The reasoning that you would want to use a database over a spreadsheet is that you can add more things to that database and allow you to easily grab certain, all, or a few things that relate to the desired person depending on the situtation and query/report that you run. A spreadsheet may be easier, but a database is WAY more powerful if you can get it running smoothly.
When you run a report you first have to do a query (if it is not needed, I still recommend it, as you can tweak a query to your liking before making a report). Then you can create a report that you can use to
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