Google Sheets Basics

Overview

Google Sheets is a powerful tool for organizing and analyzing data. This guide covers the fundamental tasks of sorting, filtering, and using basic formulas like sums and averages to help you manage your spreadsheets more effectively.

Before you get started

• Ensure you are logged into your F&M Google Account.
• You must have Editor or Owner permissions on the sheet to apply filters or change data.

How to

These instructions will help you organize your data sets and perform quick calculations without manual entry.

Sort Data Alphabetically or Numerically

1. Highlight the range of cells you wish to sort.
2. Click the Data menu at the top of the screen.
3. Hover over Sort range and select Advanced range sorting options.
4. Check the box for Data has header row if your columns have titles.
5. Select the column you wish to sort by in the Sort by dropdown menu.
6. Choose A-Z (Ascending) or Z-A (Descending) and click Sort.

Note: Sorting without selecting the "Advanced range sorting options" can sometimes mix up your data if you don't include all related columns in your selection.

Filter Data to Show Specific Results

1. Click any cell within your data range.
2. Click the Create a filter icon (shaped like a funnel) in the toolbar.
3. Click the Filter icon (three horizontal lines) that appears in the header cell of the column you want to filter.
4. Under Filter by values, uncheck the items you want to hide, or use Filter by condition to set specific rules (e.g., "Text contains").
5. Click OK.

Note: To turn off the filter and show all data again, click the Create a filter icon in the toolbar again.

Calculate Sums and Averages

1. Click the empty cell where you want the result to appear.
2. To add numbers: Type =SUM( into the Formula bar or the cell.
3. Highlight the range of cells you want to add (e.g., A1 to A10) and press Enter.
4. To find an average: Type =AVERAGE( into the Formula bar.
5. Highlight the range of cells you want to average and press Enter.

Note: You can also find these quickly by clicking the Functions icon (Σ) in the toolbar.

Important Notes

• Non-Destructive Filtering: Creating a filter only hides data; it does not delete it.
• Filter Views: If you are working on a shared sheet and don't want to disrupt what others see, use Data > Filter views > Create new filter view.
• Automatic Totals: If you highlight a range of numbers, look at the bottom right corner of your screen; Google Sheets will automatically show the Sum or Average in a small grey box.

More on Google Suite can be found here.