Spreadsheets

SingleSign Spreadsheets is the spreadsheet app built into SingleSign Mail — enter data, calculate with formulas, chart it and work on it with other people at the same time. It works like Google Sheets, so the menus, formulas and shortcuts you already know carry over. Open it from the app launcher (the grid of squares in the top bar) or go to email.singlesign.com/spreadsheets.

Every change saves automatically. Each spreadsheet is also a file in Documents, owned by the mailbox you're in, and counts toward that mailbox's storage. Sharing, comments, version history, offline use and the trash work the same way as in Writer — see Sharing, comments and version history. Every function is listed in the formulas and functions reference.

More spreadsheet guides:

Spreadsheets: tables, slicers and timelines — tables and structured references, slicers, timeline view, named functions, smart chips and cleanup suggestions.
AI features — the AI() function, GOOGLETRANSLATE, Help me organize and Help me with formulas.
Drawings — the drawing editor, shared with Writer.
Apps Script — custom functions such as =DOUBLE(A1), custom menus, onEdit triggers and sidebars (Extensions ▸ Apps Script).

Starting a spreadsheet

The Spreadsheets home page opens on "Start a new spreadsheet": a blank spreadsheet and a strip of templates, with the full Template gallery one click away:

To-do list, Annual budget, Monthly budget, Weekly schedule, Invoice, Expense report, Project timeline, Team roster, Attendance tracker and Calendar.

Below it are your recent spreadsheets, with search, Starred, Trash and "Open a file" — exactly as on the Writer home page. Inside a spreadsheet, File ▸ New and File ▸ Open (Ctrl+O) do the same. From Documents, use New ▸ Spreadsheet or New ▸ Spreadsheet from a template.

Got an Excel or CSV file already? Open it straight from an email or from Documents — see Opening files from Mail and Documents.

Sheets and the grid

Sheets (tabs). Add a sheet with + at the bottom (or Insert ▸ Sheet, Shift+F11), and list them all with the sheets button beside it. Double-click a tab to rename it and drag tabs to reorder them. A tab's menu has Delete, Duplicate, Copy to (a new or an existing spreadsheet), Rename, Change color, Protect sheet, Hide sheet, View comments and Move left / Move right. View ▸ Hidden sheets brings hidden ones back. Alt+Page Down and Alt+Page Up move between sheets.
The grid. A new sheet has 1,000 rows and 26 columns (A to Z). The bar under the last row adds more rows — 1,000 at a time unless you change the number.
Selecting. Click a cell, drag across a range, click a row number or column letter for the whole row or column, and hold Ctrl to select several ranges at once. The bar at the bottom right shows the Sum, Avg, Min, Max and Count of what you've selected.
Rows and columns. Right-click a row number or column letter to insert, delete, clear, hide, resize, group or ungroup. Drag a header edge to resize, or double-click it to fit the content. Edit ▸ Move moves rows and columns; Insert ▸ Cells and Edit ▸ Delete shift cells right, down, up or left.
Freeze rows or columns from View ▸ Freeze so headings stay put while you scroll. View ▸ Group folds rows or columns away behind + and −.
Merge cells — all, vertically or horizontally — and Unmerge, from the toolbar or Format ▸ Merge cells.
View ▸ Show turns the formula bar, gridlines and formulas (Ctrl+` shows formulas instead of results) on or off. View ▸ Zoom goes from 50% to 200%, and Full screen hides everything but the sheet.

Entering data and formulas

Type in a cell, or in the formula bar above the grid, and press Enter. Spreadsheets recognizes what you type — numbers, dates, times, percentages, currency — and formats it to match. Start with an apostrophe ('0123) to keep something as text exactly as typed. Alt+Enter starts a new line inside a cell.

Start with = to write a formula: =SUM(B2:B20), =A2*1.2, =VLOOKUP(E2, A:C, 3, FALSE). As you type, Spreadsheets suggests function names (press Tab to accept), shows each function's arguments, and colors the ranges your formula refers to. Click or drag across cells while typing a formula to insert their reference, and press F4 to cycle it between relative and absolute (A1, $A$1, A$1, $A1). Insert ▸ Function and Help ▸ Function list let you browse and search every function by category. The formulas and functions reference explains references, arrays and error values.

Filling and copying:

Fill handle — drag the small square at the corner of a selection to copy it, or to continue a series: numbers, dates, weekday and month names, and text ending in a number ("Item 1, Item 2…").
Ctrl+D fills down, Ctrl+R fills right, and Ctrl+Enter while typing puts the same entry in every selected cell.
Copy, cut and paste keep formatting inside Spreadsheets, and paste cleanly into and out of other apps. Edit ▸ Paste special pastes Values only (Ctrl+Shift+V), Format only, Formula only, Transposed (rows become columns), Column widths only or All except borders.
Undo and redo go back one step at a time — your own steps only, even when others are editing.

Each cell can also hold:

a note (Insert ▸ Note, Shift+F2) — visible to everyone who can view the spreadsheet;
a comment (Insert ▸ Comment, Ctrl+Alt+M) — see Comments;
a link (Ctrl+K) to a web page or to another sheet in the spreadsheet — right-click ▸ View more cell actions ▸ Get link to this cell copies a link straight to a cell;
a checkbox (Insert ▸ Checkbox; press Space to tick it) or a dropdown (Insert ▸ Dropdown);
an image — Insert ▸ Image ▸ Insert image in cell or Insert image over cells, uploaded from your computer or by URL (web images must start with https://). The IMAGE() function puts a web image in a cell too;
a smart chip — type @ at the start of a cell (or Insert ▸ Smart chips) for a person, a file, a date, a dropdown, a stock or a place — see Smart chips in cells.

Insert ▸ Drawing adds a drawing that floats over the grid, made in the drawing editor.

Number formats

Format ▸ Number (also the 123 button on the toolbar) changes how numbers look without changing the values behind them:

Automatic, Plain text, Number, Percent, Scientific, Accounting, Financial, Currency and Currency rounded;
Date, Time, Date time and Duration;
Custom currency, Custom date and time and Custom number format — written the same way as in Google Sheets and Excel, for example #,##0.00, 0.0%, [Red]-0.00 or yyyy-mm-dd.

The toolbar also has Format as currency, Format as percent, and Decrease / Increase decimal places.

Formatting cells

The toolbar and Format menu have bold, italic, underline and strikethrough, font and font size, text color and fill color, borders (any side, thin to thick, dotted, dashed or double, in any color), horizontal and vertical alignment, wrapping (Overflow, Wrap or Clip) and rotation (tilt, stack vertically, rotate, or a custom angle). Paint format copies the look of one cell to others — double-click it to keep it on. Clear formatting (Ctrl+\) removes formatting. Format ▸ Alternating colors stripes a table's rows, with its own header and footer colors.

Conditional formatting

Format ▸ Conditional formatting colors cells automatically:

Single color — rules such as Cell is greater than, Cell is between, Text contains, Text starts with, Date is before, Cell is empty, or Custom formula is (for example =$C2>100 to color a whole row), each with a formatting style.
Color scale — shade a range from low to high, with the minimum, midpoint and maximum set as a value, number, percent or percentile.

Sorting, filters and data tools

Everything here is in the Data menu.

Sort — Sort sheet or Sort range by the current column, A to Z or Z to A. Advanced range sorting options sorts by several columns and skips a header row.
Filter — Create a filter adds a filter button to each header. From it you can sort A → Z or Z → A, Filter by condition (including a custom formula) or Filter by values. A filter is shared: everyone sees the same rows hidden.
Filter views — Create new filter view, or Save as filter view to keep the current filter. A filter view has a name and a range and is saved with the spreadsheet, so anyone can pick it from Data ▸ Filter views — but opening one only changes what you see; everyone else keeps working with all the rows. While a view is open, a dark bar across the top lets you rename it, change its range, duplicate it, delete it or close it, and each header's filter button filters by condition or values within the view. Sort A → Z / Z → A inside a view sorts only what you see — the data itself never moves for anyone else. Sorting another column makes it the main sort and keeps the earlier ones as tie-breakers; the bar shows the current order ("Sorted by B Z→A, then A A→Z") with a button to clear it. Row numbers keep showing each row's real number, and anything you type goes into that real row. While a view is sorted, actions that need a solid block of rows — merging, filling, inserting or deleting rows, cutting, or moving rows — only work on rows that are still next to each other.
Data validation — limit a cell to a Dropdown (items you type, or Dropdown (from a range)), a Checkbox (optionally with your own checked and unchecked values), a date, a number, text rules such as Text is valid email or Text is valid URL, or Custom formula is. Dropdowns show as a Chip, an Arrow or Plain text. If the data is invalid, choose Show a warning or Reject the input.
Named ranges — give a range a name and use it in formulas, like =SUM(Budget).
Protect sheets and ranges — protect a range or a whole sheet (with exceptions). Either show a warning when editing this range, or restrict who can edit this range to Only you or a Custom list of people. The spreadsheet owner can always edit.
Randomize range, Column stats, Data cleanup ▸ Remove duplicates (choose which columns count), Data cleanup ▸ Trim whitespace, and Split text to columns (by comma, semicolon, period, space, a custom separator, or detected automatically).
Data cleanup ▸ Cleanup suggestions finds extra spaces, inconsistent capitalization, numbers stored as text, mixed date formats and duplicate rows, each with a one-click fix — see Cleanup suggestions.
Named functions, Add a slicer and Format ▸ Convert to table have their own page: Spreadsheets: tables, slicers and timelines.
Find and replace (Ctrl+H) — search All sheets, This sheet or a Specific range, with Match case, Match entire cell contents, Search using regular expressions and Also search within formulas. Ctrl+F opens a quick find bar.

Explore

Select some data and click the round Explore button at the bottom right of the grid, or choose Tools ▸ Explore. With a single cell selected, Explore uses the block of data around it.

Answers shows quick facts for each column — totals, averages, lowest and highest values, dates covered, the most common entries — and a question box. Type things like "sum of sales by region", "average price where category is Books", "top 5 products by revenue" or "how many orders are shipped". Column names don't have to match exactly. Each answer shows the formula it used, and Insert formula puts that formula in a cell you choose, so the answer stays up to date.
Analysis suggests charts and pivot tables that fit your data — a line chart for values over time, columns for categories, a pie for a few parts of a whole — with a preview. One click adds the chart next to your data or the pivot table on a new sheet.
Formatting offers alternating-color themes and a bold header row.

On large sheets, suggestions are based on the first rows and say so; answers and anything you insert always use all rows. Viewers can explore but can't insert. Everything Explore adds can be undone. Explore works without AI.

Pivot tables

Insert ▸ Pivot table summarizes a table: choose the data range and where to put the pivot table, then pick the Rows, Columns and Values and add Filters. Values can be summarized by SUM, COUNTA, COUNT, COUNTUNIQUE, AVERAGE, MAX, MIN, MEDIAN, PRODUCT, STDEV, STDEVP, VAR or VARP, and rows and columns can be ordered ascending or descending. The pivot table updates automatically when its source data changes. Click inside one and use Data ▸ Edit pivot table to change it.

To use a pivot table's numbers in a formula elsewhere, GETPIVOTDATA picks out one value by its row and column headings — for example =GETPIVOTDATA("SUM of Sales", A1, "Region", "East") returns the East total from the pivot table that starts at A1. Slicers can filter pivot tables too — see Slicers.

Charts

Insert ▸ Chart (or the chart button on the toolbar) adds a chart for the selected data. The chart types, grouped as in the chart editor's picker:

Group	Chart types
Line	Line
Area	Area, Stacked area, 100% stacked area, Stepped area, Stacked stepped area, 100% stacked stepped area
Column	Column, Stacked column, 100% stacked column
Bar	Bar, Stacked bar, 100% stacked bar
Pie	Pie, Donut, 3D pie
Scatter	Scatter, Bubble
Map	Geo chart, Geo chart with markers
Other	Combo, Histogram, Waterfall, Radar, Candlestick, Organizational chart, Tree map, Timeline, Gauge, Scorecard, Table chart

The chart editor has two tabs. Setup sets the chart type, the data range, Switch rows / columns and the series. Customize sets the chart style and background color, chart and axis titles, the legend position, series and pie-slice colors, gridlines and axes, and options for the chart type you picked, such as a histogram's bucket size. Like Google Sheets, charts leave out rows and columns that are hidden or filtered away unless you tick Include hidden and filtered data. Drag a chart to move it, drag its corner to resize, and double-click it to edit. Charts update as the data changes.

For a tiny chart inside a single cell, use the SPARKLINE function.

Macros

Tools ▸ Macros ▸ Record macro captures what you do next. Save it with a name and, if you like, a shortcut — Ctrl+Alt+Shift+1 to 9. Run it again from Tools ▸ Macros or its shortcut: it replays on the sheet you're on, as a single step you can undo. Manage macros renames them, changes their shortcuts and removes them. Macros are for editors.

Importing and exporting

File ▸ Import takes an Excel workbook (.xlsx), OpenDocument spreadsheet (.ods), or a CSV, TSV or text file — uploaded from your device or chosen from Documents. Then pick where it goes: Create new spreadsheet, Insert new sheet(s), Replace spreadsheet, Replace current sheet or Append to current sheet. Old Excel 97-2003 (.xls) files can't be opened — save them as .xlsx first.

File ▸ Download saves:

Format	What you get
Microsoft Excel (.xlsx)	The whole spreadsheet, every sheet — for Excel, Numbers or Google Sheets.
OpenDocument (.ods)	The whole spreadsheet, for LibreOffice and other OpenDocument apps.
PDF (.pdf)	A real PDF of the current sheet. Use Print for more choices. Text in any language comes out right because the fonts are embedded in the file: accents, Greek, Cyrillic, Chinese and so on are real, selectable text, and scripts that join or combine letters — Arabic, Hindi and other Indic scripts, Thai, Khmer, Myanmar, pointed Hebrew — and emoji are included as a sharp picture of the text, so they look right but can't be selected.
Web page (.html)	The current sheet as a web page.
Comma-separated values (.csv) / Tab-separated values (.tsv)	The current sheet's values, for any other app or database.

Charts, images and drawings are included as pictures in PDF, Excel and web page downloads.

File ▸ Print (Ctrl+P) opens Print settings: print the selected cells, the current sheet or the whole workbook (all visible sheets); choose the paper size (Letter, A4, Legal or Tabloid), portrait or landscape, the scale (Normal (100%), Fit to width, Fit to height or Fit to page) and margins; show gridlines or notes, repeat frozen rows on every page, and add page numbers, the spreadsheet title, the sheet name or the current date. Then choose Print, or Download PDF to save a PDF with exactly those settings.

File ▸ Email ▸ Email this file exports the spreadsheet as Excel, OpenDocument, PDF, a web page or CSV and attaches it to a new SingleSign Mail message, where you can review it before sending. Email collaborators opens a new message addressed to the people working on the spreadsheet, with a link to it.

Opening files from Mail and Documents

From an email. Excel (.xlsx), OpenDocument (.ods), CSV and TSV attachments have an Open in Spreadsheets button next to them (Word and text files get Open in Writer). It makes a Spreadsheets copy in your Documents and opens it — the original attachment isn't changed, and Undo in the message that appears moves the copy to the trash. Ctrl+click (⌘-click on a Mac) saves the copy without leaving your email.
From Documents. Uploaded spreadsheet files have Open with Spreadsheets in their menu and in the preview. The copy is saved next to the original (files from Email attachments or Shared with me go into My files).

Spreadsheet settings

File ▸ Settings (also Tools ▸ Spreadsheet settings) has two tabs:

General — the locale (how dates and numbers are typed and shown) and the time zone (used by NOW() and TODAY()).
Calculation — how often NOW, TODAY, RAND and RANDBETWEEN update (On change, On change and every minute or On change and every hour), and iterative calculation, which lets formulas with circular references recalculate until the result settles (up to 1,000 iterations, with a threshold you choose).

Only editors can change these settings.

Tools ▸ Notification settings chooses the emails you get about this spreadsheet — for comments, and when changes are made (right away or as a daily digest). See Notification settings.

Data from the web, finance and AI

Some functions bring data into the sheet from outside it. While their data is on its way, the cell shows #N/A with "Loading…"; if it can't be loaded, #N/A with the reason — hover over the cell to read it. They load for people who are signed in to SingleSign. Data ▸ Refresh web data fetches everything again now.

Pulling in data from another spreadsheet

IMPORTRANGE reads a range from another SingleSign spreadsheet you can open — paste its link or its ID as the first argument, for example =IMPORTRANGE("paste the link here", "Sheet1!A1:C10"). The first time, the cell asks you to Allow access; once someone who can open the other spreadsheet allows it, the data loads.

Just like in Google Sheets, the imported values are then shown to everyone who can view your spreadsheet — including people who can't open the spreadsheet the data comes from. Only the range you asked for is shared this way, and it's kept up to date whenever someone with access to the source has your spreadsheet open (at most every 5 minutes). If that access is taken away, the imported values are cleared.

Web pages, files and feeds

Function	What it imports
`IMPORTXML(url, xpath_query)`	Anything an XPath query picks out of an XML or HTML page — for example every link: `=IMPORTXML("https://example.com", "//a/@href")`.
`IMPORTHTML(url, "table" or "list", index)`	A table or list from a web page, by its position on the page (1 is the first).
`IMPORTDATA(url)`	A `.csv` or `.tsv` file, with an optional delimiter.
`IMPORTFEED(url, [query], [headers], [num_items])`	An RSS or Atom feed — `"items"` for a table of the latest items, `"feed title"` and similar for one detail.

A few things to know:

The address must start with http:// or https:// and be a public website — addresses on private networks are refused. Pages that take longer than 10 seconds or are larger than 5 MB aren't loaded.
Results are kept for an hour and refreshed about every hour while the spreadsheet is open.
Each mailbox can make up to 200 web fetches an hour. Data that's already been fetched doesn't count again.

Stock and currency prices: GOOGLEFINANCE

=GOOGLEFINANCE(ticker, [attribute], [start_date], [end_date|num_days], [interval]) gets a current price or a price history — =GOOGLEFINANCE("NASDAQ:GOOG") for the latest price, or a start and end date for a table of dates and closing prices. Currency pairs work too: =GOOGLEFINANCE("CURRENCY:USDEUR"). Quotes refresh every 15 minutes.

Market data comes from a data provider, so whether GOOGLEFINANCE works depends on your organization's setup. If no provider is available, the cell shows #N/A explaining that finance data isn't available. Some attributes — such as market cap, P/E ratio, earnings per share, beta and average volume — aren't published by the provider and show #N/A too.

AI and translation

AI(), GOOGLETRANSLATE and DETECTLANGUAGE are covered, with Help me organize and Help me with formulas, in AI features.

Keyboard shortcuts

Press Ctrl+/ in Spreadsheets to see and search all of them, or Alt+/ to search the menus. On a Mac, use ⌘ for Ctrl and ⌥ Option for Alt.

Action	Shortcut
Move to the edge of the data	Ctrl+Arrow keys
Extend the selection	Shift+Arrow keys
Beginning / end of the row	Home / End
Beginning of the sheet / end of the data	Ctrl+Home / Ctrl+End
Page down / up	Page Down / Page Up
Next / previous sheet	Alt+Page Down / Alt+Page Up
Move right / down after typing	Tab / Enter (add Shift to go back)
Select column / row / all	Ctrl+Space / Shift+Space / Ctrl+A
Edit the active cell	F2 or Enter
Toggle absolute / relative references	F4
Fill down / right / fill the selection	Ctrl+D / Ctrl+R / Ctrl+Enter
Undo / Redo	Ctrl+Z / Ctrl+Y or Ctrl+Shift+Z
Paste values only	Ctrl+Shift+V
Find / Find and replace	Ctrl+F / Ctrl+H
Insert link	Ctrl+K
Insert date / time	Ctrl+; / Ctrl+Shift+;
Show formulas	Ctrl+`
Insert / edit note	Shift+F2
Insert comment	Ctrl+Alt+M
Bold / Italic / Underline	Ctrl+B / Ctrl+I / Ctrl+U
Strikethrough	Alt+Shift+5
Align left / center / right	Ctrl+Shift+L / E / R
Number / time / date / currency / percent / scientific format	Ctrl+Shift+1 … 6
Outer border / remove borders	Alt+Shift+7 / Alt+Shift+6
Clear formatting	Ctrl+\
Insert / delete rows, columns or cells	Ctrl+Alt+= / Ctrl+Alt+-
Hide rows / columns	Ctrl+Alt+9 / Ctrl+Alt+0
Unhide rows / columns	Ctrl+Shift+9 / Ctrl+Shift+0
Group / ungroup	Alt+Shift+Right / Alt+Shift+Left
Run a macro	Ctrl+Alt+Shift+1 … 9
Print	Ctrl+P
Open	Ctrl+O

What Spreadsheets doesn't do

A few Google Sheets features aren't part of Spreadsheets: Connected Sheets and Google's public add-on Marketplace. Explore is available, and so are Apps Script and add-ons you or your organization publish — see Apps Script: automate Writer and Spreadsheets. For repeating steps without code, record a macro.