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Beginner Spreadsheets

Why use Google Spreadsheets? 

Google Spreadsheet can be used to create spreadsheets of data similar to Microsoft Excel.

Spreadsheets in Google Docs allows teachers and students to easily collect, organize, and analyze information. With advanced tools for sorting, formatting, creating charts and organizing data, online spreadsheets can be used in a variety of settings and shared with colleagues and students.

Some examples of how teachers can use Google spreadsheets:
  • Create a seating chart
  • Record grades with an organized gradebook
  • Track attendance, missing assignment, behavior reports
  • Store a database of contact information for students and parents
  • Use a word cloud gadget to visualize written responses
Some examples of how students can use Google spreadsheets:
  • Collect data from across the web for research
  • Create interactive flashcards with a spreadsheet gadget
  • Format a weekly class schedule

In this lesson, you will find step-by-step instructions and videos on how to create and share a Google Spreadsheet, along with some tips and tricks for organizing and viewing information in a spreadsheet.

Creating and sharing a Google Spreadsheet

How to Create a Google Spreadsheet

Watch the Google Gooru video to the right to learn the basics of
Google Spreadsheets.

To create a Google Spreadsheet:
  1. While signed into Google, click on the "Drive" tab on the upper left.
  2. Click on the red "Create" button to the left and select "Spreadsheet" from the drop-down menu.
    • This will create a blank spreadsheet just like in Microsoft Excel. You can enter data and perform most of the functions that you would in Excel.
    • The default name of the spreadsheet is "Spreadsheet"
  3. To rename the spreadsheet, click on the title of the spreadsheet at the top of the screen and type in a new name.

To share the spreadsheet with others:

  1. Click "Share" and select who to share the spreadsheet with. You can select people by their DPS email addresses or their names.
  2. You can choose to write an email message notifying the recipients that you have shared a document with them.
  3. Click the "Share and save" button
  4. Change the sharing permissions if desired to allow collaborators to edit, comment or only view the spreadsheet.
  5. Click "Done" 

Use List View for easy sorting in Google Spreadsheets

List View for Google Spreadsheets

Watch the Google Gooru video to the left to learn about "list view" in Google Spreadsheets.

Spreadsheets can be useful tools for sorting and organizing data and lists. However, it can be difficult to view specific categories of data all together instead of having to search the entire spreadsheet. List View allows you to easily view certain categories and subsets of data in your spreadsheets. 

    -On the top menu, click "View" and scroll down to click "List."
    -Using the dropdown arrows at the top of the lists, you can sort your data to view only specific categories. For example, you could sort your students by grade level, viewing only 7th graders, 8th graders, etc out of a much bigger list. 

Hide rows and columns on a Google Spreadsheet

Hiding Rows and Columns in Google Spreadsheets

Watch the Google Gooru video to the right to learn how to hide rows and columns.

Sometimes you may want to hide rows and columns on a spreadsheet to view only some parts at a time.

To hide a column:
  1. Select the column that you want to hide by clicking on its top cell.
  2. Click on the dropdown arrow in the cell and scroll down to select "Hide Column."

To hide a row:

  1. Right-click on the row you want to hide.
  2. Select "Hide Row."

To show a hidden row/column after you have hidden them, select the two rows/columns around the hidden row or column. Use the dropdown arrow for columns or right-click for rows and select "Unhide Column/Row."

Additional Videos and Support

How is DPS doing?

The DPS Google Support Site with further integration ideas and resources can be found here.