OpenOffice.
org
calc tutorial
Spreadsheet Basics Adding Rows and Columns
Spreadsheets Add a Row
Columns Adding a Column
Rows
Cells Resizing Rows and Columns
Resizing a Row
Selecting Cells Resizing a Column
Selecting Cells
Selecting a Column or Row Adding and Renaming Worksheets
Adding a Worksheet
Copying and Moving Cells Renaming a Worksheet
Copying Cells
Copying a Row or Column Opening and Saving Spreadsheets
Moving Cells, Rows, Columns Open a Spreadsheet
Save a Spreadsheet
OpenOffice.org
Functions Printing and Page Format
Adding a Function Page Preview
Page Format
Sorting Records Page Orientation
Sort Ascending/Descending Page Margins
Headers/Footers
Inserting Graphics Printing
Insert Graphics
Resizing the Graphic Differences between Excel and
Moving the Graphic OpenOffice
Features that may be
Creating Charts implemented differently
AutoFormat Charts
Choose Chart Type
Choose Variant
Choosing the Labels
Finished Chart
OpenOffice.org
Spreadsheet Basics
Spreadsheets
Columns
Rows
Cells
OpenOffice.org
Spreadsheet Basics
Spreadsheets
Spreadsheets are
made up of:
Columns
Rows
Cells
In each cell there may be the following types of data:
text (labels)
number data (constants)
functions (mathematical equations that do all the work)
OpenOffice.org
Spreadsheet Basics
Columns
In a spreadsheet the column is
defined as the vertical space that is
going up and down the window.
Letters are used to designate each
column's location.
OpenOffice.org
Spreadsheet Basics
Rows
In a spreadsheet the row is
defined as the horizontal
space that is going across the
window. Numbers are used to
designate each row's
location.
OpenOffice.org
Spreadsheet Basics
Cells
In a spreadsheet the cell is defined as the space
where a specified row and column intersect.
Each cell is assigned a name according to its
column letter and row number.
When referencing a cell, you should put the
column first and the row second.
OpenOffice.org
Spreadsheet Basics
Cells
To input data into a cell select the appropriate
cell with the mouse and type the data.
While the cell is selected the data will be
displayed in the both the cell and the formula
box at the top of the spreadsheet.
OpenOffice.org
Selecting Cells
Selecting Cells
Selecting Column or Row
OpenOffice.org
Selecting Cells
Selecting Cells
To select a single cell, simply left-click on the
cell with the mouse.
OpenOffice.org
Selecting Cells
Selecting Cells
To select a multiple cells, left-click with the
mouse on a cell and drag the mouse pointer
across the group of cells that you wish to select.
OpenOffice.org
Selecting Cells
Selecting Column
You may also select an entire column or row of
cells on the spreadsheet. To select a column of
cells, left-click with the mouse on the lettered
button at the top of the column that you wish to
select.
OpenOffice.org
Selecting Cells
Selecting Row
To select a row of cells, left-click with the mouse
on the numbered button at the left end of the
row of cells that you wish to select.
OpenOffice.org
Copying and Moving Cells
Copying Cells
Copying a Row or Column
Moving Cells, Rows or
Columns
OpenOffice.org
Copying and Moving Cells
Copying Cells
To copy a cell or multiple cells, first select
cell or group of cells to be copied. Second,
either click on the Edit menu and select
"Copy" or use the keyboard shortcut Ctrl+C.
OpenOffice.org
Copying and Moving Cells
Copying Cells
Click on the cell where the data is to be
copied. Select "Paste" from the Edit menu or
use the keyboard shortcut Ctrl+V to place the
data into the cell. Multiple cells to the right or
below the selected cell will be filled
corresponding to the number of cells that
were selected and copied.
OpenOffice.org
Copying and Moving Cells
Copying a Row or Column
To copy a row or column of cells,
first select the row or column of
cells to be copied. Second,
select "Copy" from the Edit menu
or use the keyboard shortcut
Ctrl+C.
OpenOffice.org
Copying and Moving Cells
Copying a Row or Column
Click on any cell in the row or
column where the data is to be
moved. Select "Paste" from the
Edit menu or use the keyboard
shortcut Ctrl+V to place the data
into the row or column of cells.
OpenOffice.org
Copying and Moving Cells
Moving Cells, Rows or Columns
To move cells, rows or columns, simply follow
the same steps as you would to copy but use
the "Cut" function in the Edit menu or Ctrl+X
instead of the copy function.
OpenOffice.org
Copying and Moving Cells
Moving Cells, Rows or Columns
The data will be removed from its original
cells and placed in the new ones.
OpenOffice.org
Adding Rows and Columns
Add a Row
Adding a Columns
OpenOffice.org
Adding Rows and Columns
Add a Row
Select a numbered Row or a cell in the same
Row where you want to add a new one.
OpenOffice.org
Adding Rows and Columns
Add a Row
Select Rows from the Insert menu to add a Row.
OpenOffice.org
Adding Rows and Columns
Add a Row
All Rows under the new one now have a new
incremented number.
OpenOffice.org
Adding Rows and Columns
Adding a Column
Select a Column or a cell in the same
Column where you want to add a new one.
Select Columns from the Insert menu.
OpenOffice.org
Adding Rows and Columns
Adding a Column
All columns from the new one inserted are
shifted on the right.
OpenOffice.org
Resizing Rows and Columns
Resizing a Row
Resizing a Column
OpenOffice.org
Resizing Rows and Columns
Resizing a Row
To resize a row, place the mouse arrow over
the line between the numbered buttons at
the left end of two rows. Left-Click the mouse
and drag the line downward or upward to
increase or decrease the size of the row.
OpenOffice.org
Resizing Rows and Columns
Resizing a Column
Likewise, to resize a
column, drag the line
between the lettered
column buttons at the
top of the spreadsheet.
OpenOffice.org
Adding and Renaming Worksheets
Adding a Worksheet
Renaming a Worksheet
OpenOffice.org
Adding and Renaming Worksheets
Adding a Worksheet
To add a Worksheet go to Insert menu and select Sheet.
OpenOffice.org
Adding and Renaming Worksheets
Adding a Worksheet
In this window you can specify if the new sheet
must be inserted Before or After current sheet.
A sheet can be also added from file.
OpenOffice.org
Adding and Renaming Worksheets
Adding a Worksheet
To rename a Sheet, go to Format
menu, select Sheet and then
Rename.
In the new window change the name
and press ok.
OpenOffice.org
Opening and Saving Spreadsheets
Open a Spreadsheet
Save a Spreadsheet
OpenOffice.org
Opening and Saving Spreadsheets
Open a Spreadsheet
When you start the OpenOffice Calc program
you can begin a spreadsheet from scratch or
add to a spreadsheet that has already exists.
Whenever you are working on a spreadsheet
that currently exists, you will need to open the
spreadsheet to begin your work session.
To open a spreadsheet click on the File menu
and select Open.
OpenOffice.org
Opening and Saving Spreadsheets
Open a Spreadsheet
This button displays
the files in the default
user directory.
This button creates a
new directory.
This button moves
up one directory in the
directory hierarchy.
Select the file by left clicking on it in the window
and click "Open." The spreadsheet will appear in
your workspace.
OpenOffice.org
Opening and Saving Spreadsheets
Save a Spreadsheet
When you need to save a spreadsheet that you
have been working on, you can do so by
clicking on the File menu and selecting "Save
As."
OpenOffice.org
Opening and Saving Spreadsheets
Save a Spreadsheet
This button displays
the files in the default
user directory.
This button creates a
new directory.
This button moves
up one directory in the
directory hierarchy.
Type a name for your Spreadsheet
in the "File Name" box and click
"Save." Your spreadsheet will be
saved.
OpenOffice.org
Functions
Adding a Function
OpenOffice.org
Functions
Adding Functions
One of the most useful reasons for using the Calc
spreadsheet program is to have it calculate
mathematical functions automatically based on
raw data placed in the cells. To do this we must
place a function, or a simple math problem, into a
cell on the spreadsheet and refer it to other cells
that contain the data that we wish to compute.
OpenOffice.org
Functions
Adding Functions
The example function will be SUM. This is the
function to add the data in two cells and display
the total. First select the cell on the spreadsheet
that you wish to display the SUM function in.
OpenOffice.org
Functions
Adding Functions
Now enter the function into the cell function window
at the top of the spreadsheet.
The Syntax for a function is:
=SUM(first value; second value)
In our example we enter =SUM(C3; C4) to get the
total of cells C3 and C4.
OpenOffice.org
Functions
Adding Functions
Once you have finished entering the function you
will see the numerical total of the function
displayed in the cell on the spreadsheet and the
function syntax displayed in the function window at
the top of the spreadsheet.
OpenOffice.org
Functions
Adding Functions
There is an autopilot
which helps you
building different
kind of functions.
OpenOffice.org
Sorting Records
Sort Ascending/Descending
OpenOffice.org
Sorting Records
Sort Ascending/Descending
To sort a record set, start by clicking on
any cell in the row you want to sort by.
OpenOffice.org
Sorting Records
Sort Ascending/Descending
Next, click on one of the buttons on the
left hand toolbar used to sort ascending
or descending depending on how you
want your records sorted.
OpenOffice.org
Sorting Records
Sort Ascending/Descending
Select all the columns you want to sort and
then go to the Data menu and click on Sort.
OpenOffice.org
Sorting Records
Sort Ascending/Descending
In this window you can
choose the sort criteria
for each column
specifying Ascending or
Descending.
OpenOffice.org
Sorting Records
Sort Ascending/Descending
Now the two columns selected are
ordered as you have choosen.
OpenOffice.org
Inserting Graphics
Insert Graphics
Resizing the Graphics
Moving the Graphics
OpenOffice.org
Inserting Graphics
Insert Graphics
Select Graphic from the Insert menu.
If you would like to insert from a file,
select From File.
OpenOffice.org
Inserting Graphics
Insert Graphics
Choose an image to insert in your document and click Open.
If the preview checkbox is selected, a preview of the image
content is displayed on the right.
OpenOffice.org
Inserting Graphics
Resizing the Graphic
You can resize the image just by dragging one of
the eight green points surrounding the picture.
OpenOffice.org
Inserting Graphics
Moving the Graphic
When the move cursor appears over the image
you can move the picture.
OpenOffice.org
Creating Charts
AutoFormat Charts
Choose Chart Type
Choose Variant
Choosing the Labels
Finished Chart
OpenOffice.org
Creating Charts
AutoFormat Charts
To create a chart
select all the
values that must
be inserted and
select Chart from
the Insert menu.
OpenOffice.org
Creating Charts
AutoFormat Charts
The Range shows the selection you have
choosen. You can also choose the
worksheet where the chart will be
displayed.
Click "Next >>" to continue.
OpenOffice.org
Creating Charts
Choose Chart Type
Now select a chart type and view
the preview on the left.
Click “Next >>” to continue.
OpenOffice.org
Creating Charts
Choose Variant
There are some variants for each type of
chart. The preview is on the left.
Click “Next >>” to continue.
OpenOffice.org
Creating Charts
Chooseing the Labels
At the end you can set the name of the
chart and the axis titles.
Click “Create” to close the AutoFormat
window and create the chart.
OpenOffice.org
Creating Charts
Finished Chart
The worksheet
is updated with
the new chart.
OpenOffice.org
Printing and Page Format
Page Preview
Page Format
Page Orientation
Page Margins
Headers/Footers
Printing
OpenOffice.org
Printing and Page Format
Page Preview
You can view the preview of
the document by selecting
Page Preview from the File
Menu.
OpenOffice.org
Printing and Page Format
Page Preview
Use the icons on the object bar to
zoom in or out.
Use the arrow keys or object bar
icons to scroll through the pages of
the document and check how they
will appear in print.
OpenOffice.org
Printing and Page Format
Page Format
On the Format menu, select Page.
OpenOffice.org
Printing and Page Format
Page Format
In the page tab
select the format of
the paper and check
the Width and Height.
OpenOffice.org
Printing and Page Format
Page Orientation
You can specify the
orientation of the
paper by selecting
Portrait or Landscape.
OpenOffice.org
Printing and Page Format
Page Margins
On the Page tab, under
the Margins section, set
the desired margins on
top, bottom, left, and
right by clicking on the
up and down arrows.
OpenOffice.org
Printing and Page Format
Headers/Footers
To add a header at
the top of the page,
check the Header On
box under the Header
tab.
Click OK.
OpenOffice.org
Printing and Page Format
Headers/Footers
To add a footer at the
bottom of the page,
check the Footer On
box under the Footer
tab.
Click OK.
OpenOffice.org
Printing and Page Format
Printing
There are three ways
to print a document:
Using the shortcut
keys, press (Ctrl)(P).
Click the Print File
Directly icon.
Go to the File Menu
and select Print.
OpenOffice.org
Differences between Excel and OpenOffice
Features that may be implemented differently
OpenOffice.org
Differences between Excel and OpenOffice
Features that may be implemented differently
Some functionality are implemented differently between the two
applications, and thus documents that require them may need
additional processing after the import. For example:
The macro language is similar but not identical. Thus, macros are
imported and saved within the OpenOffice documents, but are not
executable (due to differences between VisualBasic for Applications
and StarBasic).
OpenOffice Calc has a limit of 32000 rows, instead of the 65536 of
Microsoft Excel.
Other functionalities that need attention:
AutoShapes
OLE objects within the document
Form Fields and Controls
Pivot tables
Some chart types
Some functions/formulas
OpenOffice.org
