If you already love Canva for social media posts, flyers, and presentations, you’re going to be just as obsessed with Canva Sheets — an easy, beautifully designed way to manage spreadsheets, data, and track your business right inside Canva.

Imagine Google Sheets or Excel, but with Canva’s drag-and-drop design tools. You can track important numbers like income, expenses, client lists, social media calendars, commission goals, and more — all while keeping everything clean, branded, and visually on-point.

No clunky formulas. No dull, plain grids. Just easy, polished, professional-looking spreadsheets.

When you purchase one of our Canva Sheets Templates, you’ll get instant access to a fully editable, pre-designed spreadsheet created for a specific purpose.

With just a few clicks, you’ll be able to:
✔️ Update your own numbers and business details
✔️ Customize fonts, colors, and layouts to match your brand
✔️ Easily adjust drop-down menus, charts, and totals
✔️ All within Canva — no extra software, complicated formulas, or technical skills required.

It’s simple. It’s clean. And it’s ready for you to make it your own.

Customizing a Canva Sheets Template

For detailed instructions directly from Canva, head over to: Canva Sheets Instructions

Step 1: Open the Template

Click on the Canva template link you received upon purchase.
On the preview screen, click ‘Use Template for New Design’.
Canva will automatically create a copy in your account for you to customize.

Step 2: Familiarize Yourself with the Sheet

Before you start editing, take a minute to scan your template so you understand how it works, specifically what you can edit and what auto-populates/auto-calculates.

Look for cells with built-in formulas or cells that auto-populate — these are typically used for calculations or to pull in totals from other parts of the sheet.

Click on a cell to select it.
➝ Check the formula bar at the top of the screen.
➝ If you see an equation like f(x)=COUNTA(G18:G218) (as shown in the image below), that means it’s a live formula that automatically calculates a result based on the data range listed inside the parentheses.
Important: Avoid typing over these cells unless you intend to adjust the formula.

Also, identify the cells where you need to enter your own information, like dates, client names, sale amounts... you’ll want to confirm these so you don’t accidentally type over a formula cell.

Step 3: Customize Drop-Down Menus

Drop-downs keep your data clean and consistent — no typos or mismatched categories.

To edit a drop-down:

Click on the cell that contains the drop-down arrow. A list of the current options will appear below the cell.
Hover over any option in the list. You’ll see three small icons next to each option:
➝ Edit — Change the text label of the option
➝ Color — Update the color for that option
➝ Trash — Remove the option completely
To add a new option:
Click “+ Add new option” at the bottom of the list and enter a label.
Once you’ve made your changes: Make sure to click the “Update all similar drop-downs” button to apply your changes throughout the sheet wherever that drop-down is used. This keeps your data consistent and avoids having outdated options in other cells.

Step 4: Edit Graphs and Charts

To customize a chart:

Click directly on the chart or graph you want to edit. This will highlight the chart and open a menu.
In the left side menu, you can edit options under Data and Customize.
Note - Depending on the type of graph, the customization options will be slightly different.
In the top menu, you can edit colors, font and more…

Step 5: Customize to Suit Your Brand & Preferences

Make your template look like it belongs to your business.
1. Use the top toolbar to:
  - Adjust Number Format (123 icon) — choose Number, Currency, Percentage, or Date (choose ‘more formats’ to choose different date formats)
  - Adjust Decimal Places — increase or decrease using 0.0↑ and 0.0↓ icons
  - Set Cell Background Color — use the color wheel icon to add brand colors
  - Adjust Border Colors and Thickness — click the border style (grid icon) to customize cell borders
  - Change Font Style and Size — select your preferred fonts and sizes
  - Customize Text Color — click the A icon to match your brand palette
  - Apply Text Formatting — bold, italicize, or underline
  - Align Text — horizontally and vertically using the alignment icons
  - Control Text Overflow and Spacing — choose to wrap text, cut it off, or adjust padding within the cell
2. Canva Pro users can access their Brand Kit for one-click branded styling.
3. Optional Enhancements: Insert Images, Videos or Elements
  - Add your logo, icons, or images for a polished, branded finishing touch.
    Use the “Uploads” tab to add your logo or the “Elements” tab to search for icons and graphics.

Step 6: Freeze Rows and Columns

Freezing keeps specific rows or columns in view while you scroll through your sheet. It’s useful for keeping headers or important data visible.

➝ To Freeze Columns: Right-click the column you want to freeze up to. Select Freeze up to column (your selected column).

➝ To Freeze Rows: Select the rows you want to freeze up to. Right-click on the selected rows, and select Freeze up to row (your selected row/s).

➝ To Unfreeze Rows or Columns: Right-click any cell. Select Freeze, then choose Unfreeze row or Unfreeze column.

Freezing rows or columns won’t affect any filters or sorting you've applied.

Step 7: Links

Click on the cell where you want to add the link.

Right-click the cell and select "Link" from the menu.
In the pop-up box, paste your URL or type your link.
Click Done or press Enter.

Now your cell will be hyperlinked! When you (or others) click the cell, it will open the link in a new tab.

Step 8: Duplicate Pages or Files to Track Multiple Time Periods

Duplicate pages or files instead of starting from scratch. This keeps your entire time period of data organized in one Canva file, separated neatly by page, while preserving your customized layout, branding, and formulas.

Why Duplicate Pages or Files?

Stay organized by keeping all months, quarters, or client records in one file.
Avoid redoing work — keep your branded template intact while creating new blank pages.
Easily refer back to previous periods without opening multiple documents.

How to Duplicate a Page in Canva Sheets

In Canva, look at the bottom navigation panel — you’ll see page thumbnails labelled Page 1, Page 2, etc.
Hover your mouse over the page you want to duplicate & click the three dots (•••) on the top right corner of the page thumbnail.
Select “Duplicate page” from the dropdown menu. A copy of the page will appear directly after the original, keeping all your layout, drop-downs, colors, and formulas intact. Rename the page.

Pro Tip: You can reorder pages by clicking and dragging them in the page navigation panel.

How to Duplicate an Entire File

If you want a new copy of the file while keeping your customized sheet untouched:

In your open Canva file, go to the top-left menu bar.
Click “File”.
Choose “Make a copy”. The copy will then open and you can rename it.

You’ll now have a duplicate file in your Canva projects folder with all your customized settings, charts, formulas, and drop-down menus, ready to start tracking a new time period.

Step 9: Share Your Sheet to Collaborate in Real Time

Collaborate with others by setting permissions and sharing access to your Sheet.

Share With Your Team

Open the design that you want to share.

Select Share from the menu bar above the editor.
Your design is set to Only you can access by default. Select the dropdown under Access level and select your team.
On the other dropdown, choose what type of permissions you want to give: can edit, comment, or view. Under Team discovery, select whether you want it to be Visible in search results or Must have link to access. You can change permissions any time after this.

Share With Selected People

Open the design that you want to share.

Select Share from the menu bar above the editor.
Under People with access, type the team member’s name or email address in the text field. If you have groups within the team, you can also type it in.
Click to select them from the search results. Type more names on the text field to share your design with more team members or groups.
Use the dropdown to choose what type of permissions you want to give: can edit, comment, or view. You can change permissions any time after this.

Collaborate with Tags and Comments in Canva Sheets

Tag teammates directly in your design to notify them and keep them updated. Use mentions to request feedback and approvals or share important updates efficiently.

Type "@" in your design.