Digitise your business for free (Chapter 4)
An uncomfortable truth
Technology exposes what was previously hidden. Business data only "exists" once it's documented digitally. Until then, it's just something rattling around in your head or scattered across bits of paper.
Step 1: The interface
Cells work with unique coordinates, like Battleship: columns (A, B, C...) and rows (1, 2, 3...). B2 means column B, row 2.
Capacity:
- Sheets: up to 18,278 columns and 10 million cells distributed across them (the more columns, the fewer rows).
- Excel: around the same number of columns but 1,048,576 rows.
Ranges: multiple cells selected at once. Written as A1:A10 or A1:C1.
Types:
- Relative: change when you move them (
A1:A3becomesA2:A4). - Absolute:
$A$1:$A$10stay fixed. - Mixed:
$A1(column fixed, row moves) orA$1(the other way round).
References: one cell "calls" another using =. Type =A1 to show the value, not the text.
Step 2: The menus
- File - create, save, export, share, print.
- Edit - undo, redo, copy, cut, paste, find and replace.
- View - freeze rows/columns, zoom, hide, comments.
- Insert - rows, columns, charts, tables, functions, images, links.
- Format - colours, styles, alignment, number formatting.
- Data - sort, filter, validation, split text into columns.
- Tools - sheet protection, script editor, add-ons.
- Help - shortcuts, documentation.
Step 3: How it works
Standard mode and formula mode
- Standard mode: text and numbers displayed as is.
- Formula mode: switched on with
=(maths operations or functions).
Operators: + - * / follow normal maths order (brackets first).
Pre-built functions
=SUM(A1:B1),=AVERAGE(A:A),=MAX(),=MIN().
IF statements =IF()
=IF(A1="hello"; "It's a greeting"; "Not a greeting")
Structure: =IF(condition; if_true; if_false) - semicolon separator.
Nesting:
=IF(A1="hello"; "It's a greeting"; IF(A1="goodbye"; "It's a farewell"; "Neither greeting nor farewell"))
Step 4: Basic function dictionary
Simple: SUM, AVERAGE, MIN, MAX, COUNT. Logical: IF, AND, OR. Text: CONCAT, LEN, UPPER, LOWER. Date/time: TODAY, NOW, DATEDIF. Lookup: VLOOKUP, HLOOKUP. Advanced maths: ROUND, INT.
Key examples:
=VLOOKUP("Product1"; A1:B10; 2; FALSE)=DATEDIF(A1; B1; "D")=ROUND(A1; 2)
Step 5: Types of errors
| Error | What it means | How to fix it |
|---|---|---|
| #DIV/0! | Division by zero or empty cell | =IF(B1=0; "Cannot divide"; A1/B1) |
| #VALUE! | Incompatible data types | Check your references |
| #NAME? | Function misspelled or invalid range | Check spelling and quotation marks |
| #REF! | You've deleted the cell being referenced | Correct it or press Ctrl+Z |
| #N/A | VLOOKUP or HLOOKUP can't find it | =IFERROR(VLOOKUP(...); "Not found") |
| #NUM! | Invalid calculation | Check your range first |
| #NULL! | Wrong operator (space instead of semicolon) | Use the correct separator |
| #CALC! (Sheets) | Formula won't calculate | Break it into smaller steps |
Tips: use IFERROR, check what you're putting in, split complex formulas into pieces.
Wrapping up
Spreadsheets are built to make your life easier. Start small, let yourself make mistakes, and treat Ctrl+Z like your best friend.
CTAs
- Inline form (Name + Email + policy)
- "Book my call"
- Related courses: Google Sheets, Apps Script
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