Learn
Using Spreadsheet Templates
In the unit on word processing, we discussed templates and how they relate to word processing. In spreadsheet applications, templates are very similar! Spreadsheet templates are master worksheets that include the basic elements used for a specific type of worksheet. The template could be a budget, invoice, timesheet, payment amortization, etc. Often times you may create a worksheet that has unchanging data in it, with only a few cells that change every time. Creating a template for this type of worksheet is a more efficient approach in handling unchanging data.
You can create your own template such as one that will calculate your average for a class.
- The subject would not change and the formulas for calculating the average would be unchanging.
- The changing data would be the grade you enter for tests, class work, projects, etc.
- This type of template can help students determine what they need to make on exams to keep a specific grade or improve a grade.
There are also existing templates available for you to use in Microsoft Excel and Google Sheets.
- You do not have to design the worksheet or create the formulas.
- You only have to enter information that pertains to you based on the template you selected, save the worksheet and you are finished.
Many times when we are creating worksheets, we don't think about whether this is a worksheet we will use over and over.
- You may create the worksheet, just open it up, and save over the data every time you use it.
- You may intend to create a new file name and not save over your old data. However, you forgot to select "Save As" and accidentally saved over your old data. Then you realize you need the information from the old data and you no longer have it!
Using a template will allow you to use the same worksheet over and over again, but a template will not let you save over it. This is because in Microsoft Excel, templates have a different file extension (.xltx extension) than a regular Excel file (which has a .xlsx extension). When you go to save the worksheet, it will require a file name to be entered. This keeps integrity of your template. There is no accidentally saving over your old data.
In Google Sheets, if you select an existing template from the Template Gallery or use one created by someone and shared online, a copy of the template is made and saved to your Google Drive. This eliminates the possibility of overwriting the original template.
Tutorials
Now that we know how spreadsheet templates can be used, we need to know how to find them. Watch the following tutorial videos to learn how to locate and use templates in both Microsoft Excel and Google Sheets: