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TABLE OF CONTENT
Topics Page
Chapter 1 : Basic concepts of Electronic Spreadsheet CA-1
Chapter 2 : Creating a Spreadsheet CA-30
Chapter 3 : Formatting Data, Formulas and Copying CA-51
Formula
Chapter 4 : Cell Reference and Functions CA-63
Chapter 5 : Charts CA-71
Chapter 1: Basic Concepts of Electronic
Spreadsheet
1.What is Calc?............................................................................................................CA-1
2.Advantages of an Electronic Spreadsheet.................................................................CA-1
3.Spreadsheets, sheets and cells...................................................................................CA-1
4.Parts of the main Calc window.................................................................................CA-2
4.1.Title bar and Menu bar......................................................................................CA-2
4.2.Toolbars.............................................................................................................CA-2
4.3.Formula bar.......................................................................................................CA-3
4.4.Individual cells..................................................................................................CA-4
4.5.Sheet tabs...........................................................................................................CA-4
5.Navigating within spreadsheets.................................................................................CA-4
5.1.Going to a particular cell...................................................................................CA-4
5.2.Moving from cell to cell....................................................................................CA-5
5.3.Moving from sheet to sheet...............................................................................CA-7
6.Viewing Calc.............................................................................................................CA-7
6.1.Using the zoom function...................................................................................CA-7
7.Types of data entry....................................................................................................CA-8
7.1.Entering numbers..............................................................................................CA-8
7.2.Entering text......................................................................................................CA-9
7.3.Entering a formula.............................................................................................CA-9
Entering data in Spreadsheets.....................................................................................CA-10
7.4.Multiple lines of text.......................................................................................CA-10
7.5.Using AutoFill.................................................................................................CA-12
7.6.Using AutoInput..............................................................................................CA-13
7.7.Using AutoCorrect...........................................................................................CA-13
8.Editing data in Calc.................................................................................................CA-13
8.1.Removing data from a cell..............................................................................CA-14
8.2.Replacing all the data in a cell.........................................................................CA-14
8.3.Changing part of the data in a cell...................................................................CA-14
9.File management.....................................................................................................CA-15
9.1.Starting new spreadsheets...............................................................................CA-15
9.2.Opening existing spreadsheets........................................................................CA-15
9.3.Saving spreadsheets.........................................................................................CA-16
10.Printing..................................................................................................................CA-17
10.1.Printing a spreadsheet ...................................................................................CA-17
10.2.Print options..................................................................................................CA-18
10.3.Selecting sheets to print.................................................................................CA-18
10.4.Details, order, and scale.................................................................................CA-19
11.Adjusting the print range.......................................................................................CA-20
11.1.Printing rows or columns on every page.......................................................CA-20
11.2.Defining a print range....................................................................................CA-21
11.3.Removing a print range.................................................................................CA-21
11.4.Editing a print range......................................................................................CA-22
12.Headers and footers...............................................................................................CA-23
12.1.Setting a header or a footer............................................................................CA-23
12.2.Header or footer appearance..........................................................................CA-24
12.3.Setting the contents of the header or footer...................................................CA-24
13.Exercise.................................................................................................................CA-26
1. What is Calc?
Calc is the spreadsheet component of OpenOffice.org (OOo). You can enter data, usually
numerical data, in a spreadsheet and then manipulate this data to produce certain results.
Alternatively you can enter data and then use Calc in a ‘What If...’ manner by changing some
of the data and observing the results without having to retype the entire spreadsheet or sheet.
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4. Parts of the main Calc window
When Calc is started, the main window looks similar to Figure 1.
Title Bar
Menu Bar Standard Toolbar
Active Cell
Indicator
Row Headers
4.2.Toolbars
Under the Menu bar by default are three toolbars: the Standard toolbar, the Formatting
toolbar, and the Formula bar.
The icons on these toolbars provide a wide range of common commands and functions.
Placing the mouse pointer over any of the icons displays a small box, called a tooltip. It gives
a brief explanation of the icon’s function.
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In the Formatting toolbar, there are two rectangular areas on the left. They are the Font Name
and Font Size menus. (See Figure 2.) If there is something already in the box, it tells what
the current setting for the selected area is.
Click the little button with an inverted triangle to the right of the box to open a menu. From
the Font Name and Font Size menus, you can change the font and its size in selected cells.
4.3.Formula bar
On the left of the Formula bar (see Figure 3) is a small text box, called the Name box, with a
letter and number combination in it, such as D7. This is the column letter and row number,
called the cell reference, of the current cell.
Function Wizard
Function Button
To the right of the Name box are the the Function Wizard, Sum, and Function buttons.
Clicking the Function Wizard button opens a dialog box from which you can search through
a list of available functions. This can be very useful, because it also shows how the functions
are formatted.
The Sum button inserts a formula into the current cell that totals the numbers in the cells
above, or to the left if there are no numbers above, the current cell.
The Function button inserts an equals sign into the selected cell and the Input Line, thereby
setting the cell ready to accept a formula.
When you enter new data into a cell, the Sum and Equals buttons change to Cancel and
Accept buttons .
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The contents of the current cell (data, formula, or function) are displayed in the Input Line,
the remainder of the Formula bar. You can edit the cell contents of the current cell here, or
you can do that in the current cell. To edit inside the Input Line area, left-click the appropriate
part of the Input Line area, then type your changes. To edit within the current cell, just
double-click the cell.
4.4.Individual cells
The main section of the screen displays the individual cells in the form of a grid, with each
cell being at the intersection of a particular column and row.
At the top of the columns and at the left-hand end of the rows are a series of gray boxes
containing letters and numbers. These are the column and row headers. These headers can
also be turned off by selecting View > Column & Row Headers
4.5.Sheet tabs
At the bottom of the grid of cells are the sheet tabs (see Figure 4). These tabs enable access to
each individual sheet, with the visible, or active, sheet having a white tab.
Clicking on another sheet tab displays that sheet and its tab turns white. You can also select
multiple sheet tabs at once by holding down the Control key while you click the names.
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c)Using the Navigator
Click on the Navigator button in the Standard toolbar (or press F5) to display the
Navigator. Type the cell reference into the top two fields, labeled Column and Row, and press
Enter. In Figure 5 the Navigator would select cell F5.
Figure 6. (Left) One selected cell and (right) a group of selected cells
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b)Using the cursor keys
Pressing the cursor keys on the keyboard moves the focus in the direction of the arrows.
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5.3.Moving from sheet to sheet
Each sheet in a spreadsheet is independent of the others though they can be linked with
references from one sheet to another. There are three ways to navigate between different
sheets in a spreadsheet.
Sheet tabs
Note The sheet tab arrows that appear in Figure 7 only appear if you have some sheet
tabs that can not be seen. Otherwise they will appear faded as in Figure 4.
1.
6. Viewing Calc
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window.
The zoom function can be activated by either:
• Going to the View menu and selecting Zoom, or
• Double-clicking on the percentage figure in the status bar at the bottom of the window.
Both methods will open the Zoom dialog (Figure 8). You can choose any one of the options
listed on the left side.
•
7.1.Entering numbers
Select the cell and type in the number using either the top row of the keyboard or the numeric
keypad.
To enter a negative number, either 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 minus symbol.
Note When entering an apostrophe to allow a leading zero to be displayed, the apostrophe
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will not be visible in the cell after the Enter key is pressed only if the apostrophe is
a plain apostrophe (not a “smart quote” apostrophe). The type of apostrophe is
selected by choosing Tools > Autocorrect > Custom Quotes. The selection of the
apostrophe type will affect Calc and Writer. If “smart quotes” are selected for
apostrophes, the apostrophe will remain visible in the cell after pressing Enter.
Tip Numbers can have leading zeros and be regarded as numbers (as opposed to text) if
the cell is formatted appropriately. Right-click on the cell and chose the Format
Cells > Numbers. Adjust the leading zeros setting to add leading zeros to numbers.
7.2.Entering text
Select the cell and type the text. Text is left-aligned by default.
7.3.Entering a formula
All formulas begin with an equals sign. The formulas may contain numbers or text, and other
data is also possible such as format details. The formulas also contain arithmetic operators,
logic operators or function starts.
Remember that the basic arithmetic signs (+, -, *, /) can be used in formulas
using the "Multiplication and Division before Addition and Subtraction" rule.
Instead of writing =SUM(A1:B1) it is better to write =A1+B1.
Parentheses can also be used. The result of the formula =(1+2)*3 produces a
different result than =1+2*3.
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a)Entering dates and times
Select the cell and type the date or time. You can separate the date elements with a slant (/) or
a hyphen (–) or use text such as 10 Oct 03. Calc recognizes a variety of date formats. You can
separate time elements with colons such as 10:43:45.
a)Wrapping text
Text in cells can be set to wrap at the end of the cell. This option can be set by right-clicking
on a cell and selecting Format Cells. (See Figure 9.) Click on the Alignment tab. Near the
bottom of the dialog, under Properties, is a check box labeled Wrap text automatically.
Selecting this check box will cause a line break to appear when the text gets to the end of the
cell. The results are shown in Figure 10.
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Figure 10: Automatic text wrap
b)Line breaks
Multiple lines of text can also be entered by using manual line breaks. When a manual line
break is entered, the cell width does not change.
To insert a manual line break, press Ctrl+Enter while typing. Figure 11 shows the results of
using two manual line breaks after the first line of text.
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Figure 12: Shrinking font size to fit cells
7.5.Using AutoFill
AutoFill automatically generates a data series based on a defined pattern.
1. On a sheet, click in cell, and type a number.
2. Click in another cell and then click back in the cell where you typed the number.
3. Drag the fill handle in the bottom right corner of the cell across the cells that you want
to fill, and release the mouse button.
4. The cells are filled with ascending numbers.
To quickly create a list of consecutive days, enter "Monday" in a cell, and drag the fill
handle.
Hold down Ctrl if you do not want to fill the cells with different values.
If you select two or more adjacent cells that contain different numbers, and drag, the
remaining cells are filled with the arithmetic pattern that is recognized in the numbers.
The AutoFill function also recognizes customized lists that are defined under
Tools - Options - OpenOffice.org Calc - Sort Lists.
You can double-click the fill handle to automatically fill all empty columns of the current
data block. For example, first enter Jan into A1 and drag the fill handle down to A12 to
get the twelve months in the first column. Now enter some values into B1 and C1. Select
those two cells, and double-click the fill handle. This fills automatically the data block
B1:C12.
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5. If you select a growth series, the increment that you enter is multiplied by each
consecutive number to create the next value.
6. If you select a date series, the increment that you enter is added to the time unit that
you specify.
7.6.Using AutoInput
When you are typing several identical text entries, AutoInput can speed up data entry.
When you enter some text in a column that starts in the same way as previous text in the
same column, Calc will suggest the completion of the entry with the text 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 of
your entry.
To turn the AutoInput on and off, set or remove the check mark in front of Tools - Cell
Contents – AutoInput.
7.7.Using AutoCorrect
AutoCorrect feature allows the program to make correction for any misspelled text
automatically. This features compares the text with the existing word list in the program.
The AutoCorrect settings are applied when you press the Spacebar after you enter a word.
To turn on or to turn off the AutoCorrect feature, in OpenOffice.org Calc choose Tools - Cell
Contents - AutoInput, and in OpenOffice.org Writer choose Format - AutoFormat - While
Typing. To apply the AutoFormat settings to an entire text document, choose Format -
AutoFormat - Apply.
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8.1.Removing data from a cell
Data can be removed (deleted) from a cell in several ways.
From this dialog, the different aspects of the cell can be deleted. To delete everything in a cell
(contents and format), check Delete all.
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a)Keyboard shortcut
After selecting the appropriate cell, press the F2 key and the cursor is placed at the end of the
cell. Then use the keyboard arrows to move the cursor through the text in the cell.
b)Mouse
Using the mouse, select the appropriate cell to edit. Once the cell is selected, move the mouse
pointer up to the input line and click into it to place the cursor for editing. You can either edit
the data from the input line or, once the cursor is in the input line, click the mouse in the
original cell for editing.
9. File management
d)From a template
Calc documents can also be created from templates, if you have any spreadsheet templates
available. Follow the above procedures, but instead of selecting Spreadsheet from the File
menu, select Templates and Documents. On the Templates and Documents window,
navigate to the appropriate folder and double-click on the required template. A new
spreadsheet, based on the selected template, opens.
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b)From the toolbar
Click the Open button on the Standard toolbar.
Tip You can also open a spreadsheet that has been recently worked on using the
Recently Opened Files list. This list can be accessed from the File menu, directly
below Open. The list displays the last 10 files that were opened in any of the OOo
components.
9.3.Saving spreadsheets
Spreadsheets can be saved in three ways.
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c)From the keyboard
Use the key combination Control+S.
If the spreadsheet has not been saved previously, then each of these actions will open the
Save As dialog box (Figure 15). Here you can specify the spreadsheet name and the location
in which to save it.
Note If the spreadsheet has been previously saved, then saving will overwrite the existing
copy without opening the Save As dialog box. If you want to save the spreadsheet in
a different location or with a different name, then select File > Save As.
10.Printing
OpenOffice.org Calc offers a powerful and highly configurable printing system. You can
select many different details to print or not to print. You can choose the order the sheets will
print in, the size of the sheets, and particular rows or columns to be printed on all sheets,and
the print range.
10.1.Printing a spreadsheet
To print a spreadsheet either to a printer or a file, choose File > Print.
Use the Print dialog (Figure 16) to change printer settings and quickly set what to print: the
whole document, specific sheets or a group of selected cells. You can also set the number of
copies, and whether to collate the copies, in this dialog.
Click OK to start printing.
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Figure 16. The Print dialog
10.2.Print options
You can set printer options for the current document only or for all spreadsheets. To select
options for the current document, on the Print dialog, click the Options button in the bottom
left. To set print options permanently, go to Tools > Options > OpenOffice.org Calc >
Print. The dialog boxes for both are very similar. See Figure 17.
Note The Options button is different from the Properties button. Properties deals with
the settings of the printer, whereas Options deals with OOo’s settings.
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Figure 17. Printer Options dialog
Note Remember that since the print detail options are a part of the page’s properties, they are
also a part of the page style’s properties. Therefore, different page styles can be set up
to quickly change the print properties of the sheets in the spreadsheet.
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Figure 18. The Sheet tab of the Page Style dialog
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Click to shrink dialog
Note You do not need to select the entire range of the rows to be repeated. Just selecting one
cell in each row will work.
Note You can check the print range by using File > Page Preview. OOo will only display the
cells in the print range.
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11.4.Editing a print range
At any time, the print range can be directly edited with Format > Print Ranges > Edit. If
you have already selected a print range, you'll see something like Figure 20.
In this example, three rectangles are selected, each separated by a semicolon. The first is
bounded by cell A3 ($A$3) in the top left and cell C9 ($C$9) in the bottom right corners.
Clicking anywhere in the text entry box will show the currently selected print range on the
screen, with each rectangle in a different color as in Figure 21.
After making any changes, click the shrink icon to the right of the text entry box (see Figure
4) to redisplay the rectangles with their new values.
Click the right-hand icon (a window with an arrow pointing down) to re-expand the dialog
box.
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12.Headers and footers
Headers and footers are pre-defined pieces of text that are printed at the top or bottom of a
sheet outside of the sheet area. Headers and footers are assigned to a sheet or to a sheet style.
Headers print on the top of a sheet and footers print on the bottom of a sheet. There are set
the same way.
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a)Margin
Changing the size of the left or right margin adjusts how far the header or footer is from the
side of the page.
b)Spacing
Spacing affects how far above or below the sheet the header or footer will print. So, if
spacing is set to 1.00”, then there will be 1 inch between the header or footer and the sheet.
c)Height
Height affects how big the header or footer will be.
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To set the contents of the header or footer, click the Edit button in the header or footer dialog
shown in Figure 22. The dialog shown in Figure 24 will display.
a)Areas
Each area is independent and can have different information in it.
b)Header
In the header drop down list there are several preset choices.
c)Custom header
Here there are several buttons to add custom elements to the headers.
Opens the Text Attributes dialog.
Inserts the file name field.
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13.Exercise
Hands-on Exercise
Produce a spreadsheet similar to the one below, using the skills that you have learned in this
chapter. Save the sheet as Exercise 1. Type your name in cell A11.
STEPS
1. Entering the spreadsheet title
Place the cell selector at cell A1. Type ABX Private College in cell A1. Press Enter
key. Place the cell selector at cell A3. Type Students Intake for Year 2007. Press
Enter key
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2. Entering Column Titles
Click cell B5. Type Sem 1. Point the mouse pointer to the bottom right corner of the
cell selector, the pointer become + (fill handle). Using fill handle, drag the cell to
cells C5:D5. Sem 2 and Sem 3 appear in both cell C5:D5.
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Lab Exercise
1. Enter the following data in the worksheet. Observe whether they are text, numbers or
formulas.
a) 120 kg j) 13/10/99
b) 53126 k) 10/35/05
c) 53 126 l) $100
d) 2+1 m) RM100
e) =2+1 n) -200.59
f) 5/3 o) (200.59)
g) 5-3 p) 0.0135
h) 13-3 q) 0 2/5
i) 25 Jul 2005 r) 100.20
2. Click sheet2 from the sheet tab. Position the cursor at A1, perform the following steps
and write the cell positions:
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Steps Cell Position
Page Down
Ctrl →
Ctrl ↑
Ctrl Home
Page Up
Ctrl+PgDn
Alt Page Down
Home
End →
End ↓
3. In a new spreadsheet, perform the following task and observe the result:
a) In cell A1 type January. Using fill handle fill the following month until December
in cell B1, C1,..
b) In cell C10 type Apr (short for April). Using fill handle, drag to cell C5.
c) In cell H3 type Friday. Using fill handle drag to cell A3
d) In cell D6, type 1000. Using fill handle copy the content to E6 until H6
e) In cells A12 and B12 type 50 and 100. Highlight A12:B12 and using fill handle,
drag to G12.
f) In cells A14 and B14 type 50 and 20. Highlight A14 and B14 and using fill handle
drag to G14.
g) In cell B16 type Semester 1. Using fill handle, drag to cell F16
h) In cells A9 and A10 type 8/25/2004 and 8/28/2004. Highlight A9:A10 and using
fill handle, drag to A5.
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