Google Sheets Tutorial: Formulas, Filters and Charts

Every Google Sheets formula starts with an equal sign: type = in a cell, then the function name, and Google's help pages say a help box appears with the syntax and an example. Learn that, plus filters and charts, and you can handle most spreadsheets. My step-by-step guides are grouped below.

Spreadsheets scare a lot of people, and I get why: a blank grid doesn't tell you where to begin. The good news is that Google Sheets runs on a small set of ideas you can learn in an afternoon. I've pulled them together here from Google's own Docs Editors Help pages, followed by every Sheets guide I've written so you can jump straight to the job in front of you.

How Google Sheets formulas work, from the equal sign up

If you searched for Google Sheets formulas, this is the part to read first. According to Google, you type an equal sign in a cell and then the function you want, such as SUM or VLOOKUP. As you type, a function help box shows the definition, the syntax and an example, which means you don't need to memorise anything. Read the box, fill in the cell ranges it asks for and press Enter.

Once a formula works in one cell, you rarely have to type it again. Google's autofill instructions say to highlight the cells and drag the small blue box in the lower right corner down or across. Sheets adjusts the cell references as it goes, so a total for row one becomes a total for row two.

Named ranges make longer formulas easier to read. Google's steps are to select the cells, click Data, then Named ranges, type a name and click Done. After that you can write a formula using a word such as Sales instead of a block of cell letters, which helps anyone else who opens the sheet.

Sorting out data in Sheets: filters, filter views and duplicates

Here's the setting I'd want every new Sheets user to know about. Google says that when you add a filter by clicking Data, then Create a filter, anyone with access to your spreadsheet will see it too. Filter views only apply to your own view. If you share a sheet with a team, a plain filter can hide rows on everyone else's screen without them realising, so reach for a filter view when you only want to look at a slice of the data yourself.

Filtering is also the safe way to hide data points: Google says you untick the box next to the values you don't want and click OK. Nothing is deleted, and you can bring the rows back by ticking them again.

Conditional formatting rules in Google Sheets

Conditional formatting colours cells automatically when they meet a rule, which is how people highlight overdue dates, low stock or duplicate entries. Google's help page sets out a few rules that explain most of the confusion:

Rules are checked in the order they're listed, and the first rule found to be true decides the format. Drag the rules to change that order.
A custom formula in a rule can only reference the same sheet. Google says to use the INDIRECT function if you need to point at another sheet.
To remove a rule, point to it in the sidebar and click Remove.
Because the first true rule wins, put your most specific rule at the top and the broadest one at the bottom.

Building charts and getting work back in Google Sheets

Google's chart steps are short: select the cells, click Insert, then Chart, then open Setup and choose a type from the Chart type dropdown. In the mobile app you tap Insert, then Chart, then Type. Google describes a histogram as a way to show how a data set is spread across buckets or ranges, with the height of each bar showing how many values fall in each range, which is handy for things like order sizes or survey scores.

Mistakes happen, and Sheets keeps a history. According to Google, you click Last edit at the top right, choose an earlier version in the panel, then click Restore this version and Restore. You'll need edit permission on the file to browse earlier versions, so if you only have view access, ask the owner.

Gemini in Sheets can build charts for you, but Google notes two limits worth knowing. The conversation history is lost if you reload the browser, close and reopen the spreadsheet or go offline, and charts Gemini creates don't update when the source data changes. For a report you'll refresh often, a chart made with Insert, Chart is the better choice.

Task	Where to find it	Worth knowing
Write a formula	Type = in a cell	A help box shows the syntax and an example
Copy a formula down	Blue box at the lower right of the selection	References adjust as you drag
Hide rows for yourself	Filter views	A plain filter shows for everyone with access
Colour cells by rule	Conditional formatting	The first true rule sets the format
Undo a big mistake	Last edit, then an earlier version	Needs edit permission

Google Sheets guides, sorted by the job you need done

Choose the group closest to your task. Every guide gives the full steps, and most cover both the computer and phone versions of Sheets.

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Formulas and functions

Adding, multiplying, counting and looking up values with the functions most people use first. A good starting point if you've never written a formula.

Charts and formatting

Charts, column and row changes, freezing, hiding, locking, merging and wrapping text. These help you turn raw data into a sheet other people can read.

Data tools

Sorting, drop-down lists, checkboxes, pivot tables and finding or removing duplicates. Useful once your sheet grows past a quick list.

More guides

Histograms, scatter plots, subtraction, templates, calendars, Gemini and using Sheets on a PC. Dip into these when the basics are done.

Where I'd start with Google Sheets

Start with the formulas group, even if you think you're a beginner. Once the equal sign and the help box click, every other guide makes more sense. Then learn filter views before you share a sheet with anyone, because a stray filter on a shared file causes more confusion than any formula error. And if a sheet ever goes wrong, don't panic: check the version history before you start retyping anything.

Frequently asked questions

How do I start a formula in Google Sheets?

Type an equal sign in a cell, then the function you want. Google says a help box then shows the definition, syntax and an example as you type.

What's the difference between a filter and a filter view?

According to Google, a filter you add is visible to anyone with access to the spreadsheet, while a filter view only applies to your own view.

Why isn't my conditional formatting rule working?

Google says rules run in the order listed and the first true rule sets the format, so another rule may be winning. Custom formulas can also only reference the same sheet unless you use INDIRECT.

Can I get back an older version of a Google Sheet?

Yes. Click Last edit, pick an earlier version and click Restore this version. Google says you need edit permission to browse earlier versions.

Do charts made by Gemini in Sheets update with my data?

No. Google says charts Gemini creates don't update when the original source data changes, so use Insert, Chart for a chart you'll keep refreshing.

Published and maintained by the Lilach Bullock team, covering marketing, AI and business growth.