How to Use Google Sheets: Beginner's Guide

 

Spreadsheets are great for storing money, organizing data, tracking tasks, and for daily planning. By learning how to use Google Sheets, you can accomplish any of these goals through an intuitive program that doesn't require tons of technical knowledge or complicated computer programs. Students, employees, and even small business owners utilize spreadsheet software to help them manage their information. In this beginner's guide, we're going to discuss how to create a spreadsheet, enter data, use formulas, and share an online file. Additionally, I'll teach you how to build a simple budget tracker spreadsheet.

What Is Google Sheets - Why Should You Learn It Now?

Google Sheets is an online spreadsheet program that lets you store information in tables made up of rows and columns. There are versions of Google Sheets for web browsers and cell phones.

The best part about this online sheet program is that your work will be saved in your Google account. You can view and share any of your spreadsheets with other people as well.

Here are just a few reasons why you might want to learn how to use Google Sheets:

• As a student, you can use Google Sheets to track assignments and calculate grades.
• As an employee, you can use it to keep track of tasks and store important work-related information.
• As a small business owner, you can use it to store sales information, expenses, and budgets.
• As a freelancer, you can track your monthly income, expenses, and invoices.
• Families can use Google Sheets as a monthly budget tracker or to store personal expenses.

You don't have to learn every aspect of the program right away. For instance, many people start with the basics: how to create a spreadsheet and how to enter data. Once you feel comfortable, you can move onto formulas and advanced spreadsheet features.

Step 1: How to Use Google Sheets to Create Your First Spreadsheet Right Away

The first thing you'll want to learn is how to create a new spreadsheet.

Creating a New Spreadsheet (Web Version)

1. Open your web browser and go to Google Sheets.
2. If you aren't signed in, use your Google account to sign in.
3. Click "Blank" to create a new, empty spreadsheet.
4. Wait for Google Sheets to load a new sheet.
5. Click the gray box next to the word "Untitled" near the top-left corner of the sheet.
6. Rename "Untitled" by clicking on the name and typing a new name.

Creating a New Spreadsheet (Mobile Version)

1. Open the Google Sheets application on your mobile device.
2. You'll see a few options to create a new spreadsheet. Choose your preferred option based on your mobile operating system (Android or iOS).
3. You can begin entering data right away once your new sheet loads.

How a Spreadsheet Is Organized

Once you've created a new spreadsheet, you should see a grid of different cells. These cells are identified by a row and a column: for instance, Column A, Row 1 would be cell A1. Column C, Row 4 would be cell C4.

Now it's time to enter data: just click on a cell and type any information you'd like to store in that cell. For example, let's say you want to track inventory. So, there's what that spreadsheet might look like:

• Item: Notebooks — Quantity: 5
• Item: Pens — Quantity: 10
• Item: Folders — Quantity: 3

This simple spreadsheet is great, but you might need something bigger depending on what kind of information you need to track.

Beginner Tip: Don't forget to rename these spreadsheets something descriptive. If you're creating multiple spreadsheets, it can be difficult to keep track of them all.

Step 2: How to Use Google Sheets to Enter, Edit, and Organize Data

Now that you've created a simple spreadsheet, it's time to learn how to enter, edit, and organize data. Google Sheets makes it simple to type in text, dates, numbers, and formulas.

To begin, just click on a cell and type anything you want to store in that cell. To edit an existing cell, simply click on the cell and make any changes. Additionally, you can copy and paste information from other documents or cells.

When entering data, you should probably organize related information into columns. For example, if you're creating an inventory spreadsheet, place item names in one column, prices in another, and quantities in another. Here's an example of what that might look like:

• Date: 1 October — Product: Notebook — Quantity: 4 — Price: 200
• Date: 2 October — Product: Pen — Quantity: 10 — Price: 30
• Date: 3 October — Product: Folder — Quantity: 2 — Price: 100

You can also use the autofill feature in Google Sheets. It's great when you want to enter repetitive data or formulas.

For instance, say you want to type in the months of the year in a single column. Type in January and February, then highlight those two cells. Click and drag the small square at the bottom-right corner of the highlighted cells to fill the rest of the column with months. You can do the same thing with formulas and numbers.

Autofill is handy when you need to create monthly reports, attendance sheets, schedules, and other recurring spreadsheets. The autofill feature is available in both the web and mobile versions of Google Sheets.

Step 3: How to Use Google Sheets Formulas to Calculate Values

Formulas are one of the most powerful aspects of any spreadsheet. They let you do calculations and determine averages without having to do everything by hand. Formulas are especially useful if you're learning how to use Google Sheets in school or college.

There are dozens of built-in formulas for just about any calculation you can think of. The most useful formulas include SUM, AVERAGE, and IF. Before you begin using formulas, there's one rule you have to follow: All formulas must begin with an equal sign: =

Calculate a Total With SUM

The SUM function adds numbers together.

For example, say you have this list of daily expenses:

• Food: 500
• Transport: 200
• Stationery: 150
• Total: Enter the formula below.

Click on cell B5 and type in the following formula:

=SUM(B2:B4)

Click Enter and the cell should show 850 as the total cost. The SUM function added the numbers from cells B2 through B4 together.

Later, if you change any of the numbers in cells B2, B3, or B4, the total expense will update automatically.

Calculate an Average With AVERAGE

The AVERAGE function calculates the mean (average) of a set of numbers.

For instance, say you're a student who wants to keep track of your test scores:

• Test 1: 70
• Test 2: 80
• Test 3: 90

Assuming these numbers are in cells B2 through B4, click on another cell and type in the following formula:

=AVERAGE(B2:B4)

The result will be 80.

Use the AVERAGE function for test scores, sales, or expenses: Anytime you need to determine an average, this function will come in handy.

Determine Whether a Statement Is True or False With IF

The IF function tests whether a statement is true or false.

Suppose you're a small business owner with a monthly sales goal of 5,000. The amount of sales you've made is in cell C2. Type in the following formula to determine whether your goal has been met:

=IF(C2>=5000,"Target Reached","Keep Working")

This formula will produce one of two results:

• If C2 >= 5,000, it will show "Target Reached".
• If C2 < 5,000, it will show "Keep Working".

The IF function is good for determining whether assignments are complete, expenses are too high, sales targets have been met, and similar tasks.

Tip: Make sure your formulas use the correct cells: A formula can be entered incorrectly even if it uses the right function.

Step 4: How to Use Google Sheets to Format Your Spreadsheet

Spreadsheets can contain lots of data, and it can be challenging to read them without any formatting. With a few clicks, you can make spreadsheets easier to read by emphasizing column titles, dates, numbers, and other information.

Here are some ways you can format a spreadsheet:

1. Click the cells containing your headings.
2. Click the bold option to make your headings stand out.
3. Use the fill-color option to add background colors.
4. Change column widths so all of the data is visible.
5. Format numbers so they appear as dates or currency.
6. Add borders around cells so information isn't blended together.

For instance, in an expense tracker spreadsheet, you can make the headings bold and format the Amount column as currency.

You can also format dates so they all appear the same way.

Freezing the Header Row

Suppose you have a spreadsheet with hundreds of rows of data. When you scroll down, the column headings will disappear, making it hard to tell which piece of data corresponds to which column. Luckily, Google Sheets has a "freeze" feature that keeps the first row at the top of the sheet as you scroll.

To freeze the first row:

1. Open Google Sheets and click View > Freeze > 1 row.
2. This will keep your first row frozen as you scroll down.

The View menu will have slightly different options based on your preferences and the version of Google Sheets you're using.

Step 5: How to Use Google Sheets to Sort and Filter Information

When dealing with hundreds of rows of data, it can be challenging to find the right piece of information. Sorting and filtering information makes it easier to work with large sets of data.

Sort Your Worksheet

Sorting puts data in alphabetical or numerical order.

For example, you can sort products in alphabetical order or arrange expenses by size.

To sort a worksheet:

1. Select the data you want to sort. Make sure to include the column headings.
2. Click Data and choose your preferred sorting option.
3. Select the column you want to sort and the direction you want to sort it in.

When sorting a table with multiple columns, use the "sort range/table" option instead. Choosing this will ensure the data in different columns remains together.

Otherwise, you might end up with prices that don't match the products listed next to them.

Apply a Filter to Your Spreadsheet

Suppose you have a list of expenses with several categories: groceries, transport, bills, and entertainment. Instead of viewing all of the expenses at once, you can apply a filter that only shows groceries.

Using a filter, you can sort and find specific information easily.

To apply a filter:

1. Select the range of cells containing your data.
2. Click Data > Create a filter.

Filter options will appear next to your column headings. Use these to specify what data you want to see.

Sorting and filtering are useful with budgets, sales reports, customer records, and any other spreadsheet with lots of rows of information.

Step 6: How to Use Google Sheets to Create a Simple Monthly Budget Tracker

Now that you know the basics of how to use Google Sheets, let's put that knowledge to use by creating a simple monthly budget. This tracker will allow you to view expenses and total spending for any given month.

Create an Expense List

Open Google Sheets and create a new spreadsheet. Rename this spreadsheet "Monthly Budget".

In the first row, enter the following labels:

• Date
• Description
• Category
• Amount

Now enter some example expenses:

• 1 October — Groceries — Food — 1,500
• 2 October — Bus fare — Transport — 300
• 3 October — Electricity — Bills — 2,000
• 4 October — Notebook — Education — 250

These are just a few example expenses. You can customize this list based on your personal expenses and preferences.

Make sure to use currency symbols and decimals if applicable. If you're recording purchases, enter them as you make them so you don't forget smaller expenses.

Calculate Your Total Spending

Let's say your spending amounts are in column D, starting at D2. Click an empty cell and type in the following formula:

=SUM(D2:D)

This will total all the amounts you've entered. Since this uses a range of cells, you can continue entering expenses below the last expense, and the range will include the additional entries.

Using the example figures given, your total spending should be 4,050.

You can also use a label such as "Total Spending" next to the cell to indicate its purpose.

Compare Your Spending to Your Budget

Let's say your monthly budget is 10,000. Enter this number in a separate cell, such as F2. To compare your total spending to your budget, type in the following formula in another cell:

=F2-F3

Using the example calculations, your remaining budget would be 5,950.

You can now use this budget tracker to see how much money you have left in the month.

Organize Expenses Using Categories

In this example, we've organized expenses into categories such as Food and Transport.

To make it even easier, you can create categories and have a dropdown menu where you can select from those categories. Doing this will ensure categories are spelled the same way and reduce typos.

To create a category dropdown:

1. Select the cells where you want to enter your categories.
2. Select the dropdown or data-validation option available in Google Sheets.
3. Choose your category options.
4. Save your changes.

Now you can click the cell and select from your list of categories.

Practical Tip: At the end of every week, you should review your budget and expenses. You might discover that small, recurring purchases are piling up faster than you expected.

Step 7: How to Use Google Sheets to Share Your Spreadsheet and Collaborate Online

One of the best things about Google Sheets is that you can share a file with other people without sending them an email with an updated file every time you make a change. If you're a student, employee, or small business owner, it's vital that you learn how to use Google Sheets to share and collaborate on documents.

How to Share Your Spreadsheet

1. Open the Google Sheet you want to share.
2. Click the Share button.
3. Enter an email address for the person you want to share the spreadsheet with.
4. Choose the permission level for the recipient.
5. Send the invitation.

Google Sheets typically has three permission levels: Viewer, Commenter, and Editor. These permission levels determine what a recipient can do with your spreadsheet.

• Viewer: Can view the spreadsheet, but can't make any changes.
• Commenter: Can view the spreadsheet and add comments, but can't edit the spreadsheet.
• Editor: Can view and edit the spreadsheet.

Based on the purpose of the spreadsheet, select an appropriate permission level for any recipients.

Should You Share a Link?

You might notice an option to share a spreadsheet with anyone who has the link. Depending on your account, this option might be available.

Before sharing a spreadsheet this way, make sure it doesn't contain any sensitive financial or personal information. Anyone who has access to the shared link may be able to view the spreadsheet, depending on the permissions you set.

This option is great for schedules and other generic spreadsheets. However, a personal budget or customer list shouldn't be shared publicly.

Collaborating on a Spreadsheet

When multiple people have access to a spreadsheet, they can edit it at the same time. For instance, one person can update sales figures while another updates product information.

Changes to a spreadsheet are saved in real time as long as collaborators are online and have access to the spreadsheet.

You can also leave comments on a spreadsheet to communicate with other collaborators.

By using these commenting features, everyone can work on the same spreadsheet rather than sending it back and forth through email.

Step 8: How to Use Google Sheets to Create a Simple Chart

Charts make it easier to visualize numbers and compare values. For instance, you can use a bar graph or pie chart to compare expenses in different categories.

To create a chart, make sure your data is organized into a list that includes column titles.

1. Select the information you want to display.
2. Click the Insert menu.
3. Click Chart.
4. Google Sheets will display a suggested chart. You can change the chart type if you'd like.

Your chart will now be displayed in the spreadsheet.

When creating charts, keep it simple: Use clear titles and avoid displaying too many values in a single chart.

Charts are useful for budgets, sales reports, student grades, and any other spreadsheet that involves comparing numbers.

Step 9: How to Use Google Sheets on a Mobile Device

You don't always have a computer nearby, but you might still want to check or update a spreadsheet. The Google Sheets application for phones makes it possible to view and edit spreadsheets on the go.

For instance, if you're using a monthly budget spreadsheet, it can be helpful to update it as you make a purchase rather than waiting until you get home.

To get started, open the Google Sheets application on your phone, sign in with your Google account, and open the spreadsheet you want to view or edit.

Some formatting might appear differently on a phone compared to a computer since the screen space is smaller.

Can You Work With Google Sheets Offline?

Google Sheets can be used offline if the proper settings have been configured ahead of time. Offline settings will vary depending on the device and software being used.

If you think you might need to use Google Sheets without an internet connection, enable the offline option. Any changes made while offline can sync once the device is back online.

Always make sure that your most recent changes have synced before relying on them from another device.

Common Mistakes to Avoid When Learning How to Use Google Sheets

As you learn how to use Google Sheets, a few simple habits will help you avoid frustration:

1. Don't leave blank rows in your data set: This can cause sorting and filtering functions to behave unexpectedly.
2. Don't type numbers as text: Numerical values in cells should be formatted as numbers in Google Sheets, not text. If you encounter strange behavior with numbers, double-check that they've been entered as numbers.
3. Double-check the cells used in formulas: A formula can use the wrong cell reference, which produces incorrect results.
4. Don't share files with the wrong permissions: Always make sure a recipient needs editing rights before granting them. If they only need to view the file, they'll be able to do so as a Viewer.
5. Don't forget to label your headings: Give each column a brief description so it's clear what information belongs in that column.
6. Avoid sharing private information: Never share a file with anyone who doesn't need to see it. If you're using the public sharing option, make sure confidential information isn't included in the spreadsheet.
7. Don't create overly complicated spreadsheets as a beginner: Start with something simple and expand on it later.

By being aware of these common mistakes, you'll find that spreadsheets are easier to use and less frustrating as you become more familiar with the program.

Frequently Asked Questions

Is Google Sheets Free to Use?

Google Sheets is free for most personal use with a standard Google account. However, certain business and organizational plans may require payment for additional features.

Do I Need to Install Anything to Create a Spreadsheet?

No. You can use Google Sheets through a compatible browser or mobile application. An internet connection is required for online use, although offline access is also available when configured in advance.

Can Google Sheets Open Microsoft Excel Files?

Yes, Microsoft Excel files can be uploaded to Google Sheets and converted to Google Sheets format. You can also export a Google Sheets file to Excel format if needed. Formulas and formatting in complex Excel files may not always transfer correctly.

How Do I Save My Work?

Google Sheets saves your work automatically while you're using the online version. There's no need to save your work manually, though you should make sure your most recent changes have synced before closing an important file.

Can Multiple People Edit the Same Spreadsheet?

Yes, if they have been granted editing rights. Multiple people can edit a spreadsheet simultaneously.

What Is the Easiest Formula to Learn for a Beginner?

The SUM function is a great place to start since it focuses on basic addition. Once you're comfortable with that, try AVERAGE and IF.

Final Thoughts

Learning how to use Google Sheets can help you manage information, organize tasks, and handle everyday calculations more easily.

Start with a simple spreadsheet and practice entering data. Then move on to formulas, formatting, sorting, and sharing files. You can also build a monthly budget tracker to put your new skills into practice.

You don't need to master every feature immediately. Start with a small project and expand it as you become more comfortable. With regular practice, Google Sheets can become a useful digital skill for school, work, and daily life.

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