Skill 03: Google Sheets Basics

As we saw in the previous case study which was on a famous coffee Brand called Blue Tokie, that
to achieve any business objective we need to first work on knowing about the company, look at
the data sets, analyze those data sets, find out insights from those data sets and then work on
according to the insights found from the data set. one thing that you might have noticed is here
is in each step the key is to work on the Datasets and for that we have several analytical tools out
of which Google sheets is one of the very first tool that you need to learn to get a basic
understanding of how things work. So let’s understand what exactly is Google sheets.

Google Sheets is a cloud-based spreadsheet application that is part of Google Workspace

(formerly G Suite). It allows users to create, edit, and collaborate on spreadsheets online in real
time. Here’s a more detailed overview of Google Sheets:

Key Features

1. Web-Based Accessibility: Google Sheets is accessible from any device with internet
connectivity, including computers, tablets, and smartphones. This means you can work on
your spreadsheets anytime, anywhere.
2. Collaboration: Multiple users can work on the same spreadsheet simultaneously. Changes
are saved automatically, and you can see edits in real time. You can also leave comments and
tag collaborators to facilitate discussion.
 3. Templates: Google Sheets offers a variety of pre-designed templates for budgets, calendars,
invoices, and more, which makes it easier to start new projects without starting from
scratch.
4. Formulas and Functions: Google Sheets supports a wide range of built-in functions and
formulas that allow users to perform calculations, analyze data, and automate tasks.
Common functions include SUM, AVERAGE, VLOOKUP, and IF statements.
5. Data Visualization: Users can create various types of charts and graphs, such as line graphs,
bar charts, and pie charts, to visualize data and make it easier to interpret.
6. Add-Ons: Google Sheets has a marketplace for add-ons, which are tools that can extend its
functionality. These add-ons can help with data analysis, project management, and
integration with other apps.
7. Data Import and Export: You can easily import data from various sources, such as CSV files,
Excel files, and other spreadsheets. It also allows for exporting sheets to multiple formats,
including PDF and Excel.
8. Integration with Other Google Apps: Google Sheets integrates seamlessly with other
Google services, such as Google Drive for file storage, Google Docs for document editing,
and Google Forms for data collection.

Use Cases

Data Analysis: Analysts can use Google Sheets for basic data analysis, manipulation, and
visualization.
Personal Finance: Individuals often use Google Sheets to manage budgets, track expenses,
and create financial plans.
Business Management: Businesses utilize Google Sheets for inventory management, sales
tracking, and data analysis.
Education: Educators and students use it for project collaboration, data analysis in research,
and organizing schedules or assignments.

Advantages

Free to Use: Google Sheets is free for anyone with a Google account.
Easy to Learn: The user interface is intuitive, making it accessible for users with various skill
levels.
Real-Time Collaboration: The ability to work simultaneously with others is a major
advantage, especially for team projects.

Now that we are familiar with what is google sheets and its features let’s get started with Google
sheets and also look at the user interface.

step-by-step guide to learning the Google Sheets

Step 1: Accessing Google Sheets

1. Open Your Browser: Launch your web browser.

2. Go to Google Sheets: Type sheets.google.com in the address bar and hit Enter. You can also
access Google Sheets through Google Drive or the Google Apps menu (the grid icon in the
top right corner of Google homepage).
3. Sign In: If prompted, sign in with your Google account credentials.

Step 2: Creating a New Spreadsheet

1. Start a New Sheet:
Click on the Blank option (a plus sign icon) to create a new spreadsheet.
Google Sheets click o this link.

Step 3: Understanding the Interface

1. Toolbar: At the top, you'll find the toolbar with icons for common actions such as saving,
undoing, redoing, printing, and formatting.
2 Menu Bar: Located above the toolbar, the menu bar includes options like File,
Edit, View, Insert, Format, Data, Tools, Add-ons, Extensions, and Help.

3 Spreadsheet Area: This is the main area where you enter and manipulate data. It
consists of rows and columns that form cells.
4 Column Letters and Row Numbers: The columns are labeled with letters (A, B, C,
etc.), and rows are labeled with numbers (1, 2, 3, etc.). Each cell is identified by its
column letter and row number (e.g., A1, B2).

5 Formula Bar: Located above the spreadsheet area, the formula bar displays the
content of the selected cell, allowing you to enter or edit data and formulas.

Step 4: Entering Data

1. Select a Cell: Click on any cell to select it.

2. Enter Data: Type your data (text, numbers, etc.) and press Enter to move to the next cell
below or Tab to move to the next cell to the right.
3. Editing Data: Click on the cell again or use the formula bar to edit existing data.
Step 5: Formatting Cells

1. Select Cells: Highlight the cells you want to format by clicking and dragging.
2. Use Toolbar for Formatting: Use the formatting options in the toolbar:
Bold, Italics, Underline: Click the corresponding icons to apply these styles.
Text Alignment: Use the alignment buttons to adjust the alignment of text within cells.
Fill Color and Text Color: Change the background color and font color of selected cells
using the paint bucket and text color icons.

Step 6: Using Functions and Formulas

1. Select a Cell: Click on a cell where you want to display a result.

2. Enter a Formula: Start with an equal sign (=) followed by the function name and its
arguments (e.g., =SUM(A1:A10)).
3. Press Enter: After entering the formula, press Enter to calculate and display the result.

Step 7: Import Data

1. Import: Click File > Import.

2. File: Choose your file from My Drive or Upload.
3. Place: Select where to add data (e.g., new sheet, replace sheet).
4. Review: Verify the data imported correctly.
Step 8: Creating Charts

1. Select Data: Highlight the data you want to visualize.

2. Insert Chart: Click on Insert in the menu bar and select Chart. Google Sheets will suggest a
chart type based on your data.
3. Customize Chart: Use the Chart Editor that appears on the right side to customize your
chart’s type, data range, and design.

Step 8: Sharing and Collaborating

1. Click Share: In the top right corner, click the Share button.
2. Add Collaborators: Enter email addresses of the people you want to share the sheet with.
You can set permissions (Viewer, Commenter, Editor).
3. Send Invitations: Click Send to notify them via email.
Step 9: Saving and Accessing Files

1. Automatic Saving: Google Sheets automatically saves your work in real-time.

2. Access Your Files: To find your spreadsheets later, go to Google Drive and look under the
My Drive section.

Step 10: Exploring Help Resources

1. Use Help Menu: If you have questions or need guidance, click on Help in the menu bar for
access to tutorials and support.
2. Explore Google’s Learning Center: Google offers a learning center for Google Sheets that
covers various topics in detail.

Conclusion

By following these steps, you should have a solid understanding of the Google Sheets user
interface. As you become more familiar with the features, consider experimenting with different
functionalities to enhance your skills and efficiency. Happy spreadsheeting!