Excel spreadsheets are a fundamental tool for many businesses, helping them keep track of important information such as customer details, product inventories, and sales data, without the need for any programming skills. Typically, managing and analyzing this data is the job of a few skilled individuals. However, as a business grows, the need for more people to access and understand this data increases. This is similar to how database applications work, but making the switch can be challenging, especially for smaller businesses that may not have IT experts.
For instance, imagine a small online store that uses Excel to manage its inventory and orders. As the store grows, the limitations of Excel become clear – it's hard to keep inventory updated and share information among team members. SpreadsheetWeb can convert the store's spreadsheet into a web application, enabling real-time updates and chosen levels of access for all employees, no matter where they are. This improves efficiency and customer service.
Another example could be an organization that tracks donations, grants, and volunteer information in Excel. As the organization expands, managing this data becomes more complex. SpreadsheetWEB can turn these spreadsheets into a searchable database, simplifying operations and enabling better management of donor relations and volunteer activities.
Preparing Your Database in Excel Spreadsheet
Turning an Excel spreadsheet into a searchable web application with SpreadsheetWeb is a process that starts with careful preparation of your spreadsheet. This step is crucial and goes beyond just putting your data in order. It's about planning the structure of your data and understanding how it will work once it's part of a web application.
SpreadsheetWeb takes your Excel files and turns them into applications on its own platform, known as the SpreadsheetWeb Hub. A key part of making this transformation successful is the use of named ranges in your Excel file. Named ranges are specific areas in your spreadsheet that you've given a name to, making it easier for SpreadsheetWeb to recognize and use this data in the web application.
To establish a named range, proceed to the Formulas tab, followed by selecting the "Define Name" option located within the "Name Manager" section.
However, when your data is organized into tables within Excel, there's no need to manually create these named ranges using Excel's "Define Names" feature. This is because tables automatically treat column names as named ranges, simplifying the process for you. So, when you set up your data as tables, you're already a step ahead in preparing your spreadsheet for conversion into a web application.
Structuring Database in your Excel Spreadsheet
When transforming Excel spreadsheets into a searchable web database using SpreadsheetWeb, it's essential to structure your data effectively. Begin by ensuring each column in your data has a clear and descriptive header. These headers act as labels for the data fields in your application, simplifying navigation and search for users. Besides aiding user understanding, clear headers are crucial for accurately mapping data from Excel to the web application, ensuring data is correctly displayed and interacted with, as we mentioned earlier.
For enhanced organization and functionality, convert your data range into an Excel Table using the "Format as Table" option. Excel Tables automatically expand to include new entries, maintain data integrity, and simplify data range references in formulas. They also enable structured references, making formulas more readable and easier to manage.
In your Excel Table, including columns with formulas for calculating values based on other columns' data can significantly enrich your database. These calculated columns can provide valuable insights through metrics, summaries, or conditional indicators, improving your web application's analytical power.
Incorporating Formulas for Search and Analysis
To maintain a clear and focused main data sheet in your Excel file, it's a good practice to have a dedicated worksheet for formulas that perform data filtering and aggregation based on user inputs. This setup not only organizes your Excel file more effectively but also keeps complex formulas separate from your main data, avoiding clutter.
For example, you could create a dropdown menu on this separate worksheet, allowing users to choose a customer from a list. Based on this choice, formulas on this sheet would then filter and show information related to the selected customer. This strategy separates the interactive components of your Excel application from the static data, simplifying file management and updates.
By keeping these elements separate, you can more easily update and adjust the application's logic and features without accidentally changing any of the original data. This approach also improves your Excel file's performance because the heavy lifting of calculations is done away from the main data, reducing the computational strain when adding or updating information.
Converting the Excel File to a Searchable Database Application with SpreadsheetWeb
Turning your Excel file into a searchable web database with SpreadsheetWeb involves a few straightforward steps. First, you'll need to upload your prepared Excel file to the SpreadsheetWeb platform. This platform analyzes your file's structure, formulas, and data, converting it into an online application. This ensures that the logic and calculations in your Excel file are preserved and function correctly in the online environment.
Depending on your needs, the application can be made publicly available or restricted for internal use. For example, a product catalog could be open to everyone, while an inventory database might require a login to keep the data secure. This setup allows you to manage who can see and use your data.
In most cases, users will view the data in your application without being able to change it, which helps maintain the accuracy of your information. However, you can allow certain internal users to update the Excel file directly. These updates will automatically appear in the web application, ensuring the information stays up-to-date and reliable.
Simplifying Data Management
SpreadsheetWeb makes it easier to handle data by letting some internal users update the Excel file it uses. This method avoids the complexity of using advanced database systems or changing data directly on the web. People who know how to use Excel can keep using their skills to look after the database, making moving to an online app easier without adding extra tech challenges.
Having different roles for users, where most can only view data and a few can update it, keeps the data safe and available. This setup allows many people to search and look at the data, while a small group of internal users keeps it up to date. This way, the database is easy to use and manage, combining broad access with controlled updating.
Leveraging SpreadsheetWeb Templates for a Quick and Efficient Build
Using SpreadsheetWeb templates is a fast and efficient way to create a searchable database application online. These templates are perfect for businesses wanting to quickly set up a web application without building it from the ground up.
Templates come with an empty data table and ready-to-use formulas for searching and filtering. They're versatile enough to support various data management needs, such as customer databases or inventory systems. The built-in features of these templates greatly cut down on the time and effort needed to get your application running.
To get started, simply fill the provided blank data table with your data. Then, decide which columns in your data table will be used for the search and filter functions within your application.
For instance, SpreadsheetWeb's Single Field and Multi Field Search templates makes this process even smoother. Available on the templates page in the SpreadsheetWeb Hub, you can download one of the template's Excel file, swap out the sample data with your own, re-upload it to the Hub, and publish it. In no more than five minutes, you'll have your own Search Database application ready. This application can be integrated into your website, among other possibilities, thanks to various collaboration features provided.
Watch the video to learn how to add Multi Field Search Template to your applications list.
First, go to the Templates page and add the template to your applications list, and download the source file. Replace the data table with your own data, re-upload it and publish your application.
These templates can get many businesses, especially those with straightforward data setups, up and running in a very short time. While they offer a quick solution for numerous applications, some data structures might be more complex and need extra customization. This could involve intricate data relationships, calculations, or advanced filtering not covered by the template. In such cases, you can add your Excel formulas to the template to handle specific data requirements, ensuring the application works as needed. However, keep in mind that these customizations might take a bit more time than the initial quick setup.
