Spreadsheet Basics: Skills Everyone Needs
Spreadsheets are everywhere in business. Basic proficiency is expected in most professional roles. Here's what you need to know.
Getting Started
Excel vs Google Sheets
- Industry standard
- Most powerful
- Desktop-focused
- Part of Office 365
- Free
- Web-based
- Easy collaboration
- Works everywhere
Key difference: Functionality is similar. Choice often depends on workplace.
The Basics
Structure
- Cell: Single box (intersection of row and column)
- Row: Horizontal line (numbered 1, 2, 3...)
- Column: Vertical line (lettered A, B, C...)
- Cell reference: A1, B2, C3, etc.
- Range: Group of cells (A1:C10)
Entering Data
- Click cell, type, press Enter
- Tab moves right
- Enter moves down
- Arrow keys navigate
Formatting
- Bold/italic/underline
- Number formats (currency, percentage, date)
- Cell borders
- Background colors
- Column width adjustment
Essential Formulas
All formulas start with =
- =A1+B1 (add)
- =A1-B1 (subtract)
- =A1*B1 (multiply)
- =A1/B1 (divide)
Essential functions:
| Function | What it does | Example |
|----------|--------------|---------|
| =SUM() | Adds numbers | =SUM(A1:A10) |
| =AVERAGE() | Finds average | =AVERAGE(B1:B10) |
| =COUNT() | Counts cells with numbers | =COUNT(A1:A100) |
| =MAX() | Finds largest | =MAX(C1:C50) |
| =MIN() | Finds smallest | =MIN(C1:C50) |
Practical Skills
Sorting and Filtering
- Select data range
- Data → Sort
- Choose column and order
- Select data
- Data → Create filter
- Use dropdown arrows
Absolute vs Relative References
Relative (default): A1 changes when copied
Absolute: $A$1 stays fixed when copied
Use $ to lock row, column, or both.
Basic Charts
- Select data
- Insert → Chart
- Choose type
- Customize appearance
Time-Saving Tips
- Ctrl/Cmd + C/V = Copy/Paste
- Ctrl/Cmd + Z = Undo
- Ctrl/Cmd + ; = Insert today's date
- F4 = Repeat last action
Double-click column border to auto-fit width.
Drag fill handle (corner square) to copy formulas down.
Common Mistakes
- Not using formulas (typing numbers manually)
- Forgetting to lock references
- Mixing data types in columns
- Not saving frequently