How can I determine when a formula is needed in a sheet and when cell linking is required.

I am trying to link two sheets with similar columns. Until now I was using cell linking and when I updated the information in one sheet the same was duplicated in the other sheet. But I found out that INDEX and MATCH formulas can also be used and have been used in the PMO template so wanting to know what's the difference and how to determine which function should be used when.

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