Spreadsheets have been a part of our everyday lives since the introduction of the internet, yet we often fail to fully utilize their capabilities.
That’s all with Google Spreadsheets.
The Google Workspace application, which is often considered easier to use than Microsoft Excel, provides various helpful features for businesses across different industries, including time-saving commands and email validation checks.
Hostbits chose the top features of Google Spreadsheets and compiled them in this article to help you effectively utilize this tool.
Enjoy your reading!
What exactly is Google Sheets?
Google Sheets is an internet-based spreadsheet tool that enables users to make and edit spreadsheets collaboratively.
Users have the option to directly upload spreadsheets from their computers or mobile devices.
The application automatically saves all modifications and allows users to monitor the changes made by others in real-time.
Google Sheets is a crucial component of the Google Workspace software package.
This bundle also contains software like Google Docs, Google Slides, Google Forms, Google Meet, Google Keep, and more.
Is Microsoft Excel compatible with Google Sheets?
Google Sheets works seamlessly with Microsoft Excel spreadsheets.
Learning to use Google Sheets is simple if you are familiar with Microsoft Excel.
The application’s interfaces and toolbars are alike and have common features like autofill and built-in formulas for calculations like “SUM” and “AVERAGE”.
You can conveniently access your Excel files in Google Sheets and begin collaborating.
How can I utilize it?
To begin using Google Sheets, you need to have a Gmail account.
Google’s email users can utilize a complimentary Google Workspace bundle containing all the mentioned applications.
For additional features such as increased cloud storage, personalized Gmail domains, and enhanced application capabilities, consider exploring Google Workspace business accounts.
20 features of Google Spreadsheets that will make your life easier
Google Sheets is a user-friendly and simple-to-navigate program.
However, it is packed with features and shortcuts that can greatly simplify your daily tasks.
Then we highlight the most beneficial. Take a look:
Shortcuts and Commands in Google Sheets
Google Sheets offers numerous keyboard shortcuts. To view a collection of shortcuts in Google Sheets, just press Ctrl + / (Windows, Chrome OS) or ⌘ + / (Mac).
Some examples are provided below.
Date and Time Abbreviations
- Use Ctrl or Cmd along with the period and comma keys to insert the date.
- Pressing Ctrl or Cmd, Shift, and the semicolon key together will insert the time.
- Pressing Ctrl or Cmd, Alt, Shift, and the period key allows you to insert the current date and time.
Shortcuts for Formatting
- Format as decimal using Ctrl-Shift-1.
- Format as time using Ctrl-Shift-2.
- Ctrl-Shift-3: Convert to date format
- Format as currency using Ctrl-Shift-4.
- Format as a percentage using Ctrl-Shift-5.
- Format as exponent: Ctrl-Shift-6
Navigation Quick Access
- Go back to the start of the line at home.
- Use Ctrl + Home to navigate to the top of the page.
- End to End Line
- Ctrl + End will bring you to the bottom of the page
- Use Ctrl + Backspace to navigate to the current cell.
- Pressing Alt + Arrow down will take you to the following page.
- Pressing Alt + Up arrow allows you to go back to the previous page.
Receive notifications for changes made to your email.
You can request Google Sheets to send you notifications via email whenever changes are made to a shared worksheet by a team member.
To get notifications in your email, find the Notification Rules feature in the Tools menu to customize your settings for a particular worksheet.
Text: 3. Formatting based on conditions
The conditional formatting features and color scale in Google Sheets differ from Excel, but they can produce similar outcomes.
Some individuals who are accustomed to using Microsoft software may feel confused or think that Google Sheets lacks this feature as a result.
You can easily locate the conditional formatting feature in Google Sheets by going to Format > Conditional Formatting.
Standardize the formatting of cells.
It is possible to quickly copy the complete formatting of a cell and apply it to another cell.
Click on the cell that has the desired formatting to copy it.
Click on the icon of the “painting label,” which is located to the right of the print command on the left side of the toolbar.
Click on the cell where you wish to apply the formatting next.
All aspects, including the font size, color, cell shading, and numerical style, will be carried over.
Integration with Google Forms is part of the package.
Google Forms is an excellent companion to Google Sheets.
You can gather information using this tool by entering data into an online search form and then organizing the outcomes in a spreadsheet.
You can make a form by selecting the Form option from the Insert menu in Worksheets.
When your form is complete, you can email it to others, embed it on a web page, or obtain a link to share it in various ways by clicking the Send button in the top right corner of the page.
As the responses come in, they will show up in your worksheet as separate rows that belong to you.
Verify that the email addresses are correct.
You can easily verify that all email addresses in a contact list on Google Sheets are correctly formatted and do not contain errors like “.con” or missing components.
This can help you save a significant amount of time!
Google Sheets offers an ISEMAIL function to assist in verifying if a cell is formatted correctly as an email using the formula =ISEMAIL(cell).
You can find additional information about this feature on this page.
Protect data in individual cells and columns.
If multiple individuals are working on a spreadsheet, it is advisable to restrict access to certain data to prevent mistakes, correct?
You can prevent worksheets and specific cells from being unintentionally altered by blocking them.
The route is easy:
- Choose a cell, column, or range.
- Access the Data tab
- Sheets and Intervals with Protection
If you can’t see the “Birds and Protected Time Periods” option, you might be using the Microsoft Office version. To access this feature, convert your file to Google Sheets.
Importing ranges from other worksheets is possible in eight.
You can transfer data from one worksheet to another instead of storing data in multiple worksheets and opening multiple windows to search for information.
This implies that you only have to modify the data in one place instead of multiple worksheets, leading to significant time savings.
To bring in a selection of cells from a particular worksheet, simply use the function.
Import data from another Google Sheets document using the IMPORTRANGE function.
Quickly grasp formulas.
Google Sheets simplifies the process of mastering formulas as you work.
When you begin entering a formula, a helpful reference will appear with key information about the formula being inserted into your spreadsheet.
Simply begin entering the formula, such as typing =SORT(, and you will observe the following:
Duplicate information from a single cell.
To duplicate data from a cell to other cells nearby, simply click on the original cell to select it and look for a small blue square in the bottom right corner.
Click on this square and move it in the desired direction to the location of your choice.
When you delete, the initial cell content will immediately show up in all other chosen cells.
Standardize the way Dusks and Dusks are formatted.
There is nothing worse than discovering a spreadsheet completely off track, right?
In Google Sheets, there is a function available that quickly standardizes the capitalization of text.
Use the functions for this purpose.
- Using Upper(A1) will capitalize all text in any cell you specify.
- A1’s lower function will have the same effect on small and;
- Proper(A1) capitalizes the first letter of each word to create a title box effect.
Validate web addresses in Google Sheets
You can verify URLs in a spreadsheet to check for any unsuitable items in your list.
Use the IsURL function following the steps outlined in the previous tip.
13. Count of individual cells
Getting a count of all unique values in a dataset containing numerous duplicate values, such as names or emails, is straightforward.
Just utilize the UNIQUE function in Google Sheets to accomplish this.
The UNIQUE(cell range) formula offers a distinct row count and can help you save time.
14. Include additional features in Google Sheets
Many additional features are available for use with Google Sheets.
They can simplify your life and you can select the most convenient one based on your needs.
Some of the most popular extensions in Google Sheets include Google Analytics for retrieving data from spreadsheets and Supermetrics for retrieving data from social media platforms like Facebook, Twitter, and LinkedIn.
15. Include additional features in Google Sheets
If you notice any additional spaces before or after the information in your spreadsheet, remember to utilize Google Sheets’ TRIM function.
You can enter it into a cell of your choice, such as (=TRIM(A3)), to eliminate any spaces on the left or right and present a neater form of the cell’s content.
Use this format for the necessary range when you want to execute the function for multiple cells simultaneously.
- Paraphrased: Trim function applied to a range from A2 to A50 as an array formula.
Separating Names and Other Information
You can utilize the ‘divide text into columns’ feature found in the ‘Data’ menu to separate data from a cell into multiple cells.
This can be beneficial when you want to delete information, such as when you want to separate first names and last names into different sections on the spreadsheet.
Add extra features in Google Sheets
Inserting hyperlinks in extensive datasets can be a lengthy process, but Google Sheets offers a swift resolution through the HYPERLINK function.
The formula =HYPERLINK(URL, LINK_LABEL) enables you to swiftly insert both the link address and the display text.
You can find additional information about the HYPERLINK function directly on Google’s website.
Google Translate is a translation tool provided by Google.
Google Sheets can directly translate cells in various languages within the worksheet.
Just include =GOOGLETRANSLATE(cell) in any cell on the spreadsheet to translate it automatically.
Add notes on Google Sheets
If you’re examining a spreadsheet and wish to add comments to specific cells without altering the content or if you lack editing permissions, you can utilize Google Sheets’ comments function.
Choose a cell and press Ctrl+Alt+M to insert a comment.
A small window will pop up for you to enter your comment.
It will appear next to the name in the email address you used to post the comment.
Share your worksheet with other collaborators.
Click on the Share button located in the top right corner of Google Sheets to collaborate on the worksheet in real-time.
A pop-up window will appear, allowing you to input the email addresses of your team members who require access to the worksheet for collaboration.
You can also specify the level of access granted to each individual as Reader, Commenter, or Editor.
Explore more possibilities using Google Spreadsheets
Did you find our suggestions for enhancing your efficiency in Google Sheets enjoyable? Hostbits supports you in taking your productivity to the next level!
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Explore more about Google Sheets and other Google Workspace apps by clicking on the banner provided.
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