A firm rule when using Google Sheets spreadsheets (or Excel)… you only input information ONCE! If you have a roster of students’ names, do not type them in again ever. You put the name into the spreadsheet ONCE. Only Put In Once in Google Sheets. Even if you need it on multiple sheets.
Tracking Across Sheets
Let’s say you have a spreadsheet where on each tab you are tracking different things about each student. Attendance on one sheet, behavior tracking on another, materials check out on a third. This requires each student’s name on each of the sheets.
Equals Sign
The easiest spreadsheet formula is simply an equals sign. When you want to have a value, such as a student’s name, a second time in the spreadsheet press the equals key in the cell you want the value to show up again.
Cell Reference
After the equals sign, click on the cell that contains the original value. This is known as cell referencing. You REFERENCE the cell instead of retyping the value.
Press ENTER after the cell reference.
Only Put In Once in Google Sheets
The advantage to using cell referencing is when you update the original value, any references will update.
Across Sheets
Even if you have multiple sheets in your spreadsheet you should only put in once in Google Sheets. On a different sheet type an equals sign and click on the original sheet.
=roster!A2
Absolute Cell Reference
ABSOLUTELY we only put information into a spreadsheet once. In the case of the roster there is a list of names in A2, A3, A4, etc… the next name moves.
But what if there was no “next.”
When the value is only in one place use ABSOLUTE CELL REFERENCING. This locks down the location to always be in the same place.
=sheet1!$A$1
The dollar sign locks down the row and column.
Keyboard Shortcut
Who doesn’t love a good keyboard shortcut?
Single click on the cell and press F4
The F4 key will automatically add the dollar signs for you. This is a huge time saver. If you are on a Mac you may need to hold down the Fn key to access the F4 key.
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