Sheets basics

What can you do with Sheets?

Handle task lists, create project plans, analyze data with charts and filters, and much more.

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.

What you need:

Google Workspace account & 10 minutes

1.1

Create a new spreadsheet

From the Sheets homepage: Click Create new spreadsheet .

From Google Drive: Click New > Google Sheets > Blank spreadsheet or From a template.

1.2

Import and convert old spreadsheets to Sheets

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. If you've already stored Microsoft® Excel® spreadsheets in Drive, you can also update them withoutconverting to Sheets.

2.1

Enter and edit your data

1. Rename your spreadsheet: Click Untitled spreadsheet and type a new name.

2. Enter text or data: Click a cell and start typing.

3. Insert more items: Click Insert and add notes, functions, charts, images, drawings, and more.

Note: To see which functions are available, see the Google spreadsheets function list.

2.3

Work with rows, columns, and cells

1. Add rows, columns, and cells—Select a cell or block of cells. Then, on the menu bar, click Insert and choose where to add the row, column, or cells.

2. Delete or hide rows and columns—Right-click the row number or column letter and select Delete or Hide.

3. Delete a cell or a block of cells—Select the cells you want to delete. Click Edit > Delete cells and shift up, or Edit > Delete cells and shift left.

4. Move rows and columns—Click the row number or column letter to select it. Then, drag it to a new location.

5. Freeze header rows and columns—Keep some data in the same place as you scroll through the rest of your spreadsheet. On the menu bar, click View > Freeze and choose an option.

3.1

Share spreadsheets

Share a file you own or can edit:

1. Open the file you want to share.

2. Click Share.

3. Enter the email addresses or Google Groups you want to share with.

4. Note: If you can't add people outside your company, see your Google Workspace administrator.

5. Choose what kind of access you want to give people:

   • Can edit—Collaborators can add and edit content, and add comments.

   • Can comment—Collaborators can add comments, but not edit content.

   • Can view—Collaborators can view the file, but not edit content or add comments.

6. Click Send.

Everyone you shared with will receive an email with a link to the spreadsheet.

3.2

Add comments and replies

If team members aren’t available to collaborate in real time, leave feedback and questions for them to see later.

1. Select a cell.

2. In the toolbar, click Insert comment .

3. Add your notes and click Comment.

If a comment is important for a specific collaborator to see, enter addfollowed by their address. They’ll get an email with your comment, along with a link to the spreadsheet. They can then reply to your comment to answer questions or start a discussion.

When you’re done with a comment, click Resolve.

4.1

Print your spreadsheet

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

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

4.2

Download versions in other formats

To download your spreadsheet so you can open it in other programs, click File > Download as and choose one of the following formats:

• Microsoft Excel (.xlsx)

• OpenDocument format (.odt)

• Adobe® PDF document (.pdf)

• Comma-separated values (.csv)

• Tab-separated values (.tsv)

• Web page (.zip)

4.3

Make a copy in Sheets

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.

To make a copy of your spreadsheet, click File > Make a copy. You can rename the copy, change where you save it in Drive, and optionally share it with the same collaborators.

4.4

Email a copy as an attachment

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.

Note: This sends a copy of the spreadsheet instead of sharing the original, so you won’t be able to use Sheets’ collaboration tools.

5.1

Ask questions about your data

Note: This feature is only available in English.

1. On your computer, open a spreadsheet in Google Sheets.

2. At the bottom right, click Explore .

3. If you want to ask questions about data that’s on a different sheet, at the top right click Edit and make your changes.

4. Under "Answers," enter your question in the box and press Enter.

5. To find answers, click the question under the text box.

5.2

Add alternating color backgrounds automatically

1. On your computer, open a spreadsheet in Google Sheets.

2. At the bottom right, click Explore .

3. Under "Formatting," choose an option.

Note: You can only add formatting to a spreadsheet if you have permission to edit the file.

5.3

Get charts & analysis automatically

1. On your computer, open a spreadsheet in Google Sheets.

2. To get info for specific data, select a range of cells.

3. At the bottom right, click Explore .

4. If you want to get charts and analysis for data that’s on a different sheet, at the top right click Edit and make your changes.

5. To see what data is being used in a chart, in the panel at the right, point to a chart.

5.4

Add a chart, formula, or pivot table to your spreadsheet

1. On your computer, open a spreadsheet in Google Sheets.

2. At the bottom right, click Explore . If you want to get charts and analysis for data that’s on a different sheet, at the top right click Edit and make your changes.

   • To add a chart, drag it to your spreadsheet.

   • To add a formula, drag it to your spreadsheet.

   • To add a pivot table, click Insert pivot table .

Note: You can only add a chart, formula, or pivot table to a spreadsheet if you have permission to edit the file.

5.5

Can't find suggestions

If you open the Explore panel and don’t find any suggestions, make sure that:

• The spreadsheet or selected cell range isn’t empty.

• You’ve selected a range of data that contains numbers, repeated text, or another type of pattern. For example, a range of data with "Yes" / "No" form responses.