Part - B

Unit - 2
Electronic Spreadsheet (Advanced)

A. Multiple choice questions

1. Which of the following features is not used for data analysis in
spreadsheet?
(a) Consolidating data (b) Goal Seek (c) Subtotal (d) Page layout
2. Which of the following office tool is known for data analysis? (a) Writer
(b) Calc (c) Impress (d) Draw
3. Which of the following operations cannot be performed using LibreOffice
Calc? (a) Store and manipulate data (b) Create graphical representation of
data (c) Analysis of data (d) Mail merge 4. What is the extension of
spreadsheet file in Calc? (a) .odb (b) .odt (c) .odg (d) .ods
5. The default function while using Consolidate is ____________. (a)
Average (b) Sum (c) Max (d) Count
6. Group by is used in _____________ tool to apply summary functions on
columns. (a) Consolidate function (b) Group and Outline (c) What-if
scenario (d) Subtotal tool
7. Which tool is used to predict the output while changing the input? (a)
Consolidate function (b) What-if scenario (c) Goal seek (d) Fine and
Replace
8. Which of the following is an example for absolute cell referencing? (a)
C5 (b) $C$5 (c) $C (d) #C
9. _____________ analysis tool works in reverse order, finding input based
on the output. (a) Consolidate function (b) Goal seek (c) What-if analysis
(d) Scenario
10. Macro Recordings can be enabled from the ________ option in the
menu bar. (a) Sheet (b) Data (c) Tools (d) Window.
11. Which of the following is an invalid Macro Name? (a) 1formatword (b)
format word (c) format*word (d) Format_word.
12. Which of the following Libraries contains modules with prerecorded
macros and should not be changed? (a) My Macros (b)
LibreOfficeMacros (c) Untitled1 (d) Test.
13. Identify which of the following is a programming Language? (a) Calc (b)
BASIC (c) Writer (d) Macro.
14. The Module can be executed from the IDE by pressing
_________________. (a) F3 (b) F4 (c) F5 (d) F6
15. Which of the following is the default name of the Macro
_______________. (a) Default (b) Main (c) Macro1 (d) Main_Macro

15. Insert Sheet dialog can be invoked from _______________. (a) sheet
(b) insert (c) tools (d) Windows
16. ______________ refers to cell G5 of sheet named My Sheet. (a) $My
Sheet.’G5’ (b) $My Sheet_’G5’ (c) $ ‘MySheet’.G5 (d) $ ‘MySheet’_G5
17. The path of a file has ____________ forward slashes. (a) four (b) three
(c) two (d) one
18. Which of the following feature is used to jump to a different spreadsheet
from the current spreadsheet in LibreOffice Calc? (a) Macro (b) Hyperlink
(c) connect (d) Copy
19. Sharing allows to edit the spredshheet by (a) single user (b) different
users simultaneously (c) one by one users (d) one after other users
20. Sharing spredsheet feature allows to save the changes in (a) multiple
sheets (b) user’s sheet (c) in a same sheet (d) in different sheet
21. The Recording Changes feature of LibreOffice Calc provides different
ways to record the changes made by ____________ in the spreadsheet.
(a) one user (b) other user (c) the user (d) one or other users
22. In Calc, the comments are added (a) automatically (b) by author (c) by
reviewer (d) all of above
23. The changes by team members in the spreadsheet can be accepted or
rejected by (a) the team members (b) any of the user (c) owner (d) other
users
24.Which of the following feature is used to jump to a different spreadsheet
from the current spreadsheet in LibreOffice Calc? (a) Macro (b) Hyperlink
(c) connect (d) Copy
25.Which of the following operations cannot be performed using LibreOffice
Calc? (a) Store and manipulate data (b) Create graphical representation of
data (c) Analysis of data (d) Mail merge
26.Imagine you are a financial analyst tasked with analyzing quarterly sales
data for a multinational corporation. The data is stored in separate sheets
within an Excel workbook, each representing sales figures from different
regions (e.g., North Zone, East Zone, South Zone). How can you efficiently
view and compare quarterly sales data from multiple regions in a single
spreadsheet to identify trends and relationships? (a) By creating separate
charts for each region’s data. (b) By using the Consolidate function to
combine information from all regional sheets into one summary
sheet. (c) By manually copying and pasting data from each region’s sheet
into a new sheet. (d) By deleting unnecessary data from each region’s
sheet.
27.Which of the following is an example for absolute cell referencing?
(a) C5 (b) $C$5 (c) $C (d) #C
28.What is the extension of spreadsheet file in Calc?
(a) .odb (b) .odt (c) .odg (d) .ods
B. Fill in the blanks
1. Consolidate function is used to combine information from multiple sheets
to _______________________ the information. (summarize )
2. Data can be viewed and compared in a single sheet for identifying trends
and relationships using ______________ function. (consolidate )
3. ________________ under Data menu can be used to combine
information from multiple sheets into one sheet to compare data. (Subtotal )
4. The _________________ tool in Calc creates the group automatically
and applies functions on the grouped data. (Subtotal )
5. _______________ scenario is used to explore and compare various
alternatives depending on changing conditions. (What-if)
6. ______________ is a planning tool for what-if questions. ( What-if tool)
7. What-if analysis tool uses ____________ array of cells, one array
contains input values and the second uses the _____________. ( two,
formula and display output )
8. _____________ helps in finding out the input for the specific output. (
Goal seek )
9. ________ library is automatically loaded when the document is opened.
( Standard)
10. IDE stands for _______________________________. ( Integrated
development environment)
11. Macro as a function is capable of accepting ___________ and returning
a ____________. ( arguments/values, result/value )
12. Macro ________________ allows us to add, delete a module.
(Organizer )
13. The code of macro begins with __________ followed by the name of
the macro and ends with __________. ( Sub, End Sub)
14. By default a macro is saved in the _____________ . ( Standard Library)
15.The title bar of the document shows __________________ along with
the filename for the shared mode of the spreadsheet. (current)
16. The shared mode spreadsheet allows __________ users to access and
edit the spreadsheet at the same time. ( HTML_all)
17. Recording changes automatically ____________ the shared mode of a
spreadsheet.( .odb)
18. Click on Edit menu, Track Changes and then select ____________ to
record the changes in the spreadsheet. (( Single quotes (‘ ’))
19. The border color of the changed cell will be ______________. ( Insert
Sheet)
20. The title bar of the document shows __________________ along with
the filename for the shared mode of the spreadsheet. ( shared)
21. The shared mode spreadsheet allows __________ users to access and
edit the spreadsheet at the same time. ( many)
22. Recording changes automatically ____________ the shared mode of a
spreadsheet. (turn off)
23. Click on Edit menu, Track Changes and then select ____________ to
record the changes in the spreadsheet. ( record)
24. The border color of the changed cell will be ______________. (red)
25. ____________ is used to add notes or suggestions to a cell in a
spreadsheet. (comment)
26. The comment box can be formatted just like formatting the __________
(cell contents).
C. State whether the following statements are True or False
1. Consolidate function is used to combine information from two or more
sheets into one. True
2. Consolidate function cannot be used to view and compare data. False
3. Link to source data is checked updates the target sheet if any changes
are made in the source data. True
4. Using subtotal in Calc needs to use filter data for sorting. False
5. Subtotal tool can use only one type of summary function for all columns.
False
6. Only one scenario can be created for one sheet. False
7. What-if analysis tool uses one array of cells. False
8. Goal seek analysis tool is used while calculating the output depending
on the input. False
9. The output of What-if tool is displayed in the same cell. False
10.Macro is a group of instructions executing a single instruction. False
11. Once created, Macro can be used any number of times. True
12. By default, the Macro recording feature is turned on.False
13. It is not possible to stop recording of a Macro. False
14. Every Macro should be given a unique name. True
15. A macro once created can be edited later. True
16. A sheet can only be added before the current sheet. False
17. If ‘sales’ sheet has a reference to ‘cost’ sheet then any changes made
to ‘cost’ sheet will be reflected in the sales sheet as well. True
18. It is not possible to link a sheet as a reference in another sheet. False
19. We can insert data from a table created on a web page into a
spreadsheet. True
20. A hyperlink once created on a sheet cannot be deleted.False
21. Spreadsheet cannot be shared to work with more than one user. False
12. Some of the features becomes unavailable when the spreadsheet is in
shared mode. True
23. You can record changes in the spreadsheet when the spreadsheet is
opened in shared mode. False
24. File menu is used to Record changes for the spreadsheet. False
25. You can add a note or suggestion in the spreadsheet using Insert
Comment. False
26. Formatting comment can be used to change the font colour of the
comment. True
D. Answer the following questions
1. Define the terms
(a) Consolidate function : Consolidate is a function used to combine
information from multiple sheets of the spreadsheet into one place to
summarize the information. It is used to view and compare variety of data
in a single spreadsheet for identifying trends and relationships.
Steps to consolidate the data are as follows: Step 1. Open the spreadsheet
which has the data to be consolidated. Step 2. Create a new sheet where
the data has to be consolidated. Step 3. Choose Data > Consolidate option
that will open Consolidate dialog box
(b) What-if analysis : What-if tool uses Data > Multiple Operations and is a
planning tool for what-if questions. In this, the output is not shown in the
same cells, whereas it uses a drop-down list to display the output
depending upon the input. The Multiple Operations tool creates a formula
array to display the list of results applying the formula on a list of alternative
values used in the formula. This tool uses two arrays of cells, one array
contains the input values and the second array uses the formula and
display the result. It is useful to check in the beginning to understand from
the output for the efficiency.
(c) Goal seek : ln general we fill in the values in the cells and then create
formula on these values to get the required result. To predict the output, we
keep on changing all the input values to obtain the desired output. Goal
seek helps in finding out the input for the specific output. For example, if
you want to know the number of units produced to get the desired output
then use Goal seek analysis tool. Follow the following steps to use Goal
seek tool. Step 1. Enter the values in the worksheet. Step 2. Write the
formula in the cell where the calculation has to be used. Step 3. Place the
cursor in the formula cell, choose Tools > Goal Seek.
2. Give the difference between
(a) Subtotal and What-if
Subtotal: The Subtotal tool in Calc creates the group automatically and
applies common functions like sum, average on the grouped data. One can
use any type of summary function for each column as per the requirement
of data analysis.
It can group subtotals by using category and sorts them in ascending or
descending order so that one need not to use filters.
Click on Data menu and choose Subtotals (Data>Subtotals)
What-if : What-if scenario is a set of values that can be used within the
calculations in the spreadsheet. A name is given to the scenario and
several scenarios can be created on the same sheet.
It is used to explore and compare various alternatives depending on
changing conditions. It can be used in the beginning of any project to
optimise the output. This tool is used to predict the output while changing
the inputs which reflects the output and thus one can choose the best plan
of action based on it.
Choose Tools>Scenarios will open scenario dialog window
3. Give any two advantages of data analysis tools.
Ans: Analysing data is the process to extract useful information for making
effective decisions. The spreadsheet is one of the best software used for
data analysis. It is used to retrieve, correlate, explore and visualise data to
identify patterns, trends and relationships. The spreadsheet component in
LibreOffice known as Calc includes several tools used to manipulate the
data in the spreadsheet. You can analyse the data and interpret the results
from it.
4. Name any two tools for data analysis.
Ans: i. Consolidate ii. What-if analysis
5. What are the criteria for consolidating sheets?
Ans: We need to check the following before consolidating data.
•Open each sheet in the spreadsheet and check that the data types must
match which you want to consolidate.
•Match the labels from all the sheets which are used for consolidating.
•Enter the first column as the primary column on the basis of which the data
is to be consolidated.
6. Which tool is used to create an outline for the selected data?
Ans: Group and Outline in Calc is used to create an outline of the selected
data and can group rows and columns together so that one can collapse (-)
to hide it or expand (+) it using a single click on it. Select the data to be
grouped, click on Data>Group and Outline. Then choose Rows to group the
data on the basis of rows or columns to group it on the basis of columns.
7. What is a Macro? List any two real life situations where they can be
used.
Ans: 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
Real life Situations : Many times, we have to perform repeated tasks such
as typing school name, address, contact numbers with a specific formatting
or apply the same formula at a particular cell for different sheets in a
workbook. How easy would it be if we could get this done at the click of a
button? This will ensure that we maintain the standardization in terms of
font style without any typing mistake.
8. List the actions that are not recorded by a macro.
Ans: 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.
Record Macro option after enabling macro
• 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.
9. How is LibreOffice Macros Library different from my Macros?
Ans: •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.
Till now we have learned to record, store and run the macro. The recorded
macro is internally stored as instructions written in a programming
language that are executed when the macro is executed or run. We
selected a library or module to store our recorded macro, similarly while
creating a macro, either create a new library/module or edit an existing
module stored in a library.
Use the following steps to organize the macro.
Step 1. Click on Tools > Macros > Organize Macros > LibreOffice Basic to
open the LibreOffice Basic Macro dialog window
Step 2. Click Organizer to open the Basic Macro Organizer
Create a library to store a macro : LibreOffice Basic Macro Organiser To
create a new library containing modules, click on Library > New. Use the
following steps to create a module to store a macro. Choose the Modules
Tab and select a Module. Click on New to create a new Module.
10.Differentiate between predefined function in Calc and Macros as a
function
Ans: Consider a situation wherein you need to perform calculations that are
repetitive in nature. Assume that the same formula needs to be applied to
different data in different sheets and there is no predefined function for it. In
such a situation will it not be convenient if we could create a macro that
performs the calculations? It will save us the effort of remembering and
typing the formulas.
It is possible to do so if we use Macro as a function. Instead of writing
instructions in between Sub and End Sub, we can write instructions in
between Function and End Function. A function is capable of accepting
arguments or values. It can perform operations on the arguments, perform
calculations and return the result.
11. List the rules that should be kept in mind while naming a macro.
Ans: 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)
12. Give any one advantage of macros
Ans: > Macros can be used again and again. So it saves time.
> A macro can be copied and distributed to multiple users
13. Name the two ways to link the sheets in a LibreOffice Calc.
Ans: The two ways to link the sheets in a LibreOffice Calc:
> By using keyboard
> By using mouse
14. Differentiate between Relative and Absolute Hyperlink.
Ans: 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.
15. Write steps to extract a table from a web page in a spreadsheet.
Ans: 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.
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.
16. Write steps to register a data source that is in *.odb format.
Ans: 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. Note –
The OK button is enabled only when both fields are filled in.
17. State advantages of extracting data from a web page into
spreadsheet.
Ans: Extracting data from a web page into a spreadsheet can have several
advantages, including:
> Accuracy
> Time and Cost Saving
> Automates Processes
18.Define the terms
(a) Sharing Spreadsheet : Sharing a spreadsheet is just like a teamwork
to work in collaboration with other users. The following are the steps to
share the spreadsheet.
Step 1. Open a new spreadsheet and save it with some name.
Step 2. Select and click on Tools > Share Spreadsheet from main menu
bar. This will open the Share Document dialog window which can be used
to enable or disable sharing option.
Step 3. Click on the checkbox “Share this spreadsheet with other users” to
share the spreadsheet and click on OK
(b) Record changes
This feature of LibreOffice Calc provides different ways to record the
changes made by one or other users in the spreadsheet. While recording
the changes, the spreadsheet will turn off its shared feature.
The feature of Track Changes > Record under Edit menu is turned ON
which was disabled and not working in the shared spreadsheet. Now to
record track changes, click on Edit > Track Changes > Record
19.Write the commands to perform
(a) Sharing Spreadsheet : Use Share option
(b) Record changes : Enable “Track Changes Feature”
20. Which menu is used to perform the functions
(a) Track Changes : Use edit menu
(b) Saving Spreadsheet : Use File menu
21. What do you understand by reviewing the changes in the
spreadsheet?
Ans: Once the spreadsheet is edited by all the members of the team. It is
the final stage before submitting the spreadsheet. In this stage, we will go
through the changes to accept or reject to prepare the final spreadsheet
after looking at all the changes made by the team members. Follow the
following steps to review changes.
Step 1. Select and click on Edit > Track Changes > Show. It will open the
Show Changes dialog window.
Step 2. This is used to plan what all changes are to be displayed while
reviewing the spreadsheet.
Step 3. Click on Edit > Track Changes > Manage to accept or reject the
changes. It will display the Manage Changes dialog window
Step 4. In this dialog window, click on the line and click on Accept or Accept
All or Reject All button to review the changes. Manage Changes dialog
window to accept or reject changes
Step 5. Click on Close button once the review is done.
22. Differentiate between Merging and Comparing Spreadsheet/How
do Merging and Comparing Spreadsheets differ in Calc?
23.Imagine you are a student organizing a fundraising event for your
school club. You have a spreadsheet in LibreOffice Calc that lists
donations from different sponsors. Each sponsor has contributed
multiple times, and you need to summarize the total amount donated
by each sponsor.
a) Which tool in Calc can be used to create the group automatically?
Ans: In LibreOffice Calc, the tool that can be used to create groups
automatically is Subtotals.
b. Which functions can be applied to the grouped data?
Ans: The Subtotal tool in Calc creates the group automatically and applies
common functions like sum, average on the grouped data.
c. Which menu option is used to apply this Tool? Ans: Data>Subtotals
d. What is purpose of e (-)or (+) signs on grouped data?
Ans ‘+’ sign to expand and ‘–’ sign to collapse the data.