ES – Unit – 3 ICT Skills

1. Mention the applications of spreadsheet.

 Built-in functions make calculations easier, faster, and more accurate.

• Large volumes of data can be easily handled and manipulated.
• Data can be exported to or imported from other software.
• Data can be easily represented in pictorial form like graphs or charts.
 Formulae are automatically recalculated whenever underlying data values are changed.
2. Write steps to Starting OpenOffice Calc.

To start OpenOffice Calc:

1. Click Start ➢All Programs ➢OpenOffice 4.1.5 ➢OpenOffice Calc.
2. A spreadsheet workbook named Untitled1 opens up in an OpenOffice Calc
application window

3. Explain the component of calc Screen

 Title bar The Title bar is located at the top of the Calc window. It displays the name of
the workbook on which you are currently working. When you create a new worksheet,
is named as Untitled 1, Untitled 2, and so on. A workbook is a collection of one or more
worksheets. The right side of the title bar contains the Minimize, Restore Down or
Maximize, and Close buttons.
 Menu bar The menu bar is located below the Title bar. It has commands like File ,
Edit, etc. Clicking on each menu option displays a list of commands.
 Standard bar This bar contains icons (buttons) to provide quick access to commands
such as New, Open, Print, Copy, and Paste etc.
 Formatting bar It has buttons and drop-down menus that allow you to select a
formatting option like, font, font color, alignment, number format, border, and
background color.
 Formula bar It contains the Name Box and a long white box, known as the Input line.
 Name Box It is present to the left of the Formula bar and displays the address of the
selected cell.

4. Define the following:

 Rows and columns:
A worksheet in OpenOffice Calc has 1,048,576 rows and 1,024 columns. The rows are
numbered from top to bottom along the left edge of the worksheet as 1, 2, and so on.
Columns are labelled from left to right with letters A…Z, AA…AZ, A…BZ…AAA…AAZ,
ABA…ABZ…AMA…AMJ.
 Cell and Cell Address A cell is formed by the intersection of a row and a column. Each
cell has a unique address which is formed by the intersection of row number and column
letter. For example, a cell formed by intersection of column F and row 5 will have
address F5.
 Active Cell: Data is entered in a cell. To enter data in a cell, we have to first select it.
The selected cell is called the active cell and is highlighted with a thick border. Also, the
address of the active cell is displayed in the Name box.
 Range of cells: A block of adjacent cells which are selected is called range of cells. For
example, if the cells from A1 to B5 are selected, then the range of selected cells is
referred as A1:B5. The cells in this range are – A1, A2, A3, A4, A5, B1, B2, B3, B4, and B5.

5. Creating a New Workbook

The steps to create a new Calc workbook are:

1. Select File ➢New➢Spreadsheet.
Or
Click the New Document drop-down menu arrow on the
Standard bar and selectSpreadsheet.
Or
Press CTRL + N.
6. Saving a workbook

The steps to save a workbook are:

1. Select Save option from the File menu.

Or
Click the Save icon on the Standard bar Or Press Ctrl + S
If you are saving a workbook for the first time, a Save As dialog box will appear.
2. Type the file name and choose a location to save the file. Notice that the file
extension is .ods.

7. Opening a Workbook

The steps to open an already saved workbook are:

1. Select Open option from the File menu.
Or
Click Open icon on the Standard bar.
Or
Press Ctrl + O
2. The Open dialog box appears.
3. Select the drive and the folder from where you want to open the file.
4. Select the file and click Open button.

8. RESIZE FONTS AND STYLES

We can always change the font, style and size of the text or data entered in a worksheet.
This can be done before typing or after typing the content.
The options for formatting data/text are available on the Formatting bar. The use of
each of the options is shown in the figure.
9. Selecting the entire row
To select the entire row in which the cell pointer is positioned, click the row heading.
10. Selecting the entire column
To select the entire column in which the cell pointer is positioned, click the column
heading.
11. Selecting the entire worksheet
To select the entire worksheet:
Press CTRL + A
12. Copying Cell Contents
You can copy content of cell(s) to another cell(s). To copy cell contents in Calc, the
steps are:
1. Select the cell(s) that contain(s) the data you want to copy.
2. Select Copy option from the Edit menu.
Or
Click the Copy button on the Standard bar. (Fig 8)
Or
Press CTRL + C to copy the data.
3. Click on the cell(s) where you want to paste the data.
4. Select Paste option from the Edit menu.
Or
Click the Paste button on the Standard bar.
Or
Press CTRL + V.
13. Moving Cell Contents
To move cell contents from one cell to another in Calc, the steps are:
1. Select the cell that contains the data you want to cut.
2. Select Cut option from the Edit menu.
Or
Click the Cut button on the Standard bar.
Or
Press CTRL + X to cut the data.
14. Inserting and Deleting Cells
 To insert cells, the steps are:
1. Select the range of cells where you want to insert a block of cells.
2. Select Cells option from the Insert menu.
3. The Insert Cells dialog box appears.
4. Select the appropriate option and click OK.
 To delete cells, the steps are:
1. Select the range of cells where you want to delete a block of cells.
2. Select Delete Cells option from the Edit menu.
3. The Delete Cells dialog box appears.
4. Select the appropriate option and click OK.
15. Inserting Rows and Columns
 The steps to insert rows are:
1. Select the row where you want to insert a new row.
2. Select Rows option from the Insert menu.
Or
 Right-click the row header and select Insert Rows in the shortcut menu.

 To insert columns, the steps are:

1. Select the column where you want to insert a new column.
2. Select Columns option from the Insert menu.
Or
Right-click the column header and select Insert Columns in the shortcut menu.
16. Deleting Rows and Columns
 To delete rows, the steps are:
1. Select the row to be deleted.
2. Right-click on the selected row header.
3. Select Delete Rows option in the shortcut menu.
 To delete multiple rows, select them using the CTRL key, or by dragging the mouse
while holding the left mouse button.
 To delete columns, the steps are:
1. Select the column to be deleted.
2. Right-click on the selected column header.
3. Select Delete Columns in the shortcut menu.
To delete multiple columns, select them using the CTRL key, or by dragging the
mouse while holding the left mouse button.
17. Deleting Content
1. Select the cell(s), the contents of which you want to delete.
2. Press the DELETE key.
Or
Select Delete Contents option of Edit menu.
3. The Delete Contents dialog box appears.
3. Check the boxes of the kind of data you want to delete (e.g., checking Formats
will remove the formatting changes such as bold, italics, font colors, and
borders).
4. Click OK.
18. Filtering Data

Filtering is a quick and easy way to find and work with selected data based on the criteria
you specify. The filter feature selectively blocks out the data you do not want to see and
displays only the rows or columns that meet the conditions or criteria you specify. Sorting
rearranges the range of cells but filtering only hides temporarily the rows/columns you do
not want.
Different ways in which filtering can be done in Calc are:
• AutoFilter
• Standard Filter
• AutoFilter
To apply AutoFilter in a worksheet, the steps are:
1. Select cell, say, A1.
2. Select Data ➢Filter ➢AutoFilter.
3. A drop-down menu arrows appear in each column heading.
4. Click the drop-down menu arrow for Total Sales and select an item .
5. Only those rows whose contents meet the filter criteria are displayed.
a. To display all the records again, select the All option in the filter drop-
down menu.
b. Select Top 10 to display the highest 10 values.

• Standard Filter
To apply standard filter in your worksheet, the steps are:
1. Select Data➢Filter ➢Standard Filter..
2. The Standard Filter dialog box appears.
 a. You can use the dialog box to connect multiple conditions with either a
logical AND or a logical OR operator.
3. Select the options in the Standard Filter dialog box. The records with Total
Sales greater than 4000 will be displayed

19. Sorting Data

Once you have entered data and applied relevant formulas in a worksheet, you can
arrange the data in ascending or descending order. This is called sorting of data.
Sorting on numerical and textual values is a one of the main features of any spreadsheet
software. In Calc, sorting can be done in the following manner.
Sorting on One Column
1. Enter data in a worksheet .
2. Select any cell, say C1.
3. Click the Sort option from the Data menu
3. The Sort dialog box appears. Notice that column Marks appears
under Sort by section.
4. Select the Descending option under Sort by and click OK.
5. The data in column Marks is sorted in descending order

20. FORMULAS AND FUNCTIONS

The most important feature of Spreadsheet software is that you can perform arithmetic
operations on the data in a worksheet.
 Formulas
Formulae are used to calculate results through arithmetic operations.
A formula in Calc always starts with an equal to (=) sign. If you forget to put = sign
before the formula, it will be treated as text and no calculation will be performed.
Also, you should not write anything before the = sign.
The data in a formula consists of one or a combination of the following:
Value Numeric or string
Cell Address B4, A2:C6
Function SUM, AVERAGE, MIN, MAX, etc.
Operator +, -, *, /, >, =, etc.
Parenthesis To control the left to right order of precedence in a formula
(e.g., = (B2*B3)*2)
 Functions:
Functions are predefined formulae that perform calculations using specific values
called arguments.
The format of writing any function in Calc is:
=function_name(Argument1;Argument2; Argument3;…..)
 Arguments These are the values passed to a function so that the function carries
out the intended calculation or manipulation to give results. Arguments can be
constants, formulae, or function.
 SUM
You can also obtain the sum of the values in a range of cells by:
• Clicking the Sum button on the Formula bar
• Using the SUM() function
SUM function is used to find total of numbers in a range of cells.
Ex:
= Sum(A1 : A7)
 AVERAGE Function
Average function is used to find the average of numbers in a range of cell.
Ex:
= Average(A1 : A7)
 COUNT Function
The COUNT function is used to count the number of numeric values in a range of cells.
 EX: =COUNT(A1:A10)
 MAX Function
The MAX function is used to find the maximum of numbers in a given range of cells.
EX:
=MAX(A1:A10)

 MIN Function
The MIN function is used to find the minimum of values in the given range of cells.
EX:
=MIN(A1:A10)
21. PRINTING A SPREADSHEET

Select File➢Page Preview to view a worksheet so as to get an idea of how it will look
when printed.
or
Click the Page Preview button on the Standard bar
To print a worksheet, the steps are:
1. Click File ➢Print.
2. The Print dialog box will appear.
3. Select the printer, the range to be printed, and the number of copies.
4. Click the Print button.