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 Spreadsheet Basics Adding Rows and Columns
Spreadsheets Add a Row
Columns Adding a Column
Rows
Cells Resizing Rows and Columns
Resizing a Row
Selecting Cells Resizing a Column
Selecting Cells
Selecting a Column or Row Adding and Renaming Worksheets
Adding a Worksheet
Copying and Moving Cells Renaming a Worksheet
Copying Cells
Copying a Row or Column Opening and Saving Spreadsheets
Moving Cells, Rows, Columns Open a Spreadsheet
Save a Spreadsheet

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 Functions Printing and Page Format
Adding a Function Page Preview
Page Format
Sorting Records Page Orientation
Sort Ascending/Descending Page Margins
Headers/Footers
Inserting Graphics Printing
Insert Graphics
Resizing the Graphic Differences between Excel and
Moving the Graphic OpenOffice
Features that may be
Creating Charts implemented differently
AutoFormat Charts
Choose Chart Type
Choose Variant
Choosing the Labels
Finished Chart

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 Spreadsheet Basics
Spreadsheets
Columns
Rows
Cells

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 Spreadsheet Basics
Spreadsheets

Spreadsheets are
made up of:

Columns
Rows
Cells

In each cell there may be the following types of data:

text (labels)
number data (constants)
functions (mathematical equations that do all the work)

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 Spreadsheet Basics
Columns

In a spreadsheet the column is

defined as the vertical space that is
going up and down the window.
Letters are used to designate each
column's location.

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 Spreadsheet Basics
Rows

In a spreadsheet the row is

defined as the horizontal
space that is going across the
window. Numbers are used to
designate each row's
location.

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 Spreadsheet Basics
Cells

In a spreadsheet the cell is defined as the space

where a specified row and column intersect.

Each cell is assigned a name according to its

column letter and row number.
When referencing a cell, you should put the
column first and the row second.

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 Spreadsheet Basics
Cells

To input data into a cell select the appropriate

cell with the mouse and type the data.

While the cell is selected the data will be

displayed in the both the cell and the formula
box at the top of the spreadsheet.

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 Selecting Cells
Selecting Cells
Selecting Column or Row

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 Selecting Cells
Selecting Cells

To select a single cell, simply left-click on the

cell with the mouse.

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 Selecting Cells
Selecting Cells

To select a multiple cells, left-click with the

mouse on a cell and drag the mouse pointer
across the group of cells that you wish to select.

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 Selecting Cells
Selecting Column

You may also select an entire column or row of

cells on the spreadsheet. To select a column of
cells, left-click with the mouse on the lettered
button at the top of the column that you wish to
select.

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 Selecting Cells
Selecting Row

To select a row of cells, left-click with the mouse

on the numbered button at the left end of the
row of cells that you wish to select.

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 Copying and Moving Cells
Copying Cells
Copying a Row or Column
Moving Cells, Rows or
Columns

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 Copying and Moving Cells
Copying Cells

To copy a cell or multiple cells, first select

cell or group of cells to be copied. Second,
either click on the Edit menu and select
"Copy" or use the keyboard shortcut Ctrl+C.

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 Copying and Moving Cells
Copying Cells

Click on the cell where the data is to be

copied. Select "Paste" from the Edit menu or
use the keyboard shortcut Ctrl+V to place the
data into the cell. Multiple cells to the right or
below the selected cell will be filled
corresponding to the number of cells that
were selected and copied.
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 Copying and Moving Cells
Copying a Row or Column

To copy a row or column of cells,

first select the row or column of
cells to be copied. Second,
select "Copy" from the Edit menu
or use the keyboard shortcut
Ctrl+C.

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 Copying and Moving Cells
Copying a Row or Column

Click on any cell in the row or

column where the data is to be
moved. Select "Paste" from the
Edit menu or use the keyboard
shortcut Ctrl+V to place the data
into the row or column of cells.

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 Copying and Moving Cells
Moving Cells, Rows or Columns

To move cells, rows or columns, simply follow

the same steps as you would to copy but use
the "Cut" function in the Edit menu or Ctrl+X
instead of the copy function.

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 Copying and Moving Cells
Moving Cells, Rows or Columns

The data will be removed from its original

cells and placed in the new ones.

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 Adding Rows and Columns
Add a Row
Adding a Columns

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 Adding Rows and Columns
Add a Row

Select a numbered Row or a cell in the same

Row where you want to add a new one.

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 Adding Rows and Columns
Add a Row

Select Rows from the Insert menu to add a Row.

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 Adding Rows and Columns
Add a Row

All Rows under the new one now have a new

incremented number.

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 Adding Rows and Columns
Adding a Column

Select a Column or a cell in the same

Column where you want to add a new one.
Select Columns from the Insert menu.

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 Adding Rows and Columns
Adding a Column

All columns from the new one inserted are

shifted on the right.

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 Resizing Rows and Columns
Resizing a Row
Resizing a Column

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 Resizing Rows and Columns
Resizing a Row

To resize a row, place the mouse arrow over

the line between the numbered buttons at
the left end of two rows. Left-Click the mouse
and drag the line downward or upward to
increase or decrease the size of the row.

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 Resizing Rows and Columns
Resizing a Column

Likewise, to resize a
column, drag the line
between the lettered
column buttons at the
top of the spreadsheet.

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 Adding and Renaming Worksheets
Adding a Worksheet
Renaming a Worksheet

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Adding and Renaming Worksheets
Adding a Worksheet

To add a Worksheet go to Insert menu and select Sheet.

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Adding and Renaming Worksheets
Adding a Worksheet

In this window you can specify if the new sheet

must be inserted Before or After current sheet.
A sheet can be also added from file.

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Adding and Renaming Worksheets
Adding a Worksheet

To rename a Sheet, go to Format

menu, select Sheet and then
Rename.
In the new window change the name
and press ok.
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 Opening and Saving Spreadsheets

Open a Spreadsheet
Save a Spreadsheet

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Opening and Saving Spreadsheets
Open a Spreadsheet

When you start the OpenOffice Calc program

you can begin a spreadsheet from scratch or
add to a spreadsheet that has already exists.
Whenever you are working on a spreadsheet
that currently exists, you will need to open the
spreadsheet to begin your work session.

To open a spreadsheet click on the File menu

and select Open.

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Opening and Saving Spreadsheets
Open a Spreadsheet

This button displays

the files in the default
user directory.

This button creates a

new directory.

This button moves

up one directory in the
directory hierarchy.

Select the file by left clicking on it in the window

and click "Open." The spreadsheet will appear in
your workspace.

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Opening and Saving Spreadsheets
Save a Spreadsheet

When you need to save a spreadsheet that you

have been working on, you can do so by
clicking on the File menu and selecting "Save
As."

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Opening and Saving Spreadsheets
Save a Spreadsheet

This button displays

the files in the default
user directory.

This button creates a

new directory.

This button moves

up one directory in the
directory hierarchy.

Type a name for your Spreadsheet

in the "File Name" box and click
"Save." Your spreadsheet will be
saved.
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 Functions
Adding a Function

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 Functions
Adding Functions

One of the most useful reasons for using the Calc

spreadsheet program is to have it calculate
mathematical functions automatically based on
raw data placed in the cells. To do this we must
place a function, or a simple math problem, into a
cell on the spreadsheet and refer it to other cells
that contain the data that we wish to compute.

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 Functions
Adding Functions

The example function will be SUM. This is the

function to add the data in two cells and display
the total. First select the cell on the spreadsheet
that you wish to display the SUM function in.

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 Functions
Adding Functions

Now enter the function into the cell function window

at the top of the spreadsheet.
The Syntax for a function is:

=SUM(first value; second value)

In our example we enter =SUM(C3; C4) to get the

total of cells C3 and C4.

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 Functions
Adding Functions

Once you have finished entering the function you

will see the numerical total of the function
displayed in the cell on the spreadsheet and the
function syntax displayed in the function window at
the top of the spreadsheet.

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 Functions
Adding Functions

There is an autopilot
which helps you
building different
kind of functions.

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 Sorting Records
Sort Ascending/Descending

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 Sorting Records
Sort Ascending/Descending

To sort a record set, start by clicking on

any cell in the row you want to sort by.

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 Sorting Records
Sort Ascending/Descending

Next, click on one of the buttons on the

left hand toolbar used to sort ascending
or descending depending on how you
want your records sorted.

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 Sorting Records
Sort Ascending/Descending

Select all the columns you want to sort and

then go to the Data menu and click on Sort.

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 Sorting Records
Sort Ascending/Descending

In this window you can

choose the sort criteria
for each column
specifying Ascending or
Descending.

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 Sorting Records
Sort Ascending/Descending

Now the two columns selected are

ordered as you have choosen.

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 Inserting Graphics

Insert Graphics
Resizing the Graphics
Moving the Graphics

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 Inserting Graphics
Insert Graphics

Select Graphic from the Insert menu.

If you would like to insert from a file,
select From File.

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 Inserting Graphics
Insert Graphics

Choose an image to insert in your document and click Open.

If the preview checkbox is selected, a preview of the image
content is displayed on the right.

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 Inserting Graphics
Resizing the Graphic

You can resize the image just by dragging one of

the eight green points surrounding the picture.

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 Inserting Graphics
Moving the Graphic

When the move cursor appears over the image

you can move the picture.

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 Creating Charts
AutoFormat Charts
Choose Chart Type
Choose Variant
Choosing the Labels
Finished Chart

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 Creating Charts
AutoFormat Charts

To create a chart
select all the
values that must
be inserted and
select Chart from
the Insert menu.

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 Creating Charts
AutoFormat Charts

The Range shows the selection you have

choosen. You can also choose the
worksheet where the chart will be
displayed.
Click "Next >>" to continue.

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 Creating Charts
Choose Chart Type

Now select a chart type and view

the preview on the left.
Click “Next >>” to continue.

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 Creating Charts
Choose Variant

There are some variants for each type of

chart. The preview is on the left.
Click “Next >>” to continue.

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 Creating Charts
Chooseing the Labels

At the end you can set the name of the

chart and the axis titles.
Click “Create” to close the AutoFormat
window and create the chart.

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 Creating Charts
Finished Chart

The worksheet
is updated with
the new chart.

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 Printing and Page Format
Page Preview
Page Format
Page Orientation
Page Margins
Headers/Footers
Printing

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 Printing and Page Format
Page Preview

You can view the preview of

the document by selecting
Page Preview from the File
Menu.

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 Printing and Page Format
Page Preview

Use the icons on the object bar to

zoom in or out.

Use the arrow keys or object bar

icons to scroll through the pages of
the document and check how they
will appear in print.

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 Printing and Page Format
Page Format

On the Format menu, select Page.

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 Printing and Page Format
Page Format

In the page tab

select the format of
the paper and check
the Width and Height.

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 Printing and Page Format
Page Orientation

You can specify the

orientation of the
paper by selecting
Portrait or Landscape.

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 Printing and Page Format
Page Margins

On the Page tab, under

the Margins section, set
the desired margins on
top, bottom, left, and
right by clicking on the
up and down arrows.

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 Printing and Page Format
Headers/Footers

To add a header at
the top of the page,
check the Header On
box under the Header
tab.

Click OK.

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 Printing and Page Format
Headers/Footers

To add a footer at the

bottom of the page,
check the Footer On
box under the Footer
tab.

Click OK.

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 Printing and Page Format
Printing

There are three ways

to print a document:

Using the shortcut

keys, press (Ctrl)(P).

Click the Print File

Directly icon.

Go to the File Menu

and select Print.

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 Differences between Excel and OpenOffice

Features that may be implemented differently

OpenOffice.org
 Differences between Excel and OpenOffice
Features that may be implemented differently

Some functionality are implemented differently between the two

applications, and thus documents that require them may need
additional processing after the import. For example:
The macro language is similar but not identical. Thus, macros are
imported and saved within the OpenOffice documents, but are not
executable (due to differences between VisualBasic for Applications
and StarBasic).
OpenOffice Calc has a limit of 32000 rows, instead of the 65536 of
Microsoft Excel.
Other functionalities that need attention:
AutoShapes
OLE objects within the document
Form Fields and Controls
Pivot tables
Some chart types
Some functions/formulas

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