My Spreadsheets
Google Sheets-style spreadsheet editor built into TotalApp — create, edit, and analyze spreadsheets without leaving the platform.
Overview
My Spreadsheets is TotalApp's built-in spreadsheet editor — a Google Sheets-style interface that lives directly inside the platform. You can create spreadsheets from scratch, import existing ones from Google Sheets, and use the AI Assistant to analyze your data, all without switching to a separate application.
Spreadsheets created in My Spreadsheets are stored securely in your tenant workspace and are available across sessions. They appear alongside your other documents in My Documents and integrate with other TotalApp modules for further processing and analysis.
Create from Scratch
Start with a blank spreadsheet and build your own tables, formulas, and data — no external tool required.
Import from Google Sheets
Bring in any Google Sheets file in seconds using secure Google OAuth. No copy-paste, no export files needed.
AI-Powered Analysis
Ask the built-in AI Assistant to summarize data, explain columns, find trends, generate formulas, and answer questions about your spreadsheet.
Multi-Sheet Support
Work with multi-tab workbooks just like in Google Sheets. Add, rename, and switch between sheets using the tab bar at the bottom.
Multi-Select & Bulk Actions
Select multiple spreadsheets in the list view to delete, export, or organize them in bulk — the same pattern used across TotalApp.
List & Grid Views
Switch between a detailed list view and a compact grid view to manage your spreadsheet library the way you prefer.
Creating a New Spreadsheet
To create a blank spreadsheet in My Spreadsheets:
- Navigate to My Spreadsheets — Find it in the Documents section of the sidebar, or via My Workspace → My Spreadsheets.
- Click "New Spreadsheet" — The button is in the top-right corner of the screen alongside the Import button.
- Enter a title — A small dialog prompts you for a name. Type a descriptive title and confirm. The title must not be empty; the Create button is disabled until you type at least one character.
- Start working — The editor opens immediately. Click any cell and start typing. Use Tab to move right, Enter to move down.
Tip — Unique Titles
TotalApp automatically appends a numeric suffix if you create a spreadsheet with the same title as an existing one (e.g., "Budget 2" if "Budget" already exists). This keeps your library unambiguous.
Importing from Google Sheets
You can import any Google Sheets file directly from this screen — no need to go to Document Management first. The import button lives right in the My Spreadsheets toolbar alongside the New Spreadsheet button.
Direct Import — No Extra Navigation Needed
My Spreadsheets gives you direct access to Google Sheets import. Click "Import from Google Sheets," authorize with Google, pick your file, and the data loads immediately into the editor — all in one place.
How to import
- Click "Import from Google Sheets" — The button is in the toolbar at the top of the My Spreadsheets screen.
- Authorize with Google — A Google sign-in popup appears. TotalApp requests read-only access to your spreadsheets. This uses secure OAuth 2.0 — your Google password is never seen by TotalApp.
- Select a spreadsheet — Google's file picker lets you browse or search your files. Select the one you want and click Select.
- Review the imported data — TotalApp fetches all sheet tabs and opens the editor. Switch between sheets using the tab bar at the bottom.
One-Way Import
The import is a one-way snapshot. Data flows from Google Sheets into TotalApp. Changes you make in TotalApp do not write back to the original Google Sheet. If the source sheet is updated, import it again to get the latest version. See the Google Sheets documentation for full details on security, privacy, and troubleshooting.
The Spreadsheet Editor
My Spreadsheets uses a familiar spreadsheet interface similar to Google Sheets. If you've used any spreadsheet application before, you'll feel right at home.
Editing cells
- Click a cell to select it. Type to replace its content, or press F2 (or double-click) to edit in place without replacing.
- Tab — move to the next cell in the row.
- Enter — confirm the value and move down one row.
- Escape — cancel editing and discard changes to that cell.
- Arrow keys — navigate between cells without entering edit mode.
Toolbar actions
| Action | How to Use |
|---|---|
| Bold / Italic / Underline | Select a cell or range, then click the B / I / U buttons in the toolbar. |
| Alignment | Left / Center / Right alignment buttons align the content of selected cells. |
| Number format | Choose General, Number, Currency, Percentage, or Date from the format dropdown. |
| Add row / column | Right-click a row header or column header to insert or delete rows and columns. |
| Formulas | Start a cell value with = to enter a formula. Standard functions like =SUM(), =AVERAGE(), =IF() are supported. |
| Sheet tabs | Use the tab bar at the bottom to switch sheets, add a new sheet (+), or double-click a tab to rename it. |
| Save | Changes are saved automatically. The last-saved timestamp is shown in the toolbar. |
| Export | Download the spreadsheet as a CSV or JSON file using the Export button in the toolbar. |
AI Assistant
Every spreadsheet in My Spreadsheets comes with a built-in AI Assistant. Open it by clicking the AI Assistant button (sparkle icon) in the top-right corner of the editor. The panel slides in from the right side of the screen.
The AI reads the current sheet's data as context for every message. You can ask it anything about the data without having to copy and paste cells into a separate chat tool.
Summarize
"Give me a plain-language summary of this spreadsheet" — the AI describes what the data contains, key totals, averages, and notable values.
Explain Columns
"What does each column represent?" — the AI reads the header names and data patterns to explain the purpose of each column.
Find Trends
"Are there any notable trends in the data?" — the AI identifies patterns, growth/decline over time, and top/bottom performers.
Generate Formulas
"Write a formula to calculate the running total in column C" — the AI returns a ready-to-paste formula based on your description.
Filter Guidance
"Which rows have a value greater than 500 in column B?" — the AI describes matching rows or writes the filter formula for you.
Answer Questions
"What was the total revenue in Q3?" or "Which product had the highest return rate?" — ask in plain English and get an instant answer.
Tips for Better AI Answers
- Make sure your spreadsheet has clear header names in the first row. The AI uses column headers to understand what each column contains.
- If you have multiple sheets, the AI reads the currently active sheet. Switch to the relevant sheet before asking a question about it.
- For complex calculations, ask the AI to "show the formula" rather than just the result — then paste the formula into your spreadsheet for future use.
Multi-Select & Management
The My Spreadsheets list view supports multi-select, making it easy to manage multiple spreadsheets at once.
How to use multi-select
- Hover over any spreadsheet row — a checkbox appears on the left side of the row.
- Click the checkbox to select that spreadsheet. A blue highlight marks the selected row.
- Select more rows as needed. A "X selected" counter appears in the toolbar when any rows are checked.
- Use the bulk action buttons that appear in the toolbar — currently Delete is supported for multi-select.
- Click the header checkbox to select or deselect all visible spreadsheets at once.
Bulk Delete is Permanent
Deleting spreadsheets via multi-select is immediate and cannot be undone. A confirmation dialog appears before any deletion proceeds, but once confirmed the data is permanently removed from your tenant workspace.
Other management actions
| Action | How to Access |
|---|---|
| Rename | Click the pencil icon on a spreadsheet row, or open the spreadsheet and click the title in the editor. |
| Delete (single) | Click the trash icon on any row. A confirmation prompt appears. |
| Open in editor | Click the spreadsheet title or the open icon to launch the full editor. |
| Search | Use the search bar at the top of the list to filter spreadsheets by title. |
| Sort | Click a column header (Name, Created, Modified) to sort the list ascending or descending. |
View Modes
My Spreadsheets supports two display modes for the spreadsheet library, toggled by the LayoutList / LayoutGrid icons in the top-right area of the screen.
| Mode | Icon | Best For | What You See |
|---|---|---|---|
| List View | Dense libraries with many spreadsheets; when you need to scan titles quickly | Rows with title, date created, date modified, and action buttons. Supports multi-select checkboxes. | |
| Grid View | Smaller libraries; visual browsing when spreadsheet names are descriptive | Cards in a grid layout. Each card shows the spreadsheet title, a summary of its contents, and quick-action buttons. |
TotalApp remembers your last-used view mode and restores it the next time you visit the screen.
Global View Mode Setting
The List / Grid toggle preference is stored as a global setting in TotalApp. Changing it in My Spreadsheets also affects how other list screens show their records (based on the global tool view mode). You can override the default in Settings → Appearance → Tool View Mode.