Google Sheets

What is Google Sheets?

Google Sheets is a free online spreadsheet program, part of the Google Workspace package by Google. The workspace package by Google includes applications for productivity, such as Google Docs and Slides.

The most common programs utilized across the globe are Google Docs, Sheets, and Slides, which many compare to being equivalent, if not better, than Microsoft's very own Word, Excel, and PowerPoint.

Google Sheets is available across all computing platforms, as long as they have access to the internet and mobile apps for iOS, Android, and Microsoft. 

It is also compatible with Excel files, meaning one can share data and convert files across both platforms without disruption. This capability was not possible until Google introduced its new function a couple of years ago.

Sheets allow users to create and edit files and data online while working collaboratively with others in real time. Changes are also saved automatically on the platform. Therefore, users do not need to press ''save'' when they finish their work manually.

It was first released 15 years ago and is available in over 80 languages.

Features of Google Sheets

For any user who is somewhat familiar with spreadsheet programming and frequently uses data-analyzing software, switching to Google Sheets will be very simple and intuitive, with endless possibilities. Some of the features include:

1. Collaborate on Data

In Sheets, users can work on their spreadsheet individually, but they also have the freedom to collaborate with other users on the same spreadsheet and at the same time. 

For example, suppose User A is editing data on a Google spreadsheet, and User B can log onto the same spreadsheet and start contributing and editing the spreadsheet. User A can see User B's edits in real-time. The color of their cursor differentiates users.

Users can also add comments and assign actions to the spreadsheet so that their peers can see what tasks need to be done to avoid overlapping confusion.

The overall takeaway is that individuals can collaborate to help get work done faster in a more productive yet intuitive way.

2. Built-in Intelligence

With Google's advanced software engineering, Google Sheets has ''SMART'' functionalities that assist the user with their ease of productivity. For example, sheets have features such as Smart Fill, which helps predict and fill out data, and the software predicts what the user might be looking for.

It can suggest formulas to help analyze data faster with fewer errors. Users can also ask simple questions to the software and get answers quickly whenever they feel stuck in a specific area.

3. Connectivity with other Google Apps

Google Sheets lets users seamlessly transfer data and files across all other platforms. For example, users can import  Google Form data into Sheets or transfer charts from Sheets into Slides and Docs.

The ease of use between different platforms within Google is so advanced that users can transfer data and edit documents in real time, and it automatically gets saved. 

Users never have to worry about losing their files or having trouble transferring data because they need to be in the right file format.

4. Extension to Excel Files

Microsoft users can easily switch to Google Sheets without losing time or data. For example, users of Microsoft Excel can edit their spreadsheets by transferring them into Sheets and utilizing Google'sGoogle's Smart Fill functionalities, comments, and actions.

Microsoft Excel files are in a different format setting (.xlsx). Before the advanced technology change introduced by Google, users of Excel would not be able to switch applications or could not share Excel files with Google Sheets users.

With this new introduction by Google, the ease of transition has never been this easier, as users no longer need to run into the trouble of wondering if they would lose work during transfer or whether or not files are compatible.

This function applies not just to Google Sheets but also to Google Docs and Slides. As a result, Microsoft Word or PowerPoint users can directly transfer files from Microsoft to Google without losing information or wondering if the two are compatible.

Google Workspace

Google Workspace is a collection of Google's productivity software and tools, all designed by Google. Google's concept behind their Workspace is to help grow and run your business more efficiently. 

The idea is to have all programs under one umbrella so that users can utilize all their products under one roof without the worry and time-consumption of switching applications.

The design is done so that all functionalities and keyboard shortcuts are familiar to the average Google user, and they would be able to get familiarized with Google's products. This familiarity applies to all users, even those without experience with Google.

The Workspace allows every user from across the globe to contribute equally in real-time, so they get everything when working on a project.

With the introduction of such an innovative productivity platform, users who are usually unfamiliar with or have used Google platforms could easily adjust and get familiar with its tools and functions.

Can I purchase a Google Workspace app individually?

Google Workspace does not let users purchase a Google workspace app individually. Instead, it gains the user access to all their apps across the Workspace, so they all work seamlessly together.

For example, an individual can receive an email on Gmail. They can immediately convert the email into a Google Calendar event.

When one user makes an edit, comment, or assigns an action to a Google Doc, Slides, or Sheets, everyone in collaboration on the document will get an email notification on the changes that have been made.

One can also easily join a Google Meeting with a single click from their email or calendar.

Google made this feature because they understood that sometimes users might not need to take full advantage of Google Workspace's apps but only a few. For example, they might still prefer to stick to their productivity apps but might use one or two, depending on their circumstances.

Google Workspace Programs

The Google Workspace package includes the following programs for users:

• Docs - online word processing, similar to Microsoft Word
• Slides - presentation program similar to PowerPoint
• Sheets - spreadsheet program similar to Excel
• Forms - survey software equivalent to SurveyMonkey
• Keep - note-taking service
• Sites - webpage creation tool, a similar function to Squarespace
• Drive - file storage and synchronization software, same function as Microsoft'sMicrosoft's OneDrive
• Gmail - email service, such as Outlook, formerly known as Hotmail
• Meet - online video calls, meetings, and conferences, similar to Teams
• Calendar - time management and calendaring service, Microsoft do something similar
• Chat - communication service

Users are allowed to use all the programs individually, or if one decides to purchase the plan/subscription, all the programs listed above will come with the plan/subscription purchased.

Many users might still prefer to continue with Microsoft's products, but there is an expanding market of Google users, and we can see the shift from Microsoft to Google. The argument is that users feel Google's apps are much more intuitive.

What are the plans & subscriptions?

Google Workspace offers users plans/subscriptions that they think the average user would be interested in. Users can use the programs for free online. However, there are limitations to using the programs without a subscription.

If the user purchases the plan for $12/month, they can enjoy all the benefits of Google Workspace.

For instance, free users can enjoy free usage of Google Docs, Slides, Sheets, and Forms. However, they have a storage capacity of only 15GB per user. On the other hand, users can use up to 2TB of storage for projects with the subscription.

Users also get access to their Gmail account; however, they do not get a custom Gmail business email, meaning they have to create their email ID with what is available and not taken by another user.

A detailed outline of the differences between a free purchase vs. a paid purchase is compared below:

• Both free and paid users get access to Google Docs, Sheets, Slides, and Forms.

• Free users get 15GB of storage when using Google Drive, and paid users get 2TB of storage.

• Free users cannot share Google Drives with team members, but paid users can.

• Both users get a Gmail secure email account.

• Paid users get to create a business email, but free users must use what is available.

• In Google Meet video or voice conferences, free users can only have 100 participants in the call; meanwhile, paid users can add up to 150.

• Google Meet recordings are saved to Google Drive for paid users, not free users.

• Customer support is available to paid users 24/7 with access to community forums, but free users only get access to community forums.

As seen from the comparison above, users can identify what benefits they get when subscribing. Some users would find it unnecessary, but others might feel the opposite. Google offers this flexibility to its users.

Researched & Authored by Mong Lau | LinkedIn

Reviewed & edited by Parul Gupta | LinkedIn

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