How to Use Google Sheets Like Excel

How to Use Google Sheets Like Excel

Google Sheets has rapidly evolved into a powerful and flexible spreadsheet tool that mirrors many core functionalities of Microsoft Excel. Whether you’re a seasoned Excel user transitioning to Google Sheets or a beginner trying to grasp spreadsheet essentials, this comprehensive guide will help you unlock the full potential of Google Sheets.

1. Introduction to Google Sheets

Google Sheets is a cloud-based spreadsheet application that allows users to create, edit, and share spreadsheets online. It's part of the Google Workspace suite (formerly G Suite), which includes Docs, Slides, and more.

Since it runs in a browser, Google Sheets is platform-independent—you can use it on Windows, macOS, Chrome OS, or even on mobile devices.

2. Google Sheets vs Excel: Key Differences and Similarities

3. Setting Up Google Sheets Like Excel

To make Google Sheets feel and behave more like Excel:

• Enable offline access: Go to Google Drive > Settings > Enable offline.

• Set default number formats: Format > Number to match Excel’s number/date/time styles.

• Customize toolbar: Use the “Customize toolbar” feature to rearrange icons like Excel's ribbon.

• Use named ranges: Similar to Excel, named ranges simplify formula references (Data > Named ranges).

4. Data Entry and Formatting

Just like Excel, Google Sheets supports:

• Basic entry: Type values, text, or formulas directly into cells.

• Cell formatting: Use toolbar options or Format menu to apply bold, font colors, borders, and more.

• Number formatting: Choose among currency, date, time, percentage, and scientific formats.

• Merge cells: Format > Merge cells to combine multiple cells.

Keyboard Shortcuts:
Many Excel shortcuts also work in Google Sheets:

• Ctrl + C / Ctrl + V: Copy / Paste

• Ctrl + Z: Undo

• Ctrl + Shift + V: Paste without formatting

5. Working with Formulas and Functions

Google Sheets supports all essential Excel formulas. For example:

• Basic arithmetic:

  • =A1+B1, =A1-B1, =A1*B1, =A1/B1

• Common functions:

  • =SUM(A1:A10)

  • =AVERAGE(B1:B10)

  • =IF(C1>100, "High", "Low")

  • =VLOOKUP("Product1", A2:C20, 2, FALSE)

  • =INDEX() and =MATCH() combinations

  • =ARRAYFORMULA() (specific to Google Sheets for handling ranges)

• AutoFill & Drag-down:

  • Use the blue square on the cell corner to extend formulas.

Formula Tips:

• Start every formula with an equals sign =

• Use built-in Function list under Insert > Function

6. Conditional Formatting

Like Excel, Google Sheets allows dynamic formatting based on cell values:

Steps:

1. Select cells

2. Go to Format > Conditional formatting

3. Set conditions (e.g., "Cell value > 100")

4. Choose formatting style

5. Apply

Conditional formatting can be used to highlight:

• Outliers

• Duplicates

• Specific text

• Date-based triggers

7. Data Validation and Dropdown Lists

To limit or control data input, use Data Validation:

Steps:

1. Select cell or range

2. Go to Data > Data validation

3. Choose criteria (List of items, Number, Date, etc.)

4. Add custom warning or reject input

Example:

• Create dropdown menu with values like "Pending, Approved, Rejected"

This helps reduce errors and standardize inputs—especially in collaborative documents.

8. Creating Charts and Graphs

Google Sheets makes it easy to visualize data:

Steps:

1. Select data range

2. Go to Insert > Chart

3. Choose chart type: Line, Bar, Pie, Combo, Scatter, etc.

4. Customize chart through the right-hand panel:

   • Titles

   • Axis labels

   • Colors

   • Data labels

Google Sheets supports dynamic charts that update when data changes, just like Excel.

9. Using Pivot Tables

Pivot Tables summarize large datasets quickly.

Steps:

1. Select your dataset

2. Go to Insert > Pivot table

3. Choose New Sheet or Existing Sheet

4. Drag fields into Rows, Columns, Values, and Filters

Common Pivot Table uses:

• Summarize sales data by region

• Count items by category

• Analyze time-series performance

Pivot Tables in Sheets are nearly identical to Excel and support automatic refresh.

10. Importing and Exporting Excel Files

Google Sheets seamlessly integrates with Excel formats.

To Import Excel Files:

1. Upload file to Google Drive

2. Right-click > Open with > Google Sheets

To Export as Excel:

• File > Download > Microsoft Excel (.xlsx)

This is useful for sharing documents with Excel users or keeping a local backup.

11. Collaboration and Real-Time Editing

One of Google Sheets' biggest advantages over Excel is live collaboration.

Features:

• Multiple users can edit simultaneously

• Comments and suggestions

• Version history with rollback

• Notifications for changes

Share Settings:

• Click Share > Set access levels: Viewer, Commenter, Editor

• Protect ranges from being edited by others (Data > Protect sheets and ranges)

12. Add-ons and Google Apps Script

Google Sheets can be extended using:

Add-ons:

• Installed via Extensions > Add-ons > Get add-ons

• Popular examples:

  • Power Tools (bulk formatting)

  • Supermetrics (data import)

  • Document Studio (merge and automate reports)

Google Apps Script:

• JavaScript-based scripting tool

• Automate tasks, create custom functions, build custom UIs

• Example: Send email alerts when values cross a threshold

Apps Script is a powerful equivalent to Excel’s VBA.

13. Tips for Power Users

• QUERY function: Use SQL-like syntax to filter and sort data (=QUERY(A1:D100, "SELECT B, C WHERE D > 50"))

• IMPORTRANGE: Pull data from another Google Sheet (=IMPORTRANGE("url", "Sheet1!A1:B10"))

• SLICERS: Use slicers for visual filtering of data tables (Insert > Slicer)

• Filter Views: Save multiple filter setups without affecting other users

• Named Ranges: Define reusable names for cell ranges

14. Cloud Integration with Google Drive

Google Sheets is tightly integrated with Google Drive:

• Files are autosaved every few seconds

• Access your spreadsheet from any device

• Organize files using folders and color coding

• Add Sheets to Google Sites, Forms, or Slides

Drive also ensures you never lose your data due to crashes.

15. Security and Permissions

Security is critical when working with shared documents.

• File permissions: Control who can view, comment, or edit

• Link sharing: Turn off public access unless necessary

• Protected Ranges: Lock specific cells

• Audit log: Use version history to track who changed what

Admins using Google Workspace (Business or Education) have more control over file-level security and compliance.

Google Sheets has grown from a simple online spreadsheet tool to a full-fledged alternative to Microsoft Excel. For most users, especially those who value collaboration, automation, and accessibility, it is more than sufficient for daily data tasks.

By learning the full spectrum of tools available in Google Sheets—from formulas to pivot tables, from scripts to validations—you can use it just like Excel and even go beyond, leveraging its unique cloud-first advantages.

Whether you're a business analyst, teacher, project manager, or student, mastering Google Sheets will save you time, enhance your productivity, and empower your data-driven decisions.

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