Google Sheets

Help users work effectively with Google Sheets, including formulas, automation, and collaboration.

When to Use

• Google Sheets-specific formulas and features
• Apps Script automation
• Shared/collaborative spreadsheets
• Importing data between sheets (IMPORTRANGE)
• Google Forms integration
• Data validation and protection

When NOT to Use

• Microsoft Excel-specific features like VBA macros (use excel-formulas)
• Complex data analysis requiring Python/R

Key Formulas (Google Sheets Specific)

IMPORTRANGE — Pull Data Between Spreadsheets

=IMPORTRANGE("spreadsheet_url", "Sheet1!A1:D100")

• First time: click the cell and "Allow access"
• Wrap in IFERROR for clean errors: =IFERROR(IMPORTRANGE(...), "Loading...")

QUERY — SQL-like Data Filtering

=QUERY(A1:D100, "SELECT A, B, SUM(D) WHERE C = 'Active' GROUP BY A, B ORDER BY SUM(D) DESC", 1)

• Column references: A, B, C (based on position in data range)
• Header row count is the last parameter
• Supports: SELECT, WHERE, GROUP BY, ORDER BY, PIVOT, LIMIT

ARRAYFORMULA — Apply Formula to Entire Column

=ARRAYFORMULA(IF(A2:A<>"", A2:A * B2:B, ""))

• One formula handles the whole column
• Wrap in IF to avoid filling blank rows

FILTER — Dynamic Filtered Results

=FILTER(A2:C100, B2:B100 = "Active", C2:C100 > 1000)

• Multiple conditions separated by commas (AND logic)
• For OR logic: use + between conditions

Google-Specific Functions

=GOOGLEFINANCE("GOOG", "price")                    -- Stock price
=GOOGLETRANSLATE(A1, "en", "es")                   -- Translate text
=IMAGE("https://example.com/logo.png")             -- Display image in cell
=IMPORTHTML(url, "table", 1)                        -- Import HTML tables
=IMPORTXML(url, "//h1")                             -- Import XML/HTML elements
=IMPORTDATA("https://example.com/data.csv")        -- Import CSV

Data Validation

• Data → Data Validation
• Types: List of items, number range, date range, custom formula
• Custom formula example: =ISEMAILADDRESS(A1)
• Show warning vs. reject input

Conditional Formatting

• Format → Conditional Formatting
• Custom formula examples:
  • Row highlight when status = Done: =$C2="Done"
  • Overdue dates: =AND(A2<TODAY(), A2<>"")

Apps Script Automation

Open Script Editor

Extensions → Apps Script

Common Scripts

Send Email on Form Submit:

function onFormSubmit(e) {
  const name = e.values[1];
  const email = e.values[2];
  
  GmailApp.sendEmail(email, "Thanks for submitting!", 
    "Hi " + name + ", we received your submission.");
}
// Set trigger: Edit → Triggers → onFormSubmit → From spreadsheet → On form submit

Auto-Archive Old Rows:

function archiveOldRows() {
  const ss = SpreadsheetApp.getActiveSpreadsheet();
  const source = ss.getSheetByName("Active");
  const archive = ss.getSheetByName("Archive");
  const data = source.getDataRange().getValues();
  
  const cutoff = new Date();
  cutoff.setDate(cutoff.getDate() - 30);
  
  for (let i = data.length - 1; i >= 1; i--) {
    if (data[i][3] instanceof Date && data[i][3] < cutoff) {
      archive.appendRow(data[i]);
      source.deleteRow(i + 1);
    }
  }
}

Custom Menu:

function onOpen() {
  SpreadsheetApp.getUi()
    .createMenu('My Tools')
    .addItem('Generate Report', 'generateReport')
    .addItem('Send Reminders', 'sendReminders')
    .addToUi();
}

Collaboration Features

• Share: Share button → add people or get link
• Permissions: Viewer, Commenter, Editor
• Protected ranges: Data → Protected Sheets and Ranges (lock cells from editing)
• Named ranges: Data → Named Ranges (easier formula references)
• Filter views: Data → Filter Views (personal filters that don't affect others)
• Version history: File → Version History → See Version History

Common Mistakes to Avoid

• Not using ARRAYFORMULA (copying formulas down thousands of rows)
• IMPORTRANGE without allowing access (shows #REF! error)
• Volatile functions slowing sheets (NOW(), RAND() recalculate constantly)
• Not using Filter Views in shared sheets (regular filters affect everyone)
• Exceeding 10 million cell limit