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Azlina

Part 1

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

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ADVANTAGES OF AN ELECTRONIC SPREADSHEET

Support good design and accurate results. Program can quickly edit and format data. Perform calculations and create graphs. Perform what-if analysis by changing independent values in the spreadsheet. Support simultaneous use of multiple sheet.

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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 individual elements such as text, numbers, formulas etc, which make up the data to be displayed and manipulated.

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PARTS OF THE MAIN CALC WINDOW

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FORMULA BAR

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 022435 / use leading zero (55) / -55 Ways to enter

b)Entering text Select the cell and type the text. Text is left-aligned by default. c)Entering formula begin with an equals sign. formulas may contain numbers or text, and other data. It may contain arithmetic operators, logic operators or function starts. Example:
=SUM(B12:B20) =A1+B1 =ROUND(A1;1) = MAX(A2;A5;C12)
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Entering multiple lines of text

2 ways: 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. #Theres another option of Shrinking to fit cell as displayed in Figure 7. To do this , tick in Shrink to fit cell check box in the Format Cells dialog in Figure 4.

Figure 4: Wrapping text option

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Figure 5
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Figure 6

Figure 7

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USING AUTOFILL

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 handle.
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USING AUTOINPUT

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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Part 2

OPENOFFICE CALC
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MOVING BETWEEN CELLS

Using the mouse Using the arrow keys Using 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 new sheets Deleting sheets Renaming sheets

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FORMATTING DATA IN CALC

To format a cells, select the appropriate cell or cells, rightclick 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

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 a cell.
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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. e) Bold the word Sales, Total Sales, Expenses and Total Expenses f) use Sum to get the total of Total Sales and Total Expenses in Jan. g) Change the orientation of the months to 45 degrees h) Copy the contents of B11:B14 to C11:G14(each item will get the same figures for each month) i) Copy the formula in B6 to C6:G6. You may use Copy & Paste or drag the fill handle to copy the formula

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Part 3

OPENOFFICE CALC
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FORMATTING DATA, FORMULAS AND COPYING FORMULAS IN CALC

Format buttons
i. Currency ii. Percentage iii. Scientific Notation Scientific notation lets you write very large numbers or very 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. vi. Dates vii. Time Formats
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Formula Formulas 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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Part 4

OPENOFFICE CALC
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CELL REFERENCES AND FUNCTIONS

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

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A) CELL REFERENCES

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

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

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MIXED REFERENCES
A mixed reference has either an absolute column and relative row or an absolute row and relative column. An absolute column reference takes the form $A1, $B1 and so on

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FUNCTIONS
Calc provides all of the commonly used functions found in modern spreadsheet applications. A 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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Part 5

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

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) Diagram Major and Minor Grid Lines Legend Differences of Amount and Extras Label RM250.00 RM200.00 Title RM150.00
RM175.00 RM189.70 RM210.80 RM175.00 RM114.75

RM210.80

Expenditure

RM99.66 RM50.34

RM100.00 RM50.00 RM0.00 -RM50.00 -RM100.00 -RM150.00 -RM200.00

Ali
-RM75.00 RM35.25

RM35.40 RM14.60

Amount Extras
Aishah
-RM25.00 -RM110.80

Sarah

Ahmad

Fatimah

Abu

Azrul

Farah

title value range

-RM139.70

-RM160.80

Family member's name

CREATING A CHART

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

EXAMPLES OF DIFFERENT CHART TYPES

Bars (2D & 3D)

Lines (2D & 3D)

CREATING A PIE CHART

EDITING A CHART

Double-click on the chart.

A

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

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THANK YOU..
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