Formulas begin with an equals sign:

=SUM(A1:A10)

=AVERAGE(B1:B20)

=IF(A1="Yes", "Complete", "Incomplete")

If the formula does not begin with “=”, it will not calculate.

• SUM – Adds numbers

• AVERAGE – Calculates mean

• COUNT – Counts cells with numbers

• IF – Creates conditional logic

• VLOOKUP/XLOOKUP – Searches for data

Tip: Click a function and check the help text that appears below the formula bar.

Common errors include:

• #REF! – A referenced cell was deleted

• #VALUE! – Wrong data type used

• #DIV/0! – Dividing by zero

• #NAME? – Function name misspelled

If a formula breaks, review referenced cells first.

1. Highlight the column.

2. Click Data → Sort sheet by column.

3. Choose A → Z or Z → A.

Sorting changes the order of the entire sheet.

1. Highlight your header row.

2. Click Data → Create a filter.

3. Use dropdown arrows to filter by criteria.

Filters allow you to temporarily view specific data.

Filter views allow multiple users to sort/filter without affecting others.

Data → Filter views → Create new filter view

Useful for shared spreadsheets.

To keep headers visible while scrolling:

1. Click View → Freeze.

2. Choose number of rows or columns.

This is helpful for gradebooks and data trackers.

• Drag the line between column letters.

• Double-click to auto-fit to content.

Select cells → Click Merge cells.

Avoid excessive merging — it can break sorting and formulas.

Click Share → Enter email → Choose permission:

• Viewer

• Commenter

• Editor

Limit Editor access when possible.

Right-click a cell → Comment

Use comments to explain data or assign tasks.

To prevent accidental edits:

1. Select a cell or range.

2. Click Data → Protect sheets and ranges.

3. Assign editing permissions.

Useful for shared gradebooks or trackers.

1. Click File → Version history → See version history.

2. Browse previous versions.

3. Restore if needed.

You can name important versions before major edits.

File → Download

Choose:

• Microsoft Excel (.xlsx)

• PDF

• CSV

File → Print

Before printing:

• Adjust scale

• Set print area

• Review margins

• Choose portrait or landscape

Preview carefully before printing.

Format → Conditional formatting

Highlight cells based on:

• Values

• Text

• Dates

• Custom formulas

Useful for tracking deadlines or performance data.

Data → Data validation

Create:

• Dropdown menus

• Restricted input fields

• Yes/No choices

Reduces entry errors.

Sheets includes built-in templates for:

• Budgets

• Project trackers

• Schedules

Templates help maintain consistency.