Around two billion people use Google Sheets for many tasks related to work and daily routine. You can use the service to track your budget, analyze reports, compile charts and so on. Another popular use for Google Sheets is creating databases or for use as part of a corporate CRM. The tool is easy to handle, and you can integrate form responses or interlink different spreadsheets for more convenient data management.

However, not everyone knows how to use this Google service to the max. Let’s discover the perks and issues Google Sheets has as a database. In this post, we'll cover the essential points you need to know about the tool and how to use it to its fullest. Plus, we'll show you how to integrate Google Sheets into your workspace and enhance efficiency. Keep reading to find more insights below!

The Differences Between a Google Spreadsheet and a Database

If you're unsure what differentiates a spreadsheet from a database, it's okay. They both serve the same function and help you keep track of all the necessary data you need for work and daily matters. However, there are several points you need to know before picking one or the other for work operations. Let's have a look at some of them.

Operational complexity

It's no secret that databases have a wide variety of features you can use to process information. They offer more advanced filters and tools and provide more opportunities to work with particular data blocks within one system. Google spreadsheets also have plenty of valuable features, but they're mostly related to data formatting and arranging, limiting you in a number of aspects.

Data storage

One of the main differences between a database and a Google spreadsheet is how these systems store information. You store data in cells while working with a spreadsheet, and you can do various manipulations with that cell independently.

At the same time, a database is more relational than Google Sheets and causes connections between the units. The data there comes from external files and tables, meaning every change in a single unit will also change data elsewhere if they're linked to each other.

Use purposes

The purpose of using a Google spreadsheet is usually more dry and straightforward. They're perfect for keeping track of numbers, sales reports or clients, especially if you're a small business or a startup. Middle-sized companies can also begin with Google spreadsheets to quickly add all the necessary information into a single location and share it between multiple coworkers.

Here's a quick recap to give you a better perspective of these two options. Google Sheets is:

Useful for simple data manipulations (keeping track of clients, CRM, financial reports, etc.)

Simple to use and modify

Limited in format support

Not necessarily useful for linking data blocks between each other

At the same time, databases:

Work best for complex data operations

Require more technical skills to work with

Enable working with multimedia like videos, images, etc.

Are sensitive to any changes or errors within a given data block

However, if you need to use the data for multiple purposes and process vast piles of information at once, using a database is what you need. This is an efficient solution for large businesses with numerous branches and international departments.

If you still can't decide whether to use a spreadsheet or a database, define the following points:

What kind of data do you have — if you only have text and numbers, a spreadsheet is enough. Not all spreadsheets support other types of documents, images or videos, so if you need these, using a database would be preferable in this case;

How essential the data integrity is — spreadsheets give you the freedom to type whatever you want in a cell. However, it doesn't protect you from making a crucial mistake. At the same time, databases offer built-in data validation to minimize the chances of making an error;

How you would use this data — using a spreadsheet will help if you need to use formulas and track limited amounts of data that don't grow significantly over time. Databases will be a better option if you're working with huge piles of data that you need to properly format, enable multiple views or isolate particular data subsets;

Whether you need complex search tools and capabilities — spreadsheets offer filters and essential search tools so you can quickly find the necessary cell or row. However, if you need to retrieve particular records using special parameters, a database is what you need.

Source: https://nimbusweb.me/blog/google-sheets-as-a-free-database/