Transcript for:
Getting Started with Google Sheets

Hi everyone, Kevin here. Today we are going to learn  how to use Google Sheets. Google Sheets is free spreadsheet software that  you can use to get insights from your data. We're going to start with the absolute  basics. First, we'll look at how you   can even get Google Sheets, and I know, when  you open up Google Sheets for the first time,   it may very well feel like you're  in the cockpit of a jet plane. There are so many different menus, so many  different buttons. What do they all do? Once we cover the basics, then we'll  advance to formulas and functions,   inserting charts, using pivot tables,  even collecting data from forms. By the end of this video, you'll  be a pro in using Google Sheets. Along with this video, I also highly,   highly recommend using the official  training provided by Google. They offer courses on getting started with  Google Sheets, advanced topics, using functions,   formulas, and charts. You'll find links to  these resources down below in the description. Here as an example, I'm currently in the  functions, formulas, and charts quest,   and it's made-up of all of these different labs. When I click into the pivot table lab, here you  can read all about pivot tables and how they work. But even better, you can follow along  side-by-side where you actually learn by   doing, and personally, I think  that's the best way to learn. Once you create your pivot table,   you can check your progress to make sure  that you learned everything correctly. At the very end, you can even  earn a badge that shows the   world your understanding of Google Sheets. Once again, you'll find links  to these resources down below   in the description. What even is Google Sheets? Google Sheets is spreadsheet software that allows  you to analyze and get insights from your data. Basically, it tells you  the story behind your data. Here at the Kevin Cookie Company, we use Google  Sheets to track all of our cookie sales data. With conditional formatting, I  can very quickly see well which   month was the best and which month was the worst. I could also insert a chart and that  way I can visualize the data over time. I can use pivot tables to make sense of my  data just by dragging and dropping my mouse,   and best of all, I can even  work together with others. We're going to look at all  of these topics and more. There are a few different ways that you  can get started using Google Sheets. First   head to the website Google.com and in the top  right-hand corner click on the app launcher. If you don't yet have a Google account, you'll  need to set one up, but it's completely free to   do that. Within the app launcher, here I see the  icon for Google Sheets. Now you can also press   and hold on this to move it to a new position to  make it easier to get back to it in the future. When you click on this icon, this drops  you on the start page of Google Sheets. Now alternatively you can also  navigate directly to the website   sheets.google.com and this will also  drop you directly onto the start page. If you prefer to jump directly into a new  spreadsheet, you can go to Google Drive. Also in the app launcher, click on Drive  and in the top left-hand corner you can   click on this new button, and here you have  the option to create a new spreadsheet,   and this will drop you in a blank new spreadsheet. You can also navigate to the URL sheets.new  and this too will also drop you into a new   blank spreadsheet. On the Google Sheets  start page, in the top left-hand corner,   we can kick off a blank new workbook,  and in a moment, we'll do that,   but first, over on the right-hand side, you can  also start from a template. When I click on this   text, this expands the template gallery,  and you have many different options here. It's well worth a look to see if maybe  one of these templates meets your needs. I’ll click on the back  button in the top left-hand. To get back to your spreadsheet, you  can use the recent list down below. You have different sorting options, and you  could visualize these files in different ways. Up on top, you can also search for  a file using this search field. Now let's say that maybe you have a spreadsheet  on your computer, maybe in Microsoft Excel format. You can click on this file picker icon  and then you can upload a spreadsheet   from your computer and then you  can use Google Sheets to edit it. I’ll click on the X icon. Now let's kick off a blank new workbook. I want to track the Kevin Cookie Company  sales data, so let's click on this. This drops us into a blank new workbook,  and to return back to the start page,   in the top left-hand corner, I  can click on this sheets icon,   and here that brings us back to  the page that we were just on. But I do need to get some work done, so let's once  again click into a blank new workbook. Here in   the workbook in the top left-hand corner, you see  that the title was currently untitled spreadsheet. I want to give this spreadsheet a name,   so here I'll double click and I'll delete  that and then I'll enter in the name cookie   sales analysis and feel free to do the  same if you would like to follow along. The spreadsheet now has a name and I see a few  additional icons over on the right-hand side. When I click on the folder icon, here  I can see where this file is saved and   it's currently in My Drive and here  it's under cookie sales analysis,   but I can also create an additional folder  if I want to save it in a different location. Over here I also have this star icon and  when I click on this, this stars my file. So, what does that do? Well here, let's click on this storage  icon again and here I can go into My Drive. When I go to My Drive, here I see all of  my files, but there's a category on the   left-hand side called starred, and when I click on  that, here I can see that cookie sales analysis. This makes it easier to get back  to the files that you care about. I'll click on the cookie sales analysis and this  brings me right back into the spreadsheet again. Also, over on the right-hand  side, we see this cloud icon,   and when I click on that, I can see that  all changes have been saved to Drive. As we work on this spreadsheet, you don't  have to go to the file menu and save it. It'll automatically save every  single change that you're making. Also, if you want to work on this  spreadsheet while you're offline,   so let's say you have no internet  access, you can turn on offline access. You will need to install an  extension to be able to do that. Let's now shift our focus down  below to all of these rectangles. These rectangles, these are all referred to as  cells. On the sheet, you'll also notice that   we have all of these columns with letters,  and we have all these rows with numbers. To refer to one of these cells, we use  the intersection of the column and the   row. Here I have my mouse in cell A1, so you  start with the column followed by the row. Also, when I click into this cell, up here in  the top left-hand corner, we see the reference   to A1. Here, if I shift into B2, here we now  see the reference to B2. When I hover over this,   you see that this is referred to as the name box,  and you also see the associated shortcut key, and   all of the different buttons on the toolbar here  have similar tooltips. Here when I hover over,   here I can see that this is the bold icon, and  I could also see the associated shortcut key. If you're ever unsure what one of  these buttons does on the toolbar,   you can simply hover over and  that'll tell you what it is. I now want to start entering some data into this  spreadsheet, but before I do that, I do want to   adjust the zoom. Over here on the left-hand side,  I can click on this drop down and I'll adjust   the zoom to let's say 150%. That'll make things a  little bit easier to see. I’ll now go back to cell   A1, and I want to type in a header for my table.  Here I'll type in sales. Then I can press the   tab key or the right arrow key and that'll move  me over to cell B1, and here I'll type in date.   I can now press enter or the down arrow key  and that'll move me to cell B2, and here I   want to enter all of the different months of  the year to keep track of all of our sales data. So, of course, the first month of  the year is January 2022 and then   the second month is February 2022,  and I don't want to make you watch   me fill out all the months of the  year. That would take a long time. Instead, I've established a pattern here. Here I typed in one month of the  year followed by another month,   so hopefully Google Sheets is smart  enough to follow this pattern. I'll highlight both of these cells, and when I  highlight them, we see this blue square in the   bottom right-hand corner, and when I hover  over it, my cursor changes to a plus icon. I can press on this and then drag down to row  13 and then I'll release and here you see that   Google Sheets was smart enough to follow this  pattern all the way through the end of the year,   and that brings me down to December 2022.  That was a lot easier than typing it out. This is called smart fill. I can  also use smart fill with numbers.   In January, this is our worst month of  the year. We only sold 1,000 cookies. People have New Year's resolutions, and they  just decide not to eat as many cookies. I’ll   press the enter key, and then here  for February, we doubled our sales to   2,000. I'll enter 2,000, and here I've  established the pattern. It increases by   a 1,000 between months. Here I can click  on this blue icon again and I could drag   all the way down through December and here  it follows that pattern to 12,000 sales. Now, of course, we don't just  have a straight line of sales. I want to randomize things a little bit  just to make this analysis more interesting. Here I'll highlight November through  February data. Then I'll right click   and at the very bottom of this context menu,   we have the option to view more cell actions,  and here's the option to randomize the range. I'll click on that and here that randomizes  the order of all of these numbers. This gives us some good data to work with. We have all of the sales data entered in  now, but it is a little bit hard to read. I think I could format these numbers better. I'll highlight all of these numbers and up on  the top menus there's the option for format. When I click on this, here I could  select different number formats. Here I could format the text. I could set the alignment. I could  set the wrapping, the rotation,   so I have many different options here. Now I'll exit out of this menu. Down here in the toolbar, I also  have some of the most frequently   used formatting options. Here  I can click on this dropdown   and here you'll notice I get this same  menu where I could format the numbers. I'll format it as a number. Here  with sales, it doesn't make sense   to include decimals because we're not  going to sell a fraction of a cookie,   so I want to remove those decimals. Up here in  the bar, I could also decrease the decimal places. I could click on that twice and that  removes the decimals. Over here,   I could re add them, but I don't  want them, so I'll remove that. Looking down below, I should probably  provide some context as to why cookie   sales are so horrible in January  and why they're so good in December. I mean maybe we have someone new joining the   company and they don't know the  cyclical nature of the business. Here in column C, I'll type in note  as one of the column headers and let   me type an explanation for why January is so bad. Next, I’ll go down to December  and type in a reason here. I've now typed in both reasons and I think  that provides some good context, but one thing   I don't like is you'll notice the contents  of the cell bleed into the adjacent cells. Luckily, I can adjust the width of the column.  Here I'll click between columns C and D and   here I can drag it out, so it fits all of the  contents. Now instead of dragging that out,   here I'll press this undo button. Here  you'll see the shortcut key is CTRL + Z.   I'll undo that. Here I could also double  click between column C and D and that'll   automatically adjust the width to fit the  content that's within the largest cell. Let's say that maybe you have a lot of columns   or a lot of rows where you  want to fit to the content. Here in the top left-hand  corner, I can click right here,   and this highlights all of the  columns and all of the rows. Here I can double click between  two of the columns and that'll   adjust all of them to best fit, and  I could do the same for the rows. Looking at this data, I don't know if it  makes sense to show sales and then the date. I think I'd rather show the date first. So, do I have to delete this column  and then re-enter everything? No, of course not. It's really easy to move data around. Here I'll go up to column B  and here I will click on it,   and you notice that my cursor  changes to a hand icon. Here I can press again, and this now grabs that  column, and I can now move that to a new position. Here I'll place that column ahead of  sales and that switches the position. It's really that easy. All of  the data here is really solid,   but I'm not quite satisfied  with the look and feel. Let's go back up to the format  menu to see what we can do here? Here at the very bottom, there’s  the option for alternating colors. Let's select that. This adds some very nice formatting to this   table. Here I see a treatment on the  headers, and I also see banded rows.   Over on the right-hand side, it opens up this pane  where I can customize what this table looks like. Here I can choose different styles. Maybe let's go with this yellow one. It's amazing what yellow can  do to brighten up the picture,   and it really makes my boss have a more  positive perception of all of this data. It really does wonders. Let's now close out this pane. When I look at this table,  it's coming along nicely,   but I think I can also apply some formatting  to make the numbers stand out a little more. So maybe some formatting when a number is  really good, and a number is really bad. I'll highlight all of these numbers  and let's go back to the format menu.   Right by alternating colors, there's  the option for conditional formatting. Let's select that. Over on the right-hand side,   here again, we see a pane that allows us  to customize the conditional formatting. Conditional formatting is really neat. You can format the cells if and you  have all these different conditions. You could say if it's greater than something,   you want to format it in a certain  way, or if it's less than something. You could even enter custom formulas in,  so you have lots of different options here. Now I want a good sales number to be  green and a bad sales number to be red,   so over here there’s the option for a color scale. I'll click on that and over here I  can preview the different formats. I'll click on this, and I  think this option might work. Let's select that. So here I see that December, we had  really good sales and it's in green,   and here in January, it wasn't  so good, and it's in red. This way we can visually just look at it and know  which months were good and which months were bad. Here I have many other options as well. I'm all done with the conditional  formatting now, so I'll click on the X icon. Over here, I have my column C with  a note, but come to think of it,   most of the people who are going to review  this data already know why January is bad   and why December is good, so including  this information isn't really necessary. But at the same time, if someone new joins a  company, maybe they don't know these reasons. I don't want to delete it. Here I can right click on column C  and here I get this context menu. Within this menu, there's the  option to hide the column. So here I can hide the column when I show it to  people who've been at the company for a while,   and then maybe when someone new joins the  company, here I could hover over between   columns B and D. Here you see these arrow icons  indicating that there’s a hidden column. Here I   can click on this icon and that once again  shows that column, but I want to hide it. I'll right click and let's hide the column. Thinking about this some more, we're also  supposed to get sales data for other countries,   so I want to add one more column with the country. I want to add it before the date column. Here I'll click on column  A, and I could right click,   and I can insert another column to the left. Now let's say I wanted to insert 2 columns. Here I could highlight columns A and B,   right click, and here I could insert 2  columns, so you could insert any number   of columns. Simply highlight the number  you want, and then you can insert those. I just want one column. I’ll click here and  then insert one column to the left. For this   column, here I'll type in country and the  country is going to be the United States. Here I'll select this and then drag it all the way  down and that'll copy that value to the bottom. Here, let me undo this and show  you one more way to fill this down. Instead of dragging and dropping it down,   I can simply double click here and that'll  fill it all the way to the bottom of the data. So, another quick way to fill in some  data. As I scroll down this sheet,   you'll notice that the header no longer appears. I know this is the number of sales, but it'd  be nice if the header just stayed there just   to remind me of that. Here I can go up to the  view menu, and there's the option to freeze. Here I can freeze the top row, the first two rows,   or I can really just freeze any number of rows,  and I could also do the same for the columns. I just want to freeze the top row. I’ll select  one row and here that is now frozen that row. Here I can now scroll down and  I continue to see the header. To undo that, I could go back to the view menu,  here go to freeze, and then I can select no   rows and that'll remove the freezing, but I  want it there, so I'll leave that in place. The formatting all looks fantastic now,  but I need to be able to answer some basic   business questions about this data, like  what were the total sales for the year,   or how did we perform in the first quarter  of the year, how many cookies did we sell? Luckily Google Sheets has lots of tools that  can help me with this, and I don't even have   to enter a formula or function, I just have  to know the question that I want to answer. I'll put the active cell here in column  C, then I'll go up to the data menu,   and right here there's the  option for column stats. When I click on that, that opens up  a pane over on the right-hand side,   and here I see all of these stats on column  C. If I scroll down here, I can see that we   had total sales of 78,000. That's the sum of  all of these numbers. I could see the average,   the median, the min, the max. So, I get all of  that information without having to do any work. Here, I'll close that out. Let's say I  want to know what were the sales for the   first quarter of the year. Here I’ll select  Q1. I’ll select all of those cells, and in   the bottom right-hand corner on the status bar,  you'll see this menu, and when I click on that,   I can see that the sum was 16,000 for Q1.  I could also see the average, the min,   the max, so I get these really quick stats here  without needing to calculate anything on my own. To the right of that, there's a  button called explore and when   I hover over you also see the shortcut  key and this is a really useful button. When I click on this, here I see those same stats,   so the sum, the average, the min, the  max, but I also get these charts that   visually show me the data and it just  automatically creates this for me. If I want to keep it here, I could simply  drag and drop it over onto my spreadsheet. I’ll delete this for now. Now let's say I want to know well what were  the total sales for the year? Here I'll click   on column C and here in the explore view, here  it updates, but I can ask a question like let's   say total sales and then hit enter and here  it tells me that the total sales were 78,000. So, you really just have to know the right  question to ask, and then you can get an   answer back for your question without having  to know formulas or functions or any of that. These tools work exceptionally well,  but sometimes you just need to get   your hands dirty, and you need to  enter in a formula or a function. Let's close out this pane and let's see how we  can enter in our own formulas and functions. First, I want to know what were the total  sales in January and February, and here   I'll type in the question, and this  is just a basic addition question. We had 1,000 sales here. I'll press  the control key and we can see that   the total was 9,000, but how can we  get that same answer using a formula? To enter in a formula, we start  by entering in an equals sign. This lets Google Sheets know that we're about to  enter in a formula. Now in January, we had 1,000   sales. I can type in 1,000 and then I can enter  in the plus sign and here I'll type in 8,000, and   I can see the answer right up above. It's 9000.  I'll press the enter key and here we see 9,000. That works great. Now here I just reference the  specific number, and the problem with this is,   let's say actually January was a little off.  We actually sold 1,200 cookies instead of   1,000. I'll press enter and here we  see that the formula did not update,   and the reason why is we hard coded in these  numbers. It doesn't reference these cells. Let's delete this, and let's try  again. I'll enter in the equal sign.   This time, instead of typing in  1,200, let's refer to this cell.   This is C2. So here I could type in  C2 and then I could type in plus,   but instead of typing in the column and then the  row, instead I could also just click on the cell. Here I'll click on C3 and now I can press  enter and now that shows 9,200. Now we did   actually only have 1,000 sales in January, so  I can now update this and when I hit enter,   you'll see that the formula  automatically updates. That’s   the benefit of referencing cells  instead of hard coding in values. Along with addition, we can also do subtraction. Let's say I want to know how much  bigger was December compared to January. Here I’ll enter the equal sign and I’ll select  12,000 for December minus 1,000 in January,   and then I’ll hit enter and here I could see  that December had 11,000 more sales than January. We can also do multiplication. Let's say I want to know what would  happen if we doubled December sales. So, we had 12,000. Here I'll enter equals 12,000. Here I'll enter  the asterisk symbol. This is how you multiply,   and I'll type in two and then hit  enter and we can see that we would have   24,000 sales if we were to double it. Lastly, we can also do division. Let's say I want   to know what would happen if we  only got half of December sales. Here I'll enter equals, I'll select December, and  then for the division sign, we use the forward   slash and then I'll enter two, hit enter, and  we would only have 6,000 sales for December. So far, we've just been using simple formulas,  but you can also use something called a function,   and with a function you pass in different  arguments and you get a result back. Up on the toolbar over on the right-hand  side, you have this icon for functions   and when I click on this, we see all  of these different function options. At the very top, we have some of the most  common functions like getting a sum, an average,   a count, max or min, and over here, we see  all these different categories of functions. If I hover over the all category,  here you can see all of the different   functions available in Google Sheets, and  there are many, many different options.   Here at the very bottom of the  list, you can also learn more,   and this has detailed descriptions of all of the  different functions that are available to you. Over on the left-hand side in my table, I  would like to sum up all of the different   sales and figure out what the total sales  were, and to do this, we can use a function. I'll place the active cell at the very  bottom of this list of all of the sales,   and then again in the top right-hand  corner, let's click on this function icon. Here in this list at the very  top we have the sum function,   and the sum function will sum up  all of these different values. I’ll select this function.  When I select that function,   here I see some helper text appear  that shows me how to use the function. So here it has the function name,  which is sum, an open parentheses,   and then I need to put in all of the different  values that I want to sum up, and at the end,   I close this off with the parentheses, and  here we can see an example of how this works. I'll close this out and let me  select all of these different values. I want to sum all of these up. Here  I can see the function down below. Just like with formulas, we start with an equal  sign, then we type in the function name, here's   the open parentheses, and then this is the range  C2 all the way down to C13, so there's a colon C13   and then close parentheses. Here I can see that  the sum is 78,000. I'll press enter and there we   just used our first function. Along with selecting  a function just right up here using this icon,   we can also just type the function directly  into the cell. Here I'll delete 78,000. Here we could type equals and then type  in the function name sum and one thing   you'll see is Google Sheets is smart and it  detects that if we're typing in sum here,   we probably want to sum up all the values above. So here I get this helpful suggestion  that says to sum up those values. I can click on that and that also sums it up. So, another way to just type  in a function on your own. Now that we have the total sales, I probably need  to add some text that clarifies what this is.   Over in cell B14, I'll type in total  sales colon and then hit enter. I'll select this cell again and up on  the top toolbar, I'll right align this. Next, I’ll select these two cells and I'll go  up to the toolbar and here I’ll make these bold. I could also press CTRL + B. This looks pretty nice now. We had some pretty good sales for the year. I also want to add one additional column  that tells me the percent that that month   made up of the total sales. Up on top, I’ll add an  additional column called percent of total sales,   and here when I hit enter, it automatically  applies the formatting to this additional   column. For the percent of total sales,  it's the month divided by the total sales. Just like we've been doing, I'll type in the equal   sign and then select 1,000 and here  it detects what the total sales is. It's C14. I'll select that and here it looks  like it's a little over 1%, but I want it to   be formatted as a percent. I'll make sure this  cell is selected and up on the top toolbar,   here I can select format as percent. I want this  formula to apply to all of the other months, but   of course, I don't want to have to type this in  for every single row, that would take a long time. Just like we did before,   I can click on this blue square in the  bottom right-hand corner of the cell. I can press on that and then drag it  all the way down and then release. This now applies that  formula to all of these rows,   but one thing you'll see is  I get this divide by zero. I'll click into the cell and  then go up to the formula and   let's see if we could figure out what happened. When I dragged the formula down by one row,   it automatically adjusted the  reference to this next row. So that's nice. Here's looking at February, but with C15  or the total sales, it did the same exact   thing. It also adjusted that reference by  one row, and I don't want it to do that. So instead let's go back to the initial  row where I entered this formula in. Over on the right-hand side, I can  see this suggestion and it looks   like it added a dollar sign in front of the  column reference and also the row reference. So, what does that do? By adding a dollar sign in front  of both the column and the row,   that locks the reference to this specific cell. I’ll accept this suggestion and now  the formula works as I expect it to. Here if we go up to the formula toolbar, here  I can see there are now dollar signs in front. Now as a quick tip, you can press the F4  key, and you can toggle between different   states. So here there's only a  dollar sign in front of the row. So, the row is locked, but the  column can change. I can press   F4 again. That places a dollar sign in  front of the column but not the row. I'll press it again and it  removes all of the dollar signs,   and here I could press it once again and  that locks both the column and the row. Dollar signs work just fine if you  want to lock a reference in a cell,   but an even easier way to do it  is to just give that cell a name. I'll go down to cell C14 where I have the  total sales and up in the top left-hand corner,   we see the name box and right now  it's just referred to as C14. I   can click into this box, and I can give it a name. I'll type in total sales and then hit enter. Here I'll go back up to this  formula that I entered earlier,   and here we see that references  C14, but instead of referencing C14,   I'll delete this reference and instead I'll  type in total sales and then hit enter. It works just the same, but then you don't have  to worry about absolute or relative references. Instead, just name the cell that you're going to   use often and then you can  use that name in a formula. It just makes things a little bit easier. To view all of your named cells, simply  go up to the top menus and click on data. Right here there's an option for named ranges. When I select that, that opens up  the pane over on the right-hand side,   and here I can see all of my named ranges. Here's the one called total sales. I can click on this edit icon and here I could   change the name and I could  also change the reference. Now I want to leave this reference  as is, so I'll close out the pane. Next, we're going to look at a function that's  a little bit more complicated than the functions   that we've looked at so far, and this one  is a function that you'll likely use often. It's called VLOOKUP or vertical look up. This allows you to look up a value in a table  and then return a corresponding value. So,   let's say for example I want to know how many  sales did we generate in, let's say June 2022. So here I could look in this table and  when I go down, here I see June 2022,   and I see that the sales were 4,000, but I  want a function to do that for me. I don't   want to have to manually look through this table  to find out what the sales were. Over in cell F7,   let's make that the active cell  and we can start typing in the   function. I'll enter the equal sign  and let's type in the name VLOOKUP. When I type that in, here I see the function. I'll select that. Next, it gives me hints  as to what I need to enter and first it   asks me for the search key. This is  the value that we're searching for. If you're ever unsure of what one of these  items means within a function, you can click   on this drop down arrow, and that expands all the  details, and you could read about how it works. I'll minimize this. So, I want to search for June  2022. I'll select that. Next, I'll enter a comma. The comma separates the different arguments within  this function and next it wants to know the range. Well, I want to look up the month in this table  right here, so I'll select this area over here. The value that you're looking up  needs to be in the first column. Here I'll enter a comma and  next it asks me for the index.   For this area that I selected, I now  want to get the second column back,   so here I'll enter in a two and here I can close  the parentheses. That's all I need to enter in   for this function. I'll press enter and here it  shows me that in June 2022, we had 4,000 sales. Now you might be wondering,  well, what good is that? I could just look over and I  can see how many sales we had. The beautiful thing here is I can change  the value that we're searching for. So,   let's say actually I want to know December  2022 and how many sales did we drive? I'll   hit enter and here VLOOKUP automatically  adjusts and here returns 12,000 sales. This is one of the most powerful functions that   you can use in Google Sheets. As  I've been building out this sheet,   here I have all of the sales data and  over here I have some business questions,   but I think it might work better if I put  these business questions onto a separate sheet. Here I can select all of these different questions  that I entered in, and I'll press CTRL + X to cut.   Down below, I can click on this plus  icon, and this adds another sheet,   and here I'll press CTRL + V and that pastes  all of these values onto the new sheet. One thing you might notice is  all of these different formulas   and functions that I entered in,  they continue to work as expected. Here, when I click into cell A1  and we look at the formula bar,   here you'll see that the reference is  now pointing to the previous sheet. So, you can also reference values on  different sheets within the spreadsheet. The name of the worksheet down  at the bottom is just sheet1   and then sheet2 and that's not really that clear. I can double click on this and I  can give this sheet a new name,   so let's call this one business  questions and then I'll hit enter. And sheet one, this has all of my sales data. I'll double click on that and let me  call this sales data and then hit enter. I'll go back to business questions  and here the formulas continue to   work. Even though I renamed it, it  automatically updates the reference   to that new name. Down at the very  bottom, I can re-order these sheets. Maybe I want business questions to come first. I can press and hold, and I can  drag that to a new position. I can also click on this down arrow and  here I have all these different options. I could delete a sheet, I could  duplicate it, I could copy, rename,   I could even change the color. For the business  questions, let's go with this blue color. That way it stands out a little bit more, and I  also have all of these other options down here.   To see all of my sheets, I  could look across the bottom,   but especially if you start getting a lot of  sheets, you can also click on this all-sheets   icon and here you can very quickly see all of  your different sheets within this spreadsheet. Next, we're going to look at how you  can both sort and filter your data. For that, let's click back  into the sales data worksheet. Here in the table, I want to sort it so I can see   which month had the most sales and  which month had the least sales. Now I could go up to this column and when  I hover over, I get this drop-down arrow. I can click on that and here's  the option to sort from A-Z or   smallest to largest or largest to smallest.   But if I sort it based on the column, it'll  also sort the total sales and I don't want that. So instead, I can highlight this  entire table, but I'll leave out   the total sales. Up on the top toolbar, over  here there's the option to create a filter. I'll click on that. This has now added a new icon  to the headers of my table. Here I see this icon. When I click on that,   here I have various sorting options, and  I also have various filtering options. Now I want to sort from largest to smallest,  so I'll select Z to A and click on OK and here   I see that December again was the largest  month and here January was the worst month. Here I can click here and let's say  I want to sort based on the months. Here I'll select A to Z, and  this restores the original order. Using that same icon I can also filter. Let's say I just want to see the  first three months of the year. I’ll click on this icon again, and here I  have all of my different filter options. Here I can filter by color, I  can also filter by conditions,   and here I can specify what the condition  is, but I just want a simple filter. I just want to look at the first three months. I’ll select clear so it removes all of the  months and here I'll just select the first   three and then click on OK and now I only see  the sales for January, February, and March. To come back to this filter in the future,  I could go through all these same steps. I can add a filter, then I can filter  it just in the first three months,   but especially as your filters  get a little more complicated,   maybe you're filtering on multiple  columns, that takes a little bit of time. Instead, you can save your filter  view. Up on the top toolbar,   let's go back over to the filter icon  and then click on this drop-down arrow. Here I have the option to save as filter view. I’ll select that. Over here I  can give this filter view a name. I'll call this first three  months and then hit enter. This filter view is now saved. I can go over and click on this X icon  and here I'll exit out of the filter view,   and this brings me back to the original data. Now let's say my manager comes up to me and says,   hey Kevin, what were the first three  months and what were the sales? Here I can go up to data, filter views,   and here I can select first three  months, and I have that view. Alternatively, I'll exit out again. I can  click on this drop-down arrow and here I   can also select first three months  and that gives me the filtered view. Let's now exit out of the filtered view. Here in the top right-hand  corner, I'll click on the X icon. All of the data that we have here is  currently just in a tabular format,   but at least me personally,  I think it's a lot easier to   understand what's happening with the  data when it's in a visual format. So basically, a chart. Now I want to chart out the sales by date  over the course of the entire year, just to   see what's been happening. Here I can highlight  all these different values that I want to chart.   Up on top, I can click on the insert menu  and here's the option to insert a chart. Alternatively, I can also go on the toolbar over   on the right-hand side and here  too I can also insert a chart. Let's click on this. This now inserts a chart and  over on the right-hand side,   I have a pane that lets me edit this chart. Here I can press on the chart, and  I can move it around the worksheet. I could also click in the corners if I want to  make it smaller, or if I want to make it larger,   I'll make it a little bit smaller  so we can see the entire thing. Now over on the right-hand side in the chart  editor, here I can choose the type of chart. Currently it's set to a column chart but here  I can change it to let's say a line chart. I can also go down and choose from all  of these different types of charts. You have many, many different options. I'll go back to the original column chart. I think that works well. Down below, I also  have additional settings related to this chart. Up in the top right-hand corner, I can  also customize what this chart looks like,   and when I click on that, here  I have many different options. I’ll click into chart style and over here  I can change it to a 3D column chart. That   looks pretty cool. I'll collapse this  category again. Here I can also click   into chart and axis title and let me give  it a better name than just sales vs. date. Here I'll type in cookie sales by month and  there it automatically updates the title. Down here I could also format  what the title looks like. Maybe centering it would look a little better. I'll select that. Here I'll  minimize this category. Next, there's a category called series. I'll click into that and when  we look down a little bit,   here I have the option to add a trendline. When I check this box, here I can see the  trendline throughout the course of the year. It looks like as the year goes on;  we happen to just sell more cookies. That's a good sign for the business. One of the neat things about this chart  is it's always in Sync with the data. So here I'll go up to my table and  in January that was our worst month,   but let's say actually it was a little bit better. Let's say we sold 2,000 cookies. I'll update  that in the table and then hit enter and you   see on the chart it automatically updated to  reflect that new number that's in the table. So,   these two are always in sync. Next, we're going  to look at how you can quickly analyze your data   and get insights from your data without even  needing to enter in a formula or a function. We're going to use something called pivot tables,   and you can analyze your data just  by dragging and dropping your mouse. I'll move the chart over to the right-hand  side and then here we see our table. I want to include all of this data  right here in the pivot table. I'll select this. I'll leave out the percent of total sales  and the total sales down at the bottom. I just want this raw data right here. Up on top, I'll select the insert menu, and  here we see the option to insert a pivot table. Let's select that. Here it asks me if we should set up  a new sheet or use an existing sheet. I want to set up a new sheet. I’ll make sure that's selected  and then click on create. This now drops me into a new pivot table and down  below I have a new worksheet called Pivot Table 1. Here I have my pivot table and over on the  right-hand side I have the pivot table editor   and this will help me pull together my pivot  table. All the way over on the right-hand side,   you see the country, the date, and the  sales, and you might recognize these,   these are referred to as fields and these are  the columns that we had on the sales data sheet. When I click back into here, here you see country,   date, and sales and those all  correspond with what we see here. Let's look at how you can get some  very quick insights using pivot tables. Let's say I want to know what were the  total sales of the Kevin Cookie company?   Here I have a category or a field called sales and  I can press and hold and drag that over to values. Now you typically drag something into values  if you want to calculate something. I'll   release and here I see the sum of all  of the sales. Here I see that we had   79,000 total sales, but here I could also  calculate other things. Instead of the sum,   let's click on this drop down and here  I could also calculate the average. So, it looks like on average every month  we sell about 6,583 cookies. Here I could   click on this again and I have all these  other calculations. I could do the max,   the min the median. So I have  all these different options here. Over on the right-hand side,   I have these other fields and I can  pull them into the pivot table as well. Here I’ll change this back to the sum  and let's pull the date into the rows. I'll release that there and here  I can see the sales by month. This is very similar to the view  that we had on the sales data sheet,   but let's say actually I want to see  all of the different months as columns. Here I'll drag the date and here I'll place  it in columns, and I see the same data but   just organized in a different way, and I can get  this simply by dragging and dropping my mouse. Here I can move the date back up to  rows and there you see that original   view. Earlier to calculate the percent of the  total sales, we needed to enter in a formula   and then we had to set up the reference  properly, but here it's just so easy. I could take sales and let's  drag it down into values again. Now I have sales appear in my pivot table twice. Right here I could decide how I want to show it. Currently it's just set to the  number, but I could also set it   to percent of column and there I could see  the percent that that month contributed. I didn't have to enter a  single formula or function. All I had to do is select an  option from this dropdown list. Pivot tables make analysis so easy. I can also filter this data, just  like we did earlier. Here I could   take date and I'll drag it down  to filters and here I'll release. I can now click on this list, and I can  decide what to include in this pivot table. Let's say I just want to  see the first three months. I’ll select January, February,  and March and then click on OK,   and here that's now filtered my table. So here I was able to re-create  most of the views that we had   on the previous sheet simply by  dragging and dropping my mouse. With all this data that we've been looking at  so far, it's just been based on this sales data,   but maybe you want to collect data from  third parties or from your customers. We can go up to the tools menu, and  here's the option to create a new form. Let's click on that. This drops me into Google Forms, and  the beautiful thing here is any of the   responses that I receive in this form will  automatically feed back into my spreadsheet. If you want to learn more about how to use Forms,  you can check out the video or the training   included down below in the description. Right up  here, for the title of my form, I'll call this   favorite cookie, and for the first question,  let's call this what's your favorite cookie? And I'll leave it just as a short  answer text. That looks good. Right up above I can now share  this survey out with others. I could click on send and  I could send it via e-mail,   I could share a link, or I can  even embed it in a web site. Let's preview what this survey looks like just to  see how the data flows back into my spreadsheet. I’ll click on preview and here  I can now fill out this form. What's your favorite cookie? Well, of course it's chocolate chip. I’ll  type that in and then click on submit. So,   we now have our first response. Let's go back to the spreadsheet. Here in the spreadsheet, there's a  new worksheet called Form Responses 1. I'll click on that and here I can  see the response from my survey. Here I see the time stamp and I also  see what's your favorite cookie,   and here I see chocolate chip. So, Google Forms is an excellent way  to collect feedback, and to bring that   directly into your spreadsheet where  you can then analyze all the responses. We've done a lot of fantastic analysis today,  but next I want to share it out with the broader   Kevin Cookie Company. In the top right-hand  corner, we can click on this share button. I’ll click on that, and this opens up the  sharing dialog. Within the sharing dialog,   here at the very top, I can type in specific  people who I want to share this with. I'll type in Kevin Stratvert. He seems like a really good  guy. Here I can notify him. I could also type in a message, and  right here, I can set the permissions,   so can he view it, can he comment, or can he edit? I’ll select editor and then click on send. Let's now go back up to the sharing  dialog to see what else we can do there. I'll click on share, and here I can now  see that I've shared this workbook with   Kevin Stratvert and I can see that  he's currently set to an editor. Down below, I can also provide general access. Currently it's restricted just to the two  of us, but here I can click on this drop   down and I could also set it so anyone  with a link can access this spreadsheet,   and over here I can set the permissions.  Here viewer, commenter, or editor. I'll leave it to viewer, and I can copy the link. I'll provide this link down below  in the description if you want to   see this workbook and just take a look around. For now, I'll click on done. Now that I've shared this spreadsheet, in  the top right-hand corner, I can see all the   other people who are currently in this sheet,  and here I see that Kevin is currently here. His picture has purple around it and  when I look down on the spreadsheet,   here I see purple on the spreadsheet, so this lets  me know where Kevin currently is in this workbook. When I hover over the cell, I could also  see the name associated with this position. So here I can see this is currently where  Kevin is. Up in the top right-hand corner,   I could also chat with Kevin. I could click on this icon, and  this opens up the chat interface. Here I could type in a message. Hi, how are you? Ah, very cool. It looks like he appreciates  the hard work we've been doing today. You can also leave comments directly within  the worksheet itself. Here where it says   what's your favorite cookie, let's see  if this is also Kevin’s favorite cookie. I can go up to the insert menu and right  here there's the option to insert a comment. I could also press CTRL + Alt +  M. Let's try the shortcut key.   I'll press CTRL + Alt + M and  here I can type in a comment. One of the neat things about commenting  is I can also @ mention people. I’ll type in the @ symbol and here it shows  Kevin Stratvert is one of the options. The reason he shows up here is, well, this is  one of the people who I shared this sheet with. I'll select his name and let's ask him  if this is also his favorite cookie. Right down below, I can also assign it to Kevin. I'll check this box and here I'll click on assign.  And look at that! He has already responded.   In the top right-hand corner, I can also  click on this icon, and this will show   me all of the comment history, and here I  see that same comment thread and Kevin’s   now answered this question and I'm glad  that he likes the same cookie that I like. Here I can click on this check mark to mark it  as done and that will now hide the discussion. This makes collaboration with multiple people  so easy. Especially when you start working   with a number of different people, you might  worry, well, what if someone makes changes   and you didn't like those changes and maybe  you want to go back to a previous version? Right up here you can see  when the last edit was made. When I click on this, this opens up version  history and here I can jump back to any previous   version of this spreadsheet so I could go through  and see when all of the different changes were. In fact, I could even name some of these versions. I could click on the ellipsis or the three  dots here, and I can give this version a name. For now, I'm OK with all of the  changes that have been made,   but this is a neat way to go back  in the history, if you need to. In the top left-hand corner,  I'll click on the back icon. There are also other ways  that you can share your file. When you click on the file menu,   you could go down to share, and here you  have the option to publish to the web. You could also e-mail the file, or you could  even download a copy. Here I can download as a   Microsoft Excel file. At the very bottom, and this  is probably a more traditional way of sharing,   you can also print out a copy. You could  press CTRL + P and when you click on print,   you have a whole bunch of different options  to customize what your print out looks like. All right, well, that's how you can  get started using Google Sheets.   Be sure to check out the free learning  resources down below in the description. That way you could continue learning  even more about Google Sheets. To watch more videos like this one,   please consider subscribing, and  I'll see you in the next video.