Spreadsheet

Dto. Tecnoloxía, IES de Pastoriza
SPREADSHEET
OpenOffice

Spreadsheet
● Basics
● Formatting cells
● Enter/Delete data
● Sheets
● Basic calculations and formulae
● Charts
● Printing and preview

What is a spreadsheet?
SPREADSHEET:
Originally it was a very big piece of paper where
accountants wrote and read information about
cost, payments, taxes...

● Nowdays a spreadsheet is a software you can
use to:
● Store information (addresses, telephone
numbers...)
● Do calculations.
● Make graphs and analyse information .
● Do 'What-if calculations'.

● There is a lot of spreadsheets you can use in
your computer. The most common are:
● Excel by Microsoft, it is included in the Microsoft
package:
– It isn't free.
– It isn't compatible with other spreadsheets.
● Calc is included in the OpenOffice package:
– It is free
– You can convert into a excel document or save it as pdf.
● We will use Calc.

Basics
● Calc toolbars:
● Main menu toolbar:
● Function toolbar:
● Formatting toolbar:
● Formula toolbar:

Basics
● A spreadsheet organises data into columns and
rows.
● Each column is linked to a letter.
● Each row is linked to a number.
● A cell address is a combination of the column
letter and the row number:
row
column
cell
Cell address

Basics
● If you want to select a single cell click on it.
● If you want to select multiple cells drag over the
cells you want select.
Address of the cell
selected
Range of cells selected,
from the first to the last

Basics
● If you want to select a
single column click a
column heading.
● If you want to select
multiple columns drag
over multiple column
headings.
All the column is selected
Columns selected
A, B and C

Basics
● If you want to select a row, click on the row
number.
● If you want to select multiple rows drag over
multiple row numbers.
The first row is selected
Rows from the first to the third
are selected

Basics
● You can put in a cell any kind
of data (information):
● Text: letters, words, numbers
or a combination of all of them.
Alphanumeric information.
● Numbers: you can do different
calculations with the numbers.
Numeric information.
● Formulae: when you write a
formula into a cell, what the
cell displays is the result of the
formula.

Basics
● Notice: if you don't modify the alignment of the
data the Calc document writes:
● Alphanumerical data on the left.
● Numeric data on the right.
Letters and words
automatically on the left Numeric data on
the right

Format a cell
● You can format the data of a cell:
● Click right on the cell you want to format.
● A small menu appears, click on format cells.
● 'Format cells' window appears.

Format a column (row)
● You can resize a column (row):
● Click format->column (row) -> optimal width (high)
● Right click letter column (number row)-> optimal...

● If you want you can fix the size of a column
(row):
● Click format-> column -> width of column
● Right click on the column letter (row number) ->
width column.

● You can also resize it manually:
● Place your pointer on the line that divides columns
(rows).
● Click the left mouse button and drag.

Insert/delete elements
● We can insert an additional column or row:
● Right click on the column head (row)-> insert or
delete column (row)

Merge cells
● Select the cells you want to merge:
● Option A: format -> merge cells
● Option B: click on merge cells button of the
formatting toolbar
Option A
Option B

Insert elements
● In a spreadsheet you can insert different
elements like:
● Drawings
● Images
● Elements from other applications
● To do this:
● Click insert -> Copy or insert
● Try to insert an image you have in your laptop

Sheets
● Each time you open a spreadsheet, this
document has 3 sheets called sheet1, sheet2,
sheet3.
● With a right click on one of the tabs a menu
appears, and you can:
● Rename the sheet
● Insert other sheets
● Delete sheets
● Move...

Sheets
● Enter data into more than one sheet at the same
time:
● Hold down the Ctrl key and click on the sheets you
want select.
● Enter the data into the cell you want, the data will be
entered in the same cell into all sheets selected.
● To unselect, left click on the space where there aren't
any sheets.

Basic calculations and formulae
● To do basic operations:
● Select the cell where you want to insert the formula.
● Write '='
● Click on the cell where the data you want to use in the
formula is.
● Write the operation you want (addition, substration ...)
● Click on the cell where the other data is.
● Press enter and the answer will appear in the cell.

● To write a formula you must follow the same
steps:
● Order of operations: exponentiation, multiplication,
division, addition and then substraction
● If you want to change the order of operation you
have to use brackets '()'

● Copying formulae:
● Select the cell where the formula is.
● Right click and then copy
● Select the cell where you want to paste the formula
● Right click and paste.

● If you want to copy the formula into more than
one cell and the cells are together:
● Select the cell where the formula is.
● Put the pointer on the black square on the bottom
right corner.
● Left click and drag.
Notice now your pointer
has taken shape of a cross

● There are lots of functions Calc has predefined.
● You can see them:
● Insert -> function and a function window appears.

● Select the function you want to use and press next.
● Select the cells where the data are.
● Press accept.

Charts
● To do a chart you need data with a relationship
between them e.g. Voltage over current, prices
over time, rainfall over time...
● To do a chart:
● Select the data (axis X will always be the first column)
● Click or insert -> chart.
● Two windows appear.

Charts
● (1) Click on the kind of chart you want and press
next.
● (2) If the data is:
– on the column, select data series in columns
– on the row, select data in rows
● Press next
1
2

Charts
● (1) If you need more data you can insert them now.
Press next.
● (2) Write the title of the chart, X and Y axis.
● (3) Select the place you want to see the chart's
label.
1
2
3

Charts
● Finally click create and your chart is done.
● If you don't like the appearance of your chart
very much you can format it:
● Double click on the chart and the chart is selected

Charts
● With the chart selected, right click on the element
you want to change and a menu opens:
Formatting axis Formatting data seriesFormatting axis Formatting background

Charts
● You can get the appearance you want:

Printing and preview
● You can print a Calc document as any
document of OpenOffice.
● Before printing it is useful to do a page break
preview.
● Select 'see' on menu toolbar.
● Click on 'page break preview'.
● You will see each page of your
document with a blue border.

Printing and preview:
● Click on the blue line, drag and adjust the page as
you want.
● The page preview toolbar shows you the
document Calc printing view:
● Click on page format and you can configure the
page, headers, footers...

Printing and preview:
Choose the tab you want format

Printing and preview
● Now we are ready to
print:
● Click file -> print
● Select the printer.
● Select the sheets you
want to print.
● Select the pages you
want to print. (Each
sheet could have
more than a page)
● Print.

SPREADSHEET
● This is a quick tutorial to learn the basics of
Calc.
● Now you are ready to learn by yourself
● Here you can find more information about
spreadsheets:
● http://www.tutorialsforopenoffice.org/category_index/spreadsheet.html
● http://wiki.services.openoffice.org/wiki/Documentation/FAQ/Calc
● http://plan-b-for-openoffice.org/calc/index

Spreadsheet

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