Google Sheets Tutorial for Beginners 🔥

Summary

Dive into the world of Google Sheets with this beginner-friendly tutorial, where you'll learn how to create and manage spreadsheets efficiently. From setting up a new Google Sheet at drive.google.com to organizing data using sheets, rows, columns, and cells, this tutorial covers all the basics. You'll discover shortcuts, formatting tips, and functions like SUM and AVERAGE to speed up your work. Comments and notes are also explained, enhancing collaborative work on spreadsheets. Get ready to master Google Sheets in just 15 minutes!

Highlights

• Create a new Google Sheet using 'sheets.new' in your browser 🚀
• Organize your spreadsheet with multiple sheets for raw data and calculations 📚
• Use color coding for better data organization 🎨
• Get to know handy shortcuts like Command+C and Command+V for faster editing ⌨️
• Master basic mathematical operations and formulas for quick data analysis 🔢
• Anchor cell references in formulas with the $ sign for consistent calculations 💡
• Collaborate with team members using comments and notes for enhanced communication 🤝

Key Takeaways

• Get started with Google Sheets quickly by visiting drive.google.com 🔥
• Use 'sheets.new' to instantly create a new spreadsheet ⚡
• Organize data with sheets, rows, columns, and cells 📊
• Utilize shortcuts and hotkeys for efficient navigation 🚀
• Master basic functions like SUM and AVERAGE for quick calculations 🔢
• Leverage comments and notes for seamless collaboration 🤝
• Discover tips on formatting and data input for professional spreadsheets 📈

Overview

Starting with Google Sheets is a breeze! Simply head to drive.google.com and with a few clicks, you'll be managing your spreadsheets like a pro. Whether you're creating a blank sheet with 'sheets.new' or using templates, this tutorial shows you how to initialize your Google Sheets setup efficiently.

Organization is key to effective data management, and Google Sheets makes this easy with its intuitive interface. Learn to organize your data using multiple sheets, utilize color coding to differentiate data types, and employ freezing and selection techniques to navigate large datasets seamlessly.

Beyond simple data entry, Google Sheets offers powerful features for data calculations and collaboration. From using basic math operators to implementing functions like SUM and AVERAGE, you can streamline your data analysis process. Plus, by adding comments and notes, teamwork in Google Sheets becomes even more effective.

Chapters

• 00:00 - 00:30: Introduction to Google Sheets The chapter 'Introduction to Google Sheets' is designed for novices to the application, promising to teach the basics in 15 minutes. It begins by guiding users to create a new spreadsheet by accessing drive.google.com while ensuring they have an active Google account. For those without an account, it advises taking a few minutes to set one up. The tutorial then navigates to Google Drive, which stores folders and files, and demonstrates creating a new folder named 'Google Sheets' by clicking '+ New' at the top.
• 00:30 - 01:00: Creating a New Spreadsheet The chapter titled 'Creating a New Spreadsheet' from the 'Beginners' guide explains the steps for creating a new Google Sheet. To create a new sheet, one must navigate to the desired folder and click on '+ New' followed by choosing 'Google Sheets.' The user can then decide to start with a blank sheet or choose from available templates. Templates can be either custom-uploaded or selected from the Google's template gallery. The chapter also highlights a shortcut where typing 'sheets.new' directly into the browser will immediately create a new spreadsheet, providing a quick and efficient method for users.
• 01:00 - 01:30: Naming and Organizing Sheets The chapter covers how to effectively name and organize sheets in Google Drive. It explains the process of naming sheets for easy searching and organization. The importance of using the folder icon to create or select folders for storing files is highlighted. Additionally, it touches on how to upload existing Excel or CSV files to Google Drive by dragging and dropping them into a folder.
• 01:30 - 02:00: Uploading and Converting Files The chapter 'Uploading and Converting Files' provides guidance on automating the file conversion process in Google Drive. By enabling the 'Convert uploaded files' option in the Settings menu, users can ensure that any files added to Google Drive are automatically converted without creating duplicate copies. The chapter also addresses scenarios where files, such as Excel or CSV, might not be automatically converted. In such cases, users can still view these files and have the option to create a Google Sheet copy by selecting 'Open with Google Sheets'.
• 02:00 - 02:30: Working with Multiple Sheets This chapter focuses on managing multiple sheets within a single spreadsheet, emphasizing the organizational benefits. It starts by reassuring users about the automatic saving feature of Google Drive, ensuring that no data is lost as long as they are online. Then it highlights the advantages of using multiple sheets to organize data effectively, suggesting to keep raw data, calculations, and dashboards on separate sheets for better clarity and management.
• 02:30 - 03:00: Understanding Columns, Rows, and Cells This chapter covers the basics of organizing sheets in a spreadsheet software, focusing on renaming and color-coding sheets for better organization. It explains how to rename a sheet by double-clicking on it and typing a new name, as well as how to add new sheets by clicking a 'plus' button. It emphasizes the importance of using color coding for different sheets, such as raw data and calculations, to enhance clarity and accessibility. Additionally, the chapter mentions the feature of viewing all sheets in a list format, which includes the color codes for easy identification.
• 03:00 - 03:30: Data Entry and Formatting The chapter titled 'Data Entry and Formatting' discusses navigating through multiple sheets in a file, especially when dealing with 10 or 20 sheets that may become hidden. It explains the structure of sheets, which consist of cells, columns, and rows, and how columns are denoted alphabetically, whereas rows are numerically labeled. The chapter also covers selecting entire columns or rows by clicking on their indices, selecting the entire sheet using a button in the top left corner, and freezing columns and rows using markers.
• 03:30 - 04:00: Text Formatting and Cell Adjustment The chapter titled 'Text Formatting and Cell Adjustment' focuses on essential spreadsheet functionalities, specifically maintaining visible column and row headers for easy navigation and reference. It explains that cells serve a dual purpose: storing data and performing calculations based on data from other cells. Key elements include understanding cell indexing through a combination of column and row indices, which are pivotal for formula creation. The chapter also touches upon data types that can be entered into cells, such as text, numbers, dates, and currencies.
• 04:00 - 04:30: Color Coding and Design The chapter titled 'Color Coding and Design' explains how to input data into a spreadsheet. It describes the process of selecting a cell and using an input field at the top for entering data, which is particularly useful for large datasets. The chapter suggests creating a simple dataset including information about employees, such as their age, country of residence, and monthly income.
• 04:30 - 05:00: Hotkeys and Keyboard Functions The chapter titled 'Hotkeys and Keyboard Functions' discusses methods of working efficiently in spreadsheets by using certain features. It begins with teaching how to freeze rows using a specific marker for easier data navigation. The chapter emphasizes the importance of accurately formatting input data and gives instructions on how to manually adjust these formats through the 'FORMAT' option. Moreover, users are guided on how to convert numbers into currency or percentage formats using designated buttons in the menu bar. It also covers adjusting decimal places for numerical data. Lastly, the chapter talks about selecting cell ranges for text formatting and customizing text appearance within the spreadsheet.
• 05:00 - 05:30: Copying, Pasting, and Select Functions This chapter covers various text formatting functions including changing font, text size, and making text bold, italic, or strikethrough. It also discusses managing text color and applying bold formatting to headers. The chapter explains how to manage text wrapping in cells using menu options to overflow, wrap, or clip text. The instructor prefers resizing columns for text management.
• 05:30 - 06:00: Using Simple Math and Calculations The chapter titled 'Using Simple Math and Calculations' covers techniques for enhancing spreadsheet readability and functionality. It emphasizes the use of color coding to distinguish between headers, different types of data, and cells containing formulas and function outcomes. The chapter also directs readers to a video tutorial on spreadsheet design, particularly on using color coding and conditional formatting. Additionally, it provides some hotkeys and keyboard functions to improve efficiency when working with spreadsheets.
• 06:00 - 06:30: Advanced Calculations and Functions The chapter titled 'Advanced Calculations and Functions' focuses on navigation and editing techniques within spreadsheet software. It explains how users can move around sheets using arrow keys and perform basic functions such as copy, cut, paste, and undo. These commands differ slightly between Mac and PC, with Macs using Command and PCs using Control. The excerpt provides an example of copying and pasting multiple cells, emphasizing that the cells will retain their order in the pasted output. Specifically, it mentions copying names and ages by selecting the desired cell range.
• 06:30 - 07:00: Referring Across Sheets and Spreadsheets In the chapter titled 'Referring Across Sheets and Spreadsheets,' the transcript discusses techniques for copying and pasting data across different sheets and spreadsheets. The primary method involves using Command+C to copy and Command+V to paste the data into the new cell, while ensuring that the target cells are empty to prevent overwriting existing data. The chapter also explains that different parts of the data can be selectively copied and pasted using the 'paste special' option, allowing users to choose elements like 'Values only' to paste just the values without affecting other data attributes.
• 07:00 - 07:30: Anchoring in Formulas The chapter titled 'Anchoring in Formulas' discusses a few formatting features in Google Sheets, focusing particularly on the transpose feature. This feature allows users to switch data between columns and rows. The chapter also highlights a useful shortcut for selecting data sets, specifically for Mac users, using the Command+Shift combination along with the direction arrow keys. The discussion emphasizes the practical applications of these tools in efficiently organizing data without specifying exact values.
• 07:30 - 08:00: Introduction to Functions The chapter titled 'Introduction to Functions' provides instructions on navigating and selecting cells in Google Sheets. It explains how to use arrow keys to select cells containing values and how to expand the selection across columns using specific key combinations. The use of Command and Control keys for selecting multiple individual cells is also covered.
• 08:00 - 08:30: Collaborative Features and Comments This chapter emphasizes the collaborative features and commenting capabilities of spreadsheet software. It explains how users can input text and utilize the drag feature to copy or expand sequences in adjacent cells. The chapter particularly highlights the software's ability to smartly recognize and expand sequences for dates, days of the week, months, and numbers. Additionally, it mentions that cells can store data and perform calculations on that data, showcasing the functionality that goes beyond simple data entry. These collaborative features enhance data management and analysis, making spreadsheet tools indispensable in various working environments.
• 08:30 - 09:00: Concluding Remarks and Call to Action In this chapter, the focus is on using basic math operations in spreadsheet software to perform calculations. The example provided explains how to calculate the sum of monthly salaries by using simple addition. It involves adding a header titled 'Salaries total', selecting the relevant cells, and using the equality sign to perform the addition either by manually entering numbers or by selecting the cells. The process concludes once the 'Enter' key is pressed, displaying the sum of the salaries.

Google Sheets Tutorial for Beginners 🔥 Transcription

• 00:00 - 00:30 If you're new to Google Sheets, you're at the right place! Today I will help you to start using the tool just in 15 minutes! To create a new spreadsheet, go to drive.google.com. You need to have an active Google account. If you don’t have one, click pause and create it now. It takes just a few minutes. We are now in our Google Drive. It contains folders and files. I will create a new Folder by clicking “+ New” on top, and call it “Google Sheets
• 00:30 - 01:00 for Beginners”. Go to folder -> Click “+ New” on top -> Google Sheets -> select whether you want to create a blank sheet or use a template. For templates, you can either create and upload templates specific for your organization, or use Google templates gallery. I would prefer to create a blank sheet now. One of the coolest tricks with creating a google sheet, is to use “.new”. I simply type “sheets.new” in my browser and it creates a new spreadsheet for me!
• 01:00 - 01:30 It is automatically saved on my Google Drive. Name the sheet in the top left corner to easily find it next time using search in Google Drive. To organize it, I click on the folder icon, and here I can either create a new folder to store this file, or select an existing one. *How to upload an existing spreadsheet* I usually drag and drop excel or csv files to the folder on Google Drive.
• 01:30 - 02:00 To avoid converting each file manually, go to the Settings menu and select “Convert uploaded files”. Now, any file added to GDrive will be automatically converted without copies. If, for some reason, you have an excel or csv file that was not converted, don’t worry - it is still readable. However, you can only view it. Click “Open with Google Sheets” button on top. Google will create a Google Sheet copy in the same folder.
• 02:00 - 02:30 We can now start working with the spreadsheet. Let’s go back to our blank spreadsheet. Google Drive automatically saves everything, so you don’t have to worry about this. Just make sure you are online and this message on top appears. There can be a number of sheets in one spreadsheet. This is super cool to organize your data. I recommend you to keep your raw data, calculations, and dashboards on separate sheets.
• 02:30 - 03:00 Sheets are represented here in the bottom. To rename a sheet, double click on it and type the name you want. Let’s call this one “Data”. To add one more sheet, you click the "plus" here and the new sheet appears. If you have several sheets with raw data and with calculations, color coding can be very helpful. I will color the “Data” sheet purple, and the “Calculations” yellow. If you click “All Sheets” button here, you will see the list with color marks, and
• 03:00 - 03:30 can navigate through them. This helps a lot in case you have 10 or 20 sheets in the same file, and they get hidden on the right. Each sheet has cells, columns and rows. Columns are indicated alphabetically, rows are indicated numerically. Select the whole column or the whole row by clicking on the index. To select the whole sheet, use this button in the top left corner. Freeze columns and rows using these markers.
• 03:30 - 04:00 This is how you can keep the columns and rows headers visible at any time. Cells allow you to both store data, and to make calculations based on the data in other cells. Each cell has an index - this is a combination of the column and the row indexes. You will be using the row, column and cell indexes in formulas in the future. We can input text, numerical information, dates, currencies.
• 04:00 - 04:30 To input data in the sheet, click on the cell. You can simply type the data right away, or use a field here on the top. You can adjust the size of the field. But don’t forget to select the correct cell before you use this input field. Entering data here is super useful when working with large functions. Let’s create a simple dataset - information about employees, their age, country of residence, and monthly income.
• 04:30 - 05:00 Let’s freeze the row using this marker. Spreadsheet automatically recognizes the type of data you enter. However, you can adjust the format manually. Use FORMAT to select the type of data you input. You can convert your numbers into $, or into % using these buttons in the menu. You can decrease or increase decimal places here as well. Select the cells you want to apply text formatting to, and design your texts by selecting the
• 05:00 - 05:30 font, text size, bold, italic, strikethrough, text color etc. I will make the headers bold. You can manage text wrapping in each cell using this button in the menu. You can overflow, wrap or clip text. However, for this specific case, I would prefer to resize the columns.
• 05:30 - 06:00 Color cells to mark the headers, different types of data, or cells containing formulas and function outcomes. Select the cells to color, and use the fill color button. Watch our video about spreadsheets design, where I will show you how to use color coding and conditional formatting. Here are some hotkeys and keyboard functions for you to use when working with spreadsheets.
• 06:00 - 06:30 You can use arrows to move around the sheet. For Mac, you can use standard Command+C and Command+V to copy and paste, Command+X to cut, Command+Z to undo and so on. For PC, use the same combinations, but with a Control. An important note: If you copy several cells, the pasted output will contain the same cells in the same order. Let’s copy names and age. We click on the cell to start from to select the range we want.
• 06:30 - 07:00 Command+C, then click on the cell to paste - Command+V. The values and the order are saved. This might re-write the data, so make sure you paste into empty cells. There are different parts of the data that you can copy and paste. Copy the set -> right click on the cell to paste values to -> paste special -> select what you want to paste. For example: Values only - the values will be pasted without
• 07:00 - 07:30 format. Format only - the format will be applied without values, and so on. A really cool feature of Google Sheets is to paste transposed. If you use it, the data will turn around - what was in the columns will now appear in the rows, and vise versa. There is a hotkey to select a set - Command+Shift+Direction Arrow for Mac. I click on the cell I want to start from, and press Command+Shift.
• 07:30 - 08:00 If I use the right arrow, it will select all of the cells that contain values on the right. If I press it once more, it will select all of the cells in the row. Use the left arrow to select the cells with values only. Now, we can press Command+Shift+Down, and Google Sheets will expand the selection to all of the columns in the set. You can select 2 individual cells by holding the Command key for Mac, or Control key for
• 08:00 - 08:30 PC. If you input text and pull the bottom right corner, it will simply copy this text to the next cell. However, spreadsheet is smart. If you input a date, or a day of the week, or a month, select it, drag, and the sequence will be expanded. The same works for numbers in case you select two of them, and drag the bottom right corner of the cell. Cells allow you to both store data and to make calculations based on the data in the
• 08:30 - 09:00 other cells. Use simple math operators in spreadsheets to make calculations. Let’s count the sum of monthly salaries of our employees. Add a header first - “Salaries total” I click on the cell, type equality sign, click on the cells with salaries and add a plus. You can add numbers manually or refer to the cells with values like I did just now. Hit Enter and here is the sum of salaries.
• 09:00 - 09:30 If you want to get an average salary, add a header - “Salaries Average”, type equality sign, the sum we’ve counted just now, and divide it by 3. If there is a repeatable calculation and you drag the bottom right corner down, the spreadsheet will extend the calculation using the values in the new rows. Let’s count the annual salary for each of our employees.
• 09:30 - 10:00 We create a new column, add a header “Annual Salary”. Now, we type equality sign, refer to the cell with the monthly salary by clicking on it, or typing its cell index and multiplying it by 12. Press Enter. You can refer to cells in the same sheet, or in a different sheet. Moreover, you can refer to a totally different spreadsheet from your GDrive. Subscribe to our channel and watch our video about importing data in Google Sheets.
• 10:00 - 10:30 I can add the number of months to a separate cell and refer to it in the formula. I add it to the formula, and hit Enter. Now, I drag this formula, and it doesn’t work properly. This is because the formula pulls each next cell after the “12 months” one. I need the months number to stay the same for all of the copied formulas. For this, I can anchor the values inside the formula using the $ sign.
• 10:30 - 11:00 Put an anchor before the letter to lock this one if formula moves to a new column, and add a dollar sign before the number to anchor this value when moving to a different row. In our case, we will copy the formula to several new rows, so I need to lock the number. Put the dollar sign and press Enter. Now, I drag it again and the formula works. One of the most useful features of Google Sheets is using different functions.
• 11:00 - 11:30 To use a function, type '=' sign and start typing the name of the function. Once you do that, the list of possible functions will pop up, and you can choose one of them. You can find a list of quick functions in the menu here. Let’s try them! Click on the cell, select the function - let’s start from the SUM - then select the range to be summed (monthly salaries, for example). Hit Enter and here is the result!
• 11:30 - 12:00 Watch our video about advanced SUM, SUMIF and SUMIFS functions to total values based on specific criterion. You can calculate the average salary using a function or count the items in the selected range. You can also display the maximum and minimum value. Follow the same logic: '=' sign, function name, open parentheses, add a range, close parentheses, hit Enter.
• 12:00 - 12:30 There is a huge number of functions in Google Sheets. Subscribe to Railsware channel to learn the most useful ones. The last but not the least. Google Sheets is a great tool for teams to collaborate on data. There are several features that allow multiple users to work together in one spreadsheet at the same time. If you work with your teammates on the same document, but not at the same time, you can leave your comments and notes for them.
• 12:30 - 13:00 Right click on the cell, and insert a comment or a note. The notes pop up if you hover over the cell. Notes are used to add descriptions to the data in the cells. You can leave explanations and hints for your colleagues in notes. Comments are actionable. You can see who is the author of the comment, reply, ask questions, tag users, and even have a dialog on the issue. You can mark people who should take actions on this comment by typing '+' and an email of
• 13:00 - 13:30 the person. They will get notified by email and any other integrated tool (we use Slack, for example). Comments are often used for tasks tracking. Once the issue is fixed, the author should mark the comment as resolved. Railsware runs this Youtube channel to share its best findings and approaches with you. As a product studio, we work with different aspects of business - from product management and design to marketing and analytics. Subscribe to our channel and press the bell to get notified on all of the upcoming
• 13:30 - 14:00 videos. We encourage you to share your feedback, so ask your questions and leave the comments below. And if you found this video helpful, press 'like' for other enthusiasts to find it easily online.