Information Technology (402)

Class 10

Important Questions with Solutions

Unit – 2
ELECTRONIC SPREADSHEET (ADVANCED)

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 SESSION 1: ANALYSE DATA USING SCENARIOS AND GOAL SEEK
SESSION 1: CREATE AND APPLY STYLES IN THE DOCUMENT

1) What do you mean by data consolidation? Give an example.

Data Consolidation allows you to gather together your data from separate worksheets into a
master worksheet. In other words, the Data Consolidation function takes data from a series of
worksheets or workbooks and summaries it into a single worksheet that you can update easily.

Figure 1: Sheet2019 Figure 2: Sheet2020

Data -

Figure 4: Master Sheet

Figure 3: Steps for data consolidation

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2) What do you mean by Subtotal? Give example.
SUBTOTAL is a function listed under the Mathematical category when you use the Function Wizard
(Insert > Function). Because of its usefulness, the function has a graphical interface. It is accessible
from Data menu as shown in Figure.
SUBTOTAL, totals/adds data arranged in an array—that
is, a group of cells with labels for columns and/or rows.
Using the Subtotals dialog, you can select arrays, and
then choose a statistical function to apply to them. For
efficiency, you can choose up to three groups of arrays
to which to apply a function. When you click OK, Calc
adds subtotals and grand totals to the selected arrays,
using the Result and Result2 cell styles for them.

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3) What do you mean by what if and scenario? Give example.
Scenarios are a tool to test “what-if” questions. Each scenario is named, and can be edited and
formatted separately. When you print the spreadsheet, only the content of the currently active
scenario is printed.
A scenario is essentially a saved set of cell values for your calculations. You can easily switch
between these sets using the Navigator or a drop-down list which can be shown beside the
changing cells.

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4) What do you mean by goal seek? Give example.
Usually, you run a formula to calculate a result based upon existing values. By contrast, using Goal
Seek option under Tools menu, you can discover what values will produce the result that you want.

5) What do you mean by Solver? Give example.

Solver option under Tools menu amounts to a more elaborate form of Goal Seek. The difference
is that the Solver deals with equations with multiple unknown variables. It is specifically designed
to minimize or maximize the result according to a set of rules that you define.

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 SESSION 2: LINK DATA AND SPREADSHEETS

1) How can you insert new sheet?

Select Insert > Sheet from the menu bar, or Right-click on the tab and select Insert Sheet, or Click in an
empty space at the end of the line of sheet tabs.

2) How can you insert a sheet from different spreadsheet can you insert new sheet?
• Insert menu – sheet option
• Choose from file radio button.
• Browse another worksheet.
• Choose a sheet which you want to add.

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3) How can you rename a worksheet?
• Right click on sheet
• Choose Rename Sheet option

4) How can you create reference with mouse and keyboard?

• Click on the = icon next to the formula bar. The icons change and an equal’s sign appears in the
formula bars shown here.

• Now, click on the sheet tab for the sheet containing the cell to be referenced. In this case, that
is the Checking Account sheet as shown below.
• Click on cell F3
• Click the green checkmark in the formula bar to finish.

Using Keyboard

Typing the reference is simple once you know the format the reference takes. The reference has

three parts to it:

• Path and file name

• Sheet name
• Cell Looking at the figure above, you can see the general format for the reference is
=’file:///Path &File Name’#$SheetName.CellName.
5) Differentiate between absolute and relative hyperlink?
An absolute link will stop working only if the target is moved. A relative link will stop working only
if the start and target locations change relative to each other. For instance, if you have two
spreadsheets in the same folder linked to each other and you move the entire folder to a new
location, a relative hyperlink will not break. To change the way that OOo saves the hyperlinks in
your file, select Tools > Options > Load/Save > General and choose if you want URLs saved relatively
when referencing the File System, or the Internet, or both. You can insert and modify links using

the Hyperlink dialog. To display the dialog, click the Hyperlink icon on the Standard toolbar or
choose Insert > Hyperlink from the menu bar. To turn existing text into a link, highlight it before
opening the Hyperlink dialog.

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6) How to link to external data?
Or
List the procedure involved in Linking HTML Tables to Calc Worksheet.
1. Open the Calc worksheet where the external data is to be inserted. This is the target worksheet.
2. Select the cell where the upper left-hand cell of the external data is to be inserted.
3. Choose Insert -> Link to External Data.
4. On the External Data dialog, type the URL of the source worksheet or click the [...] button to
open a file selection dialog. Press Enter to get Calc to load the list of available tables.
5. In the Available tables/range list, select the named ranges or tables you want to insert. You can
also specify that the ranges or tables are updated every (number of) seconds.
6. Click OK to close this dialog and insert the linked data.

7) How to link to registered data source?

1. Choose Tools -> Options -> OpenOffice.org Base -> Databases.
2. Click the New button (below the list of registered databases) to open the Create Database Link
dialog.
3. Enter the location of the database file, or click Browse to open a file browser and select the
database file.
4. Type a name to use as the registered name for the database and click OK. The database is added
to the list of registered databases. The OK button is enabled only when both fields are filled in.

Full Explanation:
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8)
SESSION 3: SHARING WORKSHEET DATA

1) How can you set up a spreadsheet for sharing?

At any time, you can set up a spreadsheet for sharing with others. With the spreadsheet document
open, choose Tools > Share Document to activate the collaboration features for this worksheet. A
dialog opens where you can choose to enable or disable sharing.
To enable sharing, select the box at the top of the dialog, and then click OK. A message appears
stating that you must save the worksheet to activate shared mode. Click Yes to continue. The word
(shared) is then shown on the title bar after the worksheet's title.

2) What are the features that are known to be disabled in a spreadsheet?

The following features are known to be disabled in a shared spreadsheet:

● Edit > Changes, except for Merge Document

● Edit > Compare Document

● Edit > Sheet > Move/Copy & Delete

● Insert > Cells Shift Cells Down & Shift Cells Right

● Insert > Sheet from file

● Insert > Names

● Insert > Comment

● Insert > Picture > From File

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 ● Insert > Movie and Sound

● Insert > Object ● Insert > Chart

● Insert > Floating Frame

● Format > Sheet > Rename, Tab Color

● Format > Merge Cells > Merge and Center, Merge Cells, Split Cells

● Format > Print Ranges

● Tools > Protect Document

● Data > Define Range

● Data > Sort

● Data > Subtotals

● Data > Validity

● Data > Multiple Operations

● Data > Consolidate

● Data > Group and Outline (all)

● Data >DataPilot

3) Explain the saving a shared spreadsheet.

When you save a shared spreadsheet, one of several situations may occur:
● If the worksheet was not modified and saved by another user since you opened it, the worksheet
is saved.
● If the worksheet was modified and saved by another user since you opened it, one of the
following events will occur:
● If the changes do not conflict, the worksheet is saved, the dialog below appears, and any cells
modified by the other user are shown with a red border.

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 ● If the changes conflict, the Resolve Conflicts dialog is shown. You must decide for each conflict
which version to keep, yours or the other person’s. When all conflicts are resolved, the worksheet
is saved. While you are resolving the conflicts, no other user can save the shared worksheet.

● If another user is trying to save the shared worksheet and resolve conflicts, you see a message
that the shared spreadsheet file is locked due to a merge-in in progress. You can choose to cancel
the Save command for now, or retry saving later. When you successfully save a shared
spreadsheet, the worksheet shows the latest version of all changes that got saved by all users.

4) What do you mean by record changes? Give example.

Calc has the feature to track what data was changed, when the change was made, who made the
change and in which cell the change has occurred.
If you are the sponsor of a youth baseball team. The coach has submitted a budget to you for the
season and you need to edit the costs and return it to her. You are concerned that if you just make
the changes, then the coach won't see the changes you made. You decide to use Calc with the
record changes feature turned on, so that the coach can easily see the changes you have made.
Looking Over the Values, Viewing Changes, Adding Comments to Changes, To add a comment to
a change:

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5) What is the purpose of adding comments?
Calc automatically adds to any recorded change a comment describing what was changed (for
example, Cell B4 changed from ‘9’ to ‘4’). Reviewers and authors can add their comments to
explain their changes.
6) How can we add comments to the changes made?
1. Make the change to the spreadsheet.
2. Select the cell with the change.
3. Choose Edit > Changes > Comments.
The dialog shown below appears. The automatically-added comment provided by Calc appears in
the title bar of this dialog and cannot be edited.
4. Type your own comment and click OK.

After you have added a comment to a changed cell, you can see it by hovering the mouse pointer
over the cell.

The comment also appears in the dialog when you are accepting and rejecting changes.

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7) What do you mean by accepting and rejecting change?
When you receive a worksheet back with changes, the beauty of the recording changes system
becomes evident. Now, as the original author, you can step through each change and decide how
to proceed. To begin this process:
1. Open the edited worksheet.
2. Select Edit > Changes > Accept or Reject. The dialog shown below opens.
3. Calc steps through the changes one at a time. You can choose to accept or reject each change
as you go through.
8) What do you mean by merging worksheet?
Sometimes, multiple reviewers return edited versions of a worksheet at the same time. In this
case, it may be quicker to review all of these changes at once, rather than one review at a time.
For this purpose, Calc provides the feature of merging worksheets. To merge worksheets, all of
the edited worksheets need to have recorded changes in them.
1. Open the original worksheet.
2. Select Edit > Changes > Merge Document.
3. A file selection dialog opens. Select a file you want to merge and click OK.
4. After the worksheets merge, the Accept or Reject Changes dialog opens as shown below,
showing changes by more than one reviewer. If you want to merge more worksheets, close the
dialog and then repeat steps 2 and 3.
9) What are the steps to compare a document?
When sharing worksheets reviewers may forget to record the changes they make. This is not a
problem with Calc because Calc can find the changes by comparing worksheets. In order to
compare worksheets, you need to have the original worksheet and the one that is edited. To
compare them:
1. Open the edited worksheet that you want to compare with the original worksheet.
2. Select Edit > Compare Document.
3. An open worksheet dialog appears. Select the original worksheet and click Insert. Calc finds and
marks the changes as follows:
● All data that occurs in the edited worksheet but not in the original is identified as inserted.
● All data that is in your original worksheet but is not in the edited worksheet is identified
as deleted.
● All data that is changed, is marked as changed.

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 SESSION 4: CREATE AND USE MACROS IN SPREADSHEET

1) What do you mean by Macro?

A macro is a saved sequence of commands or keystrokes that are stored for later use. An example
of a simple macro is one that “types” your address. The OpenOffice.org (OOo) macro language is
very flexible, allowing automation of both simple and complex tasks. Macros are especially useful
to repeat a task the same way over and over again.

2) How can we record a Macro?

following steps create a macro that performs paste special with multiply.
1. Open a new spreadsheet.
2. Enter numbers into a sheet.

3. Select cell A3, which contains the number 3, and copy the value to the clipboard.
4. Select the range A1:C3.
5. Use Tools > Macros > Record Macro to start the macro recorder. The Record Macro dialog is
displayed with a stop recording button.

6. Use Edit > Paste Special to open the Paste Special dialog.

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7. Set the operation to Multiply and click OK. The cells are now multiplied by 3.

8. Click Stop Recording to stop the macro recorder. The OpenOffice.org Basic Macros dialog opens.
9. Select the current worksheet. For this example, the current Calc worksheet is Untitled 1. Existing
worksheets show a library named Standard. This library is not created until the worksheet is
saved, or the library is needed, so at this point your new worksheet does not contain a library.
You can create a new library to contain the macro, but this is not necessary.

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10. Click New Module. If no libraries exist, then the Standard library is automatically created and
used. In the New Module dialog, type a name for the new module or leave the name as
Module1.

11. Click OK to create a module named Module1. Select the newly created Module1, enter the
macro name PasteMultiply and click Save.

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 12. The created macro is saved in Module1 of the Standard library in the Untitled 1 worksheet
3) What do you mean by sorting?
Sorting data can be automated in Open Office by creating a Macro in Calc. Data can be sorted on
a single column or more than one column. Each time the Macro runs the data gets sorted. Such
macros can be written using code in Open Office.

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