Google Sheets

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Google Sheets

Quick Reference Guide

With Google Sheets, you can create and edit spreadsheets directly in your web browser—no special software is

required. Multiple people can work simultaneously, you can see people’s changes as they make them, and every

change is saved automatically.

Overview:

Customize your spreadsheet and data:

Create different versions and copies of your spreadsheet:

● Make a copy: Create a duplicate of your

spreadsheet. This is a great way to create

templates.

● Download as: Download your

spreadsheet in other formats, such as

Excel or PDF.

● Email as attachment: Email a copy of

your spreadsheet.

● Version history: See all the changes you

and others have made to the spreadsheet

or revert to earlier versions.

● Publish to the web: Publish a copy of

your spreadsheet as a webpage or

embed your spreadsheet in a

website.

Collaborate with your team in real time:

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If you have an existing spreadsheet you created in another program, you can easily import and convert it

to Sheets.

1. Go to Drive.

2. Click New File Upload.

3. Choose the existing spreadsheet from your computer to add it to Drive.

Supported ﬁles include .xls, .xlsx, .xlt, .ods, .csv, .tsv, .txt, and .tab.

4. In Drive, right-click the spreadsheet you want to convert.

5. Select Open with and choose Google Sheets.

When you convert your spreadsheet from another program, a copy of your original ﬁle is created in the

Sheets format. You can then edit it in your browser as you would with any other Sheet.

Have an Excel spreadsheet?

If you've already stored Microsoft® Excel® spreadsheets in Drive, you can also update them without

converting to Sheets.

Choose an option:

● From the Sheets homepage: Click Create .

● From Google Drive, click New Google Sheets Blank spreadsheet or From a

template.

1.1 Create a new spreadsheet:

1.2 Import and convert old spreadsheets to Sheets:

1. Create or import a spreadsheet

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2. Add content to your spreadsheet

2.1 Enter and edit your data

2.2 Customize your spreadsheet:

1) Rename your spreadsheet: Click

Untitled spreadsheet and enter a new

name.

2) Enter text or data: Click a cell and

enter text.

3) Insert more items: Click Insert and

add charts, images, drawings,

functions, notes, and more.

Note: You can also add a function to a cell by typing =. To see which functions are available,

see the Google spreadsheets function list.

Select cells in your spreadsheet and then format them using the toolbar options.

Undo or redo your last changes or print your spreadsheet.

Copy formatting from any text and apply it to another selection of text.

Format your data as currency or a percentage, change decimal places, and more.

Arial | 10 Change font or font size.

Make text bold or in italics, strikethrough text, or change the text color.

Add or change the color of cells.

Add or edit cell borders.

Merge cells.

Change the text alignment, how text wraps, or rotate text.

Insert links, comments, or charts.

Filter your data.

Add functions.

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2. Add content to your spreadsheet cont’d

Add a sheet:

● At the bottom of your spreadsheet,

click Add sheet to add another

sheet.

Delete or copy a sheet:

1. Open the sheet.

2. At the bottom of your

spreadsheet, on the sheet’s tab,

click the Down arrow .

3. Select Delete or Duplicate.

Move cells:

1. Select the cells.

2. Point your cursor to the top of the

selected cells until a hand appears.

3. Drag the cells to a new location.

Freeze header rows and columns: Keep a row or

column in the same place as you scroll through

your spreadsheet. On the menu bar, click View

Freeze and choose an option.

Add rows, columns, and cells:

1. Select the row, column, or cell near where you want to add your new entry.

2. Right-click the highlighted row, column, or cell Insert choose where to insert the new

entry.

Delete, clear, or hide rows and columns: Right-click the row number or column letter Delete, Clear, or

Hide.

Delete cells: Select the cells and right-click Delete cells Shift left or Shift up.

Move rows or columns: Select the row number or column letter and drag it to a new location.

2.3 Work with rows, columns, and cells:

2.4 Work with multiple sheets:

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3. Share and collaborate on files

1. In Drive, right-click the ﬁle or folder you want to share and select Share .

In Docs, Sheets, or Slides, at the top, click Share .

Note: You can only share ﬁles that you own or have edit access to.

2. Under People, enter the email address of the person or group you want to share with.

Note: If you can't add people outside of your company or organization, contact your G

Suite administrator.

3. Click Edit and choose the access level:

● Can edit—Collaborators can add and edit content as well as add comments.

● Can comment (Select ﬁles only)—Collaborators can add comments, but can't

edit content.

● Can view—People can view the ﬁle, but not edit or add comments.

4. Everyone you share with receives an email with a link to the ﬁle or folder.

5. (Optional) To add a note to the email, enter your note. To skip sending an email,

uncheck the Notify people box.

6. Click Send.

3.1 Share files in Drive, Docs, Sheets, and Slides:

Share a link to a file or folder:

1. In Drive, right-click the ﬁle or folder you want to share and select Share .

In Docs, Sheets, or Slides, at the top, click Share.

Note: You can only share ﬁles that you own or have edit access to.

2. At the top right, click Get shareable link.

3. Click Anyone at your organization with the link can view and choose an access level:

● Can edit—Collaborators can add and edit content as well as add comments.

● Can comment (Select ﬁles only)—Collaborators can add comments, but can't edit content.

● Can view—People can view the ﬁle, but not edit or add comments.

4. Click Copy link.

5. Click Done.

6. Paste the link in an email or any place you want to share it.

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3. Share and collaborate on files cont’d

Stop sharing a ﬁle or folder you own:

1. In Drive, select the shared ﬁle or folder and click .

In Docs, Sheets, or Slides, at the top, click Share.

Note: You can only share ﬁles that you own or have edit access to.

2. At the bottom, click Advanced.

3. Next to the person you want to stop sharing the ﬁle or folder with, click Remove .

4. Click Save changes.

Delete a link to a ﬁle or folder you own:

1. In Drive, select the linked ﬁle or folder.

2. Click Share .

3. Click Anyone at your organization with the link Off - only speciﬁc people can access.

4. Click Done.

3.2 Unshare files in Drive, Docs, Sheets, or Slides:

3.3 Add comments and replies in Docs, Sheets, or Slides:

1. In Docs, Sheets, or Slides, select the text

you'd like to comment on.

2. Click Add comment .

3. Enter your comment in the box.

4. (Optional) To direct your task or comment to

a speciﬁc person, enter a plus sign (+)

followed by their email address. You can add

as many people as you want. Each person

will get an email with your comment and a

link to the ﬁle.

5. (Optional) To assign the comment to a

speciﬁc person, check the Assign to box.

6. Click Comment or Assign.

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3. Share and collaborate on files cont’d

3.4 Suggest edits in Docs:

3.5 Chat with people directly in Docs, Sheets, or Slides:

Note: This feature is only available in Google

Docs.

In Docs, you can also propose changes directly

in the document without editing the text by

suggesting an edit. Your suggestions won’t

change the original text until the document

owner approves them. You must have edit or

comment access to the document to suggest

changes.

You can collaborate within documents,

spreadsheets, or presentations over chat, too. If

more than one person has your ﬁle open, just

click Show chat to open a group chat. You

can get instant feedback without ever leaving

your ﬁle.

1. In the top corner, make sure you’re in Suggesting mode, which may also appear as .

2. To suggest an edit, simply begin typing where you think the edit should be made in the

document. Your suggestions appear in a new color, and text you mark to delete or replace is

crossed out (but not actually deleted until the document owner approves the suggestion).

3. The document’s owner will receive an email with your suggestions. When they click any

suggestion, they can Accept or Reject it.

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4. Print and download files

You can download your spreadsheet and open it in

other programs.

Click File Download as and choose one of the

following formats:

● Microsoft Excel (.xlsx)

● OpenDocument format (.ods)

● Adobe® PDF document (.pdf)

● Comma-separated values (.csv)

● Tab-separated values (.tsv)

● Web page (.zip)

4.1 Print your spreadsheet:

4.2 Download versions in other formats:

To print your spreadsheet, click File Print or click Print .

You can choose which sheets to print, what features to include, and which layout you want.

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4. Print and download file cont’d

If you need to collaborate with someone on

your spreadsheet in your old program or format,

such as PDF or Excel, you can email it as an

attachment.

1. Click File Email as attachment.

2. Select a format.

3. Enter the email addresses or

Groups you want to send copies

to.

4. (Optional) Enter a message.

5. Click Send.

4.3 Make a copy:

4.4 Email a copy as an attachment:

Copying a spreadsheet is useful for creating templates. For example,if you write a lot of project

plans, make copies of one plan. Then, update each copy for a new project without having to format

it again.

Make a copy of your spreadsheet:

1. Click File Make a copy.

2. (Optional) You can rename the copy, change where you save it in Drive, and share it

with the same collaborators.

Note: This sends a copy of the spreadsheet instead of sharing the original, so

you won’t be able to use Sheets’ collaboration tools.

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5. Access your calendar, notes, and tasks

5. Access your calendar, notes, and tasks:

5.2 Open notes in Google Keep:

● Open Calendar: On the right, click Calendar .

● Your daily events and a mini monthly calendar appear.

● See event details: Click an event to open it and see details.

● Reply to an event: Open an event. At the bottom, next to Going?, click a reply.

To do more with Calendar, see Get started with Calendar.

● Open Google Keep: On the right, click

Keep .

● Add a note or list: Click + Take a note or

New list .

● Edit a note: Click a note and enter a

message. Click Done.

To do more with Keep, see Get started with Keep.

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5.3 Open your to-do lists in Google Tasks:

● Open Google Tasks: On the right, click Tasks .

The current list appears at the top, with any tasks below it.

● Add a new list: Click the Down arrow Create a new list.

● Change lists: Click the Down arrow and select a list.

● Add a new task: Click + Add a task. To add a new task from an email, drag the email into a task

list.

● Edit or delete a task: Point to a task and click

Edit . From the Edit window, click Delete to delete a task.

To do more with Tasks, see Get started with Tasks.

5. Access your calendar, notes, and tasks cont’d