Arsha Vidya Mandir

Lecture Notes -2024-25

Class: X Subject: Information Technology

Topic: Linking Spreadsheet. Teacher: B.Madasamy

Linking Sheets:
To create multiple sheets, and also to link the data in multiple sheets, can be done in
two ways, one is creating reference to other sheets/documents by using keyboard
and mouse, and other is by linking external data.
Setting up Multiple Sheets
Let us consider a worksheet storing marks of the first term in a sheet named Term1.
To add a new sheet in the spreadsheet, click on the Add Sheet by clicking on the (+)
sign located in the left bottom of the spreadsheet.
Alternatively, you can right click anywhere on the sheet tab and select Insert sheet
option from the drop-down list. It gives us a choice to put the new sheet, assign the
name of the sheets, delete a sheet and so on.
Note: Insert Sheet dialog box can be invoked from the menu option Sheet > Insert
Sheet
Creating Reference to Other Sheets by Using Keyboard and Mouse
How to reference cells in other sheets using mouse and keyboard. To calculate the
final result, it is required to store the final marks for each subject in the sheet named
“Result” inserted in Activity 6.1 by applying the formula (Marks obtained in Term1 +
Marks obtained in Term2)/2.
Activity: 6.1
Add a new sheet to store data for Term2 in the spreadsheet by using the Insert Sheet
Dialog box.
Step 1. Open the Insert Sheet Dialog and add a sheet after the current sheet by
selecting After Current Sheet option. The current sheet is our active sheet which in
this case is Term1 as shown.
Step 2. Name the Sheet as Term2 as shown.
Step 3. Enter the marks obtained by the students in second term in Term2 sheet.
Step 4. Insert a new sheet and name it as “Result”
 Arsha Vidya Mandir
Lecture Notes -2024-25
As we know that marks obtained in Term1 and Term2 are stored in different sheets
named Term1 and Term2 respectively.
To calculate the final marks for English in in the cell C4 of Result sheet, follow the
following steps.
Step 1. First copy the Roll No and Name of the Student from Term1 sheet to Result
sheet, copy all headings of and give the name as Final Result.
Step 2. Click on the = icon next to the input line (or type = in cell C4), type Sum()
and click between the brackets.
Step 3. Now click on the Term1 sheet and click the English Marks for the first
student and add (,) comma for the next value.
Step 4. Next click on the Term 2 sheet and click the English Marks for the first
student. Step 5. To calculate average type /2 after the sum(+) to calculate average.
Step 6. Press Enter key, the average is displayed in cell C4 of Result sheet.
Then use fill handle to fill the cells up to the last student’s data.
Step 7. The result sheet gives the average marks scored by each student in English
Step 8. You can copy the same formula for other subjects.
Any changes made to marks in Term1 and Term2 sheet will be reflected in the
result sheet as well. That is how the sheets are linked together. We had selected
cell reference by clicking on the cells. An alternative could be to type the reference.
First, we need to understand how referencing is performed across sheets in the same
spreadsheet document. Hence, to refer to a cell in another sheet precede the cell
reference with a ‘$’ sign. It is then followed by the name of the sheet in ‘ ‘ ’ (single
quotes) followed by a . (dot) and then the cell address.
For example, to refer a cell C4 of sheet named Term1 we will type: $‛Term 1’.C4
Note: Single quotes (‘ ’) are used as there is a space between Term and 1 in the sheet
name.
Creating Reference to Other Documents by Using Keyboard and Mouse
Consider a situation where it is required to create a Summary report consisting of the
average of result sheets for each section of a class. To do so, we need to insert sheets
that are stored in different files. (Final results of X- A and X- B)
Hyperlinks to the Sheet
 Arsha Vidya Mandir
Lecture Notes -2024-25
Sometimes it is required to jump to a document stored at a different location from
within a document. It can be done by creating a hyperlink. It is possible to jump
from a sheet in the same spreadsheet, different spreadsheet or a website by creating a
hyperlink.
Relative and Absolute Hyperlinks (diff. between absolute and relative hyperlink.
Expected question)
A hyperlink can be either absolute or relative.
An absolute hyperlink stores the complete location where the file is stored. So, if the
file is removed from the location, absolute hyperlink will not work. For example: C:\
Users\ADMIN\Downloads\try.ods is an absolute link as it defines the complete path
of the file.
A relative hyperlink stores the location with respect to the current location. For
example: Admin\Downloads\ try.ods is a relative hyperlink as it is dependent on the
current location and thus the folder admin is searched where the active spreadsheet is
being stored. If the complete folder containing the active spreadsheet is moved the
relative link will still be accessible as it is bound to the source folder where the active
spreadsheet is stored.
Creating Hyperlinks (3 marks question)
It is possible to hyperlink a sheet of other spreadsheet document in a spreadsheet.
Suppose, you have to hyperlink a Result sheet of “Result-X-A” spreadsheet document
in the “Result-X-B” spreadsheet document, then follow the following steps:
Step 1. Open the ResultX-B spreadsheet document.
Step 2. From the main menu, select and click on Insert > Hyperlink. An Hyperlink
dialog box will open.
Step 3. To insert the spreadsheet document, click on the Document on the left pan of
dialog box, then to select the spreadsheet document, click on the button located after
the Path. Select the required document. In our case we select the spreadsheet
document “Result-X-A”.
Step 4. Then click on the Target button to choose the sheet which is to be
hyperlinked. Target in Document helps to specifically choose a target in the
document such as sheet, tables, frames, images, headings and so on. (What is target
document? – 1 mark question)
Step 5. Click on Apply and Close button to exit the Target Document window.
 Arsha Vidya Mandir
Lecture Notes -2024-25
Step 6. Enter the text in the Text box to assign the hyperlink to that text. In our case
we have entered the text as “Result-X-A”. So the hyperlink will be assigned to the
text “Result-X-A”.
Step 7. Click on Apply and Close button to confirm the changes and exit the
Hyperlink dialog box.
Step 8. Observe that the hyperlink is assigned to the word “Result-X-A” .
Step 9. To open the hyperlinked sheet, press the Ctrl key and click on the
hyperlinked word “ResultX-A”, the sheet will be opened in the new window. (How to
open hyperlink?)
Editing a Hyperlink
To edit an existing link, place the cursor anywhere in the link and right click the
hyperlink. A context menu will be displayed. Click on Edit Hyperlink..., the
Hyperlink dialog box will be displayed, where you can make changes to the
hyperlink.
On clicking the Remove Hyperlink option, the link will be removed from the text and
thus it will not point to any other location.
Linking to External Data (How to link external data?)s
Internet is a rich source of information, which is stored in the form of web pages. The
web pages are written in HTML documents. Data on a web page can be stored in the
form of tables. The versatility of a spreadsheet allows us to insert tables from HTML
documents into Calc. To insert the tables from a HTML document, we can use the
External Data Dialog box. The steps for the same are given below.
Step 1. Open the spreadsheet where external data is to be inserted. (liking to
registered data)
Step 2. Select the cell to store the first cell of the table in the external data.
Step 3. Select Sheet > Link to External Data.
Step 4. The External Data dialog box is displayed. Type the URL of the source
document or select it from the drop-down list if it is listed and press enter.
Step 5. A dialog box is displayed to select the language for import. Selecting
Automatic shows data in the same language as in the webpage.
Linking to Registered Data Sources
 Arsha Vidya Mandir
Lecture Notes -2024-25
The extension of LibreOffice Base is .odb. You can access a variety of databases and
other data sources and link them to Calc documents. To register a data source that is
in *.odb format, follow the steps given below.
Step 1. Select Tools > Options > LibreOffice Base > Databases. The Options -
LibreOffice Base-Databases dialog box appears.
Step 2. Click the New button to open the Create Database Link dialog box.
Step 3. Enter the location of the database file, or click Browse to open a file browser
and select the database file.
Step 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.
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