PlexiiSheets overview
PlexiiSheets is PlexiDesk's spreadsheet. A tour of the menu bar, toolbar, formula bar, grid, sheet tabs and assistant, with the keys for moving and editing.
PlexiiSheets is the spreadsheet in PlexiiOffice. Use it to work figures out: budgets, trackers, price lists and plans, with formulas that recalculate as you type, several sheet tabs in one file, charts, pivot tables and Excel files in and out.
Every spreadsheet is kept in Office and can also sit on a desk as a Spreadsheet widget. It is the same file in both places.
Before you start
- Plans. PlexiiSheets is on every plan.
- AI features need AI to be set up: PlexiDesk credits while you are signed in, or your own Anthropic key. See AI settings.
Open or start a spreadsheet
- A new one: on Office Home, click the PlexiSheets tile. It opens with an empty grid of 48 columns and 100 rows. See Create a document, sheet, deck, diagram, design or artwork.
- One you have: click it in Recent on Office Home.
- From Excel or CSV: see Import and export Excel and CSV files.
The parts of the editor
The menu bar
| Menu | What is in it |
|---|---|
| File | New spreadsheet, Make a copy, Rename, Version history, Import (.xlsx / .csv), Download and Move to trash. |
| Edit | Undo and Redo. |
| Insert | Rows and columns, Chart, Pivot table, Sparkline, Sheet, Named range and Meeting. |
| Format | Text, Number, Alignment, Conditional formatting and Clear formatting. |
| Data | Sort sheet A → Z and Z → A, Create a filter, Data validation and Named ranges. |
| Tools | AI fill. |
| Help | Keyboard shortcuts. |
The toolbar
Undo and redo; bold, italic and underline; text and fill colour; the font; alignment; merge cells; Format for number formats; insert and delete rows and columns; sort; conditional formatting; data validation; filter; pivot table; sparkline; lookup; macros; query; and Insert chart. At the right end are Import / export (the folder) and AI fill. Rest the pointer on a button to see its name.
The formula bar
- The cell reference, such as B4, for the cell you are on.
- The contents of that cell. Click here to read or change a long value or formula.
- AI writes a formula from a description. See Describe a calculation, get a formula.
- Names lists and adds named ranges. See Formulas, functions and named ranges.
- Assistant shows or hides the assistant panel. See Insights and questions about your sheet.
The grid
- Column headings show each column's letter, and beside it the column's name. A new sheet's columns are named after their letters; click a name and type to rename the column.
- Row numbers run down the left side.
- The corner above the row numbers selects every cell.
- Add row, under the grid, adds a row at the bottom.
Charts and pivot tables you add appear under the grid. See Charts and sparklines in a sheet and Pivot tables.
The sheet tabs
Along the bottom, one tab per sheet in the file, with + to add one. See Rows, columns, frozen panes and tabs.
The assistant panel
On the right, the AI Assistant panel gives a short summary of your figures and answers questions about them. It is open when a spreadsheet opens; collapse it with the arrow at its top, or with Assistant in the formula bar.
Move around and edit
| Do this | How |
|---|---|
| Move between cells | Arrow keys, or Tab to go right. |
| Select a block | Drag across it, or hold Shift and press the arrow keys or click. |
| Select a whole column or row | Click its letter or number. Drag across several, or Shift-click. |
| Type into a cell | Select it and start typing. This replaces what was there. |
| Change part of a cell | Double-click it, or press Enter or F2. |
| Finish typing | Enter to move down, Tab to move right, or an arrow key. Esc cancels. |
| Clear cells | Select them and press Delete or Backspace. |
| Undo, redo | ⌘ Z, ⌘ ⇧ Z on a Mac; Ctrl Z, Ctrl Shift Z on Windows. |
| Select every cell | ⌘ A or Ctrl A. |
Copying, pasting and filling have keys of their own. See Fill, copy and paste.
What you can do
- Formulas, functions and named ranges
- Format cells and numbers
- Rows, columns, frozen panes and tabs
- Fill, copy and paste
- Sort and filter
- Data validation and dropdowns
- Conditional formatting
- Charts and sparklines in a sheet
- Pivot tables
- Automate a sheet with macros
- Shape data with queries
- Build a sheet with AI fill
Common questions
Do I need to save? No. Every change is saved as you make it.
What is the difference between a column's letter and its name?
Formulas use letters, such as =SUM(B2:B10). The name is a label for people, and it is what AI fill, the assistant and pivot tables use to describe the column.
Can I use the spreadsheet on a desk? Yes. Add a Spreadsheet widget, or put a spreadsheet you already have on a desk. See Spreadsheet widget.
Related tasks
- Formulas, functions and named ranges
- Format cells and numbers
- Rows, columns, frozen panes and tabs
- Fill, copy and paste
- Describe a calculation, get a formula
- Spreadsheet widget
Guides in PlexiiSheets
- Formulas, functions and named rangesWrite formulas in PlexiiSheets with cell references, functions and named ranges, refer to other tabs, insert a lookup, and understand the error values.
- Describe a calculation, get a formulaDescribe the calculation you want in plain words and AI writes the formula for the cell you are on, explains it, and adds any columns or tabs it needs.
- Build a sheet with AI fillDescribe the data you need and AI fill sets up the columns, then fills in the rows, such as a full project plan or a list, previewed before anything is added.
- Insights and questions about your sheetUse the AI Assistant panel in PlexiiSheets to get a few factual insights about your figures, ask questions about them, and ask across your whole workspace.
- Format cells and numbersMake a sheet easy to read with bold, colours, fonts and alignment, merge cells, and show numbers as currency, percentages, dates or with thousands separators.
- Rows, columns, frozen panes and tabsInsert, delete, resize, rename and move rows and columns, freeze header rows and columns, group them to fold away, and work with sheet tabs.
- Fill, copy and pasteDrag the fill handle to continue a series or copy a formula, fill down or right from the keyboard, and copy, cut and paste cells, including from other apps.
- Sort and filterSort a sheet's rows by one column, A to Z or Z to A, and add filters so you see only the rows with the values you choose.
- Data validation and dropdownsLimit what can go in a range of cells: offer a dropdown list of choices, or allow only numbers in a range, and flag or reject entries that do not fit.
- Conditional formattingColour cells by their values: highlight values above or below a number, shade a range on a colour scale, add data bars or show arrow and traffic-light icons.
- Charts and sparklines in a sheetTurn a range of figures into a bar, line, area, pie or scatter chart, or draw a small trend line or bars inside a cell with =SPARKLINE.
- Pivot tablesSummarise a long list in a few lines. Group rows by one column, optionally spread them across another, and total, count or average the figures.
- Automate a sheet with macrosWrite a short JavaScript macro that reads and changes the sheet you are on, run it in one click, and undo the whole run in one step.
- Shape data with queriesClean up and reshape a sheet with a list of steps, such as filter, sort, remove columns and remove duplicates, that you can reorder or take back at any time.
- Import and export Excel and CSV filesBring an Excel workbook (.xlsx or .xls) or a .csv file into PlexiiSheets, and save a spreadsheet as .xlsx or .csv to send or open elsewhere.
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