Key takeaways
- A spreadsheet is a grid of cells that can store data and calculate with formulas.
- Learn SUM, AVERAGE, IF and lookup functions first.
- Keep data tidy so sorting, filtering and charts work correctly.
The short answer
A spreadsheet is a grid of rows and columns where you can store information and have the computer do the calculating. Microsoft Excel and Google Sheets are the best-known tools. Google Sheets is free and works in a browser, and Excel is a powerful paid program that also has an online version. The basic ideas are the same in both.
The grid in plain words
- A cell is one box, named by its column letter and row number, such as B3.
- A row runs across, and a column runs down.
- A range is a group of cells, such as B2:B10.
- A sheet is one page of the workbook, and you can have many.
Your first formulas
Every formula starts with an equals sign. Type the formula in a cell and press Enter.
| Formula | What it does |
|---|---|
| =A1+B1 | Adds two cells |
| =SUM(B2:B10) | Adds a range |
| =AVERAGE(B2:B10) | Finds the average |
| =MIN(B2:B10) and =MAX(B2:B10) | Finds the smallest and largest numbers |
| =COUNT(B2:B10) | Counts cells that contain numbers |
| =IF(B2>100,"High","Low") | Shows a result based on a condition |
Useful skills to learn next
- Lookup functions: VLOOKUP, or the newer XLOOKUP, find a value in a table.
- Absolute references: a dollar sign, as in $B$1, fixes a cell when you copy a formula.
- Sorting and filters: find what you need in a big list.
- Charts: turn numbers into a bar, line or pie chart.
- Pivot tables: summarise large lists quickly.
Format it so it is easy to read
- Use a clear header in the first row, and freeze it so it stays visible.
- Format money as currency, and dates as dates.
- Use consistent colours sparingly, and avoid merging cells in data tables.
- Widen columns and wrap text where needed.
Common errors and what they mean
| Error | Usual cause |
|---|---|
| #DIV/0! | Dividing by zero or an empty cell |
| #REF! | A cell that the formula refers to was deleted |
| #NAME? | A misspelt function name |
| #VALUE! | The wrong kind of data, such as text in a calculation |
Simple projects to practise
- A monthly budget. See how to build a monthly budget that works.
- A record of income and expenses for a music release or event.
- A list of royalty statements and payment dates.
- A study timetable or a small shop stock list.
Keep your data tidy and safe
- Put one type of data per column, and one record per row.
- Avoid blank rows and columns inside a table.
- Save often, and use version history in Google Sheets.
- Back up important files and protect sensitive sheets with a strong password. See how to back up your phone and laptop.
Quick checklist
- Learn cells, rows, columns and ranges
- Start every formula with =
- Master SUM, AVERAGE and IF
- Use clear headings and formats
- Practise on a real budget
- Back up important sheets
Key points to remember
Spreadsheets reward practice more than theory. Start with a small real project and add one new skill at a time. For more business use, see Excel and Google Sheets skills for small business.
This guide is general information to help you decide and act with confidence. Features, prices and settings change, so confirm current details with your device maker or service provider before you act. Last reviewed October 2026. Read our editorial standards.
