Google Sheets

Converting your file from another program creates a copy of your original file in a Docs, Sheets, or Slides format. You can then edit the file in your browser.

Enter and edit your data

Rename your spreadsheet: Click Untitled spreadsheet and enter a new name.
Enter text or data: Click a cell and enter text.
Insert more items: Click Insert and add charts, images, drawings, functions, notes, and more.

Customise your spreadsheet

Select cells in your spreadsheet and then format them using the toolbar options.

Work with rows, columns and cells

Add rows, columns, and cells:

Select the row, column, or cell near where you want to add your new entry.
Right-click the highlighted row, column, or cell Insert, choose where to insert the new entry.

Delete, clear, or hide rows and columns:

Right-click the row number or column letter, Delete, Clear, or Hide.

Delete cells:

Select the cells and right-click, Delete cells, Shift left or Shift up.

Move rows or columns:

Select the row number or column letter and drag it to a new location.

Move cells:

Select the cells.
Point your cursor to the top of the selected cells until a hand appears.
Drag the cells to a new location.

Group rows or columns:

Select the rows or columns.
Click Data, Group rows or Group columns.

Freeze header rows and columns:

Keep a row or column in the same place as you scroll through your spreadsheet. On the menu bar, click View, Freeze and choose an option.

Work with multiple sheets

Add a sheet:

At the bottom of your spreadsheet, click Add sheet to add another tab.

Delete or copy a sheet:

Open the sheet.
At the bottom of your spreadsheet, on the sheet’s tab, click the Down arrow .
Select Delete or Duplicate.

Use a formula

Open a spreadsheet.
Type an equal sign (=) in a cell and type in the function you want to use. Note: You may see suggested formulas and ranges based on your data.
A function help box will be visible throughout the editing process to provide you with a definition of the function and its syntax, as well as an example for reference. If you need more information, click the “Learn more” link at the bottom of the help box to open a full article.

Tip: You might get suggestions to help you complete formulas with the relevant functions. You can accept or reject these suggestions.

To turn suggestions on or off, at the top, click Tools, Enable formula suggestions.

Share a file or folder with specific people

Select the file you want to share.
Click Share
Enter the email address or Google group you want to share with.
To decide what role people will have on your file, select Viewer, Commenter, or Editor.
If your account is eligible, you can add an expiration date for access.
Choose to notify people.
- If you want to notify people that you shared an item with them, check the box next to Notify people. If you notify people, each email address you enter will be included in the email.
- If you don't want to notify people, uncheck the box.
Click Send or Share.

Allow general access to a file

You can choose if your file should be available to anyone or restricted to only the people with access. If you allow access to anyone with the link, your folder won't restrict who can access it.

Select the file you want to share.
Click Share.
Under “General access”, click the Down arrow .
Choose who can access the file.

Tip: If you use your Google account for work or school, you can choose to only share files and folders with a specific audience, like your department. You might see a description of each audience when you hover over the group name.

To decide what role people will have with your file, select Viewer, Commenter, or Editor.
Click Done.

Stop sharing a file or folder you own

Find the file or folder in Google Drive, Google Docs, Google Sheets, or Google Slides.
Open or select the file or folder.
Click Share
Find the person you want to stop sharing with.
To the right of their name, click the Down arrow, Remove access.
Click Save.

Remove a link to a file or folder you own

Find the file or folder in Google Drive, Google Docs, Google Sheets, or Google Slides.
Open or select the file or folder.
Click Share
Under “General access”, click the Down arrow.
Select Restricted.
Click Done.

Add comments, replies and tasks

In Docs, Sheets, or Slides, select the text you'd like to comment on.
Click Add comment.
Enter your comment in the box.
(Optional) To direct your task or comment to a specific person, enter a plus sign (+) followed by their email address. You can add as many people as you want. Each person will get an email with your comment and a link to the file.
(Optional) To assign the comment to a specific person, check the Assign to box.
Click Comment or Assign.

Note: If a file reaches the maximum number of comments, you can make a copy of the file without copying over any comments.

Chat with people in Sheets

You can collaborate within documents, spreadsheets, or presentations over chat, too. If more than one person has your file open, just click Show chat to open a group chat. You can get instant feedback without ever leaving your file.

Print your file

To print your file, click File, Print.

For documents and presentations: In the preview that appears, you can scroll through your document on the right, or choose print options on the left.
For spreadsheets: You can choose which sheets to print, what features to include, and which layout you want.

Download version in other formats

To download your file so it can be opened by other programs, click File, Download as and choose one of the following formats:

Microsoft Excel (.xlsx)

OpenDocument format (.ods)

Adobe PDF (.pdf)

Comma-separated values (.csv)

Tab-separated values (.tsv)

Web page (.zip)

Make a copy

Copying a file is useful for creating templates. For example, if you write a lot of proposals, you can make copies of one proposal and then update each copy for a new project without having to format it again.

Make a copy of your document:

Click File, Make a copy.
(Optional) You can rename the copy, change where you save it in Drive, and share it with the same collaborators.

Email a copy as an attachment

If you need to collaborate with someone on your file in a different program or format, such as Word, Excel, PowerPoint, or PDF, you can email it as an attachment. However, this sends a copy of the document instead of sharing the original, so you won’t be able to use Google's collaboration tools.

Click File, Email as attachment.
Select a format.
Enter the email addresses or Groups you want to send copies to.
(Optional) Enter a message.
Click Send.

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