Straightforward help with cells, formulas, tables and simple charts.
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Google Sheets is Google's online spreadsheet application for organising information, performing calculations, analysing data and collaborating with other people. A spreadsheet is made from cells arranged in rows and columns, and those cells can contain text, numbers, dates, formulas and other information used for office tasks such as budgets, trackers, lists, schedules and reports.
PDF · 1 pageA Google Sheets file is a spreadsheet stored in Google Drive and can contain one or more worksheet tabs. Before entering information, check the correct Google account, give the spreadsheet a meaningful name and understand the main screen areas so that data, formulas and worksheets are easier to manage.
PDF · 1 pageGoogle Sheets can store text, numbers, dates, times and formulas, but the value entered into a cell and the way that value is displayed are not always the same thing. Accurate data entry matters because formulas, sorting, filtering and charts all depend on the spreadsheet containing consistent information.
PDF · 1 pageFormatting changes how spreadsheet information is displayed without necessarily changing the underlying value. Correct number formats are particularly important because a value may represent money, a percentage, a date or an ordinary number, and the format should make that meaning clear to the reader.
PDF · 1 pageRows and columns form the structure of a spreadsheet, so inserting, deleting, resizing, hiding and freezing them correctly helps keep information organised without damaging formulas or making large sheets difficult to navigate. Before deleting or moving structural areas, check whether formulas, charts or other worksheets depend on the cells involved.
PDF · 1 pageFormulas make a spreadsheet calculate results automatically from the values stored in cells. A Google Sheets formula normally begins with an equals sign, and using cell references rather than typing fixed numbers into every calculation allows results to update when the underlying data changes.
PDF · 1 pageFunctions are ready-made formulas that perform common calculations without requiring every step to be written manually. A function begins with an equals sign, followed by the function name and brackets containing the cells, range or values the function should use
PDF · 1 pageThe IF function lets Google Sheets return one result when a condition is true and another result when it is false. It is useful for status columns, budget checks, payment tracking, pass or review results and other situations where the spreadsheet needs to make a simple decision from the data
PDF · 1 pageCOUNTIF, SUMIF and AVERAGEIF calculate only the cells or rows that meet a chosen condition. They are useful when a spreadsheet contains many records but you need an answer for one category, status, department, customer type or numerical threshold without manually separating the data first.
PDF · 1 pageCell references control what happens to a formula when it is copied to another location. A relative reference changes as the formula moves, an absolute reference remains locked to one cell, and a mixed reference locks only the row or only the column. Understanding the dollar sign is essential when one fixed rate, price or assumption is used across many calculations
PDF · 1 pageSorting changes the order in which records appear, while filtering temporarily hides records that do not meet selected criteria. Both are extremely useful for office lists, but the full dataset must be handled correctly so names, dates, amounts and other information remain attached to the right record.
PDF · 1 pageOrdinary filters can change what everyone looking at a shared spreadsheet sees, while filter views can let users work with a particular filtered or sorted view without permanently rearranging the underlying data for other collaborators. Slicers provide another visual way to filter suitable ranges, tables or charts, depending on the spreadsheet setup and current Google Sheets features
PDF · 1 pageData validation helps control what users can enter into selected cells, which makes repeated information more consistent and reduces typing errors. Dropdowns are particularly useful for statuses, departments and categories, while checkboxes can provide a simple way to record whether an action has been completed.
PDF · 1 pageConditional formatting automatically changes the appearance of cells when they meet chosen rules. It can make overdue dates, unusually high or low values, duplicate entries, completed tasks and other important information easier to notice without manually recolouring cells every time the data changes.
PDF · 1 pageCharts turn suitable spreadsheet data into a visual summary so patterns, comparisons and changes can be easier to understand. The chart type should match the question being answered, and the source data, labels and scale should be checked carefully so the visual does not accidentally mislead the reader.
PDF · 1 pageA pivot table summarises a larger dataset without requiring you to build a separate formula for every category. It can group records by fields such as department, region, product or status, then calculate totals, counts or averages so large lists become easier to analyse.
PDF · 1 pageOne Google Sheets file can contain several worksheet tabs, which is useful when related information belongs together but should not all sit on one enormous sheet. Tabs can be renamed, moved, duplicated and referenced by formulas, allowing a workbook to contain areas such as monthly data, assumptions, summaries and reports while remaining organised.
PDF · 1 pageThis final page brings together the core checks and formulas used throughout the Google Sheets guide. Before relying on a spreadsheet, confirm that its structure is clean, formulas reference the intended cells, categories are consistent, permissions are appropriate and important results have been checked against the underlying data.
PDF · 1 pageThese exercises bring together the main spreadsheet skills covered throughout the guide. Use fictional or approved practice data rather than real confidential information, and check each result rather than assuming that a formula, filter or chart is correct simply because Google Sheets accepts it.
PDF · 1 pageKeyboard shortcuts can make everyday spreadsheet work much faster, particularly when selecting data, editing formulas and formatting repeated information. The shortcuts below are aimed at Windows users working in Google Sheets through a browser, although some commands can vary with browser, keyboard layout or Google Sheets updates
PDF · 1 pageSpreadsheets often contain more columns and rows than will fit neatly onto one printed page, so printing requires more checking than simply selecting Print. Before producing a paper or PDF copy, decide which data needs to appear, then check A4 paper size, orientation, scaling, margins, headings and page breaks so the result remains readable.
PDF · 1 pageGoogle Sheets can work with Microsoft Excel files and can download spreadsheet data into several formats, but conversion between applications is not always exact. Ordinary tables and formulas often transfer well, while complex formatting, macros, specialised Excel features and some formulas can behave differently, so important converted files should always be checked
PDF · 1 pageGoogle Sheets saves changes automatically and can retain version history showing earlier states of a spreadsheet. This is especially useful when a formula has been overwritten, data has been changed accidentally or several collaborators have edited the same file and you need to understand what happened before deciding whether anything should be restored.
PDF · 1 pageGoogle Sheets allows several authorised people to work in the same spreadsheet, but collaboration works best when access levels are chosen carefully and important changes are discussed clearly. Before sharing workplace data, check the correct recipients, external access, Drive location and whether each person genuinely needs to view, comment on or edit the spreadsheet.
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