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OpenOffice Calc
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What is Calc?

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Calc is the spreadsheet component of OpenOffice.org. user to enter data in form of numerical data, in a spreadsheet and then manipulate this data to produce certain results. for analysis such what-if manner.
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Allow

Suitable

Advantages of an Electronic Spreadsheet

Support

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good design and accurate

results.
Program Perform

can quickly edit and format data. calculations and create graphs.

Perform

what-if analysis by changing independent values in the spreadsheet.

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Calc works with elements called spreadsheets. Spreadsheets consist of a number of individual sheets, each containing a block of cells arranged in rows and columns. Cells hold the elements such individual 44 as text,

Parts of the main Calc window

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Formula bar

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Function Wizard button opens a dialog box from which you can search through a list of available functions. Sum button inserts a formula into the current cell that totals the numbers in the cells. Function button inserts an equals sign into the selected cell and the Input Line, thus setting the cell ready to accept a formula.

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Types of data entry

a)Entering number
Example number / condition Negative number -55 Number as text: 022435

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Ways to enter

(55) / -55

022435 / use leading zero

b)Entering text Select the cell and type the text. Text is left-aligned by default.
=SUM(B12:B2 =A1+B1 =ROUND(A1;1 c)Entering formula 0) )

= 88 MAX(A2;A5;C12

Entering multiple lines of text

2 ways:

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a)Wrapping text
- This option can be set by right-clicking on a cell and selecting Format Cells > Alignment > Wrap text automatically (see Figure 4).
-

Selecting this check box will cause a line break to appear when the text gets to the end of the cell. The results are shown in Figure 5.

b)Line breaks
To insert manual line break, press Ctrl+Enter while typing. As result in Figure 6.
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Figure 4: Wrapping Prepared by : Mdm. Azlina text option

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Figure 5
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Figure 6

Figure 7
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Using AutoFill

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AutoFill automatically generates a data series based on a defined pattern:

1. On a sheet, click in cell, and type a number. 2. Click in another cell and then click back in the cell where you typed the number. 3. Drag the fill handle in the bottom right corner of the cell across the cells that you want to fill, and release the mouse button. 4. The cells are filled with ascending numbers.

To quickly create a list of consecutive days, enter "Monday" in a cell, and drag the fill

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Using AutoInput

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When you are typing several identical text entries, AutoInput can speed up data entry.

Using AutoCorrect
AutoCorrect feature allows the program to make correction for any misspelled text automatically. This features compares the text with the existing word list in the program.

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OpenOffice Calc
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Moving between cells

Using Using Using

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the mouse the arrow keys the Enter key

Working with cells, columns and rows

Changing Row Height or Column Width Inserting cells , columns and rows Deleting Cell, columns and rows

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Working with sheets

Inserting Deleting

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new sheets sheets sheets

Renaming

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Formatting data in Calc

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To format a cells, select the appropriate cell or cells, right-click on it, and select Format Cells

Numbers: On the Numbers tab, the behavior of the data in the cell can be controlled:

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Alignment and orientation

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On the Alignment tab, you can set the horizontal and vertical alignment and rotate the text.

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Font: The font for the cell can be chosen on the Font tab

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Borders: On the Borders tab you can set the borders for the cell, along with a shadow. Format Cells > Borders

Background: On the Background tab (Figure 18) you can choose the background color for

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Exercise

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a) Insert 2 rows after Overhead. Type: Salary 50000 Lease 19000 b) Merge cell A1 to G1. Make the content in the center. c) Use AutoFill to have the months fill up until Jun in row 2. d) Bold all the months, and align to the right. 2222

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OpenOffice Calc
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Prepared by Mdm. 4/28/12 Formatting Data, :Formulas and Azlina Copying Formulas in Calc

Format buttons
i. Currency ii. Percentage

iii. Scientific Notation Scientific notation lets you write very large numbers or small fractions in a compact form. Eg: 6.5E+5 iv. Decimal Places v. Text To include text in a number format that is applied to a cell containing numbers, place a double quotation mark (") in front of and behind the text, or a backslash (\) before a single character. 2424 very

 Formula Formulas

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are equations that perform calculations on values in your worksheet. A formula starts with an equal sign (=). Example formula:
= 5^2 = A1+A2 =SUM(A2:A9) =MIN(C1:E4)

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Calc error codes

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OpenOffice Calc
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Cell References and Functions

A

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formula entered in a cell may consist of: Operators Cell references Values or text Functions

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a) Cell References
A

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cell reference refers to a cell or a range of cells on a worksheet and tells OpenOffice Calc where to look for the values or data that you want to use in a formula.

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Cell

references in a formula can be of three types: Relative References Absolute References Mixed References

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Relative References
A

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relative cell reference identifies the location a cell or group of cells. references are used in formulas, functions, charts and other Calc commands example of a relative cell reference would be C4, G15, or Z2345.

Cell

An

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Absolute References
an It

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absolute cell reference identifies the location a cell or group of cells. consists of the column letter and row number surrounded by dollar signs ( $ ). absolute cell reference is used when you want a cell reference to stay fixed on a specific cell. example of an absolute cell reference would be $C$4 or $G$15. 3232

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An

Mixed References
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mixed reference has either an absolute column and relative row or an absolute row and relative column. absolute column reference takes the form $A1, $B1 and so on

An

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Functions
Calc

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provides all of the commonly used functions found in modern spreadsheet applications. function can be entered using the following syntax:

=function name ( argument 1, argument 2, ......argument n)

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Mathematical functions

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Statistical analysis functions

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OpenOffice Calc
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Charts
Charts

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and graphs can be powerful ways to convey information to the reader. (To present your information in the best and clearest manner) offers a variety of different chart and graph formats for your data. tell Calc what data you want to see in the chart and select the type of chart you want to produce

Calc

Simply

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Chart Options

The Charts Elements

A chart consists of several elements that are used to graphically display the spreadsheet data.

1. 2. 3. 4. 5.

Axis (X and Y) Major and Minor Grid Diagram Lines Legend Label Title title value range

Creating a Chart

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Highlight the data to be included in the chart Open the Chart Wizard dialog box using one of two methods:
1. 2.

Select Insert > Chart from the menu bar Click on the Chart icon on the main toolbar

Creating a Column Chart

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Examples of different chart types

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Bars (2D & 3D)

Lines

(2D & 3D)

Creating a Pie Chart

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Editing a Chart
Double-click

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on the chart.

A gray border appears around the chart Format from the menu bar you can click twice on chart elements

Choose Or

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Thank you..
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