Whether you're a Data Analyst or a Project Manager, dealing with data is almost a fundamental part of daily work. Yet, sometimes, it's not just personal data management, but working on the same dataset with different people, even multiple teams. Lark Sheets is built for collaboration. It removes the friction of working with multiple data sources. Built on top of Lark's infrastructure, Sheets gives you the freedom to create while collaborating seamlessly.
This article covers the ins and outs of how to protect your data, communicate with collaborators, combine advanced functions to manage data effectively and more.
1. Use Dropdown to simplify data entry
Dropdown allows people to pick an item from a list that you or other creates which help people work more efficiently in Sheet.
Manual data entry into spreadsheets and especially entering data into text cells leads to many errors. Sheets allows you to reduce the inaccuracy of data entry by restricting the set of possible values to a pre-defined list. Collaborators can select the item from a dropdown list with few choices, instead of typing text or copy and paste into the data entry form.
Besides, you can sort based on the values in a dropdown list, which allows you to rearrange the Sheet based on decreasing order. For example, if the column is the priority (e.g.,P1, P2 and P3), you can arrange them from the highest priority to the lowest.
2. Protect range or Sheet to prevent changes from others
Protect rows or columns so that no one can edit or delete the items within it.
On some occasions, you distribute Sheet to different people so they can add and change some information; but there could be rows or columns that you don't want people to edit or accidentally delete. In such a situation, you can protect specific rows or columns so that no one can change.
1. Click the Protect range button.
2. Choose the row(s) or column(s) you want to protect.
3. Once the protection is on, if a collaborator tries to edit, the person will receive a notification as shown below:
3. Use the Comment to start a conversation
Collaboration on Sheet is easy and effective when you can add, edit, reply, or resolve comments directly.
When you collaborate with people, you or your collaborators may have questions or comments about specific items in the Sheet. You could, of course, say things like, "Hi David, I have a question about the item in row 53 and column B." However, that's not an efficient way to collaborate. Lark Sheets solves this riddle with one click. Collaborators can start a conversation directly on the cell by using the Comment feature, and the document owner will receive a notification. The comments will display on the document until someone resolve.
1. If you are the Sheet owner, you will receive a notification that tells you someone has commented on the Sheet. (need a screenshot of someone's notification on Sheet)
2. You can reply directly below the comment and the person will receive a notification. If the conversation has ended, you can mark it as resolved.
4. Highlight duplicate value + find and replace
｜Use Highlight duplicate value + find and replace to clean data
When you work in a large data set, duplicated values could be unavoidable, and sometimes it could affect data inaccuracy. On Lark, you highlight duplicated values, which are highlighted in the selected color. If you believe the duplicates are mistaken or unnecessary, then use the Find and replace feature to find the duplicated values and clear them. This significantly improve data management efficiency and accuracy.
5. Use Filter feature to find out crucial information
｜The Filter feature takes your dataset and returns only the columns of data that meet the criteria you specify.
Sheets are capable of holding a considerable amount of information, so it can be time-consuming or almost impossible to locate and analyze the data you need. Lark Sheets has easy-to-use filters that you can apply directly to the data. It reduces the number of items displayed in a view to just the data your want to see.
Filter by values
filters values in cells. Supposed one of the columns is priority and you only care which task's priority is that is "High" x, select "High" in the priority column.
Filter by condition
Filters conditions that match For example, one of the collaborators has colored some of the cells in green for you to double-check. Instead of scrolling the Sheet to look for it one by one, you can simply filter cells that are highlighted in green.