A spreadsheet works best when each row represents one record and each column contains one type of information.
Cells, rows, and columns
A cell sits at the intersection of a column and row, such as B4. Enter labels in one area and related values in consistent columns. Do not mix dates, descriptions, and amounts in the same column if you plan to sort or calculate them.
Basic formulas
Formulas begin with an equals sign. For example, =B2+C2 adds two cells, while =SUM(B2:B12) totals a range. Referencing cells rather than typing the same number repeatedly makes updates more reliable.
Check that currency, percentage, and date formats display values as intended.
Sort and filter
Sorting rearranges rows based on a column, while filtering temporarily shows only matching records. Select the full table so rows remain together. Headers should be unique and descriptive.
Avoid common mistakes
Do not use colour alone to communicate status. Protect formulas from accidental overwriting when other people will edit the sheet. Keep a clean original before experimenting with a large sort or data cleanup.
A spreadsheet is not automatically a secure database. Avoid storing passwords or unnecessary sensitive information.
Quick skill check
- Create a table with clear headers
- Enter a SUM formula
- Format dates and money consistently
- Sort the entire table
- Keep a backup before major changes