You know what you want to do. Now, where did they hide the button?

You know Excel. You’ve built spreadsheets, sorted lists, written formulas, formatted reports, and probably rescued more than one coworker from a spreadsheet disaster. You know your way around rows and columns, and you can make a list of student information behave itself with just a few clicks.

Then a new administrator arrives.

“We’re going to use Google Sheets!”

You smile politely. You’re a team player, after all. You open Google Sheets, look at the screen, and wonder if you accidentally opened the wrong program.

Where is that button? Why does the menu look different? Is there a different way to freeze a row? And why, when you know exactly what you want to accomplish, does it suddenly feel as though you’ve never worked with a spreadsheet in your life?

Welcome to the world of translating your Excel skills into Google Sheets.

Good News: You Don’t Have to Start from Scratch

The good news is that Excel and Google Sheets share many of the same basic spreadsheet concepts. You already know how to organize information, sort and filter lists, use formulas, and format data. Those skills don’t disappear just because you open a different program.

The challenge is learning where the commands live, which keyboard shortcuts differ, and which features have different names or behave differently.

Think of it as learning a new office layout. You still know what you need, but you might have to ask where the supply cabinet is!

Handy Trick: Copy, Paste, and Keep Moving!

Before you spend an afternoon recreating a spreadsheet, try the simplest solution first: copy and paste!

If you already have data in Excel, you can often select the cells you need, copy them, open Google Sheets, and paste them into your spreadsheet. Your text, numbers, dates, and much of your basic formatting may transfer with them.

Have a supply inventory, staff directory, or list of office contacts? You may be able to move that information over in just a few clicks instead of starting with a blank sheet.

A few things to keep in mind:

• Basic data: Text, numbers, and dates can usually be copied and pasted without much trouble.
• Formatting: Many formatting choices will carry over, although some details may look different.
• Formulas: These may transfer, but check them carefully because some Excel functions behave differently in Google Sheets.
• Complex spreadsheets: Charts, macros, and advanced features may need extra attention.

Moving an entire workbook with several tabs? Another option is to upload the Excel file to Google Drive and open it with Google Sheets. Depending on your needs, you can work with the Excel file or convert it to Google Sheets format.

One important reminder for school offices: always follow your district’s approved procedures when transferring student or staff information. Test the results before relying on a spreadsheet for attendance, student records, or other important school business.

Is There a Translation Tool?

Now for the question you’ve probably been asking: Is there a tool that translates Excel commands into Google Sheets commands?

There isn’t one universal button that translates every feature, but you have several helpful options. Google’s official guide, Use both Excel and Sheets: Best practices, explains how to work between the two programs.

And because you already know what you want to accomplish, you don’t necessarily need to sit through an entire beginner’s tutorial. Sometimes you just need to know where a familiar command has moved.

For example, in Excel, you might use Freeze Panes to keep the top row visible while scrolling through a long list of students. In Google Sheets, you’ll find the corresponding option under View → Freeze.

Same goal. Different menu.

Need a dropdown list? You already understand the purpose of data validation. Want to highlight overdue items automatically? You’re familiar with conditional formatting. Need to sort a list or apply a filter? Much of what you know carries over.

The trick is connecting your existing knowledge to the new interface.

Keep a Spreadsheet Dictionary Nearby

That’s why I created the Excel vs. Google Sheets Reference Guide—a handy reference for school office professionals who are comfortable in Excel but need to work in Google Sheets.

Instead of searching through lengthy tutorials every time you forget where a command lives, you can consult a quick comparison and get back to work.

Download your reference guide here:

Excel vs. Google Sheets Reference Guide (PDF)

Keep it near your computer, save it to your digital reference folder, or print a copy for your desk. The goal is to spend less time hunting for buttons and more time getting the work done.

My Favorite Translation Trick: Just Ask!

When you can’t find a command, don’t spend twenty minutes clicking through every menu. Describe the task you want to accomplish and ask for the Google Sheets equivalent.

For example:

• “How do I freeze the top row in Google Sheets if I usually use Freeze Panes in Excel?”
• “What is the Google Sheets equivalent of Excel’s Text to Columns?”
• “How do I create a dropdown list in Google Sheets?”
• “I have an Excel formula that works. Will it work the same way in Google Sheets?”

You can use Google Search, Google’s help resources, or an AI assistant to get step-by-step instructions. If you have a formula that isn’t working, share an example without confidential information and ask what needs to change.

Just remember that formulas and features don’t always translate perfectly. Check the results, especially before using them for important school reports. And never paste confidential student information into an unapproved online tool.

Give Yourself Permission to Be the Beginner

Learning a new interface can be frustrating, especially when you’re already good at the job. You may feel as though you’re taking a step backward, but you’re not.

Your spreadsheet skills are still there. You understand how data should be organized, how formulas help you work efficiently, and how a well-designed spreadsheet can save an office hours of unnecessary work.

You’re not learning how to do your job all over again. You’re learning a different way to access the tools you already understand.

So keep your reference guide handy, experiment with a practice spreadsheet, and give yourself permission to look something up. Even the most experienced office professional has to learn a new system sometime.

And the next time someone says, “It’s easy—just use Google Sheets,” you can smile and think, Of course it’s easy. I just need to find the right button.

Until next time, stay organized, stay curious, and remember: the office runs better when we share what we know.