Welcome to Getting Started with Google Docs. In this section we will cover the following topics:
Upload and Convert Spreadsheets
Download and Email Spreadsheets
Share Spreadsheets
Collaborate
Work with Versions
Add-Ons
Upload and Convert Spreadsheets
In addition to creating new spreadsheets directly, you can upload existing spreadsheets that you can open in Google Sheets.
Upload a Spreadsheet
Click New.
Select File upload.
Upload and convert Spreadsheets
Now select a file to upload. Google Drive will be able to convert most types of spreadsheets, including Microsoft Excel workbooks and CSV files.
Select a spreadsheet to upload.
Click Open.
Upload and convert Spreadsheets
The file is uploaded and appears in Google Drive.
Convert a Spreadsheet
Once a file is uploaded, you can preview the original file and convert it to Google Sheets.
Double-click an uploaded spreadsheet.
Upload and convert Spreadsheets
While previewing a spreadsheet, you can choose to comment on it, print it, download it, and more.
Click Open with Google Sheets.
Upload and convert Spreadsheets
Though you’re viewing the document in Sheets, you can see by the file extension that it’s still in the Excel format.
Click File on the menu bar.
Select Save as Google Sheets.
Upload and convert Spreadsheets
A new tab opens with the converted spreadsheet, and if you switch back to the Google Drive tab, you can see that the original Excel spreadsheet and the converted Sheets spreadsheet are both saved to Google Drive.
Download and Email Spreadsheets
You can distribute your spreadsheets by either downloading a copy, or by sending them via email.
Download a Spreadsheet
When you download a spreadsheet to your computer, it’s available offline in a format you can edit in another program.
Click File on the menu bar.
Select Download as.
Select a file format.
Download and Email Spreadsheets.
The spreadsheet is converted and saved to your Downloads folder.
Email Spreadsheet
If instead you want to send a copy of the spreadsheet directly to someone, you can email it.
Click File on the menu bar.
Select Email as attachment.
Download and Email Spreadsheets.
Select an attachment type.
Add your email recipient(s).
(Optional) Type a personalized message.
Click Send.
Download and Email Spreadsheets.
The spreadsheet is sent as an email attachment.
Share Spreadsheets
One big benefit of using Google Sheets is how easy it is to share a spreadsheet with others.
Share a Spreadsheet
Click the Share button.
Enter the email address(es) for the people you want to share with.
Share spreadsheets.
Sharing a spreadsheet with someone else usually gives them viewing privileges.
Click the Permissions list arrow.
Select a permissions level.
Click Send..
Share spreadsheets.
An email invitation is sent, and the spreadsheet is now added to the Google Drive of everyone you shared it with.
Change Share Settings
If you later decide the share settings you selected aren’t correct, you can change them.
Click the Share button.
Click Advanced.
Share spreadsheets.
Here you see a list of everyone the spreadsheet is shared with, as well as their permissions.
Click the permissions button for the person whose permissions you want to change.
Select a permissions level.
Share spreadsheets.
Click Save changes.
Share spreadsheets.
Click Done.
Share spreadsheets.
And the share settings are updated.
Collaborate
When you’re working with others on a shared spreadsheet, everyone with editing permissions will be able to make changes.
When someone else is working in the same spreadsheet as you, you’ll see their cell selection, and their changes will appear in real-time.
Add Comments
You can also add comments to a spreadsheet.
Click the cell where you want to add the comment.
Click Insert on the menu bar.
Select Comment.
Collaborate
Right-click a cell and select Comment.
A comment balloon is added off to the side.
Type a comment into the text field and click Comment.
Collaborate
The comment is added and a comment indicator appears in the upper-right of the cell.
View a Comment
If you see a comment indicator on a cell, you’ll want to view the comment text so you can address it as needed.
Point to the cell with the comment.
Collaborate
The comment appears in a comment balloon.
Reply to a Comment
When someone else adds a comment, it will appear alongside yours. You can see exactly where their comment was added based on what appears highlighted nearby.
Click a comment.
Click in the Reply field.
Collaborate
Type a reply and click Reply.
Collaborate
Your reply is added to the comment balloon, forming a thread.
Resolve a Comment
Once you’ve taken someone’s feedback into account and addressed the issue, you can mark a comment as resolved.
Click a comment.
Click the Resolve button.
Collaborate
The comment is resolved and will no longer appear in the spreadsheet.
Work with Versions
After you create a new spreadsheet, every change or edit you make is recorded. The record of these changes is called the version history.
View Versions
Click File on the menu bar.
Select Version history.
Select See version history.
Work with versions.
The Version history pane appears at the right, showing all previous versions that have been auto-saved.
Select a different version of the spreadsheet.
(Optional) Select the Show changes check box.
Work with versions.
Any changes that were made are highlighted in green.
Now, selecting a version in this pane doesn’t actually bring this version back. You could still click the back arrow and return to the current version.
Restore a Version
If you see a version in the Version history pane that you want to bring back, it can be restored.
Select the version you want to restore in the version history pane.
Click the Restore this version button.
Work with versions.
Click Restore to confirm.
Work with versions.
The older version is restored to the active version and you can continue making edits.
Create a Named Version
To make it easier to know which version you’re working with, give it a name.
Select File on the menu bar.
Select Version history.
Select Name current version.
Work with versions.
Type a name for the version and click Save.
Work with versions.
The name is saved and now it’s easy to tell which version this is.
Add-Ons
Add-ons allow you to perform additional tasks in Google Sheets that you can’t do with the basic program functionality. This includes things like checking for duplicates, creating timesheets, managing table styles, and so much more.
Install an Add-On
Click Add-ons on the menu bar.
Select Get add-ons.
Add-Ons
In the Add-ons window that appears, you can select for a specific category or search for what you need.
Select from a category of add-ons or use the Search field.
Hover-over an add-on to see a brief description.
Click the Free button.
Add-Ons
Select the Google account you want to use to install the add-on.
Add-Ons
You may need to allow access to your Google account.
If necessary, click Allow.
Add-Ons
The add-on is installed and available to use in your spreadsheets.
Access Add-Ons
All of your installed add-ons are available from the Add-ons menu.
Click Add-ons on the menu bar.
All your installed add-ons will be listed here.
Select an add-on.
Add-Ons
The options for the add-on are displayed but will vary for each specific add-on.