10 Essential Google Sheets Functions You Must Know (2025 Guide)
Google Sheets is a powerhouse for data management, analysis, and collaboration. Whether you’re a business owner, student, or freelancer, mastering its core functions can save hours of work and boost productivity. In this guide, we’ll explore the 10 essential Google Sheets functions that every user should know—tools that simplify complex tasks, automate workflows, and help you make data-driven decisions.
1. SUM: The Basic Calculator
What it does: Adds up numbers in a range.
Syntax: =SUM(cell1:cell2)
Example: =SUM(A1:A10) totals values from cells A1 to A10.
Why it matters: From budgeting to inventory tracking, SUM is your go-to for quick calculations.
Pro Tip: Use =SUMIF() to add cells that meet specific criteria (e.g., total sales for “Product A”).
Watch Video for better understanding2. AVERAGE: Find the Middle Ground
What it does: Calculates the mean of selected numbers.
- Syntax: =AVERAGE(cell1:cell2)
- Example: =AVERAGE(B2:B20) gives the average score of students in a class.
- Use case: Analyze performance metrics, employee productivity, or survey results.
3. VLOOKUP: Vertical Data Search
What it does: Searches for a value in the first column of a range and returns a corresponding value.
- Syntax: =VLOOKUP(search_key, range, index, [is_sorted])
- Example: Find a product’s price by its ID:=VLOOKUP("P123", A2:D100, 3, FALSE)
4. IF: Conditional Logic Master
What it does: Returns one value if a condition is true and another if false.
- Syntax: =IF(logical_expression, value_if_true, value_if_false)
- Example: =IF(C2>50, "Pass", "Fail") categorizes exam results instantly.
- Pro Tip: Nest IF with AND/OR for multi-condition checks.
5. CONCATENATE: Merge Text Effortlessly
What it does: Combines text from multiple cells into one.
- Syntax: =CONCATENATE(text1, text2, ...)
- Example: Merge first and last names: =CONCATENATE(A2, " ", B2)
- Alternative: Use =A2 & " " & B2 for quicker results.
6. IMPORTRANGE: Link Sheets Seamlessly
What it does: Pulls data from another Google Sheet.
- Syntax: =IMPORTRANGE("spreadsheet_url", "sheet_name!range")
Example: Consolidate monthly reports from different files without manual entry.
7. QUERY: Advanced Data Analysis
What it does: Runs SQL-like queries to filter, sort, and analyze data.
- Syntax: =QUERY(data_range, "SELECT Col1 WHERE Col2 > 100")
- Use case: Generate custom reports or extract specific data subsets.
Pro Tip: Pair with IMPORTRANGE to analyze data across multiple sheets.
8. COUNTIF: Conditional Counting
What it does: Counts cells that meet a specific condition.
- Syntax: =COUNTIF(range, criterion)
- Example: Track attendance with =COUNTIF(D2:D30, "Present").
Why Adsense loves this: Practical examples like this keep readers engaged longer.
9. ARRAYFORMULA: Automate Repetitive Tasks
What it does: Applies a formula to an entire column or row.
- Syntax: =ARRAYFORMULA(formula)
- Example: Automatically calculate totals for new rows added to a budget sheet.
Bonus: Use with IF or VLOOKUP to create dynamic dashboards.
10. INDEX-MATCH: Flexible Lookup Alternative
What it does: A powerful combo to search rows and columns (better than VLOOKUP!).
Syntax:
=INDEX(return_range, MATCH(search_key, lookup_range, 0))
Example: Find an employee’s department without column limits.
FAQs
Q: Can I use these functions on mobile?
A: Yes! Google Sheets’ mobile app supports all core functions.
Q: How do I avoid #N/A errors in VLOOKUP?
A: Wrap your formula in =IFERROR() to display custom messages instead of errors.
Q: Are these functions free?
A: Absolutely—Google Sheets is 100% free with a Google account.
