OpenOffice.org Calc

TABLE OF CONTENT

Topics PageChapter 1 : Basic concepts of Electronic Spreadsheet CA-1Chapter 2 : Creating a Spreadsheet CA-30Chapter 3 : Formatting Data, Formulas and Copying

Formula CA-51

Chapter 4 : Cell Reference and Functions CA-63Chapter 5 : Charts CA-71

Chapter 1: Basic Concepts of ElectronicChapter 1: Basic Concepts of Electronic SpreadsheetSpreadsheet 1.What is Calc?............................................................................................................CA-1

2.Advantages of an Electronic Spreadsheet.................................................................CA-1

3.Spreadsheets, sheets and cells...................................................................................CA-1

4.Parts of the main Calc window.................................................................................CA-2

4.1.Title bar and Menu bar......................................................................................CA-2

4.2.Toolbars.............................................................................................................CA-2

4.3.Formula bar.......................................................................................................CA-3

4.4.Individual cells..................................................................................................CA-4

4.5.Sheet tabs...........................................................................................................CA-4

5.Navigating within spreadsheets.................................................................................CA-4

5.1.Going to a particular cell...................................................................................CA-4

5.2.Moving from cell to cell....................................................................................CA-5

5.3.Moving from sheet to sheet...............................................................................CA-7

6.Viewing Calc.............................................................................................................CA-7

6.1.Using the zoom function...................................................................................CA-7

7.Types of data entry....................................................................................................CA-8

7.1.Entering numbers..............................................................................................CA-8

7.2.Entering text......................................................................................................CA-9

7.3.Entering a formula.............................................................................................CA-9

Entering data in Spreadsheets.....................................................................................CA-10

7.4.Multiple lines of text.......................................................................................CA-10

7.5.Using AutoFill.................................................................................................CA-12

7.6.Using AutoInput..............................................................................................CA-13

7.7.Using AutoCorrect...........................................................................................CA-13

8.Editing data in Calc.................................................................................................CA-13

8.1.Removing data from a cell..............................................................................CA-14

8.2.Replacing all the data in a cell.........................................................................CA-14

8.3.Changing part of the data in a cell...................................................................CA-14

9.File management.....................................................................................................CA-15

9.1.Starting new spreadsheets...............................................................................CA-15

9.2.Opening existing spreadsheets........................................................................CA-15

9.3.Saving spreadsheets.........................................................................................CA-16

10.Printing..................................................................................................................CA-17

10.1.Printing a spreadsheet ...................................................................................CA-17

10.2.Print options..................................................................................................CA-18

10.3.Selecting sheets to print.................................................................................CA-18

10.4.Details, order, and scale.................................................................................CA-19

11.Adjusting the print range.......................................................................................CA-20

11.1.Printing rows or columns on every page.......................................................CA-20

11.2.Defining a print range....................................................................................CA-21

11.3.Removing a print range.................................................................................CA-21

11.4.Editing a print range......................................................................................CA-22

12.Headers and footers...............................................................................................CA-23

12.1.Setting a header or a footer............................................................................CA-23

12.2.Header or footer appearance..........................................................................CA-24

12.3.Setting the contents of the header or footer...................................................CA-24

13.Exercise.................................................................................................................CA-26

1. What is Calc?

Calc is the spreadsheet component of OpenOffice.org (OOo). You can enter data, usually numerical data, in a spreadsheet and then manipulate this data to produce certain results.

Alternatively you can enter data and then use Calc in a ‘What If...’ manner by changing some of the data and observing the results without having to retype the entire spreadsheet or sheet.

2. Advantages of an Electronic Spreadsheet

1. Support good design and accurate results

2. With Calc you can enter data faster and more accurately than using the pencil and paper method. For example, from the spreadsheet you can change the formula to reflect any changes of data trend, and the result will be displayed accordingly.

3. Program can quickly edit and format data

4. Data in the worksheet can easily be updated and formatted to suit your preference. There are various types of formatting that can be used to enhance the presentation of your worksheet such as fonts, color, and chart types.

5. Perform calculations and create graphs

6. The most important function of using spreadsheet is the ability to perform calculation from simple calculation to complex mathematical and business formulas. Charts can also be created instantly according to the required data from the worksheet. The graphs can be in different types and in 2-D or 3-D views

7. Perform “what-if” analysis by changing independent values in the spreadsheet

8. One of the most powerful decision making features of Excel is the ability to change data and then quickly view the recalculated results.

9. Support simultaneous use of multiple sheet

10. Calc allows working with multiple worksheets at the same time, and therefore make it easier for the user to link one worksheet to another worksheet.

3. Spreadsheets, sheets and cells

Calc works with elements called spreadsheets. Spreadsheets consist of a number of individual sheets, each containing a block of cells arranged in rows and columns.

These cells hold the individual elements—text, numbers, formulas etc.—which make up the data to be displayed and manipulated.

Each spreadsheet can have many sheets and each sheet can have many individual cells. In version 2.0 of OOo, each sheet can have a maximum of 65,536 rows and a maximum of 245 columns (A through IV). This gives 16,056,320 individual cells per sheet.

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4. Parts of the main Calc window

When Calc is started, the main window looks similar to Figure 1.

Figure 1. Parts of the Calc window

4.1.Title bar and Menu barThe Title bar, at the top, shows the name of the current spreadsheet. If the spreadsheet is new, then its name is Untitled X, with X being a number. When you save a new spreadsheet for the first time, you will be prompted to enter a name.

Under the Title bar is the Menu bar. When you choose one of the menus, a submenu appears with other options.

4.2.ToolbarsUnder the Menu bar by default are three toolbars: the Standard toolbar, the Formatting toolbar, and the Formula bar.

The icons on these toolbars provide a wide range of common commands and functions.

Placing the mouse pointer over any of the icons displays a small box, called a tooltip. It gives a brief explanation of the icon’s function.

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Row Headers

Active Cell Indicator

Active Cell

Formatting Toolbar

Formula Bar

Column Headers

Standard ToolbarTitle Bar

Menu Bar

In the Formatting toolbar, there are two rectangular areas on the left. They are the Font Name and Font Size menus. (See Figure 2.) If there is something already in the box, it tells what the current setting for the selected area is.

Figure 2. Font name, and font size

Click the little button with an inverted triangle to the right of the box to open a menu. From the Font Name and Font Size menus, you can change the font and its size in selected cells.

4.3.Formula barOn the left of the Formula bar (see Figure 3) is a small text box, called the Name box, with a letter and number combination in it, such as D7. This is the column letter and row number, called the cell reference, of the current cell.

Figure 3. Formula Bar

To the right of the Name box are the the Function Wizard, Sum, and Function buttons.

Clicking the Function Wizard button opens a dialog box from which you can search through a list of available functions. This can be very useful, because it also shows how the functions are formatted.

The Sum button inserts a formula into the current cell that totals the numbers in the cells above, or to the left if there are no numbers above, the current cell.

The Function button inserts an equals sign into the selected cell and the Input Line, thereby setting the cell ready to accept a formula.

When you enter new data into a cell, the Sum and Equals buttons change to Cancel and Accept buttons .

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Name box

Function Wizard

Sum Button

Function Button

The contents of the current cell (data, formula, or function) are displayed in the Input Line, the remainder of the Formula bar. You can edit the cell contents of the current cell here, or you can do that in the current cell. To edit inside the Input Line area, left-click the appropriate part of the Input Line area, then type your changes. To edit within the current cell, just double-click the cell.

4.4.Individual cellsThe main section of the screen displays the individual cells in the form of a grid, with each cell being at the intersection of a particular column and row.

At the top of the columns and at the left-hand end of the rows are a series of gray boxes containing letters and numbers. These are the column and row headers. These headers can also be turned off by selecting View > Column & Row Headers

4.5.Sheet tabsAt the bottom of the grid of cells are the sheet tabs (see Figure 4). These tabs enable access to each individual sheet, with the visible, or active, sheet having a white tab.

Clicking on another sheet tab displays that sheet and its tab turns white. You can also select multiple sheet tabs at once by holding down the Control key while you click the names.

Figure 4. Sheet tabs

5. Navigating within spreadsheets

5.1.Going to a particular cell

a)Using the mouse

Place the mouse pointer over the cell and left-click.

b)Using a cell reference

Click on the little inverted black triangle just to the right of the Name box (Figure 3). The existing cell reference will be highlighted. Type the cell reference of the cell you want to go to and press Enter. Or just click into the Name box, backspace over the existing cell reference and type in the cell reference you want.

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c)Using the Navigator

Click on the Navigator button in the Standard toolbar (or press F5) to display the Navigator. Type the cell reference into the top two fields, labeled Column and Row, and press Enter. In Figure 5 the Navigator would select cell F5.

Figure 5. Calc Navigator

5.2.Moving from cell to cellIn the spreadsheet, one cell, or a group of cells, normally has a darker black border. This black border indicates where the focus is (see Figure 6).

Figure 6. (Left) One selected cell and (right) a group of selected cells

a)Using the Tab and Enter keys

• Pressing Enter or Shift+Enter moves the focus down or up, respectively.

• Pressing Tab or Shift+Tab moves the focus right or left, respectively.

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b)Using the cursor keys

Pressing the cursor keys on the keyboard moves the focus in the direction of the arrows.

c)Using Home, End, Page Up and Page Down

• Home moves the focus to the start of a row.

• End moves the focus to the column furthest to the right that contains data.

• Page Down moves the display down one complete screen and Page Up moves the display up one complete screen.

• Combinations of Control and Alt with Home, End, Page Down, Page Up, and the cursor keys move the focus of the current cell in other ways. Table 1 describes all the keyboard shortcuts for moving about a spreadsheet.

Tip Holding down Alt+Cursor key resizes a cell.

Table 1. Moving from cell to cell using the keyboard

Key Combination Movement

→ Right one cell← Left one cell↑ Up one cell↓ Down one cellControl+→ To last column containing data in that row or to Column IVControl+← To first column containing data in that row or to Column AControl+↑ To first row containing data in that column or to Row 1Control+↓ To last row containing data in that column or to Row 32000Control+Home To Cell A1Control+End To lower right hand corner of the square area containing dataAlt+PgDn One screen to the right (if possible)Alt+PgUp One screen to the left (if possible)Control+PgDn One sheet to the right (in Sheet Tabs)Control+PgUp One sheet to the left (in Sheet Tabs)Tab To the cell on the rightShift+Tab To the cell on the leftEnter Down one cellsShift+Enter Up one cell

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5.3.Moving from sheet to sheetEach sheet in a spreadsheet is independent of the others though they can be linked with references from one sheet to another. There are three ways to navigate between different sheets in a spreadsheet.

a)Using the keyboard

Pressing Control+PgDn moves one sheet to the right and pressing Control+PgUp moves one sheet to the left.

b)Using the mouse

Clicking one of the Sheet Tabs (see Figure 4) at the bottom of the spreadsheet selects that sheet.

If you have a lot of sheets, then some of the sheet tabs may be hidden behind the horizontal scroll bar at the bottom of the screen. If this is the case, then the four buttons at the left of the sheet tabs can move the tabs into view. Figure 7 shows how to do this.

Figure 7. Sheet tab arrows

Notice that the sheets here are not numbered in order. Sheet numbering is arbitrary – you can name a sheet as you wish.

Note The sheet tab arrows that appear in Figure 7 only appear if you have some sheet tabs that can not be seen. Otherwise they will appear faded as in Figure 4.

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6. Viewing Calc

6.1.Using the zoom functionThe zoom function allows you to change the view in order to see more or less cells in the

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Move to the first sheet

Move left one sheet

Move right one sheet

Move to the last sheet

Sheet tabs

window.

The zoom function can be activated by either:

• Going to the View menu and selecting Zoom, or

• Double-clicking on the percentage figure in the status bar at the bottom of the window.

Figure 8. Zoom dialog

Both methods will open the Zoom dialog (Figure 8). You can choose any one of the options listed on the left side.

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7. Types of data entry

7.1.Entering numbersSelect the cell and type in the number using either the top row of the keyboard or the numeric keypad.

To enter a negative number, either type a minus (–) sign in front of it or enclose it in brackets ( ).

By default numbers are right-aligned and negative numbers have a leading minus symbol.

a)Entering number as text

If a number is entered in the format 01481, Calc will drop the leading 0. To preserve the leading zero, in the case of telephone area codes for example, precede the number with an apostrophe, like this: '01481. However, the data is now regarded as text by Calc. Formulas and functions will treat the entry like any other text entry, which typically results in it being a zero in a formula, and being ignored in a function.

Note When entering an apostrophe to allow a leading zero to be displayed, the apostrophe

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will not be visible in the cell after the Enter key is pressed only if the apostrophe is a plain apostrophe (not a “smart quote” apostrophe). The type of apostrophe is selected by choosing Tools > Autocorrect > Custom Quotes. The selection of the apostrophe type will affect Calc and Writer. If “smart quotes” are selected for apostrophes, the apostrophe will remain visible in the cell after pressing Enter.

Tip Numbers can have leading zeros and be regarded as numbers (as opposed to text) if the cell is formatted appropriately. Right-click on the cell and chose the Format Cells > Numbers. Adjust the leading zeros setting to add leading zeros to numbers.

7.2.Entering textSelect the cell and type the text. Text is left-aligned by default.

7.3.Entering a formula All formulas begin with an equals sign. The formulas may contain numbers or text, and other data is also possible such as format details. The formulas also contain arithmetic operators, logic operators or function starts.

Remember that the basic arithmetic signs (+, -, *, /) can be used in formulas using the "Multiplication and Division before Addition and Subtraction" rule. Instead of writing =SUM(A1:B1) it is better to write =A1+B1.

Parentheses can also be used. The result of the formula =(1+2)*3 produces a different result than =1+2*3.

Here are a few examples of OpenOffice.org Calc formulas:

=A1+10 Displays the contents of cell A1 plus 10.=A1*16% Displays 16% of the contents of A1.=A1 * A2 Displays the result of the multiplication of A1 and A2.=ROUND(A1;1) Displays the contents of cell A1 rounded to one decimal place.=B8-SUM(B10:B14) Calculates B8 minus the sum of the cells B10 to B14.=SUM(B8;SUM(B10:B14))

Calculates the sum of cells B10 to B14 and adds the value to B8.

=SUM(B1:B65536) Sums all numbers in column B.

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a)Entering dates and times

Select the cell and type the date or time. You can separate the date elements with a slant (/) or a hyphen (–) or use text such as 10 Oct 03. Calc recognizes a variety of date formats. You can separate time elements with colons such as 10:43:45.

Entering data in Spreadsheets

7.4.Multiple lines of textMultiple lines of text can be entered into a single cell, in two ways. Each method is useful for different situations.

a)Wrapping text

Text in cells can be set to wrap at the end of the cell. This option can be set by right-clicking on a cell and selecting Format Cells. (See Figure 9.) Click on the Alignment tab. Near the bottom of the dialog, under Properties, is a check box labeled Wrap text automatically. Selecting this check box will cause a line break to appear when the text gets to the end of the cell. The results are shown in Figure 10.

Figure 9: Format Cells > Alignment dialog

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Figure 10: Automatic text wrap

b)Line breaks

Multiple lines of text can also be entered by using manual line breaks. When a manual line break is entered, the cell width does not change.

To insert a manual line break, press Ctrl+Enter while typing. Figure 11 shows the results of using two manual line breaks after the first line of text.

Figure 11: Cell with manual line breaks

c)Shrinking to fit cell

The font size of the data in a cell can automatically adjust to fit in a cell. To do this, check the Shrink to fit cell check box in the Format Cells dialog (Figure 9). Figure 12 shows the results.

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Figure 12: Shrinking font size to fit cells

7.5.Using AutoFillAutoFill automatically generates a data series based on a defined pattern.

1. On a sheet, click in cell, and type a number.

2. Click in another cell and then click back in the cell where you typed the number.

3. Drag the fill handle in the bottom right corner of the cell across the cells that you want to fill, and release the mouse button.

4. The cells are filled with ascending numbers.

To quickly create a list of consecutive days, enter "Monday" in a cell, and drag the fill handle.

Hold down Ctrl if you do not want to fill the cells with different values.

If you select two or more adjacent cells that contain different numbers, and drag, the remaining cells are filled with the arithmetic pattern that is recognized in the numbers. The AutoFill function also recognizes customized lists that are defined under Tools - Options - OpenOffice.org Calc - Sort Lists.

You can double-click the fill handle to automatically fill all empty columns of the current data block. For example, first enter Jan into A1 and drag the fill handle down to A12 to get the twelve months in the first column. Now enter some values into B1 and C1. Select those two cells, and double-click the fill handle. This fills automatically the data block B1:C12.

a)Using a Defined Series

1. Select the cell range in the sheet that you want to fill.

2. Choose Edit - Fill - Series.

3. Select the parameters for the series.

4. If you select a linear series, the increment that you enter is added to each consecutive number in the series to create the next value.

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5. If you select a growth series, the increment that you enter is multiplied by each consecutive number to create the next value.

6. If you select a date series, the increment that you enter is added to the time unit that you specify.

7.6.Using AutoInput When you are typing several identical text entries, AutoInput can speed up data entry.

When you enter some text in a column that starts in the same way as previous text in thesame column, Calc will suggest the completion of the entry with the text previously entered –but with highlighted characters. To accept the suggested new characters, just press Enter oran arrow key. Otherwise, just keep typing or press Backspace if you have reached the end of

your entry.

To turn the AutoInput on and off, set or remove the check mark in front of Tools - Cell Contents – AutoInput.

7.7.Using AutoCorrectAutoCorrect feature allows the program to make correction for any misspelled text automatically. This features compares the text with the existing word list in the program. The AutoCorrect settings are applied when you press the Spacebar after you enter a word.

To turn on or to turn off the AutoCorrect feature, in OpenOffice.org Calc choose Tools - Cell Contents - AutoInput, and in OpenOffice.org Writer choose Format - AutoFormat - While Typing. To apply the AutoFormat settings to an entire text document, choose Format - AutoFormat - Apply.

8. Editing data in Calc

Editing data is done is almost the same way it is entered.

The first step to editing data is selecting the cell containing the data to be edited. To select the appropriate cell, use one of the above methods. Once the cell is selected, the text in it can edited.

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8.1.Removing data from a cellData can be removed (deleted) from a cell in several ways.

a)Removing data only

The data alone can be removed from a cell without removing any of the formatting of the cell, by pressing the Backspace key.

b)Removing data and formatting

The data and the formatting can be removed from a cell at the same time. Pressing the Delete key brings up a Delete Contents dialog. (See Figure 13.)

Figure 13: Delete Contents dialog

From this dialog, the different aspects of the cell can be deleted. To delete everything in a cell (contents and format), check Delete all.

8.2.Replacing all the data in a cellTo remove data and insert new data, simply type over the old data. The new data will retain the original formatting.

8.3.Changing part of the data in a cellSometimes it is necessary to change the contents of cell without removing all of the contents, for example if the phrase “See Dick run” is in a cell and it needs to be changed to “See Dick run fast.” It is often useful to do this without deleting the old cell contents first.

The process is the similar to the one described above, but you need to place the cursor inside the cell. You can do this in two ways.

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a)Keyboard shortcut

After selecting the appropriate cell, press the F2 key and the cursor is placed at the end of the cell. Then use the keyboard arrows to move the cursor through the text in the cell.

b)Mouse

Using the mouse, select the appropriate cell to edit. Once the cell is selected, move the mouse pointer up to the input line and click into it to place the cursor for editing. You can either edit the data from the input line or, once the cursor is in the input line, click the mouse in the original cell for editing.

9. File management

9.1.Starting new spreadsheetsA new spreadsheet can be opened regardless of which component of OOo you are using at the time. For example, a new spreadsheet can be opened from Writer or Draw.

a)From the menu bar

Click File and then select New > Spreadsheet.

b)From the toolbar

Use the New Document button on the Standard toolbar. (This button is always a page of text from the current component with a black arrow to the right.) Click the drop-down arrow for a choice of what type of document to open (text document, spreadsheet, and so on). Click the button itself to create a new document of the type that is currently open (if a spreadsheet is open, a new spreadsheet document will be created).

c)From the keyboard

If you already have a spreadsheet open, you can press Control+N to open a new spreadsheet.

d)From a template

Calc documents can also be created from templates, if you have any spreadsheet templates available. Follow the above procedures, but instead of selecting Spreadsheet from the File menu, select Templates and Documents. On the Templates and Documents window, navigate to the appropriate folder and double-click on the required template. A new spreadsheet, based on the selected template, opens.

9.2.Opening existing spreadsheets

a)From the menu bar

Click File and then select Open.

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b)From the toolbar

Click the Open button on the Standard toolbar.

c)From the keyboard

Use the key combination Control+O.

Each of these options displays the Open dialog box (Figure 14), where you can locate the spreadsheet that you want to open.

Figure 14. Open dialog box

Tip You can also open a spreadsheet that has been recently worked on using the Recently Opened Files list. This list can be accessed from the File menu, directly below Open. The list displays the last 10 files that were opened in any of the OOo components.

9.3.Saving spreadsheetsSpreadsheets can be saved in three ways.

a)From the menu bar

Click File and then select Save.

b)From the toolbar

Click on the Save button on the Function bar. This button will be greyed-out and unselectable if the file has been saved and no subsequent changes have been made.

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c)From the keyboard

Use the key combination Control+S.

If the spreadsheet has not been saved previously, then each of these actions will open the Save As dialog box (Figure 15). Here you can specify the spreadsheet name and the location in which to save it.

Figure 15. Save As dialog box

Note If the spreadsheet has been previously saved, then saving will overwrite the existing copy without opening the Save As dialog box. If you want to save the spreadsheet in a different location or with a different name, then select File > Save As.

10.Printing

OpenOffice.org Calc offers a powerful and highly configurable printing system. You can select many different details to print or not to print. You can choose the order the sheets will print in, the size of the sheets, and particular rows or columns to be printed on all sheets,and the print range.

10.1.Printing a spreadsheet To print a spreadsheet either to a printer or a file, choose File > Print.

Use the Print dialog (Figure 16) to change printer settings and quickly set what to print: the whole document, specific sheets or a group of selected cells. You can also set the number of copies, and whether to collate the copies, in this dialog.

Click OK to start printing.

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Figure 16. The Print dialog

10.2.Print optionsYou can set printer options for the current document only or for all spreadsheets. To select options for the current document, on the Print dialog, click the Options button in the bottom left. To set print options permanently, go to Tools > Options > OpenOffice.org Calc > Print. The dialog boxes for both are very similar. See Figure 17.

10.3.Selecting sheets to printYou can select one or more sheets for printing. This can be useful if you have a large spreadsheet with multiple sheets and only want a certain sheet to print. An example would be an accountant recording costs over time where there was one sheet for each month. If only the November sheet were to be printed, this is the procedure to follow.

1) Select the sheets to be printed. (For multiple sheets, hold down the Control key as you click on each sheet tab.)

2) Go to File > Print and select Options.

Note The Options button is different from the Properties button. Properties deals with the settings of the printer, whereas Options deals with OOo’s settings.

3) Check the Print only selected sheets checkbox.

4) Click OK.

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Figure 17. Printer Options dialog

10.4.Details, order, and scale

a)Details

In OOo Calc you can specify certain details to print or not to print. Those details include:

• Row and column headers

• Sheet grid

• Notes

• Objects and graphics

• Charts

• Drawing objects

• Formulas

To select the details to be printed:

1) Choose Format > Page.

2) Select the Sheet tab (Figure 18).

3) In the Print area, mark the details to be printed and click OK.

Note Remember that since the print detail options are a part of the page’s properties, they are also a part of the page style’s properties. Therefore, different page styles can be set up to quickly change the print properties of the sheets in the spreadsheet.

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Figure 18. The Sheet tab of the Page Style dialog

11.Adjusting the print range

11.1.Printing rows or columns on every pageIf a sheet will be printed on multiple pages, you can set up certain rows or columns to repeat on each printed page.

As an example, if the top two rows of the sheet as well as column A need to be printed on all pages, do the following:

1) Choose Format > Print Ranges > Edit.

2) The Edit Print Ranges dialog (Figure 15) appears. Click on - none - to the left of the Rows to repeat area, and change it to - user defined -.

3) In the text entry box in the center, type in the rows to repeat. For example, to repeat rows one and two, type $1:$2.

4) Columns can also repeat; click on - none - to the left of the Columns to repeat area, and change it to - user defined -..

5) In the text entry box in the center, type in the columns to repeat. For example, to repeat column A, type $A.

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Figure 19: Edit Print Ranges dialog

6) Click OK.

Note You do not need to select the entire range of the rows to be repeated. Just selecting one cell in each row will work.

11.2.Defining a print rangeUse this option to modify or set a defined print range. This could be useful if, in a large spreadsheet, you need to print only a specific area of data.

To define a print range:

1) Highlight the range of cells that comprise the print range.

2) Choose Format > Print Ranges > Define.

The page break lines will display on screen.

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

11.3.Removing a print rangeIt may become necessary to remove a defined print range, for example if the whole sheet needs to printed at a later time.

To remove the print range, choose Format > Print Ranges > Clear.

This will remove all defined print ranges on the sheet.

After the print range is removed, the default page break lines will appear on the screen

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Click to shrink dialog

11.4.Editing a print rangeAt any time, the print range can be directly edited with Format > Print Ranges > Edit. If you have already selected a print range, you'll see something like Figure 20.

Figure 20: Edit Print Ranges dialog

In this example, three rectangles are selected, each separated by a semicolon. The first is bounded by cell A3 ($A$3) in the top left and cell C9 ($C$9) in the bottom right corners. Clicking anywhere in the text entry box will show the currently selected print range on the screen, with each rectangle in a different color as in Figure 21.

After making any changes, click the shrink icon to the right of the text entry box (see Figure4) to redisplay the rectangles with their new values.

Click the right-hand icon (a window with an arrow pointing down) to re-expand the dialog box.

Figure 21: Edit print range

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12.Headers and footers

Headers and footers are pre-defined pieces of text that are printed at the top or bottom of a sheet outside of the sheet area. Headers and footers are assigned to a sheet or to a sheet style.

Headers print on the top of a sheet and footers print on the bottom of a sheet. There are set the same way.

12.1.Setting a header or a footerTo set a header or footer:

1) Navigate to the sheet that you want to set the header or footer for.

2) Select Format > Page.

3) Select the header (or footer) tab. You should see Figure 22.

Figure 22: Header dialog

4) Select the Header on checkbox.

From here you can also set the margins, the spacing, and height for the header or footer. You can check the AutoFit height box to have the height of the header or footer automatically adjust.

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a)Margin

Changing the size of the left or right margin adjusts how far the header or footer is from the side of the page.

b)Spacing

Spacing affects how far above or below the sheet the header or footer will print. So, if spacing is set to 1.00”, then there will be 1 inch between the header or footer and the sheet.

c)Height

Height affects how big the header or footer will be.

12.2.Header or footer appearanceYou can change the appearance of the header or footer by clicking on the More button. This opens the dialog shown in Figure 23.

Figure 23: Header/Footer Border/Background

From this dialog you can set the background and border of the header or footer.

12.3.Setting the contents of the header or footerThe header or footer of a Calc spreadsheet has three columns for text. Each column can have different contents.

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To set the contents of the header or footer, click the Edit button in the header or footer dialog shown in Figure 22. The dialog shown in Figure 24 will display.

Figure 24: Edit contents of header or footer

a)Areas

Each area is independent and can have different information in it.

b)Header

In the header drop down list there are several preset choices.

c)Custom header

Here there are several buttons to add custom elements to the headers.

Opens the Text Attributes dialog.

Inserts the file name field.

Inserts the sheet name field.

Inserts the current page number.

Inserts the total number of pages.

Inserts the date field.

Inserts the time field.

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13.Exercise

Hands-on Exercise

Produce a spreadsheet similar to the one below, using the skills that you have learned in this chapter. Save the sheet as Exercise 1. Type your name in cell A11.

STEPS

1. Entering the spreadsheet title

Place the cell selector at cell A1. Type ABX Private College in cell A1. Press Enter key. Place the cell selector at cell A3. Type Students Intake for Year 2007. Press Enter key

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2. Entering Column Titles

Click cell B5. Type Sem 1. Point the mouse pointer to the bottom right corner of the cell selector, the pointer become + (fill handle). Using fill handle, drag the cell to cells C5:D5. Sem 2 and Sem 3 appear in both cell C5:D5.

3. Entering Row Titles

Click cell A6. Type Law and press (↓) down arrow key. Repeat the step for every row title for Business, Econs and ICT for cells A7:A9.

4. Entering Numeric Data

Click cell B6. Type 356 and press Enter key. Calc enters the number 356 into cell B6 and moves the cell selector to B7. The number is right aligned. Enter 457 in B7, 377 in cell B8, 563 in cell B9, 323 in cell C6, 370 in cell C7, 300 in cell C8, 560 in cell C9, 120 in cell D6, 156 in cell D7, 150 in cell D8, 290 in cell D9.

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Lab Exercise

1. Enter the following data in the worksheet. Observe whether they are text, numbers or formulas.

a) 120 kg

b) 53126

c) 53 126

d) 2+1

e) =2+1

f) 5/3

g) 5-3

h) 13-3

i) 25 Jul 2005

j) 13/10/99

k) 10/35/05

l) $100

m) RM100

n) -200.59

o) (200.59)

p) 0.0135

q) 0 2/5

r) 100.20

2. Click sheet2 from the sheet tab. Position the cursor at A1, perform the following steps and write the cell positions:

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Steps Cell Position

Page DownCtrl →Ctrl ↑Ctrl HomePage UpCtrl+PgDnAlt Page DownHomeEnd →End ↓

3. In a new spreadsheet, perform the following task and observe the result:

a) In cell A1 type January. Using fill handle fill the following month until December

in cell B1, C1,.. b) In cell C10 type Apr (short for April). Using fill handle, drag to cell C5.

c) In cell H3 type Friday. Using fill handle drag to cell A3

d) In cell D6, type 1000. Using fill handle copy the content to E6 until H6

e) In cells A12 and B12 type 50 and 100. Highlight A12:B12 and using fill handle, drag to G12.

f) In cells A14 and B14 type 50 and 20. Highlight A14 and B14 and using fill handle drag to G14.

g) In cell B16 type Semester 1. Using fill handle, drag to cell F16

h) In cells A9 and A10 type 8/25/2004 and 8/28/2004. Highlight A9:A10 and using fill handle, drag to A5.

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