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The Beginner's Guide to Google Sheets

  Google Sheets Hero

If you're just starting to use Google Sheets, the rich features and add-ons can be a bit overwhelming. The following tips will help you quickly become familiar with using this powerful, free alternative to Microsoft Excel.

What is Google Sheets?

If you've already heard of Google Sheets, you can continue at any time. If you've never heard of it, you'll find a crash course here, which you need to know. We'll go over the basics and show you what Google Sheets is and how to get started right away.

Google Sheets is a free, web-based spreadsheet program offered by Google as part of its full office suite ̵

1; Google Drive – to compete with Microsoft Office. The other main services included in the cloud-based suite are Docs (Word) and Slides (Powerpoint).

RELATED: The Beginner's Guide to Google Docs

Google Sheets is available on all devices and platforms; All you need is an Internet connection and a web browser (or the apps on mobile devices). Google does the rest and does the brunt of the work while the software runs in the cloud.

Sheets supports a variety of file types, including XLS, XLSX, XLSM, TXT, ODS, and CSV, making it easier to view and convert Microsoft Office files directly from Google Drive.

Because Sheets is an online spreadsheet application, you can engage multiple people in a document and collaborate with them to track revisions, changes, and suggestions in real time.

Did you hear enough? Let's go.

How to Open an Account

Before you can use Google Sheets, you must first sign up for a Google Account (an @ gmail account). If you already have an account, you can proceed to the next section. Otherwise, we'll easily create a Google Account and set up with sheets.

Go to accounts.google.com, click Create Account, and then click For Me.

 Click Create Account and then For me.

On the next page you will need to enter some information such as first and last name, username and password to create an account. [19659005]   Enter your personal information in the provided form.

You also need to verify your phone number to make sure you are an actual human and not a bot.

 As For security reasons, you must confirm your telephone number.

After reviewing your phone number, you must provide a recovery email address, date of birth and gender on the following pages, and agree to the privacy policy and terms of service. When you're done, you're the proud new owner of a Google Account.

Creating an empty spreadsheet

Now that you have a Google Account, you can create your first spreadsheet. Go to Google Sheets and place the cursor on the multicolored "+" icon in the lower right corner.

 Hover over the multicolor plus in the bottom corner.

The + becomes a green pencil symbol; Click on it.

 Click the green pencil icon to create a new table.

You can also type sheets.new in the address bar and press Enter to automatically create and open a new blank worksheet on the current tab.

Importing a Microsoft Excel worksheet

Even if you are not fully familiar with Google Sheets, you may already have a stock of Microsoft Excel files you want to be able to use. In this case, you only have to upload all excel documents. The rest is done by Google. While some of the advanced features and effects of some Excel spreadsheets may not be supported, it does work quite well and more features are being added.

When importing an Excel document, you can use either Google Sheets or Drive to upload your document files. With both methods, you can drag and drop a file from your computer directly into the web browser for easy uploading. Your drive stores all your uploaded files. However, if you switch to sheets for simplification, only files in tabular format are displayed.

 Overview of Google Sheets Home Page

In the Google Sheets homepage, click the folder icon in the top right, click the Upload tab, and then drag an Excel file from Your computer.

 Click the folder icon, click

Once the Excel file has been uploaded, sheets automatically convert and open it for you to edit, share, and collaborate on.

 Google Sheets opens the file as soon as it has been uploaded

To open an excel file that you want to edit and has already been uploaded, click on the file with the green "X "next to the filename from your Google Sheets homepage.

 An Excel file can be recognized by the green symbol with an X.

Click one of the two views You can download the Excel file from the displayed dialog box or edit it in spreadsheets.

 Click either View or Edit the Excel File

. When you are done with the document, you can download it as XLSX or ODS, PDF, HTML, CSV or TSV format. Click File> Download As, and then click the format you want to download directly to the location of your files in your browser.

 When you're done, you can download it in various other formats

RELATED: Importing an Excel Document into Google Sheets

Working with other users on documents

One of the best features of Google Sheets is the ability to create a sharable file link that allows anyone to view, comment, or edit your document. Instead of sending a file back and forth between employees, you can make edits and suggestions at the same time as if they were all distributed in real time to the same computer. The only difference is that each person has their own text input cursor that they can use on their PC.

In the document you want to share, click the green Share button to specify how and with whom you want to send an email link to your file. You can manually enter the e-mail addresses or click "Get Sharable link" in the top corner to distribute the invitation yourself.

 Enter the e-mail addresses to send an e-mail, or click Get Shareable Link to manually send the link

From the drop-down menu, you can Edit how much energy the shared users have over the file when you select one of the following options:

  • Off: Share is disabled. If you previously shared a link with others, it stops working and revokes all the permissions they once had.
  • Any user with the link can edit: Grants shared users full read / write access. You still can not delete it from your drive – this only applies to the contents of the file.
  • Anyone with the link can comment: Allows shared users to leave comments if they so choose. This is ideal for the team projects.
  • Anyone with the link can view : Shared users can view but not edit the file. This is the default action when you share a file, and the best option if you're trying to share a file for download.

You can do much more with these shared links. These also work with other drive files and so on mobile phone, mobile phone. Further information on how these links work and how they are generated can be found in our article.

RELATED: Creating Shared Download Links for Files on Google Drive [19659003] Protecting Cells in Shared Sheets from Editing

The ability to share and collaborate on Google Sheets is undoubtedly one of the best best features. However, sometimes you want to maintain the integrity of certain cells and prevent someone from trying to change them. So, if you've shared a table with a group of people but you want to prevent them from editing certain cells in the file, you may want to revoke their access to those cells.

Select all desired cells To protect the toolbar, click Data> Protect Sheets and Areas.

 Click Data, then Protect Sheets and Areas.

The Protected sheets and areas pane is displayed on the right. Here you can enter a brief description and then click "Set Permissions" to customize the protection privileges of the cell.

 Enter a description, and then click Set Permissions. "Width =" 365 "height =" 338 [19659005] By default, anyone who already has permission to edit the document can edit any cell on the page. In the drop-down menu under "Restrict Who Can Edit This Area", click Custom to specify who is allowed to edit the selected cells.

 Click Custom from the drop-down menu width = "549" height = "322

By default, everyone in the list of people who can be edited is selected for you Disable all users who will not be able to edit the selected cells, and then click Done.

 Select the users among the users who have access to the sheet, width = "574" height = "682

Each time someone tries to change or edit the just-protected cells, a command prompt appears informing him / her that the cells / sheets

 Prompt The person who is not allowed to edit these cells.

Do you only want to show a warning before someone edits cells, or maybe protect an entire table? Further information can be found in our article.

RELATED: Protecting cells from being edited in Google Sheets

Viewing all recent changes to a document

Sharing documents is difficult to track any small changes that occur when you are not present. There is a revision history. Google Sheets logs all changes in a document and groups them into points to avoid clutter. You can even reset a file by clicking on one of the previous versions listed in the history.

You can see a list of all recent changes by clicking File> Version History> View Version History.

 Click File, Version History, and then Version History. "Width =" 650 "height =" 487

Changes made by each team member are presented in different colors. t looking.

 Google Sheets change history "width =" 650 "height =" 294

RELATED: View recent changes to your Google Docs, Sheets, or Slide File

Using Google Sheets in Offline Mode

What happens if you need to access Google Sheets but you do not have an Internet connection? Although sheets is a web-based product, it does not mean that you can not use it offline. You'll need to download an extension for Chrome and make sure you've previously turned it on for offline use. Any changes you make to the file will be updated the next time you connect to the Internet.

 In offline mode, the following icon appears in your spreadsheet: "width =" 638 "height =" 205

After Downloading You can find the official extension for Chrome on the Google Sheets home page. Click on the menu "Hamburger"> "Settings" in the upper left corner. Set "Offline" to "On" and click "OK".

 toggle offline mode

To save space on your local computer, Google downloads only the most recent and creates it's accessed files are available offline. To manually activate a file, click the three-dot icon and turn "Offline Available" to "On".

 Click the three dots of the file that you want to access offline, and then switch "Offline Available" to "On" = "366" height = "506

RELATED: Using Google Docs Offline

Translating words directly into Google Sheets

Translating words or phrases from one language to another without leaving the page? There is a special formula that lets you translate individual words – or even a stack of them – directly into the cells of Google Sheets.The formula looks like this:

  = togetLETRANSLATE ("text", "source language", " Target language ") 

If you want to translate text into your document, you can either type the words you want to translate directly into the formula or type in the cell that contains the word / phrase you want to translate, here's our referencethe text in cell A2, specify the input language as English (s) and the output as Chinese (zh), then press Enter.

 Enter the cell of the word To translate the input language and then the desired output language "width =" 374 "height =" 174

If you have a list of words in a single column , you just have to select the cell that contains the formula, then drag the blue square down to the desired row.

 Translate multiple columns gif "width =" 436 "height =" 240

If you've ever used Google Translate, you know it's not 100% accurate, but it does works well as a reliable solution for common words and phrases.

RELATED: Using Google Translate directly in Google Sheets

Automating Tedious Tasks with Macros

Google Sheets lets you perform repetitive tasks with a specific sequence of instructions automate to run them Increase the productivity of your spreadsheets. When you click Record, Sheets creates a script with all the code to replicate tedious and monotonous steps.

When you record a macro in Google Sheets, an Apps script is automatically created with all the code to replicate your actions for you. This means that you can create complex macros without knowing how code is written. The next time you run it, sheets will do everything you did to capture the macro. In essence, you teach Google Sheets how to edit a document to your liking with a single command.

RELATED: How to Load Your Google Apps Using the Script Editor

Here are some examples of the powerful features:

  • Apply formatting and styles.
  • Completely new spreadsheets.
  • Use any Google Sheets features, toolbars, menus, or features.

Heaven is Heaven

Start a Google Sheet and click Tools> Macros> Capture Macro.

 Click Tools> Macros> Record Macro. "width =" 480 "height =" 291 [19659005] This opens the Capture menu at the bottom of the window with two options for capturing your actions:

  • Absolute References: The macro performs tasks only on the exact cells, which you record. If you italicize cell B1, the macro will always only italic B1, regardless of which cell you clicked.
  • Relative References: The macro performs tasks on the selected cells, no matter where in the worksheet. If you place italic B1 and C1, you can italicize cells D1 and E1 later with the same macro.

Choose whether you want an absolute or relative reference, and start clicking, formatting, and teaching in sheets in whatever order you want these actions to be replicated.

 Select either Absolute References or Relative References. "width =" 640 "height =" 209

Now you can move cells, apply styles, create functions, and so on.

After you've captured all the actions for this macro, click Save.

 Click Save when you're done recording. "width =" 633 "height =" 217

Enter a name for your macro. With Google, you can also create shortcuts for up to ten macros. If you want to bind a macro to a keyboard shortcut, enter a number between 0 and 9 in the space provided. When you're done, click "Save."

 Enter a name for your macro, and then click "Width =" 394 "Height =" 389

You can edit a macro by going to Tools> Macros> Manage Macros click.

 To create a keyboard shortcut, click Tools> Macros> Manage Macros. "width =" 531 "height =" 314 [19659005] In the window that follows, customize what you want, and then click Refresh.

 Enter a number between 0 and 9 next to each macro to create a link. "Width =" 495 "height =" 375

The next time you click the shortcut associated with the macro, it will be executed without having to open the macro menu from the toolbar.

If your macro is an absolute reference, you can run the macro by pressing Click the shortcut or choose Tools> Macros> Your Macro, and then click the appropriate option.

 Click Tools> Macros> Your Macroname to run the macro "width =" 650 ght = "332

If your macro is a relative reference, select the Cells in your spreadsheet where you want to run the macro and press the appropriate link, or click Tools> Macros> on your macro.

 If you created a relatively referenced macro, select the cells and then click Tools> Macros> YourMacroName to get the macro "width =" 650 "height =" 209

While To get started, we have a deeper understanding of using Google Sheets macros for more information.

RELATED: Automating Google Sheets with Macros

Remove Duplicates

Need to remove multiple duplicate entries in your spreadsheet? That's no problem at all with the integrated feature of Google Sheets. Simply remove duplicate values ​​from your spreadsheet without having to write a script or do it manually.

Select the table / cells containing duplicates to remove, and then click Data> Remove Duplicates. If the data has a header, you must select the "Have Header Data" check box, and then click "Remove Duplicates."

 Remove Duplicates gif "width =" 640 "height =" 360

The Best Google Sheets Add-Ons

After you've learned all the basics for Google Sheets, you can Adding add-ons to become a real power user. Add-ons are similar to Web browser extensions, but are specific to Google Sheets and offer additional third-party features. You can install tools to find facts and automatically calculate formulas, share documents with students, generate annual reports, and even send emails directly from a document.

If you are looking for the best add-ons for you When you start, we have it for you.

RELATED: The Best Add-ons for Google Sheets

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