Welcome to howisolve.com
this is Neil
welcome friends
do you find spreadsheets challenging
or have you never used
spreadsheet based software before
if yes
then this video is for you
in this video
we will learn how to use
Google sheets step by step
so let's get started
the first step is
opening the Google sheet
this can be done using two methods
you can either go to Google drive
which I will show you right now
over here go to google.com/drive
click on go to Google Drive button
then under here
click on this
new button
then you will get the option
to create a new Google sheet
over here
but if you already have a sheet
like an Excel sheet
if you want to import that excel file
into Google sheets
then that can also be done using Google drive
for that you have to upload that file
to upload the file click on new
and then click on file upload over here
go to the location
where the excel file is saved
over here
testsheet.xlsx
I will upload
it will show it is uploading
upload has completed
so click on this file
over here
then here at the top
you will get the option
open with Google Sheet
click that
and it will load
and now you should have this excel sheet
opened in google sheet
there can be one more scenario
where you have a excel file
emailed to you on your gmail account
so opening that is also very easy
go to your Gmail
click on the email
in which the excel file is attached
then hover your mouse over the attachment
and then over here
you will find this pencil icon
on hovering on that
it will say edit with Google sheet
when you click on that
it will again open that excel file in the Google sheet
you can also create a new Google sheet
by going to the Google sheets home page
that is google.com/sheets
over here
click on go to Google sheets
on this page you will get a list of templates
as well as a blank option
so if you want to use a particular template
you can select from the list given
I will choose a blank template
for this guide
ok once you open the Excel file
at the top you will see the name of the file
in my case since this file has been created just now
it is showing untitled spreadsheet
this is the filename
you can rename the file
by just clicking on that
so I'll do that right now
I'll name it task tracker
hit enter to change the filename
ok over here next to the help
you saw that it changed the status
from saving
to all changes saved in drive
this indicates
all the file changes are saved in the Google drive
so you no longer need to be worried
about losing your unsaved data
since as soon as you do any change
Google sheet would save it in your Google drive
this feature I like the best
Now let us beginning this tutorial
by learning about some terms and concepts
that are basic to a spreadsheet program
knowing this basic concepts
would greatly reduce the learning curve
so let us start
the basic building block of a spreadsheet
is cell
can you see the rectangular box over here here here
all these are cells
so what is a cell ?
a cell is where your data resides
this cell over here
which is highlighted with a blue border
this one
this is a special cell
this blue border signifies
that this is the currently selected cell
so what does that mean
anything you type right now
would be saved in this particular cell
so let's say we typed
hi this is a cell
so as you saw
when you typed
all the entry went inside the cell
so next question would be
how do you change the currently active cell
so the easiest way or the most intuitive way
would be to use your mouse
so using your mouse
hover it over the cell
which you want to select
and then left click on it
so let's say I left click over here
so now the currently selected cell has changed
now if you type anything on your keyboard
it goes in this cell
ok now how do you get out of a cell
ok this is oneway of changing the current cell
there is one more way
and this is quite handy
if you are entering data
in a vertical order
so when once you are inside a cell
and you want to go to the cell
that is directly below it
we just have to hit enter
so as you saw
the selected cell
changed to a cell just below that cell
and again enter
so every time you do that
the selected cell
shifts downwards
this is quite handy
if you are entering a vertical data
now similarly
if you want to enter data horizontally
use the tab key tab
and the selected cell
shifts to the right side
ok now we'll cover
some basic operations
on a cell
suppose I want to copy the data
from this cell to a different cell
so select this cell by clicking on that
and then press control + c
and then again
click on a cell
on which you want to copy the data
let's say I want to copy it
over here
so I will click and then press control + v
so this just copied the data
from that cell to this new cell
there is one more operation
that you can do
that is cut and paste
so to cut an item
you have to press control + x
so I will cut this item
that I just pasted by pressing control + x
and now you saw
the borders change
this indicates that this particular item
is going to be cut
so once you paste this
the data from here
will shift
to this new cell
like that
so this was cut and paste
firstly you saw copy and paste
and now you saw cut and paste
ok now since you know these basic operations
There is one more
important aspect of a cell
that you have to keep in mind
that is each cell sheet
can be uniquely identified by address
for example this currently selected cell
if you look at the top
you will see A is being highlighted
and in the left side
you can see 3 is being highlighted
this means that this cell is A3
if you change the selected cell
to this
now E is being highlighted
and 4 is been highlighted
so this cell is E4
this comes very handy
when you use formulas
and this allows you to
reference a particular cell in that formula
we will be looking into formulas
later on in this guide
now let's move on to groups of cells
since now we know what a cell is
if you look carefully this entire document
looks like a big table
if you scroll down using the scroll bar
over here
you see the rows keeps on increasing
and if you just scroll to the bottom
you see there are 1000 rows in this table
and you can add more
if you want
similarly if you scroll horizontally
you we'll see there are several columns
and the last column is Z
again you can add more columns if you want
any spreadsheet consists of rows and columns
you can do operations on rows and columns also
but for doing operation
you first have to know
how to select them
so to select a row
it's quite simple
just move your mouse pointer over the row number
like I want to select this fourth row
so I will move it over 4
and then I will left click
as you can see
the entire row got highlighted
this means that this entire row
has been selected
so you can do all those operation
that you could have done on a cell
that is cut copy and paste
similarly for a column
bring your mouse pointer over the column number
over here
let's say D
and left click now this column is selected
again you can do copy paste and cut
ok by right clicking on the column header
over here
you will get some options
like cut copy we have already discussed
you can also insert a column
on either side of the selected column
so you can insert a column to the left side
so click here
insert one column towards the left
you saw the column got shifted
to the left
because a new column got added
over here
again
if you want to insert a column towards the right
similarly a new column again got inserted
so this entire cell
got shifted one column towards the right
similarly you can insert rows
below and above the selected rows
so select a row and then right click
and then click insert one above
similarly right click insert one below
that's the way
for adding rows and columns to a sheet
you can also delete the selected column
by again right clicking
and then select delete row
or delete column
similarly select the column
that you want to delete
and then right click and then select
delete column
there is one more operation
that is quite useful
in case you did some mistake
and you want to revert to the previous one
that is control + Z that is undo
so if you press control + Z
the previously deleted column reapers
and you can again redo things
by pressing control + y
as you saw the column got deleted
so this is also quite useful operation
now we will cover one more concept
that is range
range is a section of a column or a row or both
so what I mean by that is
this can be called as a range
this consists of column C and D
and it is on row 3
this is a range this also is a range
this consists of several rows
and columns C D E
so like a cell a range can also be referenced
so that means each range has a unique address
so if you want to know the address
for this selected range
it is given by
the top left corner cell name
and the bottom right corner cell name
so this range is named C2:E14
C2:E14 is the name of this range
this also is very useful
when we will be using formulas
now let's see
how we can add more than one sheet
Google sheets starts
it starts with a single sheet
if you go down here
here you will see sheet1
if you want to add another sheet
click on this plus icon
over here
this will add a second sheet
want to add one more
again press the plus icon
ok to remove them
click on this Arrow icon
over here
and then select delete
it will ask you to confirm your operation
click okay
and the sheet got deleted
sheets are pretty useful
when we have different kinds of data
that we want to keep it in a single file
but still want to keep it separately
so in that scenario
you can keep different types of data
in different sheets
you can also name the sheets
so that it's easier to organise the data
you have to just double click on the sheet name
that you can see at the bottom
so if you want to rename sheet1
double click on sheet1
and type your own name
I will say test sheet
I so that's it
now this is a test sheet
you can remove this sheet
ok now we will look at the top
and at the top you have got the traditional menu
that any software has
file edit view insert format data tools
and at the bottom there is a toolbar
which basically are shortcuts
of all the operations
that are already present in the menu
so these are commonly used operations
and I will show you with an example
how to use these features
let us say
we want to create a daily task tracker
okay
so first of all
I will clear this excel sheet
to do that
I will select all the column
by pressing control + A
and then pressing delete
this will clear all the column
okay one thing I missed
how to edit values in a cell
well it might look straightforward to you
but it's a bit different
in a sheet
so let's say we have this value
this is cell one
and let's say I want to change this to
cell two
so if you directly select that cell
and just start typing
what it will do is
it will completely erase the value inside the cell
and it will write it afresh
but instead of that
you want to just edit a particular number
so to do that
what you have to do is
you have to double click on the cell
instead of single click
that will bring your cursor inside the cell value
and now you can delete or edit
whatever character that you want to edit in the cell
so I want to just change
the cell one to cell two
after you have changed the value
hit enter to save it
if you do not want to save the value
then you just have to press escape
that will not save the changes
that you made in the cell value
there is also one more thing
that we missed
that is the formula bar
that you can see over here
just below the toolbar
over here
the formula bar shows the value of the cell
that is currently selected
or if the cell has formula inside it
then it will show the formula
and it's mostly useful in that scenario
okay
we will be using this later on
I'll show you how to use that
ok now we will go to the example
that we had spoken later
we will create a daily task tracker
let's create the first column
we will name it task
then to go to the next column
just hit tab
then we'll enter some date
let's say 14.1.2016 that is 14 January 2016
then next date we will add 15 January 2016
Okay then will add a total column
okay under the task column
I want to add some types of tasks
let say the first task
we create is exercise
and now I want to add one more data
just below it
for that enter
let say play
enter
daily rituals
hit enter
now I will add some hours
on 14th January we did 2 hours of exercise
so I will add here 2
and we worked for 5 hours
and we played for 6 hours
and the daily rituals took us 4 hours
similar I will add some data for 15 January also
on here I want to create total
showing me total amount of hours
that I have spent on exercise
for that I will use a formula
this is very simple formula
it's called Sum
there are multiple ways of adding formula
I'll show you by using the formula bar
so for that move your mouse pointer
to the formula bar
and click on it
and then type = sum
autocomplete showing you the formula
click on sum
then it will ask you
for what all columns
you want to sum
so let's say I want to sum this range
close the formula
hit enter
so now you want this formula
to get replicated down
for doing that
you just have to bring your mouse pointer
over to this square box
that you can see on this corner
and when you bring your mouse pointer to that
your pointer would change to a cross
when it's changed to the cross
left click and drag your mouse pointer downwards
what this will do is
it will autocomplete and it will replicate
the same formula changing the Ranges
so what I mean I'll show you
when you are at the last task
leave the mouse pointer
and the sum will automatically populate
so what happened was
as you can see in the formula bar
the sum formula is showing the range
and this range is C3 to D3
and if you go down the sum formula remains the same
but the range changed
so this is build into the sheet algorithm
as soon as you drag the formula
from top cell to a bottom cell
the ranges inside also shifts downwards
similarly in the next row
and the last row
ok now I want to add one more row
below the play task
to do that you have to select the row
by clicking on row number five
and then right clicking
then click insert one below
okay I will insert sleep
okay hit tab
let's say I enter 7 5
now as you saw
this formula didn't get updated
when I inserted 1 more row over here
so we will have to again auto complete it
by doing like this
now it's working
now I want to add
one more day
so will insert one more column
for that I will select E
and then right click
and click select insert one column towards the left
I will name it 16.1.2016
now one more nifty feature of sheet is
if you just want to find out
the sum of a selected group of cells
just select them
and at the bottom you should see the sum
by clicking on this
you will be able to see also
the average minimum maximum count
ok now I will just add a header
task tracker
we will do some formatting
like we will bold these total figures
to make them bold select all of them
and to select them
you can use either your mouse
but a simpler way would be to use shift
and then the down arrow key
so press shift and then press down arrow key
and when you are done
unpress shift
and then just click on this bold icon
over here
that will make them bold
okay this I want to increase the font size
select the cell
and then click on the font size
that is being shown over here
let's say we make it 24
okay now this as you can see
the column size is bigger than what I require
so to resize the column
on the basis of the content size
we just have to bring your mouse pointer
to the top to the border of the column
and then when the mouse turns to a double sided arrow
double click
that will resize the column
based on the content size
to do it to all the columns simultaneously
select the entire sheet by pressing control + A
and then bring your mouse pointer to any of the column boundaries
and then again
when the pointer turns to a double sided arrow
double click
okay so this is looking a bit weird
because of the size of this task tracker
so to make it look nicer
what we can do is
we can merge these two cells
so that it doesn't take up a lot of space
so to merge them
just select the cell
the cells that you want to merge
for that again press shift and then using the arrow key
press the right side arrow key
that will select D and E
let's say we want to merge D E and F
so I will select F
and then over here in the toolbars
you will find this merge cell option
just click
that will merge all all these three column
we can bold all these column headers also
for that again select the cell
and then use shift right and bold them
I will just make this in the centre like that
now I want to add some borders for this table
so I will select the entire table
using the mouse pointer
and then I will click on this border icon
over here
I will use dropdown arrow over here
to show multiple options
so I just want outline
so I will select this
okay now in this I want all the borders
so I will just click again on borders
then I will select all borders
okay for the columns
I want just the right and left side borders
so that we can identify
what all columns are there
like this ok now to make it look better
I will just do the alignments properly
these numbers I will make it in the centre aligned
select all these cell
and then click
oops sorry
again select all these cell
and then click on alignment icon over here
and then I will select centre
and now it looks much better
I will do similarly
for the total header also
now we will click on this Explorer button
over here at the bottom right corner
bring your mouse pointer
and it show you explore
click on that
what this will do is
it will analyse
Google sheet will analyse your data
and then based on it
it will suggest visual elements
or some modifications
that will make it look much better
like it is suggesting some kind of formatting
like color format
so let say we will select this
so it makes a grey black and white kind of profile
I will go with blue
now it looks quite good
also It will suggest some charts and bar graph
so let's say this
to insert this chart onto your spreadsheet
just click on that and drag it to your spreadsheet
there you go
this helps you visualize your data
pretty well
I will just make position
much in a better way
like that
ok now this sheet looks almost complete
now you can do multiple things with that
you can save it as a local excel file
so for doing that
go to the file menu click on that
and then select download as
here it shows different options
Excel open document format pdf
so I will select excel
so it will convert this sheet to a Excel sheet
and then you can open it locally on your computer
using Microsoft Excel
you can also share it with your colleagues
for that
you either click over this share button
over here
enter the email address of your colleagues
I will just add my own email address
and then you can decide
on what kind of permission
you want to give to that particular person
so for deciding that
click on this icon over here
and as you can see
there are three kinds of permission
that you can give
Can edit it
Can comment
or Can view
so we will just give a view permission
like that
and on clicking send
an email will be sent with the link to open google sheet
you can also add comment to any cell
so for that select a cell
and then right click
and then click on insert comment
this looks interesting
ok like that
you can also make a copy of this Google sheet
by clicking on file and then make a copy
over here
it will ask you for a name for the document
and the location
where you want to save the copy of this sheet
you can also print it
so I will just bring the print icon
You can either select it
from the file option or
just press control + P
over here it will provide you couple of option
we will select this
no grid line options
and others
others are fine
repeat row headers on each page
depending on your requirement
you can check them
or uncheck them
I will just select that
layout also
click on print
I will just see the print preview
so here this is how it will look
okay
I hope this video helped you
and if yes please spread the love
like share subscribe comment on the video
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bye
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