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Class Ix Spreadsheet

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67 views43 pages

Class Ix Spreadsheet

Uploaded by

Kaurwaki Kumari
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Worksheet It is a grid of cells made up of horizontal rows and Getting Started with Spreadsheets Objectives Paes Spreadsheet Bosics J Working in Spreadsheets A Inserting/Deleting (Cells/Rows/Columns) in a Worksheet A Document Properties Introduction When we talk of information, it also includes numbers, figures and calculations etc. The most important software involving calculations is spreadsheet. In this session, we are going to discuss one very popular spreadsheet OOo Calc, which is a part of OpenOffice.org suite. Calc Spreadsheet Basics A spreadsheet is a software tool that lets one enter, calculate, manipulate, and analyze set of numbers. Various components of spreadsheets are being discussed below Generally a spreadsheet is meant for the software package and a worksheet a work file created with a spreadsheet software. vertical columns. Number of rows and columns vary from package to package. mae 000 Cale (V 3.0) worksheet contains 65,536 rows and 1024 columns. Each intersection of a row and column is called a cell wherein data can be stored. Row Number As mentioned earlier, data in a worksheet are divided Column letter in rows and columns. Each row is given a number that identifies it. Row numbers start from 1 and go as 2,3, 4. ‘A sheet in a spreadsheet contains a block of cells Fach column is given a letter that identifies it. Column: <’"yeq “in. rows and letters start from A and go as B,C ... Z, AA, AB, AC w« AZ, BA, BB ... BZ, ... and so on. That is, columns are lettered as A-Z, AA-AZ, BA-BZ, DMAIME ————— 134 Cell 18 a UNit Of Worksheet Ce descriptive text, formulae ety where numbers, placed. C¢ His @ column and a On of the the combinat etter and the row number column For instance, if row 3 is intersected by a \ then the cell formed out of it gets an nee pels an address. F3 Similarly, CS identifies the cell in column oaG call Pointer Tis a cellboundary that specifies which cell i active at that moment. Curent Cell Itis the cell which is active, ic, where ce would take place. Always an entry takes place at the current cell. forge of A range of cells isa group of (contiguous) cells th Gale A range may contain just a single order to be valid. A range addresses of first cell in the range and the last cell of the range. For instance, a range Starting from F7 till G14 would be written as F7 : G14 in OOo Calc (Colon ie, is the range indicator in OOo Calc), is specified by giving the Status Bor, Menus and Toolbars Apart from other things a worksheet also has a status bar and a control panel. The status bar is an area where the status, the particular program condition, error message, date & time etc. are displayed. Various operations are performed on the data in worksheet through various commands available on the pull-down menus and toolbars (a bar having icons for various commands) available in 000 Cale. Creating/Opening/Saving Worksheets When you start Cale, it will by default open a blank workbook with some worksheets in it. So, to create a new workbook, all you need to do is to start Cale, and start working in a workbook as explained in ‘coming subsection. Starling Cale and Creating a Workbook On Windows OS, you can start Oe Cale by clicking Start button = All Programs > Openoffice > Openoffice Cale [see Fig. 1.1(a)]- A spreadsheet allows you to combine more than = Worksheet in a file. Such a file having multiple “D Openotfice 611 Bi Oper0tice Bare Cell is a basic unit of worksheet numbers, text, formulae can be placed, Cell is rmed by intersection of a row column, which gives a cell a unique address, H ll pointer points to and where the next entry ‘at forms a rectangular area in shape. cell, or a group of cells, but must form a rectangle in Figure 1.1 (a) Starting 000 Cate ue eS 135 A Range of Cells is group of contiguous cell: Ethat forms a rectangular area in shape A Worksheet is a grid of cells made up of rows and columns. Multiple work- sheets can be combined under a file known as Workbook. NN 136 INFOF 1 TECHNOLOGY 1x Figure 1.1(b) illustrates various components in a Cale spreadsheet ‘Menu Bar - en Toolbars a fouwwon * | [ibe wise e i a sje fescue Ss WxVEtee* pf AEE fiona) ¢) Sp camaus SSS Curent cet_)) "5 = - 4 Cel Pointer Range FS: G10 Row Numbers aT Figure 1.1. (b) Various components of a Calc spreadsheet 1.3.2. Saving a Workbook To permanently save the work done in worksheet(s), you need to save the workbook you're working in. When you save a workbook for the first time, you assign a file name and indicate where you want to save the file on your computer's hard disk or in another location. Each time you subsequently save the workbook, OOo Calc updates the workbook file with your latest changes. To save a workbook, follow these steps : Fig. 1.2(a)] or click the Save ((f}) icon on the 1. Either select Save on the File menu [s standard toolbar [see Fig. 1.2(b)] (a) = 4 (b) Figure 1.2 (a) Save command on File menu (b) Save icon on Standard toolbar (@) Save As dialog box 2. Ifyou're saving the workbook for the very first time, the Save As? dialog box pops uP [° Fig. 1.2(c)]. 3. In the Browse Folders’ lst, select the drive and folder where you want to save the workbook: 4. In the File name box, type a name for the workbook. 5, Finally click Save to save the workbook permanently. 1, Depending upon your operating system, you may see a different SaveAs dialog than what is shown here. TING STARTED WITH SPR session : 137 However, if you're saving a workbook wy east once before the current save ¢ al ation, OOo ¢ spreadsheet file (a workbook} 1 simply update the already saved work ate book 's saved with extension .ods. \ workbook of Cale can contain upto £256 worksheets. Opening a Workbook To work upon an already saved workl workbook, follow these steps “ook, you need to retrieve it To open an already saved 1. Either select Open from the File menu the standard toolbar [sce Fig, 1.3()] [see Fig. 1.3(@)] or select Open icon (28) on 2. Now the Open dialog box (Fig. 1.3(c)] appears on the screen J. Suctoth xchange “b Oat weber 4h pause Rute tar dn My oats Neeser “PPT ase bog ile Then click Figure 1.3 (b) Open icon on Standard toolbar (c) Open dialog box. 3. The file name box displays a list of OOo Calc files in the current directory/folder. To view the list of OOo Calc files in any other folder, select the folder from top left box. Select the desired file from the list displayed. Alternatively, you can type the file name yourself, in the File name : box. 4. After selecting/typing the file name, click Open to open the selected file. 13.4 Quiting From o Workbook ll : To quit from a workbook either Qpen.. oe select Exit on File menu [Fig. 1.4(@)] °r click the Close button Fig. 1.4]. If you've made some changes in the worksheet, OOo Cale Taises an alert (Fig. 1.4(c)] whether to Save the changes or not. Click Save if ee want to save the changes, ue to abandon changes oF ‘ancel to abandon exit operation. oy (b) The close button “The document United" bs ben mele Doyou wants you change? poeta | Figure 1.4 (c) The alert raised. 138 1.4.1 Working in Spreadsheets Let us first talk about how can you perform various housekeeping operations in spreadsheets such as Navigating in Worksheets, selecting. cell, range, rows/columns or a sheet, Inserting or deleting or freezing rows/columns, splitting screen and setting document properties, Navigating and Selecting in Worksheets Navigating or moving to a specific location inside a Cale workbook can be done via different ways. Let us see how Navigating within ¢ Workbook To navigate to other cells or locations, you can either use mouse or keyboard keys or use Navigator dialog. Let us see how A. Navigating to a Particular Cell You can move to a particular cell by any of these : () To move to a particular cell, just place the mouse pointer over the cell and left-click. (Navigating Using Mouse) (i) Click on the little inverted black triangle just to the right of the Name box (see adjacent figure) and select from the available names. You may also type the cell reference of the cell in the box you want to go to and press Enter. (Navigating Using a cell reference) (ii) Click the Navigator button ( @) ) in the Standard toolbar (or press F5) to display the Navigator. Type the cell reference into the top two fields, labeled Column and Row, and press Enter. (Naviga SPR 15 139 Keyboard k vigate within a workbook using Keyboard shortcuts as listed in following | GirisLeft Arrow ee ween to the left edge of the current data range. If the column to the left of the cell that ta Cursor is empty, the cursor moves to the next column to the left that contains data. CtrleRight Arrow poe Be cursor to the right edge of the current data range. If the column to the right of the ell that contains the cursor is empty, the cursor moves to the next column to the right that _| contains data. trons Up | Hove the direction of arom [fcristome __| Moves the cursor to the first cell in the sheet (AI). Te Z| [enstnd | Hove the cursor tothe ast cell an the sheet that contin Glan Fine | Howes the carr tothe fit cll ofthe une om = 3 “| Moves the cursor to the lst call ofthe curtent row i a column containing data GrieUp Arow | Moves the cursor to the top edge of the current data range. If the row above the cell that contains the cursor is empty, the cursor moves up to the next row that contains data {risDown Arrow | Moves the cursor to the bottom edge of the current data range. If the row below the cell that contains the cursor is empty, the cursor moves down to the next row that contains data. (trisShift+Arrow | Selects all cells containing data from the current cell to the end of the continuous range of data cells, in the direction of the arrow pressed. If used to select rows and columns together, a | rectangular cell range is selected. | ‘CtrisPage Up Moves one sheet to the left. In the page preview it moves to the previous print page. | ‘GrisPage Down | Moves one sheet to the right. In the page preview it moves to the next print page. Page Up Moves the viewable rows up one screen. ‘Page Down Moves the viewable rows down one screen. Alt+Page Up ‘Moves the viewable columns one screen to the left. Alt+Page Down _| Moves the viewable columns one screen to the right. ©. Navigating to Other Worksheet(s) within Workbook : You can navigate to other worksheet(s) in the workbook by using any of the following methods : () Using the mouse, you can click on one of the Sheet Tabs at the bottom of the spreadsheet and that sheet will become active worksheet. (i) Using the keyboard, you can press Control+PgDn to move one sheet to the right and press Control+PgUp to move one sheet to the left. (iii) Using the navigator (F5 to open it), you can move to other sheets and named ranges as well. Alll you need to do is either click on sheet name below sheets or click on range names and select range name. You can, in fact, navigate to every corner of a work- book using Navigator dialog. DRMATION TECHNOLOGY_1x 140 1.4.2. Selecting Items in a Sheet or Spreadsheet You can select a cell, a row, a column, a range of cell, entire worksheet as per your needs using ‘ou can select a cell, a row, a column, a rang following methods. (i To select a single cell, left-click in the cell to be selected. (ii) To select a single colunm, click on the column identifier letter. (see figure below) (iii) To select a single row, click on the row identifier number. (see figure below) fe fae Yow bet Famat Toole Dita iindow Help . . @-Ga BER VRRSG-o O-- SN Wh F Fnater > & jie GBS U eee RK 5 S « * To select a complete calurm, cick at its ~ column letter @ (iv) To select the entire sheet, click on the small box between the A column header and the 1 row header. (see figure above) 1.4.24 Selecting o Range To select a range through mouse you may follow these steps : 1. Point to a corner cell of the range to be selected. For instance, if you want to select a range Ad : C7 then Ad, A7, C4 and C7 are corer cells. You can point to any of the comer cells, 2. Now holding the left mouse button, drag the mouse pointer to the diagonally opposite corner cell. That is if you had earlier started with A4, you need to drag the mouse pointer to C7 (in range A4:C7). Similarly, if you started with A7, you need to drag till C4, and so on, Press Shift+Spacebar to select the current row (completely Le., all columns in current row) and press Ctri+Shift+Spacebar to select the current column (completely ie. ? all rows in current column). To ? select the entire worksheet, either lick the Select All button or press Ctrl+A. To select a range through keyboard keys, you may follow these steps : 1. Point to a comer cell of the range to be selected, 2. Press Shift key, Holding Shift key move to the diagonally opposite corer cell, using arrow keys. 3. Now release Shift key. And you'll see that the desired range gets selected. 1.4.3. Inserting Cells/Rows/Columns in a Worksheet Sometimes, while entering a big volume of data, cell(s), row(s)/column(s). Let us learn how one can a worksheet. you may need to insert desired number of insert more cell(s) or row(s) or column(s) in. . SETTING STARTED WITH SPREADSHE! ea Inserting Blank Cells To insert blank cells in a worksheet, follow these steps 1. Select a range of existing cells where you want to insert the new blank cells. Select the same number of cells as you want to insert [Fig. 1.5(@)] 2. On the Insert menu, click Cells [Fig. 1.5(b)] 3. Now Insert dialog box pops up [Fig. 1.5(0)} 4. Click Shift cells right if you want to shift the existing cells towards right or Shift cells down if you want to shift the existing cells downwards. 5. Click OK to confirm, Cancel to abandon. Select the number of cells, to be inserted, 12 ten suey pe es oy <8 a te ee wee (a) Select cells to be inserted Ee Bow: BE Colm even etre goon (6) Specify position in Insert cells dialog Figure 1.5 (0) Insert > cells command You'll see that cells have been inserted [Fig. 1.5(a)] ‘See, the new cells 2 have been inserted | > and the previous [2 Hon fry ‘ones have been [3 Tue February NOTE: Only celts shifted downwards. ch | have been inserted ‘and not a row. selea: 6 ly mated. 8 Tu Ane TE Ese 10 Fn o| 6 2 Sa Figure 1.5 (d) Worksheet after cell-insertion 1.4.38. Inserting Blank Rows To insert blank rows in a worksheet, follow these steps : 1. To insert a single row, click a cell in the row immediately below where you want the new row. For example, to insert a new row above existing row 8 (i.c., below row 7), click a cell in row 8 [Fig. 1.6(a)]. To insert multiple rows, select rows immediately below where you want to insert new rows. Select the same number of rows you want to insert. For example, if you want to insert four new rows below row 7, then you need to select four rows below row 7, i.e., row 8, row 9, row 10 and row 11 [Fig. 1.6(a)]. UNIT T\ ELECTR 142 er 2. On the Insert menu, click Rows [Fig. 1.6())]. And . 000 Cale will insert the desired number of rows in the current worksheet (a) Select no. of rows to be inserted [Fig. 1.6(c)]} NOTE: This time rows have been inserted & not EE _ Meroe Brak Sets 4 he Fetnay 3 Wea Maren 4 8 te hen é 2 Se ioe Figure 1.8 (6) Click Insert > Rows (c) Worksheet after the rows-insertion 1.4.3C Inserting Blonk Columns To insert blank columns, you need to repeat the same procedure as that of rows but in place of rows, columns are to be selected as given in steps below 1. To insert a single column, click a cell immediately to the right of where you want to insert the new column. For example to insert a column after column D, click a cell in column E, To insert multiple columns, select columns to the right of where you want to insert the new columns. Select the same number of columns as you want to insert [Fig. 1.7(a)]. 2. On the Insert menu, click Columns [Fig. 1.7()]. Figure 1.7. (6) Insert -> Columns command (0) Inserted columns And 00o Cale inserts the desired number of columns in the worksheet [Fig. 1.7(c)] 1.4.3. Deleting Cells/Rows/Columns in a Worksheet While working in a worksheet if you do not need any cells/columns any more, you can opt for their deletion. To delete cells/rows/columns in a worksheet, you need to follow these steps : 1. Select the cells, rows or columns you want to delete. [see Fig. 1.8(a)] (b) Exit > Delete Cells command 2. On the Edit menu Cells, OOo Calc click Delete Celts [s¢ shows a dialog wher (2) Select cells Selectivattwo | eee Joptions i youwantiol| Sexton Gelete cells; select Ssh cebu 3" option if youwant 4 to delete rows and Select last option fo delete columns, Oat entre sons) 4 Date elon Figure 1.8 Worksheet after deleting cells Figure 1.8(@) shows the worksheet after some columns deleted, compare with Fig. 1.8(a) have been deleted as, wwe selected from Delete Cells dialog Ets, May ——_Feday @ ine Saturday igure 1.8 Worksheet after deleting cells March Wesnesday Agri ——‘Thussday 143 Fig. 1.8(b)]. The moment you select Delete from you can choose to delete cells/rows/ To delete the contents of a range of cells, firstly select the range and then just drag the fill handle inwards and the contents of the cells get removed [see Fig. 1.9]. Figure 1.9 Deleting cells through fill handle 4 Freezing Rows and Columns Sometimes, some rows/columns store some important “Piece of information, which want to view all the time even ifyou have moved to next pages of the worksheet. For this Purpose, you can freeze such ‘rows/columns. Then when "scrolling around within the sheet, any frozen columns and ‘Tows will always remain in view. Freezing locks a number of rows tthe top of a sheet or a number of columns on the left of a sheet. Working with Data Objectives, A Filling Ra: A Editing De A Entering Data in Worksheets nges and Auto Input ata A Cut/Copy/Paste Operations with Dato A Find and Introduction JA. Working with Formulas and Functions Replace Operations In this session, you shall leam to work with data such as entering various types of data, editing data, using formulas and functions ete. Entering Data in Worksheets Any type of data — numeric, alphanumeric, non-numeric or formula can be entered in worksheets by typing. To enter data in a cell, ‘ firstly place the cell pointer over the desired cell and then type ie the data. Three types of data can be entered in OOo Calc worksheet : ‘© Numbers © Text ® Formulas () Numbers These are numeric entries, These entries can be used in calculations, In 000 Cale, a number can contain only the following characters : 01234567894+-(),/$% Be right-aligned in a cell. Numbers and Formulas are collectively known as Value and only values can be used in calculations. 3y default numbers are right-aligned in cell. All ext is by default jeft-aligned in a cell. | [2] Filling Ranges and Auto Input sy 2: WORKING WITH DATA 153 These are the text entries (neither number nor formula) in the worksheet. These entries are not used in calculations. In OOo Calc, text is any combination of numbers, spaces, and non-numeric characters ~ for example, OOo Calc treats the following entries as text : 10AA109, 127AXY, 12-976, 208 4675 All text entries are left-aligned in a cell a Formula is @ sequence of values, cell-addresses, names, functions or operators in a cell 2 that produces a new value from existing values. These are the entries that describe the relationship among, cells and generally are instructions to calculate/manipulate with numbers or text. A formula can contain values (entries that can be used for calculations), operators (e.g., +, ~,/,") and cell addresses (c.g., C9, B14) or functions ior Formulas in OOo Cale start with ‘~' sign. The formula = 515°5 multiplies the value in cell B15 by 5. The formula will recalculate whenever the value in cell B15 changes Formulas can refer to cells or ranges of cells, or to names or labels that represent cells or ranges. A Formula must start with You can enter the same formula into a range of cells by selecting the range first, typing the formula and then pressing CTRL+ENTER. Ifyou forget to start a formula with ‘~’ sign, then it is treated as text rather than formula. For instance, if you enter 12475 rather than = 12+75, then Calc will treat it as text and display it as it is ie, 12+75 and not 87. A range in a worksheet can be filled with various types of values in adjacent cells. For example, if you want to fill the range Al: A10 with values 1, 2,3... 10, then all you need to dois fill up values 1 and 2 (and 3 if you want to) in cells Al and A2 (value 3 in A3) respectively and then you can fill the desired range using one of the various methods of filling in OOo Calc. In 000 Cale, data can be filled in various ways. Some most popular ways are as follows : 1. By dragging the fill handle. 2. By using the Series command (Edit > Fill -> Series command) (We shall not be covering series command here as it is beyond the scope of this book.) Hondle A fll hme is the small black square in the corner of the selection [see Fig, 2.1(a)]. When you point tothe fill handle, the pointer changes to a black cross [Fig. 2.1(b)]. To copy contents to adjacent cells or to fill in a series such as dates, drag the fill handle. a ie 3 a » fi taht "Se SSR ed phere cman eee a aes ieee = Figure 2.1 (a) ‘The Fill handle. (6) Mouse Pointer at Fill handle Todisplay a shortcut menu for fill options, hold down the right mouse button as you dag filhandle, 154 ees 2.3.1 Filling by Dragging Fill Handle ; You can fill in several types of series by selecting cells and then dragging, the fill handle. Copying Data within o Row or Colum If you have selected one cell only (a single cell) and you drag the fill handle of this single cell over a ge, then the contents of th single cell get copied on to the range covered by fill handle range, then the contents of this sing 5 Figure 2.2 illustrates this. Note the value to be in the current cell gets displayed while dragging. Filling of a range by dragging through fill handle is known as Replication. Copying data using Fill Handle. 2a Figure 2.2 Copying Data using fill handle Extending the Series ¥'you want to filla series of values, then you may need to enter more than one value in the adjacent cells, After doing this, you can extend the series by dragging fill handle. Let us see how you can fil series by extending it. 1. Select the first cell in the range you want to fill, and then enter the starting value for the series To increment the series by a specified amount, select the next cell in the range and enter the next item in the series. The difference between the two starting items determines the amount by which the series is incremented. 2. Select the cell or cells that contain the starting values. 3. Drag the fill handle over the range you want to fill. To fill in increasing order, drag down or to the right, To fill in decreasing order, drag up or to the left. Ifa selection contains a number, initial time selections in the follo are in adjacent cells, date, or time period, you can extend the series. For example, the wing table result in the series shown. Items separated by commas Teble 2,1 Selection and Extended Series Extended series +—_______Extended series 4,5, 6 11:00, 12:00, 13:00 Tue, Wed, Thu Tuesday, Wednesday, Thursday Feb, Mar, Apr 2001, 2002, 2003 Product 2, On backorder, Product 3, On backorder text2, textA, text3, textA,... Product 2, Product 3,... Product 1, On backorder text, texta Product 1 } aeson 2: WORKING WITH DATA 155 Figure 2.3(a) shows a filled series by @ Xtending a single cell’s selection, Fig. 2.3(b) shows various series filled by extension. 8 single calls selection, Fig) i + {ill —_< “ e 5 t Sot = ! 2 Wen January Product 1 1999 Tet Wa ; 4 Tee) February Tuesday Product2— 2001 Pied up se A § Wea Maren" Wednesday Product’3. 2003 ‘Text2 Moy sj 4 fT Apr” Thursday” Product 42005 Ped up we | 5 to Fn May Fiday Product’ 2007 Text 3 R 2 Sa kine Satutday Product’ 2009 Ped up [worksheet after fling et (he ee ont e tire) titon 73 2 Various series fed by eee: {extension using fil hanale Smet ure 2.3 (a) Copied data using fill handle (6) Series filled by extension using fill handle 23.2 Avtolnput When you are typing in a cell, Calc auto- matically suggests matching input found Cae) z in the same column. To turn the Autolnput “Speting aie. on and off, you can use command Tools Language bes menu — Cell Contents > AutoInput. It is a ae x toggle command i., you can use the same Sete. command to turn in on/off. When Autolnput is on, it will show checkmark in front of AutoInput option of Cell Contents menu, and when off, no checkmark will show next to AutoInput option. ‘Share Document ‘Merge Document. rotect Document + ell Contens + Becaleulte 9 YY AutoColutote Sellery Media Plager aati TS ‘The command Tools menu -» Cell Contents > > AutoInput turns AutoInput on or off, i Figure 2.4 sts or remove the check mark in front of z 233 Naming a Range To name a range in OOo Calc, all you need to do is : 1. Select the range to be named. 2. Type the name, which is to be given to the selected range, in the name box (see Fig. 2.5). Whenever you need to refer to this range, just click in the name box, and pick the range name from its drop down list. Alternatively, you can create name for a selected range by clicking at Insert -» Names > Define Peer ; then typing the name in the box and clicking Add button in the dialog. 156 co) e 3 Simran 6 Zunaid ct 7 Sie At 8 Kulpreet [i860 sheen (She (hee 7— + a ‘bent '3 Dem moe nest Figure 2.5 Naming a range in 000 Calc Editing Data To edit a cell by overwriting, you may follow these steps : 1. Select the cell that you want to edit. (You can select a cell by clicking over it or by using arrow keys on the keyboard.) 2. Type in the new contents. 3. Hit Enter key on the keyboard or click Enter button on the formula bar (see Fig. 2.6) = sevu as tow . a zs = Fine = |= rincton Function L_ Accept pee wear Copco) ating cata (@) Actual formula bar (6) Formula bar during editing Figure 2.6 Formula Bar in Cale You'll see that the new entry replaces the existing contents of selected cell. Editing Cell Contents by Partially Modifying It {f some minor corrections are required in cell contents, then you needn’t overtype the correct contents. Rather you can partially edit its contents by following these steps : 1. Select the cell that you want to edit, 2. To edit its contents, either click the formula bar or press F2, Alternatively, you can double click the cell to be edited, 3. Edit the cell and press Enter key or click Enter button on the formula bar. 2.4.1 Erasing/Clearing Ranges/Deleting Contents While working in worksheets, sometimes you need to clear some ranges. Clearing a range does not just mean erasing the contents of that range, rather erasing anything which iS 92: WORKING WITH DATA sessio 157 assigned to that range. For instance, clear all (contents, formats and com, range, only the contents get erased, The same thing is applied to others thing (out of contents, formats a range may have some contents, some formats}, You may ments) or pres any ‘one of these. When you clear contents of a Unless et’ ormats assigned to range, remain intact. and commen Pecily Delete ALL, only the chosen particular mments) gets erased and rest remain intact. ‘ay follow these 1, Select the cells, rows, o columns y To clear cells or ranges, you m, : steps ° ‘ou want to clear. 2. On the Edit menu, point to Delete Contents, and then click one of the eight options of Delete Contents dialog : Delete all, Text, Ni & i am “ext, Numbers, Date & Time, Formulas, Notes, Fo ees ate & Time, Formulas, Notes, Formats and In the Delete Contents dialog, if you click Delete All Deletes all content from the selected cell range __Deletes text only. Formats, formulas, numbers and dates are not affected, d Deletes date and time values. Formats, text, numbers and formulas remain unchanged, Deletes numbers only. Formats and formulas remain unchar Deletes formulas. Text, ibers, formats, dates and times remain unchanged. Deletes notes added to cells. All other elements remain unchanged. Formats Deletes format attributes applied to cells. All cell content remains unchanged. Objects Deletes objects. All cell content remains unchanged. You can also select Delete Contents option from the shortcut menu (that comes by right clicking) of the selected range. | Figure 2.7 shows you the Delete Contents command and Delete Contents dialog. SESS (co) (b) e (a) Edit > Delete Contents command Figure 2.7 Clearing contents of Rata recut men (c) Delete Contents dialog (6) Delete Contents command o little later in this the appearance of all contents. You'll learn about formatting @ way of controlling the ap} or eeeeemmmmmmmetiin. Copying Ds DRMATION TECHNOLOGY opy/Poste Operations with Dato tware, Cut/Copy/Paste operations are oft a software much easier and faster. While working with any soft ion most used operations. While working with any The cut/opy/paste utilities make working in While working in a worksheet, you sometimes require that some already entered data should be re-entered at another place. For instance, in one part of the worksheet youve entered cradente’ details like roll no,, name, marks in five subjects for a class (say IX B) to calculate their average marks and grades. Now, after you are through with this calculation, you want a Summarised report of students having details like roll name and grade, Since this data is already present in the worksheet, you needn't retype these details once again. Rather you can copy the desired data through copy methods of OOo Calc. j in 000 Cale, data can be copied by using copy and paste operations, which is being explai below. sing Copy & Paste Operation To copy data from a source range onto a destination range using Copy and Paste opera follow these steps 1. Select the source range, ie, the range to be copied from. toolbar or select Copy command on the Edit menu. Alternatively, you can right button of mouse to display the shortcut menu wherefrom you can command [see Fig. 2.8(a)] Figure 2.8 (a) The moment you select a Copy command or lick at the Copy button (("%}), OOo Cale copies the selected range to the clipboard. 3, Now select the target range, ie. " ie, the : ‘hich the data are to be copied, te 4. Select Paste command either { d from shorteut menu (which is oe ' right mouse button), or click at (6) on the standard toolbar (see Fig, 7 2 WORKING WITH DATA 159 ete Formating ro fea me wren omer = Delete. —_,) “Paste option on standard toolb. conex cree xo Delete Contents Inver Note arf rary ca Selection it. Figure 2.8 (6) The moment you select Paste, Oo Cale picks d target range. fata from the clipboard and pastes it on the Figure 28 illustrates the copy process in OOo G 2 ule, through Copy and Past Figure 2.9 shows the worksheet before and after copying a as LE Tam supposed to ‘create a copy of See the worksheet after copying, Trae (Shed fe / Figure 2.9 (a) Worksheet before copying a range. (b) Worksheet after copying a range. 5.2 Moving a Range Moving is somewhat similar to copying, except for one thing. In “opy, the original data get copied at the specified new location and data at original position remain intact. That is, there are two “pies of the same data when we perform copy. However, in move, the original data get copied at the specified new location but get deleted from the original location. Thus, only single copy location also ; whereas i of the (moved) data remain in the worksheet, in move operation. Move, data gets deleted ; rom original location, By + e ‘ut unlike copy, the move operation does not change the cell addresses at unlike Eoey Cae in Copy and Move the data ets copied at new location. But in Copy, : $data remains at original formula, yperation does not change ing Data he cell addresses in a using Cut & Paste Operations eatin ; TC move data using Cut and Paste operation, you may follow hese steps : 1. Select the source range ie., the range to be moved. . 2. After selecting the range to be moved, either click Cut ( {id)) button on the Stan toolbar or select Cut command on the Edit menu. 160 Or click the right mouse button to display context sensitive shortcut menu wherefrom you can select Cut command [ser Fig. 2.10] a Cut command or click at Cut icon (|), OOo Cale copies clipboard and erases this selected range from the worksheet The moment you select the selected range to the Detnut Formatting ovat Cell Ices Delete Urdsinea Cue D 1 Contents, © Eepee inser Cttesinttey Cut option on shortcut menu ete toolbar Edit > Cut |_command Copy Baste Past Special Figure 2.10 (a) Edit > Cut command (6) Cut icon on toolbar (c) Cut on shortcut menu 3. Now select the target range, ie, the range onto which the NOT data is to be moved. 4. Select Paste command either from Edit menu or from; The shortcut keys ft selecting Cut and Pa: shortcut_menu (which is invoked by pressing right ; Sets Cut and Past mouse button), or click at Paste (&)]) button on the cigvy, respectively. standard toolbar as shown in Fig. 2.8(b). And you'll see that the range has been moved on new location. =a Figure 2.11 shows the worksheet before and after moving a range. ) Figure 2.11 0000 Cale Worksheet (a) before moving a range (b) after moving a range Working with Formulas and Functions In this section, you shall learn to work with formulas in Cale. Recall that formulas be ‘= sign. 3 2.6.1 Working with Formulas Formulas are the entries in worksheet that define the relationship of Sometimes a cell's value is dependent upon other cell(s), this through formulas. Let us consider a real life worksheet. You all are f WORKING WITH DATA es omewhat similar to the one as shown in Fig upon two other columns Price and Qty hanges, Value also changes. Such tyyye 2.12. In this bill, the column Value is dependent as itis equal to Price x Qty. If the Price or Qty of relationships are depicted through formulas in worksheets. i picted throug! ABC Stores — Dated S.No. Item Price Quantity Value ay x 20 A soo 2 y 15 5 vo 3 z 35 4 co Total a Figure 2.12 Formula in a Bill Let us now see, how shall we create a similar bill in a worksheet To create a similar bill, firstly enter the first three rows as in Fig. 2.12, then move to the next row. Now enter the heading $.No. in 1° column (A5), Item in 2! column (B5), Price in 3° column (C5), Qty in 4" column (D5) and Value in the 5" column (E5). Enter all the given entries except for 5"" column i.e, Value’s entries. Now to obtain the values in 5 column, place the cell pointer in this column next to value 5 of Qty (ée., E6). Enter the formula = Cé * Dé in OOo Cale (see Fig. 2.13). B-Be~ eas OB) xaa-¢ oo Ee ye . Figure 2.13 Creating Bill in 000 Calc The moment you enter the formula, you see the calculated result gets displayed on the Worksheet, Now copy this cell on to the rest two cells of Value column i, on E7 and E8 and f You obtain all the values for Value. Us ® Operators and Functions within Formula Formulas perform various operations such as addition, multiplication, division, consi tc. on worksheet values. Before working with formula, it is important to understand various ‘ell-teferencing techniques. 162 TECHNC 2.6.1A Cell Referencing in Worksheets ‘As you know, each cell in the worksheet has a unique address formed by the combination of its intersecting column and rows. Wh address is referred to in formula, its writing, style determines how that cell will be re d during the calculation. There are three cell referencing styles in a worksheet. The: na cell tyles are © Relative Referencing ® Absolute Referencing, ® Mixed Referencing, Let us understand each one of these referencing techniques. 1. Relative Referencing When a formula is created, the cell references and the ranges that it contains are usually based upon their position relative to the cell containing the formula. Let us see how ? Consider the same worksheet as shown in Fig. 2.14. Here the cell E6 contains the formula °6 * Dé (in OOo Cale worksheet). Now this formula is interpreted internally in terms of positions of the participating cells (C6 and D6) relative to the cell containing the formula (ie, E6). See Fig. 2.14 Formula in 6 Stores Bill Date. Item Price Quantity Value 20 [D6 interpreted as 1 cell to the Figure 2.14 The Relative Referencing in 000 Calc Inother words, the formula in E6 (Fig. 2.14) is interpreted internally as “the product of cell-value shi is cls tothe fof eurrent cell E6(.e, C6) with elon which sone cel 0 the lf of ES ie, DB): The referencing techniques differ when a formula is copied. So, in case of relative celkaddresses in the formula, when a formula is copied then its interpretation (as given in Previous paragraph) gets copied. That is when we copy the formula of E6 (= C6 * D6) on to E7 and £8, (Mia then interpretation of this formula (product ofcell-value ‘00 cells to the left of current cell, with the cell-value one cell to the left of current cell) gets copied. This means the formula for E7 becomes = C7 * D7 as the cell value two uring copying of the formula th lative cell addresses auto- maticall et adjusted w.r.t. current cell wher the formula is being copied. cellsto the left of current cell (E7) in C7 2: WORKING WITH DATA in D7. Thus, in case of relative refer int cell during copying of the and the cel Tencing, the cell Iv 163 alue one cell to the left of current cell (E7) addresses get adjusted automatically wrt. cur formula (see Fig. 2. 15). : ar —f roman = $—— 4 aes a of ape : o - ] 3_No. Dated: Ss. am = wanety Vatu x = 3 § Wi] «- : ee ee Re =o303 vangraabe CB interpretedas 2 /_ 1 | reerence cise neleh ote Figure 2.15 Copied Formula in Relative Referencing in OOo Cale 2, Absolute Referencing Sometimes we do not want references to change when we copy a formula toa different cell. In such a case we can go for absolute referencing, To create an absolute cell reference, put a $ (dollar) sign before the parts of the formula (column and row) that you want to keep absolute. For instance, $C$6 is an absolute cell address Now if you copy a formula containing absolute cell address then, only the relative cell addresses update and the absolute cell addresses remain the ‘same. That is, if a formula in E6 is “6 * $D$6, then no matter wherever you copy the formula, only the relative cell address C6 will change wr. to the destination cell and $D$6 will remain the same. That is, in all copied formulas always the cell-value of cell D6 will be considered. If you copy this formula on E7, the copied formula will be = C7 * $D$6 (see Fig. 2.16). ~ KE = [=r [Ls [<1 = = < ABC Stores Bill Dated: S.No. ttem Price Quantity Vak a x 20 5 7/2 Y 35 2 Ts mm Zz 15 4 8°S086 2 Figure 2.16 Copied Formula in Absolute Referencing in 000 Calc 2. Mixed Referencin, 8 i A cell address contains fwo-parts ~ column-letter and row-number. If you put $ sign ed ea Patts ie, column-letter and row-number, the cell address becomes absolute li pst es Sign before any, it is relative cell address. However if you put $ sign befo 164 INFORMATION TE ber, this would be mixed referencing wherein a either before columm-letter or before rozw-nH part of cell is relative and other is absolute. For instance C$6 (relative column, absolute row) or $C6 (absolute column, relative row). If a formula having mixed cell address gets copied only the relative part of it gets updated, rest remains absolute. For instance, if a formula in E6 (= Co * $6) gets copied onto E7, then the copied formula would be = C7 * $17. If you copy the formula = C6 * D$6 in E7 then the copied formula w ill be = C7 * DS6 (see Fig. 2.17). | tem Price Quantity Value x 20 5 BOSe Y 36 2 TOS6 Zz 15 4 erDS6 Figure 2.17 Copied Formula in Mixed Referencing in 000 Cale Let us consider the following examples. Example 2.1 deals with relative referencing, Examples 22 and 23 deal with absolute and mixed referencing respectively. Example 2.1 Given the following sales details for 4 salesmen. Calculate their commission using the commission rate 10% for the total sales. Sales in [oeOee | Oud tra 3000 4500 5500 3500 4200 4300 4000 4500 4500 6000 | —_—-5000 L 6000 Solution. We shall create the worksheet having the above data and two additional columns. Total Sales and Commission as shown below : range F3 : F6 contains total sales for 4 salesmen. Column G contains commission for them. The cell G3 contains formula = F3 *0.10. this formula is copied on to range G4: G6. And we get the above shown worksheet. 321 Formatting and Sorting Data Objectives Pa Formatting Data A Conditional Formatting A Sorting Data Introduction Spreadsheets are a great tool for doing math related jobs. You have been working with Calc spreadsheet and have learnt to use these for entering and manipulating data. In this session, you shall learn about two more useful features of Cale-formatting data and sorting data. Formatting Data The general arrangement of data is known as formatting. It is the formatting that makes your worksheet presentable, Formatting provides worksheets a neater and more legible outlook It can emphasize certain data, and can create a hierarchy of relative importance among different elements of data. There are several aspects of data formatting viz. number formatting, date and time formatting, text formatting etc. Let us learn each of these formatting aspects one by one. lata is known Formatting Numbers Numbers are formatted to change their appearance. The number format that is applied on a number, does not affect the actual cell value. Let us now learn how can one format numbers, dates and times, Money is given CURRENCY format. To format numbers, dates and times, you need to follow these steps : 1. Select the range of cells to be formatted. Select Cells on Format menu. [see Fig. 3.1(a)] Now Format Cells dialog box appears. [see Fig. 3.1(6)] Click the Numbers tab. [see Fig. 3.1(b)] Select firstly Category of formats (ro additional information e.g., to format dates and times, category. [see Fig. 3.1(b)] 6. Click OK to confirm or Cancel seep 1 to abandon the format settings jeneral arrangement of as i 1m left’ box) and then select or specify the you'll have to select Date 196 INFORMATION TECHNOLOGY-Ix EE Tee rae ey FBR rte igre | tes |inirnd [Earn cer Fara Leauge amt then select tua format from here J) SecSatoen] os [mor from here | Sere : a Option ‘ecma pacer ° egrve number ed Deteut Frmating CM Gere Figure 3.1 (e) Format -» Cells command () Format Cells dialog Please note that data that represents money should be given in CURRENCY format ie, a format from CURRENCY category. 3.2.2. Formatting Text While formatting text in OOo Calc, various things can be controlled viz. the alignment of text, font style, font size, font attribute, indentation, rotation etc. Let us learn how one can format text in 00 Calc. To format text you need to follow these steps 1. Select the cells/range you want to format. 2. Select Cells on the Format menu (Fig. 3.2(a)] 3. Now follow the steps given in following lines in any order. Wiunwmrys 4. Aligning or Rotating Text (i Click the Alignment tab (Fig. 32) to specify desired alignment. (ii) Now a dialog box appears as shown in Fig. 3.2. (iii) In this dialog box, specify desired Horizontal alignment, Vertical alignment, Text orientation (or Degrees) etc. for your text. Figure 3.2 Alignment tab of Format Cells dialog TING AND SORTING 3 : FORMAT! DATA sesso” 197 porizontal alignments that you can apply Bg pent abotFormar Celis Eni Possible vertical alignments that you can apply from Alignment tab of Format Cells dialog, are : . : gare: ult Aligns numbers to the right, and g Defat Reeth left, lr the Default option ® Default Aligns the cell contents to the isselected, numbers will be aligned aanesaae to the right and text will be left © Top justified. get Aligns the contents of the cell to the left. Icon on the Formatting Bar _ Aligns the contents of the cell to the © Righ! right. ® Middle Vertically centers the contents of the cell. Aligns the contents of the cell to the upper edge of the cell. ® Bottom Aligns the contents of the cell to the lower edge of the cell. Center Horizontally centres the contents of the cell. ‘» Justified Aligns the contents of the cell to the left and to the right cell borders. @ Filled Repeats the cell contents (number and text) until the visible area of the cell is filled ; does not work on text containing line breaks. @ Indent Indents from the left edge of the cell by the amount that you enter. To set the text orientation of the cell contents, you can (i) Either click in the dial to set the text orientation. (ii) Or enter the rotation angle for the text in the selected cell(s) in Degrees box. A positive number rotates the text to the left and a negative number rotates the text to the right. Through Reference edge, you can specify the cell edge from which to write the rotated text. Options to choose from are : text in a cell is not () Text Extension From Lower Cell Border : (_.) iting and you want to Writes the rotated text from the bottom cell edge isplay, © chedahrex aaa outwards. ulti-lines in same cell (i) ‘Text Extension From Upper Cell Border : (/7) ey esata Writes the rotated text from the top cell edge pa outwards. en in Alignment tab of i : rmat Cells dialoy (iii) Text Extension Inside Cells : (__') eas alls) sree Writes the rotated text only within the cell. nabcteeninerat anton utomatically (Fig. 3.2) 5. Selecting Font, Size, Typeface(Style) i (After the alignment, click at Font tab (Fig, 33). (i) Now a dialog box appears as shown in Fig, 3:3 198 6. Click OK to confirm, Cancel to abandon, Figure 3.2 illustrates the features available under Alignment tab and Figure 3.3 explains tab in Format Cells dialog box. Changing Font, Size, Style, Alignment through Formatting Toolbar The formatting toolbar comes with some handy format buttons that you can use to ease task. You can use the formatting toolbar for the following things in the specified way given in Table 3.1 Table 3.1. Formatting features on Formatting toolbar INFORMATION TECH ik eine see Cch Onda) Typeface from here} ‘and font-size from he [Text Formatting Coe) Ceres} Cte) Eten] Figure 3.3. Font tab of Format cells dialog [0 make text A different font A different font size Bold Italic Underlined A different colour More indented Increase indent [4s] Less indented Decrease indent [gs] Centralized Centralize (ae) Left Aligned Left Align Button (ie Right Aligned Right Align Button (i) Glick the font you want in the Font box. imesterremin [=] the font size you want in the Font size box (i2{=} Bold (8) Italic (7) Undertine [i] the arrow next to Font color (lll ), and then click the colour you want on the commonly used formatting tasks su indents, background color, font color ete. “ie i§: 3.4 that formatting toolbar offers but ch as aligning the contents, changing the font, RMATTING AND SORTING en 21 FO IG DATA 199 ee” Hetalletl lew of formatting toolbar end its features ‘Ada & remove ie" ols taics, Underine Merge Cells ‘decimal point Color ee Right ! eee sar cesea Font Color Figure 3.4 The Formatting Toolbar in Calc. Figure 3.5 shows you text in v. ‘arious formats in a worksheet. a= Figure 3.5 Various text formats in 000 Cale having various Formats, 3.23 Formatting Dates Internally dates are maintained as numbers, thus for formatting dates, you will find options under Number tab of Format Cells dialog, To format dates, follow the steps given below : 1. Select the cells you want to format. 2. Click command Format menu -> Cells or press shortcut key Ctrl+1 3. From the Formal Cells dialog that appears, click on the Numbers tab. (see figure below) 4, Select the Date category from the Category box. (see figure below) [Font fects [Aignmet [Bede i Te esas Meaea > >| {za erent rae Time Scientific Fraction Boolean Value Itis showing how your date will look lke as per selected format Either select the desired date format from the list or ereate own format in the Format code box ( Use D, M & Y for day, month year respectively) Opti Recima paces Leading zeroes Format code Figure 3.6 the format you like and click OK. e Format Code text box and type your own. 5. From the format box on the right, select 6. For a format that is not listed, click in th format. — 200 INFORMATION TECHNOLOGY=IX _ You can define own date format by the following rules : # Use letter D for day, DD for 2 digit day field (leading zeros for single digit day : eld (leading zeros for single d = Letter M for month, MM for 2 digit month fi month), MMM for 3 letter abbreviation for month, MMMM for full month, ® YY for 2 digit year, YYYY for 4 digit year, * NN for 3 letter abbreviation of day of week, NNNN for full day of week, ® You can also add any other character you want such as /-. 3.2.4 Hiding/Unhiding data j Hiding or unhiding ic., showing of data is also a type of formatting in Cale, so this is also d via Format menu. To hide some rows, do the following 1. First select the rows to be hidden. 2. Click command Format menu —» Row > Hide. Or you may right-click and choose Hide from the shortcut menu. Defautt Formatting Cirle Mt | Note. When elements are hiddet they are neither visible nor printed but can still be selected for copyin “oy & a es if you select the elements aroun Ss S| eel oeanl are them. For example, if column sae no hidden, it is copied when you sel Vem Mepecae — columns A and C. Figure 3.7 To unhide or show some rows, do the following - Notes et 1. First select the range containing hidden [57 show 7 and then 4 rows. [es which means 7 Sare 2. Click command 9 Format menu — Row ~ Show. a a 2 2 Kam 3.2.5 Conditional Formatting Using conditional formatting, you can format a specific cell or row only based on condition. For instance, ina worksheet, while doing some calculations, you want to hi all those cells where the amount is more than 150000, For such requirements, you conditional formatting, i With conditional formatting, you can format the cell that condition in any way you want such as to the cell or row etc. To format cells conditionally, follow the steps reat a 4 given below : + [Qty Vawe Amount 1, Select the range of cells where [2 recon: : you want to apply conditional [7] 18 6700 formatting. > 9 §| ‘i ” T 7 ee FORMATTING AND SORTING 0p, 53 ATA ioe 201 2, Click command Format menu — Condi nal Formatting, Styles and Formatting FLL shag Auster Cenditional Formetting 3. It will open Conditional Formatti where you can specify condition( formatting. ing dialog (s) for cell by enna formating om Value to be ‘compared with es [e] [own ton cersyle [Defaut lary Value Amount 12 11900142800 10 5600 6700 4. And, you will see the cells that meet the condition, formatted. s more FEI Sorting Data Sorting of data means arranging data in a particular order, ie, ascending or descending order for numeric values and alphabetic order for textual values. In Cale, you can sort your data Whenever you need whether before calculations or after. on the criterion(s) on which you want to sort the data, f various departments and you want to arrange data descending order of their salaries. Before you sort data, you must decide £8, if you have data of employees o! department wise and within one department in So the criteria to sort this data will be : Sort on Department field (the first field); within each department, in descending order of Salary field (the second field) In Cale, you can sort by up to three criteria, with each criterion applied one after the other. 202 INFORMATION TECHNOLOG ‘To sort data in Cale, you must first decide the sort criteria and then follow the below 1. Select the range of data to be sorted. In our worksheet, this range is] a a a ace 22000 seat Pinase ato Stisan Ses zat00 iene Sees ES 4 Prvcion 25500 oe poswtn | eg Sen, Picese | 20000 | 8 Venkat __ Sales 29500 I 9 Anda Export x [totam = 2. Click command Data menu — Sort. 3. It will open the Sort dialog, 4. Here from the Sort Criteria tab, you need to first select the first sort field, then the second sort field and then the third sort field, if any. For sorting, you can have at least one sort field but maximum three sort fields are allowed. Wanmry Se pray ey You can click Options tab of Sort dialog to specify other of such as if case sensitive sort is to be performed, ie., upper letters are to be treated as different letters or if the sort is wise or row wise (default is row wise). aqsion 3 = FORMATTING AND SORTING Dar, 203 & Once done, click OK and it will sort the qi ata and see yourself how it hy ‘ata as per your specifications, Compare it with 28 sorted your data as per the given criteria. unsorted d Sm Name tpt ‘Saany Shela Epon 2000 ‘onan He 32000 ‘Oeahm 2200 Sima Prediction 75500 sai Peacion 12500 See aaa Goma Purchase 200 : sore oen Po tamt Sae Be ae | scmanene (oe os tiene” Sales 200 heck Point — 1, General arrangement of data is called (a) Sorting (b) Formatting (©) Referencing (d) None of these 2. Which of the following are types of Cell Formatting that Cale features? (a) General (b) Number (0) Currency (d) Accounting (¢) Finance () Highlighter (g) Marquee 3. Which of the following are legal horizontal alignments for values in cells ? (a) Left (b) Right (c) Centre (d) Filled (0) All of these 4. Which of the following are legal vertical alignments for values in cells ? (@) Top (b) Bottom (©) Middle (@ Filled 5. Which of these are legal number formats in Calc ? (@) Number (b) Percent (©) Currency (d) Data (©) Scientific (f) All of these 6. Which of the following date format would display full month name in a date value ? (@) MM (t) MMM (9 MMMM (2) Monit 7. Which of the following date format would display a four digit year in a date value ? (@ Yvyy (» YYY (YY eas i value ? § Which of these would show day of the week as a 3-letter abbreviation in cee alue (Day () NN (c) NNN @) eae 2 9 Which of these would show 2 digit day in a date value ? 20 (®) Day ()D (ODD { ere talking about: O When deating with how the text/font appears in a spreadsheet, we are talking () Content Formatting (b) General Formatting (©) Structural Formatting, (@ Auto-Fill Formatting Session Charts and Graphs ee Objectives, AN Types of Charts in Cale A\ Editing Charts AN Exporting Charts Introduction Visual representation have always been preferred whenever loads of data is to be presented simultaneously. that is the reason every spreadsheet software provides Charts and Graphs feature so that data can be visually represented in different ways. In this session, you shall learn to create charts of various types using Calc software. Charts in Ooo Calc Charts (Graphs) are the pictorial representation of worksheet data. Charts present worksheet data in graphical or pictorial form, which is easier to read and understand. Charts help you evaluate your worksheet data and analyze them conveniently that otherwise may be very difficult to spot in the worksheet. 000 Cale supports many types of charts. Let us learn what types of charts are supported by OOo Cale. 421 Chart Types of OOo Cale Arca chart Column chart |. Area chart Bar chart Line chart hats (Graphs) are th jctorial —representatio f worksheet data ‘An area chart emphasizes the magnitude of change over time, By displaying the sum of plotted values, an area chart also shows the relationship of parts to a whole. Pie chart Donut chart XY chart Net chart # Stock chart + Column and Line chart Figure 4.1 shows an area chart ue “1 An Atea chart in 000 Cale BE 7 " — 210 2. Column chart A column chart shows data- changes over a period of time or illustrates comparisons among items. Categories are organized horizontally, values vertically, to emphasize variation over time. Figure 4.2 shows a column chart One variation of column chart is stacked column chart and another is 3-D chart. The stacked column charts show the relationship of individual items to the whole. Fis shows a stacked column chart. hoes Polmes Figure 4.3 A stacked Column chart The 3-D chart shows three dimensional columns. Figure 4.4 shows a 3-D column INFORMATION TECHNOLOGY-Ik les By Company apex Pohmers reason te Paces Sanya 80. Figure 4.2 A column chart Company 3. Bor chart A bar chart illustrates comy vertically, values horizontally time. Figure 4.4 A 3-D chart parisons among indir / to focus on comparing values and to place less idual items. Categories Fe CHARTS AND GRAPHS 211 igure 45 shows a bar chart. saaceanset enero annaatete % Called histogram 4 Numerical dimension: are shown in bars 0} varying length Shows comparisons eso” ‘This is a Bar Chart See the ditference in ‘appearance of column ‘chart and bar chart, Multiple comparison: are possible Figure 4.5 A bar chart Hey! Look at 2 this. Itis Stacked One variation of bar chart is stacked bar chart. The stacked bar chart shows the relationship of individual items to the whole. Figure 4.6 shows a stacked bar chart. © 6000 100000 150000 200000 Sales Figure 4.6 A Stacked Bar chart line chort A line chart shows trends in data at equal intervals. Line charts are useful for depicting the change in a value over a period of time. Line graphs emphasize upon time flow and rate of change, rather than amount of change. Figure 4.7 shows a line chart. “ Shows comparisons. ‘% Sometimes called a frequency polygon. + Widely Used. 4 Clarifies and communicates relationship through time. Sales By Company Segeggeed 8 4 Don’t use more than one comparison for each visual. Figure 4.7 A Line chart he chart A pie chart shows the proportional size of items that make up a data series to the sum of the items, It always shows only one data series and is useful when you want to emphasize a Significant element. Pie charts highlight how each value in data series relates proportionally to Whole ie,, the sum of the values in the series. e SATION TECHNOL 212 INFO! SMA NNN Fro 4.8 shows a pie chart, Division of the whole ot part of the whole. Easy to grasp. Lay out largest portions firs clock-wise position : Label larger portions in the} circle, smaller outside wit connecting lines. Here comes the Pie Chart displaying the proportional size of items. ‘Sales By Company = [e Jo: Don’t make the proportion: too small — group if you can. Figure 4.8 A pie chart 6. Donut Chart To show the proportional nature of your data but want to include more than one data series, donut chart is the best option. The donut chart is also a circular chart like Pie Chart. A dont chart can have extra layers. The extra layer attempts to give pies another dimension of time. + Represents value data as percentages of the whole, + Categories are represented by individual slices. Figure 4.9 A Donut chart 7. XY (Scatter) chart An XY (scatter) chart either shows the relation- ships among the numeric values in several data series or plots two groups of numbers as one series of XY coordinates. This chart shows uneven intervals or cluster ~ of data and is commonly used for scientific data. Figure 4.10 A XY chart + Displays series as a set of points. Figure 4.10 shows an XY chart. + Values are represented by the position When you arrange your data, values in one of the point in chart space, y Be Y 1, place x column, and then enter corresponding y values adjacent rows or columns. 8. Net Chart A Net chart displays data values as points connected by some lines, in a grid n resembles a spider net or a radar tube display.

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