Self Help
VoVo Sheets Self Help
VoVo Sheets adds spreadsheets to your VoVo website admin. VoVo saves as you work, keeping unsent changes on this device until they are saved. Each spreadsheet belongs to the website where it was created.
Before you start
Check that the website selector in your admin shows the website where the spreadsheet should live. Spreadsheets stay with that website and never move to another one. If you can't find VoVo Sheets in the Team section of your admin sidebar, ask your account owner or a website administrator to check that VoVo Sheets is active for this website and that you are on its staff.
Find and create spreadsheets
In your website admin, select VoVo Sheets in the Team section of the sidebar. It opens the Files page for this website:
- Recent lists the spreadsheets you can open, newest activity first.
- My files lists the ones you own, in folders you can nest.
- Shared with me lists the ones other people shared with you.
- Starred lists the ones you starred.
- Trash keeps what you moved to the trash for 30 days, so you can restore it, then deletes it for good.
Search finds words in names and in the cells. You can sort, filter by owner or type, and switch between a list and a grid; each spreadsheet shows a picture of its first screen of cells once someone who can edit it has opened it. A spreadsheet that shows live VoVo data anywhere shows only its grid lines in that picture, never its values. Select several items to move, star, download or move them to the trash at once.
To start a spreadsheet, select New spreadsheet for a blank one, or pick one of the templates. To bring in an Excel (XLSX or XLS), OpenDocument (ODS), CSV, TSV or text file, select Upload or drop the file on the page. You first agree that an import may not keep everything exactly as it was. Every upload makes a new spreadsheet and changes nothing else.
To bring in a file from Google Drive or OneDrive, select Google Drive or OneDrive beside Upload a file to convert and choose the file in the window that opens. Like an upload, it starts converting once you agree that an import may not keep everything exactly as it was, and it comes in exactly as an upload of the same file would, with the same size limit, checks and import report. A Google Sheets spreadsheet comes in as an Excel file. The buttons appear when your website has Google Drive or OneDrive turned on in its settings. Each person connects their own account: until you do, the button reads Connect Google Drive or Connect OneDrive, and after you sign in you come back to the same page. If your browser blocks the window, allow pop-ups for your website and try again. Google Drive and OneDrive are not offered in a support session, and in the VoVo app you use Import a file.
Start from a template on the Files home: an annual or monthly budget, an invoice, a weekly schedule, a to-do list, a project tracker, attendance, an expense report, a sales pipeline, an inventory, an event planner or a gradebook. Each has working formulas, number formats, lists to pick from and colors that flag what needs attention.
To reuse a file of your own, choose File > Save as template. It appears under This website's templates, where your website's staff can start new files from it. It keeps the content as it was when saved, without comments. Accept or reject open suggestions first. Templates count toward your storage, and a website keeps up to 100. The person who saved a template, or a website administrator, can rename or delete it there. Deleting one doesn't change files already started from it.
The original file you uploaded can be downloaded again from Version history with Download original file. Only the person who uploaded it and the spreadsheet's owner can download the original, because it still holds anything VoVo left out of the spreadsheet, such as macros.
To keep an Excel file an Excel file, choose Keep it an Excel file when you upload it. VoVo Sheets first lists anything that would be lost, such as macros or pivot caches, and every download is a .xlsx with your changes.
Work in the editor
In the title bar, select the name to rename the spreadsheet, star it, move it to a folder, see who else is in it (select a person to jump to the cell they are on), and use Share. The back arrow returns you to Files.
The menus run along the top. Press Alt+/ to search every command by name, or Ctrl+/ (Cmd+/ on a Mac) to see all the keyboard shortcuts. View > Hide the menus (Ctrl+Shift+F) gives the sheet more room; the arrow at the end of the toolbar brings them back. The editor follows your light or dark setting.
Press Alt, or Alt+/ to search the menus, and use the arrow keys to move through them. Press F6 to move between the menus, the toolbar, the page, the side panel and any notices; Shift+F6 goes back. If your browser keeps F6 for its address bar, use Ctrl+F6. In the toolbar, the Left and Right arrow keys move between buttons. Escape closes a menu, panel or dialog and returns you to where you were. A notice with an action, such as Undo, stays until you dismiss it, and F6 reaches it.
On a phone, the menus sit behind the Menus button at the top; each menu opens across the screen, and Back returns to the one before. Comments, version history, sharing and the other panels open as full screens; close them with the X at the top. On iPhone and iPad, the menus, toolbar, panels and dialogs follow the text size set in Settings, while the grid keeps its own size.
Using VoVo Sheets with a screen reader, a keyboard or a phone
As you move, VoVo Sheets reads the cell's address, its value and its formula, and the column and row headers when they change: a table's header, or the frozen rows and columns. It also reads merged cells, notes, comments, links, smart chips, dropdowns, checkboxes and ratings, tables, pivot tables, protected ranges, and each column's filter and sort. Moving to another sheet reads its name, its frozen rows and columns, its filter, and how many charts and images it has. A selection of several cells is read by its size. Press Ctrl+Alt+Shift+C to hear the cell, its headers and its sheet again. Home goes to the start of the row and End to its last cell with data; Shift+Home and Shift+End select to them. F6 moves between the cells, the formula bar, the sheet tabs and the menus. On a phone or tablet, tap a cell to select it and tap it again to edit. Press and hold a cell, a row or column header, or a sheet tab to open its menu.
Enter and change cells
Select a cell and start typing:
- Press Enter to finish and move down, or Tab to finish and move right. Hold Shift to move up or left instead.
- Press Escape to cancel the cell you are typing in.
- To change what is already in a cell, double-click it or press F2.
- To clear cells, select them and press Delete.
- Ctrl+arrow jumps to the edge of your data, and Shift extends the selection.
- Ctrl+D and Ctrl+R fill down and right.
Help > Keyboard shortcuts lists the keyboard shortcuts, and Keyboard shortcuts in this guide lists them all. The spreadsheet scrolls smoothly at any size; select Add more rows at the bottom when you need them.
Rows, columns and sheets
You can insert, delete, move, resize, fit to their content, hide and freeze rows and columns. Right-click a row or column heading for its choices.
To group rows or columns, select them and choose Data > Group, or press Alt+Shift+Right. The plus and minus beside the headings open and close a group; Alt+Shift+Down and Alt+Shift+Up do the same, and Alt+Shift+Left ungroups.
Sheet tabs can be added, renamed, colored, hidden, dragged into order, duplicated or copied into another spreadsheet.
Formulas
To enter a formula, start with =, for example =A1+B1 or =SUM(A1:A10). The formula bar shows what the selected cell holds; you can edit there or in the cell, and the expand arrow gives the bar more lines.
While you type, VoVo Sheets suggests functions, shows the arguments each one needs, and colors every reference in the bar and on the sheet. Click or drag on cells to add references, and press F4 to switch a reference between relative and absolute. To jump to a cell or range, type its name, such as B7, in the box at the left of the bar.
QUERY runs a query over a range, such as =QUERY(A1:D50, "select A, sum(D) where B > 10 group by A order by A", 1), and its answer spills into the cells beside it and recalculates like any formula. When a formula can't be worked out, the cell shows an error such as #VALUE!, and the formula bar and Check errors say why.
Formulas can name a table's cells, such as Table1[Price], Table1[#All], or [@Price] for the same row inside the table. They follow the table as it grows or moves, and renaming the table or a column header updates every formula that uses it.
Drag the small square at the corner of a selection to continue numbers, dates, weekdays, months or your own lists, or to copy formulas. File > Settings sets the spreadsheet's locale, time zone and fill lists for everyone who uses the file.
To write formulas with row and column numbers, open File > Settings, choose Calculation and turn on R1C1 reference style. References then read like R2C3 (row 2, column 3) or R[-1]C (the cell above), and column headers show numbers. Your formulas are still saved the usual way, so downloads and other people are not affected.
Copy, paste and find
Copy and paste keep formulas, formats, merges and notes between VoVo spreadsheets. They also bring values, styles and formulas in from other spreadsheet apps.
Edit > Paste special pastes only one part of what you copied:
- values, formatting or formulas;
- transposed;
- column widths;
- everything except borders.
Find and replace can match case, the whole cell, regular expressions or formulas, across one sheet, every sheet or a range.
Images and links
Insert > Image puts a picture in a cell or over cells. Insert > Link to cells (Ctrl+K) links a cell to another sheet or range in the same spreadsheet; select the cell and press Alt+Enter to follow it.
Insert > Drawing opens the same canvas as VoVo Docs. Save and close adds the drawing over the cells next to the selected cell. You can move, resize and delete it like any image. To change it, double-click it, press F2 while it has focus, or use Edit > Edit drawing.
Charts
Select cells and choose Insert > Chart (Alt+F1) to chart them. The chart editor's Setup tab picks the type and data, and its Customize tab sets titles, colors, data labels, legend, axes, trend lines and error bars. There are line, area, column, bar, combo, pie, donut, scatter, bubble, histogram, candlestick, stock, waterfall, treemap, gauge, scorecard, table, org, timeline, radar, stepped area and box and whisker charts.
Drag a chart to move it or drag its edges to resize it. Its menu moves it to a sheet of its own and back, or downloads it as a PNG, SVG or PDF picture. With a chart selected, press Enter to edit it, the arrow keys to nudge it, and Escape to go back to the cells.
Funnel, sunburst, Pareto and surface charts are in the chart type list. A funnel and a Pareto chart read labels from the first column and numbers from the next; a Pareto chart sorts them from largest to smallest and adds a line for the running percent. A sunburst reads columns of group names, the largest group first, then a column of numbers. A surface reads a grid of numbers with row headers in the first column and column headers in the first row. A geo chart shades countries or US states by value: put names, ISO codes such as FR or FRA, or state postal codes such as CA in the first column and numbers in the next. Choose World countries or United States under Map, or leave it on Automatic. Names the map does not know are listed under it.
Pivot tables
Select a cell in your data, or the whole range with its header row, and choose Insert > Pivot table. Put it on a new sheet or at a cell you choose, then use the pivot table editor to add rows, columns, values and filters. Values can use SUM, COUNT, COUNTA, COUNTUNIQUE, AVERAGE, MAX, MIN, MEDIAN, PRODUCT, STDEV or VAR, shown as numbers or as a percent of the row, column or grand total, and Calculated field works out your own formula from column names, such as Sales*0.2.
Each row or column can sort ascending or descending or by a value, group dates by year, quarter, month or day and numbers into ranges, and show subtotals; grand totals can be turned off. Filters hide rows by their values or by a condition such as greater than or text contains.
The table updates by itself when its data changes, so change it in the editor instead of typing over its cells. Double-click a number to see the rows behind it on a new sheet. Choose Edit under the table, or right-click a cell in it, to edit or delete the table. A table updates while someone who can edit has the spreadsheet open.
What-if analysis
What-if analysis is in the Data menu. Goal seek finds the value a cell needs for a formula to give the answer you want. You choose whether to keep it, and one undo takes it back. A data table shows what formulas give for a list of input values down a column, across a row, or both. Its results update by themselves when the file changes, and you delete the table to change them. Scenarios keep named sets of values for cells on a sheet: show one to put its values in, or make a summary sheet that compares the results. Forecast sheet takes a column of dates and the values beside it and makes a new sheet. It has a straight-line forecast, confidence bounds and a line chart.
Timeline
Select a range with a header row and a column of dates, then choose Insert > Timeline. Each row becomes a card on a timeline sheet of its own. Timeline settings picks the start date, an end date or a duration in days, the card title, card details, a column to group cards into rows, and a column to color them. Use the zoom buttons and Today to move around. Select a card to see its details and go to its row. Editors can drag a card or its right edge to change its dates, or press Alt with Left or Right arrow; the dates are saved back into the cells. A timeline sheet downloads and prints empty.
Format cells
The Format menu and the toolbar cover fonts, colors, borders, alignment, wrapping, rotation, merges and number formats, including custom ones. Paint format copies a look to other cells, and Clear formatting (Ctrl+\) removes it.
Conditional formatting and data validation
- Format > Conditional formatting highlights cells by a condition or your own formula, or shades them with a color scale, data bars or icons. Date conditions can name today, tomorrow, yesterday, the past week, month or year, or an exact date. The rules panel lists every rule so you can change, reorder or delete it.
- Format > Alternating colors bands the rows, with optional header and footer colors.
- Data > Data validation, Insert > Dropdown and Insert > Rating limit what a cell takes: dropdown chips (with several choices allowed if you want), checkboxes with your own checked and unchecked values, star ratings, dates, numbers, text, email addresses, web addresses or a formula. A rule can warn about wrong entries or refuse them, and show help text.
- Copy and paste carry these rules along. Edit > Paste special can paste only the conditional formatting or only the data validation.
Protect sheets and ranges
Data > Protect sheets and ranges locks a sheet or range so only the people you choose, and the file's owner, can edit it, or shows a warning before anyone edits it. You can leave some cells of a protected sheet free. View > Show protected ranges shades them. Protection is checked by your website too when changes are saved, not only in the browser: only the owner and the people on a protection's list can change what it covers, and a protection that only warns never stops a save. If part of a change is in a protected sheet or range you can't edit, the change isn't saved; undo it, or ask the file's owner for access.
Sort, filter, notes and checkboxes
- Sort: sort a whole sheet or a selected range A to Z or Z to A from the Data menu. Sort range options sorts by several columns, by fill or text color, and keeps a header row in place.
- Filter: create one from the Data menu or the toolbar. Then use the button in each header cell to sort, filter by condition or by fill or text color, or tick the values to show. Everyone on the file sees the same filter.
- Filter views: Data > Filter views shows only the rows you want without changing what anyone else sees. Save a view for yourself, or for everyone so you can share it by link. Sort a column from a filter view's menu to see its rows in that order; only you see it, and Remove sort puts it back.
- Slicers: Data > Add a slicer puts a filter control over the sheet that filters a range for everyone.
- Notes: add one with Insert > Note or Shift+F2.
- Checkboxes: add them with Insert > Checkbox. Click a checkbox or press Space to check it.
Tables and smart chips
- Format > Convert to table (Ctrl+Alt+T) turns a range into a named table with a header row, colors, banded rows and typed columns: text, number, percent, currency, date, checkbox, dropdown, people, file or rating. Entries that don't match a column's type are flagged. Insert > Table also offers ready-made tables such as a project tracker, to-do list, content calendar, inventory and budget.
- A column's menu sorts the table, turns on the table's own filter, sets the column's type and dropdown choices, and adds a totals row with a sum, count, average, minimum, maximum or unique count. The table's filter is its own, apart from the sheet's filter, and its totals count only the rows that show.
- Data > Table views groups a table by a column with totals for each group, such as sums, counts, averages or percent filled.
- Insert > Smart chips adds a person who can open the file, a link to another VoVo file, a date, a dropdown or a rating. Click a chip to change it. Format > Remove smart chips turns the selected chips back into plain text, and Remove rating takes the stars off the selected cells. Chips move with their cells when you sort, fill, paste or copy a sheet.
Clean up data
- Data > Data cleanup removes duplicate rows, trims extra spaces, and suggests fixes it finds in your data.
- Data > Column stats shows counts, totals and the most common values of a column.
- Data > Split text to columns splits text at commas, spaces or a separator you choose.
- Data > Randomize range shuffles the selected rows.
- Smart Fill offers to finish a column from the first few entries you type. Press Ctrl+Shift+Y (Cmd+Shift+Y on a Mac) to accept.
Accessibility check
Tools > Accessibility check lists charts and images without alt text, data and tables without a header row, merged cells, text colors that are hard to read on their fill, hidden rows, columns and sheets that still hold data, and sheets still named Sheet1 and the like. Go to selects each one. Where the fix is clear, a button makes it: add alt text, insert a header row, unmerge, use a readable text color, show what is hidden or rename the sheet. Protected ranges apply, and Undo takes a fix back. People who can only comment get Comment on the cell.
Screen reader announcements
With a screen reader you hear when someone joins or leaves the spreadsheet, and when someone else changes a cell next to yours, never more than every few seconds. Nothing is announced about your own changes. Tools > Announce collaborators turns this off or on, and your choice is remembered on this website.
JagAI
JagAI sits in the JagAI menu, the sparkle on the toolbar and the JagAI button in the title bar, which opens the JagAI panel. Website staff who can manage content can use it; each use is paid from the website's Platform Wallet by what it actually uses, with the cost shown before it runs. Owners and administrators can turn JagAI off or set a daily limit in JagAI > JagAI settings for this website.
The price before each use: every paid JagAI use shows what it will likely cost and the most it can cost before anything is sent, a single action such as Write a formula or Analyze data included. Choose Run to go on or Cancel to send nothing. For single actions the dialog has Don't ask again today: tick it and single JagAI actions run without asking until tomorrow, in this browser. Jobs that run in several parts, such as Clean and categorize or Fill with JagAI, always show their price. Where JagAI is never charged, no price is asked for.
JagAI in VoVo Sheets builds tables and trackers, turns pasted text into a table, writes, explains and fixes formulas, cleans and categorizes a column, fills empty cells, and analyzes data with charts and pivot tables you can insert. In the JagAI menu these are Build a table, Paste as a table (up to 12,000 characters of pasted text), Write a formula, Explain this formula, Fix this error, Clean and categorize, Fill with JagAI and Analyze data.
- Every answer shows first and is labeled Made with JagAI.
- Changes JagAI writes show in a cell's edit history as made by JagAI for you, and Undo takes them back.
- JAGAI, TRANSLATE and DETECTLANGUAGE keep their answers in the file and run only when you choose Data > Refresh data and confirm the cost from the Platform Wallet.
- A file imported with AI, GEMINI or COPILOT cells keeps their last answers and never runs them. JagAI > Convert AI functions changes them to JAGAI, or keeps the answers as plain values.
Data from the web, other spreadsheets and your website
- Web data: IMPORTDATA, IMPORTHTML, IMPORTXML and IMPORTFEED read a file, table, list or feed from the web. They stay off until someone who can edit the spreadsheet allows web data, with Allow in the bar above the grid or Data > Allow web data. Your website fetches the data, and the results refresh every hour.
- Other spreadsheets: IMPORTRANGE reads cells from another spreadsheet on this website. The first time, someone who can open that spreadsheet allows this one to read it, with Allow access or Data > Allow IMPORTRANGE access. The values are then kept in this spreadsheet for everyone who opens it.
- Your website: Data > VoVo data puts live rows from Forms, Shop, Membership, Events or Accounting in the selected cell. Each person sees only what they may see in that feature, and the rows are never saved in the file.
- Data > Refresh data gets the selected cells' values again now, and Data > Refresh all data does the whole spreadsheet.
VoVo data shows each person only what they may see, so it is never saved in the spreadsheet. A pivot table cannot use cells that show VoVo data, and JAGAI, TRANSLATE and DETECTLANGUAGE answer #N/A when their cell uses them. IMPORTRANGE does not bring in another spreadsheet's VoVo data. A spreadsheet that uses VOVODATA cannot be published to the web.
Macros and automations
Choose Tools > Macros > Record macro, make your changes, then choose Stop recording. Give the macro a name and, if you like, a shortcut from Ctrl+Alt+Shift+1 to 9. Turn on Play from the selected cell to have it work wherever you select. Run it from Tools > Macros or with its shortcut; one Undo takes back everything it did. Manage macros lets you rename, reorder, delete and edit the steps. Macros from Excel or other apps never run here.
Tools > Automations fill in the date, sort a range or copy a row when someone adds a row or changes a cell. They run with the access of the person who made the change, and never run code.
Comments
Select a cell and choose Insert > Comment (Ctrl+Alt+M) to start a discussion. Type @ to mention someone who can comment on the spreadsheet; they get a notice, and you can tick Assign to to give them the comment.
In the Comments panel you can:
- reply, or react with an emoji;
- edit or delete your own comments;
- resolve or reopen a thread;
- show All, Open or For you;
- use Copy link to comment to send someone straight to it.
Share
Share a spreadsheet from File > Share or the Share button.
- Add people from your website's staff and members as viewers, commenters or editors, and choose whether to notify them with a short message.
- Choose who else can open it.
- Make links with a role, an optional password and an end date, and turn a link off at any time.
- In the sharing settings, choose whether editors can change who has access, and whether viewers and commenters can download, print and copy.
- Give someone an end date with Access ends; their access ends at the end of that day.
- The owner can choose Make owner to hand the spreadsheet to someone on the website's staff. The old owner stays on as an editor.
- People who can share see Access requests here and choose Approve or Deny.
People hear about shares, mentions, replies and comments assigned to them in their bell and in the VoVo app.
Ask for access
If you open a link to a spreadsheet you can't open, sign in and choose the access you want, add a message if you like, and select Ask for access. Inside a spreadsheet you can view or comment on, File > Request edit access (Request more access for viewers) asks for more. People who can share the spreadsheet decide.
Approvals and locks
- File > Approvals asks up to 10 staff members who can open the spreadsheet to approve it. You can lock the spreadsheet while it waits, so nobody can edit, comment or suggest. One rejection ends the request, and a change to the spreadsheet resets approvals already given. Editors can ask, one request at a time, and the person who asked or the owner can cancel it.
- File > Lock spreadsheet lets the owner stop everyone from editing, commenting or suggesting until the owner chooses File > Unlock spreadsheet. The title bar says Locked.
Activity, notices and assignments
- Tools > Activity dashboard shows editors who opened the spreadsheet as themselves, and when. Under Your privacy, Show my views to editors decides whether your own views show, for every file on this website.
- Tools > Notification settings chooses the comment notices you get for this file: All comments, Only comments for you or None.
- Tools > Assigned to me lists the checklist items and comments assigned to you on this website, with their due dates.
- File > Remove from Shared with me takes a spreadsheet off your Shared with me list. You can still open it, and File > Add to Shared with me puts it back.
Cell edit history
Right-click a cell and choose Show edit history to see who changed it and when. For older changes kept only in version history, it shows the time of that version.
Version history
Open File > Version history (Ctrl+Alt+Shift+H) to see earlier versions grouped by day, each with the people who edited it. Choose a version to read it, with each changed cell tinted in the color of the person who changed it; turn off Show changes to see it plain.
You can name or rename a version, show only named versions, restore a version (the version you have now stays in the history), make a copy of a version as a new spreadsheet, or save it as an Excel file with Download as Excel without changing your current spreadsheet. After a restore, the Files page shows the spreadsheet's icon in place of its picture until someone who can edit it opens it again.
VoVo keeps earlier versions of each spreadsheet. Versions you name stay as long as the spreadsheet exists, up to 100 of them. Automatic versions are all kept for 30 days, then one for each day until they are a year old, then one for each week, up to 1,000. The newest version is always kept. Versions count toward your website's plan storage.
Download, copy and print
File > Download saves the whole spreadsheet as Excel or OpenDocument, keeping formulas, formatting, notes and comments, as a PDF laid out with each sheet's print settings (the current sheet, the whole spreadsheet or the selection), or as a zipped web page, or saves the current sheet as CSV or TSV with the values the sheet shows. Text that would start a formula in another program is kept as text.
File > Import brings an Excel (XLSX or XLS), OpenDocument, CSV, TSV or text file from your device, Google Drive or OneDrive into this spreadsheet. You can make a new spreadsheet, add new sheets, replace the spreadsheet or the current sheet, add to the end of the current sheet, or replace data from the selected cell, and you choose the separator, the encoding and whether text becomes numbers, dates and formulas. Before an import changes this spreadsheet it is saved in Version history, so you can undo it there. Large files show their progress, and anything that could not come over exactly is listed in Import notes. Formulas from an XLS file come in as the values they last showed.
Formulas that ask another program for data (DDE links) never run in VoVo Sheets. The cell keeps the value it last showed, and downloads never carry the formula out.
File > Make a copy makes a new spreadsheet, with or without its comments. File > Print (Ctrl+P) shows a page preview of the sheet, the selected cells or the whole spreadsheet, and keeps each sheet's paper, orientation, scale, margins, gridlines, notes, repeated rows and columns, page order, alignment, headers and footers. Insert > Page break adds a page break before the selected row or column.
If the owner turned off downloading, printing and copying for viewers and commenters, those choices don't appear for them.
Publish to the web
File > Publish to web makes a page anyone with its address can read, with a Link and an Embed code that shows the page inside your website's own pages. Website staff who can share the spreadsheet can publish it. The page shows the values of the sheets that aren't hidden, leaves out comments, names and version history, and updates while someone edits the spreadsheet. A new page fills in once the spreadsheet has calculated in an editor.
- Only the owner can tick Let search engines show this page. It's off by default.
- Stop publishing takes the page and every embed down at once. Publishing again gives a new address.
- A spreadsheet that shows live VoVo data with VOVODATA is never published: its web page stops updating and is taken down until those formulas are removed.
Notification rules
Tools > Notification rules has Tell me when someone else changes this spreadsheet. Notices reach your bell and the VoVo app a few minutes after the changes. You can turn the whole type off in your notification settings.
Website staff who can edit the spreadsheet can also notify staff under Notify website staff:
- When these cells change, a form on your website that you can see gets a response, or a cell here meets a condition: is not empty, is empty, is checked, text contains, text is exactly, greater than, greater than or equal to, less than, less than or equal to, is equal to, is not equal to, or is between.
- Notify up to 20 staff members who can open the spreadsheet. Leave it empty to notify only you.
- Ready-made rules for tables offer, for each table, A row is added, Anything in it changes and one for each checkbox column being checked. They start off; turning one on notifies you.
- A spreadsheet holds up to 50 rules, and each rule sends at most one notice every 5 minutes. Rules are checked while someone who can edit has the spreadsheet open.
In the VoVo app
Open VoVo Sheets from your website in the VoVo app. The app shows its own screens for VoVo Sheets, built from what your website describes, so there is nothing extra to download. These screens are for your website's staff.
- Files has Recent, My files, Shared with me, Starred and Trash, with search and folders. Each row shows the name, the owner, your access and when it was last edited.
- New spreadsheet starts a blank spreadsheet. Import a file turns an Excel (XLSX or XLS), OpenDocument, CSV, TSV or text file from your phone, up to 50 MB, into a new spreadsheet after you agree that the import may not match exactly.
- On each file: Download as Excel or OpenDocument, to save it or share it with another app; Share; Comments; Version history; Rename; Move; Star or Remove star; Move to trash; and Restore from the trash. PDF, CSV, TSV and web page downloads are made in the editor on a computer.
- Share has People, Links and Requests. Add people as viewers, commenters or editors, with a notice and a message; make a link with a role, an optional password and an end date, or turn one off; change or remove someone's access, or remove your own; choose who else can open the file (only the people added, everyone on your website's staff, or everyone with a membership on your website); change the sharing settings; set when someone's access ends; make someone the owner; and approve or deny access requests. The app asks you to confirm it is you before a change to who can open a file.
- Comments has Open, Resolved and For you. Reply (mentioning one person), resolve, reopen, assign, edit or delete your own comments.
- Version history has All and Named. Name the current version, name or rename a version, or restore one; a restored version is saved as a new version and nothing is erased.
Tapping a file opens the editor inside the app at the width of your phone, as the same page your website shows. Inside it, File > Download points to the app's own Download. JagAI works in the editor, with the same cost shown before it runs.
Your phone gets a notice when a file is shared with you, when someone mentions you, replies to you or assigns you a comment, and when someone asks for access to a file you can share. Tap it to open the file. Each kind appears in the app's notification settings for the website after the first one arrives, where you can turn it off.
While VoVo Sheets is turned off for a website, the app's Files screen offers only Download.
On the central admin
Central super admins can also use VoVo Sheets on the VoVo central admin. Spreadsheets there belong to VoVo, not to a website, and you share them only with other central super admins. Publishing to a website, links for anyone and website templates are for websites only, so the central admin does not offer them. AI on the central admin is SubAI, not JagAI: it works with text only, at no charge. The VoVo app shows website spreadsheets only.
Working offline
If you lose your connection, keep working. The title bar says Offline, and your changes are kept on this device and saved when you are back online. If you reload the page while offline, it opens from the copy on this device. If someone restores the spreadsheet to an earlier copy while you have unsaved changes, your changes are not added to it. They stay on this device, and staff can choose Make a copy with them to get a copy of the spreadsheet with your changes in it, or discard them. File > Changes kept on this device shows them again later.
How saving works
There is no Save button. VoVo saves as you work and keeps unsent changes on this device until they are saved. The title bar shows where things stand:
- Saving: you made a change that your website hasn't confirmed yet.
- All changes saved: every change is stored on your website.
- Offline, changes kept on this device: VoVo can't reach your website right now. Your changes stay in this browser and are sent when the connection returns.
If you close the tab before your changes are saved, open the same spreadsheet again in the same browser on the same device while you are online. VoVo finds the unsent changes it kept and saves them.
A few limits apply:
- Opening a spreadsheet needs a connection. Changes are kept on the device only for a spreadsheet that was already open.
- Changes kept on one device can't be seen on another device until they are saved.
- Some browsers, such as a private or incognito window, can't keep changes on the device. The title bar then says Offline. Changes are not saved yet; keep this tab open. Keep the tab open until it shows All changes saved.
- Signing out of VoVo in this browser deletes the copies kept on this device, so the next person on it cannot read them. If changes are still waiting to be sent, your browser asks before you leave the page: stay until it shows All changes saved, then sign out. Another account that opens an editor in the same browser removes what an earlier account left there.
If you have the same spreadsheet open in more than one window or on more than one device, each one shows the saved changes from the others as you work, with each person's selected cell in their color. If two of them change the same cell at the same moment, the cell ends up with one of the two values, the same in every window.
If saving stops
When VoVo can't save a change, the title bar says why:
- Can't save. You no longer have edit access. Your access to this spreadsheet changed. Ask its owner or a website administrator.
- Can't save. Your session has ended; sign in again. Sign in to your website admin again, then open the spreadsheet again.
- This editor is out of date. Reload the page. VoVo Sheets was updated while the spreadsheet was open. Reload the page to continue.
Who can see your spreadsheets
A spreadsheet belongs to one website. It doesn't appear when you work in your other websites, and other VoVo customers can't see it, search for it or open it. Inside your website, a spreadsheet you create opens only for you until you share it. People you share a spreadsheet with who aren't on your website staff find it under Shared spreadsheets in their account on your website. A spreadsheet published to the web can be read by anyone with its address until publishing stops.
Backups and restores
A full backup of your website includes VoVo Sheets. It keeps:
- every spreadsheet and folder, with its latest content, including changes made since the last saved version;
- version history, with named versions and the original files you imported, and the import notes;
- comments and replies, and the changes JagAI made for people, with their cell edit history;
- who each spreadsheet is shared with by name, access requests, approvals, assignments, notification rules and settings, and saved filter views;
- which spreadsheets may read each other with IMPORTRANGE and which may use web data;
- each person's stars, trash, Recent and Shared with me choices, and the views the Activity dashboard shows;
- your website's templates and each person's preferences.
Pictures that spreadsheets keep in your website's Hub are backed up with the Hub. Live VoVo data from Data > VoVo data is never kept in a spreadsheet, so it is read again from your website when a restored spreadsheet opens.
Some things are never in a backup:
- Share links. A restored spreadsheet comes back without the links made for it, so make a new link for anyone who still needs one. A restore never brings back a link that was turned off.
- Pages published to the web. A restore never brings back a page whose publishing was stopped. A page that is still published shows the restored spreadsheet, not the one from before. If a page you need is no longer published, publish it again; publishing again gives a new address.
- Web data. Results of IMPORTDATA, IMPORTHTML, IMPORTXML and IMPORTFEED are fetched from the web again after a restore instead of showing what was fetched before.
- Search text. It is made again from each restored spreadsheet, so for a short time after a restore, search may find a spreadsheet only by its name.
When your website is restored from a backup:
- Anyone who has a spreadsheet open sees This spreadsheet was restored to an earlier copy and the page loads the restored spreadsheet.
- Changes that were not saved yet in someone's browser are never added to the restored spreadsheet. They stay on that device, and File > Changes kept on this device offers Make a copy with them (for your website's staff, in the admin), Keep for now or Discard changes.
- Nothing is sent again: no notice or email, and no JagAI request runs again. JAGAI, TRANSLATE and DETECTLANGUAGE answers come back as they were saved. Notification rules start from the restored spreadsheet, so the restore itself is not reported as a change.
Restoring an earlier version from Version history is different: it changes only that spreadsheet, keeps the version you had in the history, and keeps its links.
If VoVo Sheets is turned off or removed
Nothing deletes your spreadsheets: not turning VoVo Sheets off for a website, not its access ending on a website (for example when a payment for it is reversed), and not uninstalling it with your files kept.
- While VoVo Sheets is off or its access has ended on a website, its Files page and spreadsheets still open there for your website's staff, read only: you can read every spreadsheet and download it as Excel or OpenDocument, but you can't create, change, share or comment on one. PDF, zipped web page and chart PDF downloads are not offered then.
- Members, share links and pages published to the web don't open while VoVo Sheets is off.
- Everything opens for editing again, unchanged, when VoVo Sheets is active on that website again.
- Uninstalling VoVo Sheets from a website keeps its spreadsheets in your website's data, but they don't open there until VoVo Sheets is installed on it again. Before you uninstall, download your website's data export: it holds every spreadsheet as an XLSX file, and a short note stands in for any spreadsheet that could not be converted at that moment.
Keyboard shortcuts
Help > Keyboard shortcuts (Ctrl+/, or Cmd+/ on a Mac) lists the shortcuts you can use at that moment, and Alt+/ (Option+/ on a Mac) finds any command by name. On some Mac keyboards the F keys need Fn.
Anywhere in the editor
| Windows | Mac | What it does |
|---|---|---|
| Alt+/ | Option+/ | Search the menus |
| Ctrl+/ | Cmd+/ | Show the keyboard shortcuts |
| Alt, pressed and released | Option, pressed and released | Open or close the menus |
| F6 or Ctrl+F6 | F6 or Cmd+F6 | Move to the next part of the window |
| Shift+F6 | Shift+F6 | Move to the previous part of the window |
| Ctrl+Shift+F | Cmd+Shift+F | Hide or show the menus |
| Ctrl+O | Cmd+O | Open Files in a new tab |
| Ctrl+Alt+M | Cmd+Option+M | Add a comment |
| Ctrl+Alt+Shift+A | Cmd+Option+Shift+A | Open the comments |
| Ctrl+Alt+Shift+H | Cmd+Option+Shift+H | Open version history |
| Ctrl+F | Cmd+F | Find |
| Ctrl+H | Cmd+H | Find and replace |
| Ctrl+P | Cmd+P | |
| Escape | Escape | Close a menu, panel or dialog |
Move and select
| Windows | Mac | What it does |
|---|---|---|
| Arrow keys | Arrow keys | Move one cell |
| Enter, Shift+Enter | Return, Shift+Return | Move down or up |
| Tab, Shift+Tab | Tab, Shift+Tab | Move right or left |
| Page Down, Page Up | Page Down, Page Up | Move a screen down or up |
| Alt+Page Down, Alt+Page Up | Option+Page Down, Option+Page Up | Move a screen right or left |
| Home, End | Home, End | Go to the start of the row, or its last cell with data |
| Shift+Home, Shift+End | Shift+Home, Shift+End | Select to the start of the row, or to its last cell with data |
| Ctrl+arrow | Cmd+arrow | Jump to the edge of your data |
| Shift+arrow | Shift+arrow | Extend the selection |
| Ctrl+Shift+arrow | Cmd+Shift+arrow | Extend the selection to the edge of your data |
| Ctrl+Home, Ctrl+End | Cmd+Home, Cmd+End | Go to the first cell, or the last cell with data |
| Ctrl+A | Cmd+A | Select all |
| Shift+Space | Shift+Space | Select the rows |
| Ctrl+Space | Cmd+Space | Select the columns |
| Ctrl+Shift+Page Down, Ctrl+Shift+Page Up | Cmd+Shift+Page Down, Cmd+Shift+Page Up | Go to the next or previous sheet |
| Shift+F10 | Shift+F10 | Open the cell's menu |
| Ctrl+Alt+Shift+C | Cmd+Option+Shift+C | Hear the cell, its headers and its sheet again |
Enter and change cells
| Windows | Mac | What it does |
|---|---|---|
| F2 | F2 | Edit the cell; while editing, switch between moving in the text and finishing with the arrow keys |
| Enter, Tab | Return, Tab | Finish the cell and move down or right (with Shift, up or left) |
| Escape | Escape | Cancel the cell you are typing in |
| Alt+Enter | Option+Return | While editing, start a new line in the cell |
| Ctrl+Enter | Cmd+Return | Fill the selected cells with what you typed |
| Delete or Backspace | Delete | Clear the selected cells |
| Ctrl+D, Ctrl+R | Cmd+D, Cmd+R | Fill down, fill right |
| Ctrl+; | Cmd+; | Insert today's date |
| Ctrl+Shift+; | Cmd+Shift+; | Insert the time |
| Ctrl+Alt+Shift+; | Cmd+Option+Shift+; | Insert the date and time |
| F4 | F4 | While editing a formula, switch a reference between relative and absolute |
| Ctrl+Z | Cmd+Z | Undo |
| Ctrl+Y or Ctrl+Shift+Z | Cmd+Y or Cmd+Shift+Z | Redo |
| Ctrl+X, Ctrl+C, Ctrl+V | Cmd+X, Cmd+C, Cmd+V | Cut, copy, paste |
| Ctrl+Shift+V | Cmd+Shift+V | Paste values only |
Rows, columns and sheets
| Windows | Mac | What it does |
|---|---|---|
| Ctrl+Alt+= | Cmd+Option+= | Insert rows or columns |
| Ctrl+Alt+- | Cmd+Option+- | Delete rows or columns |
| Ctrl+Alt+9 | Cmd+Option+9 | Hide rows |
| Ctrl+Alt+0 | Cmd+Option+0 | Hide columns |
| Ctrl+Shift+9 | Cmd+Shift+9 | Show hidden rows |
| Ctrl+Shift+0 | Cmd+Shift+0 | Show hidden columns |
| Alt+Shift+Right | Option+Shift+Right | Group rows or columns |
| Alt+Shift+Left | Option+Shift+Left | Ungroup |
| Alt+Shift+Up, Alt+Shift+Down | Option+Shift+Up, Option+Shift+Down | Close or open a group |
| Shift+F11 | Shift+F11 | Add a sheet |
On the sheet tabs, the Left and Right arrow keys move between sheets, F2 renames one and Shift+F10 opens its menu.
Format cells (for editors)
| Windows | Mac | What it does |
|---|---|---|
| Ctrl+B, Ctrl+I, Ctrl+U | Cmd+B, Cmd+I, Cmd+U | Bold, italic, underline |
| Alt+Shift+5 or Ctrl+5 | Option+Shift+5 or Cmd+5 | Strikethrough |
| Ctrl+Shift+L, E or R | Cmd+Shift+L, E or R | Align left, center or right |
| Ctrl+\ | Cmd+\ | Clear formatting |
| Ctrl+Shift+` | Cmd+Shift+` | Automatic number format |
| Ctrl+Shift+1 | Cmd+Shift+1 | Number format |
| Ctrl+Shift+2 | Cmd+Shift+2 | Time format |
| Ctrl+Shift+3 | Cmd+Shift+3 | Date format |
| Ctrl+Shift+4 | Cmd+Shift+4 | Currency format |
| Ctrl+Shift+5 | Cmd+Shift+5 | Percent format |
| Ctrl+Shift+6 | Cmd+Shift+6 | Scientific format |
| Alt+Shift+7 or Ctrl+Shift+7 | Option+Shift+7 or Cmd+Shift+7 | Border around the selection |
| Alt+Shift+4, 1, 2 or 3 | Option+Shift+4, 1, 2 or 3 | Left, top, right or bottom border |
| Alt+Shift+6 or Ctrl+Shift+- | Option+Shift+6 or Cmd+Shift+- | Clear borders |
Formulas, data and charts
| Windows | Mac | What it does |
|---|---|---|
| Shift+F3 | Shift+F3 | Insert a function |
| Alt+= | Option+= | Insert SUM |
| Ctrl+Shift+U | Cmd+Shift+U | Make the formula bar taller or shorter |
| F9 | F9 | Calculate now |
| Ctrl+F3 | Cmd+F3 | Named ranges |
| Ctrl+[, Ctrl+] | Cmd+[, Cmd+] | Select the cells a formula uses, or the cells that use it |
| Ctrl+K | Cmd+K | Link to cells in this spreadsheet |
| Alt+Enter | Option+Return | Open the cell's link |
| Alt+Down | Option+Down | Open the cell's smart chip, dropdown, filter or table column menu |
| Space | Space | Check or uncheck a checkbox |
| Shift+F2 | Shift+F2 | Add or edit a note (Ctrl+Enter, or Cmd+Return, saves it) |
| Alt+F1 | Option+F1 | Insert a chart |
| Ctrl+Alt+T | Cmd+Option+T | Convert to table |
| Ctrl+Shift+Y | Cmd+Shift+Y | Accept Smart Fill |
| Ctrl+Alt+Shift+1 to 9 | Cmd+Option+Shift+1 to 9 | Run the macro with that shortcut |
With a chart or image selected, the arrow keys nudge it, Delete removes it, Shift+F10 opens its menu and Escape returns to the cells. Enter edits a chart, and Ctrl+Alt+Y (Cmd+Option+Y) adds its alt text.
On a Mac, Cmd+H hides the browser, so use Edit > Find and replace, and Cmd+Space opens Spotlight, so select columns from their headings.
Get Help
Help > Self Help and Help > FAQ in a spreadsheet open this guide and its questions. Everyone on your website's staff can read them.
If something isn't working, the person who bought VoVo Sheets for this website can open a support ticket from any of these:
- Help > Get help in a spreadsheet;
- Get help at the top of the Files page;
- Get help beside VoVo Sheets in Marketplace > Installed modules, or beside the purchase in My Purchases, in your website admin.
Each opens Product support in your website admin, where you pick the product, write a subject and the details, and select Open ticket. Say what you did, what you expected and what happened instead. Don't paste spreadsheet content or passwords into a ticket. If you don't see Get help, ask the person who bought VoVo Sheets for your website to open the ticket. For account, billing or sign-in problems, use VoVo platform support.