Professional Documents
Culture Documents
Printing
Artland Communications, Lahore. September 2006
Published by
Pakistan Software Export Board
Disclaimer
This toolkit is published by the PSEB for members of the IT industry and the public-at-large.
The toolkit’s compilers, or the editor, are not responsible, in any way possible, for the
errors/omissions of this toolkit. The OSRC does not accept any liability for any direct and
consequential use of this toolkit or its contents. The contents of this toolkit may be distributed
only subject to the terms and conditions set forth in the Open Publication License v 1.0 or
later. The latest version is presently available at http://opencontent.org/openpub/
i
TABLE OF CONTENTS
INTRODUCTION...............................................................................................................................................1
INSTALLING OPENOFFICE.ORG.....................................................................................................2
1. INSTALLATION STEPS..................................................................................................................................3
WRITER: WORD PROCESSOR........................................................................................................15
1. INTRODUCTION.........................................................................................................................................16
1.2. What is a Word Processor?.........................................................................................................16
2. OPEN AN OPENOFFICE.ORG 1.0 DOCUMENT...............................................................................................16
2.1. Work With And Save As A 1.0 Document ...................................................................................16
2.2. Convert An OpenOffice.org 1.0 Document To An OpenOffice 2.0 Document............................16
3. INSTALLATION OF OPENOFFICE.................................................................................................................17
3.1. If Check Marks Are Not Added At Installation............................................................................17
3.2. If Check Marks Are Added At Installation...................................................................................17
3.3. Open Microsoft Word Files With A Microsoft Application.........................................................17
3.4. Save Files.....................................................................................................................................17
3.5. Icons.............................................................................................................................................18
3.6. Change The Method For Opening Microsoft Files.....................................................................18
3.7. Sending Files To Others..............................................................................................................18
4. INTRODUCTION TO STYLES.........................................................................................................................18
4.1. A few examples............................................................................................................................18
4.2. Paragraph Styles.........................................................................................................................19
4.3. Page Styles And Paragraph Styles..............................................................................................19
4.4. The Default Paragraph Style.......................................................................................................19
4.5. Modify and Apply The Title Paragraph Style..............................................................................19
4.6. Modify and Apply The Heading 1 Paragraph Style.....................................................................19
4.7. Modify and Apply The “Heading 2” Paragraph Style................................................................19
5. PAGE STYLES..........................................................................................................................................20
5.1. Select The Paper Size Used By The Default Page Style..............................................................20
5.2. Create New Page Styles: Page 1, Page 2, Page 3, and Page 4...................................................20
5.3. Modify And Apply The Heading 1 Paragraph Style And Add Paragraphs.................................21
5.4. Add A Second Page/Apply The Page Style Named Page 2..........................................................21
5.5. Modify and Apply The Heading 2 Paragraph Style And Add Paragraphs..................................21
5.6. Modify And Apply The Heading 3 Paragraph Style And Add Paragraphs.................................22
5.7. Change Words Within A Paragraph Style...................................................................................22
5.8. Apply The Heading 2 Paragraph Style And Add Paragraphs.....................................................22
5.9. Apply The Heading 3 Paragraph Style And Add Paragraphs.....................................................22
5.10. Apply The Page Styles Named Page 3 and Page 4....................................................................22
5.11. Create A Table Of Contents.......................................................................................................23
5.12. Update A Table Of Contents......................................................................................................23
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8.4.5. Add Paragraphs After the Heading 3 Paragraph Style, "Paragraphs"................................................28
8.4.6. Add More Paragraphs After The Heading 3 Paragraph Style, "Paragraphs".....................................28
8.4.7. Apply The "Heading 2" Paragraph Style For "Math".......................................................................28
8.4.8. Add One Paragraph After the Heading 2 Paragraph Style, "Math"...................................................28
8.4.9. Apply The Heading 3 Paragraph Style For "Addition".....................................................................28
8.4.10. Add A Paragraph After "Addition".................................................................................................28
8.4.11. Apply The Heading 3 Paragraph Style For "Subtraction"...............................................................28
8.4.12. Add A Paragraph After The Heading 2 Paragraph Style, Subtraction.............................................28
9. CREATE A TABLE OF CONTENTS...............................................................................................................28
9.1. Modify And Apply the Contents Heading Paragraph Style.........................................................28
9.2. Add More Entries Into The Table Of Contents...........................................................................29
9.3. Update The Table Of Contents....................................................................................................29
9.4. Editing or Deleting Entries in The Table of Contents.................................................................30
9.4.1. Add Hyperlinks To The Table Of Contents......................................................................................30
9.4.2. If you have NOT inserted a Table of Contents.................................................................................30
9.4.3. If you have already inserted the Table of Contents...........................................................................31
10. CREATE A TABLE..................................................................................................................................31
10.1. Use AutoFormat To Create A Table..........................................................................................31
10.2. Use AutoText To Store A Table.................................................................................................32
10.2.1 Create The AutoText.......................................................................................................................32
10.3. Insert Row(s) .............................................................................................................................32
10.4. Insert Column(s)........................................................................................................................32
10.5. Delete Rows Or Columns...........................................................................................................33
10.6. Merge Cells................................................................................................................................33
10.7. Split Cells...................................................................................................................................33
10.8. Resize/Move The Table..............................................................................................................33
10.9. Merge Tables.............................................................................................................................33
10.10. Split Table................................................................................................................................33
10.11. Convert Text To Table and Table to Text................................................................................33
10.12. Delete A Table.........................................................................................................................34
11. TEMPLATE PARAGRAPH STYLES................................................................................................................34
11.1. Text and Text Body Indent.........................................................................................................35
11.2. Save The Template.....................................................................................................................35
11.3. How To Delete A Template........................................................................................................36
11.4. How To Make Your Template The Default Template................................................................36
11.5. How to Create a New Default Template....................................................................................37
11.6. Save A Template In The "My Documents" Folder.....................................................................37
11.7. Edit A Template Saved In The "My Documents" Folder...........................................................38
11.8. Organize Templates / Import A .................................................................................................39
11.9. Save A Template in the "My Templates" Folder........................................................................40
11.9.1. Edit A Template Saved In The "My Templates" Folder.................................................................40
11.10. Delete A Template....................................................................................................................41
11.10.1. In The My Documents Folder.......................................................................................................41
11.10.2. In The My Templates Folder........................................................................................................41
CALC: SPREAD SHEET......................................................................................................................42
1. INTRODUCTION.........................................................................................................................................43
1.2. What is a Spreadsheet?................................................................................................................43
1.3. What are Spreadsheets used for?................................................................................................43
2. GETTING STARTED...................................................................................................................................43
2.1. Entering Data..............................................................................................................................44
2.2. Selecting cells..............................................................................................................................44
2.3. Using Formulas...........................................................................................................................44
2.4. Spreadsheet Math........................................................................................................................45
2.5. A Simple Application...................................................................................................................46
2.6. Borders and Shading...................................................................................................................49
2.7. Charts..........................................................................................................................................49
2.8. Printing........................................................................................................................................51
3. SUMMARY...............................................................................................................................................52
IMPRESS: PRESENTATION..............................................................................................................53
1. INTRODUCTION.........................................................................................................................................54
1.1. Use a Template............................................................................................................................54
1.2. Save and Close Your Presentation..............................................................................................56
iii
Introduction
This open source toolkit has been developed by the Open Source Resource Center (OSRC),
a project of the Ministry of Information Technology (MoIT). This toolkit contains step-by-step
manuals related to open source applications for databases, application servers, desktop
applications, office productivity suites, Enterprise Resource Planning (ERP) and Customer
Relationship Management (CRM) software, and open source desktop applications for the
Microsoft Windows platform. A set of CDs, including some Linux distributions and other
applications, forms an integral part of this open source toolkit.
I would like to thank the OSRC team, including Mr. Abubakar Shoaib, Mr. Iftikhar Ahmad, Mr.
Muhammad Hammmad, Mr. Muazzam Ali, Mr. Sher Shah Farooq, and Mr. Qandeel Aslam,
who have compiled this toolkit; and Miss Seema Javed Amin, who has edited it. The OSRC
would especially wish to thank PSEB’s Director (Projects) Mr. Nasir Khan Afridi, Former
Project Manger(OSRC) Mr. Osman Haq and Ministry of Information Technology's Member
(IT) Mr. M. Tariq Badsha for their generous moral support, without which this toolkit would
never have been completed.
This is the first edition of this toolkit, and the OSRC hopes to continue to improve it with the
help of your feedback and comments.
Sufyan Kakakhel
Open Source Resource Center,
Pakistan Software Export Board,
2nd Floor, ETC, Agha Khan Road, F-5,
Islamabad, Pakistan.
Ph: +92-51-9208748
Fax: +92-51-9204075
Email: skakakhel@pseb.org.pk
http://www.osrc.org.pk
9. Choose a location where you want OpenOffice to unpack the files and click on
Unpack
12. You can simply choose “I accept the terms in the license agreement” and click Next,
but it is recommended that you should scroll down and read the agreement at least
once.
14. If you choose “Complete”. This will install all the components of OpenOffice i.e Writer,
Calc, Impress, Base and Maths. Choosing this and clicking next will lead you to step
17. Lets see what happens if we choose “Custom”
16. We do not want the Base and Math. So we exclude them from the list. Now we are
going with installation of Writer, Calc, Draw and Impress only.
18. Click install. Once you clicked Install, you will not be able to go back and make any
changes in configurations.
20. Congratulations! You have installed the OpenOffice successfully. Click finish to end
the installation.
This tutorial assumes that you already have basic computer skills. If not, you should do the
"No Computer Experience" tutorial. You will find the tutorial at www.tutorialsforopenoffice.org
The path is: Home Page > Standard Tutorials > Writer > No Computer Experience
Click on the on the right side of the Save as type: menu box. The pull-down menu
appears. Scroll until the words, OpenDocument Text (.odt), appear at the top of the
list. Click on OpenDocument Text (.odt). (To scroll, move the pointer of the mouse on
the selections on the pull-down menu.)
You can make changes to the document or you can save the document without any
changes.
Click on the Save button. The
document is saved as an
OpenOffice 2.0 (.odt) file. The
OpenOffice.org 1.0 file is still
available.
Click File > Close. If you have
made any changes, you will see
a message
Click Save.
Both OpenOffice and Microsoft Office work very well on your computer.
This tutorial has information on opening and closing files when both Microsoft Office and
OpenOffice are on your computer. The tutorial also explains how to send your files to other
people who do not have OpenOffice on their computers.
3. Installation Of OpenOffice
When OpenOffice is installed, the following is done:
You are asked to make a choice “Select the file types that OpenOffice.org 2.0 will
automatically open”
There are three file types shown: “Microsoft Word Documents”, “Microsoft Excel
Spreadsheets”, and “Microsoft Power Point Presentations”. You may or may not
place a check mark before one or more of the three file types.
File > Save As > In the “Save as type:” pull-down menu, select Microsoft Word 97/2000/XP
(.doc)
4. Introduction to Styles
Styles make OpenOffice Writer Easy To Use and provide Powerful Capability. Styles provide
Consistency throughout documents. Styles determine how Just About Anything appears in
OpenOffice Writer.
When a New Text Document is opened, a Page Style and a Paragraph Style are in effect.
Both styles have the same name (Default) which can be confusing.
On the Formatting Toolbar, in the “Apply Styles” menu box, the word, “Default”, means the
Paragraph Style named “Default” is in effect.
5.1. Select The Paper Size Used By The Default Page Style
1. Click Format > Page. The Page Style: Default window appears.
2. Click the Page tab. The "Page" window appears.
3. In the Paper format section in the Format menu, select the name of a paper size. (To
see the list of selections in the “Format” menu, click on the . Users in the UK would
select "A4" which is the standard paper used in the UK. This tutorial is being written
for the USA standard paper size.)
4. Click Letter > OK. The “Width” is set to 8.50 inches and the “Height” is set to 11.00
inches. The flashing cursor appears back on the page.
5.2. Create New Page Styles: Page 1, Page 2, Page 3, and Page 4
1. Click Format > Styles and Formatting. The “Styles and Formatting window appears.
2. Click Page Styles. The "Page Style" window appears.
3. Click the New Style From Selection icon > New Style from Selection. The "Create
Style" window appears.
4. In the dialog box under Style Name, type "Page 1". Click OK. You will see the new
Page Style, Page 1, that you just created in the box below the "Style Name" dialog
box.
5. In the list of Page Styles, double-click Page 1. (The cursor, , is at the top of the
page. The words, “Page 1/1” and “Page 1”, appear at the bottom of the screen.
“Page1/1” means the cursor is on the first page of a one page document. “Page 1”
means the Page Style called “Page 1” is in effect.)
6. Click the New Style From Selection icon > New Style from Selection. The "Create
Style" window appears.
7. In the dialog box under Style Name, type "Page 2". Click OK. You will see the new
Page Style, "Page 2", that you just created in the box below the "Style Name" dialog
box.
8. Click the New Style From Selection icon > New Style from Selection.
9. In the dialog box under Style Name, type "Page 3". Click OK. You will see the new
Page Style, "Page 3", that you just created in the box below the "Style Name" dialog
box.
5.3. Modify And Apply The Heading 1 Paragraph Style And Add Paragraphs
“Heading” Paragraph Styles are used to create a title above paragraphs.
1. Click the Paragraphs Styles icon (if the "Paragraph Styles" menu is not already
there). The "Paragraph Styles" menu appears. (The list of words in the window is the
names of Paragraph Styles that are available for use with paragraphs.)
5.5. Modify and Apply The Heading 2 Paragraph Style And Add Paragraphs
1. Type the word, English.
2. Right-click Heading 2. Click Modify. The “Paragraph Style: Heading 2” window
appears. Click the Alignment tab. In the “Options” section, click Left. (A dot appears
before the word “Left”.) Click the Indent & Spacing tab. In the “Indent” section, in the
“Before text” dialog box, type .50. Click the Font tab. If it is not already
selected/highlighted, click Arial ("Font) > Bold ( “Typeface”) > 14 pt. (“Size”) > OK.
(To change the numbers in the dialog box, click repeatedly on the until .50” appears
in the “Left” dialog or you can highlight the numbers and type .50" or press Delete
enough times to delete the number and type the number.
5.6. Modify And Apply The Heading 3 Paragraph Style And Add Paragraphs
1. Type the word, Verbs
2. Right-click Heading 3. (The “Paragraph Style: Heading 3” window appears.) Click
Modify. Click on the Alignment tab. In the “Options” section, click Left, if it is not
already selected. Click the Indent & spacing tab. Under “Indent”, in the “Before text”
box, change 0.00” to 1.0”. Click the Font tab. If it is not already selected/highlighted,
click Arial ("Font) > Bold ( “Typeface”) > 14 pt. (“Size”) > OK.
3. Double-click Heading 3. The word, “Verbs”, is indented one inch and is in bold.
4. Press Enter. Type the words, Some verbs are active. Press Enter. (The font size is
12 and the words are not in bold.)
5. Type the words, Some verbs are not active. Press Enter.
6. Type the word, Nouns
7. Double-click Heading 3. The word, “Nouns”, is indented one inch and is in bold.
8. Press Enter. Type the words, A person is a noun.
9. Press Enter. Type the words, A place is a noun.
3. In the menu box under Style, click the to select Landscape. Click OK. (Page 2/2 and
Landscape appear at the bottom of the page.)
4. Click Insert > Manual Break. In the menu box under Style, click the to select
Portrait. Click OK. (Page 3/3 and Portrait appear at the bottom of the page.)
5. Click Insert > Manual Break. In the menu box under Style, click the to select
Landscape. Click OK. (Page 4/4 and Portrait appear at the bottom of the page.)
6. The document will now have pages 1 and 3 in the Portrait Page Style and pages 2
and 4 in the Landscape Page Style.
8. Heading
1. Click File > New > Text Document. ( appears.)
2. Type the words, My Classes.
3. Click Format > Styles and Formatting. (The “Styles and Formatting” window appears.)
Click on the Paragraph Styles icon. (Place your cursor on each icon (the small
pictures) to find 'Paragraph Styles'.)
4. In the Paragraph Styles window, double-click Heading 1. (A heading or sub-title
above a paragraph is considered part of a paragraph. Double-clicking "Heading 1"
activates the “Heading 1” Paragraph Style which is displayed in the “Apply Styles”
1. Press the Enter key. The Text body Paragraph Style is activated. (The words “Text
body” appear in the “Apply Styles” dialog box. The cursor moves down two lines. The
“Text body” font type is “Arial”, the font size is 12 and Bold is not in use.)
2. Type the words, I go to many classes.
3. Press Enter. (The cursor moves down two lines. When the "Enter" key is pressed in
the text body Style, a new paragraph is started.)
4. Type the words, These are my classes.
8.3. Modify And Apply the Heading 2 Paragraph Style For "English"
1. Press Enter.
2. Type the word, English.
3. Right-click on Heading 2 then click the Modify button. (The “Paragraph Style:
Heading 2” window appears.)
4. Click the Font tab. If it is not already selected/highlighted, click Arial ("Font) > Bold
( “Typeface”) > 14 pt. (“Size”).
5. Click the Alignment tab. In the “Options” section, click on the word, Left. (A dot
appears before the word, “Left”, indicating that “Left” has been selected.) Click OK.
6. Click the Indent & Spacing tab. In the “Indent” section, in the “Before text” dialog
box, type .50. (When the “Heading 2” Paragraph Style is activated, the words will be
indented ½ of an inch.)
7. Double-click Heading 2. (This activates the “Heading 2” Paragraph Style. “Heading 2”
appears in the “Apply Styles” dialog box.)
8.4. Modify And Apply the "Heading 3" Paragraph Style For "Verbs"
1. Press Enter.
2. Type the word, Verbs.
3. Right-click on Heading 3 then click the Modify button.
4. Click the Indent & Spacing tab. In the “Indent” section, in the “Before text” dialog
box, type 1.0. (When the “Heading 3” Paragraph Style is activated, the words will be
indented an inch.)
5. Click the Alignment tab, if it is not already selected, click Left. Click the Font tab. If it
is not already selected/highlighted, click Arial ("Font) > Bold ( “Typeface”) > 14 pt.
(“Size”) > OK.
6. Double-click Heading 3. (The word “Verbs” moves to the right. The line is indented 1
inch.)
8.4.6. Add More Paragraphs After The Heading 3 Paragraph Style, "Paragraphs"
8.4.8. Add One Paragraph After the Heading 2 Paragraph Style, "Math"
2. Place the cursor to the left of the paragraph mark that is just above the table.
3. Drag down so the entire line just below the table is selected.
4. Click Edit > AutoText or press CTRL-F3 to bring up the AutoText menu. (In the
menu box, there is a list of AutoText.)
5. Click My AutoText, if it is not already selected. In the Name dialog box, type
Measurements as the name for the table.
6. After you type “Measurements”, the suggestion for the shortcut is M or m. (You may
use the suggested shortcut or type a shortcut of your choice.)
7. Click AutoText > New. Check Show preview. Click Insert. (This makes the table an
“AutoText”. You only have to do this once. You can now use the shortcut to use this
table in any document.)
8. Click where you want the table to be inserted.
9. Type the shortcut, M or m, on your document and press F3. (The table will appear in
your document.)
10. To quickly insert AutoText, type the shortcut for the AutoText in your document,
and then press F3. (You can also click the Edit > AutoText, choose the AutoText
that you want to insert and then click Insert.)
11. Select Modify. (The “Paragraph Style: Heading 6” window appears with twelve tabs.)
12. If it's not already selected, click the Indents & Spacing tab . (Note that you have
complete control over indentations and spacing between lines.)
13. Click the Alignment tab. (The text for 'Heading 6” can be aligned to the left, right,
center or justified.)
14. Click the Font tab. (Use the drop-down menus to see what options are available in
each category by clicking on the to the right of each box. The “Size” may be specified
in percent or in points. To change from percent to points, delete the number in the
upper “Size” box and type a number followed by the letters, pt., such as 25pt. To
change from points to percent, delete the “Size” number and type a number followed
by the percent symbol such as 25%.)
15. Click the Font Effects tab. (Use the drop-down menus to see what options are
available in each category by clicking on the to the right of each box.)
16. Click the Position tab. (Here's how you can handle subscripts and superscripts
(although not usually with a heading)
17. Click the Borders tab. (You can put a border around any text that has the style for
which borders are defined.)
18. Under Line Arrangement, click the icon to the far right.
19. Make the line, 1.00 pts, wide and select the color, Light Blue . (The window will
change to reflect your choices.)
20. Click OK. (The heading in your text now has a thin light blue line at its left.)
21. Right-click Heading 6 and select Modify. Click the Background tab. (Use the drop-
down menus to see what options are available in each category by clicking on the to
the right of each box. Note that the Background tab is used for setting a background
color or a graphic for the style.
22. Click the Drop Caps tab. (Use the drop-down menus to see what options are
available in each category by clicking on the to the right of each box.)
23. Click the Tabs tab. (You can set where the cursor goes when you press the Tab key.
Use the drop-down menus to see what options are available in each category by
clicking on the to the right of each box.)
3. Click Yes.
4. For templates saved in the My Templates folder, click File > Templates > Organize.
(The “Template Management” window appears.)
5. Double-click My Templates.
6. Click on the template that is to be deleted. Open the Commands pull-down menu.
Click Delete. (The popup window below appears)
7. Click Yes.
8. Click Close. (The 'Template Management" window closes.)
4. Click Organizer. (The “Organizer” button is the last button on the right.)
5. Double-click on My Templates. (A list of the saved templates appears.)
6. Right-click on the template that you created and choose Set as Default Template.
7. Click Close. (The “Templates” window closes.)
8. When you click on File > New > Text Document, the choices you made in Step 1
will be in effect.
4. Click Organizer. (The “Organizer” button is the last button on the right.)
5. Double-click on My Templates. (A list of the saved templates appears.)
6. Right-click on the template that you created and choose Set as Default Template.
7. Click Close. (The “Templates” window closes.)
8. When you click on New > Text Document, the choices you made in Step 1 will be in
effect.
5. When you click Save, the Save As window will appear. Follow the directions for Save
A Template In The "My Documents" Folder in the previous exercise. You may
save the template with the same name or you may choose another name for the
edited template.
3. In the “Look in:” box, select My Documents. (The “Open” window appears. In the
“Files of type:" menu box, you will see "Templates
[*.ott;*.stw;*.ots;*.stc;*.otp;*sti;*.otg;]". These are the three letter extensions that
indicate different types of template files.)
5. Under categories, click "My Templates" (if it is not already selected). Click OK.
(The "Example #2" is no longer on your screen.)
6. Click > Save. (The changes made are saved in the template and will be present
when you use the template again.)
2. Click Yes.
11.10.2. In The My Templates Folder
1. For templates saved in the My Templates folder, click File > Templates > Organize.
(The “Template Management” window appears.)
2. Double-click My Templates.
3. Click on the template that is to be deleted. Open the Commands pull-down menu.
Click Delete (You will get the message below.)
2. Getting Started
Start OpenOffice.org and click File > New > Spreadsheet. Take a moment to look the screen
over. You should see four toolbars at the top of the screen and one toolbar along the left side
of the screen. If you don't see four:
The topmost toolbar is the standard Graphical User Interface (GUI) Menu Bar that gives you
access to all of the commands in Calc.
Immediately below the Menu Bar you'll find the Function Bar. The Function Bar contains
icons (pictures) to provide quick access to commands like New, Open, Print, Copy, Paste,
etc. There is also a drop-down menu that let's you open previously-used documents quickly. If
you place your mouse cursor over any of the elements of a toolbar, the tooltip tells you what
command the icon represents. If you aren't seeing the tooltips, then click Help > Tips.
The Object Bar is located below the Function Bar. The Object Bar icons and drop-down
menus are used to select a font, font color, alignments, number formats, border options and
background colors.
Below the Object Bar is the Formula Bar. The Formula Bar contains the Sheet Area drop-
down menu and a long white box called the Input Line.
The toolbar on the left is the Main toolbar. The Main toolbar contains a mixed batch of
commands. Use the tooltips to see what they are for.
The rest of the window contains the worksheet. The worksheet is divided into rows and
columns. In Calc, rows are numbered from 1 to 32000. Columns are labeled with letters from
A to IV. Scroll bars on the right and bottom are used to move around the worksheet.
If you look along the bottom left edge of the worksheet you will see three tabs labeled Sheet1,
Sheet2 and Sheet3. These are other worksheets. A workbook contains multiple worksheets.
Now that you know where everything is located, let's begin.
Click on a cell on your screen. Notice the black box and the darker gray shading on the
column and row labels. The black box identifies the active cell, or the one that will receive
whatever you type. A cell can contain text, numbers or formulas. Let's enter something into
cell A1:
You just entered a formula by typing it into the cell; however, there will be times when this is
not possible because of the length of the formula. Try entering the formula this way:
The formula you just used is ok for adding three cells, but what about adding 200 cells?!
Would you like to try? That's where functions come in. Functions are computer routines, or
mini programs, that simplify operations. Let's try one:
1. Click on A4.
2. Type =SUM(
3. Click on A1 and drag down to cell A3. (Hold the LMB down.)
4. Type ) and press Enter.
1. Click on A4
2. Click on the Σ just left of the Input Line (The mathematics symbol for sum.)
3. Click the green check mark
The Σ button will automatically use all of the cells above the active cell. The SUM function is
probably the most-used function in spreadsheets. The A1:A3 in the parenthesis is called a
cell range. It is shorthand for "from A1 to A3". There are hundreds of functions available to
help you. Take a look:
You are looking at a detailed explanation of the SUM function. When you get a chance,
browse through the different types of functions listed on the left. The on-line help is a great
resource for learning the functions available in Calc. Close the help window when you're
done.
Computers are not very bright, so you have to watch how you type in formulas. The order of
operations is law. The order is: exponentiation, multiplication, division, addition, and then
subtraction. Let's pretend we want to perform a calculation using the equation:
x + 10
y + 20
The answer should be 1, using x = 20 and y = 10, but we got 41 for an answer! Why?
Because Calc interpreted the equation as:
20 + (10/20) + 20
which equals 40.5 and rounds up to 41. If you use formulas with equations in the numerator
and denominator, you need to use parenthesis () to force the spreadsheet to calculate them
properly. Make the following changes:
1. Click on C1.
2. Click on the Input Line.
3. Edit the formula to read =(A1+10)/(B1+20).
4. Click the green check mark. (The answer is now 1.)
Of course, you can also format columns and text the long way:
1. Click Format Cells...
2. Click on the Alignment tab to do change centering and orientation.
3. Click on the Font tab to change the font.
4. Click on the Font Effects tab to change color, etc.
That's much better! You can select any color, but I like blue. Data labels are a good
spreadsheet practice. Use labels that clearly describe the data in the column below. Be
creative and use color, different fonts, bold, etc., but make them stand out.
Helpful Hint: If you are using data that has units like inches, feet, square miles, etc., enter
the unit in the cell below the label. There have been many times when I've opened a
spreadsheet and the units weren't labeled. This makes the data meaningless unless you can
figure it out what you're dealing with, which takes time and energy you may not have.
1. Select A2.
2. Enter a date. (Enter the date in the mm/dd/yy format. Example: 02/12/05.)
3. Select G2.
4. Enter 5000.
The Deposit, Withdrawal and Balance columns will all contain values that represent currency,
so we let's format them accordingly:
1. Select column E.
2. Hold down the Shift key.
3. Select column G. (All three columns turn black.)
4. Click Format > Cells... (The Format Cells dialog box appears.)
5. Click the Numbers tab.
6. In the Category box, click Currency. (Left side)
7. In the Options section, make sure that Decimal places is set to 2, Leading zeros is
set to 1, and both check boxes are checked.
8. Click OK.
Those three columns will show the $ when they have numbers in them. That's how you format
cells. We can start entering checks now:
Look at the text you entered in the Paid To and Description columns. One is cut off and the
other extends into the Deposit column. Let's fix it so we can read them:
1. Select column C.
1. Place your cursor over the column dividing line between the letters C and D.
2. When you see the symbol with two arrows, click the LMB and drag.
3. Size the column like you want it and release the LMB.
Now the fun starts! The current balance is defined as the previous balance plus any deposits,
minus any withdrawals. In equation form it looks like:
Current Balance = Previous Balance + Deposits – Withdrawals
To enter this into the spreadsheet:
1. Select G3.
2. Type =
3. Click on G2.
4. Type +
5. Click on E3.
6. Type -
7. Click on F3.
8. Press Enter.
Tada! You have everything you need to use your check register! Enter another check on row
4. For this check, put a withdrawal amount bigger than your balance. (Ladies & Gentlemen -
Don't try this at home!)
Now we need to copy the formula in the 3rd row to the 4th row:
1. Select G3.
2. Look at the black frame around the cell and notice the little black box on the bottom
right corner.
3. Put the cursor over the box. When you see a +, click on it and drag it down to cell
G4.
You now have a negative balance and the font turned red. Dragging the little black box (I call
it drag-copy) is the shortcut for copying the contents of one cell to a neighboring cell. You
can also use the Copy and Paste commands in the menu. The number turned red because
the currency format was set up that way. Cool, huh?
When you copy formulas, the cells referenced in the formula will change. Activate cell G3
and look at the Input Line. You will see the formula for that cell. Click G4 and you'll see the
cell addresses change. That's because spreadsheet programs use relative addressing. In
other words, the program doesn't store the actual cell address; rather, it stores something
like, "the active cell = one cell up + two cells to the left – one cell to the left." You need
to keep that in mind when you copy formulas.
Note: If you tried to insert the cells on row 3 and drag-copied up, you will find that the
technique doesn't work correctly. To remedy the problem, edit the formula in G3 and replace
G1 with G2, then drag-copy G3 to G5.
Whew! At least we're out of debt now! I encourage you to enter more checks and practice
copying formulas to get more comfortable with the information presented so far.
Before we continue, change the name of Sheet1 and save your work:
2.7. Charts
I could do a whole tutorial on charts alone, but I'm only going to give you the basics to get you
started. Charting data is really an art form. You have to have an intimate knowledge of the
data, the best way to visualize the data and a sense of what people respond to.
Don't worry if you don't know what the numbers mean; we aren't concerned with that.
The order of the columns matters. Spreadsheet programs typically assume that the column
on the left is the variable that is plotted on the horizontal (x) axis of the chart, and the column
on the right is the variable that is plotted on the vertical (y) axis. With that in mind:
1. Select columns A and B.
2. Click Insert > Chart...
3. Select -New Sheet- from the drop-down box labeled Chart results in worksheet.
4. Click Next>>>.
5. Select XY Chart. (Hold the cursor over the icons to find it.)
6. Click Next>>>.
7. Select Lines Only and check the X axis and Y axis grid line boxes. (Y may already be
checked. Don't uncheck it.)
8. Click Next>>>.
9. Give the chart a title in the box that has "Main Title" in it. (Replace text.)
10. Click the X axis and Y axis check boxes.
11. Type X for X axis title, and Sine(x) for Y axis title. (Replace existing text.)
12. Click Create.
13. Look and the worksheet tabs at the bottom.
14. Click on the last tab. (Probably labeled Sheet4.)
15. Use the little boxes on the corners to resize the chart by clicking on them and
dragging them until you like the proportions.
Charts created by spreadsheet programs are unappealing most of the time. You have to
mess with the format of the chart elements to make them look better.
The first thing I notice is a jagged plot line. That is appropriate for some data, but the sine
function is a smooth function, so make the following changes:
Ahh, much better! You just used most of the chart editing commands. The point to carry away
from this section is that you can change every aspect of the chart in some fashion. To get
good at it, you'll have to experiment with the settings and develop your own style.
2.8. Printing
Printing is pretty much the same as printing in any other software application; however, there
are settings that are unique to Calc. I guess the best place to start is the print preview, so:
Look at the worksheet. You should see lines that are darker than the rest. These are the page
breaks based on the current page settings.
Headers and Footers are broken into three sections. You can use one of the auto-format
buttons below the three boxes or type your own header.
1. Click Cancel.
Removing the header and footer will change the chart size, so you may have to resize it.
What if you don't want to print the whole worksheet? I'm glad you asked! Calc gives you the
ability to define print ranges.
3. Summary
Well, that wasn't so bad, was it? There are many more features that will help you in your
spreadsheet work, so explore the menu and try them out! By completing this tutorial, you
have experienced, and hopefully learned, the basic tasks to enable you to begin using
spreadsheets. We began with the layout of the screen; then worked through entering data,
using formulas and functions, creating charts, using basic format tools on charts and
worksheets, and printing spreadsheets and charts. More advanced topics will be covered in
future tutorials. I hope you enjoyed it. Good Luck!
A page that is projected is called a SLIDE. The following can be included in a Slide:
• Animation
• 3-D graphics
• Bullets and Numbered Lists
• All the normal stuff that is in a word processor (Writer) such as bold, colors, text
alignment, borders, drawing, templates (master slide) , etc.
Notes can be added to a slide that are not projected but can be seen by the presenter.
If not already selected, select Part 2 of Window 1 of the "Presentation Wizard" appears
Introducing a New Product. Click
Next
Under Choose your pages, select Window 5 of the "Presentation Wizard" appears.
what you want in your presentation or
use the default settings. Click Create.
Click Save. " My Slide Show" is saved. The file, "My Slide Show" is
still on the screen.
Click File > Close. The file, " My Slide Show", is no longer on the screen.
Click Slide 1 tab The first slide appears on the computer screen.
3. Fontwork Gallery
Fontwork Gallery is the Impress version of Microsoft's Word Art. It has many of the same
features and is useful for creating impressive headings for posters and presentations.
Click on the Fontwork Gallery Icon It looks like a box with an A in the middle and a handle
from the Drawing Toolbar on top.
Choose a Font from the selection by "Fontwork' appears on the page in very large text.
putting your pointer on it and clicking
and then click on OK.
You will need to change the word,
Fontwork, to the word that you want
to use and also to resize it.
Start by putting your pointer on the
word, Fontwork, and double click.
You will notice that a smaller version
of the word Fontwork now appears.
You can either add to the word that is
there or replace it with your own word
or words. Click anywhere on the page
except on the Fontwork to accept
the changes.
To make all the letters the same There is no menu but the letters will change to be the
height, click the Fontwork Same same height.
Letter Heights icon.
Click the Custom Animation tab. In The "Custom Animation" window appears.
the Custom Animation window, click
Entrance tab > Pinwheel > OK.
In the "Speed "dialog box, you have three choices for the
Click the to scroll to Fast in the
speed of the transition. The choices are "Slow",
dialog box to the right of Speed
"Medium", and "Fast".
under Modify transition. Click Fast.