database stores data in structured tables and ensures data integrity, while a spreadsheet is a flat file for calculations and basic analysis.

• Is Excel a spreadsheet or database?

Excel is a spreadsheet, not a database. It lacks features like multiple tables, user permissions, and relational queries.

• Why shouldn’t you use Excel as a database?

Excel is great for analysis but not designed for large data sets, multiple users, or secure data management.

• What is an example of a database?

Customer relationship management (CRM) systems are databases that link multiple tables of customer, sales, and support data.

• How to create a database in Baserow?

Import your spreadsheet, create linked tables, and use the no-code interface to build workflows. See the Baserow overview for details.

Conclusion

Both spreadsheets and databases have their place. Spreadsheets are perfect for quick, small projects, while databases shine when you need collaboration, automation, and scale.

If you want the simplicity of a spreadsheet with the power of a relational system, Baserow is a natural choice. It combines familiar rows and columns with the ability to build workflows, link tables, and manage data securely.

Ready to make the switch? Sign up for Baserow today and start transforming the way you manage your data.