Are you and your organization ready to become more organized, more productive, and better able to share information?
You probably have information scattered about, in spreadsheets, in documents, or on paper. A database helps you bring all this information together so you (and your team) can become more organized and productive.
For some, databases may seem intimidating. But inexpensive, easy-to-use database software does exist! Databases can be as simple as the other programs you use on your computer every day such as word processors and spreadsheets.
Think of a database as a big stack of cards with several bits of information on each card. All sorts of information can be put on those cards — text, numbers, dates, images, and Web links. The cards are then organized into lists (or “tables” in database terms). You can store lists of customers, projects you are working on, and items or images you want to organize.
Why would you want to put information into a database instead of, say, a spreadsheet or a document? Databases are far better at finding information. You can ask a database a question such as “how many people have agreed to come to my event” or "which customer purchased which product” and get an immediate answer.
Databases organize your information in lists (like spreadsheets) but, unlike spreadsheets, you can view your information as forms. A form can look like a paper form or can be designed as an online form. Forms provide a great way to get at the details. View all your projects in a list, and with a click see the details on a particular project in a form view. Forms also help with data entry.
Databases ensure your information is accurate. Attractive pop-up lists, auto-complete fields, and other features make data entry fast and consistent.
You are, no doubt, familiar with applications that have database-like functions, such as address book, calendar, photo management programs, and so on. While extremely useful, these programs perform a limited number of functions and hold a limited amount of information. In contrast, databases can hold whatever information you need and you can view your data any way you like.
Create a database to connect your information together. You might have a list of customers, and a list of items you have sold. By connecting (or “relating”) these lists you will see all the items a particular customer purchased. Then link database records with files, photos, movies, and even Web pages to organize everything in a single database. Try doing that with a spreadsheet!
Databases do more than hold data. They help you solve problems, answer questions, and make decisions. You can create formulas and calculations to help you analyze information, then whip together quick reports to help you share your insights.
Flexible printing is another strength of databases. Mailing labels, reports, invoices, badges for events and paper entry forms all are made easier with databases like FileMaker Pro and Bento .
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