eight Google Sheets ideas and tips assured to make you extra productive

most of us follow the statistical fundamentals of Google Sheets. it is attainable you may use the app to file how a lot money you made for the month or enter completely different statistics. however Google Sheets provides superior options which will enhance information accuracy and allow you are employed sooner. you presumably can change themes to make the app extra visually interesting and automate repeated processes on the best Android telephones, tablets, and computer systems.


Like most apps in Google Workspace, Google Sheets is cloud-based mostly and permits you to sync your work throughout your devices. to maximise the advantages of using Google Sheets, use the eight ideas we reveal on this submit.

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what’s Google Sheets?

Google Sheets is a free and cloud-based mostly various to Microsoft Excel. The spreadsheet program is designed for information entry and has an interface that is match for enterprise or private use. you should use the app to create and format particular blocks recognized as “cells,” use features and formulation to change and calculate values inside cells, and collaborate with of us in exact time.

Google Sheets is an internet based mostly app that saves your work as you go. Your information stays private till you give of us entry to it, the identical means most Workspace purposes function. Sheets may even be free for private use, nonetheless it has a enterprise mannequin that suits small and massive companies. you may subscribe to a Google Workspace plan to entry it, which begins at $6 a month. A Google Workspace subscription plan additionally unlocks the enterprise variations of the selection productiveness apps.

Google Sheets has an internet app you should use out of your browser and a cell app. nonetheless, using it in your cellphone limits its functionalities. it is best used for quick edits and by no means intense computations.

1. Freeze columns and rows

There are hundreds and hundreds of cells in a single Google spreadsheet. you’d possibly miss important information everytime you scroll an extreme quantity of. Sheets permits you to freeze particular columns or rows to be sure that that does not happen. The frozen cells affiliate with you everytime you scroll throughout the spreadsheet. nonetheless, you presumably can’t freeze simply one cell.

Freeze columns and rows on computer systems

  1. click on the drop-down arrow beside a column letter.
    Dropdown arrow on Column letters in the Google Sheets web app

  2. choose View extra column actions.
  3. click on the Freeze as a lot as column possibility.
    View more column actions on Google Sheets

  4. Alternatively, drag the grey bar beside the row numbers to the column you want to freeze.
  5. To freeze columns, drag the bar to the relevant. To freeze rows, drag the bar down.
    Freezing columns and rows with gray bar on Google Sheets web app

Freeze columns and rows on the cell app

  1. faucet and maintain any cell letter. the complete column is highlighted in blue, and a menu pops up. to choose a complete row, faucet the row quantity.
  2. faucet the three-dots icon to increase the menu.
  3. choose Freeze.

2. Filter information

When collaborating with third events on Google Sheets, your information may mix with theirs and show to be messy to type through. The filter possibility permits you to conceal all people’s information and contemplate solely yours. beneath are the completely different methods you presumably can conceal information:

  • Filter by colour: reveals solely cells which have colours. First, you may fill the cells with a singular colour or change the textual content material colour of their values.
  • Filter by situation: Limits your spreadsheet view based mostly on particular circumstances. for event, you presumably can solely see cells with values starting with A, B, or C.
  • Filter by values: Hides particular phrases or numbers beneath a column.

Filter information in Google Sheets on computer systems

  1. click on any cell that has a worth inside it. Double-click on and drag throughout columns and rows to choose a pair of.
  2. Go to information > Create a filter. Google Sheets routinely places filter icons on the cells.
    Data menu on Google Sheets web app

  3. click on the filter icon to choose your filter approach.
    Creating filters on Google Sheets web app

  4. To filter by colour, click on a cell and use the Fill colour button to vary its colour. Use the textual content material colour button to vary the hue of the textual content material solely.
    Fill cell and text colors on Google Sheets web app

  5. click on the filter icon and go to Filter by colour. the colours you chose are the one ones that seem any longer.
  6. To filter by situation, click on the filter icon and choose Filter by situation.
  7. To filter by values, click on the filter icon and uncheck any worth from the record. The unchecked values now not seem in that column.

Filter information in Google Sheets on the cell app

  1. faucet any cell with a worth inside it. faucet any cell letter or quantity to spotlight rows and columns.
  2. faucet the three-dots icon to open the sheet’s menu.

  3. choose Create a filter. A inexperienced spotlight seems over your chosen columns and rows.

  4. faucet the filter icon, and the decisions for filtering values pop up in a mannequin new tab.

three. Use Google Sheets themes

Google Sheets has sixteen themes out there on the internet app. Your theme is ready to plain by default, however you presumably can change it to a particular one. you presumably may even customise your chosen theme with completely different fonts and colours for chart backgrounds, textual content material, and hyperlinks.

The theme solely applies to the current spreadsheet you are engaged on and to not current or future spreadsheets. you presumably can solely change themes from mild to darkish on the cell app, however no matter theme you select on the internet app displays in your cellphone. Use the darkish theme to maintain away from losing the battery.

Use Google Sheets themes on computer systems

  1. Go to Format > Theme. a mannequin new sidebar seems.
    Format menu on Google Sheets web app

  2. choose a theme from the record.
  3. click on customise to vary the fonts and colours.
    Themes on Google Sheets web app

Use Google Sheets themes on the cell app

  1. faucet the three-dots icon.
  2. Google Sheets makes use of your cellphone’s theme settings. in case your cellphone is on mild mode, faucet View in darkish theme to make your spreadsheet’s background black.

  3. in case your cellphone is in darkish mode, faucet View in mild theme to vary the background to white.

4. Automate repetitive processes

Google Sheets has an extension recognized as Macros. A macro data actions you deal with a spreadsheet after which assigns a keyboard command to that set of actions. everytime you press the command in your keyboard, the recorded movement repeats in your spreadsheet. Macros can be found on the Google Sheets internet app however not the cell apps. beneath are the methods you should use macros:

  • Use absolute references: Applies your recording to spreadsheets on the identical spot in a quantity of spreadsheets.
  • Use relative references: Applies your recordings to any cells you select.

Use Macros out of your browser

  1. Go to Extensions > Macros > file macro.
    Macros extension menu on Google Sheets web app

  2. Macros start recording. carry out any movement it is important to in your spreadsheet.
    Recording new macro on Google Sheets web app

  3. choose a reference, then click on Save.
  4. variety a status to your macro and enter a quantity from zero to 9 to customise your keyboard command. Then, click on Save.
    Save new macro on Google Sheets web app

  5. to use your macro to your spreadsheet, go to Extensions > Macros.
  6. choose your macro, and the extension applies the macro to your spreadsheet.

5. Add custom-made features

Google Sheets has many mathematical features like SUM, interval, and FREQUENCY. everytime you can not uncover a function that does what you want, create one and add it to Sheets from the Google Apps Script extension, a platform the place you presumably can write code and combine it with Google Workspace apps.

Apps Script is supplied on Google Sheets out of your browser. you may discover it beneath the Extensions tab. nonetheless, the extension simply isn’t out there on the cell app. everytime you are new to code, use Google Workspace market to get features as add-ons.

  1. so as to add custom-made features from Google Workspace market, go to Extensions > Add-ons > Get Add-ons.
    Get add-ons on Google Sheets web app

  2. variety custom-made features into the search bar and press the Enter key in your keyboard.
    Google Workspace Marketplace

  3. everytime you uncover a function you want, choose it. Then click on set up.
  4. to get your hands on your new function, go to Extensions > Add-ons > handle Add-ons.

6. Cleanup and trim information

Google Sheets can double-test your spreadsheet for errors. Use the cleanup instrument to take away duplicate values from all or choose columns. If double areas seem between your phrases, trim them for a neater look. Sheets additionally provides options on the relaxation that wants correcting. for event, if there are inconsistent values. This function simply isn’t out there on the cell app.

  1. out of your browser, go to information > information cleanup.
  2. To routinely delete repeated values, click on take away duplicates.
  3. To take away double areas between phrases, click on Trim whitespace.
    Data cleanup menu on Google Sheets web app

  4. To view options on what to regulate, click on Cleanup options. The sidebar that seems reveals options on what wants enchancment in your spreadsheet.

Drop-down menus are useful everytime you are making a spreadsheet with repeated values or want to accumulate responses in a survey. you presumably can predefine a itemizing of issues or numbers and choose from it as one other of retyping the worth proper into a cell. you presumably may even copy and paste drop-down menus to completely different cells to maintain away from losing time.

  1. Go to information > information validation.
    Data validation on Google Sheets web app

  2. to choose the place the drop-down menus will seem, variety a cell differ.
  3. Set the requirements to your drop-down menu.
  4. choose what occurs everytime you or others choose an invalid merchandise from the record.
  5. To let others know what your drop-down menu is for, click on the current validation assist textual content material checkbox.
  6. click on Save. The drop-down menu seems on the spreadsheet.
  7. to repeat and paste a drop-down menu to a particular cell, click on the cell that options the menu.
  8. Press Ctrl+C in your keyboard to repeat the menu.
  9. click on on the cell you want to stick it in, then press Ctrl+V in your keyboard.

  1. faucet a cell to choose it. to choose a quantity of cells, drag the tiny blue circle till it covers the cells you want.
  2. faucet the three-dots icon and choose information Validation.

  3. Use the mannequin new menu that seems to enter a cell differ, configure standards, and edit your validation textual content material.
  4. faucet Save.

  5. to repeat and paste the drop-down menu to completely different cells, faucet the cell containing the arrows. to choose a quantity of cells, drag the blue circle to spotlight them.
  6. prolonged-press the highlighted cells and faucet Copy. Then spotlight the identical quantity of empty cells as a consequence of the cells with drop-down menus.
  7. prolonged-press the cells and faucet Paste.

eight. Create a collection

you presumably can enter numerical values reminiscent of dates, time, complete numbers, damaging numbers, and extra sequentially with out retyping them in Google Sheets. you presumably may even autofill alphabets and names of months horizontally or vertically in your spreadsheet. The function is supplied on each the internet and cell app.

Create a collection in Google Sheets on computer systems

  1. click on a cell and variety a worth. it may presumably be a quantity or the months of the yr.
  2. Go to the subsequent cell, both horizontal or vertical to the primary one. Then variety the subsequent quantity or month.
    Auto filling months of the year on Google Sheets web app

  3. click on the primary cell and drag the blue circle to the cell you want to autofill.
    Auto-filling months of the year horizontally and vertically on Google Sheets web app

Create a collection in Google Sheets on the cell app

  1. faucet a cell and variety a worth.
  2. Go to the subsequent cell and variety the subsequent quantity or letter of the worth.
  3. faucet the primary cell and drag the blue circle to the cell you want to autofill.

  4. prolonged-press the highlighted cells and faucet Auto-fill.

Take information entry to the subsequent stage

Google Sheets provides extremely effective capabilities you should use to simplify work. you should use third-celebration add-ons to enhance your spreadsheet. furthermore, Google Workspace market provides completely different add-ons for Google Sheets you presumably can set up. you should use them to assemble types, create calendars and schedules, generate invoices, and extra.

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