to perform most of the redundant tasks with relative

2 Electronic ease. In the second chapter of this unit, you will learn
to create multiple sheets and link the data in multiple
notes

sheets. It can be done in two ways, one is creating

Spreadsheet reference to other sheets by using keyboard and mouse,
and other is by linking external data. LibreOffice Calc
also provides the sharing feature that allows to share
(Advanced) using the spreadsheet for editing purpose. This saves to
keep track of multiple copies of the same spreadsheet
corrected by different users. Sharing allows the users to
LibreOffice Calc work on the same spreadsheet in collaboration.

IntroductIon
In the modern digital world, one of the most important
thing is counting and calculations. Every profession,
household, institution and even our smart devices have
to deal with numbers. In computers we can do the
calculations on number of records spread over the long
sheet using the spreadsheet software that helps to work
with numbers efficiently. It resembles an accountant’s
ledger book wherein everything is recorded under
suitable headings. We have already learned in Class 9,
that how the spreadsheet software performs calculations
and present data in tabular format. It becomes easy
to visualise a huge grid of numbers when represented
using charts in electronic spreadsheet. Moving further,
in this unit you will learn advanced features of electronic
spreadsheet using LibreOffice Calc to perform analysis,
automate repeated tasks, link, share and review data. It
includes – analysing data to extract useful information
for making effective decisions. Macros, is the another
powerful feature of spreadsheet covered in this unit.
Macros are a set of stored functions used to automate
processes repeatedly. They are tools which can be used

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 4
Step 4. Observe that the default function
Analyse Data using
CHAPTER

“Sum” is seen in the Function drop-

down. You will be able to see the
Scenarios and Goal Seek list of functions as shown in the
Fig. 4.2 by clicking on the Function
drop-down.
Step 5. Choose the required function from
the drop-down list.
IntroductIon Step 6. The sources data range list contains
Analysing data is the process to extract useful information existing named ranges to quickly
for making effective decisions. The spreadsheet is one of select from that. But if the source
the best software used for data analysis. It is used to range is undefined, then click and
retrieve, correlate, explore and visualise data to identify select the range from the sheet Fig. 4.1: Consolidate dialog box

patterns, trends and relationships. The spreadsheet which is to be consolidated.

component in LibreOffice known as Calc includes several Step 7. Click on Add to add this range
tools used to manipulate the data in the spreadsheet. under the ‘Consolidation ranges’ of
You can analyse the data and interpret the results from the Consolidation dialog.
it. In this chapter, you will learn to analyse data using Step 8. Repeat steps 6 and 7 to add more
LibreOffice Calc. sheets to be consolidated.
Step 9. Remember to check the target
Consolidating Data
range specified under Use ‘Copy
Consolidate is a function used to combine information results to’. If it is not mentioned,
from multiple sheets of the spreadsheet into one place then click on the cell of sheet where
to summarize the information. It is used to view and the final data has to be produced.
compare variety of data in a single spreadsheet for Step 10.Click on Options that will list two
identifying trends and relationships. checkbox under Consolidate by Fig. 4.2: Functions under consolidate
You need to check the following before consolidating “Row labels” and “Column labels”
data. and “Link to source data” under
• Open each sheet in the spreadsheet and check Options, as shown in Fig. 4.3. From
that the data types must match which you want this you can select the additional
to consolidate. feature as per requirement. The
option consolidate by rows and
• Match the labels from all the sheets which are columns are checked to consolidate
used for consolidating. data as per row labels and column
• Enter the first column as the primary column on label. Link to source data is
the basis of which the data is to be consolidated. checked to make the modification
Steps to consolidate the data are as follows: automatically in the consolidated
Step 1. Open the spreadsheet which has the data to be (target) sheet while making any
consolidated. changes in the source data.
Step 2. Create a new sheet where the data has to be Step 11.Finally click on OK button.
consolidated.
Let us illustrate this through following Fig. 4.3: Consolidate options
Step 3. Choose Data > Consolidate option that will open activity.
Consolidate dialog as shown in Fig. 4.1.

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 notes notes
Practical Activity 4.1
Let us take an example that we have two branches of our
shop namely ABC and XYZ. We have the Sales records for the
month of January and February of both the branches in two
different sheets named ABC_Branch and XYZ_Branch. Now we
have to consolidate these two sheets to get the sum of both the
sheets monthly to get the insight about the sale as per product
and branch. Fig. 4.7: Selecting the source data range from the sheet
Now let us create the following sheets in a spreadsheet sales.
Step 5. Click on the sheet XYZ_Branch and select the area to
be consolidated and then click on ADD will add the
next consolidation range (Fig. 4.8).
Step 6. Click on the ‘+’ sign next to Options in the Consolidate
dialog window to change the settings.
‘Consolidate by’ has two options Row labels and Column labels.
Check row label or column label or both if you want to consolidate
it by matching the label.
If Link to source data is checked, then it will keep on updating
the data of the Consolidate sheet automatically if there is any
Fig. 4.4: Data for ABC_Branch Fig. 4.5: Data for XYZ_Branch change made in the selected ranges.

Now let us use the two sheets ‘ABC_Branch’ and ‘XYZ_Branch’

of a spreadsheet sales.ods which will be consolidated using the
following steps:
Step 1. Add a new sheet and rename it as Consolidate
Step 2. Click on Data > Consolidate or use the keyboard
shortcut key ALT+D, the Consolidate dialog window
will open as shown in Fig. 4.6.

Fig. 4.8: Options for setting more properties

Step 7. Click on ‘Copy

results to’ and
then click on any
of the cell in the
Consolidate sheet
Fig. 4.6: Consolidate dialog window
where you want to
Step 3. In the Function box, choose Sum function from the drop copy the final result
down as we want to add the data from all the sheets. after consolidation.
Step 4. Click in the Source data ranges box and then click Step 8. Click on OK button.
on the worksheet ABC_Branch and select the area to Fig. 4.9 will display
be consolidated and then click on the Add button will the Consolidate
add the copy reference in the consolidation ranges sheet with data after Fig. 4.9: Consolidated sheet
(Fig. 4.7). consolidation.

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 notes The consolidated sheet will have all the consolidated data along The Subtotal tool in Calc creates
with the original data. You can view the original data of both the the group automatically and applies
sheets and by clicking on the ‘+’ sign in front of the consolidated common functions like sum, average on
row. Fig. 4.10 shows the original data and consolidated data. the grouped data. One can use any type
of summary function for each column as
per the requirement of data analysis.
It can group subtotals by using
category and sorts them in ascending or
descending order so that one need not to
use filters.
Follow the following steps to apply
Subtotal tool.
Step 1. The sheet where this is to be
applied must have labels to the
Fig. 4.11: Choosing subtotal option from
column Data menu
Step 2. Click on Data menu and choose
Fig. 4.10: Consolidated sheet details by clicking on Subtotals (Data>Subtotals) as
the + sign in front of rows shown in Fig. 4.11.
Step 3. Choose the column in the Group
by list in the subtotal dialog
Practical Activity 4.2 which is to be used for grouping
Create two sheets Marks_Term1 and Marks_Term2 to store the the data in the sheet as shown in
marks in Term1 and Term2 for a set of students taking the Fig. 4.12.
following columns: Step 4. Select the column by clicking
1. Name
the checkbox under Calculate
2. Marks in English
subtotals for to create subtotals
3. Marks in Hindi
for.
4. Marks in Maths Fig .4.12: Choose the column in the
5. Marks in Science Step 5. Select the desired function by Group by list
6. Marks in Social Science clicking the function under Use
7. Total marks (using function Sum) function.
8. Percentage (using function Average) Step 6. You can use the 2nd Group and 3rd Group tabs
Now, use the consolidate function to merge these two sheets. to group the data in further levels.
Step 7. Click on OK button.
Groups and Subtotals
Group and Outline in Calc is used to create an outline
of the selected data and can group rows and columns Practical Activity 4.3
together so that one can collapse (-) to hide it or expand Let us take an example to store marks in various subjects by
(+) it using a single click on it. students of Class X as shown in the table given in Fig. 4.13. To
Select the data to be grouped, click on Data>Group take out the average of the subjects scored in each class, use the
subtotal tool which automatically group the data on a particular
and Outline. Then choose Rows to group the data on
column and perform the selected function on any of the column.
the basis of rows or columns to group it on the basis of
columns.
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 notes To solve this, perform the following steps: Observe that outline to the left of the row numbers notes
Step 1. Create a sheet as shown in the Fig. 4.13 to take the which is inserted after performing the subtotal tool.
marks for students in a term for a class. This outline shows the hierarchical structure which can
be used to show or hide different levels by clicking on
the group indicators ‘+’ sign to expand and ‘–’ sign to
collapse the data.
You can hide the low-level details and just look at
the final totals and grand totals.
If you want to remove the outline feature from
the sheet at any point of time then it is possible
by just clicking on Data > Group and Outline >
Remove Outline.

Fig. 4.13: Spreadsheet with student marks in two class

Step 2. Now, to calculate the average marks scored by the Practical Activity 4.4
students of each class in each subject, i.e. class-wise
and subject analysis. Create a sheet as shown in Fig. 4.16 and then calculate the
Step 3. To do so, click on Data > Subtotal, the subtotal dialog average of marks subject wise on the basis of class and stream.
as shown in Fig. 4.14 will open. Also, try out another function Count to calculate the number of
students in each subject.

Fig. 4.14: Subtotal dialog window

Step 4. Choose the column i.e. Class under Group by in the 1st
Group on which we need to group the whole data. Also, Fig. 4.16: Marksheet
select the subjects i.e. English, Hindi, Maths, Science
and Social Science under Calculate subtotals for. For
each subject
click on the What-if Scenarios
Average under
Use function What-if scenario is a set of values that can be used
individually within the calculations in the spreadsheet. A name
otherwise Sum is given to the scenario and several scenarios can be
function will
be used by created on the same sheet.
default. It is used to explore and compare various alternatives
Step 5. Click OK and depending on changing conditions. It can be used in the
the sheet will
look like as
beginning of any project to optimise the output. This tool
shown in the is used to predict the output while changing the inputs
Fig. 4.15. which reflects the output and thus one can choose the
Fig. 4.15: Marks list after Subtotal
best plan of action based on it.
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 For example, a person who is taking car loan has to Step 2. Select the cells B1 and E1 using Ctrl + Click on these notes
decide on certain factors as given below: cells as these two are the variables in this situation
• The number of years for which the car loan is Step 3. Choose Tools > Scenario will display the Create
taken. Scenario dialog window as shown in Fig. 4.19.

• The total amount of car loan

The above two factors, i.e. Principal amount and
Number of years can display the EMI to be paid monthly.
Follow the following steps to create scenario.
Fig. 4.17: Create Scenario Step 1. Select the cells which contains values in the
dialog window sheet that needs to be changed. To select
multiple cells, hold Ctrl key and click on the
cell to be selected.
Step 2. Choose Tools>Scenarios will open scenario Fig. 4.19: Create Scenario dialog window
dialog window as shown in Fig. 4.17. Step 4. Write the name of the Scenario and click on OK button
Step 3. Enter a name for the new scenario and leave will add this in the scenario list.
the other fields unchanged. Step 5. Let us create two more scenarios as LAmt_2 and
LAmt_3 with Loan Amount as 2500000, No. of years
Step 4. Click on OK button. as 12 and Loan Amount as 2500000, No. of years as
Step 5. This will create a new scenario which is activated 10 respectively. We can define different scenarios to do
automatically. so on the same sheet, each with some different values
in the defined cells. Click on Tools > Scenario, write
the name of the scenario and click on OK. The Loan
Practical Activity 4.5 sheet will look like as shown in the Fig. 4.20

Let us take an example to get the insight of the EMI, Total Amount
paid and Total Interest paid on the Loan Amount (Principal)
taken for a fixed Rate of Interest for a number of time period. So,
now we want to see what will be the EMI and how much is the
total interest paid for different loan amount and time period. To
do so, let us use the Scenario tool by using the following steps:
Step 1. Create the following sheet (Fig. 4.18) and remember to
put the formula to calculate EMI in B3 as
= ABS(PMT(B2/1200,E1*12,B1)) Fig. 4.20: Loan sheet with scenarios
Total Amount in B4
Step 6. Click on the navigator icon in the toolbar and then
= B3*E1*12
click on scenarios. Click on the scenario name will
Total Interest in B8 display all the details as per that scenario.
= B4-B1

Practical Activity 4.6

Calculate the income tax by entering the salary using different
scenarios for two variables income tax slab and tax rate. The
sheet should look as shown in Fig. 4.21.
The different scenarios to be taken as given below:
Income Slab Tax rate
7.5 to 10 lakhs 15%
Fig. 4.18: Loan sheet 10 to 12.5 lakhs 20%

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 notes 12.5 to 15 lakhs 25% Step 4. Click on Data>Multiple
>15 lakhs 30% Operations will display the
multiple operations dialog window
as shown in Fig. 4.22.
Step 5. Enter the cell address in the
Formulas box from the sheet which
contains the formula
Fig. 4.22: Multiple operation dialog window
Step 6. Now, enter the cell address of the
cell which is a variable and is used
in the formula in Column input cell box.
Step 7. Click on OK will generate all the possible
outputs based on the formula.
Fig. 4.21: Income tax sheet

Practical Activity 4.7

What-if Analysis Tool
Let us take an example to calculate the profit on annual series of
What-if tool uses Data > Multiple Operations and sale depending on the Selling Price, Cost Price and Fixed Cost
is a planning tool for what-if questions. In this, the expenses.
Step 1. Create the sheet as given below in Fig. 4.23
output is not shown in the same cells, whereas it uses a
drop-down list to display the output depending upon the
input. The Multiple Operations tool creates a formula
array to display the list of results applying the formula
on a list of alternative values used in the formula.
This tool uses two arrays of cells, one array contains the
input values and the second array uses the formula and
display the result.
It is useful to check in the beginning to understand
from the output for the efficiency. What-if analysis
tool is very helpful when we want to know how much Fig. 4.23: Sale_incentive sheet
profit we earn for a particular product for a series of
Step 2. In Cell B5 enter the formula = B4 * ( B1 – B2) – B3
selling units. Step 3. Select the cell range from D2:E11
Following steps are used for what-if analysis tool: Step 4. Click on Data > Multiple Operations will display
the Multiple operations dialog window as shown in
Let us calculate with one formula and one variable: Fig. 4.24.
Step 1. Enter the data in the cells and then enter a
formula to calculate a result from values in
other cells.
Step 2. Create an array of input values on the basis of
which the output is to be generated using the
formula.
Step 3. Select the cell range of input array and output
Fig. 4.24: Performing Multiple Operations
array.
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 notes Step 5. We have formula in cell B5, as we want to use the helps in finding out the input for the specific output.
same cell address to be copied therefore, we have used For example, if you want to know the number of units
absolute cell referencing and written it as $B$5. produced to get the desired output then use Goal seek
Step 6. In this example, we have another variable as number analysis tool. Follow the following steps to use Goal
of items sold which is in the cell $B$4
Step 7. Click on OK will generate a sheet as shown in
seek tool.
Fig. 4.25. Step 1. Enter the values in the worksheet.
Step 2. Write the formula in the cell where the
calculation has to be used.
Step 3. Place the cursor in the formula cell, choose
Tools > Goal Seek.
Step 4. The Goal seek dialog window will appear as
shown in Fig. 4.27, the Formula cell box will
have the correct formula.
Step 5. Place the cursor on the Variable cell box and Fig. 4.27: Goal seek
click on the cell that contains the value to be dialog window
changed.
Fig. 4.25: Result for multiple operations
Step 6. Enter the desired result in the Target value box.
Step 7. Click on OK button.

Practical Activity 4.8

Practical Activity 4.9
Create the following sheet (Fig. 4.26) to calculate the profit and
then decide how many books are to be published based on Let us take a very simple example to perform the backward
the profit. calculation to find out an input depending upon the specific
output. A student has received marks in 4 subjects and has to
appear for the 5th subject and plans an aggregate as 70. So, he
can use goal seek tool to check how many marks he has to score
in the 5th subject to get the required percentage. Follow the
following steps to perform this task.
Step 1. Create the marksheet as shown below in the
Fig. 4.28. Enter the average function in cell B7 as =
Average(B2:B6)

Fig. 4.26: Practical exercise

Goal Seek
It general we fill in the values in the cells and then
create formula on these values to get the required
result. To predict the output, we keep on changing all
Fig. 4.28: Marksheet
the input values to obtain the desired output. Goal seek

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 notes notes
Step 2. Click on Tools > Goal Seek will display the Goal seek
dialog window as shown in Fig. 4.29.
Practical Activity 4.10
Create the following spreadsheet (Fig. 4.33) to find out the quantity
to be sold for the item Talc so as to get the total amount of 50000.

Fig. 4.29: Goal seek dialog window Fig. 4.33: Practical Exercise

Step 4. Write the cell address of the formula, i.e. B7 in the

Formula cell box.
Step 5. Write the cell address of the cell which is to be
Check Your Progress
generated by the system in the Variable cell box. In A. Multiple choice questions
this example, it is cell B6 which we want to be filled as
per the average marks needed. 1. Which of the following feature is not used for data analysis
Step 6. Enter the result in the Target value box. As per our in spreadsheet?
question, we have to get minimum 70 aggregate so we (b) Consolidating data
will write 70 in the target value. (c) Goal Seek
Step 7. Clicking on OK will display an error as LibreOffice (d) Subtotal
Calc will not accept the Variable cell to be empty. So, (e) Page layout
this error dialog window will prompt to add 0 value in 2. Which of the following office tool is known for data
the variable cell as shown in Fig. 4.30.
analysis?
(a) Writer
(b) Calc
(c) Impress
(d) Draw
3. Which of the following operations cannot be performed
Fig. 4.30: Goal Seek failed alert using LibreOffice Calc?
Step 8. Click on Yes and then repeat the step 2 will display the (a) Store and manipulate data
dialog window and prompts whether to change the cell (b) Create graphical representation of data
with the calculated value as shown in Fig. 4.31. (c) Analysis of data
(d) Mail merge
4. What is the extension of spreadsheet file in Calc?
(a) .odb
(b) .odt
(c) .odg
Fig. 4.31: Goal Seek succeeded (d) .ods
Step 9. Click on Yes will change the value with the calculated 5. The default function while using Consolidate is
one in the sheet as shown in the Fig. 4.32. ____________.
(a) Average
(b) Sum
(c) Max
(d) Count
6. Group by is used in _____________ tool to apply summary
functions on columns.
(a) Consolidate function
(b) Group and Outline
Fig. 4.32: Marksheet after applying Goal seek (c) What-if scenario
(d) Subtotal tool

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 notes 7. Which tool is used to predict the output while changing 5. _______________ scenario is used to explore and compare notes
the input? various alternatives depending on changing conditions.
(a) Consolidate function 6. ______________ is a planning tool for what-if questions.
(b) What-if scenario
7. What-if analysis tool uses ____________ array of cells,
(c) Goal seek
one array contains input values and the second uses the
(d) Fine and Replace
_____________.
5. Which of the following is an example for absolute cell
referencing? 8. _____________ helps in finding out the input for the specific
output.
(a) C5
(b) $C$5
(c) $C D. Answer the following questions
(d) #C 1. Define the terms
5. _____________ analysis tool works in reverse order, finding (a) Consolidate function
input based on the output. (b) What-if analysis
(a) Consolidate function (c) Goal seek
(b) Goal seek 2. Give one point of difference between
(c) What-if analysis
(a) Subtotal and What-if
(d) Scenario
(b) What-if scenario and What-if tool
B. State whether the following statements are True or False 3. Give any two advantages of data analysis tools.
4. Name any two tools for data analysis.
1. Consolidate function is used to combine information from
two or more sheets into one. 5. What are the criteria for consolidating sheets?
2. Consolidate function cannot be used to view and compare 6. Which tool is used to create an outline for the selected
data. data?
3. Link to source data is checked updates the target sheet if
any changes made in the source data. Lab Exercise
4. Using subtotal in Calc needs to use filter data for sorting. 1. Mr Gurdeep has to take a loan of Rs. 10 lakhs to buy a
5. Subtotal tool can use only one type of summary function house. After assessing his situation, he has realized that
for all columns. he can pay the loan in 15 years by paying out an EMI
6. Only one scenario can be created for one sheet. of 20,000.
(a) Use Goal seek to find out the interest rate at which he
7. What-if analysis tool uses one array of cells.
can borrow the loan.
8. Goal seek analysis tool is used while calculating the output (b) Use What If Scenario to depict payment of loan in 25
depending on the input. years by paying out an EMI of 10,000.
9. The output of What-if tool is displayed in the same cell (c) Use Scenario manager to find the best case.
2. Power Motors has 3 branches all over Bhopal. Each
C. Fill in the blanks branch maintains monthly sales of different models of
electric scooter and at the end of month mails it to the
1. Consolidate function is used to combine information from State Head. Prepare a consolidated sheet that shows
multiple sheets to _______________________ the information.
total and average sales made for each model of the
2. Data can be viewed and compared in a single sheet for electric scooter with respect to the spreadsheet sent
identifying trends and relationships using ______________ by the branches to the head office. You are required to
function. identify the column headings for the various branches,
3. ________________ under Data menu can be used to enter data in three different spreadsheets indicating
combine information from multiple sheets into one sheet different branches and consolidate data to find total
to compare data. sales and average sales for each model.
4. The _________________ tool in Calc creates the group
automatically and applies functions on the grouped data.

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 5
CHAPTER

Using Macros in Spreadsheet Observe in Fig. 5.2, that the Record

Macro option found under Tools > Macros
is visible now.
The Macro records all the keyboard and
mouse actions but the following actions
are not recorded.
• Opening of windows
• Actions carried out in another
window than where the recording
IntroductIon was started.
• Window switching
Many times, we have to perform repeated tasks such
• Actions that are not related to the
as typing school name, address, contact numbers with
spreadsheet contents. For example,
a specific formatting or apply the same formula at a Fig. 5.2: Record Macro option after enabling macro
changes made in the Options dialog,
particular cell for different sheets in a workbook. How
macro organizer, customizing.
easy would it be if we could get this done at the click
of a button? This will ensure that we maintain the • Selections are recorded only if they are done by
using the keyboard (cursor traveling), but not
standardization in terms of font style without any typing
when the mouse is used.
mistake. Can you think of any other advantage? In this
chapter, you will learn how to use a macro to automate • The macro recorder works only in Calc
repeated tasks that are always performed in the same and Writer.
way over and over again. Follow the steps given below to record a macro.
Step 1. Click on Tools > Macros and then click on
Recording a Macro the Record Macro option.
A macro is a single instruction that executes a set of Step 2. Now start taking actions that will
instructions. These set of instructions can be a sequence be recorded.
of commands or keystrokes that can be used for any Step 3. Once you click on Record Macro option,
number of times later. A sequence of actions such as recording of actions starts and a small
keystrokes and clicks can be recorded and then run as alert will be displayed as shown in Fig. 5.3. Fig. 5.3: Stop Recording button
per the requirement. Clicking on “Stop Recording” button will
It is important to know that by default stop the recording of actions.
the macro recording feature is turned Step 4. This will open the Basic Macros dialog
off when LibreOffice is installed on your window to save and run the created macro,
computer. Hence, to record a Macro ensure as shown in Fig. 5.4.
that the macro recording is enabled. Macro Step 5. To save the macro, first select the object
recording can be enabled using the Tools where you want the macro to be saved in
option on the main menu bar by selecting the Save Macro to list box.
Tools > Options > LibreOffice > Advanced. Step 6. The name of the macro by default is Main
Observe the Optional Features. There are and is saved in the Standard Library in
two options which are not check marked. Module1. You can change the name of
Put the checkmark on the option “Enable the macro.
Fig. 5.4: Basic Macros dialog
Fig. 5.1: Enabling a Macro macro recording” as shown in Fig. 5.1. Step 7. Click on Save button. window

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 notes A Library is a collection of modules which in turn is a Rules for naming a Macro, Module or a Library: notes
collection of macros. While naming a Macro, Module or a Library the name
should :
Practical Activity 5.1 • Begin with a letter
• Not contain spaces
Record a macro to apply the following style to the Heading “Data
Analysis” in the cell A1. • Not contain special characters except for _
The font style should be “Times New Roman” (underscore)
The font size should be “14”
The font colour should be “Blue” Running a Macro
Cells from A1 to G1 should be merged and centred
Let us now run the macro for another sheet which
Procedure
requires its heading in cell A1 to be given the same
Step 1. Create the spreadsheet. Write the heading “Data format as recorded in the Formatheading macro. To run
Analysis” in cell A1.
Step 2. Choose Tools > Macros > Record Macro. Perform the
a macro we need to perform the following steps.
actions mentioned above in Practical Activity 5.1 in Step 1. Type the heading in cell A1
the spreadsheet. Step 2. Use Tools > Macros > Run Macro to open the
Step 3. Click Stop Recording to stop the Macro Recorder. Macro Selector dialog box as shown in Fig. 5.6.
Step 4. The Basic Macro dialog appears as shown in Fig. 5.4,
in which you can save and run the macro.
Step 5. A Standard library is present by default when a
spreadsheet is created and saved.
Step 6. To save the macro, first select the object where you
want to save the macro in the Save macro in list
box. Fig. 5.5 shows that the Main macro is saved by
default in the Standard Library in Module1. You can
change the name of the macro. Here, we have named
the macro as FormatHeading.

Fig. 5.6: Selecting and runnig a Macro

Fig. 5.6 shows three names in the library. Out of which

• LibreOffice Macros library is provided by
LibreOffice and contains modules with pre
recorded macros and should not be changed.
Fig. 5.5: Naming a Macro
• My Macros contain macros that we write or add
Note : If all the macros will be given the same name then they to LibreOffice.
will overwrite the previous Macro created by that name. • Untitled1 is the name of the worksheet we are
working on. Since at this time we have not saved

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 notes the worksheet with another name it is showing Creating and Organising a Simple Macro
Untitled1. You will see further that Untitled1 will
Till now we have learned to record, store and run the
be replaced with the name of the spreadsheet.
Step 3. Select the library and module in the Library macro. The recorded macro is internally stored as
list. instructions written in a programming language that
are executed when the macro is executed or run.
Step 4. Select the macro in the Macro name list.
We selected a library or module to store our recorded
Step 5. Click Run to run the macro.
macro, similarly while creating a macro, either create a
new library/module or edit an existing module stored in
a library. Use the following steps to organize the macro.
Practical Activity 5.2
Step 1. Click on Tools > Macros > Organize Macros >
Run a previously created Macro Formatheading. LibreOffice Basic to open the LibreOffice Basic
Step 1. Type the heading in cell A1. Macro dialog window as shown in Fig. 5.8.
Step 2. Open the Macro selector dialog box by clicking Tools
-> Macros-> Run Macro Step 2. Click Organizer to open the Basic Macro
Step 3. Click on MyMacros > Standard > Module1. Then Organizer dialog as shown in Fig. 5.9.
select Formatheading from the Macro Name box and
click Run as shown in Fig. 5.6.
You will observe that the Heading in Cell A1 is formatted.
The action recorded by a macro is recorded as instructions in a
programming language called BASIC. It is also possible to view
and thus edit the code of a macro. But remember, it is advised to
edit a macro only if you have knowledge of the language in which
the macro is written which is BASIC in case of CALC. You can
view the code generated for the macros by going to Tools >
Macros > Edit Macros.
Choose the macro name from the Object Catalog and the
associated code will be visible as shown in Fig. 5.7.

Fig. 5.8: Basic Macro dialog window Fig. 5.9: LibreOffice Basic Macro Organiser

Create a library to store a macro

To create a new library containing modules, click on
Library > New.
Use the following steps to create a module to store
Fig. 5.7: Code generated for macro in IDE a macro.
Choose the Modules Tab and select a Module. Click
Warning – Do not make any changes to the code unless you are
aware of the language.
on New to create a new Module.
Note – The code of a macro begins with Sub followed by the
name of the macro and ends with End Sub .

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 notes notes
Practical Activity 5.3
Create a simple Macro using BASIC programming instructions
that will display Hello in a dialog box stored in the Standard
module as shown in Fig. 5.10 when executed.

Fig. 5.10: A Dialog Displaying Hello using macro

Fig. 5.13: Code of Hello Macro
Step 1. Open the LibreOffice Basic Macro dialog box using
Tools > Macros > Organize Macros > LibreOffice The created module can be executed as explained in the previous
Basic. section. Besides, the module can be executed from the IDE by
either clicking the Run button or pressing F5.
Step 2. From the Basic Macros dialog box select Organizer
Step 3. From Modules tab, select My Macros folder and click
on New button as shown in Fig. 5.11. Macro as a Function
Consider a situation wherein you need to perform
calculations that are repetitive in nature. Assume that
the same formula needs to be applied to different data in
different sheets and there is no predefined function for it.
In such a situation will it not be convenient if we could
create a macro that performs the calculations? It will save
us the effort of remembering and typing the formulas. It
is possible to do so if we use Macro as a function. Instead
of writing instructions in between Sub and End Sub, we
Fig. 5.11: Creating a Module with name Hello
can write instructions in between Function and End
Step 4. Give a name to the New Module say ‘Hello’ and click
Ok. You will see Hello under Standard Library in My
Function. A function is capable of accepting arguments
Macros Library. or values. It can perform operations on the arguments,
perform calculations and return the result.

Practical Activity 5.4

Calculate the number of tiles required for flooring of a room
using macro as a function. The length and width of the room and
the length and width of a tile is entered in the sheet as shown
in Fig. 5.14.

Fig. 5.12: Module Hello in Basic Macro Organizer Dialog

Step 5. Select Hello and click Edit (Fig. 5.12) to open the
Integrated Development Environment (IDE). It is a
text editor that allows you to create and edit macros.
Type Print “Hello” between Sub Main and End Sub as
shown in Fig. 5.13. Fig. 5.14: Sheet storing length and width of floor and tile

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 notes Step 1. Enter data in a sheet and save it with the name as Step 6. Use fill handle to drag the function for other cells. The notes
Calculatetiles.ods final sheet is shown in Fig. 5.18.
Step 2. Select Tools > Macros > Organize Macros >
LibreOffice Basic to open the LibreOffice Basic
Macros dialog.
Step 3. Choose Calculatetiles.ods. Click on New and type
a name. We have named it as Calctiles as shown in
Fig. 5.15 and press OK.
Fig. 5.18: Displaying Number of tiles using Macro as a function

Check Your Progress

A. Multiple choice questions
1. Macro Recordings can be enabled from the ________ option
in the menu bar.
(a) Sheet
(b) Data
(c) Tools
Fig. 5.15: Creating a New Module to define function (d) Window.
Step 4. Write a function to calculate the number of tiles. A 2. Which of the following is an invalid Macro Name?
function starts with Function followed by the name
of the function and then the statements to calculate (a) 1formatword
area of the floor, tiles and number of tiles and store (b) format word
the final result in the name of the function as shown (c) format*word
in Fig. 5.16. Press the Save button on the toolbar or (d) Format_word.
press Ctrl+S. 3. Which of the following Libraries contains modules with
prerecorded macros and should not be changed?
(a) My Macros
(b) LibreOfficeMacros
(c) Untitled1
(d) Test.
4. Identify which of the following is a programming Language?
(a) Calc
(b) BASIC
(c) Writer
(d) Macro.
5. The Module can be executed from the IDE by pressing
Fig. 5.16: IDE showing function definition to calculate number of tiles _________________.
(a) F3
Note: The text in grey is preceded by ‘ (single quote) indicating it (b) F4
is a comment. A comment is written to write descriptive text to (c) F5
support the code. (d) F6
Step 5. Use the function in the sheet as shown in Fig. 5.17.
5. Which of the following is the default name of the Macro
_______________.
(a) Default
(b) Main
(c) Macro1
(d) Main_Macro
Fig. 5.17: Sheet using Macro as a function

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 notes B. Fill in the blanks notes
1. ________ library is automatically loaded when the document
is opened.
2. IDE stands for _______________________________.
3. Macro as a function is capable of accepting ___________
and returning a ____________.
4. Macro ________________ allows us to add, delete a module.
5. The code of macro begins with __________ followed by the
name of the macro and ends with __________.
Source: https://data.gov.in/resources/seasonal-and-annual-minmax-
6. By default a macro is saved in the _____________ . temp-series-india-1901-2017
Collect information about the population of the South
C. State whether the following statements are True or False
Asian countries form the Internet and store it in a Calc
1. Macro is a group of instructions executing a single sheet. Run the Macro created in (i) to display a chart for the
instruction. data stored.
Create Macro as a function to calculate Amount to be
2. Once created, Macro can be used any number of times.
paid after a 5% discount. A sample sheet for the same is
3. By default, the Macro recording feature is turned on. given below.
4. It is not possible to stop recording of a Macro.
5. Every Macro should be given a unique name.
6. A macro once created can be edited later.

D. Answer the following questions

1. What is a Macro? List any two real life situations where

they can be used. Fig. 5.19: Lab Exercise 5
2. List the actions that are not recorded by a macro. 4. Anuja has to create a Marks list for every term. The format
is as follows :
3. How is LibreOffice Macros Library different from my
Macros?
4. Differentiate between predefined function in Calc and
Macros as a function
5. List the rules that should be kept in mind while naming
a macro.
6. Give any one advantage of macros.

Lab Exercises Fig. 5.20: Sample Sheet for Marks Entry

1. Record a Macro that performs Bold, Underline on the (a) Record two macros to create the format given in
Heading in Cell A1. Give macro the name BoldunderlineA1 Fig. 5.20.
and save it in a New Module named Basic Formatting which (b) To enter names of students in the list so that she
is created in a New Library named DocumenHeadingA1. doesn’t need to retype or copy the names
Run the above created macros for a new sheet.
2. Record a Macro that creates a bar chart for data stored in
cells A2 – A9 and K2 to K9. 5. Use Macro as a function to calculate Mileage of a vehicle.
Mileage (in km/L) is calculated as Distance Travelled
3. Run the macro recorded in (i) and display a barchart (in km)/ Fuel filled (in Litre). Create a sheet with three
for the following data showing Minimum and Maximum columns Distance Travelled (in Km), Fuel filled (in L) and
temperature from 2010-2017. Mileage (in km/L).

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 6
CHAPTER

Linking Spreadsheet Data Alternatively, you can right click anywhere on the sheet
tab and select Insert sheet option from the drop-down
list displayed as shown in Fig. 6.2. It gives us a choice
to put the new sheet, assign the name of the sheets,
delete a sheet and so on.
Note: Insert Sheet dialog box can be invoked from the
menu option Sheet > Insert Sheet

Practical Activity 6.1

IntroductIon Add a new sheet to store data for Term2 in the spreadsheet by Fig. 6.2: Inserting a new sheet
using the Insert Sheet Dialog box. using context menu displayed
We have learned in Class IX to organise the data in a Step 1. Open the Insert Sheet Dialog and add a sheet after after right click option
spreadsheet. Let us take a situation where the marks the current sheet by selecting After Current Sheet
scored by each student of three terms in three terminal option. The current sheet is our active sheet which in
this case is Term1 as shown in Fig. 6.1.
examinations are stored in three different sheets Step 2. Name the Sheet as Term2 as shown in Fig. 6.3.
Term1, Term2, Term3. Now to generate final result in
single result sheet by finding the average marks of each
subject, what would be the ideal solution?
Retyping or copying the marks can be one solution
but it will be time consuming and also there are chances
of committing typing errors.
Instead, the ideal solution will be to find a way to
refer the marks stored in the sheets Term1, Term2 and
Term3. In this manner, there are nearly no chances of
errors and if the marks of a subject are changed, they
will be reflected and thus ensuring correctness while
performing calculations, such as calculating average.
In this chapter, we will learn how to create multiple Fig. 6.3: Insert sheet dialog
sheets, and also to link the data in multiple sheets. It Step 3. Enter the marks obtained by the students in second
term in Term2 sheet as shown in Fig. 6.4.
can be done in two ways, one is creating reference to
Step 4. Insert a new sheet and name it as “Result”.
other sheets/documents by using keyboard and mouse,
and other is by linking external data.

Setting up Multiple Sheets

Let us consider a worksheet
storing marks of the first term in
a sheet named Term1 as shown in
Fig. 6.1.
To add a new sheet in the Fig. 6.4: Marks scored by students in Term2
spreadsheet, click on the Add Sheet
Note: You can use the macro created by you in the previous
by clicking on the (+) sign located chapter to create the format of the result sheet and populate the
Fig. 6.1: Marks scored by students in Term1 in the left bottom of the spreadsheet. name of the student column to save time.

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 notes Creating Reference to Other Sheets by Using notes
Keyboard and Mouse
We have been using cell references for applying functions
and formulas in class IX. In this section we will learn
how to reference cells in other sheets using mouse and
keyboard.
To calculate the final result, it is required to store the
final marks for each subject in the sheet named “Result”
inserted in Activity 6.1 by applying the formula (Marks
obtained in Term1 + Marks obtained in Term2)/2. As Fig. 6.5: Result sheet after referencing the data from
Term1 and Term2 sheets
we know that marks obtained in Term1 and Term2
Any changes made to marks in Term1 and Term2
are stored in different sheets named Term1 and Term2
sheet will be reflected in the result sheet as well. That
respectively.
is how the sheets are linked together.
To calculate the final marks for English in in the
We had selected cell reference by clicking on the
cell C4 of Result sheet, as shown in Fig. 6.5, follow the
cells. An alternative could be to type the reference. First,
following steps.
we need to understand how referencing is performed
Step 1. First copy the Roll No and Name of the
across sheets in the same spreadsheet document.
Student from Term1 sheet to Result sheet, Hence, to refer to a cell in another sheet precede the
copy all headings of and give the name as cell reference with a ‘$’ sign. It is then followed by the
Final Result. name of the sheet in ‘ ‘ ’ (single quotes) followed by a .
Step 2. Click on the = icon next to the input line (or (dot) and then the cell address. For example, to refer a
type = in cell C4), type Sum() and click between cell C4 of sheet named Term1 we will type:
the brackets. $‛Term 1’.C4
Step 3. Now click on the Term1 sheet and click the Note: Single quotes (‘ ’) are used as there is a space
English Marks for the first student and add (,) between Term and 1 in the sheet name.
comma for the next value Let’s Practice– Calculate Final marks for all the subjects by
Step 4. Next click on the Term 2 sheet and click the referencing with Keyboard for one of the columns and mouse for
other columns.
English Marks for the first student.
Step 5. To calculate average type /2 after the sum(+) as Creating Reference to Other Documents
shown in Fig. 6.5 to calculate average. by Using Keyboard and Mouse
Step 6. Press Enter key, the average is displayed in cell
In the previous section we had0 created references to
C4 of Result sheet. Then use fill handle to fill other sheets in a spreadsheet. Sometimes we may intend
the cells up to the last student’s data. to reference sheets stored in another spreadsheet file.
Step 7. The result sheet gives the average marks Let us consider a situation where it is required to
scored by each student in English as shown in create a Summary report consisting of the average of
Fig. 6.5. result sheets for each section of a class. To do so, we
Step 8. You can copy the same formula for other need to insert sheets that are stored in different files.
subjects. Fig. 6.6 shows the final result of class X-A and Fig. 6.7
shows Final Result of class X-B.

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 notes

Fig. 6.9: Displaying the highest score in English using Max function
We had selected cell reference by clicking on the cells in the
Fig. 6.6: Result of class X-A stored in Fig. 6.7: Result of class X-B stored in
Result-X-A spreadsheet Result-X-B spreadsheet
separate spreadsheet and an alternative could be to type the
reference. First, we need to understand how referencing is
performed across different spreadsheet files.
Practical Activity 6.2 To refer to a cell in a different spreadsheet we write in single
quotes the path of the file followed by #$ then the name of the
Create Summary of result in a spreadsheet document named sheet followed by a . (dot) and then the cell address.
Result Analysis of class X-A and X-B as shown in Fig. 6.8. For example: ‘file:///C:/Users/ADMIN/Documents/X-A.ods’#
$Result.C4
Note : The path of a file has three forward slash ///. A filename
can have space within its name hence single quotes (‘ ‘) are used.
It is also possible to insert a sheet from another file. The From
file option of Insert Sheet Dialog box allows us to insert sheet
from another file as well (refer Fig. 6.10).
Insert a sheet from an existing file into the current document.

Practical Activity 6.3

Step 1. To insert the sheet “Result” from Result-X-A spreadsheet
in the Result Analysis spreadsheet, open the Result
Analysis spreadsheet.
Step 2. Select Sheet > Insert Sheet > From File as shown in
Fig. 6.8: Result Analysis spreadsheet
Fig. 6.10.
Since the marks of both the classes are stored in separate Step 3. Click on Browse button, which will open a file selection
spreadsheet file and Result Analysis itself is a separate dialog box.
spreadsheet, therefore we need to create reference to other Step 4. Select the file from
spreadsheets. which you want to
Step 1. Open the spreadsheets namely Result-X-A, Result-X-B import the sheets.
and Result Analysis. After selecting the file,
Step 2. Click on cell B4 of Result Analysis spreadsheet and the sheets contained
type =MAX(), as shown in Fig. 6.9. in it are displayed in
the list box, as shown
Step 3. Click between the brackets of MAX() and then click on
in Fig. 6.10. The file
the cell range containing marks of English in Result
path is displayed
sheet of Result-X-A spreadsheet.
below this box.
Step 4. Type (,) comma and click on the cell containing Select the sheet to
marks of English in the Result sheet of Result-X-B be inserted from the Fig. 6.10: Inserting Result sheet of
spreadsheet. list box. Result-X-A spreadsheet into Result
Step 5. Press Enter, Maximum of the marks will be displayed Analysis spreadsheet
in cell B4 as shown in Fig. 6.9.

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 notes Step 5. Click on the required “Result” sheet from the file “Result- Hyperlinks to the Sheet
X-A.ods” as shown in Fig. 6.10.
Sometimes it is required to jump to a document stored
Step 6. Check the Link checkbox to ensure that the changes
made in the selected sheet “Result” are reflected. at a different location from within a document. It can be
Step 7. Press OK. You will find the Result sheet added to the done by creating a hyperlink. It is possible to jump from
sheet tab as shown in Fig. 6.11. a sheet in the same spreadsheet, different spreadsheet
or a website by creating a hyperlink.

Relative and Absolute Hyperlinks

A hyperlink can be either absolute or relative. An
absolute hyperlink stores the complete location where
the file is stored. So, if the file is removed from the
location, absolute hyperlink will not work. For example:
C:\Users\ADMIN\Downloads\try.ods is an absolute
link as it defines the complete path of the file.
A relative hyperlink stores the location with respect to
the current location. For example: Admin\Downloads\
try.ods is a relative hyperlink as it is dependent on the
current location and thus the folder admin is searched
Fig. 6.11: Result sheet added to the sheet Tab of ResultAnalysis
where the active spreadsheet is being stored. If the
You could have also copied and pasted data but linking a sheet complete folder containing the active spreadsheet is
allows us to always have access to “live” data from another
spreadsheet. A “live” data means that the data is always the
moved the relative link will still be accessible as it is
same as in the original file. bound to the source folder where the active spreadsheet
The links can be updated by selecting Tools > Options > is stored.
LibreOffice Calc > General > Updating, as shown in Fig. 6.12,
whenever the file is opened to ensure that you have access to the Creating Hyperlinks
updated data always.
It is possible to hyperlink a sheet of other spreadsheet
document in a spreadsheet. Suppose, you have to
hyperlink a Result sheet of “Result-X-A” spreadsheet
document in the “Result-X-B” spreadsheet document,
then follow the following steps:
Step 1. Open the Result-
X-B spreadsheet
document.
Step 2. From the main
menu, select and
click on Insert
> Hyperlink.
An Hyperlink
dialog box will
Fig. 6.12: Selecting online update option open as shown in
Fig. 6.13.
Fig. 6.13: Hyperlink dialog box

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 Step 3. To insert the spreadsheet document, click on
the Document on the left pan of dialog box,
then to select the spreadsheet document, click
on the button located after the Path. Select the
required document. In our case we select the
spreadsheet document “Result-X-A”.
Step 4. Then click on the Target button to choose the
sheet which is to be hyperlinked. Target in
Document helps to specifically choose a target
in the document such as sheet, tables, frames,
images, headings and so on. Here in our case
we will select the sheet Result as shown in
Fig. 6.15: Hyperlink inserted in the spreadsheet
Fig. 6.13.
Step 5. Click on Apply and Close button to exit the Step 9. To open the hyperlinked sheet, press the Ctrl
key and click on the hyperlinked word “Result-
Target Document window.
X-A”, the sheet will be opened in the new
Step 6. Enter the text in the Text box to assign the window as shown in Fig. 6.16.
hyperlink to that text. In our case we have
entered the text as “Result-X-A” as shown in
Fig. 6.14. So the hyperlink will be assigned to
the text “Result-X-A”.
Let’s Practice
Create a Hyper link to
Result Analysis
spreadsheet.

Fig. 6.16: Hyperlinked sheet open in new window

Editing a Hyperlink
To edit an existing link, place the
cursor anywhere in the link and
right click the hyperlink. A context
Fig. 6.14: Specifying Target and Text for inserting a Hyperlink menu will be displayed as shown in
Fig. 6.17.
Step 7. Click on Apply and Close button to confirm the Click on Edit Hyperlink...,
changes and exit the Hyperlink dialog box. the Hyperlink dialog box will be
Step 8. Observe that the hyperlink is assigned to the displayed, where you can make
word “Result-X-A” as shown in Fig. 6.15. changes to the hyperlink.
Fig. 6.17: Selecting Edit Hyperlink from context menu
on right clicking the Hyperlink

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 On clicking the Remove Hyperlink option, the link The table is inserted in the spreadsheet as shown in
will be removed from the text and thus it will not point Fig. 6.20.
to any other location.

Linking to External Data

Internet is a rich source of information, which is stored
in the form of web pages. The web pages are written in
HTML documents. Data on a web page can be stored in
the form of tables.
The versatility of a spreadsheet allows us to insert
tables from HTML documents into Calc. To insert the
tables from a HTML document, we can use the External
Data Dialog box. The steps for the same are given below.
Step 1. Open the spreadsheet where external data is to
be inserted.
Step 2. Select the cell to store the first cell of the table
in the external data.
Step 3. Select Sheet > Link to External Data.
Fig. 6.20: HTML_10 table inserted from the webpage https://en.wikipedia.org/
Step 4. The External Data dialog box is displayed as wiki/List_of_gravitationally_rounded_objects_of_the_Solar_System#Planets
shown in Fig. 6.18. Type the URL of the source
document or select it from the drop-down list if
Linking to Registered Data Sources
it is listed and press enter.
Step 5. A dialog box is displayed to select the language LibreOffice Calc allows us to link spreadsheet documents
for import as shown in Fig. 6.18. Selecting with databases and other data sources. The data source
Automatic shows data in the same language as needs to be registered with LibreOffice. Registration is
in the webpage. a means to inform LibreOffice about the type of data
Fig. 6.18: Slecting language to Let us Practice source and the location of the file. We will restrict
import for the webpage our discussion to LibreOffice Base. The extension of
Create a Hyper link to Result Analysis spreadsheet.
LibreOffice Base is .odb. You will learn about LibreOffice
From the Available Tables/Ranges list, choose the Base in detail in Unit 3. You can access a variety of
desired table. If you choose HTML_all option, then the databases and other data sources and link them to Calc
entire HTML document is selected. Here in our example documents. To register a data source
suppose we select HTML_10 table to insert as shown in that is in *.odb format, follow the steps
Fig. 6.19. given below.
Step 1. Select Tools > Options >
LibreOffice Base > Databases.
The Options - LibreOffice
Base-Databases dialog box
appears.
Step 2. Click the New button to
open the Create Database
Link dialog box as shown in
Fig. 6.19: Inserting a table from a webpage Fig. 6.21. Fig. 6.21: Registering databases

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 notes Step 3. Enter the location of the database file, or click C. State whether the following statements are True or False notes
Browse to open a file browser and select the
database file. 1. A sheet can only be added before the current sheet.

Step 4. Type a name to use as the registered name for 2. If ‘sales’ sheet has a reference to ‘cost’ sheet then any
changes made to ‘cost’ sheet will be reflected in the sales
the database and click OK. The database is sheet as well.
added to the list of registered databases.
3. It is not possible to link a sheet as a reference in another
Note – The OK button is enabled only when both fields sheet.
are filled in. 4. We can insert data from a table created on a web page into
a spreadsheet.
Check Your Progress 5. A hyperlink once created on a sheet cannot be deleted.

A. Multiple choice questions D. Answer the following questions

1. Insert Sheet dialog can be invoked from _______________. 1. Name the two ways to link the sheets in a LibreOffice Calc.
(a) sheet 2. Differentiate between Relative and Absolute Hyperlink.
(b) insert
(c) tools 3. Write steps to extract a table from a web page in a
(d) Windows spreadsheet.
2. ______________ refers to cell G5 of sheet named My Sheet. 4. Write steps to register a data source that is in *.odb format.
(a) $My Sheet.’G5’ 5. State advantages of extracting data from a web page into
(b) $My Sheet_’G5’ spreadsheet.
(c) $ ‘MySheet’.G5
(d) $ ‘MySheet’_G5 Lab Exercises
3. The path of a file has ____________ forward slashes.
1. Create three sheets named Jan, Feb and March. In each
(a) four
sheet store the attendance of employees for a month. Apply
(b) three
count function to count the number of days the employees
(c) two
were present by counting P.
(d) one
4. Which of the following feature is used to jump to a different 2. Add another sheet named ‘Consolidated Attendance’ that
spreadsheet from the current spreadsheet in LibreOffice stores total attendance of three months and calculates the
Calc? percentage.
(a) Macro 3. Create a spreadsheet containing the list of Prime ministers
(b) Hyperlink of India with their tenure from the website https://
(c) connect knowindia.gov.in/general-information/prime-ministers-
(d) Copy of-india.php. Perform steps to extract the table from the
website into a Calc Sheet and display the count of Prime
B. Fill in the blanks Ministers of India till date.

1. A relative hyperlink stores the location with respect to the

___________ location.
2. While inserting tables from a webpage _____________
selects the entire HTML document.
3. The extension of LibreOffice base is ______________.
4. __________ are used to enclose sheet names as there might
be a space within sheet names.
5. The From file option of ___________ Dialog box allows to
insert sheet from another file.

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 7
Share and Review a
CHAPTER

Step 4. Click on Yes to continue. notes

Spreadsheet Step 5. Once the spreadsheet is saved, the name of the
spreadsheet in the title bar will display (shared)
along with the name of the spreadsheet.

Practical Activity 7.1

Create a spreadsheet and save it with the name Test_1.ods
Step 1. Create the spreadsheet with the data and save it with
Test.ods, as shown in Fig. 7.3.
IntroductIon
In LibreOffice Calc, one spreadsheet can be used by
more than one user at a time by sharing it. A shared
spreadsheet is a same sheet that can be accessed by
more than one user and can allow them to make changes
simultaneously on it. It saves the trouble of keeping track
of multiple copies of the same spreadsheet. Sharing
allows working in collaboration so that everyone can
contribute, make changes and view it.

Sharing Spreadsheet
Fig. 7.3: Contents of spreadsheet Test.ods
Sharing a spreadsheet is just like a
teamwork to work in collaboration with Step 2. Select and click on Tools > Share Spreadsheet from
main menu bar. This will open the Share Document
other users. The following are the steps dialog window as shown in Fig. 7.1. Put the check-
to share the spreadsheet. mark on the check box, “Share this spreadsheet with
Step 1. Open a new spreadsheet and other users”, as shown in the Fig. 7.1.
save it with some name. Step 3. Click on the checkbox and then on OK button. It will
display the Confirmation dialog window to activate
Step 2. Select and click on Tools > the sharing mode as shown in Fig. 7.2. Click Yes to
Share Spreadsheet from main menu continue.
bar. This will open the Share Document Step 4. Observe that shared is added with the name of the
dialog window as shown in Fig. 7.1 document in the title bar as shown in Fig. 7.4.
which can be used to enable or disable
sharing option.
Fig 7.1: Share Document dialog window
Step 3. Click on the checkbox “Share
this spreadsheet with other users” to
share the spreadsheet and click on OK
button. This will open the confirmation
dialog window as shown in Fig. 7.2 to
save the spreadsheet to activate the
Fig. 7.2: Confirmation dialog window for
sharing a spreadsheet shared mode.

Fig. 7.4: Title bar showing the spreadsheet changed to shared

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 Opening and Saving a Shared Spreadsheet Recording Changes
Opening a Spreadsheet This feature of LibreOffice Calc provides different ways
to record the changes made by one or other users in
To open a shared spreadsheet, follow the
the spreadsheet. While recording the changes, the
following steps.
spreadsheet will turn off its shared feature. Follow the
Step 1. While opening a spreadsheet which is
a shared spreadsheet, a message will appear following steps for recording changes:
as shown in Fig. 7.5 that the spreadsheet is Step 1. To enable the Record changes, first disable the
Fig. 7.5: Message box while opening in shared mode and some of the features are shared mode of spreadsheet.
shared spreadsheet Step 2. To disable the shared mode, open the
not available to use in this spreadsheet.
Step 2. Click on OK button to open the spreadsheet in spreadsheet “Test.ods”.
shared mode. Step 3. Select and click on Tools > Share Spreadsheet
Step 3. If you don’t want this warning option to be from main menu bar. This will open the
displayed again, then check the mark in the Share Document dialog window. Remove the
checkbox ‘Do not show warning again’. check-mark on the check
box, “Share this spreadsheet
Step 4. Once the spreadsheet is saved in shared mode, with other users”, and click
some of the features will become unavailable on OK button. It will display
for used. the Confirmation dialog
Step 5. Observe the Edit menu on the main menu window to disable the sharing
bar as shown in Fig. 7.6, that shows Undo, mode. It will give warning to Fig. 7.7: Confirmation dialog window to disable sharing
mode of spreadsheet
Redo, Repeat, Paste, Links to External files, disable the shared mode of a
ImageMap, Object are not available for use. spreadsheet as shown in Fig.
Fig. 7.6: Edit menu of shared 7.7. Click Yes to continue.
spreadsheet Saving a Shared Spreadsheet
Step 4. Observe that (shared) word from
Follow the steps given below to save a shared the name of the spreadsheet has
spreadsheet: disappeared from the title bar of the
Step 1. After making the changes in the shared spreadsheet.
spreadsheet, you need to save it before closing Step 5. The feature of Track Changes >
the spreadsheet. Record under Edit menu is turned
Step 2. If two or more users are working at the same ON as shown in Fig. 7.8, which was
time and the changes do not conflict, then the disabled and not working in the shared Fig. 7.8: Recording Track
message will appear stating that the spreadsheet spreadsheet. changes under Edit
has been updated with changes saved by other Step 6. Now to record track changes, click on menu enabled
users. Edit > Track Changes > Record as
Step 3. If there is any conflict for the changes, then shown in Fig. 7.8.
resolve conflict dialog window will appear. Step 7. Now change name Sia to Sita in cell
Step 4. No other user can save the shared spreadsheet B5 as shown in Fig. 7.9. Observe that
when you are resolving the conflicts. the border colour of the cell in which
Step 5. If another user is trying to save the shared data has been changed turns to red.
document and resolve conflicts, then you will be Also, the changed cell will display the
notified with a message that the file is locked. description if the cursor moves to the
Fig. 7.9: Displaying the information of
Now, you cannot save it. changed cell. changes recorded under track changes

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 Step 8. Thus, by looking at the spreadsheet, other Step 4. You can also insert comments to a
users can easily know the changes made in the cell. Click on the cell where you
cell and the changes made by whom. want to insert comments. Then
select from main menu Insert >
Practical Activity 7.2 Comment as shown in Fig. 7.13.
Assume that you are captain of your school cricket team. Prepare
Step 5. This type of comments is known
the budget in the spreadsheet for the current academic year. as notes or suggestions in the
Turn ON the feature Track Changes > Record and ask other spreadsheet. The box will appear
team members to make necessary changes in the spreadsheet. to write the comment as shown
in Fig. 7.14. The comment box
Add, Edit and Format the Comments shows the comments entered as
Fig. 7.13: Insert Comment
“Contains only alphabets”. Once
In Calc, the comments are automatically added. this text is typed in the text box,
Also, the author or reviewer can add their own you can observe a coloured dot in
comments as well. Follow the following steps to the upper-hand corner of the cell
add your comments: where the comment is added using
Step 1. Select from main menu bar and click insert comment.
on Edit > Track Changes > Comment Step 6. Once the comment is added, you
as shown in Fig. 7.10, to add your own can display, edit or delete it. To
comments. perform these operations, right
Step 2. This will open the Add comment window. click on the cell where you have
Enter your comments. Fig. 7.11 shows inserted the comments as shown
the comments entered. in Fig. 7.15. Observe the options
Fig. 7.10: Selecting Comment under Step 3. Now to view the entered comment, click under popup menu.
Track Changes on the cell B6 as shown in Fig. 7.12. It Step 7. Select the “Edit Comment” option
Fig. 7.14: Comments inserted in comment box
shows the complete description of the to edit the comments. It will take
comments entered. you again to the comment textbox
to make any changes.
Step 8. Select “Delete Comment” option to
delete the comment.
Step 9. Select the “Show Comment” to
view the comment. By selecting
this option, the comments will be
displayed. Again when you right
click on the cell, you will observe
that “Hide Comment” option will
be activated in place of “Show
Comment”. This is because when Fig. 7.15: Right click menu options after
inserting comments
you are displaying the comments it
Fig. 7.11: Entering text in Comment Fig. 7.12: Comment displayed with full description
is already in show mode, which has
dialog window to be hide.

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 Formatting Comment Step 2. This is used to plan what all
changes are to be displayed
You can format the comment box, while reviewing the spreadsheet.
just like formatting the cell contents.
Step 3. Click on Edit > Track Changes
It means changing the background > Manage to accept or reject
colour, border style, and transparency the changes. It will display the
of a comment. Follow the following Manage Changes dialog window
steps to format the comment. as shown in Fig. 7.18.
Step 1. Right click on the cell where Step 3. In this dialog window, click on
the comment is added. the line and click on Accept or
Step 2. Select the option “Format Accept All or Reject All button Fig. 7.18: Manage Changes dialog window to
to review the changes. accept or reject changes
cell”, which will display the Format
Cells dialogue box as shown in Step 4. Click on Close button once the review is done.
Fig. 7.16.
Let’s Practice — As the changes done by other team members
Fig. 7.16: Format Cells dialogue box Step 3. You can apply the various in the Practical Exercise 7.4 has been recorded by the feature in
formatting features from its tab such Calc, now you just review those changes and accept or reject the
as Font, font Effects, Alignment, Borders, necessary changes done by other team members.
Background and Cell Protection. Change
the font, text colour, fill colour, line colour Merging and Comparing
for the comment box as desired and click on
OK button to apply the changes. Observe the If the same spreadsheet is reviewed by different team
desired formatting features applied to the members and you have two different versions of the
comment box. same spreadsheet file. Follow the following steps to
merge document.
Let’s Practice — Save the spreadsheet with some other name.
Turn off the shared feature. Now, make some changes in the
spreadsheet. Also, add comments into the changed cells. Try Practical Activity 7.3
editing comments and format it with different colours.
Merge two files
To work on our earlier created spreadsheet Test.ods, save the
file Test.ods with another name say Test1.ods and make some
Reviewing Changes – View, changes in the spreadsheet Test1.ods. Now, we have two files
Accept or Reject Changes that are to be merged.
Step 1. Open the spreadsheet file Test.ods. Note the contents of
Once the spreadsheet is edited by all the spreadsheet Test.ods in Fig. 7.19. Also note the contents
members of the team. It is the final stage of spreadsheet Test1.ods before merging in Fig. 7.20.
before submitting the spreadsheet. In this
stage, we will go through the changes
to accept or reject to prepare the final
spreadsheet after looking at all the changes
made by the team members. Follow the
following steps to review changes.
Step 1. Select and click on Edit >
Fig. 7.17: Show Changes Dialog window
Track Changes > Show. It will open the
Show Changes dialog window as shown in
Fig. 7.19: Contents of Test. Fig. 7.20: Contents of
Fig. 7.17. ods before merging Test1.ods before merging

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 notes Step 2. Click on Edit > Track Changes > Merge Document Step 6. Now open the first
as shown in Fig. 7.21. spreadsheet Test.ods
after merging and observe
its contents as shown
in Fig. 7.24. Observe
that Fig. 7.24 shows the
contents of Test.ods and
Test1.ods merged.

Fig. 7.24: Contents of Test.

ods after merging

Fig. 7.21: Selecting Merge Document option

Comparing Documents
Step 3. Select the spreadsheet file Test1.ods from the Merge
0With dialog window to open the spreadsheet Test1. Instead of merging two spreadsheets, one can
ods to merge with Test.ods and Click on Open button compare the two spreadsheets by comparing the
as shown in Fig. 7.22.
documents. Follow the following steps to compare
the documents. Let us compare the two earlier
created spreadsheets Test.ods and Test1.ods
Step 1. Open the spreadsheet file Test.ods. Click
on Edit > Track Changes > Compare
Document as shown in Fig. 7.25.
Step 2. This will open the Compare to dialog
Fig. 7.25: Selecting Compare
window, which will allow to open the Document option
spreadsheet to be compared. Select the
spreadsheet file Test1.ods and click on
Fig. 7.22: Open the Test1.ods from Merge With dialog window Open button as shown in Fig. 7.26.
Step 4. This will open Manage Changes dialog window as
Step 3. This will open the Manage Changes
shown in Fig. 7.23. dialog window to accept/reject the
changes. Click on Accept as shown in
Fig. 7.27.
Step 4. Finally click on Close button to close the
Manage Changes dialog window as Fig. 7.26: Open Test1.ods from
shown in Fig. 7.28. Compare to dialog window

Fig. 7.23: Manage Changes dialog window

Step 5. Click on Accept All as shown in Fig. 7.23. to accept all

the changes which is done in the Test1.ods spreadsheet
to the Test.ods.
Fig. 7.27: Accepting Manage Changes Fig. 7.28: Closing Manage Changes dialog window

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 notes Check Your Progress C. Fill in the blanks notes
A. Multiple choice questions 1. The title bar of the document shows __________________
along with the filename for the shared mode of the
1. Sharing allows to edit the spredshheet by spreadsheet.
(a) single user
2. The shared mode spreadsheet allows __________ users to
(b) different users simultaneously
access and edit the spreadsheet at the same time.
(c) one by one users
(d) one after other users 3. Recording changes automatically ____________ the shared
2. Sharing spredsheet feature allows to save the changes in mode of a spreadsheet.
(a) multiple sheets 4. Click on Edit menu, Track Changes and then select
(b) user’s sheet ____________ to record the changes in the spreadsheet.
(c) in a same sheet 5. The border color of the changed cell will be ______________.
(d) in different sheet
6. ____________ is used to add notes or suggestions to a cell
3. The Recording Changes feature of LibreOffice Calc provides in a spreadsheet.
different ways to record the changes made by ____________
in the spreadsheet. 7. The comment box can be formatted just like formatting
the __________ (cell contents).
(a) one user
(b) other user
D. Answer the following questions
(c) the user
(d) one or other users 1. Define the terms
4. In Calc, the comments are added (a) Sharing Spreadsheet
(a) automatically (b) Record changes
(b) by author 2. Write the commands to perform
(c) by reviewer (a) Sharing Spreadsheet
(d) all of above (b) Record changes
5. The changes by team members in the spreadsheet can be 3. Which menu is used to perform the functions
accepted or rejected by (a) Track Changes
(a) the team members (b) Saving Spreadsheet
(b) any of the user 4. What do you understand by reviewing the changes in the
(c) owner spreadsheet?
(d) other users
5. Differentiate between Merging and Comparing Spreadsheet.
B. State whether the following statements are True or False
Lab Exercise
1. Spreadsheet cannot be shared to work with more than one
Anushka and Niyaz have been made the class representative.
user?
Anushka has been asked to collect the class assignments for the
2. Some of the features becomes unavailable when the various subjects. Create a spreadsheet to store the roll number,
spreadsheet is in shared mode. name of the students and subject names. Perform the following
3. You can record changes in the spreadsheet when the operations so that Niyaz can access the file:
spreadsheet is opened in shared mode. 1. Enable Track changes
4. File menu is used to Record changes for the spreadsheet. 2. Add comment to show the date on which the assignment
5. You can add a note or suggestion in the spreadsheet using has been submitted.
Insert Comment. 3. Share the document with the class teacher.
6. Formatting comment can be used to change the font
colour of the comment.

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