If you’re running a small to medium-sized business (SMB) and looking for a simple, cost-effective way to manage your data, you might be surprised to learn that Google Sheets can be more than just a basic spreadsheet tool.

Google Sheets is a user-friendly and secure platform for managing and tracking client data, internal tools, and other essential information. If you don’t have dedicated development teams or budgets for complex database solutions, it's a practical and affordable solution for easy collaboration and data management.

Whether you need to create a database to keep track of client information or manage internal processes, I’ll show you how to turn your Google Sheets into a database. In a few steps, you can use this spreadsheet application to create a database that can handle complex database tasks–making it much easier to manage your data.

In this blog, I’ll cover how to set up and organize your data, set up features for database management, and automate tasks with zero coding. By the end, you’ll know how to make the most of using Google Sheets as a database.

TL;DR: Using Google Sheets as a database

1. Google Sheets can be used as a relational database to handle complex database tasks.
2. To create a database in Google Sheets, set up your spreadsheet, validate data, use formulas and functions, sort and filter data, aggregate and analyze data and automate with Google Sheets API.
3. For efficient data management, use features like data validation, protection, formulas, pivot tables, and Google Sheets API.
4. Enhance your Google Sheets database with tools like Google Forms, Google Apps Script, third-party integrations, and no-code platforms like Softr.

What is a Google Sheets database?

Google Sheets is a well-known spreadsheet application that helps you organize, calculate, and visualize data.

A Google Sheets database is essentially a way of using Google Sheets to store and manage data in a structured format. This means you can create tables to store information, use query functions to analyze and manipulate data, and even set up relationships between different sets of data.

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Unlike traditional spreadsheets which are often used for simple tasks, when using Google Sheets as a database, you can handle more complex database management.

How to create a database in Google Sheets in 6 steps

Creating a relational database in Google Sheets is easier than you might think. By following these steps, you can create a database for managing and analyzing your data.

Step 1: Set up your spreadsheet and add data

Start by organizing your data into a table format with rows and columns. Create columns representing a different type of information (e.g., names, dates, amounts). Each row should be a new entry.

For example, if you handle customer orders and have different teams responsible for various aspects such as order fulfillment, inventory management, and customer support, you’ll want to add relevant columns like Order ID, Customer Name, Product, and Order Date.

To manage a more complex database, set up relationships between different tables. In this example, you would create one sheet for customer details and another for orders. Use unique identifiers, like Customer IDs, to link data between sheets and build your relational database.

Step 2: Set up data validation and protection

Data validation rules help ensure the accuracy of your data by controlling what data can be entered into each cell.

For example, some cells can be configured to accept only dates, numbers within a specific range, or selections from a predefined drop-down list.

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That way, you can guarantee that data entry is accurate and consistent.

Protect cells

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You can protect entire sheets or specific cell ranges to prevent unauthorized access to sensitive data. Users can set permissions to control who can make changes and lock formulas in cells to prevent a user from accidentally editing or deleting.

Related resource: How to give edit access in Google Sheets

Permissions control

If you have teams with multiple users editing and updating data, you can set access control, editing permissions, and notification alerts to stay informed about status changes.

For more customizable user access and permissions, you can integrate Google Sheets with Softr, a no-code platform.

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Say your company manages multiple clients, each with its own set of data, reports, and project updates. You can use Softr to create a personalized client portal for each client, based on the information in your Google Sheets database.

By using Softr’s advanced permissions control, you ensure that each client has access only to their specific data and reports while keeping sensitive information from other clients secure.

Step 3: Set up formulas and functions

Google Sheets provides a wide range of formulas and functions for analyzing data. Here are a few of the most common ones.

Statistical operations

Functions like SUM, AVERAGE, MIN, and MAX perform basic statistical operations.

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The SUM function adds up the numbers in a specified range of cells, while AVERAGE calculates the mean value. MIN and MAX functions find the smallest and largest values in a range.

Looking up data

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Use these functions to automate the task of finding a specific value within a large database.

VLOOKUP searches for data vertically in a table's first column:

1. Returns a value from the same row in a specified column.
2. Useful for finding information like product prices in a database.

HLOOKUP searches for data horizontally in a table's first row:

1. Returns a value from the same column in a specified row.
2. Useful for data organized in rows rather than columns.

The QUERY function allows you to perform SQL-like queries:

1. Query the data to filter and retrieve specific data subsets.
2. Useful for extracting specific details from large amounts of information, complex calculations, and getting data ready for visualizations.

Related article: Softr integrates with SQL Databases

Concatenate data

The CONCATENATE function, or the '&' operator, is used in Google Sheets to combine text from different cells, like =CONCATENATE(A1, " ", B1) or =A1 & " " & B1. It's handy for merging data, creating labels, or formatting text from multiple cells into a single readable format.

Pro tip: Read our guide on using Google Sheets formulas for written guides, images, and videos that help explain Google Sheets functions.

Step 4: Sort and filter your data

Sorting data allows you to organize your database logically, by alphabetical or numerical order, in ascending or descending sequence.

Google Sheets supports multi-column sorting for more complex sorting, which can be useful for hierarchical data organization. For example:

1. Sort first by department.
2. Then by employee names within each department.

You can also create custom sort orders using a combination of lookup formulas and sorting.

Filtering data

You can use filtering to isolate specific data segments in large datasets.

1. Basic filters allow quick narrowing of data based on simple criteria.
2. Filter by condition offers more sophisticated options for complex data segmentation.
3. Filtering by specific values enables selective viewing of data points.
4. Filter views allow you to save and share customized filter setups in collaborative environments.

These features offer flexible and efficient online tools for managing and analyzing data.

Related resource: Learn how to do inventory management in Google Sheets

Step 5: Aggregate and analyze data

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Pivot tables in Google Sheets are an essential tool for complex data analysis. They allow users to:

1. Summarize,
2. Sort,
3. Reorganize,
4. Group,
5. Count,
6. Total,
7. Or average,

... data stored in a database.

Pivot tables help you organize and extract valuable insights from large datasets:

1. Use pivot tables for dynamic and flexible data analysis.
2. Easily modify fields, filters, and sorting options to examine data from different perspectives.
3. Summarize, visualize, and analyze data.
4. Rearrange data for in-depth analysis.
5. Categorize data and aggregate it based on factors such as region, product type, or time period.

Along with using pivot tables, conditional formatting in Google Sheets makes your data easier to read.

This feature allows you to automatically change the appearance of cells based on their values. For instance, you can highlight overdue orders in red to quickly identify them.

Step 6: Automate with Google Sheets API

For advanced users, the Google Sheets API allows you to automate database management tasks. You can integrate with other applications, automate updates, and streamline your workflow using the Google Sheets API.

Other tools for using Google Sheets as a database

Here are some other ways to use Google Sheets as a database and enhance your data management processes.

1. No-code platforms

No-code platforms like Softr offer automation options for turning your Google Sheets database into web applications with zero coding.

Say your company needs an internal tool to manage project tasks, track employee performance, and streamline client communications. With Softr, you can easily create a customized internal tool that uses Google Sheets as the backend database to create a user-friendly web app that connects with your data.

Build custom applications such as client portals, dashboards, interactive user interfaces, and more, all with your Google Sheets database.

2. Using Google Forms for data collection

Use Google Forms to gather information from multiple users, customers, or team members, storing data directly in your Google Sheets database.

This is particularly helpful for surveys, feedback collection, or any situation where you need to gather structured data.

3. Google Apps Script

Google Apps Script in Google Sheets allows you to automate tasks and customize your data processing to fit specific needs. This includes creating functions that can analyze data in new ways, automate tasks, or fetch and integrate data from external sources.

You can automate data entry, set up custom notifications, or integrate Google Sheets with other services and APIs. This scripting tool offers a flexible way to enhance your Google Sheets database beyond its standard features.

By writing custom scripts, you can greatly expand Google Sheets's functionality. One common script is a function to filter and retrieve data based on specific criteria. This can be especially helpful when dealing with large databases where you need to extract specific records that meet certain conditions.

4. Integrating with third-party tools

Third-party tools like Zapier or Make connect Google Sheets with other applications and automate workflows. These tools can synchronize data, trigger actions based on specific conditions, or integrate Google Sheets with other databases and platforms.

5. Using add-ons for advanced features

Add-ons like Supermetrics can import data from different sources into Google Sheets. Google's Looker Studio can create more advanced visualizations and reports.

Upgrade your Google Sheets database with Softr

Here's how you can make the most of your Google Sheets database with Softr:

1. Build custom web apps: Build client portals, CRMs, community hubs, or project management dashboards with pre-built templates or a drag-and-drop interface.
2. Automation options: Save time and automate your workflows by connecting your apps with Zapier or Make.
3. Enhance data visualization: Create interactive dashboards and reports for a clear, real-time view of your data.
4. Customize user access: Assign permissions and roles to ensure data security and deliver a personalized user experience.
5. Scale and expand: Easily add new features or modify existing ones in your web app. Grow your Google Sheets database with your business as you expand your user base or incorporate new products or services.

Check out Softr’s plans and pricing to find the plan for your specific database projects.

Conclusion: ‎creating a Google Sheets database

Google Sheets is more than just a spreadsheet application. With its ease of use, cost-effectiveness, and accessibility, you can easily create a relational database capable of handling everything from basic data processing to complex queries and automation options.

With Softr, you can use your Google Sheets database to create powerful internal tools and customized client portals. Imagine having a project management dashboard, employee performance tracker, or client communication portal all seamlessly integrated and tailored to your needs.

Softr makes it easy to build these solutions without any coding, so you can focus on what matters most—growing your business. Sign up for Softr today and turn your Google Sheets database into actionable, user-friendly web apps and tools!