ELECTRONIC SPREADSHEET (ADVANCED)

ANALYZE DATA USING SCENARIOS AND GOAL SEEK

Data Consolidation
In OpenOffice, data consolidation refers to the combining of data from various sources or sheets into
a single area for easy analysis and manipulation. It helps when working with data that is spread across
multiple files or sheets and enhances productivity, accuracy, and decision-making abilities.

Advantages of using Consolidation Data –

• Saves time by combining information from various sources into one document.
• reduces the possibility of errors that could happen when manually copying data, which
increases accuracy.
• allows you to examine and interact with the combined data in one place, which
improves efficiency.
• improves decision-making by giving a thorough perspective of the data.
• Having all the data in one location makes it simpler to share it with other people.

Consolidation Data Window

To use the Consolidate tool in OpenOffice, follow these steps:
1. Open a new or existing spreadsheet in OpenOffice.
2. Select the cell where you want the consolidated data to appear.
3. Click on Data > Consolidate from the menu bar.
4. In the Consolidate dialog box, select the range of cells or sheets you want to
consolidate.
5. Choose the function you want to use to consolidate the data (such as sum or average).
6. Specify any additional settings, such as whether to include labels or empty cells.
7. Click OK to consolidate the data.

Creating Subtotal in Electronic Spreadsheet

Subtotal in OpenOffice electronic spreadsheet refers to a function that calculates the subtotal of a
range of values within a list or table. This function can be used to summarize data by category or
group, allowing you to quickly see the total for each group.

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Advantages of using Subtotal in OpenOffice electronic spreadsheet:
• Easy data analysis by grouping and summarizing data based on criteria.
• Improved accuracy by automating subtotal calculations and reducing errors.
• Increased efficiency by saving time and effort.
• Enhanced organization by grouping data into categories and subcategories.
• Customizable grouping and calculation criteria for flexibility in data analysis.

SubTotal Window
To use the Subtotal function in OpenOffice, follow these steps:
1. Open a new or existing spreadsheet in OpenOffice.
2. Select the range of data you want to subtotal.
3. Click on Data > Subtotals from the menu bar.
4. In the Subtotals dialog box, select the column you want to group by and the function
you want to use (such as sum or count).
5. Click OK to apply the subtotals.

Using “What-if” Scenarios in Electronic Spreadsheet

Scenarios in OpenOffice electronic spreadsheet refer to a feature that allows you to create and
compare different sets of data to explore different outcomes or possibilities. Scenarios are useful
when you want to explore how changes in data will affect your calculations, such as in financial
modeling or forecasting.

What is use of What-if in scenario

―what-if‖ analysis in scenarios, you can test different possibilities and explore the potential impact of
changes to your data, helping you make more informed decisions.
Advantages of using Scenarios in OpenOffice electronic spreadsheet:
• Allows you to explore different outcomes or possibilities based on changes to your
data.
• Helps you to better understand your data and make more informed decisions.
• Particularly useful in financial modeling, forecasting, and other areas where you need
to explore the impact of different variables on your data.
• Provides a way to compare and contrast different sets of data and their potential
impact.
• Can save time by allowing you to easily create and test different scenarios.

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To use Scenarios in OpenOffice, follow these steps:
1. Open a new or existing spreadsheet in OpenOffice.
2. Enter the original data that you want to use as the basis for your scenarios.
3. Click on Tools > Scenarios from the menu bar.
4. In the Scenarios dialog box, click on Add to create a new scenario.
5. Give your scenario a name and select the cells you want to vary in your scenario.
6. Enter the new values for each cell in your scenario.
7. Click OK to save your scenario.
8. Repeat steps 4-7 to create additional scenarios.
9. To compare scenarios, click on Tools > Scenarios and select the scenarios you want to
compare.

Goal Seek in Electronic Spreadsheet

Goal Seek in electronic spreadsheet refers to a feature that allows you to find the input value needed
to achieve a specific output value. This can be useful when you know the desired result of a
calculation, but you are not sure what input value is needed to achieve that result.
For example, you might use Goal Seek to determine what interest rate is needed to pay off a loan in a
specific amount of time, or what sales volume is needed to achieve a certain profit margin.

To use Goal Seek in an electronic spreadsheet, follow these steps:

1. Enter the formula that you want to use in the cell where you want the output value to
appear.
2. Enter an initial value for the input cell that you want to change.
3. Click on Tools > Goal Seek from the menu bar.

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 4. In the Goal Seek dialog box, enter the output value you want to achieve and select the
cell containing the input value you want to change.
5. Click OK to run the Goal Seek analysis.
6. The Goal Seek feature will calculate the value needed to achieve the desired output
and update the input cell with the new value.

Solver in Electronic Spreadsheet

The Solver is a more advanced version of Goal Seek. While Goal Seek is designed to find a single
variable solution, Solver can handle equations with multiple unknown variables. It is used to find the
best possible outcome that meets a set of defined conditions, such as minimizing or maximizing a
particular result based on a set of rules or constraints that you define.

Solver example
Consider investing $10,000 over the course of a year in two mutual funds. Fund X is a lower risk
fund with an interest rate of 8%, whereas Fund Y has a greater risk interest rate of 12%. How much
should be put into each fund in order to generate a total interest of $1,000?

Difference between goal seek and solver

Goal Seek Solver

Find a single variable solution to Find an optimal solution to a problem

Purpose
a problem with multiple variables

Input
One input variable Multiple input variables
variables

Finds the value of the input Finds the best combination of input
Output variable that produces a specific variable values that meet a set of
output conditions or constraints

Problem Simple problems with one Complex problems with multiple

complexity unknown variable unknown variables and constraints
Algorithm Iterative method Optimization algorithm

Minimize, maximize, or target a specific

Optimization None
value

Constraints None Multiple constraints can be added

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LINK DATA AND SPREADSHEETS
You may also link cells from several worksheets and spreadsheets to summarise data from numerous
sources using spreadsheets. This allows you to build formulas that combine data from several sources
and perform computations using both linked and local data.

Inserting New Sheet

When you open a new spreadsheet, it usually contains three sheet named Sheet1, Sheet2 and Sheet3.
If you want to insert a new sheet into the spreadsheet, there are different methods you can use.
Steps for Creating New Sheet –
1. Choose Insert > Sheet from the menu bar,
2. Insert the sheet by right-clicking on the tab,
3. Click in the empty area at the end of the sheet tabs.

Renaming Sheets
• Step 1 : Double-click on the name of a current worksheet.
• Step 2 : Use the context menu that appears when you right-click on the name of an
existing worksheet to select Rename.
• Step 3 : Click on the worksheet tab to choose the worksheet you want to rename, and
then choose the Sheet option from the Format menu. The Rename option should be
chosen from the submenu that is displayed when you do this.

Cell Reference
Cell referencing in a spreadsheet is the process of referring to a specific cell or range of cells within a
worksheet by using a unique identifier. This unique identifier is called a cell reference and it is made
up of a combination of a column letter and a row number that identifies the location of a particular
cell.
There are two ways to reference cells in other sheets –
1. Creating The Reference With The Mouse
2. Creating The Reference With The Keyboard.

Creating The Reference With The Mouse

Both spreadsheets must be open in order to construct the reference with the mouse. Choose the cell
where the formula will be entered.

Creating The Reference With The Keyboard

Referencing It‘s easy to enter a cell reference using the keyboard in a formula. The reference consists
of three parts:
• Path and file name
• Sheet name
• Cell
Example – =‘file:///Path &File Name‘#$SheetName.CellName.

Working with Hyperlinks

In Calc, you can utilise hyperlinks to navigate between spreadsheet cells and to other areas of the
same or different files, websites, or even other spreadsheets.
Hyperlinks can be stored within your file as either relative or absolute.

Relative And Absolute Hyperlinks

Relative and absolute hyperlinks are used in spreadsheet applications, such as OpenOffice Calc, to
create links between cells or other resources within the same spreadsheet or to external files and web
pages.

a. Relative Hyperlinks – Relative hyperlinks are links that are specified in relation to the current
cell‘s location. They typically use a path that is relative to the current file‘s location. For example, if
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you are currently on cell A1 and you want to link to cell B1 in the same sheet, you can use the
relative hyperlink ―B1‖.

b. Absolute Hyperlinks – Absolute hyperlinks, on the other hand, specify the full path or URL of the
resource being linked to. For example, to link to a web page located at
―https://cbseskilleducation.com/information-technology-class-10-notes/‖, you can use the absolute
hyperlink ―https://cbseskilleducation.com/information-technology-class-10-notes/‖.

Linking to External Data

To insert external data, such as tables from HTML documents or named ranges from other
spreadsheets, into OpenOffice Calc, you can use the External Data dialog or the Navigator.
1. Using the External Data dialog: Go to ―Data‖ > ―External Data‖, select the source of
the data, and choose the specific data to insert. You can link to the external data or
copy it into your spreadsheet.
2. Using the Navigator: Click on the ―Navigator‖ icon or press F5, expand the ―Data
Sources‖ section, select the source of the data, and drag and drop the table or named
range into your spreadsheet.

SHARING WORKSHEET DATA

Spreadsheet software gives users the option to share and store workbooks in a network location so
that numerous users can view the same workbook at once. This function helps users collaborate more
effectively by increasing the efficiency of data entering.

Setting up a Spreadsheet for Sharing

You can create a spreadsheet at any moment and share it with others. Open the spreadsheet document
and select Tools > Share Document to enable the document‘s collaborative features. You can choose
whether to activate or disable sharing from a dialogue that appears.

Record Changes

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You may track changes made to a spreadsheet by yourself or other users using the ―Record Changes‖
option in OpenOffice Calc. When working on a spreadsheet with others, reviewing and editing data,
and keeping track of multiple people‘s edits, this capability comes in handy.
Any changes you make to the spreadsheet are noted in the document and recorded when the ―Record
Changes‖ option is turned on in OpenOffice Calc.
Turned on Record Changes featue ON
• Open the Spreadsheet
• Click on Edit > Changes > Record
• Now, You can start Editing the worksheet

Viewing Changes
Calc gives the control over the spread sheet to view the changes you or other have done in
Worksheet. To change the available filters, select Edit > Changes > Show. The following dialog
opens.

In OpenOffice Calc, you can view changes made to a spreadsheet using the ―Record Changes‖
feature.
• Date filter: Shows only the changes made within a specified time range.
• Author filter: Displays changes made by a specific person, which is useful when
multiple reviewers are working on the worksheet.
• Range filter: Shows only changes made within a specific range of cells, helpful for
large spreadsheets.
• Comment filter: Displays changes that have comments matching the search criteria.
• Show accepted changes: Displays only the changes that you have accepted.
• Show rejected changes: Displays only the changes that you have rejected.

Accepting or Rejecting Changes

You have the choice to accept or reject the changes once you‘ve done editing the document. When
changes are accepted, they are made permanent parts of the document; when changes are rejected, the
document returns to the way it was before the changes were made.
1. Go to the ―Edit‖ menu and select ―Changes‖ followed by ―Accept or Reject.‖
2. In the Accept or Reject Changes dialog box, you can either accept or reject changes
one-by-one or all at once.

Merging Worksheets

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Merging worksheets in OpenOffice Calc is a feature that allows you to combine two or more
worksheets into a single worksheet. This is useful when you have data spread across multiple
worksheets that you want to consolidate into a single worksheet for analysis or reporting purposes.
• Open the Worksheet
• Select Edit > Changes > Merge Document
• Select the file from selection dialog box
• Use Accept or Reject changes

Comparing Document
You can compare two or more spreadsheets in OpenOffice Calc using a feature called ―Document
Comparison‖ to find discrepancies between them. This can be helpful when you want to evaluate
edits made to a spreadsheet by another person or when you want to compare two spreadsheet versions
for inconsistencies or errors.
• Open worksheet
• Select Edit > Compare Document
• Select the original worksheet
• Now, You can find the changes

CREATE AND USE MICROS IN SPREADSHEET

Using Micors
A macro in OpenOffice is a set of commands or keystrokes that are stored for later usage. Macro
might be simple, like inputting an address automatically, or sophisticated, like automating a sequence
of calculations. Because the OpenOffice macro language is so flexible, users can automate a variety
of processes. When repetitive actions need to be carried out repeatedly in the same manner, macros
are especially helpful.

Advantages of Micro
• The repetitive and routine processes are automated by macros.
• Macros save your time

Creating Macro in Spreadsheet

• Open Worksheet
• Click on Tools > Macros > Record Macro
• Click on Start/Stop recording

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 ELECTRONIC SPREADSHEET (ADVANCED)
OBJECTIVE QUESTIONS (SET 01)

1. allows you to combine data from multiple worksheets into a single master
worksheet.
a. Data Consolidation
b. Multiple Data
c. Scenarios
d. Goal Seek
Ans: a. Data Consolidation

2. series of worksheets or workbooks summarizes it into a single worksheet.

a. Multiple Data
b. Data Consolidation
c. Scenarios
d. Goal Seek
Ans: b. Data Consolidation

3. Which function cannot be performed through Subtotal in a Spreadsheet?

a. Sum
b. Product
c. Average
d. Percentage
Ans: d. Percentage

4. Scenarios are a tool to test questions.

a. Auto
b. Goal Seek
c. What-if
d. Drop Down
Ans: c. What-if

5. When making a watermark or putting an image in the backdrop of a document, comes

in useful.
a. Transparency
b. Fill
c. Filters
d. Crop
Ans: a. Transparency

6. It refers to a cell or a range of cells on a worksheet and can be used to find the values or data that
you want a formula to calculate.
a. Row
b. Column
c. Autosum
d. Cell Reference
Ans: d. Cell Reference

7. , totals/adds data arranged in an array—that is, a group of cells with labels for columns
and/or rows Which step one must follow before using the Subtotal option?
a. Consolidate

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b. Rename Data
c. Filter Data
d. Subtotal
Ans: d. Subtotal

8. A hyperlink contains the full address of the destination file or web page.
a. Relative
b. Absolute
c. Mixed
d. Address
Ans: b. Absolute

9. Which of the following reflects the importance of Goal Seek?

a. Subtotal
b. Scenario
c. Solver
d. Consolidate
Ans: c. Solver

10. means combining data in a spreadsheet from different worksheets into master
worksheet
a. Hyperlinks
b. Consolidating
c. Linking
d. Filter
Ans: b. Consolidating

11. An link will stop working only if the target is moved while a link will
stop working only if the start and target locations change relative to each other.
a. absolute, fixed
b. Relative, Absolute
c. absolute, relative
d. permanent, absolute
Ans: c. absolute, relative

12. Hema holds the title of chartered accountant. On a daily basis, she used to keep track of the
accounts on a spreadsheet. There are a number of steps that she must follow at all times. Can you
recommend a spreadsheet feature that will allow her to complete these activities quickly and without
having to repeat the processes each time?
a. Record Changes
b. Track Changes
c. Goal Seek
d. Using Macros
Ans: d. Using Macros

13. Raj has produced a worksheet in which he has entered all of his employees‘ details. He wants
each employee to look over the spreadsheet and, if necessary, change their address and phone
number. He‘d also like to know what modifications his employees have made. Which aspect of the
spreadsheet should he enable so that he can view the changes that his staff have made?
a. Macro
b. Link Workbook
c. Change Worksheet
d. Track Changes
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 QUESTIONS AND ANSWERS (SET 01)

1. What is Consolidating data?

Answer – The Data Consolidation tool summarises data from multiple worksheets or workbooks into
a single worksheet that you can simply update. Consolidate has a graphical interface for copying data
from one set of cells to another and then performing one of a dozen operations on it. Consolidation
allows the contents of cells from many sheets to be consolidated in one location.

2. What is Subtotal?
Answer – SUBTOTAL: totals/adds data in an array—that is, a collection of cells with column and/or
row labels. You can choose arrays and then apply a statistical function (sum, average, max, min) to
them using the Subtotals dialogue. To maximise efficiency, a function can be applied to up to three
sets of arrays.

3. What is Goal Seek?

Answer – The word ―goal seeking‖ refers to the act of determining your input value based on a
previously determined output value. The method entails the use of a certain operator in a formula that
may be calculated with computer software.
Example: Set Cell: This specifies the cell whose value will be changed to the desired value after the
Goal Seek operation is completed.
For instance, Jack received a 25 out of 30 in English and a 22 out of 30 in Math. In order to calculate
the score in IT, he needs to acquire an overall score of 85 percent. As a result, a goal has been
established, and according to it, Jack will discover one unknown variable, IT marks.

4. What is Scenario?
Answer – Scenarios are a tool to test ―what-if‖ questions. Each scenario is given a unique name and
can be changed and presented independently. Only the content of the currently active scenario is
printed when you print the spreadsheet. A scenario is essentially a set of saved cell values that you
may use in your calculations. Using the Navigator or a dropdown list displayed beside the changing
cells, you may simply switch between these sets.

5. What is Solver?
Answer – The Solver option in the Tools menu is essentially a more advanced version of Goal Seek.
The Solver, on the other hand, deals with equations involving several unknown variables. It is meant
to minimise or maximise the result based on a set of rules that you specify.

6. Differentiate between relative and absolute hyperlinks.

Answer – An absolute hyperlink will stop working only if the target is moved. A relative hyperlink
will stop working only if the source and target locations change relative to each other.
Suppose, if you have two spreadsheets in the same folder linked to each other and you move the
entire folder to a new location, a relative hyperlink will not break a link.

7. How can we rename a worksheet in Spreadsheet?

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Answer – There are three ways you can rename a worksheet, and the only difference between them is
the way in which you start the renaming process. You can do any of the following: Double-click on
one of the existing worksheet names. Right-click on an existing worksheet name, then choose
Rename from the resulting Context menu. Select the worksheet you want to rename (click on the
worksheet tab) and then select the Sheet option from the Format menu. This displays a submenu from
which you should select the Rename option.

8. How can we rename a worksheet in Spreadsheet?

Answer – You can rename a worksheet in three different ways, with the only difference being how
you begin the renaming process. You can choose from the following options:
Select one of the existing worksheet names with a double-click.
Right-click an existing worksheet name, then select Rename from the Context menu that appears.
Select the worksheet you want to rename (by clicking on the worksheet tab), then choose Sheet from
the Format menu. This brings up a submenu, from which you should choose Rename.

8. What is the advantage of sharing worksheet data?

Answer –
Enhance the speed of data entering
To facilitate collaboration, make things easy.

9. Explain features and use of Record changes.

Answer – Calc offers a feature that allows you to keep track of what data was modified, when it was
updated, who performed the modification, and which cell it happened in.
A coloured border appears around a cell where changes were made, with a dot in the upper left-hand
corner. Other reviewers will easily notice which cells have been changed. A strong coloured bar
indicates a deleted column or row.

10. What is the purpose of adding comments?

Answer – Comments from reviewers and authors can be added to explain their changes.
11. How can we add comments to the changes made?
Answer – To add a remark to a modification, use the following syntax:
Make the necessary changes to the spreadsheet.
2. Select the cell that has been changed.
3. Select Edit > Changes > Comments from the drop-down menu. The following dialogue box
appears. Calc‘s automatically added comment displays in the title bar of this dialogue and is not
editable.
4. Click OK after typing your own comment.

12. Explain features of accepting or rejecting changes.

Answer – The beauty of the recording changes mechanism becomes apparent when you receive a
worksheet with changes. You can now go through each change like the original author and decide
how to proceed. To get started, do the following:
1. Open the worksheet that has been changed.
2. Select Edit > Changes > Accept or Reject from the drop-down menu. The dialogue box displayed
below will appear.
3. Calc goes through each modification one by one. As you go through the process, you can accept or
reject each adjustment. If you wish to, you can also pick Accept all and reject all.

13. What are Macros? How can we record a Macro?

Answer – When the same set of operations must be completed repeatedly, such as formatting or
applying a similar formula to a similar piece of data, macros can save time. It can be used to name
and track a sequence of events.
To record a macro, follow these steps:
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1. Input data
2. Before performing any operation, go to tools->macro->record macro.
3. Now repeat the motion you just did.
4. Select ―Stop Recording‖ from the drop-down menu. Now save the macro by giving it a name.

QUESTIONS AND ANSWERS (SET 02)

Define and Explain the usage of the following terms with Reference to OpenOffice Calc.
(a) Consolidating data (b) Subtotals (c) Goal seek (d) Scenario (e) Solver
Answer:
(a) Consolidating data
Data Consolidation allows you to gather together your data from separate worksheets into a master
worksheet.
OR
The Data Consolidation function takes data from a series of worksheets or workbooks and
summarizes it into a single worksheet that you can update easily. Consolidate provides a graphical
interface for copying data from one range of cells to another, then running one of a dozen functions
on the data. During consolidation, the contents of cells from several sheets can be combined in one
place.
(b) Subtotals
SUBTOTAL: totals/add data arranged in an array—that is, a group of cells with labels for columns
and/or rows. Using the Subtotals dialog, you can select arrays, and then choose a statistical function
(sum, average, max, min) to apply to them. . For efficiency, one must choose up to three groups of
arrays to which to apply a function.
( c) Goal seek
Using the Goal Seek option under the Tools menu, you can discover what values will produce the
result that you want.
OR
Goal seeking is a general term used to describe the process involved in figuring out your input value
based on an already known output value. The process involves using a specific operator in a formula,
which can be calculated using computer software.
Example: Set Cell: It specifies the cell whose value will be changed to the desired value after the
result of the Goal Seek operation.
Example: Jack scored 25 out of 30 in English, 22 out of 30 in Maths. He wants to calculate the score
in IT he needs to achieve 85 percent in aggregate. So here goal is set and according to it Jack will find
one unknown variable IT marks.
(d) Scenario
Scenarios are a tool to test ―what-if‖ questions. Each scenario is named, and can be edited and
formatted separately. When you print the spreadsheet, only the content of the currently active
scenario is printed. A scenario is essentially a saved set of cell values for your calculations. You can
easily switch between these sets using the Navigator or a drop-down list which can be shown beside
the changing cells.
For example, if you wanted to calculate the effect of different interest rates on an investment, you
could add a scenario for each interest rate, and quickly view the results. Formulas that rely on the
values changed by your scenario are updated when the scenario is opened. If all your sources of
income used scenarios, you could efficiently build a complex model of your possible income.
(e) Solver
The solver option under the Tools menu amounts to a more elaborate form of Goal Seek. The
difference is that the Solver deals with equations with multiple unknown variables. It is specifically
designed to minimize or maximize the result according to a set of rules that you define.
Each of these rules sets up whether an argument in the formula should be greater than, lesser than, or
equal to the value you enter.
For example, you can set the constraint that one of the variables or cells must not be bigger than
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another variable, or no bigger than a given value. You can also define the constraint that one or more
variables must be integers (values without decimals), or binary values (where only 0 and 1 are
allowed). Once you have finished setting up the rules, you can adjust the argument and the results by
clicking the Solve button.

Explain how to create a reference to (a) Other worksheets within the same workbook (b)
worksheet of another workbook with keyboard and mouse.
OR
What are the two ways of referencing cells in other worksheets?
Answer:
a) Other worksheets within the same workbook
1. Click on the = icon next to the formula bar.
2. Now, click on the sheet tab for the sheet containing the cell to be referenced. (eg. Sheet2)
3. Click on cell F3 (where the balance is) in sheet2. The phrase ‗Sheet2‘.F3 should appear in the
formula bar. With the help of a keyboard, you have to type down the above formula in the formula
bar.
b) Worksheet of another workbook
Mouse:
1. Click the = icon next to the formula bar.
2. Switch to the other spreadsheet (the process to do this will vary depending on which
operating system you are using).
3. Select the sheet (Savings account or any) and then the reference cell (F3).
Keyboard:
Creating The Reference With The Keyboard

Referencing within the

Spreadsheet!
Typing the reference is simple once you know the format the reference takes. Thereference has three
parts to it:
 Path and file name
 Sheet name
 Cell
Looking at the figure above, you can see the general format for the reference is
=‘file:///Path &File Name‘#$SheetName.cell name.

Differentiate between relative and absolute hyperlinks.

Answer:
An absolute hyperlink will stop working only if the target is moved. A relative hyperlink will stop
working only if the source and target locations change relative to each other. Suppose, if you have
two spreadsheets in the same folder linked to each other and you move the entire folder to a new
location, a relative hyperlink will not break a link.

How can we rename a worksheet in Spreadsheet?

Answer:

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There are three ways you can rename a worksheet, and the only difference between them is the way
in which you start the renaming process. You can do any of the following:
 Double-click on one of the existing worksheet names.
 Right-click on an existing worksheet name, then choose Rename from the resulting
Context menu.
 Select the worksheet you want to rename (click on the worksheet tab) and then select
the Sheet option from the Format menu. This displays a submenu from which you
should select the Rename option.

What is the advantage of sharing worksheet data?

Answer:
 Speed up data entry
 Make things easier for collaboration purposes.

Explain features and use of Record changes.

Answer:
Calc has the feature to track what data was changed when the change was made, who made the
change, and in which cell the change has occurred.
A colored border, with a dot in the upper left-hand corner, appears around a cell where changes were
made. Other reviewers then quickly know which cells were edited. A deleted column or row is
marked by a heavy-colored bar.
Example: If you are the sponsor of a youth baseball team. The coach has submitted a budget to you
for the season and you need to edit the costs and return them to her. You are concerned that if you just
make the changes, then the coach won‘t see the changes you made. You decide to use Calc with the
record changes feature turned on so that the coach can easily see the changes you have made.

What is the purpose of adding comments?

Answer:
Reviewers and authors can add their comments to explain their changes.

How can we add comments to the changes made?

Answer:
To add a comment to a change:
1. Make the change to the spreadsheet.
2. Select the cell with the change.
3. Choose Edit > Changes > Comments. The dialog shown below appears. The automatically-added
comment provided by Calc appears in the title bar of this dialog and cannot be edited. 4. Type your
own comment and click OK.

Explain the feature of accepting or reject changes.

Answer:
When you receive a worksheet back with changes, the beauty of the recording changes system
becomes evident. Now, as the original author, you can step through each change and decide how to
proceed. To begin this process:
1. Open the edited worksheet.
2. Select Edit > Changes > Accept or Reject. The dialog shown below opens.
3. Calc steps through the changes one at a time. You can choose to accept or reject each change as
you go through it. or you can also select Accept all and reject all if you want to do so.

What are Macros? How can we record a Macro?

Answer:

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Macros help in saving time in cases when the same set of tasks are to be done repeatedly like
formatting or applying a similar formula in a similar range of data. It can be used to name and record
a set of actions.
Procedure to record a macro:
1. input data
2. before you do any action click on tools->macro->record macro
3. now perform the action you want to repeat
4. click on stop recording. now save macro by giving name to macro

QUESTIONS AND ANSWERS (SET 03)

Q1. How can we rename a worksheet?

Ans. There are three ways you can rename a worksheet
a. Double-click on one of the existing worksheet names.
b. Right-click on an existing worksheet name, then choose Rename from the resulting Context menu.
c. Select the worksheet you want to rename (click on the worksheet tab) and then select the Sheet
option from the Format menu. This displays a submenu from which you should select the Rename
option.

Q2. What are the two ways of referencing cells in other worksheets?
Ans. Two ways to reference cells in other sheets: by entering the formula directly using the keyboard
or by using the mouse.

Q3. Differentiate between Relative and absolute hyperlinks.

Ans. Hyperlinks can be used in Calc to jump to a different location from within a spreadsheet. An
absolute link will stop working only if the target is moved. A relative link will stop working only if
the start and target locations change relative to each other. For instance, if you have two spreadsheets
in the same folder linked to each other and you move the entire folder to a new location, a relative
hyperlink will not break.

Q4. List the procedure involved in Linking HTML Tables to Calc Worksheet.
Ans. You can insert tables from HTML documents, and data located within named ranges from an
OpenOffice.org Calc or Microsoft Excel spreadsheet, into a Calc spreadsheet.
We can do this in two ways: using the External Data dialog or using the Navigator.
Using the External Data dialog
a. Open the Calc worksheet where the external data is to be inserted. This is the target worksheet.
b. Select the cell where the external data is to be inserted.
c. Choose Insert -> Link to External Data.
d. On the External Data dialog, type the URL of the source worksheet or click the […] button to open
a file selection dialog. Press Enter to get Calc to load the list of available tables.
e. In the Available tables/range list, select the named ranges or tables you want to insert. You can also
specify that the ranges or tables are updated every (number of) seconds.
f. Click OK to close this dialog and insert the linked data.

Q5. What is the purpose of adding comments?

Ans. Comments are mostly used in shared Calc sheet which is used to explain the changes made in
the sheet to the author of the sheet.

Q6. How can we add comments to the changes made?

Ans. Comments can be added as follows:
1. Make the change to the spreadsheet.
2. Select the cell with the change.

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3. Choose Edit > Changes > Comments. The automatically-added comment provided by Calc appears
in the title bar of this dialog and cannot be edited.
4. Type your own comment and click OK.
After you have added a comment to a changed cell, you can see it by hovering the mouse pointer over
the cell.

Q7. What are Macros?

Ans. A macro is a saved sequence of commands or keystrokes that are stored for later use. Macros are
especially useful to repeat a task the same way over and over again.

Q8. How can we record a Macro?

Ans. Steps to record macro are as follows
a. Use Tools > Macros > Record Macro to start the macro recorder. The Record Macro dialog is
displayed with a stop recording button.
b. Perform the actions you want to be recorded in the document.
c. Click Stop Recording.
d. The Macro dialog appears, in which you can save and run the macro.

Fill in the blanks (Electronic Spreadsheet (Advanced))

1. At the bottom of each worksheet window is a small tab that indicates the name of the worksheets
in the workbook.
2. A cell reference refers to a cell or a range of cells on a worksheet and can be used to find the
values or data that you want formula to calculate.
3. Spreadsheet software allows the user to share the workbook and place it in the Network location
where several users can access.
4. Spreadsheet software can find the changes by Comparing Sheets.
5. Macros are useful to repeat a task the same way over and over again.

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