A Comprehensive Guide to Google Sheets Formulas and Keyboard Shortcuts

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Google Sheet Formulas & Keyboard Shortcuts

If you’ve ever worked with Google Sheets from Google Workspace, you know that it’s a powerful tool for organizing and analyzing data. But did you know that there are handy keyboard shortcuts and formulas that can make your spreadsheet work even more efficient?

In this article, we’ll discuss Google Sheets formulas and keyboard shortcuts. Whether you’re a student, a professional, or just someone who wants to make their spreadsheet work easier, this guide will help you navigate through Google Sheets, learn time-saving keyboard shortcuts, and unlock the powerful potential of Google Sheets. 

Why Shortcut Is Important And How It Benefits You

Keyboard shortcuts are the heroes of digital productivity, especially in Google Sheets. This powerful spreadsheet tool is preferred by professionals and even ordinary users.

With a few keystrokes, users can swiftly execute commands, manipulate data, and unlock the full potential of Google Sheets. Switching tabs, formatting cells, and applying formulas becomes a breeze with just a few clicks. 

These shortcuts save valuable time that adds up over the long run. 

Enabling Compatible Shortcuts in Google Sheets

Prior to delving into efficiency, there is a crucial task that must be undertaken to ensure access to the plethora of shortcuts at your disposal. 

While Google Sheets lacks some of the familiar keyboard shortcuts found in MS Excel, there is a solution to address this. You can enable these desired shortcuts to enhance your experience.

Google Sheets Spreadsheet Shortcuts

Outlined below are the necessary steps to activate compatible shortcuts within Google Sheets:

  1. Navigate to the menu and locate the Help option.
  2. Proceed to select the Keyboard shortcuts function.
  3. A dialog box labeled Keyboard Shortcuts shall emerge forthwith; within it, kindly enable the option titled ‘Enable compatible spreadsheet shortcuts’.

By successfully executing these instructions, you will gain access to an array of shortcuts that mirror those found within Excel. 

Top 6 Google Sheets Shortcuts

Here we present a comprehensive list of the top keyboard shortcuts that will help you streamline your tasks and save valuable time. Whether you’re an experienced Sheets user or just getting started, these shortcuts are essential tools to have. 

Repeat the Last Action:

If there’s one shortcut you must learn, it’s the ability to repeat the last action with a single keystroke. By simply pressing F4 on your PC, you can effortlessly recreate the previous action, eliminating the need for repetitive manual tasks. Need to color multiple cells red?

Just perform the action once, move to the next cell, and hit F4. It’s that easy. However, remember that this shortcut only repeats the very last action performed.

Cut / Copy / Paste / Undo / Redo:

These shortcuts are the core of productivity across various applications, including Google Sheets, Excel, and PowerPoint. Familiarize yourself with the following key combinations to master these essential functions:

PC:

  • Cut: Control + X
  • Copy: Control + C
  • Paste: Control + V
  • Undo: Control + Z
  • Redo: Control + Y

Mac:

  • Cut: Command + X
  • Copy: Command + C
  • Paste: Command + V
  • Undo: Command + Z
  • Redo: Command + Y

Insert Row or Insert Column:

Inserting rows or columns is a frequent requirement when organizing your data. Save time with these convenient shortcuts:

PC:

  • Insert Row Above: ALT + I + R
  • Insert Row Below: ALT + I + W
  • Insert Column Above: ALT + I + C
  • Insert Column Below: ALT + I + G

Mac:

  • Insert Row Above: Ctrl + Option + I, then R
  • Insert Row Below: Ctrl + Option + I, then W
  • Insert Column Above: Ctrl + Option + I, then C
  • Insert Column Below: Ctrl + Option + I, then G

Note: If you’re using a PC and not on Chrome, remember to hold the Shift key along with the ALT key when utilizing these shortcuts.

Delete Row or Delete Column:

Deleting rows and columns is just as important as adding them. Here are the shortcuts you need to know:

PC:

  • Delete Current Row: ALT + E + D
  • Delete Current Column: ALT + E + E

Mac:

  • Delete Current Row: Ctrl + Option + E, then D
  • Delete Current Column: Ctrl + Option + E, then E

Select the Whole Row (or Select Whole Column):

Streamline your formatting tasks by selecting entire rows or columns with a single keystroke:

In PC

  • Select Whole Row: Shift + Spacebar S
  • Select Whole Column : Control + Spacebar

In Mac

  • Select Whole Row: Shift + Spacebar
  • Select Whole Column : Control + Spacebar

Find Values (Or Find and Replace Values) in Google Sheets

Efficiently locate or replace specific cell contents using the find and replace feature. Get started by opening the find and replace dialog box:

PC:

  • Find Values: Control + F
  • Find and Replace: Control + H

Mac:

  • Find Values: Command + F
  • Find and Replace: Command + Shift + F

It’s worth noting that the Find dialog box opens a simple search box at the top right of your sheet. As you enter the text, Google Sheets instantly highlights cells with matching values and provides a count of occurrences.

The Find and Replace option opens a dialog box offering numerous options to refine your search and replace text in Google Sheets.

What Are Google Sheets Formulas? 

Formulas in Google Sheets are powerful tools that allow users to perform calculations and manipulate data within spreadsheets. Similar to mathematical equations, formulas consist of functions, operators, and cell references, enabling users to automate calculations and derive meaningful insights.

These formulas can perform various tasks such as summing up values, finding averages, performing conditional calculations, and much more. By harnessing the potential of formulas in Google Sheets, individuals and businesses can streamline their data analysis processes, make informed decisions, and enhance overall productivity.

Related: Ultimate List of Google Sheets Functions

GOOGLE TRANSLATE (text, [source language, target language])

Google Translate in Google Sheets has transformed the way we understand languages by allowing users to easily translate texts across different languages. This powerful feature has significantly enhanced the capabilities of Google Sheets, enabling seamless translation and opening doors to new possibilities.

Within this syntax, GOOGLETRANSLATE assumes the role of the function’s identifier. The ‘text’ parameter represents the specific text that necessitates translation, while the ‘source language’ parameter designates the language from which the text is to be translated.

Lastly, the ‘target language’ parameter determines the language into which the text will be translated.

text – The text that you want to translate.

  • The value for text should be enclosed in quotation marks or referenced from a cell containing the desired text.

Source_language – [OPTIONAL – default is “auto”] 

  • The two-letter language code for the source language, such as “en” for English or “ko” for Korean. Use “auto” to automatically detect the language.
  • If you omit the source_language, you must also omit the target_language.

Target_language – [OPTIONAL – default is the system language]

  • The two-letter language code for the target language, such as “en” for English or “ja” for Japanese.

For examples:

GoogleTranslate(“Hello World”,”en”,”en”)

GoogleTranslate(A5, “auto”, “ko”)

Related: How to translates text in the specified range from the source language

IMAGE

The IMAGE function is an effortlessly utilized asset that enhances the allure of spreadsheets. With this function, users can effortlessly embed designated images into cells or ranges. The syntax for employing this function is as follows:

IMAGE (url, [mode], [height], [width])

The function’s identifier is simply denoted as IMAGE, while the ‘url’ parameter requires a valid image URL, typically beginning with the protocol prefix ‘http://’. The optional ‘mode’ parameter allows for the manipulation of image size, enabling compression, cropping, or customization.

Mode – [OPTIONAL – default is 1] – The sizing mode for the image.

  • 1 resizes the image to fit within the cell while maintaining its aspect ratio.
  • 2 stretches or compresses the image to fit within the cell, disregarding aspect ratio.
  • 3 keeps the image at its original size, which may result in cropping.
  • 4 enables specifying a custom size for the image.

Note that if no mode is selected, the cell will not resize to fit the image.

The ‘height’ parameter pertains to the specific image height, which can be tailored using mode 4. Similarly, the ‘width’ parameter governs the image’s width, measured in pixels, and can also be customized.

For examples:

=image(“https://www.exabytes.my/blog/wp-content/uploads/2020/11/1200×628-my2020-coolscraf-nov.jpg”)

=image(“https://www.exabytes.my/blog/wp-content/uploads/2020/11/1200×628-my2020-coolscraf-nov.jpg”,4,1200,628)

ISBLANK

The ISBLANK function serves as a discerning arbiter of empty cells. By deploying this function, users can ascertain whether a cell contains any data or remains vacant. The syntax for employing this function is as follows:

ISBLANK (value)

Functionally identified as ISBLANK, this evaluative tool scrutinizes the ‘value’ parameter, determining whether the designated cells are devoid of content or possess data.

ISDATE

The ISDATE function is indispensable for verifying the presence of date values within specific cells. Its syntax is as follows:

ISDATE (value)

Identified as ISDATE, this function meticulously scrutinizes the ‘value’ parameter, confirming whether the data contained within a cell indeed represents a valid date. It is crucial to enclose the date within quotation marks to ensure accurate output from this function.

ISMAIL

The ISMAIL function serves as an invaluable instrument for validating the authenticity of provided email addresses within a dataset. The syntax for employing this function is as follows:

ISMAIL (value)

The ISMAIL function’s identifier is, unsurprisingly, ISMAIL itself. Its input consists of the ‘value’ parameter, which represents an email address to be verified using this function.

Managing your data efficiently: How To Use Google Sheets Filter Feature

Google Sheets create filter

Efficiently managing your data in Google Sheets becomes a breeze with the handy filter feature. To get started, select the data range you want to work with. Access the “Data” tab in the menu and choose “Create a Filter” to reveal filter arrows next to each column header. Simply click on the arrow of the desired column, set the criteria, and apply the filter. 

Multiple filters can be applied across various columns, allowing you to swiftly sort and analyze your data based on specific conditions. This streamlined process simplifies data management and enhances your ability to efficiently work with your data in Google Sheets.

In Summary 

Mastering Google Sheets is all about finding ways to work smarter, not harder. By getting to know the keyboard shortcuts and understanding the various formulas available, you can save time and streamline your spreadsheet tasks. 

So whether you’re a student working on your assignments, a professional managing data, or simply someone looking to make their spreadsheet work more efficiently, you can now do so with the power of Google Sheets. 

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