What is Google Sheets?

June 30, 2026

Google Sheets – Complete Class Notes

Chapter 1: Introduction to Google Sheets

What is Google Sheets?

Google Sheets is a cloud-based spreadsheet application developed by Google. It allows users to create, edit, organize, calculate, analyze, and share data online. It is part of Google Workspace and works through a web browser or mobile app without installing software. Changes are automatically saved, and multiple users can work on the same spreadsheet simultaneously.

Learning Objectives

After completing this lesson, students will be able to:

Understand what Google Sheets is.
Create and manage spreadsheets.
Enter and format data.
Perform basic calculations using formulas.
Use common spreadsheet functions.
Sort and filter data.
Create charts.
Collaborate with others.
Share spreadsheets securely.

What is a Spreadsheet?

A spreadsheet is an electronic worksheet made up of rows and columns.

It is used for:

Storing information
Performing calculations
Preparing reports
Managing business data
Budget planning
Attendance records
Salary calculations
Inventory management

Applications of Google Sheets

Google Sheets is widely used for:

Student mark sheets
Attendance register
Salary sheet
Budget planning
Expense tracker
Sales report
Inventory management
Customer database
Invoice preparation
Project management
Data analysis

Features of Google Sheets

1. Cloud-Based

Files are stored in Google Drive.
Accessible from anywhere.
No installation required.

2. Automatic Saving

Every change is saved automatically.

No need to press Ctrl + S.

3. Real-Time Collaboration

Multiple users can:

Edit together
Comment
Suggest changes
Chat while editing

Ideal for offices and schools.

4. Sharing Options

You can share using email.

Permission levels:

Viewer
Commenter
Editor

5. Version History

You can:

View previous versions
Restore old versions
See who made each change

6. Excel Compatibility

Supports:

.xlsx
.xls
.csv

You can open and save Microsoft Excel files. (Wikipedia)

7. Built-in Functions

Google Sheets contains hundreds of functions.

Examples:

SUM()
AVERAGE()
COUNT()
MAX()
MIN()
IF()
VLOOKUP()
XLOOKUP (available in Google Sheets)
TODAY()
NOW()

8. Charts

Create:

Bar Chart
Pie Chart
Line Chart
Column Chart
Area Chart

9. Conditional Formatting

Automatically change cell colors based on values.

Example:

Marks above 90 → Green

Marks below 40 → Red

10. Offline Mode

Work even without internet.

Changes sync automatically once connected again.

Google Sheets Interface

Students should know:

File Menu
Menu Bar
Toolbar
Formula Bar
Name Box
Rows
Columns
Cells
Sheet Tabs
Status Bar

Understanding Rows and Columns

Rows

Horizontal
Numbered

Example:

Columns

Vertical
Lettered

Example:

Cell

The intersection of a row and a column.

Examples:

D10

Data Types

Google Sheets accepts:

Text

John

Dubai

Kerala

Numbers

100

2500

150.75

Dates

01/07/2026

Time

9:30 AM

Currency

₹1500

AED 250

Creating a New Spreadsheet

Method 1

Google Drive

→ New

→ Google Sheets

Method 2

Visit:

https://sheets.google.com

Entering Data

Click a cell

Type

Press Enter

Editing Data

Double-click the cell

Press F2

Formatting Data

Change:

Font
Font Size
Font Color
Bold
Italic
Underline
Borders
Background Color
Alignment
Wrap Text
Merge Cells

Basic Formulas

Every formula begins with:

Example:

=5+10

Result:

Cell Reference

Example

A1 = 20

B1 = 30

Formula

=A1+B1

Result

Arithmetic Operators

Addition

Subtraction

Multiplication

Division

Percentage

Common Functions

SUM

Adds numbers.

Example

=SUM(A1:A10)

AVERAGE

Calculates average.

Example

=AVERAGE(B1:B20)

COUNT

Counts numbers.

Example

=COUNT(C1:C50)

MAX

Largest value.

Example

=MAX(A1:A20)

MIN

Smallest value.

Example

=MIN(A1:A20)

TODAY

Current Date

=TODAY()

NOW

Current Date and Time

=NOW()

Relative Reference

=A1+B1

Changes automatically when copied.

Absolute Reference

=$A$1

Does not change.

Fill Handle

Small square at the corner of the selected cell.

Used to:

Copy formulas
Fill series
Autofill data

Sorting Data

Sort:

A to Z
Z to A
Smallest to Largest
Largest to Smallest

Filtering Data

Display only selected records.

Useful for:

Employee list
Student records
Sales report

Freeze Rows and Columns

Keep headings visible while scrolling.

Example:

Freeze first row.

Data Validation

Restrict user input.

Example:

Gender

Male

Female

Other

Dropdown List

Protecting Data

Protect:

Cells
Rows
Columns
Entire Sheet

Charts

Steps

Select data

Insert

Chart

Choose chart type

Comments

Right Click

Comment

Useful for teamwork.

Sharing Spreadsheet

Click

Enter email

Choose permission:

Viewer

Commenter

Editor

Printing

File

Options:

Portrait

Landscape

Margins

Gridlines

Scale

Keyboard Shortcuts

Shortcut	Function
Ctrl + C	Copy
Ctrl + V	Paste
Ctrl + X	Cut
Ctrl + Z	Undo
Ctrl + Y	Redo
Ctrl + A	Select All
Ctrl + B	Bold
Ctrl + I	Italic
Ctrl + U	Underline
Ctrl + F	Find
Ctrl + H	Replace

Advantages of Google Sheets

Free to use
Cloud storage
Auto Save
Real-time collaboration
Accessible anywhere
Mobile friendly
Excel compatible
Easy sharing
Version history
Strong integration with other Google Workspace apps. (Wikipedia)

Limitations

Requires Google Account
Internet needed for full functionality
Advanced Excel features may not be available
Very large spreadsheets can become slower

Practical Activities

Activity 1

Create a Student Mark List.

Columns:

Name
English
Maths
Science
Total
Average

Activity 2

Prepare Monthly Expense Sheet.

Columns:

Date
Item
Amount

Calculate Total.

Activity 3

Prepare Employee Salary Sheet.

Fields:

Basic Salary
Allowance
Deduction
Net Salary

Activity 4

Create Attendance Register.

Use Conditional Formatting to highlight absences.

Interview Questions

What is Google Sheets?
What is a spreadsheet?
What is a cell?
What is the difference between a row and a column?
What is a formula?
Name five Google Sheets functions.
What is the purpose of Auto Save?
What is Version History?
What is Conditional Formatting?
What is the difference between Viewer, Commenter, and Editor permissions?

Summary

Google Sheets is a powerful online spreadsheet application used to organize, calculate, analyze, and visualize data. It supports formulas, functions, charts, collaboration, automatic saving, and secure sharing, making it one of the most widely used tools in schools, offices, and businesses. It is especially valuable for teamwork because multiple users can edit the same spreadsheet in real time while every change is automatically saved and tracked.

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