UNIT – II ELECTRONIC SPREADSHEET (ADVANCED)

SESSION – 1 SCENARIO ANALYSIS

1. What is data consolidation? What is its use?

Data Consolidation is a process of considering data from several worksheets and preparing a
consolidated single summery report out of it .

Data consolidation facilitates easier editing and viewing of information since it shows in
aggregate/summary form .It is used to view and compare variety of data in a single spreadsheet
for identifying trends and relationships.

2. How do you consolidate data in Calc?

Ans. Follow these steps to consolidate data:

1.Create separate worksheets as per the requirements.

2.Place the cursor in the target worksheet where data consolidation is needed.

3.Click on Data – Consolidate option. A data consolidate dialog box appears.

4.Select the required function from theFunction drop-down button.

5.Add the ranges by selecting theSource data range andAdd button as you need.

6.Select thecopy results to cell to display the result.

7.Click on OK button.

3. What is the command used to consolidate data in Calc?

The command used to consolidate data in Calc is

Click Data>Consolidate (in the Data Tools group).

4. Write command(s) to calculate subtotals for expense field in an expense worksheet?

ANS - The command(s) to calculate subtotals for expenses filed in an expense worksheet.

Click on the Data tab then click Subtotal and then the Subtotal dialog box will be displayed.

In the Calculate Subtotals for box , select the Colomn Expenses which contain the values of
expenses .

In the Use function box, click the SUM function that you want to use to calculate the subtotals.

Click OK and Calc will calculate the expenses as per your selected options .

5. What is What-if-Analysis ? How is it useful?

ANS - What-if analysis is the process of determining the effects on outcomes in a spreadsheet
calculation through systematic changes in the input .
 It is useful for analyzing different input values and their impact on the outcome. This
way, one can take better decisions based on the different inputs and their outcomes .

7. Write Calc commands for various what-if tools.

ANS - Calc commands for various what-oif analysis tools are

i) Scenarios ii) Goal Seek iii) Solver

8. How is solver is different from Goal seek?

ANS - The Goal seeking is a what-if analysis tool that calculates backward to obtain an input that
would yield a given output.

Solver tool is a more elaborate form of Goal seek and it deals with equations with multiple
unknown variables . Aim of Solver is to find the maximum or miimum result from a multiple
unknown facts .

9. What is the use of Scenario tool ?

ANS - A Scenario is a what-if analysis tool which helps build a model wherein changes made in values
are reflected in the possible outcome, which is based on some formula using these values .

10. What is the use of Goal seek tool?

ANS - Use Goal Seek to find the result you want by adjusting an input value. If you know the result that
you want from a formula, but are not sure what input value the formula needs to get that result,
use the Goal Seek feature.

11. Suggest an example situation both for scenario and for goal seek where these tools may be
applied.

Scenario

Compare different scenarios for a budget by varying income and expenses. For example, you can
create a "Best Case" scenario with high income and low expenses, a "Worst Case" scenario with
low income and high expenses, and a "Most Likely" scenario with moderate income and
expenses.

Goal Seek

Consider the situation where you need to borrow some cash. You are aware of the amount of
money you need, the length of time you wish to repay the loan, and the monthly payment
amount you can afford. To figure out what interest rate you'll need to negotiate in order to
reach your loan objective, use Goal Seek.
SESSION – 2 LINKING SPREADSHEET DATA
Q .1 What is the use of multiple sheets in a workbook?

Ans - Multiple sheets help to keep information organized in a worksheet . Different data can be stored
in separate sheets for a better organisation . However , when the need arises , these separate can be
linked too and this ways all the data can be used enen while it is in different sheets .

Q. 2. How would you :

a) Insert a new sheet in a workbook?

Ans. - i. Select the sheet that will be next to or after the new sheet .

ii. Click command Insert  Sheet

OR Right click on the Tab and select Insert Sheet

OR Click in an empty space at the end of the line of sheet tabs.

iii. Calc will now display Insert Sheet Dialog Box , where you can name and
its position in the Worksheet , before / after the current sheet . If you
want multiple sheets , insert the number of sheets to be entered in the
same dialog box and click OK button .

b) Delete a sheet from workbook ?

Ans. - To delete a sheet ,

i. Right click on its name .

ii. Choose Delete Sheet from the shortcut menu .

c) Rename a sheet in a workbook ?

Ans. - To change the name of the sheet , one can do the following ,

i. Double clockon the sheet tab .

OR
Right click on a sheet tab , select Rename sheet from the pop up menu
and replace the existing name .
ii. Both the above steps will open Rename Sheet Dialog box where the
user can type a new name for the sheet and click ok.

Q 3. How do you link two or more sheets in a workbook?

Ans - To link two or more sheets in OpenOffice Calc, you can use the HYPERLINK function. Here's a
step-by-step guide:

a. Select the cell where you want to create the hyperlink.

b. Enter the HYPERLINK function in the formula bar or directly into the cell. The syntax is:

plaintext
=HYPERLINK("SheetName!CellAddress", "Link Text")
 Replace "SheetName!CellAddress" with the sheet name and cell address you want to link to, and
"Link Text" with the text you want to display for the hyperlink.

c. Press Enter. The cell will now display the link text, and clicking on it will take you to the specified
cell in the other sheet

Q 4. What is a document hyperlink ?

Ans. - A document hyperlink in OpenOffice Calc is a link that directs you to another location within the
same workbook or to a different document. It's useful for quickly navigating between different parts of
your workbook or for referencing external documents.

Here's how you can create a document hyperlink in OpenOffice Calc:

1. Select the cell where you want to create the hyperlink.

2. Go to the Insert menu and select Hyperlink.
3. In the Hyperlink dialog box, choose Document.
4. Specify the target location. This could be another sheet or a cell in the same workbook, or a
different document altogether. You can use the path to the document or cell reference here.
5. Enter the link text in the "Text" box if you want to customize how the hyperlink text appears in
the cell.
6. Click Apply, and then Close.

Your selected cell will now contain a hyperlink that takes you to the specified location when clicked.

Q. 5. How are hyperlinks of documents are useful?

Ans. - Hyperlinks in OpenOffice Calc are incredibly useful for several reasons:

1. Improved Navigation: They allow you to quickly navigate between different sheets, cells, or
even other documents without having to manually scroll or search. This is particularly helpful in
large workbooks.
2. Efficient Data Management: You can link to relevant documents or external resources, making it
easy to access supplementary data or reference materials directly from your spreadsheet.
3. Enhanced Organization: Hyperlinks help keep your work organized by connecting related
information, making your workbook more interactive and easier to understand.
4. Time-Saving: By linking to specific data points, you save time that would otherwise be spent
locating information. This can be particularly valuable in professional settings where efficiency is
key.
5. Professional Presentation: Hyperlinks can make your spreadsheets look more polished and
professional, providing clear pathways to additional information and supporting documents.

Q. 6 When do you insert the following types of links in your worksheets? Give example situations .

a) A document hyperlink.

Inserting a document hyperlink in your worksheets can be quite practical in various situations.
Here are some examples:

Document Hyperlink

You'd use a document hyperlink when you need to connect your worksheet to another document, such
as a related spreadsheet, a text document, or a presentation. This is especially useful for:
 1. Project Management: Suppose you’re working on a project that involves multiple documents
like plans, schedules, and reports. You can create a master spreadsheet with hyperlinks to each
document, making it easy to navigate between them.
2. Data Reference: If your worksheet contains summarized data and you need to provide detailed
information or sources, you can link to the original documents. For example, in a financial
summary sheet, you might hyperlink to detailed expense reports stored in separate files.
3. Documentation: For instructional or educational materials, you might link to external guides or
additional reading materials. For example, a training workbook might contain hyperlinks to
policy documents or external research articles.

Here's how you might use it:

 Master Control Sheet: You manage a project with various documents such as budget plans,
timelines, and resources. You create a control sheet in Calc with hyperlinks to all these
documents for quick access.

b) Link to external data –

Linking to external data in your worksheets is extremely useful when you need to incorporate real-time
or frequently updated information. Here are some example situations where you might want to use
external data links:

Link to External Data

Example Situations:

1. Financial Data: If you're working on financial analysis, you can link to external data sources like
stock market feeds, exchange rates, or economic indicators. This allows your worksheet to
automatically update with the latest data.
2. Sales and Inventory Management: For businesses, linking to external databases containing sales
records or inventory levels can help keep your spreadsheet up-to-date without manual data
entry. This is particularly useful for tracking performance metrics in real-time.
3. Weather Data: For planning events or agricultural activities, you might link to online weather
services. This ensures that your worksheet always reflects the latest weather forecasts.
4. Educational and Research Data: In academic settings, you might link to external databases or
research repositories to pull in the latest study results, statistics, or publications.
5. Market Research: When conducting market research, linking to external data sources such as
consumer behavior reports, demographic statistics, or market trends can provide valuable
insights and keep your analysis current.

Q. 7. What is registered data source in Calc?

Ans. - A registered data source in OpenOffice Calc is a connection to data stored outside of the Calc
workbook. This means that the data you analyze and use in your Calc sheets is pulled from an external
source, such as a database, and is not saved within the Calc file itself1. This setup ensures that your data
remains up-to-date and consistent with the original source.

Q8. If you want to insert first 10 records of a table from the database school.odb in your worksheet,
how do this?

Ans. - To insert the first 10 records from a table in the school.odb database into your worksheet, you
can follow these steps:
 1. Open Office Base: Since .odb files are typically associated with Open Office Base, make sure you
have this software installed.
2. Connect to the Database: Open your school.odb file in Open Office Base.
3. Write an SQL Query: Use an SQL query to select the first 10 records from the table. For
example:

sql

SELECT * FROM your_table_name LIMIT 10;

Replace your_table_name with the actual name of your table.

4. Execute the Query: Run the query to retrieve the data.

5. Export the Data: Go to the Table Data View, then choose File > Export and export the query
results as a CSV file.
6. Open Your Worksheet Application: Open Office Calc or any spreadsheet software you prefer.
7. Import the CSV: Use the import feature in your worksheet application to load the CSV file with
the data.

This will get your first 10 records from the table into your worksheet.

SESSION – 3 Share and Review a SPREADSHEET

Q. 1. What is the need of sharing a document in Calc?

Ans . - Sharing documents is essential for collaboration and efficient communication when multiple
people need to access, review, edit, or contribute to the same information, allowing teams to work
together on projects, share updates, and reach decisions more effectively, especially when there are
multiple stakeholders involved in a document.

Q. 2. How do you open a document in sharing mode in calc?

Ans. - Open a document in sharing mode in Open Office Calc, follow these steps:

1. Open the spreadsheet document you want to share.

2. Go to the menu bar and click on Tools.
3. Select Share Document from the dropdown menu.
4. In the Share Document dialog box, check the box that says Share this spreadsheet with other
users.
5. Click OK to enable sharing.

Once you've done this, the document will be in shared mode, and other users can open and edit it
simultaneously

Q. 3. Which command changes the mode of a document from shared to unshared mode and vice –
versa?

Ans. - To change the mode of a document from shared to unshared and vice versa in OpenOffice Calc,
you can use the "Tools" > "Share Document" command.

Here's how:
 1. Open the document you want to change.
2. Go to the menu bar and click on Tools.
3. Select Share Document from the dropdown menu.
4. In the Share Document dialog box, you can enable or disable sharing by checking or unchecking
the box that says Share this spreadsheet with other users.
5. Click OK to apply the changes.

If you want to use a shared document in unshared mode, you need to save the shared document using
another name or path. This creates a copy of the spreadsheet that is not shared

Q. 4. What happens when you are saving a shared document and there are changes made by multiple
users in separate non-overlapping ranges?

Ans. - When you save a shared document in OpenOffice Calc and multiple users have made changes in
separate, non-overlapping ranges, the program can merge these changes seamlessly. Here’s a bit more
detail:

1. Non-Overlapping Changes: If the changes made by different users do not overlap (i.e., they are
in different cells or ranges), Calc can integrate these changes without conflict.
2. Conflict Resolution: If there is any overlap or conflict, Calc will prompt you to review and
resolve the changes. You can choose which changes to keep or reject.

Essentially, OpenOffice Calc tries to ensure that collaborative work on shared documents remains smooth
and conflict-free, especially when changes do not interfere with one another.

Q. 5. What happens when you are saving a shared document and there are changes made by multiple
users in common overlapping ranges?

Ans. - When you save a shared document in OpenOffice Calc where multiple users have made changes
to overlapping ranges, Calc will detect the conflict and prompt you to resolve it. Here's what typically
happens:

1. Conflict Detection: Calc identifies that changes have been made to the same cells by different
users.
2. Conflict Resolution Dialog: A dialog box will appear showing the conflicting changes. You will
see the different versions of the cell content from each user.
3. Decision Making: You will need to choose which version of the changes to keep. You can accept
one version and discard the other or make a manual adjustment.
4. Apply Changes: Once you've resolved the conflicts, you can save the document with the
consolidated changes.

This process ensures that the final document reflects only one set of changes in each overlapping range,
avoiding inconsistencies or data loss.

Q. 6. If someone is resolving the conflicts made in a shared document and you try to save the same
document at that time , what will happen?

Ans. - If someone else is currently resolving conflicts in a shared document and you attempt to save the
document at the same time in OpenOffice Calc, you will receive a notification that another user is
modifying the document. In this scenario, Calc will prevent you from saving your changes until the other
user has finished resolving the conflicts.

Here's what typically happens:

1. Notification: You'll be informed that another user is resolving conflicts.

 2. Wait Time: You'll need to wait until the other user has completed the conflict resolution.
3. Retry Saving: Once the conflicts are resolved by the other user, you can then attempt to save the
document again.

This system ensures that the document remains consistent and that changes are not overwritten
unintentionally.

Q. 7. What is the use of record changes mode ?

Ans. - To enable Record Changes in OpenOffice Calc:

1. Open your spreadsheet.

2. Go to Edit in the menu bar.
3. Select Changes and then Record.

This will start tracking all the changes made to the spreadsheet.

Q. 8. What is the use of comments in record changes mode? How do you add/edit them?

Ans. In Record Changes mode in OpenOffice Calc, comments are incredibly useful for collaboration
and clarification.

Adding Comments

To add a comment to a change:

1. Select the cell where you want to add a comment.

2. Go to Insert in the menu bar.
3. Select Comment.
4. A comment box will appear where you can type your comment. After typing your comment, click
outside the comment box to save it.

Editing Comments

To edit an existing comment:

1. Right-click on the cell containing the comment.

2. Select Edit Comment from the context menu.
3. The comment box will reopen, allowing you to make your changes.
4. After editing, click outside the comment box to save your changes.

Comments in Record Changes mode enhance collaboration by making it easier to understand and discuss
changes within the document. This is particularly useful in a team setting where multiple people are
reviewing and editing the same file.

Q. 9. How would you review the changes made in record changes mode?

Ans. - Reviewing changes in Record Changes mode in OpenOffice Calc is straightforward and ensures
that you can see what modifications have been made. Here's how you can do it:

Steps to Review Changes

1. Enable Show Changes:

o Go to Edit in the menu bar.
o Select Changes, then Show. This will highlight the changes made by different users.
 2. Accept or Reject Changes:
o Go to Edit in the menu bar.
o Select Changes and then Accept or Reject.
o A dialog box will appear listing all the changes made. You can review each change
individually.
3. Use the Changes Dialog:
o In the Accept or Reject Changes dialog box, you can:
 See the type of change (addition, deletion, modification).
 View the user who made the change.
 Check the date and time of the change.
 Accept or Reject each change based on your review.
4. Review Comments:
o If comments were added, they will appear as small boxes or markers in the cells.
o Hover over or click on the cell to read the comment and understand the context behind
the change.

Q. 10. You want to reject all the changes made in the record changes mode . What will you do?

Ans. - To reject all the changes made in the Record Changes mode in OpenOffice Calc, follow these
steps:

1. Open your document in OpenOffice Calc.

2. Go to the menu bar and click on Edit.
3. Select Changes and then Accept or Reject from the dropdown menu.
4. In the Accept or Reject Changes dialog box, you will see a list of all the changes made.
5. You can click on "Reject All" to reject every change that has been recorded.

This will ensure that all changes made in Record Changes mode are rejected and your document returns
to its original state before those changes were made.

Q. 11. You want to accept or reject changes after going through each of them in a document. What will
you do?

Ans. - Here's how to go through each change in OpenOffice Calc and decide whether to accept
or reject them:

1. Open your document in OpenOffice Calc.

2. Go to the menu bar and click on Edit.
3. Select Changes and then Accept or Reject from the dropdown menu.
4. The Accept or Reject Changes dialog box will open, showing a list of all changes made in the
document.
5. Review each change one by one:
o You'll see details about each change, such as the type of change (insert, delete, modify),
the user who made it, and the date and time of the change.
6. To accept or reject a change:
o Click Accept to keep the change.
o Click Reject to discard the change.
7. Continue through the list until you have reviewed all changes.

By following these steps, you can ensure that each change is carefully considered and the final document
reflects your desired edits.

Q. 12. How would you compare two documents in Calc?

Ans. - Manual Comparison

1. Open both documents in Calc.

2. Arrange the windows side by side to view both spreadsheets simultaneously.
3. Visually compare the sheets cell by cell, or use formulas to check specific ranges for differences.
For example, you can use the IF function to compare cells:

=IF(Sheet1.A1<>Sheet2.A1,"Different","Same")

This formula will show "Different" if the values in Sheet1.A1 and Sheet2.A1 are not the
same.

Q. 13. When would you prefer merging two documents? Which command would you use to do this?

Ans. - Merging two documents in OpenOffice Calc is useful in situations where you need to
consolidate data from multiple sources, such as combining different project reports, aggregating data from
multiple departments, or integrating updates from multiple collaborators into a single document.

Steps to Merge Documents

1. Open the primary document into which you want to merge the data.
2. Go to the menu bar and click on Insert.
3. Select Sheet from File from the dropdown menu.
4. In the file dialog that appears, select the document you want to merge.
5. Choose the specific sheet you want to import, if applicable.
6. Click Insert to add the sheet to your current document.

This method allows you to consolidate multiple documents into one without having to copy and paste
data manually, ensuring a more efficient and error-free process.

SESSION – 4 Macros in SPREADSHEET

Q. 1. What is a Macro?

Ans. - A macro in OpenOffice Calc (or any other spreadsheet software) is a sequence of instructions
that automates repetitive tasks. Macros can be used to perform complex calculations, automate data
entry, or manipulate data within your spreadsheet.

Q. 2. What is the need for Macros?

Ans. - Macros are incredibly useful in spreadsheet applications like OpenOffice Calc for several
reasons:

Key Benefits of Macros

1. Automation of Repetitive Tasks: Macros allow you to automate tasks that you perform
frequently, such as formatting cells, entering data, or applying complex formulas. This saves time
and reduces the risk of errors.
2. Increased Efficiency: By automating repetitive processes, you can complete tasks much faster
than if you were to do them manually. This can be particularly valuable in environments where
time is of the essence.
 3. Consistency and Accuracy: Macros ensure that tasks are performed consistently every time.
This is especially important when dealing with large datasets or complex calculations, as it
minimizes the chance of human error.
4. Enhanced Functionality: Macros can be used to extend the functionality of your spreadsheet by
performing actions that are not available through standard Calc features. For example, you can
create custom reports, generate charts automatically, or integrate data from external sources.
5. Customization: Macros allow you to tailor the spreadsheet to your specific needs. Whether it's a
particular sequence of actions you always perform or a unique calculation method, macros can be
customized to fit your workflow.
6. Improved Productivity: By reducing the manual workload, macros free up time for more critical
thinking and decision-making tasks, thereby improving overall productivity.

Q. 3. You know the advantages of the Macros . Can you think of any disadvantage of Macros?

Ans. - Certainly! While macros are incredibly powerful, there are some potential disadvantages to be
aware of:

Potential Disadvantages of Macros

1. Security Risks: Macros can pose security risks if they're created by malicious individuals.
Malicious macros can execute harmful code that can compromise your system or data. It's
essential to only run macros from trusted sources.
2. Complexity: Writing and maintaining macros can become complex, especially for users who are
not familiar with programming. Debugging and updating macros may require specialized
knowledge.
3. Compatibility Issues: Macros created in one spreadsheet application (like OpenOffice Calc) may
not work in another (like Microsoft Excel) due to differences in their macro languages and
environments.
4. Error Propagation: If there's an error in a macro, it can propagate through your data, causing
widespread issues. It's crucial to thoroughly test macros to ensure they work correctly.
5. Maintenance: Macros need to be maintained and updated regularly, especially when there are
changes in the spreadsheet structure or the data. This can add to the workload.
6. Dependency: Over-reliance on macros can create a dependency, where the efficiency of tasks is
heavily tied to the macros. If the macro fails or becomes outdated, it can disrupt workflow.

Q. 4. Which command would you use to (a) Record a macro? (B) Run a macro?

Ans . - To record a macro in OpenOffice Calc, you can follow these steps:

Recording a Macro

1. Open your spreadsheet in Calc.

2. Go to the menu bar and click on Tools.
3. Select Macros, and then choose Record Macro.
4. A small toolbar will appear indicating that Calc is now recording your actions.
5. Perform the tasks you want to automate while the recording is active.
6. When finished, click the Stop Recording button on the toolbar.
7. A dialog box will appear prompting you to save the macro. Give it a name and description, then
save it.

That's it! Your macro is now recorded and can be run whenever needed to automate the sequence of
actions you performed.

Q. 5. How are macros internally saved?

Ans. - Running a macro in OpenOffice Calc is straightforward. Here are the steps you need to follow:
Running a Macro

1. Open your spreadsheet in Calc.

2. Go to the menu bar and click on Tools.
3. Select Macros, then choose Run Macro.
4. In the Macro Selector dialog box, navigate to the location of the macro you want to run. You'll
typically find it under My Macros or Document.
5. Select the macro and click Run.

This will execute the macro, performing the series of tasks or commands that you recorded.