Chapter 3: Formatting Data, Formulas and Copying Formula

1.Formatting Data, Formulas and Copying Formulas in Calc..........................................................CA-51

(a)Format buttons ........................................................................................................................CA-51
i.Currency ...............................................................................................................................CA-51
ii.Percentage.............................................................................................................................CA-51
iii.Scientiic !otation...............................................................................................................CA-51
i".Decimal Places ....................................................................................................................CA-51
".#e$t .......................................................................................................................................CA-5%
"i.Dates....................................................................................................................................CA-5%
"ii.#ime Formats......................................................................................................................CA-5%
(b)Formatting using Format Cells dialog bo$..............................................................................CA-5&
i.!umbers.................................................................................................................................CA-5&
ii.Font.......................................................................................................................................CA-5&
iii.Font eects..........................................................................................................................CA-5'
i".Alignment and orientation...................................................................................................CA-55
(c)Copying Formatting (it) t)e Format Paintbrus) ...................................................................CA-5*
(d)Formula....................................................................................................................................CA-5*
i.()at is a Formula..................................................................................................................CA-5+
ii.,ntering Formula..................................................................................................................CA-5+
iii.-o"ing ormula...................................................................................................................CA-5.
i".Copying ormula..................................................................................................................CA-5.
".Displaying ormulas in t)e /or0s)eet..................................................................................CA-*1
%.,$ercises........................................................................................................................................CA-*1
1. Formatting Data, Formulas and Copying
Formulas in Calc
#)e data in Calc can be ormatting in se"eral dierent /ays. 2t can eit)er be edited as part o a cell
style so t)at it is automatically applied, or it can be applied manually to t)e cell. Formatting data
can be done eit)er by using speciic buttons rom t)e Formatting tool bar or by using Format menu.
(a) Format buttons
i. Currency
#)e deault currency ormat or t)e cells in your spreads)eet is determined by t)e regional setting
o your operating system. 2 you /ant, you can apply a custom currency symbol to a cell. For
e$ample, enter 3,331.11 4 to display '.51 4 (,uros).
5ou can also speciy t)e locale setting or t)e currency by entering t)e locale code or t)e country
ater t)e symbol. For e$ample, 674-'1+8 represents ,uros in 9ermany. #o "ie/ t)e locale code or a
country, select t)e country in t)e :anguage list on t)e !umbers tab o t)e Format Cells dialog.
ii. Percentage
#o display numbers as percentages, (numbers t)at are multiplied by 111) add t)e percent sign (;)
to t)e number ormat.
iii. Scientific Notation
Scientiic notation lets you /rite "ery large numbers or "ery small ractions in a compact orm. For
e$ample, in scientiic notation, *51111 is /ritten as *.5 $ 11<5, and 1.1111*5 as *.5 $ 11<-5. 2n
=pen=ice.org, t)ese numbers are /ritten as *.5,>5 and *.5,-5, respecti"ely. #o create a number
ormat t)at displays numbers using scientiic notation, enter a 3 or 1, and t)en one o t)e ollo/ing
codes ,-, ,>, e- or e>.
iv. Decimal Places
2 a number contains more digits to t)e rig)t o t)e decimal delimiter t)an t)ere are place)olders in
t)e ormat, t)e number is rounded accordingly. 2 a number contains more digits to t)e let o t)e
decimal delimiter t)an t)ere are place)olders in t)e ormat, t)e entire number is displayed.
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,$amples?
!umber Format Format
Code
&'5*.+. as &'5*.. 3333.3
@.@ as @.@11 3.111
1& as 1&.1 and 1%&'.5*+ as
1%&'.5+
3.13
5.+5 as 5 &A' and *.& as *
&A11
3 BBBABBB
.5 as 1.5 1.33
v. e!t
#o include te$t in a number ormat t)at is applied to a cell containing numbers, place a double
Cuotation mar0 (D) in ront o and be)ind t)e te$t, or a bac0slas) (E) beore a single c)aracter. For
e$ample, enter 3.3 DmetersD to display D&.5 metersD.#o include te$t in a number ormat t)at is
applied to a cell t)at mig)t contain te$t, enclose t)e te$t by double Cuotation mar0s (D D), and t)en
add an at sign (F). For e$ample, enter D#otal or DF to display D#otal or DecemberD.
vi. Dates
#o enter a date in a cell, use t)e 9regorian calendar ormat. For e$ample, in an ,nglis) locale, enter
1A%A%11% or Gan %, %11%.
vii. ime Formats
#o display )ours, minutes and seconds use t)e ollo/ing number ormat codes.
Format Format
Code
Hours as 1-%& )
Hours as 11-%& ))
-inutes as 1-5@ m
-inutes as 11-5@ mm
Seconds as 1-5@ s
Seconds as 11-5@ ss
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(b) Formatting using Format Cells dialog bo!
#o access t)e options to ormat a cell, select t)e appropriate cell or cells, rig)t-clic0 on it, and select
Format Cells. All o t)e ormat options are discussed belo/.
i. Numbers
=n t)e Numbers tab (Figure 1), t)e be)a"ior o t)e data in t)e cell can be controlled?
Any o t)e data types in t)e Category list can be applied to t)e data.
#)e number o decimal places and leading Ieros can be controlled.
A custom ormat code can also be entered.
Jsing t)e language setting in t)is menu controls t)e local settings or t)e dierent ormats suc) as
t)e date order and t)e currency mar0er.
Figure 1: Format Cells > Numbers
ii. Font
#)e ont or t)e cell can be c)osen on t)e Font tab (Figure %). #)e display on t)e bottom s)o/s a
pre"ie/ o t)e cell.
Here you can also set t)e language o t)e cell. #)e language setting is useul, because it allo/s
dierent languages to e$ist in t)e same document and be spell c)ec0ed correctly.
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Figure 2: Format Cells > Font
iii. Font effects
#)e Font Effects tab (Figure &) oers more ont options.
Figure 3: Format Cells > Font Effects
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#)e underlining options are summariIed in Figure '.
Figure 4: Calc underline options
#)e stri0et)roug) options are summariIed in Figure 5.
Figure 5: Calc strikethrough options
#)e relie options are embossed (raised te$t), engra"ed (sun0en te$t), outline, and s)ado/, as
s)o/n in Figure *.
Figure : Calc relief options
iv. "lignment and orientation
=n t)e !lignment tab (Figure +), you can set t)e )oriIontal and "ertical alignment and rotate t)e
te$t.
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Figure ": Format Cells > !lignment
(c) Copying Formatting #it$ t$e Format Paintbrus$
5ou can use t)e Format Paintbrus) tool to copy ormatting rom a te$t selection or obKect and apply
t)e ormatting to anot)er te$t selection or obKect.
1. Select t)e te$t or obKect /)ose ormatting you /ant to copy.
%. =n t)e Standard Bar, clic0 t)e Format Paintbrush icon. #)e cursor c)anges to a paint buc0et.
&. Select or clic0 t)e te$t or obKect t)at you /ant to apply t)e ormatting to.
(d) Formula
Lesides te$t and number, ormula is anot)er type o data entry in t)e spreads)eet. Jnli0e te$t and
number, ormula is an entry t)at perorms a calculation.
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i. #$at is a Formula
Formulas are eCuations t)at perorm calculations on "alues in your /or0s)eet. A ormula starts /it)
an eCual sign (M). For e$ample, t)e ollo/ing ormula multiplies % by & and t)en adds 5 to t)e
result.
M5>%N&. A ormula can also contain any or all o t)e ollo/ing?
Functions ? A pre-/ritten ormula t)at ta0es a "alue or "alues, perorms an operation, and returns a
"alue or "alues. Jse unctions to simpliy and s)orten ormulas on a /or0s)eet, especially t)ose
t)at perorm lengt)y or comple$ calculations.
=perators ? A sign or symbol t)at speciies t)e type o calculation to perorm /it)in an e$pression.
#)ere are mat)ematical, comparison, logical, and reerence operators.
Constants ? A "alue t)at is not calculated and, t)ereore, does not c)ange. For e$ample, t)e number
%11, and t)e te$t DOuarterly ,arningsD are constants. An e$pression, or a "alue resulting rom an
e$pression, is not a constant.
ii. %ntering Formula
a) Jsing operators and constant
,$ample ormula ()at it does
M1%.>&'5 Adds 1%. and
&'5
M5<% SCuares 5
1. Clic0 t)e cell in /)ic) you /ant to enter t)e ormula.
%. #ype = (an eCual sign).
&. ,nter t)e ormula.
'. Press ,!#,P.
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b) Jsing unctions
,$ample ormula ()at it does
MSJ-(A?A) Adds all numbers in
column A
MAQ,PA9,(A1?L') A"erages all numbers
in t)e range
1.Clic0 t)e cell in /)ic) you /ant to enter t)e ormula.
%.#o start t)e ormula /it) t)e unction, clic0 Insert Function on t)e ormula bar
&.Select t)e unction you /ant to use.
'.,nter t)e arguments. #o enter cell reerences as an argument, clic0 Collapse Dialog , select t)e
cells on t)e /or0s)eet, and t)en press Expand Dialog .
5.()en you complete t)e ormula, press ,!#,P.
iii. &oving formula
1.Select t)e cell t)at contains t)e ormula t)at you /ant to mo"e.
%.Pig)t clic0, clic0 Cut.
5ou can also mo"e ormulas by dragging t)e border o t)e selected cell to t)e upper-let cell o t)e
paste area. Any e$isting data is replaced.
&.Do one o t)e ollo/ing?
#o paste t)e ormula and any ormatting, rig)t clic0, clic0 Paste.
#o paste t)e ormula only, rig)t clic0, clic0 Paste, clic0 Paste Special, and t)en clic0 Formulas.
iv. Copying formula
1.Select t)e cell t)at contains t)e ormula t)at you /ant to copy.
%.Pig)t clic0, clic0 Copy.
&.Do one o t)e ollo/ing?
#o paste t)e ormula and any ormatting, rig)t clic0, clic0 Paste.
#o paste t)e ormula only, rig)t clic0, clic0 Paste, clic0 Paste Special, and t)en clic0 Formulas.
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Calc error codes
Cell error Code ,$planation o t)e error
333 !AA #)e column is too narro/ to display t)e complete ormatted
contents o t)e cell. #)is is not really an error "alue, so t)ere is no
corresponding numerical error code. #)e solutions to t)is problem
are to increase t)e /idt) o t)e column. or select Format > Cells
> Alignment and clic0 eit)er #rap te$t automatically or %hrink to
fit cell si&e to ma0e t)e te$t matc) t)e current column /idt).
3QA:J, 51@ #)e ormula /it)in t)e cell returns a "alue t)at does not
correspond to t)e deinition o t)e ormula or unctions used. #)is
error could also mean t)at t)e cell reerenced by t)e ormula
contains te$t instead o a number.
3P,FR 5%' #)e ormula /it)in t)e cell uses a reerence t)at does not e$ist.
,it)er a column or ro/ description name could not be resol"ed, or
t)e column, ro/, or s)eet t)at contains a reerenced cell is missing.
3!A-,B 5%5 An identiier could not be e"aluated? no "alid reerence, no "alid
domain name, no columnAro/ label, no macro, incorrect decimal
di"ider, add-in not ound. For e$ample, entering in a cell
Msum(bobN5) /)ere t)ere is no cell named SbobT or containing t)e
te$t SbobT generates t)is error.
Calc pro"ides eedbac0 or errors o miscalculation, incorrect use o unctions, in"alid cell
reerences and "alues, and ot)er user initiated mista0es. #)e eedbac0 may be displayed /it)in t)e
cell t)at contains t)e error (Figure .) or on t)e %tatus 'ar (Figure @) or in bot) depending on t)e
type o error.
As an e$ample, Figure . s)o/s t)e error code returned /)en a column is too narro/ to display t)e
entire ormatted date. #)e date displayed /it)in t)e (nput )ine, 1'A15A1@@., /ould it /it)in t)e
cell /it)out a problem, but t)e ormat used by t)e cell produces t)e date "alue SSunday, April 15,
1@@.T.
Figure * + Error codes displa,ed -ithin cells
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()en t)e cell displaying t)e !EF error code in Figure . is selected, t)e %tatus 'ar displays t)e
error message as s)o/n in Figure @. #)is message is more descripti"e t)an t)e message displayed
in t)e cell, but it still may not pro"ide enoug) inormation to correctly diagnose t)e problem.
Figure . + !n error message as displa,ed in Calc/s status bar0
v. Displaying formulas in t$e 'or(s$eet
#o access t)is command, open a spreads)eet document, c)oose #ools - =ptions - =pen=ice.org
Calc - Qie/
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). %!ercises
1. #ype t)e ollo/ing numbers in a ne/ spreads)eet, t)en ormat t)em according to t)e column
)eading.
"eneral #umber
%51.@%&
&.%'5.%%+
1.*.@
"eneral Percentage
1.1+.1%
1.*1.
.+.51%
"eneral Comma
5+.**
1.+5
.&5..*'1
"eneral Scienti$ic
1.111*5+.
*5+.@+*
-151..+*5
%. Format t)e ollo/ing numbers /it)out entering t)e data into t)e spreads)eet?
1.111.1+5 to Scientiic & decimal places UUUUUUUUUU
% decimal places UUUUUUUUUU
1 decimal place UUUUUUUUUU
1 decimal place UUUUUUUUUU
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&511.@@+ to Comma % decimal places UUUUUUUUUU
1 decimal place UUUUUUUUUU
1 decimal place UUUUUUUUUU
1.%.'+ to Currency % decimal places UUUUUUUUUU
&. Create a spreads)eet as s)o/n belo/ and calculate t)e reCuired totals or bot) ro/ and column.
%11. (inter =lympiad
Country "old Sil%er Bron&e 'otal
(alaysia 11 5 +
"ermany * * *
Ireland + ' 1
)SA . . 1
'otal
'. Lased on t)e data in t)e spreads)eet belo/, calculate t)e ollo/ing ormulas?
A B C D E
1 % 11 & %
% ' 5 1 1
& & ' % *
' + 1% . 5
5
a) ML& > L' V C' UUUUUUUUUUU
b) ML1 > C1 N D1 UUUUUUUUUUU
c) MD& A D1 N L1 UUUUUUUUUUU
d) ML1 A C& V L% N A& UUUUUUUUUUU
e) MA% > L% N C& <C1 UUUUUUUUUUU
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