Introducing Google Sheets

Google Sheets is a program included in Google Workspace and is used to create spreadsheets. Spreadsheets created in Google Sheets are saved in the cloud on Google Drive and are linked to your Google account. This means that no matter what device you are on, you can access your documents as long as you have an internet connection.

A spreadsheet is a powerful tool that can keep track of information and perform mathematical functions with data. In addition to number crunching, Google Sheets can create charts, summarize and manipulate data, import and export data, create professional-looking graphics and diagrams, and complete complex tasks.

Accessing Google at IU

All students, faculty, and staff at Indiana University have a Google account linked to their IU account. This can be accessed through the Google at IU page.

If you are not affiliated with Indiana University, continue to the section Accessing Google for non-IU users.

To access the Google at IU page, in your browser's address bar, type:
http://google.iu.edu Enter key

To open the log in screen for Google at IU, near the top of the page,
Click

Log in with your IU username and passphrase, if necessary.
Use Duo to complete the two-factor authentication, if necessary.

To open Google Sheets, on the Google at IU page,
Click

Accessing Google for non-IU users

If you are not affiliated with Indiana University, you will need to have a Google account before working through these materials.

To open Google Sheets, in your browser's address bar, type:
https://sheets.google.com Enter
Log in with your Google account, if necessary.

Opening a Google Sheets workbook

Today we will be working with an existing worksheet. We will enter data into the worksheet, add formulas and functions, format the worksheet to make it easier to understand, and create a pie chart.

Now that you have logged in to Google, you can copy the practice file and begin working. As soon as you begin making changes to the worksheet, all of your edits will be automatically saved to Google Drive.

Copying the practice workbook

If you are beginning this course at this point, you will need to copy the practice workbook to your Google Drive.

To begin copying the practice workbook in a new browser window,

Right-Click Copy practice workbook, Click Open link in new window

The file begins to open in a new window of the web browser. Before the document will open and can be edited, we need to make a copy of it.

Move to the new browser window.
To copy the workbook file, in the browser window,

Click

A copy of the file is now open and, by default, is saved in your Google Drive. The filename now has the words "Copy of" at the beginning.

Now we're ready to start exploring Google Sheets.

Exploring the Sheets interface

When a file is saved in Google Sheets, it is saved as a workbook, which is a file consisting of one or more related spreadsheets known as worksheets. At the bottom of the workbook, there are tabs for each worksheet. You can see that this worksheet is named "Fundraiser Sales." New worksheets can be added as needed.

Exploring the worksheet

Some elements of the Google Sheets workspace are described below:

The Sheets interface with interface elements labeled. Interface elements described in following paragraphs.

At the top of the worksheet, we see the workbook name. The file we are using today is named, Copy of Spreadsheets: The Basics Introducing Google Sheets. Under the file name, we see the menu bar. Many of the commands we will use in Google Sheets are found in these menus. The toolbar is also at the top of the workbook. The toolbar contains various command buttons, such as undo, print, font size, and bold.

The worksheet is made up of rows and columns. The rows are labeled with numbers on the left side and the columns are labeled with letters along the top of the spreadsheet. Google Sheets can support several thousand columns and over a million rows.

Columns and rows are made up of consecutive cells. The currently selected cell is referred to as the active cell. Any data entered or formatting applied will take place in the active cell.

Each cell has a unique address, called a cell reference. This address is made up of the column letter followed by the row number. In the following example, the selected cell is in column A and row 2. Therefore the cell reference is A2.

Close-up of the spreadsheet showing cell A2 is selected.

Column letters are not case-sensitive. The cell reference for A2 can also be written as a2.

Google Sheets refers to a cell or group of cells as a range. A range can contain a single cell or an entire workbook. The address of a range is determined by the address of its upper-left cell, followed by a colon (:), and the address of the lower-right cell. In this example, the selected range would be A2:B3.

Close-up of spreadsheet showing the cell range A2 through B3 selected.

Navigating the worksheet

Both the mouse and the keyboard can be used to move around within the worksheet. Let's practice navigating through the worksheet before we continue.

To select a cell using the mouse,
Click any cell
To select a range of cells using the mouse,
Press & Drag across a range of cells
To deselect the range,
Click any cell

To change the active cell, on the keyboard, press:
Right Arrow key or Left Arrow key or Down Arrow key or Up Arrow key
To move through many rows at once, on the keyboard, press:
Page Down key or Page Up key
To return the active cell to cell A1, on the keyboard, press:
Control key + Home key

Now that we're familiar with the Google Sheets interface, we're ready to explore data types, formulas, and functions.

Introducing Google Sheets

Accessing Google at IU

Step 1. Navigate to Google at IU.

Step 2. Log in to Google at IU.

Step 3. Open Google Sheets.

Accessing Google for non-IU users

Step 1. Open Google Sheets and sign in.

Opening a Google Sheets workbook

Copying the practice workbook

Copy the practice workbook to your Google Drive.

Exploring the Sheets interface

Exploring the worksheet

Navigating the worksheet

Step 1. Move around the worksheet using the mouse.

Step 2. Move around the worksheet using the keyboard.