Working with spreadsheets can be a daunting task, especially when having to deal with large amounts of data. All you see are rows and rows of numbers and soon your eyes begin to glaze over. Take advantage of the tools in Google Sheets to create professional and efficient spreadsheets. Here are 5 features you should be using in Google Sheets.
When in the process of organizing and analyzing your data, it’s common to get lost in the data and maybe even forget the heading of the column you’re working in. Rather than having to scroll to the top of the spreadsheet to remind yourself, try freezing the rows or columns with information you want to stay visible while you scroll through the rest of the spreadsheet.
To freeze a row or column, start by highlighting
the information you want to stay visible and click view
. Hover over freeze
and you will be given the options to freeze 1 row, 2 rows, up to current row or 1 column, 2 columns and up to current column. Unfreezing a row or column is just as easy. Go to view
and hover over freeze
. From there, select either no rows or no columns
As you analyze your spreadsheets you may come across trends or information that peaks your interest. Creating a survey is a great way to further examine the results or gather more insight. You can create a survey directly in the spreadsheet and even have the survey results appear in the same spreadsheet you’re working in.
To create a survey in Google Sheets click Tools
, and then click Create a form
. A new tab will open with your survey where you can begin editing.
3. Comment and Chat
Instead of going through the process of save, email, repeat every time you wish to share changes or gather feedback, Google sheets allows you to communicate directly within the document with the comment and chat feature.
To start a chat with someone, Locate their icon
in the top-right corner of your screen. Next to their icon a chat icon
will be available for you to select and begin a discussion.
To add a comment, begin by highlighting
the desired cells and selecting Insert
. Once selected, go down and select Comment
, or this same action can be done by right clicking
on your mouse and selecting Insert comment
Take your data to the next level by taking advantage of the charts function. Creating charts with your data is a great way to visually show any trends and make your spreadsheet look more professional.
To create your own chart, start by Selecting
the cells with data you would like to be included in the chart, and then click Insert
. A drop-down menu will appear and Charts
will be located toward the bottom of the list. Once selected, a pop-up will appear giving you the option to choose a chart, along with other features you can edit such as color, data values, legend, and much more.
5. Add Restrictions
When working with sensitive information there is always a risk of the information getting out or being widely distributed, and you have no control over with whom other people may decide to share the information with. Prevent this from happening by limiting the actions users can perform when viewing your spreadsheet. In Google Sheets, you can disable the download, print and copy options.
To disable these functions, begin by clicking the share icon
and then clicking advanced
. Check the box for disable option to download, print, and copy for commenters and viewers
There is no need to sigh at the sight of spreadsheets when you can customize and personalize each one with the right tools. With the tips outlined above you can start managing your spreadsheets in a more efficient and rewarding way.