Among them, Google Sheets is used by many companies because it is available free of charge.
However, there are many people who want to use Google Sheets for data management but do not know how to use it in detail.
In this article, we will focus on the features and usage of Google Sheets for below people.
- “I want to use Google Sheets in my work.”
- “I want to know what Google Sheets can do.”
- “I want to manage documents digitally and save time and effort in filing and sharing.”
If so, this article will help you learn more about how to use Google Sheets and find the best way to manage information for your company.
Contents
- 1 What is a Google Sheets?
- 2 6 things you can do with Google Sheets
- 3 Best tool for use with Google Sheets
- 4 How to use Google Sheets
- 5 Advanced usage of Google Sheets
- 6 What is the difference of Google Workspace between the free version and the paid version?
- 7 Frequently asked questions about sheets
- 8 Summary of how to use Google Sheets
What is a Google Sheets?
The following describes the features and functions of Google Sheets. Find out how it differs from similar sheets and determine if it is the right tool for your company.
Differences between Google Sheets and other tools
Refer to: Official site of Google Sheets
Google Sheets is a “spreadsheet software” provided by Google Inc. Anyone can use it immediately after obtaining a free Google account.
Unlike “Excel,” which can also create and decorate graphs, Google Sheets is specialized for simple sheets and regression analysis. On the other hand, a programming language called GAS (Google Apps Script) can automate complex processes.
Therefore, it can be said that Google Sheets is a tool that can greatly reduce the time and effort required for calculation and analysis.
Features of Google Sheets
The following are the six basic features of Google Sheets.
| Function | Contents |
|---|---|
| Simultaneous editing | Multiple people can edit at the same time |
| Viewing and Editing in Web Browser | Viewing and editing can be performed not only from the app but also from a web browser |
| Auto Save | Data is always saved automatically |
| Compatible with Excel | Google Sheets and Excel can be exchanged with each other |
| Data Restoration | Easily restore past versions |
| Export as CSV or PDF | Export files in CSV or PDF format |
In addition to the above six functions, Google Sheets has many other useful features for data management and analysis.
6 things you can do with Google Sheets
Below are six things you can do with Google Sheets. Before learning how to use them specifically, let’s check what kind of scenarios they can be used in.
(1) Multiple people can edit at the same time
As long as you are connected to a network environment, multiple people can edit at the same time.
The member’s name is displayed in the cell being edited, so you can see “who is editing where” at a glance. This prevents the mistake of editing the same cell more than once.
(2) Can be viewed and edited with a web browser
Google Sheets can be viewed and edited from web browsers such as Google Chrome and Safari. Therefore, even in the unlikely event that app installation is restricted, you can rest assured that you can view and edit your sheets.
In addition, as shown in the figure below, if you issue a shared URL (link) for the sheet, there is no need to download the file and send it by e-mail.
However, if the URL is shared via a chat tool, it will be swept away in other messages and the URL will not be found when needed. Therefore, use a tool like Stock to share URLs.
(3) Data is automatically saved
Data on a Google Sheets is always saved automatically. This avoids the situation where data is lost because you forgot to save it.
In addition, the data saved in the past is recorded in the edit history, including “when, who, and what kind of changes were made. When checking the edit history, use the [clock symbol] at the top of the screen to check any version.
Note, however, that the data is saved automatically only when you are connected to the Internet, so you need to pay attention to your connection environment.
(4) Excel support.
Google Sheets and Excel can be converted to each other.
For example, to convert Excel to a spreadsheet, select [File] > [Import] > [Upload] in the upper left corner of the screen, drag and drop any file, and you are done.
(5) Data can be restored
Google Sheets stores past versions as edit history and can be easily restored.
To restore data, go to [Last Edit] or [File] > [Change History] at the top of the screen to display the history list. When you find the version you wish to restore, click [Restore this version] in the upper left corner of the screen.
With these operations, you can restore the old version of the data.
(6) Exporting as CSV or PDF
Files created in Google Sheets can be exported in CSV or PDF format.
For example, to export in PDF format, select [PDF(.pdf)] from [File] > [Download] in the upper left corner of the screen.
Exporting in different file formats like this will help with printing and importing data.
Best tool for use with Google Sheets
Below is the best tool for use with Google Sheets.
Data created in Google Sheets can be shared with your team via a shared link. However, if you send a share link via a chat tool, it gets buried in other messages and cannot be found when it is needed.
Therefore, it is recommended to manage shared URLs with “information sharing tools that do not allow information to be lost like chat tools. Furthermore, if the information sharing can be stored and a “message function” is provided, you can easily communicate about the shared information.
In conclusion, the tool that should be used in combination with Google Sheets is Stock, which allows you to leave a shared link in the “Note” where you store information, and allows casual communication through “Messages”.
Stock’s “Note” allows you to easily stock information such as text and files, as well as shared links. In addition, each “note” is associated with a “message,” so that the topics of communication do not get mixed up, which is an advantage that other information sharing tools do not have.
Stock | The easiest way to keep your team informed
The simplest tool to stock information "Stock"
https://www.stock-app.info/en/
Stock is the simplest tool to stock information. Stock solves the problem, "there is no easy way to stock information within the company".
With Stock, anyone can easily store all kinds of information, including text information such as requirements, images, and files, using the Note feature.
In addition, by using the "Task" and "Message" functions, you can communicate with each topic described in the Note, so that information is not dispersed here and there and work can always be carried out in an organized manner.
＜Why do we recommend Stock?＞
- A tool for companies that are not familiar with ITYou don't need to have any IT expertise to get started.
- Simple and usable by anyoneStock is so simple that anyone can use it without any unnecessary features.
- Amazingly easy information storing and task managementIt is amazingly easy to store information such as shared information within a company, and intuitive task management is also possible.
＜Stock's pricing＞
- Free plan ：Free
- Business plan ：$5 / User / Month
- Enterprise plan ：$10 / User / Month
How to use Google Sheets
This section explains how to register and basically use Google Sheets. The operation method is almost the same as that of Excel, so even first-time members can use it with ease.
Usage 1｜Log in / Create a new spreadsheet
First, access the official Google Sheets website and click [Go to sheets].
If you do not have a Google account, register a new one.
Once you are logged in, you will be taken to the Google Sheets home page, where you can create a new sheet by clicking [+] as shown below.
With the above operations, you are ready to use Google Sheets.
Usage 2｜Creating a table
Next, let’s create a table in Google Sheets. Here, we will explain how to create a simple sales table.
First, click on any cell and enter the product name, and then also prepare the “Product Unit Price,” “Number of Items,” and “Total Amount” fields, and enter a numerical value (one-byte character) in each of the Product Unit Price and Number of Items. Then, enter “=cell for product unit price * cell for number of items” in the cell for total amount, and the total amount will be calculated automatically.
Once you have filled in all the fields, select the entire table and click on the desired [border] from the top of the screen to complete the sales table.
You can also change the color of the cells and text to make the table visually easier to understand. Change them as appropriate from the icons at the top of the screen, as shown in the diagram below.
Usage 3 | Leave comments
Google Sheets allows you to leave comments in specific cells.
To leave a comment, simply select [Insert Comment] and enter text.
By doing so, you can see who left the comment and reply to the comment. This makes it easy to share information and check progress within the sheet.
Usage 4 | Decide a title of Sheets
To add a title to the sheet, enter the title in the [untitled sheet] box in the top left-hand corner of the screen.
Usage 5｜Sharing a sheet
To share a Google Sheets, first click [Share] in the top right corner of the screen.
Next, enter the email addresses of the members you wish to share with and select from the following three permissions.
- [Viewer] Can only view the sheet.
- [Viewer (comments allowed)] Cannot edit sheets, but can leave comments.
- [Editor] Can edit the sheet.
You can also copy and send URLs using [Copy link]. However, be aware that if you set the permission setting to ‘Everyone who knows the link’, anyone who knows the URL can access it.
Usage 6｜Using on a smartphone
Below are the steps for creating a Google Sheets on a smartphone.
Launch the Google Sheets app and the screen shown below will appear. Select [New sheet] from [+] in the bottom right-hand corner of the screen.
Finally, enter a sheet name and you can use it in the same way as the web browser version.
Advanced usage of Google Sheets
This section describes eight ways to use Google Sheets in a variety of apps. The following uses will help you to work more smoothly.
Usage 1｜Convert to Excel and save
To convert a Sheets to Excel, click File > Download > Microsoft Excel (.xlsx) in the top left-hand corner of the screen.
This will allow you to save your edits in the Sheets as Excel.
Usage 2｜Checking the changelog
To check the changelog, click [Last Edit] at the top of the screen, as shown below.
The history will be displayed on the right-hand side of the screen when you click on it.
Usage 3｜Add extensions
Google Sheets has ‘add-ons’ to extend its functionality.
To use them, select [Extensions] > [Add-ons] > [Get Add-ons] at the top of the screen and install the add-on of your choice to complete the process.
By utilizing add-ons, you can automatically add Gantt chart templates and automatically paste Google Analytics analysis results into a spreadsheet.
Usage 4｜Setting sheet sharing permissions and protection
To set sharing permissions and protect specific sheets, follow the instructions below.
Sheet sharing permissions
There are two types of sharing methods: ‘link sharing’, which uses the URL allocated to each sheet, and ’email address sharing’ between Gmail accounts.
In link sharing, sheets can be shared with members who do not have a Google account. However, since anyone with knowledge of the shared link can access it, extreme care must be taken to avoid information leaks.
Email address sharing, on the other hand, has a low risk of leakage because the sharing settings are set individually. However, email addresses have to be entered one by one.
Setting up sheet protection
To protect a sheet, select [▼] > [Protect sheet] in the Sheet tab at the bottom of the screen and set the protection range.
This will protect the sheet and prevent accidental editing.
Usage 5｜Use functions
You can use the following functions in Google Sheets to automate tedious calculations.
| Function | Effect |
|---|---|
| =SUM(starting cell: ending cell) | This function sums the numbers in a specified range. |
| =AVERAGE(starting cell: ending cell) | This function averages the numbers in the specified range. |
| =COUNT(Cells at start:Cells at end) | Function to calculate the number of cells in a specified range. |
| =MAX(Cells at start:cells at end) | This function calculates the maximum number of cells in the specified range. |
| =MIN (starting cell: ending cell) | This function returns the minimum number in the specified range. |
Use the above functions to significantly improve your business.
Usage 6｜Use absolute and relative references
When using functions in Google Sheets, it is useful to use ‘absolute references’ and ‘relative references’ separately. Specifically, this is explained in the following ‘Example of obtaining the percentage of the total amount for a single product’.
If you enter a function as shown in the diagram below and try to reflect it in other cells, an error occurs and the calculation cannot be performed. The reason for this is that you are using a ‘relative reference’ where the range changes accordingly, and the referenced cell (cell 2770 in the following) is shifted.
Absolute referencing” is therefore the solution to errors such as the one shown above.
To set up an absolute reference, simply add a [$] to the cell you want to always include in the range. As a result, reflecting the function in other cells will not cause errors.
Usage 7｜Referencing data
One of the functions of Google Sheets is ‘Referencing data’. Specifically, enter the following formula in the cell at the reference location.
- = ‘sheet name’! Cell location.
The above formula saves you the trouble of moving between sheets and manually copying and pasting. The diagram below shows an example of a cell on Sheet 1 with the word ‘sample’ in cell A1 of Sheet 2, reflecting the cell.
Usage 8｜Using shortcut keys
To work more efficiently with Google Sheets, use shortcut keys. The table below lists useful shortcut keys unique to Google Sheets.
| Shortcut | Effect |
|---|---|
| Ctrl+Home | Move to the top of the sheet |
| Ctrl+End | Move to the end of the sheet |
| Alt+↓ | Move to the next sheet |
| Alt+↑ | Move to the previous sheet |
| Ctrl+Alt+Shift+H | Open changelog |
| shift+F2 | Create or edit a note |
| Ctrl+Alt+9 | Hide a line |
| Ctrl+Shift+9 | Redisplay a line |
| Ctrl+Alt+0 | Hide columns |
| Ctrl+Shift+0 | Redisplay column |
| Ctrl+~ | Show all formulas |
Refer to: Keyboard shortcuts in Google Sheets
The above shortcut keys can be difficult to remember, but master them little by little to improve your work efficiency.
What is the difference of Google Workspace between the free version and the paid version?
Google Sheets can be used for free, but the paid version of Google Workspace expands your usage. Different plans have different features and functions, and the differences between the free and paid versions are explained below.
Fees
The paid version of Google Sheets (Google Workspace) has the following four plans
| Plan name | Annually fee/user |
|---|---|
| Business Starter | $6.00 |
| Business Standard | $12.00 |
| Business Plus | $18.00 |
| Enterprise | Inquiry required |
Refer to: Google Workspace price plans
All of the above plans have unlimited Google Sheets functionality. However, the capacity and security of Google Drive, where data is stored, differ.
Strength of security
The free version of Google Sheets does not have advanced security features.
Paid plans, on the other hand, offer a higher level of security by placing restrictions on your account, such as ‘two-step verification’. They also have a support system in case of problems.
Therefore, if you handle sensitive data such as customer information or research results, it is recommended to subscribe to a paid plan.
Data capacity
The data capacity of each plan is as follows
| Plan name/th> | Data capacity (per user) |
|---|---|
| Free plan | 15GB |
| Business Starter | 30GB |
| Business Standard | 2TB |
| Business Plus | 5TB |
| Enterprise | 5TB(expandable as required) |
In addition to the above, the free version of the web conferencing tool Google Meet can be used by up to 100 simultaneous users, while the paid version can be used by “up to 1,000 users”, although there are differences between plans.
Frequently asked questions about sheets
Here are some frequently asked questions and answers about spreadsheets. The main examples are as follows.
- Question 1: What is the difference between a Google Sheet and Excel?
- Question 2｜Which is better, sheets or Excel?
- Question 3｜What do you use Google Sheets for?
Sheets use a browser, while Excel is basically software-based. Also, sheets are easier to edit simultaneously than Excel, and it is easy to see “who made what changes and where”.
In conclusion, it is recommended that you use both depending on the purpose.
For example, Excel has a wealth of functions other than sheets, such as creating and decorating graphs. Therefore, it is advisable to use Excel when you want to use it for a wide range of purposes, and use a sheet when you only want to use it for sheets.
Google Sheets are used for creating sheets and simple charts. Although direct interaction on the tool is not possible, sheets can be shared by creating links.
From the above, it can be seen that sheets are specialised in sheets. On the other hand, charting and communication require a different tool.
Summary of how to use Google Sheets
We have focused on the features and usage of Google Sheets, as well as the differences between the different pricing plans.
Google Sheets can be easily shared with members via a link (URL), but sharing a link via a chat tool can be troublesome as it gets buried in other messages. On the other hand, sharing email addresses takes a lot of time and effort to input.
Using an ‘information sharing tool with no data flow’ makes it easy to find the desired link and share sheets smoothly. Furthermore, if you use an information sharing tool with a ‘message function’, you can save time and effort in communication.
In conclusion, the best tool for use with Google Sheets is ‘Stock’, which has a ‘Notebook’ where anyone can easily leave all kinds of information. In addition, Stock has ‘messages’ tied to each note, so there is no intermingling of communication at all.
It only takes a minute to register for free, so using Stock in conjunction with Google Sheets for efficient information management.
