You want to know all of the tips and techniques you can use to get the most out of a program like Google Sheets when you first start using it. You'll be more proficient in that program if you grasp the spreadsheet skills quickly. Regardless of how you use spreadsheets, they have a lot of power. They're simple to use at first, but as you learn more about the capabilities and features of your spreadsheet program, you'll discover that it has a lot more capability for working with data. In this article, we'll go over 20 Google Spreadsheets ideas that will save you time and allow you to use spreadsheets in ways you never considered before – like an expert even.
1. Insert Images Within Sheets
Think Google Spreadsheet is just all about data rows and columns? Guess what!? You can add images to a spreadsheet to add some flair or originality. Try using the =IMAGE feature to make use of this functionality. Simply type in the URL of the image you want to use in your spreadsheet and close it to insert it directly into the sheet.
2. Extrapolate Information from Other Google Sheets
3. Learn Formulas in Google Spreadsheet
Sheets is no slouch in this respect, and it's one of the favourite features for tackling the learning curve when using the software. Try typing a function, and Sheets will display the syntax for that function, as well as Google Sheets instructions for using it. To use this functionality, simply type an equals sign into a cell, followed by the formula name. A pop up prompt window will appear after you open the parenthesis, instructing you on how to use it.
4. Prevent Unwanted Changes By Locking A Cell or Cells
Sheets is great for collaboration since it allows you to simply request other users to access on the same spreadsheet. You may start using this functionality by navigating to the Data > Protected sheets and ranges menu option. On the right side, a menu will appear, allowing you to simply select and drag over the data that needs to be safeguarded.
ImportData, which is comparable to ImportXML, is also a great utility. ImportData will pull data from .csv or .tsv information saved on a website's page rather than XML fields. At their most basic level, .csv and .tsv are essentially text files with records delimited by a comma or a tab. We won't go into great detail regarding the distinctions between the two, but you may always learn more. They resemble an Excel or Google Sheets spreadsheet in appearance. This formula can undoubtedly come in handy because these are also common ways to store data.
This is a formula for extracting specific information from large threads of text. You could use it to separate an email address or a URL from a paragraph, for example. It can also be used to extract a path or root domain from a URL. Unlike the other formulas, the data you're looking for can be concealed within one block of text, and Regexextract will still be capable of extracting it.
The penultimate and perhaps most sophisticated Google Sheets feature we'll discuss is integrations. Integrations are comparable to add-ons, with the exception that installing them is a little more complicated because they work with apps that aren't available on the GSuite marketplace and so can't connect straightforwardly to Google Sheets. Connecting other apps to Google Sheets to maximize efficiency and automate manual work is the same principle as add-ons. You can only utilize an API if you don't wish to use an external service.This is a very basic explanation of the complexities of pulling data for sheets. However, you can always find online resources to learn more.
- UPPER – converts all data to uppercase letters.
- LOWER – converts all data to lowercase letters.
- TRIM is a command that eliminates preceding and trailing spaces from data.
7. Use Filters to Find Specific Data in Spreadsheets
Filtering can help you fine-tune what's now visible in the spreadsheet, and it's very useful when dealing with large datasets. To apply filter buttons to your table, simply click the filter option. Then, on the column, click the filter option to narrow down what's displayed.
8. Create Charts and Reports With AI
Google Sheets can sometimes be smarter than this user. This is due to Google's expanding usage of artificial intelligence (AI) to generate reports and infographics automatically. You can generate charts and reports by typing plain-English commands rather than developing them from start. Click the Explore icon in the lower right corner of Sheets to use this in your own Google spreadsheets. Then simply check through the built-in options or try spelling out a chart you want to create.
9. Convert Excel Document to Sheets
If you're questioning how to begin converting your files from Ms Excel format, this Google Sheet tip can be helpful. Even if you start with .XLSX spreadsheet files, you can convert them to Sheets format and begin working with them right immediately. This is a simple operation that only involves a little dragging and dropping.
10. Text Translation Without Using Any Other Apps
It's really simple to connect to Google's Translate service. You may even translate text from within a spreadsheet. Here's an example of how to translate from French to English using the GOOGLETRANSLATE function:
=GOOGLETRANSLATE(“je ne sais quoi”,”fr”,”en”)
Instead of copy pasting the text from Google Translate's little box, you can utilize this method. Alternatively, point this method to a cell that has typed text.
11. Take on Repetitive Tasks with Macros
A macro saves time by capturing routine actions and making them easy to repeat. If you find yourself repeating the same steps, you should check out this feature. To begin, go to the Tools menu and select Macros > Record Macro from the drop-down menu. Then go over the steps you'll want to do again later and save it. This feature is really useful for saving time, whether it's employing formatting or reorganizing columns in the same way every time. To replicate the task, simply play back the macro from the Tools menu.
12. Use Alternative and Conditional Formatting
With colored cells, conditional formatting can help you trace the progression of measurements like KPIs. You can alter the color of a cell, row, or column if the data fits certain criteria, such as containing a specific phrase or number. This makes the data in your spreadsheet more dynamic and simpler to understand. You can, for example, arrange your spreadsheet so that bad performance, low grades, or negative numbers are emphasized in red.
- In Google Sheets, create a spreadsheet.
- Select the cells to which conditional formatting should be applied.
- Select Format > Conditional formatting from the drop-down menu.
- Create a rule on the right-hand pop-up menu.
- One color: Choose a condition under Format cells if. Select the color and style of the cell or text under Formatting style.
- Scale of colors: Select the color scale under Preview. Set a minimum and maximum value, as well as a middle value, if desired.
Click Done afterwards.
This will save you even more time. Rather than manually coloring the cells in Google Sheets, you could do it in two clicks if you want your rows to have varying colors (which makes the spreadsheet simpler to read). Select Format from the top menu, then Alternating colors from the drop-down menu. Select default template or customize the header and alternating row colors with personalized colors.
13. Make Use of Add-ons
Google Sheets, Docs, and Forms all have add-ons. They're little programs created by programmers that let you do more with a spreadsheet or file. You can immediately add menu items and sidebars, modify files, and link to more than a dozen Google services. Click add-ons in the menu bar inside Google Sheets, then search. Add-ons for connecting spreadsheets, importing data from numerous sources, scheduling mailings, and more are available.
One of the best Google Spreadsheet add-ons out there is Kulfi Forms. It is one particular add-on you don't want to leave out. You can use Kulfi Forms to create surveys, questionnaires, e-signatures, compute research data, etc., all with 100s of form templates to choose from. Download Kulfi Forms here.
14. Make use of the templates
When you and your coworkers are working on G Suite, one of the best methods to save time is to use templates. It's inefficient to have to recreate a report or mailing layout every time you start a new one. Google provides a number of time-saving templates that allow you to focus on using the papers rather than putting them together.
- Open the Google Sheets, Slides, or Forms homescreen.
- Select a design template.
- Click Template Gallery to discover more alternatives.
When you're inside a file, you can also access templates.
Select File > New > From Template from the File menu.
15. Locate and replace
For large spreadsheets, manually discovering and rewriting parts of the text can be quite time consuming. You can rapidly make changes using the Find and Replace tool. This is how you do it:
- In Google Sheets, create a spreadsheet.
- Select Edit > Find and Replace from the drop-down menu.
- Type the word in the box next to Find. Enter the new word next to Replace with if you want to replace the word.
- Click Find to look for the term. Click Find again to see the next time the word is used.
- Optional: Use one of the options below to narrow your search.
- Case-sensitive search: Makes your search case-sensitive.
- Match full cell contents: Looks for cells that have the same contents.
- Searches for cells that match a pattern using regular expressions.
- Look for formulas as well: Formulas appear in searches.
Click Replace to swap out the highlighted word. Replace all to have the term replaced every time it is used.
16. Invite Others to Work on Your Spreadsheet
With a few clicks, you may invite others to collaborate on your spreadsheet. This contains some truly remarkable capabilities, such as the ability to see others work on a spreadsheet in real time. Simply click the Share icon in the upper right corner of the Sheets app to get started.
Advanced Formulas for Data Interpretation
So, now that you've gathered all of this information, what do you do? We'll include in a few Google Sheets formulas that can make a major impact in your analysis of data, assuming you have a solid foundation in Excel/Google Sheets. We've already covered a couple of these formulae in our spreadsheets tutorial, and they're useful in both Excel and Google Sheets, so we'll just go over a few more.
IF statements are one of the most basic operations in the spreadsheet world, but they're also necessary to get significant work done with Google Sheets. An IF statement is a basic common sense test that determines whether or not something is true, with a response based on the statement's truth value. When it comes to certifying various data for use, IF statements are essential. For instance, you are over-budget if your spending exceeds your budget. You're under budget if it's less than what you planned. This technique may, of course, be used in many more complex manner, and it can also be used in conjunction with other Google Sheets features. With an IF statement, both AND and OR functions make excellent partners. An IF statement are often used inside another IF statement (a double IF!).
Index Matching and Vlookup
Vlookup and Index Match in Google Sheets are two similar alternatives for finding accurate data across several sheets or a huge collection of information. If you're a mortgage banker, for instance, you might have a list of various leads, each with its own set of attributes. If you believe that people from a residential district in your city are more likely to answer this month, you can use a Vlookup or Index Match feature to gather data for just these people. When you have hundreds, if not thousands, of entries in your data table, these algorithms become extremely helpful. It takes time to become adjusted to the formula.
Google Sheets distinguishes itself from Excel in yet another aspect. Despite the fact that Excel includes this feature, it is tricky to use, so you're probably much better off continuing with Google Sheets. Query is convenient because it integrates data filtering with commonly used functions like SUM and AVERAGE. You enter the data range you're looking at, as well as a query string describing what you're searching for. Query's capability is difficult to grasp in a single paragraph, but it can substitute most parts of a pivot table (which we'll discuss later). Some people believe that this is the most productive formula on the internet, thus understanding it is a great trick to have.
Google Sheets also comes with a slew of other features. There are numerous online resources, such as classes and tutorials, that can assist you in becoming an excellent Google Spreadsheet user. This is where we'll drop our pen. We hope you learnt a great deal.