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Chapter4:SpreadsheetsinCalc
WhenmakingadBaseimport,adialogueopenfromwhichtochoosethecharactersetof
thefile.Forexample,insomelanguages,databasescreatedunderDOSusedifferent
charactersthanthoseusedindatabasescreatedunderWindows®.ThedBaseIVformat
usesCodepage437(US).
4. AfterconfirmingthisdialoguewithOK,thedatabasefileisloadedintheCalcspreadsheet
document.
Thefirstrowprovidesinformationonthetypeandlengthoftheindividualdatafields.This
informationiscontainedasdBaseheaderinthefile.(WhensavingaCalcsheetwiththefile
typedBase,thefirstrowofdataisusedtocreatetheheaderinformation.)
Beforeworkingonthedatainthespreadsheet,wewouldliketointroducethesecondmethod
fortransferringselectedrecordsfromthedatasourceviewtotheCalcspreadsheet.
DraggingandDroppingCopiesintoSpreadsheets
Thismethodworkswithallformats,andusershavethechoiceoftransferringalloronly
selectedrecordsintothespreadsheetdocument.Tousethismethod,logintothedatasource
inCalc.
1. ChooseTools>DataSources.
2. TheDataSourceAdministrationdialogueopens.
3. ClickNewDataSource.
4. IntheDatabasetypefield,selectdBasetologintoadBasedatabase.
5. Clickthe“...”button
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Chapter4:SpreadsheetsinCalc
6. Selectthefoldercontainingthedatabasefile(s)in*.dbfformat.
7. ClickOK.
8. IntheNamefield,enteranametobedisplayedforthedatasource.
9. ClickApply.
10.ClicktheTablestab.Putacheckmarknexttothenamesofthetable(s)neededinthedata
sourceview.
11.ClickOK.
12.Openthedatasourcebrowser(F4).
13.Clickontheplus(+)signnexttoTablestoviewtheexistingtablesinthedatabase.
14.InadBasedatabase,each*.dbffileinthedirectoryisatableofitsown.
15.Clickthenameofthetable.Therecordsaredisplayedinthedatasourcebrowser.
Selecttherecordsandinsertthemintothespreadsheet.
1. Tomanuallyselectarecord(s)fortransferintothespreadsheet,clicktherowheaderofthe
record(thegrayfieldwithouttextattopleft).Clickthefirstandlastrecordrowheadersof
acontinuousrangeofrecordswhilepressingtheShiftkeytoselecttherange,orhold
downtheCtrlkeyandclickthedesiredrecordsindividually.
2. Dragtheselectedrecordstotherowheadersinthesheetwheretherecordsaretobe
inserted.Thenreleasethemousebutton.
Toautomaticallytransferonlyspecificrecordsfromalargedatabaseintothespreadsheet,use
thefiltersinthedatasourcebrowser:
1. Setthecursorinthedatafieldwhichcontainsthedata(shouldbethesameinallfiltered
records).Forexample,tofilteronlyrecordsthathaveMainStreetintheiraddress,
placethecursorinafieldcontainingMainStreet.
2. ClicktheAutoFiltericon.
3. Nowonlytherecordscontainingtheprecisetext,MainStreet,arevisible.
4. SelecttheMainStreetrecords.Forexample,usingtheShiftkeyasdescribed
above,dragtheselectedrecordsintothespreadsheetdocumentandreleasethemouse
buttonatthepointwherethefirstfieldshouldbeinserted.
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Chapter4:SpreadsheetsinCalc
EvaluatingDataWithCalc
Calcprovidesseveralpowerfultoolsforevaluatingdata.TheDataPilothelpsproduceany
kindofsub­evaluationofthedataasaseparatespreadsheet.WiththeDataPilot,analyzingthe
datathoroughlyismadeeasyviaconsolidation,GoalSeekandmultipleoperations.
DataPilot
TheDataPilothelpstoanalyzeandassessdatathathasalreadybeenentered.
Itallowstheuser,fromoneandthesamevalue,togeneratereportsasafunctionofthepoint
ofviewthatismostprominent.
Imagineadataanalysistablecontainingacompany'ssalesfigures,notonlyforspecific
productgroups,butalsoforbranchesandyears.UsetheDataPilottoquicklyfindthedata
whichisinterestingandpertinenttocurrentrequirements.
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Chapter4:SpreadsheetsinCalc
WhatuseistheDataPilot?
AtablethathasbeencreatedwiththeDataPilotisaninteractivetable,i.e.datacanbe
arranged,rearrangedorsummarizedaccordingtodifferentpointsofview.Thisfunctionality
isespeciallyusefulforSalesControl.Ontheonehanditmaybeimportanttoviewthe
turnoverfiguresatregularintervalswhile,ontheother,itmayberelevanttoanalyzesales
figuresonaregionalbasis.
CreatingDataPilotTables
1. Selectthedatarangeofatabletogetherwiththerowandcolumnheadings.
2. ChooseData>DataPilot>Start.ThedialogueSelectSourceappears.
3. SelecttheoptionCurrentselection.
4. confirmwithOK..
5. ThecolumnheadingsofthetablewillbeshownasbuttonsintheDataPilotdialogue,
whichcanthenbepositionedviadraganddropasrequiredinthelayoutareasColumn,
RowandData.
6. Dragtherequiredfieldsintooneofthethreeareas.Thefieldwillbedroppedaccordingly.
IfthebuttonisdroppedintheDataareaitwillbegivenacaptionthatalsoshowstheformula
thatwillbeusedinthedatarangetocreatethedata.
Double­clickingononeofthefieldsintheDataareacallsuptheDataFielddialogue.
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Chapter4:SpreadsheetsinCalc
Usethisdialoguetoselectthefunctionstobeusedfordisplayingthedatainthedataarea.To
makeamultipleselection,presstheCtrlkeywhileclickingthefunctions.
Theorderofthebuttonscanbechangedatanytimebysimplymovingthemtoadifferent
positionintheareawiththemouse.
Replaceabuttonbydraggingittotheotherbuttons.
Whendouble­clickingoneofthebuttonsintheRoworColumnarea,theDataField
dialogueappears.Here,selectifandtowhatextentCalcshouldcalculateanddisplay
subtotals.
ExittheDataPilotbypressingOK.AFilterbuttonwillnowbeinsertedintothetable—the
defaultpositionisundertheselectedareaandtwolinesfurtherdowntheDataPilottable
isinsertedwithaboldoutline.
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Chapter4:SpreadsheetsinCalc
SelectingDataPilotOutputRanges
ClickthebuttonMoreintheDataPilotdialogue.Thedialoguewillbeextended.Selecta
namedareafromthelistboxResultstointowhichtocreatetheDataPilottable.Ifthe
requiredoutputareadoesnothaveaname,enterthecoordinatesoftheupperleftcellofthe
areaintothefieldtotherightofthelistboxResultsto.Clickingontheappropriatecellwith
themousealsoentersthecoordinates.
ByactivatingthecheckboxIgnoreemptyrows,thesewill,then,notbetakenintoaccount
whentheDataPilottableiscreated.
IfthecheckboxIdentifycategoriesisactivated,thecategorieswillberecognizedbymeans
oftheirheadingsandassignedaccordinglywhentheDataPilottableiscreated.
EditingDataPilotTables
ClickoneofthebuttonsinthetablethattheDataPilothascreatedandholdthemousebutton
down.Aspecialsymbolappearsnexttothemousepointer.
Draggingthebuttontoadifferentpositionintherowalterstheorderofthecolumns.Ifa
buttonfromtherowtotheleftedgeofthetableisdraggedintothelineheadingsarea,a
columncanbechangedintoarow.Themousepointeraltersitsappearancefromtheiconfor
acolumnheadingtothatofalineheading.
Toremoveabuttonfromthetable,justdragitoutofthetable.Releasethemousebutton
whenthemousepointerbecomesanotallowedicon.Thebuttonis,thus,deleted.
Note:Double­clickingonthenameofatableelementhidesorshowsthemergedelementsbelowit.
FilteringDataPilotTables
AlthoughtheDataPilottablesareusuallycreatedaccordingtouserrequirements,theremay
beoccasionswhennotallofthedataprovidedbythetablesisofinterest.Ifthisshouldbethe
case,filtersshouldbeusedthatapplyconditionstothedatasuchthatiftheconditionsarenot
mettheexcessdataisremovedfromthetables.
ClicktheFilterbuttoninthesheettocalluptheentrymaskforthefilterconditions.The
Filterdialoguewillappear.Thisdialogueprovidesdifferentcriteriawhichcanbeusedfor
selectingdata.
UpdatingDataPilotTables
Ifthedataofthebasetablehaschanged,Calcrecalculatesthetablestobringtheanalysisup­
to­date.Herearethestepstoaccomplishtorecalculatethetables:
1. Clickwiththerightmousebuttonononeofthebuttonfields
2. ChoosetheRefreshentryorchooseData>DataPilot>Refresh.
DeletingDataPilotTables
TodeleteaDataPilottable,selectanycellintheanalysistable,thenchooseData>
DataPilot>Delete.
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Chapter4:SpreadsheetsinCalc
ConsolidatingData
Duringconsolidation,thecontentsofthecellsfromseveralsheetswillbecombinedinone
place.Chooseafunctionsothat,forexample,displaysthesum,thestandarddeviationorthe
varianceofthedata.
1. Openthedocumentthatcontainstheareastobeconsolidated.
2. ChooseData>ConsolidatetoopentheConsolidatedialogue.
3. FromtheSourceDataArealistbox,selectanareaasastartingpointtoconsolidatewith
otherareas.
4. Iftheareaisnotnamed,clickinthefieldnexttotheSourceDataArea.Ablinkingtext
cursorappears.Typeareferenceforthefirstsourcedataareaorselecttheareainthesheet
withthemouse.
5. ClickAddtoinserttheselectedareaasaConsolidationArea.
6. SelectadditionalareasandclickAddaftereachselection.
7. SpecifywheretodisplaytheresultbyselectingatargetareafromtheCopyresultstolist
box.
8. Ifthetargetareaisnotnamed,clickinthefieldnexttoCopyresultstoandenterthe
referenceofthetargetarea(orthetopleftcellinthetargetarea).Alternatively,selectthe
areausingthemouseorsimplypositionthecursorinthetopleftcellofthetargetarea.
9. Selectacalculationrulefordetermininghowthevaluesoftheconsolidationareasshould
belinked.Thesumfunctionisthedefaultsetting.
10.ClickOKtoconsolidatethearea.
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Ifanewsheet,independentfromthesourceareas,shouldnotbecreated,butretaininglinks
tothesourceareasorconsolidatingareasinwhichtheorderofrowsorcolumnsvariesis
preferred,,clicktheMorebuttonintheConsolidatedialogue.
1. SelectLinktoSourceDatatoinsertonlytheformulaethatgeneratetheresultsinthe
targetarea,ratherthantheactualresults.Withlinkeddata,anyvaluesmodifiedinthe
sourceareaareautomaticallyupdatedinthetargetarea.Thecorrespondingcellreferences
inthetargetareaareinsertedinconsecutiverows,whichareautomaticallyorderedand
thenhiddenfromview.Onlythefinalresult,basedontheselectedcalculationrule,is
displayed.
2. UnderConsolidatebydothefollowing:
a) SelecteitherRowLabelsorColumnHeadersifthecellsofthesourceareaaretobe
consolidatedaccordingtoamatchingrowlabelorcolumnheaderratherthantothe
identicalpositionofthecellinthearea.
Toconsolidatebyroworcolumnheaders,thetextmustbecontainedintheselected
sourceareas,orincludedintheselectionwiththemouse.
Thedatafromtheconsolidationandtargetareasissavedwhenthedocumentissaved.
Openingadocumentlater,inwhichconsolidationhasbeendefined,thisdatawillagainbe
available.
Note:Thetextintheheadersorlabelsmustbeidentical,sothatrowsorcolumnscanbeaccuratelymatched.Ifthe
roworcolumnlabeldoesnotmatchanythatexistinthetargetarea,itwillbeappendedasanewroworcolumn.
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ApplyingGoalSeek
WiththehelpofGoalSeekonecancalculateavaluethat,aspartofaformula,leadstothe
resultspecifiedfortheformula.Thustheformulaisdefinedwithseveralfixedvaluesandone
variablevalueandtheresultoftheformula.
GoalSeekisbestillustratedbymeansofanexample.
Tocalculateannualinterest,createatablewiththevaluesforthecapital(C),numberof
years(n),andinterestrate(i).Theformulais:I=C*n*i/100
Note:Formulacanalsobeenteredusingthevariablenames:
Interest=Capital*Year*
Interestrate/100.
Inthisexample,theinvestmentcapitalof$150,000andaninterestrateof7. 5%is
calculatedtoresultinannualinterestincomeof$11,250.(Thecellsareformattedafter
calculation:A5andE5ascurrency,andC5aspercent.Thecellwidthisadjusted
automatically.)
Foreaseofuse,assignnamestocellssothattheycanbeusedintheformula.
NamingCells
Usingtheexamplegraphicabove:
1. SelectcellA5intheexample
2. SelectInsert>Names>Define.TheDefineNamesdialogueappears.
3. EnterthenameCinthetextfield.Atthebottomofthedialogue,thereference:
$Sheet 1.$A$5isdisplayed.
4. Double­checkforaccuracy.
5. ClickAdd.
6. Inthenextfield,enterani,setthecursorincellB5.
7. ClickAdd.
8. Next,enterannintheemptyfield,setthecursorincellC5,
9. ClickAdd.
10.ClosethedialoguewithOK.
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11.NowentertheformulainE5usingthevariables=C*n*iinsteadof=A5*B5*C5.
StartGoalSeek
Assumeaninterestrateof7.5%andthatthenumberofyears(1)willremainconstant.
However,theusermaywanttoknowhowmuchmoreorlessinvestmentwouldbeneededto
attainaparticularannualreturn.Forexample,calculatehowmuchcapitalwouldberequired
foranannualreturnof$15,000byperformingthefollowingsteps:
1. PlacethecursorincellE5.
2. SelectTools>GoalSeekandtheGoalSeekdialogueappears.
3. Thecorrectcell,(E5),shouldalreadybeenteredinthefieldFormulaCell.
4. PlacethecursorinthefieldVariableCell.
5. Inthesheet,clickinthecell(A5)thatcontainsthevaluetobechanged.
6. Entertheexpectedresultoftheformula(i.e.,thedesiredvalue)underTargetValue.In
thisexample,thevalueis15,000.
7. ClickOK.
8. AdialogueappearswiththeresultoftheGoalSeek.Theresultisprovidedforuseas
desired.Iftheresultshouldbeused,clickYestoentertheresultincellA5.
ApplyingMultipleOperations
MultipleOperationsinColumnsorRows
Ifthedataofadatarangeisoneabovetheother(forcolumns)ornexttoeachother(for
rows),selectthedatarangetogetherwiththecellorcellrangenexttoorbelowitasthetarget
range.IntheColumn/Rowfield,enterthecellreferencetothefirstcellinthedatarange.In
theFormulafield,enterthecellreferencetothecellwiththeformulathatappliestothedata
range.
Examples
Thecompanyproducestoyswhichsellfor$10each.Eachtoycosts$2tomake,inaddition
towhichtherearefixedcostsof$10,000perannum.Howmuchprofitwillbemadeinayear
ifaparticularnumberoftoysaresold?
Considerthefollowingtable:
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