Spreadsheets

Create, edit, and share new Spreadsheets from scratch or upload existing Microsoft Word files for editing. With Google Sheets, you will be able to:

  • Create and easily edit new spreadsheets online.
  • Upload Microsoft Excel files for storage or online editing.
  • Share and collaborate in real-time.
  • Safely store and organize your work.

Getting Started 

Accessing Google Docs

Your Google Docs homepage is where you can create, upload, organize, and manage your documents and collections. To access your Google Docs homepage, just click Documents located at the top of your Rebelmail page, or, go directly to http://www.docs.google.com/a/unlv.nevada.edu.

Click an area of the image below to learn about the different sections of the Google Docs Homepage (Firefox, Chrome, and Safari Only).


 

Searching in Google Docs

Enter your search terms and click Search Docs to find specific files. To search within a specific collection, select the collection first before entering your search term. You can also use search operators to narrow your search.

 

Browse the Template Gallery

Click Browse template gallery to find a wide variety of template submitted by other Rebelmail users or by the public to create your document, spreadsheet, presentation, or form.

 

Create New and Upload Files

Click Create New to create Documents, Spreadsheets, and Presentations that you can edit online and share with others. Click Upload to store existing files into your Docs List.

 

Navigation Pane

The navigation pane lists all of your collections (which works like folders) and contains links to help you find your documents.

  • Home: Include all of your files and documents, except for those hidden from the home view and in the Trash.
  • Starred: This view lists all files that you have tagged with a star.
  • All Items: This view lists all of your files and documents, including those hidden from the home view, but not those in the Trash.
  • Trash: This view lists all of the files and documents that you have moved to the trash.
  • My collections: This view lists all of the collections that you have created. Collections act like folder; it helps you organize related items. Click Create new and select Collection from the drop-down menu to create a new collection.
  • Collections shared with me: This view lists collections that others have shared with you.
 

Your Docs List

The Docs List displays all of your files and documents. Use the top panel to narrow down your search by document types, images and videos, or by file visibility and ownership. Next to the title of each document, you can see the collection that it is in and whether or not it is shared with other.

 

Detail Pane

The detail pane appears when you select a file from your Docs List. Here, you can view when the document was last modified or view, modify the document's sharing settings and which collections it is associated with, and manage the different versions of the documents. 

Create, Upload, and Download 

Create a Spreadsheet

Create Blank Spreadsheets

  1. From your Google Docs homepage, click on the Create button and select Spreadsheet from the drop-down menu.
  2. The new spreadsheet opens in a new browser tab or window. Click Untitled spreadsheet at the top of the screen to bring up the rename spreadsheet window.

  3. Enter a new spreadsheet name and click OK. Now you are ready to edit your spreadsheet.

Create Spreadsheets from Templates

  1. From your Docs List, click on the Create button and select From template from the drop-down menu to access the Template Gallery.
  2. Choose from templates created by Google Docs users (Public Template) or by Rebelmail users (University of Nevada, Las Vegas Templates). Use the links on the left sidebar to narrow your search.
  3. Click Preview to preview the template in a new tab or window. Once you have located the template of your choice, click Use this template and a copy of the template is created and added to your Docs List ready for editing.

Organize Your Docs With Collections

Collections in Google Docs act similar to folders on your computer. Collections allow you to organize your files and documents in a meaningful way. To create a collection, do the following:

  1. From your Google Docs homepage, click on the Create button and select Collection from the drop-down menu.
  2. Enter a name for your collection and click OK.

The collection you created now appears under the My collections section. If you want to create a sub-collection (collection within a collection), use the arrow to the right of your collection and select Create > Collection from the drop-down menu.

Auto Save and Revision History

Spreadsheets created in Google Docs are automatically saved every time changes are made. You can see when your document was last saved by looking at the save status at the upper right corner of the screen.

Google Docs keeps a revision history of your spreadsheets, so that you can revert to an earlier version of your spreadsheet at any time. To revert to a spreadsheet to a previous version, do the following:

  1. Open your spreadsheet, click File and select See revision history from the drop-down menu.
  2. A list of the spreadsheet's revisions is displayed on the right. Changes are color-coded based on each collaborator.
  3. Once you have found the version that you would like to revert to, click on Restore this revision. Now when you or your collaborators open the spreadsheet, they will see the version that you have restored to.

Note: Anyone with editing access can restore your spreadsheet to a different revision.

Upload Files and Folders into Google Docs

If you have existing spreadsheets that you created in Microsoft Excel, you can upload them into your Docs List for storage, or, convert them into Google Spreadsheets format and edit them online. Files converted into Google Spreadsheets format cannot exceed 20 MB in size, and must be in one of these formats: Microsoft Excel (.xls, .xlsx), OpenDocument (.ods), Comma-separated values (.csv).

Note: Google Docs converts your spreadsheets during uploading, and some formatting may be lost during the conversion process.

Upload Files From Your Computer

  1. From your Google Docs homepage, click on the Upload button and select Files from the drop-down menu.
  2. From the File Upload window, select one-or-more files to upload and click Open.
  3. Select your upload settings. If you would like to be able to edit the document online, check the box next to Convert documents, presentations, spreadsheets, and drawings to the corresponding Google Docs format.

  4. When you have selected your upload settings, click Start upload to upload your files into your Docs List.

Upload Folders From Your Desktop (Not Supported in Internet Explorer)

Instead of uploading individual files, you can save time by uploading folders into Google Docs. When you upload a folder, all sub-folders and files within that folder will be maintained. (Skip ahead to step 4 if you are using Google Chrome).

  1. From your Google Docs homepage, click the Upload button and select Enable folder upload from the drop-down menu.
  2. The Enable folder upload window appears.  Click Install applet. When the applet is installed successfully, you will see the message Java Applet installed at the top of the page. Note: You will need to install the applet each time you sign out or close your browser.

  3. Click the Upload button and select Folder from the drop-down menu.
  4. Select a folder from your computer and click Open.
  5. Select your upload settings. If you would like to be able to edit the document online using Google Docs, check the box next to Convert documents, presentations, spreadsheets, and drawings to the corresponding Google Docs format.
  6. When you have selected your upload settings, click Start upload to upload your folder into your Docs List.

Download Spreadsheets to Your Computer

There are times when you cannot be online and signed in to Google Docs to make simple edits to your spreadsheets. You can prepare for those times by saving a local copy of your spreadsheets to your computer for editing using Microsoft Office. You can download a copy of your document to your computer by doing the following:

  1. Open your spreadsheet, click File and Select Download as from the drop-down menu.
  2. Select from one of the download formats: CSV, HTML, Text, Excel, OpenOffice, PDF, and plain text and click OK.

Insert, Edit, and Print 

Insert Rows, Columns, and Images

Insert and Delete Rows or Columns

To insert new rows or columns into your spreadsheet, do the following:

  1. From your spreadsheet, right-click on the column letter or the row number.
  2. A menu will appear allowing you to Insert or delete rows or columns. To insert or delete multiple rows or columns, highlight the number of rows or columns you want to insert, right-click on the column letter or the row number, and select Insert... For example, if you highlight 4 rows, you will have to option to inserting or deleting 4 rows
  3. Click on the appropriate action and the change will occur.

Insert Images

You can insert images in your documents by doing the following:

  1. Open your document, click anywhere on the spreadsheet where you want the image to appear.
  2. Click Insert and select Image from the drop-down menu. The insert image window appears.

  3. You can insert an image in one of four ways:
    • Upload: Click Browse to select an image from your computer and click Upload.
    • URL: Enter the URL of an image you found on the Web and click Select.
    • Google Image Search: Enter a search term to locate an image using Google Image Search and click Search Images. When you have located the image that you are looking for, select the image and click Select.
    • Picasa Web Albums: If you have images uploaded to your Rebelmail account's Picasa Web Album, select the image and click Select. You can also use the search function to find images from within your Picasa Web Album.
    • Stock photos: Enter your search in the box to locate an image from the stock photography archive.

Insert and Edit Charts

Google Spreadsheets lets you add a variety of charts into your spreadsheets.  You can also save the charts as images and insert it into your documents or presentations. 

Insert Charts

  1. Open your spreadsheet and select the cells with data that you wish to include in your chart.
  2. Click Insert and select Chart from the drop-down menu. The chart editor window appears.
  3. In the Start tab, you can edit the range of cells for your chart, select basic layout, and view recommended charts.

  4. If you want to explore additional charts, click in the Charts tab to select a new chart.
  5. When you are finished, click Insert to add the chart to your spreadsheet.

Edit and Delete Charts

  1. Click on the chart.
  2. Click on the chart's drop-down menu in the upper-left corner of the screen.
  3. Select the appropriate action from the menu.

Insert Formulas and Gadgets

Insert Formulas

You can add formula to any cell by typing an equal sign (=) followed by the name of the function. Just enter the first few characters of the formula you want to use and a list of the most relevant formulas appear below the cell you are typing in. Mouse over any suggested formulas to bring see a description that explains the function, its syntax, and how it is used. Click on the formula to insert it into your cell.

For a list of all the functions and how to use it, please refer to the Google Function List webpage.

Insert Gadgets

Google Spreadsheets contains gadgets that you can add to your spreadsheets to display your data in a more visual way. A spreadsheet gadget is a mini program that interacts with the content of your spreadsheet. There are gadgets that can help you track several data points to see changes over time.  To add a gadget to your spreadsheet, do the following:

  1. Open your spreadsheet, click Insert and select Gadget from the drop-down menu. The Add a Gadget window appears.
  2. From here, you can select from a set of gadgets created by Google and other Google Spreadsheet users. Narrow your search by using the category links to the left.
  3. Once you have located the gadget you would like to insert, click on the Add to spreadsheet button.

  4. Enter your data for the gadget settings and click Apply & Close when you are finished. Now your gadget appears on your spreadsheet.

Note: If you change any data relevant to the gadget in your spreadsheet, the gadget will update automatically.

Insert Drawings

Google Docs has a built-in application called Google Drawing that allows you to add shapes, lines, and word art objects into your document.  To add a drawing in your document, do the following:

  1. Open your document, click Insert and select Drawing from the drop-down menu.
  2. The Google drawing window appears. Create your drawing using the tools from toolbar.

  3. When you have completed your drawing, click Save and Close. The image will now appear in your document.

If you created a drawing within the standalone Google Drawing application (From Docs List, click Create new > Drawing) and would like to insert it into your document, just open the image using Google Drawing, click the Webclip button and select Copy entire drawing to web clipboard. Now you can paste the image into any Google Spreadsheets.

Print Your Spreadsheets

If you need a hard copy of your spreadsheet, you can use the print function to create a PDF, which may then be saved or printed like a typical PDF file. To print your spreadsheets, do the following:

  1. Open the document you wish to print, click File and select Print from the drop-down menu. You can preview your document first by clicking File and selecting Print preview.
  2. Select your print settings and click Print.
  3. A PDF version of the document will open up with your computer's default PDF application (Adobe Reader for PC and Preview for Mac) ready for printing.

Share, Collaborate, and Publish 

Share a Doc With Specific Individuals

You can limit access to your docs to specific individuals by do the following:

  1. Click Share in the top right corner of your doc to bring up the Sharing settings window.
  2. Click the white box under Add people and enter the Rebelmail addresses of the people you would like to invite. You can also click Choose from contacts to select people in your Rebelmail contact list. 
  3. Next to the e-mail addresses, choose from the following access level:
    • Can edit: Invitees can add and edit content in your doc.
    • Can comment: Invitees can view your document and add comments without being able to change the content of the document directly.
    • Can view: Invitees can access a read-only version of the doc. They can print the doc but cannot make any changes.
  4. Optionally, add a message to your invitation and click Share & save. An e-mail invitation will be sent to the invitees.


Share a Doc With Google Groups

If you are a part of a Google Group, you can share a doc with group members through the group's e-mail address. As people are removed from or added to the group, access to the doc is adjusted accordingly. To share a doc with a Google Group, do the following:

  1. Click Share in the top right corner of your doc to bring up the Sharing settings window.
  2. Click the white box under Add people and enter the address of the Google Group that you would like to invite.
  3. Next to the e-mail addresses, choose from the following access level:
    • Can edit: Group members can add and edit content in your doc.
    • Can comment: Group members can view your document and add comments without being able to change the content of the document directly.
    • Can view: Group members can access a read-only version of the doc. They can print the doc but cannot make any changes.
  4. Make sure Notify people via email is checked.
  5. Optionally, add a message to your invitation and click Share & save. An e-mail invitation will be sent to the group.

Note: If group members do not see the shared doc in their Docs List, have them click on the link in the e-mail invitation.


Share a Doc with Everyone

You can share your doc with a large group of people by changing its visibility options. To change a doc's visibility options, do the following:

  1. Click Share in the top right corner of your doc to bring up the Sharing settings window.
  2. Click Change under Who has access.

  3. Select from one of these four visibility options that best suit your needs:

  4. If you would like to give everyone edit access, check the box next to Allow anyone to edit.
  5. Click Save. You will be presented with a link at the top of window that you can share via e-mail or IM. Depending on the visibility option you selected, people accessing the spreadsheet might need to sign in with their Rebelmail account.

View and Edit a Spreadsheet Together

Google Docs enables multiple people in different locations to work on the same spreadsheet simultaneously. All changes made to the spreadsheet are in real-time, so all of the collaborators can see them and respond to them immediately. Before collaborators can work on a spreadsheet together, all collaborators need to have editing access to the spreadsheet. To start collaborating on a spreadsheet together, just open the same spreadsheet from each individual's Docs List. During your collaborative session, keep these tips in mind:

  • When you and another collaborator are viewing or editing the same spreadsheet at the same time, a box with the name of the collaborators appears at the top of the chat window.
  • Use the built-in chat window to communicate with your collaborators in real-time.
  • You can share a spreadsheet with up to 200 individuals. A maximum of 50 people can edit a spreadsheet at the same time.
  • You don't have to worry about overriding someone else's edits. You won't be able to edit a cell that is being modified by another collaborator as the cell will be greyed out.
     

Publish a Doc as a Webpage

In addition to sharing your docs with others through Google Docs, you can publish it to the web as a view-only webpage. Because the published version of the doc is its own webpage with its own URL, that version is not affected by the visibility option you set for the doc. To publish a doc to the web, do the following:

  1. Click File and select Publish to the Web from the drop-down menu.

  2. Check the box next to Require viewers to sign in with their University of Nevada, Las Vegas account if you only want Rebelmail users to be able to view it.
  3. Click Start publishing and you will be presented with a URL to you can share with others. Your published document will be accessible from this URL until you have deleted the document or have chosen to stop publishing.
  • To stop publishing, following steps 1-2 from above and click Stop publishing.

Note: Google Search does not index published documents, but they may be index by other search engines.

To learn more about Google Docs, please visit the Google Docs help page.