Setting up and using a database is not for the faint of heart. If you don’t have a fairly good understanding of spreadsheets and how they work,it is probably best to use Microsoft Outlook or ACT! for contacts,or have someone custom program a database for you. There are large numbers of preprogrammed databases out there – in fact,most people that work on computers today use a database programmed specially for their business. Whether it is the cash register at McDonalds or the Account Manager at the bank checking your records,all of that information is delivered to the computer screen by some sort of database program. Even the PAF genealogy program is simply a database dedicated to a specific use.
In essence,databases are a more user-friendly way of adding and looking up information on a single account or person,instead of having to look through a large spreadsheet to find the info and then having to move across several screens to find the most recent payment or what their phone number is. Where a spreadsheet excels (pun intended) is looking up and totaling or comparing data from a number of different customers. Databases are designed to zero in on one entity and give you all the info on one or two screens dedicated to that one account. Entering information is easy and it can do the math for you just like a spreadsheet does. You can even view the stored information in a spreadsheet format.
The only drawback is that you must learn how to program a database so it has the information you need and not a lot of boxes that will remain blank or contain worthless data. It is actually not hard to do,but you need to take time to read up on it or get someone to help you that is knowledgeable in this area. I know of one person who,with very little experience,was able to set up a custom database for his video rental store that tracked the customers,what they rented,when it was due and even when he should send them a card good for a free rental on their birthday.
Microsoft Access is the most common program of this type,but several other companies have database programs and many are either free or a lot less expensive than Access. I personally like playing with the Open Office Database (available free as part of their suite of programs at www.openoffice.org) Documentation is not as extensive for this program as it is for the more expensive versions,but if you have a little background or a good book (like Databases for Dummies) you can begin with something basic and then add more information,formulas and things like pictures to your database as you get more experience. Just remember,especially when programming,save your work often and review what you have done when your return after some time away. That will help you to avoid duplicating fields and confusing yourself and others using the program later.
As always,keep backups of anything important. Stay safe and happy computing.
Shaun McCausland has been in the computer industry for 27 years (locally with Musicomp &Bits ‘N’ Bytes) and currently does in-home and on-site computer consultation,service,training and repair. If you have questions,you can reach him at 668-7118.
