How Excel acts as a Data Base?

A data base is a collection of organized information in the form of rows and columns. The data is stored in a table format when you want to have a database, you need to have column headings and required data in it, at least one row.

In data base terminology, a collection of fields (columns) is called a record or row and collection of records is known as a data base file.

We have different data bases such as

1. Student information data base.
2. Employee information data base.
3. Library information data base
4. Inventory information data base and
5. Hospital management data base

In excel application, each column represents as a field and each row is known as record, other than the column heading. You can enter data into the excel cells by selecting the cell against the column.

It means through data form you can manage your data base.

Data form:- 

It is a feature through which you can manage data in excel management. It means you can add a record, modify the record, find any record and even delete the record.

To create data form in excel we simply create two rows in the spread sheet. The first two contains column headings, and the second row is the first record of the data base. The data can be stored against the fields and the cells can also have calculation. According to the cell references. Thus the data form enable the data to automatically apply the calculations to all the sub-sequent records.

Steps to create the data form:-

i) Highlight the two rows and that contains the column heading s and the first row as well

ii) Select form option from the data menu (data ®form)

iii) A data form will be display by excel application automatically by converting the first row of the table as a data entry screen

iv) It shows your currently on which record number out of the total number of the records

v) You can navigate up and down in the data base by using the scroll bars

vi) You can have different options in the data form that you want

For example you have a student data base with the fees serial number, name of the student, subject marks in different subjects, total marks and average etc. then the data form sheet looks like as below.

a) Click add button to add new records into the data base

b) Click delete option in the data form to delete unnecessary record

c) For changing the record contents find out that record with find previous and find next buttons and make the changes. Find previous button allows you the to go the previous record and find next button takes you to the next record.

d) The criteria option helps to locate a particular designed record based on the condition.

e) The close button closes the data form window and take back to the excel sheet

Note that in the data form, some of the fields automatically calculate the values such as the total and average. It means when you fill up the data in different subject marks and thus total and average automatically calculated as per the formula given therefore excel act as a data base to maintain the data.