9 Electronic Spreadsheet (Elementary)

LEARNING OBJECTIVES
After studying this chapter, students will be able to:
.Create a spreadsheet
.Learn to enter and edit the text inspreadsheet
.Know how to
format data in a spreadsheet
Make use of referencing in spreadsheet
Learn about charts in Calc

INTRODUCTION
Spreadsheets predate the computer era. Spreadsheets were used by accountants since long before the advent of
computers. It helps to put in numbers and text and compute on top of it. Electroic spreadsheets are more useful
because the calculations are automatic and the data entry and its handling is on a computer. Of course, things
are not that simple, because nowadays all kinds of data entry use spreadsheet as their preferred application. The
set of functions available to work is also huge. It consists of data and information organised in the form of rows
and columns. It is used for a variety of tasks such as:
To arrange the data in tabular form.
KNOW The process of arranging data in
To perform different mathematical operations on
MORE columns and rows in a systematic
the stored data. manner is called as tabulation.
To maintain and analyse the data.
To create MIS (Management Information System) records.
To generate graphs (pictorial representation of data), to analyse data.
To perform financial calculations.
To manage inventory, etc. LibreOfice
Fle Jools Help
Double click on it
SESSION 1 CREATING A SPREADSHEET New
Open Cr0
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D Spreadheet
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use
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2. The following window opens up. Select File Dreoie Bluel MLom Documen
t LibreOffice artQ
menu > New >
Spreadsheet. Labels

After these steps, the LibreOfice Calc launches. You can FIG. 9.1: LIBREOFFICE FIG. 9.2: THE MENU BAR USED TO
6.2 SHORTCUT ONN LAUNCH SPREADSHEET
check the Fig. 9.3 to see how the Calc screen looks like. DESKTOP

127
Parts of LibreOffice Calc window
Title BarFormatt Toolbar Menu Bar

Untitled 1 ubreOice Calc -

X

Standard Fite git yew nent Fomet Sheet Dete Joo Wndow Help
Toolbar
D x Ai5.oA*y - 1 9
erbon Sanw B Í UIA E EI5 * % 00
A1
Formula Bar
D
Active cell reference
(Name box)

Active cell Column Headers

Sheet tabfts)

Row Headers
Status Bar

K M Shest1
Sheet 1 of 1 Deault English(ndi) OI Average;Sum 0 -+100%
FIG. 9.3: LABELLED FIGURE OF LIBREOFFICE CALC SCREEN

Menu Bar
Under the Title Bar is the menu bar. When you choose one of the menus, a sub-menu appears with other
options. The options available in the menu bar are: File, Edit, View, Insert, Format, Styles, Sheet, Tools, Data,
Window and Help.

Toolbars
The default setting when Calc opens is for the Standard and Formatting toolbars to be docked at the top of the
workspace(Fig. 9.3).
Calc toolbars can be either docked and fixed in place, or floating allowing to move a toolbar into a more
convenient position of your workspace.Docked toolbars can be undocked and moved to different docked position
on the workspace or undocked to become a floating toolbar.

Formula Bar
The Formula Bar is located at the top of the sheet in your Calc workspace. The Formula Bar is permanently
to
docked in its position and cannot be used as a floating toolbar. If the formula bar is not visible, go
View Formula Bar on the main menu bar.

AT fXIL
B22
FIG. 9.4: FORMULA BAR

Going from left to right and referring to Fig. 9.4, the Formula Bar consists of the following:
Al. Inc
Name box: the cell reference using a combination of a letter and number, for
gives example
letter indicates the column and the number indicates the row of the selected cell.

128
 Function wizard: opens a dialog from which you can search through a list of available funeton
This can be very useful because it also shows how the functions are formatted.
. Sum: clicking on the Sum icon totals the numbers in the cells above the selected cell and then places the
total in the selected cel. If there are no numbers above the selected cell, then the cells to the left are totaled.

. Function: clicking on the Function icon inserts an equal to (E) sign into the selected cell and the
Input line allowing a formula to be entered.
the contents
.Input line: displays selected cell (data, formula, or function) and allows you to
of the
edit the cell contents. To edit inside the Input line area, click in the area, then type your changes.
To edit within the current cell, just double-click in the cell.

sheet Tabs
tn Calc, you can have more than one sheet in a spreadsheet. At the bottom of the grid of cells in a spreadsheet
tabs indicating how many sheets there are in your spreadsheet. Clicking on a tab
are sheet access
to
enables
ach individual sheet and displays that sheet. An active sheet is indicated with a white tab (default
down the Ctrl
Cale setup)
while you click the sheet tabs.
You can also select multiple sheet by holding key on

for sheet (Sheet1, Sheet2, and on):

To change the default
name a so

1. Right-click on the sheet tab and select Rename Sheet from the context menu. A dialog opens

allowing you to type in a new name for the sheet.

2. Click on OK when finished to close the dialog box.

To change the color of a sheet tab:

the sheet tab and select Tab Color from the context menu to open the Tab Color dialog.
1. Right-click on

2. Select your color and click on OK when finished to close the dialog.

Title Bar
When the spreadsheet is newlyy
The Title located at the top, shows the name of the current spreadsheet.
bar,
number. When you save a spreadsheet for the first time, you
created, its name is Untitled X, where X is a
are prompted to enter a name of your choice.

Active Cell this cell. In order to

This is the cell in the spreadsheet with a dark boundary. You can type in into only
in the data.
that cell active by clicking on it and typing
type in data in a cell, you must make

Active Cell Reference (Name Box)

the active cell. As the active cell changes, the
This box, known also Box, shows the address of
as Name
contents in this box also change accordingly.

Status Bar
about the spreadsheet and convenient ways
to quickly change
The Calc status bar provides information
some of its features.
Insert Mode Selection Mode Zoom Slider Zoom Percentage
Sheet Sequence Number Page Style

English (ndia) OverwriteoI Average: Sum0

Shet 1 of Dedaui
FIG. 9.5: THE STATUS BAR IN CALC

129
 the Status Bar, from left to right, are as follows.
The various fields on

Sheet Sequence Number

Shows the sequence number of the current sheet and the total number of sheets in the spreadsheet. The sequence
number may not be the same as the name on the sheet tab if sheets have been moved. Double-click on thic
zone to open the Navigator.

Page Style
of the sheet. To edit the page style, double-click on this field and
Shows the page style current

the Page Style dialog opens.

Insert Mode
Shows the type of insert mode the program is in. Press the Inskey to change modes. This field is blank if the
mode.
program is in insert mode and Overwrite shows when in overwrite

Selection Mode
Chck to open a context menu and toggle between Standard selection, Extended selection, Adding selection or
Block selection. The icon does not change when different selection modes are selected, but the tooltip shows

the current status.

Standard selection: click in text or cell where you want to position the cursor and make the cell
active. Any other selection is then deselected.

in the text either extends or crops the current selection.

Extend selection: clicking
selection: selection is added to an existing selection. The result is a multiple selection.
Adding a new

Block selection: a block of text can be selected.

Unsaved Changes
saved. Double-click on this icon or use
This icon indicates if there are any unsaved changes that have not been
File> Save to save the spreadsheet.
If any part of the Calc window in Fig. 9.3 is not shown, you can display it using the View
KNOW menu. For example, View>Status Bar on the main menu bar will toggle (show or hide)
MORE the Status Bar. It is not always necessary to display all the parts, as shown; you can show
or hide any item as desired.

Spreadsheets, Sheets and Cells

each sheet
Calc works with elements called spreadsheets. Spreadsheets consist of a number of individual sheets,
and column leter.
containing cells arranged in rows and columns. A particular cell is identified by its row number
Cells hold the individual elements text, numbers, formulas, and so on that make up the data to display and
manipulate. The cale application opens with one default sheet.
Each spreadsheet can have many sheets, and each sheet can hav many individual cells. In Calc, each sheet can
have a maximum of 1,048,576 rows and a maximum of 1024 columns.

SUMMARY
.Spreadsheets were used by accountants since long before the advent of computers.
Spreadsheets consist of data and information organised in the form of rows and columns.
a
default setting when Calc opens is for the standard and formatting toolbars to be docked
N
the top of the workspace.

130
 The Formula Bar is
located at the top of the
sheet in
.You select
can
multiple sheets by holding down the Ctrlyour Calc workspace
Active cell is the cell in the key while you click on the sheet
spreadsheet with a dark tdD
. Cells hold the individual elements boundary.
text, numbers, formulas, and
to display and manipulate. so on that make up the data

SELF ASSESSMENT
A. Multiple choice questions.
1. Which of the following is a definition of standard selection?
(a) Click in text or cell where you want to
deselected. position the cursor and make the cell active. Any other
selection is then
(b) Clicking in the text either extends or crops the current selection.
(c) A new selection is added to an
existing selection. The result is a multiple selection.
2. When the spreadsheet is newly created, its name Untitled X, where X is a
number, shows up on the:
(a) Menu bar
(b) Standard toolbar (c) Title bar
3. Which of the following is NOT a type of insert mode available in Calc?
(a) Insert mode (b) Overrule mode (c) Overwrite mode
B Answer the following questions.
1. Which element of the Calc interface shows the
sheet number of the particular spreadsheet?
2. Explain all the features of the status
bar of Calc.
3. Which of the element of the Calc interface contains
File, Edit, View, Insert and Format, among others?
C. Practical work.
1. Click on any cell of open Calc
an
spreadsheet.
2. Look at the name box. Press Enter key.
3. Repeat this step a few times.
4. Now, look at the name box and press Tab key.
5. Repeat a few times.
What observation do you make about the of Enter
use key and Tab key on Calc sheet?

SESSION 2 ENTER AND EDIT THE TEXT IN SPREADSHEET

In LibreOffice Calc, you can enter three
types of data in cells - Numbers (values) or Date, Formulae and
Text (labels). Let us know about these data
types in detail.
Numbers
Numbers are generally raw numbers or dates. By default, number and date data is
A decimal aligned to the right in Calc.
point is used as a separator for decimal numbers. A comma is used as a separator for numerical
values in thousands, one hundred thousands, etc.
Numbers can be started with a dollar sign ($) or with some other
currency symbols to display as currency
Numbers are interpreted as a date only if it is entered in the American date
not in the Indian
format, such as mm-dd-yy: and
format, i.e. dd-mm-yy.

131
Formulae
Formula is a mathematical expression to perform calculation on A formula or function
KNOW
data in cells. For example, to perform addition on the data in always begins with an
MORE
the cells, Al, B2 and C3 and display the result in cell D4, the equal to (F) sign.
formula will be =Al + B2 + C3 in cell D4.

Text
Text includes a combination of letters, numbers and special characters. Calc considers any data that it does
not recognise as a number, date, time or formula, as text. By default, text data is aligned to the left in a cell.

Creating Formulas
You can enter formulas in two ways, either by using the Function Wizard, or by typing directly into the
in directly, you need
cell or into the input line. begin with an symbol, so when typing
A formula must =

Calc automatically adds the symbol for =

to start a formula with one of the following symbols: =, + or -.

else the formula to be

the formula, when starting with the + or - character. Starting with anything
causes

treated as if it were text.

Operators in Formulas
place for data calculations. Entering data is
Each cell on the worksheet can be used as a data holder or a
accomplished simply by typing in the cell and moving to the next cell or pressing Enter key.
indicates that the cell will be used for a calculation. A mathematical
With formulas, the equal to sign =

calculation like 15 + 46 can be accomplished as shown in Fig. 9.6 (A).

While the calculation on the left was accomplished in only one cell, the real power is shown on the right
to the cells. In
where the data is placed in cells and the calculation is performed using references back
this case, cells B3 and B4 were the data holders, with B5 the cell where the calculation was performed.
of cells B3 and
Notice, that the formula was shown as =B3+B4. The plus sign indicates that the contents
B4 are to be added together and then have the result in the cell holding the formula. All formulas build
upon this concept.
These cell references allow formulas to use data from anywhere in the worksheet being worked on or from
any other worksheet in the workbook that is opened. If the data needed was in different worksheets, they
would be referenced by referring to the name of the worksheet, for example =SUM(Sheet2.B12+Sheet3.All).
A B A

2
15 46 61

5
6
FIG. 9.6 (A): A SIMPLE CALCULATION

A C

15
15
46 46
B3 B4 61

FIG. 9.6 (B): CALCULATION BY REFERENCE

132
 Mathematical Operators
most used
Since the Calc system lends itself to accounting problems, the Simple mathematical operators are

hy it. Some of the operators used are:

+ (Addition), - (Subtraction), * (Multiply), ^(Exponentiation) and (Divide).

can De
Apart from the operators, the operator precedence needs to be ascertained so that expressions
evaluated correctly. The following is the operator precedence in Calc.
Note: The brackets are not arithmetic operators, however when placed in an expression, the brackets will e
evaluated first, and every non-bracketed operator will be evaluated later(also depending on the precedence,
mentioned below).
Operator precedence
First ()
Second
Third/, *

Fourth +,
Simple Calculations Using Values and Operators
Since the operators are mathematical, the evaluation is done as in Mathematics. For example:

=12 +3
Gives 15
= 5*4

Gives 20
2^4
Gives 16
=15/4
Gives 3.75

Formulae with Cell Addresses and Operators

an equal to(=) sign. While we may any data type to express the
use
A formula in Calc always starts with
When you use cell references, the value stored inside the cell is
formula, we may also use cell references.
used. For example, the formula
=Al * B2
above
in Al and B2. If Al stores 15 and B2 contains 12, the
Will retun the product of the numbers stored inside the
does not contain number, it will show an error
formula returns 180. If one of the cells (or both)
cell where the formula is kept.
For string the following operator is useful.
operators,
&(for string concatenation)
For example:
=Al &B2
within Al and B2 and place it as the formula cell.
Will combine the strings
133
If Al contains "Abhishek" and B2 contains "Kumar", the formula (= Al &B2) will give:
"AbhishekKumar"
Another example of a formula would be:
-Al +B1 +C3 * D5

Assuming Al, B1, C3 and D5 contain 1, 2, 3 and 4,

The formula evaluates to 15.

Use of Functions
Functions are pre-defined formulas in Calc. In mathematics, we build on the previous known formulas.
So, for example, you may want the average of a range of cells. The following function call will compute
the average.
=AVERAGE (AI: E1) Function Wizerd

The above function will take the Functions Structure Eunction resut

range of cells as Al to El and then Seerch

compute the average of the same. In
case of average, the inputs are always Category
numbers. Some of the other functions All
Function
that are frequently used are:
ABS
1. SUM ACCRINT
ACCRINTM
2. DIFFERENCE ACOS
ACOSH
3. TODAY ACOT
ACOTH
ADDRESS
4. MAX AGGREGATE
AMORDEGRC
5. MIN AMORLINC
AND
6. NOT ARABIC
AREAS Formula Result NULL!
7. AND ASC
ASIN
8. OR ASINH
ATAN
ATAN2
In fact, there is a large set of functions
which can be seen if you check the Aray Help
Insert menu> Function of Cale.
FIG. 9.7: FUNCTION WIZARD

SUMMARY
Numbers are generally raw numbers or dates. By default, number and date data is aligned to the
right in Calc.
Formula
is a mathematical expression to perform calculation on data in cells
You can enter formulas in two ways, either by using the Function wizard, or by typing directly into
the cell or into the input line.
A formula in Calc always starts with an equal to (=) sign.
Functions are pre-defined formulas in Calc.

134
w w w
 SELF ASSESSMENT
A. Multiple choice questions.
1. Which of the following symbols does the formula usage in Calc start with?

(a):(Colon) (b) = (equal to)

(c); (Semicolon)
2. Which of the following is the correct location of function library?
(a) Insert menu > Function

(b) Format menu > Function

(c) View menu > Function

3. Which of the following operators would concatenate text in Calc?

(a)+(Plus) (b), (comma) (c) & (Ampersand)

B. Answer the following questions.

1. How does the AVERAGE function work?
2. Write the names of any four functions that are part of Calc.
3. Name any four mathematical operators that are part of Calc.

C. Practical work.
1. In the cells, A1, B1 and C1 enter three numbers: 2, 3 and 5.
2. In the cell E1, enter the formula, = A1 +81+C1. Press Enter.
3. Change the value in A1 to 1.
4. Press Enter.

Does the sum value in cell El change? What do you conclude from this about updation of formulas in Calc?
e e e e e oeooo e o e ooee e o ooo o o o e

SESSION3 FORMAT DATA IN THE SPREADSHEET

Formatting in Calc
The data in Calc can be formatted in several ways. Formatting can either be defined as part of a cell style
so that it is automatically applied, or it can be applied manually to the cell. For more control and extra
options, select a cell or cell range and use the Format Cells dialog box. All the format options are discussed
below.
Formatting Numbers
Several different number formats can be applied to cells by using icons on the Formatting toolbar
(highlighted in Fig. 9.8). Select the cell, then click on the relevant icon to change the number format.
For more control or to select other number formats, use the Numbers page of the Fomat Cells dialog box:

Apply any types in the Category list to the data.

of the data
Control the number of decimal places and leading zeroes in Options.

Enter a custom format code.

. The Language setting controls the local settings for the diferent formats such as the date format and
currency symbol.

135
 Liberation Sans 0 B I U A . . 5 %00 09 0 EE 2
IN CALC
FIG. 9.8: THE FORMATTING TOOLBAR

x
Format Clls

Protection
Numbers Font Font Effects Alignment Borders Background Cell
Fopmat Language
Cgtegory
All General Default English(Ondia)
User-defined -1235
Number -1234.57
Percent -1,235
-1,234.57
Currency -1,234.57
Date
Time (1,235)
Scientific (1,234.57)
Fraction
Boolean Value
Text 46

Options
Qecimel place Negative numbers red
housends separstor
Leaeding zeroes: 1
Format code

General
User-defined Click Here

Reset Cancel
Help
FIG. 9.9: FORMAT CELLS DIALOG BOX

Leading Zeroes
1234 and 0012,.
To retain a minimum number of characters in a cell when entering numbers, for example
zeroes have to be added as
follows:
leading
cell and select Format Cells from the context menu, or
1. With the cell selected, right-click on the
> Cells on the menu bar, or use the keyboard shortcut
Ctrl+1 to open the Format Cells
go to Format
dialog
list.
2. Make sure the Numbers page is selected, then select Number in the Category
For example, for
3. In Options> Leading Zeroes, enter the minimum number of characters required.
zeroes added, for
four characters, enter 4. Any number less than four characters will have leading
example 12 becomes 0012.
4. Click on OK. The number entered retains its number format and any formula used in the spreadsheet
will treat the entry as a number in formula functions.
drop the
If a number is entered with leading zeroes, for example 01481, by default Calc will automatically
leading 0. To preserve leading zeroes in a number
1. Type an apostrophe (") before the number, for example 01481.
2. Move the cell focus to another cell. The apostrophe is automatically removed, the leading zeroes a

retained and the number is converted to left-aligned text.

136
Formattinga Range of Cells with Decimal Places
You may format the cell(s)
of worksheet in order to
these steps to change the decimal
change the decimal places occupied by the numbeTs.
Follow places used to express the numbers.
1. Select the cell(s) to make it active.
2. Right-click on the cell
range and from the context menu, choose
or
Format Cells.
3. From the Format Cells dialog box, choose Number as Category and Decimal
4. Press on OK button and check the places, for example to 4.
changes in the worksheet data.
Format Cells

Numbers Font Font Efects

Alignment Bordes Background Celil Protection
Ggtegory Fopmat Language
Al General
User-defined -1235 Defaut-English Gndia)
Number -1234.57
Percent -1,235
Curency -1,234.57
Date -1,234.57
Tine (1.235)
Scientific (1,234.57)
Fraction -1,234.5678901235
Booleen Value 1,234.567890123
Text
2.3500
Optons
Qecimal pleces: 4 Negative numbers red
Leeding zeroes: 1 Uhousands separetor
format code

0.0000
User-defined
Click Here

Help Reset Cancel

FIG. 9.10: FORMAT CELLS DIALOG BOX FOR CHANGING DECIMAL PLACES

2.3500
FIG. 9.11: CHANGE OF DATA AFTER CHANGING DECIMAL PLACES

Use of Dialog Boxes to Format Values

The format cells dialog box that appears, as in this session, can be used to actually format the values stored
in the cells.
After making the cell active and right-clicking on the cell, choose Format Cells option.

The values in the below set of cells can be modified.

Range of cells to be seen as labels

f the contents of a cell is all text, there is a set of formatting that can be done.

Automatic Wrapping
To automatically wrap multiple lines of text in a cell:
1. Select a cell or cell range.

137
 2. Right-click on the sclection and select Format Cells from the context menu, or go to

Format > Cells on the menu bar, or press Ctrlt1 to open the Format Cells dialog box.

3. Click on the Alignment tab (Fig. 9.12).

4. Under Properties, select Wrap text automatically and click on OK.

Fomet Cells

Number Font Font Efects Alignment Borders Background Cell Protection

Tet Allgnmet
Horigontal ndent Yertical
Default 0 pt Defaut
Text Orlentation
Degrees OVerticely stecked

Beference edge

Propertles
ap text automatically
Hyphenationgctive
O Shrink to fit cell size
Tegt direction:Use superordinate object settings
Click here

Help Cancel

FIG. 9.12: FORMAT CELLS DIALOG - ALIGNMENT PAGE

Shrinking Text to Fit a Cell

The font size of the data in a cell can automatically adjust to fit inside cell borders.
1. Select a cell or cell range.
2. Right-click on the selection and select Format Cells from the context menu, or go to Format > Cells
on the menu bar, or press Ctrl+1 to open the Format Cells dialog box.
3. Click on the
Alignment tab (Figure 9.12).
4. Under Properties, select Shrink to fit cell size and click on OK.

Formatting Cell Backgrounds

To format the background color for a cell or a group of cells:
1. Select a cell or a range of cells.
2. Right-click on the selection and select Format Cells from the context menu, or go to Format>Cells
on the menu bar, or press Ctrl+1 to open the Format Cells dialog box.
3. Click on the Background tab.
4. Select a color from the color palette.
Click on OK to save your changes and close the dialog.
6. Alternatively, click on the Background Color icon on the Formatting toolbar and select a color from
the Background color palette.

138
Formatting of a Cell Range as Scientific
There are various sCientific ways in which number, usually ssed.
a
large very small one can be
To get a good idea, you may use the Format Cells dialog box and choose the Scientific option expr
a or
of it. for
example, consider that you have entered a
very small positive number like, 0.000000023
To represent the above number in Calc would be to:
1. Right-click on the cell.
2. Click Format Cells option. The Format Cells
on
dialog box appears
3. Choose the option Scientifie from
Category.
Fomat Cells

Click here Numbers Fot Font Effects

Alignment Borders Beckground Cell Protection
Category Fopmat ngunge
All 1.23E 004
LOOOY User-defined 1.23E-04 Defaut English (Ondio)
Crl X
Number 12.3SE 03
Percent
Copy CtrC Cumrency
Date
Paste Cr V Time
Scientific
Paste Special Froction
Boolean Value
Insert Ctrl
Text

X Delete.. 2.30E-08
Ogar Contents.. Optlons
Bckspace Decimel places: |2 ONegative numbers red
Gone Formatting Leading zeroes 1 Engineeing notation
Gear Direct Formatting ar+M Fomat code
Styles 0.0OE-00 Click here
Insert Compment a+AtC
Eormat Cell.. Ctrl 1 Help L Cancel

FIG. 9.13: CONTEXT MENU AFTER FIG. 9.14: FORMAT CELLS DIALOG BOX
RIGHT-CLICKING ON CELL FOR SCIENTIFIC FORMAT

On changing the decimal places spinner box to what you want (or even without changing), and click on
the OK button, the scientific format is applied.
For example, after pressing OK on the above dialog bOx, the entered number changes to

2.30E-0
FIG. 9.15: THE SAME NUMBER REPRESENTED SCIENTIFICALLY

Formatting Cells to Display Times

Almost like the other forms of formatting of the data in this session, Time is also a category of data to
format it. For example: Enter the following time, 14:00:26.
The above means 2:00:26 PM i.e. 2 hours and 26 seconds past 12 noon.
To change the format of the time, follow these steps:
1. Make the cell(s) containing this time active.
2. Right-click on the cell.

139
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KNOW
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FIG. 9.19: AUTOFILL EXAMPLES

SUMMARY
The data in Calc can be formatted in several ways.
be applied to cells by using icons on the Formatting Toolbar.
Several different number formats can

in a cell when entering numbers and retain the number

To retain a minimum number of characters
zeroes have to be added.
format, for example 1234 and 0012, leading
There are various scientific ways in which a number, usually a large or very small one can be expressed.

predefined series of data such as text or numbers.

AutoFill feature of Calc allows you to enter a

141
 SELF ASSESSMENT
A. Multiple choice questions.
1. How does Format Cells dialog box come up?
(a) Right-click on cell and choose Format Cells
(b) From the formatting toolbar
(c) From the standard toolbar
2. In which page of the Format Cells dialog box, is there Wrap Text Automatically present?

(a) Numbers (b) Font (c) Alignment

3. In which page of the Format Cells dialog box, is there Shrink to fit cell size present?

(a) Numbers (b) Font (c) Alignment

B. Answer the following questions.

1. How can you format numbers in a Calc sheet?
2. How can you set the decimal places in a number?
3. How can you set text to wrap automatically?

C. Practical work.
1. Open the Calc sheet.
2. Entera date, like 1-Jun-2019 in a cel.
3. Use the Autofill handle to fill the adjacent cells with consecutive dates.
Check the same for the month of February and whether it picks February to be of 28 days or 29 days.
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SESSION 4 USE REFERENCING

The cell addresses in a formula are also known as Cell Reierences. There are mainly three types of cell references
as listed below:

Relative Cell Reference

Relative cell reference can be explained in terms of the position of a formula relative to the cells. So, when you
copy or move a formula, then the referenced cell( s) automaticaly get( s) changed.
For example, if the formula in cell in D3 is = B3 * C3 and when you copy the formula from D3 to D6, Calc

automatically changes the reference to match the

locations of cells, i.e. = B4 * C4, B5 * CS and so on.
Untidled 1-LibreOficeCal x
ile Fdit Yiew Insert Fomet Stdes heet Rsta Jools Window Help
To use relative cell reference, follow the given steps:
1. Select the cell in which you have written a
formula.
lheion Su BI U A EE5
D4:07 f x= B4CA
2. Take the cursor to the right corner of the
cell. The AutoFill handle symbol will appear.
3 tems Price Quantity Tot
3. Drag the AutoFill handle over the cells to Pen 0 1000
5 Pencil 40 400
copy the formula. CD 15 100 1500
Pen Drive 200 10 2000
4. Release the mouse. The formula will be f
copied to the selected cells with relative 0

references and values will be calculated Shet1 -+ 100

accordingly. Sheet 1 of 1 | Defaut tnglish (Indi) O -
FIG. 9.20: RELATIVE CELL REFERENCE

142
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 Absolute Cell Reference
te cell reference is used when we do not want to
ADher
to another cell. To make absolute reference of a
change
formula add (S) dollar
the address of a cell while copying
u
nula

armber like= SA S1 +SA $2. sign before the number and

row 1 column

For
xample, follow
kan the given
steps, in order to use the absolute reference of
We are alculating 10% discount on the price of books. cell C
1. Type 10% in the cell C1
2. Click on the cell E5.

3Type the formula D5 *

SCS1 and press Enter
=

key. The cell ES displays the discounted value.

Note: Here, we are using the absolute reference of cell C1.
the first cell reference of each cell will get Therefore, when the cells will be copied,
constant.
changed, but the second cell reference of the cell remains

4. Now, drag the AutoFill handle to calculate the discounted value of the rest of the books in other cells.
Untitled 1-LibreOffice Cale
Eile Edit Yiew Insert Fgmat Stydes Sheet Data Jools Window Help
A0 X 1A A
Liberation Sans 10 BIUIA IEI5 * :
SUM fxX i=DS°SCS1
B D
Discount on price =
10.00%
S. No. Price Discounted amount Final Price
200 A
300=D5SCS1
500
600
200
250
fx
H M Sheet1 Sheet2
Sheet 2 of 2 Default English (India) + | 100%
FIG. 9.21: ABSOLUTE CELL REFERENCE

Mixed Cell Reference

Mixed cell reference is a combination of relative and absolute cell references. In this, either a row or a column
remains constant. SAl + A2 is an example of mixed cell reference. Consider the following example of calculating
the final price of items, to understand the concept of mixed cell reference.
We are calculating the final price of items.
1. Type 10% in cell Ci.
2. Click on the cell where you want to display the final price of items.
3. Type SDS - E$5 in the selected cell. Press Enter key the result will be displayed in the cell
4. Now, drag the mouse pointer to calculate the final price of other itenms
In the above example, the column will remain constant in the first reference whereas row will remain
constant in the second reference.

143
 SUMMARY
formula also known as cell references.
The cell addresses in a are

Relative cell reference can be explained in terms position of a formula relative to the cells.
of the
Absolute cell reference is used when we do not want to change the address of a cell while copying

the formula to another cel.

absolute cell references.
Mixed cell reference is a combination of relative and
SELF ASSESSMENT

A. Multiple choice questions.

1. On copying theformula $A3 +B4, which part of the formula will not change?
(b) Column (c) The column A only
(a) Row
reference does the formula NOT change?
2. On copying a formula, in which type of cell
(b) Relative (c) Mixed
(a) Absolute
reference combination of?
3. Which two types of cell references is mixed cell
a

(a) Related and Absolute

(b) Relative and Absolute
(c) Copying and Pasting

B. Answer the following questions.

how formula copying takes place in case of relative cell reference.
1. Explain
2. Write down a formula that can be added to a cell and shows absolute cell reference.

C. Practical work.
D1.
1. Enter four numbers in the cells A1, B1, C1 and
2. In A3,entertheformula $B$1+ $C$1
3. Copy the formula in step 2 to other cells to the right.
4. In A5, enter the formula = A1.

5. Copy the formula in step 4 to other cells to the right.

What difference do you observe in the two copy steps above? Why is there a difference?

SESSION5 CHARTS IN CALC

Charts and graphs can be powerful ways to convey information to the reader. A chart allows the spreadsheet
administrator to create a clear visualistion of data sets. LibreOffice Calc offers a variety of different chart
and graph formats for your data.
Many of these options enable
Using Calc,you can customize charts and graphs to a considerable extent.
you to present your information in the best and clearest manner.
Chart Wizard
Cale uses a Chart Wizard to create charts or graphs from your spreadsheet data. Afier the chart has beem
created as an object in your spreadsheet, you can then change the chart type, adjust data ranges and cu
the chart using the functions available in the Chart Wizard. Each change you make in the spreadsc
data is automatically reflected in the chart object placed onto your spreadsheet. This is described im ne

following sections.

144
 Creating Charts and Graphs
For Chapter 9.od - LibreOike Cak
X
To demonstrate the process of
creating charts and graphs in n yw set fam s 9en Des pos
ndo x
Calc, we will use
example data as shown in Fig. 9.22 to O X8
create a chart.
Lortien Son B I UA E
1. Select the cells containing the data to be included in 206
the chart by highlighting (Fig. 9.22). The selection
1 Runs distribuion
does not need to be in a single block as in Fig. 9.22; Kohli Rohit Rahul
Match 1
you can also choose individual cells or groups of cells Match

(columns or rows). ich 3

114
2. Go to Insert > Chart on the main menu bar, or click
on the Chart icon on the standard toolbar to
open the
Chart Wizard dialog. A sample chart is created M SheShetz| She3
using Sheet3of 3 DdsuEngfsh Ondias) oI B
the selected data and is placed onto the
spreadsheet as FIG. 9.22: DATA FOR CREATING A CHART
an object.
Chert Wieerd
X 160-
Ohoose a Chart e
Column 10
Bar
Chart yps Pie
2Deta Range Ares
Line
3.Dota Series
4Oen Elements bble Noma
OKos
DpLook Realistic RChd
Stock
L Colun and Line Shape Raul

Cylinder
Cone 40
Pyramd_ Click here
20

Nert Einish Cnce Match 1 Match 2 Match 3 Match4

FIG. 9.23: CHART WIZARD DIALOG BOX FIG. 9.24: COLUMN CHART DRAWN UP FOR THE GIVEN DATA

SALES OF TEXTILE COMPANY

8000
Different Types of Charts
7000

Column Chart 6000

Year d Sees
5000 Shrts
A column chart is a type of chart which shows
4000 Jeans
data changes over a period of time or defines Trausers
3000
comparisons among individual items. In this type 2000
of chart, categories are organized horizontally and 1000

values are organized vertically to emphasize variation 0

3 4 5

over time. FIG. 9.25: A COLUMN CHART

Bar Chart
A bar chart displays the data in the form of
rectangular bars. A bar chart illustrates comparisons OYear d Sales
Shirts
between individual items. In this type of chart, Jeans
Trousers
defined vertically and values are
categories are
defined horizontally. Bar chart also allows multiple
comparisons.
0 1000 2000 3000 4000 5000 6000 7000 8000

FIG. 9.26: A BAR CHART

145
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 RadarCh

A r a d a r

Pie Chart connected

A pie chart shows the parts of the whole items that Yer d S
a s p i d e r

make up a data series to the sum of the items. Pie Jean same sca

Truses
charts are helpful when you want to emphasize a t h e s a m e

significant element. It displays data in the form of

a circle.

FIG. 9.27: A PIE CHART

8000

7000 Stock Cha

6000
A stock
Area Chart 5000- Year d See
Shirs opening
An area chart is like a line chart except that the 4000 Jeans
Trausers price. It
area below the plot line is solid. An area chart 3000
example,
shows the magnitude of change over time. 2000
1000

0-

FIG. 9.28: AN AREA CHART

8000
7000
Columna
6000

Line Chart 5000 A column

4000 columns
A line chart shows trends in data at equal intervals. 3000
It is helpful for depicting the change in a value over 2000
a period of time. 1000

0
2 25 4.5
0.5 1 1.5 3.5

Bubble C
FIG. 9.29: A LINE CHART
It compa
three di
indicates
25000
considerec
XY (Scatter) Chart 20000
the data
An XY chart shows the relationships among the A Trausers
15000
numeric values in several data series as one series Jeans
Shis
of XY coordinates. It shows uneven clusters of data 10000 OYear dt S s

and is commonly used for scientific data.

5000

1
SUM
FIG. 9.30: AN XY CHART Cha
Calc
146
 Year d S s 10000

Radar Chart
5000
A radar chart displays data values as
points
Connected by some lines in a grid net that resemble RO5
Ro6
a spider net. All
data values are shown
with the RO
Row8
same scale, all data values should have
so
about Shirts Trausers
the same magnitude.

Jeans

FIG. 9.31: A RADAR CHART

10

Stock Chart
Astock chart displays the market trend given
by LOw

opening price, bottom price, top price and closing

price. It can also be used for scientific data, for
example, indicating temperature changes.
2109
3M09

FIG. 9.32: A STOCK CHART

8000

7000

6000
Column and Line Chart 5000-
Year d Seles
4000
A column and line chart is a combination of
Shirs
Jeans
3000
columns and lines. Trousers
2000
1000

FIG. 9.33: A COLUMN AND A LINE CHART

Bubble Chart
8000
It compares aof three values and displays
set
7000-
three dimensions of data. The size of the bubble 6000
indicates the value of a third variable. It can 5000

considered as a variation of scatter plot, in

be
which 4000 Row 6
Row 8
the data points are replaced with bubbles. 3000

2000
1000

05 1 1.5 2 25 3 35
45 535
FIG. 9.34: A BUBBLE CHART

SUMMARY
Charts and graphs can be powerful ways to convey information to the reader.
Calc uses a Chart Wizard to create charts or graphs from your spreadsheet data.

147
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 SELF ASSESSMENT
A. Multiple choice questions.
1. Which type of chart displays data values as points connected by some lines in a grid net that resemble a spider net?

(a) XY chart (b) Radar chart (c) Stock chart

2. Which type of chart shows the parts of the whole items that make up a data series to the sum of the items?

(a) Column chart (b) Bar chart (c) Pie chart

3. What is the name given to the chart that is a combination of columns and lines?

(a) Bubble chart (b) Column and Line chart (c) Line chart
B. Answer the following questions.
1. In what cases are pie charts the most useful?
2. What does area chart show?
3. What are the steps to be followed to inserta chart in Calc?

C. Practical work.
1. Create the following table with data inside the spreadsheet.
Name Percentile scored
Naman 99
Uddhav 95
Sukesh 87
Kabir 88
2. After creation of the above data, select all of it.
3. Go to Insert menu >Chart. A chart wizard opens up.
4. Choose the Chart type as Column and click on Finish.
Do you think a Pie chart would make sense for this data? Explain.
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EXERCISES
A. Multiple choice questions.
1. Which button part of the formula bar opens a dialog from which you can search through a list of available functions?
(a) Function (b) Name Box (c) Function Wizard
2. What is the maximum number of columns a Calc sheet can have?
(a) 1,048,576 (b) 100 (c) 1024
3. Which of the following is the correct term for a ".. mathematical expression to perform calculation on data in
cells"?

(a) Numbers (b) Text (c) Formula

4. Clicking where on the status bar opens up the Page Style dialog box?
(a) The Page Style (b) The Insert mode (c) Sheet Number
5. What is the name of the cell in Calc into
which typed in data gets entered?
(a) Title Bar (b) Status Bar (c) Active cell

148 MAMYY
 the cell where
*
In =
A1 B2,is entered, what will happen
if A1 or B2 does not contain
numbers
(a) it will show up as 0 (b) It will show error (c) It will remain blank
in Calc always starts with:
7. A formula
(a) A colon sign (;) (b) A semicolon sign( (c) An equal to(=) sign
8. In operator precedence, which of these operators has the highest precedence?

(a) (b) (c)+

Short a n s w e r questions ().

8.
1. What is cell reference?
2. Explain how the & operator works
on text.

3. How are dates interpreted in Excel?

4. What information does the name box and formula input line display?

5. Name four tasks which spreadsheets allow us to do.

6. How can you rename a sheet in Calc.

C.Short answer questions (11).

1. How are numbers represented in Calc?
2. What are the mathematical operators in Calc? Assign them precedence.
3. How can you automatically wrap multiple lines of text in a cell?
4. How can you format cell backgrounds in Calc?
5. How do you format cells to display times?

D. Long answer questions.

1. Assume that you have a rectangular array of data on the Calc sheet. How will you calculate the average of each row

to the right of each row of the table? For example:

Average
12 6

4 12

12 6 3 15

2. Explain any five elements of the Calc interface.

places shown by a number in worksheet from 2 to 5?

3. How will you increase the decimal
4. How can you format a cell range to represent numbers in scientific format?

E. Practical work.
1. Open the Calc worksheet.
2. Enter a rectangular array of numbers, like:
Row 1 Row 2 Average
12 22
11 14
10 2
16

3. Evaluate the average of the first row of numeric data.

4. Use the auto fill handle to copy the formula.
5. Check if the value of average is accurate.

149
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