CALC GUIDE ( WORKING WITH SPREADSHEET )

Introducing Calc Using Spreadsheets in LibreOffice

• Calc is the spreadsheet component of LibreOffice. You can enter data (usually numerical) in a
spreadsheet and then manipulate this data to produce certain results.
Other features provided by Calc include:
• Functions, which can be used to create formulas to perform complex calculations on data.
• Database functions to arrange, store, and filter data.
• Dynamic charts giving a wide range of 2D and 3D charts.
• Macros for recording and executing repetitive tasks; scripting languages supported include LibreOffice
Basic, Python, BeanShell, and JavaScript.
• Ability to open, edit, and save Microsoft Excel spreadsheets.
• Import and export of spreadsheets in multiple formats, including HTML, CSV, PDF, and
• PostScript.

Spreadsheets, sheets, and cells

• Spreadsheets consist of a number of individual sheets, each sheet containing cells arranged in rows
and columns. A particular cell is identified by its row number and column letter.
• Cells hold the individual elements – text, numbers, formulas, and so on – that make up the data to
display and manipulate.
• Each spreadsheet can have many sheets, and each sheet can have many individual cells.
• In Calc, each sheet can have a maximum of 1,048,576 rows and a maximum of 1024 columns.

GUI : LIBRE OFFICE CALC

PARTS: LIBRE OFFICE CALC
A cell is an intersection of a column and row. Each cell has a unique cell address. In
the picture above, the cell address of the selected cell is B3. The heavy border
around the selected cell is called the cell pointer.
A workbook contains threeworksheets. A worksheet is a grid of cells.Spreadsheet
information—text, numbers, or mathematical formulas—is entered into different cells
Menu bar
• File – contains commands that apply to the entire document; for example Open, Save, Wizards, Export
as PDF, Print, Digital Signatures and so on.
• Edit – contains commands for editing the document; for example Undo, Copy, Changes, Fill, Plug-in and
so on.
• View – contains commands for modifying how the Calc user interface looks; for example Toolbars,
Column & Row Headers, Full Screen, Zoom and so on.
• Insert – contains commands for inserting elements into a spreadsheet; for example Cells, Rows,
Columns, Sheets, Picture and so on.
Menu bar

• Format – contains commands for modifying the layout of a spreadsheet; for example Cells, Page,
Styles and Formatting, Alignment and so on.

• Tools – contains various functions to help you check and customize your spreadsheet, for example
Spelling, Share Document, Gallery, Macros and so on.

• Data – contains commands for manipulating data in your spreadsheet; for example Define Range,
Sort, Consolidate and so on.

• Window – contains commands for the display window; for example New Window, Split and so on.

• Help – contains links to the help system included with the software and other miscellaneous
functions; for example Help, License Information, Check for Updates and so on.

Toolbars

can be either docked and fixed in place, or floating allowing you to move a toolbar into a more convenient
position on your workspace. Docked toolbars can be undocked and moved to different docked position on the
workspace or undocked to become a floating toolbar. Toolbars that are floating when opened can be docked
into a fixed position on your workspace.

Formula Bar
• located at the top of the sheet in your Calc workspace. The Formula Bar is permanently docked in this
position and cannot be used as a floating toolbar. If the Formula Bar is not visible, go to View > Formula
Bar on the main menu bar.
Formula Bar
• Name Box – gives the cell reference using a combination of a letter and number, for example A1. The
letter indicates the column and the number indicates the row of the selected cell.
• Function Wizard – opens a dialog from which you can search through a list of available functions. This
can be very useful because it also shows how the functions are formatted.
• Sum – clicking on the Sum icon totals the numbers in the cells above the selected cell and then places
the total in the selected cell. If there are no numbers above the selected cell, then the cells to the left
are totaled.

Status bar

Keyboard navigation
Freezing rows and columns
• Freezing locks a number of rows at the top of a spreadsheet or a number of columns on
the left of a spreadsheet or both rows and columns. Then, when moving around within a
sheet, the cells in frozen rows and columns always remain in view.
Using the keyboard
Numbers
• Click in the cell and type the number using the number keys on either the main
keyboard or the numeric keypad.
Negative numbers
• To enter a negative number, either type a minus (–) sign in front of the number or
enclose the number in parentheses (), for example (1234). The result for both methods
of entry will be the same, for example -1234.
• Numbers

• Leading zeroes

• To retain a minimum number of characters in a cell when entering numbers and retain
the number format, for example 1234 and 0012, leading zeroes have to be added as
follows:

• 1) With the cell selected, right-click on the cell and select Format Cells from the context
menu, or go to Format > Cells on the menu bar, or use the keyboard shortcut Ctrl+1 to
open the Format Cells

• 2) Make sure the Numbers page is selected, then select Number in the Category list.

• 3) In Options > Leading Zeroes, enter the minimum number of characters required. For
example, for four characters, enter 4. Any number less than four characters will have
leading zeroes added, for example 12 becomes 0012.
 • 4) Click OK. The number entered retains its number format and any formula used in the
spreadsheet will treat the entry as a number in formula functions.
Text

• Date and time

• Special characters

Speeding up data entry

• AutoInput tool

• Fill tool

Merging and splitting cells

• Merging
• Right click on the selected cells and select Merge Cells from the context menu, or
go to Format > Merge cells > Merge cells or Merge and Center Cells on the menu
bar
• Splitting
• Go to Format > Merge cells > Split cells on the menu bar, or right-click and select
Split Cells from the context menu,

Formatting data

• Automatic wrapping
• Shrinking text to fit a cell
• Formatting numbers
• Formatting fonts
1) Select a cell or cell range.
2) Right-click on the selection and select Format Cells from the context menu, or go to Format > Cells on the
menu bar, or press Ctrl+1 to open the Format Cells dialog.
3) Click on the Alignment tab (Figure 35).
4) Under Properties, select Wrap text automatically and click OK.
AutoFormat of cells and sheets
Using AutoFormat
You can use AutoFormat to format a group of cells on the Formatting toolbar and select
1) Select the cells in at least three columns and rows, including column and row headers, that you want to
format.
2) Go to Format > AutoFormat on the menu bar to open the AutoFormat dialog (Figure 40).
3) Select the type of format and format color from the list
4) If necessary, click More to open Formatting if it is not visible.
5) Select the formatting properties to be included in the AutoFormat function.
6) Click OK to apply the changes and close the dialog.

Using conditional formatting

• Conditional formatting is used to highlight data that is outside the specifications that you
have set.
• It is recommended not to overuse conditional formatting as this could reduce the impact
of data that falls outside the specifications that you have set.
Charts and Graphs
• Charts and graphs can be powerful ways to convey information to the reader. LibreOffice
Calc offers a variety of different chart and graph formats for your data.
Creating Charts and Graphs

Select the cells containing the data to be included in the chart by highlighting
2) Go to Insert > Chart on the main menu bar, or click the Chart icon on the Standard toolbar to open the
Chart Wizard dialog (Figure 60). A sample chart is created using the selected data and is placed onto the
spreadsheet as an object (Figure 61).

Formulas and Functions : Error-checking formulas

ERROR MESSAGE
• #NAME? Instead of displaying Err:525. No valid reference exists for the argument.
• #REF Instead of displaying Err:524. The column, row, or sheet for the referenced cell is missing.
• #VALUE Instead of displaying Err:519. The value for one of the arguments is not the type that the
argument requires. The value may be entered incorrectly; for
• example, double-quotation marks may be missing around the value. At other times, a cell or range used
may have the wrong format, such as text instead of numbers.
• #DIV0! Instead of displaying Err:532. Division by zero
#NUM! A calculation results in an overflow of the defined value range.
• 509 An operator such as an equals sign is missing from the formula.
• 510 A variable is missing from the formula.
 Formulas and Functions : Calculation

Arithmetic Operators

Text Operators
Comparative Operators

Functions

BASIC FUNCTIONS
• =SUM ()
• =MAX ()
• =MIN ()
• =AVERAGE ()
• =COUNT ()
• =COUNTA ()

REFERENCE