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What PowerApps Database should I use?

Microsoft PowerApps is a powerful tool that can help businesses streamline their operations. It allows users to create custom applications that can be used on any device, making it a versatile solution for businesses of all sizes. However, to get the most out of PowerApps, you need to have a functional database that is connected to all of your crucial data sources. In this blog post, we will give you all the information you need to choose the best database for PowerApps. We will also introduce you to the various PowerApps data sources, and how they can make your business processes more efficient.

What is a PowerApps Data Source?

Firstly, let’s understand what PowerApps data sources are. PowerApps data sources provide your apps with the information that they need to function effectively. These banks of data can be stored in the cloud, allowing you to access them from anywhere in the world. One example of a PowerApp data source is a table created in Microsoft Excel. The table can be stored in OneDrive for Business, or any other cloud storage, and connected to your PowerApps. You need specific connectors to communicate with the data source. There are many connectors including ones for SharePoint, Salesforce, SQL server and all the Microsoft 365 products.

What is are the DataBase options for PowerApps?

Now let’s talk about choosing the best database for PowerApps. There are many third-party databases such as MySQL, Oracle, IBM Db2, SAP or AWS (Amazon Relational Database Service), but these are typically not used in combination with PowerApps. The most commonly used Microsoft products to store data for PowerApps include Microsoft Excel Spreadsheets, Microsoft Lists, Microsoft SQL, and Dataverse.

What are the Advantage and Disadvantages the most common Database?

Microsoft Excel Spreadsheets


  • Free and easily accessible.

  • Minimal training required.

  • Highly customizable.

  • Quick and easy to add into a workflow.

  • Great for financial documents.

  • Accessible from anywhere in the world.


  • Limited to 2,000 rows of data.

  • Cannot store more than 2MB of data due to OneDrive connector limitations .

  • Does not integrate natively with marketing, sales, and service systems 1.

  • Can be difficult to use for complex data needs 2.

Microsoft Lists


  • Similar to Excel spreadsheets but offer more functionality and customization options.

  • Easy to set up lists in SharePoint, and integration with Power Apps is very smooth 2.

  • Can define data validation rules (such as mandatory fields) at the SharePoint level, and Power Apps will enforce these rules during data entry .

  • Possible to restrict access to list items based on user .


  • Filtering and searching data can be difficult or impossible due to limited support for delegated queries .

Microsoft SQL


  • Ideal for larger businesses with complex data needs.

  • Offers advanced security features and can handle large amounts of data with ease 2.


  • More manual steps are needed to configure controls that show related data, images, or binary data compared to Dataverse .



  • Designed to work with any type of data and incorporates all the major categories of data technologies that your organization needs—relational, non-relational, file, image, search, and data lake .

  • Includes a set of visual designers to create, edit, and interact with data .

  • Offers advanced features such as AI-powered insights and analytics 2.


  • Requires a premium license 2.


In conclusion, choosing the right database for your PowerApps solution is crucial for ensuring that your business processes run smoothly and efficiently. Whether you choose Microsoft Excel Spreadsheets or Dataverse depends on your specific business needs and requirements. If you need help choosing the right database or connecting your PowerApps solution to your existing data sources, Purenetworking can help! Talk to us today o find out how we can enhance your business efficiency by connecting your PowerApps to useful data sources.



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