In the digital age, the ability to search for information efficiently is essential for businesses of all sizes and entrepreneurs alike. At Global Nexus we’re dedicated to simplifying digital processes with accessible tools and practical solutions. Today, we’re introducing a guide to creating a database search system using a spreadsheet. This solution is ideal for those who need to organize and find information quickly without the need for additional or complex software.

https://docs.google.com/spreadsheets/d/1n2u1OAuKuVewop3a6ivTYOBpgZSqwIyLaJKzbhe9xiU/template/preview
Database - Hojas de cálculo de Google


 1. Spreadsheet Structure: Tabs "Search" and "DataBase"
Imagine a spreadsheet with two main tabs:

- DataBase Tab: This serves as the database, where all the information we want to search is stored. In the first column, we store links or names to identify each entry. The second column contains related information, like a player’s skill level, category, or other characteristics.

- Search Tab: This is where the search will be performed. Here, the user can enter or select the name or link from the first column in the database, and this tab will display the related result.

2. Configuring the Search on the "Search" Tab
On the Search tab, the search field will be located in cell E14. This cell includes a dropdown menu, allowing the user to choose from the links or names listed in the first column of the "DataBase" tab. There is also the option to type manually in this cell, as long as the value matches an entry in the first column. This setup simplifies the search process and enables quick and easy querying.

 3. Displaying Results with the VLOOKUP Function
Once a value is selected or entered in E14, the result will appear in cell E16. To achieve this, we will use the VLOOKUP function as follows:

VLOOKUP Function Syntax:

=VLOOKUP(lookup_value; table_array; col_index_num; [range_lookup])
- lookup_value: In this case, it’s the link or name we entered in E14.

- table_array: This is the range of cells in the "DataBase" tab that contains the information we want to query. It includes both the first column (with the links or names) and the second column (where levels or additional information is stored).

- col_index_num: Specifies the column number in the range from which we want to retrieve data. Since we’re looking to retrieve information from the second column, the index is “2.”

- range_lookup: To ensure VLOOKUP performs an exact match search, we will use FALSE here, indicating that the range is not sorted and we want an exact match.

Example of the Command in E16

Assuming our database spans A2:B100 in the "DataBase" tab, the formula in cell E16 of the "Search" tab would be:

=VLOOKUP(E14; DataBase!A2:B100; 2, FALSE)

This formula will search for the value entered in E14 within the range A2:A100 on the "DataBase" tab. If it finds an exact match, it will return the level or information from the second column.

4. Applications and Customization

This basic structure can be adapted to various needs and larger data volumes depending on the context of each business or institution. This search methodology is particularly useful for entrepreneurs and professionals who need to:

- Organize and search for product or customer information.
- Create an asset registry with associated data.
- Build a database of employee or player skills, as in this example.