Complete reference guide with 129 terms and definitions
A cell reference that remains fixed when a formula is copied. It's marked by $ signs (for example, $A$1) to lock both column and row.
In the formula =A1*$B$2, the reference to B2 is absolute, so copying the formula to other cells always multiplies by the value in B2.
A third-party or Google-provided extension that adds new capabilities to Google Sheets. Add-ons can automate tasks, create custom menus or dialogues, and connect Sheets to external services.
Installing the DataFlowed add-on lets you import and refresh marketing and e-commerce data directly in your spreadsheet.
A JavaScript-based scripting platform for automating and extending Google Sheets (and other Workspace apps). You write code in the built-in Script Editor (via Extensions → Apps Script) to add custom functions, macros, and automation.
A script can trigger on a spreadsheet open to send an email, or add a custom menu item.
A function that enables one formula to return values into multiple cells by treating ranges as arrays. It "expands" a formula across rows/columns.
=ARRAYFORMULA(A2:A5 * 2) will double each value in A2:A5 and output all results in the same column.
A feature where dragging the fill handle (a small square at a cell corner) copies or continues a pattern into adjacent cells.
Enter 1 and 2 in A1:A2, select them, then drag down to autofill a numeric sequence (3, 4, 5, …).
A quick way to sum a range using the Σ button or menu. It inserts a SUM function automatically.
Select a blank cell below a column of numbers and click AutoSum inserts =SUM(A1:A10) to add them.
Returns the arithmetic mean of numeric values in a range.
=AVERAGE(B1:B10) computes the mean of values in cells B1 through B10.
Returns the average of values in a range that meet a given criterion.
=AVERAGEIF(C1:C10, ">50") averages only the numbers greater than 50 in C1:C10.
Returns the average of values in a range that meet multiple criteria.
=AVERAGEIFS(D1:D10, A1:A10, "East", B1:B10, ">100") averages values in D1:D10 where A is "East" and B>100.
A text style that makes selected cell contents thicker/darker.
Clicking the B icon on the toolbar toggles bold formatting for the selected text or cells.
A line around a cell or range to visually separate it.
You can add a box border around cells A1:C3 via Format → Borders, which draws lines around or between those cells.
The intersection of a row and column where you enter data. Each cell has a unique address (like A1 for column A, row 1).
Cell B2 refers to column B, row 2.
A way to refer to a cell's value in a formula, using its address (e.g., A1). References can be relative (change when copied) or absolute (fixed).
In =A1+A2, "A1" and "A2" are cell references.
A graphical representation of data in Sheets (such as bar, line, pie charts). Charts summarize trends in data.
Selecting a table of sales figures and inserting a column chart shows a visual comparison of monthly sales.
An interactive box in a cell that can be checked (TRUE) or unchecked (FALSE).
Data → Data validation allows choosing "Checkbox" so clicking the cell toggles a checkmark.
A vertical series of cells identified by a letter (A, B, C, …).
Column D refers to all cells D1, D2, D3, … downward.
A note attached to a cell by a user. Comments allow discussions or suggestions.
A collaborator can right-click a cell and choose "Comment" to leave feedback like, "Check this formula."
Joins exactly two strings or values together. It is similar to &.
=CONCAT(A1, B1) returns the contents of A1 immediately followed by B1.
Joins together multiple text strings or cell values into one string.
=CONCATENATE("Sales: ", B1) might produce "Sales: 100" if B1 contains 100.
A feature to automatically apply formatting (colour, font style) to cells that meet specified rules.
You can set a rule "If A1>100, make cell green," so any cell >100 is highlighted.
Returns the number of numeric values in a range.
=COUNT(A1:A10) counts how many cells in A1:A10 contain numbers (ignores text).
Returns the number of non-empty values (numbers or text) in a range.
=COUNTA(A1:A10) counts all filled cells in A1:A10.
Returns the count of cells in a range that meets a single criterion.
=COUNTIF(A1:A10, ">0") counts how many cells in A1:A10 are greater than 0.
Returns the count of cells meeting multiple criteria across ranges.
=COUNTIFS(A1:A10, ">0", B1:B10, "East") counts rows where A>0 and B="East".
Standard shortcuts for copying (Ctrl+C) and pasting (Ctrl+V) cell contents or ranges.
Pressing Ctrl+C on selected cells duplicates them to the clipboard; Ctrl+V pastes them elsewhere.
Undo (Ctrl+Z) reverses the last action, and Redo (Ctrl+Y) reapplies it.
If you accidentally delete a row, pressing Ctrl+Z will restore it.
Displays numbers as monetary values with a currency symbol.
Setting Format → Number → Currency on 1234 changes it to "$1,234.00" (depending on locale).
A feature that restricts what can be entered in a cell. You can, for example, create drop-down lists or enforce number ranges.
Using Data → Data validation to allow only whole numbers between 1 and 100 in cell C1.
Pressing F4 while editing a formula toggles between relative and absolute references for the selected cell reference.
Editing =A1*B1, if the cursor is on A1 and you press F4, it changes to $A$1.
A tool that temporarily hides rows or columns that don't meet certain criteria.
Turning on a filter on row 1 allows you to display only rows where the "Status" column equals "Complete".
Returns a subset of a range that meets criteria (the function version of filtering).
=FILTER(A2:B10, B2:B10="Yes") returns only rows where column B is "Yes".
Finds text or values in the sheet and (optionally) replaces them.
Ctrl+H opens Find & Replace; searching "Q1" to "Q2" can update all occurrences.
Options to change the appearance of text in cells.
Selecting a cell and choosing a larger font size or a red font colour from the toolbar.
Copies formatting from one cell and applies it to another.
Select a cell with a blue background, click Format Painter (paint roller icon), then click another cell to apply that blue background.
An expression beginning with = that calculates values, possibly using functions.
=A1*B1 is a formula multiplying A1 by B1.
The input area above the sheet grid where you enter or edit the contents of the active cell, including formulas.
Clicking cell A1 and typing =SUM(B1:B5) in the formula bar enters that formula into A1.
Keeps selected rows or columns visible while scrolling.
View → Freeze → 1 row locks the top row so it stays in view as you scroll down.
The faint lines separating cells; can be shown/hidden via View → Show → Gridlines.
Unchecking "Gridlines" hides the light cell borders on the sheet.
Temporarily hides a row or column.
Right-click row 5 and choose "Hide row" to collapse it; hidden rows show a thick line.
Horizontal lookup function; searches for a key in the first row of a range and returns the value from a specified row in that column.
=HLOOKUP("Q1", A1:E2, 2, FALSE) looks in row 1 of A1:E2 for "Q1" and returns the value from row 2 of the same column.
Functions like IMPORTHTML, IMPORTXML, IMPORTDATA, etc., that fetch and insert data from external sources (web pages, feeds).
=IMPORTHTML("http://example.com/data", "table", 1) would import the first table from that web page into your sheet.
Creates a clickable link in a cell.
=HYPERLINK("http://www.google.com", "Search") displays "Search" that links to Google. (Typing a URL directly in a cell also auto-creates a link.)
Returns one value if a condition is TRUE, and another if FALSE.
=IF(A1>100, "High", "Low") shows "High" if A1>100, otherwise "Low".
Imports a range of cells from another Google Sheets file.
=IMPORTRANGE("https://docs.google.com/spreadsheets/d/abcd123", "Sheet1!A1:C10") pulls cells A1:C10 from the specified spreadsheet.
Returns the content of a cell specified by a row and column number within a range.
=INDEX(B2:D6, 2, 3) returns the cell in the second row and third column of B2:D6. It is often used with MATCH for lookups.
Returns the reference specified by a text string. Useful for building dynamic references.
=INDIRECT("B"&A1) if A1 contains 3, this returns the value of cell B3.
Data entered into a cell. (Not to be confused with formulas.)
Typing "2025" into a cell is input.
The menu or function to add elements like rows, columns, charts, images, or functions.
Use Insert → Chart to create a chart from selected data.
When enabled, allows formulas to calculate iteratively (useful for circular references).
Setting File → Settings → Calculation to allow iterative calculations lets you use formulas that reference themselves.
Combines elements of an array or range into a single string with a delimiter.
=JOIN(", ", A1:A3) might turn the values in A1:A3 into a comma-separated list.
Key combinations for quick actions (e.g., Ctrl+C for copy).
Ctrl+Shift+V pastes values-only (stripping formats/formulas).
Text functions extracting parts of a string.
=LEFT(A1,3) returns the first three characters of A1.
LEN(text) returns the number of characters in text.
=LEN("Hello") returns 5.
A special recent feature to link data (like people, and events) via smart chips.
Typing "@" might allow inserting a person's profile (if part of Workspace).
Returns the logarithm of a number.
=LOG(100, 10) returns 2.
A family of functions (like VLOOKUP, HLOOKUP, INDEX/MATCH, etc.) used to find data.
VLOOKUP and HLOOKUP are lookup functions.
Automated sequences of actions recorded in Sheets. Macros generate Apps Script code.
Recording a macro to format a table will let you play back that formatting step at any time. (See also Script Editor.)
Combines adjacent cells into one larger cell.
Selecting A1:B1 and clicking "Merge" creates one cell spanning both A1 and B1.
Return the minimum or maximum of a set of values.
=MIN(A1:A10) finds the smallest number in that range; =MAX finds the largest.
Google Sheets app on phones/tablets. Many core features are available, though the interface is optimized for touch.
A user-defined name for a cell or range.
Naming A1:A10 "Sales" allows using =SUM(Sales) instead of =SUM(A1:A10).
Legacy comments that are simple text (pre-2019). Similar to comments but no replies.
Right-click a cell and choose "Insert note" to leave a note.
TODAY() returns today's date; NOW() returns the current date and time. They update automatically.
=TODAY() might show "2025-06-02" (depending on locale).
How numbers are displayed (e.g., currency, date, percentage).
Applying Date format to "44561" might display as "1/1/2022".
Automatic numbering or indenting of cells/rows.
You can insert a numbering column by dragging a sequence.
Google Sheets can open/edit Excel (.xlsx), CSV, and others.
Uploading an Excel file into Drive lets you open it in Sheets.
A simple trigger that runs an Apps Script function automatically when a user edits the spreadsheet (see Triggers).
A function onEdit(e) in the Script Editor can auto-run after each cell edit.
Logical functions. AND returns TRUE if all arguments are true; OR if any argument is true.
=AND(A1>0, B1>0) is true only if both A1 and B1 are positive.
Options to paste only certain parts of copied content (values, formats, formulas, etc.).
Ctrl+Shift+V pastes values-only, removing formulas and formatting.
The access level granted to a collaborator (Viewer, Commenter, Editor).
When clicking Share, you can make a user "Viewer" (can only read) or "Editor" (can modify).
A tool to summarize and analyze large data sets by grouping and aggregating data. It lets you "pivot" data fields into rows, columns, and values to find relationships.
You can create a pivot table for total sales (values) for each product (rows) by month (columns).
The action of printing or saving as PDF.
File → Print brings up print options and preview.
The current Google account using the sheet (shows avatar or initials at top).
Clicking your profile icon can switch accounts or show a workspace profile.
The Google account profile affecting locale/format.
Locale settings affect date formats and commas vs. periods in numbers.
A security feature to restrict who can edit certain cells or ranges.
You can protect range B2:B10 so only specific users (or no one but you) can edit it.
Lock an entire sheet so only certain users can edit it.
Protected sheet options prevent changes to the structure or any cell unless allowed.
Feature to generate a public link or embed code for viewers (read-only).
File → Publish to the web can create a URL that others can use to see the sheet without logging in.
Runs a SQL-like query (using Google's query language) on a range to filter, aggregate, and sort data.
=QUERY(A2:C100, "SELECT A, SUM(C) WHERE B='East' GROUP BY A") might sum column C by category A for rows where B is "East".
The status bar at the bottom that shows SUM (and other aggregations) of selected cells.
Selecting B1:B3 might show "Sum=150" in the bottom-right corner.
A rectangular block of cells, specified by two cell references (e.g. A1:C5).
Range A1:C5 includes all cells from A1 through C5 (3 columns by 5 rows).
Google Sheets allows multiple users to view/edit simultaneously, with coloured cursors for each person.
Two users editing at once will each see the other's changes live.
A feature to delete duplicate rows in a range.
Data → Data cleanup → Remove duplicates will scan a selected range and remove rows that have identical values in all selected columns.
Change the names of sheets or objects.
Double-click the sheet tab name to rename it.
Text functions. REPLACE replaces part of a text string by position, SUBSTITUTE replaces by matching text.
=SUBSTITUTE("2025-06-02","-","/") changes dashes to slashes.
A horizontal series of cells identified by a number (1, 2, 3, …).
Row 1 includes cells A1, B1, C1, etc. across the sheet.
The online development environment (Extensions → Apps Script) where you write Apps Script code for the sheet.
You can open Script Editor to create a function that processes form data automatically.
See Keyboard Shortcut.
See Keyboard Shortcut.
A tool to reorder rows based on column values.
Data → Sort range lets you sort selected rows by a chosen column ascending or descending.
Sorts an array or range by one or more columns.
=SORT(A2:B10, 2, TRUE) returns the rows of A2:B10 sorted by column 2 in ascending order.
The entire file (sometimes called "book"), which can contain multiple sheets (tabs).
Opening Google Sheets and creating a new file gives you a blank spreadsheet.
The Google Sheets application itself (either web or mobile).
Unique identifier in the URL for each Google Sheets file (used in scripts or APIs).
In the URL docs.google.com/spreadsheets/d/abcd123..., "abcd123…" is the spreadsheet ID.
A set of formatting attributes (font, colour, etc.) that can be reused (similar to themes).
Custom styles aren't as formal in Sheets as in Docs, but one can quickly apply a consistent format via the Paint format tool.
Small text above/below the normal line (available under Format → Text).
H₂O (subscript 2) or x² (superscript 2).
See IMPORTHTML under H.
A pre-made sheet layout.
Google Sheets offers templates (File → New → From template) for budgets, calendars, etc.
Formats a number using a format string.
=TEXT(TODAY(), "MMMM D, YYYY") might return "June 2, 2025".
A family of functions (e.g., CONCAT, LEFT, UPPER) that manipulate text.
=UPPER(A1) changes the text in A1 to uppercase.
A specialized chart type (via add-on) to visualize chronological data (timeline charts).
Using an add-on, you might create a timeline of project tasks. (Not a built-in core feature.)
Google Sheets often shows helpful tips or suggestions (like pivot table suggestions under the Explore feature).
Clicking "Explore" in the bottom right can suggest charts and pivots based on your data.
Text labels such as chart titles or header rows.
A chart might have the title "Sales Over Time".
The row of icons/buttons (formatting tools, etc.) under the menu bar.
The bold/italic/underline buttons are on the toolbar.
Flips the orientation of a range (rows to columns or vice versa).
=TRANSPOSE(A1:C3) converts that 3×3 range into a 3×3 range rotated.
An event that runs an Apps Script function automatically (see Triggers below).
On open or "On edit" triggers can run scripts without user input.
Text decorations.
Format → Text → Strikethrough puts a line through text. Underscore characters can be typed but there is no special formatting for underlining in Sheets (use Format → Text → Underline).
See CTRL+Z / CTRL+Y under C.
Functions like IMPORTDATA, IMPORTFEED, IMPORTHTML, etc., that fetch data from web resources.
=IMPORTFEED("http://example.com/rss", "/rss/channel/item/title", FALSE, 3) imports RSS feed titles.
Converts text that looks like a number into a numeric value.
=VALUE("123") yields the number 123.
A log of all changes saved over time.
File → Version history → See version history lets you view or restore past versions of the sheet.
The menu contains options for zoom, freeze, gridlines, protected sheets, and view-specific actions.
View → Show → Gridlines toggle the grid on/off.
Another way to say share permissions.
When sharing, setting someone as "Viewer" means they have view-only permission.
Vertical lookup; searches for a key in the first column of a range and returns a value from another column in the same row.
=VLOOKUP("Orange", A2:C100, 3, FALSE) finds "Orange" in A2:A100 and returns the corresponding value from column C.
A published Apps Script project that can be accessed via a URL.
You could write a script that takes input from a web form and writes to your sheet.
Functions like IMPORTHTML, IMPORTXML, etc., that pull data from web pages.
=IMPORTXML("http://example.com", "//h1") fetches an HTML element from a website.
Special characters for pattern matching (used in functions like COUNTIF). "*" matches any sequence of characters; "?" matches any single character.
=COUNTIF(A1:A10,"A*") counts cells starting with "A".
Though Google Sheets doesn't use this term (it's a worksheet in Sheets), it refers to an entire spreadsheet file.
A single tab in a spreadsheet (often called a "worksheet" in Excel).
A file might have sheets named "January," "February," etc. The tabs at the bottom let you switch between sheets.
Controls how the text fits in a cell (overflow, wrap, or clip).
With a wrap on, long text will break into multiple lines within the cell.
Makes long text wrap to a new line within its cell.
Format → Text → Wrap lets the entire cell content be visible on multiple lines.
The horizontal axis of a chart.
In a line chart of sales over months, the months run along the X-axis.
A newer lookup function that can search to the left and supports flexible return ranges. (Introduced in Google Sheets in 2024.)
=XLOOKUP("Item", A2:A100, C2:C100) finds "Item" in A2:A100 and returns corresponding values from C2:C100. It is more powerful than VLOOKUP/HLOOKUP.
IMPORTXML imports structured data (HTML/XML) using XPath.
=IMPORTXML("http://example.com","//title") fetches the page title.
The vertical axis of a chart.
In a bar chart of sales, the sales amount is on the Y-axis.
Extracts the year from a date.
=YEAR("2025-06-02") returns 2025.
Adjusts the magnification of the sheet view (e.g., 100%, 200%).
Click the Zoom drop-down (bottom bar or View menu) to change zoom.
