Google Sheets
Frequently asked questions
View our frequently asked questions on Google Sheets
Can I save Google Sheets in other formats e.g. Excel?
You can use the File menu and Download As command to save a Google Sheet in another format, including PDF.
Is there an auto filter function in Google Sheets?
Yes there is - it can be accessed via the Data menu.
What is the difference between filter and filter views in Google Sheets?
In a shared sheet, if one user filters a list, everyone will see the filtered list. You can create multiple filter views in a sheet, giving each a name that can be selected to view that set of data at any time. Filter views show only for the users that has selected the view - all other users viewing the document will see the data it as it was.
If I share a sheet, will I be notified when a change is made to the sheet?
You can click on the Tools menu and choose Notification Rules to be notified when changes have been made to the sheet.
Can I change the owner of a sheet I no longer need to access?
Yes, you can set any collaborator on the document as the new owner via the Share screen.
Can I remove a collaborator I have shared a sheet with?
Yes, but only if you are the owner of the sheet.
Can I choose the way in which my colleagues can access my files?
Yes, people you choose to share the document with can be given permission to edit or view the document, or to be able to add comments. Click on the Share button to change all sharing settings.
Can I share a sheet with people outside of my organisation?
Yes, as long as your administrator has enabled this setting, you can share a sheeet with anyone, regardless of whether they have a Gmail account or not.
The Search box doesn’t seem to find sheets that have been shared with me. How can I access them via Search?
In the Shared with me folder, right-click over the shared file and choose Add to My Drive.
What happens if I delete a file that’s been shared with me?
If you delete a sheet from your Drive that was shared with you, the sheet won’t be deleted but will simply be removed from your Drive view. You can restore the sheet by finding it in the Shared with me folder and adding it to your My Drive again.
Which features from Excel will be lost when converting a workbook to Google Sheets?
Features to note:
Some conditional formatting e.g. colour scales and icon sets
Rotated text will be converted to standard text (i.e. horizontal)
Table formatting & background images
Linked text will be converted, but links are removed
Text boxes will be converted to embedded drawings
Sparklines will be converted to sparkline functions
Sheet and workbook protection
Sheet headers and footers, SmartArt diagrams
Subtotals will be converted to subtotal functions and outlining
PivotTable slicers and timelines will not be converted
Macros will not be converted
Can I view a list of all functions available in Google Sheets?
Yes, you can view a list at: https://support.google.com/docs/table/25273?hl=en
Is there a size limit for creating Google Sheets?
Sheets can contain up to 5 million cells. You can add up to 40,000 new rows at a time, and a sheet can contain a maximum of 18,278 columns. A workbook can contain a maximum of 200 sheets and the maximum string length is 50,000 characters.