What is Google Sheets? The best way to answer this is to consider Microsoft Excel, the most well-known and ubiquitous spreadsheet software. Sheets is Google’s alternative, which has steadily grown in popularity over the past number of years.

Indeed, it offers many of the same functionalities as Excel. That is, to some degree, a spreadsheet is a spreadsheet. It’s designed to store, organise, manipulate and visualise any kind of data you throw at it.

The interface for data entry, adding formulae and creating tables and graphs is essentially the same. However, there are still a couple of big differences to keep abreast of.

Read on to find out all you need to know!

The great thing about Google Sheets is that it is web-based, so it can be used anywhere on any device. To share it you only have to share the link. Your files are also stored in the cloud, meaning that you can access them from any device, without the need for physical media.

Amazingly, Sheets is completely free, as part of the overall Google Docs suite.

You can also download it to work offline, and you can custom code your own sheets to fit your particular needs. You can also configure the sheets to gather data, which makes your work even easier!

What is Google Sheets: How does it Differ from Google Docs?

While both Google Docs and Google Sheets are part of Google Drive’s online tools, they have some important differences. You could say the difference is between words and numbers, but it is more than that.

Google Docs is a web-based editing and information system. You can create documents in the Docs program. These can be stored on the web and accessed by anyone you give the link to.

Documents can be edited and used by different people. In other words, it’s a cloud-based word processor.

Google Sheets are similar in their work but more focused on tables, charts, and numbers. These are spreadsheets, and that is the main difference from Google Docs. Google Drive is a web-based file storage system that is hosted in the cloud.

It also integrates directly with Sheets, Docs and Slides. When you click on a supported file in Google Drive, it opens automatically in the relevant GSuite program, meaning you can perform most of your office-related tasks in your browser.

How to Gather Survey Data in Google Forms

Google Sheets are great spreadsheets and holders of data. To get your data into the sheets, though, you need a form to use, which is what Google Forms is all about. Google Forms is one of the tools in Google’s GSuite.

Sheets and Docs are also tools in that group.

You use forms for writing or saving data into your sheets. You may also gather data using the forms. Google Forms are free and are included in the Google program. Simply go to the program and create a form by clicking a link.

From there, you can create the form you need to create your sheet. You can create as many tables, rows, graphs, or whatever you like. You can link this to the spreadsheet and feed it the data you want to be collated or organized.

You can then send your survey to users using Google Forms. Their responses are automatically populated in your spreadsheet. Responses can be either quantitative or qualitative.

How to Gather Survey Data in Google Forms

Google Sheets are great spreadsheets and holders of data. To get your data into the sheets, though, you need a form to use, which is what Google Forms is all about. Google Forms is one of the tools in Google’s GSuite.

Sheets and Docs are also tools in that group.

You use forms for writing or saving data into your sheets. You may also gather data using the forms. Google Forms are free and are included in the Google program. Simply go to the program and create a form by clicking a link.

From there, you can create the form you need to create your sheet. You can create as many tables, rows, graphs, or whatever you like. You can link this to the spreadsheet and feed it the data you want to be collated or organized.

You can then send your survey to users using Google Forms. Their responses are automatically populated in your spreadsheet. Responses can be either quantitative or qualitative.

How to Make a Chart in Google Sheets

Making a chart is very simple once you get a feel for how the program works. Create the Google Sheet first, and then create your forms. Create the tables, label them, and then feed in the data from the forms. Google does the rest.

All you have to do is select the relevant cells, and select a design from the chart menu.The cool thing is you can make adjustments and the forms will adjust the entire presentation for you.

You can also seamlessly use these charts in Google Docs or Slides, Google’s free alternative to PowerPoint.

What is Google Sheets used for

The simple answer is Google Sheets, which is used to create, update, and modify spreadsheets. It is similar to Excel in that you can update a spreadsheet automatically. The differences between the two mainly relate to how the data is stored and accessed.

Let’s use a sports analogy to explain how this works.

If you kept stats for a baseball team, you would put in the stats for each game as the games were finished. The sheet would automatically compile the stats into season totals. You could also organize it so you could see game-by-game results as well as season totals.

Google Sheets and the entire suite of tools are web applications, so they are readily available as long as you have an internet connection. Once you create your documents, you can use them offline as well, and later, you can publish them online, and they will be automatically updated.

The program works on almost all browsers. There are also apps for using it with your phone. Another bonus is that this system allows for a lot of collaboration, which is crucial in the era of distributed workforces.

This is one of the reasons that Google Sheets is gaining ground on its competitors.

In Sheets, spreadsheets can be opened and edited by multiple users, even simultaneously. None of them has to pay a license fee, and users can see changes others make in real-time.

In theory, two or more people could be editing the same document simultaneously.

Another feature that protects the data is the “suggested edit” feature. This is where a suggestion or alternative data is added to the document but does not change the original. Whoever is primarily working on the sheet can then implement the change.

There are also places to add comments which do not affect the original document. This way, you can exchange messages back and forth as the spreadsheet is used or prepared. You can then resolve these once a solution has been reached.

New Google Sheets Features

Recently, an “action item” feature was added. This feature allows one person to assign part of the project to another, and the program will notify the person assigned.

Google Sheets makes creating datasets and spreadsheets easier. It also takes using them to a new level.

Also, recently, Google created a means for third-party developers to alter the programming of the sheets through the use of an API. This means you can create new apps or programs and make them compatible with your Google sheets.

Google Sheets, as well as the whole suite of tools, is free. You may use it online at any time, and with an app or an extension, you can also use it offline. This works great for individuals and small businesses.

More detailed and more capable programs are available for larger businesses. These come with a monthly subscription.

Additional Functions in Google Sheets

There is a find-and-replace tool, which is as old as word processors, but it is still a valuable tool. You may also use this extension to copy and replace other documents and even to other linked computers.

Cross-format functionality also allows you to open Microsoft Office documents, whether they are docs or spreadsheet files. This is crucial, especially with external stakeholders who primarily work in the Office.

These days, with near-constant access to high-speed internet, cloud-based professional programs have become a viable alternative to their desktop equivalents.

Since Google Sheets remains free, while Excel has moved to a subscription model, this quickly becomes the preferred spreadsheet tool for organisations worldwide. Switching to GSuite makes it easy to save money on your software stack.

Differentiation from Excel

Pricing:

• Sheets is free with a Google account vs Excel pricing starts at $149/user for Office 365 subscription

Accessibility:

• Sheets is cloud-based, allowing access across devices vs Excel tied to a desktop
• Sheets has mobile apps allowing editing on phones/tablets

Collaboration:

• Real-time co-editing enables multiple users to work together on the same sheet
• Easy sharing and permissions configuration
• Built in comments and suggestions

Use Cases & Applications

Data Analytics:

• Massive capacity handles billions of rows vs Excel limit of 1 million rows
• Integrates BigQuery and Looker Studio for large-scale business intelligence

CRM and Reporting Dashboards:

• Clean layouts and dynamic charts to visualize critical KPIs
• Add-ons enhance dashboarding capabilities

Financial Modeling & Accounting

• Wide array of pre-made templates for various accounting needs:
  • Income statements, balance sheets, cash flow statements
  • Invoicing and billing management
  • Budgeting and forecasting models
  • Tracking expenses, receipts, and tax deductions
• Formula capabilities can handle calculations for most basic small business accounting:
  • SUM, COUNTIF, SUMIFS, VLOOKUP, and pivot tables
  • Financial math functions like NPV, FV, PPMT etc.
• Add-ons extend functionality for more advanced modelling like FP&A:
  • Connection to QuickBooks Online
  • Time and data tracking
  • Additional financial formulas

Adoption & Case Studies

• Over 30 million organizations now actively use Google Sheets and Google Workspace apps (Source)
• The year-over-year growth rate was over 25%, indicating rapid adoption (Source)

Case study example:

Manufacturing Company X migrated their sales operations team from Excel reporting to Google Sheets solutions. This improved collaboration efficiency, with 5 team members now able to update the shared reporting dashboards simultaneously. It also reduced software licensing costs by $25,000 annually while speeding up data analysis with Google AI capabilities in Sheets.

Step-by-Step Tutorials for Essential Google Sheets Tasks

Creating and Formatting Spreadsheets

1. Creating a Spreadsheet:
   • Open Google Sheets and sign in to your Google account.
   • Click the “+” icon in the top left corner to create a new blank spreadsheet.
   • Name your spreadsheet by clicking the default title “Untitled Spreadsheet” and typing in your desired name.
2. Entering Data:
   • Click on a cell and start typing to enter data.
   • Press Enter to move to the next cell vertically.
   • Press Tab to move to the next cell horizontally.
   • Use the arrow keys to navigate between cells.
3. Formatting Cells:
   • Select the cells you want to format.
   • Use the formatting options in the toolbar above the spreadsheet to change font style, size, color, alignment, borders, and more.
4. Merging Cells:
   • Select the cells you want to merge.
   • Right-click on the selected cells and choose “Merge cells”.
5. Inserting Rows and Columns:
   • Right-click on the row or column header where you want to insert a new row or column.
   • Choose “Insert row above” or “Insert column left” depending on your desired location.
6. Deleting Rows and Columns:
   • Right-click on the row or column header you want to delete.
   • Choose “Delete row” or “Delete column”.

Using Formulas and Functions

1. Entering Formulas:
   • Start with an equal sign (=) in the cell where you want the formula to appear.
   • Type the cell references, operators, and functions to create your formula.
   • Press Enter to calculate the formula.
2. Basic Formulas:
   • SUM: Adds a range of cells. Example: =SUM(A1:A10)
   • AVERAGE: Calculates the average of a range of cells. Example: =AVERAGE(B1:B10)
   • COUNT: Counts the number of cells in a range that contain data. Example: =COUNT(C1:C10)
   • MAX: Finds the largest value in a range of cells. Example: =MAX(D1:D10)
   • MIN: Finds the smallest value in a range of cells. Example: =MIN(E1:E10)
3. Using Functions:
   • Use the Function Library icon on the toolbar to insert functions.
   • Select a category of functions and choose the desired function.
   • Enter the required arguments for the function in the provided fields.

Generating Charts and Graphs

1. Selecting Data for Charts:
   • Highlight the data range you want to include in the chart.
2. Inserting a Chart:
   • Click the “Insert” menu and choose “Chart”.
   • Select the desired chart type from the available options.
3. Chart Customization:
   • Use the Chart Editor to customize the chart’s appearance, including title, labels, colors, and data series.
4. Chart Placement:
   • Choose whether to embed the chart within the spreadsheet or create a separate chart sheet.

Google Sheets: Key Features

Import & Export Options:

• Import data from SQL, BigQuery, MySQL, PostgreSQL, Excel etc
• Automatic imports with connected data sources
• Native export to Excel, CSV, PDF, HTML
• Extensions enable exports to PowerPoint, Docs, image files

Mobile Compatibility & Apps:

• Fully functional Android and iOS apps
• Edit, format, collaborate on the go
• Gesture navigation like swipe, scroll, tap to interact
• Offline editing – sync when back online

AI Capabilities:

• Formula autocomplete with machine learning saves time
• Smart fill and data validation assists data entry
• Explore feature identifies trends and insights in data
• Google Cloud Natural Language for sentiment analysis

Apps Script for Automation:

• JavaScript macros automate workflows, processes
• Email reports, backup data, send alerts
• Integrate with other cloud services
• Schedule triggers like time-driven

Adoption Statistics

• Over 30 million organizations now actively use Google Workspace apps, including Sheets, as of 2022 (Source)
• The year-over-year growth rate in these services was 25% in Q2 2022 (Source)

Sample Case Study: Marketing Company X migrated from Excel to Google Sheets and now efficiently collaborates with its distributed teams on campaign reporting dashboards in real-time. This improved insight sharing and decision velocity while reducing subscription software costs.

FAQ

Q: Is Google Sheets fully compatible with Microsoft Excel files?

A: Yes, Google Sheets can easily import and export Excel (.xlsx) documents while retaining formatting, formulas functions. It also supports importing older .xls Excel files.

Q: Can multiple people collaborate on the same Sheets file simultaneously?

A: Yes, one of the most useful Google Sheets features is real-time co-editing, which allows multiple users to make changes to the same file concurrently.

Q: Does Google Sheets work offline?

A: The mobile apps allow editing, updating cell data, and creating some formulas offline. Changes synchronize once back online. But full function requires internet connectivity.

Q: Is Google Sheets HIPAA compliant for health data?

A: Yes, Google Workspace, including Sheets, is HIPAA compliant, enabling safe usage of Protected Health Information provided HIPAA settings are enabled.

Conclusion

Google Sheets is a user-friendly, accessible, cloud-based spreadsheet solution that enables intuitive data analysis, seamless collaboration at scale, and integration with other Google services.

With capabilities rivalling leading desktop tools but without hefty licensing fees, Sheets reduces the total cost of ownership while opening up data work to organizations of any size.

The massive billion-row processing capacity combined with machine learning-fueled features demonstrate why adoption has accelerated, especially among data-driven teams.

While Excel maintains an advantage in complex modelling and analysis functionality, Sheets’ innovative collaboration and automation capabilities make it the platform for optimized business intelligence across devices.