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Spreadsheet basics
Spreadsheet basics
In this chapter:
• “Selecting cells, rows, and columns” on page 122
• “Inserting and deleting cells, rows, and columns” on page 123
Selecting cells, rows, and columns
You can select cells individually or in rows, columns, blocks, or 3D blocks. When you select a cell, a black-bordered
rectangle displays to indicate the active cell. This rectangle is called the selector.
When you need to enter cell references in dialog boxes, it is usually easier to select the cells rather than type the entire
cell address. Quattro Pro lets you use the Range picker to easily select cells.
You can lock specific rows and columns of a spreadsheet so that their titles remain on the screen as you scroll. A blue
line divides the locked area and the notebook data. Locked titles do not affect printing.
Finally, you can repeat titles on each spreadsheet of a printed notebook.
To select nonadjacent cells
1
Select the first group of cells.
2
Hold down Ctrl, and select additional cells.
To select a 3D block of cells
1
Select the cells on the first spreadsheet.
2
Hold down Shift, and click the tab for the last spreadsheet in the series.
A black line appears under the tabs; the same cells are now selected on all the sheets where the black line
appears.
The cells remain selected only until you click elsewhere in the notebook.
To select cells from a dialog box
1
Click the Range picker.
2
Select the cells you want to appear in the edit field of the dialog box.
3
Maximize the dialog box.
You can also select cells by double-clicking the contents of the edit field.
To select a row or column
• Click the row or column heading.
To select multiple spreadsheets
1
Click the tab of the first spreadsheet to select.
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2
Hold down Shift while you click the last spreadsheet tab you want to include in the selection.
A black line appears under the tabs.
To lock titles on a spreadsheet
1
Select the top-left cell of the spreadsheet area you want to remain scrollable.
2
Click View Locked titles.
A blue line divides the locked area and the notebook data.
The Locked titles option is only available in Draft view.
To unlock titles, click View Locked titles again.
To repeat column titles on a printed notebook
1
Click File Page setup.
2
Click the Options tab.
3
Type the location of the column title in the Top heading box.
You can also repeat row titles by typing the location of the row title in the Left heading box.
Inserting and deleting cells, rows, and columns
You can insert cells, rows, or columns anywhere in a spreadsheet. When you insert an item, existing data is pushed
down, to the right, or to the back of the notebook to make room for the new item.
When data is no longer useful, you can easily delete cells, rows, columns, or multiple rows and columns.
To insert a cell
1
Select a cell in the location where you want to insert a new cell.
2
Click Insert Insert cells.
3
Enable the Partial option in the Span area.
4
Enable one of the following options in the Dimension area:
• Rows — The selected cell will shift down and out of the way.
• Columns — The selected cell will shift to the right.
• Sheets — The selected cell will shift to the next spreadsheet.
You can also insert multiple cells. Make sure the upper-left corner of the cells you select contains the first cell
entry you want shifted right, down, or back. The cells you select should be the same size as the number of cells
you want to insert.
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Spreadsheet basics
To insert a row
1
Select the row heading just below where you want the row inserted.
2
Click Insert Insert row.
You can insert multiple rows by selecting multiple row headings, and clicking Insert Insert row.
To insert a column
1
Select the column heading to the right of where you want the column inserted.
2
Click Insert Insert column.
You can insert multiple columns by selecting multiple columns headings, then clicking Insert Insert column.
To delete a cell
1
Select the cell you want to delete.
2
Click Edit Delete cells.
3
Enable the Partial option in the Span area.
4
Enable one of the following options in the Dimension area:
• Rows — The cell below the selected cell shifts up.
• Columns — The cell to the right of the selected cell shifts to the left.
• Sheets — The corresponding cell on the next spreadsheet shifts to the current spreadsheet.
You can also delete multiple cells by first selecting a block of cells.
To delete a row or a column
1
Select the row or column heading.
2
Click Edit Delete cells.
You can delete multiple rows or columns by selecting multiple headings, and clicking Edit Delete cells.
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Data entry
In this chapter:
• “Creating labels and special characters” on page 125
• “Entering values” on page 126
Creating labels and special characters
You can create labels in a spreadsheet which, unlike other cell data, cannot be calculated in formulas. A label can be
text (address), text with numbers (145 Howard Street), or numbers seen as text (202-555-1212, a phone number).
A label can begin with any letter, punctuation mark, or symbol, except the following characters:
You can insert special characters and symbols that are not on your keyboard, such as icons, phonetic characters, and
characters in other languages.
To create a label
1
Click a cell.
2
Type alphanumeric characters.
3
Press Enter.
To create a label from a value
You can also type an alignment character before a backslash, if you want a label to begin with a backslash,
but don't want to repeat the character after it.
Character
Description
/
forward slash
+
plus
-
minus
$
dollar sign
(
opening parenthesis
@
at sign
#
number sign
.
period
=
equals
To create
Do the following
Left-aligned label
Type ' before a value.
Right-aligned label
Type " before a value.
Centered label
Type ^ before a value.
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Data entry
To insert special characters and symbols
1
Click a cell.
2
Click Insert Symbol.
3
Choose a character set from the Set list box.
4
Choose a character from the Symbols list.
5
Click Insert.
You can also insert special characters and symbols by clicking the WP characters button on the property bar.
Entering values
A value is a number, formula, date, or time. Quattro Pro determines that data is a value from the characters you type.
The data type displays in the application bar.
About numbers
Numbers entered in cells can consist only of the following:
• numerals (0 to 9)
• minus sign (-) for negative numbers
• plus sign (+) for positive numbers
• currency symbols; for example, $
• one decimal point
• a trailing %
• an E for scientific notation
You can enter fractions in a cell.
About formulas
For information on entering formulas, see “Formulas” on page 315.
About dates and times
You can enter a date or time, including the current date, in a cell. While Quattro Pro reads dates and times as values,
it applies specific formatting and calculation criteria to them depending on the date and time formats you set as
defaults.
To enter a number
1
Click a cell.
2
Type a number.
3
Press Enter.
For more information, see “To change the number of decimal places in a value” in the Quattro Pro Help.
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To enter fractions
1
Click a cell.
2
Type a number as a decimal.
3
Press Enter.
4
Click the cell.
5
Click Format Selection properties.
6
Click the Numeric format tab.
7
Choose Fraction from the Numeric formats list.
8
Choose a type from the Fraction list.
To enter a date or time
1
Click a cell.
2
Type a date or time.
3
Press Enter.
For a list of available date and time formats, see “Default date and time formats” in the Quattro Pro Help.
To enter the current date
1
Click a cell.
2
Click Insert Date.
Quattro Pro inserts the short date format specified in the Windows Regional Settings on the Control Panel.
You can also enter the current date by clicking a cell and pressing Ctrl + D.
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Calculations
Calculations
In this chapter:
• “Creating simple equations” on page 128
• “Calculating data in rows and columns” on page 128
• “Using preset calculations” on page 130
Creating simple equations
You can perform simple mathematical operations such as 1+1 directly in a cell. Quattro Pro interprets these equations
as formulas and indicates cells with formulas by adding a blue triangle to the bottom-left corner of the cell. Quattro
Pro also totals values for you.
To do simple math in cells
1
Type the numbers and math operators in a cell.
For example, type 4500+450.
2
Press Enter.
Do not include commas in numbers.
To total values in a column
1
Click in the first blank cell below and one column to the left of the cells to be totaled.
2
Type total.
3
Press Enter.
This feature is not case sensitive and is language dependent.
You can also total values in a row: Click the first blank cell to the right and one row above the cells to be totaled,
type total, and press Enter.
Calculating data in rows and columns
Using PerfectExpert, you can calculate data in rows and columns. For example, you can add a column, find the average
of a list of figures, or find the middle value of either.
You can also perform calculations on individual cells.
Quattro Pro also lets you perform calculations on two rows or columns.
To calculate data in a single row or column
1
Click Help PerfectExpert.
2
Click Do simple math in the PerfectExpert panel.
3
Click Quick math.
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4
In the Select a row or column box, specify the cells to calculate.
5
Choose a math operation from the Do math list box.
6
In the Insert answer in cell box, specify the cell where you want to display the answer.
You can also specify cells by clicking the Range picker tool and selecting the cells.
To perform a calculation on each item in a row or column
1
Click Do simple math in the PerfectExpert panel.
2
Click More quick math.
3
In the Select a row or column box, specify the cells to calculate.
4
Choose a math operation from the Do math list box.
5
In the Insert answer in cell box, specify the cell where you want to display the answer.
The answer row or column must have as many cells as are in the list on which you're performing calculations.
You can also specify cells by clicking the Range picker tool and selecting the cells.
To calculate data in two rows or columns
1
Click Do simple math in the PerfectExpert panel.
2
Click 2-column quick math.
3
In the Select first row/column box, specify the cells to calculate for the first row or column.
4
In the Select second row/column box, specify the cells to calculate for the second row or column.
5
Choose a math operation from the Do math list box.
6
In the Insert answer in cell box, specify the cell where you want to display the answer.
The answer row or column must have as many cells as are in the list on which you're performing calculations.
You can also specify cells by clicking the Range picker tool and selecting the cells.
Documents you may be interested
Documents you may be interested
