INFORMATION TECHNOLOGY - 402

NOTES ON SUBJECT SPECIFIC SKILLS

 Digital Documentation (Advanced)
Style
A style is a collection of all formatting information, which you want to save and then apply on the
document.
For example, following details of Font can be stored as a style with the name ‘Title style’.
Size – 12
Name – Bookman Old Style
Weight –Bold
Alignment – Left
Style Categories
Writer provides six Style categories, which are as follows:
(a) Page – It defines basic page layout like page size, its margin, placement of header and footer, footnote,
borders and background. If a page style is not specified, Writer uses its built-in Default page style.
(b) Paragraph – A paragraph begins and ends by pressing Enter key. Paragraph formatting includes tab
stops, text alignment, line spacing and borders. It also includes Character styling attributes.
(c) Character – This styling is used to work on block of letters, i.e. word(s) in the paragraph. Character styles
allow changing the text colour, text size, highlighting text and emphasising it.
(d) Frame – Using frames, a document can be organised in sections, so that each section of the page can
have a different appearance. Therefore, applying Frame Styles allows to format a frame by specifying its
size, position, border and how the text is placed around the picture.
(e) List – It can be used to style lists by putting numbering or bullets of a different kind or specify numeric
format.
(f) Table – Table Style category allows to format a table by adding borders, using different text or border
colour(s), aligning text inside the table, having different patterns or text colour.
Styles and Formatting
Predefined Styles in Writer can be accessed by using the following methods:
(i) Using Style option from Menu Bar.
(ii) Using Style Drop Down list box, from the Toolbar. The current paragraph style is displayed in the
textbox.
(iii) Using Sidebar Menu.
(iv) Using keyboard shortcut — F11 function key.
Notes:
 If the Formatting Toolbar is not visible then, click on View>Toolbars, and enable Formatting/“Formatting
(Styles)”.
 From the bottom of the window selecting Show Preview option displays its style along with the name in
the list.
 At the bottom of this menu, there is a Drop Down to select the filter for the style list to be displayed above.
By default this filter is set to Hierarchical.
 Using predefined Heading Style, allow you to use them as a Book Mark for browsing the document.
Fill Format
This method is useful when a same style is to be applied at many places scattered in the document.
Follow the steps given below to use it:
Step 1. Open the document to be styled.
Step 2. Open the Styles window and select the desired style category and then desired style from drop
down list.
Step 3. Select Fill Format button.
Step 4. To apply the selected style, take the mouse pointer to desired location and click. Do take care to
apply style on appropriate type of content.
Step 5. Repeat step 4 until all the changes have been made for that style in the entire document.
Creating and Updating a New Style
Two ways to create a custom style are:
(1) From Selection – Styles action button is used to create a new
style or modify an existing style. It can also be used to load a
style defined in document or template, in the list.
 Select the portion of document.
 Choose the category.
 Select Style action button.
 In Create Style dialog window, type the name of new
style and click ‘ok’.
(2) Using Drag and Drop:
 Select the text from the document and change its formatting
as desired.
 Choose the desired category of style to create. . Click on the
desired style under which, new style is to be created.
 From the document drag the selected portion of text to the
Style Menu.
 Create Style dialog window appears. Type the name of new
style.
 Click OK button to save the name of new style.
Updating a Style
Instead of creating a new style for a small changes in predefined
style, an existing Style can be modified on desired aspect.
Step 1. Select the page/paragraph to be modified.
Step 2. Format the selected portion as per the requirement.
Step 3. Go to Style menu, and click on the button to update.
Step 4. Using Style Action button, click on Updated Selected Style.
Note: Drag and Drop cannot be used to create a Page Style.
 Load Styles (from a template or document)

 It is used to copy styles from an existing template or document.

 In the Styles Menu, click on the Load.
 It will open the Load Styles dialog box.
 In the Load Styles dialog box, choose the category of your document.
 Find and select the desired template to copy styles from.
 By selecting Overwrite option, the styles being copied will replace any existing styles with the same
name.
 Click OK to copy the styles.
 In case styles are to be copied from a file, then instead of Template option, click on the From File button.
 A File Selection dialog box is displayed. Select the desired document from your computer.
Working with Images
A picture is a digital image, which is representation of image in finite set of digital values 0 or 1, known as
pixels. These are stored in various types of graphics files with the file extension, such as GIF, JPG, JPEG, PNG,
BMP, etc.
Inserting an Image in a Document
1. Inserting Image Using Insert Image Option :
a) Open the document to insert an image in LibreOffice Writer.
b) Place the cursor where you want to insert an image.
c) Select and click on Insert > Image from menu bar.
d) An Insert Image dialog box will open which will allow to choose the picture file to be inserted.
e) Select the file and click on Open button to insert an image in document.
2. Inserting Image using Drag and Drop option:
a) Open the document to insert an image in LibreOffice Writer.
b) Open a file browser window (Win+E) and select the image file to be inserted.
c) Drag the image into the document.
d) Drop it, where you want it to appear in the document.
3. Inserting image using Copy and Paste method
a) Copy the image and then paste into the desired location of the document.
4. Inserting an image by linking
In Insert Image dialog box, check the Link option.
 Note: If multiple copies of the same image are required to be inserted in the document, it is beneficial
to save the link of image instead of inserting the image. Inserting a link, stores its reference instead of
the image itself, thereby reduces the size of the document, because actual image is saved only once as
a separate file along with the document. Whenever a document containing the link is opened, the
image file gets merged, at the place(s) where reference was stored, and displayed on screen to the
user.
a) In Insert Image dialog box, check the Link option.
b) Keyboard shortcut to link an image – drag and drop the image while holding the Ctrl+Shift keys.

Modifying an Image
Using the Image toolbar
View > Toolbars > Image
  Clicking on the colour button will display the colour drop down list.
 It consists of six components in the drop down list.
 One can increase or decrease the percentage of these components.
 The first components represent the three primary colours Red, Green and
Blue, respectively.
 The fourth component represent the Brightness.
 The fifth component represent the Contrast.
 Sixth component represent the Gamma.

Clicking on Image Filter opens up a window with 11 filters.

Rotate the image

Rotate
Button
  Open a new document.
 Go to Insert menu and Select Image >> From File.
 Insert an image from library.
 Select image and then click on rotate tool. Observe that four dots known as handles, appeared on
four corners of the image.
 Move the mouse on any corner and observe that the ‘rotate’ symbol is activated.
 Click on rotate symbol on the top right corner of the image and drag it to downward direction.
 The image is rotated.
Crop an image
 Open a new document.
 Insert an image in the document. Insert >> Image >> From
File.
 Select the image by clicking on the image.
 Observe that the selected image is surrounded by eight small
squares.
 Click on crop tool from Image toolbar.
 Click any of these edges of the image and drag the cursor
towards the center of image.
 Click anywhere on the page or press Esc key to leave the crop
tool.

Resizing an Image
Resizing is the process of reducing or enlarging the size of the image. This can be done in various ways.
Quick and easy way to resize an image is by dragging the image’s sizing handles.
Click on the image.
There are eight sizing handles.
Position the pointer over one of the sizing handles.
Click and drag to resize the image.
Release the mouse button when satisfied with the new size and observe the size of the image is reduced.
By dragging the corner handles, one can resize both the width and the height of the image simultaneously,
while the other four handles only resize one dimension at a time.
Deleting an Image
To delete the image, just select the image by clicking on the image and press the Delete key.
Drawing Object
Using Drawing Tools
To display Drawing Toolbar in the Writer window, click on View > Toolbars > Drawing.

Writer provides tools in Drawing Object Properties toolbar for changing properties, i.e. customising an
object. Using these tools the object can be moved, resized, rotated, edited and conFig.d on various aspects.
Note: When properties are modified before creation, it is known as setting default value(s).
On selecting the drawing object, in the document, Drawing Object Properties Toolbar is displayed.
Resizing and Grouping objects
  Select the object to be resized.
 Click on any of the handles and drag it to its new place.
 For resizing and maintaining original shape of drawing, use corner handles.
 Using edge handles will resize drawing non-proportionally.
Grouping drawing objects
LibreOffice Writer allows grouping these different shapes, to behave as a single entity without affecting
their size and position. Once grouped, all shapes belonging to that group become its member and a change
applied on one member works on all.
To group drawing objects:
Step 1. Select the object by clicking over it.
Step 2. Hold the Shift key and keep on selecting all other objects by clicking on it to be included in the
group.
Step 3. Select a group tool from Drawing Object Properties Toolbar. Alternatively, selecting from main menu
Format > Group > Group will also do same work.
Step 4. This process will group the selected drawing objects.
Note: There are four options under Group option. These are Group, Ungroup, Enter Group, Exit Group.
Positioning Image in the Text
Positioning of an image is controlled by four settings.
1. Arrangement In Overlapping objects arrangement determines the position of the current drawing
with respect to other drawings or text.

Anchoring
It acts as a reference point for image or drawing. Anchoring allows an image to retain its position to a page,
paragraph, character or frame. So whenever a page, paragraph, character or frame is aligned, the anchored
image moves along with it.
Alignment
It allows the vertical or horizontal placement of the image with respect to its anchor. An image can be
aligned in six different styles – 3 horizontal and 3 vertical.
Text Wrapping
It allows the placement of image in relation to text. Text Wrapping tools are available under Drawing Object
Properties Toolbar.
 Table of Contents
Table of Contents, allows to insert an automated table of contents in a document. The entries or contents of
this table are automatically taken from the headings and sub headings of the document. Also, these
contents are hyperlinked in the table. So by clicking on any topic in the table of contents, we can navigate
directly to the selected topic.
Hierarchy of Headings
LibreOffice Writer supports up to 10 levels of headings H1 to H10. These headings are applied to the
headings of the document. The following process will demonstrate how to apply these headings to the
headings in the document.
Step 1. Create a new document in LibreOffice Writer and enter the text Heading 1 to Heading 10.
Step 2. Click on the Styles button from the right side bar. Click on the Paragraph Styles and then Headings.
The Styles dialog window will display the list of headings from Heading 1 to Heading.
Step 3. Place the cursor on Heading 1 as typed in the document. Then click on the Heading 1 from the Styles
dialog window.
Step 4. Repeat Step 2 for the words Heading 2 to Heading 10.
Step 5. Observe that Heading 1 to Heading 10 is applied to the words Heading 1 to Heading 10 of the
document and these headings have changed as per the applied style. Once the desired heading styles are
applied in the document, the same hierarchy will be reflected in the table of contents also.
Creating a Table of Contents (ToC)
Step 1. Open the file.
Step 2. Assign proper heading styles to the various headings in the document from the Styles dialog box.
Step 3. Place the cursor at the position where the table of contents is to be inserted.
Step 4. From main menu, select Insert > Table of Contents and Index > Table of Contents, Index or
Bibliography. The Table of Contents, Index and Bibliography dialog box will be displayed.

Step 5. By default, the Type tab will be selected with a preview of ToC on the right side of the dialog box. In
the Title text box, the default name of the ToC, i.e. Table of Contents is displayed.
Note:
  By default, the checkbox for Protected against Manual Changes option is selected.
 This protects the ToC from any accidental change.
 If this box is unchecked, then the contents of ToC can be changed directly on the document page,
just like any other text on the document.
 The entries in the ToC are hyperlinked. Pressing Ctrl+click the cursor will directly move on to the
selected section heading.
 The dialog box has five tabs – Type, Entries, Styles, Columns and Background.
 Type Tab: is active by default after opening the Table of Contents, Entries or Bibliography dialog box
to insert the ToC.
 Entries Tab: contains options to set styles for various entries in the ToC.
 Styles Tab: contains options to apply the desired styles to the text of each level in the table of
contents.
Step 6. Click OK button. The Table of Contents will be inserted in the document.
To apply a custom paragraph style to any level,
Follow the steps given below.
Step 1. Click and select the level from the Levels list box.
Step 2. Click and select the desired paragraph style from the Paragraph Styles list box.
Step 3. Click the OK button to apply the selected paragraph style to the selected outline level.
Step 4. Click OK.
To remove the applied paragraph styling
Select the desired level in the Levels list box, and then click the Default button.
To change the background color follow the following steps.
Step 1. Click the Color button on the top of the dialog box.
Step 2. Select the desired color from the Colors palette.
Step 3. To add the selected color to the custom palette, click Add Button below the color palette.
Step 4. Click OK to apply the desired color to the ToC.
To remove the background colour from the ToC,
Click None button present on the top of the dialog box.
LibreOffice Writer also allows to add a graphic as a background of the ToC,
 For this, select the Bitmap button in the Background tab of the dialog box.
 Select the desired graphic option and click OK button.
Maintaining a Table of Contents
Maintaining a Table of Contents consists of updating and deleting the ToC.
Updating the ToC
 Right-click anywhere in the ToC.
 From the pop-up menu, Select Update Index option. Writer updates the ToC so as to reflect any changes
made in the document.
Deleting ToC
 Right click on the table and select Delete Index option from the pop-up menu.
 The ToC will be deleted.
Using Templates
A template is a preset layout that helps to create professional and/or formal documents easily.
Checking the template of the document
 Select properties option from the File menu.
 The Properties dialog box will be displayed.
 If the document was created from the default template, no template is listed.
To create a document with template
  Create a new document from File > New > Templates …
 A template selection window will be displayed.
 Click on Open button.
Creating a Template
 Open the document in LibreOffice
Writer.
 Select File > Templates > Save.
 Type the name of the new template
(T1) in Template Name text box.
 Select the category of the template.
 Click and select Set as default
template checkbox to make the
current template as the default
template.
 Click Save button.

Using In-built/Saved Templates

 Open the new document.

 Select File > Templates > Manage Templates. You can also use the keyboard shortcut key
Ctrl+Shift+N to open the Templates dialog box.
 Select the desired template, (say T1) and click Open button.
 Make the desired changes and save the file.
Saving Online Templates
 File > Templates > Manage Templates.
 Click on Browse Online Templates button on the bottom left of the Templates window.
 The official templates page of OpenOffice Writer (https://extensions.libreoffice.org/templates) will open
in the browser. If you click on any of the templates, you will see the detailed information about that
template.
 Download the desired template, say Calendar Creator and save it on your computer.
Using Online Templates
 Click File > Templates > Open Template...
 From the Open dialog box, browse for the template Company Letter, that is to be opened, and click on
Open button.
 The template file Company Letter.ott will open.
 Make the desired changes in the content or appearance.
 Save the file as text file Company Letter.odt .
Note:
 Libreoffice.org also provides extensions on https:// extensions.libreoffice.org/extensions. These are
independent programs that can be added or removed from the main existing application. Some
templates are available in the form of extensions which can be downloaded and installed on the
computer.
 Once a template is downloaded and saved in any file or folder, it is possible to import it so that it is
visible in the list of templates in the Templates dialog box.
Importing a Template
Open the Templates dialog box.
Click Import Templates button.
Select Category or Otherwise click and select Create
a New Category.
Type the name of new category.
Click OK button.
In the Open dialog box will appear browse for the
folder where the downloaded template file
Company Letter was saved.

Editing a Template
 Click File > Templates > Manage Templates. The Templates dialog box will be displayed.
 Right click on the template file (say T1) that has to be edited.
 Select the Edit option from the popup menu.
Setting Up a Custom Default Template

Note: Writer gives a blank document as a

default template.
Open the Templates dialog box by pressing
Ctrl+Shift+N.
Right click on the template that you wish to set
as the default template.
From the popup menu, select option Set as
Default.

Moving a Template
Step 1. Open the Templates dialog box.
Step 2. Click and select the template to be moved.
Step 3. Click Move button.
Step 4. Select the new category where the template has to be moved.
Step 5. Click OK button.
 Exporting a Template
 Export template feature allows to store the template file in the desired folder on your computer.
Exporting the template is a useful feature for sharing the templates with multiple users.
 In the Templates dialog box, select the template to be exported.
 Click on Export button.
 Select the folder where you want to export the template in the Select Path dialog box.
 Select the folder and press on OK.
Applying Templates to a Blank Document
 File > New > Text Document.
 File > New > Templates
 Select the desired template.
 Copy the entire content of the template.
 Open the blank document and paste the copied content.
 Add or delete the content as desired and save it as a text file.
 Once a template is created, it can be applied to an existing document by selecting Insert >Text From
File option.
Track Changes Feature
Track Changes is a powerful tool that makes the process of commenting, editing and reviewing of a
document easy between multiple users.
 To view the Track Changes toolbar, from main menu bar, select View > Toolbars > Track Changes.


 The various buttons present on the Track Changes toolbar shown in the above Fig are:
 View Track Changes – Clicking on this button displays all the changes made in the document by
different users.
 Record Track Changes – Clicking on this button, turns on the Track Changes feature. After this, any
sort of editing done will be marked. Any character added to the document will be displayed in a
different color and any deletion done will be seen in strike-through style.
 Previous Track Changes/Next Track Changes – Click on these buttons to navigate between the
changes made.
 Accept/Accept All Track Changes – Once the editing is done, the original author may accept the
change made to the document by clicking Accept All Track Changes button will accept all the
changes made to the document.
 Reject/Reject All Track Changes – The original author of the document may reject a single change
or all changes made to the document by clicking Reject Track Changes or Reject All Track Changes
button, respectively.
 Manage Track Changes – By clicking on this button the Manage Changes dialog box is displayed,
which contains a detailed list of all changes made to the document along with the author’s name
and date and time of modification.
 Insert Comment – This button is used to add a comment in a document.
Preparing a Document for Review
 Edit > Track Changes >Record option.
 Alternatively, select the Record button from the Track Changes toolbar.
Protecting the document with password:
Step 1. Edit > Track Changes > Protect option. The
Enter Password dialog box will appear. Alternately, you
can click on Protect Track Changes button located on
the Track Changes Toolbar to protect the document.
Step 2. Recording Changes
 Edit > Track Changes > Record option.
 Alternatively select Record button from the toolbar.
 The shortcut key to start recording the changes is Ctrl+Shift+C.

When you place the mouse pointer over any of the changes, a tool tip is
displayed giving details of the author, change made, date and time of change
done.
Step 3. To stop recording, deselect the record option by selecting
 Edit > Track Changes > Record or
 Click the Record button on the toolbar.
Accepting and Rejecting Changes
Once the changes are made by all the reviewers, the original
author may accept or reject them.
Step 1. To accept or reject a change, click on the change
made and then select Accept Track Change / Reject Track
Change button.
Step 2. To navigate between the changes made to the
document click Previous Track Changes and Next Track
Changes buttons.
Step 3. To accept or reject all the changes made, select
Accept All Tracked Changes / Reject All Tracked Changes
button respectively.
Step 4. If Manage Track Changes button is clicked, a Manage
Changes dialog box appears. It contains the details of all the
changes made in the document.

Adding Comments
Click at the place in the document where the comment is to be
placed. Thereafter, follow the steps given below:
Step 1. Click Insert Comment button on the Track Changes toolbar.
A comment box will be inserted on the right side of the window. It
will have the name of the author or reviewer and date and time of
the comment being made.
Step 2. Type the comment.
Step 3. Once done click anywhere on the document to activate it.
Note: If more than one or two of users add comments then the
comments by different users will be shown in different coloured
comment boxes.
Deleting Comments
To delete any comment, click on the down
arrow on the bottom right of the comment
box.
A popup menu will be displayed to delete only
the current comment, all comments by a
particular author and to delete all comments.
Comparing Documents
Step 1. Open the edited document.
Step 2. Select Edit > Track Changes >
Compare Documents option.
Step 3. The Compare To dialog box will
appear. Browse and select the original file to
be compared.
Step 4. The Manage Changes dialog box is
displayed.
Step 5. Close the dialog box when done.
Step 6. Save the edited file.
 Analysing Data
It is the process to extract useful information for making effective decisions.
Data Analysis
Process to retrieve, correlate, explore and visualise data to identify patterns, trends and relationships.
Spreadsheet is the best tool for data analysis.
Consolidating Data
It is a function used to combine information from multiple sheets of the spreadsheet into one place to
summarize the information.

Steps:
1. Open sheets to be consolidated and add data in sheets 1 and 2.
2. Click Data -> Consolidate or Alt+D.
3. Choose Function.
4. Click source data range and add data from both sheets to consolidation ranges.
5. Click “Copy results to” option and select the desired cell to display result.
6. Click on > sign next to Options.
i) Consolidate by ‘Row Labels’ or ‘Column Labels’.
ii) Select ‘‘Link to Source”. It will keep on updating the data of the consolidate sheet automatically if there
is any changes made in the selected ranges.
7. Click ‘OK’.
Groups and Outline
It creates an outline of the selected data and can group rows and columns together.
Steps:
1. Click Data-> Group and Outline.
2. Choose Rows or Columns to group the data.
Note: To remove the online feature,
Click Data -> Group and Outline -> Remove Outline.
Subtotals
It creates the group automatically and applies common functions like sum, average on it. Any type of
summary function can be used for each column.
Note: The sheet where this is to applied must have labels to the column.
Steps:
1. Data -> Subtotals.
2. Click `“Group By” option and choose a column.
3. Click “Calculate Subtotals for” and choose a column.
4. Select desired function under the option “Use Function”.
5. Click Ok.
You can group data upto three levels.
What is Scenario?
It is a set of values that can be used with the calculations in the spreadsheet.
Follow the following steps to create scenario.
1. Select the cells which contains values in the sheet that needs to be changed.
2. Choose Tools>Scenarios
3. Enter a name for the new scenario.
4. Click on OK button.

Comment - Specifies additional information about the scenario.

Display border -Highlights the scenario in your table with a border.
Copy back -Copies the values of cells that you change into the active scenario. If you do not select
this option, the scenario is not changed when you change cell values. The behavior of the Copy
back setting depends on the cell protection, the sheet protection, and the Prevent changes settings.
Copy entire sheet-Copies the entire sheet into an additional scenario sheet.
Prevent changes -Prevents changes to the active scenario.
Note:
 You can only edit cell values if the Prevent changes option is selected, if the Copy back is
option is not selected, and if the cells are not protected.
 You can only change scenario cell values and write them back into the scenario if
the Prevent changes option is not selected, if the Copy back option is selected, and if the
cells are not protected.
Creating, defining and naming ranges
 Way 1 Way 2
1. Select the range and enter a name in 1. Click Data - > define Range.
the name box.
2. Press enter.

What-if Analysis Tool

It uses Data -> Multiple Operations and is a planning tool for what-if questions.
1. Enter the data in the cells and then enter a formula to calculate a result from values in other
cells.
2. Create an array of input values on the basis of which the output is to be generated using the
formula.
3. Create an array of input values on the basis of which the output is to be generated using the
formula.
4. Select the cell range of input array and output array.
5. Click on Data>Multiple Operations.
6. Enter the cell address in the Formulas box.
7. Now, enter the cell address of the cell which is a variable and is used in the formula in
Column input cell box.
8. Click on OK.

Goal Seek
It helps in finding out the input for the specific output.
Steps:
3. Enter the values in the worksheet.
4. Write the formula in the cell where
the calculation has to be used.
5. Place the cursor in the formula cell,
choose Tools > Goal Seek.
6. Place the cursor on the Variable cell
box and click on the cell that contains
the value to be changed.
7. Enter the desired result in the Target
value box.
8. Click on OK button.
Solver
A solver allows you to solve mathematical problems with multiple unknown variables and a set of
constraints on the variables by goal-seeking methods.
Tools - >Solver.
Target Cell - Enter or click the cell reference of the target cell. This field takes the address of the cell
whose value is to be optimized.
Optimize results to
Maximum: Try to solve the equation for a maximum value of the target cell.
Minimum: Try to solve the equation for a minimum value of the target cell.
Value of: Try to solve the equation to approach a given value of the target cell.
Enter the value or a cell reference in the text field.
By Changing Cells: Enter the cell range that can be changed. These are the variables of the
equations.
Limiting Conditions: Add the set of constraints for the mathematical problem. Each constraint is
represented by a cell reference (a variable), an operator, and a value.
Cell reference: Enter a cell reference of the variable.
Operator: Select an operator from the list. Use Binary operator to restrict your variable to 0 or 1.
Use the Integer operator to restrict your variable to take only integer values (no decimal part).
Value: Enter a value or a cell reference. This field is ignored when the operator is Binary or Integer.
Remove button: Click to remove the row from the list. Any rows from below this row move up.

Linking Spreadsheet Data

Ways to link sheets
It can be done in two ways,
i) is creating reference to other sheets/documents by using keyboard and mouse,
ii) other is by linking external data.
 To add a new sheet
iii) Click on the Add Sheet by clicking on the (+) sign located in the left bottom of the spreadsheet.
iv) You can right click anywhere on the sheet tab and select Insert sheet option from the drop-down list.
v) Insert Sheet dialog box can be invoked from the menu option Sheet > Insert Sheet
Creating Reference to Other Sheets by Using Mouse
We had selected cell reference by clicking on the cells.
Creating Reference to Other Sheets by Using Keyboard
An alternative could be to type the reference.
 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: $‛Term 1’.C4
Note:
1. Single quotes (‘ ’) are used as there is a space between Term and 1 in the sheet name.
Creating Reference to Other Documents by Using Keyboard and Mouse
To refer to a cell in a different spreadsheet we write in single quotes the path of the file followed by #$ then
the name of the sheet followed by a . (dot) and then the cell address.
For example: ‘file:///C:/Users/ADMIN/Documents/X-A.ods’# $Result.C4
Note:
1. The path of a file has three forward slash ///.
2. A filename can have space within its name hence single quotes (‘ ‘) are used.
To insert a sheet from another file
The From file option of Insert Sheet Dialog box allows us to insert sheet from another file as well.
Steps:
 Select Sheet > Insert Sheet > From File.
 Click on Browse button, which will open a file selection dialog box.
 Select the file from which you want to import the sheets.
 Press OK.
 Check the “Link” checkbox to ensure that the changes made in the selected sheet “Result” are
reflected in the current sheet.
 In other words, it provides us access to the “live data”. A “live” data means that the data is always
the same as in the original file.
 After selecting the file, the sheets contained in it are displayed in the list box.
 The links can be updated by selecting Tools > Options > LibreOffice Calc > General > Updating,
whenever the file is opened to ensure that you have access to the updated data always.

Hyperlinks to the Sheet

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.
1. Relative Hyperlink.
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. Example: C:\Users\ADMIN\Downloads\try.ods.
 2. Absolute Hyperlink
A relative hyperlink stores the location with respect to the current location.
Example: Admin\Downloads\ try.ods
Difference:
Absolute Hyperlink Relative Hyperlink.
if the file is removed from the location, absolute If the complete folder containing the active
hyperlink will not work. 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
It is possible to hyperlink a sheet of other spreadsheet document in a spreadsheet.
Steps to insert a document hyperlink :
Step 1. Open the required spreadsheet document.
Step 2. Select and click on Insert > Hyperlink.

 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.
 Then click on the Target button to choose the sheet which is to be hyperlinked.
 Click on Apply and Close button.
 Enter the text in the Text box to assign the hyperlink to that text.
 Click on Apply and Close button.
 To open the hyperlinked sheet, press the Ctrl key and click on the hyperlinked word the sheet will be
opened in the new window.
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.

Removing a 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
Fig . 1 Fig. 2

To insert the tables from a HTML document, we can use the External Data Dialog box.
The steps are:
1. Open the spreadsheet where external data is to be inserted. Selecting language to import for the
webpage.
2. Select the cell to store the first cell of the table in the external data.
3. Select Sheet > Link to External Data.
4. The External Data dialog box is displayed (Fig . 1).
5. Type the URL of the source document or select it from the drop-down list if it is listed and press enter.
6. A dialog box is displayed to select the language for import.(Fig. 2) Selecting Automatic shows data in the
same language as in the webpage.
7. From the Available Tables/Ranges list, choose the desired table. If you choose HTML_all option, then
the entire HTML document is selected.
8. The table is inserted in the spreadsheet.
Linking to Registered Data Sources
LibreOffice Calc allows us to link spreadsheet documents with databases and other data sources. The data
source needs to be registered with LibreOffice. Registration is a means to inform LibreOffice about the type
of data source and the location of the file. The extension of LibreOffice Base is .odb.
To register a data source that is in *.odb format, follow the steps given below.
1. Select Tools > Options > LibreOffice Base > Databases.
2. The Options - LibreOffice Base-Databases dialog box appears.
3. Click the New button to open the Create Database Link dialog box as shown.
4. Enter the location of the database file, or click Browse to open a file browser and select the database
file.
5. 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. Note – The OK button is enabled only when both fields are filled in.
Sharing Spreadsheet
In LibreOffice Calc, one spreadsheet can be used by more than one user at a time by sharing it. A shared
spreadsheet is a same sheet that can be accessed by more than one user and can allow them to make
changes simultaneously on it. It saves the trouble of keeping track of multiple copies of the same
spreadsheet.
The following are the steps to share the
spreadsheet.
 Open a new spreadsheet and save it with
some name.
 Select and click on Tools > Share
Spreadsheet.
 Click on OK.
 Observe that shared is added with the
name of the document in the title bar.
 Observe the Edit menu on the main menu
bar that shows Undo, Redo, Repeat, Paste,
Links to External files, ImageMap, Object
are not available for use.

Saving a Shared Spreadsheet

Follow the steps given below to save a shared spreadsheet:
Step 1. After making the changes in the shared spreadsheet, you need to save it before closing the
spreadsheet.
Step 2. If two or more users are working at the same time and the changes do not conflict, then the message
will appear stating that the spreadsheet has been updated with changes saved by other users.
Step 3. If there is any conflict for the changes, then resolve conflict dialog window will appear.
Step 4. No other user can save the shared spreadsheet when you are resolving the conflicts.
Step 5. If another user is trying to save the shared document and resolve conflicts, then you will be notified
with a message that the file is locked. Now, you cannot save it.
Turning off Shared Feature
While recording the changes, the spreadsheet will turn off its shared feature.
Follow the following steps to turn off sharing feature:
Step 1. To enable the Record changes, first disable the shared mode of spreadsheet.
Step 2. To disable the shared mode, open the spreadsheet.
Step 3. Select and click on Tools > Share Spreadsheet from main menu bar. This will open the Share
Document dialog window.
Remove the check-mark on the check box, “Share this spreadsheet with other users”, and click on OK
button. Observe that (shared) word from the name of the spreadsheet has disappeared from the title bar of
the spreadsheet.

Recording Changes
LibreOffice Calc provides different ways to record the changes made by one or other users.
Follow the following steps for recording changes:
 To record track changes, click on Edit > Track Changes > Record.
 Now make some changes in the cell values. Observe that the border color of the cell in which data has
been changed turns to red. Also, the changed cell will display a comment if the cursor moves to the
changed cell.
Add, Edit and Format the Comments
In Calc, the comments are automatically added. Also, the author or reviewer can add their own comments
as well.
 Select from main menu bar and click on Edit >
Track Changes > Comment to add your own
comments.
 This will open the Add comment window. Enter
your comments.
 Now to view the entered comment, click on the
cell where comment was entered. It shows the
complete description of the comments entered.
 You can also insert comments to a cell. Click on
the cell where you want to insert comments.
Then select from main menu Insert > Comment.
 Once this text is typed in the text box, you can
observe a colored dot in the upper-hand corner
of the cell where the comment is added using
insert comment.
 Once the comment is added, you can display, edit
or delete it. To perform these operations, right
click on the cell where you have inserted the
comments.
 Select the “Edit Comment” option to edit the
comments.
 Select “Delete Comment” option to delete the
comment.
 Select the “Show Comment” to view the
comment.
 Again when you right click on the cell, you will
observe that “Hide Comment” option will be
activated in place of “Show Comment”.
Review Changes
Follow the following steps to review changes.
Step 1. Select and click on Edit > Track Changes >
Show.
Step 2. This is used to plan what all changes are to
be displayed.
 Formatting Comment
Follow the following steps to format the comment.
Step 1. Right click on the cell where the comment is added.
Step 2. Select the option “Format cell”, which will display the Format Cells dialogue box.
Step 3. You can apply the various formatting features from its tab such as Font, font Effects, Alignment,
Borders, Background and Cell Protection. Change the font, text colour, fill colour, line colour for the
comment box as desired and click on OK button to apply the changes.
Merging and Comparing
Open the spreadsheet file.
Click on Edit > Track Changes > Merge Document.
Select the first spreadsheet file from the Merge With dialog window to open the second worksheet.
This will open Manage Changes dialog window.
Click on Accept All to accept all the changes which is done in the second spreadsheet to the first.
Comparing Documents
1. Open the spreadsheet file Test.ods. Click on Edit > Track Changes > Compare Document.
2. This will open the Compare to dialog window,
3. This will open the Manage Changes dialog window to accept/reject the changes.
4. Finally click on Close button.
Linking Spreadsheet Data
It can be done in two ways,
i) is creating reference to other sheets/documents by using keyboard and mouse
ii) other is by linking external data.
Using Macros in Spreadsheet
A macro is a single instruction that executes a set of instructions. These set of instructions can be a
sequence of commands or keystrokes that can be used for any number of times later. A sequence of actions
such as keystrokes and clicks can be recorded and then run as per the requirement
Note: It is important to know that by default the macro recording feature is turned off when LibreOffice is
installed on your computer.
Macro Enabling
Macro recording can be enabled using the Tools option on the main menu bar by selecting Tools > Options >
LibreOffice > Advanced. Record Macro option found under Tools > Macros is visible now.
Macro Actions which are not recorded
The Macro records all the keyboard and mouse actions but the following actions are not recorded.
• Opening of windows
• Actions carried out in another window than where the recording was started.
• Window switching
• Actions that are not related to the spreadsheet contents. For example, changes made in the Options
dialog, macro organizer, customizing.
• Selections are recorded only if they are done by using the keyboard (cursor traveling), but not when the
mouse is used.
• The macro recorder works only in Calc and Writer.
Recording a Macro
Follow the steps given below to record a macro.
Step 1. Click on Tools > Macros and then click on the Record Macro option.
Step 2. Now start taking actions that will be recorded.
Step 3. Once you click on Record Macro option, recording of actions starts and a small alert will be
displayed. Clicking on “Stop Recording” button will stop the recording of actions.
Step 4. This will open the Basic Macros dialog window to save and run the created macro.
Step 5. To save the macro, first select the object where you want the macro to be saved in the Save Macro
to list box.
Step 6. The name of the macro by default is Main and is saved in the Standard Library in Module1.
Step 7. Click on Save button.

Library
 A Library is a collection of modules which in turn is a collection of macros.
 The action recorded by a macro is recorded as instructions in a programming language called BASIC.
 The code of a macro begins with Sub followed by the name of the macro and ends with End Sub.
Rules for naming a Macro, Module or a Library:
While naming a Macro, Module or a Library the name should :
• Begin with a letter
• Not contain spaces
• Not contain special characters except for _ (underscore)
Running a Macro
 Use Tools > Macros > Run Macro to open the Macro
Selector dialog boxe.
You will see three names in the library.
Out of which
• LibreOffice Macros library is provided by
LibreOffice and contains modules with pre recorded
macros and should not be changed.
• My Macros contain macros that we write or add
to LibreOffice.
• Untitled1 is the name of the unsaved worksheet
we are working on which will be replaced with the
name of the spreadsheet.
 Select the library and module in the Library list.
 Select the macro in the Macro name list.
 Click Run to run the macro.

Creating and Organising a Simple Macro

 Click on Tools > Macros > Organize Macros >  Click Organizer to open the Basic Macro Organizer
LibreOffice Basic to open the LibreOffice Basic dialog.
Macro dialog window. Fig. 1 Fig. 2
Fig. 1 Fig. 2

Create a library and module to store a macro

Steps to create a new library containing modules, Steps to create a module to store a macro.
 Click on Library > New.  Choose the Modules Tab and select a
Module.
 Click on New to create a new Module. Fig.
2
 Select Hello and click Edit to open the
Integrated Development Environment
(IDE).
 Fig. 1 Fig. 2

Macro as a Function
Note:A function is capable of accepting arguments or values. It can perform operations on the arguments,
perform calculations and return the result. They can be used as “Add-in” .
Steps:  Choose Calculate_Double.ods. Click on New
 Enter data in a sheet and save it with the name and type a name Calculate_Double and press OK.
as Calculate_Double.ods
 Select Tools > Macros > Organize Macros >
LibreOffice Basic to open the LibreOffice Basic
Macros dialog.

 Write a function Calc_Double to calculate the

double of entered value. A function starts
with Function followed by the name of the
function and then the statements.
 Press the Save button on the toolbar or press
Ctrl+S.
 Database Management System
Data - The raw facts constitutes data.
Information - Information is the processed or organized form of data.
Database - A database is a collection of logically related data items stored in an organised manner.
Database Management System - The software that is used to create, update and retrieve data is known as database
management system (DBMS). E.g. Some of the common examples of DBMS are MS Access, Open Office or
LibreOffice Base, Oracle.
Advantages of DBMS:
Minimal Data Redundancy – In the event of requiring the same data field in several tables the data field might get
repeated in number of tables. This is called as data redundancy. This can be reduced by using DBMS tools.
Data Consistency – By minimising data redundancy, chances of inconsistent data being stored is reduced. For
example, it should not happen that the name of the student is changed in one table and not in another. Such
inconsistency is reduced by using a DBMS.
Data Models
This structure of database is known as data model that describes the manner in which data will be stored and
retrieved.
Hierarchical Data Model : In this model the data is Network Data Model In this model, multiple records are
organized into a tree like structure. The data is linked to same master file. It is also considered as an inverted
stored in the form of records. A record is a collection tree where master is present in the bottom of the tree and
of fields and its data values. the branches contain information linked to the master.

Relational Data Model

A relational database is a collection of related tables.
Relational Database Terminology
Entity – It is a real world object about which information is to be stored in a database. E.g. student, teacher etc.
Attributes - These details associated with the entity are called attributes.
E.g. admission number, roll number etc.
Table – A table is a collection of logically related records. It is organised as a set of columns, and can have any
number of rows. A table is the basic unit of any DBMS.
Field or Columns or attributes – A field is the smallest entity in the database. A collection of fields make a record, a
collection of records make a table and a collection of tables make a database.
Data Values – Data values are the raw data represented in numeric, character or alphanumeric form. Examples of
data values are ‘Abhinav Bindra’, ‘26’ etc.
Record or Row – The data values for all the fields related to a person or object is called a record. A record holds the
data values of all the fields for a single person or object in a table. Primary Key – A primary key or simply a key is a
field that uniquely identifies a row in a table.
Composite Key - If, in a table we use more than one fields to identify a record, it is known as a composite key.
Candidate Key – All the field values that are eligible to be the primary key are the candidate keys for that table.
Alternate Key – Out of the candidate keys, one or two are made as primary keys. The others are the alternate keys.
Foreign Key – If a field or a combination of fields of one table can be used to uniquely identify records of another
table, then that particular field is known as the foreign key.
Forms – A form is a feature of a database using which we can enter data in a table in an easy and user friendly
manner.
Queries – A query is used to retrieve the desired information from the database.
Reports – The output of a query may be displayed in the form of reports.
Data Types
Memo LONGVARCHAR Stores up to the maximum length indicated by user. Memo data type allows to store
text data up to 64,000 characters.
Text (fix) CHAR Stores exactly the length specified by user. Character data type is used to enter fixed
number of characters.
Text VARCHAR Stores upto the specified length. The number of bytes allocated depends on the
number of characters entered by the user.
Data Types
Currency– The currency data type indicates the monetary values and can be stored using currencies of various
countries. For example $100, £ 500 or Rs. 25.50.
Boolean – In boolean data type there can be only two values- True or False.
Binary – The Binary data type used to store digitized images and sounds that comes as long
string of zeros and ones.
Timestamp - Stores date and time information at once.
Ways of creating a Database
1. Start > LibreOffice
2. A Database Wizard opens.
3. click Create a new database radio button.
4. click Next.
5. Next step gives the option to register our database with LibreOffice.org. If we register the database, then our
database is made public and hence can be accessed by other people.
6. If you do want to register the database then select the option ‘No, do not register the database’.
7. Click Finish button.
8. The Save As dialog box appears. Enter the name of database and click “Save” to save it with extension .odb.

Note : In Writer and Calc, selecting View > Data Sources, or pressing the Ctrl+Shift+F4 key combination,
opens and closes the Data Sources window containing the list of registered databases. If a database is not
registered, this window will not contain it and you cannot access it in Writer or Calc if you need to use data
from it.
 Ways of creating a table
A table in LibreOffice Base can be created using
i) Wizard -> From Task Pane
ii) Design view -> From Task Pane
iii) SQL Command (for advanced users) -> Tools > SQL

Creating a Table using a Wizard

 Select Use Wizard to create a table option from the Tasks Pane.
 The Table Wizard dialog box will open.
 You can select all the fields from Available fields
 Then click on Next button.
 This screen will give you three choices. By default the “Insert data immediately” option selected.
 Click on the Finish button.
 Creating Table in Design View
Advantage of Creating Tables in Design View over Wizard
Creating the table using wizard restricts us to use the same fields in the per-designed tables. It may not solve the
purpose in real scenario, as we may require to create a table with the different fields for our purpose. Creating tables
using Design View gives us more flexibility to do our work.
Create Table in Design View

 Click on the option Create Table in Design View in the Tasks Pane and Table Design Window will be opened.
 Type the first field name (EventId) in the Field Name column. Press Tab key.
 The cursor moves to the second column i.e. Field Type to select the desired data type from the list box.
Note: The screen is broadly divided into two sections or horizontal panes.The upper half consists of a grid structure
with three columns Field Name, Field Type and Description.
 The upper half consists of a grid structure with three columns.
• Field Name – It is the name of the field assigned at the time of creation of table.
 • Field Type – It allows to assign a data type to the field.
• Description – It allows to describe the purpose of the field.
 The Field Properties pane is located at the bottom half of the window. It displays the field properties assigned by
the database designer.
 The Edit icon ( ) appears before the record that is being edited.
 The black pointing arrow ( ) just before the field name is the record pointer.
Referential Integrity
According to the principle of referential integrity, no unmatched foreign key values should exist in the database.
LibreOffice Base gives us following four options to choose from to maintain referential integrity.
• No action – This is the default option. This option states that a user should not be allowed to update or delete any
record in the master table if any related record exists in the transaction table.
• Update cascade – This option allows the user to delete or update the referenced field but along with it all the
related records in any of the transaction tables will also be deleted or updated.
• Set NULL – This option assigns NULL value to all the related fields if the master record is deleted or updated.
• Set default – This option assigns any fixed default value to all the related fields if the master record is deleted or
updated.
Setting the Primary Key
 To make a particular field as the primary key, place
the mouse pointer before the field name.
 Select the Primary Key option from pop up menu.
 A key icon appears before the field name indicating
that it is a primary key.


To set a composite primary key
1) To set a composite key, i.e. a primary key consisting of two fields, keep the Ctrl key pressed and then click on
multiple fields to select them.
2) Thereafter right click on selected fields and choose Primary Key option from the pop up menu.
Navigating through the Table
 The black pointing arrow ( ) just before the field name is the record pointer.
 To navigate through various records of the table, we use the navigation box present at the bottom of the
datasheet window.
 The various components of Navigation Box are as follows:
• Record Selector Box – This is the text box where the currently active record number is displayed. We may enter
the record number that we want to see in this text box.
• Navigation Buttons – These are used to scroll vertically in the table.
Note: Press Esc key to cancel the corrections made and restore the original contents.
Sorting Data in the Table
The process of arranging the records in particular order on any filed is called as sorting.
 Open the table in datasheet view and select the field on which you want to sort.
 From the tool bar click Sort Ascending icon if the table has to be sorted in ascending order of selected field.
 Alternatively select Sort Descending icon
Advantages of Relating Tables in a Database

 It helps prevent missing data by keeping deleted data from getting out of synch.
  Creating relationships between tables restricts the user from entering invalid data in the referenced fields.
 Any updation in the master table is automatically reflected in the transaction tables.
Creating a Query
Methods to create a query.
(i) Using a Wizard
(ii) In Design View
(iii) In SQL view
Create A Query Using A Wizard
To create a query using a wizard, follow the following steps:
In the Database Design window, click on Queries button present in the Database Pane on the left.
i. In the Tasks Area, click on Use Wizard to Create Query… option.
ii. It contains the Steps Pane on the left and the Query Details Area on the right.
iii. The first step of the wizard is to select fields from the respective tables.
iv. Clicking on the Next button will display the screen to select the sorting order.
v. The next step is to set the search conditions or the criteria on the basis of which records will be filtered from
the table. By default, the radio button with option Match all of the following is selected.
vi. The last step of the Query wizard displays the entire overview of the query.
It includes the following:
• Name of the Query
• The action to be performed after the wizard finishes – By default Display Query option will be selected
• Complete detail of the query – This section contains a summary about the query that has been created.
vii. Click on Finish button.
Creating a Query in Design View
 Click Queries icon on the Objects Pane in the Database Window.
 Click Create Query in Design View… icon in the Tasks Pane.
 Click on the Event table to be used in the query and then click on Add Button.
 Click Close button.
 The field name along with the table name is displayed in the Design grid present in the lower half of the Query
Design window.
 Observe that the Visible Check Box is by default selected. This means that all the selected fields will be visible
when you run the query.
 In the grid, there is a row titled Alias. As mentioned before, it can be used to display meaningful names in the
output.
 To sort the records in either ascending or descending order of a particular field, the Sort row is given in the grid.
 we can also put conditions on groups using the Criterion row.

 Once the query is designed, click Run Query ( ) button on the toolbar or press F5 key.
 Click on save button to save the query.
Note: We can even use certain mathematical functions to find the count, sum, minimum, maximum or average of
data values.
Forms
A form is an object of the database that has a user friendly interface where data can be entered and seen in an
attractive and easy-to-read format.
Need of Forms:
The row and column format of the data-sheet view is not a user friendly interface. So it is required to develop a user
friendly data entry screen for data entry operator or a user, who is not very well versed with computers. Moreover,
while doing data entry, the user may accidentally or intentionally alter the data in the table. Therefore LibreOffice
Base provides the Form feature for data entry purposes.
 Ways To Create A Form
There are two ways to create a form:
• Using a wizard
• Using the Design View
Creating a Form Using a Wizard
 Open the database and click the Form icon on the Database Pane.
 Click the option Use Wizard to Create Form… on the Tasks Pane.
 The step 1 of the wizard is to select the tables or queries for which the form has to be created.
 After selecting the table, all the fields of the table will be listed in the Available Fields list box.
 As we require all the fields to appear in the Form, shift all the fields of Event table from Available Fields list box to
Fields in the Form list box using >> button.
 The second step consists of setting up a subform, i.e. a form within a form. You need to check the checkbox “Add
Subform” to add the subform.
 This step arrange controls i.e. to set up the design of the form. By default, all controls will be left aligned. Click
Right Align radio button to align the controls from the right side of the form. A field control consists of two parts –
label and the field value text box. A label is a piece of text that specifies the data that should be entered in the
field value text box. A field value text box is linked to the respective field in the table.
 Four layouts are given in this step of the wizard to choose from:
 Columnar display with Labels on the left of the field value.
 Columnar display with Labels on top of the field value
 Display as datasheet
 Block display with labels on top
 The next step is to apply styles to the form being created. By default the border of the field text value is displayed
in 3D look. We can select the options No Border or Flat if required.
 The next step is to set the name of the form. By default the name of the form is same as the name of the table.
 In the same step, by default, the radio button with the option Work with the form is selected. If you wish to modify
the form after the wizard finishes, click Modify the form option.
 Click Finish button.
Forms Control Toolbar
The forms control toolbar contains various tools to add or edit controls on the form.
Records Toolbar
The Records toolbar contains the navigation control buttons in the extreme left. With the help of these buttons, we
can traverse and view the records in the file.
Modifying a Form
To change the background color of the form - Right click on the form name and select Edit… option. A separate Form
Design View will open. -> Page Style
Editing the labels - Press the keyboard shortcut key Ctrl+Click to select the label. Right click on the selected label and
select Control Properties -> Label property
Moving a control - Click on the control that has to be moved. Press Ctrl key while clicking on the control. Now, click
and drag the control to move to the desired location.
Changing the size of the textbox control - Press Ctrl button while clicking on the textbox. Place the mouse pointer on
any of these handlers and drag them to the desired size.
Adding a Tool tip - A tool-tip is a small piece of text that is displayed when the mouse pointer is placed on a
particular control. Right click and select Control Properties… option -> Help Text
Adding a calendar for the date field - Right click and select Control Properties-> Date Field dialog box -> Date Format
property.
Adding text to the form - While designing a form, we may need to enter titles, headings or subheadings. It is called
as Labels.
Form Controls tool box -> Label ( ) tool -> Double click on label to open Label Field dialog box.
To add a new record into the table -> Click on New Record button on the Records toolbar.
Report
The Report feature of OpenOffice Base helps to present the retrieved data in a user friendly, understandable
and formatted manner. We can create a report based on a table or a query or both.
Creating a Report Using a Wizard
 LibreOffice Base User Interface -> Database Pane -> Reports icon -> Tasks Pane
 Use Wizard to Create Report -> The Report wizard along with two other windows will be displayed. One of the
window is Report Builder window and the other is Add Field dialog box.
 All the fields of the selected table will be listed in the Available Fields list box. Click >> button to shift all the fields
to Fields in report list box.
 A layout is the manner in which the labels, field values and titles will be displayed in the report. Out of various
Layout options given, choose the desired layout, say Tabular and also the layout of headers and footers (Default).
 Click on the Next button to move to last step. Here we name the report and to specify the manner in which we
want to proceed after the wizard finishes.
 By default the type of report is Dynamic. That means as the field values in the base table or query change, the
report will also change automatically. If you don’t want automatic updation of the report, choose the Static option.
Modifying a Report
 Right click on the Report -> Edit.
 The Report Builder window will open. In this window, various controls can be inserted using the Report Controls
toolbar.
Inserting Titles and Headings -> Click on the Label tool -> Double click on it to open the Properties dialog box and
type the title text.
Inserting Date and Time -> To insert the date on which the report is generated.
Step 1. Click in the Page Header area to make it active.
Step 2. Click Insert > Date and Time…
 Health, Safety and Security at Workplace
Health
Health of an employee is the state of the physical, mental and social well-being.
Hazard
A hazard is the something that can cause harm to the people.
Risk
A risk is a probability of causing harm to the people.
Security
Security is a kind of freedom from any potential harm.
Policies and Procedures for Health, Safety and Security
A health, safety and security policy is a written statement by an employer stating the company’s commitment for the
protection of the health, safety and security of employees and to the public.
Note- Department of Information Technology - DoIT
Reasons for Health, Safety and Security Programs or Policies in Workplace
 It clearly indicates the company’s commitment for their employee’s health and safety;
 It clearly state that the company is taking care of all its stake holders.
 Company can comply national policy on Occupational Health and Safety (OH&S) of Government of India.
 Injuries and illness of the employees is prevented through such policy.
Occupational Health and Safety (OH&S) clauses
 Provide adequate resources to ensure continual improvement in its OH&S performance.
 Comply with relevant OH&S legal and other requirements applicable to the organisation
 Set appropriate OH&S objectives & targets and conduct periodic performance reviews against these targets.
Workplace Safety Hazards
Physical Hazards
 Falling Off Heights,
 Slipping
 Tripping
Measures:
 all things must be arranged properly.
 Make sure there is proper lighting a
Electrical Hazards
 coming in direct contact with live wires.
 having indirect contact through a conductor.
Measures:
 routine inspections of all wiring
 emergency exits
 including fire escape routes
Fire Hazards
Measures:
 fire extinguishers and alarms emergency exits
 including fire escape routes
Health Hazards
 noisy machine or factory environment
 exposure to bright lights and toxic fumes
Potential Sources Of Hazards In An Organization
Source Details Measures
Bright light sources behind  Use blinds or drapes on
the display screen window
 Health, Safety and Security at Workplace
 Use indirect or shielded
lighting
Hazards using Computers  poor sitting postures Stretching at regular intervals
 Excessive duration of sitting in one
position.
Handling Office Equipment sharp-edged equipment be trained
Handling Objects Lifting or moving heavy items follow approved procedure
Stress at Work Long working hours Take breaks
Working Environment poor ventilation, hard furniture
Hazard Control
 Take all feasible measures to eliminate the hazard.
 If elimination is impractical or remains incomplete, take all feasible measures to isolate the hazard.
 If it is totally impossible to eliminate or isolate the hazard, its likelihood to cause injury should be minimised.
Safety Guidelines Checklist
1. Store all cleaning chemicals in tightly closed containers in separate cupboards.
2. Throw garbage daily.
3. Make sure all areas have proper lighting.
4. Do not wear loose clothing or jewellery when working with machines.
Air And Water Quality Monitoring Process
Note:
1. Air and water pollution can be analysed by three common forms of analysis –
i. Physical Analysis
ii. Chemical Analysis
iii. Biological Analysis
2. The PH value of the water can be measured through chemical analysis.
Guidelines for Clean Air and Clean Water
 Avoid dust production, generation of solid particles and gases in the air.
 Organisation must use limited number of vehicles to avoid air pollution.
 The generation of ozone gas must be kept at low level by the organisation.
 Take care that their waste is not mixed with the surrounding water.
Importance of Cleanliness at Workplace
It is always safe to keep your workplace clean to avoid hazardous.
Spills and breakage are to be cleaned up immediately
Spaces around machines and equipment should be kept clear and clean at all times to permit free movement.
Floors should be kept clean and clear to prevent slipping and collision.
Office Ergonomics
Ergonomics is the science concerned with designing and arranging things so that people can use them easily and
safely.
The following office ergonomics emphasize the identification of early warning signs.
 Health, Safety and Security at Workplace
Computer Health and Safety Tips
1. Musculoskeletal Problems
This problem include different areas of your body, such as neck, back, chests, arms shoulders and feet. It occurs
because of your wrong posture, uncomfortable chair for sitting that is not ergonomically correct while working on the
computer.
To avoid this problem,
 Position your computer such that the end of the monitor should be at your eye level.
 Keep the neck neutral with monitor directly ahead to prevent to turn your neck.
 Keep your monitor at least arm length distance, or 20 to 30 inch away from you.
 Maximise contact of your back against the backrest of the chair.
2. Occupational Overuse Syndrome
Occupational overuse syndrome, also known as repetition strain injury (RSI), is a collective term for a range of
conditions, characterised by discomfort or persistent pain in muscles, tendons and other soft tissues, with or without
physical manifestations. It is usually caused or aggravated by work, and is associated with repetitive movement.
3. Carpal Tunnel Syndrome
One of the most common conditions related to repetitive use of muscles when using the computer is carpal tunnel
syndrome. It causes pain, numbness, and tingling in the hand and arm.
To avoid:
 Ensure that you use appropriate posture when typing. For example, your fingers should be above the ‘home
position’ (asdf and jkl; keys) on the keyboard, when your elbows are by your sides.
 Users should avoid gripping the mouse too tightly.
 The keyboard and mouse should be kept at the same level.
 In addition, use of ergonomic keyboard and mouse help to reduce the risk of wrist related conditions.
4. Strain in Legs and Feet
Sitting to work for long time may cause strain in legs.
To avoid:
Position your desk chair to sit comfortably with your feet flat on the floor and your lower legs vertical.
5. Eye Strain: Vision Syndrome is caused by poor lighting and glare on the computer screen.
Computer’s bright light, glare and flickering images can cause eye strain and visual fatigue.
6. To reduce the risks of visual problems:
• Adjust the brightness of computer screen to save your eyes from strain.
• Reposition the screen to avoid glare from lights or windows.
• Keep a proper vision distance from computer screen and blink your eyes in an interval.
• Wear anti-glare glasses while working in computer. • Keep the screen clean and use a desk lamp to make it
easier to see.
Health and Safety Requirements for Computer Workplace
1. Display Screen (Monitor)
Use the modern LED monitors of legible size and with adequate spacing between the characters and lines.
2. Keyboard
The space in front of the keyboard must be sufficient to provide support for the hands and arms of the user.
3. Work Surface
The work desk should be sufficiently large, lowreflectance surface and allow a flexible arrangement of the
screen, keyboard, documents and related equipment.
4. Work Chair
The work chair must be stable and allow the user to move easily and find a comfortable position.
5. Space Requirements
The workstation should be designed to provide sufficient space for the user to change position and vary
movements.
Cautions while Working on the Computer
 Health, Safety and Security at Workplace
 The static electricity generated just by walking on the carpet can damage your computer component. So use a
surge protector when you plug your system in.
 A battery backup system is the best way to protect against a power outage, as it provides the system with
constant voltage.
 Remove rings, watches and necklaces while working on the computer.
 Unplug all power sources and cables from computer. If you are working with plugged in computer then it might
damage your hardware. Modern processors will overheat within 7 sec if heat sink is not attached.
Accidents And Emergencies
Accident
An accident is an unplanned, uncontrolled, or unforeseen event resulting in injury or harm to people and damages to
goods. For example, a person falling down
Emergency
Emergency is a serious or crisis situation that needs immediate attention and action. For example, a customer having
a heart attack.
Guidelines For Identifying And Reporting An Accident Or Emergency
 Notice and Correctly Identify Accidents and Emergencies
 Get help Promptly and in the Most Suitable Way
 Follow Company Policies and Procedures for Preventing Further Injury While Waiting for Help to Arrive
 Act within the Limits of your Responsibility and Authority when Accidents and Emergencies Arise
 Promptly Follow Instructions given by Senior Staff and the Emergency Services
Types of Accidents
i. Trip and Fall
Customers or employees can trip on carelessly left loose material and fall down, such as tripping on loose wires.
ii. Slip and Fall
Slips are mainly due to wet floors, spilling of liquids or throwing of other slip-causing material on floors.
iii. Injuries caused due to Escalators or Elevators (or lifts)
Injuries can be caused by falling on escalators and getting hurt.
iv. Accidents due to Falling of Goods
Goods can fall on people from shelves or wall hangings and injure them.
Handling Accidents
i. Attend to the Injured Person Immediately
ii. Inform your Supervisor
iii. Assist your Supervisor
Types of Emergencies
Some general emergency handling procedures that you can follow:
First Aid
It should contain all the important items for first aid required to deal with common problems such as cuts, burns,
headaches and muscle cramps.
Electrical Safety
Employees must be provided instructions about electrical safety such as keeping water and food items away from
electrical equipment.
Evacuation
Leave the premises immediately and start moving towards the nearest emergency exit.
General Evacuation Procedures
• Leave the premises immediately and start moving towards the nearest emergency exit.
• Guide your customers to the emergency exits.
• If possible, assist the person with disability to move towards the emergency exit.
• You may carry your hand-held belongings, as you move towards the emergency exit.
Fire Hazards in the Workplace
 Health, Safety and Security at Workplace
Types of fire hazards
 Electrical Hazards
 Combustible Materials
 Flammable Materials
Fire Prevention
• All employees must know where the fire extinguishers are located, and how to properly use them.
• Fire extinguishers and First Aid Stations should be clearly marked with signs.
• Never block access to Exits, fire extinguishers, electric switches and panels.
• Do not block or stack material against doors, which would prevent them from operating properly in event of a fire.
Identification of Material and Ignition Sources
Materials are classified by risk, and are sorted according to these fire classifications:
a) Class A Material: materials such as wood, cloth, and paper, which won’t ignite on their own but will continue to
burn once exposed to a heat source.
b) Class B Material: all liquid, grease, and gas materials that burn when exposed to ignition sources.
c) Class C Material: electrical materials and equipment. These materials cause fires very quickly and present a
serious risk of arc flash.
d) Class D Material: any materials that are volatile and able to quickly ignite, such as magnesium, potassium, and
sodium.
Examples of ignition sources
Open flames such as gas ovens, lighters in smoking areas, and welding torches.
Sparks from wood or metal saws and other types of equipment.
Heat sources such as combustion engines, space heaters, ovens, and machines that produce heat during operation.
Chemical ignition from chemicals that combust under normal working temperatures.
Fire Extinguisher
A fire extinguisher is a protection device used to extinguish fires. It is a cylindrical pressure vessel containing an agent
which can be discharged to extinguish a fire.

Injuries due to Electrical accidents

 Swollen tongue may obstruct airways.
 Irregular heartbeat of cardiac arrest.
 Difficult breathing or respiratory arrest
 Entry and Exit Burns
Electrical Rescue Techniques
1. Approaching the accident
• Never rush into an accident situation.
• Call 108 as soon as possible.
2. Examining the scene
• Visually examine victims to determine if they are in contact with energised conductors.
• Metal surfaces, objects near the victim itself may be energised.
3. Hazards and solutions
• Be alert for hazards, such as heated surfaces and fire.
 Health, Safety and Security at Workplace
• In case you cannot switch off the power source, take extreme care.
4. High voltage rescue
• Special training is required for rescues if high voltage is present.
• Protective equipment, such as gloves and shoes must be worn.
5. First Aid
• A victim may require Cardio-Pulmonary Resuscitation (CPR).
 If the victim is breathing and has a heartbeat, give first aid for injuries and treat for shock.
Steps to perform in CPR
 Perform a breathing check.
 Begin chest compressions.
 Open the mouth for airway.
 Give rescue breaths.
 Continue CPR until help arrives.