YEAR : 2023-24

STD: 10 SUB: IT-402

Electronic Spreadsheet (Advanced)

SHREE SWAMINARAYAN ACADEMY, SURAT

Consolidating data

Q – 1 What do you mean by consolidating data ?

Ans : Consolidating of data means that the process of combining the number
of data organized into different sheets into one worksheet or cell.
Q – 2 Write steps to use consolidating data in open office calc
Ans :

• Click on Data ⇢ Consolidate option. A consolidate dialog box will appear.

• Select desired function, references to source data range and to copy result
• C`lick on more button to add row labels and column labels or to link source
data.

Q – 3 Write the options available in consolidate dialog box.

Ans.: The following options are available in consolidate the dialog box.

• Function
• Consolidate Ranges
• Select data range
• Copy results to
• Labels
• Link to source data
• Button – OK, Cancel, Help, Add, Delete, More

Q – 4 What is the role of function option in consolidate dialog box?

Ans.: The function option in consolidate dialog box allows to select the
function in the destination cells.
Q – 5 What is consolidation ranges list?
Ans.: The consolidation ranges list displays the list of selected ranges from
where the input is coming. It is the ranges of other sheets or input values. It is
displayed like this: $Sheet1.$A$6.
Q – 6 How to add input value cells without creating ranges for data
consolidation?

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 Ans.
Step 1: Click on the source data range option.
Step 2: Click on the shrink button.
Step 3: Move to the source worksheet and select the cell.
Step 4: Now again click on the shrink button.
Step 5: Click on the Add button.
Q – 7 How to define ranges?
Ans.

• Select the cells for which you want to create a range.

• Click on Insert ➝ Names ➝ Define or press Ctrl + F3. A Define Names
Dialog box will appear on the screen.
• Type the range in Name box.

Subtotals
Q 8. What is subtotals in open office calc?
Ans. Subtotal is used to display formula results according to columns group
and row labels
Q 9. What are the common functions available in subtotal dialog box?
Ans.: The common functions available in the subtotals dialog box are as
following:

1. Sum
2. Average
3. Max
4. Min
5. Count

Q 10. List out different tabs available in the subtotals dialog box?
Ans.: The subtotals dialog box has the following tabs:

1. 1st Group
2. 2nd Group
3. 3rd Group
4. Option

Q 11. Explain the 1st group tab in short.

Ans.: The 1st group tab in the first tab of the subtotals dialog box. It provides 3
options:

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 1. Group By: This option provides on the drop-down list of column headers
used in the worksheet. Select the column name which you want to display
in the subtotals group.w
2. Calculate subtotals for: It is used to select the value to display the result
in a group.
3. Use Functions: This option is used to select different functions like sum,
count, max, min etc.

Q12. Explain the options tab of subtotals dialog box in short.

Ans.: The options tab of the subtotals dialog box has mainly two options:

1. Groups
2. Sort

• The group’s options are applicable to the group and provides following
options:

1. Page break between groups: Display each group on different pages.

2. Case sensitive: Check the case sensitive data i.e. matches upper and
lower case text
3. Pre-sort area according to groups: It will sort the data according to
results

• The sort group option provides sorting options like ascending or descending
order and custom sort order according to users.

Q13. Write steps to create or apply subtotals in a worksheet.

Ans.: To create subtotals or apply subtotals follow the given steps:

1. Prepare your data.

2. Click on Data → Subtotals. A subtotals dialog box will appear.
3. Select the group options like group by, calculate subtotals for, and
functions.
4. Repeat step 3 for more groups. (if required)
5. Click on the OK button.

What if scenarios
Q14. What is “What if” scenarios?
Ans.

• Scenarios are a tool to test “what-if” questions. A scenario is a saved set

of cell values for calculations. Each scenario can be named, edited and
formatted separately.

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 • We can switch between scenarios using Navigator or a drop down list.
• When print command given, active scenarios are printed.

Q15. Write steps to create new scenarios?

Ans.

• Select the cells that contain the values that will change between
scenarios.
• Choose Tools > Scenarios
• On the Create Scenario dialog enter a name for the new scenario ,
comment , do settings and click ok

What if tools
Q16. What is “what if” tools?
Ans.

• What if tools are like what if scenarios but they are used for multiple
operations.
• Like what if scenarios , multiple operations tool does not present the
alternate versions in the same cells , but it creates a formula array , in
which separate set of cells shows the results of applied formula to a list
of values

Q17. Write steps to use “what if “ tools ?

Ans.

• Select the list of alternative values and the adjacent cells to display
result.
• Choose Data > Multiple Operations
• In the multiple operation dialog box , enter the cell reference to the
formula in the Formulas field and Row input cell and the column input
cell fields
• Press ok

Goal Seek
Q18. What is Goal Seek ?
Ans. Normally formulas are used to find the result based upon the existing
values. While Tools > Goal Seek is used to find what values will produce the
result that we want.

Q19. Write steps to use Goal Seek

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 Ans.
• choose Tools > Goal Seek.
• In formula Cell enter the address of cell that contains formula , in Target Value
enter the desired result and in the variable cell enter the cell that contains the
value to be changed.
• Press ok

Solver
Q20. What is Solver?
Ans.

• Tools > Solver is the 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.

Link data and spreadsheets

Q1. How multiple sheets are useful in calc?

Ans. Multiple sheets help to keep information organized once sheets are
linked together

Q2. How to identify sheets in the calc spreadsheet?

Ans. When new spreadsheet is created it has three sheets and they are
managed using tabs at the bottom of the spreadsheet

Q3 how to rename the sheet in calc spreadsheet?

Ans.
• Enter the name in the name box when you create the sheet, or
• Double click on the sheet tab, or
• Right-click on a sheet tab, select Rename Sheet from the pop-up menu and
replace the existing name.

Q4. How to insert new sheet in the spreadsheet calc?

Ans.
• 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.

Q5. How to insert sheets from a different spreadsheet.

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 Ans. To insert sheet from other spreadsheet,
• Choose Insert > Sheet from file from the menu bar. The Insert Sheet
dialog opens with the From file option preselected

• Sheet will be added from another document and it is independent of original

sheet.
• If Link option is selected than external sheet can be linked instead of only
copy

Q6. How to create referencing to other sheets in the spreadsheet using

mouse?
Ans
• Select the cell in sheet for referencing
• Click on the = icon next to the input line. The icons change and an equals
sign appears in the input line
• Select the cell that contains cell to be referenced.
• Select the cell and Click the green checkmark in the input line to finish.

Q7. How to create referencing to other sheets in the spreadsheet using

Keyboard?
Ans
• Cell reference can be created by typing path of cell available in another
sheet
• Cell reference has two parts (1) sheet name in single quotes and (2) cell
reference separated by period (.)
• e.g. =’sheet1’.F3

Q8. Differentiate between Relative and Absolute Hyperlinks with the help of an
example.
Ans. An absolute hyperlink will stop working only if the target is moved. A
relative hyperlink will stop working only if the source and target locations
change relative to each other. Suppose, 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 a link.

Q9. How to create hyperlink

Ans.
• choose Insert > Hyperlink from the menu bar.
• Select one of the four categories
1. Internet: the hyperlink points to a web address
2. Mail & News : links to an email
3. Document: links to the place in the document
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 4. New document: hyperlink creates a new document
• Using browse button select path and press ok to set hyperlink

Q10. How to remove the hyperlink?

Ans. To remove the hyperlink form text or button, double click on the link and
select Default Formatting

Q11. when Linking to external data is used?

Ans. Link to External Data is used to insert tables from HTML documents or
named ranges of spreadsheet documents.

Q12. Write steps to link external data?

Ans.
• Open the Calc document where the external data is to be inserted and
Select the cell
• Choose Insert > Link to External Data
• On the External Data dialog, type the URL of the source document or
open a file selection dialog.
• from the Available tables/range list, select the named ranges or tables
you want to insert.
• Linked data can be updated after selected seconds by selecting update
every checkbox
• Press ok

Q13. Write steps to link registered data source

Ans.
• To access different databases and data sources into calc document it is
required to register data source with open office
• To insert the data,
• Select the cell of the spreadsheet where data has to be inserted
• Press F4 to open the database source window and select the table
containing the data you want to use.
• Select the rows of data you want to add
• Click the Data to text icon to insert the data
• Press F4 to close data source

Q14. What are the advantages of sharing worksheet data?

Ans. Sharing worksheet data offers following advantages:
1. Used by any one in the network to whom its shared
2. Any user can do the changes
3. Save the time and efforts
4. Makes work easier and better
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 5. Collaborate with others
6. Speed up data entry process

Q15. Write steps to share the the spreadsheet.

Ans. To share a spreadsheet follow the given steps:

1. Open a saved spreadsheet for sharing.

2. Click on Tools > Share Document command … Share Document
dialog box will open
3. Checked the checkbox named Share this spreadsheet with other
users
4. Press ok

Q16. write steps to open the shared document

Ans. When we open a spreadsheet document that is in shared mode, a

message appears
stating that the document is in shared mode and some features are not
available

Q17. How to save a shared spreadsheet

Ans. There are different situations while saving a spreadsheet

1. if the document was not modified and saved by another user since you
opened it, the document is saved.
2. if modification is done by other user and conflict does not occur then cells
modified by the other user are shown with a red border and message will
displayed
3.. if modification is done by other user and conflict is there then message will
be displayed to resolve conflict

Q18. Why record changes are important ? how to Record changes ?

or
Q18. How to highlight changes down by other users in shared workbook?
Ans. Record change option is useful to view addition ,deletion or changes
done by user or others in document.

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 • By selecting Edit > Changes > Record option we can save the changes
. A coloured border, with a dot in the upper left-hand corner, appears
around a cell where changes were made
o Make the copy of the original document and then compare it to show the
changes.

Q19. How to insert a new comment in calc open office?

Ans. To add a comment to a change:

Method 1 :
• Make the change to the spreadsheet.
• Select the cell with the change.
• Choose Edit > Changes > Comments. Related Dialog box opens.
• Type your own comment and click OK.
• we can see the comment by bring mouse cursor over the cell
Method 2 :
• Select Insert > Comment or right-click and select Insert Comment , The
box appears
• Type comment in the box
• Click outside the box to close it

Q20. How to edit or format comment in calc open office ?

Ans. To edit or Format comment,
• Right-click on the cell containing the comment marker, and choose
Show comment from the pop-up menu.
• Click on the comment itself. Make changes or formatting like other text
• Click outside the box to close it

Q21. How to view the changes in the document ?

Ans.
• To view changes in the document , select Edit > Changes > Show .
• The show changes dialog box appears
• Using different settings , we can filter the changes based on date , author,
range etc.

Q22. Elaborate the steps to accept or reject the changes done by the user in
spreadsheet.
Ans. The steps to accept or reject the changes in document
• Open the edited document
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 • Select the Edit > Changes > Accept or Reject option , Related Dialog
box opens
• Click on Accept or Reject button for single change
• Click on Accept All or Reject All button for all changes in one step
• Accepting and Rejecting is a non-reversible process

Q23. How Merging document option is useful? write steps to merge

documents ?

Ans. When we have to review or compare more than one document at a time
and Edit > Changes > Record option is enabled , merge document option is
useful Steps to merge documents
• Open the original document
• Select Edit > Changes > Merge Document.
• A file selection dialog opens. Select a file you want to merge and click OK.
• After the documents merge, the Accept or Reject Changes dialog box
opens,
• To merge more documents, repeat steps
• Changes of different documents are combined into one document and they
can be Accepted or Rejected
• Changes from different documents appear in different colour

Q24. When Compare document option is used ? Write steps to compare

document ?
Ans. While Sharing documents , if Edit > Changes > Record option is not
checked then to find changes Compare Document option is used.
Steps to Compare Document
• Open the edited document that you want to compare with the original
document
• Select Edit > Compare Document
• An open document dialog appears. Select the original document and click
Insert.
• All data that occurs in the edited document but not in the original is
identified as inserted.
• All data that is in your original document but is not in the edited document is
identified as deleted.
• All data that is changed, is marked as changed.
• Now accept or reject changes

Q25. Ms. Shilpa is a class teacher of Class 10. She is working in MS Excel
and preparing a worksheet to insert marks for five subjects. She is confused

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 about how to generate the sample copy of the worksheet in one click. Explain
how she can use a macro to fulfill her needs.

Ans.
o She needs to create a worksheet and starts the macro recorder.
o Then go for the formatting whatever she wanted to record.
o When the worksheet will be ready, stop the macro recorder.
o Run the macro in a new worksheet.

Q26. Write steps to record a Macro

Ans.
• Place the cursor in a cell from where you want to start record.
• Use Tools > Macros > Record Macro to start the macro recorder. The
Record Macro dialog is displayed with a stop recording button.
• Do the steps we want to record , now click stop recording button to stop
macro Recorder
• Open office Basic Macros Dialog box opens
• Select Library , Module and give macro name
• Press ok

Q27. What is the use of Macros in a Spreadsheet?

Ans. Macros help in saving time in cases when the same set of tasks are to
be done repeatedly like formatting or applying a similar formula in a similar
range of data. It can be used to name and record a set of actions or set of
actions.

Q28. Write steps to use macro in calc open office?

Ans.

• Select the cell where you want to apply macro

• Choose Tools > Macros > Run Macro option
• Macro Selector dialog box opens, select Macro and click Run button

Q29. How to edit macros in open office calc ? OR write steps to create
function as macro?
Ans.
• Use Tools > Macros > Organize Macros > OpenOffice.org Basic to
open the OpenOffice.org Basic Macros dialog.
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 • Click Organizer button to open the OpenOffice.org Basic Macro Organizer
dialog box
• Select Library , Module
• To Edit macro select macro OR to create new function as macro click Edit
button
• Window opens to edit or create macro

Q30. write a macro that returns a value 5

Ans.
Sub Main
End Sub

Function NumberFive()
NumberFive = 5
End Function

Q31. write a macro that accepts two arguments and returns the larger of the
two.
Ans.
Function TestMax(x, y)
If x >= y Then
TestMax = x
Else
TestMax = y
End If
End Function

Q32. Explain : Accessing Cells directly

Ans.
To manipulate Calc documents open office internal objects like cell address or
range address is used directly instead of value
e.g. =MaxValue(A2) , here address of cell is passed as argument instead of
constant value

Q33. what do you mean by sorting in calc open office?

Ans. Using macros we can sort data in ascending or descending order for one
column or more column in open office calc. each time macro run data gets
sorted according to macro

Fill in the blanks

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 1. At the bottom of each worksheet window is a small tab that indicates the
____________ of the worksheets in the workbook.
Ans. name
2. A ___________ refers to a cell or a range of cells on a worksheet and can be
used to find the values or data that you want formula to calculate.
Ans. Cell reference
3. Spreadsheet software allows the user to share the workbook and place it in
the ____________ location where several users can access.
Ans. network
4. Spreadsheet software can find the changes by __________ Sheets.
Ans. Comparing

5. Macros are useful to ___________ a task the same way over and over again.
Ans. Repeat
6. ____________ is the shortcut key for hyperlink
Ans. Ctrl + k
7. During ________ the contents of cells from several cells can be combined.
Ans. Consolidation
8. Extension for open office calc and excel is ___________ , __________
Ans. *.ods , *.xlsx
9. The __________ tool arranges data in array
Ans. Subtotal
10. The __________ tool is used to test “what if “ questions
Ans. Scenario
11. To reverse the usual order for a formula ________ tool is used
Ans. Goal seek
12. ________ deals with equations with multiple unknown variables
Ans. Solver
13. Shared workbook does not allow ______ , _______ , ______
Ans. Conditional formatting, merging cells , inserting pictures or graphs
Note: go through all options available in PDF
14. ________ is a saved sequence of commands or keystrokes that are
stored for later use

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 Ans. Macro
15. ________ worksheets can be added to spreadsheet
Ans. Many
16. Macro option is available under _______ tools
Ans. Tools
17. Subtotal is a function listed under _______ category
Ans. Mathematical
18. There are ________ ways to rename a worksheet
Ans. 3
19. The default module name in macro is _________
Ans. Module1
20. Subtotal option is available under _________ tab
Ans. Data
21. By default _________ group tabs are there in subtotals dialog box
Ans. Three
22. In spreadsheet formula begins with ______
Ans. =

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