Transcript Google Spreadsheets

Google Spreadsheets
The Basics
Purpose
 Free spreadsheet
 Many similarities to Excel
 Not as powerful
 Easier to work simultaneously
 Great for data entry
 We don’t really have a choice
 Our students are forced to use it so we must know how
it works as well
 As I do things, please follow along on your computer
Getting Started
 Go to your Google drive
 Click “Create”
 Click spreadsheet
Naming your Spreadsheet
 A very important thing for
you to have your students
do is to name their
Google Docs
 Start by clicking the
Untitled Spreadsheet
 Replace the highlighted
text with the appropriate
title
Entering Data
 Google gives you 20 columns and 100 rows to start
with
 If you want more rows, click the Add button at the
bottom of the document
Navigation
 You can move around in your spreadsheet in the
following ways:





Arrow keys
Page up, Page down
End – takes you to the Column T of the current row
Home – Takes you to Column A of the current row
Ctrl-End – Takes you to the very last cell in the
spreadsheet
 Ctrl-Home – Takes you to cell A1
Resizing Columns and Rows
 Often, columns are not wide enough, rows are not tall
enough to handle the data
 In column A, type your name
 In Column B, type:
 The quick brown fox jumps over the lazy dog
 Notice, the spreadsheet automatically wraps the text to fit
in the cell
 You can widen the cell by moving your cursor to the
right-hand column and double-clicking the cell
 You can also drag the column to widen it
 You can do the same thing with rows
Using the Short-cut toolbar
 Most of these are pretty self-explanatory
 The format painter icon copies the formatting from
one cell and pastes it into the next cell or cells
selected
 Enter a 4-digit number in Example 2 column, try copying
my formatting and pasting it into your cell entry
Using the Short-cut toolbar




The border button is slightly different from Excel
Used to place borders around cell content
Sets the color of borders
Sets the style of line around the border




Solid
Large Dashed
Small Dashed
Insert a Large Dashed border around Example 1
Using the Short-cut toolbar
 The Sum button is the button you will use to insert a
formula
 Formulas generally mirror Excel formulas
 To manually enter a formula, it must start with an “=“
sign
 If you are not sure what formula you need, go to the
following URL:
 https://support.google.com/drive/bin/static.py?hl=en&topic
=25273&page=table.cs
 Can also be found by clicking the More Functions option
Using the Short-cut toolbar
 We will cover the chart option in the online version of
this tutorial
 The filter option is for extracting data from your
spreadsheet without losing the integrity of the
spreadsheet
 This will also be covered in the online version
The File Menu
 Spreadsheet files can be
downloaded in a variety
of formats
 Excel is one format
 The Revision History
option provides for a
paper trail to be able to
document when the
document was worked on
by its collaborators
Edit Menu
 Pretty standard as well
 Try the Paste Special by
copying Example 2 and
only pasting the value
View Menu
 Columns and rows can be
frozen for easier data entry
 The List view allows you to
filter out specific
commonalities from your
spreadsheet
 In example 4, insert the first
letter of your last name
 Compact controls takes
away the file name
 All Formulas allows you to
view formulas in cells
Insert Menu
 The big thing here is the
Function
 Functions are a way to
make your spreadsheet
more powerful
 The common ones are
listed in the menu, others
can be accessed by
clicking More
Insert Menu
 Another thing that can be
used is Comments and
Notes
 Comments can be replied
to by other users
 Notes are just placed in
the cell and cannot be
responded to
 Can be deleted from the
Edit Menu
Insert Menu
 Try inserting a comment
in Example 2 and a note in
example 3
 Respond to somebody
else’s comment
Format Menu
 This menu is used to
change the appearance of
data in your spreadsheet
Format Menu
 Conditional formatting can be used to set cells apart from
the rest of the spreadsheet
 Try it using the above rule in Example 5 and then test it
 You can change the color of the text or the cell background
 Clear Formatting gets rid of this
Data Menu
 Big feature here is the
sorting feature
 Helpful for organizing data
 https://docs.google.com/a/s
treetsboroschools.com/spre
adsheet/ccc?key=0Aj1J7jlbU
W2OdG90VmIwUWlSZ0dKc
HFjX1VYdjdqRlE#gid=0
Data Menu
 You can also name and protect
ranges
 Protecting controls who can edit
specific data on the spreadsheet
 Clicking “Add A Range” allows you
to be able to work with specific data
 Show my Example 6
Other Items
 AutoFill Handle
 Little black box in lower right-hand portion of cell
 Copies cell contents and pastes them
 Formulas adjust in direction being pasted
 A $ in the cell reference can anchor that part of the formula so
that it does not adjust as the formula is being pasted
 Try it
 Under example 7, click “=“, click on example 2, then type “*2”
 Use the AutoFill handle to drag the formula to Example 8
column
 Go back to Example 7 formula, enter a $ before the Column
letter then copy and paste the formula to Example 9 column
File Conversion
 Spreadsheets can be
uploaded to your
computer to Google
 Try it on your own time
 I would recommend
starting with a blank
spreadsheet for best
results
Thank You for your Time
[email protected]
Share any problems you might have