Let's look at an example of the "working together" of these applications. Say you use a spreadsheet as a simple database to keep track of inventory and need to regularly send them to a vendor. You can include the latest inventory figure in a boilerplate letter with a click of your mouse button, automatically change the header date, and fax or e-mail it directly from your word processor to your vendor. There's no cutting and pasting of information and the process is easier and faster than creating a hardcopy letter, an envelop and finding a stamp. All of this is possible without having to do any programming, just by using the built in power of each of the applications in your office suite.

Database programs which come with office suites are every bit as powerful as many standalone database systems purchased separately. You can use a database to keep track of your sales contacts, inventory, mailing list, orders, or whatever large collection of data that needs managing. Some are more complicated to use than others. Without getting too deep into the technology, the databases will come in two varieties: flat file and relational. Flat file systems are no more complicated than an automated version of 3x5 cards kept in a shoe box. Relational databases are an arrangement of tables (much like your spreadsheets). These are powerful tools and used well can be a positive benefit to your business.

If you have the need, technical ability, and are willing to learn, many aspects of your business informational needs can be handled using fairly simple database tools and techniques. If you have larger requirements, getting an experienced outside consultant is well worth the money, because unless you already have the expertise and the time, it is best to pay an expert to create a turnkey system for you.

As a small business, it makes sense to use one of the several accounting applications available. While these are not full substitutes for the professional services of your accountant, they are useful in providing more immediate status information of your financial health.