The Digital Technology Expert‘s Guide to Converting Excel to Google Sheets

As a digital technology professional who has worked with spreadsheets for over 15 years, I‘ve seen firsthand how the landscape has shifted from traditional desktop programs like Microsoft Excel to cloud-based platforms like Google Sheets. More and more businesses are realizing the benefits of collaborating in real-time, accessing files from anywhere, and seamlessly integrating spreadsheets into automated workflows using Google Workspace apps.

In fact, Google Workspace now has over 3 billion users worldwide, and Google Sheets is quickly catching up to Excel in terms of functionality and popularity. According to a recent study by Finances Online, 41% of organizations used Google Workspace apps as of 2022, up from 33% the previous year.

If you‘re considering making the switch from Excel to Google Sheets, or just want to know how to work with Excel files in Sheets, this comprehensive guide will walk you through everything you need to know. I‘ll cover the key benefits of Google Sheets, the step-by-step process for converting files, supported and unsupported features, and tips and best practices to get the most out of Sheets. Let‘s dive in!

Advantages of Google Sheets for Business and Collaboration

Before we get into the technical details of converting files, it‘s important to understand why you might want to switch to Google Sheets in the first place. As a cloud-based spreadsheet application, Sheets offers several compelling benefits over desktop programs like Excel:

1. Real-time collaboration – Sheets was built from the ground up for seamless collaboration. Multiple people can work together on the same spreadsheet at the same time, seeing each other‘s changes instantly. This eliminates the need to email files back and forth and keeps everyone on the same page.

2. Cloud-based access – Because Sheets files are stored in Google Drive, they can be accessed from any device with an internet connection. This makes it easy to work on spreadsheets from your laptop, tablet, or phone, without having to worry about copying files or version control.

3. Integration with other Google apps – Sheets integrates seamlessly with other apps in the Google Workspace suite, like Docs, Slides, and Forms. You can easily import data from Forms responses into Sheets, or embed charts and tables from Sheets into Docs and Slides.

4. Automatic saving and version history – Sheets automatically saves your work as you go, so you never have to worry about losing progress. It also keeps a detailed version history, allowing you to see past changes and revert to previous versions if needed.

5. Lower cost – Google Sheets is included with a Google account, which is free for individuals. For businesses, Google Workspace plans start at just $6 per user per month, which is often more affordable than Microsoft 365 subscriptions.

Of course, Excel still has its place, particularly for complex financial modeling and data analysis. But for most business use cases, Google Sheets offers a compelling alternative that can streamline collaboration and make your data more accessible.

Step-by-Step Guide: Converting an Excel File to Google Sheets

Now that you know the benefits of Google Sheets, let‘s walk through the process of converting an existing Excel file into the Sheets format:

Step 1: Check the Excel File Format

Google Sheets can open and convert most Excel file formats, but it‘s a good idea to check your file type before uploading. Sheets supports the following Excel formats:

• .xls (Excel 97-2003)
• .xlsx (Excel 2007 or later)
• .xlsm (Excel 2007 or later, with macros)
• .xlt (Excel 97-2003 template)
• .xltx (Excel 2007 or later template)
• .xltm (Excel 2007 or later macro-enabled template)
• .ods (OpenDocument Spreadsheet)
• .csv (Comma Separated Values)
• .tsv (Tab Separated Values)

To check your file format, look at the file extension at the end of the file name (e.g. "Budget.xlsx" or "SalesData.xls"). As long as you see one of the supported formats above, you can move on to the next step.

Step 2: Upload the Excel File to Google Drive

To convert an Excel file to Google Sheets, you first need to upload it to Google Drive. Here‘s how:

1. Go to drive.google.com and log in with your Google account.
2. Click the "New" button in the top left corner and select "File upload".
3. Find the Excel file on your computer and double-click it to start uploading.
4. Wait for the upload to finish. You should see the Excel file appear in your Drive file list.

Alternatively, you can drag and drop the Excel file directly from your computer into the Drive window to upload it.

Step 3: Open the Excel File with Google Sheets

Now that your Excel file is in Google Drive, you can open it as a Google Sheets spreadsheet:

1. Find the Excel file in your Drive file list and double-click it to open a preview.
2. At the top of the preview, click "Open with Google Sheets".
3. Sheets will now convert your Excel file to the Google Sheets format. Depending on the size and complexity of your file, this may take a few moments.
4. Once the conversion is finished, your spreadsheet will open in a new browser tab, ready for editing in Google Sheets.

That‘s it! Your Excel spreadsheet is now a fully-functional Google Sheets file. Any changes you make will be saved automatically to Drive.

Step 4: Review and Adjust Formatting (If Needed)

In most cases, Google Sheets will preserve the formatting and layout of your Excel file during the conversion process. However, some elements may not translate perfectly, so it‘s a good idea to review your spreadsheet and make any necessary adjustments.

Here are a few common formatting issues to look out for:

• Merged cells – Sheets supports merged cells, but the merge may not always line up exactly like it did in Excel. You may need to re-merge some cells or adjust column widths.
• Conditional formatting – Sheets supports basic conditional formatting rules, but more complex rules (like formula-based rules) may not convert. You may need to recreate these rules in Sheets.
• Charts and graphs – Basic charts and graphs should convert fine, but more advanced or custom charts may not translate perfectly. Be sure to check that your charts look the way you expect.
• Pivot Tables – Sheets supports pivot tables, but the layout and formatting may be slightly different than Excel. You may need to tweak the design to get it looking just right.
• Macros and scripts – Unfortunately, Google Sheets does not support Excel macros or VBA scripts. If your spreadsheet relies heavily on macros, you may need to find an alternative solution in Sheets.

Overall, the conversion process from Excel to Sheets is quite smooth, and most standard formatting and formulas will come through just fine. Just be aware that you may need to spend a few minutes tweaking the design to get it pixel-perfect.

Working with Large Datasets in Google Sheets

If you‘re working with particularly large or complex datasets, there are a few things to keep in mind when converting to Google Sheets.

First, Sheets has a limit of 5 million cells per spreadsheet. If your Excel file exceeds this limit, you may need to split it into multiple spreadsheets or reduce the data size before converting.

In terms of performance, Google Sheets can handle large datasets quite well, thanks to its cloud-based architecture. However, you may notice some slowdown with very large files (think hundreds of thousands of rows), particularly when running complex formulas or pivot tables. In these cases, it‘s a good idea to use Sheets‘ built-in filters and data validation tools to work with subsets of your data, rather than trying to manipulate the entire dataset at once.

It‘s also important to note that Google Sheets has a maximum file size of 10 GB. If your Excel file is larger than this, you‘ll need to reduce the file size before uploading to Drive. One way to do this is to save the file as a .csv or .tsv file, which will remove any formatting and reduce the file size significantly. You can then upload the .csv or .tsv file and convert it to Sheets.

Collaboration and Sharing in Google Sheets

One of the standout features of Google Sheets is its collaboration capabilities. Because Sheets files are stored in the cloud and accessed through a web browser, it‘s easy to invite others to view or edit your spreadsheets in real-time. Here‘s how it works:

1. Open the Google Sheets file you want to share.
2. Click the "Share" button in the top right corner.
3. Enter the email addresses of the people you want to share with, or click "Get shareable link" to copy a link you can send to anyone.
4. Choose the level of access you want to grant: "View", "Comment", or "Edit".
5. Click "Send" to share the file.

When you share a Sheets file, everyone with access can work on the spreadsheet at the same time. You‘ll see other people‘s cursors in the spreadsheet, and changes will be saved automatically. You can also use the built-in chat feature to discuss changes and leave comments directly in the spreadsheet.

It‘s important to understand the difference between sharing a Sheets file and publishing it:

• When you share a Sheets file, you‘re giving specific people access to view or edit the spreadsheet. Only people with the link or explicit permission can access it.
• When you publish a Sheets file, you‘re making it available to anyone on the internet. The file will have a public URL that anyone can use to view the spreadsheet, but they won‘t be able to edit it.

To publish a Sheets file, go to "File > Publish to the web" and choose your settings. Keep in mind that once a file is published, anyone with the link can view it, so be careful about publishing sensitive data.

Tips and Best Practices for Using Google Sheets

To wrap up, here are some tips and best practices to help you get the most out of Google Sheets:

1. Use keyboard shortcuts – Sheets has dozens of built-in keyboard shortcuts that can help you work faster. Press Ctrl + / (Windows) or Cmd + / (Mac) to see a full list of shortcuts.

2. Organize your data with named ranges – Named ranges let you give a meaningful name to a group of cells, making formulas easier to read and maintain. To create a named range, select the cells you want to name, then go to "Data > Named ranges" and enter a name.

3. Use data validation to prevent errors – Data validation lets you set rules for what kind of data can be entered in a cell. For example, you can require that a cell contain only numbers, or that it be within a certain range. This can help prevent typos and other data entry errors.

4. Explore Sheets add-ons – Sheets has a wide variety of add-ons that can extend its functionality. From advanced formatting tools to data analysis plugins, there‘s an add-on for just about everything. To browse add-ons, go to "Extensions > Add-ons" and search the gallery.

5. Use version history to track changes – Sheets automatically saves a version history of your spreadsheet, so you can see past changes and revert to previous versions if needed. To access version history, go to "File > Version history > See version history".

6. Collaborate effectively with comments and suggestions – When working with others in Sheets, use comments and suggestions to communicate changes and feedback. To leave a comment, right-click a cell and select "Comment". To suggest an edit, go to "Insert > Comment" and select "Suggest changes".

7. Use the mobile apps for on-the-go access – Google Sheets has mobile apps for iOS and Android that let you view and edit your spreadsheets from your phone or tablet. The apps have most of the same functionality as the web version, so you can stay productive even when you‘re away from your computer.

The Future of Cloud-Based Spreadsheets

As businesses continue to shift toward cloud-based tools and remote work, it‘s clear that platforms like Google Sheets will only become more essential. With its real-time collaboration, powerful features, and seamless integration with other tools, Sheets is well-positioned to meet the needs of modern teams.

Looking ahead, I expect we‘ll see even more advanced features and integrations from Google Sheets. For example, Google recently introduced connected sheets, which allow you to analyze billions of rows of BigQuery data directly in Sheets. We may also see more AI-powered features like smart fill, which uses machine learning to automatically detect patterns and autocomplete data.

At the same time, I believe we‘ll see a continued focus on simplicity and ease of use. One of the strengths of Google Sheets is that it‘s accessible to users of all skill levels, from spreadsheet novices to power users. As the platform evolves, it will be important to maintain that simplicity while still adding advanced features for those who need them.

Ultimately, the future of spreadsheets is in the cloud, and Google Sheets is leading the way. Whether you‘re a small business owner, a data analyst, or just someone who needs to crunch some numbers, Sheets offers a powerful and flexible platform for all your spreadsheet needs.

Mark Lagrange is a digital technology expert with over 15 years of experience working with cloud-based tools and platforms. He has a degree in computer science and has worked as a data analyst, IT consultant, and software engineer for companies in a variety of industries. In his spare time, he enjoys tinkering with new technologies and sharing his knowledge with others.