Using Google Spreadsheets

Using Google™ Spreadsheets

By Michael Miller

...............................................

Publisher: Que

Pub Date: July 26, 2006

Print ISBN-10: 0-7686-6833-6

Print ISBN-13: 978-0-7686-6833-9

Pages: 50

Table of Contents

Google Spreadsheets is the new web-based spreadsheet application that's giving Microsoft Excel a

run for its money. With Google Spreadsheets, you can create complex spreadsheets online, using

any web browser, complete with sophisticated formulas and functions. You can even share

spreadsheets online and perform collaborative editing on those spreadsheets with other users

anywhere in the world. And the best thing is, Google Spreadsheets is completely free!

Using Google Spreadsheets is the first e-book to cover Google's innovative online spreadsheet

program. You learn how to create new web-based spreadsheets, upload and work with existing

Excel spreadsheets, create complex formulas, apply a variety of formatting effects, and let other

users share and edit their spreadsheets. Delivered in Adobe PDF format for quick and easy access,

Using Google Spreadsheets includes everything you need to create your own sophisticated online

spreadsheets. It also includes a detailed reference to the more than 200 functions included in the

program, and a great cheatsheet you can print off and refer to for quick reference.

Using Google™ Spreadsheets

By Michael Miller

...............................................

Publisher: Que

Pub Date: July 26, 2006

Print ISBN-10: 0-7686-6833-6

Print ISBN-13: 978-0-7686-6833-9

Pages: 50

Table of Contents

Google Spreadsheets is the new web-based spreadsheet application that's giving Microsoft Excel a

run for its money. With Google Spreadsheets, you can create complex spreadsheets online, using

any web browser, complete with sophisticated formulas and functions. You can even share

spreadsheets online and perform collaborative editing on those spreadsheets with other users

anywhere in the world. And the best thing is, Google Spreadsheets is completely free!

Using Google Spreadsheets is the first e-book to cover Google's innovative online spreadsheet

program. You learn how to create new web-based spreadsheets, upload and work with existing

Excel spreadsheets, create complex formulas, apply a variety of formatting effects, and let other

users share and edit their spreadsheets. Delivered in Adobe PDF format for quick and easy access,

Using Google Spreadsheets includes everything you need to create your own sophisticated online

spreadsheets. It also includes a detailed reference to the more than 200 functions included in the

program, and a great cheatsheet you can print off and refer to for quick reference.

Using Google™ Spreadsheets

By Michael Miller

...............................................

Publisher: Que

Pub Date: July 26, 2006

Print ISBN-10: 0-7686-6833-6

Print ISBN-13: 978-0-7686-6833-9

Pages: 50

Table of Contents

Copyright

Introduction

We Want to Hear from You!

Section 1. Introducing Google Spreadsheets

What's Unique About Google Spreadsheets?

Comparing Google Spreadsheets to Excel

Other Web-Based Spreadsheets

Privacy and Security Concerns

Should You Use Google Spreadsheets?

Section 2. Migrating from Excel to Google Spreadsheets

Section 3. Navigating the Google Spreadsheets Workspace

Understanding Elements of the Workspace

Navigating with the Keyboard

Freezing Rows While You Scroll

Section 4. Creating, Opening, and Saving Google Spreadsheets

Creating a New Spreadsheet

Opening an Existing Spreadsheet

Importing a Spreadsheet from Excel

Saving a Spreadsheet

Saving a Copy of a Spreadsheet

Renaming a Spreadsheet

Exporting a Google Spreadsheet to Excel Format

Deleting a Spreadsheet

Section 5. Entering and Editing Data

Entering New Data

Editing Previously Entered Data

Section 6. Working with Ranges

Understanding Ranges

Selecting a Range

Section 7. Sorting Data

Executing a Sort

Sorting a Range

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Performing Multiple-Column Sorts

Section 8. Inserting, Deleting, Moving, and Copying Data

Inserting Rows and Columns

Deleting Data

Moving Data with the Cut and Paste Commands

Copying Data

Section 9. Changing Column Width and Row Height

Changing Column Width

Changing Row Height

Section 10. Formatting Google Spreadsheets

Enhancing Text with Bold, Italic, and Other Attributes

Changing Fonts and Type Sizes

Aligning Information in a Cell

Changing Number Formats

Changing the Background Color of Cells and Ranges

Section 11. Entering and Editing Formulas

Understanding Formulas

Entering Formulas

Creating Formulas with Your Mouse

Editing Formulas

Section 12. Using Functions

Understanding Functions

Entering Functions

Using the SUM Function

Using the COUNT Function

Using the AVERAGE Function

Using the MIN Function

Using the MAX Function

Using the PRODUCT Function

Other Google Spreadsheets Functions

Section 13. Working with Multiple Sheets

Adding New Sheets

Renaming Sheets

Deleting Sheets

Section 14. Printing Google Spreadsheets

Section 15. Sharing and Collaborating with Google Spreadsheets

Sharing a Spreadsheet for Viewing

Sharing a Spreadsheet for Collaboration

Chatting with Spreadsheet Viewers

Rescinding Access

Versioning Your Work in Progress

Section 16. A Final Word

Command Reference

Copyright

INCLUDES A HANDY, PRINTABLE COMMAND REFERENCE

Print it and keep it next to your keyboard while getting up to speed!

Copyright © 2007 by Que Publishing

All rights reserved. No part of this document shall be reproduced, stored in a retrieval system, or

transmitted by any means, electronic, mechanical, photocopying, recording, or otherwise, without

written permission from the publisher. No patent liability is assumed with respect to the use of the

information contained herein. Although every precaution has been taken in the preparation of this

document, the publisher and author assume no responsibility for errors or omissions. Nor is any

liability assumed for damages resulting from the use of the information contained herein.

Trademarks

All terms mentioned in this document that are known to be trademarks or service marks have been

appropriately capitalized. Que Publishing cannot attest to the accuracy of this information. Use of a

term in this document should not be regarded as affecting the validity of any trademark or service

mark.

Google is a trademark of Google, Incorporated.

Warning and Disclaimer

Every effort has been made to make this document as complete and as accurate as possible, but no

warranty or fitness is implied. The information provided is on an "as is" basis. The author(s) and

the publisher shall have neither liability nor responsibility to any person or entity with respect to

any loss or damages arising from the information contained in this document.

PUBLISHER Paul Boger

ASSOCIATE PUBLISHER Greg Wiegand

ACQUISITIONS EDITOR Michelle Newcomb

DEVELOPMENT EDITOR Rick Kughen

MANAGING EDITOR Patrick Kanouse

PROJECT EDITOR Tonya Simpson

INDEXER Tim Wright

PROOFREADER Elizabeth Scott

TECHNICAL EDITOR Rajat Gupta

PUBLISHING COORDINATOR Cindy Teeters

MULTIMEDIA DEVELOPER Dan Scherf

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BOOK DESIGNER Anne Jones

Introduction

Introducing Google Spreadsheets 4

Migrating from Excel to Google Spreadsheets 12

Navigating the Google Spreadsheets Workspace 12

Creating, Opening, and Saving Google Spreadsheets 21

Entering and Editing Data 26

Working with Ranges 27

Sorting Data 29

Inserting, Deleting, Moving, and Copying Data 30

Changing Column Width and Row Height 33

Formatting Google Spreadsheets 34

Entering and Editing Formulas 39

Using Functions 42

Working with Multiple Sheets 64

Printing Google Spreadsheets 65

Sharing and Collaborating with Google Spreadsheets 65

A Final Word 70

Index 71

Command Reference 73

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We Want to Hear from You!

As the reader of this document, you are our most important critic and commentator. We value your

opinion and want to know what we're doing right, what we could do better, what areas you'd like to

see us publish in, and any other words of wisdom you're willing to pass our way.

As an associate publisher for Que Publishing, I welcome your comments. You can email or write me

directly to let me know what you did or didn't like about this documentas well as what we can do to

make our electronic documents better.

Please note that I cannot help you with technical problems related to the topic of this document. We

do have a User Services group, however, where I will forward specific technical questions related to

the document.

When you write, please be sure to include this document's title and author as well as your name,

email address, and phone number. I will carefully review your comments and share them with the

author and editors who worked on the document.

Email: [email protected]

Mail: Greg Wiegand

Associate Publisher

Que Publishing

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For more information about this document or another Que Publishing product, visit our website at

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Search field to find the page you're looking for.

Section 1. Introducing Google

Spreadsheets

Google Spreadsheets is a web-based spreadsheet that mimics some of the key features of

freestanding spreadsheet programs, such as Microsoft Excel. Using a familiar row-and-column

format, Google Spreadsheets allows you to manipulate numeric data in a variety of ways. Instead

of using ledger paper, calculator, and pencil, you can now use Google Spreadsheets to do both

simple and complex number-crunching activitiesfrom any computer connected to the Internet.

Google Spreadsheets was born in Google Labs (labs.google.com), which is the incubator for many

of Google's most innovative applications. Google, of course, is the Internet's most popular search

site, and also host to a variety of search-based and non-search applicationsincluding Google Maps,

Gmail, Picasa, Blogger, and the like.

You access Google Spreadsheets (shown in Figure 1) at spreadsheets.google.com.

Figure 1. Access Google Spreadsheets at spreadsheets.google.com.

[View full size image]

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Note

Learn more about Google and all its services and applications in my companion book,

Googlepedia (Michael Miller, Que Publishing, 2006).

Note

Google Spreadsheets is currently an experimental product in beta test. This means that

Google may (or may not) add or change functionality as the test proceeds.

What's Unique About Google Spreadsheets?

At first blush, Google Spreadsheets looks pretty much like every other spreadsheet you've ever

seen. You can enter numbers, words, formulas, functionsyou name itinto any cell, and then format

each cell as you like. And, as with Excel, you can have multiple sheets in each spreadsheet.

What's unique about Google Spreadsheets is that it's all web-based. The application and all your

spreadsheets reside on Google's server, not on your computer. One nice thing about this is that

your spreadsheets can be accessed wherever you are, from any PC; you'll never discover that the

spreadsheet you need is located on your office PC when you're at home or away. The other nice

thing is that, by being web-based, you can share your spreadsheets with others. That makes

workgroup collaboration possible, which is something you don't have with Excel and other

spreadsheet programs.

Another benefit of being web-based is that you can't lose your worktheoretically, anyway. Once

you've named the spreadsheet you're working on, Google Spreadsheets saves your file on its

servers. From that point on, every change you make to the spreadsheet gets saved to the Google

servers automatically. Nothing gets lost if you close your web browser, navigate to another

website, or even turn off your computer. Everything you do is saved by Google.

Caution

Given the way in which websites and web browsers work (or sometimes don't), it's always

possible that your latest changes might not make it to Google's servers; server overload

or a slow connection can sometimes cause your changes to take more time than expected

to get stored on the server. Bottom line, even though Google goes to great lengths to

avoid data loss, there's always some slight chance of losing your latest data when the

Internet is involved.

The other thing that's unique about Google Spreadsheets is that it's free. That's free, as in it costs

zero dollars, unlike the increasingly more expensive Microsoft Excel. Being free makes it easy to

take for a test drive, and even easier to add to your bag of applications. Many early users who've

tried Google Spreadsheets have said that they're likely to switch from Excel; it can do almost

everything Excel can do, from a numbers standpoint (there aren't any charts and graphs as yet),

and it's perfect for corporate and small business environments.

Note

Google Spreadsheets looks to be the first component of a full-featured Google office suite.

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Next up? Google recently purchased Writely, a web-based word processor; look for it to

join Google Spreadsheets online in the near future.

Comparing Google Spreadsheets to Excel

If you've used Microsoft Excel at all in the past, Google Spreadsheets will look somewhat familiarto

a point. Although Google Spreadsheets adds some unique web-based collaboration features, it also

lacks some features that you might be used to in Excel, such as charts and macros. So the two

programs, while similar, end up being somewhat different. (Figures 2 and 3 show how similar the

two applications look.)

Figure 2. A blank spreadsheet in Google Spreadsheets...

[View full size image]

Figure 3. ...compared to a similar blank spreadsheet in Microsoft Excel.

[View full size image]

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