• Multiple Operations

Introduction
Analyzing 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.
Consolidating means combining.
• 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.
• Create two sheets Marks_Term1 and Marks_Term2 to store the marks in Term1 and
Term2 for a set of students taking the following columns:
• 1. Name
• 2. Marks in English
• 3. Marks in Hindi
• 4. Marks in Maths
• 5. Marks in Science
• 6. Marks in Social Science
• 7. Total marks (using function Sum)
• 8. Percentage (using function Average)
• Now, use the consolidate function to merge these two sheets
Groups and Subtotals
• Groups and Subtotals 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.
Subtotal tool
• 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
• This outline shows the hierarchical structure which can be used to
show or hide different levels by clicking on the group indicators ‘+’
sign to expand and ‘–’ sign to collapse the data.
• You can hide the low-level details and just look at the final totals and
grand totals.
• If you want to remove the outline feature from the sheet at any point
of time then it is possible by just clicking on Data > Group and Outline
> Remove Outline.
What-if Scenarios-Scenarios are saved, named cell
ranges that you can use to answer “what-if”
questions about your data.
• 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.
• 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.
Note :To select multiple cells, hold
Ctrl key and click on the cell to be
selected.
• Follow the following steps to create scenario.
• Step 1. Select the cells which contains values in the sheet that needs
to be changed. To select multiple cells, hold Ctrl key and click on the
cell to be selected.
• Step 2. Choose Tools>Scenarios will open scenario dialog window
Step 3. Enter a name for the new scenario and leave the other fields
unchanged.
• Step 4. Click on OK button.
• Step 5. This will create a new scenario which is activated
automatically.
• COPY BACK:-It copies any changes you make to the values of scenario cells back into active
scenario. If you do not select this option ,the saved scenario values are never changed
when you make changes.
Prevent changes
Prevents changes to the active scenario. The behavior of the Copy back setting depends on
the cell protection, the sheet protection, and the Prevent changes settings.
• You can only change the scenario properties if the Prevent changes option is not selected
and if the sheet is not protected.
• 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.
What-if Analysis Tool
• 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.
• What-if analysis tool is very helpful when we want to know how much profit
we earn for a particular product for a series of selling units.
Following steps are used for what-if analysis tool:
Let us calculate with one formula and one variable:

• Step 1. Enter the data in the cells and then enter a formula to
calculate a result from values in other cells.
• Step 2. Create an array of input values on the basis of which the
output is to be generated using the formula.
• Step 3. Select the cell range of input array and output array.
GOAL SEEK
It 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.
Let us take a very simple example to perform the
backward calculation to find out an input depending upon
the specific output.
A student has received marks in 4 subjects and has to appear for
the 5th subject and plans an aggregate as 70. So, he can use goal
seek tool to check how many marks he has to score in the 5th
subject to get the required percentage. Follow the following steps
to perform this task.
Answer the following questions
• Define the terms
• (a) Consolidate function
• (b) What-if analysis
• (c) Goal seek
• 2. Give one point of difference between
• (a) Subtotal and What-if
• (b) What-if scenario and What-if tool
• 3. Give any two advantages of data analysis tools.
• 4. Name any two tools for data analysis.
• 5. What are the criteria for consolidating sheets?
• 6. Which tool is used to create an outline for the selected
• data?
Multiple choice questions
1. Which of the following feature is not used for data analysis
in spreadsheet?
(b) Consolidating data (c) Goal Seek (d) Subtotal (e) 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
B. State whether the following statements are
True or False
1. Consolidate function is used to combine information from two or more sheets into one.
2. Consolidate function cannot be used to view and compare data.
3. Link to source data is checked updates the target sheet if any changes made in the source data.
4. Using subtotal in Calc needs to use filter data for sorting.
5. Subtotal tool can use only one type of summary function for all columns.
6. Only one scenario can be created for one sheet.
7. What-if analysis tool uses one array of cells.
8. Goal seek analysis tool is used while calculating the output depending on the input.
9. The output of What-if tool is displayed in the same cell
C. Fill in the blanks
1. Consolidate function is used to combine information from multiple sheets to _______________________ the
information.
2. Data can be viewed and compared in a single sheet for identifying trends and relationships using
______________function.
3. ________________ under Data menu can be used to combine information from multiple sheets into one sheet to
compare data.
4. The _________________ tool in Calc creates the group automatically and applies functions on the grouped data.
5. _______________ scenario is used to explore and compare
various alternatives depending on changing conditions.
6. ______________ is a planning tool for what-if questions.
7. What-if analysis tool uses ____________ array of cells,
one array contains input values and the second uses the
_____________.
8. _____________ helps in finding out the input for the
specific output.
Setting multiple sheets
In this topic, we will learn how to create multiple sheets, and also to link the data in
multiple sheets. It can be done in two ways,:
1. creating reference to other sheets/documents by using keyboard and mouse,
2. by linking external data.
Setting multiple sheet
3. Using ‘+’ sign or
2. Insert Sheet dialog box can be invoked from the menu option Sheet > Insert Sheet
3. you can right click anywhere on the sheet tab and select Insert sheet option from the drop-down
List
Linking Data
Mouse - Select cell reference by clicking on the cells.
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:
$‛Term 1’.C4
Creating Reference to Other
Documents
by Using Keyboard and Mouse
• To refer to a cell in a different spreadsheet we write in single quotes the path of the
file followed by #$ 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 : The path of a file has three forward slash ///.
A filename can have space within its name hence single quotes (‘ ‘) are used.
It is also possible 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 Insert a sheet from an
existing file into the current document.
• Check the Link checkbox to ensure that the changes made in the selected sheet
“Result” are reflected.
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. It is possible to jump
• from a sheet in the same spreadsheet,
• To different spreadsheet
• or a website by creating a hyperlink.
Relative and Absolute Hyperlinks
• An absolute hyperlink stores the complete location where the file is stored. So, if
the file is removed from thelocation, 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.
Linking to External Data

• Internet is a rich source of information, which is stored in the form of

web pages. The web pages are written in HTML documents. Data on a
web page can be stored in the form of tables.
Link to External Data
• 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 > External Links.
• 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.
• A dialog box is displayed to select the language for import .Selecting
automatic shows data in the same language as in the webpage.
• Registration is a means to inform LibreOffice about the type of data
source and the location of the file. We will restrict our discussion to
LibreOffice Base.
• 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 will appear
• Click the New button to open the Create Database Link
• Enter the location of the database file, or click Browse to open a file
browser and select the database file.
• 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.
A. Multiple choice questions

1. Insert Sheet dialog can be invoked from _______________.

(a) sheet (b) insert (c) tools (d) Windows
2. ______________ refers to cell G5 of sheet named My Sheet.
(a) $My Sheet.’G5’ (b) $My Sheet_’G5’ (c) $ ‘MySheet’.G5 (d) $
‘MySheet’_G5
3. The path of a file has ____________ forward slashes.
(a) four (b) three (c) two (d) one
4. 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
B. Fill in the blanks

1. A relative hyperlink stores the location with respect to the

___________ location.
2. While inserting tables from a webpage _____________
selects the entire HTML document.
3. The extension of LibreOffice base is ______________.
4. __________ are used to enclose sheet names as there might
be a space within sheet names.
5. The From file option of ___________ Dialog box allows to
insert sheet from another file
State whether the following statements are
True or False

1. A sheet can only be added before the current sheet.

2. 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.
3. It is not possible to link a sheet as a reference in another
sheet.
4. We can insert data from a table created on a web page into
a spreadsheet.
5. A hyperlink once created on a sheet cannot be deleted.
 Answer the following questions
1. Name the two ways to link the sheets in a LibreOffice Calc.
2. Differentiate between Relative and Absolute Hyperlink.
3. Write steps to extract a table from a web page in a spreadsheet.
4. Write steps to register a data source that is in *.odb format.
5. State advantages of extracting data from a web page into Spreadsheet.
• Ans : Internet is a rich source of information, which is stored in the form of
web pages. The web pages are written in HTML documents. Data on a web
page can be stored in the form of tables. The versatility of a spreadsheet
allows us to insert tables from HTML documents into Calc.
 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.
• Click on the checkbox “Share this spreadsheet with other users” to share
the spreadsheet and click on OK
Formatting Comment

• You can format the comment box, just like formatting the cell contents.
• It means changing the background colour, border style, and transparency
• of a 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
Reviewing Changes – View, Accept or Reject
Changes

• 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 hrough 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.
• Click on Edit > Track Changes > Manage to accept or reject the
changes.
Multiple choice questions

1. Sharing allows to edit the spredsheet by

(a) single user (b) different users simultaneously
(c) one by one users (d) one after other users
2. Sharing spreadsheet feature allows to save the changes in
(a) multiple sheets (b) user’s sheet
(c) in a same sheet (d) in different sheet
3. 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
4. In Calc, the comments are added
(a) automatically (b) by author (c) by reviewer (d) all of above
5. 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
 State whether the following statements are
True or False

1. Spreadsheet cannot be shared to work with more than one user?

2. Some of the features becomes unavailable when the spreadsheet is in shared mode.
3. You can record changes in the spreadsheet when the spreadsheet is opened in shared mode.
4. File menu is used to Record changes for the spreadsheet.
5. You can add a note or suggestion in the spreadsheet using Insert Comment.
6. Formatting comment can be used to change the font colour of the comment.
Fill in the blanks
1. The title bar of the document shows ________ along with the filename for the shared mode of the
spreadsheet.
2. The shared mode spreadsheet allows __________ users to access and edit the spreadsheet at the
same time.
3. Recording changes automatically ____________ the shared mode of a spreadsheet.
4. Click on Edit menu, Track Changes and then select ____________ to record the changes in the
spreadsheet.
5. The border color of the changed cell will be ______________.
6. ____________ is used to add notes or suggestions to a cell in a spreadsheet.
7. The comment box can be formatted just like formatting the __________ (cell contents).
Answer the following questions

1. Define the terms

(a) Sharing Spreadsheet (b) Record changes
2. Write the commands to perform
(a) Sharing Spreadsheet (b) Record changes
3. Which menu is used to perform the functions
(a) Track Changes (b) Saving Spreadsheet
4. What do you understand by reviewing the changes in the
spreadsheet?
5. Differentiate between Merging and Comparing Spreadsheet.
Macros
• 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.
• It is important to know that by default the macro recording feature is
turned off when LibreOffice is installed on your computer.
• Tools > Options > LibreOffice > Advanced. Observe the Optional
Features. There are two options which are not check marked.
• Put the checkmark on the option “Enable macro recording”
The Record Macro option found under Tools >
Macros is visible now.

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.
• Click on Tools > Macros and then click on
the Record Macro option.
• Follow the set of commands
• The name of the macro by default is Main and is saved in the
Standard Library in Module1. You can change the name of the macro.
• Click on Save button.
A Library is a collection of modules which in turn is a collection of
macros.
Note : If all the macros will be given the same name then they will
overwrite the previous Macro created by that name.
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 box
• 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 Organizing a
Simple Macro
• Click on Tools > Macros > Organize Macros >LibreOffice Basic to open
the LibreOffice Basic Macro dialog window
• Click Organizer to open the Basic Macro Organizer dialog box.
Create a library to store a macro
• 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.
Macro as a Function (USED FOR
CALCULATIONS)
• 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. I
• So a macro that performs the calculations can be created.
• 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.
SYNTAX OF THE FUNCTION
FUNCTION FUNCTION_NAME()
BODY OF THE FUNCTION
FUNCTION_NAME=RESULT
END FUNCTION
IT RETURNS A VALUE
FUNCTION TOTAL()
TOTAL=10+20
END FUNCTION
Passing arguments to the function
FUNTION DIAMETER(R)
DIAMETER=2*R
END FUNCTION