What is a spreadsheet?
Spreadsheets organize, analyze, and display data in rows and columns using customizable functions, formulas, and tables and charts.
Online spreadsheet programs defined
Online spreadsheet programs are cloud-based programs that offer the best features of desktop applications plus real-time collaboration and expanded access across mobile, desktop, and web.
Like desktop spreadsheet programs, online versions offer the same ability to build multiple spreadsheets, or worksheets, within one workbook. Programs like the online version of Microsoft Excel save your changes automatically and allow your colleagues to always work on the latest version of your file.
Popular uses for online spreadsheet programs
Online spreadsheet programs support a broad range of tasks, from personal budgeting and accounting to statistical analysis and reporting for businesses. Learn how spreadsheet programs can add clarity and efficiency to your work.
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Sharing and collaborating on joint projects
Work simultaneously with colleagues in the same workbook. Set workbook permissions to allow editing and select the names or email addresses of those who need access. You’ll see edits and changes within seconds—programs like Excel will even color code each individual’s work for the most transparency. Work in your web browser, desktop, or mobile app, and know that your team is getting the most up-to-date version of your file.
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Modeling and forecasting
Predict future sales, trends, or a host of other business data points by creating a forecast in your spreadsheet. Input your historical, time-based data—in Excel, use the Forecast Sheet button—and view the results on a new worksheet.
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Budgeting and accounting
Import and export financial data, create budgets, prepare financial statements, and create balance sheets within your workbook. Easily perform complex calculations within balance sheets, expense reports, and cost trackers.
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Generating charts and reports
Report on your data in the most visually appealing, efficient way by using charts within your worksheets. Spreadsheet programs offer a wide range of charts, tables, and graphs, and can automatically suggest the most appropriate option for your data.
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Data storage, organization, and analysis
Store large sets of personal or enterprise data, organized across workbooks. Built-in functions and formulas promote efficient analysis that quickly provides insights into your data. Programs like Excel even supply an Analyze Data button that suggests the best visuals for your workbook. Your spreadsheet program can also help you makes sense of big data and act accordingly.
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Project management
Generate timelines, budgets, and project reviews, all within your workbook. Spreadsheet software helps you create visuals for goal-tracking and produce reports on projects and initiatives.
Online spreadsheet tools, components, and features
Online spreadsheet programs offer all the benefits and features of standard programs while also facilitating real-time collaboration among users. Options like Excel automatically save your work to the cloud and allow you to continue to work in the desktop application if internet access is not available. Excel offers a range of features and tools like the following:
Formulas and functions
Use the program’s built-in formulas and functions or create your own to perform calculations and solve problems. Sort and filter, sum data sets, look up key values, and generate statistics, all within your workbook.
Popular spreadsheet functions for data analysis
- SUM: Automatically add together selected cells.
- AVERAGE: Take the average of selected cells.
- VLOOKUP: Identify specific data points within a range or row.
- MAX and MIN: Return the largest or smallest point in a set of values.
- IF: make logical comparisons between a value and what you expect.
- CONCATENATE: Join several text strings into one.
- VALUE: Convert data from text format to number format.
- SUMPRODUCT: Multiply ranges of cells and sums the products.
Tables, charts, and graphs
Visualize data with customized graphics that create maximum impact on your audience. Your spreadsheet program will offer pie, line, column, or bar charts, plus area and scatter graphs, and other templated options. The Quick Analysis tool in Excel can help you select the best chart for your data.
Pivot tables
One of the most popular spreadsheet functions, pivot tables analyze and manage large data sets, effectively presenting key patterns, trends, and findings.
Conditional formatting
Create conditional formatting rules to determine the format of cells based on their values, and clearly see patterns and trends in your data set.
Automated tasks
Save time by allowing your spreadsheet software to auto-fill cells, update cell values, and apply automated formatting. Functions like creating a macro in Excel allow you to customize automations and speed up data entry.
Customizable templates
Don’t know exactly where to start? Excel offers a wide variety of customizable templates for everything from project trackers and simple invoices to weekly timesheets. Alternatively, download premium templates for things like expense reports, credit card trackers, assignment planners, and recipe nutrition calculators.
Business and personal spreadsheet uses
Spreadsheets for personal use
From budgeting and setting goals to daily calendars and to-do lists, spreadsheets can make everyday tasks simpler and more efficient. Consider the following personal use cases:
- Bill-paying, budgeting, and credit card tracking
- Project or event planning
- Household schedules
- Stock portfolio and investment tracking
- Homework tracking
- Chore charts
- Meal and recipe planning
- Family trees and historical data
- Mailing lists
- Medication organization
- Travel planning
- Contact lists
Spreadsheets for business use
Online spreadsheet programs also offer invaluable features and tools for businesses. Whether your organization is small or large, the collaborative capabilities of these programs combined with powerful data organization and analytics allow your team to work efficiently to project and report on data. Other business use cases include:
- Inventory tracking
- Accounting
- Performance reporting
- Data analysis
- Project management
- Event management
- Budgeting and forecasting
- Sales reports
- Expense tracking
- Time logs
How to make a spreadsheet
Starting a new spreadsheet is easy. In a program like Excel, follow these steps:
- Create a new blank workbook Your spreadsheet will open, and you’ll see a gray ribbon with tools for organizing and changing your data. Just below, a formula bar will display the contents of a selected cell.
- Enter your data into rows and columns in the spreadsheet work area. Consider naming these rows and columns for clarity.
- Consider the functions and formulas available for your data and implement the ones needed for your project.
- Customize your spread. Format your data in the page layout tab.
- Create any charts or pivot tables that will help convey your data to your audience.
Explore more detailed information on basic Excel tasks here and get video training on a range of spreadsheet topics.
Learn more about spreadsheets
Big data leads to big decisions
Learn how to make sense of big data once you’ve collected it.
Real-time collaboration tips
Learn how remote employees can work together just as effectively as those seated next to each other.
Frequently asked questions
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Spreadsheets are powerful data tools that organize, analyze, and display data in rows and columns using customizable functions, formulas, and tables and charts.
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Spreadsheets support a broad range of business and personal projects, from basic calculations, budgets, and other accounting tasks to project management, business administration, statistical analysis, and reporting.
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Most spreadsheet software offers built in formulas and automations, the ability to create custom charts and pivot tables, and the ability to automate tasks to save on repetitive labor.
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To make a spreadsheet, open your spreadsheet software and begin a new workbook. Enter your data into corresponding rows and columns, apply the functions and formulas that you’d like to perform, and visually present the data in any relevant charts or pivot tables.
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