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Chapter4:SpreadsheetsinCalc
CalculatingWithOneFormulaandOneVariable
1. Openanewspreadsheetforthistutorial.
2. Tocalculatetheprofit,firstenteranynumberasthequantity(itemssold)>inthis
example2000.Theprofitisfoundfromtheformula
Profit=Quantity*(Selling
price­Directcosts)­Fixedcosts
.EnterthisformulainB5.
3. IncolumnDentercertainannualsalesoneundertheother,e.g.instepsof500from500
to5000.
4. HighlighttherangeD2:E11,andthusthevaluesincolumnDandtheemptycells
alongsideincolumnE.
5. ChooseData>Multipleoperations.
6. Withthecursorintheformulaefield,clickcellB5.
7. SetthecursorintheColumnfieldandclickcellB4.ThismeansthatthequantityinB4
isthevariableintheformulawhichisreplacedbythehighlightedcolumnvalues.
8. ClosethedialoguewithOK.
9. ProfitwillbedisplayedincolumnE.
CalculatingwithSeveralformulaeSimultaneously
1. Usethespreadsheetcreatedabove/
2. DeletecolumnE.
3. Enter=B5/B4inC5:.Thiscalculatestheannualprofitperitemsold.
4. SelecttherangeD2;F11.i.eallthreecolumns.
5. SelectData>MultipleOperations.
6. Withthecursorintheformulaefield,markcellsB5throughC5.
7. SetthecursorintheColumnsfieldandclickcellB4.
8. ClosethedialoguewithOK.
9. ProfitwillbedisplayedincolumnEandtheannualprofitperitemincolumnF.
MultipleOperationsAcrossRowsandColumns
Calcallowsjointmultipleoperationsforcolumnsandrowsin,so­called,cross­tables.The
formulacellhastorefertoboththedatarangearrangedinrowsandtheonearrangedin
columns.Selecttherangedefinedbybothdatarangesandcallthemultipleoperation
dialogue.EnterthereferencetotheformulaintheFormulafield.TheRowfieldisusedto
enterthereferencetothefirstcelloftherangearrangedinrowsandtheColumnfieldthe
firstcelloftherangearrangedincolumns.
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Chapter4:SpreadsheetsinCalc
CalculatingwithTwoVariables
ConsidercolumnsAandBofthesampletableabove.Nowtryvaryingnotonlythequantity
producedannually,butalsothesellingprice,andcalculatetheprofitineachcase.
ExpandthetableshownabovesothatD2throughD11containthenumbers500,1000and
soon,upto5000.InE1throughH1enterthenumbers8,10 ,15and20.
A
B
C
D
E
1
Sellingprice
10
8
10
2
Directcosts
2
500
­7000
­6000
3
Fixedcosts
10000
1000
­4000
­2000
4
Quantity
2000
1500
1000
2000
5
Profit
=B4*(B1>B2)>B3
2000
2000
6000
1. HighlighttherangeD1:H11.
2. SelectData>MultipleOperations.
3. Withthecursorintheformulaefield,clickcellB5.
4. SetthecursorintheRowsfieldandclickcellB1.ThismeansthatB1,thesellingprice,is
thehorizontallyenteredvariable(withthevalues8,10,15and20).
5. SetthecursorintheColumnfieldandclickinA1.ThismeansthatB4,thequantity,isthe
verticallyenteredvariable.
6. ClosethedialoguewithOK.
7. SeeprofitsintherangeE2:H11.Insomecases,pressing(F9)isneededtoupdatethe
table.
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Chapter4:SpreadsheetsinCalc
UsingScenarios
Scenariosareimportantaidsformakingnumbersthataredependentoneachotherandtheir
resultingcalculationsvisible.
Modifyspecificbasicrequirementsinthetableandseethenewresult.Nameascenario,
createdinthismanner,andcompareitwithotherscenarios.
UsingReady­MadeScenarios
Ifthesamplesfromhttp://www.pathtech.org/OpenOffice.org/templates/
areinstalled,choose
oneoftheready­madeexamplescenarioswithwhichtowork.
1. ChooseFile>New>TemplatesandDocumentsandfromthedialogueopenthe
Samples.
2. Openthespreadsheetexamplestoseethespreadsheetdocumentsavailable.
3. Double­clickthedocumentwithRecarinthename.
Thisisasamplespreadsheetinwhichseveralscenarioshavebeencreated.
Areasinwhichthescenariosthatdifferbyinitialvaluesarelocatedaresurroundedby
frames.Selecttheappropriatescenariointhelistboxappearingatthetopofeveryframe.
ScenarioscanalsobeselectedintheNavigator:
1. OpentheNavigatorwiththeF5keyortheNavigatoriconontheStandardtoolbar.
2. ClicktheScenariosiconintheNavigator(theiconwiththequestionandexclamation
marks).
IntheNavigator,seethedefinedscenarioswiththecommentsthatwereenteredwhenthe
scenarioswerecreated.
CreatingPersonalScenarios
Assumingthatthespreadsheetusedintheprevioussectionisavailable,createascenarioby
selectingallthecellsthatprovidethedataforthescenario.Forexample,createanadditional
scenariocalledHighDollarRateusingthefollowingsteps:
1.Selectthecellsthatarealreadyhighlightedbytheframeoftheexistingscenario.
Remember,multiple­selectcellsthatarenotcontiguous,i.e.thataredistributedacrossthe
table,mayalsobeselected.Toselectmultiplecells,holddowntheCtrlkeyaseachcellis
clicked.However,Inthiscase,simplyselecttherangeF 18:F23.
2.ChooseTools>Scenarios....TheCreateScenariodialogueappears.
3. EnterHighDollarRateasthenameofthescenarioandleavetheotherfieldsat
theirdefaultvalues.
4. ClosethedialoguewithOK.Thenewscenarioisautomaticallyactivated.
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Chapter4:SpreadsheetsinCalc
4.Changeanyvaluesintheframestothevaluesthataretoapplytothenewscenario.Inthis
case,modifythedollarrateandallothervaluesthatcouldbeaffectedbyit,i.e.economic
growthandsalesprices.Aschangesaremade,momentslatertheresultsfromtheseoperating
figuresaredisplayed.
Todiscoverwhichvaluesinthescenarioaffectothervalues,chooseTools>Detective>
TracktoDependents.Arrowsappearthatpointtothecellsthataredirectlydependentonthe
currentcell.
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Chapter4:SpreadsheetsinCalc
ValidityofCellContents
Foreachcelltheusercandefine,inadvance,whattypeofcontentswillbevalidforthiscell.
Thiswillmakeiteasierforotheruserstoemploythesesheetscorrectly.
Thevalidityruleisactivatedwhenanewvalueisentered.Ifaninvalidvaluehasalready
beeninsertedintothecell,orifavalueisinsertedinthecelleitherwithdraganddroporby
copyingandpasting,thevalidityrulewillnottakeeffect.Todetermineanddisplaywhich
cellscontaininvalidvalues,chooseTools>Detectiveatanytimeandselectthecommand
MarkInvalidData.
AdditionaldetailsaboutDataValiditycanbefoundintheOpenOffice.orgHelp.
UsingCellContentsValidity
1. Selectthecellsuponwhichtodefineanewvalidityrule.Whereneeded,selectmultiple
cellsbyclickingonallrespectivecellswhileholdingdowntheCtrlkey.
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Chapter4:SpreadsheetsinCalc
Thevalidityruleisacomponentofthecellformat.Tocopythevalidityruletoothercells,
chooseEdit>CopyandEdit>PasteSpecial,andselectFormat.
2. SelectData>Validation....TheDataValidationdialogueappears.
3. OntheValuestabpage,entertheconditionsfornewvaluesenteredintocells.Values
alreadyenteredwillnotbeaffected.
4. InthefieldAllow,AllValuesisselectedbydefault.Thismeansthatthereareno
restrictions.Asneeded,chooseoneoftheotheroptions:WholeNumber,Decimal,
Date,Time,andTextLength.
5. Thischoicesetsthefirstcondition.Bychoosing,forexample,WholeNumbers,values
suchas12.5arenotallowed,eveniftheysatisfytheotherconditions.
ChoosingDateallowsdateinformationbothintheform1/1/97aswellasintheform
ofaserialdate.Similarly,theTimeconditionpermitstimevaluesas12:00orserial
timenumbers.TextLengthstipulatesthatcellsareallowedtocontaintextonly.
6. AftersettingthefirstconditionunderAllow,selectthenextconditionunderData.
Accordingtowhatischosen,additionaltextfields(Value,MinimumandMaximum)
mayappeartofurtherspecifythecondition.
7. Afewpossibleconditionsresultingfromthisregistercouldbeasfollows:
Integergreaterthan1,Decimalbetween10and12.5,Dateearlierthanorequalto
1/1/2000,Timenotequalto00:00,Textwithalengthofmorethan2characters.
Aftertheconditionsforcellvalidityhavebeendetermined,ifanyvaluesaresubsequently
enteredwhichdonotmeettheconditions,Calcdisplaysawarningmessage.Fillouttheother
twotabsinthedialoguetospecifymoredetailedmessagestoaidauserworkingwitha
spreadsheet.
OntheInputHelptabpage,enterthetitleandthetextofthetip,whichwillthenbe
displayedifthecellisselected.
OntheErrorAlerttabpage,selecttheactiontobecarriedoutintheeventofanerror.
IfStopisselectedastheaction,invalidinputsarenotaccepted,andthepreviouscell
contentswillberetained.
SelectWarningorInformationtodisplayadialogueinwhichtheentrycaneitherbe
cancelled(thecellvaluewillberetained)oraccepted(evenifthenewvalueviolatesthe
validityrule).
IfMacroisselected,thenspecifythemacrotobecarriedoutintheeventofanerrorvia
theBrowsebutton.
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Chapter4:SpreadsheetsinCalc
Samplemacro:
FunctionExampleValidity(CellValueasString,TableCellasString)
Dimmsgasstring
msg=Invalidvalue:&'”&CellValue&'"
msg=msg&intable:&'”&TableCell&'"
MsgBoxmsg,16,"Errormessage"
EndFunction
Note:AfterchangingtheactionforacellontheErrorAlerttabpageandclosingthedialoguewith
OK
,another
cellmustbeselectedbeforethechangetakeseffect.
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Chapter4:SpreadsheetsinCalc
PrintingorExportingSpreadsheets
Therearemanyprintoptionsforputtingspreadsheetsonpaper.Anotherwayofdistributing
dataistopublishitontheInternetinHTMLformatorasPDFfiles.
PrintingSheetDetails
Whenprintingasheetonecanselectwhichdetailsaretobeprinted:
Rowandcolumnheaders
Sheetgrid
Notes
Objectsandgraphics
Charts
Drawingobjects
formulae
Tochoosethedetailsproceedasfollows.
1. Selectthesheetforprinting.
2. ChooseFormat>Page.
Thiscommandisnotvisibleoravailableifthesheetwasopenedwithwriteprotectionon.
Inthatcase,clicktheEditFileiconontheStandardtoolbar.
3. SelecttheTabletab.InthePrintareamarkthedetailstobeprinted
4. ClickOK.
5. Printthedocument.
DefiningNumberofPagesforPrinting
Ifasheetistoolargeforasingleprintedpage,Calcprintsthecurrentsheetevenlydivided
overseveralpages.Sincetheautomaticpagebreakdoesnotalwaystakeplaceintheoptimal
position,usersmaydefinethepagedistributionthemselves.
1. Gotothesheettobeprinted.
2. ChooseView>PageBreakPreview.
3. Thisdisplaystheautomaticdistributionofthesheetacrosstheprintpages.The
automaticallycreatedprintrangesareindicatedbydarkbluelines,anduser­definedones
bylightbluelines.Thepagebreaks(linebreaksandcolumnbreaks)aremarkedasblack
lines.
4. Thebluepagebreaklinescanbemovedusingthemouse.Lookforfurtheroptionsinthe
Contextmenu,includingaddinganadditionalprintrange,removingthescalingand
insertingadditionalmanuallineandcolumnbreaks.
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Chapter4:SpreadsheetsinCalc
PrintingSheetsinLandscapeFormat
InordertoprintasheetuseoneofthenumberofinteractiveoptionsavailableunderView>
PageBreakPreview.Tomakeahardcopyinlandscapeformat,proceedasfollows:
1. Gotothesheetforprinting.
2. SelectFormat>Page.
Thiscommandisnotvisibleifthesheethasbeenopenedwithwriteprotectionon.Inthat
case,clicktheEditfileiconontheStandardtoolbar.
3. SelectthePagetab.
4. SelecttheLandscapepaperformat
5. ClickOK.
6. ChooseFile>PrinttoopenthePrintdialogue.
Dependingontheprinterdriverandtheoperatingsystem,itmaybenecessarytoclickthe
Propertiesbuttonandtochangetheprintertolandscapethere.
InthePrintdialogueunderPrintrange,selectthepagestobeprinted:
All>Allsheetswillbeprinted.
Pages>Enterthepagestobeprinted.Thepageswillalsobenumberedfromthefirst
sheetonwards.Ifonesees,inthePageBreakPreview,thatsheet1willbeprinted
on4pagesandonlythefirsttwopagesofsheet2,enter5­6here.
Selection>Onlytheselectionwillbeprinted.Ifcellsareselected,theseareprinted.If
nocellsareselected,allthosesheetswhosenames(atthebottomonthesheettabs)are
selectedwillbeprinted.BypressingCtrlwhileclickingasheetnamethisselection
maybechanged.
IfunderFormat>Printrangetheuserhasdefinedoneormoreprintranges,onlythe
contentsoftheseprintrangeswillbeprinted.
PrintingRowsorColumnsonEveryPage
Supposeasheetissolargethatitmustbeprintedonfourpages.Thepageswillbearranged
asfollows:
Page1
Page3
Page2
Page4
Thetoptworowsofthesheetshouldnotbeprintedonpages1and3,butshouldbethe
topmostrowsonprintpages2and4.ThefirstcolumnAshouldnotbeprintedonpages1
and2,butshouldbeonpages3and4.
1. SelectFormat>Printranges>EditandtheEditprintrangesdialogueopens.
2. ClicktheiconatthefarrightoftheRowstorepeatarea.
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Thedialogueshrinkssothatmoreofthesheetcanbedisplayed.
3. Selectthefirsttworowsand,forexample,clickcellA1anddragtoA2.
Intheshrunkendialoguetheuserwillsee$1:$2.Rows1and2arenowrowstorepeat.
4. ClicktheiconatthefarrightoftheRowstorepeatarea.Thedialogueisrestoredagain.
5. IfonealsowantscolumnAasacolumntorepeat,clicktheiconatthefarrightofthe
Columnstorepeatarea.
6. ClickcolumnA(notinthecolumnheader).
7. ClicktheiconagainatthefarrightoftheColumnstorepeatarea.
Note:Rowstorepeatarerowsfromthesheet.
8. Defineheadersandfooters,tobeprintedoneachprintpage,independentlyofthisvia
Format>Page.
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