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Spreadsheet

What can you do with Google Spreadsheets?
 

With Google Spreadsheets, you can easily create, share, and edit spreadsheets online. Specific things you can do:

·         Import and export files. (file types: .xls, .csv, .txt and .ods. You can also export data to a PDF or an HTML file.)

·         Format your cells and edit formulas so you can calculate results and make your data look the way you want it.

·         Chat in real time with others who are editing your spreadsheet.

·         Embed a spreadsheet, or a section of a spreadsheet, in your blog or website.
 
There are different ways of getting started using Google Spreadsheets: you can create a new online spreadsheet, you can upload an existing one, or you can use a template from the Google templates gallery.
 
Creating and Saving a Spreadsheet
 
To create a new spreadsheet, click the New drop-down menu, and select Spreadsheet.
 
 
Click the Save button in the top right corner of the spreadsheet, enter a name for the spreadsheet in the window that appears, and click OK. When your spreadsheet is saved, it will appear in your Docs list.
 
Auto-save: Google Docs auto-saves your spreadsheet multiple times each minute. The time when the spreadsheet was last saved is shown in the top right corner of the screen.
 
Manual Save: If you'd like to save and close a newly created spreadsheet, click the File button and select Save and close from the drop-down menu.
 
To save a local copy of a spreadsheet, you can export it to your computer. To do this, open your spreadsheet, click the File menu and select the Export option. The file types available are: .csv, .html, .ods, .pdf, .xls, .txt. Click the file type you want to export, then click OK in the browser window that appears.
 
Uploading a Spreadsheet
 

You can upload an existing spreadsheet to Google Spreadsheets at any time.:

1.             Click the Upload button at the top of the sidebar in your Docs list page.

2.            Click Browse and select the spreadsheet.

3.            Click Open.

4.            Click Upload File. The uploaded file appears in your Docs list.

·                    File types you can upload: .xls, .ods, .csv, .tsv, .txt, .tsb

·                     Google Spreadsheet does not support Excel 2007

·                     Size limits: Each spreadsheet can be up to 256 columns, 200,000 cells, or 100 sheets--whichever is reached first. There's no limit on rows.

Templates Gallery

If you want to quickly create a spreadsheet, and would like some help, you can pick one of the templates in the templates gallery. Each template has text that you can replace with your own, and formatting that you can reuse.

You can access the templates gallery from your spreadsheet by going to File > New > From template...
 
 
 
Creating a Spreadsheet
 
When you lay out a new spreadsheet, you need to know what data you need to track and how you expect to use it. Plan first! Then follow this order of operations:
 1. Create the spreadsheet labels. Decide what categories you need.  
 2. Format your data cells. It is easier to enter your data in the correct format fromdthe beginning.    
 3. Enter your data.  

 4. Create formulas.

The most common formaulas are provided in the drop down menu. Additional formuals are available.

 

 5. Add any additional formatting.

    This is the time to add the "extras".

 
 
 

Editing Cells

To enter content in an empty cell, just click the cell and add your content. To edit a cell that already has content, follow these steps:

1.     Choose one of the options below to place the cursor in the cell:

o    Double-click the cell.

o    Click the cell and press Enter.

o    Click the cell and press F2.

2.    Edit the cell's content.

Formatting Your Data

You can format data in your spreadsheets in a variety of ways. You'll find the formatting options on the Edit toolbar.

In your spreadsheet, just point your cursor to an icon on the toolbar to see a message describing what that option can do.
 
 

Here are the main formatting options:

·         print

·         undo or redo last operation

·         format cell contents: format as currency, as percent, or change a decimal to a percent

·         change font size

·         add bold

·         change color of the text or background

·         add borders

·         align text

·         merge cells horizontally in selected rows

·         wrap text

·         add formulas
 
Adding Formulas
 
To add formulas to your spreadsheets, follow these instructions:
 
 
 
1.     Double-click an empty cell.

2.    Click the Formulas button on the toolbar.

3.      Select a formula from the list, and the formula is inserted into the selected cell. Click the More formulas... link to see additional formulas.

4.        Enter the symbols and attributes to see the formula computation.
 
 
Creating a Basic Chart
1.  Start inthe open spreadsheet where you want to create the chart.
2.  Make sure the data you want to chart, including labels, is in adjoining cells.
3.  Select the data you want to chart; include labels.
4.  Select Insert>>Chart from the menu bar.
5.  In the Create Chart dialog box, check the Preview and
    a.    Select the type of chart you want to create
    b.    Add a Chart Title
    c.    Type in labels for horizontal and vertical axes 
6. Save Chart.
 
 

  Sharing Your Spreadsheets

Now that you've created your Google Spreadsheet, you can share it with your friends, family, or coworkers. You can do this from your Docs list or directly from the spreadsheet.
  • You can explicitly share your presentation with up to 200 combined viewers and collaborators; however, if you publish your presentation, anyone will be able to access it.
  • Up to 50 people may simultaneously edit and/or view a spreadsheet
 
Sharing Directly From the Spreadsheet
 
 1.  Click on Share in the upper right corner of the screen.  
 2.  Select Invite People.  

3.  Add the email addresses of people you want to sharing the spreadsheet.

4.  Select To edit if you want to allow them to be able to make changes or To view, if you want them to only be able to view it.  

5.  Add a message and click Send (this is optional). To skip sending an invitation, click Add without sending invitation; your collaborators and viewers will still be able to access the spreadsheet from their Docs lists, but they won't receive an email invitation.

 

Sharing From the Docs List:

From the Docs list, select the checkbox next to the item(s) you want to share and click the Share button on the Docs toolbar.  
Enter the email addresses of the people you'd like to add.  

Select as Collaborators or as Viewers from the drop-down list.

 

 
Add a message, if you wish, and click Send Invitation.  

If multiple people are editing or viewing the same spreadsheet at the same time, the names of those who opened the spreadsheet will appear right below the Share drop-down menu.  Click the arrows to the right of the names, to start chatting with viewers or collaborators about changes you're making.
 
 
 
 
Publishing
 
Once you're done creating and editing your spreadsheet, you can publish it to a webpage. Just click the Share drop-down menu on the top right and choose Publish as webpage. Then, click Publish now.
Then, everyone you choose can access your spreadsheet by entering the URL you send them into their browser's address bar.
 
Even after you publish a spreadsheet, it won't appear in any search index.
 

Embedding

After you publish your spreadsheet, you can share it with the world by embedding it (or parts of it) in a website or blog.

1.     Publish your spreadsheet following the steps listed above and a unique URL is generated.

2.    Use this URL to embed the spreadsheet on your website or blog.

You can also insert a spreadsheet in Google Sites. Just click Edit page > Insert > Spreadsheet from within your site. You'll need to enter the URL of your spreadsheet to embed it.
 
 

Gadgets

You can insert gadgets to display your spreadsheet data in a more visual way. From your spreadsheet, simply select Insert > Gadget . Then, the Add a Gadget window appears, where you can select gadgets in a number of categories, including charts, tables, and maps. Click Add to your spreadsheet to insert a gadget.
 
 
Using Forms with Spreadsheets
See the section on Forms.
 
EXERCISE:
 
Open a new Spreadsheet and create a gradebook for one of your classes.
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