Boost Your Productivity with Google Sheets: Essential Tips and Tricks


Google Sheets Savvy Hacks

If you’re a fans of Google Workspace looking to enhance your productivity, you’re in luck! In this comprehensive guide, we will uncover a range of valuable tips and tricks to elevate your work with Google Sheets from Google Workspace.

Whether you’re interested in creating drop-down lists or becoming a master of the filter feature, we have you covered. Get ready to delve into the world of Google Spreadsheets and discover techniques that will streamline your workflow and boost your efficiency.

With these insights, you’ll become a Google Sheets pro in no time.

Effortless Communication through Email Notifications for Google Sheets Comments

Collaborating seamlessly using Google Sheets has never been simpler. With real-time updates, working together becomes a breeze. But what if you need to draw someone’s attention to a specific matter?

Worry not, as there’s a handy feature at your disposal – you can effortlessly send email notifications for your comments in Google Sheets. By simply adding a plus sign (+) followed by the recipient’s email address or name, you can make their day.

When you leave a comment, an automated email will magically appear in their inbox, carrying your message. It’s a hassle-free way to communicate that adds joy to the process.

Save Time with Spreadsheets Keyboard Shortcuts

Optimize your workflow with a simple yet powerful technique. Bid farewell to the tedious process of launching the Google Sheets site and navigating through complex commands.

Instead, streamline your routine by directly typing “” into your browser’s address bar. Regardless of your current web location, as long as you’re signed into your Google account, voila! A new spreadsheet will appear instantly.

Maximize efficiency by mastering powerful keyboard shortcuts within Google Sheets. Discover handy shortcuts that allow you to quickly insert the current date and time wherever you need.

Discover the power of Google Sheets’ time-saving keyboard shortcuts for seamless efficiency. Explore the following shortcuts that allow you to insert various elements swiftly:

  • Insert a new row: Ctrl + Shift + +
  • Insert a new column: Ctrl + Shift + =
  • Insert today’s date: Ctrl + ;
  • Insert a hyperlink: Ctrl + K
  • Insert a comment: Ctrl + Alt + M
  • Insert a function: Ctrl + /
  • Insert a line break within a cell: Alt + Enter
  • Insert a checkbox: Ctrl + Shift + 7
  • Insert a shape: Ctrl + Alt + Shift + 4
  • Insert a chart: Alt + Shift + F1

Additionally, you can easily insert the current date and time wherever needed with these nifty shortcuts:

For Mac:

  • Insert the current date: ⌘ + ;
  • Insert the current time: ⌘ + Shift + ;

For Windows:

  • Insert the current date: Ctrl + ;
  • Insert the current time: Ctrl + Shift + ;

Press Ctrl or Cmd and the semicolon key to insert the date, and add Shift to the combination for the time. If you want both the date and time together, press Ctrl or Cmd, Alt, Shift, and the semicolon key.


  • Insert the current date and time: ⌘ + Option + Shift + ;


  • Insert the current date and time: Ctrl + Shift + ;

Remember these lightning-fast formatting shortcuts in Google Sheets, eliminating the need to search through menus:

  • Ctrl-Shift-1: Format as decimal
  • Ctrl-Shift-2: Format as time
  • Ctrl-Shift-3: Format as date
  • Ctrl-Shift-4: Format as currency

How to Create Convenient Drop-Down Lists in Google Sheets

Efficiently managing and organizing data becomes remarkably convenient with the use of drop-down lists in Google Sheets. The process to create a drop-down list is straightforward. Follow these steps:

  1. Go to the desired cell where you want the drop-down list.
  2. Click on the “Data” tab in the menu.
  3. Select “Data Validation.”
  4. Choose the option “List from a Range.”
  5. Specify the range that contains the options you want to appear in the drop-down menu.

Google Sheets drop down list

By following these steps, data entry can be streamlined, and selecting pre-defined options in your spreadsheet becomes simpler.

How to Effortlessly Manage Data with Google Sheets’ Filter Feature

Google Sheets Filter feature is a powerful tool that simplifies data management and analysis. It allows you to effortlessly sort and organize data by applying specific criteria to columns.

To efficiently manage your data using the filter feature in Google Sheets, follow these steps:

  1. Select the range of data you want to filter.
  2. Go to the “Data” tab in the menu and click on “Create a Filter.” This will display filter arrows next to each column header.
  3. Click on the arrow for the column you want to filter, choose the criteria, and apply it.
  4. You can apply multiple filters across different columns, making it easier to sort and analyze data based on specific conditions.

Google Sheets create filter

By utilizing the filter feature, data management becomes a breeze, saving you time and effort.

How to Sum Columns or Rows in Google Sheets Made Easy

In order to efficiently calculate and consolidate data, understanding how to sum columns or rows in Google Sheets is essential. This fundamental technique empowers users to consolidate information into concise and actionable insights. Follow these simple steps to harness this capability:

  1. Locate the desired column or row within the Google Sheets interface.
  2. Input the formula “=SUM” followed by an open parenthesis.
  3. Highlight the range of cells to be summed, ensuring it includes the relevant data.
  4. Complete the equation with a closing parenthesis and press enter.
  5. Instantly, the total sum of the chosen column or row will be revealed.

Google sheets row, column, cell, function

By mastering this technique, you can unlock the full potential of your data, enabling informed decision-making and a deeper understanding of trends and patterns in your ever-changing information landscape.

How to Download and Access a Google Sheet on Your Desktop

Discovering the process of downloading and accessing your important spreadsheets on your computer through Google Sheets is a valuable skill that ensures easy preservation and mobility of your data. By following these simple steps, you can effortlessly save your Google Sheet to your desktop:

  1. Launch Google Sheets and locate the desired spreadsheet that you want to save.
  2. In the upper-left corner, find the “File” option, which will open a menu of choices.
  3. Within the menu, select “Download” to reveal various download options.
  4. Choose the format that suits your needs best.
  5. With a single click, the spreadsheet will be downloaded from the cloud and saved to your desktop.

By saving your Google Sheet to your desktop, you gain the ability to access, edit, and protect your important data within your personal computer setup. This not only facilitates collaboration, analysis, and progress but also ensures convenient and secure access to your spreadsheet whenever you need it.

FAQs about Google Spreadsheets

Google Sheets

1. What Happens When You Enter Data That Isn’t in the Drop-Down List?

The outcome of entering data that isn’t in the drop-down list depends on the settings you’ve chosen. If you’ve set it to reject input, the entered data will not be accepted and will not appear in the cell.

However, if you’ve set it to show a warning, a small red triangle will appear in the cell to indicate that the entered data is invalid.

2. How Can I Arrange a Drop-Down List in a Specific Order?

To arrange a drop-down list in a specific order, you can sort the column or range that contains the validation data for the drop-down list. This will automatically alphabetize or sort the options in the drop-down list, making it easier to navigate and select the desired values.

Follow these steps to proceed:

  1. Highlight the range that you want to sort (the source data for the drop-down list).
  2. Go to the Data tab and select the Sort option.
  3. In the pop-up menu that appears, choose the desired sorting method for your drop-down list.

Related: How to sort data using a custom list?

3. How Can I Assign Colors to Options in a Drop-Down List in Google Sheets?

To assign colors to options in a drop-down list in Google Sheets, follow these steps:

  1. Access the data validation window or edit the drop-down menu.
  2. Click on the circle next to the desired list option.
  3. Choose the preferred color to assign. A preview of the color selection will be displayed at the bottom of the color options.
  4. Select from the available color choices or customize your own.
  5. Once you’ve completed the color selection process, click Done.
  6. The drop-down menu will now display entries with color-coded options accordingly.

Related: How to use conditional formatting rules in Google Sheets

Final Thoughts

We trust that this Google Sheets cheat sheet has provided you with a valuable collection of savvy hacks to enhance your work and productivity. You have learned how to create drop-down lists in Google Sheets and effectively utilize the filter feature to manage your data efficiently.

By mastering these techniques in Google Spreadsheets from Google Workspace, you can streamline your workflow and confidently tackle complex tasks with ease.

Explore Google Workspace for Your Business Now

Related articles:

Google Sheets 101: Mastering Excel Skills Made Easy

Guide to Google Sheets Formulas and Keyboard Shortcuts

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