Effective Google Sheets Strategies

Oct 10, 2024

Google Sheets Tips and Tricks

Introduction

  • Target audience: Casual and advanced Google Sheets users
  • Overview of 10 tips to enhance Google Sheets usage

Tip 1: Formatting Raw Data

  • Select entire data set: Cmd/Ctrl + A
  • Right-click and select Convert to Table
  • Rename table for reference in formulas
  • Change table color
  • Modify column types:
    • Number/Currency for sales data
    • Date for shorter date formats
    • Dropdown for data validation
  • Use show placeholders for new rows
  • Access existing table templates: @table
  • Revert to unformatted data if necessary

Tip 2: Grouping Tasks

  • Use the calculator icon to create groups based on specific columns (e.g., phase, owner)
  • Save grouped views for easy access later
  • Share specific views using generated URLs

Tip 3: Using Filters

  • Right-click on a cell and filter by cell value
  • Use conditional formatting to highlight values (e.g., values greater than six)
  • Filter by fill color for visual organization
  • Use checkboxes for binary options instead of true/false

Data Cleanup Techniques

  • Split full names into first and last names using Data > Split text to columns
  • Remove duplicates: Data > Data cleanup > Remove duplicates
  • Use is email and is URL functions to verify data integrity
  • Use COUNTIF to find errors
  • Access Show Edit History for tracking changes

Inserting Files and Events

  • Use @command to insert files, events, and people into Sheets
  • Enable data extraction for easy access to file names and URLs

Creating Organizational Charts

  • Use Insert > Chart to create dynamic organizational charts
  • Customize chart colors and remove header rows as needed

Time-Saving Shortcuts

  • Use sheets.new to create new files quickly
  • Navigate and select cells using Cmd/Ctrl + Arrow Keys
  • Use Cmd/Ctrl + R to paste right and Cmd/Ctrl + D to paste down

Real-World Use Case

  • Highlight account managers who haven't confirmed client attendance using conditional formatting

Sharing and Protecting

  • Get a link to specific ranges for colleagues
  • Protect ranges to restrict editing access

Currency Conversion

  • Use the formula:
    =number * GOOGLEFINANCE("CURRENCY:USDHKD")
  • Automatically updates every 20 minutes

Tab Organization

  • Bucket related tabs using colors
  • Use color-coded tabs for better organization

Conclusion

  • Encourage further learning through additional tips and resources.