Trending February 2024 # How To Make A Line Graph In Google Sheets # Suggested March 2024 # Top 8 Popular

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Line graphs are easy to create, especially from one set of data, but you can also create them from two or more sets. This will generate several lines on the same graph.

Table of Contents

In this article you’ll learn how to make a line graph in Google Sheets, whether you’re working with one set of data or several.

Make a Single Line Graph in Google Sheets

The easiest format to have your data for creating a graph is two columns. One column will serve as your x-axis values, and the other will become your y-axis values.

Take the following steps to create your line graph.

1. Select both columns, all the way down to the last row of data.

2. Select the chart icon toward the right side of the row of icons in the Google Sheets menu. This will automatically generate the chart in your sheet using the data you selected.

Google Sheets is intelligent enough to create the chart title from your column headers. It also places the first column along the x-axis with the correct label, and the second column along the y-axis with its own label.

Making a Multi-Line Graph in Google Sheets

To make a line graph in Google Sheets from multiple sets of data, the process is roughly the same. You’ll need to lay out the data in multiple columns, again with the x-axis data in the leftmost column.

To create the line graph from this data:

Select all three columns down to the last row of data.

Select the chart icon at the right side of the icon bar in the menu.

Just as before, this will automatically generate the multi-like graph. This time you’ll see the second and third column of data appear as two lines (two series) in the graph.

Note all of the following are generated automatically:

Graph title comes from the headers for the second and third column.

Series labels also come from the column headers.

X-axis is generated from the first column data.

Y-axis is generated from the range of the second and third column data.

As you can see, the graph is a single-scale. This means the max and min range will default to a wide enough range that both series of data can be displayed on the one graph.

The good news is that you aren’t stuck to the default graph settings. It’s possible to customize it so that it looks exactly the way you want it to.

Formatting a Line Graph in Google Sheets

To update the appearance of your chart, hover your mouse over it and you’ll see three vertical dots in the upper right corner.

Select the dots, and select Edit chart from the dropdown menu.

Select Setup and you’ll see a variety of other chart styles to choose from.

You’ll see several line chart styles, and you can also change the chart to something else like bar, pie, or even a combination of several styles.

For example you can choose a combination line and bar chart, which will use one column for the line and another for the bars. Each type of chart has its own purpose, depending on what data you’re visualizing and how you want to compare the data.

The Customize Section

To format the line graph you’ve created, select the Customize tab.

In the first section you’ll see the Chart style option. You can play around with the different layout options. One of the more common ones is Maximize, which creates the smallest scale possible that both sets of data will fit into.

This is a way to zoom in on your data as much as possible without losing either data set. 

Other options include:

Smooth: Apply a smooth function within the line chart to reduce noise in your data.

Maximize: Reduces padding and margins.

Plot null values: If there are empty cells (null values) selecting this will plot them, creating small breaks in the line where there are null values.

Compare mode: Displays the data when you hover over the line.

The Series Section

The next important section to know about is Series. 

This is where you can adjust icons that represent individual data points (choose any shape from the list). You can also adjust the size of those icons and axis line thickness.

Lower down you’ll also see options to add data bars, data labels, and a trendline to your Google Sheets line chart.

Horizontal and Vertical Axis Sections

Use the Horizontal axis and Vertical axis sections to adjust things on each axis like:

Label font and size

Label format (bold or italics)

Axis text colors

Whether to treat labels themselves as text

Show an axis line or make it invisible

Apply a factor to each axis scale

Apply a logarithmic scale

Adjust the number format if it hasn’t been applied in the data

Of course you’ll also see the option to manually set the max and min limits only for the y-axis scale.

Making Line Charts in Google Sheets

When you make a line chart in Google Sheets, it automatically appears on the same sheet as your data, but you can copy the line chart and paste it into another sheet tab of its own. It’ll still display the source data from the original tab.

You might be tempted to plot data in graphs or charts in Excel. But line charts in Google Sheets are much simpler to create and customize than in Google Sheets. Options are straightforward and the customization is much more intuitive. So if you ever need to plot any data in a line graph format, try it in Google Sheets first.

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How To Make A Graph In Excel?

How to Make a Graph in Excel?

Create compelling Excel graphs and charts!

Written by

CFI Team

Published August 1, 2023

Updated July 7, 2023

How to Make a Graph in Excel?

In addition to working with large volumes of data, finance and accounting professionals need to learn how to make a graph in Excel. Data visualization (visual representation of data in charts or graphs) is critical to many jobs. The graphical visualization of data is an effective method to communicate information to readers quickly. Charts and graphs identify trends and patterns in the data, as well as to detect anomalies and outliers.

Among finance and accounting professionals, Microsoft Excel remains the top choice for many tasks, and data visualization is no exception. MS Excel allows for creating various types of charts and graphs. In addition, the templates can be easily modified to improve the financial models. Finally, graphs and charts created in Excel can be exported to other applications to include them in your report or presentation.

Step-by-Step Guide on How to Create a Graph in Excel

The guide discusses the steps to create any type of chart in Excel:

Enter the data in Excel. Also, the data can be imported into Excel from other applications.

Ensure that the data is organized in a table format, and all variables are carefully labeled.

Select the data that will be used to create a graph. Don’t forget to include the labels as well.

How to Edit a Graph in Excel?

Follow the four simple steps above and you can create a graph in Excel. However, if you want your data visualization to be compelling to the readers, you must also know how to edit your graph. It can be done in several ways:

Design: With this button, you can edit the design of your graph. You can add or remove elements on your graph (e.g., axis titles, labels, legend), change the layout or style of a graph, swap data over the axis, change the data range used in a graph, and change the chart type.

Format: The Format option allows for changing the appearance of the graph. For example, you can change the colors of the chart’s elements and add shapes and shape effects to it.

Chart Elements: With this feature, you can add or remove chart elements such as axis, axis titles, chart title, etc.

Chart Styles: This feature allows for altering the style of the chart, as well as the color palette used in the chart.

Chart Filters: This function enables filtering the results displayed on your chart.

Data Visualization Tips

Now you know how to create graphs and charts in Excel. However, it is not the end of the story. Data visualization is not simply stacking several graphs together, but is concerned with the ability to convey the correct message from the data to the reader in a compelling way. Here are some tips that will allow you taking your data visualization skills to a new level:

1. Keep it simple

“Keep it simple” remains the golden rule in data visualization. Always try to make your graphs or charts as simple as possible. Remember that a reader should be able to understand the message that your chart intends to convey quickly.

2. Choose the right chart 3. Pick the right colors

Color is a powerful tool in data visualization. Selecting the appropriate colors for a chart or graph may help your readers to grasp the key pieces of information quickly. When you use the right colors for a chart, remember that too similar colors cannot convey the differences between data points while extremely contrasting colors, as well as too many colors, can be distracting for a reader.

4. Properly label data

Data labeling is crucial to powerful data visualization. For example, it always a good idea to label axes of your chart and main data categories. Nevertheless, be aware that excessive labeling on your chart can be distracting to your readers.

5. Don’t use special effects

Don’t use special effects (e.g., 3D) unless necessary. For example, a 3D feature on a bar chart is not necessary since a bar chart considers only two dimensions. Special effects may only distort dimensions on a chart, and a reader can be easily confused.

Additional Resources

CFI is the official provider of the Financial Modeling and Valuation Analyst (FMVA)™ certification program, designed to transform anyone into a world-class financial analyst.

To keep learning and developing your knowledge of financial analysis, we highly recommend the additional CFI resources below:

Xlookup Function In Google Sheets

Learn more about working with Lambda Functions, Named Functions, and X-Functions in the FREE Lambda Functions 10-Day Challenge course

The XLOOKUP function in Google Sheets is a new lookup function in Google Sheets that is more powerful and flexible than the older lookup functions like VLOOKUP or HLOOKUP.

XLOOKUP matches a search key in a lookup range and returns the value from a result range at that same position. If XLOOKUP does not find a match, you can specify a default value. You can control the match mode, like other lookup functions, and even control the search mode. More on that below, but first let’s see a simple example.

Here’s a simple XLOOKUP formula that looks for the search key in column A and returns a value from column C:

=XLOOKUP(

E2

,

A2:A11

,

C2:C11

)

It looks like this in the Sheet:

🔗 Get this example and others in the template at the bottom of this article.

XLOOKUP Function Syntax

=XLOOKUP(search_key, lookup_range, result_range, [missing_value], [match_mode], [search_mode])

It takes a minimum of three and a maximum of six arguments:

search_key

The value you want to search for.

lookup_range

The range to search. It must be either a single column or a single row.

result_range

The range to consider for the result. The return value is taken from the position of the matched value in the lookup array if the search key is found. The result range must match the dimensions of the lookup range.

[missing_value]

The fallback value to return if no match exists. This is an optional argument and if it is omitted, an error is returned if no match exists.

[match_mode]

This optional argument lets you specify what match mode to use. If unspecified, an exact match is used.

The options are:

Option Match Mode Behavior

0 Exact match search

1 Exact match or next value that is bigger than the search key

-1 Exact match or next value that is lower than the search key

2 Wildcard match

[search_mode]

The different search options are:

Option Search Mode Behavior

1

-1

2 Search through the range using binary search and assuming the range is sorted in ascending order

-2 Search through the range using binary search and assuming the range is sorted in descending order

XLOOKUP Function Notes

The lookup range can only be either a single row or a single column. It cannot be an array with multiple rows and columns.

The result range must be compatible with the size of the lookup range. For example, if the lookup range is a column of data with 10 rows and 1 column, then the result range must also have 10 rows (though it can have more than 1 column).

XLOOKUP Function Examples

Let’s see some more examples of the XLOOKUP function in Google Sheets.

Example 1: Basic Exact Match

If you omit the optional match mode argument, the XLOOKUP function will perform an exact match.

I.e. when you write it with only the first three arguments, a search key, a lookup range, and a result range, then it will look for an exact match. We saw this in the example at the top of this page:

=XLOOKUP(

E2

,

A2:A11

,

C2:C11

)

Which works like this in the Sheet:

Example 2: Missing Value

Now, we can specify a fallback value if no match is found. This is done with the fourth (optional) argument, e.g.

=XLOOKUP(

E2

,

A2:A11

,

C2:C11

,

"No match"

)

In our Sheet:

In this case, the search key “XYZ123” is not found in the lookup array (column A) so the XLOOKUP function returns the fallback missing value, which we set to “No match”.

Example 3: XLOOKUP Function Left

Another benefit with the XLOOKUP function is that the lookup range does not have to be to the left of the result range, which is the case with the VLOOKUP (though there is a complicated workaround with array literals).

The formula does not change, but this time the result range is positioned to the left of our lookup range:

=XLOOKUP(

E2

,

C2:C11

,

B2:B11

,

"No match"

)

As you can see, it works equally well in our Sheet:

Example 4: Approximate Match

The fifth argument of the XLOOKUP function determines the matching mode. If it is omitted or set to 0, then an exact match is performed.

However, there are situations where the approximate matching option works really well.

Consider the case when our search key falls between two values in the lookup range. It’s not an exact match, but we might still want to return a result to say that it’s lower than X, or higher than Y.

For example, consider this bank savings scenario:

The XLOOKUP formula for this example is:

=XLOOKUP(

B8

,

B2:B5

,

C2:C5

,,

-1

)

Notice the -1 as the final argument, which tells the function to look for an exact match and if it doesn’t find one, to return the value that is lower in the array.

In this example, it doesn’t find the $137,832 exactly, so it looks at the lower value in the array, i.e. $100,000. This is in position 3 of the lookup array, so it returns the value from the 3rd position of the results array, i.e. 1.25%.

One final thing to mention with this example, notice how the fourth argument is blank. This is where we can specify a “missing value” for when no match is found. However, it’s not required here because we’re using an approximate match anyway.

Example 5: Wildcard Match

XLOOKUP in Google Sheets supports three wildcards, *, ?, and ~.

The star * matches zero or more characters.

The question mark ? matches exactly one character.

The tilde ~ is an escape character that lets you search for a * or ?, instead of using them as wildcards.

Let’s see an example that uses a surname to find the full name:

=XLOOKUP(

"*"

&

B15

,

A2:A11

,

A2:A11

,

"No match"

,

2

)

And another example that uses a surname to return transaction revenue from that row:

=XLOOKUP(

"*"

&

B15

,

A2:A11

,

D2:D11

,

"No match"

,

2

)

Both formulas are seen in the following image, with the first one in cell B17 and the second in cell B18:

There are two important things to notice with this formula:

1) The search key is “Peterson”, but to use it in the XLOOKUP function, we first add the wildcard star character that matches anything before the “Peterson”:

I.e. *Peterson

Note, if there were multiple “Peterson” in this dataset this could cause an issue. In this case, you might want to try using the QUERY function or the FILTER function to return all the “Peterson” results.

2) The match mode in the fifth argument is set to 2, which indicates that this is a wildcard search.

Example 6: Return Multiple Results

The XLOOKUP function can return multiple results for a single match, not just a single result like a VLOOKUP (although there is a workaround for VLOOKUP to return multiple columns).

XLOOKUP returns multiple results by specifying a result range with multiple columns (or rows if you’re doing a horizontal lookup).

The formula is:

=XLOOKUP(

B13

,

A2:A11

,

B2:E11

)

This gives the result:

Example 7: Different Search Mode

The final argument lets you change the search method used. The default is to search from top to bottom of your range, but you can change this to search from the bottom to the top if that makes sense.

The XLOOKUP can also perform super quick binary searches, but this requires your data to be sorted correctly to avoid incorrect results.

XLOOKUP Function Template

If you can’t access the template, it might be because of your organization’s Google Workspace settings.

It’s part of the Lookup family of functions in Google Sheets. You can read about it in the Google Documentation.

Goal Seek In Google Sheets

Goal Seek for Sheets is an Add-On for Google Sheets for doing Goal Seek type data analysis.

In October 2023, Google launched an official Add-On, called “Goal Seek for Sheets”, and it is that Add-On that this tutorial references.

1. What is Goal Seek?

It’s a tremendously powerful and useful technique in data analysis. It’s a process where you set an output you want to achieve (e.g. break even, sell 10k units, save $1m) and let the computer find the input value that will get you there (e.g. 500 attendees, $100k capital lump sum, save $8k/year).

There are three components: 1) the unknown input variable, 2) the equation or calculation that is performed on the input variables to get the output, and 3) the known output.

The Goal Seek algorithm performs a series of “what-if” calculations by plugging in different input values. Each guess (hopefully) gets closer and closer to the solution.

For example, a classic use case of Goal Seek is to determine the number of sales required to break even, given other variables like fixed costs etc.

2. How do you use Goal Seek in Google Sheets?

Imagine Jennifer runs an annual conference for Google Sheet developers called “Sheet Freakz!”.

She has a great venue picked out with room for 500 and she’s confident she can fill it. She knows what her costs are — the rental fee for the room, the cost of catering, the cost of promoting the conference — and she has agreed to a $1,500 fee with 15 Google Sheets experts to come and talk about the latest and greatest in Sheets developments.

(Editor note: I wish this was a real conference!! ? It is! It’s called SheetsCon. Check out 2023’s wrap up or watch the replays.)

What price must she charge to cover her costs?

This is a classic break-even cost analysis example that the Goal Seek Add-On is ideally suited for solving.

Setting up the Sheet

The first step is to simply add all of the known variables into a sheet, like so:

These are the variables that Jennifer knows at the start of her problem.

Next, add a line for the registration fee per attendee, but set it to 0 for now. I’ve highlighted the cell yellow to indicate that it’s the solution cell that I want Goal Seek to solve for:

Finally, add a profit line, which is my revenue (# of attendees * registration fee) less expenses (fixed costs + (# of speakers * speaker fee)):

= ( B7 * B8 ) - ( B4 + ( B5 * B6 ) )

Of course, initially, my profit is -$47,500 because I have no attendees and hence $0 revenue.

It’s time to use Goal Seek and let it find the break even registration fee for us.

How do you add Goal Seek in Google Sheets?

Goal Seek is an Add-On, which means you need to add it to your Google Sheet before you can use it.

The official Google Add-On information page will appear.

Using Goal Seek

There are three pieces of information you need to enter:

i) Set Cell

Jennifer wants to know what price to charge to break even. In other words, what’s the minimum ticket price to ensure her profit is $0 and she doesn’t lose any money on the conference.

The “Set Cell” is the one we want to specify a value for. It’s the target we’re aiming for.

It’s the cell with the calculation formula in.

ii) To Value

Next, type in the value of the output you want to achieve in the “Set Cell” box.

In this example, we want to set the profit value to 0, so we simply type 0 into this input box.

iii) By Changing Cell

What input variable do we want to vary to solve our equation?

In this case, it’s the registration fee. It’s the variable that Jennifer is trying to find, such that her profit is $0 and she breaks even.

Read it out loud to understand what you’re asking the application to do: “Set Cell X To Value Y By Changing Cell Z”.

In our case, “Set Cell Profit To $0 By Changing Cell Registration Fee” or even cleaner “Set Profit To $0 By Changing Registration Fee”.

When you have all three inputs filled in for the Goal Seek application, the Solve button will turn blue and become active.

Press it.

The registration fee value will start jumping around all over the place as the computer tries different guesses to see what brings the profit value closer to 0.

Eventually, it’ll find a solution and notify you that it’s done!

In this example, it’s found that the break-even registration fee is $94.99999 dollars, or $95. Great!

If the file won’t open without permission, please open in an incognito window and copy from there.)

Manual Checks

It’s always a good idea to check the final solution that the Add-On finds, and not just trust it blindly.

In our example, it’s very simple to check that the two sides of the equation balance.

Jennifer’s expenses to run the conference are:

Expenses

$25,000 fixed costs + ( 15 speakers @ $1,500 each ) = 25,000 + ( 15 * 1,500 ) = $47,500

And her revenue on the other side of the equation will be:

Revenue

500 attendees * $94.99 registration fee (Goal Seek solution) = $47,499.99

The difference is simply a rounding error.

This is good.

The result from the Goal Seek is indeed a solution that gets Jennifer the break even registration price.

Another way to look at how the Goal Seek solver works is to visualize it. A very simplified version might look something like this:

Attempt 1

The computer has no idea what the solution is, so it makes a guess. For example, it might overestimate the result:

Attempt 2

The computer makes another guess. This time it might underestimate the result:

(It won’t always be a neat over/under/over/under guess. For example, if it guesses low, it might take many guesses before the first “over” guess happens. So this over/under flow is just to illustrate the concept.)

Attempt 3

With each additional “guess” the computer gets more accurate, because it uses the information from prior guesses to get closer to the solution. It might still overestimate, as shown here, but it’s getting closer to the solution:

Attempts 4 onwards

So on and so forth, as the computer makes guesses that get closer and closer, under, over, under, over, under, over, etc. until the solution is found:

The program converges on the solution.

3. Other features of the Goal Seek Add-On

These features are all found in the sidebar underneath the input section for the Goal Seek variables.

Options

Under the Options menu, you can adjust the default settings for the Goal Seek solver.

You can change the 1) max number of iterations, 2) the tolerance (how accurate you need to be) and 3) the maximum time limit for the process, in seconds.

I’d suggest that the default settings will suffice for the majority of scenarios, but it’s good to know that you can make these changes should you need to.

Solve Status

The Solve Status box displays helpful information about the current Goal Seek solution.

It lets you know when the algorithm is finished, what the final status is, how many iterations it required and how long it took.

History

Access previous runs of the Goal Seek solver under the History menu.

Use the drop-down menu to choose a prior solution based on a timestamp.

Error Messages

Occasionally the Goal Seek solver fails to find a solution.

One reason might be that the computer guesses get successively further away from the actual solution. They diverge away from the solution.

Should this happen, you’ll see an error message like this:

4. More Goal Seek examples Conference Break Even Example For Attendee Numbers

In the conference example above, instead of knowing how many people would attend, suppose Jennifer knew the registration fee.

She charges $299 for the registration fee and wants to know how many attendees she requires to break even?

The “changing cell” in this case becomes the number of attendees, rather than the registration fee.

The setup would be:

The formula in cell B10 does not change from the original example. It’s still:

= ( B7 * B8 ) - ( B4 + ( B5 * B6 ))

The Goal Seek settings are:

Run Goal Seek and the answer comes back as 158.86.

In other words, Jennifer needs 159 attendees to pay a registration fee of $299 to break even.

Mortgage Calculation Example

Suppose you’re looking to buy a new house. You have an upper limit for your monthly payments of $1,500.

The other known variables, in this case, are: it’s a 30-year term with an annual interest rate of 4.5%.

What’s the maximum amount you can borrow?

Goal Seek can solve this for you.

Firstly, setup the sheet with the known variables in your Sheet:

The payment equation uses the PMT function in Google Sheets in cell B8:

= -PMT( B6 / 12 , B5 , B7 )

In Goal Seek, set the “Set Cell” to be this equation in cell B8.

Set the “To Value” to $1,500 (the maximum monthly payment that can be tolerated).

Set the “By Changing Cell” to the Amount Borrowed in cell B7 (currently $0.00).

The algorithm will churn through the possible solutions until it settles on one that satisfies your tolerance (accuracy) setting.

In this case, the maximum amount you could borrow is $296,041.75.

Retirement Calculation Example

Suppose you want to retire with a pot of $1.5m in 40 years time. You’re confident of getting a 5% return on your investments.

What’s the annual contribution you need to make each year to hit this target?

Let’s use Goal Seek to find out.

Firstly, setup the sheet with the known variables in your Sheet:

The calculation of the retirement pot value uses the Future Value function, the FV function, in Google Sheets in cell B7:

= FV( B5 , B4 , -B6 , 0 , 0 )

In Goal Seek, set the “Set Cell” to be this equation in cell B7.

Set the “To Value” to $1,500,000 (your target retirement pot).

Set the “By Changing Cell” to the Annual Contribution in cell B6 (currently $0.00).

In this case, you need to contribute $12,417 each year to hit your retirement pot target of $1.5m.

If the file won’t open without permission, please open in an incognito window and copy from there.)

Resources

Google Documentation on the Goal Seek feature.

How To Insert A Line In Word

Last Updated on May 16, 2023

Word is arguably one of the easiest Microsoft programs to navigate, once you can get your head around the large amount of tools and basic design elements at your disposal; from creating resumes to adding shapes and lines.

In fact, as one of the staple tools of the program, it’s really important that you learn how to perform this function in Word.

Adding horizontal lines, or “horizontal rules”, to an email message or an entire document on the program can help to visually break up the on-screen content for easier viewing, and will also make the page far more visually appealing.

It might sound difficult, but it is actually quite an easy process. If that wasn’t enough, Word offers a lot of choice in terms of horizontal line options which makes for a convenient experience.

1

Use The Shapes Menu

Arguably the simplest way of adding a line to a Word document is to draw it directly onto the page. This is easy to do thanks to the Shapes drop-down menu that contains several line options, including those with arrow points on one or both ends.

Step

1

Place Your Cursor

Place your cursor in the spot where you would like to insert a line.

Step

2

Navigate Your Cursor

Step

3

Select The Shapes

Select the Shapes drop-down menu.

Step

4

Decide On Your Preferred Line Type

In the Lines section, decide on your preferred line type. There will be many options here for you to choose from.

Step

5

Drag Your Cursor

Step

6

Shape Format Tab

After you draw the line, customize the color and appearance. These options can be entirely customized in the drop-down list. Also, feel free to include horizontal or vertical lines in your Word document!

2

Use the Horizontal Line Tool

You could also use this easy method as a way to insert a horizontal line into your Word document. All you need to do is know how to use the built-in tool.

Step

1

Place The Cursor

Place the cursor where you want to insert a horizontal line into your document.

Step

2

Move The Cursor

Move the cursor to the Home tab and select it.

Step

3

Select The Borders

In the Paragraph section, select the Borders drop-down menu and then select Horizontal Line.

Step

4

Change The Look

Step

5

 Format Horizontal Line

In the Format Horizontal Line dialog box, feel free to modify the line’s width, height, color, and alignment so it fits with the content on your page.

3

Using AutoFormat

By holding down the hyphen button, it’s super quick and easy to create a horizontal line in Microsoft Word. But there are other variations of the AutoFormat line to decide between.

After opening your document, place the cursor where you want to insert the horizontal line.

Step

1

Type In Three Dashes

Type in three dashes and you will get a solid single line.

Step

2

Type Three Underlines

Type three underlines and you’ll achieve a bold single line.

Step

3

Three Equal Signs

Three equal signs will result in a double line.

Step

4

Three Asterisks

Three asterisks means you will be able to add a heavy dotted line into your document.

Feel free to type more than 3 of each character as there isn’t a limit. As long as you have three symbols that begin at the left-hand margin, you’re good to go! The line will then be inserted for the full width of the page.

If you want to add some text above the line that you have just made in Word, all you need to do is place the cursor where you want the text and begin the typing process.

Note that the AutoFormat features will not be available in Office Online.

Conclusion

The above methods for inserting a line in Word are simple enough that almost anyone can learn them quickly, whether you’re a seasoned pro or a complete beginner to using the program.

With so many shortcuts available, you’ll have a suitable line in your text in next to no time at all!

How To Sort Or Filter By Color In Google Sheets

In 2023, Google added one of the most useful features to Google Sheets; the ability to sort or filter by color.

Table of Contents

If you’re wondering why you may ever want to sort or filter by color, consider the scenario where you’ve set up condition-based formatting. Sorting in this way lets you do things like sort alarms or rankings by category or priority rather than based on individual numbers.

Sort by Color in Google Sheets

With a sheet that’s formatted in this way, if you sort by column B you’ll see the grades sorted from A to B, but you won’t clearly see which blocks of grades make up each letter grade group.

The best way to do this is sorting by color. 

To do this:

1. Select Data from the menu, select Filter views, then select Create new filter view. 

2. To sort the list with all of the “A” grades at the top, you can sort by Green. Select the filter icon at the top of the column, select Sort by color, select Fill Color, and then select the color you want to sort by. In this case, choose light green.

3. The color you select will be grouped and sorted at the top of the list.

You might notice that you can’t sort by all colors, and this makes sense, because colors have no order to sort by.

However, if you sort the column by numbers, the colors will also be organized according to their numeric ranges. The main point of sorting by color in Google Sheets is to quickly identify a single group of items in a large list according to cell formatting (which is usually based on conditional formatting).

Filter by Color in Google Sheets

Another approach to grouping items by their color is using the filtering feature. Google Sheets now lets you filter out all other colors except the one you’re interested in.

In larger lists, this is very useful for grouping all of the items you’re interested in while removing the clutter of all of the other data.

To do this, select the filter icon at the top of the column, select Filter by color, select Fill Color, and then select the color you want to filter by. In this case light green.

Once you’ve filtered by one color, you’ll see all rows where the column you’ve filtered is the color you selected displayed. All the other rows with other colors will be filtered out of the view.

This is a useful way to focus on groups of data, removing everything else that may get in the way of your analysis.

Sorting or filtering by color in Google Sheets is a less granular approach than sorting by numbers alone, but sometimes visualizing data in categories or groups like this is more valuable.

Sort by Text Color in Google Sheets

In the same way you can sort or filter cell colors in Google Sheets, you can do the same based on text color. This is useful for all of the reasons above, but you’ve created conditional formatting for text color rather than cell color.

To sort by text color:

1. Select Data from the menu, select Filter views, then select Create new filter view. 

2. To sort the list with all of the “A” grades at the top, you can sort by Green text. Select the filter icon at the top of the column, select Sort by color, select Text Color, and then select the color you want to sort by. In this case dark green.

3. The color you select will be grouped and sorted at the top of the list.

Just like will the fill sort, the text color you selected will group all items with that text color at the top of the list. All items underneath that group remain unsorted.

Again, it’s a good way to focus on specific groups or categories of data. But if you actually want to sort in numerical order you’ll need to sort by cell content (numbers) as you normally would.

Filter by Text Color in Google Sheets

You can also filter out those records that are other colors, leaving only the group that’s the color you want. Again, this is useful with very long lists where you want to filter out all of the other values that aren’t in the range or category you’re looking for. 

To filter by text color:

1. Select Data from the menu, select Filter views, then select Create new filter view. 

2. To filter the list so only the “A” grades are listed at the top, you can filter by Green text. Select the filter icon at the top of the column, select Filter by color, select Text Color, and then select the color you want to sort by. In this case, choose dark green.

3. The color you select will be grouped and listed at the top without any other text colors displayed.

This is especially useful for very long lists where you need to filter out the “noise” (all the other data), so you can focus on only the data you care about.

Sort or Filter by Color in Google Sheets

Using the sort or filter function in Google Sheets based on color lets you group and organize data. It’s not like normally sorting or filtering because it doesn’t organize data by each row, but instead by blocks of rows. It’s a great way to categorize and organize information in blocks.

It has its uses if you use it properly whenever you have conditionally formatted data.

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