Google’s Cloud-Based
Spreadsheet Application

Using Google Sheets

  • spreadsheet is a layout of information arranged in rows and columns in a table
  • used to organize information
  • can populate spreadsheets with text-based information
  • biggest advantage is ability to set it up to calculate numerical information
  • financial data, science experiment results, and schedules
  • spreadsheets are tabular with columns and rows
  • columns are vertical and are labeled alphabetically
  • rows are horizontal and are labeled numerically

Using Google Sheets

  • cells are the boxes created where the columns and rows meet
  • Google Sheets are limited to 400,000 cells, with a maximum of 256 columns per sheet
  • cell name consists of the column letter and the row number
  • spreadsheets can be created from scratch or converted from Excel or OpenDoc Spreadsheet files
  • Uploaded files cannot be larger than 20 MB
  • Once a file is uploaded and converted, it can be used like any other Google Sheet

Sharing Google Sheets

  • Sheets allows users to easily share spreadsheets with others
  • can be simultaneously viewed and edited by up to 200 users
  • to share, the user that created the file, known as the owner, can set visibility and access settings
  • when multiple people are editing a spreadsheet simultaneously, everyone participating can identify who is editing
  • Google automatically assigns a color to each collaborator
  • when a collaborator selects a cell to edit, the border of that cell is displayed the color assigned to that user
  • your editing color will always be blue in your view

Formatting Google Sheets

  • usability of spreadsheets can be improved with formatting
  • many numerical formats are available--currency, date, time, and percent
  • borders of rows, columns, or cells can be formatted--line weight, style, and color
  • data can be bold, italic, underline, and strikethrough
  • color can be changed for background and font
  • conditional formatting is when the formatting characteristics of a data set changed when user-specified conditions are met
    • a user can set conditional formatting to change numbers to purple, bold text when the number is more than 50

Formatting Google Sheets

  • users will often create column or row headers. column headers or row headers are cells containing text that informs what data are contained in the rest of the cells in that column
  • a user can choose to freeze the row with the header. the freeze feature stops the topmost row/s or the leftmost column/s from moving as a user scrolls through the spreadsheet
  • columns and rows can be resized by the user
    • by dragging the lines between them to the desired size
  • column or row can also be automatically resized to fit the cell containing the most data
  • cells can also be merged. to merge a cell is to combine two or more cells within a single rectangular area into a single cell

Using Formulas and the Auto-Fill Handle

  • spreadsheets can be created with formulas (aka expressions) that will perform calculations
  • the most common formulas can be found in the Functions drop-down menu
  • SUM adds all of the numbers in a range
  • AVERAGE returns the average of numbers in a range
  • COUNT counts the total number of values in a range
  • MAX returns the maximum value
  • MIN returns the minimum value

Using Formulas and the Auto-Fill Handle

  • basic math operations can be performed using the operators + - * and /
  • these formulas recalculate the data every time it changes
  • formulas can be easily copied into horizontally or vertically adjacent cells using auto-fill. In Sheets, the auto-fill features allows us to copy data to adjacent cells by selecting the cell/s, then dragging the auto-fill handle over cells to be filled with the copied content.
  • Auto-fill also recognizes patterns and will fill them. A pattern is content that repeats in a consistent manner
    • e.g. if a user enters 1 and 2, auto-fill will populate the four adjacent cells with the number sequence 3, 4, 5, and 6

Sorting and Charting Data

  • users can sort and chart data to visually organize the information for users
  • sorting is rearranging the order of a range of cells or the rows based alphabetical or numerical values
  • users can choose to change the order of just the selected cells in a column or all of the rows, too
  • users can also choose to sort in ascending or descending order
  • ascending order is to begin a list with the lowest number or the first letter
  • descending is to begin a list with the highest number or the last letter
  • Sheets provides users with several chart options. Charts can be visually impactive.
  • a user must be sure that his/her data are correctly set up to create the type of chart desired. Once a chart type and style are selected, the user can customize the chart with a legend and labels for each axis with color and font types

Sorting and Charting Data

Google Sheets - Google Slides