What Is Calc?: Computer & Internet Literacy Course Electronic Spreadsheet

Computer & Internet Literacy Course Electronic Spreadsheet
WHAT IS CALC?
CALC is the spreadsheet application of OpenOffice.org (OOo). Electronic spreadsheets make it easy to enter, manipulate, and alter data in tabular form. If the correct functions and formulas are used, the program will reflect these changes automatically from one part of the table to other related parts. Errors can therefore be corrected without having to retype the entire workbook or sheet. A. Workbooks, worksheets and cells Calc works with elements called workbooks. A workbook is composed of individual worksheets, each containing a block of cells arranged in rows and columns. These cells hold the individual elements text, numbers, formulas, and the like that make up the data to be displayed and manipulated. Each workbook can have several worksheets and each worksheet can have many individual cells. A Calc worksheet can have a maximum of 65,536 rows (1 through 65,536) and a maximum of 245 columns (A through IV). This gives 16,056,320 individual cells per worksheet.
Title Bar
Menu Bar
Toolbars
Minimize/Maximize/Restore, Close
Column Active Cell
Formula
Header
Bar
Row
Sheet
Tabs
Parts of the Calc window
CICT - Human Capital Development Group
B.
Parts of the Calc Screen (Screenshots are found on the next pages)
Title Title bar Description Shows the name of the current workbook and the version of OOo in use. If the workbook is new, then its name is Untitled X, with X being a number. Shows a list of commands to choose from (Alt + underlined letter). Contains commands to create a new spreadsheet or open, save, and print an existing one. Contains commands to cut, copy, and paste the content of a particular cell. Also has command to look up a particular cell. Contains commands to edit the properties of the toolbar and to magnify the view of a spread sheet. Contains commands to add cells, rows, columns, special character, and picture. It can also be used to create a chart such as pie graphs and bar graphs reflecting particular range of the sheet. Contains commands used to change the style of cells, rows, columns, sheets. Through this menu, you can set format for particular cell. For instance, you can adjust numbers, background color, alignment, font, borders and so on. Contains commands for spell-checking and for setting up a macro. Contains commands to define and select range. By defining range, you can easily look up particular cell in a big data base. Also has command for setting up an auto fill function. Contains commands to open a new window and close it. Also has commands to split or freeze the window. Opening window is the same action as creating a new document. Contains commands to access the help function. If you want to know what particular term means or particular function does, you can always look up through this menu.
Menu bar
File Menu
Edit Menu
View Menu
Insert Menu
Format Menu
Tools Menu
Data Menu
Window Menu
Help Menu
View Menu
Edit Menu
File Menu
Tool Menu Format Menu Insert Menu
Window Menu
Data Menu
Help Menu
Toolbars: Shows icons that provide a wide range of common commands and functions Three default toolbars under the Menu Bar: the Object bar, the Function bar, and the Formula bar; the Main Toolbar runs vertically down the left hand side of the screen Tool tip: A small yellow box displayed when mouse is placed over a tool icon. Gives a brief explanation of the buttons function. Turning on Extended Tips under the Help menu, Help > Extended Tips, will provide a more detailed explanation of the buttons. Formula bar:
Name Box: Contains the cell reference of the active cell. Designates a cell using the column header and row header (e.g. A1, Z300), called the cell reference
Formula Bar
Function Wizard: Shows a list of functions available in Calc Sum button: Adds the numbers in the specified range of cells Function button: Inserts an equal sign into the Active Cell and prepares the cell to receive a formula Input Line: Alternative place where data or formula is displayed and can be edited (press F2) besides the active cell itself Cells: Each cell is at the intersection of a particular column and row, forming a grid. Column Headers: A to IV Row Headers: 1 to 65536 Sheet tabs: These enable access to each individual worksheet, with the visible, or active, sheet having a white tab (multiple sheets can be selected by holding down the Ctrl button while clicking the respective sheet tabs).
I.
WORKBOOK OPERATIONS A. Creating a new workbook A new workbook can be created from any OOo application. For example, a new workbook can be created from Writer.
Click on the File menu and then select New > Spreadsheet. OR
Click
the
arrow
beside
the
New
Document button on the Function bar and select Spreadsheet from the submenu. OR
Open File dialog box
If you already have a workbook open, you can press CTRL+N to open a new Calc workbook.
B.
Opening an existing workbook To display the Open dialog box
Click on the File menu and then select Open. OR
Click the Open/Import button OR
on the Standard Toolbar.
Use the key combination CTRL+O.
C.
Saving workbooks (file extension: .ods)
Click on the File menu and then select Save. Click on the Save button on the Standard Toolbar. This button will be greyed out and unselectable if the file has been saved and no subsequent changes have been made. Use the key combination CTRL+S.
If the workbook has not been saved previously, then each of these actions will open the Save As dialog box where you can specify the workbook name and the location in which to save the workbook.
Save As dialog box
If the workbook has been previously saved, then these options will overwrite the existing copy without opening the Save As dialog box. If you want to save the workbook in a different location or with a different name, then go to the File menu and select Save As.
II.
6
NAVIGATING WITHIN WORKSHEETS

A.
Going to a particular cell to make it the Active Cell Place the mouse pointer over the cell and leftclick. OR Type the cell reference in the Name Box and press Enter. OR
Calc Navigator
Click on 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. B. Moving from cell to cell: may use the mouse or the keyboard
keystroke , , , Home End Page Down/Up CTRL+ CTRL+ CTRL+ CTRL+ CTRL+Home CTRL+End Alt+PageDown Alt+PageUp CTRL+Page Down CTRL+PageUp Tab Shift+Tab Enter Shift+Enter movement Right, Left, Up, or Down one cell To the start of the row To the column farthest to the right that contains data Down/Up one complete screen To last column containing data in that row or to Column IV To first column containing data in that row or to Column A To first row containing data in that column or to Row 1 To last row containing data in that column or to Row 65536 To Cell A1 To lower right-hand corner of the square area containing data One screen to the right (if possible) One screen to the left (if possible) One sheet to the right (in Sheet Tabs) One sheet to the left (in Sheet Tabs) To the cell on the right To the cell on the left Down one cell Up one cell
C.
Moving from sheet to sheet

7
Clicking one of the Sheet Tabs at the bottom of the spreadsheet selects that sheet. Each sheet is independent from the others, though they can be linked with references from one sheet to another.
To add sheets, click into the little empty space at the right of the last sheet tab or select Insert > Sheet from the Menu bar, or right-click on one of the sheet tabs and select Insert Sheet.
Sheet Tabs Shortcut
If you have a lot of sheets, then some of the sheet tabs may be hidden behind the horizontal scroll bar at the bottom of the screen. If this is the case, then the four buttons at the left of the sheet tabs can move the tabs into view. Sheet numbering is arbitrary. You can name a sheet as you wish (use the Shortcut menu to rename a sheet). Finally, you can move between sheets by using CTRL+PageUp (moves left one sheet) or CTRL+PageDown (moves right one sheet).
III.
WORKSHEET VIEWS The Zoom function is used to change the view in order to see more, or fewer, cells on the window
View menu - Zoom, or by double-clicking on the percentage figure at the status bar at the bottom of the window. Both methods will open the Zoom dialog box. This dialog box has the following options listed on the left-hand side: Entire Page An entire page fits within the height and width of the window.
Zoom Dialog Box
Page Width The width of the page fits within the width of the screen. Optimal Zooms the selected range to fit the screen and is normally greyed out. Percentages Zoom the screen to a particular size, 100% being full size. Variable To set a zoom percentage of your choice.
IV.
8
SELECTING ITEMS IN A WORKSHEET

A.
To select a cell Click on the cell.
B.
To select a range of contiguous cells
Click on a cell, press and hold down the left mouse button and then move the mouse around the screen. Once the desired block of cells is highlighted, release the left mouse button.
(Left) One selected cell and (right) a group of selected cells
Using the mouse 1. Click on the cell to serve as the first corner for a range of cells. 2. Move the mouse pointer down to the cell which is to be the opposite corner of the range of cells. 3. Hold down the Shift key and click. The range of cells will be highlighted as above. Using the keyboard 1. Click on the cell to serve as the first corner for a range of cells. 2. While holding down the Shift key, use the cursor arrows to select the rest of the range. C. To select cells which are noncontiguous Click at least two contiguous cells, then Ctrl + click on another, and so on. D. To select an entire column, row or sheet Click the column/row header to select the entire column/row. To select an entire sheet: Click the Select All button (small square located at the corner of Column Header A and Row Header 1.) E. To select more than one worksheet
Contiguous Sheets Click on the sheet tab for the first sheet. Move the mouse pointer over the last sheet tab. Hold down the Shift key and click. All the tabs between these two sheets will turn white. o Any actions that you perform will now affect all highlighted sheets. Noncontiguous Sheets
9
Click on the sheet tab for the first sheet. Move the mouse pointer over the second sheet tab. Hold down the Ctrl key and click. Repeat as necessary. The selected tabs will turn white. o Any actions that you perform will now affect all highlighted sheets.
All Worksheets: Right-click over any one of the sheet tabs and select Select All Sheets from the popup menu.
V.
RENAMING WORKSHEETS The default name for the sheets is SheetX. While this works for a small workbook with only a few worksheets, it becomes awkward when there are many sheets. To give a sheet a more meaningful name, enter the name in the name box when you create the sheet or right-click on a sheet tab and select Rename Sheet from the popup menu and replace the existing name with a better one.
Sheet names must start with either a letter or a number. Other characters, including spaces, are not allowed, although spaces can be used between words. Attempting to rename a sheet with an invalid name will produce an error message.
VI.
ENTERING DATA INTO A WORKSHEET Most data entry in OpenOffice.org Calc can be accomplished using the keyboard. You can enter both text and numbers using either the main keyboard area or the number pad. Each cell can contain an independent piece of data. A. Standard Entry Techniques 1. Entering text Select the cell and type the text. Text is left-aligned by default. Entering numbers Select the cell and type in the number. To enter a negative number, type a minus () sign in front of it or enclose it in brackets. By default, numbers are right-aligned and negative numbers have a leading minus symbol.
2.
3.
10
Entering numbers as text

If a number is entered in the format 01481, Calc will drop the leading 0. To preserve this (phone numbers), precede the number with an apostrophe like so: '01481. (Arithmetic operations will not work on this because it will be treated as a text).
4.
Entering date and time Select the cell and type the date or time. You can separate the date elements with a forward slash (/) or hyphen () or type with text such as 10 Oct 03. Calc recognizes a variety of date formats. You can separate time elements with colons such as 10:43:45. Entering data into a column or row Called filling to either fill with the same data or with data which changes in each cell.
5.
Fill Series dialog box
6.
To fill a range with the same data 1. 2. 3. In the first cell in the range, enter the data you want to fill the other cells. Click on this cell; hold down the left mouse button and drag to select all the cells that you want this data to fill into. Go to the Edit menu, select the Fill option and then choose the direction in which to fill.
Alternative: Using the Mouse 1. Enter the data in the first cell that you want to fill into each of the other cells. Click in this cell to select it. You will see a border appear around the cell and this border will have a small black square in the lower right corner (Auto-Fill Handle). Move the mouse pointer over this square and it will turn into a black cross.
2.
3.
When it does so, hold down Ctrl key then click and drag down the column or across the row.
11
4.
To create a Data Series (e.g. months of the year, sequential numbers, etc.), do not hold down the Ctrl key as you click and drag the auto-fill handle. (same as using the Edit menu > Fill > Series option)
B.
Auto-Complete CALC tries to guess the rest of a text entry you are typing. When you are typing several identical text entries, Auto-Complete can speed up data entry quite a bit. CALC is aware of your previous text entries in a particular spreadsheet. When you enter some text in a column that starts in the same way as previous text in the same column, Calc will suggest the completion of the entry with the text previously entered but with highlighted characters. To accept the suggested new characters, just press Enter or an arrow key. Otherwise, just keep typing or press Backspace if you have reached the end of your entry. Each column has a new context. If you enter something in one column that is similar to something in another, it will not try to complete the text entry according to what you have done in the other column. This applies as well to entries in other spreadsheets in the same workbook.
VII. INSERTING AND DELETING COLUMNS AND ROWS A. To insert a single column or row 1. Click on the column/row header to select the entire column/row. Do any of the following: Go to the Insert menu and select Columns or Rows. OR
2.
Insert menu
Hold down the left mouse button on the Insert Cells icon in the main bar, select Insert Columns or Insert Rows from within the extra
12 CICT - Human Capital Development Group
toolbar that appears OR Right-click on the column or row identifier and select Insert Column or Insert Row from the popup menu. B. To delete a column or row Right-click on the column or row identifier and select Delete Column or Delete Row from the popup menu. C. To delete multiple columns or rows Highlight the required number of columns or rows by holding down the left mouse button on the first one and then dragging across the required number of identifiers. Proceed as for deleting a single column or row above.
When you insert a new column, it is inserted to the left of the highlighted column, and when you
VIII. INSERTING AND DELETING WORKSHEETS A. To insert new worksheets Click on the tab of the existing sheet that you want the new sheet to appear, and:
Click on the Insert menu and select Sheet, OR
Right-click on its tab and select Insert Sheet, OR
Click into an empty space at the end of the line of sheet tabs.
Figure 24. Insert Sheet Dialog Box
B.
Each method will open the Insert Sheet dialog box. Select whether the new sheet goes before or after the selected sheet and how many sheets you want to insert. To delete worksheets
13
1.
Right-click on the tab of the sheet you want to delete and select Delete from the popup menu. To delete multiple sheets select these as described earlier, right-click over one of the tabs and select Delete from the popup menu.
2.
C.
To move/re-position worksheet 1. 2. Select the corresponding Sheet Tab. Drag it to its new position in the Sheet Tab area.
IX.
EDITING DATA IN CALC Editing text is done is almost the same way it is entered. The first step to editing text is selecting the cell with the text that needs to be edited. Activate a cell for editing by double-clicking on it or selecting the appropriate cell then pressing F2. A. Removing text 1. Removing text only, without removing any of the formatting of the cell: Press Backspace. Removing text and formatting simultaneously: Press Delete to bring up the Delete Contents Dialog Box to customize the action. To delete everything in a cell (contents and format), check Delete all.
2.
Delete Contents dialog box
B.
Typing over text (Overwrite) To remove text and insert new text, simply type over the old text. The new text will retain the original formatting.
C.
Editing part of a cell
14
Sometimes it is necessary to edit the contents of a cell without removing all the original contents. The process is the similar to the one described above, but you need to place the cursor inside the cell by doing any of two ways: 1.
Find and Replace dialog box
Keyboard shortcut: Select the appropriate cell, press F2 and arrow keys to move the cursor through the text in the cell. Mouse: Select the appropriate cell, move the mouse to the input line and click to place the cursor for editing.
2.
D.
Sorting Data There are instances when you would need to arrange your data in a worksheet either in ascending or descending order (lowest to highest for numbers, alphabetical for text). This can be done by using the Data menu > Sort. Sort Ascending button: Sorts data based on the values of the first column in the selected range
Sort dialog box
Sort Descending button: Sorts data based on the values of the first column in the selected range Note that you need to select or highlight the cells of corresponding data in a table to use these functions. What if you would like to sort your data but do not want the data from the first column to be your basis of reference? Calc allows you to sort using other columns through the Data menu, Sort option. The option shows a dialog box that allows you to pick which column will be used as basis for sorting. It also allows you to choose between ascending or descending, or even pick a second and even a third basis of reference for sorting. FORMATTING DATA IN CALC
X.
15
To access the options to format a cell, select the appropriate cell or cells, right-click on it, and select Format Cells. All of the format options are discussed below. A. Numbers On the Numbers tab, the behavior of the data in the cell can be controlled. Data types in the Category list can be applied, and decimal places and leading zeros can be controlled. B. Font The font for the cell can be chosen on the Font tab. The display on the bottom shows a preview of the cell. The Font Effects tab offers more font options.
Format Cells > Font
On the Alignment tab you can set the horizontal and vertical alignment, rotate the text, and set the border spacing. Multiple lines of text can be entered into a single cell, in two ways. Each method is useful for different situations.
Format Cells > Alignment
1.
Wrapping text
16
Text in cells can be set to wrap at the end of the cell. This option can be set by right-clicking on a cell and selecting Format Cells. Click on the Alignment tab. selecting this checkbox will cause a line break to appear when the text gets to the end of the cell. Manual Line breaks Multiple lines of text can also be entered by using manual line breaks. Line breaks put extra spaces in between lines of text. When a manual line break is entered, the cell width does not change. To insert a manual line break, press Ctrl+Enter while typing. C. Borders On the Borders tab, you can set the borders for the cell, along with a shadow.
Cell with line wrap
Cell with manual line breaks
Format Cells > Borders
D.
Background On the Background tab, you can choose the background color for a cell.
Format Cells > Background
E.
Cell Protection
17
The Cell Protection options can be chosen here. F. Merge Cells To combine or merge cells, highlight the cells then go to:
Format menu > Merge Cells > Define/Remove
G.
Rows & Columns 1. Click the specific Column Header to highlight the entire column. Select Format from the menu bar. Click Columns. You will now have a selection composed of Width, Optimal Width, Hide, Show.
Format > Column
Choosing Width will present a box that asks you to enter a number for the column width. The number is usually the average number of characters in the standard font size that will fit a column. You can use the separators of the column headers and the width changer mouse pointer to do the following: Place the mouse pointer on the right boundary of Column Header. Press the left mouse button, drag the column boundary to the position you want. As you drag the column, you will see the column width change. Release the mouse button once you have achieved the column width you desire. To auto-fit, double click the mouse on the column separator, where the width changer is located. The column width will be adjusted automatically to fit the length of your data.
The row normally changes its height according to the font size of its contents. But if you wish to adjust the row height further, the procedures are very similar to changing the column width. H. Inserting Objects You can choose to insert graphics, objects, special characters, drawings by following the general procedures in OpenOffice.
Applying a background to a spreadsheet 1. Select the cells. 2. Choose Format > Cells (or right-click on the chart and choose Format Cells from the context menu). 3. On the Background tab page, select the background color. Graphics in the background of cells 1. Choose Insert > Picture > From File. 2. Select the graphic and click Open. The graphic is inserted and anchored to the current cell. To make the inserted graphic part of the background: Select it then rightclick to select Arrange > To Background.
To remove a graphic from the background, press F5, select the graphic from the navigator. Double-click on the appropriate graphic, and then right-click on it and change the arrangement.
I.
Auto-Format Calc has available auto-formats to choose from. Just highlight the cells to format then go to Format > Auto Format and select from the ready-made options.
J.
Conditional Formatting Format > Conditional Formatting This allows you to format certain cells without the need to manually format individual cells. The available cell formats are listed in your Styles and Formatting Catalog (accessed via Format > Styles and Formatting, or by pressing F11).
For example, you would like to have all failing scores in a certain exam, as soon as they are entered, to appear as Style Fail.
19
1.
You need to set this particular format in the Styles and Formatting Catalog. a. b. Right-click on the Catalog to add a new Style. Give a name to the new style and set its format by going through each of the tabs (e.g. setting the font to red, bold, and italics) in the Cell Style dialog box. Press OK to create the new Cell Style in the Style Catalog which can then be accessed in the Conditional Formatting dialog box.
c.
2.
Highlight the range of cells that you wish to conditionally format then click the Format menu, then click the Conditional Formatting option. a. b. A dialog box will appear as shown below. You can have to at most three conditions for the same selected range.
Conditional Formatting dialog box
XI.
USING FORMULAS IN CALC
20
A formula is an arithmetic expression entered either in the cell or in the Formula Bar and combines cell references, numeric constants, and operators to compute for a desired value. A. Writing a Formula A formula MUST begin with the equal sign (=) or else it will be treated as text. B. The Pointing Method The pointing method allows you to enter formulas with the help of the arrow keys on the keyboard to minimize errors in entering cell references. C. PEMDAS
P parenthesis E exponent M multiplication D division A addition S subtraction Use cell addresses instead of actual values to automatically accommodate changes in referenced cells. Avoid using actual data values or constants in formulas to make them more flexible.
You have to follow this order when creating and evaluating formulas. Follow the order given. Operations that are grouped must be evaluated first no matter where they are in the equation. D. Copying Formulas Calc allows you to copy a formula downwards or sideways to create similar formulas for the other cells. This can be done by highlighting the cell and by using either the Edit menu (Copy-Paste), or the Auto-Fill Handle (click and drag). This would avoid unnecessary re-editing of cells if you need to change a value or a set of values because everything else is linked to cells.
Relative referencing: Calc adjusts the cell references as it copies formulas downwards or sideways.
Absolute referencing: Calc secures or locks a part of the formula to a certain cell reference by using two dollar signs in the cell address one before the column letter and another before the row number.
21
Note: If a formula that contains both relative references and absolute references is copied, Calc will adjust all relative references but will keep as is all absolute references.
XII. FUNCTIONS
Functions are built-in formulas in Calc designed to compute specific values. A function can be used as part of a Calc formula. One thing that you need to remember when using functions is that different functions follow their own syntax (something like grammar rules in English) and have their own set of arguments or components to work with. A semi-colon (;) is used to separate arguments in a function. Calc has many built-in functions which can be accessed by clicking the Function Wizard button .
Function Wizard dialog box
The most common Calc function is SUM. This function (also accessed by using the summation button on the formula bar) adds the values in the cells specified. To add the values in A1, A2, B1, and B2, use any of the following: = A1+A2+B1+B2 = SUM(A1;A2;B1;B2) = SUM(A1:B2) = SUM(B1:A2) = SUM(A2:B1) = SUM(B2:A1) As you enter arguments in the dialog box, the function will also be shown in the formula bar. When all the arguments have been entered, press OK to confirm the function for the cell. To evaluate conditions, use the following relational operators:
math symbol
In Calc
math symbol
in Calc
> < = Some useful functions:

Function Name AND
> < =
>= or => <= or =< <> or ><
Use TRUE if all arguments are TRUE. If one of the elements is FALSE, this function returns the FALSE value. Computes the average or mean of a range Counts how many numbers are in the list of arguments. Text entries are ignored. Returns the number of elements that meet with certain criteria within a cell range Returns a value based on a certain logical condition Returns the maximum value in a list of arguments Returns the median of a set of numbers. In a set containing an uneven number of values, the median will be the number in the middle of the set and in a set containing an even number of values. It will be the mean of the two values in the middle of the set. Returns the minimum value in a list of arguments Returns the remainder after a number is divided by a divisor
Syntax and Arguments =AND(condition1; condition2; ) =AVERAGE(range) =AVERAGE(elements) =COUNT(range)
Example =AND(F5>=85; G5 = Good)
AVERAGE COUNT
=AVERAGE(B1:B6) =AVERAGE(A1;B2:C3) =COUNT(A1:A10)
COUNTIF
= COUNTIF(range; condition) =IF(condition; Then value; Otherwise value) =MAX(range)
=COUNTIF(F5:F35; >=75) =IF(F5 < 75; pass; fail) =MAX(F5:F35)
IF MAX
MEDIAN
=MEDIAN(range)
=MEDIAN(F5:F35)
MIN MOD
=MIN(range) =MOD(dividend; divisor)
=MIN(F5:F35) =MOD(11;4) returns 3
Function Name
Use
Syntax and Arguments
Example
23
Computer & Internet Literacy Course Electronic Spreadsheet Returns the most common value in a data set. If there are several values with the same frequency, it returns the smallest value. An error occurs when a value doesn't appear twice. Returns TRUE if at least one argument is TRUE.I If all the elements are FALSE, returns the FALSE value. Multiplies all the numbers given as arguments and returns the product.
MODE
=MODE(range)
=MODE(F5:F35)
OR
=OR(condition1; condition2; )
=OR(G5 = good; G5 = excellent)
PRODUCT
=PRODUCT(range) =ROUND(value or cell address; number of digits)
=PRODUCT(B3:B1) =ROUND(12.567;2) will give you 12.57 =ROUND(12.567;0) will give you 13 =ROUND(12.567;-1) will give you 10 =ROUND(A4;2) =SUM(B3:B1) =IF(AND(ROUND(F5;0)> =85; OR(G5 = good; G5 = excellent)); awardee; do better next time)
ROUND
Returns a number rounded to a certain number of decimal places according to valid mathematical criteria
number of digits: if positive number of decimal places; if negative number of places to the left of the decimal place =SUM(range)
SUM combined or nested functions
Adds the values of the cells in the range Evaluate inner groupings first then proceed outwards
XIII. FREEZING AND SPLITTING A. Freezing rows and columns Freezing rows and columns is useful when working on large worksheets. Freezing allows you to lock a number of rows at the top of a spreadsheet or a number of columns on the left of a spreadsheet or both, while scrolling around within the sheet. The figure shows some frozen rows and columns. Note the heavier horizontal lines between rows 10 and 16 and the heavier vertical line between columns B and L. Rows 11 through 15 and columns C through K have been scrolled off the page. Because the first ten rows and two columns are frozen into place, they remain. 1. Click into the cell that is immediately below the rows you want locked and immediately to the right of the columns you want locked.
2.
Go to the Window Menu > Freeze.

24
3.
You will see two lines appear on the screen, a horizontal line above this cell and a vertical line to the left of this cell. Now as you scroll around the screen everything above and to the left of these lines will remain in view.
To unfreeze rows or columns, go to the Window menu, uncheck Freeze.
B.
Splitting the window Another way to change the view is by splitting the window otherwise known as splitting the screen. The screen can be split either horizontally or vertically or both. This allows you to have up to four portions of the spreadsheet in view at any one time.
Split screen example
Using the split-screen technique, you can position the cell with the number in one section and each of the cells with formulas in the other sections. Then you can change the number in the cell and watch how it affects each of the formulas.
C.
Splitting the screen horizontally
25
1.
Move the mouse pointer into the vertical scroll bar, on the right-hand side of the screen, and place it over the small button at the top with the black triangle. Immediately above this button you will see a thick black line. Move the mouse pointer over this line and it will turn into a line with two arrows. Hold down the left mouse button and a grey line will appear, running across the page. Drag the mouse downwards and this line will follow. Release the mouse button and the screen will split into two views, each with its own vertical scroll bar.
2.
3.
4.
D.
Splitting the screen vertically
1.
Move the mouse pointer into the horizontal scroll bar at the bottom of the screen and place it over the small button on the right with the black triangle. Immediately to the right of this button you will see a thick black line. Move the mouse pointer over this line and it will turn into a line with two arrows. Hold down the left mouse button and a grey line will appear, running up the page. Drag the mouse to the left and this line will follow. Release the mouse button and the screen will be split into two views each with its own horizontal scroll bar.
2.
3.
4.
Splitting the screen horizontally and vertically at the same time will give four views, each with its own vertical and horizontal scroll bars. E. Removing Split Views Double-click on each split line OR click on and drag the split lines back to their places at the ends of the scroll bars OR go to the Window menu and deselect Split (removes all split lines at the same time)
XIV. CHARTS AND GRAPHS
26
OpenOffice.org Calc offers a variety of different ways to chart or graph your Calc data. Any time a chart is created, the chart AutoPilot is invoked. Open the spreadsheet and highlight (select) the data to be included in the chart. There are two ways to proceed after you have selected your data. Insert > Chart: OR on the standard
Selecting Insert Chart
Click the Insert Chart button toolbar.
A.
Inserting a Chart 1. Auto Format Chart Once Insert Chart is selected, the Auto Format Chart menu appears. The first dialog box is used to define the data range, the labels, and the target sheet for the chart.
Auto Format Chart
Data Range: Should contain both the labels and the data. If the data range is selected when the Auto Format is started, it will automatically be inserted in the Range input field. Row/Column as Label
First Row as Label: Uses the entries in the top row of the selection as labels for the data range. This setting is useful if there are several columns of data that need to be displayed in the same chart. First Column as Label: Uses the entries in the leftmost column of the selection as labels for the data range.
First Column & First Row as Label: Both checkboxes can be

27
selected as well. This provides a combination of both options. This sets the first row as the labels and the first column as the x-axis values. Chart Results Output: Specifies which sheet the chart will be displayed. By default the current sheet is selected, but any sheet, or a new sheet, can also be selected. Once the correct options have been input, click Create to create the chart, or click Next to proceed to the next dialog to choose the chart type. 2. Choosing the chart type On the next page of the Auto Format, the chart type can be chosen and a preview of the chart output can be seen. Click Create, or click Next for more options.
OpenOffice.org Calc offers several different chart types. Most chart types come in both a 2-dimensional and a 3-dimensional style. Below is a list of common chart styles:
Lines (2D & 3D) Areas (2D & 3D)
Provides a standard line graph that is useful for displaying changing data over a period of time. Creates graphs that are similar to line graphs but with the area under the line shaded in.
Columns (2D & 3D) Creates vertical columns to represent data. The columns can be normal, stacked, or by percent. In 3D mode the data can also be represented by cylinders and cones. Bars (2D & 3D) Pies (2D & 3D) Provides the same features as columns, but they are horizontal. Graphs that are useful for showing the parts of a whole. The pie chart can be separated or kept as a solid circle. This graph is similar to a scatter plot. It can be used to show several trials of experiments with two variables.
XY Chart
3.
Adding Text
28
A title and labels for the axes can be added.
Adding text
4.
Moving and resizing a chart To move the chart 1. Click on the chart to select it. 2. Click and hold down the chart border to drag the chart across the window (use the move icon). To resize the chart 1. Click on the chart to select it. 2. Click on one of the green handle bars on the chart border and drag the mouse.
B.
Editing a chart 1. Select the chart (leftclick). Right-click and select Edit. In this mode, right-click to access the shortcut menu for charts. Alternatively, the chart can be double-clicked. This will activate a new toolbar on the topmost part or on the left side of the screen used for editing different aspects of the chart.
2.
Edit Chart toolbar
XV. PRINTING
29
OpenOffice.org Calc offers a very powerful and highly configurable printing system. Many different details can be selected to print or not to print. The order the sheets will print in can be specified, as well as what size they will be. Particular rows or columns can be specified to print on all sheets and the print range can be specified. A. Details In Calc you can specify certain details to print or not to print. Some of those details include:

Row and column headers Objects and graphics Formulas Drawing objects
Sheet grid Charts Header/Footer Notes
To select the details to be printed: 1. 2. 3. Choose Format > Page. Select the Sheet tab. In the Print area, mark the details to be printed and click OK.
Note: Use File-Page Preview to view how your sheet will look like before actually printing it. You may edit the settings by clicking the Page button in the Preview window.
Choosing printing options in the Page Style dialog box
Row/Column Breaks: To manually set print breaks within your worksheet; appear as blue lines (Insert > Manual Break > Row/Column Break)
B.
Scale
Reduce/Enlarge printout (%) This option will scale all of the data in the
30
printout exactly the same either larger or smaller. For example, if a sheet would normally print out as 4 pages, a scale of 50% would cause that printout of four pages to print as one page. Fit printout to x pages This option will define exactly how many pages the printout will take up. However, this option will only reduce a printout, it will not enlarge it. To enlarge a printout, the reduce/enlarge option must be used.
C.
Repeating Rows/Columns Printing rows or columns on every page: If a sheet will be printed on multiple pages, certain rows or columns can be set up to repeat on each printed page. If the top two rows of the sheet need to be printed on all pages, do the following: 1. 2. Choose Format > Print Ranges > Edit. The Edit Print Ranges dialog appears. Click the icon at the far right of the Rows to repeat area. The dialog shrinks so that you can see more of the sheet and thus be able to highlight the print range. Select the first two rows of the sheet. To do this, click cell A1 and drag to A2. In the shrunk dialog $1:$2 will appear. Rows 1 and 2 are now rows to repeat. Note: The entire range of the rows to be repeated does not need to be selected. Just selecting one cell in each row will work.
3.
4.
Click the icon at the far right of the Rows to repeat dialog area. The dialog is restored again. Column A can also repeat. Click the icon at the far right of the Columns to repeat area. Click column A in the sheet (not in the column header). Click the icon again at the far right of the Columns to repeat area.
5.
6. 7.
D.
Defining a print range This option allows you
31
to modify or set a defined print range. This could be useful if, in a large spreadsheet, only a specific area of data needs to be printed. 1. Highlight the range of cells that comprise the print range. Choose Format > Print Ranges > Define. The page break lines will display on screen.
2.
3.
Note: You can check the print range by using File > Page Preview. OOo will only display the cells in the print range. You can also edit defined print range by using Format > Print Ranges > Edit. E. Adding to the print range 1. After defining a print range, more cells can be added to it. This allows multiple, noncontiguous, areas of the same sheet to printed, while not printing the whole sheet. Once you have defined a print range: Highlight the range of cells that should be added to the print range. Choose Format > Print Ranges > Add. This will add the extra cells to the print range. The page break lines will no longer show up on the screen. Note: The additional print range will print as a separate page, even if both ranges are on the same sheet.
2.
3.
F.
Removing a print range 1. 2. Choose Format > Print Ranges > Remove. After the print range is removed, the default page break lines will appear on the screen
3.
Select: None to remove a print range definition for the current spreadsheet.
32
Selection to define the selected area of a spreadsheet as the print range. User-defined to define a print range that you have already defined To use the Selection option, follow the same procedure as selecting rows to repeat. Click on the dialog button, and highlight the range you want to print. G. Selecting sheets to print In addition to defining a range, the sheet to print can also be specified. This can be useful if you have a large workbook with multiple sheets and only want a certain sheet to print. 1. Select the sheets to be printed. (Hold down the Ctrl key as you click on each sheet tab.) Go to File > Print... and select Options... in the lower left corner.
2.
Note:
The Options button is different from the Properties button. Properties deal with the settings of the printer, whereas options deal with OOos settings.
3.
Check the Print only selected sheets check box. Click OK.
33

What Is Calc?: Computer & Internet Literacy Course Electronic Spreadsheet

Uploaded by

Copyright:

Available Formats

What Is Calc?: Computer & Internet Literacy Course Electronic Spreadsheet

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

What Is Calc?: Computer & Internet Literacy Course Electronic Spreadsheet

Uploaded by

Copyright:

Available Formats

Computer & Internet Literacy Course Electronic Spreadsheet

Column Active Cell

Parts of the Calc window

CICT - Human Capital Development Group

Computer & Internet Literacy Course Electronic Spreadsheet

CICT - Human Capital Development Group

Computer & Internet Literacy Course Electronic Spreadsheet

Tool Menu Format Menu Insert Menu

CICT - Human Capital Development Group

Computer & Internet Literacy Course Electronic Spreadsheet

CICT - Human Capital Development Group

Computer & Internet Literacy Course Electronic Spreadsheet

Open File dialog box

CICT - Human Capital Development Group

Computer & Internet Literacy Course Electronic Spreadsheet

Opening an existing workbook To display the Open dialog box

Click on the File menu and then select Open. OR

Click the Open/Import button OR

on the Standard Toolbar.

Use the key combination CTRL+O.

Saving workbooks (file extension: .ods)

Save As dialog box

NAVIGATING WITHIN WORKSHEETS

Computer & Internet Literacy Course Electronic Spreadsheet

Moving from sheet to sheet

CICT - Human Capital Development Group

Computer & Internet Literacy Course Electronic Spreadsheet

Sheet Tabs Shortcut

Zoom Dialog Box

SELECTING ITEMS IN A WORKSHEET

Computer & Internet Literacy Course Electronic Spreadsheet

To select a cell Click on the cell.

To select a range of contiguous cells

(Left) One selected cell and (right) a group of selected cells

CICT - Human Capital Development Group

Computer & Internet Literacy Course Electronic Spreadsheet

Entering numbers as text

Computer & Internet Literacy Course Electronic Spreadsheet

Fill Series dialog box

CICT - Human Capital Development Group

Computer & Internet Literacy Course Electronic Spreadsheet

Computer & Internet Literacy Course Electronic Spreadsheet

Click on the Insert menu and select Sheet, OR

Right-click on its tab and select Insert Sheet, OR

Figure 24. Insert Sheet Dialog Box

CICT - Human Capital Development Group

Computer & Internet Literacy Course Electronic Spreadsheet

Delete Contents dialog box

Editing part of a cell

CICT - Human Capital Development Group

Computer & Internet Literacy Course Electronic Spreadsheet

Find and Replace dialog box

Sort dialog box

CICT - Human Capital Development Group

Computer & Internet Literacy Course Electronic Spreadsheet

Format Cells > Font

CICT - Human Capital Development Group

Computer & Internet Literacy Course Electronic Spreadsheet

Cell with line wrap