Using Zoom Sheets

Using Zoom Sheets is incredibly easy. You can begin creating right away and design various spreadsheets, such as budget trackers, data analysis reports, and project timelines. As you build your spreadsheet, you can apply formatting, add formulas, charts, and other elements. You can also add multiple sheets to your spreadsheet to organize different datasets, and share your spreadsheet to allow others to collaborate when you are working on a common project.

Requirements for using Zoom Sheets

• Use of metered AI features requires either a Zoom AI Productivity Suite or ZoomMate license and available AI Credits
• Zoom Workplace desktop app for Windows, macOS, or Linux: 7.0.0 or higher
• Zoom Sheets enabled

How to create a new spreadsheet

Follow the steps below to create a spreadsheet using the web portal or desktop app. You can also use AI to generate spreadsheets.

How to import a spreadsheet

Zoom Sheets allows you to import existing spreadsheet files directly into Zoom Sheets, making it easy to work with data from other sources. Follow the steps below to import files with Zoom Sheets.

How to manage a cell

Zoom Sheets provides comprehensive tools for managing cells in your spreadsheet, allowing you to add, edit, format, and organize data efficiently. Follow the steps below to manage cells in a spreadsheet within Zoom Sheets.

Add data to a cell

1. Create or open a spreadsheet.
2. Click the desired cell.
3. Enter the desired text.
4. Press the Enter key to save the changes to the cell.

Format a cell

1. Create or open a spreadsheet.
2. Click the desired cell or select multiple cells.
3. Format the cells' appearance using any of the Toolbar or Format menu options.

Merge cells

1. Create or open a spreadsheet.
2. Click and drag to highlight the desired cells.
3. Right-click and click Merge cells.
   Note: You can also use the hot keys

Alternatively, you can also:

1. Click and drag to highlight the desired cells.
2. In the Zoom Sheets toolbar, next to the Merge cells icon, click the dropdown arrow .
3. Click one of the following options:
   • Merge horizontally: Combines selected cells into a single cell spanning across columns in the same row.
     Note: Only the content from the first cell in each highlighted row will be retained.
   • Merge vertically: Combines selected cells into a single cell spanning down rows in the same column.
     Note: Only the content from the first cell in each highlighted column will be retained.
   • Merge cells with identical values: Automatically merges adjacent cells that contain the same value.
   • Merge content: Combines the content from multiple cells into a single merged cell.
   • Unmerge and fill: Separates merged cells and fills each resulting cell with the original merged content.
   • Unmerge: Separates merged cells back into individual cells, keeping content only in the first cell.

How to manage columns and rows

Zoom Sheets provides comprehensive tools for managing columns and rows in your spreadsheet, allowing you to add, delete, resize, and organize your data structure efficiently. Follow the steps below to manage columns and rows in a spreadsheet within Zoom Sheets.

Add new columns and rows

Add a new column

1. Open a spreadsheet.
2. Right-click on the desired column.
3. Click either Insert left or Insert right.
   Note: You can enter the number of columns you want to insert before inserting.
   The new column(s) will be added to the spreadsheet.

Add a new row

1. Open a spreadsheet.
2. Right-click on the desired row.
3. Click either Insert above or Insert below.
   Note: You can enter the number of rows you want to insert before inserting.
   The new row(s) will be added to the spreadsheet.

Freeze columns and rows

1. Open a spreadsheet.
2. Select the desired row or column.
3. In the toolbar, click the Freeze icon.
   Note: If you do not see the Freeze option, click the more icon , then click the Freeze icon.
4. Select one of the following options:
   • Freeze up to current row: Keeps all rows above the selected row visible while scrolling down through the spreadsheet.
   • Freeze up to current column: Keeps all columns to the left of the selected column visible while scrolling horizontally across the spreadsheet.
   • Freeze up to current row and column: Keeps both the rows above and columns to the left of the selected cell visible while scrolling in any direction.

Format a column or row

1. Create or open a spreadsheet.
2. Click the desired column or row.
3. Format the column or row's appearance using any of the Toolbar or Format menu options.

How to manage a sheet

Add a sheet

1. Open a spreadsheet.
2. In the bottom left corner of the page, click the Add icon .
   A new blank sheet will be added to the spreadsheet.

Manage a sheet

1. Open a spreadsheet.
2. At the bottom of the page, locate the desired sheet.
3. Next to the sheet name, click the dropdown arrow .
   The following options will be available:
   • Insert sheet: Insert a new sheet.
   • Rename: Change the name of the selected sheet.
   • Move sheet: Reposition the sheet to a different location in the sheet order.
   • Create a copy: Duplicate the selected sheet with all its content and formatting.
   • Sheet tab: Select the color of the sheet tab.
   • Hide sheet: Make the sheet invisible while keeping it in the spreadsheet.
   • Protect sheet: Restrict editing permissions to prevent unauthorized changes to the sheet.
   • Download sheet: Export the sheet as an Excel or PDF file to your device.
   • Delete: Permanently delete the sheet from the spreadsheet.

Manage sheet order

1. Open a spreadsheet.
2. In the bottom left corner of the page, click the manage sheets icon .
3. To the right of the sheet's name, click and hold the re-order icon .
4. Drag the sheet to the desired placement.

Manage sheet visibility

1. Open a spreadsheet.
2. In the bottom right corner of the page, click the manage sheets icon .
3. (Optional) Search for the desired sheet.
4. Next to the desired sheet, enable or disable Visibility.

How to add a formula or function

Zoom Sheets provides access to hundreds of functions across multiple categories, including mathematical statistics, logical conditions, lookup and reference, text processing, date and time, and financial analysis. Users can apply functions and formulas manually or leverage AI Companion to apply functions and generate formulas using natural language commands.

Learn more about using formulas and functions in Zoom Sheets.

How to add a chart

Zoom Sheets helps you transform raw data into clear visual insights by adding charts to your spreadsheet. With options like bar graphs, line charts, and pie charts, you can easily spot trends, compare values, and share your findings with others.

Learn more about adding charts to spreadsheets.

How to add an image

Zoom Sheets allows you to enhance your spreadsheets by adding images directly into cells or as floating objects over multiple cells. Follow the steps below to insert images in a spreadsheet within Zoom Sheets.

1. Create or open a spreadsheet.
2. Click on the desired cell.
3. In the toolbar, click the Insert image icon .
   Note: If you do not see the Insert image option, click the more icon , then click the Insert image icon .
4. Click one of the following options:
   • Insert image in cell: Places the image within the boundaries of a single cell, resizing it to fit the cell dimensions.
   • Insert image over cells: Positions the image as a floating object that can span across multiple cells and be freely moved or resized.
5. When prompted if you want to overwrite the existing content, click Confirm.
6. Browse and select the desired image file.
   The image will be inserted into the spreadsheet.

How to format a spreadsheet

Zoom Sheets provides comprehensive tools for formatting tables in your spreadsheet, allowing you to apply styles, customize appearance, and organize your data spreadsheet efficiently. Follow the steps below to format tables in a spreadsheet within Zoom Sheets.

Add new formatting to a table

1. Create or open a spreadsheet.
2. In the Zoom Sheets menu, click Format, then Set Style.
3. Select one of the basic table formats or, under Edit format, create a custom style.
4. (Optional) Click Set as default table style to make the style default when creating spreadsheets.
5. Click Completed.
   The formatting will be applied to the table.

Clear table formatting

1. Open a spreadsheet.
2. Select the entire spreadsheet. 
3. In the Zoom Sheets menu, click Format, then click Clear table formatting.

How to use conditional formatting in a spreadsheet

Zoom Sheets allows you to visually analyze and highlight data patterns by applying conditional formatting rules to cells in your spreadsheet. Conditional formatting automatically changes cell appearance based on their values, making it easier to identify trends, outliers, and important information at a glance. Follow the steps below to add and manage conditional formatting rules in a spreadsheet within Zoom Sheets.

Add a new rule

1. Create or open a spreadsheet.
2. In the Zoom Sheets menu, click Format, then Conditional formatting.
3. Click New rule.
4. Select a rule type:
   • Highlight cells: Applies formatting to cells that meet specific conditions, such as containing certain text, numbers, or dates.
   • First/last rule: Highlights the top or bottom values in a range, and can either be a number of values or a percentage.
   • Custom Formulas: Uses custom formulas to determine which cells should be formatted based on complex conditions you define.
   • Data bars: Displays horizontal bars within cells that visually represent the cell values relative to other cells in the range.
   • 2-color scale: Applies a gradient color scheme using two colors to represent the range of values from lowest to highest.
   • 3-color scale: Applies a gradient color scheme using three colors to represent low, middle, and high values in the selected range.
5. Select the style preferences, including font options and cell fill colors.
6. Click Ok.
   The formatting will be applied to the table.

Manage conditional formatting rules

1. Open a spreadsheet.
2. In the Zoom Sheets menu, click Format, then Conditional formatting.
3. Click Manage rules.
   All current conditional formatting rules will be displayed.
4. (Optional) Click a rule to modify it.
5. (Optional) Click Optimize rules to have Zoom Sheets automatically remove any excess conditional formatting.

Delete conditional formatting rules

1. Open a spreadsheet.
2. In the Zoom Sheets menu, click Format, then Conditional formatting.
3. Click one of the following options:
   • Clear rules from selected cells: Removes all conditional formatting rules from only the cells you have currently selected.
   • Clear rules from entire sheet: Removes all conditional formatting rules from every cell in the active sheet.

How to share a spreadsheet in Zoom Sheets

Once you create your spreadsheet, you can easily share it with others, enabling collaboration. Sharing the spreadsheet allows collaborators to edit and comment on slides within the spreadsheet. Learn more about Zoom Sheets user permission types.

To share a spreadsheet:

1. Open your spreadsheet.
2. On the top right of your spreadsheet, click Share.
3. In the Share window, the following options will be available:
   • In the search box, enter the contact(s), channel(s), or email address(es) you desire to share the spreadsheet with, then select one of the following permission levels:
     Note: When using this method to share a spreadsheet, by default your contact will be notified via email and will be granted the Commenter permission level.
     • Co-owner: Allow your contact to have the same permissions as the original owner, including sharing, editing, commenting, and deleting.
     • Editor: Allow your contact to make changes to the spreadsheet and comment as necessary.
     • Commenter: Allow your contact to comment only on your spreadsheet.
     • Viewer: Allow your contact to view only your spreadsheet.
     • (Optional) Select Notify in chat if you have this feature and would like to notify your contact via chat. Enter a message, then click Send.
       Your user(s) will receive a notification in Team Chat.
   • Under General Access, select one of the following:
     • Only you can access: This is selected by default, giving you only the ability to work on the spreadsheet.
     • Collaborators only: Add collaborators, and the default link access will be updated to allow collaborators access to the spreadsheet.
     • Anyone in [Name of your organization]: Allow anyone in your organization’s Zoom account to search for the spreadsheet and access it by link.
     • Anyone with link: Allow anyone with the link to view the content. However, to comment or edit, users need to be signed in to their Zoom account or app.
       Note: This feature can only be enabled by your account admin. Contact your admin if this option is greyed out and you cannot select it.
   • Click one of the social media buttons to share the spreadsheet to that social media platform.
     Note: When using the social media buttons, the spreadsheet's access level will be set to Anyone with a link, and the platform will be redirected with a reference to the spreadsheet link.
   • Click Copy Link to manually share the link of the spreadsheet with others.

You can also share a spreadsheet directly from Zoom Hub. Learn more about how to manage assets in Hub.

How to comment in Zoom Sheets

Zoom Sheets allows you to collaborate effectively by adding comments directly to cells in your spreadsheet. Comments enable you to provide feedback, ask questions, or leave notes for yourself and other collaborators. Follow the steps below to add and manage comments in a spreadsheet within Zoom Sheets.

Add a comment to a spreadsheet

1. Open a spreadsheet.
2. Click on a cell within the spreadsheet.
3. In the toolbar, click the Add Comment icon .
   Alternatively, right-click on the cell and click Add Comment or use the hot keys (Ctrl+Shift+M or ⌘+Shift+M).
4. In the Comment box, enter a comment, then click the Send icon .
5. (Optional) At the bottom left of the comment box, click one of the following icons:
   • Tag icon : Tag a specific user(s) to your comment.
     Note: You can tag a user that you didn’t share the spreadsheet with, and the spreadsheet will automatically be shared with them.
   • Emoji icon : Add an emoji to your comment.
   • Attach icon : Attach a file from your computer to your comment.

View and reply to comments on your spreadsheet

1. Open a spreadsheet.
2. On the top right of the spreadsheet, click the comment icon  to show new comments on your spreadsheet.
3. Click on the comment, then click on the reply icon .
4. In the Reply box, enter your reply.
5. Click the Send icon .
6. (Optional) Click the More icon , then click Copy link, to manually send a link of your comment to others.

Resolve comments in your spreadsheet

1. Open a spreadsheet.
2. On the top right of the spreadsheet, click the comment icon to show new comments on your spreadsheet.
3. Click on the comment, then on the right of the window, click the resolve icon .

Delete a comment in your spreadsheet

1. Open a spreadsheet.
2. On the top right of the spreadsheet, click the Comment icon .
3. Click the More icon , then click Delete.