Class IX LibreOffice Calc Notes

Chapter-4
Electronic Spreadsheet
• A spreadsheet is defined as a large sheet which contains data and
information arranged in rows and columns.
• It is also called electronic spread sheet.
• It can store, manipulate and create graphical representation of data.
• Example of spreadsheet software are
1. Libreoffice Calc
2. Microsoft Excel
3. Open Office Calc
4. Apple Inc. Number
Advantages of Spreadsheet
• A spreadsheet software can create graphical representation of data.
• It can be used to calculate and analyze the data for decision making.
• It also provides built-in formulas and functions for common
mathematical, financial and statistical operations.
• It is widely used for data analysis and accounting purpose.

LibreOffice Calc
• LibreOffice Calc is a spreadsheet application software of LibreOffice suit.
• Libreoffice get installed by default with the Linux (Ubuntu) operating
system but in case of windows operating system you have to install
LibreOffice.
LibreOffice Calc is used to perform the following activities accurately and
efficiently.
1. Tabulation of data.
2. Simple mathematical calculations.
3. Complex calculations using formula and functions.
4. Arranging data in ascending and descending order.
5. Filtering the required data.
6. Check the validity of data.
7. Protection of data using passwords.
8. Saving for future use.
Steps to open Libreoffice Calc
In Linux
• Steps to open LibreOffice Calc in Linux: In Ubuntu Linux, find the Calc icon
on application launcher or search it by clicking on "Show Applications".
In Windows
• Steps to open LibreOffice Calc in Window: In Windows, find the shortcut of
LibreOffice on Start menu or on the desktop.
• Double click the shortcut to open LibreOffice.
• Or Click the window menu, select LibreOffice application, then click
LibreOffice Calc.
 Class IX LibreOffice Calc Notes
Parts of LibreOffice Calc Window
a. Title bar:
• The Title bar, located at the top, shows the name of the current spreadsheet.
• The first created spreadsheet takes the name as Untitled 1, second is Untitled 2
and so on.
b. Menu bar:
•Menu bar is located just below the Title bar.
•It contains the menus with commands for various tasks.

(i) File: contains commands applied to entire document — Open, Save,

Wizards, Export as PDF, Print, Digital Signatures and so on.
(ii) Edit: contains editing commands — Undo, Cut, Copy, Paste, Select, Find &
Replace and so on.
(iii) View: contains commands for modifying the user interface — Toolbars,
Column & Row Headers, Full Screen, Zoom and so on.
(iv) Insert: contains commands for inserting elements into a spreadsheet —
Image, Media, Chart, Object, Shapes, Date, Time, Headers and Footers.
(v) Format: contains commands for modifying the layout of a spreadsheet —
Cells, Rows, Columns, Page, Styles and Formatting, Alignment and so on.
(vi) Styles: for managing styles.
(vii) Sheet: contains commands to insert and delete cell, rows and columns,
insert sheet, rename sheet, fill cell, etc.
(viii) Data: contains commands for manipulating data — Define range, sort,
and so on.
(ix) Tools: contains various functions to check and customise spreadsheet —
Spelling, Language, Gallery, Macros and so on.
(x) Window: contains commands to display window — New Window, Split
and so on.
(xi) Help: contains links to the help system included in the software and
other miscellaneous functions.
c. Toolbars:
• The Calc opens with the Standard and Formatting toolbars at the top of the
workspace by default.
• These toolbars provide a wide range of common commands and functions.
• Placing the mouse cursor over any icon displays a small box called a tooltip.
Different toolbars are
(i) Standard toolbar: The standard tool bar shows the icons for most common
operations, such as editing, arranging, filtering, etc., used while working on
the spreadsheet.
(ii) Formatting toolbar: Formatting toolbar has the most common operation
related to formatting datasheet.
It includes buttons for font selection, size of text, alignment, cell value
formatting and indentation, etc.
(iii) Formula toolbar: It allows entering and editing the formula in the cell.
Formula bar consists of the following:

• Name box: shows the cell reference, for example A1.

• Functions wizard: search the function from the list of available
functions.
• Sum: used to total the numbers in the cells above the selected cell. The
sum is placed in the selected cell.
 Class IX LibreOffice Calc Notes
• Function: clicking on the Function icon inserts an equals (=) sign into
the selected cell and the Input line allow formula to be entered.
• Input line: displays the contents of the selected cell (data, formula, or
function) and allows editing the cell contents.

d. Worksheet:
• The worksheet in Calc is also referred to as spreadsheet.
• The spreadsheet can have many sheets.
• Each sheet can have many individual cells arranged in rows and columns.
• The sheet tab shows its default name as Sheet1, Sheet2, Sheet3, .....
• By default, a worksheet contains only one sheet name sheet1.
e. Rows and columns:
• The sheet is divided into vertical columns and horizontal rows.
• Each sheet can have a maximum of 10,48,576rows and 16384 columns.
• The rows are numbered as 1, 2, 3, 4, ... and columns are numbered as A, B,
C, D, ...., Z, AA, AB, AC, ...., AZ...

f. Cell and cell address:

• The intersection of a row and column is called a cell.
• It is the basic element of a spreadsheet.
• It holds data, such as text, numbers, formulas and so on.
• A cell address is denoted by its column (letter) and row number. For
example, D4, E9, Z89 are the valid example of cell address.

g. Active Cell:
• When we click on a cell it gets selected, and is ready to take data from
the user.
• This selected or activated cell is called an active cell.
• It is always highlighted, with a thick border.

Some Shortcuts Keys

These are some keys or key combination to move the cursor from one
place to another in a work sheet.

Key or Key Result of key or key combination

combination
Arrow Keys Move a single cell in arrow direction
Ctrl + Arrow Keys Moves the cell to the end of the data range in a particular
direction
Home Moves to column A along the row where the active cell is
Ctrl + Home Moves the cell to A1 position
Ctrl + End Moves to bottom right cell of the data range
Page Up Moves the worksheet one screen up
Page Down Moves the worksheet one screen down
 Class IX LibreOffice Calc Notes

Range of cell
• A block of adjacent cells in a worksheet which is highlighted or selected is called
a range of cells.
• There are 3 types of cell range and these are
Column Range
• The Column range is the number of cells spread across the column.
• The cell address is represented by single column letter and multiple row number
in a sequence. for example A1: A5, D10 : D20 etc.
Row Range
• The row range is the number of cells spread across the row.
• The cell address is represented by single row number with different columns.
• for example, A5: E5, C2: H2 etc.
Row and Column Range
• The row and column range is the number of cells spread across the row and
columns.
• This range is a matrix with number of rows and number of columns.
• for example- A3: G5, D2: H4 etc.

Entering data:
The data to be entered in a worksheet can be the label, values or formula.
1. Label or Text:
• Label is the any text entered by using a keyboard.
• It may combination of letters, numbers, and special symbols.
• By default, the labels are left aligned.
2. Values or Numbers:
• The numerical data consisting of only numbers are called values.
• By default, values are right aligned.
3. Formulas:
• Any expressions that begin with an equals '=' is treated as formula.
• Mathematical operators used in formulas: Spreadsheet Software has the
most powerful features to calculate numerical data using formulas.
• LibreOffice Calc uses standard operators for formulas, such as a plus(+), minus(-),
multiplication (*), a division (/) for arithmetic operation.
Mathematical Operators Operator Precedence
Addition (+) First () -> Bracket
Subtraction (-) Second ^
Multiplication (*) Third *, / (Left to Right)
Division (/) Fourth +, - (Left to Right)
Exponentiation (^)

Note:
• Formula starts with '=' sign and nothing should be written on the left side of
the equal sign ('=').
• If you forgot to put the = sign before the formula, it will be treated as a label.
 Class IX LibreOffice Calc Notes

Steps to rename sheet:

1. Select the menu Sheet → Rename Sheet.
2. Give appropriate name and click OK
Steps to Delete a sheet:
1. Select the Sheet Menu
2. Then click on “Delete Sheet”.
Note: Sheets are managed in Sheet tab.
Steps to save the worksheet:
To save the worksheet
1. click on File -> Save.
2. A Save dialog box will appear.
3. Select the location where you want to save the file.
4. Enter the name of the file say, ‘finance'
5. Click on the Save button.
Steps to insert a new column in sheet
Step-1: To insert the column before any column, position the cursor on any cell of
the column before which you want to insert the column
Step-2: Then select Sheet → Insert Columns → Columns → Columns left
Similarly, to insert the column to the right
select Sheet → Insert Columns → Columns → Columns right
Steps to insert a new row in sheet
Step-1: To insert the new row above any row, position the cursor on any cell of the
row above which you want to insert the new row.
Step-2: Then select Sheet → Insert row →Rows → Rows above
Similarly, to insert the row below to the existing row
select Sheet → Insert rows → Rows → Rows below

Commonly used basic functions in Calc

The spreadsheet applications contain different functions to meet the requirements
of different fields. The basic commonly used functions are given

FUNCTION SYNTAX USE

= SUM (Number1, Number2,..…) Adds the values contained in a
SUM ()
range of cells.
= AVERAGE (Number1, Finds out the average of the
AVEARGE () Number2,………..) values contained in a range of
cell
= MAX (Number1, Number2,……) Finds out the largest value
MAX ()
contained in a range of cells.
= MIN (Number1,Number2,……) Finds out the smallest value
MIN ()
contained in a range of cells.
= COUNT (Number1, Counts the number of cells
COUNT ()
Number2,...) within a range of cells.
 Class IX LibreOffice Calc Notes
Formatting the worksheet
• Formatting worksheet also defines the formatting of cell.
• The cell holds any type of data in the spreadsheet.
• The cell data can be formatted using formatting toolbar or cell formatting window.
• We can format a cell using format cell dialog box.
• Different formatting tools are used to format cells are

Sl.no. Tool Details

1. Font Apply different font types on a worksheet
2. Font Size Apply different font sizes on a worksheet
3. Bold Make the selected text bold
4. Italic Italicize the selected text
5. Underline Underline the selected text
6. Left Alignment Align text in a cell to the left
7. Center Alignment Align text in a cell to the center
8. Right Alignment Align text in a cell to the right
9. Increase decimal Show more precise value by showing
places more decimal places
10. Decreased Show less precise decimal places
decimal places

Use of dialog boxes to format values

• The format cells dialog box in the toolbar can be used to find more about
formatting a cell or range of cell.
• we can open this Format Cell dialog box by pressing the shortcut key Ctrl+1.
Steps to Formatting a range of cells with decimal places
Following are the steps to format a cell to the required number of decimal places:
• Select the range of cells.
• Open the ‘format cells dialog’ box
• Click the ‘Number’ tab
• Select the ‘Number’
• Change the decimal places as required
• Click ‘OK’

Steps to Formatting a range of cells to be seen as labels

Follow the steps below in order to format a range of cells as text
• Select the range of cells
• Open the ‘format cells dialog’ box
• Click the Number tab
• Select Text
• Click ‘OK’
• Enter numbers
 Class IX LibreOffice Calc Notes

Formatting of a cell range as scientific

• In a spreadsheet, by default the date format is in American Format;
(mm/dd/yyyy) (mm-month, dd- date, yyyy-year).
• In a spreadsheet application, the user can change this Date in many different
formats.
• To do these follow the below steps.
• Select the range of cells.
• Open the ‘Format cells dialog’ box
• Click the ‘Number’ tab
• Select the ‘Date’ category
• Select the date format
• Click ‘OK’
Formatting a range of cells to display times
❖ The common format of this is hh:mm:ss AM/PM
❖ Here, hh means hours, mm means minutes and ss means second.
❖ Following the steps to format a range of cells to display the time.
• Select the cell range
• Open the ‘format cells dialog’ box
• Click the ‘Number’ tab
• Select the ‘Time’ category
• Select category Time should be displayed
• Click ‘Ok’
Formatting alignment of a cell range
❖ The labels and values can be aligned to the left, center or right of a cell range
by using the alignment icons (Left, Right, Center) on the standard toolbar.
• Select the range of cells
• Open the ‘format cells dialog’ box
• Click the ‘Alignment’ tab
• Select left, right or center
• Click ‘OK’
Speeding up data entry
• The most important ability of a spreadsheet is to drag and drop the contents of
one cell to another by using a mouse.
• Calc includes several other tools for automating input, especially of a repetitive
task.
• They include the fill tool, selection lists, and the ability to input information into
multiple sheets of the same document
Using fill Handle
What is fill Handle of a cell?
• The small black square in the bottom-right corner of the selected cell or
range is called a fill handle.
Fill Number series Using fill handle
• Type the numbers 1, 2 in two consecutive cells and select them using a
mouse.
• Then Click on the right down corner of the selected cells, hold down the first
button of mouse and drag downward till you want to continue.
• Here you can get a series on different interval also by giving the difference
between two consecutive cell values and drag them.
Copy formula Using fill handle
Follow the steps below to copy formula using the fill handle.
• Select the cell which contains the formula
 Class IX LibreOffice Calc Notes

• Then Click the small black square in the bottom-right corner of the selected cell
• Drag the fill handle up to the required cell

Cell Reference
• In excel, a cell reference is also known as a cell address, is a
mechanism that defines a cell on a worksheet by combining a column letter
and a row number.
• We can refer to any cell in Excel formulas in the worksheet by using
the cell references.
• Excel offers three main types of cell references, including:
• Relative Cell Reference
• Absolute Cell Reference
• Mixed Cell Reference

Relative Cell Reference

• In Excel, a relative cell reference is used by default.
• Excel uses a relative reference whenever we insert a cell reference or
a range within a formula.
• The relative references, which commonly reflect the combination of column
name and row number, are used normally with the associated cell references.
• There is no dollar ($) sign in the relative reference for the cell.
• Ex: A2, AB11, C10 are the example of relative cell reference.

Absolute Cell Reference

• When copying or using AutoFill, there are times when the cell reference must
stay the same.
• A column and/or row reference is kept constant using dollar signs.
So, to get an absolute reference.
• Absolute cell reference uses dollar ($) sign.
• Ex: $A$2, $AB$11, $C$10 are example of absolute reference.

Mixed Reference
• An absolute column and relative row, or an absolute row and relative
column, is a mixed cell reference.
• We can get an absolute column or absolute row when we individually put
the $ before the column
• letter or before the row number.
• Example: $B8 is relative to row 8 but absolute for column B, and B$8 is
absolute for row 8 but relative for column B.
• Here, the Dollar ($) before the row number fixes/locks the row & before
the column name fixes/locks the column.
 Class IX LibreOffice Calc Notes

Data Validation
• In Libreoffice calc the “data validation” is a process that is used to
restrict the value contents entered by a user.
• To remove data validation function from a cell one needs to select the
"delete all" option.
Steps to apply data validation
Step-1: First select the cell range.
Step-2: Then click on “Data Tab”.
Step-3: Then click on “Validity”. A validity dialog box will open.
Step-4: Then put the values for data validation
Step-5: Then click on “OK”.
Sorting
• Sorting is a process to arrange the data in a particular order.
• For numerical data it may be ascending order or descending order and for
text data it is alphabetical order.
Steps to apply sorting
Step-1: First select the cell range.
Step-2: Then click on “Data Tab”.
Step-3: Then click on “Sort ascending” or “Sort descending” to sort
data ascending or descending order.
FILTER
• Filter can be used to narrow down the data in your work sheet, allowing
you to view only the information you need.
• Filter command is available at “Data Tab”.
Conditional formatting
• Conditional formatting is a powerful feature which helps us to highlight the
most important information in spreadsheet.
• Conditional formatting in excel is very straight forward and easy to use.

Steps to apply conditional formatting

Step-1: First select the “cell range” where you want to apply conditional formatting.
Step-2: Then click on ” format Tab”.
Step-3: Then click on “ Conditional → condition”. A conditions dialog box will open.
Step-4: Then put the conditions for formatting and change the style.
Step-5: Then click on “OK”
Chart in Libreoffice calc
• A chart is the graphical representation of table of data.
• There are various types of chart present. That are
1. column chart
2. Bar chart
3. Pie chart
4. Line chart
5. scatter chart etc
Steps to create a chart
Follow the steps given below to create charts.
• Select the range of data or table of data
• Then click on Insert Tab → Chart
• Select the type of chart. Select the chart (Column Chart)
• Click finish.
Now, Libreoffice calc will automatically create a column chart.