Opening a new spreadsheet takes one click

You can create a spreadsheet in either Microsoft Excel or Google Sheets in seconds. Excel lives on your computer (or in the cloud through Microsoft 365), while Google Sheets lives entirely online and works in any web browser. Both start the same way: open the program, click "New" or "Create", and you have a blank grid ready to use.

The choice between them depends on where you work. If your workplace uses Microsoft Office, Excel is already installed. If you use a Gmail account or work for an organization that uses Google Workspace, Google Sheets is already available. You can also use both — they read each other's files, though some complex formulas may not transfer perfectly.

This guide covers both programs side by side, so you can follow whichever one you have open. The core steps are identical: you enter data into cells, organize it into columns and rows, and save the file so you can find it later.

Key Takeaways

  • Excel opens from your computer or through Microsoft 365 online; Google Sheets opens in any web browser after you sign into your Google account.
  • Data goes into cells — the boxes formed where columns (vertical) and rows (horizontal) meet — and each cell has an address like A1 or B3.
  • Column headers at the top (like "Name" or "Date") make it clear what information belongs in each column below.
  • Saving in Excel means clicking File and Save; in Google Sheets, your work saves automatically as you type.
  • Formatting — making text bold, adding colors, or adjusting column width — comes after you enter your data, not before.

Starting a new spreadsheet in Excel

Open Microsoft Excel on your computer or go to Office.com in your browser and sign in with your Microsoft account. On the home screen, you will see a grid of templates. Click the blank spreadsheet icon (usually labeled "Blank workbook") in the top left. A new spreadsheet opens when ready.

You are now looking at a grid of empty cells. The columns are labeled with letters (A, B, C, and so on across the top), and the rows are numbered (1, 2, 3, and so on down the left side). The cell in the top-left corner is A1. When you click any cell, it becomes highlighted, and you can type directly into it.

If you are using Excel on your computer, the file is not saved yet. You will need to save it yourself by pressing Ctrl+S (or Cmd+S on a Mac) or by clicking File, then Save. Give it a name and choose where to store it on your computer.

Starting a new spreadsheet in Google Sheets

Go to sheets.google.com in any web browser. If you are not signed into your Google account, sign in now. You will see a screen with recent spreadsheets and a "Create" button (usually a plus sign in a colored square). Click it, then select "Blank spreadsheet" from the menu.

A new spreadsheet opens in your browser. Like Excel, it has columns labeled with letters and rows labeled with numbers. The layout is identical. The main difference is that Google Sheets saves your work automatically as you type — you do not need to remember to save it yourself. At the top of the page, you will see "Untitled spreadsheet" in gray text. Click it to give your spreadsheet a name.

Entering data into cells

Click on any cell to select it. The cell will highlight with a blue border, and a cursor will appear inside. Type your information — a name, a number, a date, whatever you need. Press Enter or Tab to move to the next cell. Pressing Enter moves you down to the cell below; pressing Tab moves you to the right.

Start with column headers in row 1. If you are tracking household expenses, your first row might be: Date, Category, Amount, and Notes. Type "Date" in cell A1, press Tab, type "Category" in B1, press Tab, type "Amount" in C1, and so on. These headers tell anyone reading the spreadsheet what information belongs in each column.

After you finish the headers, press Enter to move to row 2 and begin entering your actual data. Each row becomes one record — one expense, one person, one transaction. Work left to right, top to bottom, the same way you read.

Organizing columns and rows

Once you have entered some data, you may notice that some columns are too narrow to display everything. In Excel, position your mouse on the line between two column letters at the top (between A and B, for example). The cursor will change to a resize arrow. Click and drag to the right to widen the column. In Google Sheets, the process is the same — find the line between column letters and drag.

You can also double-click that line to auto-fit the column width to whatever text is inside. This is faster than dragging if you have many columns. If you need to insert a new column in the middle of your data, right-click on a column letter and select "Insert 1 left" or "Insert 1 right" depending on where you want the new column to go.

Rows work the same way. If you need more space between rows or want to insert a row in the middle, right-click on a row number on the left side and choose to insert or delete. You can also select multiple rows or columns at once by clicking one, holding Shift, and clicking another.

Formatting to make data easier to read

Formatting means changing how your data looks — making text bold, adding background colors, or adjusting font size. Always enter all your data first, then format. Formatting does not change the data itself; it only changes how it appears on screen.

To format cells, select them first. Click on a cell, or click and drag to select multiple cells at once. In Excel, the formatting toolbar appears at the top with buttons for bold, italic, font size, and colors. In Google Sheets, the same buttons are in the toolbar. Click the bold button to make selected text bold, or click the paint bucket icon to add a background color.

A common first step is to make your header row stand out. Select the entire first row by clicking the row number "1" on the left side. Then click the bold button and add a background color. This makes it when ready clear which row contains the column names.

Saving and sharing your spreadsheet

In Excel on your computer, save by pressing Ctrl+S or clicking File, then Save. Choose a location on your computer and give the file a name. The file will be saved as an Excel file (.xlsx), which you can open anytime by double-clicking it.

In Google Sheets, your spreadsheet is saved automatically to your Google Drive. You do not need to do anything. If you want to read it as an Excel file to share with someone who does not use Google Sheets, click File, then read, then "Microsoft Excel (.xlsx)". The file will read to your computer.

To share a Google Sheets spreadsheet with others, click the "Share" button in the top right. Enter their email address, choose whether they can view, comment, or edit, and click Share. They will receive an email with a link to the spreadsheet. In Excel, you can share files by uploading them to OneDrive or by emailing the file directly.

Frequently Asked Questions

What is the difference between a column and a row?

Columns run vertically (up and down) and are labeled with letters: A, B, C, and so on. Rows run horizontally (left to right) and are labeled with numbers: 1, 2, 3, and so on. A cell is where a column and row meet — cell A1 is in column A, row 1.

Can I undo a mistake I just made?

Yes. In both Excel and Google Sheets, press Ctrl+Z (or Cmd+Z on a Mac) to undo your last action. You can press it multiple times to undo several actions in a row. To redo something you just undid, press Ctrl+Y.

How do I delete a column or row I no longer need?

Right-click on the column letter or row number you want to remove. A menu will appear with options including "Delete column" or "Delete row". Click the option you need. The column or row will disappear, and all data to the right or below will shift left or up to fill the space.

Can I use the same spreadsheet on my phone?

Google Sheets has a mobile app for iPhone and Android that lets you view and edit spreadsheets on your phone. Excel also has a mobile app. Both apps sync with the online version, so changes you make on your phone appear on your computer and vice versa.

What happens if two people try to edit the same spreadsheet at the same time?

In Google Sheets, multiple people can edit the same spreadsheet at the same time, and you will see their changes appear in real time. In Excel, if you are sharing through OneDrive or SharePoint, the same is true. If you email an Excel file to someone, only one person can edit it at a time — the other person will see a message saying the file is locked.