Get started

Create a new spreadsheet

To create a new spreadsheet:

  1. Open Odoo Documents and navigate to the section or folder in which the spreadsheet should be created.

  2. Click New and select Spreadsheet.

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    Alternatively, from the All folder, click New and select Spreadsheet, then select in which Folder the spreadsheet should be created.

  3. Click Blank spreadsheet or, to create a new spreadsheet using an existing template, select the relevant template.

  4. Click Create.

  5. Click on Untitled spreadsheet at the top of the screen to edit the name of the spreadsheet.

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It is also possible to create a new spreadsheet by:

In these cases, the new spreadsheet is saved in Odoo Documents in the My Drive personal folder or, if file centralization has been enabled for spreadsheets, in the Spreadsheet folder.

Templates

Spreadsheet templates allow you to quickly create spreadsheets without starting from scratch. For example, you could create a template for a monthly budget report or a quarterly sales commission report.

Nota

Templates are available to all users on the database.

Create a template

Any spreadsheet can be saved as a template.

To create a template:

  1. Open the relevant spreadsheet or create a new one.

  2. From the menu bar, click File ‣ Save as template. Modify the default Template Name if needed and click Confirm.

Importante

Once a spreadsheet is saved as a template, any further changes to the open spreadsheet are saved only in that spreadsheet. To make changes to the template, you need to edit the template.

You can also create a template by making a copy of an existing template and editing it.

Use templates

To create a new spreadsheet using a template, open the Documents app and click New ‣ Spreadsheet. Select the relevant template and click Create.

Alternatively, go to Documents ‣ Configuration ‣ Spreadsheet Templates then, on the line of the relevant template, click New spreadsheet.

Nota

By default, the new spreadsheet inherits the name of the template, which is shown at the top of the screen. To rename the spreadsheet, click the name and edit it.

Manage and edit templates

Manage templates by going to Documents ‣ Configuration ‣ Spreadsheet Templates. Remove the My Templates filter to view all templates in the database.

Various actions are possible:

  • Copy an existing template by clicking Make a copy at the right of the screen. The new template appears at the bottom of the list. Click the Name to edit it.

  • Edit an existing template (including one you just copied) by clicking Edit, then making the required changes. Modifications are automatically saved.

  • Delete a template by ticking the checkbox next to it, clicking Actions, then Delete.

Upload files

Files in .xlsx or .csv format can be uploaded into Odoo Documents and opened with Odoo Spreadsheet. To do so:

  1. Open Odoo Documents and navigate to the section or folder where the spreadsheet should be saved.

  2. Click New and select Upload.

  3. Select the relevant .xlsx or .csv file and click Open.

  4. Click on the uploaded file.

  5. By default, the original file is deleted when it is opened with Odoo Spreadsheet. To preserve the original file in the same folder in Odoo Documents, disable Send source file to trash.

  6. Click Open with Odoo Spreadsheet.

The file can now be fully edited in Odoo Spreadsheet.

Manage spreadsheets

Users with Editor rights to a specific spreadsheet have various options for managing the spreadsheet via the File menu:

  • Make a copy: creates a duplicate of the current spreadsheet with the same regional settings (or locale).

  • Save as template: allows the current spreadsheet to be used as a template for future spreadsheets.

  • Download: downloads the spreadsheet in .xlsx format.

    Importante

    When you download a spreadsheet in .xlsx format, any spreadsheet formulas that retrieve Odoo data from your database, e.g., via an inserted list or via other Odoo-specific functions, are converted to the values they would have returned at the moment the spreadsheet was downloaded.

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    Users with Viewer rights can also download a spreadsheet in .xlsx format.

  • See version history: provides read-only access to previous versions of the current spreadsheet, which can be named and restored if needed.

  • Print: prints a copy of the spreadsheet on a connected printer.

  • Settings: allows you to view and change the locale of the current spreadsheet.

  • Add to dashboard: converts the current spreadsheet into an Odoo dashboard.

Version history

Odoo Spreadsheet automatically saves versions of spreadsheets as changes are made, allowing users with Editor rights to browse and restore previous versions.

To access the version history of a spreadsheet, click File ‣ See version history from the menu bar. Saved versions appear in a panel on the right of the spreadsheet. The name of the user who made the change is shown, as well as the date and time of the change.

The following actions are possible:

  • View an earlier version in read-only format by clicking on the relevant version.

  • Restore an earlier version by clicking (vertical ellipsis) then Restore this version.

  • Copy an earlier version by clicking (vertical ellipsis) then Make a copy. A copy of the version opens as a new spreadsheet.

  • Create named versions by clicking on the date and time of the relevant version and entering the desired name. The date and time of the version are then displayed below the new name.

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When viewing an earlier, read-only version of a spreadsheet, the following actions are still possible:

  • Search the spreadsheet by clicking Edit ‣ Find and replace or using the shortcut Ctrl + H.

  • Copy an individual cell or selected area by clicking Edit ‣ Copy or using the shortcut Ctrl + C.

Regional settings

To ensure data is displayed consistently for all users, the regional settings (or locale) of a spreadsheet, are managed at spreadsheet level. This locale affects the following settings and formats:

  • thousand and decimal separators

  • date and time formats

  • first day of the week

By default, a new spreadsheet inherits the regional settings of the user who created it. For example, any spreadsheets created by a user whose language is set to French (BE) / Français (BE) will follow Belgian French conventions.

A spreadsheet’s locale can be viewed and changed at any time by a user with Editor rights. To view the locale of a spreadsheet, click File ‣ Settings from the menu bar. The Spreadsheet settings panel opens on the right of the spreadsheet. To change the locale, select the appropriate locale from the dropdown.

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When you open a spreadsheet that has a different locale to that of your user profile, a blue (globe) icon appears at the top right of the spreadsheet. Hovering over the icon reveals a warning message that indicates the spreadsheet locale and highlights formats that differ.

Warning about difference between user and spreadsheet locale

If no (globe) icon is shown, this means the spreadsheet’s locale is the same as that of your user profile.

Convert a spreadsheet into a dashboard

A user with the appropriate access rights can convert an Odoo spreadsheet into a dashboard that is then accessible via Odoo Dashboards. To do so:

  1. Click File ‣ Add to dashboard from the menu bar.

  2. Enter the Dashboard Name.

  3. Select the relevant Dashboard Section from the dropdown or, to create a new dashboard section, type the name of the new section, then click Create.

  4. If necessary, modify the Access Groups to determine which user groups can access the dashboard.

  5. Click Create.

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  • By default, the first tab of the spreadsheet serves as the front end of the dashboard.

  • It is also possible to convert a spreadsheet to a dashboard from within the Dashboard configuration settings, by directly adding the spreadsheet to an existing or new dashboard section.

  • After a spreadsheet has been converted to a dashboard, it is deleted from Odoo Documents. Any subsequent modifications need to be made via Odoo Dashboards.