Freelancer Toolkit: Collaborating with Google Sheets | Declan Nishiyama | Skillshare

Freelancer Toolkit: Collaborating with Google Sheets

Declan Nishiyama, Sharing business skills with the community

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12 Lessons (18m)
    • 1. Introduction

      0:56
    • 2. Opening Sheets and How it's Different

      1:13
    • 3. Getting Familiar with Sheets

      2:14
    • 4. Adding Data to your Spreadsheet

      1:47
    • 5. Adding Formatting and Style to Data

      2:22
    • 6. Formulas and Logic

      1:56
    • 7. Sorting and Filtering

      1:08
    • 8. Conditional Formatting

      1:11
    • 9. Google Explore!

      1:00
    • 10. Sharing and Collaborating

      2:06
    • 11. Sharing Comments

      1:14
    • 12. Class Project

      1:12

About This Class

If you're a freelancer then you have a lot of information to remember and share. Well, you can organize and collaborate in Google Sheets! It is a free program from the great folks at Google that allows you to track information with your coworkers, clients and friends simultaneously! Take this class and find out how you can start to collaborate better and get amazing insights into your information.

Transcripts

1. Introduction: Hey, everyone. My name is Declan Nishiyama, and I'm an MBA candidate at Georgia Tech. In this class, I'm hoping to help you be the best at whatever it is you do by sharing with you an awesome free tool you cannot. You took it called Google Sheets. It has so many features that will help you organize your life. You can throw whatever data added that you want, and then you can simultaneously collaborate with your clients. Friends. Family is you. Filter, sword and uncover or track. That's most important to you. If you already familiar with spreadsheets, there still some really neat features that are. You need to check out the video on Google Explorer and collaborate. If you've never used a spreadsheet before, there's a lot to learn in this course, and I'll walk you through the entire process. I really want to stress how collaborative program is. So for the class Project world, one of the updating she some of our favorite things. Then you get to see the collaborative nature Google Sheets, as other students add to the information. By the end of this class, you'll know how to use Google sheets to work better, smarter and faster 2. Opening Sheets and How it's Different: alright, guys hope you're excited to get started with Google Sheets. Go ahead and go straight to it, so I go to Google Sheets sheets dot google dot com Toe log in and it will ask you to choose your Google account. We're gonna use my personal one if you don't have a Google account, it's really quick. Only takes a minute and you'll get free access to a ton of great products like Google Sheets. Google Drive, Google docks. There's even Google forms that I might do another class about later. Really good for getting feedback from people your consumers customers. So we're gonna make a new sheet. But these air the templates that Google Sheets has to. They've got monthly budget to do list on annual budget calendar schedule. Team roster. Wedding planner Travel plainer. So there's a There's a ton of options here, and you might be wondering like, Hey, I know there's like iPhone app certain, or Andrew adapts that I could use to do the same thing. But the thing that Google Sheets allows you to do is be a lot more flexible and customizable with how you enter your data and how you look at your data. So we're gonna go ahead and show you an example of that. I just clicked that to show a new sheet. 3. Getting Familiar with Sheets : there's a lot going on here. We'll just start in the top, left with a very easily. I'll just click up here. We're gonna dio sheet about business contacts. I was just put that in. Presenter, we got a name. Now, looking at the top, you've got a normal menu bar, and then here's like, kind of a formatting bar. So down here we have sharing options. You can make comments on cells because once you're sharing with people that can look at that and see it, you got some options for grass filtering. We're gonna go over that and then also some function. So the reason we want to do business contacts is because, you know, you probably have your contacts on your phone or maybe just written down somewhere. But this is going to be the best way to organize them and take advantage of, like, similarities or groupings, Um, and keep track of all the information to really want to know about your contacts. So in terms of the actual spreadsheet, that's this part right here. You got a formula bar will go over that a second, and then each of these little white boxes is called a cell. So this is where you import your data. You can put you can. I'm just having over impressing inner. It goes in the next line on and then maybe we can put in some numbers and you can see each one of these is a row, these numbers going on. So here's the fifth row, and then each one of these is a column. So just like in real life, the columns of vertical and the roads are gonna be horizontal. And so each one of these cells then has an address. So this is C six, and the cool thing about that is you can make a formula. So I'm just in this cell in a press equals and then click over here. And so it's not referencing a to and so now it's equal to a two. So let's say we had another one over here. Now we can do equals two plus a three. I'm just clicking on the used to pull him into the formula, and now we've got about the about the summation of the two. So it's just it's gonna be a really great way to take all your data and look at it quickly combine it. You're going to do whatever you want with it. And the easiest way to move around as either just to click on a cell or kind of use the arrow keys to move around. 4. Adding Data to your Spreadsheet: Now, we're gonna go ahead and start entering some real data. So whenever I look making a spreadsheet, I like to put my categories on the top, and then I like to put my data and below that, So we'll do first name these air business contacts. So we look at first name, last name, maybe you like your phone number, email address, And say what company they work for and what their job is. Maybe somehow another salary waken just Anderson data. She, my mom, my number of my beef and then email address and then company. Right now, I'm still in business school, so we can do, uh, Georgia Tech. And my job is a student, and my salary is zero. Okay, so this is one way to inter data, but a lot of times, the data is already available to us. Like on my phone from Google contacts. I can actually download a comma separated value file. So to see SV. So what I'm gonna do then is actually just go ahead and open one of these up upload. It's like to file from your computer, and there we go. So now this is some data entered before. And as you can see, you know, it's got the same kind of stuff. It's that first name, last name, job company email. It's on number salary. When I added another column, a date. So when I had it in the other spreadsheet, it was as a date. And now it's a number spreadsheets, always your funky thing where they say, like number of days since January 1st 1900. So I'll show you how to convert that in a second. 5. Adding Formatting and Style to Data: So now we can get onto formatting one of the quickest ways the format is using the toolbar that I should do before. So I'll say I wanna change this number $2. It's really easier. Just click on Look on the dollar sign, appear after that selected, I want to do all of it Also liked all these cells. And so the easy way to do that is to do like a controller command shift down. We'll select all those cells and then I hit it and it shows you those numbers and currency and I could do the same thing for a date. Met. Um, we'll do a different one. But this this 123 over here is the formats. And what we're gonna want to do is either a date or if you want to, you can do date time. That was a little too crazy. Uh, and then we can do more formats so I could go home or date and time for minutes on in layers. Like all this crazy stuff up here, I really just want the U. S. So let's apply that. So now you can see what year we met this person in once a year. Next thing I might want to do is you know, these salaries look a little difficult to understand you. There's a lot of numbers there. So what I'm gonna do is Inter one. That's round it so I can go over here. I right clicked on the column and then I can insert one left now. Got a new road, Let's say rounded salary. First thing we'll do is press equals round, and then we've got these three options that matches around. You can round up down, So I'm just gonna do normal round and I'll select salary. I didn't minus four. So we'll take off a lot of those values that shows you a preview appear, which is really great. So say I wanted to do minus three. It shows you that would be nice. Five minutes, four and then I just presented. So now you can see it's referencing that cell right there and is using negative four. So the cool thing about this is that I can apply this formula all these salaries so I could do that two ways. I can either copy and pasted in those cells or I can take this little box in the corner and drag it all the way down. So cool together around it. Salaries. Ah, and now maybe I don't want to see the original one so I can right click it and actually gotta hide column that's gone. And you can see these little options here. If you want to restore it, we hide it. 6. Formulas and Logic: in terms of editing data. There are some really cool things you can do, you know, like one example of a reason I've used a spreadsheet before is for mail. Merge was really cool. It allows you to send mass emails using data like this. So maybe I would send one, and I could send each email has a different address using these email addresses, and then it might mention their name. And it would send a different email, each person based on each one of these rows, so saying maybe I wanted to write their full name. Cool formula could be equals the first name and an open space. And second So that's pretty full. Have added that in, um and maybe I want to know the salaries on Lee of designers design. Well, I can do some logic there, so I'll say equals and I'll do was called if statement. So this statements really cool. It's got a few steps you can see here so I can do a logical expression. So if my designer, or if my job title is equal to designer, then first thing leaners, what what we do? If it's true, we'll do maybe the salary. And then the second part is if it's separating each of these with a comma. And if the values false, then we'll just enter a blank. So there we go. And so now we can see how this goes when we apply it to all these cells. And we're only looking at the salaries of the designers. And the reason I wanted to do that is to see, Hey, what's the average salary of these designers? And it's 94,000 just of these four. We look at the total group of people. The average is 76 have just started to sign years. He was 94 these are not real salaries of people. I just made these up. 7. Sorting and Filtering: Okay, now we'll get to the coolest part about place. What I really like about these programs is the ability to sort and filter. So the way we do that would've select our entire table, and then we'll go ahead and go to filter. So you see something changed here, right? You've got these little if it bold id our top, our title of each column and give us these little drop down arrows. So the cool thing about this is now I can sort from a to Z or by number so juicy day in this case. So now you've got the person who makes the most money all the way down to the person who makes the most minimal. And you could do it instead, maybe based on your net. So here's people in that in 2016 2015 May 14 all the way down to 2007 Another really cool thing you could do is go like, say, we just want to look at art directors and designers. You can go here, clear all the values and then click designing and it shows you just the designers or we could do the same for art directors and associate art directors. And it just says you're those people 8. Conditional Formatting: Okay, so let's go and clear that I will show you real quick. Conditional formatting Just select also everything conditional Formatting is really cool, cause like, you know, you're looking at these numbers, but it's kind of hard to see where the high ones are, where the lines are. So what we can do? He's got a format conditional formatting. And right now it's just looking at applying a single color, it all going to college scale, and we can do read toe white degree. So now you look at it. You can quickly see what are the low salaries and what are the high salaries really need toe Way to look at a ton of data and really analyze it quickly. We could do the same for your Met. Well, meaning simple color scale and in this case, would do you know, regular cool. And so now we can sort based on salary, and we can see the two conditional formatting together. Here's somebody you met recently that makes salary in the middle. And here's somebody you met a long time ago that makes a lot of money compared 9. Google Explore!: next, we're going to check out a really cool way to look at your data, and that is by using Google. Explore its down here in the bottom, right? You just click on it, and it brings up a lot of different ways to look at your data. So it's got different counts of jobs. There's harmony. Uh, senior art directors are directors. Designers is the highest five. It's got some pie charts on companies in C 31% works are getting New York Times. Here's your history, Graham of salaries. So it looks like we've got a lot of loans and diamonds. Not too many account of company you can keep on. Scrolling through here is kind of job. Another cool thing is that you can add some quick formatting, so on the tables it's really helpful to have something like that so close out and I can look at it. It's got on alternating color, so it allows you to go through the grows a lot easier. Highlights the top of the call 10. Sharing and Collaborating: Now we can go ahead and share this data with someone else. So the easiest way to do that, obviously, just click share right now says it's private only to me. What we're gonna do is get a share a bowl week. This is the way skill sharing likes to do and the easiest. So now link sharing is on. That means as soon as somebody has this lean thinking, anyone with the link can at it. And then we just talked with the link I don. And so now, if we wanted to send an email, uh, you know, we just send that link. Anybody who clicks on it is going to get taken to this bridge. So why don't we just try it out So we'll close out of everything. Open that file, Look to meet. And here we are, back in the switches. One really important thing to do when you're sharing it is you might want to look protecting. I'm gonna data protected sheets and ranges. Gonna add a sheet or range one attack. We're gonna say business on fact business contacts. And I think in this case, I'd rather just predict rain. So we're going to select it. You got a click here in the middle, and then we just highlight You can see it updating in the corner. Well, just I like all of our data. So now we can set permissions and you can either show warning or you can completely restrict it. It's a custom. So what I want to do is just show a warning. It's okay, people do it. But I'd rather than, um And now, if you look at it, if I wanted to change this so we'll just say, Don't show this again for five minutes. Impressive. The best thing about collaborating and cheats is that unlike Excel, multiple people can update the spreadsheet at the same time. You get to see each other selections and changes in real time. 11. Sharing Comments: one other neat thing you can do when you're gonna be sharing it when you're gonna be sharing a file with other people is add some comments. So I say we didn't have a salary for these two people. We could go to them. It gets a comment, comment and we're gonna add a comment. I think it only does it for once out of time, but we could say we need a for coming. So now you see the little top, right? Arrow? If you mouse over, it shows you the comment now, when we share it with other people, they could go to it and say, OK, we Teoh reply. And then you can resolve the common as well. And so it's gone on. If you didn't notice when we have the comment, it shows you in the bottom a little one. And then if you may also shows you where the Communists. So it is a good way to, you know, not modify the spreadsheet, but to still send, you know, important messages back and forth, and then even it's got like a whole, um, list of the comments over time so you can track what's been done and what's changed. So now you guys are ready to go ahead and start on the project, which I'll explain in the next video. 12. Class Project: Now we can get going on the class project where we're gonna be sharing information with other students in the class for the class project. You can either add in a new row on one of the existing sheets or you can open up a new sheet, rename it to whatever category you want. Add some column headers for information. Adan's and data that should be interested to include Make it look, make it look pretty nice. Lock the data that you've put in and then make it shareable and posted to the class page. Make sure you choose that anyone in the Lincoln at it if you could please add other people that aren't even in the skill share class to recommend them Teoh at update the spreadsheet as well. And now just go to the skill share page and post that screenshot with a short description as a class project. Really hope you guys like the class. Please let me know if you have any feedback for me.