help manual - openoffice.org - calc

.:: The First MicroFinanceBank Limited ::.Learning OpenOffice.org

Help Manual for OpenOffice.org - Calc

Compiled By: Mushtaque Asghar Shaikh

OpenOffice.org Calc

Page 1 of 135

By: Mushtaque Asghar Shaikh


OpenOffice.org - Calc : Table of ContentsUnit 1: OpenOffice.org Calc An Introduction....................................................................................................................7 1.1 What is OpenOffice.org Calc?......................................................................................................................................7 1.2 Basic Screen Elements....................................................................................................................................................7 1.2 Worksheet Basics...........................................................................................................................................................8 1.4 Main Toolbars...................................................................................................................................................................9 1.4.a Standard Toolbar.....................................................................................................................................................9 Unit 2: Entering Data...............................................................................................................................................................12 2.1 Where to Enter Data?....................................................................................................................................................12 2.2 How many kinds of Data can we enter into a Cell / Worksheet?...................................................................................13 2.3 Entering Data into a Cell................................................................................................................................................14 2.4 Modifying Data into a Cell..............................................................................................................................................14 2.5 Deleting Data from a Cell...............................................................................................................................................15 Unit 3: Formatting Data into a Cell / Worksheet...................................................................................................................16 3.1 Changing the Text Color................................................................................................................................................16 3.2 Changing the Background Color...................................................................................................................................16 3.3 Changing the Border Styles...........................................................................................................................................17 3.4 Other Formatting Styles.................................................................................................................................................18 3.4.a Number Formatting................................................................................................................................................18 3.4.b Font Formatting.....................................................................................................................................................19 3.4.c Cell Alignment .......................................................................................................................................................20 3.4.d Cell Protection.......................................................................................................................................................21 3.4.e Changing the Column Width.................................................................................................................................22 3.4.f Changing the Row Height......................................................................................................................................23 Unit 4: Working with Formulas & Functions.........................................................................................................................24 4.1 Using Formulas..............................................................................................................................................................24 4.1.a Creating a Simple Addition Formula......................................................................................................................24 4.1.b Creating a Simple Addition Formula based on Cell References...........................................................................25 4.1.c Creating a Simple Subtraction Formula Using the Point-and-Click Method..........................................................26 OpenOffice.org Calc Page 2 of 135 By: Mushtaque Asghar Shaikh

.:: The First MicroFinanceBank Limited ::.Learning OpenOffice.org4.1.d Creating Simple Multiplication Formulas...............................................................................................................26 4.1.e Creating Simple Division Formulas.......................................................................................................................27 4.1.f Creating Complex Formulas...................................................................................................................................27 4.2 Using Functions.............................................................................................................................................................28 4.3 Calc Spreadsheet Functions..........................................................................................................................................29 4.3.a Mathematical Functions........................................................................................................................................30 4.3.b Date & Time Functions..........................................................................................................................................35 4.3.c Logical Functions...................................................................................................................................................39 4.3.d Financial Functions................................................................................................................................................42 3.4 Copying Formula in Multiple Cells............................................................................................................................45 Unit 5: Formatting The Art of Beautification......................................................................................................................47 5.1 Basic Formatting............................................................................................................................................................47 5.1.a Font Styles.............................................................................................................................................................47 5.1.b Working with Borders............................................................................................................................................49 5.2 Auto Formatting.............................................................................................................................................................50 5.3 Conditional Formatting...................................................................................................................................................51 Unit 6: Printing the Worksheet...............................................................................................................................................58 6.1 Page Setup....................................................................................................................................................................58 6.1.a Organizer:..............................................................................................................................................................58 6.1.b Page......................................................................................................................................................................59 6.1.c Borders..................................................................................................................................................................60 6.1.d Background...........................................................................................................................................................61 6.1.e Header...................................................................................................................................................................62 6.1.e (a) Advanced Header Settings..............................................................................................................................63 6.1.f Footer.....................................................................................................................................................................64 6.1.f (a) Advanced Footer Settings.................................................................................................................................65 6.1.g Sheet.....................................................................................................................................................................66 6.2 Using Print Ranges........................................................................................................................................................67 6.2.1 Defining a Print Rage............................................................................................................................................67 6.2.2 Removing the Print Ranges..................................................................................................................................69 OpenOffice.org Calc Page 3 of 135 By: Mushtaque Asghar Shaikh

.:: The First MicroFinanceBank Limited ::.Learning OpenOffice.org6.2.3 Rows / Columns to be repeated............................................................................................................................69 6.3 Printing a Worksheet.....................................................................................................................................................70 6.3.a Print Option............................................................................................................................................................70 6.3.b Print Preview.........................................................................................................................................................71 Unit 7: Working with Files.......................................................................................................................................................72 7.1 Create a New File..........................................................................................................................................................72 7.2 Loading / Opening an Existing File................................................................................................................................73 7.3 Loading Microsoft Excel File into OpenOffice.org Calc..............................................................................................74 7.4 Saving a Workbook........................................................................................................................................................75 7.5 Closing a Workbook.......................................................................................................................................................75 7.6 Saving an Excel File as ODF Spreadsheet (ODS)........................................................................................................76 7.7 Saving a Calc File into Excel File..................................................................................................................................77 7.8 Printing a Workbook / File..............................................................................................................................................78 7.9 Exiting from Calc............................................................................................................................................................78 Unit 8: Working with Worksheets...........................................................................................................................................79 8.1 Adding a New Worksheet..............................................................................................................................................79 8.2 Adding a New Worksheet from an Existing File.............................................................................................................80 8.4 Moving a Worksheet......................................................................................................................................................82 8.5 Copying a Worksheet....................................................................................................................................................83 8.6 Deleting a Worksheet....................................................................................................................................................84 8.7 Renaming a Worksheet.................................................................................................................................................85 8.8 Selecting Multiple Worksheets Simultaneously.............................................................................................................85 Unit 9: Working with Cells, Rows, Columns & Cell References..........................................................................................86 9.1 Adding a Cell, Column & Cell.........................................................................................................................................86 9.1.a Adding a Cell.........................................................................................................................................................86 9.1.b Adding a Row........................................................................................................................................................86 9.1.c Adding a Column...................................................................................................................................................87 9.2 Deleting a Cell, Row, Column........................................................................................................................................87 9.2.a Deleting a Cell.......................................................................................................................................................87 9.2.b Deleting a Row......................................................................................................................................................87 OpenOffice.org Calc Page 4 of 135 By: Mushtaque Asghar Shaikh

.:: The First MicroFinanceBank Limited ::.Learning OpenOffice.org9.2.c Deleting a Column.................................................................................................................................................88 9.3 Hiding Row, Column & a Worksheet..............................................................................................................................88 9.3.a Hiding a Row.........................................................................................................................................................88 9.3.b Hiding a Column....................................................................................................................................................88 9.3.c Hiding a Worksheet...............................................................................................................................................89 9.4 Un-Hiding (Showing) Row, Column & Worksheet..........................................................................................................89 9.4.a Un-Hiding (Showing) a Row..................................................................................................................................89 9.4.b Un-Hiding (Showing) a Column.............................................................................................................................90 9.4.c Un-Hiding (Showing) a Worksheet........................................................................................................................91 9.5 Merging Cells.................................................................................................................................................................92 9.6 Un-Merging Cells...........................................................................................................................................................92 9.7 Naming a Cell................................................................................................................................................................92 9.7.a Cell Address..........................................................................................................................................................92 9.7.b Cell Names............................................................................................................................................................93 9.7.c Naming a Cell........................................................................................................................................................93 9.8 Using Cell References...................................................................................................................................................94 9.8.a Using Cell References within the same Worksheet..............................................................................................94 9.8.b Using Cell References across Multiple Worksheets (Within Same File / Workbook)............................................94 9.8.c Using Cell References across Multiple Worksheets..............................................................................................98 9.9 Relative Cell References v/s Absolute Cell References..............................................................................................102 Unit 10: Working with Charts................................................................................................................................................103 10.1 Understanding the Different Chart Types..................................................................................................................103 10.2 Identifying the Parts of a Chart..................................................................................................................................103 10.3 Creating an Embedded Chart....................................................................................................................................105 10.4 Moving a Chart..........................................................................................................................................................107 10.5 Resizing a Chart........................................................................................................................................................108 10.6 Deleting a Chart.........................................................................................................................................................109 10.7 Changing Chart Data.................................................................................................................................................109 10.8 To add data to an existing chart:................................................................................................................................110 10.9 Changing the Chart Title.............................................................................................................................................111 OpenOffice.org Calc Page 5 of 135 By: Mushtaque Asghar Shaikh

.:: The First MicroFinanceBank Limited ::.Learning OpenOffice.org10.10 Changing the Data Series Names or Legend Text...................................................................................................112 10.11 Changing the Chart Type.........................................................................................................................................113 10.12 Formatting the Chart Title........................................................................................................................................114 10.13 Formatting the Chart Legend...................................................................................................................................116 10.14 Formatting the Axis Labels.......................................................................................................................................118 10.15 Changing the Data Series Color..............................................................................................................................120 Unit 11: Miscellaneous .........................................................................................................................................................122 11.1 Editing Features ........................................................................................................................................................122 11.2 Paste Special.............................................................................................................................................................122 11.3 Find and Replace.......................................................................................................................................................124 11.4 Using Navigator.........................................................................................................................................................124 11.5 Spellcheck..................................................................................................................................................................125 11.6 Using Goal Seek........................................................................................................................................................126 11.7 Sorting the Data.........................................................................................................................................................128 11.8 Applying Filters...........................................................................................................................................................130 11.9 Data Validity...............................................................................................................................................................131 11.10 Text to Columns.......................................................................................................................................................132 Unit 12: Keyboard Shortcuts................................................................................................................................................133 12.1 Navigating in Spreadsheets.......................................................................................................................................133 12.2 Function Keys Used in Spreadsheets.......................................................................................................................134 12.3 Formatting Cells Using Shortcut Keys.......................................................................................................................135

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Unit 1:1.1

OpenOffice.org Calc An Introduction

What is OpenOffice.org Calc?OpenOffice.org Calc is an Open Source Spreadsheet Software that comes with OpenOffice.org as part of the package. It contains all the capabilities of Microsoft Excel Accompanied with Microsoft Office, a 100% Commercial Software. Calc offers all basic the feature and function of Excel even though there are some of the feature that may vary the location nut they are present in any way. It can be downloaded from following URL: Version 2.4 with Built in JRE http://openoffice.cs.utah.edu/stable/2.4.0/OOo_2.4.0_Win32Intel_install_wJRE_en-US.exe

1.216

Basic Screen Elements

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14 6 7 15

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Illustration 1: OpenOffice.org - Calc: Basic Screen Elements 12 11 10OpenOffice.org Calc Page 7 of 135

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.:: The First MicroFinanceBank Limited ::.Learning OpenOffice.orgSr. # Name 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 Title Bar Menu Bar Standard Toolbar Formatting Toolbar Formula Bar Worksheet Vertical Scrollbar Status Bar Horizontal Scrollbar Worksheet Tab Row Headings Column Headings Column Heading Cell Name Description Contains the Name of Currently Opened Filed followed by Software Name. Contains the Menus that manipulate the whole software. Contains the most commonly used Standard Tools. Contains the most commonly used Formatting Tools. Contains / Edits the Current Cells Formula. Working Area that is used for entering and formatting data in the sheet. Scrolls the Worksheet in the Vertical Direction (i.e., Top to Bottom and vice-versa). Shows the Current Status Information. Scrolls the Worksheet in the Horizontal Direction (Left to Right and vice-versa) It is the place from where we can move from one Worksheet to other. These are the Row Headings that denote the Row Number. These are the Column Headings that denote the Columns Names / Numbers. It is the Column Heading of the currently selected Cell (i.e., C) Shows the current Cell Address (Column+Row) i.e., C5 where C is the Column and 5 is the Rows Number. It can also move to entered cell address.

Current Working Cell It is the Cell that is currently selected and operated cell.

Current Row Heading It is the Row Heading of the currently selected Cell (i.e., 5)

Table 1: Basic Screen Elements of the Calc Window

1.2

Worksheet BasicsBefore move over the illustration, lets have a little discussion on the Worksheet Basics. So, when we create a file using Calc (or any spreadsheet) software it is called Workbook. A workbook is the combination of multiple Worksheets. Similarly a worksheet is the combination of Rows and Columns. When Rows and Columns are joint together they form a Box Like Structure that is most commonly called Cell. A Cell is the Basic Unit that is used for Entering and Presenting the data in a worksheet. When a user wants to type some data one needs a Cell to Enter the data inside the Worksheet. A Cell is formed by combining the Column and Row. The Joint of both these structures is the Cell. Columns are shown on Top of the worksheet and move from Left to Right and vice-versa while Rows are displayed in the Left side of the worksheet and move from Top to Bottom and vice-versa. A Screen full of Cells is known as worksheet (Same as Table in Writer).

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.:: The First MicroFinanceBank Limited ::.Learning OpenOffice.orgFollowing is the illustration of the Column, Row, Cell, Worksheet and Workbook. Columns / Column Headings, Used to Enter the Data in Left to Right Direction. Usually used for Heading Purpose Its a Worksheet. It looks like a Matrix or a Table. But more powerful and flexible.

Its a Cell Basic Data Entry Unit It creates rich worksheets with Complex Formulas and multiple Data Types

Illustration 2: Demonstration of Column, Row, Cell, Worksheet, WorkbookSheet Tab (Used to Switch from one sheet to another) This whole screen is known as a Workbook. It consist of worksheets, that contain Cells formed by Columns and Rows.

Rows / Row Heading, used to Enter the Data in the Record Format

1.41.4.a

Main ToolbarsStandard Toolbar

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.:: The First MicroFinanceBank Limited ::.Learning OpenOffice.orgIcon Name New Open Save Email Edit Lock Export to PDF Print Print Preview Spellchecker Spellchecker Cut Copy Paste Formatting Paintbrush Undo Redo Hyperlink Chart Wizard Drawing Toolbar Find and Replace Navigator Gallery Data Source Zoom Help & Support Function Creates a New Workbook (Calc File). Loads an existing file from the specified location. Saves the current file. If saving for the first time, prompting for a File Name. Sends the current file as attachment and Loads the Default Email Editor. Makes the current file as Read-only and vice-versa. It converts the current file into PDF Format. Prints the current file using the default printer. Shows the preview of the current file in Print Preview Window. Loads the Spellchecker to check the misspelled words in the worksheet. Checks the automatically when enabled. Cuts the selected object and puts it in Clipboard. Puts the selected object in Clipboard without removing the original one. Places the objects that was cut / copied at the current position. Copies the formatting of the selected text. Reverses the last command(s) or entry you typed. Reverses the action of the last Undo Command(s). Cuts the selected object and puts it in Clipboard. Opens the chart wizard to create a Chart in the current document / sheet. Displays / Hides the Drawing Toolbar. Displays the Find & Replace Dialog Box. Displays the Navigator Window that helps to visit the whole within single Navigator Window. Opens the Gallery, to insert graphics, sounds etc into your document. Lets to use the databases that are connected with OpenOffice.org Opens the Dialog Box to set the Zoom of the sheet. Helps the users when want any support from the software.

Table 2: Standard Toolbar: Icons with Descriptions 1.4.b Formatting ToolbarOpenOffice.org Calc Page 10 of 135 By: Mushtaque Asghar Shaikh


Icon

Name Styles & Formatting Font Font Size Bold Italic Underline Left Align Center Align Right Align Justified Merge Cells Currency Percentage Default Number Add Decimal Remove Decimal Decrease Indent Increase Indent Border

Function Opens the Styles a Formatting Window to set the Heading Styles Sets / Shows the Font Face of the current cell. Sets / Shows the Font Size of the current cell. Bolds the Face of the Current Selection. Italicizes the Face of the Current Selection. Underlines the Face of the Current Selection. Aligns the Contents of the Current Selection in Left. Aligns the Contents of the Current Selection in Center. Aligns the Contents of the Current Selection in Right. Aligns the Contents of the Current Selection Justified. Merges the Current Selection and Create a Single Cell. Sets the Currency Formatting for Current Selection. Sets the Percentage Formatting for Current Selection. Sets the Default Number Formatting for Current Selection. Adds one Decimal place to the numbers in the Current Selection / Cells. Removes one Decimal place from the numbers in the Selection / Cells. Reduces the Left Indent of the Current Selection. Increases the Left Indent to the Current Selection. Sets the Borders to the Current Selection / Cell(s).

Fill Color (Background) Sets the Background Color to the Current Selection. Font Color Sets the Font Color to the Current Selection.

Table 3: Formatting Toolbar: Icons with Descriptions

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Unit 2:2.1

Entering Data

Where to Enter Data?Like Microsoft Excel, the OpenOffice.org Calc offers the same place to enter the Data i.e., A CELL Represented by Column Name followed by Row Number.

Illustration 3: OpenOffice.org -Calc ScreenFrom above illustration, we can say the current selected cell is B4. Why? Because the current working column is Column B and the current working row number is 4. There are 65536 Rows and 256 Columns in Calc Worksheet. It means we can say that there are 16777216 Cells in a Calc Worksheet. Since there are 3 Worksheets (By Default) in a Workbook so we also can say that there are 50331648 Cells in a Workbook! By Default Calc contains 1 Workbook Each contains 3 Worksheets Each Worksheet contains 65536 Columns and 256 Rows Each Worksheet contains 16777216 Cells 3 Worksheets contain 50331648 And more you can add as per your requirement!!! OpenOffice.org Calc Page 12 of 135 By: Mushtaque Asghar Shaikh

.:: The First MicroFinanceBank Limited ::.Learning OpenOffice.orgSuch a great space to work with Calc! Yes it is! So what you need to do? Just click on specified Cell and type your Data or Formula or a Function. What ever you want it accepts it!

2.2

How many kinds of Data can we enter into a Cell / Worksheet?Calc offers all the major data types to be entered into a Cells / Worksheet. Enlisted below is the prescribed list of supported Data Types: 1. Number 2. Percentage 3. Currency 4. Date 5. Time 6. Scientific 7. Fraction 8. Boolean Value 9. Text 10. User Defined To set the proper Formatting in the Specified Cell we need to Set it from the Formatting Toolbar or From Format => Cells... or the simplest way is to Select the specified cells and press Ctrl + 1.

Illustration 4: Format Cells : Used to format the Cell with variety of options!

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2.3

Entering Data into a CellIts simple. Click on the specified cell and type your data. Since we have already discussed about data types, don't worry about the type. What ever you type, it will accept all. But matter of the fact is that you must use the proper Data Type for Proper Purpose. It means don't use Text Data for calculations or such kind of cases.

Illustration 5: Illustration showing how to enter data into a Sheet

2.4

Modifying Data into a CellSometimes when we change the value of a cell (either a value or a formula) it becomes quiet problematic when data is critical is to be changed, specially when complex figures or lengthy formula is entered into a cell. So its very easy simply 1. Select the Cell & Double click it and change the value. When Done, press Enter. 2. OR Select the Cell and Press F2 and change the value. When Done, press Enter. 3. OR Select the Cell and change the value from Formula Bar. When Done, press Enter.

Illustration 6: Modifying data into a Cell!OpenOffice.org Calc Page 14 of 135 By: Mushtaque Asghar Shaikh


2.5

Deleting Data from a CellLike previous section, its also very easy. Just press Del Button. Following Dialog Box will appear. Select the appropriate option and click on OK Button.

Illustration 7: Deleting Data from a Cell!Option Delete all Text Numbers Date & Time Formulas Notes Formats Objects Function If selected, deletes all the things.

Illustration 8: Deleting Data from a Cell

If this (only this) option selected deletes the Text. If this (only this) option selected deletes the Numbers. If this (only this) option selected deletes the Date & Time. If this (only this) option selected deletes the Formulas. If this (only this) option selected deletes the Notes (Comments). If this (only this) option selected deletes the Formats not the values. If this (only this) option selected deletes the Objects.

Table 4: Deleting Data from a Cell!

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Unit 3:3.1

Formatting Data into a Cell / Worksheet

Changing the Text ColorTo change the Text Color, following are the instructions. 1. Select the Cell & click on Icon on the Formatting Toolbar.

2. OR Select the Cell and Open the Format Cells Dialog Box (Clrl + 1). 3. Select the Font Effects Tab. From here you can change the Font Color. 4. Simply Done!

Illustration 9: Changing the Text Color!

3.2

Changing the Background ColorTo change the Cell Background , following are the instructions. 1. 2. 3. 4. Select the Cell & click on Icon on the Formatting Toolbar. OR Select the Cell and Open the Format Cells Dialog Box (Clrl + 1). Select the Background Tab. From here you can change the Background Color. Simply Done!

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Illustration 10: Changing the Background Color!

3.3

Changing the Border StylesTo change the Cell Background , following are the instructions.

Illustration 12: Changing the Border Styles!

Illustration 11: Changing the Border Styles!

OpenOffice.org Calc

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.:: The First MicroFinanceBank Limited ::.Learning OpenOffice.org1. 2. 3. 4. Select the Cell or Cells & click on Icon on the Formatting Toolbar. OR Select the Cell and Open the Format Cells Dialog Box (Clrl + 1). Select the Borders Tab. From here you can change the variety of options from a single place. Simply Done!

3.4

Other Formatting StylesAlong with basic features and formatting styles, Calc offers other rich formatting styles. Some of them are discussed below.

3.4.a

Number Formatting

Illustration 13: Number Formatting!Press Ctrl + 1, and click on the Numbers Tab. Now you can select different number styles as they are shown in the above given figure.

OpenOffice.org Calc

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.:: The First MicroFinanceBank Limited ::.Learning OpenOffice.orgFormat All User-defined Number Percent Currency Date Time Scientific Fraction Boolean Value Text Description Specifies the current cells formatting as General Formatting Style. Specifies the current cells formatting as per user requirement. Specifies the current cells formatting as number. Specifies the current cells formatting as Percentage Styles. Specifies the current cells formatting as Currency Style. Specifies the current cells formatting as Date. Specifies the current cells formatting as Time. Specifies the current cells formatting as Exponential Value (2.12 x 1034 = 2.12E34) Specifies the current cells formatting as Fractional Value (1.25 = 1 ) Specifies the current cells formatting as True or False. Specifies the current cells formatting as Text.

3.4.b

Font Formatting

Illustration 14: Font Formatting!Press Ctrl + 1, and click on Font Tab. Now you can select different number styles as they are shown in the above given figure. OpenOffice.org Calc Page 19 of 135 By: Mushtaque Asghar Shaikh

.:: The First MicroFinanceBank Limited ::.Learning OpenOffice.orgOption Font Typeface Size Language Description Sets the Face Font for the current selection. Sets the style as Regular, Italic, Bold or Bold Italic. Sets the size of the current selection. Sets the language for current selection.

3.4.c

Cell Alignment

Illustration 15: Cell Alignment!Option Horizontal Vertical Indent Degree Wrap Text Shrink to Fit Description Sets the Horizontal Alignment (Left, Center, Right, Justified) for current selection. Sets the Vertical Alignment (Top, Middle, Bottom) for the current selection. Sets the Left Indent position. Sets the Rotation Angle for current selection. Sets the Wrap Property active for the current selection. It means if Data exceeds cell height will automatically be set to wrap the Text. Forcefully fits the contents of the current selection as to fit within the cell width.

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.:: The First MicroFinanceBank Limited ::.Learning OpenOffice.org 3.4.d Cell Protection

Illustration 16: Cell Protection!Option Hide All Protected Hide Formula Hide when printing Description Hides Formula and Contents of the selected cells. Prevents the selected cells to be modified. Hides the Formula in the selected cells. Keeps the selected cells from being printed.

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.:: The First MicroFinanceBank Limited ::.Learning OpenOffice.org 3.4.e Changing the Column WidthMost of the times default Column Width doesn't fulfill our requirements. So to change the Column Width 1. Select the Column and click on Format => Column => Width. 2. Specify the width and press OK. 3. OR Right-Click on Column Heading to which you want to change the width. 4. Click on Width option and Specify the Column Width and Press OK. 5. OR Resize the Column by Drag n Drop Technique using the Border Line between two columns on the Heading Bar. 6. If you want to resize the Column Width at best value, just Double-Click at the Border between the Two Column Headings (at Top Row) or goto Format => Column => Optimal Width... 7. Click on OK Button. Simply Done!

Illustration 17: Changing the Column Width!



Illustration 19: Changing the Column Width!OpenOffice.org Calc Page 22 of 135 By: Mushtaque Asghar Shaikh

.:: The First MicroFinanceBank Limited ::.Learning OpenOffice.org 3.4.f Changing the Row HeightMost of the times default Row Height doesn't fulfill our requirements. So to change the Row Height 1. Select the Row and click on Format => Row => Height. 2. Specify the height and press OK. 3. OR Right-Click on Row Heading to which you want to change the height. 4. Click on Height option and Specify the Row Height and Press OK. 5. OR Resize the Row by Drag n Drop Technique using the Border Line between two row on the Left Heading Bar. 6. If you want to resize the Row Height at best value, just Double-Click at the Border between the Two Rows Headings (at Left Column) or goto Format => Row => Optimal Height... 7. Click on OK Button. Simply Done!

Illustration 21: Changing the Row Height!




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Unit 4:4.1

Working with Formulas & Functions

Using FormulasA formula can be a combination of values (numbers or cell references) and math operators (+, -, /, *, =) into an algebraic expression. Calc requires every formula to begin with an equal sign (=). The following table illustrates the most common mathematical operators and their equivalents in Calc. Operation Addition Subtraction Multiplication Division Equal General Symbol Normal Form + x = a+b ab axb ab =a Calc Spreadsheet Symbol + * / = Calc Formula =a+b =a-b =a*b =a/b =a

Note: Where a and b any two values.

4.1.a

Creating a Simple Addition FormulaA simple formula in Calc contains one mathematical operation only: one number plus a second number equals a third number. Writing a simple formula is no more difficult than that: 1+1. The only difference in Calc is that all formulas must begin with the equal sign (=). It is not enough to type 1+1 in Calc because it will appear in the cell is "1+1." You must begin the equation with an equal sign and then write your equation: =1+1. This holds true for any formula, simple or complicated, that adds, subtracts, multiplies or divides. Let's add two numbers to create a third, 128+345=473. In a Calc spreadsheet, this would be expressed by the formula, =128+345, as shown below.

The Formula, = 128 + 345, produces an answer of 473.

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.:: The First MicroFinanceBank Limited ::.Learning OpenOffice.orgTo create a simple formula that adds two numbers: 1. Click the cell where the formula will be defined. 2. Type the equal sign (=) to let Calc know a formula is being defined. 3. Type the first number to be added (128, for example). 4. Type the addition sign (+) to let Calc know that an addition operation is to be performed. 5. Type the second number to be added (345, for example). 6. Press Enter or click the Accept button on the Formula bar to complete the formula.

4.1.b

Creating a Simple Addition Formula based on Cell ReferencesWhat if a column contains many numbers that change regularly, and you don't want to write a new formula each time a number changes? This is when formulas are helpful, and luckily, Calc lets you include cell references in formulas. A formula can add the value of two cells -- B2 and B3, for example. Type any two values in these two cells and the formula will adjust the answer accordingly. Using this method to calculate two numbers --128 and 345, for example -- requires that you type 128 in cell B3, for example, and 345 in cell B4. The Calc formula, =B2+B3, would then be defined in cell B5.

Type the Formula, =SUM(B3+B4), in Cell B5 and Press Enter to see the Result

To create a simple formula that adds the contents of two cells: 1. Type the numbers you want to calculate in separate cells (for example, type 128 in cell B3 and 345 in cell B4). 2. Click the cell where the answer will appear (B5, for example). 3. Type the equal sign (=) to let Calc know a formula is being defined. Type the cell number that contains the first number to be added (B3, for example). 4. Type the addition sign (+) to let Calc know that an addition operation is to be performed. 5. Type the cell number that contains the second number to be added (B4, for example). 6. Press the Enter key or click the Accept button on the Formula bar to complete the formula.

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.:: The First MicroFinanceBank Limited ::.Learning OpenOffice.org 4.1.c Creating a Simple Subtraction Formula Using the Point-and-Click MethodFormulas can be created by using either numbers or cell references in the definition. You can also use the mouse to select the cells to be used in the formula instead of typing the cell number or cell reference. Using this method, we are going to write a simple formula that subtracts one cell from another: =B3-B2.

Formula, =B3-B2, Subtracts Cell B3 from Cell B2To create a simple formula using the point and click method: 1. Type the numbers you want to calculate in separate cells (for example, type 128 in cell B2 and 345 in cell B3). 2. Click the cell where the answer will appear (B4, for example). 3. Type the equal sign (=) to let Calc know that you are defining a formula. 4. Click on the first cell to be included in the formula (B3, for example). 5. Type the subtraction sign (-) to let Calc know that you are performing a subtraction operation. 6. Click on the next cell in the formula (B2, for example). 7. If you include multiple cells in the formula, repeat steps 4 and 5 until you have entered the entire formula. 8. Press the Enter key or click the Accept button on the Formula bar to complete the formula.

4.1.d

Creating Simple Multiplication Formulas Creating multiplication formulas is very similar to addition and subtraction formulas. To multiply two cells the formula, B2 and B3, you will need to insert a multiplication operator (*) between them, =B2*B3.

Formula, =B2*B3, Multiplies Cell B2 by Cell B3 To create a simple formula that multiplies the contents of two cells:1. Type the numbers you want to calculate in separate cells (for example, type 128 in cell B2 and 345 in cell B3). 2. Click the cell where the answer will appear (B4, for example). 3. Type = . 4. Click on the first cell that you want to include in the formula (B2, for example). 5. Type a mathematical operator (Ex: the multiplication symbol *). The operator will appear in the OpenOffice.org Calc Page 26 of 135 By: Mushtaque Asghar Shaikh

.:: The First MicroFinanceBank Limited ::.Learning OpenOffice.orgcell and the Formula bar. 6. Click on the next cell in the formula (B3, for example). 7. If you include multiple cells in the formula, repeat steps 4 and 5 until the entire formula is entered. 8. Press the Enter key or click the Accept button on the Formula bar to complete the formula.

4.1.e

Creating Simple Division Formulas Creating division formulas is very similar to the addition, subtraction and multiplication formulas. To divide the contents of cell B2 by cell B3, you will need to insert a division operator (/) between them, =B2/B3.

Formula, =B2/B3, Divides Cell B2 by Cell B3

To create a simple formula that divides one cell by another:Type the numbers you want to calculate in separate cells (e.g. type 128 in B2 and 345 in B3). Click the cell where you want the answer to appear (B4, for example). Type the equal sign (=) to let Calc know that you are defining a formula. Click on the first cell that you want to include in the formula (B2, for example). Type a mathematical operator (Ex: the division symbol /). Click on the next cell in the formula (B3, for example). If you include multiple cells in the formula, repeat steps 4 and 5 until you have entered the entire formula. 8. Press the Enter key or click the Accept button on the Formula bar. This step completes the formula. 1. 2. 3. 4. 5. 6. 7.

4.1.f

Creating Complex FormulasCalc follows a standard order of operations in a complex formula. If you want a certain portion of the formula to be calculated first, put it in parentheses.

If we wanted to add the contents of cell B2 and cell B3, for example, and then take that answer andmultiply it by the data in cell A4, then we will need to define the following formula: =(B2+B3)*A4.

The Formula=(B2+B3)*A4, First Adds 128 & 345 and then multiplies the answer by 97.

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.:: The First MicroFinanceBank Limited ::.Learning OpenOffice.org To create a Complex Formula : 1. Enter the numbers you want to calculate in one or more cells of the spreadsheet. 2. Click the cell where you want the formula result to appear. 3. Type the equal sign (=) to let Calc know that you want to define a formula. 4. Type an open parenthesis, or (. 5. Click on the first cell that you want to include in the formula (cell B2, for example). 6. Type the addition sign (+) to let Calc know to perform an addition operation. 7. Click on the second cell in the formula. 8. The reference B3 appears where you want your result. 9. End the B2+B3 operation by adding the close parenthesis, or ). 10. Type the next mathematical operator, or the multiplication symbol (*) to let Calc know to perform a multiplication operation. 11. Click on the third cell that you want to include in the formula, cell A4. 12. Press Enter or click the Accept button on the Formula bar. This step completes the formula.

4.2

Using FunctionsA function is a predefined formula that helps perform common mathematical functions. Functions save you the time of writing lengthy formulas. You could use a Calc function called Average, for example, to quickly find the average of range of numbers. Or you could use the Sum function to find the sum of a cell range. Calc allows you to perform many different functions. Each function has a specific order, called syntax, which you must follow strictly for the function to work correctly. Syntax Order: 1. All functions begin with the = sign. 2. After the = sign, define the function name (e.g., Sum). 3. Enclose one or more arguments -- numbers, text or cell references -- with parentheses. If there is more than one argument, separate each by a Semicolon (;).

An example of a function with more than one argument that calculates the average of numbers in a range of cells, B3 through B10, and C3 through C10:

A Calc spreadsheet literally has hundreds of different functions to assist with your calculations. Building formulas can be difficult and time-consuming. Calc's functions can save you a lot of time and headaches.

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4.3

Calc Spreadsheet FunctionsThere are many different functions that can be applied to Calc spreadsheets. Some of the more common functions include:

Mathematical Functions:

ABS Returns the absolute value of a given number. INT Rounds a number down to the nearest integer. SUM Returns the sum of a range of numbers. SUMIF Returns the sum of a range of numbers based on certain criteria. COUNT Counts how many numbers are in the list of arguments. COUNTA Counts how many numbers are in the list of arguments. COUNTIF Counts how many numbers are in the list of arguments based on certain criteria. COUNTBLANK Returns the number of empty cells. MAX Returns the maximum value in a list of arguments MIN - Returns the smallest value in a list of arguments (text is evaluated as zero) AVERAGE Returns the average of a sample. MODE - Returns the most common value in a data set. MEDIAN - Returns the median of a set of numbers. RAND Returns a random number between 0 and 1. RANDBETWEEN Returns a random number between range of two values. NOW Returns the computer system date and time. TODAY - Returns the current computer system date. WEEKDAY - Returns the day of the week for the given date value. DAYS Returns the number of days between two dates. DAYS360 Returns the no. of days b/w two dates based on the 360 day year. DAYSINMONTH - Calculates the number of days in the month of the given date. DAYSINYEAR Calculates the number of days in the year of the given date. WEEKSINYEAR Returns the number of weeks in the year of given date. MONTHS Returns the number of Months b/w tow Dates. YEARS Returns the number of Years b/w two Dates. ISLEAPYEAR Returns 1 (True) if Leap Year Else 0 (False). Comparison Operators Set of Operators used for comparison / checks. FALSE Sets the Logical Value to FALSE. TRUE Sets the Logical value to TRUE. AND Returns TRUE if only if all arguments are TRUE. OR Returns TRUE if any of the arguments is TRUE. NOT Reverses the logical value. IF Specifies a logical test to be performed. PV Calculates the Present Value for Future Investment. FV Calculates Future Value for Current Investment. PMT Specifies a logical test to be performed. PPMT Returns TRUE if only if all arguments are TRUE.

Date & Time Functions:

Logical Functions:

Financial Functions:

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.:: The First MicroFinanceBank Limited ::.Learning OpenOffice.org 4.3.a Mathematical FunctionsABSReturns the absolute value of a number Syntax ABS(Number) Number is the number whose absolute value is to be calculated. The absolute value of a number is its value without the +/- sign. Example Screen shot ABS(-56) returns 56, ABS(12) returns 12, ABS(0) returns 0.

INTRounds a number down to the nearest integer. Syntax Example Screen shot INT(number) INT(5.7) returns 5INT(-1.3) returns -2. Returns number rounded down to the nearest integer. Negative numbers round down to the integer below.

SUMAdds all the numbers in a range of cells. Syntax Example SUM(number1; number 2; ...; number 30) SUM(56;54;90) SUM(A1;A2;A3;A4;A5) SUM(A1:A5) Number 1 to number 30 are up to 30 arguments whose sum is to be calculated.

Screen shot

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.:: The First MicroFinanceBank Limited ::.Learning OpenOffice.orgSUMIFAdds the cells specified by a given criteria. This function is used to browse a range when you search for a certain value. Syntax SUMIF(range; criteria; sum_range) Range is the range to which the criteria are to be applied. Criteria is the cell in which the search criterion is shown, or the search criterion itself. If the criteria is written into the formula, it has to be surrounded by double quotes. Sum_range is the range from which values are summed. If this parameter has not been indicated, the values found in the Range are summed. Example Screen shot SUMIF(A1:A10;">0") SUMIF(A1:A10;">0;B1:B10)

To sum up only negative numbers: SUMIF(A1:A10;"0";B1:10) - sums values from the range B1:B10 only if the corresponding values in the range A1:A10 are >0.

COUNTCounts how many numbers are in the list of arguments. Text entries are ignored. Syntax Example Screen shot COUNT(value1; value2; ... value30) COUNT(A1:H1), COUNT(B1:B12), COUNT(A1;B2;C3;D4;E5) Value1; value2, ... are 1 to 30 values or ranges representing the values to be counted.

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.:: The First MicroFinanceBank Limited ::.Learning OpenOffice.orgCOUNTACounts how many values are in the list of arguments. Text entries are also counted, even when they contain an empty string of length 0. If an argument is an array or reference, empty cells within the array or reference are ignored. Syntax Example Screen shot COUNTA(value1; value2; ... value30) COUNTA(2;4;6;"eight") = 4. The count of values is therefore 4. Value1; value2, ... are 1 to 30 values or ranges representing the values to be counted.

COUNTIFReturns the number of cells that meet with certain criteria within a cell range. Syntax COUNTIF(range; criteria) Range is the range to which the criteria are to be applied. Criteria indicates the criteria in the form of a number, an expression or a character string. These criteria determine which cells are counted. Example A1:A10 is a cell range containing the numbers 2000 to 2009. Cell B1 contains the number 2006. In cell B2, you enter a formula: =COUNTIF(A1:A10;2006) - this returns 1 =COUNTIF(A1:A10;B1) - this returns 1 =COUNTIF(A1:A10;">=2006") - this returns 3

Screen shot

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.:: The First MicroFinanceBank Limited ::.Learning OpenOffice.orgCOUNTBLANKReturns the number of empty cells. Syntax Example Screen shot COUNTBLANK(range) COUNTBLANK (A1:B2) Returns the number of empty cells in the cell range range.

MAXReturns the maximum value in a list of arguments. Syntax Example Screen shot MAX(Number 1; Number 2; ...Number 30) =MAX(A1;A2;A3;50;100;200) returns the largest value from the list. =MAX(A1:B100) returns the largest value from the list. Number 1; Number 2;...Number 30 are numerical values or ranges.

MINReturns the minimum value in a list of arguments. Syntax Example Screen shot MIN(Number 1; Number 2; ...Number 30) =MIN(A1;A2;A3;50;100;200) returns the smallest value from the list. =MIN(A1:B100) returns the smallest value from the list. Number 1; Number 2;...Number 30 are numerical values or ranges.

AVERAGEReturns the average of the arguments. Syntax Example Screen shot AVERAGE(Number 1; Number 2; ...Number 30) =AVERAGE(A1:A50), =AVERAGE(12;34;90;99) Number 1; Number 2;...Number 30 are numerical values or ranges.

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.:: The First MicroFinanceBank Limited ::.Learning OpenOffice.orgMODEReturns the most common value in a data set. If there are several values with the same frequency, it returns the smallest value. An error occurs when a value doesn't appear twice. Syntax Example Screen shot MODE(Number 1; Number 2; ...Number 30) =MODE(A1:A50), MODE(12;34;90;12;33;23;12;2;12) Number 1; Number 2;...Number 30 are numerical values or ranges.

MEDIANReturns the median of a set of numbers. In a set containing an uneven number of values, the median will be the number in the middle of the set and in a set containing an even number of values, it will be the mean of the two values in the middle of the set. Syntax MEDIAN(Number 1; Number 2; ...Number 30) Number 1; Number 2;...Number 30 are values or ranges, which represent a sample. Each number can also be replaced by a reference. Example for an odd number: =MEDIAN(1; 5; 9; 20; 21) returns 9 as the median value. for an even number: =MEDIAN(1; 5; 9; 20) returns the average of the two middle values 5 and 9, thus 7.

Screen shot

RAND (Random)Returns a random number between 0 and 1. Syntax Example Screen shot RAND() RAND() It generates any number b/w 0 and 1 & doesn't accept any value as argument.

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.:: The First MicroFinanceBank Limited ::.Learning OpenOffice.orgRANDBETWEEN (Random Between)Returns a random number between initial and final values (two values). Syntax Example Screen shot RANDBETWEEN(Number 1; Number 2) RANDBETWEEN(1;100), RANDBETWEEN(A1;A2) It generates any number b/w Number 1 and Number 2.

4.3.b

Date & Time FunctionsNOWReturns the computer system date and time. The value is updated when you recalculate the document or each time a cell value is modified. Syntax Example Screen shot NOW() NOW() returns Current Date & Time. NOW is a function without arguments.

TODAYReturns the current computer system date. The value is updated when you reopen the document or modify the values of the document. Syntax Example Screen shot TODAY() TODAY() returns Current System Date. TODAY is a function without arguments.

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.:: The First MicroFinanceBank Limited ::.Learning OpenOffice.orgWEEKDAYReturns the day of the week for the given date value. The day is returned as an integer between 1 (Sunday) and 7 (Saturday) if no type or type = 1 is specified. If type=2, numbering begins at Monday=1; and if type=3 numbering begins at Monday=0. Syntax WEEKDAY(Number; Type) Number, as a date value, is a decimal for which the weekday is to be returned. Type determines the type of calculation. For Type =1, the weekdays are counted starting from Sunday (this is the default even when the Type parameter is missing). For Type =2, the weekdays are counted starting from Monday =1. For Type = 3, the weekdays are counted starting from Monday = 0. Example WEEKDAY("6/14/2000") returns 4 WEEKDAY("7/24/1996";2) returns 3 WEEKDAY("7/24/1996";1) returns 4

Screen shot

DAYSCalculates the difference between two date values. The result returns the number of days between the two days. Syntax DAYS(Ending_Date;Satrting_Date) Starting_Date is the date from which to start Counting, Ending_Date is the date where to stop Counting. If Ending_Date is an earlier date than Starting_Date the result is a negative number. Example Screen shot DAYS("1/1/2010"; NOW()) returns the number of days from today until January 1, 2010. DAYS("10/10/1990";"10/10/1980") returns 3652.

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.:: The First MicroFinanceBank Limited ::.Learning OpenOffice.orgDAYS360Returns the difference between two dates based on the 360 day year used in interest calculations. Syntax DAYS360(Date_1;Date_2;Type) If Date_2 is earlier than Date_1, the function will return a negative number. The optional argument Type determines the type of difference calculation. If Type = 0 or if the argument is missing, the US method (NASD, National Association of Securities Dealers) is used. If Type 0, the European method is used. Example Screen shot DAYS360("1/1/2000";NOW()) returns the no. of interest days from January 1, 2000 until today.

DAYSINMONTHCalculates the number of days of the month in which the date entered occurs. Syntax Example Screen shot DAYSINMONTH(Date) DAYSINMONTH(2/1/2008) returns 29 days. Date: Any date in the respective month of the desired year.

DAYSINYEARCalculates the number of days of the year in which the date entered occurs. Syntax DAYSINYEAR(Date) Date: Any date in the respective year. The Date parameter must be a valid date according to the locale settings of OpenOffice.org. Example Screen shot DAYSINYEAR(1/1/2008) return 366 Days.

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.:: The First MicroFinanceBank Limited ::.Learning OpenOffice.orgWEEKSINYEARCalculates the number of weeks of the year in which the date entered occurs. The number of weeks is defined as follows: a week that spans two years is added to the year in which most days of that week occur. Syntax WEEKSINYEAR(Date) Date: Any date in the respective year. The Date parameter must be a valid date according to the locale settings of OpenOffice.org. Example Screen shot WEEKSINYEAR(A1) returns 53 if A1 contains 2/17/70, a valid date for the year 1970.

MONTHSCalculates the difference in months between two dates. Syntax MONTHS(Start date, End date, Type) Start date: First date End date: Second date Type: Calculates the type of difference. Possible values include 0 (interval) and 1 (in calendar months). Example Screen shot MONTHS(8/12/1947;0) returns 728, MONTHS(8/12/1947;1) returns 729

YEARSCalculates the difference in years between two dates. Syntax YEARS(Start date, End date, Type) Start date: First date End date: Second date Type: Calculates the type of difference. Possible values are 0 (interval) and 1 (in calendar years). Example Screen shot YEARS(8/12/1947;0) returns 60, YEARS(8/12/1947;1) returns 61

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.:: The First MicroFinanceBank Limited ::.Learning OpenOffice.orgISLEAPYEARDetermines whether a year is a leap year. If yes, the function will return the value 1 (TRUE); if not, it will return 0 (FALSE). Syntax ISLEAPYEAR(Date) Date: Specifies whether a given date falls within a leap year. The Date parameter must be a valid date according to the locale settings of OpenOffice.org. Example ISLEAPYEAR(8/14/2008) returns 1 Never use ISLEAPYEAR(2/29/68), because this would first evaluate 2 divided by 29 divided by 68, and then calculate the ISLEAPYEAR function from this small number as a serial date number.

Screen shot

4.3.c

Logical FunctionsComparison OperatorsOperator EQUAL TO NOT EQUAL TO GREATER THAN GREATER THAN EQUAL TO GREATER THAN GREATER THAN EQUAL TO Sign Description = > Syntax Example 12 = 12 returns TRUE 12 = 14 returns FALSEReturns TRUE if Both Values are Equal to Value_1 = Value_2 each other.

Returns TRUE if Value_1 is not Equal to Value_1 Value_2 12 12 returns FALSE Value_2. 12 14 returns TRUE Returns TRUE if Value_1 is Greater Than Value_1 > Value_2 Value_2, else result is FALSE.

12 > 12 returns FALSE 12 > 14 returns FALSE 14 > 12 returns TRUE

>= OR = Value_2 12 >= 12 returns TRUE or at least Equal to Value_2, else result is 12 >= 14 returns FALSE FALSE. 14 >= 12 returns TRUE Returns TRUE if Value_1 is Less Than Value_1 < Value_2 Value_2, else result is FALSE.

12 < 12 returns FALSE 12 < 14 returns TRUE 14 < 12 returns FALSE

Page Break Preview) of a sheet. Now if we don't want to print all the sheet at all and want to print only selected cell, we need to specify the Print Range. To set this: 1. Select the specified cells (using mouse / keyboard) from the whole sheet. 2. Click on Format => Print Ranges => Define. Simply done!

Illustration 38: Select only the required cells!OpenOffice.org Calc Page 67 of 135 By: Mushtaque Asghar Shaikh

.:: The First MicroFinanceBank Limited ::.Learning OpenOffice.orgSelect only the required cells from the whole sheet.

Illustration 39: Click on Format => Print Ranges => DefineClick on Format => Print Ranges => Define

Illustration 40: Here is the Result!Here you see the result. System will print only the Selected Cells set by the Print Ranges.

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.:: The First MicroFinanceBank Limited ::.Learning OpenOffice.org 6.2.2 Removing the Print RangesTo perform this activity: 1. Select the Print Range Area. 2. 3. Click on Format => Print Range => Remove. 4. You will see that the Sheet will look again as it was before. 5. Simply done!

6.2.3

Rows / Columns to be repeatedThis option helps in repeating the particular Rows and Columns in every sheet that you are printing. In this way we can get the headings either on top OR on Left side of the Sheet and don't need to be worries about the data. To access this command: 1. Goto Format => Print Ranges => Edit. 2. Specify the Rows, Columns and Print Ranges. 3. Simply done!

Illustration 41: Set Print Range, Rows to Repeat & Columns to Repeat!OpenOffice.org Calc Page 69 of 135 By: Mushtaque Asghar Shaikh


6.36.3.a

Printing a WorksheetPrint OptionAfter all the settings are done, now we need to Print the Worksheet. To perform this activity: 1. 2. 3. 4. Click on Icon on the Standard Toolbar OR goto to File => Print.... OR press Ctrl + P. Print Dialog Box will appear. Specify the details regarding your requirement and press OK button. Simply done!

Illustration 42: Print Dialog Box!

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.:: The First MicroFinanceBank Limited ::.Learning OpenOffice.org 6.3.b Print PreviewBefore we print a document / worksheet, we can check it by taking a Print Preview. To access this command: 1. Click on Icon on Standard Toolbar OR goto File => Print Preview. 2. Screen will look like as given illustration.

Illustration 43: Print Preview!3. Here is the output. Simply done! Icon Name Description Previous : Next First : Last Moves to the Previous Page and Next Page in the Current View. Moves to the First and Last Page in the Current View.

Zoom In : Zoom Out Enlarges and Reduces the Preview Size of the Current View. Full Screen Format Page Close Preview Sets the Current View as Full Screen. Opens the Page Setup Window directly without going to Format => Page. Closes the Print Preview Mode and opens the Editing Mode.

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Unit 7:7.1

Working with Files

Create a New FileTo access this command: 1. Click on 2. 3. 4. 5. Icon on Standard Toolbar.

OR click on Icon's Down Arrow and click on Spreadsheet. OR goto to File => New => Spreadsheet. OR Press Ctrl + N after opening the OpenOffice.org - Calc. Simply done!

Illustration 45: Creating a New Spreadsheet!

Illustration 44: Creating a New Spreadsheet!

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7.2

Loading / Opening an Existing FileTo access this command: 1. Click on Icon on Standard Toolbar OR Press Ctrl + O. 2. Open Dialog Box will appear. Select the Folder and File and click on Open Button. 3. Simply done!

Illustration 46: Open File Dialog Box!

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7.3

Loading Microsoft Excel File into OpenOffice.org CalcOpenOffice.org provides flexibility to open the Microsoft Excel files without changing the results and formulas. It also supports many other formats! Its as simple as to open a Calc File. To perform this task: 1. Click on Icon on Standard Toolbar OR Press Ctrl + O. 2. Open Dialog Box will appear. Select the Folder and File and click on Open Button. 3. Simply done!

Illustration 47: Loading an Excel File into Calc!This is the how we can open the Microsoft Excel file into OpenOffice.org Calc. One thing must be kept in mind that Even though OpenOffice.org supports the Microsoft Office files but even then Microsoft Office 2007 files are still not supportable on OpenOffice.org (upto Version 2.4.0). Only upto Microsoft Office 2003 are able to be compatible with OpenOffice.org.

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7.4

Saving a WorkbookTo access this command: 1. Goto File => Save OR Press Ctrl + S. 2. If the File has been Saved for the First Time it will ask the File Name and Location. Provide it. 3. Now click Save Button. 4. Simply done!

Illustration 48: Saving a Calc Workbook!

7.5

Closing a WorkbookTo access this command: 5. Goto File => Close OR Press Ctrl + W OR Press Ctrl + F4. 6. If file was not saved or Newly created it will ask the file name and will Save it. Other wise it will be close. Please note that to close a file mean not to close a Calc.

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7.6

Saving an Excel File as ODF Spreadsheet (ODS)To access this command: 1. Click on File => Save As... 2. Specify the File Name as per requirement 3. But the File Type must be selected as ODF Spreadsheet (ODS) 4. Now click on Save Button. 5. Simply done!

Illustration 49: Converting an Excel File into Calc File

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7.7

Saving a Calc File into Excel FileTo access this command: 1. Click on File => Save As... 2. Specify the File Name as per requirement 3. But the File Type must be selected as Microsoft Excel 97/2000/XP(.xls) 4. Now click on Save Button. 5. Simply done!

Illustration 50: Converting a Calc File into Excel File!

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7.8

Printing a Workbook / FileTo access this command: 1. 2. 3. 4. Click on Icon on the Standard Toolbar OR goto to File => Print.... OR press Ctrl + P. Print Dialog Box will appear. Specify the details regarding your requirement and press OK button. Simply done!

Illustration 51: Print Dialog Box!

7.9

Exiting from CalcTo access this command: 1. Goto File => Exit OR Press Ctrl + Q OR Alt + F4 OR click on Button on Title bar. 2. If the file would not be saved it will ask about the Saving. Afterwards it will be exit. 3. Simply done! Note: Exiting means to quit all the opened files.

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Unit 8:8.1

Working with Worksheets

Adding a New WorksheetBy default an OpenOffice.org Cal Workbook contains 3 Worksheets. We can add more worksheets in the workbook also. To perform this task: 1. Goto Insert => Sheet.... 2. OR Right-Click on Sheet Tabs. Select Insert Sheet. 3. Insert Sheet Dialog Box will appear. Specify the Position, Number of Sheet(s), Sheet Name. 4. After completion of requirements click on OK Button to insert the Sheet(s).Simply done!

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8.2

Adding a New Worksheet from an Existing FileTo perform this Task: 1. Goto Insert => Sheet.... 2. OR Right-Click on Sheet Tabs. Select Insert Sheet. 3. Insert Sheet Dialog Box will appear. Click on From File. Now click on Browse Button. 4. Now you need to select the File from whom you want to import the Worksheet(s). 5. When done click on Insert Button. 6. Select the Required Worksheet(s) 7. After completion of requirements click on OK Button to insert the Sheet(s).Simply done!

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8.4

Moving a WorksheetTo perform this Task: 1. Click on the Sheet Tab (The Sheet that you want to Move). 2. Use the Drag n Drop Technique to move it in the Tabs Area. 3. Simply done!

OR 1. 2. 3. 4. Right-Click on Sheet Tab that you want to Move. Select the Document and Position where to be placed. Press OK Button. The same operation can be performed from Edit => Sheet => Move / Copy ... 5. Simply done!

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8.5

Copying a WorksheetTo perform this Task: 1. Click on the Sheet Tab (The Sheet that you want to Move). 2. Now Press Ctrl (Control Key) from Keyboard and use the Drag n Drop Technique to move / place it in the Tabs Area. 3. When an appropriate place comes, release the Mouse as well as Keyboard. 4. The Copy of the selected Sheet has been created. 5. Simply done!

OR 1. Right-Click on Sheet Tab that you want to Copy. 2. Select the Document and Position where to be placed. And also check the Copy option. 3. Press OK Button. 4. The same operation can be performed from Edit => Sheet => Move / Copy ... 5. Simply done!

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8.6

Deleting a WorksheetTo perform this task: 1. Right-Click on the Sheet tab that you want to Delete. 2. Calc will confirm you about the Deletion. 3. Afterwards the Worksheet will be deleted permanently. 4. The same operation can also be preformed Edit => Sheet => Delete 5. Simply done!

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8.7

Renaming a WorksheetTo perform this task: 1. Right-Click on Sheet Tab that you want to rename. 2. Provide the New Name for the Sheet in Input Box. When finished press OK. 3. You will see that the New Name will be appeared. 4. The same operation can be performed from Edit => Sheet => Rename. 5. Simply done!

8.8 Selecting Multiple Worksheets SimultaneouslyTo access the multiple Worksheets simultaneously, we need to Press Ctrl (Control Key) from Keyboard and then Left-Click over each Worksheet that we want to Select. Another way to select the Select All Sheets while making a Right-Click over the Sheet Tabs. Now we can perform same operation(s) simultaneously on multiple sheets. This makes a Group of all the selected Worksheets. Simply done!

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Unit 9:9.19.1.a

Working with Cells, Rows, Columns & Cell References

Adding a Cell, Column & CellAdding a Cell1. Make a Right-Click over the Cell where you want to Add a Cell and select Insert.... 2. OR goto Insert => Cells... 3. Insert Cells Dialog Box will be appeared. It will look like this:

4. Select an appropriate option and Click on OK Button. 5. Simply done! Option Description Adds a Cell at Cursor and Shift the the Rest of the Columns Data downwards. Adds a Cell at Cursor and Shift the the Rest of the Rows Data in Right Direction. Adds a Complete New Row in the Cursor Position (Eq: Option to Insert a Row). Adds a Complete New Column in the Column Position (Eq: Option to Insert a Column).

9.1.b

Adding a Row1. 2. 3. 4. 5. 6. Select Insert => Rows OR Right-Click over the Row Heading OR select Insert => Cells => Entire Row A New Row will be added in the current cursor position. Rest of the Data will be moved downwards. Simply done!

Right-Click over the Row Heading

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.:: The First MicroFinanceBank Limited ::.Learning OpenOffice.org 9.1.c Adding a Column1. 2. 3. 4. 5. 6. Select Insert => Columns OR Right-Click over the Column Heading OR select Insert => Cells => Entire Column A New Column will be added in the current cursor position. Rest of the Data will be moved in the Right Direction. Simply done!

Right-Click over the Column Heading

9.29.2.a

Deleting a Cell, Row, ColumnDeleting a Cell1. Make a Right-Click over the Cell where you want to Delete a Cell and select Delete.... 2. OR goto Edit => Delete Cells... 3. Delete Cells Dialog Box will be appeared. It will look like this:

4. Select an appropriate option and Click on OK Button. 5. Simply done! Option Description Deletes a Cell at Cursor and Shift the the Rest of the Columns Data Upwards. Deletes a Cell at Cursor and Shift the the Rest of the Rows Data in Left Direction. Deletes a Complete Row in the Cursor Position (Eq: Option to Delete a Row) Deletes a Complete Column in the Column Position (Eq: Option to Delete a Column)

9.2.b

Deleting a Row1. Select Edit => Delete Cells => Delete Entire Row 2. OR Right-Click over the Row Heading and select Delete Rows 3. Current Selected Rows will be deleted.

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.:: The First MicroFinanceBank Limited ::.Learning OpenOffice.org4. Rest of the Data will be moved upwards. 5. Simply done!


9.2.c

Deleting a Column1. 2. 3. 4. 5. Select Edit => Delete Cells => Delete Entire Column OR Right-Click over the Row Heading and select Delete Columns Current Selected Columns will be deleted. Rest of the Data will be moved in the Left Direction. Simply done! Right-Click over the

Column Heading

9.39.3.a

Hiding Row, Column & a WorksheetHiding a Row1. Select Format => Row => Hide 2. OR Make a Right-Click over the specified rows that you want to hide and select Hide. 3. Simply done!


9.3.b

Hiding a Column1. Select Format => Column => Hide 2. OR Make a Right-Click over the selected Columns that you want to Hide. 3. Simply done!

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9.3.c

Hiding a Worksheet1. Select Format => Sheet => Hide 2. OR Make a Right-Click over the selected Columns that you want to Hide. 3. Simply done!

9.49.4.a

Un-Hiding (Showing) Row, Column & WorksheetUn-Hiding (Showing) a RowWhen Row is hidden, its obvious that it will not be shown in the Row Headings.

In the Illustration, Row # 7 is Hidden

Select rows from Row # 6 to Row # 8 (Row # 7 is b/w both of them)

1. So when you want to Unhide / Show the hidden rows, you must select all the Rows from upper to bottom rows / directions.

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2. Right-Click on the selected Row Headings that you selected and select Show.

Right-Click on selected Row Headings

3. Simply done!

Row # 7 is now been able to be shown

9.4.b

Un-Hiding (Showing) a ColumnWhen Column is hidden, its obvious that it will not be shown in the Column Headings. In the Illustration, Column B is Hidden

1. So when you want to Unhide / Show the hidden Columns, you must select all the Columns from Left to Right columns / directions.Select Columns from Column A to Column C (Col B lies b/w them)

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.:: The First MicroFinanceBank Limited ::.Learning OpenOffice.org2. Right-Click on the selected Row Headings that you selected and select Show.

Right-Click on selected Row Headings

3. Simply done!

9.4.c

Un-Hiding (Showing) a WorksheetWhen Worksheet is hidden, its obvious that it will not be shown in the Sheet Tabs.

1. So when you want to Unhide / Show the hidden Worksheet, Select Format => Sheet => Show... 2. Select the Worksheet that you want to show / unhide and press OK. 3. Simply done!

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9.5

Merging Cells1. Select the Cells that you want to Merge (No Matter Row or Columns) 2. Click on Icon on Formatting Toolbar 3. Simply done!

Illustration 52: Cells before Merging!

Illustration 53: Cells after Merging!

9.6

Un-Merging Cells1. Select the Cell(s) that you want to Un-Merge (No Matter Horizontal or Vertical) 2. Click on Icon on Formating Toolbar. 3. Simply done!

Illustration 54: Cells before Un-Merging!

Illustration 55: Cells after Un-Merging!

9.7

Naming a CellA cell can be referred using the following techniques in the Worksheets: 1. By Cell Address 2. By Cell Name

9.7.a

Cell AddressA Cell Address is just as simple as to understand the Cell. It means if we want to access A13, so A13 means a cell containing Column A and Row 13. It is the Cell Address. Cell address is unique for each Cell and it can be called anywhere in the Worksheet. E3, O12, B56, K44 etc are some examples for Cell Addresses. Cell Reference is synonym of Cell Address.

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.:: The First MicroFinanceBank Limited ::.Learning OpenOffice.org 9.7.b Cell NamesA Cell Name is the User Defined name for a particular cell. It makes the Cell unique from other cells. It means all the other cells have same Cell Address and Cell Name while that particular cell has got both the values different from each other. Name Box (Just in Left of the Formula Bar) is used to know / set the name of the cells. When a cell is Named, now we can use it for reference purpose in any kind of calculations.

9.7.c

Naming a CellIts so simple. Just click on the particular Cell and type the Cell name in the Name Box and Press Enter. Simply done! Please note that the Cell Names are also Unique just like Cell Addresses.

From the above illustration, its very much clear that D3 has now been given a Name of English. Now if anybody uses English instead of D3, OpenOffice.org Calc will accept it as Cell Reference. =SUM(D3; E3; F3) Formula with Cell Address. =SUM(English, Computer, Urdu) Formula with Cell Names.

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9.89.8.a

Using Cell ReferencesUsing Cell References within the same WorksheetThis section is based on the usage of the Cell References within the same Worksheet. It means to use the cell references as normally we use in Normal Calculations.

Illustration 56: Cell References used within the same Worksheet!

All the above mentioned references used in the Formulas are taken from the same worksheet.

9.8.b

Using Cell References across Multiple Worksheets (Within Same File / Workbook)OpenOffice.org Calc allows you to take references from multiple worksheets contained in the same file. To use this feature, type SheetName followed by (.) Dot operator ending with CellReferences. For example Sheet1.A12; here Sheet1 is the sheet name & A12 is the cell reference. Both of them are connected using (.) Dot operator. Further more Mouse Techniques can also be used for this purpose.

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Formula Bar shows the Formula

Click on C8 & press (;) Semicolon

Formula Bar shows the Formula

Click on C8 & press (;) Semicolon

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Similarly click on C8 & press (;) Semicolon

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