The dangers of Excel: Why collecting data with Excel becomes a problem

Microsoft Excel was introduced for the Apple Macintosh in 1985 - almost 40 years later, the spreadsheet programme is one of the most important office tools in any company. The range of functions is enormous and, because it is quick and easy to use, it is very popular with users. However, Excel also tempts users to use it wherever possible - regardless of whether better alternatives have already been created for it.

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Evaluations, analyses and calculations? Excel go!

However, with Excel Hours recorded from projectsorders, purchase orders or sales data. But why is this problematic?

Working with Excel becomes a problem, for example, when an Excel template is given to several employees for data collection. Each of these employees can change the Excel spreadsheet as they wish. For example, they can add or delete columns, rows or sheets. If this data is then merged, it takes a lot of time to bring the respective Excel adjustments back into one unit.

From an Excel file, many

Another problem occurs when an Excel sheet is edited by several people in succession. The sheet is distributed by e-mail and can then be sent on as required. Due to the distribution, it is unclear which version is the current one. As a result, incorrect sheets are quickly forwarded and edited.

To avoid this problem, it is possible for all employees to edit the same Excel spreadsheet. However, simultaneous access is not possible. This is still very easy with personal Excel sheets, as they are only passed on to one or two other people at most. This makes it easy to keep an overview and adjust any discrepancies.

Better with suitable systems

However, it is much easier to handle all data management via a suitable system. ERP, CRM or DMS software provides the ideal basis for collecting data on a single basis. Adjustments or changes are synchronised automatically. The search for relevant data is also made easier, as every user of the system has access to the data they need. This makes data management simple, efficient and avoids errors.

Better on a uniform data basis

In contrast, the work process with Excel is not only very time-intensive, but any process security is also lost. With evaluations or Calculationsbased on such unclear and inconsistent data can no longer be worked with despite Excel. What initially appears to be easy to use can lead to an uncontrollable accumulation of Excel files. The productivity of the work is reduced and errors are provoked.