Spreadsheet basics with Excel and Google Sheets
Spreadsheets are not just for accountants. Learn cells, rows and columns, plus a few simple formulas like SUM and AVERAGE, to track a budget, a shop's sales or a class's marks with confidence.
A spreadsheet is a grid of boxes that can add, average and sort numbers for you automatically. Whether you use Microsoft Excel or the free Google Sheets, the ideas are the same — and once they click, you will reach for a spreadsheet for household budgets, shop records, marksheets and more.
The magic of a spreadsheet is that it recalculates instantly. Change one number and every total updates by itself. No more re-adding a column with a calculator every time something changes.
This guide assumes you have never used one. We will go from 'what is a cell' to writing your first formula and building a simple monthly budget.
Cells, rows, columns and the grid
A spreadsheet is made of cells — the little boxes. Columns run up and down and are labelled with letters (A, B, C). Rows run across and are numbered (1, 2, 3). Each cell has an address from its column and row: the box where column B meets row 3 is 'B3'.
You click a cell to select it, then type. Press Enter to move down, or Tab to move right. This addressing system is what lets formulas refer to other cells.
- Column = vertical, labelled A, B, C…
- Row = horizontal, numbered 1, 2, 3…
- Cell address = column letter + row number, e.g. C5
- A range is many cells together, written with a colon, e.g. B2:B10 means B2 down to B10
Typing data and basic formatting
Put one kind of thing in each column — for example, dates in column A, item names in column B, amounts in column C. Use the top row for headings so you remember what each column is.
You can widen a column by dragging its border, make headings bold, and format a column as currency or date so numbers display neatly. Keeping data tidy now makes formulas and sorting work smoothly later.
- Row 1: headings (Date, Item, Amount)
- One column = one type of information
- Format numbers as currency for money columns
- Avoid blank rows in the middle of your data — they confuse formulas and sorting
Your first formulas
A formula always starts with an equals sign (=). That tells the spreadsheet 'calculate this' instead of treating it as text. Here are the few you will use constantly.
- Add a range: =SUM(C2:C10) totals everything from C2 to C10
- Average: =AVERAGE(C2:C10) gives the mean
- Count numbers: =COUNT(C2:C10); count non-empty cells: =COUNTA(B2:B10)
- Highest / lowest: =MAX(C2:C10) and =MIN(C2:C10)
- Simple maths: =A1+B1, =A1-B1, =A1*B1, =A1/B1 (use cell addresses, not the numbers, so it updates automatically)
Build a monthly budget
Let's turn this into something useful — a household or shop budget that totals itself.
- In A1, B1, C1 type the headings: Date, Item, Amount
- List your expenses down rows 2 onward (date, what it was, how much)
- In an empty cell below the amounts, type =SUM(C2:C20) to get your total spending
- Add an Income cell above, then =Income − Total to see what is left
- Change any amount and watch every total update by itself
Sort, filter and copy formulas
Once you have data, the spreadsheet can organise it for you. Select your table including headings, then use Sort to arrange by date or by amount (largest first, for example), and Filter to show only certain rows — like only this month's entries.
A huge time-saver: you usually write a formula once and copy it. Click the cell, grab the small square at its bottom-right corner (the fill handle) and drag down — the formula automatically adjusts its cell references for each row. This is how you apply the same calculation to a whole column in seconds.
- Sort: Data → Sort to order by any column
- Filter: Data → Create a filter to show only the rows you want
- Fill handle: drag the bottom-right corner of a cell to copy a formula down
- Freeze the heading row (View → Freeze) so it stays visible as you scroll
Key takeaways
- ✓A spreadsheet is a grid of cells; columns are letters, rows are numbers, and each cell has an address like C5.
- ✓Keep one type of data per column with headings in the top row.
- ✓Every formula starts with = ; the essentials are SUM, AVERAGE, COUNT, MAX and MIN.
- ✓Refer to cell addresses (=A1+B1) so totals recalculate automatically when numbers change.
- ✓Use Sort and Filter to organise data, and the fill handle to copy a formula down a column.
- ✓Excel and Google Sheets share the same concepts, so the skills transfer between them — and Sheets is free.
Spreadsheet Basics — FAQ
What is the difference between Excel and Google Sheets?+
Both are spreadsheets with the same core concepts and most of the same formulas. Excel is part of paid Microsoft Office and runs as an installed app; Google Sheets is free, runs in a browser, saves automatically to the cloud and is easy to share. If you are starting out and want it free, use Google Sheets.
Why does my formula show the text instead of a result?+
Almost always because it does not start with an equals sign. A formula must begin with =, for example =SUM(C2:C10). Also check that you typed it in a normal (not text-formatted) cell and that the spelling of the function is correct.
How do I add up a column of numbers?+
Click an empty cell below the numbers and type =SUM( then select the range, for example =SUM(C2:C20), and press Enter. The total updates automatically whenever you change any value in that range.
Can I use spreadsheets on my phone?+
Yes. The Google Sheets and Microsoft Excel apps are free on Android and iPhone and let you view and edit spreadsheets. Typing long formulas is easier on a computer, but checking and small edits work fine on a phone.
What is a quick real use for a spreadsheet in daily life?+
A monthly budget is the classic one: list income and expenses, use =SUM to total spending, and subtract from income to see savings. Shopkeepers use them for daily sales and stock, and teachers for marks and averages with =AVERAGE.
Sources & data note
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