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Chapter4:SpreadsheetsinCalc
SavingandOpeningSheetsinHTML
SavingSheetsinHTML
CalcsavesallthesheetsofaspreadsheettogetherasoneHTMLdocument.Atthestartofthe
HTMLdocumentaheadingandalistofhyperlinksareautomaticallyaddedwhichleadtothe
individualsheetswithinthedocument.
Numbersareshownaswritten.Inaddition,inthe<SDVAL>HTMLtagtheexactinternal
numbervalueiswrittensothattheexactvaluesareavailablewhenopeningtheHTML
documentwithWriter.
1.TosavethecurrentCalcdocumentasHTML,chooseFile>SaveAs.
2.IntheareawiththeotherCalcfilters,choosetheFiletypeHTMLDocument.
3.EnteraFilenameandclickSave.
OpeningSheetsinHTML
HTMLdocumentsmaybeopenedwithwrite­protectionenabled.Toeditaread­onlyHTML
document,clicktheEditFileiconontheStandardtoolbar.
OpenOffice.orgoffersvariousfiltersforopeningHTMLfiles,whichmaybeselectedviathe
File>OpendialogueintheFiletypefield(payparticularattentiontothearea,asthename
Webpagesisalwaysthesame):
OpeninWriter/WebfilterWebpagesorasdefaultwhichdoesnotrequireselectinga
filter.
AlltheoptionsofOpenOffice.orgWriter/Webarenowavailable,suchasShowHTML
source.
IntheOpenOffice.orgWriterfilteropenWebpages.
AlltheoptionsofWriterarenowavailable.However,pleasenotethatnotallediting
optionsthatWriterofferscanbesavedinHTMLformat.
IntheCalcfilteropenWebpages.
AlltheoptionsofCalcarenowavailabletotheuser.Again,notethatnotalloptionsthat
CalcoffersforeditingcanbesavedinHTMLformat.
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Chapter4:SpreadsheetsinCalc
formulaeandValuesasCSVFiles
CSVisanacronymfor“CommaSeparatedValues.”CSV­filesarepuretextfiles,which
containthecontentsofthecellsofatable/areaofaspreadsheet.Commas,tabs,spaces,
colonsorsemicolonscanbeusedasthefielddelimitersbetweenthecells.Textis
automaticallyputbetweeneitherquotationmarksorsinglequotes,asselected,while
numbersarewrittendirectly.
ExportingformulaeandValuesasCSVFiles
1. Selectthearea/tablethatistobewrittenasacsvfile.
2. Whereformulaearetobeexportedasformulae,e.g.intheform=SUM(A1:B5),proceed
asfollows:
a) ChooseTools>Options>OpenOffice.orgCalc>View.
b) UnderDisplay,checktheformulaefield.
c) ClickOK.
Toexportthecalculationresultsinsteadoftheformulae,donotmarkformulae.
3. ChooseFile>SaveastoopentheSaveasdialogue.
4. IntheFiletypefieldselecttheformatTextCSV.
5. EnteranameandclickSave.
a) FromtheExportTextdialoguethatappears,selecttherecordsandthefieldandtext
delimitersforthedatatobeexported.
b) ConfirmwithOK.
Caution:Ifthenumberscontaincommasasthedecimalseparatoror
thousandsseparator,donotselectthecommaasthefielddelimiter.Ifthetext
containsdoublequotationmarks,selectthesinglequotationmarkas
separatorandviceversa.
6. Ifnecessary,aftersavingthedocument,uncheckformulaeinordertoseethecalculated
resultsinthetableagain.
ImportingaCSVFile
1. ChooseFile>Opentobringupthedialogue.
2. IntheFiletypefield,selecttheformatTextCS V.
3. Selectthefilefromthelist.
4. ClickOpen.
Whenafilehasthe.csvextension,thefiletypeisautomaticallyrecognized.
5. TheImporttextfilesdialogueopens.
6. ClickOK.
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Chapter4:SpreadsheetsinCalc
7. IftheCSVfilecontainsformulaeasformulae,uncheckformulae(inTools>Options>
OpenOffice.orgCalc>View),sothatthecalculatedresultsarevisibleinthetable.
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Chapter4:SpreadsheetsinCalc
AutoFill
Copyingtext,valuesandothercellcontentstoaspreadsheetisveryeasilyusingthemouse.
Heretheuserneedstoconsiderafewspecialfeatures.Whenseveralvaluesarecopiedat
once,Calcformsalogicalseriesoutoftheinitialvalues,suchthat,ifcertaintextsareentered
thatareinsortlists,thelistwillbecontinuedaccordingly.
ApplyingSortLists
Bywayofexperiment,enterthetextJanorJanuaryinanemptycell.Selectthecelland
clickthemouseontheboxinthelowerrightcornerofthecellborder.Dragoverseveralcells
totherightordownwards.Uponreleasingthemousebutton,thehighlightedcellswillbe
filledwiththenamesofthemonths.
ThispredefinedseriescanbefoundunderTools>Options>OpenOffice.orgCalc/pen
>SortLists.Customlistscanalsobetailoredtolocalneeds,suchasalistofa
company'sbranchoffices.Theselistsarehandyforexpandingasheadingsandother
repetitivetasksbysimplyenteringthenameinthelistwithwhichtostartandthenexpanding
thisentrybydraggingasdescribedabove.
AutomaticRowFilling
1. Enteranumberinacell.
2. Withthemousedragthebottomrightcornerofthecelldownwards.
3. Whenthemousebuttonisreleased,thecellsselectedinthismannerarefilledwith
numbers.Thestartingnumberisincreasedby1ineachcase.
Iftwoormoreadjacentcellshavebeenselected,thatcontaindifferentnumbers,andtheseare
draggedtogether,anyrecognizablearithmeticpatternofthenumbersiscontinued.For
example,ifA1containsthenumber1andA2thenumber3,thenjointcopyingofthetwo
cellsbydraggingdownwardscausestheprogressiontocontinuewith5,7,9,11andsoon.
1. Firstselecttherangeinthetabletocompletelyfill.
2. SelectEdit>Fill>Rowtoopenthedialogue
3. Selectthetypeofprogression.e.g.
1. Select2asthestartingvalue,2astheincrementandgeometricprogressionasthe
progressiontype.
Inthiswayalistofthepowersof2isproduced.
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Thedialoguealsoallowsseriesofdatesandtimestobeautomaticallyfilledin.Forexample,
toinsertthefirstdateofeachmonthoftheyearasrowheaders,proceedasfollows:
1. Enteradate,e.g.,1/1/99intoacell(withoutquotationmarks).
2. Highlightthiscellandthe11cellsbelowit.
3. SelectEdit>Fill>Series.
4. Inthedialogue,selectDateandMonth.
5. ClickOK.
Thefirstdateofeachmonthautomaticallyappearsintheselectedcells.
ProtectingSheets
Topreventthevaluesenteredinasheetfrombeingmodifiedbyanotherperson,protectthe
sheet.Todothis,followthesesteps:
1. DisplaytheProtectSheetdialogue(Tools>ProtectDocument>Sheet).
2. Enterapassword,
3. ClickOK.
Likewisetheentiredocumentcanbeprotectedsothatitisonlypossibletoopenitby
enteringthepassword.
Allcellsinanewlycreatedspreadsheetdocumenthavetheprotectedattribute.This
attributecanbeturnedonandoffviatheCellProtectiontabpageoftheCellAttributes
dialogue,whichisopenedbychoosingFormat>CellsorviatheFormatCells...context
menucommand.
TheProtected”attributecanbesetorremovedforeachcellindividually.Inanycase,it
doesnottakeeffectuntiltheentiresheetand/ortheentiredocumentisprotected.Apply
thisprotectionusingTools>ProtectDocument>Sheet...orTools>ProtectDocument
>Document....
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While apasswordcanbeappliedforprotectingthesheetandthedocument,thisisnot
required.However,ifapasswordisset,thenprotectioncanonlyberemovedlaterby
enteringthecorrectpassword.Ifnopasswordisset,thereisstilleffectiveprotection
againstadocumentbeingaccidentallymodified.
Sheetprotectionpreventsmodificationofthecontentsofthisspecificsheet.Document
protectionpreventsthesheetsfrombeinginserted,deleted,resortedorrenamed.
Ifauserhasadocumentwithconfidentialdatathatshouldbeprotectedfrombeing
openedbyunauthorizedpersons,protectitwithapassword.Thepasswordmakesthis
protectionoftheentiredocumentdependentontheprotectionmechanismofcells,sheets
anddocumentsdescribedabove.Tosaveadocumentwithapassword,selectFile>Save
As...andchecktheSavewithPasswordcheckbox.
CreatingaReference
Ifauserwantstoinsertavalue,saytheresultofaprofitcalculation,intoanothersheetor
intoanotherspreadsheetdocument,areferencemustbecreated.
1. Selectthecellwheretoinserttheresult
2. Enter=.
3. Nextselectthecellthatcontainstheoriginalresult
4. PressEnter.
Thiscellcanalsobeincludedinanotherspreadsheetorinanotherfile.Theresultis
automaticallyinsertedintothereferencecellandisalsoupdatedwhenchangesaremade
later.
Thecontentofacellcanbedraggedtoacellinanotherdocument.Withthisaction,either
choosetotransferacopyofthecell,asitnowstands,intotheotherdocumentorcreatealink
sothattheotherdocumentalwaysreflectsthecurrentcontentofthecell.
Aftersettingallthenecessarypreferencesandchanges,savethedocumentandprintit.
FurtherInformation
Thedocumentbasedonthistemplateisprotected.Inordertomakemodificationsinthe
protectedcells,firstdisabletheprotectionviaTools>ProtectDocument>Spreadsheet.
Thismustbedoneindividuallyforeveryprotectedsheet,includingthehiddensheets.
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Insertinganote
Tokeepanote,perhapsremindingonetosellacertainsharelateron,selecttherelevantcell
andchooseInsert>Note.Ashadowedareainthedocumentappearsinwhichtoentertext.
Tomakethisnotevisibleallthetime,clickintherelevantcell(cellswithnoteshaveasmall
reddotinthecorner,provided"NoteIndicator”inTools>Options>OpenOffice.orgCalc
>Viewismarked),openthecontextmenuandchooseShowNote.Otherwise,oneonlysees
thenotewhenthemousepointerismovedontothecell.
Insertingasheetintoanotherdocument
Selectthecellrangeandcopyittotheclipboard(CopyiconontheStandardtoolbar).Open
thedocumentintowhichtoinsertthesheet(generallyatextdocument)andinsertthesheet
(Insertcommand).
Displayingformulae
Todisplaythereferencesinthespreadsheets,chooseTools>Options>OpenOffice.org
Calc>Viewandmarkformulae.Thebestwaytoexamineanindividualformulaistoclick
thecellcontainingtheformulaandthenclicktheWizard:Functionsiconontheformula
bar.
Usingprintranges
Printrangeshavebeenusedinthesampledocumenttoprintspecificallytargetedcells.
FreezingColumns
Selectthecolumntotherightofthecolumntobefrozen,sayalistofnames,byclickingon
thecolumnheader,andclickFreezeintheWindowmenu.Thismakesispossibletoscroll
horizontally,whiletheareatotheleftofthefreezelineremainsfixed.Thisfixesthedisplay
sothatthecolumncontainingthenamesisalwaysinview.Thisfunctionisespeciallyuseful
forlargesheets.
SplittingaCalcWindow
Sometimesausermayneedtoworkwithaspreadsheetinwhichtheactivedataisindifferent
rows.Scrollingupanddowncanbeinconvenient.Inthiscasesplittingthedisplaycanbean
advantage.Selectthecelltatwhichtosplitthedisplay,andclickSplitintheWindowmenu.
Thismakeispossibletoscrollverticallyineachofthesplitsections.Thisfunctioncanbe
especiallyusefulforlargesheets.
ConditionalFormatting
Withthisfunction,informationcanbedisplayedsimplybyenteringaletter.Forexample,if
thisisanemployeelist,usethisfeaturetoinstantlyfindoutifaparticularemployeeis
present,sick,oronvacation.
Todoso,usethefollowingsteps:
1. OpentheStylesandFormattingwindow(clicktheiconintheStandardtoolbar)
2. createthreeCellStyles.
3. FortheCellStyles,choosenamesthatcorrespondtotheinformationtoberepresented.In
thecaseoftheemployeelist,choose:Sick,VacationandPresent.
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4. ClickintheStylesandFormattingwindow,andopenthecontextmenuandclicktheNew
commandtoactivatetheCellStyledialogue.
5. OntheOrganize...tab,enterthewordSickandassignabackgroundcolourtotheCell
StylebywayoftheBackgroundtabpage.
6. ClickOK
7. RepeatthisprocessforthetworemainingCellStyles.
8. Now,usingthemouse,selecttherangetowhichtoapplytheconditionalformatting.
ChooseFormat>ConditionalFormattingtoopentheConditionalFormatting
dialogue.
9. ForCondition1define:Cellvalue>equals­“s”(s=sick).IntheCellStylelistbox,
selecttheStyleSick.
10.ForCondition2define:Cellvalue>equals­“v”(v=vacation).IntheCellStylelistbox,
selecttheStyleVacation.
11.ForCondition3define:Cellvalue>equal­“p”(p=present).IntheCellStylelistbox,
selecttheStylePresent.
Note:Theuseofquotationmarksisabsolutelynecessarytodefineconditions!
Uponenteringa“v”(withoutquotationmarks)inacellinthepreviouslyselectedareaand
pressingtheEnterorArrowkey,thecellwillbedisplayedinthedefinedcolour.
Note:Amaximumofthreeconditionsispossible.
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DefiningValidity
Toavoidinvalidentriesinaspreadsheet,defineavaliditycondition.Selectthecellstowhich
thevalidityconditionistoapply,andopentheValiditydialogue(intheDatamenu).Onthe
Criteriatab,definetheacceptableentrycriteria(inthisexample:Textlength,equaland1)
intheappropriatelistsandfields.
Next,clickontheErrorAlerttab.SelecttheoptionShowerrormessagewheninvalid
valuesareenteredandclickStopintheActionlistbox.UnderErrormessage,enteran
appropriatetext(e.g.On lyv(vacation),p(present),ors(sick)are
validentries.).
Ifauserweretonowentermorethanoneletterinthecorrespondingcellinthesheet,the
messagedefinedaboveappears.
CreatingInputHelp
UsingtheValiditydialogue,customhelpfunctionscanbecreatedforapreviouslyselected
area.SelecttheInputHelptabandchecktheboxShowinputhelpwhencellisselected.
Enteratitleintherespectivefield,andenterthehelptextinthefieldbelow.Thistextisthen
displayedasaHelptipfortheuser.
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LinkingSheetInformation
Theinformationcontainedinaschedulecanalsobeusedbylinkingittothevacation
accountsandautomaticallysubtractingusedvacationdays,forexample.
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