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Chapter4:SpreadsheetsinCalc
MultipleSheetsinaDocument
Attheloweredgeofthespreadsheetdocumenttherearetabsforswitchingamongthe
varioussheetsofadocument.Anew,emptyspreadsheetinitiallycontainsthreesheets,each
titledSheetX”whereXstandsforthenumbers1through3).
InsertingSheets
1. Usingthemouse,putthepointerinoneofthesheettabsatthebottomofthewindow.
2. RightclicktoopentheContextmenuforthecommandsgoverningeditingsheets.
3. ChoosingtheInsertcommand,openstheInsertsheetdialogue.
4. Selectthepositionandquantityofsheetstobeinserted
5. ClickOK.
RenamingSheets
1. Rightclickthetabofthesheetforrenaming,e.g.Sheet1”.
2. OpenthecontextmenuandchoosetheRenamecommand.
3. Adialogueboxappearsinwhichtoenteranewname.
4. Enteranewnameforthesheet
5. clickOK.
6. AlternativelyholddowntheAlt­keyandclickonanysheetnameandenterthenewname
directly.Asanalternative,thisfeaturemayornotworkwiththeinstalledwindow
manager.
Note:Thenameofasheetmayconsistonlyoflettersandnumbers.Spacesarealsopermitted.
Thenameofasheetisindependentofthenameofthespreadsheet.Enterthespreadsheet
namewhensavingitforthefirsttimeasafile.Thedocumentcancontainupto256
individualsheets,eachofwhich,canhavedifferentnames.
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Chapter4:SpreadsheetsinCalc
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Chapter4:SpreadsheetsinCalc
ValuesandFormulaeasCellContents
Individualcellscancontaintext,numbers,datesorformulae.Cellcontentsareveryeasily
specifiedormodifiedandthesemaybeupdatedatanytimebyrecalculatingtheformulae
withcurrentdata.
Valuesinspreadsheetsmeannumbers,dates,timesandresultsofformulae.Emphasize
valuesbymarkingValueHighlightingintheViewmenu.
Ifdesired,checkthisoptioninTools>Options>OpenOffice.orgCalc>View,inwhich
casethisfunctionwillapplypermanentlyforthecurrentdocumentandalldocumentscreated
inthefuture(other,alreadyexistingdocumentsretaintheirsettings).Ifthisfunctionis
enabled,numbersanddatesareautomaticallyshowninblue,andvaluesincellscontaining
formulaeinlightgreen.Textremainsinblack.IfValueHighlightingisnotmarked,usersare
freetochoosethecoloursandotherformattingofthecontentoftheirspreadsheets.
Textcanbeenteredinacellevenifitappearstobetoolongforthecell.Nowtryenteringa
verylongwholenumber.Ifthenumberistoolongtofitinthecell,theoverflowindicator
###.Bydoubleclickingtherighthandedgeoftheheadingofthiscolumn,thecolumnis
automaticallysettotheoptimalwidth.
Theboxatthebottomrightinthestatusbaralwaysdisplayshelpfulinformation.Ina
spreadsheet,thisboxcanbeusedtopermanentlydisplaythesumofallselectedcells.Other
valuesmayalsobedisplayed,suchasthemaximumvalueofallselectedcells.Usethe
contextmenutochangethevaluedisplayedinthisfield.Incaseofanerrorinthe
spreadsheet,thisfieldwillalsodisplayanerrormessage.
CalculatinginSpreadsheets
Thefollowingdemonstratesasimplepercentagecalculationthatcanbedoneina
spreadsheet:
1. PositionthecursorincellA3.
2. Enterthenumber150and
3. presstheEnterkey.ThecursorthenmovesdowntocellA4.
4. Enterthenumber16 incellA4.
5. PresstheTabkeythistimeratherthantheEnterkeyandthecursormovestotheright
tocellB4.
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Chapter4:SpreadsheetsinCalc
6. EnterthefollowingincellB4:
=A3*A4/100
Wheninputisstartedwithanequalssign,thisindicatesthataformulaisbeingentered
andtheformulawillbeseenintheinputlineoftheformulabar.
7. PressEntertofinishtheformula.
8. Theresultofthecalculationis(16percentof150)incellB4.
9. ClickoncellA3,enter200.
10.PresstheEnterkey,atwhichtime,thecalculationresultisautomaticallyadjusted.
11.ClickoncellB4.
12.ClickattheendoftheformulaintheinputlineoftheFormulabar.
13.Theblinkingtextcursorindicatesanewentrycanbemade.
14.Add“+A3”(withoutthequotationmarks)totheformula.
15.PresstheEnterkey.
16.ThenewlycalculatedvalueoftheformulaappearsincellB4:theprevious16 percentof
A3plusthecontentsofA3.
Thesestepsintroducethemostimportantstepsinworkingwithspreadsheets:creatingand
enteringformulae,enteringdata(textandnumbers),obtainingresults,modifyingsourcedata
orformulae,andhowtoviewresultsofnewdataorformulae.
Besidesthefourbasicarithmeticoperations,thereareotheroperators,nestedbrackets
andmanyotherfunctions.TheWizard:Functionsbuttonisausefulaidwhen
inputtingfunctions.
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Chapter4:SpreadsheetsinCalc
UsingBuilt­inFunctions
Calchasmanybuilt­infunctions,oneofwhichconvertEurostoanothercurrency,suchasthe
USdollar.Thefollowingprovidesanexampleofusingfunctionstoachieveagoal.
Note:AlistoffunctionsisavailablefromHelp>Contents>Index>Searchterm>functionlist;Calc.
1. Enteraformula(e.g.=4+5or=A3*A4/100)inacell.
2. Pressthe“Enter”key.
3. Theresultofthecalculationappearsinthecell.
However,functionscanalsobeenteredinaformula.Anexamplecouldbe=SIN(1),which
willgivearesultofsineofone(roundedtotwodecimalplaces).
1. Calchasseveralotherfunctions,too,andadditionalfunctionscanbeaddedusing
StarBasicorAddIns.Helphasasectionoutlininghowtodothis.Inmostcases
though,thestandardfunctionsprovidedintheprogramaresufficientformost
requirements.ThefunctionwiththeSyntaxCONVERT(arguments)isshownhereas
anexamplethatwillconvertasumof100GermanMarksintoEurosbyenteringthe
followingformulainacell:
=CONVERT( 100;"DEM";"EUR")
TheresultwillbethenumberofEurosper100GermanMarks.Thevalueforconversionis
alwaysstatedfirstwithintheparentheses.Itcanbeentereddirectly,asshown,orby
reference.Iftheamountis,forexample,incellD2,enterD2intheformulaasthefirstpartof
thefunction.Theremainingparametersofthefunctionnametheunitoftheamountandthe
unitintowhichitistobeconverted.Allthreepartsofthefunctionareseparatedfromeach
otherbysemicolons.
Thus,usingtheformula
=CONVERT(50;"EUR";"DEM")
,displaysthenumberofGermanMark
thatistheequivalentof50Euros.Totrythis,proceedasfollows:
Inannewspreadsheet,enterincolumnD,fromD2toD20anumberofUSDsums
1. DesignatecolumnEfromE2toE20asthecellsinwhichthesamesumsinEurosmust
appear.
2. ClickincellE2.
3. Enter
=CONVERT(
4. ClickincellD2.D2isnowdefinedasthefirstpartofthefunction.Thecursorremainsat
D2intheformula.
5. Enter
"DEM";"EUR".
i.e.enterthetextwithbothsemicolonsandthequotationmarks.
6. PresstheEnterkey.
7. Thiscompletestheentireformulawhichnowreads
=CONVERT(D2;"DEM";"EUR")
.
8. CellE2willcontaintheresultofthecalculation.
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Chapter4:SpreadsheetsinCalc
9. ClickcellE2,thenthesmallfilledsquareinthebottomrighthandcornerofcellE2and,
pressingtheleftmousebutton,dragdowntocellE20.
10.Releasethemousebuttonthere.
11.TheformulaisnowcopiedfromE2toE20.Andallreferenceshavebeenautomatically
adaptedsothattheyalwaysrefertotheneighbouringcellontheleft.
AShortDescriptionofWhatCellsCanContain
Thepreviousexamplesshowthatcellscanaccommodatedifferentelements.Theseare
describedbelow.
Text
Textinacellcanbeformattedandeditedwithmostofthefunctionsavailableinatext
document.Forexample,toselectaword,double­clickthewordeitherintheinputlineorina
cell.Ifadifferentfontorotherattributefromthetextobjectbarisneeded,themodifications
applyonlytotheselectedword.
PressingtheCtrl+Enterkeysinsertsamanuallinebreak.Thisshortcutonlyworks
directlyinthecell,notintheinputline.
Whentextmustbreakautomaticallyattherightborderofthecell,proceedasfollows:
1. Selectallcellsinwhichthetextshouldbreakattherightborder:
2. InFormat>Cell>Alignment
3. ChecktheLinebreakfield
4. ClickOK.
Calculationsarepossibleevenintext.Forexample,entertextincellA1andmoretextinA2.
IncellA3,inserttheformula=CONCATENATE(A1;A2)whichwillconcatenatethetwo
texts,inotherwords,tostringthemtogether.
NumbersmayalsobeenteredintheTextformat.FormatthedesiredcellsasText(openthe
contextmenuofthecell,byrightclicking,andchooseFormatCells>Category>
Numbers>Text),andenternumbersinthecells.Thesewillbeinterpretedastext.The
displayofthesenumbersisleft­justifiedjustlikenormaltext;however,calculationswith
numbersintextformatarenotpossible.
Ifnormalnumbershavefirstbeenenteredincellsandtheformatofthecellshasbeenlater
changedtoText,thesenumbersremainnormalnumbersandwillnotbeconverted.Only
numbersenteredlaterornumberswhicharetheneditedbecometextnumbers.
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Chapter4:SpreadsheetsinCalc
Toenteranumberdirectlyastext,enteranapostrophe(')first,forexampleforyearsin
columnheadings'1999,'2000and'20 01.Theapostrophewillbenotvisibleinthecell,
asitonlysignalsthattheentryistext.Thiscanbeusefulwhenenteringnumbers,suchasa
telephonenumberorZIPcode,thatbeginswithazero(0)sinceazero(0)atthestartofa
sequenceofdigitsisremovedinnormalnumberformats.
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Numbers
Whilenumbersaredisplayedinvariousways,internallythesealwaysremainnumeric.For
example,'1'and'1.0'arethesame.
Enterthenumber12345.6789,forexample,andthenumberwillappearinthesheetwith
onlytwodecimalplaces,i.e.12345.68.Nonetheless,theexactnumberwithallfourdecimal
placesiskeptbytheprogram.
Fractionalnumberscanalsobeenteredinacellandusedforcalculation:
1. Enter01/5inacell.
2. PresstheEnterkeyand,intheinputline,willbethevalue0.2.Thiswillbeusedforthe
calculationprovidingthatthecellformatisnumber.Calcdoesrecognizefractionsand
willautomaticallyuse1/5anddisplaythis.
However,if01/2isentered,AutoCorrectreplacesthethreecharacters1, /and2witha
singlecharacter.Likewisewith1/4and3/4.ThisreplacementisdefinedintheTools>
AutoCorrect>Replacetab.
Ifmultidigitfractionssuchas1/ 10areneeded,changethecellformattothefractionview(
ContextmenuoftheCell,chooseFormatcells).Fractionssuchas12/31or12/32maybe
entered;however,thefractionsareautomaticallyscaleddownsothat,inthelastexample,
3/8isdisplayed.
SelectotherdisplayoptionsbychoosingFormat>Cells.Allthedefinedformatsarelistson
theNumberstab.Apreviewshowshowtheresultwilllook.Inthisdialogue,definepersonal
formats,thatcanthenbeappliedtonumbersorothercontentofaspreadsheets.
Therearevariouswaystoenterintegersstartingwithazero:
Enterthenumberastext.Theeasiestwayistoenterthenumberstartingwithan
apostrophe(forexample,'0987).Theapostrophewillnotbeenteredinthecellandthe
numberwillbeformattedastext.Becauseitisintextformat,nocalculationsarepossible.
Formatacellwithanumberformatsuchas\0000.Thisformatcanbeassignedinthe
FormatcodeboxunderFormat>Cells...>Numberstabanddefinesthecelldisplayas
alwaysputazerofirstandthentheinteger,havingatleastthreeplaces,andfilledwith
zerosattheleftiflessthanthreedigits.
Entirecolumns,(withnumbersintextformati.e.intheformof000123)canbeturnedinto
realnumbersagain(withoutzerosinfrontofthem,i.e.intheformof123)asfollows:
1. Selectthecolumninwhichthedigitsarefoundintextformat.Setthecellformatinthat
columnasNumber.
2. CallupEdit>Find&Replace
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Chapter4:SpreadsheetsinCalc
3. IntheSearchforbox,enter^[0­9]
4. IntheReplacewithboxenter:&
5. CheckRegularexpressions
6. CheckCurrentselectiononly
7. ClickReplaceAll
CellsintheCurrencyFormat
InCalcnumberscanhaveanycurrencyformat.ClickingtheCurrencyiconin
theobjectlistformatsthenumberandthecellisgiventhedefaultcurrency
formatassetinOpenOffice.orgunderTools>Options­LanguageSettings
>Languages.
Withoutcurrencyformats,theinternationalexchangeofCalcdocumentscouldleadto
misunderstandings.Forexample,anCalcdocumentisloadedbyauserwhousesadifferent
defaultcurrencyformat.
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InCalc,userscandefineanumber,formattedas“1,234.50€”,toremaininEurosin
anothercountryanddoesnotchangedtothelocalcurrency.UsetheCellAttributesdialogue
toinfluencethecurrencyformat(ChooseFormat>Cells>Numberstab)bytwocountry
settings.IntheLanguagelistboxselectthebasicsettingforcurrencysymbol,decimaland
thousandsseparators.IntheFormatlistboxselectanydeviationsfromthecurrencysymbol
oftheformatdefinedbythelanguage.
If,forexample,thelanguageissettoDefaultandthelocaleissetasGerman,the
currencyformatwillbe1.234,00€and,perthelocaledefinition,apointisused
beforethethousanddigitsandacommabeforethedecimalplaces.Nowselectthe
subordinatecurrencyformat$English(US)fromintheFormatlistbox,togetthe
followingformat:$1.234,00.Notethattheseparatorsremainthesameandthatonly
thecurrencysymbolischangedandconverted.TheunderlyingFormatofthenotation
remainsthesameasitissetinthelocalesetting.
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