The bare minimum is:

Advanced databases may also collect:

Step 1: Start by inputting your row headings in Row 1. This is the data you collect from your clients or prospects.

Make sure each column is unique. For example don’t put the whole address in one column. Use a column for each variable; Address, Suburb, City, Country, Zip Code etc…The same goes for names!

I’d recommend using Column A as a category or code column. For example put your top customers or leads as Category A clients, then Category B etc... This will save you time for sorting later on.

Step 2 (Microsoft Excel 2003 ONLY): Creating Named Ranges for Mail Merge. This step is necessary for the purpose of creating personalized email messages and letters using Microsoft Word and Microsoft Outlook.

Step 3: Sorting Your Excel Database

Once your excel database gets big it may get rather difficult to navigate to find what you are looking for. Here’s a quick tip to help you arrange your excel database alphabetically or numerically to more easily find what you’re looking for;

1. On the main menu bar go to; Data > Sort
2. Select; My data has header row (located at the bottom of the window)
3. From here you now sort your data by whatever terms you like. If you want to find someone particular select surname and then all of the data will be sorted alphabetically by surname.

The Value Of ANY Business Is In The Database

Small and medium sized businesses can be made significantly more profitable with customer care systems. Sustaining a  good relationship with your customers can definitely make any company more money. Not following up or corresponding with old buyers is, without hesitation, the most disregarded aspect of marketing for nearly all small business owners.    

The ROI from customer care systems is considerably high. Regrettably, almost all businesses miss this truth. This can well be the rationale behind why most businesses close down within the first year. If you operate a small business and you do not gather your previous clients details then you are seriously under achieving.

An up-to-date database of paying regulars is an extraordinarily important asset to ANY business.  Your business will also profit from an increase in value (if you were ever to put it up for sale), with a current record of your previous buyer's.  The actual value of any business is it's record of your previous buyers and the systems which were originally implemented to attain those clientele and to keep them coming back. If you have a database of loyal clients you have a invaluable asset as you possess the ability to proactively generate sales whenever and however you want to.  

Before you spend any money on costly complicated database software, I'd suggest trying out an excel database first as it's free and can handle all of the basic functions you'll need. It is amazing how many people continue to shell out for expensive database software when a basic excel database has the capability to carry out all of the required tasks and functions that a small business needs.

Starting your own excel database is free, however you always have the choice of paying someone else to supervise your database for you. There are a large amount of online subscription services where this is achievable, nonetheless you do have to pay for it. You'll find out a great deal about database management by starting out maintaining your own database which is an invaluable skill in any role.   

Once you have your customers on an excel database the most important task from here is to keep in contact with them. The post or email is the most efficient way to do this. Just imagine you were receiving over a twelve month period from your local café a newsletter every three months, together with a birthday card including a gift voucher, as well as regular prize draws and discount vouchers. Where would you go when you next had to take your family out for lunch?

Naturally you would go to the café that had kept in contact with you…correct. Of course you would…it’s only natural. In any business if you become part of your customer’s life then they will
automatically become part of your business.

The best method to quickly establish a database is to conduct a raffle with an attractive first prize. The following month it could be a weekend away at a nice resort or whatever. All you need is to roll out a different promotion each month. It’s that easy.