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Computer & Internet Literacy Course

Electronic Spreadsheet

©CICT - Human Capital Development Group 1

WHAT IS CALC?

CALC is the spreadsheet application of OpenOffice.org (OOo).

Electronic spreadsheets make it easy to enter, manipulate, and alter data in tabularform. If the correct functions and formulas are used, the program will reflect thesechanges automatically from one part of the table to other related parts.

Errors can therefore be corrected without having to retype the entire workbook orsheet.

A. Workbooks, worksheets and cells

Calc works with elements called workbooks. A workbook is composed ofindividual worksheets, each containing a block of cells arranged in rows and

columns. These cells hold the individual elements – text, numbers, formulas,and the like that make up the data to be displayed and manipulated.

Each workbook can have several worksheets and each worksheet can havemany individual cells. A Calc worksheet can have a maximum of 65,536 rows (1through 65,536) and a maximum of 245 columns (A through IV). This gives16,056,320 individual cells per worksheet.

Title Bar Menu Bar

Formula

Minimize/Maximize/Restore, CloseToolbars

Column

Row

Active Cell

Sheet

Parts of the Calc window





©CICT - Human Capital Development Group2

B. Parts of the Calc Screen

(Screenshots are found on the next pages)

Title Description

Title bar

Shows the name of the current workbook and the version of OOoin use. If the workbook is new, then its name is Untitled X, with X

being a number.

Menu barShows a list of commands to choose from (Alt + underlinedletter).

File MenuContains commands to create a new spreadsheet or open, save,and print an existing one.

Edit MenuContains commands to cut, copy, and paste the content of aparticular cell. Also has command to look up a particular cell.

View Menu

Contains commands to edit the properties of the toolbar and to

magnify the view of a spread sheet.

Insert Menu

Contains commands to add cells, rows, columns, special

character, and picture. It can also be used to create a chart such

as pie graphs and bar graphs reflecting particular range of thesheet.

Format Menu

Contains commands used to change the style of cells, rows,columns, sheets. Through this menu, you can set format forparticular cell. For instance, you can adjust numbers, background

color, alignment, font, borders and so on.

Tools MenuContains commands for spell-checking and for setting up amacro.

Data Menu

Contains commands to define and select range. By defining

range, you can easily look up particular cell in a big data base.Also has command for setting up an auto fill function.

Window Menu

Contains commands to open a new window and close it. Also has

commands to split or freeze the window. Opening window is thesame action as creating a new document.

Help Menu

Contains commands to access the help function. If you want toknow what particular term means or particular function does,you can always look up through this menu.






File Menu

Edit Menu

View Menu

Insert Menu

Format Menu

Tool Menu






Toolbars: Shows icons that provide a wide range of common commands andfunctions

Three default toolbars under the Menu Bar: the Object bar, the Function

bar, and the Formula bar; the Main Toolbar runs vertically downthe left hand side of the screen

Tool tip: A small yellow box displayed when mouse is placed over a tool icon.Gives a brief explanation of the button’s function. Turning onExtended Tips under the Help menu, Help > Extended Tips, willprovide a more detailed explanation of the buttons.

Formula bar:

Name Box: Contains the cell reference of the active cell. Designates a cellusing the column header and row header (e.g. A1, Z300), calledthe cell reference

Data Menu

Window Menu

Help Menu

Formula Bar






O en File dialo box

Function Wizard: Shows a list of functions available in Calc

Sum button: Adds the numbers in the specified range of cells Function button: Inserts an equal sign into the Active Cell and

prepares the cell to receive a formula Input Line: Alternative place where data or formula is

displayed and can be edited (press F2) besides the active cellitself

Cells: Each cell is at the intersection of a particular column and row,forming a grid.

Column Headers: A to IV Row Headers: 1 to 65536

Sheet tabs: These enable access to each individual worksheet, with the visible,or active, sheet having a white tab (multiple sheets can beselected by holding down the Ctrl button while clicking therespective sheet tabs).

I. WORKBOOK OPERATIONS

A. Creating a new workbook

A new workbook can be created fromany OOo application. For example, a newworkbook can be created from Writer.

• Click on the File menu and then selectNew > Spreadsheet.

OR

• Click the arrow beside the New

Document button on theFunction bar and select Spreadsheetfrom the submenu.

OR

• If you already have a workbook open, you can press CTRL+N to open a newCalc workbook.






B. Opening an existing workbook

To display the Open dialog box

• Click on the File menu and then select Open.

OR

• Click the Open/Import button on the Standard Toolbar.

OR

• Use the key combination CTRL+O.

C. Saving workbooks (file extension: .ods)

• Click on the File menu and then select Save.

• Click on the Save button on the Standard Toolbar. This button will begreyed out and unselectable if the file has been saved and no subsequentchanges have been made.

• Use the key combination CTRL+S.

If the workbook has not been saved previously, then each of these actionswill open the Save As dialog box where you can specify the workbook name andthe location in which to save the workbook.

II. NAVIGATING WITHIN WORKSHEETS

Save As dialog box

If the workbook has been previously saved, then these options will overwrite

the existing copy without opening the Save As dialog box. If you want to save theworkbook in a different location or with a different name, then go to the File menuand select Save As.






A. Going to a particular cell to make it the Active Cell

Place the mouse pointer over the cell and left-click.

OR

Type the cell reference in the Name Box andpress Enter.

OR

Click on the Navigator button in the Standard Toolbar (or press F5) todisplay the Navigator. Type the cell reference into the top two fields, labeledColumn and Row, and press Enter.

B. Moving from cell to cell: may use the mouse or the keyboard

keystroke movement

→, ←, ↑, ↓ Right, Left, Up, or Down one cell

Home To the start of the row

End To the column farthest to the right that contains data

Page Down/Up Down/Up one complete screen

CTRL+ → To last column containing data in that row or to Column IV

CTRL+ ← To first column containing data in that row or to Column A

CTRL+ ↑ To first row containing data in that column or to Row 1

CTRL+ ↓ To last row containing data in that column or to Row 65536

CTRL+Home To Cell A1

CTRL+End To lower right-hand corner of the square area containing data

Alt+PageDown One screen to the right (if possible)

Alt+PageUp One screen to the left (if possible)

CTRL+Page Down One sheet to the right (in Sheet Tabs)

CTRL+PageUp One sheet to the left (in Sheet Tabs)

TabTo the cell on the right

Shift+Tab To the cell on the left

Enter Down one cell

Shift+Enter Up one cell

C. Moving from sheet to sheet

Calc Navigator






Zoom Dialog Box

Clicking one of the Sheet Tabs at thebottom of the spreadsheet selects that sheet.Each sheet is independent from the others,though they can be linked with referencesfrom one sheet to another.

• To add sheets, click into the little emptyspace at the right of the last sheet tab orselect Insert > Sheet from the Menu bar,or right-click on one of the sheet tabs andselect Insert Sheet.

• If you have a lot of sheets, then some of the sheet tabs may be hiddenbehind the horizontal scroll bar at the bottom of the screen. If this is thecase, then the four buttons at the left of the sheet tabs can move the tabsinto view.

• Sheet numbering is arbitrary. You can name a sheet as you wish (use theShortcut menu to rename a sheet).

• Finally, you can move between sheets by using CTRL+PageUp (moves leftone sheet) or CTRL+PageDown (moves right one sheet).

III. WORKSHEET VIEWS

The Zoom function is used to change the view in order to see more, or fewer,cells on the window

• View menu - Zoom, or by double-clicking onthe percentage figure at the status bar at thebottom of the window. Both methods will openthe Zoom dialog box. This dialog box has thefollowing options listed on the left-hand side:

Entire Page – An entire page fits within theheight and width of the window.

Page Width – The width of the page fits within the width of the screen.

Optimal – Zooms the selected range to fit the screen and is normally greyedout.

Percentages – Zoom the screen to a particular size, 100% being full size.

Variable – To set a zoom percentage of your choice.

IV. SELECTING ITEMS IN A WORKSHEET

Sheet Tabs Shortcut






A. To select a cell

Click on the cell.

B. To select a range of contiguous cells

• Click on a cell, press andhold down the left mousebutton and then move themouse around the screen.Once the desired block ofcells is highlighted,release the left mousebutton.

Using the mouse1. Click on the cell to serve as the first corner for a range of cells.2. Move the mouse pointer down to the cell which is to be the opposite

corner of the range of cells.3. Hold down the Shift key and click. The range of cells will be highlighted

as above.

Using the keyboard1. Click on the cell to serve as the first corner for a range of cells.2. While holding down the Shift key, use the cursor arrows to select the rest

of the range.

C. To select cells which are noncontiguous

Click at least two contiguous cells, then Ctrl + click on another, and soon.

D. To select an entire column, row or sheet

Click the column/row header to select the entirecolumn/row. To select an entire sheet: Click the Select Allbutton (small square located at the corner of ColumnHeader A and Row Header 1.)

E. To select more than one worksheet

• Contiguous Sheets Click on the sheet tab for the first sheet. Move the mouse pointer over the last sheet tab. Hold down the Shift key and click. All the tabs between these two

sheets will turn white.o Any actions that you perform will now affect all highlighted sheets.

• Noncontiguous Sheets

(Left) One selected cell and (right) a group of selected cells






Click on the sheet tab for the first sheet. Move the mouse pointer over the second sheet tab. Hold down the Ctrl key and click. Repeat as necessary. The selected

tabs will turn white.o Any actions that you perform will now affect all highlighted sheets.

• All Worksheets: Right-click over any one of the sheet tabs and select SelectAll Sheets from the popup menu.

V. RENAMING WORKSHEETS

The default name for the sheets is “SheetX.” While this works for a smallworkbook with only a few worksheets, it becomes awkward when there are manysheets.

To give a sheet a more meaningful name, enter the name in the name box

when you create the sheet or right-click on a sheet tab and select Rename Sheetfrom the popup menu and replace the existing name with a better one.

VI. ENTERING DATA INTO A WORKSHEET

Most data entry in OpenOffice.org Calc can beaccomplished using the keyboard. You can enter bothtext and numbers using either the main keyboard areaor the number pad. Each cell can contain anindependent piece of data.

A. Standard Entry Techniques

1. Entering text• Select the cell and type the text. Text is left-aligned by default.

2. Entering numbers

• Select the cell and type in the number. To enter a negative number,type a minus (–) sign in front of it or enclose it in brackets. By default,numbers are right-aligned and negative numbers have a leading minussymbol.

3. Entering numbers as text

Sheet names must start with either a letter or a number. Other characters,including spaces, are not allowed, although spaces can be used between words. Attempting to rename a sheet with an invalid name will produce an error message.






• If a number is entered in the format 01481, Calc will drop the leading0. To preserve this (phone numbers), precede the number with anapostrophe – like so: '01481. (Arithmetic operations will not work onthis because it will be treated as a text).

4. Entering date and time

• Select the cell and type the date or time. You can separate the dateelements with a forward slash (/) or hyphen (–) or type with text suchas 10 Oct 03. Calc recognizes a variety of date formats. You canseparate time elements with colons such as 10:43:45.

5. Entering data into a column or row

• Called “filling” to either fill with the same data or with data whichchanges in each cell.

6. To fill a range with the same data

1. In the first cell in the range, enter the data you want to fill theother cells.

2. Click on this cell; hold down the left mouse button and drag toselect all the cells that you want this data to fill into.

3. Go to the Edit menu, select the Fill option and then choose thedirection in which to fill.

Alternative: Using the Mouse

1. Enter the data in the first cell that you want to fill into each of the othercells.

2. Click in this cell to select it. You will see a borderappear around the cell and this border will have asmall black square in the lower right corner (Auto-Fill

Handle). Move the mouse pointer over this square andit will turn into a black cross.

3. When it does so, hold down Ctrl key then click and drag down the columnor across the row.

Fill Series dialog box






Insert menu

4. To create a Data Series (e.g. months of theyear, sequential numbers, etc.), do not holddown the Ctrl key as you click and drag theauto-fill handle. (same as using the Edit menu >Fill > Series option)

B. Auto-Complete

CALC tries to guess the rest of a text entry you are typing. When you aretyping several identical text entries, Auto-Complete can speed up data entryquite a bit.

CALC is aware of your previous text entries in a particular spreadsheet.When you enter some text in a column that starts in the same way as previoustext in the same column, Calc will suggest the completion of the entry with thetext previously entered –but with highlighted characters.

To accept the suggested new characters, just press Enter or an arrow key.Otherwise, just keep typing or press Backspace if you have reached the end ofyour entry.

Each column has a new context. If you enter something in one columnthat is similar to something in another, it will not try to complete the textentry according to what you have done in the other column. This applies as wellto entries in other spreadsheets in the same workbook.

VII. INSERTING AND DELETING COLUMNS AND ROWS

A. To insert a single column or row

1. Click on the column/rowheader to select the entirecolumn/row.

2. Do any of the following:

Go to the Insert menu

and select Columns orRows.

OR

Hold down the left mouse button on the Insert Cells icon in the mainbar, select Insert Columns or Insert Rows from within the extra






When you insert a new column,

it is inserted to the left of the

highlighted column, and when you

Figure 24. Insert Sheet Dialog Box

toolbar that appears

OR

Right-click on the column

or row identifier andselect Insert Column orInsert Row from thepopup menu.

B. To delete a column or row

Right-click on the column or row identifier and select Delete Column orDelete Row from the popup menu.

C. To delete multiple columns or rows

Highlight the required number of columns or rows by holding down theleft mouse button on the first one and then dragging across the requirednumber of identifiers. Proceed as for deleting a single column or row above.

VIII. INSERTING AND DELETING WORKSHEETS

A. To insert new worksheets

Click on the tab of the existing sheet that you want the new sheet to

appear, and:

• Click on the Insert menu and select Sheet,

OR

• Right-click on its tab andselect Insert Sheet,

OR

• Click into an empty spaceat the end of the line ofsheet tabs.

Each method will open the Insert Sheet dialog box. Select whether thenew sheet goes before or after the selected sheet and how many sheets youwant to insert.

B. To delete worksheets






Delete Contents dialog box

1. Right-click on the tab of the sheet you want to delete and select Delete from the popup menu.

2. To delete multiple sheets select these as described earlier, right-clickover one of the tabs and select Delete from the popup menu.

C. To move/re-position worksheet

1. Select the corresponding Sheet Tab.2. Drag it to its new position in the Sheet Tab area.

IX. EDITING DATA IN CALC

Editing text is done is almost the same way it is entered. The first step toediting text is selecting the cell with the text that needs to be edited. Activate a cellfor editing by double-clicking on it or selecting the appropriate cell then pressing F2.

A. Removing text

1. Removing text only, without removing any of the formatting of the cell:Press Backspace.

2. Removing text and formatting simultaneously: Press Delete to bring upthe Delete Contents Dialog Box to customize the action. To deleteeverything in a cell (contents and format), check Delete all.

B. Typing over text (Overwrite)

To remove text and insert new text, simply type over the old text. Thenew text will retain the original formatting.

C. Editing part of a cell






Find and Replace dialog box

Sort dialog box

Sometimes it is necessary

to edit the contents of a cellwithout removing all theoriginal contents.

The process is the similarto the one described above, butyou need to place the cursorinside the cell by doing any oftwo ways:

1. Keyboard shortcut: Select the appropriate cell, press F2 and arrow keys tomove the cursor through the text in the cell.

2. Mouse: Select the appropriate cell, move the mouse to the input line andclick to place the cursor for editing.

D. Sorting Data

There are instances whenyou would need to arrange yourdata in a worksheet either inascending or descending order(lowest to highest for numbers,alphabetical for text). This can bedone by using the Data menu >Sort.

Sort Ascending button:Sorts data based on thevalues of the firstcolumn in the selectedrange

Sort Descending button: Sorts data based on the values of the firstcolumn in the selected range

Note that you need to select or highlight the cells of corresponding data in atable to use these functions.

What if you would like to sort your data but do not want the data fromthe first column to be your basis of reference? Calc allows you to sort usingother columns through the Data menu, Sort option.

The option shows a dialog box that allows you to pick which column willbe used as basis for sorting. It also allows you to choose between ascending ordescending, or even pick a second and even a third basis of reference forsorting.

X. FORMATTING DATA IN CALC






To access the options to formata cell, select the appropriate cell orcells, right-click on it, and selectFormat Cells.

All of the format options arediscussed below.

A. Numbers

On the Numbers tab, thebehavior of the data in the cellcan be controlled. Data typesin the Category list can beapplied, and decimal placesand leading zeros can be

controlled.

B. Font

The font for the cell can be chosenon the Font tab. The display on the bottomshows a preview of the cell.

The Font Effects tab offers more fontoptions.

• On the Alignment tab you can set thehorizontal and vertical alignment,rotate the text, and set the borderspacing.

• Multiple lines of text can be enteredinto a single cell, in two ways. Each

method is useful for different situations.

1. Wrapping text

Format Cells > Font

Format Cells > Alignment






Cell with manual line breaks

Cell with line wrap

Text in cells can be set to wrap

at the end of the cell. This optioncan be set by right-clicking on a celland selecting Format Cells. Click onthe Alignment tab. selecting this

checkbox will cause a line break toappear when the text gets to theend of the cell.

Manual Line breaks

Multiple lines of text can alsobe entered by using manual linebreaks. Line breaks put extra spacesin between lines of text.

When a manual line break isentered, the cell width does notchange. To insert a manual linebreak, press Ctrl+Enter while typing.

C. Borders

On the Borders tab, you can setthe borders for the cell, along with ashadow.

D. Background

On the Background tab, you canchoose the background color for a cell.

E. Cell Protection

Format Cells > Borders

Format Cells > Background






Format > Column

The Cell Protection optionscan be chosen here.

F. Merge Cells

To combine or merge cells,highlight the cells then go to:

Format menu > Merge Cells > Define/Remove

G. Rows & Columns

1. Click the specific Column Header tohighlight the entire column.

Select Format from the menu bar. ClickColumns.

You will now have a selection composedof Width, Optimal Width, Hide, Show.

Choosing Width will present a box that asks you to enter a number forthe column width. The number is usually the average number ofcharacters in the standard font size that will fit a column.

You can use the separators of the column headers and the width changermouse pointer to do the following:

Place the mouse pointer on the right boundary of Column Header.Press the left mouse button, drag the column boundary to the positionyou want. As you drag the column, you will see the column widthchange. Release the mouse button once you have achieved the columnwidth you desire.

To auto-fit, double click the mouse on the column separator, wherethe width changer is located. The column width will be adjustedautomatically to fit the length of your data.






The row normally changes its height according to the font size of itscontents. But if you wish to adjust the row height further, theprocedures are very similar to changing the column width.

H. Inserting Objects

You can choose to insert graphics, objects, special characters, drawingsby following the general procedures in OpenOffice.

• Applying a background to a spreadsheet1. Select the cells.2. Choose Format > Cells (or right-click on the chart and choose Format

Cells from the context menu).3. On the Background tab page, select the background color.

• Graphics in the background of cells1. Choose Insert > Picture > From File.2. Select the graphic and click Open.

The graphic is inserted and anchored to the current cell. To makethe inserted graphic part of the background: Select it then right-click to select Arrange > To Background.

I. Auto-Format

Calc has available auto-formats to choose from. Just highlight the cells toformat then go to Format > Auto Format and select from the ready-madeoptions.

J. Conditional Formatting

Format > Conditional Formatting

This allows you to format certain cells without the need to manuallyformat individual cells. The available cell formats are listed in your Styles andFormatting Catalog (accessed via Format > Styles and Formatting, or bypressing F11).

For example, you would like to have all failing scores in a certain exam,as soon as they are entered, to appear as Style Fail.

To remove a graphic from the background, press F5, select thegraphic from the navigator. Double-click on the appropriate graphic, and thenright-click on it and change the arrangement.






1. You need to set this particular format in the Styles and FormattingCatalog.

a. Right-click on the Catalog to add a new Style.

b. Give a name to the new style and set its format by going through

each of the tabs (e.g. setting the font to red, bold, and italics) inthe Cell Style dialog box.

c. Press OK to create the new Cell Style in the Style Catalog – whichcan then be accessed in the Conditional Formatting dialog box.

2. Highlight the range of cells that you wish to conditionally format thenclick the Format menu, then click the Conditional Formatting option.

a. A dialog box will appear as shown below.

b. You can have to at most three conditions for the same selectedrange.

XI. USING FORMULAS IN CALC

Conditional Formatting dialog box






Use cell addresses instead of

actual values to automaticallyaccommodate changes in referencedcells. Avoid using actual data values orconstants in formulas to make them

more flexible.

A formula is an arithmetic expression entered either in the cell or in the

Formula Bar and combines cell references, numeric constants, and operators tocompute for a desired value.

A. Writing a Formula

A formula MUST begin with the equal sign (=) or else it will be treated astext.

B. The Pointing Method

The pointing method allows you to enter formulas with the help of thearrow keys on the keyboard to minimize errors in entering cell references.

C. PEMDAS

P – parenthesis

E – exponent

M – multiplication

D – division

A – addition

S – subtraction

You have to follow this order when creating and evaluating formulas.Follow the order given. Operations that are grouped must be evaluated first nomatter where they are in the equation.

D. Copying Formulas

Calc allows you to copy a formula downwards orsideways to create similar formulas for the other cells.This can be done by highlighting the cell and by usingeither the Edit menu (Copy-Paste), or the Auto-Fill

Handle (click and drag).

This would avoid unnecessary re-editing of cells if you need to change avalue or a set of values – because everything else is linked to cells.

• Relative referencing: Calc adjusts the cell references as it copies formulas downwards or

sideways.

• Absolute referencing: Calc secures or locks a part of the formula to a certain cell reference by

using two dollar signs in the cell address – one before the column letterand another before the row number.






Function Wizard dialog box

Note: If a formula that contains both relative references and absolutereferences is copied, Calc will adjust all relative references butwill keep “as is” all absolute references.

XII. FUNCTIONS

Functions are built-in formulas inCalc designed to compute specificvalues. A function can be used as part ofa Calc formula.

One thing that you need toremember when using functions is thatdifferent functions follow their own

syntax (something like “grammar rules”in English) and have their own set ofarguments or components to work with.

A semi-colon (;) is used to separatearguments in a function. Calc has manybuilt-in functions which can be accessedby clicking the Function Wizard

button .

The most common Calc function is SUM.

This function (also accessed by using the summation button on the formula bar)adds the values in the cells specified.

To add the values in A1, A2, B1, and B2, use any of the following:

= A1+A2+B1+B2

= SUM(A1;A2;B1;B2)

= SUM(A1:B2)

= SUM(B1:A2)

= SUM(A2:B1)

= SUM(B2:A1)

As you enter arguments in the dialog box, the function will also be shown in the

formula bar. When all the arguments have been entered, press OK to confirm thefunction for the cell.

To evaluate conditions, use the following relational operators:






math

symbolIn Calc

math

symbolin Calc

> > ≥ >= or =>

< < ≤ <= or =<= = ≠ <> or ><

Some useful functions:

Function

NameUse Syntax and Arguments Example

AND

TRUE if all arguments areTRUE. If one of the elementsis FALSE, this functionreturns the FALSE value.

=AND(condition1;condition2; …)

=AND(F5>=85;G5 = “Good”)

AVERAGEComputes the average ormean of a range

=AVERAGE(range)=AVERAGE(elements)

=AVERAGE(B1:B6)=AVERAGE(A1;B2:C3)

COUNTCounts how many numbersare in the list of arguments.

Text entries are ignored.

=COUNT(range) =COUNT(A1:A10)

COUNTIF

Returns the number ofelements that meet withcertain criteria within a cell

range

= COUNTIF(range;“condition”)

=COUNTIF(F5:F35;“>=75”)

IFReturns a value based on acertain logical condition

=IF(condition;Then value;Otherwise value)

=IF(F5 < 75;“pass”; ”fail”)

MAXReturns the maximum value

in a list of arguments=MAX(range) =MAX(F5:F35)

MEDIAN

Returns the median of a setof numbers. In a set

containing an uneven numberof values, the median will bethe number in the middle ofthe set and in a set

containing an even numberof values. It will be the meanof the two values in themiddle of the set.

=MEDIAN(range) =MEDIAN(F5:F35)

MINReturns the minimum value

in a list of arguments=MIN(range) =MIN(F5:F35)

MODReturns the remainder aftera number is divided by adivisor

=MOD(dividend; divisor) =MOD(11;4) returns 3

Function

NameUse Syntax and Arguments Example






MODE

Returns the most commonvalue in a data set. If there

are several values with thesame frequency, it returnsthe smallest value. An erroroccurs when a value doesn'tappear twice.

=MODE(range) =MODE(F5:F35)

OR

Returns TRUE if at least oneargument is TRUE.I If all theelements are FALSE, returns

the FALSE value.

=OR(condition1;condition2; …)

=OR(G5 = “good”;G5 = “excellent”)

PRODUCTMultiplies all the numbersgiven as arguments andreturns the product.

=PRODUCT(range) =PRODUCT(B3:B1)

ROUND

Returns a number rounded to

a certain number of decimalplaces according to validmathematical criteria

=ROUND(value or cell

address;number of digits)

number of digits:if positive – number ofdecimal places;

if negative – number ofplaces to the left of thedecimal place

=ROUND(12.567;2) will

give you 12.57

=ROUND(12.567;0) will

give you 13

=ROUND(12.567;-1)

will give you 10

=ROUND(A4;2)

SUMAdds the values of the cellsin the range

=SUM(range) =SUM(B3:B1)

combinedor nestedfunctions

Evaluate inner groupings firstthen proceed outwards

=IF(AND(ROUND(F5;0)>=85; OR(G5 = “good”;G5 = “excellent”));“awardee”; “do betternext time”)

XIII. FREEZING AND SPLITTING

A. Freezing rows and columns

Freezing rows and columns is useful when working on large worksheets.Freezing allows you to lock a number of rows at the top of a spreadsheet or anumber of columns on the left of a spreadsheet or both, while scrolling aroundwithin the sheet.

The figure shows some frozen rows and columns. Note the heavierhorizontal lines between rows 10 and 16 and the heavier vertical line betweencolumns B and L. Rows 11 through 15 and columns C through K have beenscrolled off the page. Because the first ten rows and two columns are frozen

into place, they remain.

1. Click into the cell that is immediately below the rows you want lockedand immediately to the right of the columns you want locked.

2. Go to the Window Menu >Freeze.






Split screen example

3. You will see two linesappear on the screen, ahorizontal line above thiscell and a vertical line to

the left of this cell. Nowas you scroll around thescreen everything aboveand to the left of theselines will remain in view.

To unfreeze rows or columns, go to the Window menu, uncheck ‘Freeze.’

B. Splitting the window

Another way to change the view is by splitting the window – otherwiseknown as ‘splitting the screen.’

The screen can be split either horizontally or vertically or both. Thisallows you to have up to four portions of the spreadsheet in view at any onetime.

Using the split-screen technique, you can position the cell with thenumber in one section and each of the cells with formulas in the other sections.

Then you can change the number in the cell and watch how it affects each ofthe formulas.

C. Splitting the screen horizontally






1. Move the mouse pointer into the vertical scroll bar, on the right-hand sideof the screen, and place it over the small button at the top with the blacktriangle.

2. Immediately above this button you will see a thick black line. Move themouse pointer over this line and it will turn into a line with two arrows.

3. Hold down the left mouse button and a grey line will appear, runningacross the page. Drag the mouse downwards and this line will follow.

4. Release the mouse button and the screen will split into two views, eachwith its own vertical scroll bar.

D. Splitting the screen vertically

1. Move the mouse pointer into the horizontal scroll bar at the bottom of thescreen and place it over the small button on the right with the blacktriangle.

2. Immediately to the right of this button you will see a thick black line.Move the mouse pointer over this line and it will turn into a line with twoarrows.

3. Hold down the left mouse button and a grey line will appear, running upthe page. Drag the mouse to the left and this line will follow.

4. Release the mouse button and the screen will be split into two views eachwith its own horizontal scroll bar.

Splitting the screen horizontally and vertically at the same time will givefour views, each with its own vertical and horizontal scroll bars.

E. Removing Split Views

Double-click on each split line OR click on and drag the split lines back totheir places at the ends of the scroll bars OR go to the Window menu anddeselect Split (removes all split lines at the same time)

XIV. CHARTS AND GRAPHS






Selecting Insert Chart

Auto Format Chart

OpenOffice.org Calc offers a variety of differentways to chart or graph your Calc data. Any time achart is created, the chart AutoPilot is invoked.

Open the spreadsheet and highlight (select) thedata to be included in the chart. There are two waysto proceed after you have selected your data.

Insert > Chart: OR

Click the Insert Chart button on the standardtoolbar.

A. Inserting a Chart

1. Auto Format Chart

Once Insert Chartis selected, the AutoFormat Chart menuappears.

The first dialogbox is used to definethe data range, thelabels, and the target

sheet for the chart.

Data Range: Should contain both the labels and the data. If the datarange is selected when the Auto Format is started, it willautomatically be inserted in the Range input field.

Row/Column as Label

• First Row as Label: Uses the entries in the top row of theselection as labels for the data range. This setting is useful if there

are several columns of data that need to be displayed in the samechart.

• First Column as Label: Uses the entries in the leftmost column ofthe selection as labels for the data range.

• First Column & First Row as Label: Both checkboxes can be






selected as well. This provides a combination of both options. Thissets the first row as the labels and the first column as the x-axisvalues.

Chart Results Output: Specifies which sheet the chart will bedisplayed. By default the current sheet is selected, but any sheet, or a

new sheet, can also be selected. Once the correct options have beeninput, click Create to create the chart, or click Next to proceed tothe next dialog to choose the chart type.

2. Choosing the chart type

On the nextpage of the AutoFormat, the charttype can be chosenand a preview of the

chart output can beseen. Click Create, or click Next formore options.

OpenOffice.org Calc offers several different chart types. Most charttypes come in both a 2-dimensional and a 3-dimensional style. Below is alist of common chart styles:

• Lines (2D & 3D) – Provides a standard line graph that is useful fordisplaying changing data over a period of time.

• Areas (2D & 3D) – Creates graphs that are similar to line graphs butwith the area under the line shaded in.

• Columns (2D & 3D) – Creates vertical columns to represent data. Thecolumns can be normal, stacked, or by percent.In 3D mode the data can also be represented bycylinders and cones.

• Bars (2D & 3D) – Provides the same features as columns, but theyare horizontal.

• Pies (2D & 3D) – Graphs that are useful for showing the parts of a

whole. The pie chart can be separated or kept asa solid circle.

• XY Chart – This graph is similar to a scatter plot. It can beused to show several trials of experiments withtwo variables.

3. Adding Text






Adding text

A title and labels for the axes can be added.

4. Moving and resizing a chart

To move the chart

1. Click on the chart to select it.2. Click and hold down the chart border to drag the chart across the

window (use the move icon).

To resize the chart1. Click on the chart to select it.2. Click on one of the green handle bars on the chart border and

drag the mouse.

B. Editing a chart

1.

Select the chart (left-click). Right-click andselect Edit. In thismode, right-click toaccess the shortcutmenu for charts.

2. Alternatively, the chartcan be double-clicked.This will activate anew toolbar on thetopmost part or on the

left side of the screenused for editingdifferent aspects of thechart.

XV. PRINTING

Edit Chart toolbar






Choosing printing options in the Page Style dialog box

OpenOffice.org Calc offers a very powerful and highly configurable printingsystem. Many different details can be selected to print or not to print. The order thesheets will print in can be specified, as well as what size they will be. Particularrows or columns can be specified to print on all sheets and the print range can bespecified.

A. Details

In Calc you can specify certain details to print or not to print. Some ofthose details include:

• Row and column headers• Objects and graphics• Formulas• Drawing objects

• Sheet grid• Charts• Header/Footer• Notes

To select the details to beprinted:

1. Choose Format > Page.

2. Select the Sheet tab.

3. In the Print area, markthe details to be printedand click OK.

Note: Use File-Page Preview

to view how your sheetwill look like beforeactually printing it. Youmay edit the settings byclicking the Page buttonin the Preview window.

Row/Column Breaks: To manually set print breaks within your worksheet;appear as blue lines (Insert > Manual Break >

Row/Column Break)

B. Scale

• Reduce/Enlarge printout (%) – This option will scale all of the data in the






printout exactly the same either larger or smaller. For example, if a sheetwould normally print out as 4 pages, a scale of 50% would cause thatprintout of four pages to print as one page.

• Fit printout to x pages – This option will define exactly how many pagesthe printout will take up. However, this option will only reduce aprintout, it will not enlarge it. To enlarge a printout, the reduce/enlargeoption must be used.

C. Repeating Rows/Columns

Printing rows or columns on every page:

If a sheet will be printed on multiple pages, certain rows or columns canbe set up to repeat on each printed page. If the top two rows of the sheet needto be printed on all pages, do the following:

1. Choose Format > Print Ranges > Edit.

2. The Edit Print Ranges dialog appears. Click the icon at the far right of theRows to repeat area. The dialog shrinks so that you can see more of thesheet and thus be able to highlight the print range.

3. Select the first two rows of the sheet. To do this, click cell A1 and drag toA2. In the shrunk dialog $1:$2 will appear. Rows 1 and 2 are now rows to

repeat.

Note: The entire range of the rows to be repeated does not need to be

selected. Just selecting one cell in each row will work.

4. Click the icon at the far right of the Rows to repeat dialog area. Thedialog is restored again.

5. Column A can also repeat. Click the icon at the far right of the Columns

to repeat area.

6. Click column A in the sheet (not in the column header).

7. Click the icon again at the far right of the Columns to repeat area.

D. Defining a print range

This option allows you






to modify or set a definedprint range. This could beuseful if, in a largespreadsheet, only a specificarea of data needs to beprinted.

1. Highlight the range ofcells that comprisethe print range.

2. Choose Format > PrintRanges > Define.

3. The page break lineswill display on screen.

Note: You can check the print range by using File > Page Preview. OOo willonly display the cells in the print range.

You can also edit defined print range by using Format > Print Ranges >Edit.

E. Adding to the print range

1. After defining a print range, more cells can be added to it. This allowsmultiple, noncontiguous, areas of the same sheet to printed, while notprinting the whole sheet.

2. Once you have defined a print range: Highlight the range of cells thatshould be added to the print range.

3. Choose Format > Print Ranges > Add. This will add the extra cells to theprint range. The page break lines will no longer show up on the screen.

Note: The additional print range will print as a separate page, even ifboth ranges are on the same sheet.

F. Removing a print range

1. Choose Format > Print Ranges > Remove.

2. After the print range is removed, the default page break lines will appearon the screen

3. Select:

None to remove a print range definition for the current spreadsheet.





Selection to define the selected area of a spreadsheet as the printrange.

User-defined to define a print range that you have already defined

To use the Selection option, follow the same procedure as selectingrows to repeat. Click on the dialog button, and highlight the range youwant to print.

G. Selecting sheets to print

In addition to defining a range, the sheet to print can also bespecified. This can be useful if you have a large workbook with multiple sheetsand only want a certain sheet to print.

1. Select the sheets to beprinted. (Hold down theCtrl key as you click oneach sheet tab.)

2. Go to File > Print... andselect Options... in thelower left corner.

Note: The Options button is different from the Properties button.

Properties deal with the settings of the printer, whereas optionsdeal with OOo’s settings.

3. Check the Print only selected sheets check box. Click OK .

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