4

Electronic
Spreadsheet

Introduction
In our daily life or at workplace we have to perform various
calculations. Various methods are used depending on
the nature of calculations. We use our fingers or mental
calculations to perform simple calculations and use
a calculator for longer calculations. In science and
engineering, scientific calculators are used to a perform
complex calculations. Spreadsheet application is tool
which is used to perform all kinds of calculations easily
and accurately.
In your childhood, you might have used a special
notebook with small cells marked with rows and columns
to practice mathematics. We have also learned the
multiplication table. Spreadsheet is a long sheet of rows
and columns on the computer screen to do data analysis
and calculation. In other words, a spreadsheet is a grid
which interactively manages and organises data in rows
and columns. It is also called as Electronic Spreadsheet.
It is used for managing financial and accounting
documents, creating data reports, generating invoices,
data analysis from scientific and statistical researches,
and for doing a variety of calculations on data.

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 A spreadsheet software can also store, manipulate
and create graphical representations of data.
User can enter data into a spreadsheet, do the
formatting, calculate and analyse the data for decision
making. Besides user's data, spreadsheet packages
also provide built-in formulae and functions for
common mathematical, financial, statistical, and
logical operations in a very sophisticated manner.
Spreadsheet packages are widely used for data
analysis and accounting applications. Because of
these abilities the spreadsheet packages are used as a
universal programme for structured data preparation
and processing.
As spreadsheets became larger, they became
difficult to manage. To handle the increasing size of the
spreadsheet, the concept of a workbook was identified.
LibreOffice Calc is used to perform the following activities
accurately and efficiently.
• Tabulation of data
• Simple mathematical calculations
• Complex calculations using formula and functions
• Arranging data in ascending and descending
order (sorting)
• Filtering the required data
• Check the validity of data
• Protection of data using passwords
• Saving for future use
Spreadsheet
Getting Started with Libreoffice Calc Softwares
• Microsoft Excel
There are various types of spreadsheet applications • LibreOffice Calc
developed by various software corporation. LibreOffice • OpenOfficeCalc
Calc is the spreadsheet application of LibreOffice suite. • Apple Inc. Numbers

Starting LibreOffice Calc

When installing the operating system Linux (Ubuntu),
the LibreOffice gets installed by default along with the
icons for each component of LibreOffice (Writer, Calc,
Impress, etc.). These icons are then placed on the
launcher. In Windows, you need to download LibreOffice
from its official website and install it on your computer.

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 (a) To start the LibreOffice Calc in Windows
• In Windows, find the shortcut of LibreOffice on
Start menu or on the desktop. Double click the
shortcut to open LibreOffice.
• Or Click the window menu, select LibreOffice
application, then click LibreOffice Calc (Figure 4.1).
The Calc spreadsheet window will open.

Fig. 4.1 : Starting LibreOffice Calc in Windows

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 (b) To start LibreOffice Calc in Linux
In Ubuntu Linux,
find the Calc icon
on application
launcher or
search it by
clicking on “Show
Applications” as
shown in
Figure 4.2.

Parts of
LibreOffice Calc
Figure 4.3 shows
the parts of
LibreOffice Calc. Fig. 4.2: Starting LibreOffice Calc in Ubuntu Linux

A brief explanation about the parts is given below.

Fig. 4.3: User interface showing the parts of LibreOffice Calc

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 Notes (a) Title bar:  The Title bar, located at the top,
shows the name of the current spreadsheet.
When the spreadsheet is newly created, its
name is Untitled X, where X is a number. The
first created spreadsheet takes the name as
Untitled 1, second is Untitled 2 and so on.
(b) Menu bar: Menu bar is located just below
the Title bar. It contains the menus with
commands for various tasks. Each menu item
has a submenu called pull-down menu. The
various menu items are briefly explained below.
(i) File: contains commands applied to entire
document — Open, Save, Wizards, Export as
PDF, Print, Digital Signatures and so on.
(ii) Edit:  contains editing commands — Undo, Cut,
Copy, Paste, Select, Find & Replace and so on.
(iii) View: contains commands for modifying the
user interface — Toolbars, Column & Row
Headers, Full Screen, Zoom and so on.
(iv) Insert:  contains commands for inserting
elements into a spreadsheet — Image, Media,
Chart, Object, Shapes, Date, Time, Headers
and Footers.
(v) Format: contains commands for modifying
the layout of a spreadsheet — Cells, Rows,
Columns, Page, Styles and Formatting,
Alignment and so on.
(vi) Styles:  for managing styles.
(vii) Sheet: contains commands to insert and
delete cell, rows and columns, insert sheet,
rename sheet, fill cell, etc.
(viii) Data: contains commands for manipulating
data — Define range, sort, and so on.
(ix) Tools:  contains various functions to check and
customise spreadsheet — Spelling, Language,
Gallery, Macros and so on.
(x) Window:  contains commands to display
window — New Window, Split and so on.
(xi) Help:  contains links to the help system included
in the software and other miscellaneous
functions — Help, License Information, Check
for Updates and so on.

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 (c) Toolbars:  The Calc opens with the Standard Notes
and Formatting toolbars at the top of the
workspace by default. These toolbar provide
a wide range of common commands and
functions. Placing the mouse cursor over any
icon displays a small box called a tooltip. It
gives a brief explanation of the icon function.
(i) Standard toolbar:  The standard tool bar
shows the icons for most common operations,
such as editing, arranging, filtering, etc., used
while working on the spreadsheet.
(ii) Formatting toolbar: Formatting toolbar
has the most common operation related to
formatting datasheet. It includes buttons for
font selection, size of text, alignment, cell
value formatting and indentation, etc.
(iii) Formula toolbar:  It allows entering and editing
the formula in the cell. Formula bar consists
of the following:
• Name box:  shows the cell reference, for
example A1.
• Functions wizard:  search the function from
the list of available functions.
• Sum:  used to total the numbers in the cells
above the selected cell. The sum is placed in
the selected cell.
• Function:  clicking on the Function icon
inserts an equals (=) sign into the selected cell
and the Input line allow formula to be entered.
• Input line:  displays the contents of the
selected cell (data, formula, or function) and
allows editing the cell contents. To edit inside
the Input line area, click in the area, then
type the changes. To edit within the current
cell, just double-click in the cell.
(d) Worksheet:  The worksheet in Calc is also
referred to as spreadsheet. The spreadsheet
can have many sheets. Each sheet can have
many individual cells arranged in rows and
columns. The sheet tab shows its default
name as Sheet1, Sheet2, Sheet3, ….

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 (e) Rows and columns:  The sheet
is divided into vertical columns and
horizontal rows. Each sheet can have
a maximum of 1,048,576 (220) rows
and 1024 (210) columns. The rows are
numbered as 1,2,3,4,… and columns are
numbered as A, B, C, D, …., Z, AA, AB,
AC, …., AZ, BA to BZ, CA,…., AMJ.
Fig. 4.4: Rows, columns and active cell (f) Cell and cell address:  The
intersection of a row and column
is called a cell. It is the basic element of a
spreadsheet. It holds data, such as text,
numbers, formulas and so on. A cell address
is denoted by its column (letter) and row
number. For example, D4, E9, Z89 are the
valid example of cell address.
(i) Active cell:  In a spreadsheet, cell is the place
where we enter the data. Before entering any
data in the cell, it has to be first selected by
placing a cursor on it. When we position the
mouse cursor on a cell, it gets selected, and is
ready to take data from the user. This selected
or activated cell is called as active cell. It is
always highlighted, with a thick border. The
address of the active cell is displayed in the
name box. The figure shows, B3 as the active
cell in the worksheet.

Let's Practice 1
Write the cell address of the following
• First row and first column ………..
• First column and last row ………...
• First row and last column ………..
• Last column first row ……..
• Seventh column and tenth row …….
• Tenth column and nineteenth row ……..
• The cell address LK89 is situated in row number
…. and column letter …..
(ii) Active cell in a worksheet:  To enter data in the
cell, it should be selected first. Active cell in a
worksheet can be moved and selected by the
key or a combination of keys.

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 Key or
Result of Key or Combination
Key Combination
Arrow keys
Move a single cell in arrow direction
(←↑→↓)
Ctrl + Arrow Moves the cell to the end of the data
Keys range in a particular direction
Moves to column A along the row
Home
where the active cell is
Ctrl + Home Moves the cell to A1 position
Moves to bottom right cell of the data
Ctrl + End
range
Page Up Moves the worksheet one screen up
Page Down Moves the worksheet one screen down
(iii) Range of cells: A block of adjacent cells in a
worksheet which is highlighted or selected is
called a range of cells. Observe the worksheets
below.
• The column range is the number of cells spread
across the column. The cell address is represented
by single column letter and
multiple row number in a
sequence. In this example the
column letter C is constant
with rows varying from 2 to 7.
The range of cells starts in C2
and ends in C7. This range of
cells consists of the cells,
namely C2, C3, C4, C5, C6,
and C7. The range of cells
starts in C2 and ends in C7 Fig. 4.5: Column Range
and it is represented by C2:C7
as shown in Figure 4.5.
• The row range is the number
of cells spread across the row.
The cell address is represented
by single row number with
columns varying from B to D
columns. The range of cells Fig. 4.6: Row Range
starts in B3 and ends in D3. This range of cells
consists of the cells, namely B3, C3, D3, and it is
represented by B3:D3 as shown in Figure 4.6.
• The row and column range is the number of
cells spread across the row and columns. This

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 range is a matrix with number of
rows and number of columns. In
this example, the range starts in
cell B2 and ends in cell C7. This
range of cells consists of the cells
from B2 to B7 and cells from C2 to
C7. The range it is represented by
B2:C7 as shown in Figure 4.7.
Note: The control key is used to
select more than one ‘range of cells’
Fig. 4.7: Row & Column Range in a worksheet. The control key is
marked as ‘Ctrl’ on the keyboard.

Let's Practice 2
Answer the questions
based on the following
worksheet.
1. What is the address of
the first cell represented
by Range1?
2. What is the address of
the last cell represented
by Range1?
3. Write the cell range represented by Range1.
4. Write the cell range represented by Range 2.
5. What is the name of the cell range along a row?
6. What is the name of the cell range along a column?
7. Write the cell range represented by Range 3.
8. Give the number of cells in the cell range
represented by Range 3.

Entering data
To enter any data in a worksheet, practically in the cell,
it is required to select the cell. Cell can be selected by
positioning the pointer in a cell. The data to be entered
can be the label, values or formula.
(a) Label: Label is the any text entered by
using a keyboard. It may combine with
letters, numbers, and special symbols. By

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 default the labels are left aligned as shown
in Figure 4.8.

Fig. 4.8: Labels are left aligned and values are right aligned by default

(b) Values: The numerical data

consisting of only numbers are
called values. By default values are
right aligned. There are various forms
of values, such as integer, decimal
and so on as shown in Figure 4.9.
(c) Formulae: Any expressions that
begins with an equals ‘=’ is treated
as formula. In the expression, the
‘=’ followed by values, cell address
and functions are called as formula.
When a formula is entered in a cell
in a worksheet the value of the
Fig. 4.9: Values are right aligned
equation is displayed in the cell and
the formula is shown in the formula bar.
Note:  The values do not display the preceding zero.
If any value (e.g., telephone numbers), preceded by
0, then the first letter ‘0’ is not displayed, when the
data is value. To show the preceding ‘0’, the data
type has to be specified as ‘Text’. Fig.4.10 Expressions as formula

Example: Getting the total value of cells A1 and B1 into

cell C1 see Figure 4.10.

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 Notes Mathematical operators used in formulae
Spreadsheet Software has the most powerful features
to calculate numerical data using formulae. As
we use a calculator for calculation, Calc can add,
subtract, divide, multiply and much more. LibreOffice
Calc uses standard operators for formulae, such as a
plus(+), minus(-), multiplication (*), a division (/) for
arithmetic operation.
Note: The order of evaluation can be changed by using
brackets. (The expressions within the brackets are
evaluated first).
Mathematical Operators Operator precedence
+ addition First ()
- subtraction Second ^
* multiplication Third /, *
/ division Fourth +,-
^ exponentiation (power)

Simple calculations using values and operators

Table 4.1 below shows a few formula written using
values and operators. More than one mathematical
operator can be included in the formula. Let us
learn how to evaluate the operators in order. See the
Tables 4.1 and 4.2.
Table 4.1: Writing simple formula
Operator Formula Result
Addition (+) = 23+ 6 29
Subtraction 0–6 -6
Multiplication (*) 9*6 54
Division (/) 88/8 11
Exponentiation (^) 2^5 32

Table 4.2: Use of brackets in simple equations

Formula Evaluation Result
= 4+5*3 = 4+15 19
= (4+5)*3 = 9*3 27
= 5*4^2 = 5*16 80
= (5*4)^2 = 20^2 400
= (4/4)^2 = 2^2 4
= 16/(4^2) = 16/16 1

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 Let's Practice 3
Evaluate the following equations using operator
precedence and then test the result in the spreadsheet
1. 8-4/2 2. 5*5+8
3. 3+5*4 4. 2^5+8
5. 3+2^2 6. 5+6*2^2
7. 8/4*4 8. -4/2+2
9. 1+2^2-2 10. 4*3/2

Formulae with cell addresses and operators

The main advantage of entering formula with cell
addresses and operators, works just like a variable.
When the values of the cells concerned change, the
results obtained by the formula also get updated
accordingly. Suppose to add the values in two cells A1
and A2 and get the addition in cell A3. If we position the
cursor in cell A3 and simply add the values as =5+8,
then we will get the correct addition in cell A3. But if we
change the values in cell A1 to 6 and A2 to 7, then again
we have to get the addition in the cell A3 by writing
=6+7. But if we write the general formula in cell A3 as
=A1+A2. Then we need not to do the addition in cell A3.
We will get the respective addition with the change in
values in cell A1 and A2.
Example: For calculating the volume
of a box with given length, width
and height in cells A2, B2 and C2,
respectively, see the formula to
derive the volume entered in cell D2
(see Figure 4.12). Figure 4.12: Volume of Box

Let's Practice 4
Create a worksheet based on the Figure 4.12. Observe
the changes in values obtained from the formula in
column D when you enter different values in cells A2,
B2 and C2.
Note: Formula starts with ‘=’ sign and nothing should
be written on the left side of the equal sign (‘=’). If you
forgot to put the ‘=’ before the formula, it will be treated

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 as a label. If you write the formula B1=A2+A3 in cell B2,
then it will be taken as a label and calculations will not
be performed. When you enter formula with the equal
sign (‘=’), a formula bar gets activated automatically.
This helps in knowing whether the entered text is a
formula or not (Figure 4.14).

Fig. 4.13: Incorrect way of formula Fig. 4.14: Correct way of formula

Example: Let us create a simple spreadsheet to prepare

a shopping bill of stationary of the following items.
Item Quantity Unit Price
Register 3 40

Single Rule Copy 12 25

Notebook 6 30

Pencil Box 1 50

Color Box 1 120

Notebook Cover 20 3

The steps to create the spreadsheet are as mentioned

below:
Step 1: Open the LibreOffice Calc by using the
standard process.
Step 2: Observe that the Calc has created the
worksheets automatically. Give the specific
name to the worksheet say ‘Stationary Bill’. To
do this
• Select the menu Sheet → Rename Sheet.
• Give appropriate name, say ‘Stationery Bill’ to
the worksheet and click OK. Notice the change in
the worksheet name.

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 Step 3: Enter the data given in the above table in the
worksheet.
To enter the above data in the worksheet ‘Stationery
Bill’ do the following:
• Click (click means left click)
on the cell A1. Enter the
word “Item” and press the
enter key.
• Click on the cell B1. Enter
the word “Quantity” and
press the enter key.
• Click on the cell C1. Enter
the word “Unit Price” and
press the enter key.
You may drag the column to
resize it. It may be required to Fig. 4.15: Data entry of text, number and formula

resize a column while entering name of items. To resize,

put the mouse at the edge of the column, and drag it to
the required length. Select the heading cells and make
them bold using formatting toolbar. Now enter the data
so that the worksheet appears as shown in Figure 4.15.
Step 4: Save the worksheet
with appropriate name
so that the data may
not be lost. To save the
worksheet, click on File
→ Save. A Save dialog
box will appear as shown
in Figure 4.16. Select
the location where you
want to save the file.
Enter the name of the
file say, ‘Stationery_
Bill’, and Click on
the Save button. The
spreadsheet file will get
saved by default in ODF
Fig. 4.16: Saving worksheet using Save dialog box
format with the name
Stationery_Bill.ods. Remember the name
and location of file, to retrieve it in future.
Now calculate the total cost of each item in this
worksheet. Enter the heading as we will insert a new

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 column right to the ‘Unit Price’ and give the heading as
‘Total Cost’ in the cell D1. Here we do not need to insert
the new column. Since we are editing the spreadsheet
in the sequential manner, the next column is available
for data entry. However, if you want to enter the data in
the previous column then you have to insert the column
before the column C. So that data in column C shifts to
column D and an empty column C is created.
To insert the column before any column, position the
cursor on any cell of the column before which you want
to insert the column and select
Sheet → Insert Columns → Columns → Columns left
(Figure 4.17)
Similarly, to insert the column to the right select
Sheet → Insert Columns → Columns → Columns
right

Fig. 4.17: Inserting column in the spreadsheet

Now to calculate the

total cost in column D for
each item, move the cursor
on the cell D2, and enter
the formula ‘=B2*C2’ to
calculate the total cost for
‘Register’. We need to apply
the same formula for the
next items. So instead of
Fig. 4.18: Inserting formula in the spreadsheet writing the formula again
and again in the next cell
D3 to D7, click on the cell D2, hold and drag it down to
D7. The formulas to calculate the total cost will be get
copied. Observe that the address of the cell gets changed
automatically as shown in Figure 4.18. Now enter the

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 formula in Cell D8 as ‘=D2+D3+D4+D5+D6+D7’ to
calculate the Total Cost of all items.
Let's Practice 5
Prepare the worksheet as shown in Figure 4.18. Change
the values in cells B1 and B2. Observe the results obtained
from the formulae in cells D2, D3, D4, D5, D7 and D8.
Example: Calculating the area and volume
of a cube when the length of one side is given
(Figure 4.19).

Let's Practice 6
Create a worksheet as shown in Figure 4.17.
Change the values in cell B1 and observe the
results obtained from the formulae in the
cells B2, B3 and B4. Fig. 4.19: Finding area and volume of a cube

Note:  The results obtained from a formula (based on cell

addresses) always get updated automatically when the
values of these cells mentioned in the formula change.
Formula Result
=A1*B1-D2
=D1-C2/A2
=B3^C3-A3
=A1*C1/C3
=D2*C4*E1
=A3/B3+A2*D1
=A1+(B2*C2)-B3+C2/B2
=B2-B3+B1*(D1+D2^B1)
=A2^B3-C2+A3*(B3+C1)
=A3/C3*(D2*D1)
=D3/C3/B3*A3+B2
=(D3/(A1+B2))^C2

Use of functions to do calculations

In the example of Stationery Bill, to calculate the total cost
of all the items to obtain the bill amount, we need to add
the amount of each item. We may add each cell by using
the formula. Position the cursor on the cell D8, and enter
the formula ‘=D2+D3+D4+D5+D6+D6+D7’ and get the
total in cell D8. But this may not be practically possible if

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 there are hundreds of items and also there are more
chances of error. When there is a large quantity of data it
becomes difficult and complex task to write formula using
only the cell addresses. In such situations, LibreOffice
Calc provides built in functions. SUM is the function to get
the sum of range of cells. So we can use the function,
‘Sum(D2:D7)’ in D8 cell (Figure 4.20) to obtain the total
cost of all the items. In the function we need to include
only the cell range (starting and last cell address).

Fig 4.20: Using functions in the spreadsheet

Think on, which of the following method will be more

appropriate to add cell data.
= D2+D3+D4+D5+D6+D7 – Method 1
= SUM (D2:D7) – Method 2
The spreadsheet applications contain different
functions to meet the requirements of different fields.
The basic commonly used functions are given in the
Table 4.4.
Table 4.4: Commonly used basic functions in Calc
Function Syntax Use
SUM =SUM(Number1,Number2,.....) Adds the values contained in a range of
cells.
AVERAGE =AVERAGE(Number1,Number2,....) Finds out the average of the values
contained in a range of cell
MAX =MAX(Number1,Number2,......) Finds out the largest value contained in a
range of cells.
MIN =MIN(Number1,Number2,......) Finds out the smallest value contained in
a range of cells.
COUNT =COUNT(Number1,Number2,.....) Counts the number of cells within a range
of cells.

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 Fig. 4.21: Sample data to work on functions

Let us identify the various ways in which a function can

be used. Based on the sample data in Figure 4.21, the
results of the functions are evaluated from Table 4.5 to
Table 4.9. Verify the result.
Table 4.5: SUM function
Formula Meaning Result
=SUM (A1,B1,C1) The sum of cells A1,B1 and C1 17
=SUM(A1:C1) The sum of cells in the range of 17
cells from A1 to C1
=SUM(A1:C1,B2) The sum of cells in the range of 24
cells from A1 to C1 and B2
=SUM(B1:C2) The sum of cells in the range of 23
cells from B1 to C2
=SUM(A1:A3,C1:C3) The sum of cells in the range of 37
cells from A1 to A3 and C1 to C3

Table 4.6 : AVERAGE function

Formula Meaning Result
=AVERAGE (A1,B1,C1) The average of cells A1, B1 and C1 5.66

=AVERAGE (A1:C1) The average of cells in the range of cells from A1 to C1 5.66

=AVERAGE (A1:C1,B2) The average of cells in the range of cells from A1 to C1 6.33
and B2

=AVERAGE (B1:C2) The average of cells in the range of cells from B1 to C2 5.75

=AVERAGE (A1:A3,C1:C3) The average of cells in the range of cells from A1 to A3 6.16
and C1to C3

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 Note: When the average is calculated a decimal number
with several decimal places may be used. You need the
required decimal places in the relevant cell range.
Table 4.7: MAX function
Formula Details Result
=MAX(A1,B2,C1) Finds out the largest value among cells A1,B2 and C1 7

=MAX(A2:C2,B3) Finds out the largest value among the range of cells from A2 to 8
C2 and the cell B3

=MAX(A1:C1) Finds out the largest value among the range of cells from A1 7
to C1

=MAX(A1,B1:C2) Finds out the largest value among the range of cells from A1 to 7
B1 and the cell C2

Table 4.8: MIN function

Formula Details Result
=MIN(A1,B2,C1) Finds out the smallest value among cells A1, B2 and C1 5

=MIN(A2:C2,B3) Finds out the smallest value among the range of cells from A2 to 4
C2 and the cell B3

=MIN(A1:C1) Finds out the smallest value among the range of cells from A1 to 5
C1

=MIN(A1,B1:C2) Finds out the smallest value among the range of cells from B1 to 4
C2 and the cell A1

Table 4.9: Count Function

Formula Details Result
=COUNT(A1,B1) Counts the number of cells that contain numbers among cells 2
A1, B1

=COUNT(A1:C1) Counts the number of cells that contain numbers in the range 3
of cells from A1 to C1

=COUNT(A1:A4) Counts the number of cells that contain numbers in the range 3
of cells from A1 to A4

=COUNT(A1:C1,B2) Counts the number of cells that contain numbers in the range 4
of cells from A1 to C1 and B2

=COUNT(B1:C3) Counts the number of cells that contain numbers in the range 6
of cells from B1 to C3

=COUNT(A1:A3,C1:C3) Counts the number of cells that contain numbers in the range 6
of cells from A1 to A3 and the range of cells from C1 to C3

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 Let's Practice 7 Notes
Using functions
The Figure 4.22 shows marks scored by students in
three different subjects.

Fig. 4.22: Marks scored by students in different subjects

Provide answers for the following queries using

functions.
1. Write the formula in E2 to find the total marks
scored by HARMAN.
2. Copy the formula entered in E2 for other
students.
3. Write the formula in F2 to find the average marks
scored by HARMAN?
4. Copy the formula entered in F2 for other
students.
5. Write the formula in cell B7 to find the highest
score in Hindi.
6. How will you find the highest score in English
and Maths?
7. Write the formula in cell B8 to find the total
number of students who appeared in Hindi?
8. Write the formula in cell B9 to find the lowest
score in Hindi.
9. How will you find the lowest score in English and
Maths?
10. How will you find the highest score in Hindi,
English and Maths?

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 Formatting the worksheet
The cell holds any type of data in the spreadsheet. The
cell data can be formatted using formatting toolbar or
cell formatting window. It is also possible to format the
cell using Format cells dialog box as shown in the
Figure 4.23. The Format cells dialog box can be opened
using Format→cells using the Format menu, or from
context menu opened through right clicking the cell.
The various options in the Format→cells dialog is
briefly explained in the Table 4.10.
Table 4.10: Formatting tool
S.no. Tool Details
1. Font Apply different font types on a worksheet
2. Font Size Apply different font sizes on a worksheet
3. Bold Make the selected text bold
4. Italic Italicize the selected text
5. Underline Underline the selected text
6. Left Alignment Align text in a cell to the left
7. Center Alignment Align text in a cell to the center
8. Right Alignment Align text in a cell to the right
9. Increase decimal places Show more precise value by showing more decimal places
10. Decreased decimal places Show less precise decimal places

Use of dialog boxes to format

values
The format cells dialog box in the
toolbar can be used to find more about
formatting a cell or range of cell. You
can open this Format Cell dialog box
by pressing the shortcut key Ctrl+1
as shown in Figure (4.23).

Formatting a range of cells with

decimal places
The division of different numbers
Fig. 4.23: Format cells dialog box may result in varied decimal places
in the quotient. In such cases it is
necessary to format the number to a fixed number of
decimal places.

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 Following are the steps to format
a cell to the required number of
decimal places:
• Select the range of cells.
• Open the ‘format cells dialog’
box
• Click the ‘Number’ tab
• Select the ‘Number’
• Change the decimal places as
required
• Click ‘OK’ Fig. 4.24: Formatted to two decimal places

Formatting a range of cells to be seen as labels

In a telephone number, the STD code starts with 0. But
while entering the telephone number with the STD code
the first digit zero (‘0’), disappears from the telephone
number. This is because the telephone number is stored
as a numeric value, and the numeric
value does not have a preceding
zero. If you make these numeric
values as text, then the complete
telephone number will appear with
a preceding zero. So format the
whole range of cells consisting of
telephone number as ‘text’. Follow
the steps below in order to format
a range of cells as text as shown in Figure 4.25: Formatting a range of cells as labels

Figure 4.25.
• Select the range of cells
• Open the ‘format cells dialog’ box
• Click the Number tab
• Select Text
• Click ‘OK’
• Enter numbers

Formatting of a cell range as scientific

In a spreadsheet, by default the date format is in
American Format; (mm/dd/yyyy) (mm-month, dd‑date,
yyyy-year). The date 12/09/2018 means that it is the

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 09th day of December 2018. In a
spreadsheet application, the user
can change this Date in many
different formats (Figure 4.26). To
do these follow the below steps.
• Select the range of cells.
• Open the ‘Format cells dialog’
box
• Click the ‘Number’ tab
• Select the ‘Date’ category
Figure 4.26: Various date formats
• Select the date format
• Click ‘OK’

Formatting a range of cells to display times

Time is indicated in a computer as 10:35:53 AM.
The common format of this is hh:mm:ss AM/PM
(Figure 4.27). Here, hh means
hours, mm means minutes and
ss means second. Follow the
steps below to format a range of
cells to display the time.
• Select the cell range
• Open the ‘format cells dialog’
box
• Click the ‘Number’ tab
• Select the ‘Time’ category
• Select category Time should be
Fig. 4.27: Various time formats cell range
displayed
• Click ‘Ok’

Formatting alignment of a cell range

The labels and values can be aligned to the left, center
or right of a cell range by using the alignment icons
(Left, Right, Center) on the standard toolbar.
• Select the range of cells
• Open the ‘format cells dialog’ box
• Click the ‘Alignment’ tab
• Select left, right or center
• Click ‘OK’

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 Create the worksheet as shown in Figure 4.28 using
formatting tools and formulae.
• Center align row 1.
• Make row 1 and row 2 Bold.
• Italicise cells A3, A4, A5.
• Use function AVERAGE in cell E3 to calculate
the average of Hindi (B3) English (C3) and Maths
(D3).
• Copy this formula by dragging it from E3 to E6.
• Use function AVERAGE and write a formula in B7
Fig. 4.28: Worksheet with
to calculate the average of Class 9 (B3), Class 10 various formats
(B4), Class 11 (B5), Class 12 (B6) for the subject
Hindi.
• Copy this formula by dragging it from B7 to D7
and use them to calculate the average for English
and Maths.

Speeding up data entry

The most important ability of a spreadsheet
is to drag and drop the contents of one cell to
another by using a mouse. Calc includes several
other tools for automating input, especially of a
repetitive task. They include the fill tool, selection
lists, and the ability to input information into
multiple sheets of the same document.

Using the fill handle

The Calc Fill Handle tool is used to fill the next
cells till you drag it with the next predefined
value. For example, if you want to fill the numbers
in sequence of 1,2,3...., or days of the week as
Monday, Tuesday, ...., or month name as Jan,
Feb,...., enter the first two values, select them and
drag to the next cells till you wish to continue the
series in sequence.
Figure 4.29: Fill handle for number
(a) For number series: Type the numbers
series
1, 2 in two consecutive cells and select
them using a mouse. Click on the right down
corner of the selected cells, hold down the first
button of mouse and drag downward till you
want to continue as shown in Figure (4.29).

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 Here you can get a series on different interval
also by giving the difference between two
consecutive cell values and drag them. For
example, to draw odd number series type 1
in the first cell and 3 in the next cell and then
drag them to fill odd number series.
(b) Copying a formula:  If you wish to apply the
same formula to the number of cells in the rows
or columns, you need not enter the formula
again and again in each cell. A formula can be
copied. It saves the time and efforts in the case
of long and complex formulae and reduces
chances of errors.
(i) Use of copy and paste commands for copying
formulae
Following are the steps to copy a formula using the
copy-paste command
• Select the cell
• Copy the contents of the selected cell
(Ctrl+C)
• Select the cell to which the formula is to
be pasted
• Paste the contents in the selected cell
(Ctrl+V)
(c) Fill handle of a cell:  The small black
square in the bottom-right corner of
Fig. 4.30: Fill handle the selected cell or range is called a fill
handle (see Figure 4.30).
(d) Uses of fill handle for copying formulae:
Follow the steps below to copy formula using
the fill handle.
• Select the cell which contains the formula
• Click the small black square in the bottom-right
corner of the selected cell
• Drag the fill handle up to the required cell

Let's Practice 7
A. Copy the formula using Fill Handle
1. Create the worksheet as shown in Figure 4.30.

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 • Click on Cell A2 and using Fill Handle, Drag it
till Cell A15. You will get the list of all the Days’
name.
• Click on Cell B2 and using Fill Handle, Drag it till
Cell B15. You will get the list of all the Months’
name.
• Select Cell C2 and C3 using a mouse. Now using
Fill Handle in cell C3 drag it till Cell C15, you will
get a list of Natural numbers.
• Select Cell D2 and D3 using a mouse. Now using
Fill Handle in cell D3 drag it till Cell D15, you will
get a list of Even numbers.
• Select Cell E2 and E3 using mouse. Now using
Fill Handle in cell D3 drag it till Cell E15, you will
get a list of Odd numbers.
After these five activities, you will get the sheet as
shown in Figure 4.31.

Fig. 4.30 Activity sheet for fill handle Fig. 4.31 Result of fill Handle activity

2. Create a worksheet as shown in Figure 4.32

with all student names and marks.
• Type the formula in cell H2 as =SUM(C2:G2). You
will get the total marks of Amit. Now drag the
formula using Fill Handle in cell H2 to H11 to get
the total of all marks.

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 • Type the formula in cell I2 as =AVERAGE(C2:G2).
You will get the average marks of Amit. Now drag
the formula using Fill Handle in cell I2 to I11 to
get the total of all marks. After that you will your
sheet as shown in Figure 4.33.

Fig. 4.32: Activity sheet for formula dragging Fig. 4.33: Result of Activity sheet for formula dragging

Referencing
Referencing is the way to refer the formula or function
from one cell to the next cell along the row or column.
There are three types of referencing.
• Relative referencing
• Mixed referencing
• Absolute referencing
Till now we have used Relative referencing in the earlier
examples.
(a) Relative Referencing
When you drag any formula in any row or column in
any direction, the formula gets copied in the new cell
with the relative reference. Almost all spreadsheet
applications use relative referencing by default.

Fig. 4.34: Activity for using Relative reference Fig. 4.35: Use of Relative referencing

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 When we drag the formula downwards in columns,
the row number of the cell address gets one added. In
the same way, when you drag the formula horizontally
from the left to the right column, the column name of
the cell address is added on to the next column letter.
Refer Figure 4.34, in cell E2, the formula = C2*D2
has been used to calculate the total price of the pencil.
In cell D7, the formula =SUM(D2:D6) has been used to
calculate total quantity of all items. Now drag formula
from cell E2 to E6 vertically and from Cell D7 to D8
horizontally. In Figure 4.34, you can observe that the
formula in cell E3 to E6 is C3*D3, C4*D4, C5*D5, and
C6*D6. The row numbers have got added by one while
column names are constant. As you drag formula from
cell D7 to E7, the formula gets changed to SUM (E2:E6)
from SUM (D2:D6). The column names get changed,
while row numbers will remain same.
Note:  To see the formula after dragging as shown in
Figure 4.34, Select from Menu View>Show Formula.

Let's Practice 8
A. Show the formula in cell used in Figure 4.35
for column Total and Average.
1. Prepare a worksheet as shown in Figure 4.36 to
calculate the Gross Salary of employees.

Fig. 4.36: Displaying formula in Relative reference

2. Type the formula in Cell D2, E2, F2, G2 and H2

as shown in the figure. Now drag each formula

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 you have typed till row 11 to calculate the gross
salary of each person. Finally calculate the total
salary of all persons in Cell H12 yourself.
(b) Mixed referencing:  As we have seen, when we drag
the formula, row number or column name get
change in relative reference. Again consider
the same sheet prepared in Figure 4.36 with
the following changes.
1. Make a new column GR Total in Cell J1 as
shown in Figure 4.37.
2. Type Grace Marks 20 in Cell C14.
3. Now calculate the Grand Total of marks in cell
J2 by formula =H2+C14.
4. Now drag the formula vertically from Cell J2 to
J11 and check if the grace marks are added for
all the students or not.
5. The result shows that only in cell J2, 20 marks
are added, with no other change.
Now to see the formula, from Menu View>Show
Formula for what exactly Calc did in this case as
shown in Figure 4.37.

Fig. 4.37: Display formula in mixed referencing

In this case as cell address H2 changes from H3 to

H11. In the same way the cell address C14 also changes
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 from C15 to C23. Since there is no value in cell C15 to C23,
the result in the cell J3 to J11 are not affected. So to
calculate grand total of all students, modify the formula in
Cell J2, keeping the address cell C14 constant.
In Mixed Referencing,
the $ sign is used before row
number or column name to
make it constant.
Now modify formula in cell
J2 as H2+C$14 and drag it
downward from cell J2 to J11.
Observe the column J from cell
J2 to J11 in Figure 4.38, the
cell address C14 is constant.
The output of this activity is Fig. 4.38: Uses of mixed referencing
shown in Figure 4.39. It is
observed that in column J from cell J2 to J11, in the
formula, value of cell C14 is constant. The grace marks
denoted in C14 cell are being added in each (cell J2 to
J11). The cell address H2 is relatively changing from H2
to H11, but cell C14 remains constant. This is mixed
referencing in which one cell address name is variable
and one cell address is constant.

Figure 4.39: Result of mixed referencing after modifying formula

In this activity, the row number has been kept

constant. The column name can also be kept constant
by using $ sign before column name (as $C14) in any
formula, if dragging the formula horizontally.
(c) Absolute referencing: In Absolute referencing,
a $ symbol is used before the column name as
well as row number to make it constant in any

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 formula. For example, $C$12, $D$5, etc. In
this case, even if you drag your formula in any
direction, the cell name remains constant. This
type of referencing is used in higher classes.

Thumb rule for referencing

Types of Cell Reference
Example Type of reference
A1 Relative reference

$A1 Mixed reference (Column letter is absolute)

A$1 Mixed reference (Row number is absolute)

$A$1 Absolute reference (No change)

Creation of Charts Using Spreadsheets

It is not easy to comprehend, compare, analyse or
present data when they are represented as numbers.
But when data are presented in the form of charts they
become an effective tool to communicate. Let us learn
how spreadsheet applications are used for this purpose.
The various types of charts are given below.
Table 4.10: Types of charts
Types Purpose
Column Chart Comparing classes of data items in group.
Group comparison
Bar Chart Comparing classes of data items in group.
Group comparison
Line Chart Comparing classes of data items in group.
Group comparison
Pie Chart Comparing classes of data items as
percentage.
XY Scatter Comparing data in pairs
Chart

Let us use the worksheet below to create a column

chart.
• Follow the steps given below to create charts.
• Select the range of data (A1:F7)
• Insert → Chart
• Select the type of chart

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 • Select the chart (Column Chart)
• Click finish. A chart as shown in
Figure 4.40 will be displayed.
Example:  Quadratic function chart of
the equation Y=X2-5X-3 is given
in the Figure 4.41.
1. Enter the values 2 to 7 in axis as
shown in worksheets.
2. Enter the formula below in cell B2. Fig. 4.40: Worksheet with chart

= B1^2-5*B1-3
3. Copy the formula entered in B2 upto
K2
4. Mark A1:A2 a data range
Figure 4.41: Column chart
5. Insert → Chart → XY Scatter

Fig. 4.42: Quadratic function values of x, y

Let's Practice 9
A. Provide answers of the following, based on the
worksheet in Figure 4.43.
• Name the cell range consisting of number 12,
10, 19.
• Name the cell range
consisting of number
27, 20, 15, 22.
• Write the formula
in B8 using only cell
addresses to calculate
the total of the values
from B2 to B7. Fig. 4.43: Answers based on the worksheet

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 • Write the formula in G3 using function to
calculate the total of the values from B3 to F3.
• Write how you would copy the formula in F3
to F4.
• Write the formula in B8 using function to
calculate the average of the values from B3
to B7.
B. Create the worksheet below in Calc
Use a single function and create the formula.

Fig. 4.44: Marks List

1. Enter the formula in G2 to calculate the total

marks scored by Harman
2. Enter the formula in H2 to calculate the average
scored by Harman.
3. Enter the formula in B9 to find out the highest
score obtained for science.
4. Enter the formula in B10 to find out the lowest
score obtained by students in each subject.
5. Enter the formula in B11 to find out the number
of students present for each subject.
6. Enter the formula in B12 to find out the average
score of each subject.

Check Your Progress

A. Multiple Choice Questions
1. Which of the following technique can be used to allow only
date value in cell?
(a) Data formatting (b) Data sorting
(c) Data filtering (d) Data validation

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 2. Which of the following options when selected deletes all
data validation?
(a) Delete formatting (b) Delete all
(c) Delete formula (d) Delete me
3. We can replace multiple occurrences of a word using
which of the following facilities of Calc?
(a) Find and replace
(b) By replace only
(c) By copy command
(d) By preview command
4. What is the name of mechanism to arrange the data in a
particular order?
(a) Sorting (b) Searching
(c) Filtering (d) Validating
5. What is the name of mechanism to filter out unnecessary
data?
(a) Sorting (b) Searching
(c) Filtering (d) Validating
6. Which of the following type of package does Calc refer to?
(a) Spreadsheet (b) Double sheet
(c) Multi-sheet (d) Cannot determine
7. Which of the following is an extension of a worksheet
created in Calc?
(a) .ods (b) .odd
(c) .xls (d) .obj
8. How can one calculate the total of values entered in a
worksheet column of?
(a) By manual entry (b) By auto-sum
(c) By formula (d) By sum function
9. If we move a cell containing a formula having reference to
another cell in the worksheet what will happen to the cell
numbers used in the formula?
(a) The cell row and columns are changed at destination.
(b) The cell row change at destination.
(c) The cell columns are changed at destination.
(d) No change will scour.
10. What is the correct way to enter a function in Calc?
(a) Directly typing function name in a cell
(b) Using function wizard or selecting from toolbar
(c) Both (a) and (b)
(d) Depends on the function

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 11. A function should start with __________________.
(a) ‘=’ sign (b) alphabets
(c) numbers (d) All of the these
12. Which of the following option is used to print a chart?
(a) Insert → Chart (b) File → View
(c) File → Print (d) View → Chart
13. How many axes does charts in Calc have?
(a) Two (b) Three
(c) Two or three (d) Four
14. The chart preview can be seen in________________.
(a) Page preview (b) Chart preview
(c) Export chart (d) All of these

B. Fill in the blanks

1. The column immediately next to column “Z” is

AA
___________________.

2. The default extension of a workbook created using a

.ods
LibreOffice Calc spreadsheet is _____________.

3. The spreadsheet feature used to continue the series is

called as __________________.

4. The formula “=MIN(C1:C5)” stored in cell C6 when copied

to cell D6 changes to ______________.

5. The formula in cell A2 is =B2+C3. On copying this formula

to cell C2, C2 will change to _____________.

6. The cell address of the cell formed by the intersection of

the ninth column and the eighth row will be _____________.

7. $A1$B2 is an example of _____________ referencing in

spreadsheet software.

8. Numbers entered into a cell are automatically ___________

aligned.
9. If A1:A5 contain the numbers 16, 10, 3, 25 and 6 then
=Average(A1:A5;60) will display______________.

10. In _______________referencing, the reference changes rows

and columns automatically when it is copied to a new cell.

C. State whether the following statements are True or

False
1. A cell is a combination of row and column.
2. A spreadsheet is also called as worksheet.

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 3. There are ‘n’ number of sheets in a spreadsheet.

4. In a spreadsheet, we can change the column width and

row height.

5. $A1$B2 is an example of mixed referencing.

D. Solve the following in a spreadsheet

1. Cell A1 contains the number 10 and B1 contains 5. What

will be the contents of cell C1, if the formula =A1+B1*2^3
is entered in cell C1?

2. The contents of Cell A1, B1, C1 and D1 are 5, –25, 30 and

–35, respectively. What will be the value displayed in cell
E1 which contains the formula =MIN(A1:D1).

3. Cell D5 contains the formula =$B$5+C5 and this formula

is copied to cell E5, what will be the copied formula in cell
E5?

4. Cell D5 contains the formula =$B5 + C5 and this formula is question 2 1. open libre Office
copied to cell E5, what will be the copied formula in cell E5? calc
default name of the 2. Click on File.
worksheet is 5. Cell D5 contains the formula =$B5 + C$5 and this formula 3. Click on New.
Sheet1, Sheet2, is copied to cell E6, what will be the copied formula in cell 4. Click on Spreadsheet.
Sheet3, ….. We can E6? New spreadsheet will open
rename it by right
click on the Sheet
E. Short answer questions (50 words)
tab and click on
rename. Give new
1. What do you call the document created in a spreadsheet
name
application? the document created in a spreadsheet application is called a work book
Steps to insert worksheet
are : 2. What are the steps to create a new spreadsheet? Spreadsheet is a computer application which
3. What is the difference between spreadsheet, worksheet
Select Insert Sheet option helps in Tabulation of data Simple
from sheet menu. 2 mathematical calculations, Complex
and sheet?
Specify the position calculations using formula and function etc.
(Before or After current4. What is the default name of the worksheet? How can it be
sheet) and number of
sheets in Insert sheet
renamed? The worksheet in Calc is also referred to as
dialog box. 3Click OK
spreadsheet. The spreadsheet can have
Steps to delete the
5. Write the steps to insert and delete the worksheet in Calc. many sheets. Each sheet can have many
worksheet are : individual cells arranged in rows and columns.
6. What is an active cell? How to delete the contents of an The sheet tab shows its default name as
1.Right Click on a sheet active cell? Sheet1, Sheet2, Sheet3
tab which you want to
delete. 4Select Delete 7. What is relative and absolute cell address in the
Sheet option from the spreadsheet? Sheet menu: contains commands to insert
context menu. and delete cell, rows and columns, insert
8. Explain any two operations performed on data in a sheet, rename sheet, fill cell, etc
Click Yes on Confirmation
box. spreadsheet.

9. How do formulae work in a spreadsheet?

10. Can you include more than one mathematical operators

in a formula?

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 11. How to make visible the desired toolbar a spreadsheet?
12. Give the syntax and example of any three mathematical
functions in spreadsheet.
13. Give the syntax and example of any three statistical
functions in spreadsheet.
14. Give the syntax and example of any three decision making
functions in spreadsheet.
15. Give the syntax and example of any three date and time
functions in spreadsheet.
16. Give the syntax and example of any three logical functions
in spreadsheet.
17. Give the syntax and example of any three string functions
in spreadsheet.
18. Explain the advantages of drawing a chart in Calc.
19. Explain in one line each the various types of charts.
20. Write the steps to insert a chart in Calc.
21. Name and explain any five components of a chart in a
spreadsheet package.

Practical Exercise
1. Explore in how may formats can you save the Calc
worksheet using the Save as option. Verify it by opening
in the software.
2. Open a Calc document, add seven sheets using Sheet tab,
colour them as rainbow color such as “Violet”, “Indigo,”
….etc. Make sure that “Indigo” sheet is recoloured with
indigo colour and so on.
3. Try auto-fill tool with negative numbers.
4. Try auto-fill tools with two dates. Write 15-08-2013 in a
cell and in its adjacent cells write a successive data. Drag
the content to next 10 cells. Using this technique try to
create a monthly calendar.
5. Add your name in to the dictionary so that the red line
will not be displayed under it.
6. Implement the example of the shopping bill discussed in
this chapter. Study any bill you get from a super store
and implement it in Calc.
7. Generate the Calc document with your in all your marks
six different subjects. Make total of the marks find out
average and percentages from the data.
8. Make a list as given below and sort the list according to
Class and then by names.

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 Name Class Section Date of Month of Year of
Birth Birth Birth

Khushi Class 9 D 06 February 2004

Diya Class 9 A 08 June 2006

Kushaal Class 3 C 10 July 2010

9. Filter the list of friends you have created in Question 8

above, so that it will display only those friends information
whose birth dates are in the month of August.
10. Use help to find information about sorting and filtering.
Prepare notes on these topics using Help.
11. Use your notes on data validation and also use the
data you have entered in Question 8 of this exercise,
to validate the data in the date of birth column so that
nobody can enter data such as 33. You have to make
data validation in such a way that it will accept only 1 to
31 numbers as date of birth values.
12. Consider your marks of different subjects and prepare
a simple marksheet containing school name, student’s
number, student’s name, class and marks. Also find
percentages and marks and grade.
13. Make a small survey in your area and find out the
newspaper invited in each house for at least 10 houses.
Collect data, arrange them and prepare 3D pie chart
based on this.
14. Consider a mathematical function, such as Y=3*X+1.
Calculate the value of Y for each even value of X, as given
in the table below.

Value of X 2 4 6 8 10

Value of Y ? ? ? ? ?

For this do the following:

(a) Enter these values in Calc worksheets
(b) Use formula to find out the values of X for each even
value of Y
(c) Plot a line chart of X and Y values together
(d) Format the chart as per your choice
15. Collect the electricity bill of your home for
each month from January to December
(12 months). Create a worksheet with the data of Name

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 of the Month and Bill Amount as below. Enter the data
in a worksheet and develop the chart of various types.
Conclude your result that which type of chart will be
more appropriate for such type of data.
Month Bill Amount

January

February

March

April

May

June

July

August

September

October

November

December

136 Domestic Data Entry Operator – Class IX

Unit 4.indd 136 9/5/2018 4:58:44 PM