Spreadsheet Basics

Adding Sheets

To add a new sheet to your Spreadsheet outline, click Add Before or Add After at the top of the document outline panel. You can add up to 300 sheets to one Spreadsheet document. If you need to create a new Spreadsheet document, see Creating and Importing Spreadsheets.

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You can move a sheet in or out a level using the Promote or Demote button at the top of the Document Outline panel. You can also move it up or down a level in the outline with the Move Up or Move Down buttons.

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Changing Spreadsheet Permissions

After adding a sheet to a document, you can change permissions for an individual sheet. Right-click the sheet in the Document Outline and choose Sheet Permissions.

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There are three types of permission:

  • Owners have full rights to the document and can manage permissions

  • Editors can make changes

  • Viewers can look at a Spreadsheet, but can’t make any changes permanently

The Permissions editor shows who has access to the sheet. Search for names or scroll down the list to find them. Use the Filter button to see who has access by permission level.

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Find the user and click the permission level next to their name to give them that permission. To remove permission, hover over a name and click the X that appears on the right.

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Formatting Text

In Spreadsheets, the cell and text formatting options are in the Edit tab. From there, you can format text, select cell alignment, and change number options. You can also insert or remove rows and columns, as well as lock cells from this tab.

Using Colors

Select a color from the Background Color selector. If you'd like to use a color that is not in the color selector, enter the six digit hexadecimal code for that color in the field at the bottom of the color selector. These colors will be saved at the bottom of the color selection menu.

Changing Value Settings

Select a value formatting type for a cell to automatically use that format each time you enter data in the sheet. Cells are set to Auto by default, but entering a currency symbol or comma separator will change the formatting to Accounting.

Using Entered In and Shown In

You can adjust the precision of numbers in your Spreadsheet using the Entered In and Shown In options. Highlight a cell or range, then go to the Edit tab and select an option for Entered In to scale the values you enter or Shown In to define how to display the values. The displayed value of a cell may change based on these selections, but the exact value of the cell remains.

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Using Period Format and Display Options

You can choose how to display numbers in your Spreadsheet using the Period Display options in the cell Properties panel. This allows you to use the proper ISO format for XBRL, which is PnYnMnD. For example, if the life left in a building is 5.7 years, the ISO format is P5Y7M12D. To display that number as the more common 5.7 decimal number, use the Period Display options.

For more information about formatting decimals for XBRL, see Formatting Time Period Links - ISO Codes.

To change the period format, make sure you format the cell or range as Period from the Edit menu. Then select the cell or range and open the Properties panel on the right by clicking the gear icon.

Click Formats and click the Display drop-down to open the menu. Select an option to format the period placement. The cell value changes to the period format you select, but the exact value of the cell remains.

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Sorting Data

You can sort data in one column or for the entire table using the Sort feature from the Data tab. Select a column or data range to sort and click Sort from the Data tab.

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For a data range, specify if the range includes a header row or not, select which column you want to sort, and how you want the data sorted. Then click Sort.

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Hiding Rows and Columns

You can hide rows or columns so they remain in your document, but are not visible.

Click the header for the column or row you'd like to hide to select the entire column or row. You can select consecutive columns or rows by holding Shift and clicking a column or row header. You can also select a group of rows or columns by dragging your mouse over them.

After making a selection, go to the Edit tab and click Hide. Then select Hide Columns or Hide Rows.

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Viewing Overlays

You can view locked cells, value formatting, or how numbers are entered and shown for your data at a glance using the Overlays feature in the View tab.

Click Overlay from the View tab to open the Overlay Legend tab in the right-hand panel. Click the arrow next to Overlay Legend to open the drop-down menu where you can select the type of overlay you want to view, as well as see a legend for the selected view.

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Freezing Columns or Rows

Freeze locks one or more columns or rows in place while the rest of the Spreadsheet is free to scroll. This feature is especially useful when working with large spreadsheets so you can scroll horizontally or vertically to compare data in different columns or rows.

Freezing Columns

  • Selecting a column freezes it and all columns to the left of the selection.

  • Selecting the top cell in a column freezes the column to the left, but not the column for the selected cell.

Freezing Rows

  • Selecting a row freezes the selected row and all rows above the selected row.

  • Selecting a cell deeper in the Spreadsheet freezes all rows above the selected cell and all columns to the left of the selected cell.

Click Freeze or Unfreeze on the View tab to turn this option on or off.

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Merging Cells

To merge cells in a Spreadsheet, select the cells you want you to merge, right-click, and select Merge Cells. You can choose to merge cells horizontally or vertically, merge them all together into one larger cell, or unmerge them.

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Exporting a Spreadsheet

You can also save a local copy of your Spreadsheet as a .csv or .xlsx if needed. Click Export, then choose the file type to save as.

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If exporting as .xlsx, the file will download to your default download location. When exporting a .csv file, choose whether to export one or all sheets and whether to include formulas. Then click Export to save to your default download location.

Accessing Home from Spreadsheets

When you are working in a spreadsheet, you have ongoing access to return to the Home Menu at any point. Simply hover over any of the icons on the vertical bar on the far left. This activates the drawer with all of the menu options available in Home.

Once you choose a menu option, the full Home interface will open and display all items for that tab.