Spreadsheet (Open Office Calc)

1. Define the term Consolidation of data.

Consolidate data provides a graphical interface for copying data from one
range of cells to another, then running functions on the data. During
consolidation, the contents of cells from several sheets can be combined
in one place.

2. Mention the additional features that can be used while using the
Consolidate dialog box.
Link to source data:. If you link the data, any values modified in the
source range are automatically updated in the target range.
Consolidate by: select either Row labels or Column labels: The text in the
labels must be identical, so that rows or columns can be accurately
matched. Consolidation happens if they are the same.
Data-> Create Range : This can be used to create and give a name to the
range which can be used whenever required and repeatedly.

3. Define the function subtotals.

We can summarize different groups using the Subtotal command and
create an outline for your worksheet.

Sum function is used to add rows or columns. Subtotals are used to

sum/count/ average/min/max a particular subgroup in a table.
Subtotals can be used repeatedly in the same column for section
subtotals. It doesn't include the result of other SUBTOTAL() calculations
in the range.

The table column has to be sorted first according to different categories.

Data-> Subtotals option is used for the above operation.

4. Explain the 1st group tab in subtotals.

The 1st group tab of the subtotals dialog box provides 3 options:
Group By: This option is provided on the drop-down list of column
headers used in the worksheet. Select the column name which you want
to display in the subtotals group. Calculate subtotals for: It is used to
select the value to display the result in a group. Use Functions: This
 option is used to select different functions like sum, count, max, min etc.

5. Define the term Scenarios.

Scenarios are a tool to test “what-if” questions. A scenario is defined by
a set of values which can be applied on an existing data-set. The original
data-set is substituted by a new data set and the changes in value can be
viewed.

For example: if you wanted to calculate different interest rates on an

investment, you could add a scenario for each interest rate, and quickly
view the results. This way a user can analyse different scenarios.

To create a scenario, select all the cells that provide the data for the
scenario. Choose Tools - > Scenarios.
Each scenario is named, and can be edited and formatted separately using
the Navigator option.

6. Mention the additional settings that can be used while using the
Scenarios.

Display border
Highlight the scenario in your table with a border and the color for the
border can be chosen.

Copy back
Copies the values of cells that you change into the active scenario.

Copy entire sheet

Copies the entire sheet into an additional scenario sheet.

Prevent changes
❖ You can only change the scenario properties if the Prevent
changes option is not selected and if the sheet is not protected.
❖ You can only edit cell values if the Prevent changes option is
selected, if the Copy back option is not selected, and if the cells
are not protected.
7. Write a short note on Navigator.
After scenarios are added to a spreadsheet, you can jump to a
particular scenario by using the Navigator, then selecting a scenario
 from the list. You can also color code scenarios to make them easier to
distinguish from one another.

To select a scenario in the Navigator, click the Scenarios icon in the

Navigator. The defined scenarios are listed, with the comments that were
entered when the scenarios were created.

8. What is Goal Seek?

In Goal Seek, we work with a completed formula to see what values you
need in an argument to get the results that you want. It allows us to
determine the input for a desired output.

Tools- > Goal Seek is used for this operation. To run a goal seek, at least
one of the values for an argument must be a referenced cell or range. Goal
Seek consists of: Formula Cell in the table, Target Value : value which is
to be set and Variable cell: value which can be changed.

For example, how many more students should have scored 70% to make
the class average 80%?
How many more five stars were needed for a website to have its rating
above 9?
9. When is the tool solver used?
Tools -> Solver amounts to a more elaborate form of Goal Seek. The
difference is that the Solver deals with equations with multiple
unknown variables. It is specifically designed to minimize or maximize
the result according to a set of rules that you define. The user can set
the constraint that one of the variables or cells must not be bigger than
another variable, or not bigger than a given value.

10. Differentiate between Goal seek and Scenarios.

Goal seek Scenarios

The Goal Seek function is used Scenarios are used when you need
when there is only one result multiple "Scenarios" based on
needed and the result is based on many cells changing.
one cell only changing.

For knowing what to do to achieve For simulating different scenarios

a set goal (best case scenario, worst case
 scenario, etc)

11. What are the ways to insert a new sheet in a workbook?

The first step, in all cases, is to select the sheet that will be next to the new
sheet. Then do any of the following:
Select Insert > Sheet from the menu bar, or
Right-click on the tab and select Insert Sheet, or
Click in an empty space at the end of the line of sheet tabs.

Each method opens the Insert Sheet dialog. Here you can choose to put
the new sheet before or after the selected sheet and how many sheets to
insert.

On the Insert Sheet dialog, you can also add a sheet from a different
spreadsheet file (for example, another Calc or Excel spreadsheet), by
choosing the From file option. Click Browse and select the file; a list of the
available sheets appears in the box. Select the sheet to import.

12. How can we rename a worksheet?

There are 3 ways of renaming a worksheet:
Select the sheet1->Right Click->Select Rename option. Give a name to the
sheet.
OR
Double-click on one of the existing worksheet names. Give a different
name.
OR
Select the worksheet you want to rename (click on the worksheet tab) and
then select the Sheet option from the Format menu. This displays a
submenu from which you should select the Rename option.

13. What is a cell reference? What is the purpose of using cell reference?
A cell reference refers to a cell or a range of cells on a worksheet and can
be used to find the values or data that you want a formula to calculate.
One can use a cell reference to refer to:
● Data from one or more contiguous cells on the worksheet.
● Data contained in different areas of a worksheet.
● Data on other worksheets in the same workbook

14. What are the two ways of referencing cells in other worksheets?
 There are two ways to reference cells in other sheets: by entering the
formula directly using the keyboard or by using the mouse.

By using mouse:
Select the sheet and the cell where you would like to insert referencing.
Type ‘=‘ sign in the formula bar and select the sheet and the cell which
has to be referenced add any operator like add/subtract/multiply/divide
and select another sheet and cell which also needs to be referenced. (it
consists of ‘sheetname.cellreference’ e.g. ‘sheet 1’.E3)

By using keyboard:
Select the sheet and the cell where you would like to insert
referencing.Type ‘=‘ sign in the formula bar and write the
sheetname.cellreference and the operator to be used and
sheetname.cellreference of another sheet.

Referencing Other worksheets:

Using mouse:
To create the reference with the mouse, both spreadsheets need to be
open. Select the cell in which the formula is going to be entered.
Click the = icon next to the formula bar. Switch to the other spreadsheet
Select the sheet and then the reference cell.Switch back to the original
spreadsheet.Click on the green check mark on the formula bar.

Creating The Reference With The Keyboard

Typing the reference is simple once you know the format the reference
takes. The reference has three parts to it:
● Path and file name
● Sheet name
● Cell
The general format for the reference is
=’file:///Path &File Name’#$SheetName.CellName.

15. Write the steps to insert hyperlinks in a worksheet.

Hyperlinks can be used in Calc to jump to a different location from within
a spreadsheet and can lead to other parts of the current file, to different
files or even to web sites.
1) On a worksheet, click the cell where you want to create a hyperlink.
On the Insert tab, in the Links group, click Hyperlink. You can also
right-click the cell or graphic and then click Hyperlink on the
shortcut menu, or you can press Ctrl+K.
 2) Under Link to, click Create New Document.
3) In the Name of the new document box, type a name for the new file.

One of the 4 types of hyperlink can be selected:

Internet: the hyperlink points to a web address, normally starting with
http://
Mail & News: the hyperlink opens an email message that is pre-
addressed to a particular recipient.(the receiver address).
Document: the hyperlink points to a place in either the current worksheet
or another existing worksheet.
New document: the hyperlink creates a new worksheet. (edit could either
be now or later).
In the Further settings section:
Set the value of Frame to determine how the hyperlink will open. This
applies to worksheets that open in a Web browser.
Form specifies if the link is to be presented as text or as a button. The
figure below shows a link formatted as a button.
Text specifies the text that will be visible to the user. If you do not enter
anything here, Calc will use the full URL or path as the link text.
Name is applicable to HTML documents. It specifies text that will be
added as a NAME attribute in the HTML code behind the hyperlink.

16. How do we link data from external Data.

You can insert tables from HTML documents, and data located within
named ranges from an OpenOffice.org Calc or Microsoft Excel
spreadsheet, into a Calc spreadsheet.
You can do this in two ways: using the External Data dialog or using the
Navigator.

Using the External Data dialog

1. Open the Calc worksheet where the external data is to be inserted. This
is the target worksheet.
2. Select the cell where the upper left-hand cell of the external data is to
be inserted.
3. Choose Insert -> Link to External Data.
4. On the External Data dialog, type the URL of the source worksheet or
click the [...] button to open a file selection dialog. Press Enter to get Calc
to load the list of available tables.
5. In the Available tables/range list, select the named ranges or tables you
want to insert.
You can also specify that the ranges or tables are updated every (number
 of) seconds.
6. Click OK to close this dialog and insert the linked data.

Linking To Registered Data Sources

You can access a variety of databases and other data sources and link
them into Calc worksheets. First you need to register the data source with
OpenOffice.org.
Choose Tools -> Options -> OpenOffice.org Base -> Databases.
2. Click the New button (below the list of registered databases) to open
the Create Database Link dialog.
3.Enter the location of the database file, or click Browse to open a file
browser and select the database file.
4. Type a name to use as the registered name for the database and click
OK. The database is added to the list of registered databases. The OK
button is enabled only when both fields are filled.

17 What is the difference between absolute and relative hyperlink?

A relative hyperlink is a hyperlink that contains an address that is relative
to the address of the destination file . A relative link is relative to the
current page for eg. linking between two or more sheets in a folder. If the
file is moved from where it is, then the link could break (it probably
will).For instance, if you have two spreadsheets in the same folder linked
to each other and you move the entire folder to a new location, a relative
hyperlink will not break.

Absolute URLs always include the domain name of the site and the entire
path and file name for documents. If the domain name changes or moved,
then the links to the website will no longer exists.

18. Why do we need to share workbooks?

Spreadsheet software allows the user to share the workbook and place it
in the network location where several users can access it simultaneously.
It is necessary to have multiple people working on a file at the same time.
This can be to either speed up data entry or simply make things easier for
collaboration purposes.

19 Write the steps for sharing a worksheet?

1) Open a new spreadsheet and Click on Share workbook option under
the Changes group in the Review tab.
 2) Check the option Allow changes by more than one user at the same
time. This also allows workbook merging.
3) Click OK.

20. Mention some of the features that are disabled in the shared worksheet.
When you open a spreadsheet that is in shared mode, you see a message
that the worksheet is in shared mode and that some features are not
available in this mode.
Features that are disabled are:
Data: sort, subtotals, consolidate
Insert: picture from file, comments, movie, chart, objects
Format: merge cell, split cells, rename sheet.

21. How do we Save a Shared Spreadsheet?

When you save a shared spreadsheet, one of several situations may occur:
● If the worksheet was not modified and saved by another user since you
opened it, the worksheet is saved.
● If the worksheet was modified and saved by another user since you
opened it, one of the following events will occur:
If the changes do not conflict, the worksheet is saved, the dialog box
appears, and any cells modified by the other user are shown with a red
border.
If the changes conflict, the Resolve Conflicts dialog is shown. You must
decide for each conflict which version to keep, yours or the other
person’s. When all conflicts are resolved, the worksheet is saved. While
you are resolving the conflicts, no other user can save the shared
worksheet.

When you successfully save a shared spreadsheet, the worksheet shows

the latest version of all changes that got saved by all users.

22. How do we record changes in the shared spreadsheet?

Calc has the feature to track what data was changed, when the change
was made, who made the change and in which cell the change has
occurred.
A colored border, with a dot in the upper left-hand corner, appears
around a cell where changes were made. Other reviewers then quickly
know which cells were edited. A deleted column or row is marked by a
heavy colored bar.
23 What is the purpose of adding comments to a shared spreadsheet?
Calc automatically adds to any recorded change a comment describing
what was changed. Reviewers and authors can add their comments to
explain their changes.

24. How can we add comments to the changes made?

1) Make the change to the spreadsheet.
2) Select the cell with the change.
3) Choose Edit > Changes > Comments. The automatically-added
comment provided by Calc appears in the title bar of this dialog and
cannot be edited.
4) Type your own comment and click OK.

25. How do we view changes made in the shared spreadsheet?

Calc gives you tremendous control over what changes you see when
reviewing a worksheet. To change the available filters, select Edit >
Changes > Show. The following dialog opens.

Using the different settings, you can control which changes appear on
screen. You can filter based on:
● Date – Only changes made in a certain time range are displayed.
● Author – Only changes made by a specific author are displayed. This is
especially useful if you have multiple reviewers on the worksheet.
● Range – Only changes made in a specific range of cells are displayed.
 This is especially useful if you have a large spreadsheet and only want to
review a part of it.
● Comment – Searches the content of the comments and only displays
changes which have comments that match the search criteria.
● Show accepted changes – Only changes you accepted are displayed.
● Show rejected changes – Only changes you rejected are displayed.

26. Why is it necessary to accept or reject changes made in a shared

worksheet?
When you receive a worksheet back with changes, the beauty of the
recording changes system becomes evident. Now, as the original author,
you can step through each change and decide how to proceed whether to
accept or reject changes made.
Open the edited spreadsheet and the comment column by default
contains an explanation of the change that was made. If the reviewer
added a comment to the change, it is displayed, followed by the
description of the change.
If more than one person has reviewed the worksheet, one reviewer may
have modified another reviewer’s change. If so, the changes are
hierarchically arranged with a plus sign for opening up the hierarchy.
On the Filter tab of this dialog , you can choose how to filter the list of
changes: by date, author, cell range, or comments containing specific
terms. After selecting the filter criteria, switch back to the List tab to see
the results.
27. Write a short note on Merging worksheets.
Sometimes, multiple reviewers return edited versions of a worksheet at
the same time. In this case, it may be quicker to review all of these changes
at once, rather than one review at a time. For this purpose, Calc provides
the feature of merging worksheets.

28. Write a short note on comparing documents.

When sharing worksheets, reviewers may forget to record the changes
they make. This is not a problem with Calc because Calc can find the
changes by comparing worksheets.
In order to compare worksheets you need to have the original worksheet
and the one that is edited. To compare them:
1. Open the edited worksheet that you want to compare with the original
worksheet.
2. Select Edit > Compare Document.
 3. An open worksheet dialog appears. Select the original worksheet and
click Insert.
Calc finds and marks the changes as follows:
● All data that occurs in the edited worksheet but not in the original is
identified as inserted.
● All data that is in your original worksheet but is not in the edited
worksheet is identified as deleted.
● All data that is changed, is marked as changed.

29. Define the term MACRO. Mention advantages of using macros.

A macro is a recorded name of a set of tasks or commands in MS Excel
which is used to repeat them by single click or shortcut key.
Advantages of Macro:

● It saves user’s time

● Repeat a number of commands in just one click or using the shortcut
key
● User can record numerous formatting commands or formulas in a
single worksheet
● User can use their names for each macro
● It reduces the errors occurring with repetitive tasks
● It is capable of performing any kind of complex calculations easily.

30. How do we record macros?

Select the Tools-> record macro. Select the first value in the list and select
the option relative reference to give the respective location from
where the steps would be followed. Give a name and shortcut to the
macro. Perform formatting features or use functions to calculate. Once it's
done, stop recording.

31. Write a short note on Sorting.

Sorting is the process of arranging data into meaningful order so that you
can analyze it more effectively. For example, you might want to order
sales data by calendar month so that you can produce a graph of sales
performance. You can sort text data into alphabetical order. The data can
either be arranged in ascending or descending order. More than one
column can be used for sorting.

32. OPEN OFFICE CALC tools:

 Tools Use

Data-> Consolidate Consolidation of data.

Link to source data: on selecting
this option , any values modified in
the cells will be automatically
updated.

Consolidate by, select either Row

labels or Column labels: The text in
the labels must be identical, so that
rows or columns can be accurately
matched and displayed in the
results.

Data-> Subtotals Used to calculate subtotals in

sheets after the column is sorted.

Data-> Sort Used to sort data either in

ascending or descending order.

Tools ->Scenarios Various scenarios help in

predicting the results.

Tools ->Goal Seek What input is required for the

desired goal.

Tools ->Solver Various conditions can be used for

achieving the results in goal seek.

Tools-> Record Macro Used for recording macros

33. State True/ False:

a. Original author of the Worksheet can accept or reject changes made by

other users - True
b.Various conditions can be used to achieve a particular result in Goal
seek. - True
c.Sheet tab is used to add worksheets in a workbook. True.
d.Auto fill option is used to copy only the formulas . False
e. Subtotals option can be used on any data which is not sorted. False.
34. Ramya is using a spreadsheet for the first time. Help her to achieve the
following tasks by suggesting appropriate tools/options.

1. She needs to add data from 3 different sheets - Consolidate sheet

2. She has to count the number of subjects for a sheet.- use count
function
3. Another person would like to add data and make changes in the
above spreadsheet.- sharing option
4. She has to link the sheet to an external source.- use hyperlink
5. She has to repetitively use some functions and formatting across the
workbook. - Macros

35. Fill in the blanks:

1. The macros are stored in the same workbook in which you have
created.

2. Subtotals are used to sum/count/ average/min/max a particular

subgroup in a table.

3. You can apply subtotals according to column order which is given

in the worksheet only. (True/False)

4. Shared workbooks don’t allow merging cells, conditional

formatting, or inserting pictures/graphs/etc.

5. A Scenarios function provides a tool to test and quickly change the

arguments of formula and view the new results.

6. You cannot delete a scenario once it is created. (True/False)

7. You can use Navigator to modify existing scenarios.

8. A Goal Seek feature provides a target based result and informs

the user about the changes in value in the applied formula.

9. To run a GoalSeek, at least one of the values for an argument must

be Formula Cell

10. OO Calc, display the change of value in which of the following for
goal seek? In the variable cell, In the dialog box, In a message
11. When you click on OK button in GoalSeek dialog box, Goal Seek
Successful Message box will appear in OO Calc,

12. A Solver feature is a more elaborate form of GoalSeek.

13. You can set any kind of value like greater than, lesser than, equal or
specific value using solver. (True/False).

14. At the bottom of each worksheet window is a small tab that

indicates the number of the worksheets in the workbook.

15. A cell reference refers to a cell or a range of cells on a worksheet

and can be used to find the values or data that you want a formula
to calculate.

16. Spreadsheet software allows the user to share the workbook and
place it in the network location where several users can access.

17. The extension of files saved by OO

a)calc is .ods b)writer is :odt c)database is .odb

18. Solver is specifically designed to minimize or maximize the result

according to a set of rules that you define in a spreadsheet.
19. For arranging data into meaningful order Sorting option is used so
that you can analyze data more effectively.