How Does Database Software Work?

How Does Database Software Work?

Database Software has three main objectives, it is used to store, organize and to manage information. So how does it do it?

Table of Contents

Database Software utilizes tables, pretty similar to spreadsheets actually, in to store the required information. Each table is organized into rows and columns.

  • Rows are the record with the information needed for a specific thing – names of clients for example.
  • Columns (otherwise known as fields) are for the individual bits of information regarding each client – street name, zip code, state, telephone number etc.

Database Software vs. Spreadsheets

Database Software does have several advantages over spreadsheets, which is why many businesses or organizations¬†simply couldn’t function effectively without them these days.

  • Reports – database software can easily sort and then combine the information in the table and be used to generate reports and searches. You could easily find out, for example, all of your clients who live in a specific state (great for offers in a specific geographical area) or all of those clients who have bought from you within the last 3 months. Just a couple of examples, the more fields you have, the more specific information you can extract.
  • Updating – if you need to update your information the database software will allow you to do it quickly and easily, unlike spreadsheets where each individual record would need to be updated.
  • Linked tables – you can even link 2 or more tables with your database software, so you may have, for example, a separate database for each state, or for each type of product they bought, and then you can easily match the two together.

Types of Database Software

Database Software is basically available in three different types:

  1. Desktop database software is perfect for individuals or small businesses serving data from the desktop of a single computer.
  2. Server database software is used to store the information on a central computer, making the data available for other computers either by a computer network or via the internet. This is popular for larger businesses.
  3. Web enabled database sofware means that the data is stored locally but is made available on websites for internet access. Microsoft Access is an example of this, where you can store data which might not change very often with references, contact information etc.

Database Software really has taken so much “leg work” out of running a business or organization,¬†and can be used for everything from keeping the local library organized to running a multi national corporation. Oh, and of course, desktop ones are great for keeping your Christmas card list up to date.


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