Recently, I spoke about Google Docs, now it’s time to have a look at anothe Big G’s product - Google Spreadsheets.
Though Google docs and Google Spreadsheets are available under same login, they are two different services in reality, which cannot be merged or as people often misunderstand you cannot embed Google spreadsheets into Google docs.
If people are working in group setting and need to deal with spreadsheets, then Google Spreadsheets has the potential to be extremely useful, especially if the group is spread in different locations geographically.
You can access Google Spreadsheets at docs.google.com , the same URL where Google docs can be found :).
Import and Export
To import into and/or export from Excel or any other standard .xls or .csv file, one needs to be logged into the system. If you are not logged in, you’ll be prompted to create an user id and login, or if you have a gmail account, you can use the same login credentials to login and start using Google Spreadsheets. With Google spreadsheets you can create or edit a spreadsheet on the web, and download it as an .xls or .csv file. All this can be done online, from any part of the world and any time of the day.
Share the Wealth
This is the actual strength of Google Spreadsheets and this is where it is very useful. You can invite other users by email to either view or edit your spreadsheet. This means you could share a spreadsheet with coworkers in your office to get their input on a test project. You could share a spreadsheet with a classroom and let the students input data. You could share the spreadsheet with yourself, so you can view and edit it across more than one computer, from more than one place.
Anyone who wishes to edit a spreadsheet must register for a Google account or should already have an account with Google. For security purposes Google Spreadsheets doesn’t let you change your email address, which ensures that there are no possibilities that someone ending up having to create two Google accounts and tampering the data without the original owners consent.
Multiple Users, All at Once
I personally have used this and tested with a couple of folks working simultaneously, editing or creating spreadsheets. Google Spreadsheet had no problem letting many people edit cells. However, if two people were editing exactly the same cell at the same time, whoever saved their changes last would overwrite the cell. This is one of the catch around Google spreadsheets, which means you’d need to keep this in mind as you work.
Collaborate and Discuss
Google Spreadsheets offers a handy built-in chat tool on the right-hand side of the screen, so you can discuss changes with anyone else who is accessing that spreadsheet at the moment. This helps mitigate the impact of the simultaneous cell editing issue.
Charts
You can create charts from Google Spreadsheets data. You can pick from a few basic types of charts, such as pie, bar, and scatter. You have only basic control over the chart appearance. You can’t choose custom colors for each area. The charts feature is also very slow on the computers I’ve tested.
Once you’ve created a chart, it is embedded within your spreadsheet. You can edit the chart, and you can save the chart itself as a png image for importing into other programs.
Upload a New Version
Google Spreadsheets seems to be geared towards sharing a spreadsheet, but maintaining a backup copy on the desktop. This is a wise course of action with experimental new software, anyway, but Google offers a handy Upload new version option on the file menu to facilitate doing just that. Spreadsheets also now supports versions, so it isn’t as risky to simply leave a document on the Web for editing and publishing.
Limitations
Still being in experimental stages it is but quite obvious that Google Spreadsheets has a lot more to improve and incorporate into the system.
Some of must have like copy and paste a spreadsheet from Google into Excel, is not available as a full feature yet, although we can export and import some spreadsheets the copy function is what I felt was more handy. This may be cause of formatting problems users might face as they tend to be on different OS’s, but Big G can always come up with algorithms to break this through. Another draw back is that there’s no way to directly embed content from a spreadsheet into a Google Docs document.
But best of all it’s free, so we, the users cannot really demand a lot and have to sit and wait for Google to come up with better versions as time goes by. I’m sure they definitely will come up with a lot of new features in the near future.
Google Spreadsheets is relative new, but it’s a useful tool for sharing small spreadsheets, and it has promise of getting even better.
You can access Google spread sheets at : http://docs.google.com/