LIBRE OFFICE CALC What is Calc? Spreadsheets, sheets, and cells spreadsheets Spreadsheets Cells

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1 1 LIBRE OFFICE CALC What is Calc? Calc is the spreadsheet component of LibreOffice. You can enter data (usually numerical) in a spreadsheet and then manipulate this data to produce certain results. 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. Other features provided by Calc include: Functions, which can be used to create formulas to perform complex calculations on data. Database functions to arrange, store, and filter data. Dynamic charts giving a wide range of 2D and 3D charts. Macros for recording and executing repetitive tasks; scripting languages supported include LibreOffice Basic, Python, BeanShell, and JavaScript. Ability to open, edit, and save Microsoft Excel spreadsheets. Import and export of spreadsheets in multiple formats, including HTML, CSV, PDF, and PostScript. Spreadsheets, sheets, and cells Calc works with elements called spreadsheets. Spreadsheets consist of a number of individual sheets, each sheet containing cells arranged in rows and columns. A particular cell is identified by its row number and column letter. Cells hold the individual elements text, numbers, formulas, and so on that make up the data to display and manipulate. Each spreadsheet can have many sheets, and each sheet can have many individual cells. In Calc, each sheet can have a maximum of 1,048,576 rows and a maximum of 1024 columns.

2 CALC MAIN DIALOG Title bar The Title bar, located at the top, shows the name of the current spreadsheet. When the spreadsheet is newly created, its name is Untitled X, where X is a number.

2 2 CALC MAIN DIALOG Title bar The Title bar, located at the top, shows the name of the current spreadsheet. When the spreadsheet is newly created, its name is Untitled X, where X is a number. When you save a spreadsheet for the first time, you are prompted to enter a name of your choice. Menu bar Under the Title bar is the Menu bar. When you choose one of the menus, a sub-menu appears with other options. File contains commands that apply to the entire document; for example Open, Save, Wizards, Export as PDF, Print, Digital Signatures and so on. Edit contains commands for editing the document; for example, Undo, Copy, Changes, Fill, Plug-in and so on. View contains commands for modifying how the Calc user interface looks; for example, Toolbars, Column & Row Headers, Full Screen, Zoom and so on. Insert contains commands for inserting elements into a spreadsheet; for example, Cells, Rows, Columns, Sheets, Picture and so on.

3 3 Format contains commands for modifying the layout of a spreadsheet; for example, Cells, Page, Styles and Formatting, Alignment and so on. Tools contains various functions to help you check and customize your spreadsheet, for example Spelling, Share Document, Gallery, Macros and so on. Data contains commands for manipulating data in your spreadsheet; for example, Define Range, Sort, Consolidate and so on. Window contains commands for the display window; for example, New Window, Split and so on. Help contains links to the help system included with the software and other miscellaneous functions; for example, Help, License Information, Check for Updates and so on. Toolbars The default setting when Calc opens is for the Standard and Formatting toolbars to be docked at the top of the workspace. Calc toolbars can be either docked and fixed in place, or floating allowing you to move a toolbar into a more convenient position on your workspace. Docked toolbars can be undocked and moved to different docked position on the workspace or undocked to become a floating toolbar. Toolbars that are floating when opened can be docked into a fixed position on your workspace. The default set of icons (sometimes called buttons) on toolbars provide a wide range of common commands and functions. Formula Bar The Formula Bar is located at the top of the sheet in your Calc workspace. The Formula Bar is permanently docked in this position and cannot be used as a floating toolbar. If the Formula Bar is not visible, go to View > Formula Bar on the main menu bar. Formula Bar Going from left to right and referring to Figure 3, the Formula Bar consists of the following: Name Box gives the cell reference using a combination of a letter and number, for example A1. The letter indicates the column and the number indicates the row of the selected cell. Function Wizard opens a dialog from which you can search through a list of available functions. This can be very useful because it also shows how the functions are formatted.

4 4 Sum clicking on the Sum icon totals the numbers in the cells above the selected cell and then places the total in the selected cell. If there are no numbers above the selected cell, then the cells to the left are totaled. Function clicking on the Function icon inserts an equals (=) sign into the selected cell and the Input line allowing a formula to be entered. Input line displays the contents of the selected cell (data, formula, or function) and allows you to edit the cell contents. To edit inside the Input line area, click in the area, then type your changes. To edit within the current cell, just double-click in the cell. You can also edit the contents of a cell directly in the cell itself by double-clicking on the cell. When you enter new data into a cell, the Sum and Function icons change to Cancel and Accept icons. Saving Spreadsheets The default format in saving spreadsheet files in Calc is Open Document Format (ODF) (*.ods). You can save a spreadsheet in another format. 1) Select File > Save As on the main menu bar to open the Save dialog. 2) In Name, if you wish, enter a new file name for the spreadsheet and select the folder where you want to save the file.

Click Use [xxx] Format to continue saving in your selected spreadsheet format or click Use ODF Format to save the spreadsheet in Calc ODS format.

5 5 3) In drop-down menu below the file browser window, select the type of spreadsheet format you want to use and click Save. 4) Each time you click Save when you are saving in a format other than ODF format, the Confirm File Format dialog opens. Click Use [xxx] Format to continue saving in your selected spreadsheet format or click Use ODF Format to save the spreadsheet in Calc ODS format. Note Once you have saved a spreadsheet in another format, all changes you make to the spreadsheet will now occur only in the format you are using because you have changed the name and file type of your document. If you want to go back to working with an *.ods version, you must open the spreadsheet again. Confirm File Format dialog

6 6 FORMATTING CELLS IN CALC To format cells in Calc, select the cells that you want to be formatted and Click the Format Menu. You can format text, numbers, alignment, borders, etc.

7 SORTING RECORDS Sorting within Calc arranges the cells in a sheet using the sort criteria that you specify. Several criteria can be used and a sort applies each criteria consecutively.

7 7 SORTING RECORDS Sorting within Calc arranges the cells in a sheet using the sort criteria that you specify. Several criteria can be used and a sort applies each criteria consecutively. Sorts are useful when you are searching for a particular item and become even more useful after you have filtered data. Also, sorting is useful when you add new information to a spreadsheet. When a spreadsheet is long, it is usually easier to add new information at the bottom of the sheet, rather than adding rows in their correct place. After you have added information, you can then sort the records to update the spreadsheet. To sort cells in a spreadsheet using the Sort dialog 1) Select the cells to be sorted. 2) Go to Data > Sort on the menu bar to open the Sort dialog. Make sure the Sort Criteria page is open. Select the sort criteria from the drop-down lists.

8 8 3) Select either ascending order (A-Z, 1-9) or descending order (Z-A, 9-1). 4) Click OK and the sort is carried out on your spreadsheet.

9 FORMULAS AND FUNCTIONS Creating formulas You can enter formulas in two ways, either by using the Function Wizard, or by typing directly into the cell or into

Calc automatically adds the = symbol for the formula, when starting with the + or _ character.

9 9 FORMULAS AND FUNCTIONS Creating formulas You can enter formulas in two ways, either by using the Function Wizard, or by typing directly into the cell or into the input line. A formula must begin with an = symbol, so when typing in directly, you need to start a formula with one of the following symbols: =, + or. Calc automatically adds the = symbol for the formula, when starting with the + or _ character. Starting with anything else causes the formula to be treated as if it were text. To get the sum of numbers 15 and 46, you can use simple calculation or calculation by reference. Simple Calculation in 1 Cell Calculation by Reference

10 10 Arithmetic operators The addition, subtraction, multiplication and division operators return numerical results. The Negation and Percent operators identify a characteristic of the number found in the cell, for example -37. The example for Exponentiation illustrates how to enter a number that is being multiplied by itself a certain number of times, for example 2 3 = 2*2*2. Arithmetical operators Operator Name Example + (Plus) Addition =1+1 (Minus) Subtraction =2 1 (Minus) Negation 5 * (asterisk) Multiplication =2*2 / (Slash) Division =10/5 % (Percent) Percent 15% ^ (Caret) Exponentiation 2^3 To get the sum of the of the sales in the given example, click the function

Built-in Functions SUM Function =Sum (first value, second value, etc.

11 11 Look at the given output shown below. It automatically created the formula to get the total sales. Built-in Functions SUM Function =Sum (first value, second value, etc.) used to compute the total of all items in the specified range. Example: To add the cells in B1 to B4. Type the formula: =sum(a1:a4). The answer is 6581.

12 AVERAGE FUNCTION =Average (first value, second value, etc.) used to get the average of the items in the range. Example: To get the average of the cells in A1 to A4.

12 12 AVERAGE FUNCTION =Average (first value, second value, etc.) used to get the average of the items in the range. Example: To get the average of the cells in A1 to A4. Type the formula: =average(a1:a4). The answer is COUNT FUNCTION =Count(first value, second value, etc.) used to count the values found in the range which contains number data.. Example: To count the number of entries in cells in column B. Type the formula=count(b3:b11). The answer is 9.

13 13 COUNTA FUNCTION =CountA(first value, second value, etc.) used to count the values found in the range which contains number data or text data.. Example: To count the number of entries in cells in column A. Type the formula: =COUNTA(A3:A11) The answer is 9.

14 =MAX Function =Max(first value, second value, etc) used to get the largest value in the range. Example: To get the largest value in cells B3 to B11. Type the formula: =MAX(B3:B11).

14 14 =MAX Function =Max(first value, second value, etc) used to get the largest value in the range. Example: To get the largest value in cells B3 to B11. Type the formula: =MAX(B3:B11). The answer is =MIN Function =Min(first value, second value, etc.) used to get the smallest value in the range. Example: To get the smallest value in cells B3 to B11. Type the formula:=min(b3:b11). The answer is 2301.

15 15 =IF Function =IF(logical test, value if true, value if false) used to check if the logical test of a statement and return one value if true and a different value if false. Example: To get the remarks of the grade of Atienza, Michael, type the formula =IF(B3>=75,"Passed","Failed"). The answer is Passed. To get the remarks of the other students, just copy the formula.

16 16 Lookup Function Lookup Function searches for values in a column or row in a table. The V in VLOOKUP stands for vertical (column). Using VLOOKUP is similar to looking up a person's name in a telephone book to get a telephone number. This is the formula: VLOOKUP(lookup_value,table_array,col_index_num,range_lookup) lookup_value is the value you re looking for, in this case, the percentage grades in column B; table array defines a separate table you create to hold values for each lookup_value; col_index_num holds a value that tells the function where to look in the lookup table; and range_lookup is the optional parameter for telling the function what to do when it finds a match or doesn t.

17 17 formula: In this example, you want to get the remarks of the percentage grade. Type the =VLOOKUP(B3,$F$3:$G$10,2,) Look-up Table Here, B3 is the cell address of the first percentage grade in the table (95). $F$3:$G$10 describes the table with the grades (the dollar signs are used to keep them from shifting when we copy the VLOOKUP command to other cells.) The 2 means to use column 2 of our lookup table.