Google Sheets is a powerful and versatile tool that can help you boost your productivity and collaborate with others. Whether you want to create spreadsheets, charts, forms, or reports, Google Sheets has many features and functions that can make your work easier and more efficient. Here are some productivity tips and file sharing options for Google Sheets that you might find useful.

Productivity Tips for Google Sheets

Use Calculations Without Formulas

If you want to quickly see the sum, average, minimum, or maximum of a group of cells in Google Sheets, you don’t need to enter a formula. You can simply select the cells you want to calculate and look at the bottom right corner of the sheet next to Explore. You will see the sum of your selected cells by default, but you can also select the box and choose another calculation or view them all¹.

Use Column Stats for Fast Analysis

If you want to analyze a particular column in your sheet, you can use the Column Stats feature. This feature gives you a snapshot of the data in your column, such as a count or distribution chart, a frequency table, and totals for rows, empty cells, unique values, and calculations¹. To access this feature, select a column and then right-click and pick “Column Stats” or click the arrow next to the column letter and pick “Column Stats” or go to Data > Column Stats in the menu.

Use Explore for Suggestions, Actions, and Charts

If you want to get more information about your entire sheet or a specific range of cells, you can use the Explore feature. This feature gives you tons of details in the Explore sidebar, such as quick calculations, questions and answers, formatting options, and chart suggestions¹. To access this feature, simply click “Explore” on the bottom right or go to View > Explore in the menu. If you want details for a specific range of cells, select them first before clicking “Explore”.

Use Data Validation for Restricting Entries

If you want to control what kind of data can be entered in a cell or a range of cells, you can use the Data Validation feature. This feature allows you to set rules for the data type, format, range, list, custom formula, or checkbox that can be entered in a cell or a range of cells². To access this feature, select a cell or a range of cells and then go to Data > Data validation in the menu. You can also use data validation to create drop-down lists for easy data entry.

Use Filter Views for Saving Filters

If you want to filter your data without affecting other viewers or editors of your sheet, you can use the Filter Views feature. This feature allows you to create and save multiple filters that you can apply and switch between easily². To access this feature, go to Data > Filter views in the menu. You can also create temporary filters by clicking the filter icon on the toolbar or by pressing Ctrl + Shift + L (Windows) or Command + Shift + F (Mac).

File Sharing Options for Google Sheets

Share with Specific People or Using a Link

If you want to share your sheet with other people and give them different levels of access, such as editor, commenter, or viewer, you can use the Share feature. This feature allows you to share your sheet with specific people by entering their email addresses or groups or by using a link that anyone can access³. To access this feature, open the file you want to share and then click Share on the top right corner or go to File > Share in the menu.

Email Collaborators

If you want to follow up on a conversation that’s too long for comments or send an update to your collaborators, you can use the Email Collaborators feature. This feature allows you to email your collaborators right from Google Sheets without leaving the app³. To access this feature, click File > Email collaborators in the menu. You can also email your sheet as an attachment by clicking File > Email as attachment in the menu.

Set Sharing Expirations

If you want to restrict the access of certain people to your sheet after a certain period of time, such as clients or agencies, you can use the Set Sharing Expirations feature. This feature allows you to set an expiration date for sharing your sheet with specific people or groups⁴. To access this feature, open the file you want to share and then click Share on the top right corner. Under "People," hover over a person or group and click Set expiration.

See Who’s Viewed Your Sheet

If you want to see who has viewed your sheet and when they last viewed it, you can use the See Who’s Viewed Your Sheet feature. This feature allows you to see a list of viewers and their last view time in the Activity dashboard⁴. To access this feature, open the file you want to check and then click File > Show activity dashboard in the menu. You can also see other metrics such as sharing history, comments, and edits in the dashboard.

Conclusion

Google Sheets is a great tool for productivity and collaboration, but it also has many hidden features and functions that can make your work even easier and more efficient. By using these tips and options, you can take your Google Sheets skills to the next level and impress your colleagues and clients. If you want to learn more about Google Sheets, you can check out these resources:

• [Google Sheets Help Center]
• [Google Sheets Learning Center]
• [Google Sheets Tips and Tricks]

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