Get started with Sheets

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What can you do with Sheets?

Handle task lists, create project plans, analyze data with charts and filters, and more.

With Google Sheets, you can create and edit spreadsheets directly in your web browser—no special software is required. Multiple people can work simultaneously, you can see people’s changes as they make them, and every change is saved automatically.

What you need:

account_circle G Suite account

schedule 10 minutes

Google Sheets
1

Create or import

To start, you need a new or existing spreadsheet.

In this section, you learn how to:

1.1

Create a new spreadsheet

Choose an option:

Create a new spreadsheet
1.2

Import and convert old spreadsheets to Sheets

If you have an existing spreadsheet you created in another program, you can easily import and convert it to Sheets.

  1. Go to Drive.
  2. Click
     
    New
    > File Upload.
  3. Choose the existing spreadsheet from your computer to add it to Drive. Supported files include .xls, .xlsx, .xlt, .ods, .csv, .tsv, .txt, and .tab.
  4. In Drive, right-click the spreadsheet you want to convert.
  5. Select Open with and choose Google Sheets.

When you convert your spreadsheet from another program, a copy of your original file is created in the Sheets format. You can then edit it in your browser as you would with any other Sheet.

Have an Excel spreadsheet?

If you've already stored Microsoft® Excel® spreadsheets in Drive, you can also update them without converting to Sheets.

Import and convert old spreadsheets
2

Add content

Now that you have a spreadsheet open, you can start working in it. Sheets automatically saves every change you make.

In this section, you learn how to:

2.1

Enter and edit your data

  1. Rename your spreadsheet: Click Untitled spreadsheet and enter a new name.
  2. Enter text or data: Click a cell and enter text.
  3. Insert more items: Click Insert and add charts, images, drawings, functions, notes, and more.

Note: To see which functions are available, see the Google spreadsheets function list.

Enter and edit data
2.2

Customize your spreadsheet

Select cells in your spreadsheet and then format them using the toolbar options.

undo redo  print

Undo or redo your last changes or print your spreadsheet.

format_paint

Copy formatting from any text and apply it to another selection of text.

 

Format your data as currency or a percentage, change decimal places, and more.

Arial 10

Change font or font size.

format_bold format_italic strikethrough_s format_color_text

Make text bold or in italics, strikethrough text, or change the text color.

format_color_fill

Add or change the color of cells.

border_all

Add or edit cell borders.

 

Merge cells.

format_align_left vertical_align_bottom text-wrapping text_rotation_angleup

Change the text alignment, how text wraps, or rotate text.

insert_link add_comment insert_chart_outlined

Insert links, comments, or charts.

filter_list_alt

Filter your data.

functions

Add functions.

2.3

Work with rows, columns, and cells

  1. Add rows, columns, and cells—Select a cell or block of cells. Then, on the menu bar, click Insert and choose where to add the row, column, or cells.
  2. Delete or hide rows and columns—Right-click the row number or column letter and select Delete or Hide.
  3. Delete a cell or a block of cells—Select the cells you want to delete. Click Edit > Delete cells and shift up, or Edit > Delete cells and shift left.
  4. Move rows and columns—Click the row number or column letter to select it. Then, drag it to a new location.
  5. Freeze header rows and columns—Keep some data in the same place as you scroll through the rest of your spreadsheet. On the menu bar, click View > Freeze and choose an option.
Move rows and columns
2.4

Work with multiple sheets

Add a sheet: At the bottom of your spreadsheet, click Add sheet add to add another sheet.

Delete or copy a sheet: Open the sheet. Then, at the bottom of your spreadsheet, on the sheet’s tab, click the Down arrow arrow_drop_down, and select Delete or Duplicate.

Multiple sheets
3

Share and collaborate

Share your spreadsheet with your team, or people outside your company. People can make changes at the same time, and you can see their changes as they happen. You can share with people who aren't on G Suite, too.

In this section, you learn how to:

3.1

Share spreadsheets

Share a file or folder with specific people:

You can only share files that you own or have edit access to.

  1. In Drive, right-click the file or folder you want to share and select Share person_add.
  2. Under People, enter the email address of the person or group you want to share with.

    Note: If you can't add people outside of your company or organization, contact your G Suite administrator.

  3. Click Edit edit and choose the access level:
      • Can edit—Collaborators can add and edit content as well as add comments.
      • Can comment (Select files only)—Collaborators can add comments, but can't edit content.
      • Can view—People can view the file, but not edit or add comments.

    Everyone you share with receives an email with a link to the file or folder.

  4. (Optional) To add a note to the email, enter your note. To skip sending an email, uncheck the Notify people box.
  5. Click Send.

Share a link to a file or folder:

You can send other people a link to a file or folder so that anyone with the link can open it. When you share a link, your name appears as the owner.

You can only share files that you own or have edit access to.

  1. In Drive, right-click the file or folder you want to share and select Share person_add.
  2. At the top right, click Get shareable link.
  3. Click Anyone at your organization with the link can view and choose an access level:
    • Can edit—Collaborators can add and edit content as well as add comments.
    • Can comment (Select files only)—Collaborators can add comments, but can't edit content.
    • Can view—People can view the file, but not edit or add comments.
  4. Click Copy link.
  5. Click Done.
  6. Paste the link in an email or any place you want to share it.

Share with your team
3.2

Unshare spreadsheets

Stop sharing a file or folder you own:

  1. In Drive, select the shared file or folder.
  2. Click Share person_add.
  3. At the bottom, click Advanced.
  4. Next to the person you want to stop sharing the file or folder with, click Remove close.
  5. Click Save changes.

Delete a link to a file or folder you own:

When you delete a link to a file or folder that you own, the only people who can still see it are you and anyone you share it with.

  1. In Drive, select the linked file or folder.
  2. Click Share person_add.
  3. Click Anyone at your organization with the link > Off - only specific people can access.
  4. Click Done.

3.3

Add comments and replies

  1. In Docs, Sheets, or Slides, select the text you'd like to comment on.
  2. Click Comment comment > Add comment add_comment.
  3. Enter your comment in the box.
  4. (Optional) To direct your task or comment to a specific person, enter a plus sign (+) followed by their email address. You can add as many people as you want. Each person will get an email with your comment and a link to the file.
  5. (Optional) To assign the comment to a specific person, check the Assign to box.
  6. Click Comment or Assign.

Add comments and replies
3.4

Chat with people directly

You can collaborate in real time over chat, too. If more than one person has your spreadsheet open, just click Show chat chat_show_chat_24dp to open a group chat. You can get instant feedback without ever leaving your spreadsheet.

4

Print and download

If you need printouts, other formats, or copies of your spreadsheet, Sheets can do that, too.

In this section, you learn how to:

4.1

Print your spreadsheet

To print your spreadsheet, click File > Print or click Print print.

You can choose which sheets to print, what features to include, and which layout you want.

Print your spreadsheet
4.2

Download versions in other formats

To download your spreadsheet so you can open it in other programs, click File > Download as and choose one of the following formats:

  • Microsoft Excel (.xlsx)
  • OpenDocument format (.odt)
  • Adobe® PDF document (.pdf)
  • Comma-separated values (.csv)
  • Tab-separated values (.tsv)
  • Web page (.zip)
Download versions in other formats
4.3

Make a copy in Sheets

Copying a spreadsheet is useful for creating templates. For example, if you write a lot of project plans, make copies of one plan. Then, update each copy for a new project without having to format it again.

To make a copy of your spreadsheet, click File > Make a copy. You can rename the copy, change where you save it in Drive, and optionally share it with the same collaborators.

Make a copy in Google Sheets
4.4

Email a copy as an attachment

If you need to collaborate with someone on your spreadsheet in your old program or format, such as PDF or Excel, you can email it as an attachment.

  1. Click File > Email as attachment.
  2. Select a format.
  3. Enter the email addresses or Groups you want to send copies to.
  4. (Optional) Enter a message.
  5. Click Send.

Note: This sends a copy of the spreadsheet instead of sharing the original, so you won’t be able to use Sheets’ collaboration tools.

5

Access your calendar, notes, and tasks

See your schedule, reply to invitations, and keep track of your to-do lists without leaving Sheets.

Note: If you don’t see the Calendar, Keep, and Tasks icons on the right, they might not be enabled for your organization. Talk to your G Suite admin.

In this section, you learn how to:

5.1

Open your Google Calendar and events

  • Open Calendar: On the right, click Calendar  .

    Your daily events and a mini monthly calendar appear.

  • See event details: Click an event to open it and see details.
  • Reply to an event: Open an event. At the bottom, next to Going?, click a reply.

To do more with Calendar, see Get started with Calendar.

5.2

Open notes in Google Keep

  • Open Keep: On the right, click Keep   .
  • Add a note or list: Click + Take a note or New list format_list_bulleted.
  • Edit a note: Click a note and enter a message. Click Done.

To do more with Keep, see Get started with Keep.

5.3

Open your to-do lists in Google Tasks

  • Open Tasks: On the right, click Tasks   .

    The current list appears at the top, with any tasks below it.

  • Add a new list: Click the Down arrow arrow_drop_down > Create a new list.
  • Change lists: Click the Down arrow arrow_drop_down and select a list.
  • Add a new task: Click + Add a task. To add a new task from an email, drag the email into a task list.
  • Edit or delete a task: Point to a task and click Edit  . From the Edit window, click Delete delete_outline to delete a task.

To do more with Tasks, see Keep track of tasks.

5.4

Get add-ons

Customize Gmail with add-ons.

  1. On the right, click Add-ons add. A list of add-ons opens in the G Suite Marketplace.
  2. Click an add-on.
  3. Click Install.

Next steps

Try it now

Try Sheets by copying and customizing this proposal template.

Get more training

Edit Excel spreadsheets without installing Microsoft® Office®, create dynamic project plans and schedules, set up notifications for your collaborators’ changes, and more.