How to Use Excel As a Database

How to Set Up an Excel Spreadsheet as a Database
1. Identify the data you want to include in the database. Before you can set up a spreadsheet as a database, you need to know what information you will be tracking.
2. Use Row 1 as headings for each item that you plan to track. For example, if you plan to use Excel as a database for contact information, you would include name, address, phone number and other headings across Row 1.
3. Format Row 1. Change the formatting of Row 1 to separate the headings from the data in your database. To do this, click the number one next to Row 1, which highlights the entire row. Add your formatting, such as bold, center and a gray background.
4. Freeze the heading row. Use the freeze pane feature so that your headings will always appear at the top of the database.
In Excel 2007, click on the number two next to Row 2 to highlight the first row under the headings. Click the View tab. Click Freeze Panes and then Freeze Top Row.
In Excel 2003, click on the number two next to Row 2 to highlight the first row under the headings. From the menu bar, click Window>Freeze Panes.
5. Type in the data. Use one row for each database entry, keying in the information to match the heading information.
6. Sort the data in the database. After you enter the information into the database, you can view the data in a variety of ways. See the next section for instructions on how to sort the data in an Excel database.
How to Sort the Data in Excel 2007
7. Decide how you want to sort the information. For example, you might want the data listed alphabetically by last name, or you might want to sort the data by zip code.
8. Highlight the data in the database. Click on the upper left cell that is left of A and above 1. This highlights the entire spreadsheet.
9. Open the Sort window. Click the Data tab. Then, click the Sort button in the Sort Filter section. This opens the Sort window.
10. Select the data you want to filter. Under Column, select the data you want to sort beside Sort By. If you want to include a secondary sort (such as first name in case you have more than one person with the same last name), then select the heading for a secondary sort next to 'Then by.'
11. Choose sort order. The default (A to Z) is to sort alphabetically or lowest to highest number. To do the opposite, select Z to A under Order.
12. Click OK. The data in the database sorts in the way you instructed.
How to Sort the Data in Excel 2003
13. Decide how you want to sort the information. For example, you might want the data listed alphabetically by last name, or you might want to sort the data by zip code.
14. Highlight the data in the database. Click on the number 2 next to Row 2 to highlight the entire row. While pressing the Shift key, click on the number next to the last row with data to highlight all data without including the heading.
15. Open the Sort window. From the menu bar, click Data>Sort.
16. Select the data you want to filter. Under Sort By, select the data want to sort. If you want to include a secondary sort (such as first name in case you have more than one person with the same last name), then select the heading under 'Then by' for a secondary sort.
17. Choose sort order. The default (Ascending) is to sort alphabetically or lowest to highest number. To do the opposite, click the radio button to select Descending.
18. Click OK. The data in the database sorts in the way you instructed.