Google Sheets Fundamentals Course: Lessons 2026

Lesson 1: The Sheets screen, files and importing

Google Sheets is an online spreadsheet app. It runs in a web browser, and there are also apps for Android and iPhone. A Sheets file is called a spreadsheet. Each spreadsheet has one or more sheets, shown as tabs at the bottom of the screen.

Creating and saving a spreadsheet

• Go to sheets.google.com and click Create (the plus icon), or go straight to sheets.google.com/create.
• A new file is called Untitled spreadsheet. To rename it, click the name at the top, type a new name and press Enter.
• There is no save button. Google saves your changes automatically as you type when you are online. In Sheets, click outside the cell you typed in.
• File > Make a copy makes a copy of the whole file. File > Download saves a copy on your computer in another file type.

Google Drive lists a size limit of up to 20 million cells or 100 MB for a spreadsheet created in or converted to Sheets.

Cells, ranges and sheets

Columns have letters (A, B, C…) and rows have numbers (1, 2, 3…). A cell's name is its column letter and then its row number: column D, row 7 is D7. A range is a block of cells written as first cell, colon, last cell. To count the cells, multiply the columns by the rows: A2:D6 is 4 columns × 5 rows = 20 cells.

• Add sheet (+) at the bottom adds another tab to the same file. The Create button on the home screen makes a new file instead.
• To add a row, right-click a row number and choose an option such as Insert 1 row above. Right-click and choose Delete row to remove one.
• To keep headings on screen while you scroll, select View > Freeze and choose how many rows or columns. Choose No rows to unfreeze.
• View > Group groups rows or columns so you can collapse them.

Using data from other sheets and files

A formula can use a cell on another sheet in the same file. Type the sheet name, an exclamation point (!) and the cell, for example =Sheet1!A1. If the sheet name has spaces or symbols, put it in single quotes: ='Week two'!B4. To use cells from a different spreadsheet file, you must use the IMPORTRANGE function.

Importing a CSV or Excel file

A CSV file is plain text with values separated by commas. Many systems (payroll, point of sale, scheduling) export CSV files. To bring one into an open spreadsheet, select File > Import and choose the file. Sheets imports .csv, .tsv, .txt, .tab, .xlsx, .xls, .ods and some other types, but not password-protected files. Then pick an import location:

For text files, choose a Separator character: Detect automatically (it can also find semicolons and fixed-width files), Tab, Comma or Custom. Then click Import.

To work on an Excel file as a Google Sheets file, upload it in Drive (New > File upload), then right-click it and select Open with > Google Sheets. Microsoft files stored in Drive can also be updated without converting them.

Themaquiz 1: The Sheets screen, files and importing

Lesson 2: Entering and formatting data

Typing and editing

Click an empty cell and type, then press Enter. To change a cell that already has content, double-click it. Useful shortcuts on a Windows PC or Chromebook:

Number formats

A number format changes how a value looks. Select the cells, then Format > Number, and pick a format. The toolbar also has buttons for currency, percent and decimal places. Shortcuts: Ctrl+Shift+4 currency, Ctrl+Shift+5 percent, Ctrl+Shift+3 date, Ctrl+Shift+1 decimal.

A percent format shows the value times 100: 0.25 shows as 25%. The value stored in the cell is still 0.25, and formulas use that value.

Custom number formats

Format > Number > Custom number format lets you build your own. Common symbols:

A custom format can have up to four parts, separated by semicolons, in this order: positive; negative; zero; text (non-numeric). So in 0.00;[Red]-0.00, the second part sets how negative numbers look.

Layout

• Wrap text: the toolbar option that changes how text wraps keeps long notes inside the cell on several lines.
• Merge cells: select cells such as A1:F1, then Format > Merge cells, to make one wide title cell.
• Column width: double-click the edge of a column letter to fit the data, or right-click the letter, choose Resize column and pick Fit to data.
• Copy formatting: the paint format button copies formatting from one place to another.

Autofill a series

Type values in at least two cells next to each other and select them. A small blue box appears in the lower-right corner. Drag it down or across. If the cells form a series of numbers or dates, the series continues: 5 and 10 become 15, 20, 25. If they don't form a series, the values repeat: Day, Night becomes Day, Night, Day, Night.

Themaquiz 2: Entering and formatting data

Lesson 3: Formulas, functions and references

A formula always starts with an equal sign (=). As you type a function name, Sheets shows a function help box with the function's definition, syntax and an example, and it may suggest formulas and ranges. Cells used in a formula are highlighted in colour.

You can put a function inside another one. Sheets works out the innermost function first: in =ABS(SUM(A1:A7)), SUM runs first and ABS uses its result.

Basic functions

ROUND

=ROUND(15.567,2) gives 15.57: Sheets looks at the next digit (7), and 5 or more rounds up. =ROUND(2.5) gives 3, because places is 0 when left out. A negative places value rounds to the left of the decimal point: =ROUND(1874.6,-2) gives 1900 (the nearest hundred).

Relative and absolute references

A normal reference such as G2 is relative: when you copy the formula down 2 rows, G2 becomes G4. Add dollar signs to make it absolute so it does not shift: $J$1 always points to J1. While you type a formula, press F4 to switch a reference between absolute and relative. So if H2 holds =G2*$J$1 and you copy it to H4, H4 holds =G4*$J$1.

Other helpful shortcuts: Ctrl+D fills down, Ctrl+R fills right, and Ctrl+~ shows all formulas instead of their results.

Themaquiz 3: Formulas, functions and references

Lesson 4: IF, COUNTIF and lookups

IF

=IF(logical_expression, value_if_true, value_if_false) checks a test and returns one of two values. Put text in double quotes. Google says that mixing up the order of the two values is the most common mistake with IF.

• =IF(C3>=D3,"OK","Reorder"): if the quantity is at least the reorder level, show OK; otherwise show Reorder.
• A nested IF puts a second IF in the false part: =IF(B2>=8,"Full",IF(B2>=4,"Part","Off")). If B2 is 6, the first test is FALSE, the second is TRUE, and the result is Part.
• IFS checks several conditions and returns the value for the first true one.

COUNTIF and SUMIF

=COUNTIF(range, criterion) counts the cells that match. =SUMIF(range, criterion, [sum_range]) adds the matching rows of sum_range. Text criteria go in quotes.

• Text: =COUNTIF(B2:F6,"A"). COUNTIF is not case sensitive, so "P" also matches a small p.
• Comparisons: put the operator in quotes, for example ">20", ">=10" or "<5".
• Wildcards: ? matches one character and \* matches any number of characters. "\*tape\*" matches any text containing tape. Put ~ in front to match a real ? or *.
• COUNTIF takes one condition. For several conditions, use COUNTIFS.

IFERROR

=IFERROR(value, [value_if_error]) returns the value if it is not an error, and otherwise the second argument (blank if you leave it out). =IFERROR(B2/C2,0) shows 0 instead of an error when C2 is empty.

VLOOKUP

=VLOOKUP(search_key, range, index, [is_sorted]) searches down the first column of the range and returns a value from the same row.

• index counts the columns of the range from 1: in A2:D6 below, 3 is Price and 4 is Stock.
• is_sorted: use FALSE for an exact match (Google recommends it). If you leave it out, the default is TRUE, an approximate match that needs a sorted first column and can return a wrong row.
• If an exact match is not found, VLOOKUP returns #N/A. Wrap it in IFNA() to show something else.
• The search key must be in the first column. =VLOOKUP("Mouse",A2:D6,3,FALSE) returns #N/A because Mouse is in column B.
• Spaces matter: "Mouse" and "Mouse " are different. VLOOKUP returns only the first match.

XLOOKUP

Google Sheets also has XLOOKUP: =XLOOKUP(search_key, lookup_range, result_range, [missing_value], [match_mode], [search_mode]). You name the result column directly, so you don't count columns, and the result can be to the left of the search column: =XLOOKUP("Webcam",B2:B6,A2:A6) returns W520.

• missing_value is returned if there is no match; the default is #N/A. =XLOOKUP("Z999",A2:A6,C2:C6,"Not found") returns Not found.
• match_mode defaults to 0, an exact match. 2 is a wildcard match.
• search_mode defaults to 1 (first to last); -1 searches from last to first.
• lookup_range must be a single row or column.

Themaquiz 4: IF, COUNTIF and lookups

Lesson 5: Sorting, filtering, validation and highlighting

Sorting

1. Select the cells to sort, including all the columns, so rows stay together.
2. Select Data > Sort range > Advanced range sorting options.
3. If row 1 has headings, tick Data has header row.
4. Choose the column and the order (A to Z or Z to A). Click Add another sort column for a second rule.
5. Click Sort.

To sort a whole sheet, right-click the column letter and click Sort sheet A to Z or Sort sheet Z to A. Note that sorting does not change formulas that point into the range: =B2 still points to B2.

Filters and filter views

Select the range and choose Data > Create a filter. Click the Filter icon in a heading to filter by values (untick what to hide), filter by condition, search, or filter by colour. Rows that don't match are hidden, not deleted. Choose Data > Remove filter to turn it off.

If you only have view access, you can still create a filter view, but it is temporary, only you can use it, and it isn't saved.

Dropdowns and checkboxes (data validation)

• Add a dropdown with Insert > Dropdown, by right-clicking a cell, or with Data > Data validation > Add rule.
• Dropdown lets you type the items. Dropdown from a range takes the items from cells, such as Lists!A2:A8.
• By default, an entry that is not in the list is rejected. Under Advanced options, choose Show a warning to allow it.
• Insert a checkbox with Insert > Checkbox. To store other values (such as Yes and No), use Data > Data validation, set the criteria to Checkbox and click Use custom cell values.

Conditional formatting

Select the cells, then Format > Conditional formatting. Under Format cells if, choose a condition (such as Less than or Text contains) and a formatting style. Color scale shades cells from a minimum to a maximum value.

For more control, choose Custom formula is. Use $ to lock the column, so the whole row follows one column: applied to A2:D8, =$C2<$D2 highlights each row where Qty is below Reorder at. =COUNTIF($A$1:$A$100,A1)>1 highlights duplicates. If two rules are true, the first rule found to be true decides the format; drag rules to change the order.

Protecting ranges

Data > Protect sheets and ranges can show a warning before someone edits, or restrict who can edit. Google says protection shouldn't be used as a security measure: people can still print, copy, paste, import and export. Share only with people you trust.

Themaquiz 5: Sorting, filtering, validation and highlighting

Lesson 6: Charts, sharing, comments and version history

Charts

Select the cells, including the headings, then Insert > Chart. Double-click a chart to open the chart editor, which has a Setup tab (chart type, data range, headers) and a Customize tab (titles, legend, gridlines, colours). The first row or column of your data becomes the labels, so make sure it holds the headings.

Sharing and roles

Click Share, enter an email address or group, choose a role, and click Send. Each person gets an email unless you untick Notify people. To stop sharing, open Share, click the arrow next to the person's name, click Remove access, then Save.

• General access: Restricted means only people you added can open the file.
• Anyone with the link means anyone who has the link can use it without signing in. Public files can also be found with Google Search.
• Owners can stop viewers and commenters from downloading, printing and copying in Share > Settings.
• Up to 100 open tabs or devices can edit a file at once. A file can be shared with up to 600 individual email addresses.

Comments

• Select a cell and click Add comment on the toolbar, or press Ctrl+Alt+M.
• Type @ and a name or email to mention someone; they get an email.
• Type @ or + and an email, then tick Assign to to make an action item. The person gets an email and clicks Done when finished.
• Click Resolve to close a comment. Resolved comments stay in the file: click Comments at the top to see them and Re-open to bring one back.

Version history

Click the Last edit link at the top, or press Ctrl+Alt+Shift+H, to open version history. You need edit permission to see it.

• Choose an older version and click Restore this version to go back to it. In Sheets, restoring clears the cell edit history before the restore, so use More > Make a copy if you want to keep it.
• Click More > Name this version to label a version you want to find again. A spreadsheet can have up to 15 named versions.
• Right-click a cell and select Show edit history to see past changes to one cell. Formatting changes and changes made by formulas may not show.

Themaquiz 6: Charts, sharing, comments and version history