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Comparing Spreadsheets and Databases
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In many respects, a worksheet, consisting of a series of rows and columns, is very much like a table in a relational database. This similarity can make a worksheet a powerful tool for manipulating database information.
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Fundamental Database Concepts
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A relational database consists of a series of tables. Each table roughly corresponds to a single worksheet. A table is structured as a series of rows and columns of data, as shown in Figure 22-1.
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Microsoft Office Excel 2003 Programming Inside Out
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Figure 22-1.
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A database table is constructed as a series of rows and columns.
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A database table doesn t rely on row numbers, like a worksheet. Also, columns don t have arbitrary column names such as A, B, or C. Instead, tables rely on set theory, which means that you deal with groups of rows, not the individual columns. A set of rows extracted from one or more tables can be thought of as a virtual table or a view. The tables used to create a view are known as base tables. A view can be created from one or more base tables or other views in the database. Views are important because many operations in a relational database create or return virtual tables. Unlike worksheets, whose cells can store any type of data, relational databases require that each column must have a single data type. Typically, this data type can be a binary number, a string of characters, a Boolean value, a date/time value, or an unformatted binary value. In addition to having a data type associated with each column, a column in a particular row may contain a Null value. Null means that a value has not been assigned to the column. Notice that an empty string isn t the same thing as a Null value; an empty string is a string that con tains zero characters, whereas Null simply means that the column doesn t have a value. Note It s possible to create tables where Null values are not acceptable for a particular column or columns. See your database documentation for more information about how Null values are handled. Because of the rigid structure imposed on tables, data is typically separated into multiple tables, with each table containing information about a single entity. Thus, you might have one table containing information about customers, another containing information about products, and a third table containing information about the orders the customers place. Fortunately, you can manipulate this complex arrangement of data using a language called the Structured Query Language (SQL). SQL statements make it possible to retrieve and update information stored in tables.
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22
Excel and the Structured Query Language Note Depending on whom you talk to, you ll hear the acronym SQL pronounced either as the word sequel or as a series of letters (S-Q-L). Both pronunciations are correct, but the first came about because the Structured Query Language used to be known as the Structured English Query Language.
Inside Out
Database Design and Administration Designing and using databases can be a complex task. Most organizations have one or more individuals that are responsible for the database system. This is especially true if you are using a high-performance database such as Microsoft SQL Server, Oracle, or DB2. If you are not sure how these databases work in your organization, look for the individual called the database administrator. The database administrator should be able to answer many questions that apply to your specific environment. In situations where you are dealing with simple database systems such as Access, you might not have a database administrator. In these cases, you might want to talk to the person who wrote the programs for the database. This individual should be able to provide you information, such as connection strings, that you need to open the database from Excel. If you want to design your own database, keep in mind the following: KISS (Keep It Simple Stupid) and SMILE (Simple Makes It Lots Easier). If you have only a few hundred pieces of data, consider keeping all the data in a set of Excel worksheets. You might find it easier to maintain than building a real database. If you really believe that you need a database, take some time and read some books that provide a good introduction to databases such as Microsoft Office Access Inside Out by John L. Viescas (Microsoft Press, 2003). Just keep in mind that it s very easy to design a database that s so complex to use that it really doesn t address your original needs.
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