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Chapter4:SpreadsheetsinCalc
Thetypeofchartcanalsobechanged,afterthefact.Double­clickonthechartandchoose
Format>ChartType,adialogueappearsofferingvarioustypesfromwhichtochoose.
ExperimentwiththedifferentoptionsintheChartTypedialogue.Tryswitchingbetween2D
and3Drepresentations.WiththeColumnscharttype,aCombinationChartoflinesand
columnscanbecreated.
Thethree­dimensionalrepresentationsmakespecialeffectspossible.In3Dcharts,onecan
evenadjusttheilluminationsettings,suchaslightsource,ambientlightandthecolour
filter.
3Dchartscanberotatedandflippedwiththemouseforoptimaldesign.
BychoosingInsert>Statistics,userscanapplystatisticalindicatorstoXYcharts,suchas
standarddeviations,withregressioncurvesandmorebesides.Asingleordouble
logarithmicrepresentationoftheaxescanalsobesethere.
InlinechartstherearevariousiconsthatcanbeappliedautomaticallyviaOpenOffice.org
Chart,asdesired.Manualapplicationisalsopossibleusinggraphicfilesorgraphicsfrom
theGallerysuchasBullets.
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Chapter4:SpreadsheetsinCalc
Inachart,individualdataseriesordatapointscanbeselectedbyclickingonthemandthen
openingthecontextmenutochooseoneofthenumerousoptionstoformattheview.
EditingChartTitles
SupposetheuserhasinsertedachartinaCalcdocumentandwantstochangethetitle.
1. Double­clickonthechart.
Agrayborderappearsaroundthechartandthemenubarnowcontainscommandsfor
editingtheobjectsinthechart.
2. Double­clickonthedefaulttitletext.Agrayborderappearsaroundthetextwhichcan
nowbechanged.
3. PressReturntocreateanewline.
4. Asingle­clickonthetitle,insteadofdouble­clicking,allowsmovingitwiththemouse.
5. SelectFormat>Title>MainTitletoedittheformattingofthemaintitle.Thisopensthe
Titledialogue.
6. SelecttheCharacterstabtochangethefontorothersimilarattributes.
7. ClickOK.
8. Inthedocument,clickoutsidethecharttoexitcharteditingmode.
EditingChartLegends
SupposethereisachartinaCalcdocumentthatrequiresapplicationofacolourgradientto
thelegend.
1. Double­clickonthechart.
Agrayborderappearsaroundthechartandthemenubarnowcontainscommandsfor
editingtheobjectsinthechart.
2. SelectFormat>Legendordouble­clickonthelegend.ThisopenstheLegenddialogue.
3. Selecttheappropriatetab,forexample,theAreatabformodifyingthebackgroundofthe
legend.
4. Fromthepull­downlistselectGradient.
5. Selectagradientfromthelist.
6. ClickOK.
7. Inthedocument,clickoutsidethecharttoexitcharteditingmode.
Note:Userscandefinecustomgradients,hatching,bitmapsandcoloursinOpenOffice.orgDraw.
Toselectthelegend,firstdouble­clickonthechart(seestep1),thenclickonthelegend.Nowethelegendmaybe
movedwithinthechartusingthemouse.
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Chapter4:SpreadsheetsinCalc
Ifthelegendismovedoveranotherobjectofthechart,itsPropertiesdialoguecannolongerbeopenedbydouble­
clickingonit,asCalcwon'tknowwhichobjectismeant.ToopenthePropertiesdialogueeitherusetheFormat
menuorclickonceonthelegend,thenopenthecontextmenuandselectObjectProperties.Thesameappliestoall
otherobjectsofthechart.
AddingTexturetoChartBars
Assignabartypetoabitmapratherthan,say,usingfullcolour.
1. Switchtoeditmodebydouble­clickingonthechart.
2. Double­clickonthecorrespondingbar(allbarsofthiscolourarenowselected).
3. Fromthecontextmenu,selecttheObjectPropertiesentry
4. ChoosetheAreatabpage.
5. ClickonBitmap.Nowselectabitmapfromthelistboxastextureforthisbar.
6. ClickingOKtoacceptthesetting.
EditingChartAxis
WhenthescaleoftheverticalYaxisrequireschanging,dothefollowing:
1. Double­clickonthechart.
Agrayborderappearsaroundthechartandthemenubarnowcontainscommandsfor
editingtheobjectsinthechart.
2. SelectFormat>Axis>YaxistoedittheYaxis,ordouble­clickontheYaxis.This
openstheYaxisdialogue.Modifyasneeded.
Tomodifythescaleofthex­axis,
1. SelecttheScaletabandmakeanyadjustments.
2. ClickOK.
3. Inthedocument,clickoutsidethecharttoexitcharteditingmode.
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Chapter4:SpreadsheetsinCalc
DatabaseFunctionsinCalc
SpreadsheetsinCalcarealsoabletomanagerecordsconsistingofseveralfields,asina
database.ThinkofeachrowoftheCalcspreadsheetasarecord,whosefieldsarearrangedin
theindividualcolumns.Then,forexample,sortorgrouptheCalcdatabasebyrows,lookfor
keywordsandcalculatetotals.
Note:ThedatabaserangesinCalcspreadsheetshavenothingtodowiththedatabasesandspreadsheetsthatare
addressedinTools>DataSourcesandeditedinthedatasourcebrowser(
F4
).
InCalc,aspreadsheetcancontainseveralsheetswhicharemanipulated.Combiningseveraladjacentrowsofa
spreadsheetintoadatabaseareaisaway,forexample,tosortthemtogether.Furthermore,externalfilescanbe
importedintoaCalcspreadsheet,forexamplefilesindBaseformat,TherecordsfromthedBasefilewouldthen
becomerowsandthedatafieldswouldbecomecolumnsinaCalcspreadsheet.
Inthedatasourcebrowser,ontheotherhand,thedBasefile(orotherdatasource)isediteddirectly,andSQL
queries,forexample,maybeperformed.
DefiningDatabaseRanges
Forexample,ifauserwouldliketomanagethehouseholdbudgetwithCalc,enterthe
recordsinanemptyCalcspreadsheetandselecttheareaasadatabaserange.
CreatingRecordsinaSpreadsheet
1.Openanewspreadsheet.
2. Enterthecolumntitlesinthefirstrow,e.g.“Date”incellA1,“Item”incell
B1,“Amount”inC1.Thenentersomeinformation.
Toformatthesheetinthesamemannerasintheillustrationabove,proceedasfollows:
1. Selectrow1byclickingontherowheader.
2. ClicktheBoldicon.
3. SelecttheentirecolumnAbyclickingonthecolumnheader.
4. Openthecontextmenu
5. ChooseFormatCells.
6. IntheCellAttributesdialogue,clicktheNumberstab
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Chapter4:SpreadsheetsinCalc
7. ChooseadateformatforColumnA.
8. SelectcolumnCbyclickingonthecolumnheader,
9. Applyacurrencyformat.ClickingtheNumberFormat:Currencyiconontheobjectbar
issufficient.
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Chapter4:SpreadsheetsinCalc
DefiningDatabaseRanges
1. Selectthethreecolumnareaanddefinetheselectedareaasadatabaserangebychoosing
Data>DefineRange.
2. TheselectedrangealreadyappearsintheDefineDatabaseRangedialogue.Besureto
markthecheckboxContainscolumnheaderssothatthefirstrowiscorrectlytakeninto
account.ThisboxbecomesvisiblewhentheMorebuttonisclicked.
3. Enteranamefortherange
4. ClosethedialoguewithOK.
Theselectedrangeisnowdefinedasadatabaserange,whichamongotherthings,meansthat
therows(records)canbeconvenientlysorted.Anysortlistsandfiltersthathavebeendefined
forthedatabaserangewillalsobeupdated.
SortingDatabaseRanges
SelectarangeofcellsanddefinetheseasadatabaserangebychoosingData>Define
Range.
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Chapter4:SpreadsheetsinCalc
SetthecursorinthedatabaserangeandchooseData>Sort.Inthedialoguethatappears,
selectthecolumntobesorted,froexample,Amount,asthesortcriterionandclickOK.
Uptotwoadditionalcriteriacanbespecified,onetofollowtheother,forthesortfunction.
Forinstance,sorttheexpendituresfirstbydate,thenbyitemiftheyhavethesamedate,and
thenbyamountiftheyhavethesamedateanditem.
FilteringDatabaseRanges
Tofilteroutonlycertainrecordssothattheycanbemodified,usethespreadsheetfiltering
function.Choosebetweenusingadialoguetospecifythecriteriaexactly(inthatcaserange
definitionsarealsopossible),orcreatinganAutoFilterthatwillhelpfilteraccordingto
specificvaluesortext.
Imaginethattheoutputlistisalready8000recordslong.Withthisnumberofrecordsitisno
longerpossibletogetanoverview.Now,onlythoserecordsthatoccurredafter1/2/2000and
whichapartfromthisinvolveanamountinexcessof100currencyunitsmustbeshown.
Hereisoneway:
1. Setthecursorinthedatabaserange
2. ChooseData>Filter>StandardFiltertoopenthedialogue.
3. Enterthefollowing:
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Chapter4:SpreadsheetsinCalc
a) Date>1/2/2000ANDAmount>100.
Inthedialogue,theexistingcontentsofthedatafieldsinthepull­downlistscanbeselected,
oranamount,say100,canbeentereddirectly.
IfOKisclickedatthistime,onlythoserecordsthatmeetallcriteriaareshown.SelectData>
Filter>RemoveFiltertoresettheview.
DisplayingonlyrecordswithaspecificcontentiseasilydonewiththeaidoftheAutoFilter:
1. Placethecursorinthedatabaserange.
2. ClickontheAutoFiltericononthemaintoolbar.Thecolumnheadersofthedatabase
rangehavenowbeengivensmallbuttons.
3. ClickonthebuttonnexttotheDatefieldandselectforexample,1/2/00.Onlyrecordsthat
containthisdatewillbeshown.
Onthemaintoolbar,resettheviewwiththeAutoFiltericon.
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Chapter4:SpreadsheetsinCalc
GroupingDatabaseRangesandCalculatingSubtotals
Assumingthereissampledatathatcanbeexpandedandactuallyusedforabudget,thedate
shouldbesummarizedandprintedintotalsandsubtotals.Thiscanbedoneinjustafew
steps.
1. Placethecursorinthedatabaserange.
2. ChooseData>Subtotals.TheSubtotalsdialogueappears.
3. Specifythedesiredoptionsforcalculatingthesubtotals.
4. GroupsubtotalsaccordingtoDate(i.e.calculatesanewsubtotalforeachdate),and
5. UsethefunctionSum(addsthesubtotals)tocalculateAmount.
6.
WhentheEnterkeyispressedorOKisclicked,thesheetwillbegroupedaccordingtothe
subtotals.Foreverygroupofentrieswithanidenticaldate,asubtotaliscalculated.
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Chapter4:SpreadsheetsinCalc
Thegrandtotalisdisplayedatthebottom.
Noticethecontrolstotheleftoftherowheaders.Theseenabletheusertoviewwhich
records(rows)havebeensummarized.Clickingonaminussignshowsonlytherowwiththe
results.Theeasiestwaytocontrolthedisplayiswiththesmalldigitsabovethegrouparea.
When1isclicked,onlythegrandtotalisdisplayed.Clicking2revealsthesubtotals,while
selecting3showsallelements.
TransferringDataFromaDataSourcetoaSpreadsheet
IndividualtablesofdatafromthedatasourcebrowseraretransferableintoaCalc
spreadsheetdocument.
Thereisachoiceoftwodifferentmethodsfortransferringthedata.One,thedesireddatabase
file,indBaseortextformat,tcanbeloadeddirectlyviatheFile>Opendialogue,inwhich
case,thewholedatabasetableisimportedintoaCalcspreadsheetdocument.Or,two,by
dragginganddroppingwhatisselected.
OpeningaDatabaseFileinCalc
OpenadBaseortextformatdocumentasoneopensanyOpenOffice.orgfile.
1. ChooseFile>Open.
2. Inthedialogue,gotothefolderwherethedatabasefileislocated.
3. EnterthenameofthefileorgototheFiletypelistbox,selectdBase,forexample.
4. Selectthename.
5. ClickOpen.
Toopenatextdocument,selectthefiletypeTextCSV.
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