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CALC

The spreadsheet component of OpenOffice.org

Adapted from the training manual on


http://www.documentation.openoffice.org/manuals (October 11, 2005
version, based on OpenOffice.org 2.0). The Original Documentation is
Calc: the spreadsheet component by Dave Le Huray, Jim Taylor, Ken
Jones, Peter Kupfer, Jean Hollis Weber, Linda Worthington.
Extra source: Computing for Life Book A by Tan. FNB Publicaitons. 2005.
iSchools Computer & Internet Literacy Course for Teachers
Electronic Spreadsheet

TABLE OF CONTENTS

GETTING STARTED................................................... ..................5


Workbooks, Worksheets and Cells.....................................................................................5
Parts of the Calc Screen.......................................................................................................6
WORKBOOK OPERATIONS..........................................................9
Creating a New Workbook..................................................................................................9
Opening an existing workbook............................................................................................9
Saving workbooks ...............................................................................................................9
NAVIGATING WITHIN WORKSHEETS................................... ........11
Going to a Particular Cell to Make it the Active Cell.....................................................12
Moving from Cell to Cell...................................................................................................12
Moving from Sheet to Sheet..............................................................................................12
Renaming worksheets........................................................................................................13
SELECTING ITEMS IN A WORKSHEET.........................................14
To Select a Cell....................................................................................................................14
To Select a Range of Contiguous Cells ............................................................................14
To Select Cells which are Non-Contiguous......................................................................15
To Select an Entire Column, Row, or Sheet.....................................................................15
To Select More Than One Worksheet...............................................................................15
ENTERING DATA INTO A WORKSHEET........................................17
Entering Text......................................................................................................................17
Entering Numbers..............................................................................................................17
Entering Numbers as Text.................................................................................................17
Entering Dates and Times..................................................................................................17
Entering Data into a Column or Row...............................................................................19
Auto-Complete....................................................................................................................20
EDITING COLUMNS AND ROWS.................................................22
Inserting and Deleting Columns and Rows......................................................................22
INSERTING AND DELETING WORKSHEETS..................................23
To insert new worksheets...................................................................................................23
To delete worksheets...........................................................................................................23
To move/re-position worksheets........................................................................................23
EDITING DATA IN CALC........................................ .....................23
Removing text.....................................................................................................................23
Typing over text (Overwrite).............................................................................................24

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Editing part of a cell...........................................................................................................24


Sorting Data........................................................................................................................24
FORMATTING DATA IN CALC................................................. .....27
Numbers..............................................................................................................................27
Font......................................................................................................................................27
Alignment............................................................................................................................29
Borders................................................................................................................................29
Background.........................................................................................................................29
Cell Protection....................................................................................................................30
Merge Cells ........................................................................................................................30
FORMATTING ROWS & COLUMNS..............................................30
Columns...............................................................................................................................30
Rows.....................................................................................................................................31
OTHER FORMATTING TECHNIQUES...................... ......................31
Inserting Objects................................................................................................................31
Auto-Format.......................................................................................................................32
Conditional Formatting.....................................................................................................32
USING FORMULAS IN CALC................................... ....................34
Writing a Formula..............................................................................................................35
The Pointing Method.........................................................................................................36
PEMDAS and the Hierarchy of Operations....................................................................37
Copying Formulas..............................................................................................................38
FUNCTIONS............................................................ .................42
VIEWING LARGE WORKSHEETS.................................................48
Freezing and Splitting........................................................................................................48
Splitting the window...........................................................................................................48
CHARTS AND GRAPHS........................................... ...................49
Inserting a Chart................................................................................................................50
Editing a chart....................................................................................................................53
Moving and resizing a chart..............................................................................................54
PRINTING.................................................................... ............54
Row/Column Breaks..........................................................................................................54
Scale.....................................................................................................................................54
Repeating Rows/Columns..................................................................................................55
Defining a print range........................................................................................................55
Adding to the print range..................................................................................................56

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Removing a print range.....................................................................................................56


Selecting sheets to print.....................................................................................................56

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


You can enter 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 workbook or sheet. You may use it to record,
compute, and graph grades for all your classes; tabulate
financial records; log experiment results and get statistical
findings; graph mathematical formulas; and many many more.

A major advantage of electronic spreadsheets is that the data is easier to


alter. If the correct functions and formulas have been used, the program
will apply these changes automatically.
Exercise 1 :
GETTING STARTED 1. Load Calc.
2. Keep it open as you navigate
Workbooks, Worksheets and your way around the application
Cells in the next section.
Calc works with elements called 3. Familiarize yourself with the
workbooks. A workbook is different parts of the Calc
composed of a number of individual worksheets, each containing a block
of cells arranged in rows and columns. These cells hold the individual
elements; text, numbers, formulas etc., which make up the data to be
displayed and manipulated.

Each workbook can have several worksheets and each worksheet can
have many individual cells. In version 2.x of OOo, each worksheet can
have a maximum of 65,536 rows (1 through 65536) and a maximum of
245 columns (A through IV). This gives 16,056,320 individual cells per
worksheet.

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Parts of the Calc Screen


Title Menu Toolbar Minimize, Maximize/Restore,

Column Formula
Active

Row
Headers

Sheet Tabs

Figure 1. Parts of the Calc


window

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• Title bar: shows the name of the current workbook and the version of
OOo in use. If the workbook is new, then its name is Untitled X, with X
being a number
• Menu bar: shows a list of commands to choose from (Alt + underlined
letter)
• Toolbars: shows icons that provide a wide range of common
commands and functions
 three default toolbars under the Menu Bar: the Object bar, the
Function bar, and the Formula bar; the Main Toolbar runs vertically
down the left hand side of the screen
 tool tip: a small yellow box displayed when mouse is placed over a
tool/ an icon; gives a brief explanation of the button’s function.
Turning on Extended Tips under the Help menu, Help > Extended
Tips, will provide a more detailed explanation of the buttons.
• Formula bar:
 Name Box: contains the cell reference When you enter new
of the active cell: designates a cell using data into a cell, the Sum
the column header and row header (e.g. and Function buttons
A1, Z300), called the cell reference change into the Cancel
 Function Wizard: shows a list of functions available in Calc (more on
this later)
 Sum button: adds the numbers in the specified range of cells
 Function button: inserts an equal sign into the Active Cell and the
Input Line thereby preparing the cell to receive a formula
 Input Line: alternative place where data/formula is displayed and
can be edited (press F2) besides the active cell itself

Figure 2. Formula Bar

• 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

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• Sheet tabs: enable access to each individual worksheet, with the


visible, or active, sheet having a white tab (multiple sheets can be
selected by holding down the Ctrl button while clicking the respective

Figure 3. Sheet Tabs

sheet tabs)

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WORKBOOK OPERATIONS

Creating a New Workbook


A new workbook can be created from
any OOo application. For example, a
new workbook can be created from
Writer or Draw.
• Click on the File menu and then
select New > Spreadsheet. OR
• Click the arrow beside the New
Document button on the
Function bar and select Spreadsheet
from the submenu. OR Figure 4. Open File dialog box
• If you already have a workbook
open, you can press CTRL+N to open a new Calc workbook.

Tip: You can also open a workbook that has been recently worked on
using the Recently Opened Files list, located in the File menu –
Recent Documents. This list displays the last eight files that were

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.

Saving workbooks
To save a workbook : (default file extension
is *.ods)
• Click on the File menu and then
select Save.
• Click on the Save button on the
Standard Toolbar. This button will be
greyed-out and unselectable if the file
has been saved and no subsequent
changes have been made.
• Use the key combination CTRL+S.
Figure 5. Save As dialog box

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

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Tip: 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 the workbook in a different location or with a
different name, then go to the File menu and select Save As.

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Exercise 2:
1. Calc automatically create a new workbook (Untitled1) when loaded.
Try your hand at creating new workbooks. Notice the following:
 simply clicking on the New Document button will create a new
Writer document, not a Calc spreadsheet – you have to access
the submenu to select spreadsheet to create one
 each workbook opens in a separate window
 the given filenames as you go along proceeds from Untitled1 to
X
2. Go to the Windows menu to view a list of the files you have
opened/created. The list shows which file you are currently in,
designated by a bullet on the corresponding filename.
3. Close the workbooks, except for one, by going to File > Close,
Window > Close Window, or by clicking the Close button on the
Title Bar.
4. Save the remaining workbook to your designated Calc folder as
exercises, make sure that you select .ods from the available file
types.
 Notice that you can save your file as an older version of OOo
Calc (1.0) file, as a template, as a database, as html, or even as

NAVIGATING WITHIN WORKSHEETS

Worksheet Views
The zoom function is used to change the view in
order to see more, or fewer, cells on the window.
This can be done by going to View menu > Zoom,
or by double-clicking on the percentage figure in the
status bar at the bottom of the window. Both
methods will open the Zoom dialog box. This dialog Figure 6. Zoom Dialog Box
box has the following options listed on the left-hand
side:
• Entire Page – an entire page fits within the height and width of the
window; defined by the page format that has been applied to the
sheet.
• Page Width – the width of the page fits within the width of the screen,
not necessarily showing the entire height of the page
• Optimal – zooms the selected range to fit the screen
and is normally greyed out to show that it is not
available. To use this option, you must first highlight a
range of cells.
• Percentages – zoom the screen to a particular size,
100% being full size.
• Variable – to set a zoom percentage of your choice.
Either use the up and down arrows to the right of the
entry field or enter the amount desired.

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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 and press Enter. OR
• 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.

Moving from Cell to Cell


Keystroke movement
→ Right one cell
← Left one cell
↑ Up one cell
↓ 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+PageDo One sheet to the right (in Sheet Tabs)
wn
CTRL+PageUp One sheet to the left (in Sheet Tabs)
Tab To the cell on the right
Shift+Tab To the cell on the left
Enter Down one cells
Shift+Enter Up one cell

Moving from Sheet to Sheet


Clicking one of the Sheet Tabs at the
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Figure 8. Sheet Tabs Shortcut


menu
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bottom of the spreadsheet selects that sheet. Each sheet is independent


from the others though they can be linked with references from one sheet
to another.
• To add sheets, click into the little empty space at the right of the last
sheet tab or select Insert > Sheet from the Menu bar, or right-click on
one of the sheet tabs and select Insert Sheet.
• If you have a lot of sheets, then some of the sheet tabs may be hidden
behind the horizontal scroll bar at the bottom of the screen. If this is the
case, then the four buttons at the left of the sheet tabs can move the
tabs into view.
• Sheet numbering is arbitrary – you can name a sheet as you wish (use
the Shortcut menu to rename a sheet).
• Finally, you can move between sheets by using CTRL+PageUp (moves
left one sheet) or CTRL+PageDown (moves
right one sheet).
Tip: Sheet names must
Renaming worksheets
start with either a
The default name for the sheets is “SheetX”,
letter or a number;
where X is a number. While this works for a
other characters
small workbook with only a few worksheets,
including spaces are
it becomes awkward when there are many
not allowed, although
sheets. To give a sheet a more meaningful
spaces can be used
name, enter the name in the name box when
between words.
you create the sheet or right-click on a sheet
Attempting to rename
tab and select Rename Sheet from the
popup menu and replace the existing name with a better one.

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Exercise 3:
1.Make sure that the file named exercises.ods is open. Use Sheet1
for this exercise.
2.Use the arrow keys to navigate around the worksheet. The cell
where you are currently located has a black border around it – it’s
what is called the active cell, meaning any data you enter at this
point will be entered into that cell.
3. Check how the Name Box changes the cell reference as you make
different cells active.
4. Enter the cell reference AB630 in the Name Box. Press Enter. See
what happens.
5. Use the Calc Navigator to go to another cell.
6. Use the various keystroke & mouse combinations above to

SELECTING ITEMS IN A WORKSHEET

To Select a Cell
Click on the cell.
To Select a Range of Contiguous Cells
• by dragging the
mouse: click on a
cell, press and
hold down the left
mouse button and
then move the
mouse around the
screen; once the
desired block of
cells is
highlighted,
release the left
mouse button. Figure 9. (Left) One selected cell and (right) a group of selected cells

• without dragging the mouse


 Using the mouse:
1. Click on the cell to serve as the first corner for the 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 keyboard:
1. Click on the cell to serve as the first corner for the range of cells.
2. While holding down the Shift key, use the cursor arrows to select
the rest of the range.
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To Select Cells which are Non-Contiguous


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

To Select an Entire Column, Row, or Sheet


• Row or Column: Click the column/row header to
select the entire column/row
• An entire sheet: click the Select All button (small
square located at the corner of Column Header A and
Row Header 1)

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. Any
actions that you perform will now affect all highlighted sheets.
• Non-Contiguous Sheets: 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. Any
actions that you perform will now affect all highlighted sheets.
• All Worksheets: Right-click over any one of the sheet tabs and select
Select All Sheets from the popup menu.

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Exercise 4:
1.Make sure that the file named exercises.ods is still open.
2. Select a cell and make it active – review past lesson. Select A1, then
B1, then C1 one by one.
3. To select adjacent/contiguous cells A1, B1, and C1 at the same time:
click on A1 then click and drag to C1 to cover the entire range. Notice
that the Name Box shows A1:C1 – the colon is used to denote a range.
As such, if you select the range A1 to C10, the Name Box will show
A1:C10. Try it.
 Select A1 or any other cell to unselect the range.
 Try doing it differently: click on A1 to select it and make it the
anchor cell. Then, holding down the Shift key, click on C10. This
should select the range A1:C10. Another way to do this is by
selecting A1 as the anchor cell then hold down the Shift key as you
use the arrow keys to select adjacent cells towards C10.
 Notice that you can choose to start with any corner of the range –
so you can start with C10 then Shift+click on A1 OR start with C1
then Shift+click on A10…the range will still be A1:C10 in the end.
4. To select non-adjacent/non-contiguous cells A1, B2, and C10 at the
same time: click on A1 then B2 and lastly, C10. Try it.
 Notice that the Name Box just shows the cell reference of the last
cell selected.
 Note that the semi-colon is used to denote individually selected
cells – as such, such a selection can be designated as A1;B2;C10 in
the same way as A1:C1 can be designated as A1;B1;C1
5. Select a row by clicking on its Row Header – i.e. to select the entire
Row 10, click on the Row Header 10; click and drag the corresponding
Row Headers to select Rows 10 to 15,.
 You can also hold down the Shift & Ctrl keys to select contiguous
(e.g. Rows 10 to 15) and non-contiguous rows (e.g. Rows 10 and 15
only), respectively.
 Try the same thing with Column G. Then with Columns G to D, then

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ENTERING DATA INTO A WORKSHEET

Most data entry in OpenOffice.org (OOo)


Calc can be accomplished using the
keyboard. You can enter both text and
numbers using either the main keyboard
area or the number pad. Each cell can
Figure 10: Independent cells
contain an independent piece of data.
Entering Text
Select the cell and type the text. Text is left-aligned by default.

Entering Numbers
Select the cell and type in the number. 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.

Entering Numbers as Text


If a number is entered in the format 0919, Calc will drop the leading 0. To
preserve this, in the case of telephone area codes for example, precede
the number with an apostrophe – like so: '0919. However, the data is now
regarded as text by Calc. Arithmetic operations will not work on it. It will
either be ignored or will produce an error of some kind.

Entering Dates and Times


Select the cell and type the date or time. You can separate the date
elements with a slant (/) or – or type with 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.

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Exercise 5:
1.Make sure that the file named exercises.ods is still open.
2.Rename Sheet1 as Personal Data.
3. Go to A2, type your full name.
 Notice that as you type, the blinking cursor or insertion point
moves along, pressing Enter will confirm your entry in A1 and
move the active cell to the next cell below.
 Notice, too, that the data appears both in the active cell as well as
in the Formula Bar’s Input Line – you have the option to enter the
data in either.
4. Type the following in the corresponding cells:
 A3: your nickname
 A4: the school you teach in
 A5: years of teaching

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Entering Data into a Column or Row


called “filling” to either fill with the same data or with data which changes
in each cell.
• To fill a range with the same data
1. In the first cell in the range, enter the data you want to fill the other
cells. It can be text, a number or a formula.
2. Click on this cell, hold down the left mouse button and drag to select
all the cells that you want this data to fill into.
3. Go to the Edit menu, select the Fill option and then choose the
direction in which to fill.
• Using the mouse:
1. Enter the data in the first cell that you want to fill into
each of the other cells.
2. Click in this cell to select it. You
will see a border appear around
the cell and this border will have a
small black square in the lower
right corner (Auto-Fill Handle).
Move the mouse pointer over this
square and it will turn into a black Figure 11: Fill Series dialog
cross. box
3. When it does so, hold down Ctrl key then click and drag down the
column or across the row.
4. To create a Data Series (e.g. months of the year, sequential #s,
Tip: You´ll
etc.), notehold
do not thatdown
Fill works either
the Ctrl keyon
as columns
you clickor rows
and dragbutthe
notauto-
both at
the
fillsame time.
handle. However,
(same when
as using theyou
Editwant
menu to>fillFill
an>area,
Series you can fill
option)
multiple columns or rows by first filling one column or row, then
selecting an area with that column or row at one edge, and then filling
the area as if you were filling a single row or column.

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Exercise 6:
Make sure that the file named exercises.ods is still open. Use the sheet
Personal Data.
Go to A1, type the number 1.
Go to B1, type the number 2. Go to C1, type the number 3….on to E1.
An easier way to do this would be to type 1 in A1 then just click and drag the
Auto-Fill Handle to E1 so that Calc will automatically fill in the required data.
If you want another increment instead of 1, enter 1 in A1 then enter 5 in B1,
highlight the two cells A1 and B1 then click and drag the Auto-Fill Handle
sideways – the values will now be 1, 5, 9, 13, 17.
Try doing the same thing with months (work on A10:A21), days (work on
B10:Z10), descending decimal numbers (work on B15 onwards), etc. For some
reason, it cannot do the same fill action for the ordinary alphabet.
Erase all other data except the personal data in Column A and the numbers 1 to
5 in Row 1. You can do this by selecting the cells concerned and pressing the
Delete button. Press Ok when prompted.
Go around the room and get data from four other colleagues.
Enter their data in Columns B to E.
Do not worry if some of the data seems shortened (symbolized by an arrow) –
you’ll fix that soon enough.

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

Here is how it works: 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 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. If you keep typing, your

Exercise 7:
1. Use Sheet2 in exercises.ods.
2. Create some text in some cells in a column. You will want several
different entries.
3. Click in an empty cell in the column in which you have entered the
text. Then right-click to activate a popup context menu.
4. Move the mouse pointer down the menu and left-click on
Selection List.
5. A list will drop down below the active cell showing all the unique
entries used in the column so far.
6. Click on the entry you want and it will be entered into the active
cell.
Commission on Information
7. Alternatively, and Communications
after you click Technology
in an empty cell – Human Capital
in the column, press
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characters will replace Calc’s suggested characters. If you press


Backspace, the suggested highlighted characters will disappear.

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EDITING COLUMNS AND ROWS

Inserting and Deleting Columns and Rows


• To insert a single column or row
1. Click on the column/row header to select
the entire column/row
2. Do one of the following:
 Go to the Insert menu and select
Columns or Rows OR
 hold down the left mouse button on the
Insert Cells icon in the main bar and
select Insert Columns or Insert Rows
from within the extra toolbar that
appears OR
 Right-click on the column or row Figure 14. Insert menu
identifier and select Insert Column or
Insert Row from the popup menu.
• To delete a column or row: Right-click on the column or row identifier
and select Delete Column or Delete Row
from the popup menu. Tip: When you insert a
• To insert multiple columns or rows: new column it is
Highlight the required number of columns inserted to the left of
or rows by holding down the left mouse the highlighted column
button on the first one and then dragging and when you insert a
across the required number of identifiers. new row it is inserted
Proceed as for inserting a single column or above the highlighted
row above. row.
• To delete multiple columns or rows:
Highlight the required number of columns or rows by holding down the
left mouse button on the first one and then dragging across the
required number of identifiers. Proceed as for deleting a single column
or row above.

Exercise 8:
Use the sheet Personal Data in exercises.ods.
Select Column Header A.
Insert a column to the left. Notice that the table that you’ve created will
automatically move from A1:E6 to B1:F6.
Type the following in the corresponding cells:
A1: teacher #
A2: full name
A3: nickname
A4: school
A5: years of teaching
A6: birthday
Save your file.
Experiment with inserting multiple columns/rows as well as deleting
columns/rows. Just
Commission on make sure
Information and that the table goes
Communications back –toHuman
Technology its original
Capital look.
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INSERTING AND DELETING WORKSHEETS

To insert new worksheets


Click on the tab of the existing
sheet that you want to place
the new sheet next to, and
then either:
• Click on the Insert menu and
select Sheet, OR
• Right-click on its tab and
select Insert Sheet, OR
• Click into an empty space at
the end of the line of sheet Figure 15. Insert Sheet Dialog Box
tabs.

Each method will open the Insert Sheet dialog box. Here you can select
whether the new sheet is to go before or after the selected sheet and how
many sheets you want to insert.

To delete worksheets
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 them as described earlier, right-click
over one of the tabs and select Delete from the popup menu.

Exercise 9:
1. Experiment with inserting, renaming, moving, and deleting sheets in
exercises.ods. Just make sure that the sheet Personal Data is
preserved.
2. Save your file.
To move/re-position worksheets
1. Select the corresponding Sheet Tab.
2. Drag it to its new position in the Sheet Tab area.

EDITING DATA IN CALC

Editing text is done is almost the same way


it is entered. The first step to editing text is
selecting the cell with the text that needs to
be edited. Activate a cell for editing by
double-clicking on it or selecting the
appropriate cell then pressing F2.

Removing text
• Removing text only: without removing
Figure 16: Delete Contents dialog
box
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any of the formatting of the cell: press Backspace


• Removing text and formatting simultaneously: press Delete to
bring up the Delete Contents dialog box (see Figure 16) that allows
you to customize the action. To delete everything in a cell (contents
and format), check Delete all.

Typing over text (Overwrite)


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

Editing part of a cell


Sometimes it is necessary to edit the contents of cell without removing all
of the contents, for instance if the phrase “See Dick run” is in a cell and it
needs to be modified to “See Dick run fast.” It is often useful to do this
without deleting the old cell contents first. The process is the similar to
the one described above, but you need to place the cursor inside the cell
by doing any of two ways:
• 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.
• Mouse: select the appropriate
cell to edit. Once the cell is

Exercise 10:
1.Using the sheet Personal Data in exercises.ods, experiment with
deleting, overwriting/editing part of the cell, and finding and
replacing. Remember, you have the option to edit the cell data either
in the cell itself or in the Formula Bar.17: Find and Replace dialog box
Figure
2. Save your file.
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 text from
the input line or, once the cursor
is in the input line, click the
mouse in the original cell for
editing.
• Edit > Find & Replace (Ctrl + F):
an easy way to replace specified
data into something else

Sorting Data
There are instances, such as when
Figure 18: Sort dialog box
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reporting student information or grades, when you would need to arrange


your data in a worksheet either in ascending order, i.e. lowest to highest
for numbers, alphabetical for text, or descending order, based on the
values in one or more columns. This can be done by using the Data menu
> Sort.
Sort Ascending button: sorts data based on the values of the first
column in the selected range
Sort Descending button: sorts data based on the values of the first
column in the selected range

Note that you need to select or highlight the cells of corresponding data in
a table.

Now, what if you would like to sort your data but do not want the data
from the first column to be your basis of reference? Calc allows you to
sort using other columns through the Data menu, Sort option.
The option shows a dialog box that allows you to pick the column letter
which you would like the sorting process to base on. It likewise allows you
to choose between ascending or descending. It allows you to pick a
second and even a third basis of reference for sorting.

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Exercise 11:
Use Sheet2 in exercises.ods. Rename it
Sort Scores.
Copy the table on the right.
Highlight B2:B5. Click the Sort Ascending
button – this will sort the ages from
youngest to oldest.
Notice though that when you did this,


Zarah’s age became 18, Daphne’s became
22, and so on. This would cause a serious
problem. What if the scores were the ones
sorted erroneously? Then, Zarah would
have the lowest score – she wouldn’t want
that, would she?
In order to sort corresponding data (i.e.
the correct age and score should
correspond with the name), highlight
A2:C5 then use the Data menu > Sort
feature to set the sorting criteria (i.e.
which column to serve as the sorting

reference). In this case, try setting Column
C as the primary sorting criterion,
ascending. Then press OK. [Note: Using
the sort buttons on the Standard Toolbar
would limit the sorting criteria to the first

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FORMATTING DATA IN CALC

The data in Calc can be formatted in several different ways (review


discussion in Writer). It can either be edited as part of a cell style so that it
is automatically applied, or it can be applied manually to the cell. To
access the options to format a cell, select the appropriate cell or cells,
right-click on it, and select Format Cells. All of the format options are
discussed below.

Figure 20: Formatting


Toolbar
Note: All the settings that will be discussed below can also be set as a
part of the style using the Stylist.

Numbers
On the Numbers tab, the behavior of the
data in the cell can be controlled:

• Any of the data types in the


Category list can be applied to the
data.
• The number of decimal places and
leading zeros can be controlled.
• Using the Language setting in this
menu controls the local settings for
the different formats such as the date
Figure 19: Format Cells >
order and the currency marker. Numbers

Font
The font for the cell can be chosen on
the Font tab. The display on the bottom
shows a preview of the cell. You can also
set the language of the cell. The
language setting is useful, because it
allows different languages to exist in the
same document and be spell checked
correctly.
The Font Effects tab offers more font
options.

Figure 21: Format Cells


> Font

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Figure22: Format Cells > Font Effects

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Alignment
The Alignment tab allows you can set
the horizontal and vertical alignment,
rotate the text, and set the border
spacing.

Note that you may enter multiple lines


of text into a single cell. This may be
done in any of two ways. Each method
is useful for different situations.

• Wrapping text
Text in cells can be set to wrap at Figure 23: Format Cells > Alignment
the end of the cell. This option can
be set by right-clicking on a cell and selecting Format Cells >
Alignment tab. Near the bottom of the
dialog is a checkbox labeled Automatic
Line Breaks. Selecting this checkbox will
cause a line break to appear when the text
gets to the end of the cell. A sample output Figure 24: Cell with line
can be seen in Figure 24. wrap

• Manual Line breaks


Multiple lines of text may also be
entered by using manual line
breaks. Line breaks put extra
spaces in between lines of text.
When a manual line break is Figure 25: Cell with manual line breaks
entered, the cell width does not
change. To insert a manual line break, press Ctrl+Enter while typing.

Borders
As with Writer, the Borders tab allows you to set the borders for the cell,
along with a shadow.

Background
The Background tab, on the other hand, allows you to choose the
background color for the selected cell/s.

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Figure 27: Format Cells > Background


Figure 26: Format Cells > Borders
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Cell Protection
The Cell Protection options can be
chosen here – advanced topic.

Figure 28: Format Cells > Cell Protection

Merge Cells
To combine or merge cells, highlight the cells
then go to the Format menu > Merge Cells >
Define/Remove

FORMATTING ROWS & COLUMNS

Columns

To format a column or set of


columns, select that specific
column or set of columns by click-
ing its/their Column Header/s.

1. Select the Format menu >


Columns. You will now have a
selection composed of Width,
Optimal Width, Hide, Show.

If you choose Width, you will


be presented with a box that
asks you to manually enter a
number for the column width. Figure 29: Format > Column
Estimate the number of charac-
ters you want in a column then type that
number. The Optimal Width option automatically sets the column to
the longest item in the column.

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2. You may likewise use the separators of the column headers and the
width changer mouse pointer to do the following:
 Position your mouse pointer on the right boundary of Column
Header. You will know that you are in the right position when the
cursor turns from the normal pointing arrow into the width
changer pointer.
 To manually adjust the column width, click and drag the column
boundary to the position you want. As you drag the column, you
will see the column width of that specific column change. Release
the mouse button once you have
achieved the column width you de- TIP: There are some
sire. cases when your
 To auto-fit, double click the mouse numeric data will appear
on the column separator, where the as number signs
width changer is located. The (#######) in their
column width will be adjusted auto- cells. This is Calc’s way
matically to fit the length of your of telling you that the
data. This option adjusts the data do not fit the cells.
column width to the longest item in All you have to do to fix
this problem is to adjust
Exercise 12:
1.Using the formatting techniques discussed above, format the
Personal Data sheet in exercises.ods. Experiment with the various
features. It’s the only way to get comfortable with your preferred
style. TIP: Holding down
2. Save your file. Alt+ the
the column. (same as the Optimal
respective arrow
Width option). Most of the time this
key resizes a cell
is the fastest and easiest way to adjust your column width.

Rows
The row normally changes its height according to the font size of its
contents. But if you wish to adjust the row height further, the procedures
are very similar to changing the column width except that you will be
dealing with the Row options instead.

OTHER FORMATTING TECHNIQUES

Inserting Objects
You may choose to insert graphics, objects, special characters, drawings
by following the procedures discussed in Writer.
• Applying a background to a spreadsheet:
1. 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.

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• Graphics in the background of cells

1. Choose Insert > Picture > From File.


2. Select the graphic and click Open.

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

To remove a graphic from the background, use the Navigator. Press F5,
select the graphic from the navigator. Double-click on the appropriate
graphic, and then right-click on it and change the arrangement.

Auto-Format
Calc has available auto-formats to choose from; just highlight the cells to
format then go to Format > Auto Format and select from the ready-made
options

Conditional Formatting
Format > Conditional Formatting
This feature allows you to format certain cells depending on specific
parameters/conditions, without the need to manually format individual
cells. Just set the conditions (i.e. below, above, equal to a certain value),
then choose from the available cell formats listed in your Styles and
Formatting Catalog (accessed via Format > Styles and Formatting, or by
pressing F11).

For example, if you would like to have all failing scores (i.e. cell value is
“less than” 75) in a certain column (or less than 85 average score for the
Sort Score contestants in exercises.ods), to appear as Style Fail as soon
as they are entered.

1. You need to create or set this particular format in the Styles and
Formatting Catalog.
• Right-click on the Catalog to add a new Style.
• 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) in the
Cell Style dialog box.
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• Press OK to create the new Cell Style in the Style Catalog. This new
style can then be accessed in the Conditional Formatting dialog box.
2. Highlight the range of cells that you wish to conditionally format then
click the Format menu, then click the Conditional Formatting option.
• A dialog box will appear as shown below.
• Set the parameters for the 1st condition then by choosing among the
options in the dropdown menus shown. Set the specific value that
will serve as the basis of comparison. Then select from the cell
styles available, referenced against those in the Style Catalog.
• You may set a maximum of three formatting conditions for the
selected range.
• Click OK.

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Figure 30: Conditional Formatting dialog box

USING FORMULAS IN CALC

By using FORMULAS in an electronic worksheet that use cell addresses


(called “referencing”) instead of actual values, cells automatically
accommodate changes in referenced cells to give you instant results.

That is, you don’t have to compute the weighted scores of your students
one by one anymore. All you need to do is set up the Calc table, enter and
copy the cell-referenced formulas in their proper columns/rows, then just
input the raw data to see student scores automatically reflected on your
worksheet. You may set up one worksheet for the first quarter, another
worksheet for the 2nd, another for the 3rd, and another for the 4th by
copying the first worksheet and pasting it to new worksheets in the same
workbook – then you could just create a summary worksheet on the same
file for the cumulative marks and annual scores. Furthermore, you can re-
use your original worksheet for several classes and just make minor
revisions on it as you go along. A task that normally takes your entire
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weekend with the use of a calculator is now cut down to around an hour –
doesn’t that make your life a lot easier?

Writing a Formula
A formula in Calc is an arithmetic expression that combines cell
references, numeric constants, and operators to compute for a desired
value in another cell. It is entered either in the cell where the value will
be stored or in the Formula Bar.

A Calc formula MUST begin with the equal sign (=) or else the formula will
be treated as text. In addition, avoid using actual data values or constants
in formulas to make them more flexible. As much as possible, put
constants in their own cells and then just “call” these values through cell
references.

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Exercise 13:
Enter the number 20 in A1. In A2, enter the number 10.
Go to cell A4. Enter the sum of 20 and 10 which is 30. It’s as if you are
using a calculator.
Go back to A4, simulate manual computation by entering the following
formula: = 25+10. Do not forget to start with the equal sign. (Try
typing it without the equal sign and see what happens.)
In A5, enter the following formula: =20-10.

Your worksheet should look like this:

Calc automatically showed you the result of your formulas.


But what if you change your raw data (in A1 and A2)?
Go back to A1. Type 15 over 20. The value in A4 stayed as 30 while
the one in A6 stayed as 10. Why is this so? This is because you used
the actual numeric values in your formulas instead of the cell
addresses of the raw data. The computing power of Calc actually lies
in the use of cell addresses rather than raw values in formulas.
In A4, overwrite the existing formula with the following: =A1+A2. In
A5, overwrite the existing formula with the following: =A1-A2.

Your worksheet should look like this:

The Pointing Method


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

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Exercise 14:
For example, to enter the formula = A1/A2 into cell A3:
1. Move the cell pointer to cell A3 to make it the active cell.
2. Type the equal sign (=) to begin the formula.
3. Press the Up arrow key twice or click the mouse on cell A1. Notice
that Calc displays a red border around the cell and that the cell
reference A1 appears in cell A3 as well as in the formula bar.
4. Type a division sign (/).
5. Press the Up arrow once or click the mouse on cell A2. Notice that
A2 is added to the formula.
6. For longer formulas with more cell addresses and operators, just
continue doing the same thing over and over until you finish the
formula.
7. Press Enter to end the formula.

PEMDAS and the Hierarchy of Operations


Mathematical operations available in Calc:
Operato Function Sample Formula
r
( ) Grouping/Parenth Note: do not use [ ] nor
eses {}
^ Exponentiation =B4^2 squares the value in
B4
=B5^B2 Raises the value in B4
to the power in B2
* Multiplication =B4*B2 multiplies the value in
B4 by the value in B2
/ Division =B4/B2 divides the value in B4
by the value in B2
+ Addition =B4+B2 adds the values in B4
and B2
- Subtraction =B4-B2 subtracts the value in
B2 from the value in
B4
Combination =B4*((B2+B3) averages the values in
/2) B2 and B3, then
multiplies the resulting
value to the value in
B4
• First order Parentheses
• Second order Exponentiation
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• Third order Multiplication, Division – If a formula has both op-


erators in consecutive places, work from left to right.
• Fourth order Addition, Subtraction – If a formula has both oper-
ators in consecutive places, work from left to right.

You have to follow this order when creating and evaluating formulas. Start
with the first order operations followed by the second order operations
and so on. So, those operations that are grouped must be evaluated first
no matter where they are in the equation, followed by operations using
exponentiation and so on. For example, =(B5+C1)*(A2^(1+B1)-C3) is not
the same as =B5+C1*A2^1+B1-C3.

Exercise 15: Practice your PEMDAS skills on the following:

1. =A3+B 7. =(A1+A4+B2)/B4
4. =A1/C3 10.=A4*B1+A2
2 +C3
5. =A1+A4+B2/B
2. =C4-C3 8. =B4-B2-C1 11.=A4*(B1+A2)
4
6. =(A1+A4+B2) 12.=C4*C1/B2-
3. =A1*C3 9. =A4-C3+A1
/B4 A1*A2

Copying Formulas
To make your life much easier, Calc allows you to copy
a formula downwards or sideways to create similar
formulas for the other cells. This can be done by
highlighting the cell and by using either the Edit menu
(Copy-Paste), the shortcut keys (Ctrl+C then Ctrl+V), or the Auto-Fill
Handle (click and drag). This would avoid unnecessary re-editing of cells
if you need to change a value 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 letter and another before the row number, for
example, $A$5. You may either type the dollar signs or press Shift+F4
while typing or editing that part of the formula.
NOTE: If a formula that contains both relative references and absolute
references is copied, Calc will adjust all relative references but will keep
“as is” all absolute references.
NOTE: Cells from other worksheets may likewise be referenced (relative

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or absolute), – a cell could have the formula =’Qtr1’.E6. For example, if


you want to create summary tables on student performance, you would
need to reference the cells from the 1st to the 4th quarters worksheets to
compute for their respective annual averages. Refer to the sample
gradebook in your CDs (gradebook.ods).

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Exercise 16: Let us work on your first gradesheet.

Load exercises.ods. Insert a new sheet. Name it gradesheet.


Determine what sort of data are relevant to your needs. This will
help you determine what fields to put in your worksheet.
Set up your worksheet – which ones should be in columns, which
ones should be in rows.
As normally done with columnar record books, columns contain
fields (e.g. column A could contain all the names of the students,
column E could contain the scores of all the students in the Final
Exam) while a student’s set of data can be seen in one particular
row.
For this exercise, let us suppose that you only have 5 students that
took 5 quizzes only. You’ll be given time to work on the other
fields, including tests, projects, exam, and finally, a subject quarter
grade for each student.
Do not devote too much time on formatting the worksheet except
for the column width perhaps – you’ll have enough time to do that
later.

Enter hypothetical values into the cells that need constants


(namely: names, dates, HPS, and individual Quiz Scores, show one
decimal place). We will work on the cells that would need
formulas together (namely: Average Score, Passing Rate, Total
Qzs, %Quiz, and Weighted Quiz Score).

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For the cells requiring formulas:

Go to J11 (Acuña’s Total Qzs), enter the formula


=E11+F11+G11+H11+I11 to add up Acuña’s quiz scores.
Since the formulas for J12 to J15 will be similar to the formula
in J11 but with changing row numbers (i.e. for J12 or
Alberto’s Total Qzs, instead of using the values in row 11, the
values in row 12 will be used instead), use the concept of
relative referencing to copy the formula downwards. Go to
J11 and drag the Auto-Fill Handle downwards to J15. Check
the formulas from J12 to J15, they should be correspond to
their respective quiz scores.
You could also copy the formula in J11 to J9 to get the Total
HPS for the 5 quizzes – this time, use the copy-paste icons or
Ctrl+C & Ctrl+V instead.

For E7, enter the formula =(E11+E12+E13+E14+E15)/5 to get the


average score for Q1. Copy it sideways to I7. Check your formulas
to see if relative referencing is in effect – column letters changed
when the formula was copied sideways.

For E8, enter the formula =75% * E9 to get the passing score for
each quiz. Copy it sideways to I8. Relative referencing should
change the column letters as you copy sideways.

For K11, you would need to get the %Quiz of Acuña to see if his
overall Quiz Score went beyond 75%, i.e. passed (you cannot use
Average Quiz in this case since the HPS for each quiz is different).
Enter the formula =J11/J9 then format as %, with two
decimal places.
Copy the formula downwards. This produced errors. Why?
Because the denominator also changed its row number as
you copied downwards – it should be anchored to J9. How do
you remedy this? Go back to K11, activate the formula by
pressing F2. Go to the denominator J9, press Shift+F4 or
manually insert a $ before the column and a $ before the

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For the weighted Quiz Score – this depends on how much weight
your department puts on quizzes. Assuming that the final grade is
computed as 30% Quizzes + 30% Tests + 20% Project + 20% Final
Exam, then the Weighted Quiz Score column should show how much
each student has accumulated in terms of 30% of his final grade.
Enter 30 in L9.
For L11, enter the formula =K11 * $L$9. Copy the formula
downwards.
Acuña should have 23.54 out of 100 so far for his final grade,
taken from his quiz component – meaning, he has to get a
minimum of 51.46 from the other components to pass the
quarter.

FUNCTIONS

Functions are built-in formulas in


Calc designed to compute
specific values. A function can be
used as part of a Calc formula.
One thing that you need to
remember when using functions
is that different functions follow
their own syntax (something like
“grammar rules” in English) and
have their own set of
arguments or components to
work with. A semi-colon (;) is
used to separate arguments in a Figure 32: Function Wizard dialog
function. box

Calc has many built-in functions which can be accessed by clicking the
Function Wizard button.

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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
=A1+A2+B1+B2 or =SUM(A1;A2;B1;B2) or =SUM(A1:B2) or =SUM(B1:A2)
or =SUM(A2:B1) or =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, just press
OK to confirm the function for the cell.

To evaluate conditions, use the following relational operators:


mathemati in Calc mathemati in Calc
cal symbol cal symbol
> > ≥ >= or =>
< < ≤ <= or =<
= = ≠ <> or ><

NOTE: Calc formulas and functions are not case-sensitive. Thus,


=SUM(B3:B1) is the same as =sum(b3:b1). Functions, however, are
sensitive to the arguments used and the placement of the semi-colon (;).
Do not put spaces between function names, parentheses, arguments,
colons and semi-colons.

Some useful functions:


Functio Use Syntax and Example
n Name Arguments
AND returns TRUE if all =AND(condition1; =AND(B3=5;B4*3=
arguments are condition2; …) A5)
TRUE. If one of the
elements is FALSE,
this function re-
turns the FALSE
value
AVERAGE calculates the =AVERAGE(range) =AVERAGE(B1:B6)
average or mean of =AVERAGE(elemen =AVERAGE(A1;B2:C
a range ts) 3)
COUNT counts how many =COUNT(range) =COUNT(A1:A10)
numbers are in the
list of arguments;
text entries are
ignored
COUNTIF returns the number = COUNTIF(range; =COUNTIF(A1:A10;
of elements that “condition”) “>=0”)
meet the specified
criteria within a cell
range
IF returns a value =IF(condition;Then =IF(A4<A2*2;“less

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based on a certain value; Otherwise than”;A2+5)


logical condition value)
MAX returns the =MAX(range) =MAX(D10:F10)
maximum value in
a list of arguments
MEDIAN returns the median =MEDIAN(range) =MEDIAN(B1:B40)
of a set of
numbers; in a set
containing an
uneven number of
values, the median
will be the number
in the middle of the
set and in a set
containing an even
number of values,
it will be the mean
of the two values in
the middle of the
set
MIN returns the =MIN(range) =MIN(D10:F10)
minimum value in
a list of arguments
MOD returns the =MOD(dividend; =MOD(11;4)
remainder after a divisor) returns 3
number is divided
by a divisor
MODE returns the most =MODE(range) =MODE(B1:B40)
common value in a
data set; if there
are several values
with the same
frequency, it
returns the
smallest value; an
error occurs when
a value doesn't
appear twice
OR returns TRUE if at =OR(condition1;co =OR(B3=5;B4*3=A
least one argument ndition2; …) 5)
is TRUE; if all the
elements are
FALSE, returns the
FALSE value
PRODUC multiplies all the =PRODUCT(range) =PRODUCT(B3:B1)
T numbers given as
arguments and
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returns the product


ROUND returns a number =ROUND(value or =ROUND(12.567;2)
rounded to a cell address; will give you 12.57
certain number of number of digits)
decimal places =ROUND(12.567;0)
according to valid number of digits: will give you 13
mathematical if positive –
criteria number of decimal =ROUND(12.567;-
places; 1) will give you 10
if negative –
number of places =ROUND(A4;2)
to the left of the
decimal place
SUM adds the values of =SUM(range) =SUM(B3:B1)
the cells in the
range

combine evaluate inner =IF(ROUND(SUM(B


d groupings first then 2:B4);0)>3;
or nested proceed outwards PRODUCT(A2:A4)*5
functions ;
IF(MAX(A2:A4)/2=5;
“equal”, “not
equal”))

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Exercise 17: Practice your fx skills on the following:


=SUM(A1:A6)
=AVERAGE(A1:A6)
=MAX(A1:A6)
=MIN(A1:A6)
=MIN(A1:A6)+MAX(A1:A6)*5
=MEDIAN(A1:A6)
=MODE(A1:A6)
=COUNT(A1:C6)
=COUNTIF(A1:C6;"<0")
=MOD(A4;A5)
=PRODUCT(A4;B4:B5)
=ROUND(PRODUCT(A4;B4:B5)/3;2)
=IF(A4>C5;"greater than";"less than or equal to")
=IF(A4>C5;"greater than";IF(C5<A4;"less than"; "equal to"))
=IF(COUNTIF(A1:C6;"<0")=2; 10+MEDIAN(A1:A6);10-MEDIAN(A1:A6))

Exercise 18:
Load exercises.ods. Use the sheet named gradesheet.
Edit the formulas for the following:
Total Qzs column: for J11, use =SUM(E11:I11). Isn’t this much easier than the original way? Clic
Average Score (for each quiz): for E7, use =AVERAGE(E11:E15). Copy the formula sideways.
Insert a new column to the right of %Quiz, label it as Remark.
For L11, enter the formula =IF(K11>=75%;”pass”;”fail”)
Copy the formula downwards. Use conditional formatting to use the Fail Style for the “fail” rem

Work on the other sections of your gradesheet. Add 5 more students. Put separate sections for
Save your file.

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VIEWING LARGE WORKSHEETS

Freezing and Splitting


This is especially useful when working on large worksheets, freezing
allows you to lock a number of rows at the top of a spreadsheet or a
number of columns on the left of a spreadsheet. Freezing both allows you
to keep viewing any
frozen columns and rows
(usually those with
fieldnames at the first few
rows and columns) while
scrolling around within the
sheet.

The figure on the right


shows some frozen rows
and columns. Note the
heavier horizontal lines
between rows 10 and 16
and the heavier vertical Figure 33: Frozen rows and
line between columns B columns
and L. Rows 11 through 15 and columns C through K have been scrolled
off the page. Because the first ten rows and two columns are frozen into
place, they remained.

Here’s how do you freeze rows/columns:


1. Click into the cell that is immediately below the rows you want locked
and immediately to the right of the columns you want locked.
2. Go to the Window menu > Freeze.
3. You will see two lines appear on the screen, a horizontal line above this
cell and a vertical line to the left of this cell. Now as you scroll around
the screen everything above and to the left of these lines will remain in
view.

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

Splitting the window


Another way to change the
view is by splitting the
window – otherwise known
as splitting the ‘screen.’ The
screen can be split either
horizontally or vertically or
both. This allows you to have
up to four portions of the
spreadsheet in view at any

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Figure 34: Split screen
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one time.
Why would you want to do this? Imagine you have a large spreadsheet
(e.g. an annual record of student grades) and one of the cells has a
number in which is used by three formulas in other cells. Using the split
screen technique, you can position the cell with the number 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 of the
formulas.

• Splitting the screen horizontally


1. Move the mouse pointer into the vertical scroll bar, on the right-
hand side of the screen, and place it over the small button at the
top with the black triangle.
2. Immediately above this button you will see a thick black line. Move
the mouse 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, running
across the page. Drag the mouse downwards and this line will follow.
4. Release the mouse button and the screen will split into two views,
each with its own vertical scroll bar.

• Splitting the screen vertically


1. Move the mouse pointer into the horizontal scroll bar at the bottom
of the screen and place it over the small button on the right with the
black triangle.
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
two arrows.
3. Hold down the left mouse button and a grey line will appear, running
up the 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
each with its own horizontal scroll bar.
Splitting the screen horizontally and vertically at the same time will
give four views, each with its own vertical and horizontal scroll bars.

• Removing Split Views Exercise 19:


Double click on each split line 1. Use the sheet named
OR click on and drag the split gradesheet in exercises.ods.
lines back to their places at the 2. Highlight the ranges B11:B23
ends of the scroll bars OR go to and K11:K23 (click on B11,
the Window menu and de- Shift+click on B23, then
select Split (removes all split Ctrl+click on K11, finally
lines at the same time). Shift+click on K23).
3. Use these ranges as you follow
the instructions in creating a
CHARTS AND GRAPHS chart for your data.

OpenOffice.org Calc offers a variety of different ways to chart or graph


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your Calc data. Any time a chart is


created, the chart AutoPilot is invoked.

Open the spreadsheet and highlight


(select) the data to be included in the
chart. There are two ways to proceed
after you have selected your data.

The first method is Insert > Chart:


The second method is to click the
Insert Chart button on the Standard
Toolbar.

Inserting a Chart
Figure 35. Selecting Insert Chart
1. Auto Format Chart

Figure 36: Auto Format


Chart

Once Insert Chart is selected, the Auto Format Chart menu appears
(Figure 36). The first dialog box is used to define the data range, the
labels, and the target sheet for the chart.

• Data Range: should contain both the labels and the data. If the
data range is selected when the Auto Format is started, it will
automatically be inserted in the Range input field. If the Auto Format
is started without a selected data range, a range can be selected by
clicking on the range selection icon next to the Range input field.

• Row/Column as Label

 First Row as Label: Uses the entries in the top row of the
selection as labels for the data range. This setting is useful if
there are several columns of data that need to be displayed in
the same chart.
 First Column as Label: Uses the entries in the leftmost column
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of the 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.
This sets the first row as the labels and the first column as the x-
axis values.

• Chart Results Output: specifies which sheet the chart will output
to. By default, the current sheet is selected, but any sheet, or a new
sheet, can also be selected. However, a chart cannot be set to be its
own sheet; it must be an object in a normal sheet.

Once the correct options have been input, either click Create to
create the chart, or click Next to proceed to the next dialog to
choose the chart type.

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2. Choosing the chart


type

On the next page of the


Auto Format, the chart
type can be chosen and a
preview of the chart
output can be seen. Click
Create from here, or click
Next for more options.
Figure 37: Choosing a chart type
OpenOffice.org Calc offers (format)
several different chart
types. Most chart types come in both a 2-dimensional and a 3-
dimensional style. Below is a list of common chart styles:

• Lines (2D & 3D) – Provides a standard line graph that is useful for
displaying changing data over a period of time.
• Areas (2D & 3D) – Creates graphs that are similar to line graphs
but with the area under the line shaded in.
• Columns (2D & 3D) – Creates vertical columns to represent data.
The columns can be normal, stacked, or by percent. In 3D mode the
data can also be represented by cylinders and cones.
• Bars (2D & 3D) – Provides the same features as columns, but they
are horizontal.
• Pies (2D & 3D) – Graphs that are useful for showing the parts of a
whole. The pie chart can be separated or kept as a solid circle.
• XY Chart – This graph is similar to a scatter plot. It can be used to
show several trials of experiments with two variables.

3. Choosing a Chart Variant


There are several variants that can be chosen for each graph type. The
chart can be created from this screen, or titles and labels can be added
by clicking Next.

4. Adding Text: a title


and labels for the
axes can be added.

Figure 38: Adding text


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Editing a chart
1. Select the chart (left-click). Right-click and Figure 39: Chart Shortcut Menu
select Edit. In this mode, right-click to access the
shortcut menu for charts.
2. Alternatively, the chart can be double-clicked. This
will activate a new toolbar on the topmost part or
on the left side of the screen used for editing
different aspects of the chart.

Figure 39: Edit Chart toolbar

Performance in Quizzes
Acuña 78.46%
Alberto 73.85%
Castro 85.38%
De Villa 90.00%
Fabul 74.62%
Students

Gom ez 92.31%
Lakandula 77.69%
Padua 71.54%
Santos 80.00%
Silvestre 81.54%
Sy 80.00%
Tabun 73.85%
Tengco 83.08%

%Quiz Scores

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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 chart:
1. Click on the chart to select it.
2. Click on one of the green handle bars on the chart border and drag
the mouse.

PRINTING

OpenOffice.org Calc offers a very powerful and highly configurable


printing system. Many different details can be selected to print or not to
print. The order the sheets will print in can be specified, as well as what
size they will be. Particular rows or columns can be specified to print on all
sheets and the print range can be specified.

In Calc you can specify certain details to print or not to print. Some of
those details include:
• Row and column • Sheet grid • Header/Footer
headers
• Objects and • Charts • Drawing objects
graphics
• Formulas • Notes

To select the details to be printed:


1. Choose Format > Page.
2. Select the Sheet tab.
3. In the Print area, mark the details
to be printed and click OK.

NOTE: Use File-Page Preview to


view how your sheet will look like
before actually printing it. You may edit
the settings by clicking the Page
button in the Preview window.

Row/Column Breaks Figure 40: Choosing printing options in the


This is selected when you want to Page Style dialog box
manually set print breaks within your
worksheet which appear as blue lines (Insert > Manual Break >
Row/Column Break)

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
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sheet would normally print out as 4 pages, a scale of 50% would cause
that printout of four pages to print as one page.
• Fit printout to x pages – This option will define exactly how many
pages the printout will take up. However, this option will only reduce a
printout, it will not enlarge it. To enlarge a printout, the reduce/enlarge
option must be used.

Repeating Rows/Columns
Printing rows or columns on every page: If a sheet will be printed on
multiple pages, certain rows or columns can be set up to repeat on each

Figure 41: Repeating Rows/Columns


printed page. As an example, if the top two rows of the sheet as well as
column A need to 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
the Rows to repeat area. The dialog shrinks so that you can see more of
the sheet and thus be able to highlight the print range. (Figure 41).
3. Select the first two rows of the sheet. To do this, click cell A1 and drag
to A2. 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 (or press
Enter). The dialog 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.

Defining a print range


This option allows you to modify or set a defined print range. This could be
useful if, in a large spreadsheet, only a specific area of data needs to be

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printed.
1. Highlight the range of cells that comprise the print range.
2. Choose Format > Print Ranges > Define.
3. The page break lines will display on screen.

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

Adding to the print range


1. After defining a print range, more cells can be added to it. This allows
multiple, non-contiguous, areas of the same sheet to printed, while not
printing the whole sheet.
2. Once you have defined a print range: Highlight the range of cells that
should be added to the print range.
3. Choose Format > Print Ranges > Add. This will add the extra cells
to the print 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 if
both ranges are on the same sheet.

Removing a print range


1. Choose Format > Print Ranges > Remove. This will remove all
defined print ranges on the sheet.
2. After the print range is removed, the default page break lines will
appear on 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 print
range.
 user-defined to define a print range that you have already defined

To use the selection option, follow the same procedure as selecting rows
to repeat. Click on the dialog button, and highlight the range you want to
print.

Selecting sheets to print


In addition to defining a range, the sheet to print can also be specified.
This can be useful if you have a large workbook with multiple sheets and
only want a certain sheet to print.
1. Select the sheets to be printed. (Hold down the Ctrl key as you click on
each sheet tab.)
2. Go to File > Print... and select Options... in the lower left corner.
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.
3. Check the Print only selected sheets checkbox.
4. Click OK.
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