How to Use Google Spreadsheets

How to Use Google SpreadsheetsKnowing how to use Google spreadsheets can help you with many projects involving budgeting, financial records, data entry, and manipulation. Here’s a quick and comprehensive guide to using Google Sheets.

Learn How to Use Google Sheets for Max Productivity

Setting Up Your Google Docs Account

Setting Up Your Google Docs Account | How to Use Google Spreadsheet

The very first thing you need in order to work with Google Sheets is a Google account which you automatically receive when you sign up for Gmail. Your Google account will serve as your Google sheets login. If you don’t have one yet, find out how to create a Gmail account in this article.

Once you’ve finished creating your email account, go to the upper rightmost portion of the screen and click on the grid icon. A menu will appear and from there, just click on the Google Sheets icon.

Making a New Sheet or Editing an Existing One

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The first page you’ll see once you click on the “Google Sheets” icon is the Google Sheets Homepage. Here, you’ll be able to make a new sheet, create files using Google Sheets templates for invoices, weekly time sheets, expense reports, and to-do lists. To make a new sheet, just click on:

  • Create a new sheet

In case you’d like to edit sheets you’ve made in the future, you’ll see a directory of the files you created just below the main area where you can create new sheets.

Modifying Your Google Sheets

Modifying Your Google Sheets | How to Use Google Spreadsheet

Once a new sheet opens, you can change its file name by clicking on the title. Not sure where to find the title? Check out the upper rightmost portion of the screen just beside the green “Google Sheets Home” button.

To enter data into cells, you just need to click on the particular cell you want to work on, and type in the information once you see the cursor.

Modifying Text and Format in Google Sheets


You can modify the look of the text and the cells using the toolbar. Here are the modifications you can make:

  1. Arrows – the two arrows will allow you to undo or redo any of your recent changes.
  2. Paint Roller Icon – the paint roller icon is for copying the formatting of particular cells. Push the button to copy the cell you want to copy and then, go to the cell you want to reformat, and press the icon again.
  3. Currency, Percentage, Other Options – Choose different kinds of formatting for your data like numbers, percentages, etc.
  4. Change font or font size – This is to make the characters in your cells larger or appear in specific fonts.
  5. Font Styles – You can use the next buttons to bold, italicize, underline, or color your characters.
  6. Grid icon – You can add borders or edit them using this button.
  7. Merge cells icon – If you want to combine two adjacent cells together.
  8. Alignment icon – Choose, if your data will align to the left, right, or center part of the cell.
  9. Insert buttons – You can insert links, comments, or graphs using these buttons.
  10. Filter button – The icon, which looks like a funnel, is for filtering your data.
  11. Function icon – The function button is to add additional functions to a cell.

Now that you’re familiar with the toolbar, you can start modifying and working with data in Google Sheets.

Google Sheets Basics: Sharing

Google Sheets Basics: Sharing | How to Use Google Spreadsheet

You can work collaboratively in Google Sheets by clicking on the “Share” button found in the upper right corner of the screen. Sharability is one of the key features within Google Sheets, and used often for this reason alone. After clicking the button, a box will appear where you can enter the email addresses of those you want to share your document with. Enter their addresses and click “Done.”

Before you share your file, you are able to choose view, comment, or edit permissions to those you’re sharing with. Allowing them to edit unlocks the file; so your collaborators can edit your work on their end.

Here’s Stephen Kwiecinski with a video tutorial on how to use Google Sheets:

There are many advantages of learning how to use Google Sheets. Aside from its use for managing large sets of numerical data, it can also save you money because the web app is free. Number crunching doesn’t have to be expensive and hopefully, with this tutorial on Google’s spreadsheets program, it doesn’t have to be difficult either.

What tips did you find most useful for Google Sheets? Share your feedback below.

Up Next: Excel Spreadsheet Basics Everyone Should Know About

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