Introduction to Google Sheets and

Microsoft Excel Online as Data Gathering

Tools: Interface and Basic Functions

1
Introduction to Google Sheets

2
Working with User Interface: Google Sheet
Launch your preferred web browser and sign in to your Google Account.
Go to “Google Sheets: Online Spreadsheet Editor” website. To
launch a Google Sheets workbook, clink on Blank template.

3
Component of Google Sheets

Spreadsheet Menu
Title

Formula Bar

Toolbar
Name Box

Active Cell
Column Letters

Row Number
Sheet Tabs

4
Navigating through the Toolbar

Number
Text Advanced
Formatting
Formatting controls and
Options
Options funtions

Each button is called a “Command”

5
3 Ways to Add or Open a New Workheet

2. At the bottom left-corner of the

sheet tabs, click the “ + ” button

1. In Menu Bar, select Insert option and

choose Sheet
3. Using the keyboard shortcut
(Shift + f11)

6
Introduction to MS Excel for data and database
management

7
 Workbook Name
Components of Excel Ribbon
tabs

Command
buttons

Column Labels

Rows Labels
Cell Pointer

Worksheet tab
8
Other parts of Excel Workbook

Quick Access Toolbar

Name Box Formula bar

9
Data Preparation

10
Entering and Editing Data
Ways to enter data:
• Directly typing the information
into the cell of the worksheet
• Selecting the cell and typing into
the formula bar
• Copy and Paste
• Import Data
• Using Google Forms
11
Entering and Editing Data

Other information/s in entering data:

• By default, texts are aligned left,
and numbers are aligned right
• Negative values can be entered
using “ – ” or “ () ”
• Alt + Enter adds a new line with cell

12
Entering and Editing Data
Commonly used keyboard shortcuts:
F2 Edit a cell Ctrl + ; To insert Current Date
Ctrl + Shift +  To quickly select the entire Ctrl + 9 Hide a row
or Ctrl + Spacebar column
Ctrl + Shift + 9 Unhide a row
Ctrl + Shift +  To quickly select the entire
or Shift + Spacebar row Ctrl + 0 Hide a column
Ctrl + A To quickly select the entire Ctrl + Shift + Page To navigate between
data table in the worksheet up/Page down sheets (GSheets Only)
Ctrl + Shift + % To format selected value in Ctrl + Page up/Page To navigate between
percentage down sheets (MS Excel Only)

13
Entering and Editing Data
Freeze Panes
In View tab, select
Freeze
Note: the options “up
to” give the option to
freeze the row and
column before the
selected cell

14
Entering and Editing Data
Entering repetitive data

Ways in Entering Repetitive Data:

• Highlight the cells, input the
repetitive value and press Ctrl
+ Enter
• Input the value and double
click or drag down the drag
button (with plus “+” sign)

15
Entering and Editing Data
Entering ordered data

Input the first two (2) data

values, then highlight and drag
down or double click the drag
button

16
Entering and Editing Data
Split Text – to - Columns

GSheets allows splitting out

information that’s in once cell
into two difference cells using
text-to-columns available in
Data Tab

*GSheets automatically detects how data can be

separated into proper columns, this can also be
done manually

17
Entering and Editing Data
Referencing
• Requires the use of equal
sign “=” then clicking the
specific cell
• Can be denoted by the
command
=WorksheetName! if
referencing is across
worksheets
18
Data Validation

19
Data Validation in Google Sheets
Steps to apply Data Validation
1. Highlight the cells included in the data validation
2. In the Data tab, click the Data Validation command
button
3. It will open a window to the right where you can add
rules
4. If you want to change the highlighted cells, you may
do so in the In the Apply to Range field

20
Data Validation in Google Sheets
Creating a List of Entries

Steps in creating list of entries:

1. Go to the Insert tab, and click
“Dropdown”
2. This is the same with Data
Validation, clicking edit will open
the same Data Validation
window

21
Data Validation in Google Sheets
Creating a List of Entries

Steps in creating list of entries:

3. Add another item for more than
two categories
4. Format is customizable for each
option listed
5. Behavior towards invalid data
and display style can be found in
Advanced Options

22
Data Validation in MS Excel
Creating a List of Entries
Steps in creating a list of
entries
1. In another Sheet, type the list to be used as options in
preferred cells
2. Highlight the cells included in the data validation
3. In the data tab, click the Data Validation command
button from the Data Tools Group
4. From the allow dropdown menu, select List
5. In source field, highlight the data values to be used for
the validation
*The input and error messages can also be customized.

23
Do these:
• Enter the following data on a
new workbook:
• Add another header named
CivilStat
• Create a dropdown list, with the
following values:
 Single
 Married
 Widowed
 Separated

24
Data Validation in Google Sheets
Creating a set of permissible values

Steps in creating set of permissible values:

1. Choose which rule is applicable for
your dataset. It can be range of
numbers, date related, or text
related.
2. Number related rules (greater than,
less than, in between, etc.) can be
set by either actual values or
formulas
25
Data Validation in Google Sheets
Creating a List of Entries

Notes on Invalid Data

• Invalid data can only be rejected if
data has not yet been inputted
• If there is existing data before
applying data validation, GSheets
will not remove the data.

26
Data Validation in MS Excel
Creating a set of permissible values

Steps in creating set of permissible values:

1. Highlight the cells included in the
data validation
2. From the Allow dropdown menu,
select the desired restriction

27
Do these:
• Add another header named NumChild (Note: Number of Children
ranges from 0 to 30)
• Create an input message saying (Please enter a value between 0
and 30)
• Create an error message saying “Invalid value. Please try again”

*Note: Data Validation overrides when a cell without data validation is

copy pasted

28
Formatting Techniques

29
Formatting Techniques
The Format tab

• The Format tab contains the basic

formatting options for a cell or range
if cells
• Formatting options are grouped in
categories such as Theme, Number,
Text Alignment, Wrapping, and
Rotation

30
Formatting Techniques
The Format tab

• Any adjustment made in Format tab

Menu will be applied to the selected/
highlighted cell or range of cells
• Can be launched by left-clicking the
format tab in the menu bar then
select adjustments you want to apply

31
Formatting Techniques
The Format tab: Theme

• The Theme options lets you

alter the set of colors and
fonts to make it consistent &
visually appealing
• Can be launched by clicking
the Format tab the select
Theme

32
Formatting Techniques
The Format tab: Number Tab

• The Number Tab lets you

specify a specific format of
the cell content (i.e. Number,
Currency, Date, etc.)
• Automatic format is the
default where it automatically
assumes a format depending
on the content of the cell.

33
Formatting Techniques
The Format tab: Text Tab

• The Text tab contains some

of the most commonly used
Font styles and effects

34
Formatting Techniques
The Format tab: Alignment Tab

• The Alignment Tab lets you

set Horizontal (Left, Center, &
Right) and Vertical (Top,
Middle, & Bottom) alignment
of a cell’s content.

35
Formatting Techniques
The Format tab: Wrapping

• The Wrapping options lets

you apply text wrapping to a
cell or a range of selected
cells
• Overflow (default): Extends
text over any blank adjacent
cells
• WRAP: maintains column width by
extending cell height via new line
breaks
• CLIP: truncates the display if text if the
cell width
36
Formatting Techniques
The Format tab: Font Size

• The Font Size Option

lets you change the size
of the text

37
Formatting Techniques
The Format tab: Conditional Formatting

• The Conditional
Formatting option
lets you format cells so
that their appearance
changes dynamically
to the value they
contain or to values in
other cells

38
Formatting Techniques
The Format tab: Clear Formatting

• The Clear Formatting

option removes the
formatting of a cell or a
range of selected cells.

39
Formatting Techniques
Other places to access formatting options

• The Toolbar contains several quick-access

formatting options…

• The toolbar displays the most commonly

used/essential formatting options for ease of access

40
Activating Useful Functions

41
What is a Function?
• It is a predefines formula that performs
calculations using specific values in a particular
order
• It replaces a rather long and tedious process for
getting the desired result with simple easy-to-
use code.

42
General Syntax of MS Excel ® Functions
=Function(param1,[param2],[param3],….)

Equal Sign Function Name Parameters

• A function is part of formula therefore it should start with an equal “=” sign when
used alone
• Function names are unique and are suggestive of what operation they do
• Punction name is followed immediately by a parenthesis where it contains one or
more parameters
• Parameters are separated by commas
• Parameters could be text, numbers, a cell or a range, or another function or
formula
• There are required parameters and there are also optional parameters as
indicated by brackets [ ] shown on scripts 43
General Syntax of MS Excel ® Functions

• In MS Excel, they are grouped and categorized under the

Formulas Ribbon

• Functions can also be invoked by clicking the Function

button (fx) or by directly typing in cell or formula bar

44
Protecting Worksheets

45
Protecting Worksheets in Google Sheets
• Password can be created for worksheet and workbooks
• Protecting worksheets works on locked cells

Steps in creating set of permissible values:

1. In the Data tab, click protect sheets and ranges
2. Enter the range, enter description (optional), and choose restrictions

46
Protecting Worksheets in MS Excel
• Password can be created for worksheet and workbooks
• Protecting worksheets works on locked cells

Steps in creating set of permissible values:

1. In the Review tab, click protect sheets from protect group
2. Enter password, and choose restrictions

47
Basic Formulas

48
Common Excel Formula used for
Data Processing & Analysis
LOOKUP AND
TEXT MATH STATISTICAL LOGICAL
REFERENCE
CONCATENATE ROUND COUNT IF FILTER

LEFT SUM MAX IFS SORTBY

RIGHT SUMIF MIN IFERROR TRANSPOSE

LEN SUMIFS VLOOKUP

TRIM XLOOKUP

49
Text Functions
CONCATENATE function
The Excel CONCATENATE function concatenates (joins) join up to 30 values together
and returns the result as text. In Excel 2019 and later, the CONCAT and TEXTJOIN
functions are better, more flexible alternatives.

Syntax
=CONCATENATE (text1, text2, [text3], ...)
Arguments
•text1 - The first text value to join together.
•text2 - The second text value to join together.
•text3 - [optional] The third text value to join together.

50
Text Functions
LEFT function
The Excel LEFT function extracts a given number of characters from the left side of a
supplied text string. For example, LEFT("apple",3) returns "app".

Syntax
=LEFT (text, [num_chars])

Arguments
•text - The text from which to extract characters.
•num_chars - [optional] The number of characters to extract, starting on the left
side of text. Default = 1

51
Text Functions

RIGHT function
The Excel RIGHT function extracts a given number of characters from the right side of
a supplied text string. For example, RIGHT("apple",3) returns "ple".

Syntax
=RIGHT (text, [num_chars])

Arguments
•text - The text from which to extract characters.
•num_chars - [optional] The number of characters to extract, starting on the left
side of text. Default = 1

52
Text Functions

LEN function TRIM function

The Excel LEN function returns the length of The Excel TRIM function strips extra spaces
a given text string as the number of from text, leaving only a single space between
characters. LEN will also count characters in words and no space characters at the start or
numbers, but number formatting is not end of the text.
included.
Syntax
=LEN (text)
Syntax
=LEN (text) Arguments
•text - The text from which to remove extra
Arguments space.
•text - The text for which to calculate
length.

53
Math Functions

ROUND function
The Excel ROUND function returns a number rounded to a given number of digits. The
ROUND function can round to the right or left of the decimal point.

Syntax
=ROUND (number, num_digits)

Arguments
• number - The number to round.
• num_digits - The place at which number should be rounded.

54
Math Functions
SUM function
The Excel SUM function returns the sum of values supplied. These values can be
numbers, cell references, ranges, arrays, and constants, in any combination. SUM can
handle up to 255 individual arguments.
Syntax
=SUM (number1, [number2], [number3], ...)

Arguments
•number1 - The first value to sum.
•number2 - [optional] The second value to sum.
•number3 - [optional] The third value to sum.

55
Math Functions
SUMIF function
The Excel SUMIF function returns the sum of cells that meet a single condition. Criteria
can be applied to dates, numbers, and text. The SUMIF function supports logical
operators (>,<,<>,=) and wildcards (*,?) for partial matching.
Syntax
=SUMIF (range, criteria, [sum_range])
Arguments
• range - Range to apply criteria to.
• criteria - Criteria to apply.
• sum_range - [optional] Range to sum. If omitted, cells in range are summed.

56
Math Functions
SUMIFS function
SUMIFS is a function to sum cells that meet multiple criteria. SUMIFS can be used to
sum values when corresponding cells meet criteria based on dates, numbers, and text.
SUMIFS supports logical operators (>,<,<>,=) and wildcards (*,?) for partial matching.

Syntax
=SUMIFS (sum_range, range1, criteria1, [range2], [criteria2], ...)

Arguments
•sum_range - The range to be summed.
•range1 - The first range to evaulate.
•criteria1 - The criteria to use on range1.
•range2 - [optional] The second range to evaluate.
•criteria2 - [optional] The criteria to use on range2.

57
Statistical Functions

COUNT function
The Excel COUNT function returns a count of values that are numbers. Numbers
include negative numbers, percentages, dates, times, fractions, and formulas that
return numbers. Empty cells and text values are ignored.

Syntax
=COUNT (value1, [value2], ...)
Arguments

•value1 - An item, cell reference, or range.

•value2 - [optional] An item, cell reference, or range.

58
Statistical Functions
COUNTA function
The Excel COUNTA function returns the count of cells that contain numbers, text,
logical values, error values, and empty text (""). COUNTA does not count empty cells.

Syntax
=COUNT (value1, [value2], ...)

Arguments
•value1 - An item, cell reference, or range.
•value2 - [optional] An item, cell reference, or range.

59
Statistical Functions
COUNTIF function COUNTIFS function
COUNTIF is an Excel function to count cells in a The Excel COUNTIFS function returns the count of cells
range that meet a single condition. COUNTIF that meet one or more criteria. COUNTIFS can be used
can be used to count cells that contain dates, with criteria based on dates, numbers, text, and other
numbers, and text. conditions.

Syntax
Syntax
=COUNTIF (range, criteria)
=COUNTIFS (range1, criteria1, [range2], [criteria2], ...)
Arguments
•range - The range of cells to count. Arguments
•criteria - The criteria that controls which • range1 - The first range to evaulate.
cells should be counted.
• criteria1 - The criteria to use on range1.
• range2 - [optional] The second range to evaluate.
• criteria2 - [optional] The criteria to use on range2.

60
Statistical Functions
MAX function MIN function
The Excel MAX function returns the
largest numeric value in the data provided. MAX The Excel MIN function returns the
ignores empty cells, the logical values TRUE and smallest numeric value in the data provided. The
FALSE, and text values.
MIN function ignores empty cells, the logical
Syntax values TRUE and FALSE, and text values.
=MAX (number1, [number2], ...)
Arguments Syntax
•number1 - Number, reference to numeric
value, or range that contains numeric
=MIN (number1, [number2], ...)
values. Arguments
•number2 - [optional] Number, reference to
numeric value, or range that contains •number1 - Number, reference to numeric
numeric values. value, or range that contains numeric values.
•number2 - [optional] Number, reference to
numeric value, or range that contains numeric
values.

61
Logical Functions
IF function
The Excel IF function runs a logical test and returns one value for a TRUE result, and another for a FALSE
result. For example, to "pass" scores above 70: =IF(A1>70,"Pass","Fail"). More than one condition can
be tested by nesting IF functions. The IF function can be combined with logical functions like AND and
OR to extend the logical test.

Syntax
=IF (logical_test, [value_if_true], [value_if_false])

Arguments
•logical_test - A value or logical expression that can be evaluated as TRUE or FALSE.
•value_if_true - [optional] The value to return when logical_test evaluates to TRUE.
•value_if_false - [optional] The value to return when logical_test evaluates to FALSE.

62
Logical Functions
IFS function
The Excel IFS function can run multiple tests and return a value corresponding to the first TRUE result.
Use the IFS function to evaluate multiple conditions without multiple nested IF statements. IFS allows
shorter, easier to read formulas.

Syntax
=IFS (test1, value1, [test2, value2], ...)

Arguments
•test1 - First logical test.
•value1 - Result when test1 is TRUE.
•test2, value2 - [optional] Second test/value pair.

63
Logical Functions
IFERROR function
The Excel IFERROR function returns a custom result when a formula generates an error, and a standard
result when no error is detected. IFERROR is an elegant way to trap and manage errors without using
more complicated nested IF statements.

Syntax
=IFERROR (value, value_if_error)

Arguments
•value - The value, reference, or formula to check for an error.
•value_if_error - The value to return if an error is found.

64
Lookup and Reference Functions

FILTER function
The Excel FILTER function filters a range of data based on supplied criteria, and extracts matching
records.

Syntax
=FILTER (array, include, [if_empty])

Arguments
•array - Range or array to filter.
•include - Boolean array, supplied as criteria.
•if_empty - [optional] Value to return when no results are returned.

65
Lookup and Reference Functions
SORTBY function
The Excel SORTBY function sorts the contents of a range or array based on the values from another
range or array. The range or array used to sort does not need to appear in results.

Syntax
=SORTBY (array, by_array, [sort_order], [array/order], ...)

Arguments
•array - Range or array to sort.
•by_array - Range or array to sort by.
•sort_order - [optional] Sort order. 1 = ascending (default), -1 = descending.
•array/order - [optional] Additional array and sort order pairs.

66
Lookup and Reference Functions

TRANSPOSE function
The Excel TRANSPOSE function "flips" the orientation of a given range or array: TRANSPOSE flips a
vertical range to a horizontal range, and flips a horizontal range to a vertical range.

Syntax
=TRANSPOSE (array)

Arguments
•array - The array or range of cells to transpose.

67
Lookup and Reference Functions
VLOOKUP function
VLOOKUP is an Excel function to look up data in a table organized vertically. Lookup values must appear
in the first column of the table passed into VLOOKUP.

Syntax
=VLOOKUP (lookup_value, table_array, column_index_num, [range_lookup])

Arguments
•lookup_value - The value to look for in the first column of a table.
•table_array - The table from which to retrieve a value.
•column_index_num - The column in the table from which to retrieve a value.
•range_lookup - [optional] TRUE = approximate match (default). FALSE = exact match.

68
Lookup and Reference Functions
XLOOKUP function
The Excel XLOOKUP function is a modern and flexible replacement for older functions like VLOOKUP,
HLOOKUP, and LOOKUP. XLOOKUP supports approximate and exact matching, wildcards (* ?) for partial
matches, and lookups in vertical or horizontal ranges.

Syntax
=XLOOKUP (lookup, lookup_array, return_array, [not_found], [match_mode], [search_mode])

Arguments
•lookup - The lookup value.
•lookup_array - The array or range to search.
•return_array - The array or range to return.
•not_found - [optional] Value to return if no match found.
•match_mode - [optional] 0 = exact match (default), -1 = exact match or next smallest, 1 = exact
match or next larger, 2 = wildcard match.
•search_mode - [optional] 1 = search from first (default), -1 = search from last, 2 = binary search
ascending, -2 = binary search descending.

69
Reference
Storing and preserving data. Utretcht University. (2020,
February). Retrieved January 7, 2022, from
https://www.uu.nl/en/research/research-data-
management/guides/storing-and-preserving-data

70
 Introduction to Google Sheets and
Microsoft Excel Online as Data Gathering
Tools: Interface and Basic Functions

71