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OpenOffice.org OpenOffice - 3.2 Calc Guide

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1. A B C D E F G 1 Name Test 1 Test 2 Quiz 1 Quiz2 Average Grade 2 Andy 95 93 93 92 93 25 3 Betty 87 92 65 73 79 25 4 Bob 95 93 93 92 93 25 5 Brandy 45 65 92 BD 71 75 6 Frank 95 93 85 92 91 25 7 Fred 87 92 65 73 79 25 358 OpenOffice org 3 x Calc Guide A B C D E F 8 Ilsub 70 895 97 79 82 75 Tames 45 6597 Lise 100 for froo Michelle 100 97 fioo 68 Rot fer fo fe o 5 mo for m fe m fe 3 97 5 90 5 89 5 79 0 95 9 78 25 86 25 13 100 92 5s 7 Although the choice to associate a row to a record rather than a column is arbitrary it is almost universal In other words you are not likely to hear someone refer to a column of data as a single database record p pd p pd pd p JI A Ni ee Tip Associating a range with a name In a Calc document a range refers to a contiguous group of cells containing at least one cell You can associate a meaningful name to a range which allows you to refer to the range using the meaningful name You can create either a database range which has some database like functionality or a named range which does not A name is usually associated with a range for one of three reasons 1 Associating a range with a name enhances readability by using a meaningful name 2 Ifa range is referenced by name in multiple locations you can point the name to another location and all references
2. Name Toolbar Mame OK New Toolbar 1 Cancel Save In OpenOttice arg Calc Help Chapter 14 Setting up and Customizing Calc 415 The new toolbar now appears on the list of toolbars in the Customize dialog After creating a new toolbar you need to add some commands to it as described below Adding a command to a toolbar If the list of available buttons for a toolbar does not include all the commands you want on that toolbar you can add commands When you create a new toolbar you need to add commands to it 1 On the Toolbars page of the Customize dialog select the toolbar in the Toolbar list and click the Add button in the Toolbar Content section of the dialog 2 The Add Commands dialog is the same as for adding commands to menus Figure 331 Select a category and then the command and click Add The dialog remains open so you can select several commands When you have finished adding commands click Close If you insert an item which does not have an associated icon the toolbar will display the full name of the item the next section describes how to choose an icon for a toolbar command 3 Back on the Customize dialog you can use the up and down arrow buttons to arrange the commands in your preferred sequence 4 When you are done making changes click OK to save Choosing icons for toolbar commands Toolbar buttons usually have icons not words on them but not all of the commands have associate
3. _ amp 100 I l Digital Cell or object Zoom Zoom signature information slider percel Figure 5 Right end of Calc status bar Sheet sequence number Shest1 3 Shows the sequence number of the current sheet and the total number of sheets in the spreadsheet The sequence number may not correspond with the name on the sheet tab Page style Defaut Shows the page style of the current sheet To edit the page style double click on this field The Page Style dialog opens Insert mode MRT Click to toggle between INSRT Insert and OVER Overwrite modes when typing This field is blank when the spreadsheet is not in a typing mode for example when selecting cells Selection mode 2 Click to toggle between STD Standard EXT Extend and ADD Add selection EXT is an alternative to Shift click when selecting cells See page 27 for more information Unsaved changes An asterisk appears here if changes to the spreadsheet have not been saved Digital signature e If the document has not been digitally signed double clicking in this area opens the Digital Signatures dialog where you can sign the document See Chapter 6 Printing Exporting and E mailing for more about digital signatures If the document has been digitally signed an icon shows in this area You can double click the icon to view the certificate A document can be digitally signed only after it has been saved Cell or object inf
4. For more accurate resizing use the Position and Size dialog described on page 143 Rotating a picture Calc does not provide a tool for rotating a picture but you can use this workaround 1 Open a new Draw or Impress document 2 Insert the image you want to rotate 3 Select the image then in the Drawing toolbar shown by default at the bottom of the window in Impress and Draw select the Rotate icon IG 4 Rotate the image as desired Use the red handles at the corners of the picture and move the mouse in the direction you wish to rotate By default the picture rotates around its center indicated by a black crosshair but you can change the pivot point by moving the black crosshair to the desired rotation center Ti To restrict the rotation angle to multiples of 15 degrees keep Ip the Shift key pressed while rotating the image 5 Select the rotated picture by pressing Ctrl A then copy the image to the clipboard with Ctrl C 6 Finish by going back to the Calc document place the cursor where the image is to be inserted and press Ctrl V Using the picture context menu Many of the options accessible from the Picture toolbar can also be reached by right clicking on an image to pop up a context menu Some additional options are only available from the context menu these are described in this section Text Opens a dialog where you can set the options for text that goes over a picture To write text over a graphi
5. YEAR number YEARFRAC start date end date basis YEARS tart date end date type Description Calculates the number of weeks in a year until a certain date A week that spans two years is added to the year in which most days of that week occur Returns a date number that can be formatted as a date You then see the date of a day that is a certain number of Workdays away from the start date Holidays optional is a list of holidays Enter a cell range in which the holidays are listed individually Returns the year as a number according to the internal calculation rules Number shows the internal date value for which the year is to be returned Returns a number between 0 and 1 representing the fraction of a year between start date and end date Start_date and end_date are two date values Basis is chosen from a list of options and indicates how the year is to be calculated Calculates the difference in years between two dates the start_ date and the end_date Type calculates the type of difference Logical functions Use the logical functions to test values and produce results based on the result of the test These functions are conditional and provide the ability to write longer formulas based on input or output Table 39 Logical functions Description AND logical value 1 logical value 2 logical value 30 Returns TRUE if all arguments are TRUE If any element is FALSE this function retur
6. 2 On the Picture toolbar click on the Alignment icon and select one of the six options Or position the mouse pointer over any of the graphics When the pointer changes shape from an arrow to a hand right click and choose Alignment then select from the six options The six options include three for aligning the graphics horizontally left center right and three for aligning the graphics vertically top center bottom Creating an image map An image map defines areas of an image called hotspots with hyperlinks to web addresses other files on the computer or parts of the same document Hotspots are the graphic equivalent of text hyperlinks Clicking on a hotspot causes Calc to open the linked page in the appropriate program for example the default browser for an HTML page OOo Calc for a ODS file a PDF viewer for a PDF file You can create hotspots of various shapes and include several hotspots in the same image To use the image map editor 1 In your OOo document select the picture where you want to define the hotspots 2 Choose Edit gt ImageMap from the menu bar The ImageMap Editor Figure 107 opens Chapter 5 Using Graphics in Calc 151 3 Use the tools and fields in the dialog described on the next page to define the hotspots and links necessary 4 Click the Apply icon to apply the settings 5 When done click the Save icon to save the imagemap to a file then click the X in the upper right
7. 9 Click OK to consolidate the ranges 10 If you are continually working with the same range then you probably want to use Data gt Define Range to give it a name The consolidation ranges and target range are saved as part of the document If you later open a document in which consolidation has been defined this data is still available 274 OpenOffice org 3 x Calc Guide Creating subtotals SUBTOTAL is a function listed under the Mathematical category when you use the Function Wizard Insert gt Function Because of its usefulness the function has a graphical interface accessible from Data gt Subtotals As the name suggests SUBTOTAL totals data arranged in an array that is a group of cells with labels for columns Using the Subtotals dialog you can select up to three arrays then choose a statistical function to apply to them When you click OK Calc adds subtotal and grand total rows to the selected arrays using the Result and Result2 cell styles to differentiate those entries By default matching items throughout your array will be gathered together as a single group above a subtotal To insert subtotal values into a sheet 1 Ensure that the columns have labels 2 Select the range of cells that you want to calculate subtotals for and then choose Data gt Subtotals 3 In the Subtotals dialog in the Group by list select the column by which the subtotals need to be grouped A subtotal will be calculate
8. Chapter 4 Using Styles and Templates in Calc 107 Default OpenOffice org is hip Heading OpenOfiice org is hip Result OpenOffice org is inp 4 Result OpenOffice org is hip Figure 82 Calc cell style types Page styles Page styles in Calc are applied to sheets Although one sheet may print on several pages pieces of paper only one page style can be applied to a Sheet If a spreadsheet file contains more than one sheet the different sheets can have different page styles applied to them So for example a spreadsheet might contain one sheet to be printed in landscape orientation using the Default page style and another sheet to be printed in portrait orientation using the Report page style Two page styles are supplied with Calc Default and Report The major difference between these two styles is that Report is portrait oriented and Default is landscape oriented You can adjust many settings using page styles You can also define as many page styles as you wish Because spreadsheets are primarily used onscreen and not printed Calc does not display the page style on the screen If you want a spreadsheet to fit on a certain page size you have to carefully control the column width and row height with only File gt Page Preview to guide you Despite this limitation it s well worth defining page styles for any spreadsheets that you are likely to print Otherwise if a need for printing does arise yo
9. Not used Not used Not used Missing bracket or parenthesis for example closing brackets but no opening brackets Operator is missing for example 2 3 4 where the operator between 2 and is missing Variable is missing for example when two operators are together 1 2 Function requires more variables than are provided for example AND and OR Appendix C Calc Error Codes 487 Message Explanation of the error oy Formula The total number of internal tokens that is overflow operators variables brackets in the formula exceeds 512 or the total number of matrices the formula creates exceeds 150 This includes basic functions that receive too large an array as a parameter 513 String overflow An identifier in the formula exceeds 64 KB in size or a result of a string operation exceeds 64 KB in size 914 Internal overflow Sort operation attempted on too much numerical data max 100000 or a calculation stack overflow 515 Internal syntax Not used error 516 Internal syntax Matrix is expected on the calculation stack error but is not available 517 Internal syntax Unknown error for example a document with error a newer function is loaded in an older version of Calc that does not contain the function 518 Internal syntax Variable is not available error 519 No result cell Formula yields a value that does not displays correspond to the definition or a cell that is VALUE
10. OpenOf Tice org3 Chapter 1 Introducing Calc Using Spreadsheets in OpenOffice org What is Calc Calc is the spreadsheet component of OpenOffice org OOo You can enter data usually numerical in a spreadsheet and then manipulate this data to produce certain results Alternatively you can enter data and then use Calc in a What if manner by changing some of the data and observing the results without having to retype the entire spreadsheet or sheet Other features provided by Calc include e Functions which can be used to create formulas to perform complex calculations on data e Database functions to arrange store and filter data e Dynamic charts two new types of charts Bubble Charts and Filled Net Charts have been introduced in OOo 3 2 e Macros for recording and executing repetitive tasks scripting languages supported include OpenOffice org Basic Python BeanShell and JavaScript e Ability to open edit and save Microsoft Excel spreadsheets e Import and export of spreadsheets in multiple formats including HTML CSV PDF and PostScript If you want to use macros written in Microsoft Excel using the Note VBA macro code in OOo you must first edit the code in the OOo Basic IDE editor Spreadsheets sheets and cells Calc works with elements called spreadsheets Spreadsheets consist of a number of individual sheets each sheet containing cells arranged in rows and columns A particular cell i
11. Returns the inverse of the Fisher transformation for the given number and creates a function close to a normal distribution Extrapolates future values based on existing x and y values Value is the x value for which the y value of the linear regression is to be returned Data_Y is the array or range of known y s Data_X is the array or range of known x s Does not work for exponential functions Returns the result of an F test Data_1 is the first record array Data_2 is the second record array Returns the values of a Gamma cumulative distribution Number is the value for which the Gamma distribution is to be calculated Alpha is the parameter Alpha of the Gamma distribution Beta is the parameter Beta of the Gamma distribution C 0 calculates the density function and C 1 calculates the 452 OpenOffice org 3 x Calc Guide Syntax GAMMAINV number alpha beta GAMMALN number GAUSS number GEOMEAN number 1 number 2 number 30 HARMEAN number 1 number 2 number 30 HYPGEOMDIST X n sample successes n population INTERCEPT data_Y data X KURT number 1 number 2 number 30 LARGE data rank c Description distribution Returns the inverse of the Gamma cumulative distribution This function allows you to search for variables with different distribution Number is the probability value for which the inverse Gamma distribution is to be calculated Alpha is the p
12. To hide the details again double click on the cell containing golfing or choose Data gt Group and Outline gt Hide Details The DataPilot remembers your selection in our example the employee field so that for the next drill down for a category in the region field the dialog does not appear To remove the employee selection open the DataPilot dialog by right clicking and choosing Start then delete the unwanted selection in the row or column field 2 The active cell is a value of the data field In this case drilldown means a listing of all data entries of the data source that aggregates to this value Double click on the cell with the value 18 741 from Figure 205 You now have a new list of all data sets that are included in this value This list is shown in a new sheet category region employee AWU 3445 00 golfing north Fritz Viele 3 014 00 golfing north Brigitte Wile 4 642 00 golfing north te Bowe 6 3 049 00 golfing north Hans Wee 1 379 00 golfing north Ute WoW 2414 00 golfing north Kurt A Figure 208 New table sheet after the drilldown for a value in a data field Filtering To limit the DataPilot analysis to a subset of the information that is contained in the data basis you can filter with the DataPilot 260 OpenOffice org 3 x Calc Guide An Autofilter or default filter used on the sheet has no effect for Note the analysis of the DataPilot The
13. You can remove the clickable link from hyperlink text leaving just the text by right clicking on the link and selecting Default Formatting This option is also available from the Format menu You may then need to re apply some formatting in order for it to match the rest of your document To erase the link text or button from the document completely select it and press the Backspace or Delete key 306 OpenOffice org 3 x Calc Guide Linking to external data You can insert tables from HTML documents and data located within named ranges from an OpenOffice org Calc or Microsoft Excel spreadsheet into a Calc spreadsheet To use other data sources including database files in OOo Base see Linking to registered data sources on page 312 You can do this in two ways using the External Data dialog or using the Navigator If your file has named ranges or named tables and you know the name of the range or table you want to link to using the External Data dialog method is quick and easy However if the file has several tables and you want to pick only one of them you may not be able to easily determine which is which in that case the Navigator method may be easier Using the External Data dialog 1 Open the Calc document where the external data is to be inserted This is the target document 2 Select the cell where the upper left hand cell of the external data is to be inserted 3 Choose Insert gt Link to Extern
14. special character is one not found on a standard English keyboard For example 34 are all special characters To insert a special character 1 Place the cursor in your document where you want the character to appear 2 Click Insert gt Special Character to open the Special Characters dialog Figure 23 3 Select the characters from any font or mixture of fonts you wish to insert in order then click OK The selected characters are Shown in the bottom left of the dialog As you select each character it is shown alone at the bottom right along with the numerical code for that character Different fonts include different special characters If you do Note not find a particular special character you want try changing the Font selection Chapter 2 Entering Editing and Formatting Data 43 ES Special Characters Times New Roman w Subset Basic Greek kd Ok Cancel H Fae CURRENCIES ICES K Hee A MIN S Olaf etait iy ie lxty tality BOGOGG EGE Delete fo xiv J 5 JOE I g bjb v Scone Cy ete ch me et p Ed ESE a b re Figure 23 The Special Characters dialog Inserting dashes To enter en and em dashes you can use the Replace dashes option under Tools gt AutoCorrect Options This option replaces two hyphens under certain conditions with the corresponding dash In the follow
15. undefined Copy results to ssheets 4a Consolidate by Options Bow labels _ Link to source data _ Column labels Figure 223 Defining the data to be consolidated 3 The Source data range list contains any existing named ranges created using Data gt Define Range so you can quickly select one to consolidate with other areas If the source range is not named click in the field to the right of the drop down list and either type a reference for the first source data range or use the mouse to select the range on the sheet You may need to move the Consolidate dialog or click on the Shrink icon to reach the required cells 4 Click Add The selected range is added to the Consolidation ranges list 5 Select additional ranges and click Add after each selection 6 Specify where you want to display the result by selecting a target range from the Copy results to drop down list If the target range is not named click in the field next to Copy results to and enter the reference of the target range or select the range using the mouse or position the cursor in the top left Chapter 9 Data Analysis 273 cell of the target range Copy results to takes only the first cell of the target range instead of the entire range as is the case for Source data range 7 Select a function from the Function list This specifies how the values of the consolidation ranges will be calculated The default setting is Sum which adds t
16. Insert as Hyperlink Creates a hyperlink when you drag and drop an item into the current document Insert as Link Inserts the selected item as a link where you drag and drop an object into the current document Insert as Copy Inserts a copy of the selected item where you drag and drop in the current document You cannot drag and drop copies of graphics OLE objects or indexes 40 OpenOffice org 3 x Calc Guide OpenOf ficeorg3 Chapter 2 Entering Editing and Formatting Data Introduction You can enter data into Calc in several ways using the keyboard the mouse dragging and dropping the Fill tool and selection lists Calc also provides the ability to enter information into multiple sheets of the Same document at the same time After entering data you can format and display it in various ways Entering data using the keyboard Most data entry in Calc can be accomplished using the keyboard Entering numbers Click in the cell and type in the number using the number keys on either the main keyboard or the numeric keypad To enter a negative number either type a minus sign in front of it or enclose it in parentheses brackets like this 1234 By default numbers are right aligned and negative numbers have a leading minus symbol Entering text Click in the cell and type the text Text is left aligned by default Entering numbers as text If a number is entered in the format 01481 Calc will dro
17. Moves the viewable columns one screen to the right Adds the previous sheet to the current selection of sheets If all the sheets in a spreadsheet are selected this combination only selects the previous sheet Makes the previous sheet the current sheet Adds the next sheet to the current selection of sheets If all the sheets in a spreadsheet are selected this combination only selects the next sheet Makes the next sheet the current sheet Selects the data range that contains the cursor A range is a contiguous cell range that contains data and is bounded by empty rows and columns The key is the multiplication sign on the numeric key pad Selects the matrix formula range that contains the cursor The key is the division sign on the numeric key pad By default moves the cursor down one cell in a selected range To specify the direction that the cursor moves choose Tools gt Options gt OpenOffice org Calc gt General 424 OpenOffice org 3 x Calc Guide Function and arrow key shortcuts Table 30 Function key shortcuts Shortcut Keys Effect F1 Displays the OOo help browser When the help browser is already open F1 jumps to the main help page Shift F1 Displays context help Ctrl F1 Displays the note that is attached to the current cell F2 Switches to Edit mode and places the cursor at the end of the contents of the current cell If the cursor is in an input box in a dialog that has a minimize b
18. OpenOf ficeorg3 Chapter 3 Creating Charts and Graphs Presenting information visually Introduction Charts and graphs can be powerful ways to convey information to the reader OpenOffice org Calc offers a variety of different chart and graph formats for your data Using Calc you can customize charts and graphs to a considerable extent Many of these options enable you to present your information in the best and clearest manner For readers who are interested in effective ways to present information graphically two excellent introductions to the topic are William S Cleveland s The elements of graphing data 2nd edition Hobart Press 1994 and Edward R Tufte s The Visual Display of Quantitative Information 2nd edition Graphics Press 2001 Creating a chart To demonstrate the process of making charts and graphs in Calc we will use the small table of data in Figure 51 Equipment Rentals Canoes Boats Motor 12 23 Ay g 31 54 14 Jf SA 17 28 AB 13 19 39 8 Jf 52 Figure 51 Table of data for charting examples To create a chart first highlight select the data to be included in the chart The selection does not need to be in a single block as shown in Figure 52 you can also choose individual cells or groups of cells columns or rows See Chapter 1 Introducing Calc for more about selecting cells and ranges of cells Chapter 3 Creating Charts and Graphs Jo l Eguipment Rentals 2 Canoes Boat
19. Reference contains the address of the cell in which the error occurs Searches for a value and reference to the cells below the selected area This function verifies if the first row of an array contains a certain value The function returns the value in a row of the array named in the index in the same column The search supports regular expressions When a cell that contains the HYPERLINK function is clicked the hyperlink opens URL specifies the link target The optional cell text argument is the text displayed in the cell If the cell_text parameter is not specified the URL is displayed Returns the content of a cell specified by row and column number or an optional range name Reference is a cell reference entered either directly or by specifying a range name If the reference consists of multiple ranges the reference or range name must be enclosed in parentheses Row optional is the row number of the reference range for which to return a value Column optional is the column number of the reference range for which to return a value Range optional is the index of the subrange if referring to a multiple range Returns the reference specified by a text string This function can also be used to return the area of a corresponding string Reference is a reference to a cell or an area in text form for which to return the contents Returns the contents of a cell either from a one row or one column range or from a
20. _ Skip empty cells C Don t shift r Transpose O Down Link Right Figure 289 Paste Special dialog 7 Set the operation to Multiply and click OK The cells are now multiplied by 3 BC E 1 3 24 27 Record J ee 3 9 18 33 Figure 290 Cells multiplied by 3 8 Click Stop Recording to stop the macro recorder The OpenOffice org Basic Macros dialog opens 9 Select the current document see Figure 291 For this example the current Calc document is Untitled 1 Existing documents show a library named Standard This library is not created until the document is saved or the library is needed so at this point your new document does not contain a library You can create a new library to contain the macro but this is not necessary 342 OpenOffice org 3 x Calc Guide 1 2 3 4 Existing macros in 8 7 6 5 1 My Macros 5 Create new module in library 2 OpenOffice org Macros 6 Macros in selected library 3 Open documents 7 Current document 4 Create new library 8 Expand collapse list Figure 291 Parts of the OpenOffice org Basic Macros dialog 10 Click New Module If no libraries exist then the Standard library is automatically created and used In the New Module dialog type a name for the new module or leave the name as Modulel Mew Module Mame eal 11 Click OK to create a new module named Modulel Select the newly created Modulel type PasteMuLtiply in the Macro name box at t
21. a S a OpenOf Ticeorg3 Calc Guide Using Spreadsheets in OpenOffice org This PDF is designed to be read onscreen two pages at a time If you want to print a copy your PDF viewer should have an option for printing two pages on one sheet of paper but you may need to start with page 2 to get it to print facing pages correctly Print this cover page separately Copyright This document is Copyright 2005 2010 by its contributors as listed in the section titled Authors You may distribute it and or modify it under the terms of either the GNU General Public License version 3 or later or the Creative Commons Attribution License version 3 0 or later Note that Chapter 8 Using the DataPilot is licensed under the Creative Commons Attribution Share Alike License version 3 0 All trademarks within this guide belong to their legitimate owners Authors Rick Barnes James Andrew Andy Brown Bruce Byfield T J Frazier Spencer E Harpe Peter Hillier Brook Kirk Jared Kobos Shelagh Manton Kashmira Patel Andrew Pitonyak Hazel Russman Rob Scott Nikita Telang John Viestenz stefan Weigel Claire Wood Michele Zarri Sandeep Samuel Medikonda Feedback Peter Kupfer Krishna Aradhi Stephen Buck Martin J Fox Stigant Fyrwitful Regina Henschel John Kane Emma Kirsopp Sigrid Kronenberger Alexandre Martins Anthony Petrillo Tain Roberts Gary Schnabl Sowbhagya Sundaresan Barbara M Tobias Jean Hollis Weber Shar
22. advanced filters are entered in a blank area of a sheet then referenced by the advanced filter tool in order to apply them Sorting records Sorting rearranges the visible cells on the sheet In Calc you can sort by up to three criteria which are applied one after another Sorts are handy when you are searching for a particular item and become even more powerful after you have filtered data In addition sorting is often useful when you add new information When a list is long it is usually easier to add new information at the bottom of the sheet rather than inserting rows in the proper places After you have added the information you can sort it to update the sheet Highlight the cells to be sorted then select Data gt Sort to open the Sort dialog Figure 48 or click the Sort Ascending or Sort Descending toolbar buttons Using the dialog you can sort it ae the selected cells using up to three columns in either ascending A Z 1 9 or descending Z A 9 1 order You can define a custom sort order if the supplied Tip alphanumeric ones do not fit your requirements See Defining a fill series on page 47 for instructions On the Options tab of the Sort dialog Figure 49 you can choose the following options Chapter 2 Entering Editing and Formatting Data 65 lt q Sort Sort Criteria Options Sort by Ascending O Descending Then by Ascending O Descending Then by Ascending O Desce
23. employee Hans category sailing c12 tx T GETRIVOTDATAM sales 3A employee Hans category Eu lt lt O Ca a ee ee eee eee 1 Filter lt 2 Sum sales category eer pe golfing sailing tennis Total Result 26 961 00 24 422 00 17 721 00 69 104 00 46 959 00 19 976 00 30 656 00 105 453 00 17 941 00 14 060 00 30 467 00 62 468 00 20 346 00 20 514 00 27 675 00 76 835 00 36 127 00 30 580 00 26 196 00 94 905 00 EE 10 Total Result 156 214 00 109 852 00 142 699 00 408 765 00 E E Figure 221 First syntax variation Second syntax variation The argument DataPilot has to be given in the same way as for the other syntax variation For the specifications enter a list separated by spaces to specify the value you want from the DataPilot This list must contain the name of the data field if there is more than one data field otherwise it is not required To select a specific partial result add more entries in the form of Field name element In the example in Figure 222 where we want to get the partial sum of Hans for Sailing the formula in cell C12 would look like this GETPIVOTDATA A1 sales value employee Hans category sailing Chapter 8 Using the DataPilot 269 Cle i 3 Sum sales category 4 employee golfing 5 Bri p26 461 OU p46 639 00 bl 247 00 tennis 17 72100 foo 630 00 a0 AB 00 feo 246 00
24. then use Calc to compare the files and show the changes See page 337 e You can save versions that are stored as part of the original file see page 337 Reviewers can leave comments in the document either attached to specific changes or standalone Preparing a document for review optional When you send a document to someone else to review or edit you may want to protect it first so that the editor or reviewer does not have to remember to turn on the revision marks After you have protected the document any user must enter the correct password in order to turn off protection and accept or reject changes 1 Open the document and make sure that the Edit gt Changes gt Record menu item has a check mark next to it indicating that change recording is active 2 Optional Click Edit gt Changes gt Protect Records On the Protect Records dialog type a password twice and click OK Passwords must contain at least five characters Note It is not necessary to password protect the document while preparing it for review 326 OpenOffice org 3 x Calc Guide Identifying copies of spreadsheets When not using the document sharing feature it is important to keep track of the different copies of the document This can be done either in the file name or in the file title If you have not provided a file title in the spreadsheet s properties the spreadsheet s file name is displayed in the title bar To set the title of the
25. Chapter 6 Printing Exporting and E mailing 169 User Interface Links Security Panes Page only Bookmarks and page Open on page Fitin window Fit width Fit visible Zoom factor Page layout Default O Single page O Continuous Continuous facing Center window on screen _ Open in full screen mode Display document title User interface options _ Hide menubar _ Hide toolbar _ Hide window controls Transitions Bookmarks All bookmark levels Visible bookmark levels Figure 120 User Interface page of PDF Options dialog Window options section e Resize window to initial page Causes the PDF viewer window to resize to fit the first page of the PDF 170 OpenOffice org 3 x Calc Guide e Center window on screen Causes the PDF viewer window to be centered on the computer screen e Open in full screen mode Causes the PDF viewer to open full screen instead of in a smaller window e Display document title Causes the PDF viewer to display the document s title in the title bar User interface options section e Hide menubar Causes the PDF viewer to hide the menu bar e Hide toolbar Causes the PDF viewer to hide the toolbar Hide window controls Causes the PDF viewer to hide other window controls Transitions Not available in Calc Bookmarks Select how many heading levels are displayed as bookmarks if Export bookmarks is sele
26. DataPilot Layout S Page Fields Sales Column Fields sales sales3 date Sum sales LERH category Min sales region Wax sales3 2 employee oy E Data Fields Fields Drag the fields fram the right into the desired position Figure 218 Multiple identical fields for sales value that have been created as duplicates within your source Shortcuts If you use the DataPilot very often you might find the frequent use of the menu paths Data gt DataPilot gt Start and Data gt Group and Outline gt Group inconvenient For grouping a shortcut is already defined F12 For starting the DataPilot you can define your own keyboard shortcut If you prefer to have toolbar icons instead of keyboard shortcuts you can create a user defined symbol and add it to either your own custom made toolbar or the Standard toolbar For an explanation how to create keyboard shortcuts or add icons to toolbars see Chapter 14 Setting Up and Customizing Calc 266 OpenOffice org 3 x Calc Guide Function GETPIVOTDATA The function GETPIVOTDATA can be used with formulas in Calc if you want to reuse the results from the DataPilot elsewhere in your spreadsheet Difficulty Normally you create a reference to a value by entering the address of the cell that contains the value For example the formula C6 2 creates a reference to cell C6 and returns the doubled value If this cell is located in the resu
27. Departmenta roup 20 sroup Fin echnical Figure 203 Reduced O EEN Iru otal Result Figure 202 Renamed groups and partial results A well structured database makes manual sorting within the DataPilot obsolete In the example shown you could add another column with the name Department that has the correct entry for Note each person based on whether the employee s department belongs to either the Office or Technical group The mapping for this 1 n relationship can be done easily with the VLOOKUP function from Calc Sorting the result The result of any DataPilot is sorted categories in columns and rows in an ascending order You can change the sorting in two ways e Sort manually by using drag and drop e Sort automatically by choosing the options in the preferences dialog of the row or column field Chapter 8 Using the DataPilot 257 Sort manually by using drag and drop You can change the order within the categories by moving the cells with the category values in the result table of the DataPilot Please be aware that in Calc a cell must be selected It is not enough that this cell contains the cell cursor The background of a selected cell is marked with a different color To achieve this click in one cell with no extra key pressed and redo this by pressing also the Shift or Ctrl key Another possibility is to keep the mouse button pressed on the cell you want to select move the mouse to a neighbor ce
28. If an error occurs the function returns a logical or numerical value Value is the parameter to be converted into a number Returns the error value N A Returns the type of value If an error occurs the function returns a logical or numerical value Value is a specific value for which the data type is determined Value 1 number value 2 text value 4 Boolean value value 8 formula value 16 error value Appendix B Description of Functions 465 Database functions This section deals with functions used with data organized as one row of data for one record The Database category should not be confused with the Base database component in OpenOffice org A Calc database is simple a range of cells that comprises a block of related data where each row contains a separate record There is no connection between a database in OpenOffice org and the Database category in OOo Calc The database functions use the following common arguments e Database is a range of cells which define the database e Database field specifies the column where the function operates on after the search criteria of the first parameter is applied and the data rows are selected It is not related to the search criteria itself The number O specifies the whole data range To reference a column by using the column header name place quotation marks around the header name e Search criteria is a cell range containing the search criteria Empty cells in t
29. If the source document is a Web page choose Web Page Query OpenOffice org Calc as the file type File name http llau finance yahoo com activesre Ax iM Open Version File type Lotus 1 2 3 wki wks t 123 Read only Microsoft Excel 2003 SML C xml Pocket Excel pxl Quattro Pro 6 0 wo Unified Office Format spreadsheet uos uot Web Page Query OpenOffice org Calc hkml Ari ODF Presentation odp ODF Presentation Template oto OpenOrfice org 1 0 Presentation sxi Figure 255 Opening a file using the Web Page Query filter 308 OpenOffice org 3 x Calc Guide 3 In the target document press F5 to open the Navigator 4 At the bottom of the Navigator select the source document In Figure 256 the source is named actives The Navigator now shows the range names or the tables contained in the source document the example contains range names other documents have a list of tables Click on the next to Range names to display the list Navigator Xi Com ja S GE Row 46 piel F as Al Bal wie E9 Sheets Insert as Hyperlink O g Range names w Insert as Link HTML fncpsnibar HTML_1 HTML_ 10 HTML_1i1 HTML_12 HTML 13 HTML_14 HTML 15 Insert as Copy spo meneeeoe ee HTML_21 Da actives active Figure 256 Selecting a data range ina source document to be inserted as a link 5 In the Navigator select the Insert as Link
30. POWER base power PRODUCT number 1 to 30 QUOTIENT numerator denominator RADIANS number RAND RANDBETWEEN bottom top ROUND number count ROUNDDOWN number count Description Returns the factorial of the sum of the arguments divided by the product of the factorials of the arguments Number s is a list of up to 30 numbers separated by semi colons Rounds the given number up to the nearest odd integer Returns the value of PI to fourteen decimal places Returns the result of a number raised to a power Base is the number that is to be raised to the given power Power is the exponent by which the base is to be raised Multiplies all the numbers given as arguments and returns the product Number 1 to number 30 are up to 30 arguments whose product is to be calculated separated by semi colons Returns the integer result of a division operation Numerator is the number that will be divided Denominator is the number the numerator will be divided by Converts the given number in degrees to radians Returns a random number between 0 and 1 This number will recalculate every time data is entered or F9 is pressed Returns an integer random number between bottom and top inclusive This number will recalculate when the Control Shift F9 key combination is pressed Rounds the given number to a certain number of decimal places according to valid mathematical criteria Count optional is the numbe
31. Solver example Let s say you have 10 000 that you want to invest in two mutual funds for one year Fund X is a low risk fund with 8 interest rate and Fund Y is a higher risk fund with 12 interest rate How much money should be invested in each fund to earn a total interest of 1000 To find the answer using Solver 1 Enter labels and data e Row labels Fund X Fund Y and total in cells A2 thru A4 e Column labels interest earned amount invested interest rate and time period in cells B1 thru E1 e Interest rates 8 and 12 in cells D2 and D3 e Time period 1 in cells E2 and E3 e Total amount invested 10000 in cell C4 2 Enter an arbitrary value 0 or leave blank in cell C2 as amount invested in Fund X 3 Enter formulas e In cell C3 enter the formula C4 C2 total amount amount invested in Fund X as the amount invested in Fund Y e In cells B2 and B3 enter the formula for calculating the interest earned see Figure 236 e In cell B4 enter the formula B2 B3 as the total interest earned B C F interest earned amount invested interest rate time period Fund X 0 0 g 1 Fundy 1200 10000 12 1 total 1200 10000 E Figure 236 Example setup for Solver Chapter 9 Data Analysis 291 4 Choose Tools gt Solver The Solver dialog opens 6 Solver Target cell SBS4 fe Optimize result to O Maximum O Minimum Val
32. The result shows percentages as a decimal number If you prefer to have a percent format select the cells and click on the icon in the menu bar Chapter 8 Using the DataPilot 231 Data Field x Function i OK Cancel EE E E KI mm een jMlin l Help Product count Numbers onl M h Name hours More ca Displayed value Type lt O1 01 2008 Figure 167 Properties of the data field 2 ce ee a a a 1 Filter ooo o o e d y y Brigitte Fritz Hans kurt lte Total Result an 19 46 21 53 18 43 16 10 14 30 15 57 17 179 17 39 17 529 17 20 16 050 17 UF 15 43 14 06 15 7790 15 64 15 15 15 64 10 pun 11 Total Result 100 00 100 00 100 00 100 00 100 00 100 00 1 Figure 168 Result with percentages To get a comparison between employees start the DataPilot again 1 Select the cell A3 or any other cell that contains a result of the DataPilot 2 Choose Data gt DataPilot gt Start 3 Double click on Sum hours to open the Data Field dialog 4 Click More to see more options e Switch the Type of the displayed value to Difference from e Switch the Base Field to name e Switch the Base Item to Brigitte 5 Click OK twice 232 OpenOffice org 3 x Calc Guide OO a a a fe Sum hours fname O O O O Srigitte Fritz Hans Kurt Ute Total Result an EE 9 43 10 pun 11 Total Result Figure 169 Absolute comparison with Brigitte As a
33. before addition or subtraction There is a common tendency to expect calculations to be made from left to right as the equation would be read in English Calc evaluates the entire formula then based upon programming precedence breaks the formula down executing multiplication and division operations before other operations Therefore when creating formulas you should test your formula to make sure that the correct result is being obtained Following is an example of the order of calculation in operation Table 10 Order of Calculation Left To Right Calculation Ordered Calculation 14 3 24 3 11 14 3 2 3 result 10 14 3 4 then 4 X 2 8 then 8 3 11 3 2 6 then 1 6 3 10 Another possible intention could be The program resolves the 1 34 24 3 20 multiplication of 3 X 2 before dealing with the numbers being added If you intend for the result to be either of the two possible solutions on the left the way to achieve these results would be to order the formula as 14 3 2 4 3 11 1 3 2 3 20 Not Use parentheses to group operations in the order you intend for ote example B4 G12 C4 M12 might become B4 G12 C4 M12 Calculations linking sheets Another powerful feature of Calc is the ability to link data through several worksheets The naming of worksheets can be helpful to 192 OpenOffice org 3 x Calc Guide identify where specific data may be found A name such as Payroll or Boise Sales is much more m
34. c 2009 Peter LangeDataPilot support function English spelling and hyphenation dictionaries and 2009 05 08 isa French Classic and Reform 1990 spelling th 3 4 1 Dicollecte 3 iT LanguageTool Open source language chec 1 0 0 LanguageTool Professional Template Pack II English 1 0 Sun Microsystems ET The second template pack by Sun Microsystems provides more than 120 prof m Solver for Nonlinear Programming 0 9 Sun Microsystems Get more extensions online Add Check for Updates Figure 335 Installing an extension Using extensions This section describes a few of the extensions to Calc In each case you need to install the extension as described in the previous section rofessional Template Pack Il Provides more than 120 templates for Writer Calc and Impress Available in several languages After you have installed this extension you will find the templates under File gt New gt Templates and Documents Solver for Nonlinear Programming Calc ships with a solver engine for linear programming only This extension adds more solvers which are capable of handling nonlinear problems as well as linear ones e DEPS Differential Evolution amp Particle Swarm Optimization e SCO Social Cognitive Optimization DataPilot Tools for OpenOffice org Calc Adds some utility functions that make using the DataPilot easier e Display the current source range for a DataPilot e Change the source range fo
35. identifies the cells to search only the first column is searched For example B3 G10 searches the same sheet containing the VLOOKUP formula and Sheet2 B3 G10 searches the range B3 G10 on the sheet named Sheetz2 Chapter 13 Calc as a Simple Database 379 The return column index identifies the column to return a value of 1 returns the first column in the range The statement VLOOKUP Bob A1 G9 1 finds the first row in A1 G9 containing the text Bob and returns the value in the first column The first column is the searched column so the text Bob is returned If the column index is 2 then the value in the cell to the right of Bob is returned column B The final column sort order is optional The default value for sort order is 1 which specifies that the first column is sorted in ascending order a value of 0 specifies that the data is not sorted A non sorted list is searched by sequentially checking every cell in the first column for an exact match If an exact match is not found the text N A is returned A more efficient search routine is used if the data is sorted in ascending order If one exact match exists the returned value is the Same as for a non sorted list but it is faster If a match does not exist the largest value in the column that is less than or equal to the search value is returned For example searching for 7 in 3 5 10 returns 5 because 7 is between 5 and 10 Searching for 27 returns 10 and searching
36. oSheet ThisComponent getSheets getByIndex 0 oRange oSheet getCellRangeByName A1 F10 oAddr oRange getRangeAddress oDoc DatabaseRanges addNewByName MyName oAddr End If oRange oDoc DatabaseRanges getByName MyName oRange AutoFilter True End Sub Sorting The sorting mechanism in a Calc document rearranges the data in the Sheet The first step in sorting data is to select the data that you want to sort To sort the data in Table 23 select the cells from A1 to G16 if you include the column headers indicate this in the sort dialog see Figure 308 Use Data gt Sort to open the Sort dialog see Figure 307 You can sort by up to three columns or rows at a time i Er x Sort Criteria Options Sort by Ascending C Descending Then by f Ascending undefined l C Descending Cc undefined c Figure 307 Sort by the Name column Chapter 13 Calc as a Simple Database 365 Click on the Options tab see Figure 308 to set the sort options Check the Range contains column labels checkbox to prevent column headers from being sorted with the rest of the data The Sort by list box in Figure 307 displays the columns using the column headers if the Range contains column labels checkbox in Figure 308 is checked If the Range contains column labels checkbox is not checked however then the columns are identified by their column name Column A for example Normally sorting the data cause
37. sales Tax 4 962 S355 b As 133 284 16 Sub Total 20 298 T 9906 26 313 545 253 1 18 Total Revenue 9663 32 161 666 420 Fynpnses _Branchi 4 Branch Chapter 7 Using Formulas and Functions 193 z i t Sheet containing data 3 Combined Sales YTO 7 for Branch 3 5 Now Dec YTD 6 Revenue 7 Greenery Sales 65 501 So 25r 102 179 1 498 444 amp Fertilizer Sales 54 oaa 17 620 ofa 843 175 9 Earth Sales 59 025 16 824 B22 397 342 10 Sub Total 179 659 92 701 118 583 2 738 961 11 i2 Cost of Sales 13 Wholesaler Purchases 61084 06 31518 34 40315 22 931246 74 i4 Sales Tax 19762 49 10197 11 13044 13 301285 71 15 Sub Total 60846 55 41715 45 93362 35 1232532 45 16 17 Total Revenue 16 10 JPynoncoc ld 4 gt b Branch3 Combined 4 k7 To z Branch1 K7 Branch2 K7 Branch3 K7 Sheet containing O O E combined data for all ss Flowering Abundantly branches Ltd 3 Combined Sales YTO Mo Dee YTD Greenery Sales 167 890 169 388 285 693 4 279 995 Fertilizer Sales 126 488 39 065 21 164 2 383 984 Earth Sales 120 069 34 107 15 676 879 163 Sub Total 414 447 24 560 327 533 7 543 142 Cast of Sales Wholesaler Purchases 140 912 of 470 109 661 2 964 668 Sales Tax 45 589 26 B82 35 479 829 746 Sub Total 186 501 109 152 145 140 3 394 414 o 133 408 177 393 4 148 728 Figure 133 Combining data from several sheets into a single sheet The spreadsheets have been set up with i
38. see page 91 Position and Size Opens a dialog see page 94 84 OpenOffice org 3 x Calc Guide Arrangement Provides two choices Bring Forward and Send Backward of which only one may be active for some items Use these choices to arrange overlapping data series Title Formats the titles of the chart and its axes Legend Formats the location borders background and type of the legend Axis Formats the lines that create the chart as well as the font of the text that appears on both the X and Y axes Grid Formats the lines that create a grid for the chart Chart Wall Chart Floor Chart Area Described in the following sections Chart Type Changes what kind of chart is displayed and whether it is two or three dimensional Data Ranges Explained on page 76 Figure 55 and Figure 56 3D View Formats 3D charts see page 87 Chart Floor and 3D View are only available for a 3D chart Note These options are unavailable grayed out if a 2D chart is selected In most cases you need to select the exact element you want to format Sometimes this can be tricky to do with the mouse if the chart has many elements especially if some of them are small or overlapping If you have Tooltips turned on in Tools gt Options gt OpenOffice org gt General gt Help select Tips then as you move the mouse over each element its name appears in the Tooltip Once you have selected one element you can press Tab to move through
39. the Insert OLE Object dialog box has an extra entry Further objects as shown in Figure 266 1 Double click on the entry Further objects to open the dialog Shown below Insert Object bq Object Type Create New OpenDocument Drawing OpenDocument Formula Cancel a ey OpenDocument Presentation Create from File O Create from Fi OpenDocument Spreadsheet OpenDocument T ext OpenOffice org 1 1 Drawing Sa ee OpenOffice org 1 1 Formula e _ Display As Icon OpenOffice org 1 1 Presentation Inserts a new OpenDocument Drawing object into your document Figure 266 Inserting an OLE object under Windows 318 OpenOffice org 3 x Calc Guide 2 Select Create New to insert a new object of the type selected in the Object Type list or select Create from File to create a new object from a file 3 If you choose Create from File the dialog shown below opens Click Browse and choose the file to insert The inserted file object is editable by the Windows program that created it If instead of inserting an object you want to insert a link to an object select the Display As Icon option Insert Object 2 Iq OK Create Nev O Crea ii File OpenDocument Text Create from File C Documents and Settings Jean My Docun _ Display As Icon Inserts the contents of the file as an object into your document so that you may activate it using the program which created it Figure 267 Insert object from a file Non l
40. the first settlement period Salvage is the Salvage value of the capital asset at the end of the depreciable life Period is the settlement period to be considered Rate is the rate of depreciation Basis indicates how the year is to be calculated Returns the number of days from the first day of interest payment on a security until the settlement date Settlement is the date of purchase of the security Maturity is the date on which the security matures expires Frequency is the number of interest payments per year 1 2 or 4 Basis indicates how the year is to be calculated Returns the number of days in the current interest period in which the settlement date falls Settlement is the date of purchase of the security Maturity is the date on which the security matures expires Frequency is the number of interest payments per year 1 2 or 4 Basis indicates how the year is to be calculated Returns the number of days from the settlement date until the next interest date Settlement is the date of purchase of the security Maturity is the date on which the security matures expires Frequency is the Appendix B Description of Functions 437 COUPNCD settlement maturity frequency basis COUPNUM settlement maturity frequency basis COUPPCD settlement maturity frequency basis CUMIPMT rate NPER PV S E type CUMIPMT ADD rate NPER PV start period end period type Description number of in
41. 08 00 01 0200 Delivery Date Tue 04 Oct 2005 08 00 28 0200 Delivery Date Tue O4 Oct 2005 09 19 43 0200 Delivery Date Tue O4 Oct 2005 09 21 30 0200 Delivery Date Tue O4 Oct 2005 09 26 25 0200 Delivery Date Tue O4 Oct 2005 10 59 11 0200 Delivery Date Tue O4 Oct 2005 11 20 15 0200 Delivery Date Tue O4 Oct 2005 11 26 54 0200 Delivery Date Tue O4 Oct 2005 11 30 18 0200 Figure 171 Raw data for the frequency of the messages 234 OpenOffice org 3 x Calc Guide To import the data into a table in Calc open the text file users txt containing the raw data The Text Import dialog appears Here you can choose your import options Use the following properties Separator options Fixed width Divide into columns at position 20 31 and 40 Column types Column 1 Hide Column 2 Date DMY Column 3 Standard Column 4 Hide I fal Text Import users txt 3 ioj x Impart lt Character set Unicode LTF 8 a Cancel From row fi Separator options Help Fixed width i Separated by M Tab m Comma E Other Semicolon Space Merge delimiters Text delimiter I Fields Column type a a TO ccte ee eea eee 5 ae om O IE Date Oct 02 od 2 Pelivery Date Of Oct 005 16 54 27 3 eee od 3 Pelivery Date Sun OZ Oct Z005 16 58 40 0200 4 Pelivery Date Sun Of Oct 005 17 08 39 0200 S Pelivery Date Sun OZ Oct 2005 17 09 09 s 6 Pe
42. 106 5 Joh T 200 1 00 3 00 0 00 13 00 6 00 0 00 6 00 6 00 3 50 3 00 47 50 SOOT 17 Rabin UU Uoe Jorn l l l l l E 02 6 213 0 Doe Joh 2 00 1 00 1 00 20017 0017 00 4 00 6 00 6 00 350 3 50 54 00 9 00 1 18 4S UU Uioe Jane l l l i l l l 6 4 250 0 Doe J 206 00 1 00 3 00 9 00 16 00 28 00 4 00 6 00 6 00 350 4 00 79 50 10 00 1 19 fo U Kupfer Peter l l i i l l x EEN af So 1720 Kupfer P 6 00 1 00 3 004 16 00 20 00 0 00 6 00 6 00 0 00 3 50 41 00 6 50 20 o oMewton Issac i i i 03 9 224 5 20 00 1 00 3 00 6 00 15 00 23 00 4 00 6 00 6 00 3 50 3 50 57 50 9 0011 21 Bo LUNA obert l i l l 00 6 4OY SiLunak Rob 25 00 0 00 2 00 5 00 15 0077 00 4 00 6 00 6 00 350 O0062 50 9 00 z2 To O Matteson Brttany l j l l l l 70 1 209 0M Bri 20 00 0 00 3 00 3 00 17 002200 4 00 6 00 6 00 3 50 3 00 47 50 SOOT r94 212 5 Murphy Kathleen 6 00 1 00 3 00 6 00 16 00 11 00 4 00 6 00 6 00 3 50 4 00 53 50 9 00 od ae YTS Sinlen Frilly VAT 1 AN PAN MAS An 4 A AA AA 3 AN At A ae Figure 17 Frozen rows and columns You can set the freeze point at one row one column or both a row and a column as in Figure 17 Freezing single rows or columns 1 Click on the header for the row below where you want the freeze or for the column to the right of where you want the freeze 2 Choose Window gt Freeze A dark line appears indicating where the freeze is put Freezing a row and a column 1 C
43. 2 Drawing OpenOffice org 2 2 Formula OpenOffice org 2 2 Text Further objects Figure 264 Insert OLE object dialog 3 You can either create a new OLE object or create from a file To create a new object 1 Select Create new and select the object type among the available options Not Further objects is only available if you are using the Windows mE operating system 2 Click OK An empty container is placed in the slide 3 Double click on the OLE object to enter the edit mode of the object The application devoted to handling that type of file will open the object If the object inserted is handled by OpenOffice org then the transition to the program to manipulate the object will be Note seamless in other cases the object opens in a new window and an option in the File menu becomes available to update the object you inserted Chapter 10 Linking Calc Data 317 To insert an existing object 1 To create from a file select Create from file The dialog changes to look like Figure 265 2 To insert the object as a link select the Link to file option Otherwise the object will be embedded 3 Click Search select the required file in the Open dialog then click Open A section of the inserted file is shown in the document Insert OLE Object x _ Create new Create from file File Figure 265 Inserting an object as a link Other OLE objects Under Windows
44. 3 x Calc Guide otal Result 3 6 19 t Figure 185 DataPilot result with Identify categories selected Without category recognition the DataPilot shows an empty category Figure 186 sum Guantit Begi S la Product California Ital Lake Constance T 36t empty Apples Fears otal Result Figure 186 DataPilot result without Identify categories selected Logically the behavior without category recognition is better A list with the shown missing entries is also less useful because you cannot use other functions such as sorting or filtering Total columns total rows With this option you decide if the DataPilot will show an extra row with the sums of each column or if it adds on the very right a column with the sums of each row In some cases an added total sum is useless for example if your entries are accumulated or in Comparisons Add filter Use this option to add or hide the cell labelled Filter above the DataPilot results This cell is a convenient button for additional filtering options within the DataPilot Enable drill to details If you double click on a single cell in the DataPilot result this function gives a more detailed listing of an individual entry If this function is disabled the double click will keep its usual edit function within a spreadsheet Chapter 8 Using the DataPilot 247 More settings for the fields The options discussed in the previous section are valid for the DataPilot in g
45. 4 In fact earlier spreadsheets allowed this notation method to be used in formulas Whenever you copy this formula from cell B5 to another cell the result will always be the sum of the two numbers taken from the two cells one and two rows above the cell containing the formula Relative addressing is the default method of referring to addresses in Calc Absolute referencing You may want to multiply a column of numbers by a fixed amount A column of figures might show amounts in US Dollars To convert these amounts to Euros it is necessary to multiply each dollar amount by the exchange rate US10 00 would be multiplied by 0 75 to convert to Euros in this case Eur7 50 The following example shows how to input an exchange rate and use that rate to convert amounts in a column form USD to Euros 1 Input the exchange rate Eur USD 0 75 in cell D1 Enter amounts in USD into cells D2 D3 and D4 for example 10 20 and 30 2 In cell E2 type the formula D2 D1 The result is 7 5 correctly Shown 3 Copy the formula in cell E2 to cell E3 The result is 200 clearly wrong Calc has copied the formula using relative addressing the formula in E3 is D3 D2 and not what we want which is D3 D1 4 In cell E2 edit the formula to be D2 D 1 Copy it to cells E3 and E4 The results are now 15 and 22 5 which are correct 190 OpenOffice org 3 x Calc Guide 0 75 S10 j co 0 200 00 Te 3 20 200 00 30 Copying formula fro
46. 66 cell alignment and orientation 57 cell protection 113 cell styles alignment options 113 applying 109 background 113 border options 113 description 107 Fill Format mode 110 font effects 113 font options 113 linked with 112 numbers 113 cells description 10 14 focus 23 hiding and showing 63 information on status bar 15 range 27 selecting 27 validating contents 49 changes accepting or rejecting 334 adding comments 329 editing comments 330 490 OpenOffice org 3 x Calc Guide options 408 recording 327 reviewing 332 viewing 333 chart appearance of 3D 89 area 79 area background 86 colors 87 creating 73 data labels 80 92 editing 78 formatting 84 formatting 3D 87 graphic background 87 grids 78 illumination of 3D 89 interactive 3D rotation 90 mean value lines 83 moving elements 86 perspective 88 Position and Size dialog 94 resizing 93 rotation 88 titles 78 trend lines 82 types 95 wall 79 Y error bars 83 chart elements 79 chart type 75 79 Chart Wizard 74 collaboration 323 color coding for input 207 color options 391 Color toolbar 139 column and line charts 103 column charts 95 columns deleting 31 freezing 34 hiding and showing 63 inserting 30 selecting 29 comma separated values CSV 18 22 comments adding 330 editing 331 finding 332 formatting 332 comments on changes adding 329 editing 330 comparative operators 183 comparing documents 337 concatenation operator 188 consolidating data 27
47. 9 0705 2007 19 F 38 a0 08 05 2007 22 4 55 09 05 2007 21 4 5 25 10 05 2007 19 3 F i3 11 05 2007 19 4 Ae Figure 144 Examples of Err 503 Division by zero It is very common to find an error such as this arising from a situation where data was not reported or reported incorrectly When such an occurrence is possible an IF function can be used to display the data correctly The formula IF C3 gt 0 B3 C3 No Report can be entered The formula is then copied over the remainder of Column D The meaning of this formula roughly would be If C3 is greater than III 0 then compute B3 divided by C3 otherwise enter No Report It is also possible for the last parameter to use double quotes for a blank to be entered or a different formula with a standardized number being substituted for the lower number An example of this might be to use the nursing staff in the unit 206 OpenOffice org 3 x Calc Guide sum J ES Patients Per Date Patients Nursing Staff Nurse 0105 2007 24 3 SHF CS gt 0 B3iC3 No Report Das 16 5 3 2 O30500 21 J fd 0400 17 T Err 503 US 05 200 7 18 4 45 Ub US 2007 17 Err 503 070S 19 3 0 0s05 2007 Ze j 5 5 nanan Pi 5725 Figure 145 Division by zero Cuon VALUE Non existent value and REF Incorrect references The non existent value error is also very common The most common appearance of this error arises when a user copies a formula over a selected area When copying it is t
48. Although you can create a filter descriptor using any sheet cell range the filter applies to the entire sheet Listing 16 A simple sheet filter using two columns Sub SimpleSheetFilter_2 Dim oSheet Sheet to filter Dim oRange Range to be filtered Dim oFilterDesc Filter descriptor Dim oFields 1 As New com sun star sheet TableFilterField oSheet oRange ThisComponent getSheets getByIndex 0 oSheet getCel LRangeByName E12 G619 REM If argument is True creates an REM empty filter descriptor oFilterDesc oRange createFilterDescriptor True REM Setup a field to view cells with content that REM start with the letter b With oFields 0 Field 0 Filter column A IsNumeric False Use a string not a number StringValue b Everything starting with b Operator com sun star sheet FilterOperator EQUAL End With REM Setup a field that requires both conditions and REM this new condition requires a value greater or REM equal to 70 With oFields 1 Connection com sun star sheet FilterConnection AND Field 5 Filter column F IsNumeric True Use a number NumericVaLlue 70 Values greater than 70 Operator com sun star sheet FilterOperator GREATER_EQUAL End With oFilterDesc setFilterFields oFields oFilterDesc ContainsHeader False oFilterDesc UseRegularExpressions True oSheet filter oFilterDesc End Sub Chapter 13 Calc as a Simple Database 371 Advanced fil
49. Calc as a Simple Database 381 e The search data is in descending order and the data is large enough that the data must be searched assuming that it is sorted because it is faster to sort a sorted list Examples Consider the data in Table 23 Each student s information is stored ina Single row Write a formula to return the average grade for Fred The problem can be restated as Search column A in the range A1 G16 for Fred and return the value in column F column F is the sixth column The obvious solution is VLOOKUP Fred A2 G16 6 Equally obvious is LOOKUP Fred A2 A16 F2 F16 It is common for the first row in a range to contain column headers All of the search functions check the first row to see if there is a match and then ignore it if it does not contain a match in case the first row is a header What if the column heading Average is known but not the column containing the average Find the column containing Average rather than hard coding the value 6 A slight modification using MATCH to find the column yields VLOOKUP Fred A2 G16 MATCH Average A1 G1 0 notice that the heading is not sorted As an exercise use HLOOKUP to find Average and then MATCH to find the row containing Fred As a final example write a formula to assign grades based on a student s average score Assume that a score less than 51 is an F less than 61 is an E less than 71 is a D less than 81 is aC less than 91 isa B and 91 t
50. E mailing 175 Removing personal data You may wish to ensure that personal data versions notes hidden information or recorded changes are removed from files before you send them to other people or create PDFs from them In Tools gt Options gt OpenOffice org gt Security gt Options you can set Calc to remind warn you when files contain certain information and remove personal information automatically on saving To remove personal and some other data from a file go to File gt Properties On the General tab uncheck Apply user data and then click the Reset button This removes any names in the created and modified fields deletes the modification and printing dates and resets the editing time to zero the creation date to the current date and time and the version number to 1 To remove version information either go to File gt Versions select the versions from the list and click Delete or use Save As and save the file with a different name 176 OpenOffice org 3 x Calc Guide OpenOf ficeorg3 Chapter 7 Using Formulas and Functions Introduction In previous chapters we have been entering one of two basic types of data into each cell numbers and text However we will not always know what the contents should be Often the contents of one cell depends on the contents of other cells To handle this situation we use a third type of data the formula Formulas are equations using numbers and variables to get a
51. F240 914 00 27 675 00 fab 12 00 FSO 580 00 46 196 00 156 214 00 109 857 00 147 699 00 Figure 222 Second syntax variation sailing fed ACY 00 19 976 00 14 060 00 _ 10 Total Result i Total Result 270 OpenOffice org 3 x Calc Guide OpenOf Ticeorg3 Chapter 9 Data Analysis Using Scenarios Goal Seek Solver others Introduction Once you are familiar with functions and formulas the next step is to learn how to use Calc s automated processes to quickly perform useful analysis of your data Calc includes several tools to help you manipulate the information in your spreadsheets ranging from features for copying and reusing data to creating subtotals automatically to varying information to help you find the answers you need These tools are divided between the Tools and Data menus If you are a newcomer to spreadsheets these tools can be overwhelming at first However they become simpler if you remember that they all depend on input from either a cell or a range of cells that contain the data with which you are working You can always enter the cells or range manually but in many cases it is easier to select the cells with the mouse Click the Shrink Maximize icon beside a field to temporarily reduce the size of the tool s window so you can see the spreadsheet underneath and select the cells required Sometimes you may have to experiment with which data goes into which field
52. Figure 261 Registering a database using the Database Wizard 3 Click Next Type the path to the database file or click Browse and use the Open dialog to navigate to and select the database file before clicking Open 4 Click Next Select Yes register the database for me but clear the checkbox marked Open the database for editing 5 Click Finish Name and save the database in the location of your choice Note changes made to the odb do not affect the original dBASE file Once a data source has been registered it can be used by any OOo component for example Calc Chapter 10 Linking Calc Data 313 Viewing data sources Open a document in Calc To view the data sources available press F4 or select View gt Data Sources from the menu bar The Data Source View pane opens above the spreadsheet A list of registered databases is in the Data Explorer area on the left The built in Bibliography database is included in the list To view each database click on the to the left of the name of the database This has been done for the Automobile database in Figure 262 Click on the next to Tables to view the individual tables El St Automobile Lg Queries Tables Figure 262 Databases Now click on a table to see all the records held in it The data records are displayed on the right side of the Data Source View pane To see more columns you can click the Explorer On Off button to hide the Data Explorer area At the to
53. Fritz 11 00 14 30 a4 e Hh Time records IKI Figure 163 Data basis in Calc Using the DataPilot requires only 12 mouse clicks and gives you a nice overview within seconds 1 2 3 4 5 6 Select the cell A1 or any other single cell within the list Choose Data gt DataPilot gt Start and click OK On the DataPilot dialog Figure 164 e Drag date into the Row Fields area e Drag hours into the Data Fields area Notice that it becomes Sum hours e Drag name into the Column Fields area Click More to show more options in the lower part of the dialog In the Results to field select new sheet from the drop down list Click OK Chapter 8 Using the DataPilot 229 DataPilot Layout date Page Fields name arrives leaves hours i Row Fields Drag the fields fram the right into the desired position Figure 164 Part of DataPilot dialog The result appears on a new sheet wm 3 Bum hours name Oo es ee ee ee 1 Ph 4 date Brigitte Fritz Hans Kurt Ute Total Result 05 01 01 09 6 00 7 00 10 00 2ra 2 5 28 50 6 10208 6 00 6 00 0 25 7 00 6 00 33 29 o7 01 03 08 5 75 5 50 9 75 9 50 a5 42 75 oa 1 0608 Taa 3 50 6 00 5 00 4 50 26 25 3 D10708 475 9 00 6 00 5 75 ara 31 25 qo 01 08 08 P25 475 Pfs 475 P25 31 75 11 010908 6 75 2 50 5 50 6 00 5 00 25 75 2 INO 00 oo 3 75 10 50 3 50 33 50 93 01 1308 6 00 7 00 F50 2 F5 5 50 26 75 4 14 08 5 50 BS F265 4
54. Grid options The Grid page defines the grid settings for spreadsheets Using a grid helps you determine the exact position of any charts or other objects you may add to a spreadsheet You can also set this grid in line with the snap grid If you have activated the snap grid but wish to move or create individual objects without snap positions you can press the Ctrl key to deactivate the snap grid for as long as needed In the Options dialog choose OpenOffice org Calc gt Grid 408 OpenOffice org 3 x Calc Guide arid _ Snap to grid _ visible grid Resolution Subdivision Horizontal 100cm Horizontal 1 point s Vertical 1 00cm Vertical 1 point s Synchronize axes Figure 327 Calc grid options Grid section Snap to grid activates the snap function Visible grid displays grid points on the screen These points are not printed Resolution section Here you can set the unit of distance for the spacing between horizontal and vertical grid points and subdivisions intermediate points of the grid Synchronize axes changes the current grid settings symmetrically Print options In the Options dialog choose OpenOffice org Calc gt Print See Chapter 6 Printing Exporting and E mailing for more about the options on this page Controlling Calc s AutoCorrect functions Some people find some or all of the items in OOo s AutoCorrect function annoying because they change what you type when you do not wan
55. Incorrect references 207 VALUE Non existent value 207 Index 497
56. Rate is the interest rate for each period NPER is the total number of payment periods The rate and NPER must refer to the same unit and thus both must be calculated annually or monthly PV is the current value Start period is the first payment period for the calculation End period is the last payment period for the calculation Type is the due date of the payment at the beginning 1 or end 0 of each period Returns the depreciation of an asset for a specified period using the double declining balance method Cost is the initial cost of an asset Salvage is the value of an asset at the end of the depreciation Life defines the period over which an asset is depreciated Period is the length of each period The life must be entered in the same date unit as the depreciation period Month optional denotes the number of months for the first year of depreciation Returns the depreciation of an asset for a specified period using the arithmetic declining Appendix B Description of Functions 439 DISC settlement maturity price redemption basis DOLLARDE fractional dollar fraction DOLLARFR decimal dollar fraction DURATION rate PV FV DURATION ADD Description method Note that the book value will never reach zero under this calculation type Cost fixes the initial cost of an asset Salvage fixes the value of an asset at the end of its life Life is the number of periods defining how long the asset is
57. Right Insert gt Sheet from file Insert gt Names Insert gt Comment Insert gt Picture gt From File Insert gt Movie and Sound Insert gt Object Insert gt Chart Insert gt Floating Frame Format gt Sheet gt Rename Tab Color Format gt Merge Cells gt Merge and Center Merge Cells Split Cells Format gt Print Ranges Tools gt Protect Document Data gt Define Range Data gt Sort Data gt Subtotals Data gt Validity Data gt Multiple Operations Data gt Consolidate Data gt Group and Outline all Data gt DataPilot 324 OpenOffice org 3 x Calc Guide Saving a shared spreadsheet When you save a shared spreadsheet one of several situations may occur e Ifthe document was not modified and saved by another user since you opened it the document is saved e Ifthe document was modified and saved by another user since you opened it one of the following events will occur Ifthe changes do not conflict the document is saved the dialog below appears and any cells modified by the other user are shown with a red border OpenOffice org 3 2 Your spreadsheet has been updated with changes saved by other users OK Figure 271 Update message after saving Ifthe changes conflict the Resolve Conflicts dialog is shown You must decide for each conflict which version to keep yours or the other person s When all conflicts are resolved the document is saved While you
58. The active cell is the category of a row or column field In this case drill means an additional breakdown into the categories of another field For example double click on the cell with the value golfing in the row field region In this case the values that are aggregated in the golfing category are subdivided according to another field category least north 41 971 00 18 741 00 56 257 00 sailing 22 494 00 22 468 00 44 801 00 ennis 35 966 00 34 593 00 34 258 00 942 100 421 00 75 742 00 135 316 00 97 286 00 408 765 00 Figure 205 Before the drill down for the category golfing Since there are more possibilities for subdivision a dialog appears so you can choose your setting Show Detail Choose the field containing the detail you want to Show Figure 206 Selection of the field for the subdivision Chapter 8 Using the DataPilot 259 Sumi sales region OO ee ee eee cateqgor employee east north south west Total Result 5 022 00 3514 00 5151 00 12 174 00 26 961 00 15 172 00 3 445 00 259 29000 4934 00 46 839 00 5 316 00 3 049 00 4196 00 5 380 00 17 941 00 a 707 00 2214 00 11 681 00 4744 00 28 346 00 5954 00 6221 00 11 999 00 12 013 00 22 464 00 22 466 00 44 901 00 20 099 00 109 852 00 tennis 98 966 00 34 595 00 34 256 00 37 942 00 142 699 00 100 421 00 75 742 00 135 316 00 97 286 00 408 765 00 Figure 207 After the drill down
59. To do this you can use Calc s merge document feature The processes discussed to this point are effective when you have one reviewer at a time Sometimes however multiple reviewers all return edited versions of a document at the same time In this case it may be quicker to review all of these changes at once rather than one review at a time For this purpose you can merge documents in Calc Chapter 11 Sharing and Reviewing Documents 335 To merge documents all of the edited documents need to have recorded changes in them 1 Open the original document 2 Select Edit gt Changes gt Merge Document 3 A file selection dialog opens Select a file you want to merge and click OK 4 After the documents merge the Accept or Reject Changes dialog opens as in Figure 282 showing changes by more than one reviewer If you want to merge more documents close the dialog and then repeat steps 2 and 3 Now all of the changes are combined into one document and you can accept or reject the changes Changes from different authors appear in different colors in the document as shown in Figure 283 In this example all of the changes from Robert are blue and the changes from Mia are red Accept or Reject Changes List Fitter Changed content Sheet B3 Robert Brown O4f 50 72009 14 We can only afford tor Changed content Sheet c4 Robert Brown O4fS0 72009 14 Cell C4 changed fram Changed content Sheet
60. Tools Data Window b B H amp A A a eg ve x ERE TE Jaa B2 Z NUMBERFIVEQ 2 Figure 298 Use the NumberFive Macro as a Calc function Ti Function names are not case sensitive In Figure 298 you can IP enter NumberFive and Calc clearly shows NUMBERFIVE Save the Calc document close it and open it again Depending on your settings in Tools gt Options gt OpenOffice org gt Security gt Macro Security Calc will dislay the warning shown in Figure 299 or the one shown in Figure 300 You will need to click Enable Macros or Calc will not allow any macros to be run inside the document If you do not expect a document to contain a macro it is safer to click Disable Macros in case the macro is a virus g OpenOffice org Security Warning home jeanweber Documents OOoAuthors test cg ch13 ods The document contains document macros Macros may contain viruses Disabling macros for a document is always Safe If you disable macros you may lose functionality provided by the document macros Figure 299 OOo warns you that a document contains macros 348 OpenOffice org 3 x Calc Guide zg OpenOffice org 3 2 AN This document contains macros Macros may contain viruses Execution of macros Is disabled due to the current macro security setting in Tools Options OpenOffice org Security Therefore some functionality may not be available Figure 300 Warning if macros are disabled I
61. UU SUL PSO 17 2f2n 08 610 00 sailing west Lite 18 By a06 1 625 00 tennis past Fritz 19 W406 93 007 00 sailing south Brigitte 20 1 30 08 f2 456 00 tennis weet Hans 21 SADS 4369 00 golfing south Ute au ovo 1 755 00 golfing east Hans EH if Sales List Sheet 1 i NET 100 Figure 181 After the start of the DataPilot Data source There are usually three possibilities for the DataPilot to have a data source a Calc spreadsheet an external data source that has to be registered in OpenOffice org and access to an OLAP system not available at this time Calc spreadsheet The simplest and most often used case is analyzing a list in a Calc spreadsheet The list might be updated regularly or the data might be imported from a different application A huge list can for example be copied from a different application and pasted into Calc The behavior of Calc while inserting the data depends on the format of the data If the format is acceptable the data is copied directly into Calc However if the data is in plain text a dialog appears with the text import assistant see Chapter 1 Introducing Calc for more more information Chapter 8 Using the DataPilot 243 Calc can import data from a huge number of foreign data formats for example from other spreadsheets Excel Lotus 1 2 3 from databases like dBase and from simple text files The drawback of copying or importing foreign data is that it will not update automat
62. Under the Title bar is the Menu bar When you choose one of the menus a submenu appears with other options You can modify the Menu bar as discussed in Chapter 14 Setting up and Customizing Calc Chapter 1 Introducing Calc 11 e File contains commands that apply to the entire document such as Open Save Wizards Export as PDF and Digital Signatures e Edit contains commands for editing the document such as Undo Changes Compare Document and Find and Replace e View contains commands for modifying how the Calc user interface looks such as Toolbars Full Screen and Zoom e Insert contains commands for inserting elements such as cells rows columns sheets and pictures into a spreadsheet e Format contains commands for modifying the layout of a spreadsheet such as Styles and Formatting Paragraph and Merge Cells e Tools contains functions such as Spelling Share Document Cell Contents Gallery and Macros e Data contains commands for manipulating data in your spreadsheet such as Define Range Sort Filter and DataPilot e Window contains commands for the display window such as New Window Split and Freeze e Help contains links to the Help file bundled with the software What s This Support Registration and Check for Updates Toolbars Three toolbars are located under the Menu bar by default the Standard toolbar the Formatting toolbar and the Formula Bar The icons buttons on these toolbars provide
63. Y 600 000 1 1 4 total 1000 10000 Figure 258 Result of Solver operation The default solver supports only linear equations For nonlinear programming requirements try the EuroOffice Solver or Sun s Note Solver for Nonlinear Programming Beta Both are available from the OpenOffice org extensions repository For more about extensions see Chapter 14 Setting up and Customizing Calc Chapter 9 Data Analysis 293 OpenOf ficeorg3 Chapter 1 O Linking Calc Data Sharing data in and out of Calc Why use multiple sheets Chapter 1 introduced the concept of multiple sheets in a spreadsheet Multiple sheets help keep information organized once you link those Sheets together you unleash the full power of Calc Consider this case John is having trouble keeping track of his personal finances He has several bank accounts and the information is scattered and disorganized He can t get a good grasp on his finances until he can see everything at once To resolve this John decided to track his finances in OOo Calc John knows Calc can do simple mathematical computations to help him keep a running tab of his accounts and he wants to set up a Summary sheet so that he can see all of his account balances at once This can be accomplished easily For users with experience using Microsoft Excel a Calc sheet is Note called either a sheet or worksheet in Excel What Excel calls a workbook Calc calls a spreadsheet the who
64. a wide range of common commands and functions You can also modify these toolbars as discussed in Chapter 14 Setting up and Customizing Calc Placing the mouse pointer over any of the icons displays a small box called a tooltip It gives a brief explanation of the icon s function Fora more detailed explanation choose Help gt What s This and hover the mouse pointer over the icon To turn this feature off again click once or press the Esc key twice Tips and extended tips can be turned on or off from Tools gt Options gt OpenOffice org gt General In the Formatting toolbar the three boxes on the left are the Apply Style Font Name and Font Size lists see Figure 2 They show the current settings for the selected cell or area The Apply Style list may not be visible by default Click the down arrow to the right of each box to open the list 12 OpenOffice org 3 x Calc Guide fa Default gt Arial gt e 10 v BZU Al vl A E i S E O S Dp eee Figure 2 Apply Style Font Name and Font Size lists If any of the icons buttons in Figure 2 is not shown you can display it by clicking the small triangle at the right end of the Formatting toolbar selecting Visible Buttons in the drop Note down menu and selecting the desired icon for example Apply Style in the drop down list It is not always necessary to display all the toolbar buttons as shown show or hide any of them as desired Formula Bar On the l
65. active so you can draw another object of the same type To cancel the selected drawing function press the Esc key or click on the Select icon the arrow on the Drawing toolbar You can now change the properties fill color line type and weight anchoring and others of the drawing object using either the Drawing Object Properties toolbar Figure 103 or the choices and dialog boxes reached by right clicking on the drawing object 2 Ne 4 Ne D Ne Set or change properties for drawing objects To set the properties for a drawing object before you draw it 1 On the Drawing toolbar Figure 102 click the Select tool 2 On the Drawing Object Properties toolbar Figure 103 click on the icon for each property and select the value you want for that property 3 For more control or to define new attributes you can click on the Area or Line icons on the toolbar to display detailed dialogs These default properties are applied only to the current document and session They are is not retained when you close the document and they do not apply to any other document The defaults apply to all the drawing objects except text objects To change the properties for an existing drawing object select the object and continue as described above Other tools and methods for modifying and positioning graphics are described in Positioning graphics below Chapter 5 Using Graphics in Calc 147 cs coger Ea d Poe
66. all arguments are either a range of cells or a series of cells entered individually Each also has a related function MINA or MAXA which performs the Same function but treats a cell formatted for text as having a value of O The same treatment of text occurs in any variation of another function that adds an A to the end Either function gives the same result and could be useful if you used a text notation to indicate for example if any student were absent when a test was written and you wanted to check whether you needed to schedule a makeup exam Chapter 7 Using Formulas and Functions 211 For more flexibility in similar operations you could use LARGE or SMALL both of which add a specialized argument of rank If the rank is 1 used with LARGE you get the same result as you would with MAX However if the rank is 2 then the result is the second largest result Similarly a rank of 2 used with SMALL gives you the second smallest number Both LARGE and SMALL are handy as a permanent control Since by changing the rank argument you can quickly scan multiple results You would need to be an expert to want to find the Poisson Distribution of a sample or to find the skew or negative binomial of a distribution and if you are you will find functions in Calc for such things However for the rest of us there are simpler statistical functions that you can quickly learn to use In particular if you need an average you have a nu
67. and end values of 1 and 7 with an increment of 2 you would get the sequence of 1 3 5 7 In all these cases the Fill tool creates only a momentary connection between the cells Once they are filled the cells have no further connection with one another Defining a fill series To define your own fill series go to Tools gt Options gt OpenOffice org Calc gt Sort Lists This dialog shows the previously defined series in the Lists box on the left and the contents of the highlighted list in the Entries box Lists Entries Sun Mon Tue Wed Thu Fri Sat Sun A Sunday Monday Tuesday Wednesd Mon Jan Feb Mar Apr May Jun Jul Aug S Tue January February March April May a Fri Delete Sat Figure 27 Predefined fill series Click New The Entries box is cleared Type the series for the new list in the Entries box one entry per line and then click Add Chapter 2 Entering Editing and Formatting Data 47 Entries Sun Mon Tue Wed Thu Fri Sat ACT Sunday Monday Tuesday Wednesd NSW Jan Feb Mar Apr May Jun Jul Aug 5 NT January February March April May QLD SA TAS VIC WA Figure 28 Defining a new fill series Using selection lists Selection lists are available only for text and are limited to using only text that has already been entered in the same column To use a selection list select a blank cell and press Ctrl D A drop down list appears of any cell in the
68. arranged as column headings and the alternative values for the other variable act as row headings Setting up multiple operations can be confusing at first For example when using two variables you need to select them carefully so that they form a meaningful table Not every pair of variables is useful to add to the same formula array Yet even when working with a single variable a new user can easily make mistakes or forget the relationships between cells in the original array and cells in the formula array In these situations Tools gt Detective can help to clarify the relations You can also make formula arrays easier to work with if you apply some simple design logic Place the original and the formula array close together on the same sheet and use labels for the rows and columns in both These small exercises in organizational design make working with the formula array much less painful particularly when you are correcting mistakes or adjusting results If you export a spreadsheet containing multiple operations to Note Microsoft Excel the location of the cells containing the formula must be fully defined relative to the data range 282 OpenOffice org 3 x Calc Guide Multiple operations in columns or rows In your spreadsheet enter a formula to calculate a result from values that are stored in other cells Then set up a cell range containing a list of alternatives for one of the values used in the formula The Multiple O
69. assigning to shortcut keys 418 cell 107 copy 117 create by drag and drop 117 create from selection 116 create using Style dialog 116 delete 119 description 106 linking 116 modifying 111 move 117 organizer 111 page 108 111 types supported 106 Styles and Formatting window 109 Subtotals 275 synchronize axes 409 system font 410 T template associate spreadsheet with different template 125 create spreadsheet from 119 delete 127 delete folder 126 description 106 edit 121 export 128 Extension Manager 123 folder 126 import 127 move 127 organize 126 reset default 125 set custom template as default 124 update document styles from 122 text functions 475 text operators 184 text overflow 404 text entering 42 time functions 458 title bar 11 titles of charts 78 toolbars adding commands 416 choosing icons for commands 416 creating 415 description 12 tooltip 12 track changes 326 transparency 139 trend lines 82 typing errors autocorrect 44 U underlining 56 unsaved changes indicator 15 URL Recognition 304 user data options 391 user interface customizing 410 V validating cell contents 49 value highlighting 403 VBA properties load save options 397 versions saving 337 viewing Calc 33 viewing data filters 64 hiding and showing data 63 outline groups 63 visible grid 409 W wall of chart 79 wildcards 69 X XML 397 XY charts 99 Y Y error bars 83 Z zoom dialog 34 slider 16 REF
70. b FAA 1 2 3 4 5 6 T 8 9 10 11 12 13 1 Line 5 Line Color 9 Change Anchor 13 Alignment 2 Arrow Style 6 Area 10 Bring to Front 3 Line Style 7 Area Style Filling 11 Send to Back 4 Line Width 8 Rotate 12 To Foreground To Background Figure 105 Drawing Object Properties toolbar Resizing a drawing object Select the object click on one of the eight handles around it and drag it to its new size For a scaled resizing select one of the corner handles and keep the Shift key pressed while dragging the handle For more control of the size of the object use the Position and Size dialog see Position and Size on page 143 to set the width and height independently If the Keep ratio option is selected then the two dimensions change so that the proportion is maintained allowing for a scaled resizing Grouping drawing objects To group drawing objects 1 Select one object then hold down the Shift key and select the others you want to include in the group The bounding box expands to include all the selected objects 2 With the objects selected hover the mouse pointer over one of the objects and choose Format gt Group gt Group from the menu bar or right click and choose Group gt Group from the pop up menu You cannot include an embedded or linked graphic in a group Note with drawing objects Positioning graphics Graphics can be positioned in OOo Calc to work together and build more complex features
71. both methods interactive for quick and easy Change then the dialog for precise sizing and positioning To resize a chart interactively 1 Click once on the chart to select it Green sizing handles appear around the chart 2 To increase or decrease the size of the chart click and drag one of the markers in one of the four corners of the chart To maintain the correct ratio of the sides hold the Shift key down while you click and drag To move a chart interactively 1 Click on the chart to select it Green sizing handles appear around the chart 2 Hover the mouse pointer anywhere over the chart When it changes to the move icon click and drag the chart to its new location 3 Release the mouse button when the element is in the desired position Chapter 3 Creating Charts and Graphs 93 Using the Position and Size dialog To resize or move a Chart using the Position and Size dialog 1 Click on the chart to select it Green sizing handles appear around the chart 2 Right click and choose Position and Size from the pop up menu 3 Make your choices on this dialog a0 Pa Wlotors a k TE Position and Size T Position and Size 0 Position Jan Fek Base point a Position hier te 2 2 p p Position 0 55cm h A m A Size Base point width 8 00m A g 2 p Height 7 00cm in el A A F keep ratio Protect Position F gize Figure 70 Defining the position and size of
72. can create DDE links either within Calc cells in a Calc sheet or in Calc cells in another OOo doc such as in Writer DDE link in Calc Creating a DDE link in Calc is similar to creating a cell reference The process is a little different but the result is the same 1 In Calc select the cells that you want to make the DDE link to 2 Copy them Edit gt Copy or Ctrl C 3 Go to the place in the spreadsheet where you want the link to be 4 Select Edit gt Paste Special 5 When the Paste Special dialog opens select the Link option on the bottom left of the dialog Figure 268 Click OK The cells now reference the copied data and the formula bar shows a reference beginning with DDE If you now edit the original cells the linked cells will update Opbions Figure 268 Location of Link option on Paste Special dialog in Calc 320 OpenOffice org 3 x Calc Guide DDE link in Writer The process for creating a DDE link from Calc to Writer is similar to creating a link within Calc 1 In Calc select the cells to make the DDE link to Copy them 2 Go to the place in your Writer document where you want the DDE link Select Edit gt Paste Special 3 Select DDE Link Figure 269 Click OK Now the link has been created in Writer When the Calc spreadsheet is updated the table in Writer is automatically updated Paste Special Source calS filenin D i OOoDocsicalca test4 ods Selection GDI metafile Bitmap HTML
73. click to get the object properties dialog choose the Area tab For one we chose a bitmap for another a gradient and for the third we used the Transparency tab and adjusted the transparency to 50 Area charts An area chart is a version of a line or column graph It may be useful where you wish to emphasize volume of change Area charts have a greater visual impact than a line chart but the data you use will make a difference Siow 1998 snow 1998 Snow 1998 E Kransky s OKransky s Ruin Run D Lucy s Pass J Gi Lucy s Pass GB Lost Haven DB Lost Haven Lost Haven Lucy s Pass Kransky s Run duly September duly September August June u dune August Figure 73 Area charts the good the bad and the ugly Chapter 3 Creating Charts and Graphs 97 As shown in Figure 73 an area chart is sometimes tricky to use This may be one good reason to use transparency values in an area chart After setting up the basic chart using the Chart Wizard do this Right click on the Y axis and choose Delete Major Grid As the data overlaps some of it is missing behind the first data series This is not what you want A better solution is shown in Chart 2 After deselecting the Y axis grid right click on each data series in turn and choose Format Data Series On the Transparency tab set Transparency to 50 The transparency makes it easy to see the data hidden behind the first data series Now right click on the X axis and c
74. compression Quality _ Reduce image resolution General _ POF A 1a _ Tagged PDF Create PDF form Submit Format Export bookmarks F Export comments Links Security So 300 DPI Export automatically inserted blank pages Figure 118 General page of PDF Options dialog Images section e Lossless compression Images are stored without any loss of quality Tends to make large files when used with photographs Recommended for other kinds of images or graphics e JPEG compression Allows for varying degrees of quality A setting of 90 works well with photographs small file size little perceptible loss e Reduce image resolution Lower DPI dots per inch images have lower quality For viewing on a computer screen a resolution of 72dpi for Windows or 96dpi GNU Linux is sufficient while for printing it is generally preferable to use at least 300 or 600 dpi depending on the capability of the printer Higher dpi settings greatly increase the size of the exported file 168 OpenOffice org 3 x Calc Guide EPS images with embedded previews are exported only as Note previews EPS images without embedded previews are exported as empty placeholders General section e PDF A 1 PDF A is an ISO standard established in 2005 for long term preservation of documents by embedding all the pieces necessary for faithful reproduction such as fonts while forbidding other elements including forms security encrypt
75. corner to close the dialog lt a ImageMap Editor v Ba Reorg Address Text Espanol Portugues A 4 Francais Italiano ses eee i THOUGHT Romana Aas Nederlands http www oooauthors org english 0 00 cm 0 00 cm 15 31 cm x 7 28 cm Figure 107 The dialog to create or edit an image map The main part of the dialog shows the image on which the hotspots are defined A hotspot is identified by a line indicating its shape The toolbar at the top of the dialog contains the following tools e Apply button click this button to apply the changes e Load Save and Select icons e Tools for drawing a hotspot shape these tools work in exactly the Same way as the corresponding tools in the Drawing toolbar e Edit Move Insert Delete Points advanced editing tools to manipulate the shape of a polygon hotspot Select the Edit Points tool to activate the other tools e Active icon toggles the status of a selected hotspot between active and inactive e Macro associates a macro with the hotspot instead of just associating an hyperlink 152 OpenOffice org 3 x Calc Guide e Properties sets the hyperlink properties and adds the Name attribute to the hyperlink Below the toolbar specify for the selected hotspot e Address the address pointed by the hyperlink You can also point to an anchor in a document to do this write the address in this format file lt path gt document name anchor name e Text
76. dialog pick the Menus page Figure 329 3 In the Save In drop down list choose whether to save this changed menu for Calc or for a selected document 4 In the section OpenOffice org Calc Menus select from the Menu drop down list the menu that you want to customize The list includes all the main menus as well as sub menus that is 410 OpenOffice org 3 x Calc Guide menus that are contained under another menu For example in addition to File Edit View and so on there is File Send and File Templates The commands available for the selected menu are shown in the central part of the dialog 5 To customize the selected menu click on the Menu or Modify buttons You can also add commands to a menu by clicking on the Add button These actions are described in the following sections Use the up and down arrows next to the Entries list to move the selected menu item to a different position 6 When you have finished making all your changes click OK to Save them Customize Menus Keyboard Toolbars 9 Events OpenOffice org Calc Menus Menu Menu Content Entries New E Open Recent Documents 4dd Submenu Begin a Group Rename Save As Delete Save All Save In Open ffice org Calc kd Description Creates a new OpenOrfice org document Figure 329 The Menus page of the Customize dialog Chapter 14 Setting up and Customizing Calc 411 Creating a new menu In the Customize dialog cli
77. double click the folder that contains the template you want to delete A list of the templates contained in that folder appears underneath the folder name 2 Click the template that you want to delete 3 Click the Commands button and choose Delete from the drop down menu A message box appears and asks you to confirm the deletion Click Yes Importing a template If the template that you want to use is in a different location you must import it into an OOo template folder To import a template into a template folder 1 In the Template Management dialog select the folder into which you want to import the template Chapter 4 Using Styles and Templates in Calc LZ 2 Click the Commands button and choose Import Template from the drop down menu A standard file browser window opens 3 Find and select the template that you want to import and click Open The file browser window closes and the template appears in the selected folder 4 If you want type a new name for the template and then press Enter Exporting a template To export a template from a template folder to another location 1 Inthe Template Management dialog double click the folder that contains the template you want to export A list of the templates contained in that folder appears underneath the folder name 2 Click the template that you want to export 3 Click the Commands button and choose Export Template from the drop down menu The Save As window op
78. down the Control key and click on the tab of the December sheet 2 If you wish to print all of the sheets choose File gt Print and click the Options button 156 OpenOffice org 3 x Calc Guide 3 Deselect Print only selected sheets This affects the print preview export and printing of your spreadsheet Click OK The Options button is different from the Properties button Note Properties deals with the settings of the printer whereas Options deals with OOo s settings Selecting the page order details and scale To select the page order details and scale to be printed 1 Choose Format gt Page from the main menu The Page Style dialog opens any changes made here are saved in the page style for this spreadsheet 2 Choose the Sheet tab Figure 110 3 After making your selections see next page click OK Page Style Default Organizer Page Borders Background Header Footer Sheet Page order Left to right then down First page number 1 rift Print Column and row headers Charts Grid Drawing objects _ Comments _ Formulas Objectsigraphics Zero values Scale Scaling mode Figure 110 The Sheet tab of the Page Style dialog Page Order You can set the order in which pages print This is especially useful in a large document for example controlling the print order can save time
79. drag and drop 132 drag mode 40 drawing object properties 147 Drawing Object Properties toolbar 147 drawing objects grouping 148 properties 147 resizing 148 Drawing toolbar 147 drawing tools 145 Dynamic Data Exchange DDE 320 Writer document as attachment 174 editing data changing the contents of cell 52 removing data from acell 51 replacing cell data 52 en and em dashes entering 44 Enter key 26 EPS images in PDF 169 Err 503 Division by zero 206 error codes common messages 487 displayed within cells 486 introduction 485 error messages 205 210 error checking formulas 179 errors finding and fixing 205 EuroOffice Solver 293 export directly as PDF 167 exporting to PDF 167 Extension Manager 123 extensions DataPilot Tools 421 installing 420 introduction 420 Professional Template Pack 421 Solver for Nonlinear Programming 421 External Data dialog 307 F FDF 169 features 10 file sharing options 393 395 Fill Format mode 110 fill series defining 47 using 46 Fill tool 45 filled net charts 101 filtering 367 filters advanced 372 auto 307 Standard 368 financial analysis functions 435 find and replace cell styles 69 Find amp Replace dialog 68 E formulas or values 68 e mailing regular expressions 69 several recipients 174 text 69 492 OpenOffice org 3 x Calc Guide wildcards 69 fixed values 178 focus 23 formatting chart 84 data labels 92 symbols 92 formatting autoformatting cells and sheets 59 cell backgro
80. drag mode as shown in Figure 256 6 Select the required range or table and drag it from the Navigator into the target document to the cell where you want the upper left hand cell of the data range to be 7 In the target document check the Navigator Instead of a by Range names it shows a by Linked areas Click the to see the same range name see Figure 257 Chapter 10 Linking Calc Data 309 Navigator Column H Range names s Database Ranges E PF Linked areas HTML_17 fh Graphics b OLE objects Motes Drawing objects Untitledi active w Figure 257 Linked areas in target spreadsheet How to find the required data range or table The examples above show that the import filter gave names to the data rangers tables in the sample web page starting from HTML 1 It also created two additional range names not visible in the illustration HTML all designates the entire document HTML tables designates all HTML tables in the document If the data tables in the source HTML document have been given names using the ID attribute on the TABLE tag or the external spreadsheet includes named ranges those names appear in the list along with the ranges Calc has sequentially numbered If the data range or table you want is not named how can you tell which one to select Go to the source document which you opened in Calc In the Navigator double click on a range name that range is highlighted on the s
81. else to view using Adobe Reader or other PDF viewers Quick export to PDF Click the Export Directly as PDF icon to export the entire document using your default PDF settings You are asked to enter the file name and location for the PDF file but you do not get to choose a page range the image compression or other options Controlling PDF content and quality For more control over the content and quality of the resulting PDF use File gt Export as PDF The PDF Options dialog opens This dialog has five pages General Initial View User Interface Links and Security Make your selections and click Export Enter the location and file name of the PDF to be created Click Save to export the file General page of PDF Options dialog On the General page you can choose which pages to include in the PDF the type of compression to use for images which affects the quality of images in the PDF and other options Range section e All Exports the entire document e Pages To export a range of pages use the format 3 6 pages 3 to 6 To export single pages use the format 7 9 11 pages 7 9 and 11 You can also export a combination of page ranges and single pages by using a format like 3 6 8 10 12 e Selection Exports whatever content is selected Chapter 6 Printing Exporting and E mailing 167 POF Options General Initial view User Interface kange Oa Pages Selection Images Lossless compression O JPEG
82. final example we switch to an accumulated view that is continuing sums of all values 1 Choose Data gt DataPilot gt Start 2 Double click on Sums hours to open the Data Field dialog 3 Click More to see more options e Switch the type of the displayed value to Running total in e Switch the Base Field to Date 4 Click OK twice E a 1 Fiter E e t S CO UUOOOOCOC OT COVC C i e Srigitte Fritz Hans Kurt Lite Total Result 0 11 ffotalResult S O E Figure 170 The DataPilot now shows accumulated values Differences and advantages These examples show an important aspect of the DataPilot Normally you have to collect your data according to the way you want the result to be represented This means you have to use a specific structure and you are stuck with it The DataPilot works more like a real database The source data is collected in a simple spreadsheet that contains all data Only when you want to look at it do you select which part of the data you want to use Chapter 8 Using the DataPilot 233 Example 3 Frequency distribution For showing the frequency of incidents Calc uses the function FREQUENCY This formula has to be used in a so called matrix formula This is an advanced feature Alternatively you can use the DataPilot which requires almost no knowledge of spreadsheets In our example we want to investigate the number of emails that go to the Germanopho
83. for 2 returns N A because there is no match and no value less than 2 Use VLOOKUP when e The data is arranged in rows and you want to return data from the same row For example student names with test and quiz scores to the right of the student s name e Searching the first column of a range of data Search a block of data using HLOOKUP Use HLOOKUP to search the first row rows are horizontal of a block of data and return the value from a row in the same column HLOOKUP Supports the same form and arguments as VLOOKUP HLOOKUP search value search range return row index HLOOKUP search value search range return row index sort order Use HLOOKUP when e The data is arranged in columns and you want to return data from the same column For example student names with test and quiz scores underneath the student s name e Searching the first row of a range of data 380 OpenOffice org 3 x Calc Guide Search a row or column using LOOKUP LOOKUP is similar to HLOOKUP and VLOOKUP The search range for the LOOKUP function is a single sorted row or column LOOKUP has two forms LOOKUP search value search range LOOKUP search value search range return range The search value is the same as HLOOKUP and VLOOKUP The search range however must be a single row or a single column for example A7 A12 values in column A or C5 Q5 values in row 5 If the return range is omitted the matched value is returned Using LO
84. for different regions do the following 1 Select the cell A3 or any other single cell that is part of the DataPilot result 2 Select Data gt DataPilot gt Start to start the DataPilot again Drag the Region field into the Row Fields area Depending on the order you choose for the row fields the result is either regions with date subdivisions or vice versa 3 Click OK The result is shown in Figure 159 Chapter 8 Using the DataPilot 225 wes Sum sales eategory Total Result 3 531 00 b4 O42 00 F11 500 00 pE 227 UU 5 344 00 3 4435 00 15 990 00 5 619 00 11 362 00 5 195 00 4 90100 ta 60 00 5 3435 00 pr 50 00 p11 654 00 10 557 00 2 214 00 P11 220 00 boo 00 5 106 00 3 049 00 4 520 00 5 300 00 1 956 00 2 095 00 f2 40 00 pr 500 00 pE 124 00 4 450 00 5 0435 00 5 279 00 5 546 00 6 500 00 p4 S04 O00 10 551 00 4 316 00 2 OS 00 520 00 16 30 OU tooi 00 p2 135 00 bo 302 00 bo O54 00 date region golfing salina tennis be 320 00 24 053 00 14 728 00 17 741 00 22 843 00 11 516 00 4 381 00 32 938 00 20 944 00 19 456 00 10 096 00 10 427 00 21 241 00 12 662 00 23 209 00 21 269 00 19 294 00 19 786 00 2 734 00 30 210 00 5 194 00 12 948 00 20 594 00 22 731 00 7 770 00 29 Total Result 156 214 00 109 852 00 142 699 00 408 765 00 Mi MI e e A a a a a Poun 159 Additional subd
85. for each unique entry in the column Chapter 13 Calc as a Simple Database 367 To create an auto filter first select the columns to filter For example using the data in Table 12 select data in columns B and C If you do not select the title rows Calc asks if the title row or the current row Should be used Although you can place the auto filter in any row only the rows below the auto filter are filtered Use Data gt Filter gt AutoFilter to insert the auto filter combo box in the appropriate cell Finally use the drop down arrow to choose an appropriate auto filter see Figure 309 H CH13 Test Filter S ods OpenOffice org Calc File Edit View Insert Format Tools Data Window Help B BUKA gR 9s x SB o fal Arial e B7 U D1 D65536 fe Z test3 ee D a Name Testi Test 2 Test S Juiz 1 Quiz 2 Quiz 3 95 cla 66 45fTop 10 6 standard Filter Frank i Fred Lub Lisa Michelle oo Sen Gn a a nnne Seb SE Sheet 1 3 Default Figure 309 Use an auto filter with column C Remove an auto filter by repeating the steps to create the auto filter in other words the menu option acts as a toggle to turn the auto filter on and off When an auto filter is removed the combo box is removed from the cell The macro in Listing 13 demonstrates creating an auto filter for a range Standard filters Use Data gt Filter gt Standard Filter to open Standard Filter dialog see Figure 310 and li
86. for r d will match red in cell A1 but will not match r in cell A2 and d or ed in cell A3 The regular expression r d means try to match r followed by any other character followed by d When a match is found the whole cell is shown highlighted but only the text found will be replaced For example searching for brown will highlight a cell containing redbrown clay and replacing with nothing will leave the cell containing red clay If Find is used twice in a row the second time with Current selection only activated then the second search will evaluate the whole of each selected cell not just the strings found which caused the cells to be selected in the first search For example searching for joh n then activating Current selection only and searching for sm th will find cells containing Jon Smith and Smythers Johnathon If a cell contains a hard line break entered by Ctrl Enter this may be found by n For example if a cell contains red hard_line_ break clay then searching for d nc and replacing with nothing leaves the cell containing relay The hard line break acts to mark end of text as understood by the regular expression special character in addition of course to the end of text in the cell For example if a cell contains red hard_line_break clay then a search for d replacing with al leaves the cell with real hard _line break clay Note that with this syntax the hard line break is not replaced it simply mar
87. for these charts is quite specialized with series for opening price closing price and high and low prices Of course the x axis represents a time series When you set up a stock chart in the Chart Wizard the Data Series dialog is very important You need to tell it which series is for the opening price closing price high and low price of the stock and so on Otherwise the chart may be indecipherable The sample table for this chapter needed to be changed to fit the data series A B Cc F G H stocks TLC Starting price Finish 1 Z Os 04 0 T 45 j a O4 04 07 T45 4 05 04 07 T 83 5 DB O4 0F for z T h 7 SES Chart Wizard G G 3 z Steps Customize data ranges for individual data series 10 z 1 Chart Tyee Data series Data ranges 13 2 Data Range Sheet4 B 2 B 5 14 Close Values Sheet4 C H2 C ES 15 3 Data Series High Values Sheet4 D 2 D 5 16 Sheet4 FEP2 ERS 4 Chart Elements l7 Rance 18 Se i9 Sheet4 E 2 E 5 r ra 20 Al Add A Categories ae x sSheet4 gag2 G4g5 Fa 24 2a Figure 80 Adjusting data series for stock charts 102 OpenOffice org 3 x Calc Guide A nice touch is that OpenOffice org Chart color codes the rising and falling shares white for rising and black for falling in the candlestick chart and red and blue in the traditional line chart Column and line charts A column and line chart is a combination of two other chart types It is useful for combinin
88. function is used Examples with step by step instructions This section demonstrates some of the possibilities of the DataPilot in typical use cases By following the step by step instructions you can recreate the examples and learn about the power of the DataPilot Example 1 Sales volume overview A typical introductory example in courses and books for beginners with spreadsheets is a simple sales volume overview Experience Travel Jan Feb Mar Agr Total kolf 1000 1100 1200 T300 4600 Tennis 2000 22400 2400 2K00 4200 sailing S000 300 J600 3400 13800 Total SUM CS CF F200 fouu 2 B00 Figure 149 Typical example for beginners This example demonstrates the user interface and how to insert text and numbers into cells Useful aids like AutoFill and drag and drop have been demonstrated in other chapters The most important part is Chapter 8 Using the DataPilot 219 the connection between cells through formulas for example addition with the plus operator or the SUM function This small exercise might be useful for a first contact with the program but it shows only a very small fraction of the tasks in an office To create such a sales overview you also need the original data That is before you can use a spreadsheet for creating the sales overview you need to add many single purchases from different lists and then enter the sums into the relevant cells C5 to F7 Practical problems and questions e For displaying ad
89. given number The function returns the result 1 for a positive sign 1 for a negative sign and O for zero Returns the sine of the given number angle in radians Returns the hyperbolic sine of the given number angle in radians Returns the positive square root of the given number The value of the number must be positive Returns the square root of the product of the given number and PI Calculates subtotals If a range already contains subtotals these are not used for further calculations Function is a value that stands for another function such as Average Count Min Sum Var Range is the range whose cells are included Adds all the numbers in a range of cells Number_1 number 2 number _30 are up to 30 arguments whose sum is to be calculated You can also enter a range using cell references Adds the cells specified by a given criteria The search supports regular expressions Range is 454 OpenOffice org 3 x Calc Guide Description the range to which the criteria are to be applied Criteria is the cell in which the search criterion is shown or the search criterion itself Sum_range is the range from which values are Summed if it has not been indicated the values found in the Range are summed SUMSQ number 1 Calculates the sum of the squares of numbers number 2 totaling up of the squares of the arguments number 30 Number _1 number 2 number _30 are up to 30 arguments the sum of
90. gt Language Settings gt Languages If you choose an unavailable icon from the list it does not appear on the toolbar Chapter 2 Entering Editing and Formatting Data 57 For more control and other choices use the Alignment tab Figure 34 of the Format Cells dialog to set the horizontal and vertical alignment and rotate the text If you have Asian languages enabled then the Text orientation section shows an extra option labeled Asian layout mode under the Vertically stacked option as shown in Figure 41 Vertically stacked Asian layout mode Figure 42 Asian layout mode option The difference in results between having Asian layout mode on or off is shown in Figure 43 V a e Lap r w t n 0 C a gt l n jat S amp t S a 3 C 3 k D Figure 43 Types of vertical stacking Formatting the cell borders To quickly choose a line style and color for the borders of a cell click the small arrows next to the Line Style and Line Color icons on the Formatting toolbar If the Line Style and Line Color icons are not displayed in the formatting toolbar select the down arrow on the right side of the bar then Visible Buttons In each case a palette of choices is displayed For more control including the spacing between the cell borders and the text use the Borders tab of the Format Cells dialog There you can also define a shadow See Chapter 4 for details 58 OpenOff
91. hand side A list of subsections drops down Options OpenOffice org User Data General a OpenOttice org Memory VIEW Print This dialog is used to define general settings when working with Open Paths your personal data the defaults to be used when saving documents Colors important Files These settings will be saved automatically and used in l Fonts well Security Appearance Accessibility Java Online Update The Back button has the same effect on all pages of the Options Note dialog It resets the options to the values that were in place when you opened OpenOffice org 390 OpenOffice org 3 x Calc Guide User Data options Calc uses the first and last name stored in the OpenOffice org User Data page to fill in the Created and Modified fields in the document properties and the optional Author field often used in the footer of a printed spreadsheet Fill in the form on this page Print options Set the print options to suit your default printer and your most common printing method You can change these settings at any time either through this dialog or during the printing process by clicking the Options button on the Print dialog In the Options dialog click OpenOffice org gt Print See Chapter 6 Printing Exporting and E mailing for more about the options on this page Color options On the OpenOffice org Colors page you can specify colors to use in OOo documents You can
92. has four white layout areas and several fields that look like buttons These small fields are the titles of the different columns of your list e Move the date field into the Column Fields area e Move the sales field into the Data Fields area e Move the category field into the Row Fields area Click More to see more options in the lower part of the dialog In the Results to field select new sheet from the drop down list Chapter 8 Using the DataPilot 221 6 Click OK DataPilot xj Layat OK date z Page Fields TE Sales date Column Fields Seon Help region category Sum sales e employee Row Data Fields H Drag the fields from the right into the desired position _ More 2 Result Results to new sheet Ignore empty rows Identify categories W Total columns W Total rows iw Add filter iW Enable drill to details Figure 151 DataPilot dialog 7 The result appears on a new sheet It has the desired structure but the columns are not yet grouped into months ams E a a E a E a a a 4 category o10208 010308 Oaea ore oes D11008 01 1408 aon 1 508 00 3759 00 4 195 00 2 025 00 6 sailing fz 40 00 Ennis 410 00 4972 00 6 444 00 2 804 00 il otal Result 4 258 00 4 872 00 6 444 00 3 739 00 4 195 00 2 023 00 2 804 00 Figure 152 DataPilot result without grouping 8 To group the columns select cell B4 or any other c
93. help you analyze and reference data Many of these functions are for use with numbers but many others are used with dates and times or even text A function may be as Simple as adding two numbers together or finding the average of a list of numbers Alternatively it may be as complex as calculating the standard deviation of a sample or a hyperbolic tangent of a number Typically the name of a function is an abbreviated description of what the function does For instance the FV function gives the future value of an investment while BIN2HEX converts a binary number to a hexadecimal number By tradition functions are entered entirely in upper case letters although Calc will read them correctly if they are in lower or mixed case too A few basic functions are somewhat similar to operators Examples This operator adds two numbers together for a result SUM on the other hand adds groups of contiguous ranges of numbers together This operator multiplies two numbers together for a result PRODUCT does the same for multiplying that SUM does for adding Fach function has a number of arguments used in the calculations These arguments may or may not have their own name Your task is to enter the arguments needed to run the function In some cases the arguments have predefined choices and you may need to refer to the online help or Appendix B Description of Functions in this book to understand them More often however an argu
94. i x o o IV Left column Cancel Bottom row ae Right column Figure 305 Define a named range The macro in Listing 12 creates three named ranges based on the top row of a named range Listing 12 Create many named ranges Sub AddManyNamedRanges Dim oSheet Sheet that contains the named range Dim oAddress Range address Dim oRanges The NamedRanges property Dim oRange Single cell range oRanges ThisComponent NamedRanges oSheet ThisComponent getSheets getByIndex 0 oRange oSheet getCellRangeByName A1 C20 oAddress oRange getRangeAddress oRanges addNewFromTitles oAddress _ com sun star sheet Border TOP End Sub The constants in Table 14 determine the location of the headers when multiple ranges are created using the method addNewFromTitles Table 14 com sun star sheet Border constants Description TOP Select the top border BOTTOM Select the bottom border RIGHT Select the right border LEFT Select the left border It is possible to create multiple named ranges with the same Caution name Creating multiple ranges with a single command A increases the likelihood that multiple ranges will be created with the same name avoid this if possible Chapter 13 Calc as a Simple Database 363 Database range Although a database range can be used as a regular named range a database range also defines a range of cells in a spreadsheet to be used as a database Each row in a range
95. in all components of OOo It does not come with many graphics but you can add your own pictures or find extensions containing more graphics The Gallery is explained in more detail in Chapter 11 Graphics the Gallery and Fontwork in the Getting Started guide For more about extensions see Chapter 14 Setting Up and Customizing Calc in this book This section explains the basics of inserting a Gallery image into a Calc document 1 To open the Gallery Figure 98 click on the Gallery icon located in the right side of the Standard toolbar or choose Tools gt Gallery from the menu bar 2 Navigate through the Gallery to find the desired picture 3 To insert the picture either right click on the picture and choose Insert gt Copy or click and drag the picture from the Gallery into the Calc document 134 OpenOffice org 3 x Calc Guide By default the Gallery is docked above the Calc workspace To expand the Gallery position the pointer over the line that divides it from the top of the workspace When the pointer changes to parallel lines with arrows click and drag downward The workspace resizes in response B BULV REA E kSa Swi by mole wh 8 ta Mle ee O CG fad Arial 10 B fi U m Sheets Sheet1 Sheet 1 3 Default 100 STD Sum 0 Figure 98 Gallery in Calc To expand the Gallery without affecting the workspace undock it so it floats over the workspace To do so hold down the
96. in the document by simply changing the properties for the subtotal style Page styles assist with printing so you don t need to define margins headers and footers and other printing attributes each time you print a spreadsheet This chapter describes the styles OOo Calc offers what they might be used for and how to apply styles change existing styles and create new styles Types of styles in Calc While some components of OOo offer many style types Calc offers only two e Cell styles include fonts alignment borders background number formats for example currency date number and cell protection e Page styles include margins headers and footers borders and backgrounds and the sequence for printing sheets The page size orientation and other attributes of a page style apply only when a spreadsheet is printed they are not displayed onscreen Cell styles Similar to paragraph styles in OOo Writer cell styles are the most basic type of style in Calc You can apply a cell style to a cell and that cell will follow the formatting rules of the style Five cell styles are supplied with OOo Default Heading Heading1 Result and Result2 Initially the styles are configured so that if you change the font family of Default then all of the other styles will change to match We will discuss how to set this up in Creating new custom styles on page 116 The five standard styles can be seen in use in Figure 82
97. in the example Here you can choose from conditions including less than greater than between and others Parameter field Enter a reference value or formula in the parameter field or in both parameter fields if you have selected a condition that requires two parameters You can also enter formulas containing relative references Chapter 2 Entering Editing and Formatting Data 61 Conditional Formatting Condition 1 Cellvalueis less than or equalto 3 Cell Style low ka Condition 2 Cell value is v greater than or equa 10 Condition 3 Cell Style Default Figure 45 Conditional formatting dialog Cell style Choose the cell style to be applied if the specified condition matches The style must have been defined previously See the Help for more information and examples of use To apply the same conditional formatting later to other cells Paste Special 1 Select one of the cells that has been Selection assigned conditional formatting Paste all 2 Copy the cell to the clipboard Ao 3 Select the cells that are to receive this Eri same formatting 4 Choose Edit gt Paste Special _ Date amp time 5 On the Paste Special dialog in the Les Selection area select only the Formats _ Motes option Make sure all other options are Formats not selected Click OK J ob objects Options Skip empty cells Transpose Link 62 OpenOffice org 3 x Calc Gui
98. is to select the cell containing the data to be edited Removing data from a cell Data can be removed deleted from a cell in several ways Removing data only The data alone can be removed from a cell without removing any of the formatting of the cell Click in the cell to select it and then press the Backspace key Removing data and formatting The data and the formatting can be removed from a cell at the same time Press the Delete key or right click and choose Delete Contents or use Edit gt Delete Contents to open the Delete Contents dialog Figure 33 From this dialog different aspects of Chapter 2 Entering Editing and Formatting Data 51 the cell can be deleted To delete everything in a cell contents and format check Delete all Delete Contents Ole Delete all pK selection Date amp time Formulas Notes E Formats Objects Figure 33 Delete Contents dialog Replacing all the data in a cell To remove data and insert new data simply type over the old data The new data will retain the original formatting Changing part of the data in a cell Sometimes it is necessary to change the contents of cell without removing all of the contents for example if the phrase See Dick run is in a cell and it needs to be changed to See Dick run fast It is often useful to do this without deleting the old cell contents first The process is the similar to the one described above but you n
99. like a date is interpreted as text type an apostrophe at the beginning of the entry The apostrophe is not displayed in the cell Speeding up data entry Entering data into a spreadsheet can be very labor intensive but Calc provides several tools for removing some of the drudgery from input The most basic ability is to drop and drag the contents of one cell to another with a mouse Many people also find AutoInput helpful Calc also includes several other tools for automating input especially of repetitive material They include the Fill tool selection lists and the ability to input information into multiple sheets of the same document Using the Fill tool on cells At its simplest the Fill tool is a way to duplicate existing content Start by selecting the cell to copy then drag the mouse in any direction or hold down the Shift key and click in the last cell you want to fill and then choose Edit gt Fill and the direction in which you want to copy Up Down Left or Right Caution Choices that are not available are grayed out but you can still choose the opposite direction from what you intend which A could cause you to overwrite cells accidentally A shortcut way to fill cells is to grab the handle in the lower right hand corner of the cell and drag it in the direction you Tip want to fill If the cell contains a number the number will fill in series If the cell contains text the same text will fill in the directio
100. mode This method is quite useful when you need to apply the same style to many scattered cells 1 Open the Styles and Formatting window and select the style you want to apply 2 Click the Fill Format mode icon The mouse pointer changes to this icon 3 Position the moving icon on the cell to be styled and click the mouse button 4 To quit Fill Format mode click the Fill Format mode icon again or close the Styles and Formatting window When this mode is active a right click anywhere in the document undoes the last Fill Format action Be careful not to A accidentally right click and thus undo actions you want to keep Caution Using the Apply Style list You can also add an Apply Style drop down list to the Formatting toolbar and select a style from the list to apply it to the selected cells 1 Click the down arrow at the right hand end of the Formatting toolbar On the drop down menu click Visible Buttons vt Pl Styles and Formatting XA Apply Style i g B F A Font Mame Z ah y A Font Size e B Bold Visible Buttons f Italic Customize Toolbar E wf U Underline u Underline Double w Align Lett Lock Toolbar Position t Align Center Horizontally Close Toolbar t Align Right Figure 84 Adding an Apply Style list to the Formatting toolbar 110 OpenOffice org 3 x Calc Guide 2 On the submenu click Apply Style The menus close and the Apply Style list now appears on the toolbar betwee
101. mot be encrypted Set permission password Set Open Password E Password REEE Ek Confirm sekokekotektek Cancel Figure 123 Setting a password to encrypt a PDF Exporting to XHTML Calc can export spreadsheets to XHTML Choose File gt Export On the Export dialog specify a file name for the exported document then select the XHTML in the File format list and click the Export button Chapter 6 Printing Exporting and E mailing 173 Saving as Web pages HTML Calc can save files as HTML documents Use File gt Save As and select HTML Document or File gt Wizards gt Web Page If the file contains more than one sheet the additional sheets will follow one another in the HTML file Links to each sheet will be placed at the top of the document Calc also allows the insertion of links directly into the spreadsheet using the Hyperlink dialog E mailing spreadsheets OOo provides several quick and easy ways to send spreadsheets as an e mail attachment in one of three formats OpenDocument Spreadsheet OOo s default format Microsoft Excel or PDF To send the current document in OpenDocument format 1 Choose File gt Send gt Document as E mail OpenOffice org opens your default e mail program with the spreadsheet ODS document attached 2 In your e mail program enter the recipient subject and any text you want to add then send the e mail File gt Send gt E mail as OpenDocument Spre
102. move the file this text will not change though the target will Chapter 10 Linking Calc Data 305 e Name is applicable to HTML documents It specifies text that will be added as a NAME attribute in the HTML code behind the hyperlink e Events button this button will be activated to allow Calc to react to events for which the user has written some code macro This function is not covered in this chapter A hyperlink button is a type of form control As with all form controls it can be anchored or positioned by right clicking on the button in design mode More information about forms can be found in Chapter 15 of the Writer Guide For the button to work the spreadsheet must not be in design mode To toggle design mode on and off view the Form Controls toolbar View gt Toolbars gt Form Controls and click the Design Mode On Off button h Note Editing hyperlinks To edit an existing link place the cursor anywhere in the link and click the Hyperlink icon on the Standard toolbar or select Insert gt Hyperlink from the menu bar The Hyperlink dialog Figure 252 opens If the Hyperlink is in button form the spreadsheet must have Design Mode on in order to edit the Hyperlink Make your changes and click Apply If you need to edit several hyperlinks you can leave the Hyperlink dialog open until you have edited all of them Be sure to click Apply after each one When you are finished click Close Removing hyperlinks
103. next column to the left that contains data Ctrl Right Arrow Moves the cursor to the right edge of the current data range If the column to the right of the cell that contains the cursor is empty the cursor moves to the next column to the right that contains data Ctrl Up Arrow Moves the cursor to the top edge of the current data range If the row above the cell that contains the cursor is empty the cursor moves up to the next row that contains data Appendix A Keyboard Shortcuts 423 Shortcut Keys Ctrl Down Arrow Ctrl Shift Arrow Ctrl Page Up Ctri Page Down Page Up Page Down Alt Page Up Alt Page Down Shift Ctrl Page Up Shift Ctrl Page Down Ctrl Ctrl Enter ina selected range Effect Moves the cursor to the bottom edge of the current data range If the row below the cell that contains the cursor is empty the cursor moves down to the next row that contains data Selects all cells containing data from the current cell to the end of the continuous range of data cells in the direction of the arrow pressed If used to select rows and columns together a rectangular cell range is selected Moves one sheet to the left In the page preview it moves to the previous print page Moves one sheet to the right In the page preview it moves to the next print page Moves the viewable rows up one screen Moves the viewable rows down one screen Moves the viewable columns one screen to the left
104. number for the cell reference Column is the column number for the cell reference the number not the letter Abs determines the type of reference Sheet is the name of the sheet AREAS reference Returns the number of individual ranges that belong to a multiple range A range can consist of contiguous cells or a single cell Reference is the reference to a cell or cell range CHOOSE index value Uses an index to return a value from a list of value30 up to 30 values Index is a reference or number between 1 and 30 indicating which value is to be taken from the list Valuel 470 OpenOffice org 3 x Calc Guide Syntax COLUMN reference COLUMNS array DDE server file range mode ERRORTYPE reference Description value30O is the list of values entered as a reference to a cell or as individual values Returns the column number of a cell reference If the reference is a cell the column number of the cell is returned if the parameter is a cell area the corresponding column numbers are returned in a single row array if the formula is entered as an array formula If the COLUMN function with an area reference parameter is not used for an array formula only the column number of the first cell within the area is determined Reference is the reference to a cell or cell area whose first column number is to be found If no reference is entered the column number of the cell in which the formula is ente
105. number of items The time does not depend that much on the Note number of lines but rather on the number of rows needed for the table that contains the results Data Field X Function SSS Count Numbers aonb 7 Mare Date More Figure 176 Properties of the data field 8 For grouping the rows select the cell A4 or any other cell that contains a time 9 Choose Data gt Group and Outline gt Group select for the interval Hours and click OK The result is now grouped according to hours 238 OpenOffice org 3 x Calc Guide Grouping Start l DK Automatically C Manually at 01701 1900 Cancel End io Automatically auch Help Manually at 0170171900 Croup by Number of days x Intervals Figure 177 properties for grouping according to hours 10 Figure 178 shows the Data Field dialog for the data field Number Date Click More and select as type of column The result is Shown in Figure 180 Figure 179 shows the absolute occurrence Whether the relative values are shown as a decimal 0 1 or asa percentage 10 depends only on the cell formatting itself and has nothing to do with the DataPilot Data Field Function OK Cancel Help Count dumbers anh E EEN Mamie Date Displayed value Type Base field Date 10 02 05 Base item Figure 178 Data Field settings for relative values Chapter 8 Using the Data
106. of the Copy back setting depends on the cell protection the sheet protection and the Prevent changes setting see Table 11 on page 280 278 OpenOffice org 3 x Calc Guide If you are viewing a scenario which has Copy back enabled and then create a new scenario by changing the values and selecting Caution Tools gt Scenarios you also inadvertently overwrite the values in the first scenario A This is easily avoided if you leave the current values alone create a new scenario with Copy back enabled and then change the values only when you are viewing the new scenario Copy entire sheet Adds to your document a sheet that permanently displays the new scenario in full This is in addition to creating the scenario and making it selectable on the original sheet as normal Prevent changes Prevents changes to a Copy back enabled scenario when the sheet is protected but the cells are not Also prevents changes to the settings described in this section while the sheet is protected A fuller explanation of the effect this option has in different situations is given below Changing scenarios Scenarios have two aspects which can be altered independently e Scenario properties the settings described above e Scenario cell values the entries within the scenario border The extent to which either of these aspects can be changed is dependent upon both the existing properties of the scenario and the current protection state of the sheet a
107. p11 59 00 56 257 00 bl 174 00 4 S54 00 5 300 00 p4 Ad OU 12 013 00 39 245 00 156 214 00 109 852 00 142 699 00 408 be 155 00 pa r 30 00 309 00 bb 475 00 bf 235 00 22 484 00 10 157 00 f 690 00 P3 008 00 3 405 00 3 126 00 22 468 00 4 452 00 b4 606 00 2 263 00 bf 20 00 19 030 00 44 201 00 bf 04 00 b 42 00 ooU O0 3 50 400 1 109 00 20 099 00 4 o 4 00 bl 455 00 12 240 00 be 417 00 4 002 00 35 966 00 34 258 00 b1 427 00 bo 0246 00 16 6243 00 37 942 00 pote Result Figure 190 Division of the regions for employees with partial sums Select the option Automatically to use the aggregate function for the partial results that can also be used for the data fields see above To Chapter 8 Using the DataPilot 251 set up the aggregate function for the partial results independently from the overall settings of the DataPilot select User defined Subtotals Data Field XI Mone C Automatic E Cancel User defined Marie region Sues Figure 191 Preferences dialog of a row or column field Normally the DataPilot does not show a row or column for categories that have no entries in the underlying database By choosing the Show items with no data option you can force this For illustration purposes the data was manipulated in such a way that the employee Brigitte has no sales values for the golfing category
108. position the cell containing the number in one section and each of the cells with formulas in the other sections Then you can change the number in the cell and watch how it affects each of the formulas Splitting the screen horizontally To split the screen horizontally 1 Move the mouse pointer into the vertical scroll bar on the right hand side of the screen and place it over the small button at the top with the black triangle L P Split screen bar Figure 19 Split screen bar on vertical scroll bar 36 OpenOffice org 3 x Calc Guide 2 Immediately above this button you will see a thick black line Figure 19 Move the mouse pointer over this line and it turns into a line with two arrows Figure 20 sel DEE Figure 20 Split screen bar on vertical scroll bar with cursor 3 Hold down the left mouse button A gray line appears running across the page Drag the mouse downwards and this line follows 4 Release the mouse button and the screen splits into two views each with its own vertical scroll bar You can scroll the upper and lower parts independently Notice in Figure 18 the Beta and the AO values are in the upper part of the window and other calculations are in the lower part Thus you can make changes to the Beta and AO values and watch their effects on the calculations in the lower half of the window You can also split the screen using a menu command Click in a Tip cell immediat
109. present value must be gt 0 FV is determines what is desired as the cash value of the deposit 446 OpenOffice org 3 x Calc Guide Syntax SLN cost salvage life SYD cost salvage life period TBILLEQ settlement maturity discount TBILLPRICE settlement maturity discount TBILLYIELD settlement maturity price VDB cost salvage life start end factor type Description Returns the straight line depreciation of an asset for one period The amount of the depreciation is constant during the depreciation period Cost is the initial cost of an asset Salvage is the value of an asset at the end of the depreciation Life is the depreciation period determining the number of periods in the depreciation of the asset Returns the arithmetic declining depreciation rate Use this function to calculate the depreciation amount for one period of the total depreciation span of an object Arithmetic declining depreciation reduces the depreciation amount from period to period by a fixed sum Cost is the initial cost of an asset Salvage is the value of an asset after depreciation Life is the period fixing the time Span over which an asset is depreciated Period defines the period for which the depreciation is to be calculated Calculates the annual return on a treasury bill Settlement is the date of purchase of the security Maturity is the date on which the security matures expires The settlement and m
110. recommend you read it if you have not already done so More detail is also provided in the following sections but not as related to recording macros Write your own functions Calc can call macros as Calc functions Use the following steps to create a simple macro 1 Create a new Calc document named CalcTestMacros ods 2 Use Tools gt Macros gt Organize Macros gt OpenOffice org Basic to open the OpenOffice org Basic Macros dialog The Macro from box lists available macro library containers including currently open OOo documents My Macros contains macros that you write or add to OOo OpenOffice org Macros contains macros included with OOo and should not be changed OpenOffice org Basic Macros Macro name Existing macros in Module 1 H TestMacros ods Open document with library Figure 293 OpenOffice org Basic Macros dialog 3 Click Organizer to open the OpenOffice org Basic Macro Organizer dialog On the Libraries tab select the document to contain the macro Chapter 12 Calc Macros 345 Choose document from drop down list OpenOttice org Basic Macro Preanizer Modules Dialogs Libraries Location CalcTestMacras ads Library Password T List of libraries in document Export Delete Figure 294 OpenOffice org Basic Macro Organizer 4 Click New to open the New Library dialog Mew Library GuthorscalcMacros Figure 295 New Library dialog 5 Enter a descriptive library
111. referenced in the formula contains text instead of a number 520 Internal syntax Compiler creates an unknown compiler code error 521 Internal syntax No result error 522 Circular Formula refers directly or indirectly to itself reference and the Iterations option is not selected under Tools gt Options gt OpenOffice org Calc gt Calculate 523 The calculation Financial statistics function missed a targeted procedure does value or iterations of circular references do not converge not reach the minimum change within the maximum steps that are set 524 Invalid A column or row description name could not references cell be resolved or the column row or sheet that displays REF contains a referenced cell is missing 488 OpenOffice org 3 x Calc Guide Message Explanation of the error Invalid names An identifier could not be evaluated for cell displays example no valid reference no valid domain NAME name no column row label no macro incorrect decimal divider add in not found Internal syntax Obsolete no longer used but could come from error old documents if the result is a formula from a domain Internal overflow References such as when a cell references a cell are too encapsulated or deeply nested This is an internal error and should not be displayed in OOo version 2 0 or greater Not used Division by zero Division operator if the denominator is 0 Some more functions return this error for
112. spreadsheet select File gt Properties gt Description Recording changes tutorial For this chapter we will work with a budget proposal for a baseball team You are the sponsor of a youth baseball team The coach has submitted a budget to you for the season and you need to edit the costs and return it to her You are concerned that if you just make the changes then the coach won t see the changes you made You decide to use Calc with the record changes feature turned on so that the coach can easily see the change you have made Figure 273 shows the budget spreadsheet your coach submitted ad Default arial fio BiUj j 236 ah Fo o ge ms aoo OO Baseball Budget Proposal 2 item Description Ciuantity Cost Total Comments 3 Uniforms 25 POO 00 1 250 00 Need to update the team look 4 Baseballs 250 F400 1 000 00 Ve need to 10 per game 5 Umpire fees 25 50 00 1 250 001 Umpire per game 6 Bats 5 25 00 175 00 Wve need bats of various sizes F Snacks 25 15 00 475 00 This is the max cost per game for after game snacks a Batting helmets z p40 00 200 00 e need a minimum of 5 9 Catching Gear 1 bUL UU P300 00 Meed to protect the catcher old gear ugly 10 Spare Gloves 4 45 00 100 00 Just in case someone forgets their glove 4 730 00 Total Figure 273 Baseball budget spreadsheet Looking over the figures you see a few places where money could be saved e Post game snacks can be boug
113. that limits input to 30 arguments may in fact accept more then 30 separate numerical values This appendix attempts to clarify this situation by using the term arguments rather than any of the other phrases Appendix B Description of Functions 429 Mathematical functions Table 34 Mathematical functions Syntax ABS number ACOS number ACOSH number ACOT number ACOTH number ASIN number ASINH number ATAN number ATAN2 number x number y ATANH number CEILING number Significance mode COMBIN count 1 count 2 Description Returns the absolute value of the given number Returns the inverse cosine of the given number in radians Returns the inverse hyperbolic cosine of the given number in radians Returns the inverse cotangent of the given number in radians Returns the inverse hyperbolic cotangent of the given number in radians Returns the inverse sine of the given number in radians Returns the inverse hyperbolic sine of the given number in radians Returns the inverse tangent of the given number in radians Returns the inverse tangent of the specified x and y coordinates Number x is the value for the x coordinate Number y is the value for the y coordinate Returns the inverse hyperbolic tangent of the given number Angle is returned in radians Rounds the given number to the nearest integer or multiple of significance Significance is the value to whose multiple of ten
114. the value 100 and in cell E7 the value 200 If the Automatically find column and row labels option is selected you can write the following formula in cell A1 SUM Europe Sort Lists options In the Options dialog choose OpenOffice org Calc gt Sort Lists Sort lists are used for more than sorting for example filling a series of cells during data entry In addition to the supplied lists you can define and edit your own lists as described in Defining a fill series in Chapter 2 Entering Editing and Formatting Data Lists Entries Sun Mon Tue Wed Thu Fri Sat Sun A Sunday Monday Tuesday Wednesda Mon Jan Feb Mar Apr May Jun Jul Aug S Tue January February March April May 1 Wed Sunday Monday Tuesday Wednesda Thu Nissan Iyar Sivan Tammuz Av Elul Ti Fri Delete Copy list from Sheet1 A 1 Figure 325 Defining sorting lists in Calc Chapter 14 Setting up and Customizing Calc 407 Changes options In the Options dialog choose OpenOffice org Calc gt Changes Colors For changes Changes Deletions Insertions Moved entries Figure 326 Calc options for highlighting changes On this page you can specify options for highlighting recorded changes in spreadsheets You can assign specific colors for insertions deletions and other changes or you can let Calc assign colors based on the author of the change in the latter case one color will apply to all Changes made by that author
115. the Header or Footer tab See Figure 115 3 Select the Header on option From here you can also set the margins the spacing and height for the header or footer You can check the AutoFit height box to automatically adjust the height of the header or footer Margin Changing the size of the left or right margin adjusts how far the header or footer is from that side of the page Spacing Spacing affects how far above or below the sheet the header or footer will print So if spacing is set to 1 00 then there will be 1 inch between the header or footer and the sheet Height Height affects how big the header or footer will be 164 OpenOffice org 3 x Calc Guide Page Style Default Organizer Page Borders Background Header ooter Same content left right Left margin Right margin Spacing Height AutoFit height Figure 115 Header dialog Header or footer appearance To change the appearance of the header or footer click the More button in the dialog This opens the Border Background dialog Spacing to contents Left 0 00cm Right 0 00cm User defined 0 00cm 1 00 pt es 2 5 p Bottom 0 00cm ee ll pt mE 5 00 pt Synchronize Position mE L ee 0 18cm Figure 116 Header Footer Border Background dialog From this dialog you can set the background and border style of the header or footer See Chapter 4 Using Styles and
116. the default value if the argument is missing or an invalid value is used ADDRESS 2 5 1 returns E 2 Use an absolute row reference and a relative column reference ADDRESS 2 5 2 Blah returns Blah E 2 Use a relative row reference and an absolute column reference ADDRESS 2 5 3 returns E2 Use relative addressing ADDRESS 2 5 4 returns E2 Chapter 13 Calc as a Simple Database 383 INDIRECT converts a string to a cell or range Use INDIRECT to convert a string representation of a cell or range address to a reference to the cell or range Table 22 contains examples accessing data as shown in Table 20 Table 22 Examples using INDIRECT Example Comment INDIRECT A2 Returns cell A2 which contains Bob INDIRECT G1 If Cell G1 contains the text A2 then this returns Bob SUM INDIRECT B1 B5 Returns the sum of the range B1 B5 which is 194 INDIRECT ADDRESS 2 1 Returns the contents of cell A 2 which is Bob OFFSET returns a cell or range offset from another Use OFFSET to return a cell or range offset by a specified number of rows and columns from a given reference point The first argument specifies the reference point The second and third arguments specify the number of rows and columns to move from the reference point in other words where the new range starts The OFFSET function has the following syntax OFFSET reference rows columns OFFSET reference rows columns height OFF
117. the other elements until you find the one you want The name of the selected element appears in the Status Bar Chapter 3 Creating Charts and Graphs 85 Moving chart elements You may wish to move or resize individual elements of a chart independent of other chart elements For example you may wish to move the legend to a different place Pie charts allow moving of individual wedges of the pie in addition to the choice of exploding the entire pie 1 Double click the chart so that it is enclosed by a gray border 2 Double click any of the elements the title the legend or the chart graphic Click and drag to move the element If the element is already selected then move the pointer over the element to get the move icon small hand then click drag and move the element 3 Release the mouse button when the element is in the desired position If your graphic is 3D round red handles appear which control the three dimensional angle of the graphic You cannot resize or reposition the graphic while the round red handles are showing Note With the round red handles showing Shift Click to get the green resizing handles You can now resize and reposition your 3D chart graphic See the following tip You can resize the chart graphic using its green resizing handles Tip Shift Click then drag a corner handle to maintain the proportions However you cannot resize the title or the key Changing the chart area backgroun
118. the program will compute the checksum again and compare it with the stored checksum If both are the same the program will signal that you see the original unchanged document In addition the program can show you the public key information from the certificate You can compare this key with the public key that is published on the web site of the certificate authority Whenever someone changes something in the document this change breaks the digital signature On Windows operating systems the Windows features of validating a Signature are used On Solaris and Linux systems files that are supplied by Thunderbird Mozilla or Firefox are used For a more detailed description of how to get and manage a certificate and Signature validation see Using Digital Signatures in the OOo Help To sign a document 1 Choose File gt Digital Signatures 2 If you have not saved the document since the last change a message box appears Click Yes to save the file After saving you see the Digital Signatures dialog Click Add to add a public key to the document 4 In the Select Certificate dialog select your certificate and click OK 5 You see again the Digital Signatures dialog where you can add more certificates if you want Click OK to add the public key to the saved file 3 Ne A signed document shows an icon in the status bar You can double click the icon to view the certificate Chapter 6 Printing Exporting and
119. to be determined Returns the sheet number of a reference ora string representing a sheet name If no parameters are entered the result is the Sheet number of the spreadsheet containing the formula Reference optional is the reference to a cell an area or a sheet name string Determines the number of sheets in a reference If no parameters are entered the result is the number of sheets in the current document Reference optional is the reference to a sheet or an area Applies a style to the cell containing the formula After a set amount of time another style can be applied This function always returns the value 0 allowing it to be added to another function without changing the value Style is the name of a cell style assigned to the cell Time is an optional time range in seconds Style2 is the optional name of a cell style assigned to the cell after a certain amount of time has passed Searches vertically with reference to adjacent cells to the right If a specific value is contained in the first column of an array returns the value to the same line ofa specific array column named by index The search supports regular expressions Search criterion is the value searched for in the first column of the array Array is the reference which must include at least two columns Index is the number of the column in the array that contains the value to be returned The first column has the number 1 474 OpenOffice org 3
120. to be used Period defines the length of the period The period must be entered in the same time unit as the life Factor optional is the factor by which depreciation decreases Calculates the allowance discount of a security as a percentage Settlement is the date of purchase of the security Maturity is the date on which the security matures expires Price is the price of the security per 100 currency units of par value Redemption is the redemption value of the security per 100 currency units of par value Basis indicates how the year is to be calculated Converts a quotation that has been given as a decimal fraction into a decimal number Fractional dollar is a number given as a decimal fraction In this number the decimal value is the numerator of the fraction Fraction is a whole number that is used as the denominator of the decimal fraction Converts a quotation that has been given as a decimal number into a mixed decimal fraction The decimal of the result is the numerator of the fraction that would have Fraction as the denominator Decimal dollar is a decimal number Fraction is a whole number that is used as the denominator of the decimal fraction Calculates the number of periods required by an investment to attain the desired value Rate a constant is the interest rate to be calculated for the entire duration Entering the interest rate divided by the periods per year can calculate the interest after each per
121. to plot any unconnected columns of data is to select the first data series and then select the next series while holding down the Ctrl key Or you can type the columns in the text boxes The columns must be separated by semi colons Thus to plot B3 B11 against G3 G11 type the selection range as B3 B11 G3 G11 The two data series you are selecting must be in separate columns or rows Otherwise Calc will assume that you are adding to the same data series Click Next to deal with titles legend and grids Chapter 3 Creating Charts and Graphs 77 Adding or changing titles legend and grids Chart Wizard xj Steps Choose titles legend and grid settings Title Equipment Rentals Display legend 1 Chart Type Subtitle Summer to Autumn Left Right axis C Top t axis Bottom 2 Data Range 3 Data Series 4 Chart Elements Display grids d amp axis Y axis Figure 57 Titles legend and grids On the Chart Elements page you can give your chart a title and if desired a subtitle Use a title that draws the viewers attention to the purpose of the chart what you want them to see For example a better title for this chart might be The Performance of Motor and Other Rental Boats It may be of benefit to have labels for the x axis or the y axis This is where you give viewers an idea as to the proportion of your data For example if we put Thousands in the y axis label of our graph it changes the
122. triangle just to the right of the Name Box Figure 3 The existing cell reference will be highlighted Type the cell reference of the cell you want to go to and press Enter Cell references are case insensitive a3 or A3 for example are the Same Or just click into the Name Box backspace over the existing cell reference and type in the cell reference you want and press Enter Using the Navigator Click on the Navigator button in the Standard toolbar or press F5 to display the Navigator Type the cell reference into the top two fields labeled Column and Row and press Enter In Figure 22 on page 39 the Navigator would select cell A7 For more about using the Navigator see page 38 Moving from cell to cell In the spreadsheet one cell normally has a darker black border This black border indicates where the focus is see Figure 10 The focus indicates which cell is enabled to receive input If a group of cells is selected they have a highlight color usually gray with the focus cell having a dark border Chapter 1 Introducing Calc 23 Figure 10 left One selected cell and right a group of selected cells Using the mouse To move the focus using the mouse simply move the mouse pointer to the cell where you want the focus to be and click the left mouse button This action changes the focus to the new cell This method is most useful when the two cells are a large distance apart Using the Tab and Enter keys e Pressin
123. value fields on the right Modify the color components as required and click OK to exit the dialog The newly defined color now appears in the lower of the color preview boxes shown in Figure 312 Type a name for this color in the Name box then click the Add button A small box showing the new color is added to the Color table Hue Saturation a a coh Y oh mt oh Y Brightness Figure 313 Editing colors 392 OpenOffice org 3 x Calc Guide Another way to define or alter colors is through the Colors page of the Area dialog where you can also save and load palettes a feature that is not possible here In Calc draw a temporary draw object and use the context menu of this object to open the Area dialog If you load a palette in one component of OOo it is only active in that component the other components keep their own palettes Security options Use the OpenOffice org Security page to choose security options for Saving documents and for opening documents that contain macros Security options and warnings Adjust security related options and define warnings for hidden information in documents I Fasswords for web connections _ Fersistently save passwords protected by a master password Passwords are protected by a master password You will be asked to enter it once per session if OpenOffice org retrieves a password from the protected password list Macro security Adjust the security level for ex
124. x Calc Guide Description Sort_order optional indicates whether the first column in the array is sorted in ascending order Text functions Use Calc s text functions to search and manipulate text strings or character codes Table 44 Text functions Syntax Description ARABIC text Calculates the value of a Roman number The value range must be between 0 and 3999 Text is the text that represents a Roman number BASE number radix Converts a positive integer to a specified base minimum length then into text using the characters from the base s numbering system decimal binary hexadecimal etc Only the digits 0 9 and the letters A Z are used Number is the positive integer to be converted Radix is the base of the number system It may be any positive integer between 2 and 36 Minimum length optional is the minimum length of the character sequence that has been created If the text is shorter than the indicated minimum length zeros are added to the left of the string CHAR number Converts a number into a character according to the current code table The number can be a two digit or three digit integer number Number is a number between 1 and 255 representing the code value for the character CLEAN text Removes all non printing characters from the string Text refers to the text from which to remove all non printable characters CODE text Returns a numeric code for the first character in a text
125. you can do that in the current cell To edit inside the Input line area click in the area then type your changes To edit within the current cell just double click the cell Individual cells The main section of the screen displays the cells in the form of a grid with each cell being at the intersection of a column and a row At the top of the columns and at the left end of the rows are a series of gray boxes containing letters and numbers These are the column and row headers The columns start at A and go on to the right and the rows start at 1 and go down These column and row headers form the cell references that appear in the Name Box on the Formula Bar see Figure 3 You can turn these headers off by selecting View gt Column amp Row Headers Sheet tabs At the bottom of the grid of cells are the sheet tabs These tabs enable access to each individual sheet with the visible active sheet having a white tab Clicking on another sheet tab displays that sheet and its tab turns white You can also select multiple sheet tabs at once by holding down the Control key while you click the names Status bar The Calc status bar provides information about the spreadsheet and convenient ways to quickly change some of its features Sheet 1 3 Default INSRT STD Sheet Page Insert Selection Unsaved number style mode mode changes Figure 4 Left end of Calc status bar 14 OpenOffice org 3 x Calc Guide Sum 0 _
126. you create a new document For example an invoice template might contain your company s name address and logo You can also save menu and toolbar customizations in templates see Chapter 14 Setting up and Customizing Calc for more information Editing a template You can edit a template s styles and content and then if you wish you can reapply the template s styles to documents that were created from that template Note that you can only reapply styles You cannot reapply content To edit a template 1 From the main menu choose File gt Templates gt Organize The Template Management dialog opens Chapter 4 Using Styles and Templates in Calc 121 Template Management CG My Templates 7 Presentation Backgrounds C Presentations 4ddress Book Figure 93 Template management dialog 2 In the box on the left double click the folder that contains the template that you want to edit A list of all the templates contained in that folder appears underneath the folder name 3 Select the template that you want to edit 4 Click the Commands button and choose Edit from the drop down menu 5 Edit the template just as you would any other document To save your changes choose File gt Save from the main menu Updating a spreadsheet from a changed template The next time you open a spreadsheet that was created from the changed template the following message appears The ternplate OOo03 chapter t
127. 0 FALSE Returns the minute as an integer for the given time value Number is a time value Returns the month as an integer for the given date value Number is a time value Calculates the difference in months between two date values Date_1 is the start earlier date Date_2 is the end date Type is one of two possible values O interval or 1 in calendar months If Date_2 is an earlier date than Date_1 the result is a negative number Returns the number of workdays between start_date and end_date Holidays can be deducted Start_date is the date from which the calculation is carried out End date is the date up to which the calculation is carried out If the start or end date is a workday the day is included in the calculation Holidays optional is a list of holidays Enter a cell range in which the holidays are listed individually 460 OpenOffice org 3 x Calc Guide NOW SECOND number TIME hour minute second TIMEVALUE text TODAY WEEKDAY number type WEEKNUM number mode WEEKNUM ADD date return type WEEKS start date end date type Description Returns the computer system date and time The value is updated when your document recalculates NOW is a function without arguments Returns the second as an integer for the given time value Number is a time value Returns the current time value from values for hours minutes and seconds This function can be u
128. 0 3 10000 1000 2000 4 2000 1500 2000 5 6000 2000 6000 6 2500 10000 7 3000 14000 8 3500 18000 a 4000 22000 10 4500 26000 11 sagof 20000 Figure 229 Sheet showing results of multiple operations calculations Calculating with several formulas simultaneously 1 2 3 4 5 6 In the sheet from the previous example delete the contents of column E Enter the following formula in C5 B5 B4 You are now calculating the annual profit per item sold Select the range D2 F11 thus three columns Choose Data gt Multiple Operations With the cursor in the Formulas field of the Multiple operations dialog select cells B5 and Co Set the cursor in the Column input cell field and click cell B4 Figure 230 shows the worksheet and the Multiple operations dialog Chapter 9 Data Analysis 285 D o A oe ww M l Figure 230 Sheet and dialog showing input Multiple operations Default settings 10 OOOO 2000 BULL Formulas Row input cell Column input cell PES ECES EH S00 1000 ele 2000 2500 S000 35900 4000 4500 SOOO 7 Click OK Now the profits are listed in column E and the annual D2iF1l D Mm oF em fF PB jk 11 iz profit per item in column F AE MULTIFLE OFERATIONS C S BH D11 10 2 TOO00 2000 Bogg SUL 1000 1500 2000 2500 S000 S500 4000 4500 SOOO E BUDU 2 000 2000 B D TOO00 14000 18000 22000 26000 2 Po
129. 0 Create a named range that references Sheet1 B 3 D 6 Sub AddNamedRange Dim oRange The created range Dim oRanges ALL named ranges Dim sName Name of the named range to create Dim oCell Cell object Dim s sName MyNRange oRanges ThisComponent NamedRanges 360 OpenOffice org 3 x Calc Guide If NOT oRanges hasByName sName Then REM I can obtain the cell address by obtaining the cell REM and then extracting the address from the cell Dim oCellAddress As new com sun star table CellAddress oCellAddress Sheet 0 The first sheet oCellAddress Column 1 Column B oCellAddress Row 2 Row 3 REM The first argument is the range name REM The second argument is formula or expression to REM use The second argument is usually a string that REM defines a range REM The third argument specifies the base address for REM relative cell references REM The fourth argument is a set of flags that define REM how the range is used but most ranges use 0 REM The fourth argument uses values from the REM NamedRangeFlag constants see Table 13 s Sheet1 B 3 D 6 oRanges addNewByName sName s oCellAddress 0 End If REM Get a range using the created named range oRange ThisComponent NamedRanges getByName sName REM Print the string contained in cell Sheet1 B 3 oCell oRange getReferredCells getCellLByPosition 0 0 Print oCell getString End Sub The method addNewByname accepts four
130. 0 Expanded Find amp Replace dialog Finding and replacing formulas or values You can use the Find amp Replace dialog to search in formulas or in the displayed values that result from a calculation 1 To open the Find amp Replace dialog use the keyboard shortcut Control F or select Edit gt Find amp Replace 2 Click More Options to expand the dialog 68 OpenOffice org 3 x Calc Guide 3 Select Formulas or Values in the Search in drop down list e Formulas finds parts of the formulas e Values finds the results of the calculations 4 Type the text you want to find in the Search for box 5 To replace the text with different text type the new text in the Replace with box 6 When you have set up your search click Find To replace text click Replace instead Finding and replacing text 1 Open the Find amp Replace dialog click More Options to expand the dialog and select Values or Notes in the Search in drop down list 2 Type the text you want to find in the Search for box 3 To replace the text with different text type the new text in the Replace with box 4 Click Find Find All Replace or Replace All When you click Find Calc selects the next cell that contains your text You can edit the text then click Find again to advance to the next found cell If you closed the dialog you can press Ctrl Shift F to find the next cell without opening the dialog When you click Find All Calc selects all
131. 0 10 00 ifaj frf 2008 4 January February Marg 4 Figure 161 One month of timekeeping for one employee Timekeeping for Erika Mustermann 2008 January 1953 25 February 165 50 March 172 25 April 162 00 Wiay 168 50 June 0 00 July 0 00 August september October Movember December Total 051 50 Figure 162 Yearly sums for one employee 228 OpenOffice org 3 x Calc Guide Solution To use the DataPilot for this task collect all the data into one single table This can be done either manually or by importing a file from an electronic timekeeping machine In very simple cases each employee takes care of their own working hours If you need calculations that cover several employees departments or the whole company just copy everything into one huge table Figure 163 6 00 00 10 00 Pis Pis 6 00 6 00 0 25 00 6 00 0 75 5 50 475 4 50 4 25 P25 3 50 CC a Eate name arrives leaves 01 01 2008 Brigitte 10 15 16 15 01 01 2008 Fritz 11 00 18 45 01 01 2008 Hans 8 15 19 00 01 01 2008 Kurt 11 15 14 00 6 01 01 2008 Ute 11 00 13 45 01 02 2008 Brigitte 12 00 18 45 oa 01022008 Fritz 7 45 15 45 9 01 02 2008 Hans 8 30 17 30 01 02 2008 Kurt 10 45 18 30 a1 01 02 2008 Ute 9 15 16 00 01 03 2008 Brigitte 9 00 18 30 01 03 2008 Fritz 3 00 14 30 01403 2008 Hans 7 30 18 00 01 03 2008 Kurt 7 30 17 45 16 01 03 2008 Ute 8 30 18 30 01 06 2008 Brigitte 9 30 17 30 18 01 06 2008
132. 00 then the fact you only need 66 is irrelevant to you you need to round up for ordering By learning the options for rounding up or down you can make your spreadsheets more immediately useful When you use a rounding function you have two choices about how to set up your formulas If you choose you can nest a calculation within one of the rounding functions For instance the formula ROUND SUM A1 A2 adds the figures in cells Al and A2 then rounds them off to the nearest whole number However even though you don t need to work with exact figures every day you may still want to refer to them occasionally If that is the case then you are probably better off separating the two functions placing SUM A1 A2 in cell A3 and ROUND A3 in A4 and clearly labelling each function Rounding methods The most basic function for rounding numbers in Calc is ROUND This function will round off a number according to the usual rules of Chapter 7 Using Formulas and Functions 213 symmetric arithmetic rounding a decimal place of 4 or less gets rounded down while one of 5 or more gets rounded up However at times you may not want to follow these rules For instance if you are one of those contractors who bills a full hour for any fraction of an hour you work you would want to always round up so you didn t lose any money Conversely you might choose to round down to give a Slight discount to a long established customer In these cas
133. 148 OpenOffice org 3 x Calc Guide Arranging graphics Graphics in a Calc document are maintained in a similar manner to a deck of cards As you add more images to the document each image occupies a new layer at the top of the stack To arrange graphics you tell Calc to change the order of layers in the stack Figure 104 Layering effect Calc provides four basic options to re arrange the order of images These options can be accessed from both the Picture toolbar and the picture context menu Bring to Front Places the image on top of any other graphics or text Bring Forward Brings the image one level up in the stack z axis Depending on the number of overlapping objects you may need to apply this option several times to obtain the desired result Send Backward The opposite of Bring Forward sends the selected image one level down in the object stack Send to Back Sends the selected graphic to the bottom of the stack so that other graphics and text cover it Chapter 5 Using Graphics in Calc 149 To Background and To Foreground An image or a drawing object can be sent to the background as well This is not the same as Bring Forward and Send Backward which set the order of a number of overlapping graphics This feature pushes a graphic behind the cells allowing cells to be edited without affecting the graphic A graphic in the background will have To Foreground as a menu item instead of To Background Anchoring g
134. 172 EPS images 169 export documents to 167 form 169 image compression and resolution 168 initial view selection 169 pages to export 167 password protect 172 security settings 172 tagged 169 user interface settings 169 PDF Options dialog 167 PDF A 1 169 perspective of chart 88 picture context menu 142 Picture toolbar 136 pictures linking 132 resizing 141 transparency 139 pie charts 96 Position and Size dialog for chart 94 Position and Size of graphics 143 precision 406 prepare document for review 326 Print dialog 155 print file directly 155 print options 391 printer metrics 402 printing choosing what to print 155 printer selection 155 protect a document 326 R range database 364 named 359 range operators 186 record changes 326 reference operators 186 references in color 404 referencing other spreadsheets 301 Sheets 299 regular expressions 69 enable in formulas 406 in functions 215 Index 495 relative reference 189 relief options 56 remove personal information on saving 394 removing data from a cell 51 renaming Sheets 33 replacing cell data 52 resolution options 409 rofessional Template Pack 421 rotating images 142 rotation chart 88 rounding methods 213 rounding off numbers 213 rows deleting 31 freezing 34 hiding and showing 63 inserting 30 selecting 29 S Save original Basic code 398 saving AutoRecovery info 20 Saving spreadsheets as CSV file 22 as HTML 23 methods 19 to Microsoft
135. 2 1 93 INDEX B2 G2 B5 G5 1 2 2 65 Database specific functions Although every Calc function can be used for database manipulation the functions in Table 28 are specifically designed for use as a database The descriptions in Table 28 use the following terms interchangeably row and record cell and field and database and all rOWS Table 28 Database functions in a Calc document Function DAVERAGE DCOUNT DCOUNTA DGET DMAX DMIN DPRODUCT DSTDEV DSTDEVP DSUM Description Return the average of all fields that matches the search criteria Count the number of records containing numeric data that match the search criteria Count the number of records containing text data that match the search criteria Return the contents of a field that matches the search criteria Return the maximum content of a field that matches the search criteria Return the minimum content of a field that matches the search criteria Return the product of the fields that matches the search criteria Calculate the standard deviation using the fields that match the search criteria The fields are treated as a sample Calculate the standard deviation using the fields that match the search criteria The fields are treated as the entire population Return the sum of all fields that matches the search criteria Chapter 13 Calc as a Simple Database 387 Function Description DVAR Calculate the variance usin
136. 2 create document from template 119 creating new spreadsheets 16 cropping 140 CSV files 18 22 custom sort order 67 customizing Enter key 26 keyboard shortcuts 416 menus 410 toolbars 414 D dashes entering 44 data analysis consolidating data 272 DataPilot 219 Goal Seek 288 introduction 272 Multiple Operations tool 281 scenarios 277 Solver 290 subtotals 275 data entry keyboard 42 Speeding up 45 data labels on charts 80 92 data ranges 76 data series 77 data source data to text 315 editing 314 editing using Base 315 linking 312 registering 312 using in OOo documents 315 viewing 314 data to text 315 database functions 466 database range 364 DataPilot cell formatting 262 change layout 253 data fields 248 data source 243 Index 491 dialog 244 examples of use 219 filter 260 GETPIVOTDATA 267 group date or time values 255 group rows or columns 253 group scalar values 254 group without intervals 256 multiple data fields 262 page fields 253 preconditions 241 refresh 261 row or column fields 250 Shortcuts 266 sort results 257 Starting 242 DataPilot Tools 421 date conversion automatic 45 date functions 458 dates and times entering 43 DDE link description 320 in Calc 320 in Writer 321 default template 124 deleting columns and rows 31 Sheets 33 Detective 208 digital rights management DRM 172 digital signature 175 digital signature status bar indicator 15 documents comparing 337 merging 335
137. 247 Checking Account ipti Amount Balance Opening Balance 5 00 75 00 Total Balance Pay 425 00 500 00 Groceries 75 00 p425 00 Cable Bill 44 95 380 05 Figure 247 Cell reference selected 4 Click the green checkmark in the input line to finish 5 The Summary sheet should now look like Figure 248 fra A Checking Account F3 5 Credit Card 1 6 Credit Card 2 7 Car Loan Figure 248 Finished checking account reference 300 OpenOffice org 3 x Calc Guide Creating the reference with the keyboard From Figure 248 you can deduce how the cell reference is constructed The reference has two parts the sheet name Checking Account and the cell reference F3 Notice that they are separated by a period Note The sheet name is in single quotes because it contains a space and the mandatory period always falls outside any quotes So you can fill in the Savings Account cell reference by just typing it in Assuming that the balance is in the same cell F3 in the Savings Account sheet the cell reference should be Savings Account F3 see Figure 249 B4 a fog T Savings Account F3 Summary Checking Account J Savings Account Sheet 1 6 Default Figure 249 Savings account reference Referencing other documents John decides to keep his family account information in a different spreadsheet file from his own summary Fortunately Calc can link different files together The process is the same as de
138. 25 5 00 31 75 75 p14508 4 75 Ae 400 9 25 YOU 32 05 16 01 16 09 10 25 4 50 5 00 gra 5 50 34 00 ar 014708 4 75 YOU oo 5 50 6 50 32 90 qe D12008 oo 5 75 10 75 p 25 oo 40 25 a9 01 2108 10 00 6 00 9 25 6 75 3 25 35 29 20 1 2208 5 50 a 00 9 75 1 50 7 OU 34 75 ay 012308 5 50 6 00 5 50 5 25 3 50 26 75 22 pt 24i08 P25 3 00 5 50 f aL 4 00 27 25 TT A r rem T am Cr oe A Fr Figure 165 The evaluation done within seconds with DataPilot 230 OpenOffice org 3 x Calc Guide The result is much more powerful than is possible with the classic formula based calculation For example you can summarize the daily results to a monthly result very easily 1 To group together the rows select the cell A5 or any other cell that contains a date 2 Choose Data gt Group and Outline gt Group and click OK The result is now grouped into months a Ea ee a a _ Filter 4 Idate O Brigitte Fritz Hans kurt Ute Total Result T33 00 619 50 f06 25 676 00 638 00 615 50 11 Total Result 800 00 3988 25 l2 Figure 166 Monthly sums If you need a result with a percentage start the DataPilot from this page 1 Select the cell A3 or any other single cell that contains a result of the DataPilot 2 Choose Data gt DataPilot gt Start 3 Double click on Sum hours to open the Data Field dialog Figure 167 4 Click on More to see more options 5 Switch Displayed value gt Type to of column 6 Click OK twice
139. 3 4 1 Dicollecte oe The second template pack by Sun Microsystems provides more than 120 professionally designed document spreadsheet presentation and database templates For professional and stunning looking documents and presentations eh Professional Template Pack II English 1 0 Sun Microsystems ey Spanish spelling dictionary 2008 07 01 Temonlate Chanoer 175 Get more extensions online Figure 95 Newly added package of templates Setting a default template If you create a document by choosing File gt New gt Text Document or Spreadsheet Presentation or Drawing from the main menu OOo creates the document from the Default template for that type of document You can however set a custom template to be the default You can reset the default later if you choose Setting a custom template as the default You can set any template to be the default as long as it is in one of the folders displayed in the Template Management dialog 124 OpenOffice org 3 x Calc Guide To set a custom template as the default 1 From the main menu choose File gt Templates gt Organize The Template Management dialog opens 2 In the box on the left select the folder containing the template that you want to set as the default then select the template 3 Click the Commands button and choose Set As Default Template from the drop down menu The next time that you create a document by choosing File gt New the docume
140. 351 arguments in functions 352 as Calc functions 345 introduction 341 organizing 345 recording 341 sorting data 354 main window description 11 manual line breaks 54 margins 114 mathematical functions 430 mean value lines 83 menu bar 11 menu font customizing 410 menus adding commands 413 creating 412 customizing 410 modifying 412 modifying entries 414 merging documents 335 Microsoft Excel 21 494 OpenOffice org 3 x Calc Guide Microsoft Office file conversion 398 moving chart elements 86 moving from sheet to sheet 26 Multiple Operations tool 281 multiple sheets introduction 295 setting up 295 N named range 359 navigating within spreadsheets cell reference 23 focus 23 keyboard 24 methods 23 Navigator 23 38 scenarios 280 nested functions 198 net charts 101 nonlinear programming solver 293 numbers as text entering 42 numbers entering 42 O Object Linking and Embedding OLE 316 ODF plugin Sun 20 OLE object linked 319 non linked 319 other Windows 318 OpenDocument Format 397 Opening spreadsheets 17 order of calculation 192 outline group controls 63 overlining 56 OXT extension 123 P page breaks visible 403 page style on status bar 15 page styles applying 111 background 115 borders 115 description 107 108 options 113 sheet settings 115 paper format 114 password protection 20 password protect PDF 172 PDF blank page export 169 digital rights management DRM 172 encrypt
141. 4040 253 19262831 61 HFA AZ HFAHOLD FF 0 180 Apr34010 3 26 less idee 62 OANA OANTAS FPO 1850 Apr 34040 2 21 0 63 Bees IBOART FPO 0 135 Apr 34005 3 83 64 OSTAA ONESTERL FR 2 690 Apr3 480 16 45 Sheet1 IB Sheet 1 1 Default STO Figure 258 Using the Navigator to find a data range name Ag a A ts Last Trade Change TSAA TELSTRA FPR 3070 Apr 3412090 285 0 OZLAX O4MINER FP 0580 pr 31005 0 87 0 H NR TE N 0S Ane TANAN T MA Dni olume Be Ee ce gl sia AT IT ARAL Figure 259 Using the Name box to find a data range name Chapter 10 Linking Calc Data 311 Linking to registered data sources You can access a variety of databases and other data sources and link them into Calc documents First you need to register the data source with OpenOffice org To register means to tell OOo what type of data source it is and where the file is located The way to do this depends on whether or not the data source is a database in odb format To register a data source that is in odb format 1 Choose Tools gt Options gt OpenOffice org Base gt Databases 2 Click the New button below the list of registered databases to open the Create Database Link dialog Figure 260 ee Hese databases Language Settings Database fie OpenOffice org Calc Bibliography e nikita openoffi OpenOffice org Base soar eon ENE EET EN rey er ESE EOS odb Connections New Database home nikita Documents Ne
142. 5 00 bo r 3 00 p61 220 00 76 434 00 boy 44 OU eh 043 OU Figure 215 Pacman ee 264 OpenOffice org 3 x Calc Guide Lata um sales Count date Sum sales Count date Sum sales Count date Apr sum sales Count date May sum sales Count date Sum sales Count date otal Sum sales otal Count date ate co m1 a i eb UF a Figure 216 Disabled column sums A frequent use case for multiple data fields is the aggregation of one 40376 amy 2A k 2A 2A a 2A m al al om my H E oS ol ajl co DOl wl S Bal w te El Fo ol al H OUm e A E eel ee t oje olu ole oju oju o ale OD On oe oo oo 5 1 a value according to different aggregate functions at the same time You can create a DataPilot that shows you the monthly sales values and Shows you additionally the smallest and the largest amounts Po ata um sales Min sales Max sales F 365 00 be 7400 p61 220 00 b 6 434 00 por 324 00 pog 043 00 408 765 00 Figure 217 Multiple analyses for the same data field Unfortunately Calc does not allow you to use the same data field multiple times For such multiple analyses you have to duplicate the 155 00 204 00 poba 00 495 00 112 00 454 00 112 00 respective column in the source This column is then available within the DataPilot it just happens to have identical values Chapter 8 Using the DataPilot 265
143. 53000 g 400G 14000 23000 42000 62000 10 4500 17000 26000 48500 71000 11 5000 20000 30000 55000 Ta Figure 233 Results of multiple operations calculations Working backwards using Goal Seek Usually you create a formula to calculate a result based upon existing values By contrast using Tools gt Goal Seek you can discover what values will produce the result that you want To take a simple example imagine that the Chief Financial Officer of a company is developing sales projections for each quarter of the forthcoming year She knows what the company s total income must be for the year to satisfy stockholders She also has a good idea of the company s income in the first three quarters because of the contracts 288 OpenOffice org 3 x Calc Guide that are already signed For the fourth quarter however no definite income is available So how much must the company earn in Q4 to reach its goal The CFO can enter the projected earnings for each of the other three quarters along with a formula that totals all four quarters Then she runs a goal seek on the empty cell for Q4 sales and receives her answer Other uses of goal seek may be more complicated but the method remains the same Only one argument can be altered in a single goal seek Goal Seek example To calculate annual interest I create a table with the values for the capital C number of years n and interest rate i The formula is I C n 1 Let us assume
144. 9 complex numbers The complex numbers are entered in the form x yi or x yj Returns the real coefficient of a complex number The complex number is entered in the form x yi or x yj Returns the sine of a complex_number The complex number is entered in the form x yi or ly yj Returns the square root of a complex number The complex numbers are entered in the form x yi or X yj Returns the subtraction of two complex numbers The complex numbers are entered in the form x yi or x yj Returns the sum of up to 29 complex numbers The complex numbers are 482 OpenOffice org 3 x Calc Guide Description entered in the form x yi or x yj OCT2BIN number places Returns the binary number for the octal number entered Number is the octal number Places is the number of places to be output OCT2DEC number Returns the decimal number for the octal number entered Number is the octal number OCT2HEX number places Returns the hexadecimal number for the octal number entered Number is the octal number Places is the number of places to be output Appendix B Description of Functions 483 OpenOf ficeorg3 Appendix C Calc Error Codes Introduction to Calc error codes Calc provides feedback for errors of miscalculation incorrect use of functions invalid cell references and values and other user initiated mistakes The feedback may be displayed within the cell that contai
145. B 4 2 Cells Arial pe Z Z Al E4 Columns Sheet Sheet From File Link to External Data Special Character Formatting Mark Hyperlink Function Ctrl F2 gt N E Define Ctrlt F3 Comment Insert Picture Create ae _ Movie and Sound Labels Object Chart Floating Frame BT in Une ee eed Lae Come eee el eee PP Figure 127 Defining a name for a range of cells fa Ei L E F 5 1 2 June 23 2007 June 23 2007 z 4 k Mame 5 OK E wizardDay Cancel it Help 10 p E 13 Delete 14 15 Assigned to 16 Sheet1 4D 2 raj More F 1 Figure 128 Naming a cell or range of cells for inclusion in a formula Chapter 7 Using Formulas and Functions 185 2 June 2300 2007 June 23 2007 4 The gene Will happen on 6 FAA amp WizardDay 23 400 June 23 2007 show will happen orn The Big Show will happen on June 23 2007 Figure 129 Defining Names on a worksheet Reference operators In its simplest form a reference refers to a single cell but references can also refer to a rectangle or cuboid range or a reference in a list of references To build such references you need reference operators An individual cell is identified by the column identifier letter located along the top of the columns and a row identifier number found along the left hand side of the spreadsheet On spreadsheets read from left to right the upper lef
146. B7 Robert Brown O4f6S0 72009 14 Cell Be changed from Changed content Sheet B10 Robert Grown O4f6S50 2009 14 Cell B10 changed frorr Changed content Sheet Eg Mia Brown O4f6S0 2009 20 fClellB4 changed frorm Changed content Sheetl ca Mia Brower O4f 50 72009 20 We can get this second EN ACCept Reject Accept All Reject All Figure 282 Accept or Reject for merged documents Baseball Budget Proposal tem Description Cluantit Lost Total Comments Uniforms 2 50 00 500 00 Need to update the tearm look Baseballs 550 00 ve need to 10 per game Umpire fees 25 50 00 1 250 001 Umpire per game Bats 5 35 00 175 00 e need bats of various sizes onacks Oooo 15 00 0 00 This is the max cost per game for after game snacks Batting helmets 5 40 00 P200 00 We need a minimum of i Catching Gear 175 00 Meed to protect the catcher old gear ugly spare Gloves 45 00 P20 00 Just in case someone forgets their glove 2 940 00 Total Figure 283 Merged documents with different author colors 336 OpenOffice org 3 x Calc Guide Comparing documents Sometimes when sharing documents reviewers may forget to record the changes they make This is not a problem with Calc because Calc can find the changes by comparing documents In order to compare documents you need to have the original document and the one that is edited To compare them 1 Open the edited document that you want to compare
147. C Description be determined with CHIDIST in which case the chi square of the random sample must then be passed as a parameter instead of the data row Data_B is the array of the observations Data_E is the range of the expected values Returns the 1 alpha confidence interval for a normal distribution Alpha is the level of the confidence interval STDEV is the standard deviation for the total population Size is the size of the total population Returns the correlation coefficient between two data sets Data_1 is the first data set Data_2 is the second data set Counts how many numbers are in the list of arguments Text entries are ignored Value_1 value_2 value_30 are values or ranges which are to be counted Counts how many values are in the list of arguments Text entries are also counted even when they contain an empty string of length 0 If an argument is an array or reference empty cells within the array or reference are ignored value_1 value 2 value_30 are up to 30 arguments representing the values to be counted Returns the covariance of the product of paired deviations Data_1 is the first data set Data_2 is the second data set Returns the smallest value for which the cumulative binomial distribution is less than or equal to a criterion value Trials is the total number of trials SP is the probability of success for one trial Alpha is the threshold probability to be reached or exceeded Ret
148. Calc Guide a category region employee 4 1 08 b495 00 sailing north Kurt Aff DG b1 303 00 sailing south Kurt maag q4 655 00 tennis east Hans 4 2000 P2 993 00 sailing past Fritz A200 3 577 00 golfing south Ute 127 06 p2 095 OU sailing north Brigitte 4 16 00 b4 31 00 sailing past Ute 4 75 08 4 50 00 tennis south Kurt 4 2006 p3 bb4 OU golfing south Kurt bi 06 P69 00 tennis west Brigitte AANDE P293 00 sailing east Kurt 4 6 06 ho US O0 tennis north Kurt B1906 b1 4 OU golfing west Hans Sw 714 06 449 00 tennis west Ute SAAS 7 795 00 golfing south Kurt 220 00 610 00 sailing west Ute afin Tiia 1 625 00 tennis east Fritz g1 ADE bi 00r UU sailing south Brigitte 1 5008 he 450 00 tennis west Hans S o b4 bo OU golfing south Ute 75 06 b1 05 00 golfing east Hans IAr U0 boy UU sailing south Hans 120 06 155 00 sailing west Brigitte Priati ila be 657 00 golfing south Hans AAE P3 145 00 tennis west Brigitte 24a he 433 00 tennis south Kurt AAG b1 210 00 tennis west Brigitte TADE 410 00 tennis north Kurt Aff bs 445 00 golfing north Fritz 1 6 08 3 021 00 tennis south Fritz Figure 150 Basic data in Calc You can create the sales volume overview by following these instructions 1 2 3 4 5 Select the cell A1 or any other single cell within the list Select Data gt DataPilot gt Start On the Select Source dialog select Current selection and click OK The DataPilot dialog Figure 151
149. Control key and double click on the upper part of the Gallery next to the View icons Double click in the same area while holding down the Control key to dock it again restore it to its position over the workspace When the Gallery is docked to hide it and view the full Calc workspace click the Hide Show button in the middle of the thin bar separating the Gallery from the workspace Al p A B To close the Gallery choose Tools gt Gallery to uncheck the Gallery entry or click on the Gallery icon again Chapter 5 Using Graphics in Calc 135 Modifying images When you insert a new image you may need to modify it to suit the document This section describes the use of the Picture toolbar resizing cropping and a workaround for rotating a picture Changes made in Calc do not affect the original picture whether it is embedded or linked Calc provides many tools for working with images These tools are Sufficient for most people s everyday requirements However for professional results it is generally better to use an image manipulation program such as GIMP to modify images for example to crop resize rotate and change color values and then insert the result into Calc GIMP is an open source graphics program that can be downloaded from http www gimp org downloads Using the Picture toolbar When you insert an image or select one already present in the document the Picture toolbar appears You can set it to alw
150. DataPilot always uses the complete list that was selected when it was started To do this click Filter on the top left side above the results En ee ee ee ae 1 Filter 3 Sum sales employee l O 4 jregion Brigitte Fritz Hans Kurt Ute Total Result 5 12 929 00 39 557 00 18 445 00 18 599 00 17 191 00 100 421 00 6 hoth 17 950 00 15 256 00 11 418 00 16 198 00 14 920 00 75 742 00 7 south 9 563 00 43 737 00 17 317 00 33 710 00 og west 26 742 00 13 103 00 15 288 00 8 326 00 s Total Result 69 104 00 105 453 00 _ 62 468 00 _ 76 835 00 94 905 00 4408 Figure 209 Filter field in the upper left area of the DataPilot In the Filter dialog you can define of up to 3 filter options that are used in the same way as Calc s default filter Filter Filter criteria Operator Field name Condition Value hore Figure 210 Dialog for defining the filter x o cne More Even if they are not called a filter page fields are a practical way Note to filter the results The advantage is that the filtering criteria used are clearly visible Updating refreshing changed values After you have created the DataPilot changes in the source data do not cause an automatic update in the resulting table You have to always update refresh the DataPilot manually Changes in the source data could appear in two ways 1 The content of existing data sets has been changed For exampl
151. E 06042009 12 35 2 i calcS best4 ods OpenDocument Spreadshee 16 8 KE 06 04 2009 12 38 31 calc3 test5 ods OpenDocument Spreadshee 5859 Bytes 03 05 2009 16 55 15 calc3 test ads OpenDocument Spreadshee 7424 Bytes 03 05 2009 22 56 1 File name calc3 test Saye File type Cancel ODF Spreadsheet ods ODF Spreadsheet Template ots Help OpenOffice org 1 0 Spreadsheet sxc Save with passwo OpenOrrice org 1 0 Spreadsheet Template f stc Data Interchange Format dif dBASE dbf Microsoft Excel 97120004P i xls Microsoft Excel 972000 P Template xlt Microsoft Excel 95 xls Microsoft Excel 95 Template xlt Figure 8 Saving a spreadsheet in Microsoft Excel format From this point on all changes you make to the spreadsheet Caution will occur only in the Microsoft Excel document You have actually changed the name of your document If you want to go A back to working with the ods version of your spreadsheet you must open it again Chapter 1 Introducing Calc 21 To have Calc save documents by default in a Microsoft Excel file format go to Tools gt Options gt Load Save gt General Tip In the section named Default file format and ODF settings under Document type select Spreadsheet then under Always save as select your preferred file format Saving as a CSV file To save a spreadsheet as a comma separate value CSV file 1 Choose File gt Save As 2 In the File name box type
152. Excel format 20 scatter charts 99 scenarios 277 security 20 selecting cells 27 columns and rows 29 Sheets 29 selection list 48 selection mode indicator 15 send document as e mail 174 Shared extension 420 Shared spreadsheet introduction 323 opening 324 Saving 325 setting up 323 Sheet tabs 14 sheets deleting 33 description 10 hiding and showing 63 identifying 295 inserting 32 296 inserting from other spreadsheets 297 navigating 26 referencing 299 renaming 33 298 searching all 67 selecting 29 sequence number 15 Sharing content 48 Shrinking text 54 size optimization 397 Snap grid 408 Solver 290 Solver for Nonlinear Programming 293 421 sort lists options 407 sorting 3605 sorting using macros 354 sorting records case sensitive 66 sort options 66 sorting data 65 special characters entering 43 splitting the screen 36 Spreadsheet create from template 119 update from changed template 122 spreadsheet functions 470 Spreadsheets comparing 337 creating new 16 description 10 documentation internal 179 embedding 316 identifying copies 327 merging 335 opening 17 opening shared spreadsheet 324 saving 19 Saving as CSV 22 Saving as Microsoft Excel 20 Saving shared 325 setting up sharing 323 Sharing 323 Statistical analysis functions 449 status bar 14 stock charts 102 496 OpenOffice org 3 x Calc Guide Strikethrough 56 Style dialog 116 style organizer 111 styles accessing 108 assign to shortcut keys 111
153. FromTemplate True End Sub FixDocV3 4 Click the Run BASIC icon then close the Basic window 5 Save the document Next time when you open this document you will have the update from template feature back Adding templates using the Extension Manager The Extension Manager provides an easy way to install collections of templates graphics macros or other add ins that have been packaged into files with a OXT extension See Chapter 14 Setting Up and Customizing Calc for more about the Extension Manager This Web page lists many of the available extensions http extensions services openoffice org To install an extension follow these steps 1 Download an extension package and save it anywhere on your computer Chapter 4 Using Styles and Templates in Calc 1235 2 In OOo choose Tools gt Extension Manager from the menu bar In the Extension Manager dialog click Add 3 A file browser window opens Find and select the package of templates you want to install and click Open The package begins installing You may be asked to accept a license agreement 4 When the package installation is complete the templates are available for use through File gt New gt Templates and Documents and the extension is listed in the Extension Manager E Extension Manager Joa English spelling and hyphenation dictionaries and thesaurus 2009 05 08 oe amp French Classic and Reform 1990 spelling thesaurus and hyphen
154. HyperText Markup Language DDE link Unformatted text Formatted text RTF Figure 269 Paste Special dialog in Writer with DDE link selected Chapter 10 Linking Calc Data 321 OpenOf ficeorg3 Chapter 1 1 Sharing and Reviewing Documents Introduction This chapter covers methods for editing shared documents sharing collaboration recording changes adding comments reviewing changes merging and comparing documents and saving and using document versions Basic editing techniques are discussed in Chapter 2 Entering Editing and Formatting Data Sharing documents collaboration In OpenOffice org Writer Impress and Draw only one user at a time can open any document for editing In Calc many users can open the Same spreadsheet for writing at the same time Each user who wants to collaborate should be sure to enter a name on the Tools gt Options gt OpenOffice org gt User Data page Some menu commands are not available grayed out when change tracking or document sharing is activated Setting up a spreadsheet for sharing At any time you can set up a spreadsheet for sharing with others With the spreadsheet document open choose Tools gt Share Document to activate the collaboration features for this document A dialog opens where you can enable or disable sharing Fa Share Document Mote Changes to Formatting attributes like Fonts colors and number Formats will not be saved and some functi
155. Left click in the cell The result will look like the left side of Figure 10 You can verify your selection by looking in the Name Box Range of contiguous cells A range of cells can be selected using the keyboard or the mouse To select a range of cells by dragging the mouse 1 Click in a cell 2 Press and hold down the left mouse button 3 Move the mouse around the screen 4 Once the desired block of cells is highlighted release the left mouse button To select a range of cells without dragging the mouse 1 Click in the cell which is to be one corner of the range of cells 2 Move the mouse to the opposite corner of the range of cells Chapter 1 Introducing Calc 27 3 Hold down the Shift key and click You can also select a contiguous range of cells by first clicking Tip in the STD field on the status bar and changing it to EXT before clicking in the opposite corner of the range of cells in step 3 above If you use this method be sure to change EXT back to STD or you may find yourself extending the selection unintentionally To select a range of cells without using the mouse 1 Select the cell that will be one of the corners in the range of cells 2 While holding down the Shift key use the cursor arrows to select the rest of the range The result of any of these methods looks like the right side of Figure 10 Tip You can also directly select a range of cells using the Name Box Click into the Name Box as desc
156. Multiple Operations tool does not present the alternate versions in the same cells or with a drop down list Instead the Multiple Operations tool creates a formula array a separate set of cells showing the results of applying the formula to a list of alternative values for the variables used by the Chapter 9 Data Analysis 281 formula Although this tool is not listed among the functions it is really a function that acts on other functions allowing you to calculate different results without having to enter and run them separately To use the Multiple Operations tool you need two arrays of cells The first array contains the original or default values and the formulas applied to them The formulas must be in a range The second array is the formula array It is created by entering a list of alternative values for one or two of the original values Once the alternative values are created you use the Multiple Operations tool to specify which formulas you are using as well as the original values used by the formulas The second array is then filled with the results of using each alternative value in place of the original values The Multiple Operations tool can use any number of formulas but only one or two variables With one variable the formula array of alternative values for the variables will be in a single column or row With two variables you should outline a table of cells such that the alternative values for one variable are
157. OKUP without a return range is the same as using HLOOKUP or VLOOKUP with a column index of 1 The return range must be a single row or column containing the same number of elements as the search range If the search value is found in the fourth cell in the search range then the value in the fourth cell in the return range is returned The return range can have a different orientation than the search range In other words the search range can be a row and the return range may be a column Use LOOKUP when e The search data is sorted in ascending order e The search data is not stored in the same row column or orientation as the return data Use MATCH to find the index of a value in a range Use MATCH to search a single row or column and return the position that matches the search value Use MATCH to find the index of a value in a range The supported forms for MATCH are as follows MATCH search value search range MATCH search value search range search type The search value and search range are the same as for LOOKUP The final argument search type controls how the search is performed A search type of 1 sorted in ascending order is the default A search type of 1 indicates that the list is sorted in descending order A search type of O indicates that the list is not sorted Regular expressions can only be used on an unsorted list Use MATCH when e You need an index into the range rather than the value Chapter 13
158. Pilot 239 A E 100 00 Figure 179 Frequency Figure 180 Relative distribution with the DataPilot occurrence 240 OpenOffice org 3 x Calc Guide DataPilot functions in detail This part describes the use and options of the DataPilot in detail The database preconditions The first thing needed to work with the DataPilot is a list of raw data Similar to a database table consisting of rows data sets and columns data fields The field names are in the first row above the list The data source could be an external file or database For the simplest case where data is contained in a Calc spreadsheet Calc offers sorting functions that do not require the DataPilot For processing data in lists the program needs to know where in the spreadsheet the table is The table can be anywhere in the sheet in any position A spreadsheet can contains several unrelated tables Calc recognizes your lists automatically It uses the following logic Starting from the cell you ve selected which must be within your list Calc checks the surrounding cells in all 4 directions left right above below The border is recognized if the program discovers an empty row or column or if it hits the left or upper border of the spreadsheet This means that the described functions can only work correctly if there are no empty rows or columns in your list Avoid empty lines for example for formatting You can format your list by using ce
159. SET reference rows columns height width If the width or height is included the OFFSET function returns a Tip range If both the width and height are missing a cell reference is returned If the height or width are missing they default to 1 If the height is present then a range reference is returned rather than a cell reference Using values from Table 12 Listing 19 uses OFFSET to obtain the quiz scores for the student named Bob Listing 19 Complex example of OFFSET SUM OFFSET INDIRECT ADDRESS MATCH Bob A1 A16 0 4 0 0 1 2 In its entirety Listing 19 is complex and difficult to understand Table 23 isolates each function in Listing 19 providing an easy to understand explanation of how the example works 384 OpenOffice org 3 x Calc Guide Table 23 Breakdown of Listing 19 Function Description MATCH Bob A1 A16 0 Return 4 because Bob is the fourth entry in column A ADDRESS 4 4 Return D 4 INDIRECT D 4 Convert D 4 into a reference to the cell D4 OFFSET D 4 0 0 1 2 Return the range D4 E4 SUM D4 E4 Return the sum of Bob s quiz scores Although Listing 19 works as intended it breaks easily and unexpectedly Consider for example what happens if the range is changed to A2 A16 MATCH returns an offset into the provided range so MATCH Bob A2 A16 0 returns 3 rather than 4 ADDRESS 3 4 returns D 3 rather than D 4 and Betty s quiz scores are returned instead of Bob
160. Scenarios icon and select the desired scenario 5 Optionally select or deselect the options in the Settings section See page 278 for more information about these options 6 Click OK to close the dialog The new scenario is automatically activated You can create several scenarios for any given range of cells Chapter 9 Data Analysis 277 Create Scenario Mame of scenario bheetl Scenario 1 comment Created by Jean Weber on 29 04 2009 16 53 20 Settings Display border L Light gray Ma Copy back _ Copy entire sheet Prevent changes Figure 226 Creating a scenario Settings The lower portion of the Create Scenario dialog contains several options The default settings as shown in Figure 226 are likely to be Suitable in most situations Display border Places a border around the range of cells that your scenario alters To choose the color of the border use the field to the right of this option The border has a title bar displaying the name of the active scenario Click the arrow button to the right of the scenario name to open a drop down list of all the scenarios that have been defined for the cells within the border You can choose any of the scenarios from this list at any time Copy back Copies any changes you make to the values of scenario cells back into the active scenario If you do not select this option the saved scenario values are never changed when you make changes The actual behavior
161. Scotia 908 OOF 909 282 Mew Brunswick 729 499 738 133 3 Quebec t 7 257 APS 7 138 795 39 Ontario t 11 410 046 10 753 573 10 Manitaba t 1 119 583 1 113 898 Saskatchewan t 978 933 990 237 Alberta t 2 O74 S07 2 696 826 413 British Columbia t 3 907 739 3 724 500 Yukon Territory 25 674 30 766 Northwest Territories 37 360 39 672 46 Nunavut 26 745 24 750 A a7 Source Census of Canada Population and Dwelling Counts for Canada Provinces and Terntones 2007 and 1996 Censuses 100 Data b Source area highlighted in Blue with arrow pointing to the calculation cell continued Tracing precedents using the Detective Chapter 7 Using Formulas and Functions 209 We are concerned that the number shown in Cell C3 is incorrectly stated The cause can be seen in the highlighted cells In this case cell C16 contains both numeric data as well as letters Removing the letters resolves the problem in the calculation In other cases we must trace the error Use the Trace Error function found under Tools gt Detective gt Trace Error to find the cells that cause the error Examples of functions For novices functions are one of the most intimidating features of OpenOffice org s Calc New users quickly learn that functions are an important feature of spreadsheets but there are almost four hundred and many require input that assumes specialized knowledge Fortunately Calc includes dozens of functions that anyone can
162. Sheet dialog 296 OpenOffice org 3 x Calc Guide We need 6 sheets one for each of the 5 accounts and one as a Summary sheet so we will add 3 more We also want to name each of these sheets for the account they represent Summary Checking Account Savings Account Credit Card 1 Credit Card 2 and Car Loan We have two choices insert 3 new sheets and rename all 6 sheets afterwards or rename the existing sheets then insert the 3 new Sheets one at a time renaming each new sheet during the insert step To insert sheets and rename afterwards 1 In the Insert Sheet dialog choose the position for the new sheets in this example we use After current sheet 2 Choose New sheet and 3 as the No of sheets Three sheets are already provided by default Because you are inserting more than one sheet the Name box is not available 3 Click OK to insert the sheets 4 For the next steps go to Renaming sheets on page 298 To insert sheets and name them at the same time 1 Rename the existing sheets Summary Checking Account and Savings Account as described in Renaming sheets on page 298 2 In the Insert Sheet dialog choose the position for the first new Sheet 3 Choose New sheet and 1 as the No of sheets The Name box is now available 4 In the Name box type a name for this new sheet for example Credit Card 1 5 Click OK to insert the sheet 6 Repeat steps 1 4 for each new sheet giving them the names Cr
163. Templates for more information Chapter 6 Printing Exporting and E mailing 165 Setting the contents of the header or footer The header or footer of a Calc spreadsheet has three columns for text Each column can have different contents To set the contents of the header or footer click the Edit button in the header or footer dialog shown in Figure 115 to display the dialog Shown in Figure 117 Header Page Style Default Left area Center area Right area Test Lett Sheet 24 10 2008 08 39 55 Custom header Figure 117 Edit contents of header or footer Areas Fach area in the header or footer is independent and can have different information in it Header You can select from several preset choices in the Header drop down list or specify a custom header using the buttons below the area boxes To format a footer the choices are the same Custom header Click in the area Left Center Right that you want to customize then use the buttons to add elements or change text attributes Opens the Text Attributes dialog Inserts the total number of pages L q Inserts the File Name field Inserts the Date field Inserts the Sheet Name field 166 OpenOffice org 3 x Calc Guide Inserts the Time field Inserts the current page number Exporting to PDF Calc can export documents to PDF Portable Document Format This industry standard file format is ideal for sending the file to someone
164. Total 0 462 55 95 157 45 130 192 35 16 AL Total Revenue 227 946 133 408 177 393 i 4 448 728 Expenses Figure 135 Linking sheets the Combined worksheet showing linking between branch sheets 5 Copy the formula highlight the range K7 N17 click Edit gt Paste Special uncheck the Paste all and Formats boxes in the Selection area of the dialog box and click OK You will see the following message Chapter 7 Using Formulas and Functions 195 You are pasting data into cells that already contain data Do you really want to overwrite the existing data _ Do not show warning again Figure 136 Linking sheets pasting a formula to a cell range 6 Click Yes You have now copied the formulas into each cell while maintaining the format you set up in the original worksheet Of course in this example you would have to tidy the worksheet up by removing the zeros in the non formatted rows 126 030 233 102 23 029 20 316 123 Wholesaler Purchases 96 572 06 15 i 41 0 43 Figure 137 Linking Sheets Copy Paste Special from K7 N17 Not OOo default is to paste all the attributes of the original cell s ore formats notes objects text strings and numbers The Function Wizard can also be used to accomplish the linking Use of this Wizard is described in detail in the section on Functions 196 OpenOffice org 3 x Calc Guide Understanding functions Calc includes over 350 functions to
165. Wizard After you enter a function on the Input line press the Enter key or click the Accept button on the Function toolbar to add the function to the cell and get its result SUM fj x v SUM A1 A10 ae l 1 2 3 5 1 Name Box showing list of common functions 2 Function Wizard 4 Accept 3 Cancel 5 Input Line Figure 142 The Function toolbar If you see the formula in the cell instead of the result then Formulas are selected for display in Tools gt Options gt OpenOffice org Calc gt View gt Display Deselect Formulas and the result will display However you can still see the formula in the Input line 202 OpenOffice org 3 x Calc Guide Strategies for creating formulas and functions Formulas that do more than a simple calculation or summation of rows or columns of values usually take a number of arguments For example the classic equation of motion s s0 vt 4at2 calculates the position of a body knowing its original position its final velocity its acceleration and the time taken to move from the initial state to the final state For ease of presentation it is good practice to set up a spreadsheet in a manner similar to that shown in Figure 143 In this example the individual variables are input into cells on the sheet and no editing of the formula in cell B9 is required B9 A amp B3 B4 B6 0 5 B5 B6 2 gm A B c Uniformly accelerated linear motion i 3 Original position s0 50 metres 4 Fin
166. Wizard choose Insert gt Function or click the fx button on the Function tool bar or press Ctril F2 Once open the Function Wizard provides the same help features as the Function List but adds fields in which you can see the result of a completed function as well as the result of any larger formula of which it is part Select a category of functions to shorten the list then scroll down through the named functions and select the required one When you select a function its description appears on the right hand side of the dialog Double click on the required function The Wizard now displays an area to the right where you can enter data manually in text boxes or click the Shrink button Bro Shrink the wizard so you can select cells from the worksheet fe Esumi Meet Wizard SUM number 1 3 A Flowing Ab iranchi k20 Figure 139 Function Wizard after shrinking 200 OpenOffice org 3 x Calc Guide Function Wizard 7 x Functions Structure SUM Function result OO Category Returns the sum of all arguments Undir number 1irequired Number 1 number 2 are 1 to 30 arguments whose total is to be calculated number 1 fe fo fall 5 number 2 fe lo G number 3 fe oO number 4 F O0 rs Zia Formula Result OO j l array Help Cancel lt lt Back Next gt gt ox Figure 140 Functions page of Function Wizard To select cells either click directly upon the cell or hold down the lef
167. _Y is the Y Data array Data_X optional is the X Data array New_Data_X optional is the X data array in which the values are recalculated Function_type is optional If function type 0 functions in the form y m x are calculated Otherwise y b m x functions are calculated Returns the parameters of a linear trend Data_Y is the Y Data array Data_X optional is the X Data array Linear Type optional If the line goes through the zero point then set Linear Type 0 Stats optional If Stats 0 only the regression coefficient is calculated Otherwise other Statistics will be seen Calculates the adjustment of the entered data as an exponential regression curve y b m x Data_Y is the Y Data array Data_X optional is the X Data array Function_type optional If function type 0 functions in the form y m x are calculated Otherwise y b m x functions are calculated Stats optional If Stats 0 only the regression coefficient is calculated 468 OpenOffice org 3 x Calc Guide Syntax MDETERM array MINVERSE array MMULI array array MUNIT dimensions SUMPRODUCT array 1 array 2 array 30 SUMX2MY2 array_X array Y SUMX2PY2 array_X array Y SUMXMY2 array_ X array Y Description Returns the array determinant of an array This function returns a value in the current cell it is not necessary to define a range for the results Array is a square array in which the determin
168. a name for the file 3 In the File type list select Text CSV csv txt xls and click Save You may see the message box shown below Click Keep Current Format the Text CS File Format Do you want to save the document in this Format A This document maw contain Formatting or content that cannot be sawed in anyway Use the latest ODF file Format and be sure all Formatting and content is saved correctly Save in ODF Format Ask when not saving in ODF Format 4 In the Export of text files dialog Figure 9 select the options you want and then click OK Export of text files Field options Character set Poe Cancel Field delimiter Text delimiter j Help Save cell content as shown Fixed column width Figure 9 Choosing options when exporting to Text CSV 22 OpenOffice org 3 x Calc Guide Saving in other formats Calc can save spreadsheets in a range of formats including HTML Web pages through the Save As dialog Calc can also export spreadsheets to the PDF and XHTML file formats See Chapter 6 Printing Exporting and E mailing for more information Navigating within spreadsheets Calc provides many ways to navigate within a spreadsheet from cell to cell and sheet to sheet You can generally use whatever method you prefer Going to a particular cell Using the mouse Place the mouse pointer over the cell and click Using a cell reference Click on the little inverted black
169. a rather than filter in place oFiltDesc CopyOutputData True REM Create a CellAddress and set it for Sheet3 REM Column B Row 4 remember start counting with 0 Dim x As New com sun star table CellAddress x Sheet 2 x Column 1 x Row 3 oFiltDesc OutputPosition x Advanced material The OutputPosition property returns a copy of a struct Because a copy is returned it is not possible to set the individual values directly For example oFiltDesc OutputPosition Row 374 OpenOffice org 3 x Calc Guide 2 does not work because you set the Row on the copy to 2 but do not change the original Manipulating filtered data Filtered data copied to a new location may be selected modified and deleted at will Data that is not copied however requires special attention because rows that do not match the filter criteria are simply hidden OpenOffice org behaves differently depending on how the cells became hidden and what operation is done Cells may be hidden using an outline data filter or the hide command When data is moved by dragging or using cut and paste all of the cells are moved including the hidden cells When copying data however filtered data includes only the visible cells and data hidden using an outline or the hide command copies all of the data Calc functions similar to database functions Although every Calc function can be used for database manipulation the functions in Table 17 are more commonl
170. adsheet has the same effect If you choose E mail as Microsoft Excel OOo first creates a file in Excel format and then opens your e mail program with the XLS file attached Similarly if you choose E mail as PDF OOo first creates a PDF using your default PDF settings as when using the Export Directly as PDF toolbar button and then opens your email program with the PDF file attached E mailing a spreadsheet to several recipients To e mail a document to several recipients you can use the features in your e mail program or you can use OOo Writer s mail merge facilities to extract email addresses from an address book For details see Chapter 10 Printing Exporting and E mailing in the Getting Started guide 174 OpenOffice org 3 x Calc Guide Digital signing of documents To sign a document digitally you need a personal key the certificate A personal key is stored on your computer as a combination of a private key which must be kept secret and a public key which you add to your documents when you sign them You can get a certificate from a certification authority which may be a private company or a governmental institution When you apply a digital signature to a document a checksum is computed from the document s content plus your personal key The checksum and your public key are stored together with the document When someone later opens the document on any computer with a recent version of OpenOffice org
171. advantage if you or someone else perhaps a graphic artist is updating images e Disadvantage If you send the document to someone else or move it to a different computer you must also send the image files or the receiver will not be able to see the linked images You need to keep track of the location of the images and make sure the recipient knows where to put them on another machine so the Calc document can find them For example you might keep 132 OpenOffice org 3 x Calc Guide images in a subfolder named Images under the folder containing the Writer document the recipient of the Calc file needs to put the images in a subfolder with the same name under the folder containing the Writer document When inserting the same image several times in the document it might appear beneficial to create links However this is not Note necessary as OOo embeds in the document only one copy of the image file Deleting one or more of the copies does not affect the others Embedding linked images If you originally linked the images you can easily embed save in the Calc document one or more of them later if you wish To do so 1 Open the document in Calc 2 Choose Edit gt Links from the menu bar The Edit Links dialog shows all the linked files In the Source file list select the files you want to change from linked to embedded 3 Click the Break Link button 4 Save the Calc document Edit Links Xx Source file Elemen
172. al and power Choose the type that comes closest to passing through all of the points To insert trend lines for all data series double click the chart to enter edit mode Choose Insert gt Trend Lines then select the type of trend line from None Linear Logarithmic Exponential or Power You can also choose whether to show the equation for the trend line and the coefficient of determination R2 To insert a trend line for a single data series first select the data series in the chart and then right click and choose Insert gt Trend Line from the context menu The dialog for a single trend line is similar to the one below but has a second tab Line where you can choose attributes style color width and transparency of the line To delete a single trend line or mean value line click the line then press the Del key To delete all trend lines choose Insert gt Trend Lines then select None A trend line is shown in the legend automatically Trend Lines for all Data Series Regression Type OK O None Cancel Fa Linear Help Lagarithmic Exponential ce O Power Equation Show equation Show coefficient of determination R Figure 61 Trend Lines dialog 82 OpenOffice org 3 x Calc Guide If you insert a trend line on a chart type that uses categories such as Line or Column then the numbers 1 2 3 are used as x values to calculate the trend line The trend line has
173. al Data 4 On the External Data dialog Figure 254 type the URL of the source document or click the button to open a file selection dialog Press Enter to get Calc to load the list of available tables 5 In the Available tables range list select the named ranges or tables you want to insert You can also specify that the ranges or tables are updated every number of seconds 6 Click OK to close the dialog and insert the linked data 1 The Available tables ranges list remains empty until you press Enter after typing the URL of the source If you select the source document using the button then pressing Enter is not required Notes 2 The OK button remains unavailable grayed out until you select one or more tables ranges in the list You can hold down the Ctrl key while clicking on tables ranges to select more than one 3 No images are imported Chapter 10 Linking Calc Data 307 External Data URL of external data source http au Finance yahoo com activeste 4 4 Enter the URL of the source document in the local File system or Internet here 4 Available tables ranges E seconds Figure 254 Selecting a table or range in a source document from the Web Using the Navigator 1 Open the OpenOffice org Calc spreadsheet in which the external data is to be inserted target document 2 Open the document from which the external data is to be taken source document
174. al sign Equal A1 B1 gt Greater than Greater than A1 gt B1 lt Less than Less than A1 lt B1 gt Greater than or equal to Greater than or equal to A1 gt B1 lt Less than or equal to Less than or equal to A1 lt B1 lt gt Inequality Inequality A1 lt gt B1 Chapter 7 Using Formulas and Functions 183 If cell A1 contains the numerical value 4 and cell B1 the numerical value 5 the above examples would yield results of FALSE FALSE TRUE FALSE TRUE and TRUE Text operators It is common for users to place text in spreadsheets To provide for variability in what and how this type of data is displayed text can be joined together in pieces coming from different places on the spreadsheet Figure 126 shows an example Figure 126 Text concatenation In this example specific pieces of the text were found in three different cells To join these segments together the formula also adds required spaces and punctuation enclosed within quotation marks resulting in a formula of B2 amp amp C2 amp amp D2 The result is the concatenation into a date formatted in a particular sequence Taking this example further if the result cell is defined as a name then text concatenation is performed using this defined name Calc has a CONCATENATE function which performs the same operation 184 OpenOffice org 3 x Calc Guide File Edit View Insert Format Tools Data Window Help AH Manual Break h a
175. al sum Default result x total result row result x column result Row and column fields In the preferences dialog for the row or column fields you can display the partial sums for each category Partial sums are deactivated by default They are only useful if the values in one row or column field can be divided into partial sums for another sub field Some examples are shown in the next three figures Sum sales fcategor region golfing 41 971 00 19 741 00 sailing bee 404 OU fe 468 00 bob of 00 44 801 00 bod 245 00 20 099 00 156 214 00 109 852 00 35 466 00 34 5335 00 34 455 00 ba S42 00 142 699 00 otal Result Figure 188 No subdivision with only one row or column field 250 OpenOffice org 3 x Calc Guide saling tennis Total Result a 022 00 he 135 00 12 829 00 15 172 00 pa r 30 00 33 357 00 bo 216 00 SUS 00 18 445 00 pa r07 00 pE 475 00 18 599 00 p5 54 00 pr 235 00 17 191 00 014 00 10 151 00 17 950 00 bo 445 00 A RAA DO 15 77 A Po ou i t et 939 00 19 030 00 30 969 00 12 174 00 pr r04 00 28 742 00 p4 954 00 pE 42 00 13 103 00 pa a00 00 toon 00 15 288 00 p4 44 00 pa 504 00 8 328 00 fl 013 00 p1 169 00 31 825 00 408 765 00 Sum sales ss eategar region emplo ee golfing sailing tennis east Sumi sales south Sum sales est Sum sales otal Result 5 o24 00 15 172 00 5 276 00 bo U7 O00 18 741 00 23 290 00 4 196 00 11 601 00
176. al velocity v 120 metres second 5 Constant acceleration a 2 metres sec 6 Time taken t 12 seconds T 8 Distance between initial and final positions 9 5 1346 metres 10 Source Equations of motion 13 S S0 vt 1 2 a t 2 14 Figure 143 Setting up a formula with arguments You can take several broad approaches when creating a formula In deciding which approach to take consider how many other people will need to use the worksheets the life of the worksheets and the variations that could be encountered in use of the formula If people other than yourself will use the spreadsheet make sure that it is easy to see what input is required and where Explanation of the purpose of the spreadsheet basis of calculation input required and output s generated are often placed on the first worksheet A spreadsheet that you build today with many complicated formulas may not be quite so obvious in its function and operation in 6 or 12 Chapter 7 Using Formulas and Functions 203 months time Use comments and notes liberally to document your work You might be aware that you cannot use negative values or zero values for a particular argument but if someone else inputs such a value will your formula be robust or simply return a standard and often not too helpful Err message It is a good idea to trap errors using some form of logic statements or with conditional formatting Place a unique formula in each cell The most bas
177. alc Guide HTML compatibility Load Save options Choices made on the Load Save HTML Compatibility page Figure 321 affect HTML pages imported into OpenOffice org and those exported from OOo See HTML documents importing exporting in the Help for more information The main items of interest for Calc users are in the Export section OpenOffice org Basic and Display warning Export OpenOffice org Basic Select this option to include OOo Basic macros scripts when exporting to HTML format You must activate this option before you create the OpenOffice org Basic macro otherwise the script will not be inserted OpenOffice org Basic macros must be located in the header of the HTML document Once you have created the macro in the OpenOffice org Basic IDE it appears in the source text of the HTML document in the header If you want the macro to run automatically when the HTML document is opened choose Tools gt Customize gt Events See Chapter 12 Calc Macros for more information Export Display warning When the OpenOffice org Basic option see above is not selected the Display warning option becomes available If the Display warning option is selected then when exporting to HTML a warning is shown that OpenOffice org Basic macros will be lost Font sizes Import Size 1 7 a _ Use English USAY locale for numbers Size 10 A _ Import unknown HTML tags as fields meta y cize 3 L_ Ignor
178. ample cell formatting are not recorded and Ip marked Ti To change the color that indicates changes select Tools gt Ip Options gt OpenOffice org Calc gt Changes When you finish editing the document you can send it to your coach You may want to explain your rationale for the changes You can share your insight in two ways by adding comments to the changes you made or by adding general comments to the spreadsheet 328 OpenOffice org 3 x Calc Guide Adding comments to changes Calc automatically adds to any recorded change a comment that describes what was changed for example Cell B4 changed from 9 to 4 Reviewers and authors can add their own comments to explain their reasons for the changes To add a comment to a change 1 Make the change to the spreadsheet 2 Select the cell with the change 3 Choose Edit gt Changes gt Comments The dialog shown in Figure 275 appears The automatically added comment provided by Calc appears in the title bar of this dialog and cannot be edited 4 Type your own comment and click OK Cell B3 changed from 25 to 10 Contents Author Robert Grown OS 05 2009 15 1 OIE Text Cancel We can only afford 10 uniforms Help aida Insert Figure 275 Comment dialog You can step through your changes one at a time using the left and right arrows on the right hand side of the Comment dialog Tip and add comments to each change The title bar for t
179. an object Position is defined as an X Y coordinate relative to a fixed point the base point typically located at the upper left of the document You can temporarily change this base point to make positioning or dimensioning simpler click on the spot corresponding to the location of the base point in either of the two selection windows on the right side of the dialog upper for positioning or lower for dimensioning The possible base point positions correspond to the handles on the selection frame plus a central point The change in position lasts only as long as you have the dialog open when you close this dialog Calc resets the base point to the standard position Ti The Keep ratio option is very useful Select it to keep the ratio Ip of width to height fixed while you change the size of an object Fither or both the size and position can be protected so that they cannot be accidentally changed Select the appropriate options 94 OpenOffice org 3 x Calc Guide If you cannot move an object check to see if its position is Tip protected Gallery of chart types Its important to remember that while your data can be presented with a number of different charts the message you want to convey to your audience dictates the chart you ultimately use The following sections present examples of the types of charts that Calc provides with some of the tweaks that each sort can have and some notes as to what purpose you might have for th
180. ange to sort oCellRange oSheet getCellRangeByName A1 C5 REM Select the range to sort REM The only purpose would be to emphasize the sorted data ThisComponent getCurrentController select oCellRange REM The columns are numbered starting with 0 so REM column A is 0 column B is 1 etc REM Sort column B column 1 descending oSortFields 0 Field 1 oSortFields 0 SortAscending FALSE REM If column B has two cells with the same value REM then use column A ascending to decide the order oSortFields 1 Field 0 oSortFields 1 SortAscending True REM Setup the sort descriptor oSortDesc 0 Name SortFields oSortDesc 0 Value oSortFields REM Sort the range oCellRange Sort oSortDesc End Sub Chapter 12 Calc Macros 355 Conclusion This chapter provides a brief overview on how to create libraries and modules using the macro recorder using macros as Calc functions and writing your own macros without the macro recorder Each topic deserves at least one chapter and writing your own macros for Calc could easily fill an entire book In other words this is just the beginning of what you can learn 356 OpenOffice org 3 x Calc Guide OpenOf Tice org3 Chapter 1 3 Calc as a Simple Database A guide for users and macro programmers Introduction A Calc document is a very capable database providing sufficient functionality to satisfy the needs of many users This chapter presents the capab
181. ant to make into a template text document spreadsheet drawing presentation Add the content and styles that you want From the main menu choose File gt Templates gt Save The Templates dialog opens see Figure 92 In the New template field type a name for the new template In the Categories list click the category to which you want to assign the template The category you choose has no effect on the template itself it is simply the folder in which you save the template Choosing an appropriate folder category makes it easier to find the template when you want to use it You may wish to create a folder for Calc templates To learn more about template folders see Organizing templates on page 126 Click OK to save the new template 120 OpenOffice org 3 x Calc Guide x Templates New template Cancel Templates Categories Templates Help My Templates Presentation Backgrounds Edit Presentations Organizer Figure 92 Saving a new template Any settings that can be added to or modified in a document can be saved in a template For example below are some of the settings although not a full list that can be included in a Calc document and then saved as a template for later use e Printer settings which printer single sided double sided and paper size and so on e Cell and page styles to be used Templates can also contain predefined text saving you from having to type it every time
182. ant to use a matrix formula To indicate the matrix formula the program uses curly brackets This technique is most often known only to advanced users Solution with the DataPilot With the DataPilot you can achieve the same result much easier and faster The solution is also possible for less advanced users Starting with the raw data Figure 173 you need only a few mouse clicks 1 Select the cell Al or any other cell within the list 2 Choose Data gt DataPilot gt Start and click OK DaktaPilot Layout mining Date Page Fields Time a ee Fields a Date Date 22 Drag the fields frorn the right into the desired position Result Results to IQhore empty rows Identify categories iW Total columns lw Total rows iY Add filter iW Enable drill to details Figure 175 Part of DataPilot dialog Chapter 8 Using the DataPilot 237 3 In the DataPilot e Drag Time into the Row Fields area e Drag Date into the Data Fields area 4 Click More to show more options in the lower part of the dialog 5 Choose new Sheet for Results to 6 In this case we need to count the number of values not their sum Double click on Sum Date to open the Data Field dialog and select the function Count see Figure 176 7 Click OK As an intermediate result you get a DataPilot table that has for every time within the raw data a separate line This may be a very time consuming process because of the large
183. ants are defined Returns the inverse array Array is a square array that is to be inverted Calculates the array product of two arrays The number of columns for array 1 must match the number of rows for array 2 The square array has an equal number of rows and columns Array at first place is the first array used in the array product Array at second place is the second array with the same number of rows Returns the unitary square array of a certain size The unitary array is a square array where the main diagonal elements equal 1 and all other array elements are equal to 0 Dimensions refers to the size of the array unit Multiplies corresponding elements in the given arrays and returns the sum of those products Array 1 array 2 array 30 are arrays whose corresponding elements are to be multiplied At least one array must be part of the argument list If only one array is given all array elements are summed Returns the sum of the difference of squares of corresponding values in two arrays Array X is the first array whose elements are to be squared and added Array Y is the second array whose elements are to be squared and subtracted Returns the sum of the sum of squares of corresponding values in two arrays Array X is the first array whose arguments are to be squared and added Array Y is the second array whose elements are to be added and squared Adds the squares of the variance between corresponding values in t
184. ar expressions Returns the value of a cell offset by a certain number of rows and columns from a given reference point Reference is the cell from which the function searches for the new reference Rows is the number of cells by which the reference was corrected up negative value or down Columns is the number of columns by which the reference was corrected to the left negative value or to the right Height is the optional vertical height for an area that starts at the new reference position Width is the optional horizontal width for an area that starts at the new reference position Returns the row number of a cell reference If the reference is a cell it returns the row number of the cell If the reference is a cell range it returns the corresponding row numbers in a one column Array if the formula is entered as an array formula If the ROW function with a range reference is not Appendix B Description of Functions 473 ROWS array SHEET reference SHEETS reference STYLE style time style2 VLOOKUP search criterion array index sort order Description used in an array formula only the row number of the first range cell will be returned Reference is a cell an area or the name of an area If a reference is not indicated Calc automatically sets the reference to the current cell Returns the number of rows in a reference or array Array is the reference or named area whose total number of rows is
185. arameter Alpha of the Gamma distribution Beta is the parameter Beta of the Gamma distribution Returns the natural logarithm of the Gamma function G x for the given number Returns the standard normal cumulative distribution for the given number Returns the geometric mean of a sample Number 1 number 2 number _30 are numerical arguments or ranges that represent a random sample Returns the harmonic mean of a data set Number 1 number 2 number 30 are values or ranges that can be used to calculate the harmonic mean Returns the hypergeometric distribution X is the number of results achieved in the random sample N_sample is the size of the random sample Successes is the number of possible results in the total population N_population is the size of the total population Calculates the y value at which a line will intersect the y axis by using known x values and y values Data _Y is the dependent set of observations or data Data_X is the independent set of observations or data Names arrays or references containing numbers must be used here Numbers can also be entered directly Returns the kurtosis of a data set at least 4 values required Number 1 number 2 number 30 are numerical arguments or ranges representing a random sample of distribution Returns the Rank c th largest value in a data Appendix B Description of Functions 453 LOGINV number mean STDEV LOGNORMDIST number mea
186. are resolving the conflicts no other user can save the shared document Resolve Conflicts There are conflicting changes in this shared spreadsheet Conflicts must be resolved before saving the spreadsheet Keep either own or other changes confit ARR iat Sheet1 Cell A4 changed from sort of testing to some test Martin Fox 05 05 2010 08 11 Cell A4 changed from sort of testing to some sort of test Martin Fox 05 05 2010 08 12 Keep Mine Keep All Mine Keep All Others Figure 272 Resolve Conflicts dialog e If another user is trying to save the shared document and resolve conflicts you see a message that the shared spreadsheet file is Chapter 11 Sharing and Reviewing Documents J2I locked due to a merge in in progress You can choose to cancel the Save command for now or retry saving later When you successfully save a shared spreadsheet the document shows the latest version of all changes saved by all users Recording changes You can use several methods to record changes that you or others make to a document e You can use change marks to show added material deleted material and changes to formatting Later you or another person can review the document and accept or reject each change e If you are not using file sharing you can make changes to a copy of the document stored in a different folder under a different name or both
187. are to the left on the previous row Listing 11 Create the AddLeft named range Sub AddNamedFunction Dim oSheet Sheet that contains the named range Dim oCellAddress Address for relative references Dim oRanges The NamedRanges property Dim oRange Single cell range Dim sName As String Name of the equation to create sName AddLeft oRanges ThisComponent NamedRanges If NOT oRanges hasByName sName Then oSheet ThisComponent getSheets getByIndex 0 oRange oSheet getCelLRangeByName C3 oCellAddress oRange getCellAddress oRanges addNewByName sName A3 B3 oCellAddress 0 End If End Sub Listing 11 illustrates two capabilities that are not widely known Tip A named range can define a function Also the third argument acts as the base address for cells referenced in a relative way Select the range containing the headers and the data and then use Insert gt Names gt Create to open the Create Names dialog see Figure 305 which allows you to simultaneously create multiple named ranges based on the top row bottom row right column or left column If you choose to create ranges based on the top row one named range is created for each column header the header is not included in the named range Although the header is not included in the range the text in the header is used to name the range 362 OpenOffice org 3 x Calc Guide Create Names o X cr eate names From SS O l MV Top row
188. arguments the name content position and type The fourth argument to the method addNewByName is a combination of flags that specify how the named range will be used see Table 13 The most common value is 0 which is not a defined constant value Table 13 com sun star sheet NamedRangeFlag constants VELTI Name Description 1 FILTER CRITERIA The range contains filter criteria 2 PRINT AREA The range can be used as a print range 4 COLUMN HEADER The range can be used as column headers for printing 8 ROW HEADER The range can be used as row headers for printing Chapter 13 Calc as a Simple Database 361 The third argument a cell address acts as the base address for cells referenced in a relative way If the cell range is not specified as an absolute address the referenced range will be different based on where in the spreadsheet the range is used The relative behavior is illustrated in Listing 11 which also illustrates another usage of a named range defining an equation The macro in Listing 11 creates the named range AddLeft which refers to the equation A3 B3 with C3 as the reference cell The cells A3 and B3 are the two cells directly to the left of C3 so the equation AddLeft calculates the sum of the two cells directly to the left of the cell that contains the equation Changing the reference cell to C4 which is below A3 and B3 causes the AddLeft equation to calculate the sum of the two cells that
189. art area The default 3D chart also has the chart floor which is not available in 2D charts Equipment Rentals E Chart title Summer to 4utumn 60 Chart wall 50 i OA ao 30 Boats fe Legend ANA Moors 20 a Chart area 0 tomas AXIS labels Figure 58 Elements of 2D chart Chapter 3 Creating Charts and Graphs 79 5 Equipment Rentals summer to Autumn BO 50 40 E Canoes E gosts m 30 O Motors ZU 10 D p Chart floor Jan Fe Mer Apr May Jun a a Figure 59 Elements of 3D chart You can add other elements using the commands on the Insert menu The various choices open dialogs in which you can specify details First select the chart so the green sizing handles are visible This is done with a single click on the chart The dialogs for Titles Legend Axes and Grids are self explanatory The others are a bit more complicated so we ll take a look at them here Data labels Data labels put information about each data point on the chart They can be very useful for presenting detailed information but you need to be careful to not create a chart that is too cluttered to read Choose Insert gt Data Labels The options are as follows Show value as number Displays the numeric values of the data points When selected this option activates the Number format button Number format Opens the Number Format dialog where you can select the number format This dialog is very similar to the o
190. art you make in future Formatting 3D charts Use Format gt 3D View to fine tune 3D charts The 3D View dialog has three pages where you can change the perspective of the chart whether the chart uses the simple or realistic schemes or your own custom scheme and the illumination which controls where the Shadows will fall Chapter 3 Creating Charts and Graphs 87 Rotation and perspective To rotate a 3D chart or view it in perspective enter the required values on the Perspective page of the 3D View dialog You can also rotate 3D charts interactively see page 90 3D View Perspective Appearance Illumination rotation 27 degrees Y rotation 16 degrees Perspective POs Figure 64 Rotating a chart Some hints for using the Perspective page Set all angles to O for a front view of the chart Pie charts and donut charts are shown as circles With Right angled axes enabled you can rotate the chart contents only in the X and Y direction that is parallel to the chart borders An x value of 90 with y and z set to 0 provides a view from the top of the chart With x set to 90 the view is from the bottom of the chart The rotations are applied in the following order x first then y and z last When shading is enabled and you rotate a chart the lights are rotated as if they are fixed to the chart The rotation axes always relate to the page not to the chart s axes This is different from som
191. at chart type For details see the Help Column charts Column charts are commonly used for data that shows trends over time They are best for charts that have a relatively small number of data points For large time series a line chart would be better It is the default chart type as it is one of the most useful charts and the easiest to understand Bar charts Market Dominance Market Dominance Printer Dongles Printe rDonges varket Dominance Printer Dongles E Ajax E Ajax E Ark Ark Ozap O Zap E Others A Others 0 5 10 15 20 235 30 353 40 45 0 5 140 15 20 25 30 35 40 45 3 0 5 10 15 0 5 DM 35 40 45 50 Figure 71 Three bar graph treatments Bar charts are excellent for giving an immediate visual impact for data comparison in cases when time is not an important factor for example when comparing the popularity of a few products in a marketplace e The first chart is achieved quite simply by using the chart wizard with Insert gt Grids deselecting y axis and using Insert gt Mean Value Lines Chapter 3 Creating Charts and Graphs 95 e The second chart is the 3D option in the chart wizard with a simple border and the 3D chart area twisted around e The third chart is an attempt to get rid of the legend and put labels showing the names of the companies on the axis instead We also changed the colors to a hatch pattern Pie charts Pie charts are excellent when you need to compare proportions For e
192. ation O Portrait Landscape Paper tray From printer settings Page layout Right and left kal Margins Layout settings Left 200cm Top 200cm Table alignment _ Horizontal Bottom 0 cm Ea vertical Figure 87 Page Style Page tab Paper format Here you can set a generic paper type to be used Letter or A4 are most common but you can also use legal tabloid envelope sizes or user defined paper types You can also define the orientation of the page and which print tray for the paper to come from if your printer has more than one tray Margins Here you can set the margins for the page Layout settings Page layout Here you can specify whether to apply the formatting to right odd pages only left even pages only or both right and left pages that use the current page style Mirrored formats the pages as if you want to bind the printed pages like a book The first page of a document is assumed to be an odd page 114 OpenOffice org 3 x Calc Guide Layout settings Format This area specifies the page numbering style for this page style Layout settings Table alignment This option specifies the alignment options for the cells on a printed page either horizontal or vertical Borders The Border and Background tabs for pages duplicate the tabs of the Same name on cell styles and are over ridden by the cell style or manual settings You may choose to ignore the Border and Background tabs altogether in page styl
193. ation of the change that was made If the reviewer added a comment to the change it is displayed followed by the description of the change as in the first line of Figure 281 If more than one person has reviewed the document one reviewer may have modified another reviewer s change If so the changes are hierarchically arranged with a plus sign for opening up the hierarchy 334 OpenOffice org 3 x Calc Guide Accept or Reject Changes x List Filter Changed content Sheet B3 Eobert Brown O5 03 2009 15 We can only afford 10L Changed content Sheet c4 Robert brown O5 035 2009 15 Cell C4 changed troar Changed content Sheet B7 Robert Brown 05 05 2009 15 Cel B7 changed from Changed content Sheet E10 Robert Brown OS 05 2009 15 tCellB10 changed traorr 4 H Accept Reject Accept All Reject All Figure 281 Accept or Reject changes dialog On the Filter tab of this dialog not shown here you can choose how to filter the list of changes by date author cell range or comments containing specific terms After selecting the filter criteria switch back to the List tab to see the results Merging documents You submitted your budget proposal to your sponsor but you sent it to one of your assistant coaches as well Both of them returned their revised budget to you at the same time You could review each document and the changes separately but to save time you want to see both of their revisions simultaneously
194. ator if the denominator is 0 Some more functions return this error see next table for details 486 OpenOffice org 3 x Calc Guide General error codes The following table is an overview of the most common error messages for OOo Calc Note Code 501 502 503 504 505 506 507 508 509 510 O11 Errors described as Internal errors should not be encountered by users under normal conditions Errors listed as Not used are not currently assigned to any error condition and will not occur Message Invalid character Invalid argument Invalid floating point operation cell displays NUM Parameter list error Internal syntax error Invalid semicolon Pair missing Pair missing Missing operator Missing variable Missing variable Explanation of the error Character in a formula is not valid This error is the same as the Invalid Name error 525 except that it occurs within a formula The cell containing the error will display the NAME error reference Function argument is not valid for example a negative number for the root function This error also occurs if more than one matching cell is found by the DGET function Division by 0 or another calculation that results in an overflow of the defined value range a value too big or too small Function parameter is not valid for example text instead of a number or a domain reference instead of a cell reference
195. aturity date must be in the same year Discount is the percentage discount on acquisition of the security Calculates the price of a treasury bill per 100 currency units Settlement is the date of purchase of the security Maturity is the date on which the security matures expires Discount is the percentage discount upon acquisition of the security Calculates the yield of a treasury bill Settlement is the date of purchase of the security Maturity is the date on which the security matures expires Price is the price purchase price of the treasury bill per 100 currency units of par value Returns the depreciation of an asset for a specified or partial period using a variable declining balance method Cost is the initial value of an asset Salvage is the value of an Appendix B Description of Functions 447 XIRR values dates guess XNPV rate values dates YIELD settlement maturity rate price redemption frequency basis YIELDDISC settlement maturity price redemption basis Description asset at the end of the depreciation Life is the depreciation duration of the asset Start is the start of the depreciation entered in the same date unit as the life End is the end of the depreciation Factor optional is the depreciation factor FA 2 is double rate depreciation Type optional defines whether the payment is due at the beginning 1 or the end 0 of a period Calculates the internal rate
196. ays be present View gt Toolbars gt Picture Picture control buttons from the Picture toolbar can also be added to the Standard Toolbar See Chapter 14 Setting Up and Customizing Calc for more information This toolbar can be either floating or docked Figure 99 shows the Picture toolbar when it is floating A brief explanation of the tools is given in Table 3 See the Draw Guide for a more detailed explanation Two other toolbars can be opened from this one the Graphic Filter toolbar which can be torn off and placed elsewhere on the window and the Color toolbar which opens as a separate floating toolbar From these three toolbars you can apply small corrections to the graphic or obtain special effects Figure 99 The Picture Toolbar 136 OpenOffice org 3 x Calc Guide Table 3 Picture toolbar functions from left to right Icon Name From File Filter Graphics Mode Color Transparency Line Area Shadow Crop Anchor Bring to Front Send to Back To Foreground Background Alignment Behavior Use of this icon is described in Inserting an image file on page 130 Displays the Graphic Filter toolbar See page 138 Provides several color modes in the drop down list See page 138 Opens the Color toolbar described on page 139 Sets the transparency of the selected image See page 139 Adjusts the border style of the selected image Fills an area with the selected color or pat
197. box 3 Double click the folder that contains the template that you want to use A list of all the templates contained in that folder appears in the center box 4 Select the template that you want to use You can preview the selected template or view the template s properties e To preview the template click the Preview icon A preview of the template appears in the box on the right e To view the template s properties click the Document Properties icon The template s properties appear in the box on the right 5 Click Open The Templates and Documents dialog closes and a new document based on the selected template opens in Calc You can then edit and save the new document just as you would any other document Chapter 4 Using Styles and Templates in Calc 119 Templates and Documents Finances BE Title Marketing Budget Plan pe Business Indebtedness Schedule HA Business Trip Budget By o H Volker 4hrendt Sun Microsystems Mew Document pee Project Planning ate fa Start up Capital Estimate 13 06 2008 13 00 00 Modified by Modified on 13 06 2008 16 00 00 My Documents Description Template created by Sun Microsystems Size 33 6 KE Type OpenDocument Spreadsheet Template Get more templates online Figure 91 Templates and Documents dialog Creating a template You can create a template from a document 1 2 3 4 5 6 Open a new or existing document of the type you w
198. but once you have found out you then set a selection of options many of which can be ignored in any given case Just keep the basic purpose of each tool in mind and you should have little trouble with Calc s function tools You don t need to learn them especially if your spreadsheet use is simple but as your manipulation of data becomes more sophisticated they can save time in making calculations especially as you start to deal with hypothetical situations Just as importantly they can allow you to preserve your work and to share it with other people or yourself at a later session One function tool not mentioned here are DataPilots also known as pivot tables but they are a topic that is sufficiently complex that it requires a separate chapter See Chapter 8 Consolidating data Data gt Consolidate provides a way to combine data from two or more ranges of cells into a new range while running one of several functions such as Sum or Average on the data During consolidation the contents of cells from several sheets can be combined into one place 212 OpenOffice org 3 x Calc Guide 1 Open the document containing the cell ranges to be consolidated 2 Choose Data gt Consolidate to open the Consolidate dialog Figure 223 shows this dialog after making the changes described below Fon Consolidate x cel Consolidation ranges tSheet1 A L A 5 tSheeti 5 Source data range
199. bution Beta is a parameter to the distribution Start optional is the lower bound for number End optional is the upper bound for number Returns the individual term binomial distribution probability X is the number of successes in a Set of trials Trials is the number of independent trials SP is the probability of success on each trial C 0 calculates the probability of a single event and C 1 calculates the cumulative probability Returns the probability value that a hypothesis will be confirmed from the indicated chi square The probability determined by CHIDIST can also be determined by CHITEST Number is the chi square value of the random Sample used to determine the error probability Degrees _ freedom is the degrees of freedom of the experiment Returns the inverse of the one tailed probability of the chi squared distribution Number is the value of the error probability Degrees freedom is the degrees of freedom of the experiment Returns the chi square distribution from a random distribution of two test series based on the chi square test for independence The probability determined by CHITEST can also 450 OpenOffice org 3 x Calc Guide CONFIDENCE alpha STDEV size CORREL data_1 data 2 COUNT value 1 value 2 value 30 COUNTA value 1 value 2 value 30 COVAR data_1 data 2 CRITBINOM trials SP alpha DEVSQ number 1 number 2 number 30 EXPONDIST number lambda
200. c click on the graphic to select it and then press Enter There should be a cursor inside the graphic Any 142 OpenOffice org 3 x Calc Guide text entered is part of the graphic so if the graphic is moved the text will move with it Position and Size Opens the dialog shown below where you can change the size location rotation slant and corner radius of the image Position and Size Rotation Slant amp Corer Radius Position Base point e y Position X P76 e p p Position f _f _ __f Size Base point Width ss Height F Keep ratio Protect Position E Size Figure 101 Position and Size Dialog Original Size Resets the dimensions of the image to the values when it was originally inserted into the document Description You can add metadata in the form of a title and description to the image This information is used by accessibility tools such as screen reader software and as ALT alternative attributes if you export the document to HTML Chapter 5 Using Graphics in Calc 143 Name You can add a custom name to be assigned to the image to make it easier to find in the Navigator When collaborating with a team on a large multi page publication it may be beneficial to give graphics figures and other objects meaningful names and descriptions to aid in clear communication Tip Flip Flips the image either horizontally
201. can have separate positive and negative values e Percentage choose the error as a percentage of the data points e In the drop down list Standard error Variance shows error calculated on the size of the biggest and smallest data points Chapter 3 Creating Charts and Graphs 83 Standard deviation shows error calculated on standard deviation Error margin you designate the error e Cell range calculates the error based on cell ranges you select The Parameters section at the bottom of the dialog changes to allow selection of the cell ranges Y Error Bars Error Category Error Indicator None ES Positive and Negative Constant Value O Percentage La ane Standard Deviation T D Negative Cell Range Parameters Positive 0 0 0 0 Same value For both Figure 62 Specifying the parameters of error bars Formatting charts The Format menu has many options for formatting and fine tuning the appearance of your charts Double click the chart so that it is enclosed by a gray border indicating edit mode then select the chart element that you want to format Choose Format from the menu bar or right click to display a pop up context menu relevant to the selected element The formatting choices are as follows Format Selection Opens a dialog in which you can specify the area fill borders transparency characters font effects and other attributes of the selected element of the chart
202. carried out during iterative calculations and the degree of precision of the answer Iterations Select this option to enable iterations If this options is not selected an iterative reference causes an error message Steps Sets the maximum number of iteration steps Minimum Change Specifies the difference between two consecutive iteration step results If the result of the iteration is lower than the minimum change value then the iteration will stop Date section Select the start date for the internal conversion from days to numbers 12 30 1899 default Sets 12 30 1899 as day zero 01 01 1900 StarCalc 1 0 Sets 1 1 1900 as day zero Use this setting for StarCalc 1 0 spreadsheets containing date entries Chapter 14 Setting up and Customizing Calc 405 01 01 1904 Sets 1 1 1904 as day zero Use this setting for spreadsheets that are imported in a foreign format Other options Specify a variety of options relevant to spreadsheet calculation Case sensitive Specifies whether to distinguish between upper and lower case in texts when comparing cell contents The EXACT text function is always case sensitive independent of the settings in this dialog Decimal places Defines the number of decimals to be displayed for numbers with the Standard number format The numbers are displayed as rounded numbers but are not saved as rounded numbers Precision as shown Specifies whether to make calculations using the rounded values
203. cast yield Settlement is the date of purchase of the security Maturity is the date on which the security matures expires Rate is the annual nominal rate of interest coupon interest rate Yield is the annual yield of the security Redemption is the redemption value per 100 currency units of par value Frequency is the number of interest payments per year 1 2 or 4 Basis indicates how the year is to be calculated Calculates the price per 100 currency units of par value of a non interest bearing security Settlement is the date of purchase of the security Maturity is the date on which the security matures expires Discount is the discount of a security as a percentage Redemption is the redemption value per 100 Currency units of par value Basis indicates how the year is to be calculated Calculates the price per 100 currency units of par value of a security that pays interest on the maturity date Settlement is the date of Appendix B Description of Functions 445 PV rate NPER PMT FV type RATE NPER PMT PV FV type guess RECEIVED settlement maturity investment discount basis RRI P PV FV Description purchase of the security Maturity is the date on which the security matures expires Issue is the date of issue of the security Rate is the interest rate of the security on the issue date Yield is the annual yield of the security Basis indicates how the year is to be calculated Return
204. cell The font size of the data in a cell can automatically adjust to fit in a cell To do this select the Shrink to fit cell option in the Format Cells dialog Figure 34 Figure 37 shows the results The quick brown fox jumps over the lazy dog Tie guik brows ta jimpe over the beya A gt od hs Figure 37 Shrinking font size to fit cells 54 OpenOffice org 3 x Calc Guide Formatting numbers Several different number formats can be applied to cells by using icons on the Formatting toolbar Select the cell then click the relevant icon Some icons may not be visible in a default setup click the down arrow at the end of the Formatting bar and select other icons to display ah fi es Fo oR Figure 38 Number format icons Left to right currency percentage date exponential standard add decimal place delete decimal place For more control or to select other number formats use the Numbers tab Figure 39 of the Format Cells dialog e Apply any of the data types in the Category list to the data e Control the number of decimal places and leading zeros e Enter a custom format code The Language setting controls the local settings for the different formats such as the date order and the currency marker Numbers Font Font Effects Alignment Borders Background Cell Protection Category orma Language English UK 1 234 37 Options Decimal places 2 En Negative numbers red Leading
205. cell A2 would return the result Positive 9 the result Negative Operator types You can use the following operators in OpenOffice org Calc arithmetic comparative descriptive text and reference Arithmetic operators The addition subtraction multiplication and division operators return numerical results The Negation and Percent operators identify a 182 OpenOffice org 3 x Calc Guide Characteristic of the number found in the cell for example 37 The example for Exponentiation illustrates how to enter a number that is being multiplied by itself a certain number of times for example 29 Ving phe Table 8 Arithmetical operators Operator DC lit eo Plus Addition Minus Subtraction Minus Negation asterisk Multiplication Slash Division Percent Percent Caret Exponentiation Comparative operators Comparative operators are found in formulas that use the IF function and return either a true or false answer for example IF B6 gt G12 127 0 which loosely translated means if the contents of cell B6 are greater than the contents of cell G12 then return the number 127 otherwise return the number 0 A direct answer of TRUE or FALSE can be obtained by entering a formula such as B6 gt B12 If the numbers found in the referenced cells are accurately represented the answer TRUE is returned otherwise FALSE is returned Table 9 Comparative operators Operator Delt eo equ
206. cells that contain your entry Now you can for example apply a cell style to all of them at once Finding and replacing cell styles To quickly change all the paragraphs of one unwanted style to another preferred style 1 On the expanded Find amp Replace dialog select Search for Styles The Search for and Replace with boxes now contain a list of styles 2 Select the styles you want to search for and replace 3 Click Find Find All Replace or Replace All Using wildcards regular expressions Wildcards also known as regular expressions are combinations of characters that instruct OOo how to search for something Regular expressions are very powerful but not very intuitive They can save time and effort by combining multiple finds into one Chapter 2 Entering Editing and Formatting Data 69 To use wildcards and regular expressions when searching and replacing 1 On the Find amp Replace dialog click More Options to see more choices On this expanded dialog select the Regular expressions option 2 Type the search text including the wildcards in the Search for box and the replacement text if any in the Replace with box 3 Click Find Find All Replace or Replace All not Tip recommended The online help describes many of the regular expressions and their uses The following points are interesting to Calc users In Calc regular expressions are applied separately to each cell So a search
207. ces openoffice org wiki Calc Add In Simple Calc Add In A number of extensions for Calc have been written and these can be found on the extensions site at http extensions services openoffice org Refer to Chapter 14 Setting up and Customizing Calc of the Calc Guide for more details Chapter 7 Using Formulas and Functions 217 OpenOf ficeorg3 Chapter amp Using the DataPilot This chapter is adapted from a German original written by Stefan Weigel and translated into English by Sigrid Kronenberger It is licensed under the Creative Commons Attribution Share Alike License version 3 0 Introduction Many requests for software support are caused by complicated formulas and solutions to simple day to day procedures For more efficient and effective solutions use the DataPilot a tool for combining comparing and analyzing large amounts of data easily By using the DataPilot you can view different summaries of the source data display the details of areas of interest and create reports whether you are a beginner or an intermediate or advanced user This chapter is divided into two sections e Examples with step by step instructions uses three typical cases to demonstrate the advantages and applications of the DataPilot Follow the examples to learn how easy it is to use the DataPilot e DataPilot functions in detail starting on page 241 describes the DataPilot in detail You can use this part for looking up how a
208. changesS essessssereesererersssereesesererssseressseereeseseeeeseeeeesse 326 Adding comments to CHANGES cceccececceecsenccenceecteestenseesseeseens 329 Adding other comments ssssessesesesserersseecesssseresssererrrereereereereese 330 Reviewing changes ssssssrseesseresssseressssseseesseseseeerereeeeererereereeeees Daz Merging documents scsssssseesereresssrereessrererssereeeeeeeeeereeeereeeeeeese 335 Comparing documents ssessseesssesesssreressreerersereereeeeerseesessssseseeeee aa Saving oer errin seers evens ee ease eee eee NR ENNS ou 6 OpenOffice org 3 x Calc Guide Chapter 12 Can VG OS os a esos es nsec E daeeseneeeercevteweuneeeweses es 340 DATE E10 9g peieesasssein E E E E E E E AE 341 Using the macro reCOLdel ccccececceccecenceccecescestecssceeseeecsenseesess 341 Write your own functionS esssessesesseeeseseeressrercsserereeeeseessesseseseses 345 Pa a A a E ee J93 OE YN a PERE E A E E O E A EE ANE 354 Waa 6 E E E E E ae eee eee A E E E E 356 Chapter 13 Calc as a Simple Database cccccccccccccccccccccccccccccccccccccccces 357 TTT SAUL DINT DA PREE E sete scree EA ET E E E E E E ET 358 Associating a range with a naMe sssesesssssesserssesssesssesreerererereeee 309 ON Aga paar eset nceen iain gia eae eae eae eatin ie et wie ieee cee 3605 I TUG US ea REA E E EE R A EEE 367 Calc functions similar to database functiOns c cece ccc e
209. ck New to display the dialog shown in Figure 330 1 Type a name for your new menu in the Menu name box 2 Use the up and down arrow buttons to move the new menu into the required position on the menu bar Click OK to save The new menu now appears on the list of menus in the Customize dialog It will appear on the menu bar itself after you save your customizations After creating a new menu you need to add some commands to it as described in Adding a command to a menu on page 413 Mew Menu Menu name C New Menu 1 Menu position New Menu 1 Figure 330 Adding a new menu Modifying existing menus To modify an existing menu select it in the Menu list and click the Menu button to drop down a list of modifications Move Rename Delete Not all of these modifications can be applied to all the entries in the Menu list For example Rename and Delete are not available for the supplied menus To move a menu such as File choose Menu gt Move A dialog similar to the one shown in Figure 330 but without the Menu name box opens Use the up and down arrow buttons to move the menu into the required position 412 OpenOffice org 3 x Calc Guide To move submenus such as File Send select the main menu File in the Menu list and then in the Menu Content section of the dialog select the submenu Send in the Entries list and use the arrow keys to move it up or down in the sequence Submenus are easily
210. column Listing 7 Add cell A2 in every sheet Function SumCellsAllSheets Dim TheSum As Double Dim i As integer Dim oSheets Dim oSheet Dim oCell oSheets ThisComponent getSheets For i 0 To oSheets getCount 1 oSheet oSheets getByIndex 1 oCell oSheet getCellByPosition 0 1 GetCell A2 TheSum TheSum oCell getValue Next SumCellsAllSheets TheSum End Function A cell object supports the methods getValue getString and getFormula to get the numerical value the string value or the formula used in a cell Use the corresponding set functions to set appropriate values Tip Use oSheet getCel LRangeByName A2 to return a range of cells by name If a single cell is referenced then a cell object is returned If a cell range is given then an entire range of cells is returned see Listing 8 Notice that a cell range returns data as an array of arrays Chapter 12 Calc Macros 353 which is more cumbersome than treating it as an array with two dimensions as is done in Listing 5 Listing 8 Add cell A2 C5 in every sheet Function SumCellsAllSheets Dim TheSum As Double Dim iRow As Integer iCol As Integer 1 As Integer Dim oSheets oSheet oCells Dim oRow oRows oSheets ThisComponent getSheets For 1 0 To oSheets getCount 1 oSheet oSheets getByIndex 1 oCells oSheet getCellRangeByName A2 C5 REM getDataArray returns the data as variant so strings REM are also return
211. complex complement to a complex_number The complex number is entered in the form x yi or x yj Appendix B Description of Functions 481 Syntax IMCOS complex number IMDIV numerator denominator IMEXP complex number IMLN complex number IMLOG10 complex number IMLOG2 complex number IMPOWER complex number number IMPRODUCT complex number complex number 1 IMREAL complex number IMSIN complex number IMSQRIT complex number IMSUB complex number 1 complex number 2 IMSUM complex number complex number 1 Description Returns the cosine of a complex number The complex number is entered in the form ly yi or yy yj Returns the division of two complex numbers Numerator Denominator are entered in the form x yi or x yj Returns the power of e the Eulerian number and the complex number The complex_number is entered in the form x yi or X yj Returns the natural logarithm of a complex number The complex number is entered in the form x yi or x yj Returns the common logarithm of a complex number The complex number is entered in the form x yi or x yj Returns the binary logarithm of a complex number The complex number is entered in the form x yi or x yj Returns the integer power ofa complex number The complex number is entered in the form x yi or x yj Number is the exponent Returns the product of up to 2
212. contain multiple ranges column range The range argument specifies which range to use The INDEX function can return an entire range a row or a single column see Table 25 The ability to index based on the start of the reference range provides some interesting uses Using the values Shown in Table 12 Listing 21 finds and returns Bob s quiz scores Table 26 contains a listing of each function used in Listing 21 Listing 21 Return Bob s quiz scores SUM OFFSET INDEX A2 G16 MATCH Bob A2 A16 0 0 3 1 2 Table 26 Breakdown of Listing 21 Function Description MATCH Bob A2 A16 0 Return 3 because Bob is the third entry in column A2 A16 INDEX A2 A16 3 Return A4 G4 the row containing Bob s quiz Scores OFFSET A4 G4 0 3 1 2 Return the range D4 E4 SUM D4 E4 Return the sum of Bob s quiz scores A simple range contains one contiguous rectangular region of cells It is possible to define a multi range that contains multiple simple ranges If the reference consists of multiple ranges you must enclose the reference or range name in parentheses Tip If reference argument to the INDEX function is a multi range then the range argument specifies which simple range to use see Table 27 386 OpenOffice org 3 x Calc Guide Table 27 Using INDEX with a multi range Function Returns INDEX B2 G2 1 2 93 INDEX B5 G5 1 2 65 INDEX B2 G2 B5 G5 1 2 93 INDEX B2 G2 B5 G5 1
213. corresponds to a record and each cell corresponds to a field You can sort group search and perform calculations on the range as if it were a database A database range provides behavior that is useful when performing database related activities For example you can mark the first row as headings To create modify or delete a database range use Data gt Define Range to open the Define Data Range dialog see Figure 306 When you first define a range the Modify button shown in the example is labeled New Ribeine Database Range ire l OOOO Name OK TempRange Cancel Help Modify Delete Range Sheet5 B 3 D 3 com Options V Contains column labels M Insert or delete cells Keep formatting M Don t save imported data Source Operations None Figure 306 Define a database range In a macro a database range is accessed created and deleted from the DatabaseRanges property The macro in Listing 13 creates a database range named MyName and sets the range to be used as an auto filter 364 OpenOffice org 3 x Calc Guide Listing 13 Create a database range and an auto filter Sub AddNewDatabaseRange Dim oRange DatabaseRange object Dim oAddr Cell address range for the database range Dim oSheet First sheet which will contain the range Dim oDoc Reference ThisComponent with a shorter name oDoc ThisComponent If NOT oDoc DatabaseRanges hasByName MyName Then
214. corruption especially if other users share your computer Caution To adapt shortcut keys to your needs use the Customize dialog as described below 1 Select Tools gt Customize gt Keyboard The Keyboard page of the Customize dialog opens 2 To have the shortcut key assignment available only with Calc select Calc in the upper right corner of the page otherwise select OpenOffice org to make it available to every component 3 Next select the required function from the Category and Function lists 4 Now select the desired shortcut keys in the Shortcut keys list and click the Modify button at the upper right 5 Click OK to accept the change Now the chosen shortcut keys will execute the function chosen in step 3 above whenever they are pressed Chapter 14 Setting up and Customizing Calc 417 All existing shortcut keys for the currently selected Function are listed in the Keys selection box If the Keys list is empty it indicates that the chosen key combination is free for use If it were not and you wanted to reassign a shortcut key combination that is already in use you must first delete the existing key Shortcut keys that are greyed out in the listing on the Customize dialog such as F1 and F10 are not available for reassignment Note Example Assigning styles to shortcut keys You can configure shortcut keys to quickly assign styles in your document 1 On the Keyboard page of the Customize dialog c
215. cted on the General page Links page of PDF Options dialog On this page you can choose how links are exported to PDF General Initial View User Interface Links Security _ Convert document references to PDF targets _ Export URLs relative to file system Cross document links Default mode Open with POF reader application Open with Internet browser Figure 121 Links page of PDF Options dialog Export bookmarks as named destinations If you have defined Writer bookmarks Impress or Draw slide names or Calc sheet names this option exports them as named destinations to which Web pages and PDF documents can link Convert document references to PDF targets If you have defined links to other documents with OpenDocument extensions such as ODT ODS and ODP this option converts the file names to PDF in the exported PDF document Chapter 6 Printing Exporting and E mailing 171 Export URLs relative to file system If you have defined relative links in a document this option exports those links to the PDF Cross document links Defines the behavior of links clicked in PDF files Security page of PDF Options dialog PDF export includes options to encrypt the PDF so it cannot be opened without a password and apply some digital rights management DRM features e With an open password set the PDF can only be opened with the password Once opened there are no restrictions on what the user can
216. culated 442 OpenOffice org 3 x Calc Guide Syntax MIRR values investment reinvest rate NOMINAL effective rate Npery NOMINAL ADD effective _ rate Npery NPER rate PMT PV FV type NPV Rate value_1 value 2 value 30 ODDFPRICE settlement maturity issue first coupon rate yield redemption frequency basis Description Calculates the modified internal rate of return of a series of investments Values corresponds to the array or the cell reference for cells whose content corresponds to the payments Investment is the rate of interest of the investments the negative values of the array Reinvest _ rate is the rate of interest of the reinvestment the positive values of the array Calculates the yearly nominal interest rate given the effective rate and the number of compounding periods per year Effective_rate is the effective interest rate Npery is the number of periodic interest payments per year Calculates the yearly nominal rate of interest given the effective rate and the number of compounding periods per year Effective_rate is the effective annual rate of interest Npery is the number of interest payments per year Returns the number of periods for an investment based on periodic constant payments and a constant interest rate Rate is the periodic interest rate PMT is the constant annuity paid in each period PV is the present value cash value in a sequence of paym
217. d The chart area is the area surrounding the chart graphic including the optional main title and key 1 Double click the chart so that it is enclosed by a gray border 2 Choose Format gt Chart Area 3 On the Chart Area dialog Figure 63 choose the desired format settings On the Area tab you can change the color or choose a hatch pattern bitmap or some preset gradients Click on the drop down box to see the options Patterns are probably more useful than color if you have to print out your chart in black and white You can also use the Transparency tab to change the area s transparency If you used a preset gradient from the Area tab you can see the different parameters of which it is composed 86 OpenOffice org 3 x Calc Guide J Light cyan Figure 63 Chart Area dialog Changing the chart graphic background The chart wall is the area that contains the chart graphic 1 Double click the chart so that it is enclosed by a gray border 2 Choose Format gt Chart Wall The Chart Wall dialog has the Same formatting options as described in Changing the chart area background above 3 Choose your settings and click OK Changing colors If you need a different color scheme from the default for the charts in all your documents go to Tools gt Options gt Charts gt Default Colors which has a much wider range of colors to choose from Changes made in this dialog affect the default chart colors for any ch
218. d Bottom fields Use the thumbnail next to these fields to determine the correct amount by which to crop The cropped shape is always a rectangle more complex cropped Shapes are not possible in Calc Instead use a dedicated photo or image editing software for the job then import the image into Calc If you crop an image in Calc the picture itself is not changed Note If you export the document to HTML the original image is exported not the cropped image Resizing an image To resize an image 1 Click the picture if necessary to show the green resizing handles 2 Position the pointer over one of the green resizing handles The pointer changes shape giving a graphical representation of the direction of the resizing 3 Click and drag to resize the picture 4 Release the mouse button when satisfied with the new size The corner handles resize both the width and the height of the graphic object simultaneously while the other four handles only resize one dimension at a time To retain the original proportions of the graphic Shift click Tip one of the corner handles then drag Be sure to release the mouse button before releasing the Shift key Chapter 5 Using Graphics in Calc 141 Resizing a bit mapped raster image such as a photograph adversely affects the resolution causing some degree of blurring It is better to use a graphics package to size your picture correctly before inserting it into your document if possible
219. d for each distinct value in this column Subtotals Ist Group 2nd Group 3rd Group Options Group by Calculate subtotals For Use Function Column Colurin B Zolumn Count numbers only StDev Sample StOevP Population Var Samplet VarP Population Figure 224 Setting up subtotals Chapter 9 Data Analysis 275 4 In the Calculate subtotals for box select the columns containing the values that you want to create subtotals for If the contents of the selected columns change later the subtotals are automatically recalculated 5 In the Use function box select the function that you want to use to calculate the subtotals 6 Click OK If you use more than one group then you can also arrange the subtotals according to choices made on the dialog s Options page including ascending and descending order or using one of the predefined custom sorts defined in Tools gt Options gt OpenOffice org Calc gt Sort Lists Subtotals ist Group 2nd Group 3rd Group Options Groups Case sensitive Pre sort area according to groups Sort Ascending O Descending _ Include formats _ Custom sort order Figure 225 Choosing options for subtotals 276 OpenOffice org 3 x Calc Guide Using what if scenarios Scenarios are a tool to test what if questions Each scenario is named and can be edited and formatted separately When you print the spreadsh
220. d icons To choose an icon for a command select the command and click Modify gt Change icon On the Change Icon dialog Figure 333 scroll through the available icons select one and click OK to assign it to the command To use a custom icon create it in a graphics program and import it into OOo by clicking the Import button on the Change Icon dialog Custom icons must be 16 x 16 or 26 x 26 pixels in size and cannot contain more than 256 colors Customizing keyboard shortcuts In addition to using the built in keyboard shortcuts listed in Appendix A you can define your own You can assign shortcuts to standard OOo functions or your own macros and save them for use with the entire OpenOffice org suite or only for Calc 416 OpenOffice org 3 x Calc Guide Change Icon Icons S O hp amp ib amp gt Oi amp G amp A ab abc T E EE AX amp HHiov wh hk Note The size of an icon should be 16x16 pixel to achieve best quality Different sized icons Will be scaled automatically Figure 333 Change Icon dialog Be careful when reassigning your operating system s or OO0O S predefined shortcut keys Many key assignments are universally understood shortcuts such as F1 for Help and are always expected to provide certain results Although you can easily reset the shortcut key assignments to the OOo defaults changing some common shortcut keys can cause confusion frustration and possible data loss or
221. d returns TRUE if they are identical This function is case sensitive Text_1 is the first text to compare Text_2 is the second text to compare Looks for a string of text within another string Where to begin the search can also be defined The search term can be a number or any string of characters The search is case sensitive Find_text is the text to be found Text is the text where the search takes place Position optional is the position in the text from which the search starts Specifies that a number be displayed with a fixed number of decimal places and with or without a thousands separator This function can be used to apply a uniform format to a column of numbers Number is the number to be formatted Decimals is the number of decimal places to be displayed No_thousands separator optional determines whether the thousands separator is used or not If the parameter is a number not 476 OpenOffice org 3 x Calc Guide LEFT text number LEN text LOWER text MID text start number PROPER text REPLACE text position length new text REPT text number Description equal to 0 the thousands separator is suppressed If the parameter is equal to 0 or if it is missing altogether the thousands separators of the current locale setting are displayed Returns the first character or characters ina text string Text is the text where the initial partial words are to be determined Number op
222. data source Computing time may take several minutes Grouping of categories with scalar values For grouping scalar values select a single cell in the row or column of the category to be grouped 2 5 4 5 2 2 f 4 2 Figure 195 DataPilot Figure 194 DataPilot with grouping classes without grouping frequency Of 10 km h each of the km h values of a radar control Lo Choose Data gt Group and Outline gt Group from the menu bar or press F12 you get the following dialog Grouping Start OK io Automatically Wanually at Cancel End ack io Automatically D ih Manually at s0 10 Group by Figure 196 Grouping dialog with scalar categories 254 OpenOffice org 3 x Calc Guide You can define in which value range start end the grouping should take place The default setting is the whole range from smallest to biggest value In the Grouping after field you can enter the class size this means the interval size in this example groups of 10 km h each Grouping of categories with date or time values For grouping date or time values select a single cell in the column or row of the category that should be grouped This was demonstrated in all three examples in the section Examples with step by step instructions starting on page 219 With the menu entry Data gt Group and Outline gt Group or by pressing F12 you get the following dialog Grouping x S
223. date If Date_2 is an earlier date than Date_1 the result is a negative number Returns the difference between two dates based on the 360 day year used in interest calculations If Date_2 is earlier than Date_1 the function will return a negative number Type optional determines the type of difference calculation the US method 0 or the European method 0 Calculates the number of days in the month of the given date Appendix B Description of Functions 459 Syntax DAYSINYEAR date FASTERSUNDAY integer EDATE start date months EOMONTH start date months HOUR number ISLEAPYEAR date MINUTE number MONTH number MONTHS start date end date type NETWORKDAYS start _date end date holidays Description Calculates the number of days in the year of the given date Returns the date of Easter Sunday for the entered year Year is an integer between 1583 and 9956 or 0 and 99 The result is a date a number of Months away from the given Start_date Only months are considered days are not used for calculation Months is the number of months Returns the date of the last day of a month which falls Months away from the given Start_date Months is the number of months before negative or after positive the start date Returns the hour as an integer for the given time value Number is a time value Determines whether a given date falls within a leap year Returns either 1 TRUE or
224. dditional differentiating factors are immediately available 4 Many types of evaluation are possible for example number or average instead of sum accumulated values comparisons and so on Chapter 8 Using the DataPilot 220 We will now demonstrate some of these advantages Starting with the result of Figure 154 drag the Date field under the Category field as shown in Figure 155 E ch S Bicategory pen Feb Mar o5 golfing CSS 26 160 00 30 444 00 31 714 00 6 Bailing 13 979 00 15 625 00 17 409 00 ennis 39 206 00 23 710 00 12 097 00 a Total Result 79 365 00 69 779 00 61 220 00 g Figure 155 Drag Date field under Category field Now the summary is as shown in Figure 156 Figure 156 Changed layout 224 OpenOffice org 3 x Calc Guide To transpose the table completely just drag the Category field above the area of the displayed values to cell C3 see Figure 157 The result of this action is shown in Figure 158 p 444 UU p31 14 00 bed Pa U0 Sur sales category aad ooo o S Te a Result TERN 13 979 00 30 44400 15 645 00 114 00 17 403 00 24 4 00 19 769 00 24 bob U0 21 799 00 be Ads O00 21 271 00 10 Pun 11 Total Result 156 214 00 109 852 00 le Figure 158 Transposed layout of Figure 156 In contrast to the beginners example in Figure 149 it is now very Simple to view or add different aspects of the underlying data For example to see the values
225. de Hiding and showing data When elements are hidden they are neither visible nor printed but can still be selected for copying if you select the elements around them For example if column B is hidden it is copied when you select columns A and C When you need a hidden element again you can reverse the process and show the element To hide or show sheets rows and columns use the options on the Format menu or the right click context menu For example to hide a row first select the row and then choose Format gt Row gt Hide or right click and choose Hide To hide or show selected cells choose Format gt Cells from the menu bar or right click and choose Format Cells On the Format Cells dialog go to the Cell Protection tab Numbers Font Font Effects Alignment Borders Background Cell Protection Protection L Hide all Cell protection is only effective after the current J S sheet has been protected Protecte Select Protect Document from the Tools menu FI Hide formula and specify Sheet Print L Hide when printing The cells selected will be omitted when printing Figure 46 Hiding or showing cells Outline group controls If you are continually hiding and showing the same cells you can simplify the process by creating outline groups which add a set of controls for hiding and showing the cells in the group that are quick to use and always available If the contents of cel
226. dentical structures The easiest way to do this is to set up the first Branch spreadsheet input data format cells and prepare the formulas for the various sums of rows and columns 1 On the worksheet tab right click and select Rename Sheet Type Branch1 Right click on the tab again and select Move Copy Sheet 2 In the Move Copy Sheet dialog select the Copy option and select Sheet 2 in the area Insert before Click OK right click on the tab of the sheet Branch1 2 and rename it to Branch2 Repeat to produce the Branch3 and Combined worksheets 194 OpenOffice org 3 x Calc Guide xi Move Copy Sheet Temin Untitled1 Insert before move to end position Figure 134 Copying a worksheet 3 Enter the data for Branch 2 and Branch 3 into the respective Sheets Each sheet stands alone and reports the results for the individual branches 4 In the Combined worksheet click on cell K7 Type click on the tab Branch1 click on cell K7 press repeat for sheets Branch2 and Branch3 and press Enter You now have a formula in cell K1 which adds the revenue from Greenery Sales for the 3 Branches K7 A E Branch1 k74Branch2 k74B8ranch3 k7 6 7 Greenery Sales SU a 126 ae a Fertilizer Sales 2a e 9 Earth Sales 61 778 17 569 10 Sub Total 179 893 167 428 i 42 Cost of Sales 13 Wholesaler Purchases 06 572 06 70386 34 96 566 22 14 Sales Tax 31 690 49 22 771 11 31 624 13 45 Sub
227. des another way to find them by using the Navigator If any comments are in the spreadsheet the Navigator shows a mark usually a or an arrow next to the word Comments Click on this mark to display a list of comments Double click on the comment you want to jump directly to the cell it is associated with Reviewing changes At this point we are going to change our perspective from the point of view of the team sponsor to that of the coach so we can see how to review and accept or reject the changes to the document the coach originally wrote 332 OpenOffice org 3 x Calc Guide You are the coach of a youth baseball team and you Submitted a potential budget created in Calc to your team Sponsor Your sponsor has reviewed the document using the record changes feature of Calc Now you want to review those changes and accept or reject the counter proposal Because the sponsor recorded changes in Calc you can easily see what changes were made and decide how to act Viewing changes Calc gives you tremendous control over what changes you see when reviewing a document To change the available filters select Edit gt Changes gt Show The dialog shown in Figure 280 opens Show Changes Filter settings E Date earlier than E Author ange Comment Show accepted changes Show rejected changes Figure 280 Show changes dialog Using the different settings you can control which changes appear
228. dialog Changes the focus by moving backward through the areas and buttons of the dialog Moves the focus up one item in the current dialog area Moves the focus down one item in the current dialog area Moves the focus one item to the left in the current dialog area Moves the focus one item to the right in the current dialog area Selects the first field in the current layout area Selects the last field in the current layout area Copies or moves the current field into the Row area Copies or moves the current field into the Column area Copies or moves the current field into the Data area Moves the current field up one place Moves the current field down one place Moves the current field one place to the left Moves the current field one place to the right Moves the current field to the first place Move the current field to the last place Displays the options for the current field Removes the current field from the area Appendix A Keyboard Shortcuts 427 OpenOf ficeorg3 Appendix B Description of Functions Functions available in Calc Calc provides all of the commonly used functions found in modern spreadsheet applications Since many of Calc s functions require very specific and carefully calculated input arguments the descriptions in this appendix should not be considered complete references for each function Refer to the application Help or the OOo wiki for detai
229. displayed in the sheet Charts will be shown with the displayed values If this option is not selected the displayed numbers are rounded but they are calculated internally using the non rounded number Search criteria and lt gt must apply to whole cells Specifies that the search criteria you set for the Calc database functions must match the whole cell exactly When this option is selected Calc behaves exactly like MS Excel when searching cells in the database functions This search Has this result win Finds win but not win95 os2win or upwind win Finds win and win95 but not os2win or upwind win Finds win and os2win but not win95 or upwind win Finds win win95 os2win and upwind If this option is not selected the win search pattern acts like win the search pattern can be at any position within the cell when searching with the Calc database functions Enable regular expressions in formulas Specifies that regular expressions are enabled when searching and also for character string comparisons This relates to the database functions and to VLOOKUP HLOOKUP and SEARCH 406 OpenOffice org 3 x Calc Guide Automatically find column and row labels Specifies that you can use the text in any cell as a label for the column below the text or the row to the right of the text The text must consist of at least one word and must not contain any operators Example Cell E5 contains the text Europe Below in cell E6 is
230. ditional values for May June July and so on you need to add extra columns This means that you have to change the structure of the calculation sheet This is not only somewhat inefficient from a workflow point of view it also adds some practical questions How do references react if you add more columns or rows to the sum formulas e The layout where the timeline is displayed horizontally might be less convenient if you add more months A vertical layout might be a more efficient use of space How can the table then be transposed Do you have to enter everything again e What if the management asks unexpected questions or adds an additional subdivision for the different sales regions or a constraint of the sales for a given employee In these cases you again have to manually add all the sums and create different tables in many variations e Is it really acceptable and realistic to create such an overview by adding the different values manually This is really a lot of work and extremely error prone Solution The most important part of your task in the example is the addition of the Total sales per month cells This had to be done manually To do this automatically with the program just get the data into Calc You can enter the single numbers by hand or you can import a file from your bookkeeping software In any case we assume a continuous table that keeps track of all sales in a somewhat primitive form 220 OpenOffice org 3 x
231. do with the document for example print copy or change it e With a permissions password set the PDF can be opened by anyone but its permissions can be restricted See Figure 122 General Initial view User Interface Links Security Set open password Mo open password set POF document will not be encrypted Permission password set POF document will be restricted Printing Not permitted Low resolution 150 dpi High resolution Changes Not permitted Inserting deleting and rotating pages Filling in Form Fields Commenting Filling in Form Fields O Any except extracting pages Enable copying of content Enable text access For accessibility tools Figure 122 Security page of PDF Options dialog 172 OpenOffice org 3 x Calc Guide e With both the open password and permission password set the PDF can only be opened with the correct password and its permissions can be restricted Not Permissions settings are effective only if the user s PDF viewer GLE respects the settings Figure 123 shows the dialog displayed when you click the Set open password button on the Security page of the PDF Options dialog After you set a password for permissions the other choices on the Security page shown in Figure 122 become available These selections are self explanatory General Initial view User InterFace Links Security Set open password Mo open password set POF document will
232. e calculations also are simplified what if the exchange rate varies from 0 75 to 0 70 or 0 80 No formula editing is needed and it is clear what rate is used in the calculations Breaking complex formulas down into 178 OpenOffice org 3 x Calc Guide more manageable parts described below also helps to minimise errors and aid troubleshooting Lack of documentation Lack of documentation is a very common failing Many users prepare a simple worksheet which then develops into something much more complicated over time Without documentation the original purpose and methodology is often unclear and difficult to decipher In this case it is usually easier to start again from the beginning wasting the work done previously If you insert comments in cells and use labels and headings a spreadsheet can be later modified by you or others and much time and effort will be saved Error checking formulas Adding up columns of data or selections of cells from a worksheet often results in errors due to omitting cells wrongly specifying a range or double counting cells It is useful to institute checks in your spreadsheets For example set up a spreadsheet to calculate columns of figures and use SUM to calculate the individual column totals You can check the result by including in a non printing column a set of row totals and adding these together The two figures row total and column total must agree If they do not you have an error some
233. e number of interest payments per year 1 2 or 4 Basis indicates how the year is to be calculated Returns the periodic payment for an annuity 444 OpenOffice org 3 x Calc Guide type PPMT rate period NPER PV FV type PRICE settlement maturity rate yield redemption frequency basis PRICEDISC settlement maturity discount redemption basis PRICEMAT settlement maturity issue rate yield basis Description with constant interest rates Rate is the periodic interest rate NPER is the number of periods in which annuity is paid PV is the present value cash value in a sequence of payments FV optional is the desired value future value to be reached at the end of the periodic payments Type optional defines whether the payment is due at the beginning 1 or the end 0 of a period Returns for a given period the payment on the principal for an investment that is based on periodic and constant payments and a constant interest rate Rate is the periodic interest rate Period is the amortization period NPER is the total number of periods during which annuity is paid PV is the present value in the sequence of payments FV optional is the desired future value Type optional defines whether the payment is due at the beginning 1 or the end 0 of a period Calculates the market value of a fixed interest security with a par value of 100 currency units as a function of the fore
234. e thus permitting you to create and apply different configurations as the need arises To save keyboard shortcuts to a file 1 After making your keyboard shortcut assignments click the Save button on the Customize dialog 2 In the Save Keyboard Configuration dialog select All files from the Save as Type list 3 Next enter a name for the keyboard configuration file in the File name box or select an existing file from the list If you need to browse to find a file from another location 4 Click Save A confirmation dialog appears if you are about to overwrite an existing file otherwise there will be no feedback and the file will be saved Loading a saved keyboard configuration To load a saved keyboard configuration file and replace your existing configuration click the Load button on the Customize dialog and then select the configuration file from the Load Keyboard Configuration dialog Resetting the shortcut keys To reset all of the keyboard shortcuts to their default values click the Reset button near the bottom right of the Customize dialog Use this Chapter 14 Setting up and Customizing Calc 419 feature with care as no confirmation dialog will be displayed the defaults will be set without any further notice or user input Running macros from key combinations You can also define shortcut key combinations that will run macros These shortcut keys are strictly user defined none are built in For more information
235. e you might have changed a sales value afterward To update the DataPilot right click in the result area and choose Refresh or choose Data gt DataPilot gt Refresh from the menu bar Chapter 8 Using the DataPilot 261 2 You have added or deleted data sets in the original list In this case the change means that the DataPilot has to use a different area of the spreadsheet for its analysis A change of the data reference for an existing DataPilot is not possible You must redo the DataPilot Cell formatting The cells in the results area of the DataPilot are automatically formatted in a simple format by Calc You can change this formatting using all the tools in Calc but please note that if you make any change in the design of the DataPilot or any updates the formatting will return to the that applied automatically by Calc For the number format in the data field Calc uses the number format that is used in the corresponding cell in the source list In most cases this is useful for example if the values are in the currency format then the corresponding cell in the result area is also formatted as currency However if the result is a fraction or a percentage the DataPilot does not recognize that this might be a problem such results must either be without a unit or be displayed as a percentage Although you can correct the number format manually the correction stays only until the next update Multiple data fields Unti
236. e Control key and click on the sheet tab 4 Repeat as necessary The selected tabs will turn white Any actions that you perform will now affect all highlighted sheets All sheets Right click any one of the sheet tabs and choose Select All Sheets from the pop up menu Working with columns and rows Inserting columns and rows Columns and rows can be inserted individually or in groups When you insert a single new column it is inserted to the left of the highlighted column When you insert a single new row it is inserted above the highlighted row Cells in the new columns or rows are formatted like the corresponding cells in the column or row before or to the left of which the new column or row is inserted Note Single column or row Using the Insert menu 1 Select the cell column or row where you want the new column or row inserted 30 OpenOffice org 3 x Calc Guide 2 Choose either Insert gt Columns or Insert gt Rows Using the mouse 1 Select the cell column or row where you want the new column or row inserted 2 Right click the header of the column or row 3 Choose Insert Rows or Insert Columns Multiple columns or rows Multiple columns or rows can be inserted at once rather than inserting them one at a time 1 Highlight the required number of columns or rows by holding down the left mouse button on the first one and then dragging across the required number of identifiers 2 Proceed as
237. e Data gt Filter Sub menu Automatic filters add a drop down list to the top row of a column that contains commonly used filters They are quick and convenient and almost as useful with text as with numbers because the list includes every unique entry in the selected cells In addition to these unique entries automatic filters include the option to display all entries the ten highest numerical values and all cells that are empty or not empty as well as a standard filterthat you can customize see below However they are somewhat limited In particular they do not allow regular expressions so you cannot use them to display cell contents that are similar but not identical 64 OpenOffice org 3 x Calc Guide Standard filters are more complex than automatic filters You can set as many as three conditions as a filter combining them with the operators AND and OR Standard filters are mostly useful for numbers although a few of the conditional operators such as and lt gt can also be used for text Other conditional operators for standard filters include options to display the largest or smallest values or a percentage of them Useful in themselves standard filters take on added value when used to further refine automatic filters Advanced filters are structured similarly to standard filters The differences are that advanced filters are not limited to three conditions and their criteria are not entered in a dialog Instead
238. e Finish button or click Next to change some more details of the chart We will click Next to see what we can do to our chart using the other pages of the Wizard Chart Wizard Steps Choose a data range Data range Sheetl 4 2 DA 1 Chart Type 3 Data Series O Data series in rows Data series in columns 4 Chart Elements First row as label First column as label Figure 55 Changing data ranges and axes labels 76 OpenOffice org 3 x Calc Guide Selecting data series Chart Wizard Steps Customize data ranges for individual data series Data series Data ranges 1 Chart Type E Sheetl pBz 2 Data Range Sheeti b s 665 4 Chart Elements Sheet 443 458 IEEE ces twa m Figure 56 Amending data series and ranges On the Data Series page you can fine tune the data that you want to include in the chart Perhaps you have decided that you do not want to include the data for canoes If so highlight Canoes in the Data series box and click on Remove Each named data series has its ranges and its individual Y values listed This is useful if you have very specific requirements for data in your chart as you can include or leave out these ranges i You can click the Shrink button ira next to the Range for Name Tip box to work on the spreadsheet itself This is handy if your data ranges are larger than ours and the Chart Wizard is in the way Another way
239. e OOo Open and Save dialogs Note Drag and drop 1 Open a file browser window and locate the image you want to insert 2 Drag the image into the Calc document and drop it where you want it to appear A faint vertical line marks where the image will be dropped The picture will be anchored to the cell where it was dropped This method always embeds saves a copy of the image file in the Calc document Linking an image file To create a link to the file containing the image instead of saving a copy of the image in the Calc document use the Insert picture dialog and select the Link option The image is then displayed in the document but when the document is saved it contains only a reference to the image file not the image itself The document and the image remain as two separate files which are merged temporarily only when you open the document again Linking an image has two advantages and one disadvantage e Advantage Linking can reduce the size of the document when it is saved because the image file itself is not included The file size is usually not a problem on a modern computer with a reasonable amount of memory unless the document includes many large graphics files Calc can handle quite large files e Advantage You can modify the image file separately without changing the document because the link to the file remains valid and the modified image will appear when you next open the document This can be a big
240. e Styles and Formatting window Copying and moving styles Occasionally you may want to copy a style from one spreadsheet to another or between a spreadsheet and a template instead of recreating it in the second spreadsheet You can do this using the Template Management dialog 1 Click File gt Templates gt Organize 2 In the Template Management dialog Figure 89 set the lists at the bottom to either Templates or Documents as needed The default is Templates on the left and Documents on the right To copy styles from a file that is not open click the File button Tip When you return to this dialog both lists show the selected file as well as all the currently open documents 3 Open the folders and find the templates from and to which you want to copy Double click on the name of the template or document and then double click the Styles icon to show the list of individual styles Figure 90 4 To copy a style hold down the Ctrl key and drag the name of the style from one list to the other 5 Repeat for each style you want to copy If the receiving template or document has many styles you may not see any change unless you scroll down in the list When you are finished click Close Chapter 4 Using Styles and Templates in Calc 117 Template Management CI My Templates 0207WG WorkingWithStyles_PHE 9 Drawing Untitled 9 HB Systems LI phb 7 Presentation 9 Presentation Backgrounds 7 Presentation
241. e breaks Comment indicator Value highlighting Guides while moving Anchor Text overflow Simple handles E Large handles Show references in color Objects Objects Graphics Window Columnjrow headers Charts Horizontal scroll bar Drawing objects Vertical scroll bar Zoom Sheet tabs Synchronize sheets Outline symbols Figure 323 Selecting view options for Calc Visual aids section Specifies which lines are displayed Grid lines Specifies whether to display grid lines between the cells when viewed onscreen If this option is selected you can also specify the color for the grid lines in the current document The color choice overrides the selection made in Tools gt Options gt OpenOffice org gt Appearance gt Spreadsheet gt Grid lines 402 OpenOffice org 3 x Calc Guide For printing choose Format gt Page gt Sheet and mark the Grid option Page breaks Specifies whether to view the page breaks within a defined print area Guides while moving Specifies whether to view guides when moving drawings frames graphics and other objects These guides help you align objects Simple handles Specifies whether to display the handles the eight points on a selection box as simple squares without a 3D effect Large handles Specifies that larger than normal handles the eight points on a selection box are displayed Display section Select various options for the screen display Formulas Specif
242. e font settings ize 3 a Export Size 14 a _ Netscape Navigator yt Size 5 i B IE L_ OpenOffice org Basic Size 24 aja J Display warning oze 7 36 i _ Print layout Copy local graphics to Internet Character set Western Europe Windows 12 Figure 321 Choosing HTML compatibility options Chapter 14 Setting up and Customizing Calc 399 Choosing options for Calc In the Options dialog click the sign to the left of OpenOffice org Calc on the left hand side A list of subsections drops down OpendOFfice org Load Save i Language Settings zz OpenOffice org Calc TERE General VIEW This is where you define various global settings for spreadsheets Calculate define which contents should be displayed and in which direction i Sart Lists you enter data in a cell You also define sort lists the number of the Changes displayed etc rid Print OpenOffice org Base E General options for Calc In the Options dialog choose OpenOffice org Calc gt General Metrics Updating Measurement unit Centimeter Update links when opening C Always Tab stops 1 25cm Qin request O Never Input settings Press Enter to move selection Down n _ Fress Enter to switch to edit mode _ Expand Formatting _ Expand references when new columnsirows are inserted Highlight selection in colurinjrow headers _ Use printer metrics For text Formatting Show overwrite wa
243. e it Chapter 1 Introducing Calc 19 If the spreadsheet has been previously saved then saving it using the Save or Save All command will overwrite an Note existing copy However you can save the spreadsheet in a different location or with a different name by selecting File gt Save As Password protection To protect an entire document from being viewable without a password use the option on the Save As dialog to enter a password This option is only available for files saved in OpenDocument formats or the older OpenOffice org 1 x formats On the Save As dialog select the Save with password option and then click Save You will be prompted to type the same password in two fields If the passwords match the OK button becomes active Click OK to save the document as password protected If the passwords do not match you will be prompted to type the password again OOo uses a very strong encryption mechanism that makes it almost impossible to recover the contents of a document in case you lose the password Saving a document automatically You can choose to have Calc save your spreadsheet automatically at regular intervals Automatic saving like manual saving overwrites the last saved state of the file To set up automatic file saving 1 Choose Tools gt Options gt Load Save gt General 2 Click on Save AutoRecovery information every This enables the box to set the interval The default value is 15 minutes Enter
244. e of sheet tabs Click here to insert a new sheet FI Figure 14 Creating a new sheet Active Sheet Fach method will open the Insert Sheet dialog Here you can select whether the new sheet is to go before or after the selected sheet and how many sheets you want to insert If you are inserting only one Sheet there is the opportunity to give the sheet a name Insert Sheet Position Before current sheet O After current sheet Cancel Sheet o New sheet No of sheets Name From file Figure 15 Insert Sheet dialog OZ OpenOffice org 3 x Calc Guide Deleting sheets Sheets can be deleted individually or in groups Single sheet Right click on the tab of the sheet you want to delete and choose Delete Sheet from the pop up menu or choose Edit gt Sheet gt Delete from the Menu bar Either way an alert will ask if you want to delete the sheet permanently Click Yes Multiple sheets To delete multiple sheets select them as described earlier then either right click over one of the tabs and choose Delete Sheet from the pop up menu or choose Edit gt Sheet gt Delete from the Menu bar Renaming sheets The default name for the a new sheet is SheetX where X is a number While this works for a small spreadsheet with only a few sheets it becomes awkward when there are many sheets To give a sheet a more meaningful name you can e Enter the name in the Name box when you create the
245. e other chart programs Select the Perspective option to view the chart in central perspective as through a camera lens instead of using a parallel projection Set the focus length with the spin button or type a number in the box 100 gives a perspective view where a far edge in the chart looks approximately half as big as a near edge 88 OpenOffice org 3 x Calc Guide Appearance Use the Appearance page to modify some aspects of a 3D chart s appearance 3D View Perspective Appearance Illumination Scheme _ Shading Object borders Figure 65 Modifying appearance of 3D chart Select a scheme from the list box When you select a scheme the options and the light sources are set accordingly If you select or deselect a combination of options that is not given by the Realistic or Simple schemes you create a Custom scheme Select Shading to use the Gouraud method for rendering the surface Otherwise a flat method is used The flat method sets a single color and brightness for each polygon The edges are visible soft gradients and spot lights are not possible The Gouraud method applies gradients for a smoother more realistic look Refer to the Draw Guide for more details on shading Select Object Borders to draw lines along the edges Select Rounded Edges to smooth the edges of box shapes In some cases this option is not available Illumination Use the Illumination page Figure 66 to set the li
246. e text of a comment just as you do for any other text 1 Right click on the cell containing the comment marker and choose Show comment from the pop up menu 2 Select the comment then double click on it The cursor changes to the usual blinking text entry cursor and the Formatting toolbar changes to show text attributes Chapter 11 Sharing and Reviewing Documents 331 3 When done click outside the comment to deselect it To hide the comment again right click on the cell and deselect Show Comment on the pop up menu Formatting comments You can change the background color border style transparency and other attributes of a comment 1 Right click on the cell containing the comment marker and choose Show comment from the pop up menu 2 Click on the comment itself The Formatting toolbar changes to Show many of the comment formatting options These are the Same as the options for formatting graphics see Chapter 5 Using Graphics in Calc for more information You can also right click on the comment to see a menu of choices some of which lead to dialogs in which you can fine tune the formatting these dialogs are also discussed in Chapter 5 3 When done click outside the comment to deselect it To hide the comment again right click on the cell and deselect Show Comment on the pop up menu Finding comments using the Navigator The small comment markers in the corners of cells can be difficult to see so Calc provi
247. e the legend box as part of the label These choices are the same as those shown in Figure 60 on page 81 The text for labels is taken from the column labels and it cannot be changed here If the text needs to be abbreviated or if it did not label your graph as you were expecting you need to change it in the original data table Choosing and formatting symbols In line and scatter charts the symbols representing the points can be changed to a different symbol shape or color through the object properties dialog Select the data series you wish to change right click and choose Format gt Data Series from the context menu On the Line tab of the Data Series dialog in the Icon section choose from the drop down list Select gt Symbols Here you can choose no symbol a symbol from an inbuilt selection a more exciting range from 92 OpenOffice org 3 x Calc Guide the gallery or if you have pictures you need to use instead you can insert them using Select gt From file Line properties Icon Style m Continuous ba Mo Symbol O 25cm gt Color Automatic 0 25cm Chart 1 w From File Width Gallery i 009cm te Symbols Transparency OMe aly iM ATR A N Figure 69 Symbol selection Resizing and moving the chart You can resize or move all elements of a chart at the same time in two ways interactively or by using the Position and Size dialog You may wish to use a combination of
248. e useful if there are different areas of a large spreadsheet that need to be printed for different reports Several different print ranges can be defined to meet this need 1 2 To define a print range use the same procedure as labeling an area of the sheet Highlight the cells you want to define as a print range and select Insert gt Names gt Define The cells can be highlighted after opening the Define Names dialog as well On the Define Names dialog Figure 114 type a name for the range in the text box with the blinking cursor The name of the range cannot contain any spaces Chapter 6 Printing Exporting and E mailing 161 3 Click the More button in the dialog and then select the Print range option Click the Add button 4 To include more than one group of cells in the selection type in the additional ranges For example to select the rectangle with A3 as the top left cell and F20 as the bottom right cell enter 3 A 3 F 20 or A3 F20 both work and are equivalent after the initial selection Make sure that each group of cells is separated with a semicolon 5 Click OK Define Names Name NewPrintRange OK Cancel Help a Add Assigned to Area type Print range E Repeat column Ej Filter E Repeat row Figure 114 Define Names dialog To print this range 1 Choose Format gt Print Ranges gt Edit Figure 111 The previously defined area now appears in the drop down box under Pri
249. e will print as a separate page even if both ranges are on the same sheet Note Removing a print range It may become necessary to remove a defined print range for example if the whole sheet needs to be printed later Choose Format gt Print Ranges gt Remove This removes all defined print ranges on the sheet After the print range is removed the default page break lines will appear on the screen Editing a print range At any time you can directly edit the print range for example to remove or resize part of the print range Choose Format gt Print Chapter 6 Printing Exporting and E mailing 159 Ranges gt Edit If you have already selected a print range the Edit Print Ranges dialog looks something like Figure 111 g Edit Print Ranges EJ Print range GAS CHO 0 12 F 23 H 24 25 Rows to repeat sone PSS Columns to repeat es Figure 111 Edit a print range In this example three rectangles are selected each separated by a semicolon The first is bounded by cell A3 A 3 in the top left and cell C9 C 9 in the bottom right corners Clicking anywhere in the text entry box shows the currently selected print range on the screen with each rectangle in a different color as in Figure 112 After making any changes click the Shrink icon next to the text entry box to redisplay the rectangles with their new values To re expand the Edit Print Ranges dialog click the Shrink icon again Ed
250. eaningful than Sheet1 The function named SHEET returns the sheet number in the collection of spreadsheets There are several worksheets in each book and they are numbered from the left Sheet1 Sheet2 and so forth If you drag the worksheets around to different locations among the tabs the function returns the number referring to the current position of this worksheet An example of calculations obtaining data from other work can be seen in a business setting where a business combines revenues and costs of each of its branch operations into a single combined worksheet p K L M N Sheet containing data Flowing Abundantly for Branch 1 Ltd 3 Combined Sales YTO Noy Dee YTD 7 Revenue Greenery sales 36 200 Sz oF 4 od 335 1 283 107 Fertilizer Sales 16 O22 3025 3 600 697 634 Earth Sales 2 018 459 452 04 479 oub Total 29 129 97 158 89 367 065 770 Cost of Sales Wholesaler Purchases 18 744 19 454 29 025 707 175 Sales Tax 6 Ob 4 B207 g 390 227 17A Sub Total 24 808 29 721 38 415 929 349 31 437 46 952 1 135 871 l A K L M N Sheet containing data Flowing Abundantly for Branch 2 Ltd 3 Combined Sales YTO 4 S 2 No Dec YTD 7 Revenue E Greenery Sales 30 251 14 599 49 500 1 027 538 g Fertilizer Sales 6 120 2 a04 r gad 164 406 10 Earth Sales rad 206 g52 19 729 11 Sub Total 45 106 17 569 98 474 1 211 673 1 13 Cost of Sales i14 Wholesaler Purchases 15 356 Sara 19501 411 969 15
251. eatures may be lost Two notable examples are the functions ADDRESS and INDIRECT and the formatting of numbered lists If you plan to share documents with people who are still using older versions of OpenOffice org it is recommended that you save the document using ODF version 1 0 1 1 Size optimization for ODF format OpenOffice org documents are XML files When you select this option OOo writes the XML data without indents and line breaks If you want to be able to read the XML files in a text editor ina structured form deselect this option Document type If you routinely share documents with users of Microsoft Excel you might want to change the Always save as attribute for spreadsheets to one of the Excel formats VBA Properties Load Save options On the Load Save VBA Properties page you can choose whether to keep any macros in Microsoft Office documents that are opened in OpenOffice org Microsoft Word 97 2000 P Save original Basic code Microsoft Excel 97 2000 P Load Basic code _ Executable code Save original Basic code Microsoft PowerPoint 97 2000 XP Load Basic code Save original Basic code Figure 319 Choosing Load Save VBA Properties Chapter 14 Setting up and Customizing Calc 397 e If you choose Save original Basic code the macros will not work in OpenOffice org but are retained if you save the file into Microsoft Office format e If you choose Load Basic code to edit the changed code is Saved i
252. ect Format Cells or choose Format gt Cells from the menu bar or press Ctrl 1 On the Alignment tab Figure 34 under Properties select Wrap text automatically The results are shown in Figure 35 Numbers Font Font Effects Alignment Borders Background Cell Protection Text alignment Horizontal ider Vertical Text orientation Degrees C Vertically stacked J A 0 A ABCD Reference edge gt 4 a i Properties L_ Hyphenation active Figure 34 Format Cells gt Alignment dialog Chapter 2 Entering Editing and Formatting Data 53 This cell is not set to wrap text automatically So they text will just keep going and goir This cell is set to wrap text automatically The cell will fit more text without getting wider Figure 35 Automatic text wrap Using manual line breaks To insert a manual line break while typing in a cell press Ctrl Enter This method does not work with the cursor in the input line When editing text first double click the cell then single click at the position where you want the line break When a manual line break is entered the cell width does not change Figure 36 shows the results of using two manual line breaks after the first line of text This line contains manual line breaks Lines can be spaced out this way Also the cell width doesnt change but the text can go on C Figure 36 Cell with manual line breaks Shrinking text to fit the
253. ecuting macros and specify trusted macro developers File sharing options for this document Open this document in read only mode Figure 314 Choosing security options for opening and saving documents Security options and warnings If you record changes save multiple versions or include hidden information or notes in your documents and you do not want some of the recipients to see that information you can set warnings to remind you to remove this information or you can have OOo remove some information automatically Note that unless removed much of this information is retained in a file whether the file is in OpenOffice org s default OpenDocument format or has been saved to other formats including PDF Chapter 14 Setting up and Customizing Calc 393 Click the Options button to open a separate dialog with specific choices Figure 315 Remove personal information on saving Select this option to always remove user data from the file properties when saving the file To manually remove personal information from specific documents deselect this option and then use the Delete button under File gt Properties gt General Ctrl click required to follow hyperlinks In older versions of OOo clicking on a hyperlink in a document opened the linked document Now you can choose whether to keep this behavior by unchecking this box Many people find creation and editing of documents easier when accidental clicks on links do not ac
254. ed REM getData returns data data as type Double so only REM numbers are returned oRows oCells getData For 1Row LBound oRows To UBound oRows oRow oRows iRow For 1Col LBound oRow To UBound oRow TheSum TheSum oRow iCol Next Next Next SumCeLllsAllSheets TheSum End Function When a macro is called as a Calc function the macro cannot Tip modify any value in the sheet from which the macro was called Sorting Consider sorting the data in Figure 288 First sort on column B descending and then column A ascending 5 One 1 Two 1 Three 8 Four _ 2Five Figure 303 Sort column B descending and column A ascending 354 OpenOffice org 3 x Calc Guide The example in Listing 9 however demonstrates how to sort on two columns Listing 9 Sort cells A1 C5 on Sheet 1 Sub SortRange Dim oSheet Calc sheet containing data to sort Dim oCellRange Data range to sort REM An array of sort fields determines the columns that are REM sorted This is an array with two elements 0 and 1 REM To sort on only one column use REM Dim oSortFields 0 As New com sun star util SortField Dim oSortFields 1 As New com sun star util SortField REM The sort descriptor is an array of properties REM The primary property contains the sort fields Dim oSortDesc 0 As New com sun star beans PropertyValue REM Get the sheet named Sheet1 oSheet ThisComponent Sheets getByName Sheet1 REM Get the cell r
255. ed learning module During the module students do three quizzes and enter the results in cells A1 A2 and A3 In A4 you can create a nested formula that begins by averaging the results of the quizzes with the formula AVERAGE A1 A3 The formula then uses the IF function to give the student feedback that depends upon the average grade on the quizzes The entire formula would read IF AVERAGE A1 A3 gt 85 Congratulations You are ready to advance to the next module Failed Please review the material again If necessary contact your instructor for help Depending on the average the student would receive the message for either congratulations or failure Notice that the nested formula for the average does not require its own equal sign The one at the start of the equation is enough for both formulas If you are new to spreadsheets the best way to think of functions is as a scripting language We ve used simple examples to explain the concept more clearly but through nesting of functions a Calc formula can quickly become complex Not Calc keeps the syntax of a formula displayed in a tool tip next lla to the cell as a handy memory aid as you type A more reliable method is to use the Function List Figure 135 Available from the Insert menu the Function List automatically docks as a pane on the right side of the Calc editing window If you wish you can Control double click on a blank space at the top of the pane to undock
256. edit Card 2 and Car Loan Inserting sheets from a different spreadsheet On the Insert Sheet dialog you can also add a sheet from a different spreadsheet file for example another Calc or Excel spreadsheet by choosing the From file option Click Browse and select the file a list of the available sheets appears in the box Select the sheet to import If after you select the file no sheets appear you probably selected an invalid file type not a spreadsheet for example Chapter 10 Linking Calc Data 297 For a shortcut to inserting a sheet from another file choose Insert gt Sheet from file from the menu bar The Insert Sheet dialog opens with the From file option preselected and then the Insert dialog opens on top of it Tip If you prefer select the Link option to insert the external sheet as a link instead as a copy This is one of several ways to include live data from another spreadsheet See also Linking to external data on page 307 The links can be updated manually to show the current contents of the external file or depending on the options you have selected in Tools gt Options gt OpenOffice org Calc gt General gt Updating whenever the file is opened Renaming sheets Sheets can be renamed at any time To give a sheet a more meaningful name e Enter the name in the name box when you create the sheet or e Double click on the sheet tab or e Right click on a sheet tab select Rename Sheet
257. eed to place the cursor inside the cell You can do this in two ways Using the keyboard After selecting the appropriate cell press the F2 key and the cursor is placed at the end of the cell Then use the keyboard arrow keys to move the cursor through the text in the cell Using the mouse Using the mouse either double click on the appropriate cell to select it and place the cursor in it for editing or single click to select the cell and then move the mouse pointer up to the input line and click into it to place the cursor for editing 52 OpenOffice org 3 x Calc Guide Formatting data The data in Calc can be formatted in several ways It can either be edited as part of a cell style so that it is automatically applied or it can be applied manually to the cell Some manual formatting can be applied using toolbar icons For more control and extra options select the appropriate cell or cells range right click on it and select Format Cells All of the format options are discussed below All the settings discussed in this section can also be set as a Note part of the cell style See Chapter 4 Using Styles and Templates for more information Formatting multiple lines of text Multiple lines of text can be entered into a single cell using automatic wrapping or manual line breaks Each method is useful for different Situations Using automatic wrapping To set text to wrap at the end of the cell right click on the cell and sel
258. eee ees 375 Database specific functions ccsssseeeesssssssseecccccesssssssssecccceeeee 387 COn OTe E AE E AEA eae ree 388 Chapter 14 Setting up and Customizing CalQ cccssscccccccccsssssscscscscecs 389 EUR GLOLENT Sh a ETE EE ET AE ne en TE 390 Choosing options that affect all of OOO sssssessssesseeseessesesssssesese 390 Choosing options for loading and saving document6 396 Choosing options for CalC eessssessseeessesesesreresssssrererereereerereereeeees 400 Controlling Calc s AutoCorrect functionS scsssscssssssssessesesseeseee 409 Customizing the user iInNterlace cceccesecceccecenceccenseesseeceenseeeess 410 Adding functionality with Extensions ccccecceceeeeeecenceeeeenseeeees 420 Appendix A Keyboard eo 009 91 66 a eee eee nee te eee enn ee ere er eer 422 WING O18 pt scesataeesaracecpesnesetseesnssreoriamesrtaweontaeeanceanine nese E 423 Navigation and Selection SNOrtcuts c cc ccecceccecenceceeceeceeneeenees 423 Function and arrow Key SHOrtcuts ccccccceesceccceccenceenseessenceenes 425 Cell formatting shortcuts eceesesessreesesseresereerrsssererrerererereereereeses 426 DataPilot ShortOUTS aarin n EEE TENNENE 427 OpenOffice org 3 x Calc Guide 7 Appendix B Description OF FUNCTIONS cccccccccccccccccccccccccccccccccccccscccccecs 428 Functions available in Calc sssccesssssessssssesesssssssssssseresccr
259. eet only the contents of the currently active scenario are printed A scenario is essentially a saved set of cell values for your calculations You can easily switch between these sets using the Navigator or a drop down list which can be shown beside the changing cells For example if you wanted to calculate the effect of different interest rates on an investment you could add a scenario for each interest rate and quickly view the results Formulas that rely on the values changed by your scenario are updated when the scenario is opened If all your sources of income used scenarios you could efficiently build a complex model of your possible income Creating scenarios Tools gt Scenarios opens a dialog with options for creating a scenario To create a new scenario 1 Select the cells that contain the values that will change between scenarios To select multiple ranges hold down the Ctrl key as you Click You must select at least two cells 2 Choose Tools gt Scenarios 3 On the Create Scenario dialog Figure 226 enter a name for the new scenario It s best to use a name that clearly identifies the scenario not the default name as shown in the illustration This name is displayed in the Navigator and in the title bar of the border around the scenario on the sheet itself 4 Optionally add some information to the Comment box The example shows the default comment This information is displayed in the Navigator when you click the
260. eft hand side of the Formula Bar is a small text box called the Name Box with a letter and number combination in it such as D7 This combination called the cell reference is the column letter and row number of the selected cell Al vi fe 3 fe pe a hen yf Name box um butt Function button Figure 3 Formula Bar To the right of the Name Box are the the Function Wizard Sum and Function buttons Clicking the Function Wizard button opens a dialog from which you can search through a list of available functions This can be very useful because it also shows how the functions are formatted In a spreadsheet the term function covers much more than just mathematical functions See Chapter 7 for more details Clicking the Sum button inserts a formula into the current cell that totals the numbers in the cells above the current cell If there are no numbers above the current cell then the cells to the left are placed in the Sum formula Chapter 1 Introducing Calc 13 Clicking the Function button inserts an equals sign into the selected cell and the Input line thereby enabling the cell to accept a formula When you enter new data into a cell the Sum and Equals buttons change to Cancel and Accept buttons x yw The contents of the current cell data formula or function are displayed in the Input line which is the remainder of the Formula Bar You can either edit the cell contents of the current cell there or
261. eft in the same row Also we have not found a spreadsheet program that exhibits a different behavior for references while sorting Filters Use filters to limit the visible rows in a spreadsheet Generic filters common to all sorts of data manipulations are automatically provided by the auto filter capability You can also define your own filters After applying a filter some rows are visible and some rows are not If you select multiple rows in one operation you will also select the invisible rows contained between the selected visible rows Operations such as delete act on all of the selected rows To avoid this problem you must individually select each of the filtered rows using the control key Caution A Auto filters Use auto filters to quickly create easily accessible filters found to be commonly used in many different types of applications After creating an auto filter for a specific column a combo box is added to the column The combo box provides quick access to each of the auto filter types e The All auto filter causes all rows to be visible e The Standard auto filter opens the Standard Filter dialog and is the same as the standard filter e The Top 10 auto filter displays the ten rows with the largest value If the value 70 is in the top ten values then all rows containing the value 70 in the filtered column are displayed In other words more than ten rows may be displayed e An auto filter entry is created
262. ell that contains a date Then select Data gt Group and Outline gt Group On the Grouping dialog Figure 153 make sure Intervals and Months are selected in the Group by section and click OK The result is now grouped for months Figure 154 222 OpenOffice org 3 x Calc Guide Grouping ks Start Automatically End Automatically 0 Manually at 01 fo2 2008 C pManually at Group by C Number of days f Intervals Minutes Hours Days i honths l Quarters Wears Figure 153 Grouping on months Be M Surm sales date Feb Mar Agr hla Jun Total Result golfing p26 150 00 50 444 00 31 714 00 24 747 00 24 666 00 Ads pA 14 0 salling P13 979 00 15 625 00 17 409 00 19 769 00 21 799 00 ennis 9 206 00 25 710 00 12 097 00 31 915 00 11 439 00 otal Result 79 365 00 69 779 00 61 220 00 76 434 00 57 924 00 Figure 154 DataPilot result grouped for months In this result you will recognize the beginners example It is very easy to produce without any further knowledge about the spreadsheet You do not have to enter any formulas Advantages 1 No manual entering or adding of any values is necessary There is less work and fewer errors 2 The layout is very flexible months are listed horizontally and fields vertically or vice versa in two mouse clicks 3 A
263. elling Counts for Canada Provinces and Terrtarnes 2007 and 1996 Censuses 100 Date Cursor placed in cell Figure 146 Tracing precedents using the Detective 208 OpenOffice org 3 x Calc Guide File Edit View Insert Format Mimes Data Window Help Ere 2 A E TP Spellcheck F i ga AHIO Language d l MM mr its au r Arial te i 000 lt thy dus Detective Trace Precedents Shift F7 eal i C3 z Fir 2 Remove Precedents GuboLorreck i D A EE EEE ee Trace Dependents Shift F5 Name 7 goal Seek Remove Dependents f Scenarios Remove All Traces 3 Canadat m 4 Newfoundland and Labra Protect Document Trace Error Prince Edward Island Cell Contents 3 Mark Invalid Data pe Nova Scotia Refresh Traces icine gallery dutoRefresh wher Ee e T dii Media Player Fill Mode 9 Ontario Z 11 10 Manitoba t Macros 4 1135 898 saskatchewan T Extension Manager f 990 237 Alberta T ML Filter Settings 2 626 46 _13 British Columbia t E 3724 500 a4 Yukon Territory 30 66 TE Qpkions 15 Northwest Territories a a4 bye 16 Nunavut 24 750 A Source Census of Canada Poouwation and Dwelling Counts for Canada Provinces and Territories 2007 and 1996 Censuses 100 Data a Initiate trace by clicking Trace Precedents otal private dwellings 2001 3 Canada t 30 007 094 4 Newfoundland and Labrador 512 930 o5 Prince Edward Island 135 294 6 Mova
264. elling checker is active and the cell contains a misspelled word The box shown in Figure 277 appears 3 Type the text of your comment in the box 4 Click outside the box to close it 330 OpenOffice org 3 x Calc Guide Comments Meed to update the team look We need to 10 per game 1 Umpire per game Ve need bats of various sizes This is the max cost per game for after game snacks e need a minimum ofS Meed to protect the catcher old gear ugly Just in case someone forgets their glove Figure 277 Inserting a comment Now the cell to which you added the comment has a colored dot in the upper right hand corner as shown in Figure 278 It does not have a colored border unless the cell was also changed We need bats of various sizes This is the max cost per game for after game aL vie EES a alaei a F I I Figure 278 Colored dot in cell containing a 1 comment Ti You can change the colors Calc uses for notes by selecting Tools Ip gt Options gt OpenOffice org gt Appearance To view the comment you just added hover the mouse pointer over the cell that has a comment the comment appears as shown below We need to 10 per game 1 Umpire per game Ve need bats of various sizes helmets This is the max cost per game for after game snacks e need a minimum of 4 meee to protect the sc NUL all gear ugly Figure 279 Viewing a comment Editing comments You can edit and format th
265. ely below and to the right of where you wish the screen to be split and choose Window gt Split Splitting the screen vertically To split the screen vertically 1 Move the mouse pointer into the horizontal scroll bar at the bottom of the screen and place it over the small button on the right with the black triangle yA Split screen bar Figure 21 Split bar on horizontal scroll bar 2 Immediately to the right of this button is a thick black line Figure 21 Move the mouse pointer over this line and it turns into a line with two arrows Chapter 1 Introducing Calc 37 3 Hold down the left mouse button and a gray line appears running up the page Drag the mouse to the left and this line follows 4 Release the mouse button and the screen is split into two views each with its own horizontal scroll bar You can scroll the left and right parts of the window independently Removing split views To remove a split view do any of the following e Double click on each split line e Click on and drag the split lines back to their places at the ends of the scroll bars e Choose Window gt Split to remove all split lines at the same time Using the Navigator In addition to the cell reference boxes labeled Column and Row the Navigator provides several other ways to move quickly through a spreadsheet and find specific items To open the Navigator click its icon 2 on the Standard toolbar or press F5
266. emplate on which this document is based has been modified Do you want to update style based formattings according to the modified ternplate Update Styles Keep Old Styles Figure 94 Update styles message Click Update Styles to apply the template s changed styles to the spreadsheet Click Keep Old Styles if you do not want to apply the template s changed styles to the spreadsheet but see Caution notice below I2 OpenOffice org 3 x Calc Guide If you choose Keep Old Styles in the message box shown in Figure 94 that message will not appear again the next time you Caution open the document after changing the template it is based on A You will not get another chance to update the styles from the template although you can use the macro given in the Note below to re enable this feature Note To re enable updating from a template 1 Use Tools gt Macros gt Organize Macros gt OpenOffice org Basic Select the document from the list click the and select Standard If Standard has a beside it click that and select a module 2 Name the macro For example you could call it FixDocument If the Edit button is active click it If the Edit button is not active click New type a module name in the pop up dialog and click OK 3 In the Basic window enter the following Sub FixDocV3 set UpdateFromTemplate oDocSettings ThisComponent createInstance _ com sun star document Settings oDocSettings Update
267. employee Brigitte l Sum sales feategory S 2 135 00 7 007 10 151 00 4 432 00 4 432 7 704 00 8 864 00 16 568 00 24 422 00 17 721 00 42 143 00 Figure 192 Default setting employee Brigitte Sum sales categor ee ee ee region golfing salina tennis Total Result past fe 135 00 north 410 151 00 south west 7 704 00 8 864 00 16 568 00 Total Result 24 422 00 17 721 00 42 143 00 Figure 193 Setting Show Items with no data 252 OpenOffice org 3 x Calc Guide Page fields The preferences dialog for page fields is the same as for row and column fields even though it appears to be useless to do the same settings as described for the row and column fields With the flexible use of the DataPilot you can often switch the use of the different fields for pages columns or rows The fields keep the settings that you made for them For this the page field has the same properties as a row or column field These settings only take effect when you use the field not as page field but as row or column field Working with the results of the DataPilot One very important feature is the flexibility of the DataPilot An analysis can be changed with only a few mouse clicks Some functions of the DataPilot can be used only with the results of an analysis Start the dialog Right click in the area of the resulting table of the DataPilot and choose Start toopen the DataPilot dialog wit
268. eneral Additionally you can change settings for every field that you have added to the DataPilot layout Do this either by clicking on the Options button in the DataPilot dialog or by double clicking on the appropriate field There are differences between data fields row or column fields and page fields of the DataPilot Data fields In the preferences dialog of a data field you can select the Sum function for accumulating the values from your data source In many cases you will need the sum function but other functions like standard distribution or a counting function are also available For example the counting function can be useful for non numerical data fields On the Data Field dialog click More to see more options Data Field Function Count Numbers anh Marne Quantity Displayed value Type Normal Base field Fr oduct g Base item Figure 187 Expanded dialog for a data field In the Displayed value section you can choose more possibilities for analysis by using the aggregate function Depending on the setting for Type you have to choose a definition for Base field and Base element 248 OpenOffice org 3 x Calc Guide Base field Base element Type Normal Difference from of difference from Running total in of row Selection of a field from the data source of the DataPilot for example employee Selection of a field from the data source o
269. ens 4 Find the folder into which you want to export the template and click Save 128 OpenOffice org 3 x Calc Guide OpenOf Tice org3 Chapter 9 Using Graphics in Calc Graphics tn Calc Calc is often used to present data and make forecasts and predictions Graphics can turn an average document into a memorable one Calc can import various vector line drawing and raster bitmap file formats The most commonly used graphic formats are GIF JPG PNG and BMP See the Help for a full list of the formats OOo can import Graphics in Calc are of three basic types e Image files such as photos drawings and scanned images e Diagrams created using OOo s drawing tools e Charts and graphs created using OOo s Chart facility This chapter covers images and diagrams Charts are described in Chapter 3 Creating Charts and Graphs Although using graphics in Calc is very similar to using graphics in any other component of OOo this chapter explains some of the differences in their use It also covers some of the more advanced graphics functions and how they can further enhance your spreadsheet The term graphics refers to both pictures and drawing objects Note Often the word images is used when referring to pictures and other graphics that are not drawing objects Adding graphics images Images also called pictures in OOo such as corporate logos and photographs of people and products are probably the most common types of grap
270. ent row Alt Up Arrow Decreases the height of current row Alt Right Arrow Increases the width of the current column Alt Left Arrow Decreases the width of the current column Alt Shift Arrow Optimizes the column width or row height based on Key the current cell Cell formatting shortcuts Ctri 1 open the Format Cells dialog The shortcuts listed in Table 32 do not work under any Linux desktop tested If you would like to have the functionality described in this table you must create custom key sequences as explained in Chapter 14 Setting Up and Customizing Calc Note The shortcut keys shown in Table 32 do not use the number Note keys on the number pad They use the number keys above the letter keys on the main keyboard Table 32 Formatting shortcut keys Shortcut Keys Effect Ctrl Shift 1 Two decimal places thousands separator Ctrl Shift 2 Standard exponential format Ctrl Shift 3 Standard date format Ctrl Shift 4 Standard currency format Ctrl Shift 5 Standard percentage format two decimal places Ctrl Shift 6 Standard format 426 OpenOffice org 3 x Calc Guide DataPilot shortcuts Table 33 DataPilot shortcut keys Shortcut Keys Tab Shift Tab Up arrow Down arrow Left arrow Right arrow Home End Alt R Alt C Alt D Ctrl Up Arrow Ctrl Down Arrow Ctri Left Arrow Ctrl Right Arrow Ctrl Home Ctrl End Alt O Delete Effect Changes the focus by moving forward through the areas and buttons of the
271. ent value in the sequence of payments S is the first period E is the last period Type is the due date of the payment at the beginning 1 or end 0 of each period Calculates the accumulated interest for a period Rate is the interest rate for each period NPER is the total number of payment periods The rate and NPER must refer to the 458 OpenOffice org 3 x Calc Guide CUMPRINC rate NPER PV S E type CUMPRINC ADD rate NPER PV start period end period type DB cost salvage life period month DDB cost salvage life period factor Description same unit and thus both must be calculated annually or monthly PV is the current value Start _ period the first payment period for the calculation End _ period the last payment period for the calculation Type is the due date of the payment at the beginning 1 or end 0 of each period Returns the cumulative interest paid for an investment period with a constant interest rate Rate is the periodic interest rate NPER is the payment period with the total number of periods NPER can also be a non integer value The rate and NPER must refer to the same unit and thus both must be calculated annually or monthly PV is the current value in the sequence of payments S is the first period E is the last period Type is the due date of the payment at the beginning 1 or end 0 of each period Calculates the cumulative redemption of a loan in a period
272. ents FV optional is the future value which is reached at the end of the last period Type optional defines whether the payment is due at the beginning 1 or the end 0 of a period Returns the net present value of an investment based on a series of periodic cash flows and a discount rate Rate is the discount rate fora period Value_1 value_2 value_30 are values representing deposits or withdrawals Calculates the price per 100 currency units par value of a security if the first interest date falls irregularly Settlement is the date of purchase of the security Maturity is the date on which the security matures expires Issue is the date of issue of the security First_coupon is the first interest date of the security Rate is the annual rate of interest Yield is the annual yield of the security Appendix B Description of Functions 445 ODDFYIELD settlement maturity issue first coupon rate price redemption frequency basis ODDLPRICE settlement maturity last interest rate yield redemption frequency basis ODDLYIELD settlement maturity last interest rate price redemption frequency basis PMT rate NPER PV FV Description Redemption is the redemption value per 100 currency units of par value Frequency is the number of interest payments per year 1 2 or 4 Basis indicates how the year is to be calculated Calculates the yield of a security if the first interest date
273. er to display or hide objects in three object groups objects and graphics charts and drawing objects Window section Specifies whether some elements are visible onscreen column row headers horizontal scrollbar vertical scrollbar sheet tabs and outline symbols If the Sheet tabs option is not selected you can only switch between the sheets by using the Navigator Note that there is a slider between the horizontal scrollbar and the Sheet tabs that may be set to one end Zoom section Select the Synchronize sheets option to apply any selected zoom factor to all sheets in the spreadsheet If this option is not selected separate zoom factors can be applied to individual sheets Calculate options In the Options dialog choose OpenOffice org Calc gt Calculate Use this page to define the calculation settings for spreadsheets 404 OpenOffice org 3 x Calc Guide Iterative references Date v Iterations 12 30 1899 default Steps 100 01 01 1900 StarCalc 1 0 Minimum Change 0 001 01101 1904 Case sensitive Decimal places Z e _ Precision as shown Search criteria and lt gt must apply to whole cells Enable regular expressions in Formulas Automatically Find column and row labels Figure 324 Calc calculation options Iterative references section Iterative references are formulas that are continuously repeated until the problem is solved In this section you can choose the number of approximation steps
274. ercerreeees 429 Mathematical functionS esccccssesssseessssssesseeseesesssssssesssesecrercccereeee 430 Financial analysis functionS sssesssesesssssreessreressssererrereereereereesss 435 Statistical analysis functions esesesseresesserererseecsssreresesrerersrereeee 449 Date and time functionSsS sesssssecsssrecesssererresssereerereesesseesessseeeseess 458 Logical TUNC ON araprceretntreee nieces cana naa eateacenecacweneannin aeanemenieinieaseies 462 Informational functionS cccesssssssessereecsesserercrsessrereesesssrereseseeeseess 463 Database functionsS sssssesssrreesssererreerseesereseresesesesseseeseeeeeceeereee 466 Alray NCHOD S sa aseine be veereaabamtancoaaniwerauseetasbicsanedenncdenssseedeateenessneavaass 468 Spreadsheet LUNCTIONS ccccce ccc eececeeceeeeececeeeecseeeuseeegeeeeseeeeeeees 470 Text UC FOS cae peseane ncton st onennsnrenstnenpsnneeneinssasiereesiesorsivecieveinseussossvsen 475 Add in functions ssseseesesseseeesseresesssssereesssssesesssssseseseeeeerereseseeessse 479 Appendix C AO EO CONC Sr E EEEE E O 484 Introduction to Calc error codesS ccsssssssssssssseeessesereeerceerereeeeeeees 485 Error codes displayed within CelIS cece ccc ccc ecc ene ceseeeeeeeeeenees 486 General error es ots rescence nck toad cndondamdondicadute soar essutecaseuecuesses 487 Ea aE n E TE E ror rer tt EAE EEE E A mrt errr Tree tee 490 8 OpenOffice org 3 x Calc Guide
275. es 1 The argument x is optional If the argument is not optional and it is called without an argument OOo prints a warning message every time the macro is called If Calc calls the function many times then the error is displayed many times 2 IsMissing checks that an argument was passed before the argument is used Chapter 12 Calc Macros 351 3 IsArray checks to see if the argument is a single value or an array For example PositiveSum 7 or PositiveSum A4 In the first case the number 7 is passed as an argument and in the second case the value of cell A4 is passed to the function 4 If a range is passed to the function it is passed as a two dimensional array of values for example PositiveSum A2 B5 LBound and UBound are used to determine the array bounds that are used Although the lower bound is one it is considered safer to use LBound in case it changes in the future The macro in Listing 5 is careful and checks to see if the argument is an array or a single argument The macro does not Tip verify that each value is numeric You may be as careful as you like The more things you check the more robust the macro is and the slower it runs Passing one argument is as easy as passing two add another argument to the function definition see Listing 6 When calling a function with two arguments separate the arguments with a semicolon for example TestMax 3 4 Listing 6 TestMax accepts two arguments and
276. es Both tabs are illustrated with helpful diagrams Similar to formatting a cell style use the Borders tab to choose whether the page should have borders how large the borders should be and how far the text will be from the borders Background Use this tab to specify the background for this page style You can apply either a solid color or a picture as a background Header Use this tab to design and apply the header for this page style For more detailed instructions on how to format the header see Chapter 6 Printing Exporting and E mailing Footer Use this tab to design and apply the footer for this page style For more detailed instructions on how to format the footer see Chapter 6 Sheet By far the most important settings for Calc page styles are on the Sheet tab Although the Sheet tab includes an option that sets the first page option most of its settings involve exactly how your spreadsheet will print See Chapter 6 Chapter 4 Using Styles and Templates in Calc 115 Creating new custom styles You may want to add some new styles You can do this in two ways e Creating a new style using the Style dialog e Creating a new style from a selection New styles apply only to this document they are not be saved in the template To save new styles in a template see Copying and moving styles on page 117 and Creating a template on page 120 Note Creating a new style using the Style dialog To c
277. es expires Price 448 OpenOffice org 3 x Calc Guide YIELDMAT settlement maturity issue rate price basis Description is the price purchase price of the security per 100 currency units of par value Redemption is the redemption value per 100 currency units of par value Basis indicates how the year is to be calculated Calculates the annual yield of a security the interest of which is paid on the date of maturity Settlement is the date of purchase of the security Maturity is the date on which the security matures expires Issue is the date of issue of the security Rate is the interest rate of the security on the issue date Price is the price purchase price of the security per 100 currency units of par value Basis indicates how the year is to be calculated Statistical analysis functions Calc includes over 70 statistical functions which enable the evaluation of data from simple arithmetic calculations such as averaging to advanced distribution and probability computations Several other statistics based functions are available through the Add ins which are noted at the end of this appendix Table 37 Statistical analysis functions Syntax AVEDEV number1 number2 number 30 AVERAGE number 1 number 2 number 30 AVERAGEA value 1 value 2 value 30 B trials SP T 1 T 2 Description Returns the average of the absolute deviations of data points from their mean Displa
278. es two high and two wide a scaling of 50 would print as one page both width and height are halved e Fit print range s on number of pages defines exactly how many pages the printout will take up This option will only reduce a printout it will not enlarge it To enlarge a printout the reduce enlarge option must be used e Fit print range s to width height defines how high and wide the printout will be in pages 158 OpenOffice org 3 x Calc Guide Using print ranges Print ranges have several uses including printing only a specific part of the data or printing selected rows or columns on every page Defining a print range To define a new print range or modify an existing print range 1 Highlight the range of cells that comprise the print range 2 Choose Format gt Print Ranges gt Define The page break lines display on the screen You can check the print range by using File gt Page Preview Tip OOo will only display the cells in the print range Adding to the print range After defining a print range you can add more cells to it This allows multiple separate areas of the same sheet to be printed while not printing the whole sheet After you have defined a print range 1 Highlight the range of cells to be added to the print range 2 Choose Format gt Print Ranges gt Add This adds the extra cells to the print range The page break lines no longer display on the screen The additional print rang
279. es you might prefer to use ROUNDUP or ROUNDDOWN which as their names suggest round a number to the nearest integer above or below it All three of these functions require the single argument of number the cell or number to be rounded Used with only this argument all three functions round to the nearest whole number so that 46 5 would round to 47 with ROUND or ROUNDUP and 46 with ROUNDDOWN However if you use the optional count argument you can specify the number of decimal places to include For instance if number was set to 1 then 48 65 would round to 48 7 with ROUND or ROUNDUP and to 48 6 with ROUNDDOWN As an alternative to ROUNDDOWN when working with decimals you can use TRUNC short for truncate It takes exactly the same arguments as ROUNDDOWN so which function you use is a matter of choice If you aren t working with decimals you might choose to use INT short for integer which takes only the number argument Another option is the ODD and EVEN pair of functions ODD rounds up to the nearest odd number if what is entered in the number argument is a positive number and rounds down if it is a negative number while EVEN does the same for an even number Options are the CEILING and FLOOR functions As you can guess from the names CEILING rounds up and FLOOR rounds down For both functions the number that they round to is determined by the closest multiple of the number that you enter as the significance argument For i
280. et and are immediately visible 3 Click OK If you wish you can now go to the Styles and Formatting window to modify specific styles These modifications do not change the theme they only change the appearance of this specific spreadsheet document Using conditional formatting You can set up cell formats to change depending on conditions that you specify For example in a table of numbers you can show all the values above the average in green and all those below the average in red To apply conditional formatting AutoCalculate must be Note enabled Choose Tools gt Cell Contents gt AutoCalculate Conditional formatting depends upon the use of styles If you are not familiar with styles please refer to Chapter 4 An easy way to set up the required styles is to format a cell the way you want it and click the New Style from Selection icon in the Styles and Formatting window After the styles are set up here is how to use them 1 In your spreadsheet select the cells to which you want to apply conditional formatting 2 Choose Format gt Conditional Formatting from the menu bar 3 On the Conditional Formatting dialog Figure 45 enter the conditions Click OK to save The selected cells are now formatted in the relevant style Cell value is Formula is Specifies whether conditional formatting is dependent on a cell value or on a formula If you select cell value is the Cell Value Condition box is displayed as shown
281. etters you want to convert to upper case VALUE text Converts a text string into a number Text is the text to be converted to a number Add in functions Table 45 Add in functions Syntax Description BESSELI x n Calculates the modified Bessel function In x x is the value on which the function will be calculated n is the order of the Bessel function BESSELJ x n Calculates the Bessel function Jn x cylinder function x is the value on which the function will be calculated n is the order of the Bessel function BESSELK x n Calculates the modified Bessel function Kn x xis the value on which the function will be calculated n is the order of the Bessel function BESSELY x n Calculates the modified Bessel function Yn x also known as the Weber or Neumann Appendix B Description of Functions 479 BIN2DEC number BIN2HEX number places BIN2OCT number places COMPLEX real num i num suffix CONVERT ADD number from unit to unit DEC2BIN number places DEC2HEX number places DEC2OCT number places DELTA number 1 number 2 Description function x is the value on which the function will be calculated n is the order of the Bessel function Returns the decimal number for the binary number entered Number is the binary number Returns the hexadecimal number for the binary number entered Number is the binary number Places is the number of places to be output R
282. eturns the octal number for the binary number entered Number is the binary number Places is the number of places to be output Returns a complex number from a real coefficient and an imaginary coefficient Real num is the real coefficient of the complex number I num is the imaginary coefficient of the complex number Suffix is list of options i or j Converts a value from one unit of measure to the corresponding value in another unit of measure Number is the number to be converted From _unit is the unit from which conversion is taking place To_unit is the unit to which conversion is taking place Returns the binary number for the decimal number entered between 512 and 511 Number is the decimal number Places is the number of places to be output Returns the hexadecimal number for the decimal number entered Number is the decimal number Places is the number of places to be output Returns the octal number for the decimal number entered Number is the decimal number Places is the number of places to be output Returns TRUE 1 if both numbers are equal otherwise returns FALSE 0 480 OpenOffice org 3 x Calc Guide Syntax ERF lower limit upper limit ERFC lower limit FACTDOUBLE number GESTEP number step HEX2BIN number places HEX2DEC number HEX2O0OCT number places IMABS complex number IMAGINARY complex number IMARGUMENT complex number IMCONJUGATE comple
283. example VARP with less than 1 argument STDEVP with less than 1 argument VAR with less than 2 arguments STDEV with less than 2 arguments STANDARDIZE with stdev 0 NORMDIST with stdev 0 Appendix C Calc Error Codes 489 Index 3 3D chart appearance 89 area chart 98 bar chart 96 elements 79 formatting 87 illumination 89 line chart 99 moving elements 86 pie chart 96 rotation and perspective 88 rotation interactive 90 types 795 A absolute reference 190 advanced functions 217 anchor visible 403 anchoring of objects 150 appearance of 3D chart 89 appearance options 395 Apply Style list 12 110 area Charts 97 arguments in functions 197 429 arithmetic operators 182 array functions 468 arrow keys navigating within spreadsheets 24 assign styles to shortcut keys 111 auto filters 367 AutoCorrect options 409 AutoInput 45 automatic changes deactivating 44 automatic saving 20 axes labels 76 B background cell styles 113 bar charts 95 Base editing data sources 315 borders cell styles 113 bubble charts 100 C Calc options calculate 404 case sensitive 406 changes 408 dates 405 grid 408 grid lines viewing 402 guides while moving 403 handles 403 input settings 401 iterative references 405 page breaks visible 403 screen display 403 sort lists 407 unit of measurement 400 updating links 401 Zoom 404 calculation options 404 calculation order 192 calculations linking sheets 192 case sensitive sorting
284. f the DataPilot for example employee Selection of a field from the data source of the DataPilot for example employee Selection of a field from the data source of the DataPilot for example date Selection of an element from the selected base field for example Brigitte Selection of an element from the selected base field for example Brigitte Selection of an element from the selected base field for example Brigitte Analysis Simple use of the chosen aggregate function for example sum Result as difference to the result of the base element for example Sales volume of the employees as difference of the sales volume of Brigitte Result as a ratio based on the result of the base element for example Sales result of the employee relative to the sales result of Brigitte Result as relative difference to the result of the base element for example Sales volume of the employees as relative difference of the sales volume of Brigitte Result as a continuing sum for example Continuing sum of the sales volume for days or months Result as relative part of the result in the whole row for example the row sum Chapter 8 Using the DataPilot 249 Base field Base element of column Analysis Result as relative part of the total column for example the column sum of total Result as relative part of the overall result for example the tot
285. f Purchasing J Huber Erna Purchasing J 15 Aigner Hermann Production fi b ochulze Josef Production t 4 ochroder Gerhard Production a Forster Inge Assembly 4 Meier Gunter Assembly 1 Figure 199 Gabriel Juri Warehouse 0 schumacher Helmut Warehouse 5 a with F nonscdatdr Figure 198 D with gure 198 Database wit categories nonscalar categories departments For grouping of non scalar categories select in the result of the DataPilot all single categories that you want to put in one group You can select several non contiguous cells in one step by Tip pressing and holding the Control key while left clicking with the mouse Choose the Data gt Group and Outline gt Group from the Menu bar or press F12 Repeat this for all groups that you want to create from the different categories 256 OpenOffice org 3 x Calc Guide Department2 epartments Purchasing ss Group 18 Figure 200 Summary of single categories in one group Figure 201 Grouping finished 7 7 8 You can change the automatically given names for the groups and the newly created group field by right clicking on a name The DataPilot will remember these settings even if you change the layout later on For the following pictures the dialog was called again with a right click and within the preferences menu the option Automatic was selected Departmenta Department2 Department sroup1 sroup1 Accounting Purchasing sales
286. f a particular cell in Calc and can be either relative to the current cell or absolute a fixed amount Relative referencing An example of a relative reference will illustrate the difference between a relative reference and absolute reference using the spreadsheet from Figure 131 1 Type the numbers 4 and 11 into cells C3 and C4 respectively of that spreadsheet 2 Copy the formula in cell B5 to cell C5 You can do this by using a simple copy and paste or click and drag B5 to C5 as shown below The formula in B5 calculates the sum of values in the two cells B3 and B4 3 Click in cell C5 The formula bar shows C3 C4 rather than B3 B4 and the value in C5 is 15 the sum of 4 and 11 which are the values in C3 and C4 In cell B5 the references to cells B3 and B4 are relative references This means that Calc interprets the formula in Bd and applie it to the cells in the B column and puts the result in the in the cell holding the formula When you copied the formula to another cell the same procedure was used to calculate the value to put in that cell This time the formula in cell C5 referred to cells C3 and C4 Chapter 7 Using Formulas and Functions 189 15 4 AG 11 7 o Oo B C 15 4 46 11 Bi 6 Figure 131 Relative references You can think of a relative address as a pair of offsets to the current cell Cell B1 is 1 column to the left of Cell C5 and 4 rows above The address could be written as R 1 C
287. f you choose to disable macros then when the document loads Calc can no longer find the function fx numberfive a C D E Figure 301 The function is gone When a document is created and saved it automatically contains a library named Standard The Standard library is automatically loaded when the document is opened No other library is automatically loaded Calc does not contain a function named NumberFive so it checks all opened and visible macro libraries for the function Libraries in OpenOffice org Macros My Macros and the Calc document are checked for an appropriately named function see Figure 291 The NumberFive function is stored in the AuthorsCalcMacros library which is not automatically loaded when the document is opened Use Tools gt Macros gt Organize Macros gt OpenOffice org Basic to open the OpenOffice org Basic Macros dialog see Figure 302 Expand CalcTestMacros and find AuthorsCalcMacros The icon for a loaded library is a different color from the icon for a library that is not loaded Click the expansion symbol usually a plus or a triangle next to AuthorsCalcMacros to load the library The icon changes color to indicate that the library is now loaded Click Close to close the dialog Unfortunately the cells containing NumberFive are in error Calc does not recalculate cells in error unless you edit them or somehow change them The usual solution is to store macros used as f
288. falls irregularly Settlement is the date of purchase of the security Maturity is the date on which the security matures expires Issue is the date of issue of the security First_coupon is the first interest period of the security Rate is the annual rate of interest Price is the price of the security Redemption is the redemption value per 100 currency units of par value Frequency is the number of interest payments per year 1 2 or 4 Basis indicates how the year is to be calculated Calculates the price per 100 currency units par value of a security if the last interest date falls irregularly Settlement is the date of purchase of the security Maturity is the date on which the security matures expires Last_interest is the last interest date of the security Rate is the annual rate of interest Yield is the annual yield of the security Redemption is the redemption value per 100 currency units of par value Frequency is the number of interest payments per year 1 2 or 4 Basis indicates how the year is to be calculated Calculates the yield of a security if the last interest date falls irregularly Settlement is the date of purchase of the security Maturity is the date on which the security matures expires Last_interest is the last interest date of the security Rate is the annual rate of interest Price is the price of the security Redemption is the redemption value per 100 currency units of par value Frequency is th
289. fficult and time consuming to create the timekeeping table 12 sheets that have to be copied from a raw template and adjusted for each month and a sheet with all the yearly sums with references to all the other sheets Users often search for a macro to make the creation easier e The file shown contains only the data of one employee How can you get all the data for all the employees so that you can have a Summary of all the work hours from all employees of a department or the whole company e How can you compare employees and or departments e The shown file contains data for one year How can you compare it with the data of the previous years Chapter 8 Using the DataPilot 227 A B E E F i Time sheet for Erika Mustermann January 2003 date arrives leaves break hours 01 0108 08 00 17 30 00 30 9 00 6 OF 45 14 45 00 30 6 50 01 03 08 09 00 18 00 00 30 8 50 al 01 0408 07 15 17 45 01 00 9 50 aa 01 05 08 E 01 06 08 E 01 07 08 08 15 19 30 01 00 10 25 01 08 08 08 15 20 00 00 30 11 25 01 09 08 07 45 16 45 00 30 8 50 01 10 08 08 15 13 45 00 00 5 50 01 11 08 08 00 15 15 00 30 6 75 16 01 12 08 01 13 08 E 01 14 08 08 00 13 45 00 00 575 017 15 08 07 30 13 00 00 00 5 50 01 16 08 08 45 18 45 00 30 9 50 01 17 08 08 45 20 30 01 00 10 75 017 18 08 07 30 13 45 00 30 575 01 19 08 01 20 08 01 21 08 08 15 18 45 01 00 9 50 01 22 08 08 15 16 45 00 30 5 00 27 01 23 08 08 45 15 00 00 30 5 75 01 24 08 08 30 19 30 01 0
290. for example page orientation portrait or landscape which paper tray to use and Chapter 6 Printing Exporting and E mailing 155 What paper size to print on The properties available depend on the selected printer consult the printer s documentation for details e What sheets and pages to print how many copies to print and in what order to print them Use dashes to specify page ranges and commas or semicolons to separate ranges for example 1 5 11 14 34 40 Selection refers to the highlighted part of a page or pages e Whether to print to a printer or to a file Printer options You can set printer options for the current document only or for all spreadsheets e To select options forthe current document click the Options button on the bottom left of the Print dialog Figure 108 e To set print options permanently go to Tools gt Options gt OpenOffice org Calc gt Print The dialogs for both are very Similar Printer Options O OO Pages Suppress output of empty pages Print only selected sheets Figure 109 Printer Options dialog Selecting sheets to print You can select one or more sheets for printing This can be useful if you have a large spreadsheet with multiple sheets and only want to print certain sheets For example an accountant might record costs over time with one sheet for each month To print the November and December sheets follow this procedure 1 Go to the November sheet Hold
291. for inserting a single column or row above Deleting columns and rows Columns and rows can be deleted individually or in groups Single column or row A single column or row can be deleted by using the mouse 1 Select the column or row to be deleted 2 Choose Edit gt Delete Cells from the menu bar Or 1 Right click on the column or row header 2 Choose Delete Columns or Delete Rows from the pop up menu Multiple columns or rows Multiple columns or rows can be deleted at once rather than deleting them one at a time 1 Highlight the required columns or rows by holding down the left mouse button on the first one and then dragging across the required number of identifiers 2 Proceed as for deleting a single column or row above Instead of deleting a row or column you may wish to delete the contents of the cells but keep the empty row or column See Chapter 2 Entering Editing and Formatting Data for instructions Tip Chapter 1 Introducing Calc 31 Working with sheets Like any other Calc element sheets can be inserted deleted and renamed Inserting new sheets There are several ways to insert a new Sheet The first step for all of the methods is to select the sheets that the new sheet will be inserted next to Then any of the following options can be used e Choose Insert gt Sheet from the menu bar e Right click on the sheet tab and choose Insert Sheet e Click in an empty space at the end of the lin
292. for the given Number Returns the inverse of the standard normal distribution for the given Number a probability value Returns the Pearson product moment correlation coefficient r Data_1 is the array of the first data set Data_2 is the array of the second data set Returns the alpha percentile of data values in an array Data is the array of data Alpha is the percentage of the scale between 0 and 1 Returns the percentage rank percentile of the given value in a sample Data is the array of data in the sample Returns the number of permutations for a given number of objects Count_1 is the total number of objects Count_2 is the number of objects in each permutation Returns the number of permutations for a given number of objects repetition allowed Count_1 is the total number of objects Count_2 is the number of objects in each permutation Returns the values of the distribution function for a standard normal distribution for the given Number Appendix B Description of Functions 455 Syntax POISSON number mean C PROB data probability Start end QUARTILE data type RANK value data type RSQ data_Y data X SKEW number 1 number 2 number 30 SLOPE data_Y data_X SMALL data rank c STANDARDIZE number mean STDEV Description Returns the Poisson distribution for the given Number Mean is the middle value of the Poisson distribution C O calculates the density
293. from the pop up menu and replace the existing name If you want to save the spreadsheet to Microsoft Excel format Note the following characters are not allowed in sheet names and as the first or last character of the name Your sheet tab area should now look like this 45 46 Summary Checking Account Savings Account vf Credit Card 1 j Credit Card Car Loan Sheet 6 6 Default 100 ooo eee Figure 242 Six renamed sheets Now we will set up the account ledgers This is just a simple summary that includes the previous balance plus the amount of the current transaction For withdrawals we enter the current transaction as a negative number so the balance gets smaller A basic ledger is shown in Figure 243 This ledger is set up in the sheet named Checking Account The total balance is added up in cell F3 You can see the equation for it in the formula bar It is the summary of the opening balance cell C3 and all of the subsequent transactions 298 OpenOffice org 3 x Calc Guide Ld L lt lt Ooo Aa e c pb Os Checking Account Description Amount Balance Opening Balance 75 00 75 00 Total Balance Pay 425 00 500 00 sroceries 475 00 425 00 Cable Bill 44 95 380 05 wo YOO j po On e e ph oe Figure 243 Checking ledger Referencing other sheets On the Summary sheet we display the balance from each of the other Sheets If you copy the example in Figure 243 onto each accoun
294. function and C 1 calculates the distribution Returns the probability that values in a range are between two limits Data is the array or range of data in the sample Probability is the array or range of the corresponding probabilities Start is the start value of the interval whose probabilities are to be summed End optional is the end value of the interval whose probabilities are to be summed If this parameter is missing the probability for the Start value is calculated Returns the quartile of a data set Data is the array of data in the sample Type is the type of quartile 0 Min 1 25 2 50 Median 3 75 and 4 Max Returns the rank of the given Value ina sample Data is the array or range of data in the sample Type optional is the sequence order either ascending 0 or descending 1 Returns the square of the Pearson correlation coefficient based on the given values Data_Y is an array or range of data points Data_X is an array or range of data points Returns the skewness of a distribution Number 1 number 2 number _ 30 are numerical values or ranges Returns the slope of the linear regression line Data_Y is the array or matrix of Y data Data_X is the array or matrix of X data Returns the Rank c th smallest value in a data set Data is the cell range of data Rank C is the rank of the value 2nd smallest 3rd smallest etc written as an integer Converts a random variable to a nor
295. g and Formatting Data cccsssssscccccees 41 PTE TO terete cata te cater A P E E E E nes ees eou eras ener evosqcon eerie E ETT 42 Entering data using the keyboard cccceccececceccecenseccecencenseeees 42 Speeding UP data CNALY cceccssescecceccncensecseceeceesensesseceecesseessessness 45 Sharing content between SHEEUS ccccescececcecceccesensecsenceenseeseens 48 Validating cell contents eesesereesessreeesreressssereseseeressssecesssseeererereees 49 E E e A EE E E 51 TOI AO SS C i E e RNE E E E E E E ETE EE E S 23 Autoformatting cells and SNEEetS ccc cece ce cceccecenceneeeeceesensenees 59 Formatting spreadsheets using themes cccceeceeceeceeceenseeeeees 60 Using conditional formatting ccc ccc cceccecceeeeeneeenteeeeenseenseeseess 61 PP GEL PGT and Showing Uid aco vetewes ocewcisennesaviennsoesentesidiieqencenniececorstaieess 63 OT EN BOC ase sinre dened E E saw dae te wenedeed E AE A 65 Finding and replacing in l CMMat tte en htt ant et ant eae cr nt anne eee 67 OpenOffice org 3 x Calc Guide 3 Chapter 3 Creating Charts and Graph ccccssssscccccccccccccccccccccccccccccccces 72 TTA IC E 1 PPPE E erste ee eerste E te vate in ates E E T EE 73 Creating a hes eee Vo FET CF aes tee scenario pan E AE OT 78 ere iuee rs E E ene ee a ee hee ee et he E E ee 84 Formatting 3D charts ssssesesseressserresssreresssrereseseeressereeeseee
296. g Enter or Shift Enter moves the focus down or up respectively e Pressing Tab or Shift Tab moves the focus to the right or to the left respectively Using the arrow keys Pressing the arrow keys on the keyboard moves the focus in the direction of the arrows Using Home End Page Up and Page Down e Home moves the focus to the start of a row e End moves the focus to the column furthest to the right that contains data e Page Down moves the display down one complete screen and Page Up moves the display up one complete screen e Combinations of Control often represented on keyboards as Ctrl and Alt with Home End Page Down PgDn Page Up PgUp and the arrow keys move the focus of the current cell in other ways Table 1 describes the keyboard shortcuts for moving about a spreadsheet 24 OpenOffice org 3 x Calc Guide Use one of the four Alt Arrow key combinations to resize the Tip height or width of a cell For example Alt increases the height of a cell Table 1 Moving from cell to cell using the keyboard Key Combination lt t Control Control lt Control t Control Control Home Control End Alt Page Downn Alt Page Up Control Page Down Control Page Up Tab Shift Tab Enter Shift Enter Movement Right one cell Left one cell Up one cell Down one cell To the next column to the right containing data in that row or to Column AMJ To the next column to the left c
297. g the fields that match the search criteria The fields are treated as a sample DVARP Calculatesthe variance using the fields that match the search criteria The fields are treated as the entire population The syntax for the database functions are identical DCOUNT database database field search criteria The database argument is the cell range that defines the database The cell range should contain the column labels see Listing 22 The following examples assume that the data from Table 12 is placed in Sheet 1 and the filter criteria in Table 15 is placed in Sheet 2 Listing 22 The database argument includes the headers DCOUNT A1 G16 Test 2 Sheet2 A1 G3 The database field specifies the column on which the function operates after the search criteria is applied and the data rows are selected The database field can be specified using the column header name or as an integer If the column is specified as an integer 0 specifies the entire data range 1 specifies the first column 2 specifies the second column and so on Listing 23 calculates the average test score for the rows that match the search criteria Listing 23 Test 2 is column 3 DAVERAGE A1 G16 Test 2 Sheet2 A1 G3 DAVERAGE A1 G16 3 Sheet2 A1 G3 The search criteria is the cell range containing search criteria The search criteria is identical to the advanced filters criteria in the same row is connected by AND and criteria in different rows i
298. g two distinct but related data series for example Sales over time column and the profit margin trends line You can choose the number of columns and lines in the Chart Wizard So for example you might have two columns with two lines to represent two product lines with the sales figures and profit margins of both Lacklustre Profit Grawth First Half 2007 E Ark Manufacturing E Prall Wanufacturing Arle Profits Pr all Profits Figure 81 Column and line chart This chart has manufacturing cost and profit data for two products over a period of time six months in 2007 To create this chart first highlight the table and start the Chart Wizard Choose Column and Line chart type with two lines and the data series in rows Then give it a title to highlight the aspect you want to show The lines are different colors at this stage and don t reflect the product relationships When you finish with the Chart Wizard highlight the chart click on the line right click and chose Format Data Series On this tab there are a few things to change The colors should match the products So both Ark Manufacturing and profit are blue and Prall is red The lines need to be more noticeable so make the lines thicker by increasing the width to 0 08 Chapter 3 Creating Charts and Graphs 103 For the background highlight the chart wall right click and choose Format Wall On the Area tab change the drop down box to show Gradient Choose one
299. gardless of where in the formula a function is the function will start with its name such as DCOUNT in the example above After the name of the function comes its arguments All arguments are required unless specifically listed as optional Arguments are added within the parentheses and are separated by semicolons with no space between the arguments and the semicolons OOo uses the semicolon as an argument list separator unlike Note Excel which uses a comma This is a common mistake made by users accustomed to entering Excel formulas Many arguments are a number A Calc function can take up to thirty numbers as an argument That may not sound like much at first However when you realize that the number can be not only a number or a single cell but also an array or range of cells that contain several or even hundreds of cells then the apparent limitation vanishes Depending on the nature of the function arguments may be entered as follows text data The quotes indicate text or string data is being entered 9 The number nine is being entered as a number 9 The number nine is being entered as text A1 The address for whatever is in Cell A1 is being entered Nested functions Functions can also be used as arguments within other functions These are called nested functions SUM 2 PRODUCT 5 7 198 OpenOffice org 3 x Calc Guide To get an idea of what nested functions can do imagine that you are designing a self direct
300. ges This is the same as Edit gt Changes gt Record To allow other users of this document to apply changes but prevent them from disabling change recording click the Protect button and enter a password Appearance options On the OpenOffice org Appearance page you can specify which items are visible and the colors used to display various items Color scheme Scheme Custom colors On User interface elements Spreadsheet Grid lines Page breaks Manual page breaks Automatic page breaks Detective Detective error References C Automatic i Color setting Preview L Automatic L Automatic LC Automatic C Automatic L Automatic L Automatic Figure 316 Changing the color of grid points in Calc Scroll down in the page until you find Spreadsheet To change the default color for grid points click the down arrow by the color and select a new color from the pop up box If you wish to save your color changes as a color scheme click Save type a name in the Scheme box then click OK Chapter 14 Setting up and Customizing Calc 395 Choosing options for loading and saving documents You can set the Load Save options to suit the way you work This chapter describes only a few of the options those more relevant to working with Calc See Chapter 2 Setting Up OpenOffice org in the Getting Started guide for a description of the other options If the Options dialog is n
301. ght sources for the 3D view Refer to the Draw Guide for more details on setting the illumination Click any of the eight buttons to switch a directed light source on or off By default the second light source is switched on It is the first of Chapter 3 Creating Charts and Graphs 89 seven normal uniform light sources The first light source projects a specular light with highlights For the selected light source you can then choose a color and intensity in the list just below the eight buttons The brightness values of all lights are added so use dark colors when you enable multiple lights 3D View Perspective Appearance Illumination Lighk source J Ambient light tyr GE cray 0 ie lt gt Figure 66 Setting the illumination Fach light source always points at the middle of the object initially To change the position of the light source use the small preview inside this page It has two sliders to set the vertical and horizontal position of the selected light source The button in the corner of the small preview switches the internal illumination model between a sphere and a cube Use the Ambient light list to define the ambient light which shines with a uniform intensity from all directions Rotating 3D charts interactively In addition to using the Perspective page of the 3D View dialog to rotate 3D charts you can also rotate them interactively Select the Chart Wall then hover the mouse po
302. gure 100 On the thumbnail in the figure notice that the cropped selection is highlighted with an inner rectangle Crop Keep scale Keep image size Cancel Left 0 00 Top 0 00 Right 125 Bottom 0 00 Scale Width 100 Height 100 Image size Width 9 42 10 67 x 8 00 Height 8 00 z Original Size Figure 100 The Crop dialog On the Crop dialog you can control the following parameters Keep scale Keep image size When Keep scale is selected default cropping the image does not change the scale of the picture When Keep image size is selected cropping enlarges for positive cropping values shrinks for negative cropping values or distorts of the image so that the image size remains constant 140 OpenOffice org 3 x Calc Guide Left Right Top and Bottom The image is cropped by the amount entered in these boxes For example a value of 3cm in the Left box cuts 3 cm from the left side of the picture e When Keep scale is selected the size of the image also changes so in this example the width will be reduced by 3 cm e When Keep image size is selected the remaining part of the image is enlarged when you enter positive values for cropping or Shrunk when you enter negative values for cropping so that the width and height of the image is not changed Width and Height The Width and Height fields under either Scale or Image size change as you enter values in the Left Right Top an
303. h all current settings Change layout by using drag and drop The easiest and fastest method to change the layout of the DataPilot is drag and drop Within the result table of the DataPilot move one of the page column or row fields to a different position see Examples with step by step instructions starting on page 219 You can remove a column row or page field from the DataPilot by clicking on and dragging it out of the DataPilot Grouping rows or columns For many analyses or summaries the categories have to be grouped You can merge the results in classes or periods In the DataPilot you do a grouping after you have first made an ungrouped DataPilot table You can access the grouping with the menu entry Data gt Group and Outline gt Group or by pressing F12 It is important that you select the correct cell area The grouping function is mainly determined by the type of values that have to be grouped You need to distinguish if you have scalar values date or time values or other values such as text that you want grouped Chapter 8 Using the DataPilot 253 Before you can group you have to produce a DataPilot with ungrouped data The time needed for creating a DataPilot depends mostly on the number of columns and rows and not on Note the size of the basic data Through grouping you can produce the DataPilot with a small number of rows and columns The DataPilot can contain a lot of categories depending on your
304. hange the Enter key settings Moving from sheet to sheet Fach sheet in a spreadsheet is independent of the others though they can be linked with references from one sheet to another There are three ways to navigate between different sheets in a spreadsheet Using the keyboard Pressing Control Page Down moves one sheet to the right and pressing Control Page Up moves one sheet to the left Using the mouse Clicking on one of the sheet tabs at the bottom of the spreadsheet selects that sheet If you have a lot of sheets then some of the sheet tabs may be hidden behind the horizontal scroll bar at the bottom of the screen If this is the case then the four buttons at the left of the sheet tabs can move the tabs into view Figure 12 shows how to do this 26 OpenOffice org 3 x Calc Guide Move to the first sheet Move left one sheet Move right one sheet Move to the last sheet Sheet tabs caa Sheet Sheet 3 8 Figure 12 Sheet tab arrows Notice that the sheets here are not numbered in order Sheet numbering is arbitrary you can name a sheet as you wish The sheet tab arrows that appear in Figure 12 only appear if Note you have some sheet tabs that can not be seen Otherwise they appear faded as in Figure 1 Selecting items in a sheet or spreadsheet Selecting cells Cells can be selected in a variety of combinations and quantities Single cell
305. he Comment dialog shows the cell and the change you are commenting on After you have added a comment to a changed cell you can see it by hovering the mouse pointer over the cell as shown in Figure 276 Chapter 11 Sharing and Reviewing Documents 329 ve can only afford 10 uniforms Cell B3 changed from 25 to 10 2 item Description Uniforms Baseballs 65 Urnipire fees 25 50 00 1 250 00 1 Umpire pe rae nN LATS MAA nanard h Figure 276 Comment added to cell B3 The comment also appears in the dialog when you are accepting and rejecting changes as shown in the first line of Figure 281 on page 335 Editing change comments 1 Select the cell with the change comment that you want to edit 2 Select Edit gt Changes gt Comments 3 Edit the comment and click OK You can view your comments one at a time using the left and Ti right arrows located on the right hand side of the Comment P dialog You do not need to click OK after editing each comment you can save them all at once when you re done editing Adding other comments Calc provides another type of comments formerly called notes which authors and reviewers often use to exchange ideas ask for suggestions or brainstorm in the document To add a comment 1 Select the cell that the comment applies to 2 Select Insert gt Comment or right click and select Insert Comment The latter method does not work if the automatic sp
306. he Internet or both Calc will always display an absolute hyperlink Don t be alarmed when it does this even when you have saved a relative hyperlink this absolute target address will be updated if you move the file Make sure that the folder structure on your computer is the same as the file structure on your web server if you save your Note links as relative to the file system and you are going to upload pages to the Internet When you rest the mouse pointer on a hyperlink a help tip displays the absolute reference since OOo uses absolute path Tip names internally The complete path and address can only be seen when you view the result of the HTML export saving the spreadsheet as an HTML file by loading the HTML file as Text or by opening it with a text editor Chapter 10 Linking Calc Data 303 Creating hyperlinks When you type text that can be used as a hyperlink such as a website address or URL Calc formats it automatically creating the hyperlink and applying to the text a color and background shading If this does not happen you can enable this feature using Tools gt AutoCorrect Options gt Options and selecting URL Recognition To change the color of hyperlinks go to Tools gt Options gt OpenOffice org gt Appearance scroll to Unvisited links and or Tips Visited links pick the new colors and click OK Caution this will Change the color for all hyperlinks in all components of OpenOffice org th
307. he Drawing toolbar appears at the bottom of the screen You can tear off this toolbar and move it to a convenient place on the window 6 0 HE P k ey Sheet 1 3 Default Figure 102 The Drawing toolbar showing default icons Table 6 Drawing toolbar functions from left to right Icon Name Behavior k Select Selects objects Pa Line Draws a line E Draws a rectangle To draw a square hold Reciangie down Shift while you drag Ellipse Draws an ellipse To draw a circle hold down p Shift while you drag ie Freeform Line Draws a freeform line T Text Draws a text box with no border Callouts Draws a line that ends in a rectangular callout r Basic Shapes Opens the Basic Shapes toolbar g4 4 Symbol Shapes Opens the Symbol Shapes toolbar f Block Arrows Opens the Block Arrows toolbar of shapes Chapter 5 Using Graphics in Calc 145 Behavior Flowcharts Opens the Flowchart toolbar of shapes Callouts Opens the Callouts toolbar of shapes Stars Opens the Stars toolbar of shapes Allows editing of the points of a selected Points polygon Fontwork Gallery Opens the Fontwork Gallery Inserts a pict ing the Insert Picture Sivan Fe prices a picture using the Insert Pictur Opens the 3 D Setting toolbar and converts the Extrusion On Off Selected shape if any to 3 D To display other icons click the down arrow at the right hand end of the toolbar select Visible Buttons and
308. he corresponding cell values of the Source data range and gives the result in the target range Most of the available functions are statistical such as Average Min Max Stdev and the tool is most useful when you are working with the same data over and over 8 At this point you can click More in the Consolidate dialog to access the following additional settings e Select Link to source data to insert the formulas that generate the results into the target range rather than the actual results If you link the data any values modified in the source range are automatically updated in the target range The corresponding cell references in the target range are Caution inserted in consecutive rows which are automatically ordered A and then hidden from view Only the final result based on the selected function is displayed e Under Consolidate by select either Row labels or Column labels if the cells of the source data range are not to be consolidated corresponding to the identical position of the cell in the range but instead according to a matching row label or column label To consolidate by row labels or column labels the label must be contained in the selected source ranges The text in the labels must be identical so that rows or columns can be accurately matched If the row or column label of one source data range does not match any that exist in other source data ranges it is added to the target range as a new row or column
309. he future value of an investment based on periodic constant payments and a constant interest rate Rate is the periodic interest rate NPER is the total number of periods PMT is the annuity paid regularly per period PV optional is the present cash value of an investment Type optional defines whether the payment is due at the beginning 1 or the end 0 of a period Calculates the accumulated value of the starting capital for a series of periodically varying interest rates Principal is the starting capital Schedule is a series of interest rates Schedule has to be entered with cell references Calculates the annual interest rate that results when a security or other item is purchased at an investment value and sold at a redemption value with no interest being paid Settlement is the date of purchase of the security Appendix B Description of Functions 44 IPMT rate period NPER PV FV type IRR values guess ISPMT rate period total periods invest MDURATION settlement maturity coupon yield frequency basis Description Maturity is the date on which the security is sold Investment is the purchase price Redemption is the selling price Basis indicates how the year is to be calculated Calculates the periodic amortization for an investment with regular payments and a constant interest rate Rate is the periodic interest rate Period is the period for which the compound interest is calcula
310. he issue date of the security Settlement is the maturity date Rate is the annual nominal rate of interest coupon interest rate Par is the par value of the security Basis indicates how the year is to be calculated AMORDEGRC cost Calculates the amount of depreciation for a date purchased settlement period as degressive amortization first_period salvage Unlike AMORLINC a depreciation coefficient 436 OpenOffice org 3 x Calc Guide Syntax period rate basis AMORLINC cost date purchased first_period salvage period rate basis COUPDAYBS settlement maturity frequency basis COUPDAYS settlement maturity frequency basis COUPDAYSNC settlement maturity frequency basis Description that is independent of the depreciable life is used here Cost is the acquisition cost Date_purchased is the date of acquisition First_period is the end date of the first settlement period Salvage is the salvage value of the capital asset at the end of the depreciable life Period is the settlement period to be considered Rate is the rate of depreciation Basis indicates how the year is to be calculated Calculates the amount of depreciation for a settlement period as linear amortization If the capital asset is purchased during the settlement period the proportional amount of depreciation is considered Cost is the acquisition cost Date_purchased is the date of acquisition First_period is the end date of
311. he search criteria range will be ignored All of the search criteria arguments for the database functions Support regular expressions For example all can be entered to find the first location of all followed by any characters To Note search for text that is also a regular expression precede every character with a character You can switch the automatic evaluation of regular expressions on and off in Tools gt Options gt OpenOffice org Calc gt Calculate Table 41 Database average Syntax Description DAVERAGE database Returns the average of the values of all cells database field fields in all rows database records that match search criteria the specified search criteria The search Supports regular expressions DCOUNT database Counts the number of rows records in a database database field that match the specified search_criteria and search criteria contain numerical values The search supports regular expressions For the database _field parameter enter a cell address to specify the column or enter the number O for the entire database The parameter cannot be empty 466 OpenOffice org 3 x Calc Guide Syntax DCOUNTA database database field search criteria DGET database database field search criteria DMAX database database field search criteria DMIN database database field search criteria DPRODUCT database database field search criteria DSTDEV databa
312. he upper left and click Save See Figure 292 Chapter 12 Calc Macros 343 Choose a macro name Existing macros in Module 1 ES My Macros Main ES OpenOffice org Macros E fe 0312CG3 CalcMacros_ADP_JHW_20 El fe Untitled 1 E 3 Standard Module1 igl T 2 Select the new module Figure 292 Select the module and name the macro The created macro is saved in Module1 of the Standard library in the Untitled 1 document Listing 1 shows the contents of the macro Listing 1 Paste special with multiply sub PasteMuLltiply rem rem define variables dim document as object dim dispatcher as object rem rem get access to the document document ThisComponent CurrentController Frame dispatcher createUnoService com sun star frame DispatchHelper rem 7 7 77777757757577rrrnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnM dim args1 5 as new com sun star beans PropertyValue args1 0 Name Flags args1 0 Value A args1 1 Name FormulaCommand args1 1 Value 3 argsl1 2 Name SkipEmptyCells args1 2 Value false args1 3 Name Transpose args1 3 Value false args1 4 Name AsLink args1 4 Value false args1 5 Name MoveMode args1 5 Value 4 dispatcher executeDispatch document uno InsertContents 0 args1 end sub 344 OpenOffice org 3 x Calc Guide More detail on recording macros is provided in Chapter 13 Getting Started with Macros in the Getting Started guide we
313. heet see Figure 258 If the Formula Bar is visible the range name is also displayed in the Name box at the left hand end see Figure 259 310 OpenOffice org 3 x Calc Guide E File Edit Ea p View Insert Format Tools Data Window Help BA Pe BB o A B 4 Vobone Leaders ASHESE 42 ove Games A5K HSE C D E rice ti Loses ASE HEISE iomal D 5 Europe EEI EALA Navigator H 8 Sheets O 6 Range names HTML yfncpsnibar HTML_1 HTML_10 HTML_11 HTML_12 HTML_13 HTML_14 HTML_15 HTML_16 HTML 18 HTML_19 HTML_2 HTML_20 HTML_21 actives active LS083332 Profile WI ore 17489723 Profile WI ore 17435697 Profile WI ore 45 ILUME LEADERS 46 ayn ol Hame Last Trade Change Volume 47 TLAX TELSTRA FPR 3070 Apr 34090 2 85 OAs 2Uee 43 O4LAA OZMINER FPR 0580 Apr 341005 0 87 l 49 GMGAS GOOD GROUP 0395 pr 31030 7 06 S727 es 50 DGLAS LIHIR FPO 3 100 Apr 34280 8 28 0 39501385 51 MOF AS MACOOFFCR 0 190 Apr34010 346 46953151 52 HOT AZ oF TELEMED 0 270 Apr3 450 22 73 Se 4037S 53 GPT AZ GPTSTAPLEF 0510 Apr 34025 5 15 42606360 54 GFF AS GOODMAN Fe 1040 Apr34000 0 00 31050985 55 DUR AA DUET STAPLE 1 640 Apr34080 4 65 29787630 56 VBA AS VIRGIN BLU P 0335 Apr 34025 8 06 0 ZeH SSS 57 MGA MTGIESON P 0605 Apr 3405 21 00 0 27111696 58 HOO AZ WIDOPETROF 0 125 Apr 3 920 19 03 22414915 59 AVL Ax ALUMINA FP 1475 Apr 31065 4 61 0 21855304 60 CPAAA CFS RETAIL 1 620 Apr3
314. hes between showing all categories and showing only the selected category Displays all available scenarios Double click a name to apply that scenario See Chapter 7 Data Analysis for more information Drag Mode Choose hyperlink link or copy See Choosing a drag mode for details Chapter 1 Introducing Calc 39 Moving quickly through a document The Navigator provides several convenient ways to move around a document and find items in it e To jump to a specific cell in the current sheet type its cell reference in the Column and Row boxes at the top of the Navigator and press the Enter key for example in Figure 22 the cell reference is A7 e When a category is showing the list of objects in it double click on an object to jump directly to that object s location in the document e To see the content in only one category highlight that category and click the Toggle icon Click the icon again to display all the categories e Use the Start and End icons to jump to the first or last cell in the selected data range Ranges scenarios pictures and other objects are much easier to find if you have given them informative names when creating Tip them instead of keeping Calc s default Graphics 1 Graphics 2 Object 1 and so on which may not correspond to the position of the object in the document Choosing a drag mode Sets the drag and drop options for inserting items into a document using the Navigator
315. hics added to a Calc document They may be downloaded from the Internet scanned or created with a graphics program or they may be photos taken with a digital camera Images can be inserted in four ways e Using the Insert File dialog e By dragging and dropping a supported file e From the gallery e From the clipboard by copying and pasting Inserting an image file Perhaps the most common way to insert graphics is to use an existing file 130 OpenOffice org 3 x Calc Guide To insert an image from a file use either of the following methods e Insert Picture dialog e Drag and drop Insert Picture dialog 1 Click in the location in the Calc document where you want the image to appear Do not worry too much about the exact placement of the image at this stage placement can be changed easily as described in Positioning graphics on page 148 2 Choose Insert gt Picture gt From File from the menu bar or click the Insert Picture icon cay on the Picture toolbar 3 On the Insert Picture dialog navigate to the file to be inserted select it and click Open The picture is inserted into Calc floating above the cells and anchored to the cell in which the cursor was placed See Positioning graphics on page 148 for more about positioning and anchoring graphics Note lt a Insert Picture jashare My pictures carlyle gardens Link img_0350 jpg img_0351jpg img_0352 jpg Img 0353 jpg i
316. hoose Format Axis On the Label tab choose Tile in the Order section and set the Text orientation to 55 degrees This places the long labels at an angle To create the third variation after doing the steps above right click and choose Chart Type Choose the 3D Look option and select Realistic from the drop down list We also twisted the chart area around and gave the chart wall a picture of the sky As you can see the legend turns into labels on the z axis But overall though it is visually more appealing it is more difficult to see the point you are trying to make with the data Other ways of visualizing the same data series are represented by the stacked area chart or the percentage stacked area chart The first does what it says each number of each series is added to the others so that it shows an overall volume but not a comparison of the data The percentage stacked chart shows each value in the series as a part of the whole For example in June all three values are added together and that number represents 100 The individual values are a percentage of that Many charts have varieties which have this option Snow 1998 Snov 1996 1400 1200 1000 O Los Haven OLos Haven E Lucy s Pass E Lucy s Pass E Kransky s E Kransky s Run Run 600 600 400 200 g May duly September April June August Figure 74 Stacked and percentage stacked area charts 98 OpenOffice org 3 x Calc Guide Line charts A l
317. hoose the Shortcut keys you want to assign a style to In this example we have chosen Ctrl 3 Menus Keyboard Toolbars Events Shortcut keys OpenOffice org Calc Format Cells Line Spacing 2 Modify Line Spacing 1 5 Load aoe Save alem Carer Alinon Center Horizontally Reset Functions Category Function kers Data Graphic Frame Modify Table OpenGffice org Macre E Styles CellStyles PageStyles Figure 334 Assigning a cell style to a key combination 418 OpenOffice org 3 x Calc Guide 2 In the Functions section at the bottom of the dialog scroll down in the Category list to Styles Click the sign to expand the list of Styles Choose the category of style This example uses a cell style but you can also choose page styles The Function list now displays the names of the available styles for the selected category The example shows OOo s predefined cell styles To assign Ctrl 3 to be the shortcut key combination for the Heading style select Heading in the Function list and then click Modify Ctri 3 now appears in the Keys list on the right and Heading appears next to Ctri 3 in the Shortcut keys box at the top Make any other required changes and then click OK to save these settings and close the dialog 3 Ne 4 Ne D Nu Saving changes to a file Changes to the shortcut key assignments can be saved in a keyboard configuration file for use at a later tim
318. ht to include in an AutoFormat click More Select or deselect the required options 4 Click OK If you do not see any change in color of the cell contents choose View gt Value Highlighting from the menu bar Defining a new AutoFormat You can define a new AutoFormat that is available to all spreadsheets 1 Format a sheet 2 Choose Edit gt Select All 3 Choose Format gt AutoFormat The Add button is now active 4 Click Add 5 In the Name box of the Add AutoFormat dialog type a meaningful name for the new format 6 Click OK to save The new format is now available in the Format list in the AutoFormat dialog Formatting spreadsheets using themes Calc comes with a predefined set of formatting themes that you can apply to your spreadsheets It is not possible to add themes to Calc and they cannot be modified However you can modify their styles after you apply them to a spreadsheet To apply a theme to a spreadsheet 1 Click the Choose Themes icon in the Tools toolbar If this toolbar is not visible you can show it using View gt Toolbars gt Tools The Theme Selection dialog appears This dialog lists the available themes for the whole spreadsheet Toals nen 2 In the Theme Selection dialog select the theme that you want to apply to the spreadsheet 60 OpenOffice org 3 x Calc Guide As soon as you select a theme some of the properties of the custom styles are applied to the open spreadshe
319. ht by parents e New uniforms can wait only buy 10 to replace damaged ones Chapter 11 Sharing and Reviewing Documents DA e Buy cheaper baseballs e Only buy 2 spare gloves To make these changes use the record changes feature in Calc To start recording changes 1 Open the Budget Spreadsheet 2 Select Edit gt Changes gt Record from the menu bar 3 Begin editing the document A colored border with a dot in the upper left hand corner appears around a cell where changes were made Figure 274 Other reviewers then quickly know which cells were edited A deleted column or row is marked by a heavy colored bar E Defaut A fio Bij U z z22 z ah o OR eS E Baseball Budget Proposal 2 item Description Guantit Cost Total Comments 63 Uniforms fOO 00 500 00 Need to update the tearm look 4 Baseballs 250 2 00 500 00 We need to 10 per game 5 Umpire fees 50 00 1 250 001 Umpire per game ats l e need bats of various sizes 6 B 35 00 1765 00 vv d bats of vari i 7 Snacks 15 00 0 00 This is the max cost per game for after game snacks atting helmets l e need a minimum o a Batting hel 40 00 200 00 d a mini f5 og Catching Gear b 3U0 00 P200 00 Need to protect the catcher old gear ugly 25 5 5 10 Spare Gloves 45 00 P90 00 Just in case someone forgets their glove a 3 015 00 Total Figure 274 Edited document with red border on changed cells Ti Some changes for ex
320. ia A A or a whole row via 1 1 yet as you might know from other spreadsheet programs See Issue 20495 Chapter 7 Using Formulas and Functions 187 Reference concatenation operator The concatenation operator is written as a tilde An expression using the concatenation operator has the following syntax reference left reference right The result of such an expression is a reference list which is an ordered list of references Some functions can take a reference list as an argument SUM MAX or INDEX for example The reference concatenation is sometimes called union But it is not the union of the two sets reference left and reference right as normally understood in set theory COUNT A1 C3 B2 D2 returns 12 9 3 but it has only 10 cells when considered as the union of the two sets of cells Notice that SUM A1 C3 B2 D2 is different from SUM A1 C3 B2 D2 although they give the same result The first is a function call with 2 parameters each of them is reference to a range The second is a function call with 1 parameter which is a reference list Intersection operator The intersection operator is written as an exclamation mark An expression using the intersection operator has the following syntax reference left reference right If the references refer to single ranges the result is a reference to a Single range containing all cells which are both in the left reference and in the right reference If the reference
321. ic strategy is to view whatever formulas are needed as simple and with a limited useful life The strategy is then to place a unique formula in each appropriate cell This can be recommended only for very simple or throw away single use spreadsheets Break formulas into parts and combine the parts The second strategy is similar to the first but instead you break down longer formulas into smaller parts and then combine the parts into the whole Many examples of this type exist in complex scientific and engineering calculations where interim results are used in a number of places in the worksheet The result of calculating the flow velocity of water in a pipe may be used in estimating losses due to friction whether the pipe is flowing full or partially empty and in optimizing the diameter for the given flow regime In all cases you should adopt the basic principles of formula creation described previously Use the Basic editor to create functions A third strategy is to use the Basic editor and create your own functions and macros This approach would be used where the result would greatly simplify the use of the spreadsheet by the end user and keep the formulas simple with a better chance of avoiding errors This approach also can make the maintenance easier by having corrections or updates kept in one central location The use of macros is described in Chapter 12 of this book and is a specialized topic in itself The danger of overus
322. ically if there are changes in the source file With a Calc file you are limited to 65535 rows Registered data source A registered data source in OpenOffice org is a connection to data held in a database outside Calc This means that the data to be analyzed will not be saved in Calc It always uses the data from the original source Calc is able to use many different data sources and also databases that are created and maintained with OpenOffice org Base See Chapter 10 Linking Calc Data for more information External data OLAP No implementation exists at the moment so this option is not available The DataPilot dialog The function of the DataPilot is managed in two places first in the DataPilot dialog and second through manipulations of the result in the spreadsheet This section describes the dialog in detail Basic layout In the DataPilot are four white areas that show the layout of the result Beside these fields are buttons with the names of the fields in your data source To define a layout drag and drop these field buttons into the white areas The Data Fields area in the middle must contain at least one field Advanced users can use more than one field here For the data field an aggregate function is used For example if you move the sales field into the Data Fields area it appears there as Sum sales 244 OpenOffice org 3 x Calc Guide DataPilot x Layout E DE Fage Fields ae Cancel Column Field
323. ice org 3 x Calc Guide The cell border properties apply to a cell and can only be changed if you are editing that cell For example if cell C3 has Note a top border which would be equivalent visually to a bottom border on C2 that border can only be removed by selecting C3 It cannot be removed in C2 Formatting the cell background To quickly choose a background color for a cell click the small arrow next to the Background Color icon on the Formatting toolbar A palette of color choices similar to the Font Color palette is displayed To define custom colors use Tools gt Options gt OpenOffice org gt Colors See Chapter 14 for more information You can also use the Background tab of the Format Cells dialog See Chapter 4 for details Autoformatting cells and sheets You can use the AutoFormat feature to quickly apply a set of cell formats to a sheet or a selected cell range 1 Select the cells that you want to format including the column and row headers 2 Choose Format gt AutoFormat AutoFormat More Formatting Number format Font Alignment Borders Pattern AutoFit width and height Rename Figure 44 Choosing an AutoFormat Chapter 2 Entering Editing and Formatting Data 59 If the selected cell range does not have column and row Note headers AutoFormat is not available 3 To select which properties number format font alignment borders pattern autofit width and heig
324. ich other formulas it is nested in dependents and tracking errors It can also be used for tracing errors marking invalid data that is information in cells that is not in the proper format for a function s argument or even for removing precedents and dependents To use the Detective select a cell with a formula then start the Detective On the spreadsheet you will see lines ending in circles to indicate precedents and lines ending in arrows for dependents The lines show the flow of information Use the Detective to assist in following the precedents referred to in a formula in a cell By tracing these precedents you frequently can find the source of the errors Place the cursor in the cell in question and then choose Tools gt Detective gt Trace Precedents from the menu bar or press Shift F7 Figure 146 shows a simple example of tracing precedents otal private 1996 change dwellings 2001 3 iCanada t 30 007 094 25 822 031 o4 Newfoundland and Labrador 512 930 55 792 o5 Prince Edward Island 135 294 134 557 6 Mova Scotia 908 OOF 909 282 7 New Brunswick 729 498 744 133 a Quebec t 7 257 Arg 7 138 795 9 Ontario t 11 410 046 10 763 573 10 Manitoba t 1 119 583 1 113 999 Saskatchewan t 978 933 990 237 berta t 2 O74 B07 2 696 826 43 British Columbia t 3 907 738 3 724 500 Yukon Territory 25 674 30 766 Northwest Territories 37 360 39 672 416 Nunavut 26 745 247504 17 Source Census of Canada Population and Dw
325. ick the last column or row in the group To select multiple columns or rows that are not contiguous 1 Click on the first column or row in the group 2 Hold down the Control key 3 Click on all of the subsequent columns or rows while holding down the Control key Entire sheet To select the entire sheet click on the small box between the A column header and the 1 row header thi J A ij 2 Figure 13 Select All box You can also press Control A to select the entire sheet Select All Selecting sheets You can select either one or multiple sheets It can be advantageous to select multiple sheets at times when you want to make changes to many sheets at once Single sheet Click on the sheet tab for the sheet you want to select The active sheet becomes white see Figure 12 Chapter 1 Introducing Calc 29 Multiple contiguous sheets To select multiple contiguous sheets 1 Click on the sheet tab for the first desired sheet 2 Move the mouse pointer over the sheet tab for the last desired Sheet 3 Hold down the Shift key and click on the sheet tab All the tabs between these two sheets will turn white Any actions that you perform will now affect all highlighted sheets Multiple noncontiguous sheets To select multiple noncontiguous sheets 1 Click on the sheet tab for the first desired sheet 2 Move the mouse pointer over the sheet tab for the second desired Sheet 3 Hold down th
326. id lines viewing 402 Index 495 grids in charts 78 guides while moving 403 H headers and footers 115 Hide Show button 135 hiding and showing data 63 HTML compatibility 399 hyperlinks absolute 303 creating 304 Ctrl click to activate 394 editing 306 relative 303 removing 306 I illumination of 3D chart 89 image map 151 images adding 130 context menu 142 cropping 140 embedding 133 inserting from file 130 inserting from the clipboard 134 inserting from the Gallery 134 linking 132 modifying 136 resizing 141 rotating 142 informational functions 463 input settings options 401 insert mode 15 Insert Picture dialog 131 inserting columns and rows 30 Sheets 32 interest rates 435 intersection operator 188 K keyboard data entry 42 keyboard keys navigating within spreadsheets 24 keyboard shortcuts arrow keys 425 assigning 416 cell formatting 426 customizing 417 DataPilot 427 function keys 425 introduction 423 loading from a file 419 navigation 423 resetting to default values 419 saving toa file 419 selection 423 L layout settings format 115 page layout 114 table alignment 115 legend of chart 78 line charts 99 linking to external data External Data dialog 307 find required range 310 Navigator 308 load Basic code to edit 398 load save options 396 logical functions 462 M macro recorder 341 macro security options 395 macros 420 macros accessing cells directly 353 arguments
327. ide Using these functions In some cases you may be able to get similar results to some of these functions by setting up a filter or a custom sort However in general functions are more easily adjusted than filters or sorts and provide a wide range of possibilities At times you may just want to enter one or more formulas temporarily in a convenient blank cell and delete it once you have finished However if you find yourself using the same functions constantly you should consider creating a template and including space for all the functions you use with the cell to their left used as a label for them Once you have created the template you can easily update each formula as entries change either automatically and on the fly or pressing the F9 key to update all selected cells No matter how you use these functions you will probably find them simple to use and adaptable for many purposes By the time you have mastered this handful you will be ready to try more complex functions Rounding off numbers For statistical and mathematical purposes Calc includes a variety of ways to round off numbers If you re a programmer you may also be familiar with some of these methods However you don t need to be a Specialist to find some of these methods useful You may want to round off for billing purposes or because decimal places don t translate well into the physical world for instance if the parts you need come in packages of 1
328. identified in the Entries list by a small black triangle on the right hand side of the name In addition to renaming you can specify a keyboard shortcut that allows you to select a menu command when you press Alt an underlined letter in a menu command 1 Select a menu or menu entry 2 Click the Menu button and select Rename 3 Add a tilde in front of the letter that you want to use as an accelerator For example to select the Save All command by pressing Alt V enter Sa ve ALL Adding a command to a menu You can add commands to the supplied menus and to menus you have created On the Customize dialog select the menu in the Menu list and click the Add button in the Menu Content section of the dialog Add Commands To add a command to a menu select the category and then the command You can also drag the command to the Commands list of the Menus tab page in the Customize dialog Category Commands Internal About OpenGFfice org A AutoPilot Address Data Sour AutoPilot Presentation Bibliography Database Edit Macros Exit Close Templates Edit Options BASIC Help Insert Documents Format Controls Navigate Drawing Data Extended Tips am Help E Help Agent Help on Help E Description Displays general program information such as version number and copyrights Figure 331 Adding a command to a menu Chapter 14 Setting up and Customizing Calc 413 On the Add Commands dialog se
329. ies whether to show formulas instead of results in the cells Zero values Specifies whether to show numbers with the value of 0 Comment indicator Specifies that a small rectangle is shown in the top right corner of the cell when a comment exists for that cell The text of the comment is shown when you hover the pointer over the cell if tips are enabled under Tools gt Options gt OpenOffice org gt General To display a comment permanently right click on the cell and select Show comment from the pop up menu Value highlighting Select this option to highlight all values in the sheet Text is highlighted in black numbers in blue and formulas logical values dates and so on in green When this command is active any colors assigned in the document are not displayed Anchor Specifies whether the anchor icon is displayed when an inserted object such as a graphic is selected Chapter 14 Setting up and Customizing Calc 403 Text overflow If a cell contains text that is wider than the width of the cell the text is displayed over empty neighboring cells in the same row If there is no empty neighboring cell a small triangle at the cell border indicates that the text continues Show references in color Specifies that each reference is highlighted in color in the formula The cell range is also enclosed by a colored border as soon as the cell containing the reference is selected for editing Objects section Specifies wheth
330. if you have to collate the document a certain way Chapter 6 Printing Exporting and E mailing 157 Where a sheet prints to more than one page of paper it can be printed either by column where the first column of pages prints and then the second column and so on or by row as shown in the graphic on the top right of the dialog in Figure 110 Print You can specify which details to print These details include e Row and column headers e Sheet grid prints the borders of the cells as a grid e Comments prints the comments defined in your spreadsheet on a separate page along with the corresponding cell reference e Objects and graphics e Charts e Drawing objects e Formulas prints the formulas contained in the cells instead of the results e Zero Values prints cells with a zero value Remember that since the print detail options are a part of the page s properties they are also a part of the page style s Note properties Therefore different page styles can be set up to quickly change the print properties of the sheets in the spreadsheet Scale Use the scale features to control the number of pages the data will print on This can be useful if a large amount of data needs to be printed compactly or if the reader has poor eyesight text can be enlarged when it prints e Reduce Enlarge printout scales the data in the printout either larger or smaller For example if a sheet would normally print out as four pag
331. iling SpreadShe ets cccceccscecceccecencenseccecensesteceeceeceenseessess 174 Digital signing Of COCUMENIS sescecsesccncetavnsscamocansdidaeedsousiensecnesacetasena 175 Removing personal data essssessseereeseereessesssssssssseessseeseeeeeeeeeees 176 Chapter 7 Using Formulas and FunctionS secsecscecceccecccecceccecccesecceseo 177 O a E E E EAE E EEA R 178 Setting up a spreadsheet sseessressesereessserererrerereeeeeserssesessseseeeee 178 Creating TOC eae EEE ERE ESS 180 Understanding functions sssessreesesereeseseressssererserereesseeresseeereess 197 Strategies for creating formulas and fuUNCTIONGS cece eee eee 203 Finding and fixing CL 8 OF Siosoccatccectaeconsedsoscansansewsaaniedtcawseeterarsetesendeset 209 Examples of functionsS sssesessssssssseeecesesesssseseeeesesseccereesesesssseees 210 Using regular expressions in functionsS sesssesssseresssreeeessssseeee 215 Advanced MNCUON lt i ah at EEE EEA 217 Chapter 8 Uomo e Deg 0 erir EE 218 euigeleitkes 0 MAREP EE E E E E E EEE OTTES 219 Examples with step by step instructionsS scssrecsesrreesrssrrrrrrrreee 219 OpenOffice org 3 x Calc Guide 5 DataPilot functions in detail ccc cece cee cncccccccccccccccececeecccecees 241 Function Gy cid ccAv Ol lB 0 te nen ener Aen ern neers rete es 267 Chapter 9 TC FOV SIS wis vets ken E EE AN 271 Be 0 oe te nee not Cetera e ent ren
332. ilities of a Calc document that make it suitable as a database tool Where applicable the functionality is explained using both the GUI Graphical User Interface and macros Although this document was initially created for macro programmers the content should be accessible to all users If you do not use macros then skip those portions that deal with macros On the other hand if you want to learn more about macros be certain to check out the book OpenOffice org Macros Explained Note In a database a record is a group of related data items treated as a single unit of information Each item in the record is called a field A table consists of records Each record in a table has the same structure A table can be visualized as a series of rows and columns Each row in the table corresponds to a single record and each column corresponds to the fields A spreadsheet in a Calc document is similar in structure to a database table Each cell corresponds to a single field in a database record For many people Calc implements sufficient database functionality that no other database program or functionality is required While teaching a spreadsheet might be used as a grading program Each row represents a single student The columns represent the grades received on homework labs and tests see Table 12 The strong calculation capability provided in a spreadsheet makes this an excellent choice Table 12 Simple grading spreadsheet
333. ine chart is a time series with a progression It is ideal for raw data and useful for charts with plentiful data that show trends or changes over time where you want to emphasize continuity On line charts the X axis is ideal to represent time series data Things to do with lines thicken them make them 3D smooth the contours just use points 3D lines confuse the viewer so just using a thicker line often works better Trends In Currency Tradna Trends In Currency Values stacked 300 a eee Eee re a 100 Apr way Jun Jul Aug Sep Oct Now 0 Apr hay Jun dul Au SE Oct Now Japanese Yen Austalian Uk Pound French Frane g as i 4 Dollar F Australian Dolar Uk Pound amp French Franc Japanese Yen Figure 75 Line charts Scatter or XY charts Scatter charts are great for visualizing data that you have not had time to analyze and they may be the best for data when you have a constant value against which to compare the data for example weather data reactions under different acidity levels conditions at altitude or any data which matches two series of numeric data In contrast to line charts the x axis are the left to right labels which usually indicate a time series Scatter charts may surprise those unfamiliar with how they work While constructing the chart if you choose Data Range gt Data series in rows the first row of data represents the x axis The rest of the rows of data are then compared against the fi
334. ing macros and custom functions is that the principles upon which the spreadsheet is based become much more difficult to see by a user other than the original author and sometimes even by the author 204 OpenOffice org 3 x Calc Guide Finding and fixing errors It is common to find situations where errors are displayed Even with all the tools available in Calc to help you to enter formulas making mistakes is easy Many people find inputting numbers difficult and many may make a mistake about the kind of entry that a function s argument needs In addition to correcting errors you may want to find the cells used in a formula to change their values or to check the answer Calc provides three tools for investigating formulas and the cells that they reference error messages color coding and the Detective Error messages The most basic tool is error messages Error messages display in a formula s cell or in the Function Wizard instead of the result An error message for a formula is usually a three digit number from 501 to 527 or sometimes an unhelpful piece of text such as NAME REF or VALUE The error number appears in the cell and a brief explanation of the error on the right side of the status bar Most error messages indicate a problem with how the formula was input although several indicate that you have run up against a limitation of either Calc or its current settings Error messages are not user friendly and may
335. ing table the A and B represent text consisting of letters A to z or digits O to 9 Text that you type Result A B A space minus space B A B A space en dash space B A B A space minus minus space B A B A space en dash space B A B A minus minus B A B A em dash B A B A minus B A B unchanged A B A space minus B A B unchanged A B A space minus minus B A B A space en dash B Deactivating automatic changes Calc automatically applies many changes during data input unless you deactivate those changes You can also immediately undo any automatic changes with Ctrl Z AutoCorrect changes Automatic correction of typing errors replacement of straight quotation marks by curly custom quotes and starting cell content with an uppercase capital letter are controlled by Tools gt AutoCorrect Options Go to the Custom Quotes Options or Replace tabs to deactivate any of the features that you do not want 44 OpenOffice org 3 x Calc Guide On the Replace tab you can also delete unwanted word pairs and add new ones as required Autolnput When you are typing in a cell Calc automatically suggests matching input found in the same column To turn the AutoInput on and off set or remove the check mark in front of Tools gt Cell Contents gt AutoInput Automatic date conversion Calc automatically converts certain entries to dates To ensure that an entry that looks
336. ining and underlining You can choose from a variety of overlining and underlining options solid lines dots short and long dashes in various combinations and the color of the line Strikethrough The strikethrough options include lines slashes and Xs Relief The relief options are embossed raised text engraved sunken text outline and shadow 56 OpenOffice org 3 x Calc Guide Numbers Font Font Effects Ali nment Borders Background Cell Protection Font color _ Automatic ithout _ Automatic Strikethrough Without eee Underlining i ol Automatic E Outline E Shadow Figure 40 Format Cells gt Font Effects Setting cell alignment and orientation Some of the cell alignment and orientation icons are not shown by default on the Formatting toolbar To show them click on the small arrow at the right hand end of the toolbar and select them from the list of icons Align Left Align Center Horizontally Align Right Justified Merge Cells Left To Right Right To Left RAR AK eg fe ill i MM Ml a hl Text direction fram left to right Text direction from top to bottom gt at Et Align Top EH Align Center Vertically et Align Bottom Figure 41 Cell alignment and orientation Some of the alignment and orientation icons are available only if you have Asian or CTL Complex Text Layout languages enabled in Tools gt Options
337. inked OLE object If the OLE object is not linked it can be edited in the new document For instance if you insert a spreadsheet into a Writer document you can essentially treat it as a Writer table with a little more power To edit it double click on it Linked OLE object When the spreadsheet OLE object is linked if you change it in Writer it will change in Calc if you change it in Calc it will change in Writer This can be a very powerful tool if you create reports in Writer using Calc data and want to make a quick change without opening Calc You can only edit one copy of a spreadsheet at a time If you have a linked OLE spreadsheet object in an open Writer document and then open the same spreadsheet in Calc the Calc spreadsheet will be a read only copy Note Chapter 10 Linking Calc Data 319 Dynamic Data Exchange DDE DDE is an acronym for Dynamic Data Exchange a mechanism whereby selected data in document A can be pasted into document B as a linked live copy of the original It would be used for example in a report written in Writer containing time varying data such as sales results sourced from a Calc spreadsheet The DDE link ensures that as the source spreadsheet is updated so is the report thus reducing the scope for error and reducing the work involved in keeping the Writer document up to date DDE is a predecessor of OLE With DDE objects are linked through file reference but not embedded You
338. inter over a corner handle or the rotation symbol found somewhere on the chart The cursor changes to a rotation icon Press and hold the left mouse button and drag the corner in the direction you wish A dashed outline of the chart is visible while you drag to help you see how the result will look 90 OpenOffice org 3 x Calc Guide Formatting the chart elements Depending on the purpose of your document for example a screen presentation or a printed document for a black and white publication you might wish to use more detailed control over the different chart elements to give you what you need To format an element left click on the element that you wish to change for example one of the axes The element will be highlighted with green squares Then right click and choose an item from the context menu Each chart element has its own selection of items In the next few sections we explore some of the options Formatting axes and inserting grids Sometimes you need to have a special scale for one of the axes of your chart or you need smaller grid intervals or you want to change the formating of the labels on the axis After highlighting the axis you wish to change right click and choose one of the items from the pop up menu Choosing Format Axis opens the dialog shown in Figure 67 On the Scale tab you can choose a logarithmic or linear scale default how many marks you need on the line where the marks are to appear and
339. intimidate new users However they are valuable clues to correcting mistakes You can find detailed explanations of them in the help by searching for Error codes in OpenOffice org Calc A few of the most common are NAME 525 No valid reference exists for the argument REF 525 The column row or sheet for the referenced cell is missing VALUE 519 The value for one of the arguments is not the type that the argument requires The value may be entered incorrectly for example double quotation marks may be missing around the value At other times a cell or range used may have the wrong format such as text instead of numbers 509 An operator such as an equals sign is missing from the formula 510 An argument is missing from the formula Chapter 7 Using Formulas and Functions 205 502 The column row or sheet for the referenced cell is missing Examples of common errors Err 503 Division by zero This error is the result of dividing a number by either the number zero 0 or a blank cell There is an easy way to avoid this type of problem When you have a zero or blank cell displayed use a conditional function Figure 144 depicts division of column B by column C yielding 2 errors arising from a zero and a blank cell showing in column C Patients Per Date Patients Nursing Staff Nurse 01 05 2007 24 F 4g 02 05 2007 16 z 3 2 03 05 2007 21 3 7 6 O4 05 2007 17 0 Err 503 05 05 2007 18 4 As 3 0605 2007 17 Err 503
340. iod PV is the present value FV is the desired future value of the investment Calculates the duration of a fixed interest 440 OpenOffice org 3 x Calc Guide Syntax settlement maturity coupon yield frequency basis EFFECT ADD nominal rate Npery EFFECTIVE NOM P FV rate NPER PMT PV type FVSCHEDULE principal schedule INTRATE settlement maturity investment redemption basis Description security in years Settlement is the date of purchase of the security Maturity is the date on which the security matures expires Coupon is the annual coupon interest rate nominal rate of interest Yield is the annual yield of the security Frequency is the number of interest payments per year 1 2 or 4 Basis indicates how the year is to be calculated Calculates the effective annual rate of interest on the basis of the nominal interest rate and the number of interest payments per annum Nominal interest refers to the amount of interest due at the end of a calculation period Nominal rate is the annual nominal rate of interest Npery is the number of interest payments per year Calculates the effective annual rate of interest on the basis of the nominal interest rate and the number of interest payments per annum Nominal interest refers to the amount of interest due at the end of a calculation period NOM is the nominal interest P is the number of interest payment periods per year Returns t
341. ion and tagged PDF If you select PDF A 1 the forbidden elements are greyed out not available e Tagged PDF Exports special tags into the corresponding PDF tags Some tags that are exported are table of contents hyperlinks and controls This option can increase the file size Significantly e Create PDF form Submit format Choose the format for submitting forms from within the PDF file This setting overrides the control s URL property that you set in the document There is only one common setting valid for the whole PDF document PDF sends the whole document FDF sends the control contents HTML and XML Most often you will choose the PDF format e Export bookmarks Exports sheet names in Calc documents as bookmarks a table of contents list displayed by some PDF readers including Adobe Reader e Export comments Exports comments in Calc documents as PDF notes You may not want this e Export automatically inserted blank pages Not available in Calc Initial View page of PDF Options dialog On the Initial View page Figure 119 you can choose how the PDF opens by default in a PDF viewer The selections are self explanatory User Interface page of PDF Options dialog On the User Interface page Figure 120 you can choose more settings to control how a PDF viewer displays the file Some of these choices are particularly useful when you are creating a PDF to be used as a presentation or a kiosk type display
342. ions 215 Options OpenOffice org Calc Calculate OpenOtrice or eae 3 Iterative references Date Language Settings Iterations OpenOtice org Calc Cel Sort List 00 Changes Grid Print Case sensitive Openorrice arg Base a Ske a _ Precision as shown Internet _ Search criteria and lt gt must apply to whole cells use regular expressions _ Automatically Find column and row labels Figure 147 Enabling regular expressions in formulas For example COUNTIF A1 A6 r d with Enable regular expressions in formulas selected will count cells in A1l A6 which contain red and ROD Additionally if Search criteria and lt gt must apply to whole cells is not selected then Fred bride and Ridge will also be counted If that setting is selected then it can be overcome by wrapping the expression thus COUNTIF A1 A6 r d GO a Figure 148 Using the COUNTIF function Regular expression searches within functions are always case insensitive irrespective of the setting of the Case sensitive checkbox on the dialog in Figure 147 so red and ROD will always be matched in the above example This case insensitivity also applies to the regular expression structures lower and upper which match characters irrespective of case 216 OpenOffice org 3 x Calc Guide Regular expressions will not work in simple comparisons For example Al r d will always return FALSE if A1 co
343. ir effects Icon Name Behavior fz Invert Inverts the colors in the picture like a negative Smooth Applies a Gaussian Blur to the image which softens edges A Sharpen Sharpens the image ake Remove Applies crude noise reduction E Noise ry Solarization Reverses a portion of the tones then produces pronounced outlines of the highlights Aging Applies a Sepia filter Posterize Opens a dialog to determine the number of poster colors This effect is based on the reduction of the number of colors It makes photos look like paintings 138 OpenOffice org 3 x Calc Guide Behavior Pop Art Applies a Pop Art style to the image Charcoal Applies a Charcoal Sketch look to the image Sketch Relief Displays a dialog for creating reliefs The position of the imaginary light source that determines the type of shadow can be chosen Mosaic Joins small groups of pixels into rectangular areas of the same color The larger the individual rectangles are the fewer details the graphic image has Applying OOo picture filters to any image consecutively will progressively degrade the quality of the image The picture filters used in Calc utilize what is known as a Destructive Editing algorithm whereby each filter is applied to the image Caution immediately changing the original data of the image Successive transformations result in less and less original data A remaining thus comprom
344. is may not be what you want You can also insert and modify links using the Hyperlink dialog To display the dialog click the Hyperlink icon amp on the Standard toolbar or choose Insert gt Hyperlink from the menu bar To turn existing text into a link highlight it before opening the dialog Hyperlink E Hyperlink type r5 Web C FTP Telnet Internet Target Further settings Frame w Form Text es Document mase Text Mame Mew Document Figure 252 Hyperlink dialog showing details for Internet links On the left side select one of the four categories of hyperlinks e Internet the hyperlink points to a web address normally starting with http e Mail amp News the hyperlink opens an email message that the pre addressed to a particular recipient e Document the hyperlink points to a place in either the current document or another existing document e New document the hyperlink creates a new document 304 OpenOffice org 3 x Calc Guide The top right part of the dialog changes according to the choice made for the hyperlink category from the left panel A full description of all the choices and their interactions is beyond the scope of this chapter Here is a summary of the most common choices used in spreadsheets For an Internet hyperlink choose the type of hyperlink Web FTP or Telnet and enter the required web address URL For a Mail and News hyperlink specif
345. ising the quality of the inserted picture While this might be acceptable for use in simple documents it is still recommended that dedicated photo or image editing software be used to perform anything but the simplest of manipulations Adjusting colors Use the Color toolbar to adjust an image s red green and blue channels independently as well as its brightness contrast and gamma Setting transparency Modify the percentage value in the Transparency box 0 3 on the Picture toolbar to make the image more transparent This is particularly useful when creating a watermark or when wrapping an image in the background Customizing lines areas and shadows The Line Area and Shadow icons open dialogs where you can customize these elements Details are in the Draw Guide Chapter 5 Using Graphics in Calc 139 Cropping pictures When you are only interested in a section of the image for the purpose of your document you may wish to crop cut off parts of it The user interface in Calc for cropping an image is not very friendly so it may be a better choice to use a graphics package Click the Crop icon to open a dialog where you can select which portion of the image you want to remove It is not possible to use the mouse to select the area to be cropped as you can in Draw Instead in the Crop dialog specify how far from the top bottom left and right borders of the image the crop should be as illustrated in Fi
346. it Print Ranges Print range _ user defined v A 3 C 9 D 12 F 23 H 24 1 25 Rows to repeat m none x Columns to repeat none a NININI NINI N l m m m 26 Figure 112 Print range marked by colored boxes Printing rows or columns on every page If a sheet is printed on multiple pages you can set up certain rows or columns to repeat on each printed page 160 OpenOffice org 3 x Calc Guide For example if the top two rows of the sheet as well as column A need to be printed on all pages do the following 1 Choose Format gt Print Ranges gt Edit On the Edit Print Ranges dialog type the rows in the text entry box under Rows to repeat For example to repeat rows 1 and 2 type 1 2 This automatically changes Rows to repeat from none to user defined Edit Print Ranges X Print range Rows to repeat Columns to repeat Figure 113 Specifying repeating rows 2 To repeat columns type the columns in the text entry box under Columns to repeat For example to repeat column A type A This automatically changes Columns to repeat from none to user defined 3 Click OK Note You do not need to select the entire range of the rows to be repeated simply select one cell in each row Defining a custom print range In addition to highlighting a print range for each print job you can define a range of cells to be used repeatedly This may b
347. ivision into regions added later In another variation you may want to add the employees 1 Select the cell A3 or any other single cell that is part of the DataPilot result 2 Select Data gt DataPilot gt Start to start the DataPilot again You do not need the Region field in this case Drag it out of the layout area e Drag the Employee field into the Page Fields area 3 Click OK The result is shown in Figure 160 Fields that you use as page fields are placed in the result above the summary with the name Filter You then have a drop down list that you can use to show only the sums of a given employee Up to now we have not seen the most powerful features of the DataPilot The following examples will show you more 226 OpenOffice org 3 x Calc Guide oe ooo agra eu SEA EE 979 00 15 625 00 p17 409 00 19 769 00 21 393 00 be 271 00 109 852 00 142 699 408 i695 00 Figure 160 Selection of subtotals for several employees Example 2 Timekeeping This example is often used by consultants and in several variations in user support The task is to provide a means for one or more users to keep track of working hours A typical way of doing this is to create a spreadsheet per month and a sum sheet with all the results of one year For each employee there is one file see Figures 161 and 162 for examples of two pages from the file for one employee Practical problems and questions e Itis very di
348. ks the end of text 70 OpenOffice org 3 x Calc Guide e Using n in the Replace with box will replace with the literal characters n not a hard line break e The Find amp Replace dialog has an option to search Formulas Values or Notes This applies to any search not just one using regular expressions Searching with the Formulas option would find SUM in a cell containing the formula SUM A1 A6 If a cell contains text instead of a function the text will still be found so that the simple text SUMMARY in a cell would also give a match to SUM using the Formulas option e Searching for the regular expression will not find empty cells This is intentional the rationale being to avoid performance issues when selecting a huge number of cells Note that empty cells will not be found even if you are only searching a selection e Find or similar and Replace with amp effectively re enters the contents of cells This can be used to strip formatting automatically applied by Calc often needed to clean data imported from the clipboard or badly formatted files for example to convert text strings consisting of digits into actual numbers the cells must first be correctly formatted numbers The leading apostrophes telling Calc to treat the numbers as text are removed See Chapter 7 Using Formulas and Functions for the use of regular expressions within formulas Chapter 2 Entering Editing and Formatting Data 71
349. l now we have assumed that the layout of the DataPilot contains only one data field However it is possible to have several data fields in the middle of the layout This makes summaries and analyses of multiple aspects possible You could for example list all the sales values per day and additionally give the number of entries per day To do this put both the sales field and the date field into the Data Fields area For the date field select the Count date option for the aggregate function see Figure 172 Since every entry has a specific date this field will give you the number of entries for each date If you group the values per month you get an overview with the sales value and the number of closed sales for each category and month see Figure 170 262 OpenOffice org 3 x Calc Guide DataPilot Layout e date Page Fields sales Column Fields sales sales3 date surm sales category Count date Foo Fields Data Fields Drag the fields from the right into the desired position region employee Figure 211 Multiple data fields in the DataPilot r e rr a golfing sailing tennis Total Result ao ount date 13 30 Count date 11 a 10 29 Count date 10 Ze g 25 Count date 11 26 Count date g Fi g 24 156214 109852 142699 408765 57 47 52 156 Figure 212 DataPilot shows sales value and number of entries Aor Sum sales hed rAr 19 769 x oa O16 T 76 434 00 C
350. l where the calculation was performed Notice that the formula was shown as B3 B4 The plus sign indicates that the contents of cells B3 and B4 are to be added together and then have the result in the cell holding the formula All formulas build upon this concept Other ways of entering formulas are shown in Table 7 These cell references allow formulas to use data from anywhere in the worksheet being worked on or from any other worksheet in the workbook that is opened If the data needed was in different worksheets they would be referenced by referring to the name of the worksheet for example SUM Sheet2 B12 Sheet3 A11 To enter the symbol for a purpose other than creating a formula as described in this chapter type an apostrophe or Note Single quotation mark before the For example in the entry means different things to different people Calc treats everything after the single quotation mark including the sign as text 180 OpenOffice org 3 x Calc Guide Simple Calculation in 1 Cell Calculation by Reference Figure 125 A simple calculation Table 7 Common ways to enter formulas Formula Description A1 10 Displays the contents of cell A1 plus 10 A1 16 Displays 16 of the contents of A1 A1 A2 Displays the result of the multiplication of Al and A2 ROUND AI1 1 Displays the contents of cell A1 rounded to one decimal place EFFECTIVE 5 12 Calculates the effective interest for 5 annual nominal intere
351. lays the document at its actual size Variable Enter a zoom percentage of your choice Freezing rows and columns Freezing locks a number of rows at the top of a spreadsheet or a number of columns on the left of a spreadsheet or both Then when scrolling around within the sheet any frozen columns and rows remain in view 34 OpenOffice org 3 x Calc Guide Figure 17 shows some frozen rows and columns The heavier horizontal line between rows 3 and 14 and the heavier vertical line between columns C and H denote the frozen areas Rows 4 through 13 and columns D through G have been scrolled off the page The first three rows and columns remained because they are frozen into place rR s 91 EWU An WM ATA eee a i T T 5 R k co bh i d cl 3 2 G Gl al He in OL C3 i Lo i in O A gel a G a ai a w ETE a SOS S a a S 2 a s A g g on on on LU LU a aL Li O g cL Total Date 10 02 10 03 10 04 10 05 10 06 10 07 10 08 10 09 10 10 10 11 10 12 10 13 10 14 1 3 verage ossine l l l l l U 3 JA q 267 5 Possible 26 0 1 0 30 120 160 280 40 60 60 35 40 780 110 i4 fale Uamith Jorn l l i l l l it r06 200 0 Smith Joh 20 00 1 004 0 00 8 00 26 00 0 00 6 00 0 00 3 50 4 00 55 50 8 001 15 if to ein Mike l 67 9 161 5 Klein Mik 206 00 1 00 1 001150 8 00 6 00 0 00 5 00 6 00 350 3 50 47 50 10 00 1 16 iain Swonnsan bom l l l i l l l ie f2 Yol
352. lculated separated by semi colons Returns the greatest common divisor of a list of numbers Numbers is a list of up to 30 numbers separated by semi colons Rounds the given number down to the nearest integer Returns TRUE if the given value is an even integer or FALSE if the value is odd If the value is not an integer the function evaluates only the integer part of the value Returns TRUE if the given value is an odd integer or FALSE if the value is even If the value is not an integer the function evaluates only the integer part of the value Returns the least common multiple of one or more integers Integer_1 integer 2 integer_30 are integers whose lowest common multiple is to be calculated Numbers is a list of up to 30 numbers separated by semi colons The result is the lowest common multiple of a list of numbers Returns the natural logarithm based on the constant e of the given number Returns the logarithm of the given number to the specified base Base is the base for the logarithm calculation Returns the base 10 logarithm of the given number Returns the remainder after a number is divided by a divisor Dividend is the number which will be divided by the divisor Divisor is the number by which to divide the dividend MROUND number The result is the nearest integer multiple of the multiple number 432 OpenOffice org 3 x Calc Guide Syntax MULTINOMIAL number s ODD number PI
353. le document Setting up multiple sheets Chapter 1 gives a detailed explanation of how to set up multiple sheets in a spreadsheet Here is a quick review Identifying sheets When you open a new spreadsheet it has by default three sheets named Sheet1 Sheet2 and Sheet3 Sheets in Calc are managed using tabs at the bottom of the spreadsheet as shown below 45 46 44 6 Sheet1 Sheet Sheets js Sheet 1 3 Default Figure 239 Default sheet tabs Chapter 10 Linking Calc Data 295 Inserting new sheets There are several ways to insert a new sheet The first step in all cases is to select the sheet that will be next to the new sheet Then do any of the following e Select Insert gt Sheet from the menu bar or e Right click on the tab and select Insert Sheet or e Click in an empty space at the end of the line of sheet tabs Click here to create a new Sheet Sheeti f Sheet Sheet3 f t Sheet 1 3 Default Figure 240 Creating a new sheet Each method opens the Insert Sheet dialog Here you can choose to put the new sheet before or after the selected sheet and how many sheets to insert g Insert Sheet x Position Before current sheet Pannan pee RON SGRGSRE RES GGRE ROO E SRO SEROREE RE SOORERSOR EER EESEREREE SE SSER ERE After current sheet Cancel Sheet New sheet Esa No of sheets 1 3 Name Sheet4 From file E Link Figure 241 Insert
354. lect a category and then the command and click Add The dialog remains open so you can select several commands When you have finished adding commands click Close Back on the Customize dialog you can use the up and down arrow buttons to arrange the commands in your preferred sequence Modifying menu entries In addition to changing the sequence of entries on a menu or submenu you can add submenus rename or delete the entries and add group Separators To begin select the menu or submenu in the Menu list near the top of the Customize page then select the entry in the Entries list under Menu Content Click the Modify button and choose the required action from the drop down list of actions Most of the actions should be self explanatory Begin a group adds a separator line after the highlighted entry Customizing toolbars You can customize toolbars in several ways including choosing which icons are visible and locking the position of a docked toolbar as described in Chapter 1 Introducing OpenOffice org of the Getting Started guide This section describes how to create new toolbars and add other icons commands to the list of those available on a toolbar To get to the toolbar customization dialog do any of the following e On the toolbar click the arrow at the end of the toolbar and choose Customize Toolbar e Choose View gt Toolbars gt Customize from the menu bar e Choose Tools gt Customize from the menu bar and pick
355. lick into the cell that is immediately below the row you want frozen and immediately to the right of the column you want frozen 2 Choose Window gt Freeze Two lines appear on the screen a horizontal line above this cell and a vertical line to the left of this cell Now as you scroll around the screen everything above and to the left of these lines will remain in view Unfreezing To unfreeze rows or columns choose Window gt Freeze The check mark by Freeze will vanish Chapter 1 Introducing Calc 35 Splitting the screen Another way to change the view is by splitting the window also known as splitting the screen The screen can be split horizontally vertically or both You can therefore have up to four portions of the spreadsheet in view at any one time EQ BE z O See Ic Heta 3 2000 AU 0 1000 Al Heta Ad A0 0 2880 6 A Beta Al Ali 0 6562 As BetatA2 1 A2 0 7219 6 Ad Beta As i Ag 0 6424 og A5 Beta ad i Adi 0 7351 A Beta tAS i A5 0 6231 Af Beta tA6 i A 6 0 7515 As Heta Ar Aty 0 5975 13 AS BetatAS i1 AS 0 7696 14 A10 BetatAg i1 A9 0 5675 15 A11 Beta A10 1 A10 0 7854 616 A12 Beta A11 1 A411 0 5393 417 A13 Beta 12 1 A123 0 7951 Figure 18 Split screen example Why would you want to do this Imagine you have a large spreadsheet and one of the cells has a number in it that is used by three formulas in other cells Using the split screen technique you can
356. livery Date Sun Of Oct 005 18 33 17 0200 md om Pa l mom om me 1 mre dom 4 B Figure 172 Import settings Figure 173 shows the imported raw data with a line added at the top containing titles for each column Chapter 8 Using the DataPilot 235 1 Date Time Aan ae a e aos A AM 10 0205 16 50 28 100205 16 54 27 100205 16 58 40 100205 17 08 35 100205 17 09 08 100205 18 33 17 100205 19 05 47 100205 19 24 12 100205 19 37 100205 20 12 35 Figure 173 Raw data in Calc Solution with a matrix formula To calculate the frequency you have to create 24 classes one for each hour In the next column you enter the number of emails with the function FREQUENCY FREQUENCY 62 B38096 E2 25 F 01 00 02 00 46b 03 00 204 04 00 125 05 00 a7 06 00 110 07 00 DiD 08 00 IRE 09 00 1538 10 00 19544 11 00 PFE 12 00 2416 13 00 Zac 14 00 2r 15 00 2420 16 00 252d 17 00 2390 16 00 TE 19 00 2260 20 00 2360 21 00 2eb4 22 00 2131 23 00 2059 00 00 1571 Figure 174 FREQUENCY function in a matrix formula 230 OpenOffice org 3 x Calc Guide The first argument is the cell area with the times of all approximately 38 000 emails The second argument is the cell area E2 E25 that describes the frequency classes To enter the formula first select the cell area F2 F25 then enter the formula Then finish the formula by using the key combination Shift Ctrl Enter This indicates to the program that you w
357. ll and move back to your original cell before you release the mouse button Sort automatically 1 To sort automatically start the preference options of the row or column field by right clicking on the table area with the DataPilot result 2 Select Start to open the DataPilot Figure 151 3 Within the Layout area of the DataPilot double click the field you want to sort 4 In the Data Field dialog Figure 191 click Options to display the Data Field Options dialog Figure 204 Data Field Options Sort by r Ascending x 7 Descending Cancel f Manual Display options Layout Tabular layout E Empty line after each item Show automatically Show 10 items From Top Using field ftirne Hide items r a m Hierarchy Figure 204 Options for a row or column field 258 OpenOffice org 3 x Calc Guide For Sort by select how to display the information either Ascending or Descending On the left side is a drop down list where you can select the field this setting should apply to With this method you can specify that sorting does not happen according to the categories but according to the results of the data field Drilling showing details Drill allows you to show the related detailed data for a single compressed value in the DataPilot result To activate a drill double click on the cell or choose Data gt Group and Outline gt Show Details You have to distinguish two cases 1
358. ll formats Rule No empty rows or empty columns are allowed within lists If you select more than one single cell before you start sorting filtering or calling the DataPilot then the automatic list recognition is switched off Calc assumes that the list matches exactly the cells you have selected For sorting filtering or using the DataPilot always select only Rule one cell A relatively big source for errors is that you might declare a list by mistake and you sort your list If you select multiple cells for example a whole column then the sorting mixes up the data that should be together in one row In addition to these formal aspects the logical structure of your table is very important when using the DataPilot Chapter 8 Using the DataPilot 241 Calc lists must have the normal form that is they must have a Rule simple linear structure When entering the data do not add outlines groups or summaries This becomes clear when we think about what we could have done wrong in our Sales list example in the section Examples with step by step instructions starting at page 219 Here are some mistakes commonly made by inexperienced spreadsheet users 1 You could have made several sheets for example a sheet for each group of articles Analyses are then possible only within each group Analyses for several groups would be a lot of work 2 In the Sales list instead of only one column for the amount you could ha
359. ls and examples of all functions On the wiki start with http wiki services openoffice org wiki Documentation How Tos Calc Functions listed by category Over 300 standard functions are available in Calc More can be added through extensions to Calc see Chapter 14 The following tables list Calc s functions organized into eleven categories Functions whose names end with ADD are provided for compatibility with Microsoft Excel functions They return the Note Same results as the corresponding functions in Excel without the suffix which though they may be correct are not based on international standards Terminology numbers and arguments Some of the descriptions in this appendix define limitations on the number of values or arguments that can be passed to the function Specifically functions that refer to the following arguments may lead to confusion Number 1 number 2 number _ 30 e Number 1 to 30 e alist of up to 30 numbers There is a significant difference between a list of numbers or integers and the number of arguments a function will accept For example the SUM function will only accept a maximum of 30 arguments This limit does NOT mean that you can only sum 30 numbers but that you can only pass 30 separate arguments to the function Arguments are values separated by semi colons and can include ranges which often refer to multiple values Therefore one argument can refer to several values and a function
360. ls falls into a regular pattern such as four cells followed by a total then you can use Data gt Group and Outline gt AutoOutline to have Calc add outline controls based on the pattern Otherwise you can set outline groups manually by selecting the cells for grouping then choosing Data gt Group and Outline gt Group On the Group dialog you can choose whether to group the selected cells by rows or columns Chapter 2 Entering Editing and Formatting Data 63 When you close the dialog the outline group controls are visible between either the row or column headers and the edges of the editing window The controls resemble the tree structure of a file manager in appearance and can be hidden by selecting Data gt Group and Outline gt Hide Details They are strictly for online use and do not print The basic outline controls have plus or minus signs at the start of the group to show or hide hidden cells However if outline groups are nested the controls have numbered buttons for hiding the different levels If you no longer need a group place the mouse cursor in any cell in it and select Data gt Group and Outline gt Ungroup Jo remove all groups on a sheet select Data gt Group and Outline gt Remove AL CT HRE A Figure 47 Outline group controls Filtering which cells are visible A filter is a list of conditions that each entry has to meet in order to be displayed You can set three types of filters from th
361. lts area of the DataPilot it contains the result that was calculated by referencing specific categories of the row and column fields In Figure 219 the cell C6 contains the sum of the Sales values of the employee Hans in the category Sailing The formula in the cell C12 uses this value E E g um sales categor 4 employee golfing sailing e 26 961 00 24 422 00 17 941 00 14 060 00 26 546 00 20 814 00 36 127 00 30 580 00 198 t 109 375 00 89 876 00 104 061 TEST Figure 219 Formula reference to a cell of the DataPilot If the underlying data or the layout of the DataPilot changes then you must take into account that the sales value for Hans might appear ina different cell Your formula still references the cell C6 and therefore uses a wrong value The correct value is in a different location For example in Figure 220 the location is now C7 Chapter 8 Using the DataPilot 267 E um sales categor ed o ee golfing Salling tennis Total Result 26 961 00 24 42200 17 7247 00 46 059 00 19 976 00 B38 P17 941 00 14 060 00 30 467 00 20 346 00 20 814 00 2 675 00 bib 1247 00 50 500 00 26 190 00 10 Total Result 156 214 00 109 852 00 142 699 00 408 765 00 i 39 952 00 Figure 220 The value that you really want to use can be found now in a different location The function GETPIVOTDATA allows you to have a reference to a value inside the DataPilot by using the specific identifying categorie
362. lue N value NA TYPE value Description Returns TRUE if a cell contains the N A value not available error value If an error occurs the function returns a logical or numerical value Value is the value or expression to be tested Tests if the cell contents are text or numbers and returns FALSE if the contents are text If an error occurs the function returns a logical or numerical value Value is any value or expression where a test is performed to determine whether it is a text or numbers or a Boolean value Returns TRUE if the value refers to a number If an error occurs the function returns a logical or numerical value Value is any expression to be tested to determine whether it is a number or text Returns TRUE 1 if the number does not return a whole number when divided by 2 Number is the number to be tested Tests if the content of one or several cells is a reference Verifies the type of references in a cell or a range of cells If an error occurs the function returns a logical or numerical value Value is the value to be tested to determine whether it is a reference Returns TRUE if the cell contents refer to text If an error occurs the function returns a logical or numerical value Value is a value number Boolean value or error value to be tested Returns the number 1 if the parameter is TRUE Returns the parameter if the parameter is a number Returns the number 0 for other parameters
363. m E2 to E3 amp changing the formula to read absolute reference E2 vl kk E D2 D 1 E3 vl Kk EB D3 D 1 3 10 7 50 Applying the correct formula from E2 to E3 Figure 132 Absolute References The signs before the D and the 1 convert the reference to cell D1 from relative to absolute or fixed If the formula is copied to another cell the second part will always show D 1 The interpretation of this formula is take the value in the cell one column to the left in the same row and multiply it by the value in cell D1 Cell references can be shown in four ways Reference Explanation Relative from cell E3 the cell one column to the left and two rows above Absolute from cell E3 the cell D1 Partially absolute from cell E3 the cell in column D and two rows above Partially absolute from cell E3 the cell one column to the left and row 1 Chapter 7 Using Formulas and Functions 191 To change references in formulas highlight the cell and press Shift F4 to cycle through the four different types of references This is of limited value in more complicated formulas it is usually quicker to edit the formula by hand Hint Knowledge of the use of relative and absolute references is essential if you want to copy and paste formulas and to link spreadsheets Order of calculation Order of calculation refers to the sequence in which numerical operations are performed Division and multiplication are performed
364. m numeric value in a list of arguments MAXA Return the maximum numeric value in a list of arguments The value of text is 0 MIN Return the minimum numeric value in a list of arguments MINA Return the minimum numeric value in a list of arguments The value of text is 0 MEDIAN Return the median of a set of numbers MODE Return the most common value in a data set If there are several values with the same frequency it returns the smallest value An error occurs when a value doesn t appear twice OFFSET Return the value of a cell offset by a certain number of rows and columns from a given reference point PRODUCT Return the product of the cells STDEV Estimate the standard deviation based on a sample STDEVA Fstimate the standard deviation based on a sample The value of text is 0 STDEVP Calculate the standard deviation based on the entire population STDEVPA Calculate the standard deviation based on the entire population SUBTOTAL Calculate a specified function based on a subset created using AutoFilters SUM Return the sum of the cells 376 OpenOffice org 3 x Calc Guide Function Description SUMIF Calculate the sum for the cells that meet the search criteria VAR Fstimate the variance based on a sample VARA Estimate the variance based on a sample The value of text is O VARP Fstimate the variance based on the entire population VARPA Fstimate the variance based on the entire population The value of a tex
365. malized value Number is the value to be standardized Mean is the arithmetic mean of the distribution STDEV is the standard deviation of the distribution 456 OpenOffice org 3 x Calc Guide Syntax STDEV number 1 number 2 number 30 STDEVA value_1 value 2 value 30 STDEVP number 1 number 2 number 30 STDEVPA value 1 value 2 value 30 STEYX data_Y data_X TDIST number degrees freedom mode TINV number degrees freedom TRIMMEAN data alpha TTEST data_1 data_2 mode type Description Fstimates the standard deviation based on a sample Number_1 number 2 number _30 are numerical values or ranges representing a sample based on an entire population Calculates the standard deviation of an estimation based on a sample Value_1 value_2 value_30 are values or ranges representing a sample derived from an entire population Text has the value 0 Calculates the standard deviation based on the entire population Number _ 1 number 2 number _ 30 are numerical values or ranges representing a sample based on an entire population Calculates the standard deviation based on the entire population Value_1 value _ 2 value_30 are values or ranges representing a Sample derived from an entire population Text has the value 0 Returns the standard error of the predicted y value for each x in the regression Data_Y is the array or matrix of Y data Data_X i
366. mber to choose from You can find the arithmetical means that is the result when you add all entries in a list then divided by the number of entries by enter a range of numbers when using AVERAGE or AVERAGE A to include text entries and to give them a value of zero In addition you can get other information about the data set e MEDIAN The entry that is exactly half way between the highest and lowest number in a list e MODE The most common entry in a list of numbers e QUARTILE The entry at a set position in the array of numbers Besides the cell range you enter the type of Quartile 0 for the lowest entry 1 for the value of 25 2 for the value of 50 3 for 75 and 4 for the highest entry Note that the result for types 1 through 3 may not represent an actual item entered e RANK The position of a given entry in the entire list measured either from top to bottom or bottom to top You need to enter the cell address for the entry the range of entries and the type of rank 0 for the rank from the highest or 1 for the rank from the bottom Some of these functions overlap for example MIN and MAX are both covered by QUARTILE In other cases a custom sort or filter might give much the same result Which you use depends on your temperament and your needs Some might prefer to use MIN and MAX because they are easy to remember while others might prefer QUARTILE because it is more versatile 212 OpenOffice org 3 x Calc Gu
367. ment is a value that you enter manually or one already entered in a cell or range of cells on the spreadsheet In Calc you can enter values from other cells by typing in their name or range or unlike the case in some spreadsheets by selecting cells with the mouse If the values in the cells change then the result of the function is automatically updated For compatibility functions and their arguments in Calc have almost identical names to their counterparts in Microsoft Excel However both Excel and Calc have functions that the other lacks Occasionally functions with the same names in Calc and Excel have different arguments or slightly different names for the same argument neither of which can be imported to the other However the majority of functions can be used in both Calc and Excel without any change Chapter 7 Using Formulas and Functions 197 Understanding the structure of functions All functions have a similar structure If you use the right tool for entering a function you can escape learning this structure but it is still worth knowing for troubleshooting To give a typical example the structure of a function to find cells that match entered search criteria is DCOUNT Database Database field Search criteria Since a function cannot exist on its own it must always be part ofa formula Consequently even if the function represents the entire formula there must be an sign at the start of the formula Re
368. mg_0354 jpg img 0355 jpg img _0356 jpg Img 0363 jpg img_03684 jpg img_0366 jpqg img_0369 jpg img_0370 jpg File name File type Preview Graphics jpg Graphics jpg Graphics jpg Graphics jpg Graphics jpg Graphics jpg Graphics jpg Graphics jpg Graphics jpg Graphics jpg Graphics jpa Graphics jpg Graphics jpg 2 20 MB 2 97 MB 2 09 MB 2 48 MB 2 2 MB 2 635 MB 3 06 MB 2 30 MB 3 14 MB 2 92 MB 3 30 MB 2 7 2 MB 2 90 MB 29 10 2008 29 10 2008 29 10 2008 29 10 2008 29 10 2008 29 10 2008 29 10 2008 29 10 2008 29 10 2008 29 10 2008 29 10 2008 29 10 2008 29 10 2008 08 01 24 08 01 24 08 01 24 08 01 24 08 01 24 08 0124 08 01 24 08 01 24 08 01 24 08 01 24 08 01 24 08 01 24 08 01 24 lt All formats gt bmp dxf emf eps gif jpg jpeg Figure 96 Inserting a picture from a file At the bottom of the dialog are two options Preview and Link Select Preview to view a thumbnail of the selected image on the right so you can verify that you have the correct file The Link option is discussed on page 132 When the Link option is not selected the picture is embedded in the Calc document Chapter 5 Using Graphics in Calc 151 Your Insert Picture dialog may look quite different from the one Shown here depending on your operating system and your choice in Tools gt Options gt OpenOffice org gt General of whether to use th
369. might require a date or a whole number with no alphabetic characters or decimal points or a cell may not be left empty Depending on how validation is set up the tool can also define the range of values that can be entered and provide help messages that explain the content rules you have set up for the cell and what users Should do when they enter invalid content You can also set the cell to refuse invalid content accept it with a warning or if you are especially well organized start a macro when an error is entered Validation is most useful for cells containing functions If cells are set to accept invalid content with a warning rather than refusing it you can use Tools gt Detective gt Mark Invalid Data to find the cells with invalid data The Detective marks with a circle any cells containing invalid data Note that a validity rule is considered part of a cell s format If you select Format or Delete All from the Delete Contents window then it is removed Repeating the Detective s Mark Invalid Data command then removes the invalid data circle because the data is no longer invalid If you want to copy a validity rule with the rest of the cell use Edit gt Paste Special gt Paste Formats or Paste All Figure 29 shows the choices for a typical validity test Note the Allow blank cells option under the Allow list Chapter 2 Entering Editing and Formatting Data 49 Validity XI Criteria Input Help Err
370. mit the view based on 1 to 3 filter conditions Use Data gt Filter gt Remove Filter to turn off the filter 368 OpenOffice org 3 x Calc Guide Standard Filter Filter criteria Operator _ Case sensitive _ Regular expression Range contains column labels No duplication _ Copy results to Keep filter criteria Figure 310 Use the standard filter The macro in Listing 14 creates a simple filter for the first sheet Listing 14 Create a simple sheet filter Sub SimpLleSheetFilter Dim oSheet Sheet that will contain the filter Dim oFilterDesc Filter descriptor Dim oFields 0 As New com sun star sheet TableFilterField oSheet ThisComponent getSheets getByIndex 0 REM If argument is True creates an empty filter REM descriptor If argument is False create a REM descriptor with the previous settings oFilterDesc oSheet createFilterDescriptor True With oFields 0 REM I could use the Connection property to indicate REM how to connect to the previous field This is REM the first field so this is not required Connection com sun star sheet FilterConnection AND Connection com sun star sheet FilterConnection OR REM The Field property is the zero based column REM number to filter If you have the cell you REM can use Field oCell CellAddress Column Chapter 13 Calc as a Simple Database 369 Field 5 REM Compare using a numeric or a string IsNumeric True REM The NumericVaLl
371. mpty If an error occurs the function returns a logical or numerical value Value is the content to be tested Returns TRUE if the value refers to any error value except N A You can use this function to control error values in certain cells If an error occurs the function returns a logical or numerical value Value is any value or expression in which a test is performed to determine whether an error value not equal to N A is present The ISERROR tests if the cells contain general error values ISERROR recognizes the N A error value If an error occurs the function returns a logical or numerical value Value is any value where a test is performed to determine whether it is an error value Tests for even numbers Returns TRUE 1 if the number returns a whole number when divided by 2 Returns TRUE if a cell is a formula cell If an error occurs the function returns a logical or numerical value Reference indicates the reference to a cell in which a test will be performed to determine if it contains a reference Returns TRUE if the cell contains a logical number format The function is used in order to check for both TRUE and FALSE values in certain cells If an error occurs the function returns a logical or numerical value Value is the value to be tested for logical number format 464 OpenOffice org 3 x Calc Guide ISNA value ISNONTEXT value ISNUMBER value ISODD ADD number ISREF value ISTEXT va
372. mula in B5 B4 B1 B2 B3 2 In column D enter a variety of alternative annual sales figures one below the other for example 500 to 5000 in steps of 500 3 Select the range D2 E11 and thus the values in column D and the empty cells which will receive the results of the calculations alongside in column E 4 Choose Data gt Multiple Operations 5 With the cursor in the Formulas field of the Multiple operations dialog click cell B5 Chapter 9 Data Analysis 283 6 Set the cursor in the Column input cell field and click cell B4 This means that B4 the quantity is the variable in the formula which is to be replaced by the column of alternative values Figure 228 Shows the worksheet and the Multiple operations dialog 7 Click OK The profits for the different quantities are now shown in column E See Figure 229 You may find it easier to mark the required reference in the Sheet if you click the Shrink icon to reduce the Multiple Tip operations dialog to the size of the input field The icon then changes to the Maximize icon click it to restore the dialog to its original size l 2 500 3 10000 1000 4 _ 2000 1500 5 6000 2000 6 2500 7 3000 8 3500 g 4000 10 4500 soooL_ Multiple operations E Default settings Formulas B5 Row input cell Column input cell BA Figure 228 Sheet and Multiple operations dialog showing input 284 OpenOffice org 3 x Calc Guide 2 2 500 600
373. n STDEV MAX number 1 number 2 number 30 MAXA value 1 value 2 value 30 MEDIAN number 1 number 2 number 30 MIN number 1 number 2 number 30 MINA value 1 value 2 value 30 MODE number 1 number 2 number 30 NEGBINOMDIST X R Description set Data is the cell range of data Rank C is the ranking of the value 2nd largest 3rd largest etc written as an integer Returns the inverse of the lognormal distribution for the given Number a probability value Mean is the arithmetic mean of the standard logarithmic distribution STDEV is the standard deviation of the standard logarithmic distribution Returns the cumulative lognormal distribution for the given Number a probability value Mean is the mean value of the standard logarithmic distribution STDEV is the standard deviation of the standard logarithmic distribution Returns the maximum value in a list of arguments Number_1 number 2 number _30 are numerical values or ranges Returns the maximum value in a list of arguments Unlike MAX text can be entered The value of the text is 0 Value_1 value 2 value_30 are values or ranges Returns the median of a set of numbers Number 1 number 2 number_30 are values or ranges which represent a sample Each number can also be replaced by a reference Returns the minimum value in a list of arguments Number_1 number 2 number _30 are numerical val
374. n Say you have a spreadsheet that tracks investments The retirement investments are grouped together with a subtotal The same is true of regular investments You can use a Single subtotal that includes the entire range without worrying about the subtotal cells Tip Using formulas to find data Calc offers numerous methods to find data in a sheet For example Edit gt Find amp Replace moves the display cursor based on simple and advanced searching Use Data gt Filter to limit what is displayed rather than simply moving the cursor Calc also offers lookup functions used in formulas for example a formula to look up a student s grade based on their test score Search a block of data using VLOOKUP Use VLOOKUP to search the first column columns are vertical of a block of data and return the value from another column in the same row For example search the first column for the name Fred and then return the value in the cell two columns to the right VLOOKUP Supports two forms VLOOKUP search value search range return column index VLOOKUP search value search range return column index sort order The first argument search value identifies the value to find The search value can be text a number or a regular expression For example Fred searches for the text Fred 4 searches for the number 4 and F is the regular expression for finding something that starts with the letter F The second argument search range
375. n array Optionally the assigned value of the Same index is returned in a different column and row As opposed to VLOOKUP and HLOOKUP search and result vectors may be at different positions they do not have to be adjacent Additionally the search vector for the LOOKUP must be sorted otherwise the 472 OpenOffice org 3 x Calc Guide MATCH search criterion lookup array type OFFSET reference rows columns height width ROW reference Description search will not return any usable results The search supports regular expressions Search criterion is the value to be searched for entered either directly or as a reference Search vector is the single row or single column area to be searched Result vector is another single row or single column range from which the result of the function is taken The result is the cell of the result vector with the same index as the instance found in the search vector Returns the relative position of an item in an array that matches a specified value The function returns the position of the value found in the lookup array as a number Search _ criterion is the value which is to be searched for in the single row or single column array Lookup_array is the reference searched A lookup array can be a single row or column or part of a single row or column Type may take the values 1 0 or 1 This corresponds to the same function in Microsoft Excel The search supports regul
376. n an OpenOffice org document but is not retained if you Save into an Microsoft Office format e If you are importing a Microsoft Excel file containing VBA code you can select the option Executable code Whereas normally the code is preserved but rendered inactive if you inspect it with the StarBasic IDE you will notice that it is all commented with this option the code is ready to be executed Microsoft Office Load Save options On the Lodad Save Microsoft Office page you can choose what to do when importing and exporting Microsoft Office OLE objects linked or embedded objects or documents such as spreadsheets or equations Select the L options to convert Microsoft OLE objects into the corresponding OpenOffice org OLE objects when a Microsoft document is loaded into OOo mnemonic L for load Select the S options to convert OpenOffice org OLE objects into the corresponding Microsoft OLE objects when a document is saved in a Microsoft format mnemonic S for save MathsType to OpenOffice org Maths OpenOffice org Maths to MathsType A E O WinWord to OpenOffice org Writer OpenOffice org Writer to WinWord E Excel to OpenOffice org Calc OpenOffice org Calc to Excel iz PowerPoint to OpenOffice org Impress OpenOffice org Impress to PowerPoint L Load and convert the object 5 Convert and save the object Figure 320 Choosing Load Save Microsoft Office options 398 OpenOffice org 3 x C
377. n the Styles and Formatting icon and the Font Name list Assigning styles to shortcut keys You can create keyboard shortcuts to apply commonly used cell or page styles including custom styles that you have created See Chapter 14 Setting up and Customizing Calc for instructions Applying page styles 1 Select the sheet to be styled click on its sheet tab at the bottom of the screen 2 In the Styles and Formatting window choose the Page Styles list by clicking the E icon Double click on the required page style To find out which page style is in use for a selected sheet look in status bar Figure 85 Status bar showing location of page style information below the sheet tabs Modifying styles To modify a style right click on its name in the Styles and Formatting window and choose Modify Make the changes in the Style dialog and click OK to save the changes You can also modify a current cell style by selecting an already formatted cell and clicking the Update Style button on the top right hand corner of the Styles and Formatting window Style organizer Right click on the name of a style in the Styles and Formatting window and click Modify to open a Style dialog similar to the one shown in Figure 86 Chapter 4 Using Styles and Templates in Calc 111 The Style dialog has several tabs The Organizer tab shown in Figure 86 for cell styles is found in all components of OOo It provides basic information abou
378. n you chose Chapter 2 Entering Editing and Formatting Data 45 A Original Original Original Original 1 2 3 e 5 Original 6 i 8 g Original Original Original Figure 24 Using the Fill tool Using a fill series A more complex use of the Fill tool is to use a fill series The default lists are for the full and abbreviated days of the week and the months of the year but you can create your own lists as well To add a fill series to a spreadsheet select the cells to fill choose Edit gt Fill gt Series In the Fill Series dialog select AutoFill as the Series type and enter as the Start value an item from any defined series The selected cells then fill in the other items on the list sequentially repeating from the top of the list when they reach the end of the list Fill Series Xx Direction Series type a OK Down _ Linear es la Pais AutoFill Start value January 1 Figure 25 Specifying the start of a fill series result is in Figure 26 46 OpenOffice org 3 x Calc Guide A l1 January 2 February 3 March 4 April 5 May 6 June July 8 August 9 September 10 October 11 November 12 13 Figure 26 Result of fill series selection shown in Figure 25 You can also use Edit gt Fill gt Series to create a one time fill series for numbers by entering the start and end values and the increment For example if you entered start
379. name such as AuthorsCalcMacros and click OK to create the library The new library name is shown the library list but the dialog may show only a portion of the name Location CalcTestMacros ods wt Library Standard SuthorsCalcMacras Figure 296 The library is shown in the organizer 346 OpenOffice org 3 x Calc Guide 6 Select AuthorsCalcMacros and click Edit to edit the library Calc automatically creates a module named Module1 and a macro named Main i CalcTestMacros ods AuthorsCalcMacros OpenOffice org Basic File Edit View Tools Window Help RA Figure 297 Basic Integrated Development Environment IDE 7 Modify the code so that it is the same as that shown in Listing 2 The important addition is the creation of the NumberFive function which returns the number five The Option Explicit statement forces all variables to be declared before they are used If Option Explicit is omitted variables are automatically defined at first use as type Variant 8 Save the modified Module1 Listing 2 Function that returns five Option Explicit Sub Main End Sub Function NumberFive NumberFive 5 End Function Chapter 12 Calc Macros 347 Using a macro as a function Using the newly created Calc document CalcTestMacros ods enter the formula NumberFive see Figure 298 Calc finds the macro and calls it File Edit View Insert Format
380. nario is updated or not SETTING depending on the Copy back setting Prevent changes ANY SETTING Copy back ANY SETTING Working with scenarios using the Navigator After scenarios are added to a spreadsheet you can jump toa particular scenario by selecting it from the list in the Navigator To find a scenario in the Navigator click the Scenarios icon in the Navigator The defined scenarios are listed along with the comments that were entered when the scenarios were created To apply a scenario to the current sheet double click the scenario name in the Navigator 280 OpenOffice org 3 x Calc Guide To delete a scenario right click the name in the Navigator and choose Delete To edit a scenario including its name and comments right click the name in the Navigator and choose Properties The Edit Properties dialog is the same as the Create Scenario dialog Figure 226 Navigator Column Ro Sheeti Scenario 1 Sheetl Scenario 2 Created by Jean Weber on 29 04 2009 16 53 20 A ia calc3 best active v Figure 227 Scenarios in the Navigator Tracking values in scenarios To learn which values in the scenario affect other values choose Tools gt Detective gt Trace Dependents Arrows point to the cells that are directly dependent on the current cell Using other what if tools Like scenarios Data gt Multiple Operations is a planning tool for what if questions Unlike a scenario the
381. nctions provide information or feedback regarding the results of a test for a specific condition or a test for the type of data or content a cell contains Table 40 Informational functions Syntax Description CELL info type Returns information on a cell such as its reference address formatting or contents of a cell based on the value of the info type argument Info type specifies the type of information to be returned and comes from a predefined list of arguments Info type is not case sensitive but it must be enclosed within quotes Reference is the address of the cell to be examined If reference is a range the cell reference moves to the top left of the range If reference is missing Calc uses the position of the cell in which this formula is located Appendix B Description of Functions 463 Syntax CURRENTO FORMULA reference ISBLANK value ISERR value ISERROR value ISEVEN ADD number ISFORMULA reference ISLOGICAL value Description Calculates the current value of a formula at the actual position Displays the formula of a formula cell at any position The formula will be returned as a string in the Reference position If no formula cell can be found or if the presented argument is nota reference returns the error value N A Returns TRUE if the reference to a cell is blank This function is used to determine if the content of a cell is empty A cell with a formula inside is not e
382. nd cells Changing scenario properties If the sheet is protected Tools gt Protect Document gt Sheet and Prevent changes is selected then scenario properties cannot be changed If the sheet is protected and Prevent changes is not selected then all scenario properties can be changed except Prevent changes and Copy entire sheet which are disabled If the sheet is not protected then Prevent changes does not have any effect and all scenario properties can be changed Chapter 9 Data Analysis 279 Changing scenario cell values Table 11 summarizes the interaction of various settings in preventing or allowing changes in scenario cell values Table 11 Prevent changes behavior for scenario cell value changes Settings Change allowed Sheet protection ON Scenario cell values cannot be Scenario cell protection OFF changed Prevent changes ON Copy back ON Sheet protection ON Scenario cell values can be changed Scenario cell protection OFF and the scenario is updated Prevent changes OFF Copy back ON Sheet protection ON Scenario cell values can be changed Scenario cell protection OFF but the scenario is not updated due to Prevent changes ON or OFF the Copy back setting Copy back OFF Sheet protection ON Scenario cell values cannot be Scenario cell protection ON changed Prevent changes ANY SETTING Copy back ANY SETTING Sheet protection OFF Scenario cell values can be changed Scenario cell protection ANY and the sce
383. nding Figure 48 Choosing the criteria and order of sorting Sort Criteria Options Range contains column labels Include formats Copy sort results to sundefned S E Custom sort order sun Mion Tue Wed Thu Fri sat Language Direction Top to bottom sort rows Lett to right sort columns Data area 4 1 C 7 unnamed Figure 49 Options for sorting Case sensitive If two entries are otherwise identical one with an upper case letter is placed before one with a lower case letter in the same position if the sort is descending if the sort is ascending then the entry with an upper case letter is placed after one with a lower case letter in the same position 66 OpenOffice org 3 x Calc Guide Range contains column labels Does not include the column heading in the sort Include formats A cell s formatting is moved with its contents If formatting is used to distinguish different types of cells then use this option Copy sort results to Sets a spreadsheet address to which to copy the sort results If a range is specified that does not have the necessary number of cells then cells are added If a range contains cells that already have content then the sort fails Custom sort order Select the box then choose from the drop down list one of the sort orders defined in Tools gt Options gt OpenOffice org Calc gt Sort Lists Direction Sets whether rows or columns are sorted The default is to s
384. ne for formatting numbers in cells described in Chapter 2 Entering Editing and Formatting Data 80 OpenOffice org 3 x Calc Guide Data Labels for all Data Series Show value as number Show value as percentage E Show category E Show legend key Rotate Text 1 i ae 7 ABCD o o Degrees aie Lo aT 1 Figure 60 Data Labels dialog Show value as percentage Displays the percentage value of the data points in each column When selected this option activates the Percentage format button Percentage format Opens the Number Format dialog where you can select the percentage format Show category Shows the data point text labels Show legend key Displays the legend icons next to each data point label Separator Selects the separator between multiple text strings for the same object Placement Selects the placement of data labels relative to the objects Figure 71 on page 95 shows examples of values as text neither Show value as number nor Show value as percentage selected and values as percentages as well as when data values are used as substitutes for legends or in conjunction with them Chapter 3 Creating Charts and Graphs 81 Trend lines When you have a scattered grouping of points in a graph you may want to show the relationship of the points A trend line is what you need Calc has a good selection of regression types you can use for trend lines linear logarithm exponenti
385. ne support mailing list users de openoffice org We want to know how the activity on the list is distributed during the day The starting point for this example is the mailbox file of the Thunderbird mail client The command grep Delivery Date Inbox creates a text file that contains for the timespan of more than 2 years one line for each message with date and time Figure 171 users txt WordPad File Edit View Insert Format Help Delal SILA al Delivery Date oun O2 Oct 2005 16 50 28 0200 Delivery Date Sun Oe Oct 2005 16 54 27 0200 Delivery Date Sun Of Oct 2005 16 56 40 0200 Delivery Date Sun O2 Oct 2005 17 06 39 0200 Delivery Date Sun Of Oct 2005 17 09 08 0200 Delivery Date Sun O2 Oct 2005 18 33 17 0200 Delivery Date Sun O2 Oct 2005 19 05 42 0200 Delivery Date Sun O2 Oct 2005 19 24 12 0200 Delivery Date Sun Ue Oct 2005 19 37 24 0200 Delivery Date Sun Ue Oct 2005 e2bile 39 0200 Delivery Date Sun Ue Oct 2005 25 16 15 0200 Delivery Date Sun Ue Oct 2005 23 16 10 0200 Delivery Date Mon U3 Oct 2005 OF 44 59 40200 Delivery Date Mon U3 Oct 2005 OS 10 25 0200 Delivery Date Mon U3 Oct 2005 11 19 50 0200 Delivery Date Mon U3 Oct 2005 11 39 31 40200 Delivery Date Mon 03 Oct 2005 13 06 34 0200 Delivery Date Mon 03 Oct 2005 13 50 12 0200 Delivery Date Mon U3 Oct 2005 15 47 20 0200 Delivery Date Tue 04 Oct 2005
386. ng document and the new template If they are not you will need to use Search and Replace to replace the old styles with new ones See Chapter 4 Using Styles and Templates in Calc 125 Chapter 2 Entering Editing and Formatting Data for more about replacing styles using Find and Replace 1 Use File gt New gt Templates and Documents Choose the template you want A new file based on the template opens If the template has unwanted text or graphics in it delete them 2 Open the spreadsheet you want to change It opens in a new window Press Control A to select everything in the spreadsheet 3 Switch to the window containing the blank spreadsheet created in step 1 and paste the content into that spreadsheet 4 Save the file under a new name Organizing templates OOo can only use templates that are in OOo template folders You can create new OOo template folders and use them to organize your templates and import templates into those folders For example you might have one template folder for report templates and another for letter templates You can also export templates To begin choose File gt Templates gt Organize from the main menu The Template Management dialog opens All the actions made by the Commands button in the Template Note Management dialog can be made as well by right clicking on the templates or the folders Creating a template folder To create a template folder 1 Inthe Template Manageme
387. nge Expand references when new columns rows are inserted Specifies whether to expand references when inserting columns or rows adjacent to the reference range This is only possible if the reference range where the column or row is inserted originally spanned at least two cells in the desired direction Example If the range A1 B1 is referenced in a formula and you insert a new column after column B the reference is expanded to A1 C1 If the range A1 B1 is referenced and a new row is inserted under row 1 the reference is not expanded since there is only a Single cell in the vertical direction If you insert rows or columns in the middle of a reference area the reference is always expanded Highlight selection in column row headings Specifies whether to highlight column and row headers in the selected columns or rows Chapter 14 Setting up and Customizing Calc 401 Use printer metrics for text formatting Specifies that printer metrics are applied for printing and also for formatting the display on the screen If this option is not selected a printer independent layout is used for screen display and printing Show overwrite warning when pasting data Specifies that when you paste cells from the clipboard to a cell range that is not empty a warning appears View options for Calc In the Options dialog choose OpenOffice org Calc gt View Visual aids Display Grid lines F Formulas Color A Light gray t Zero values Pag
388. ns the error Figure 336 or on the status bar Figure 337 or in both depending on the type of error Generally speaking if the error occurs in the cell that is selected or contains the cursor the error message is displayed on the status bar As an example Figure 336 shows the error code returned when a column is too narrow to display the entire formatted date The date displayed within the input line 04 05 1998 would fit within the cell without a problem but the format used by the cell produces the date value Sunday April 05 1998 Figure 336 Error codes displayed within cells When the cell displaying the REF error code in Figure 336 is selected the status bar displays the error message as shown in Figure 337 This message is more descriptive than the message displayed in the cell but it still may not provide enough information to correctly diagnose the problem For fuller explanations consult the following tables and the Help topic Error Codes in OpenOffice org Calc oo Na STD E E Error Mot a valid reference Figure 337 An error message displayed in the status bar This appendix presents error codes in two tables This first table explains error messages which are displayed within the cell that actually contains the error Except in the case of the error they all correspond to a Calc error code number The second table explains all of the error codes listed by code number including those errors codes in
389. ns the FALSE value Logical _value_1 logical value 2 logical value_30 are conditions to be checked All conditions can be either TRUE or FALSE Ifa range is entered as a parameter the function uses the value from the range that is in the current column or row The result is TRUE if the logical value in all cells within the cell range is TRUE 462 OpenOffice org 3 x Calc Guide Description FALSE Set the logical value to FALSE The FALSE function does not require any arguments IF test then value Specifies a logical test to be performed Test is otherwise value any value or expression that can be TRUE or FALSE Then value optional is the value that is returned if the logical test is TRUE Otherwise _ value optional is the value that is returned if the logical test is FALSE NOT ogical value Reverses the logical value Logical value is any value to be reversed OR logical value 1 Returns TRUE if at least one argument is TRUE logical value 2 Returns the value FALSE if all the arguments have logical value 30 the logical value FALSE Logical value_1 logical value 2 logical_value_30 are conditions to be checked All conditions can be either TRUE or FALSE If a range is entered as a parameter the function uses the value from the range that is in the current column or row TRUEQ Sets the logical value to TRUE The TRUE function does not require any arguments Informational functions These fu
390. nstance if your business insurance is billed by the work week the fact that you were only open three days one week would be irrelevant to your costs you would still be charged for an entire week and therefore might want to use CEILING in your monthly expenses Conversely if you are building customized computers and completed 4 5 in a day your client would only be interested in the number ready to ship so you might use FLOOR in a report of your progress If cell E1 contains the value 46 7 CEILING E1 7 will return the value 49 Besides number and significance both CEILING and FLOOR include an optional argument called mode which takes a value of 0 or 1 If 214 OpenOffice org 3 x Calc Guide mode is set to 0 and both the number and the significance are negative numbers then the result of either function is rounded up if it is set to 1 and both the number and the significance are negative numbers then the results are rounded down In other words if the number is 11 and the significance is 5 then the result is 10 when the mode is set to 0 but 15 when set to 1 However if you are exchanging spreadsheets between Calc and MS Excel remember that the mode argument is not supported by Excel If you want the answers to be consistent between the two spreadsheets set the mode in Calc to 1 A function somewhat similar to CEILING and FLOOR is MROUND Like CEILING AND FLOOR MROUND requires two arguments although somewhat confu
391. nt dialog click any folder 2 Click the Commands button and choose New from the drop down menu A new folder called Untitled appears 3 Type a name for the new folder and then press Enter OOo saves the folder with the name that you entered Deleting a template folder You cannot delete template folders supplied with OOo or installed using the Extension Manager you can only delete template folders that you have created 126 OpenOffice org 3 x Calc Guide To delete a template folder 1 Inthe Template Management dialog select the folder that you want to delete 2 Click the Commands button and choose Delete from the drop down menu A message box appears and asks you to confirm the deletion Click Yes Moving a template To move a template from one template folder to another template folder 1 In the Template Management dialog double click the folder that contains the template you want to move A list of the templates contained in that folder appears underneath the folder name 2 Click the template that you want to move and drag it to the desired folder If you do not have the authority to delete templates from the source folder this action copies the template instead of moving it Deleting a template You cannot delete templates supplied with OOo or installed using the Extension Manager you can only delete templates that you have created or imported To delete a template 1 In the Template Management dialog
392. nt range 2 Select the defined print range and click OK This method can be useful to quickly change the print range without highlighting a large area of cells every time If the cell range name refers to more than one group of cells it Note will not appear in the drop down list You will need to type it in or highlight and select it 162 OpenOffice org 3 x Calc Guide Page breaks While defining a print range can be a powerful tool it may sometimes be necessary to manually adjust Calc s printout To do this you can use a manual break A manual break helps to ensure that your data prints properly You can insert a horizontal page break above or a vertical page break to the left of the active cell Inserting a page break To insert a page break 1 Navigate to the cell where the page break will begin 2 Select Insert gt Manual Break 3 Select Row Break or Column Break depending on your need The break is now set Row break Selecting Row Break creates a page break above the selected cell For example if the active cell is H15 then the break is created between rows 14 and 15 Column break Selecting Column Break creates a page break to the left of the selected cell For example if the active cell is H15 then the break is created between columns G and H To see page break lines more easily on screen you can change Tip their color Choose Tools gt Options gt OpenOffice org gt Appearance and scroll down
393. nt will be created from this template Although many important settings can be changed in the Options dialog see Chapter 14 for example default fonts and page size more advanced settings such as page margins can only be changed by replacing the default template with a new one Resetting the default template To re enable OOo s default template for a document type as the default 1 In the Template Management dialog click any folder in the box on the left 2 Click the Commands button and choose Reset Default Template gt Spreadsheet from the drop down menu The next time that you create a spreadsheet by choosing File gt New it will be created from OOo s default template for spreadsheets Associating a spreadsheet with a different template At times you might want to associate a spreadsheet with a different template or perhaps you re working with a spreadsheet that did not start from a template but you now want it associated with a template One of the major advantages of using templates is the ease of updating styles in more than one document as described on page 122 If you update styles by copying them from a different template as described on page 117 the document has no association with the template from which the styles were loaded so you cannot use this method What you need to do is associate the document with the different template For best results the names of styles should be the same in the existi
394. ntains red even if regular expressions are enabled It will only return TRUE if Al contains rd r then a dot then d If you wish to test using regular expressions try the COUNTIF function COUNTIF A1 r d will return 1 or 0 interpreted as TRUE or FALSE in formulas like IF COUNTIF A1 r d hooray boo Activating the Enable regular expressions in formulas option means all the above functions will require any regular expression Special characters such as parentheses used in strings within formulas to be preceded by a backslash despite not being part of a regular expression These backslashes will need to be removed if the setting is later deactivated Advanced functions As is common with other spreadsheet programs OOo Calc can be enhanced by user defined functions or add ins Setting up user defined functions can be done either by using the Basic IDE or by writing separate add ins or extensions The basics of writing and running macros is covered in Chapter 12 Calc Macros Macros can be linked to menus or toolbars for ease of operation or stored in template modules to make the functions available in other documents Calc Add ins are specialized office extensions which can extend the functionality of OpenOffice org with new built in Calc functions Writing Add ins requires knowledge of the C language the OOo SDK and is for experienced programmers More information is available on the OOo wiki page at http wiki servi
395. nto the sum Chapter 13 Calc as a Simple Database Sa Table 18 Examples of search criteria for the COUNTIF and SUMIF functions Criteria Function Result Description Type Number COUNTIF B1 C16 95 3 Finds numeric values of 95 Text COUNTIF B1 C16 95 3 Finds numeric or text values of 95 Expression COUNTIF B1 C16 6 Finds numeric values gt 95 greater than 95 Expression COUNTIF B1 C16 3 Finds only numeric 2 45 5 values of 95 Regular COUNTIF B1 C16 9 12 Finds numbers or expression text that start with 9 Reference COUNTIF B1 C16 B3 3 Finds a number or a cell number and text depending on the data type in cell B3 Regular SUMIF A1 A16 B 227 Sum Column B for expression B1 B16 names in Col A starting with the letter B Ignore filtered cells using SUBTOTAL The SUBTOTAL function applies a function see Table 19 to a range of data but it ignores cells hidden by a filter and cells that already contain a SUBTOTAL For example SUBTOTAL 2 B2 B16 counts the number of cells in B2 B16 that are not hidden by a filter Table 19 Function index for the SUBTOTAL function Function index Function 1 AVERAGE COUNT COUNTA MAX MIN PRODUCT STDEV NO a A UN 378 OpenOffice org 3 x Calc Guide Function index Function 8 STDEVP 9 SUM 10 VAR 11 VARP Do not forget that the SUBTOTAL function ignores cells that use the SUBTOTAL functio
396. nts about this version Insert Yersion Comment x Date and time 057 0372009 16 51 19 Saved by Robert Brown Revision accepted fram Sponsor and Assistant Coac emeu tee Figure 285 Version comment dialog 4 After you enter your comment and click OK the new version is included in the version list ersions of Budget ew wersions Close E Always save a wersion on closing ok Open Existing versions Date and time sawed by Comments show 057 0372009 16 43 50 Robert Brown Original 05 03 2009 16 52 26 Robert Brown Revision accepted from Sponsor and Assistant Cc Delete Compare TT Help Figure 286 Updated version list 338 OpenOffice org 3 x Calc Guide Now when you save the file both versions are saved in the same file From this point you can e Open an old version Select the version and click the Open button and a read only version of a previous version opens e Compare all versions Clicking the Compare button performs an action similar to merging documents together An Accept or Reject Changes dialog opens showing all of the changes through the different versions e Review the comments Select a version and click the Show button to display the full comments made by yourself or other reviewers The new file is bigger in size as if two spreadsheets were Note saved together Chapter 11 Sharing and Reviewing Documents 339 OpenOf ficeorg3 Chapter 1 2 Calc Macros A
397. o 100 is an A Assume that the values in Table 20 are in Sheetz2 Oa 20 Associate scores to a eae oe 382 OpenOffice org 3 x Calc Guide The formula VLOOKUP 83 Sheet2 A 2 B 7 2 is an obvious solution Dollar signs are used so that the formula can be copied and pasted to a different location and it will still reference the same values in Table 20 ADDRESS returns a string with a cell s address Use ADDRESS to return a text representation of a cell address based on the row column and sheet ADDRESS is frequently used with MATCH The supported forms for ADDRESS are as follows ADDRESS row column ADDRESS row column abs ADDRESS row column abs sheet The row and column are integer values where ADDRESS 1 1 returns A 1 The abs argument specifies which portion is considered absolute and which portion is considered relative see Table 21 an absolute address is specified using the character The sheet is included as part of the address only if the sheet argument is used The sheet argument is treated as a string Using ADDRESS MATCH Bob A1 A5 0 2 with the data in Table 20 returns B 2 Calc supports numerous powerful functions that are not discussed here For example the ROW COLUMN ROWS and COLUMNS statements are not discussed a curious person would investigate these functions Tip Table 21 Values supported by the abs argument to ADDRESS Description Use absolute addressing This is
398. of chart types and the options for each chart type At any time you can go back to a previous step and change selections Calc offers a choice of 10 basic chart types with a few options for each type of chart The options vary according to the type of chart you pick The first tier of choice is for two dimensional 2D charts Only those types which are suitable for 3D Column Bar Pie and Area give you an option to select a 3D look On the Choose a chart type page Figure 54 select a type by clicking on its icon The preview updates every time you select a different type of chart and provides a good idea of what the finished chart will look like The current selection is highlighted shown with a surrounding box on the Choose a chart type page The chart s name is shown just below Chapter 3 Creating Charts and Graphs 75 the icons For the moment we will stick to the Column chart and click on Next again Changing data ranges and axes labels In Step 2 Data Range you can manually correct any mistakes you have made in selecting the data On this page you can also change the way you are plotting the data by using the rows rather than the columns as data series This is useful if you use a Style of chart such as Donut or Pie to display your data Lastly you can choose whether to use the first row or first column or both as labels on the axes of the chart You can confirm what you have done so far by clicking th
399. of return for a list of payments which take place on different dates The calculation is based on a 365 days per year basis ignoring leap years If the payments take place at regular intervals use the IRR function Values and dates are a series of payments and the series of associated date values entered as cell references Guess optional is a guess for the internal rate of return The default is 10 Calculates the capital value net present value for a list of payments which take place on different dates The calculation is based on a 365 days per year basis ignoring leap years If the payments take place at regular intervals use the NPV function Rate is the internal rate of return for the payments Values and dates are a series of payments and the series of associated date values entered as cell references Calculates the yield of a security Settlement is the date of purchase of the security Maturity is the date on which the security matures expires Rate is the annual rate of interest Price is the price purchase price of the security per 100 currency units of par value Redemption is the redemption value per 100 currency units of par value Frequency is the number of interest payments per year 1 2 or 4 Basis indicates how the year is to be calculated Calculates the annual yield of a non interest bearing security Settlement is the date of purchase of the security Maturity is the date on which the security matur
400. of the preset gradient patterns and make it lighter by going to the Transparency tab and making the gradient 50 transparent To make the chart look cleaner without the grid go to Insert gt Grids and deselect the X axis option 104 OpenOffice org 3 x Calc Guide OpenOf Ticeorg3 Chapter 4 Using Styles and Templates in Calc Bringing uniformity to your spreadsheets What is a template A template is a model that you use to create other documents For example you can create a template for invoices that has your company s logo and address at the top of the page New spreadsheets created from this template will all have your company s logo and address on the first page Templates can contain anything that regular documents can contain such as text graphics styles and user specific setup information such as measurement units language the default printer and toolbar and menu customization All documents text spreadsheets presentations drawings in OpenOffice org are based on templates You can create or download and install as many templates as you wish When you start a new spreadsheet without choosing a specific template as described in Creating a spreadsheet from a template on page 119 the new spreadsheet is based on the default template for spreadsheets If you have not specified a default template OOo uses the blank spreadsheet template that is installed with OOo See Setting a default tem
401. ollowed by the key For example to compute a loan with a 3 25 interest rate enter 3 25 into the function If you enter it as 3 25 the function will treat it as a 325 interest rate Accounting systems vary in the number of days in a month or a year used in calculations The following table gives the integers used for the basis parameter used in some of the financial analysis functions Table 35 Basis calculation types Basis Calculation 0 or US method NASD 12 months of 30 days each missing 1 Exact number of days in months exact number of days in year Exact number of days in month year has 360 days 2 3 Exact number of days in month year has 365 days 4 European method 12 months of 30 days each Table 36 Financial analysis functions Syntax Description ACCRINT issue Calculates the accrued interest of a security in first interest settlement the case of periodic payments Issue is the rate par frequency basis issue date of the security First_interest is the first interest date of the security Settlement is the maturity date Rate is the annual nominal rate of interest coupon interest rate Par is the par value of the security Frequency is the number of interest payments per year 1 2 or 4 Basis indicates how the year is to be calculated ACCRINTM issue Calculates the accrued interest of a security in settlement rate par the case of one off payment at the settlement basis date Issue is t
402. om the tables in the data source pane can be placed into Calc documents in a variety of ways You can select a cell or an entire row in the data source pane and drag and drop the data into the spreadsheet The data is inserted at the place where you release the mouse button An alternative method uses the Data to Text icon and will include the column headings above the data you insert 1 Click the cell of the spreadsheet which you want to be the top left of your data including the column names 2 Press F4 to open the database source window and select the table containing the data you want to use 3 Select the rows of data you want to add to the spreadsheet e Click the gray box to the left of the row you want to select if only selecting one row That row is highlighted e To select multiple adjacent rows hold down the Shift key while clicking the gray box of the rows you need e To select multiple separate rows hold down the Control key while selecting the rows The selected rows are highlighted e To select all the rows click the gray box in the upper left corner All rows are highlighted 4 Click the Data to text icon to insert the data into the spreadsheet cells You can also drag the data source column headings field names onto your spreadsheet to create a form for viewing and editing individual records one at a time Follow these steps 1 Click the gray box at the top of the column containing the field name you wish to
403. on screen You can filter based on e Date Only changes made in a certain time range are displayed e Author Only changes made by a specific author are displayed This is especially useful if you have multiple reviewers on the document e Range Only changes made in a specific range of cells are displayed This is especially useful if you have a large spreadsheet and only want to review a part of it Chapter 11 Sharing and Reviewing Documents 333 e Comment Searches the content of the comments and only displays changes which have comments that match the search criteria e Show accepted changes Only changes you accepted are displayed e Show rejected changes Only changes you rejected are displayed You can also access the filter control in the Accept or Reject Note Changes dialog shown in Figure 281 Click the Filter tab to get a set of options similar to those shown in Figure 280 Accepting or rejecting changes When you receive a document back with changes the beauty of the recording changes system becomes evident Now as the original author you can step through each change and decide how to proceed To begin this process 1 Open the edited document 2 Select Edit gt Changes gt Accept or Reject The dialog shown in Figure 281 appears 3 Calc steps through the changes one at a time You can choose to accept or reject each change as you go through The Comment column by default contains an explan
404. on Whiston Linda Worthington Magnus Adielsson Please direct any comments or suggestions about this document to authors documentation openoffice org Publication date and software version Published 8 September 2010 Based on OpenOffice org 3 2 Oo Authors You can download an editable version of this document from http ooodauthors org english userguide3 published Contents Chapter 1 Dar CT CG ooo cs cet vncapntscet cncanedses ences becesescase ee duces saccuewecesseseare 9 Ne Co era severe E pews E E E E TE A EE E E 10 Spreadsheets sheets and CelIS ccc cece eee eeseeeeeseeesseeceeeeues 10 Parts of the main Calc WINDOW coiccsceivesceicencneesccanerenisevenimecenunenscessine 11 Starting NEW SPrEadSheE ets ccececcecccececnccecseececeeesseessesceenseesess 16 Opening existing SpreadSheets cece cccccecceceeseeeeeenseesseesenseenees 17 Tl eV PS EEEE EEN AEE EE AEAEE 18 Saving spreadsheets sessssereessseresesseressrrererssessessseseeseresereseeeereee 19 Navigating within spreadsheets ssesesersesesereessrererserererseeeeessssee ZO Selecting items in a sheet or spreadsheet ccc cece ceceeceeeeeneeeees 27 Working with columns and rOWsS sssssssesssseeesssreeeeeeereeesesssssesesesere 30 Working with sheets osesescsseresssseresssseresssreressseeressseeressseeeresereereees JA NT E E EA EEE EE EA EEA A T ae ee 33 MS E INA OE R T E AA 38 Chapter 2 Entering Editin
405. on macros see Chapter 12 Calc Macros Adding functionality with extensions An extension is a package that can be installed into OpenOffice org to add new functionality Although individual extensions can be found in different places the official OpenOffice org extension repository is at http extensions services openoffice org Some extensions are free of charge others are available for a fee Check the descriptions to see what licenses and fees apply to the ones that interest you Installing extensions To install an extension follow these steps 1 Download an extension and save it anywhere on your computer 2 In OOo select Tools gt Extension Manager from the menu bar In the Extension Manager dialog Figure 335 click Add 3 A file browser window opens Find and select the extension you want to install and click Open The extension begins installing You may be asked to accept a license agreement 4 When the installation is complete the extension is listed in the Extension Manager dialog To get extensions that are listed in the repository you can open the Extension Manager and click the Get more extensions Tip here link You do not need to download them separately as in step 1 above Note To install a shared extension you need write access to the OpenOffice org installation directory 420 OpenOffice org 3 x Calc Guide g Extension Manager DataPilotTools 0 5 0 o0xt 0 5 0 DataPilotTools 0 5 0Copyright
406. onalities like editing charts and drawing objects are not available in shared mode Turn off shared mode bo get exclusive access needed For those changes and functionalities Users currently accessing this spreadsheet Mame Accessed Jean Weber exclusive access OSlOr 2008 11 71 Figure 270 Choosing to share a spreadsheet Chapter 11 Sharing and Reviewing Documents 20 To enable sharing select the box at the top of the dialog and then click OK A message appears stating that you must save the document to activate shared mode Click Yes to continue The word shared is then shown on the title bar after the document s title The Tools gt Share Document command can be used to switch the mode for a document from unshared to shared However if you want to use a Shared document in unshared mode you need to save the shared document using another name or path This creates a copy of the spreadsheet that is not shared Opening a shared spreadsheet When you open a spreadsheet document that is in shared mode a message appears stating that the document is in shared mode and that some features are not available in this mode After clicking OK the document is opened in shared mode The following features are known to be disabled in a shared spreadsheet document Fdit gt Changes except for Merge Document Edit gt Compare Document Edit gt Sheet gt Move Copy amp Delete Insert gt Cells Shift Cells Down amp Shift Cells
407. ontaining data in that row or to Column A To the next row above containing data in that column or to Row 1 To the next row below containing data in that column or to Row 65536 To Cell Al To lower right hand corner of the rectangular area containing data One screen to the right if possible One screen to the left if possible One sheet to the right in sheet tabs One sheet to the left in sheet tabs To the next cell on the right To the next cell on the left Down one cell unless changed by user Up one cell unless changed by user Chapter 1 Introducing Calc 25 Customizing the effects of the Enter key You can customize the direction in which the Enter key moves the focus by selecting Tools gt Options gt OpenOffice org Calc gt General The four choices for the direction of the Enter key are shown on the right hand side of Figure 11 It can move the focus down right up or left Depending on the file being used or on the type of data being entered setting a different direction can be useful Input settings Press Enter to move selection Press Enter to switch to edit mode E Expand formatting Expand references when new columns rows are inserted Highlight selection in colurmn row headers Figure 11 Customizing the effect of the Enter key The Enter key can also be used to switch into and out of the editing mode Use the first two options under Input settings in Figure 11 to c
408. or Alert Allow Decimal hall Allow blank cells less than or equal greater than or equal to Figure 29 Typical validity test choices The validity test options vary with the type of data selected from the Allow list For example Figure 30 shows the choices when a cell must contain a cell range Validity Criteria Input Help Error Alert Allow Allow blank cells Show selection list Sort entries ascending SOUrce 4 valid source can only consist of a contiguous selection of rows and columns or a Formula that results in an area or array Figure 30 Validity choices for a cell range To provide input help for a cell use the Input Help page of the Validity dialog Figure 31 To show an error message when an invalid value is entered use the Error Alert page Figure 32 Be sure to write something helpful explaining what a valid entry should contain not just Invalid data try again or something similar 50 OpenOffice org 3 x Calc Guide Validity Criteria Input Help Error Alert Contents Title Input help at Figure 31 Defining input help for a cell Validity Criteria Input Help Error Alert Show error message when invalid values are entered Contents Action Title Error message Figure 32 Defining an error message for a cell with invalid data Editing data Editing data is done is in much the same way as entering it The first step
409. or choose View gt Navigator on the Menu bar or double click on the Sheet Sequence Number Sheeti 3 in the Status Bar You can dock the Navigator to either side of the main Calc window or leave it floating To dock or float the Navigator hold down the Control key and double click in an empty area near the icons at the top The Navigator displays lists of all the objects in a spreadsheet document grouped into categories If an indicator plus sign or arrow appears next to a category at least one object of this kind exists To open a category and see the list of items click on the indicator To hide the list of categories and show only the icons at the top click Fa the Contents icon Click this icon again to show the list Table 2 summarizes the functions of the icons at the top of the Navigator 38 OpenOffice org 3 x Calc Guide g Navigator Column Row 15 Sheet1 Sheet Sheet3 5 Range names gt 4 Database Ranges P Linked areas gy Graphics Graphics 1 ib OLE objects Comments sample gy Drawing objects Untitled active Figure 22 The Navigator in Calc Table 2 Function of icons in the Navigator Action Data Range Specifies the current data range denoted by the position of the cell cursor Start End Moves to the cell at the beginning or end of the current data range which you can highlight using the Data Range button Contents Shows or hides the list of categories Toggle Switc
410. or vertically Assign Macro Adds programmable functionality to the image Calc provides rich macro functionality Macros are introduced in Chapter 12 Calc Macros Group To group images 1 Select one image then hold down the Shift key and click in turn on each of the others that you want to include in the group The invisible bounding box with the 8 green handles expands to include all the selected images 2 With the images selected choose Format gt Group gt Group from the menu bar Or hover the mouse pointer over one of the images When the pointer changes shape from an arrow to a hand right click and choose Group gt Group from the pop up menu Note You cannot include drawing objects in a group with pictures After images are grouped the context menu provides other choices Ungroup and Edit Group and the Format gt Group menu includes Ungroup and Enter Group For more information about grouping see the Draw Guide 144 OpenOffice org 3 x Calc Guide Using Calc s drawing tools Calc like the other components of OOo has a range of tools to create custom drawings This chapter covers the default options in Calc Fora more detailed explanation of the drawing tools and their uses see the Draw Guide In general if you need to create complex drawings it is recommended to use OpenOffice org Draw or another drawing program To begin using the drawing tools choose View gt Toolbars gt Drawing T
411. ormation _ Displays information about the selected items When a group of cells is selected the sum of the contents is displayed by default you can right click on this field and select other functions such as the average value maximum value minimum value or count number of items selected Chapter 1 Introducing Calc 15 When the cursor is on an object such as a picture or chart the information shown includes the size of the object and its location Zoom oe 100 _ new in OOo 3 1 To change the view magnification drag the Zoom slider or click on the and signs You can also right click on the zoom level percentage to select a magnification value or double click to open the Zoom amp View Layout dialog Starting new spreadsheets You can create a new blank spreadsheet from the Start Center Welcome to OpenOffice org from within Calc or from any other component of OOo such as from Writer or Draw From the Start Center Click the Spreadsheet From the Menu bar Choose File gt New gt Spreadsheet From a toolbar Ifa document is open in any component of OOo for example Writer you can use the New Document icon on the Standard toolbar If you already have a spreadsheet open clicking this button opens a new spreadsheet in a new window From any other component of OOo for example Writer click the down arrow and choose spreadsheet From the keyboard If you already have a spreadsheet open yo
412. ort by columns unless the selected cells are in a single column Finding and replacing in Calc In spreadsheet documents you can search for text formulas and styles You can navigate from one occurrence to the next using Find or you can highlight all matching cells at once using Find All then apply another format or replace the cell contents by other content Text and numbers in cells may have been entered directly or may be the result of a calculation The search method you use depends on the type of data you are searching for Cell contents can be formatted in different ways For example a number can be formatted as a currency to be displayed with a currency symbol You see the currency symbol in the cell but you cannot search for it Tip By default Calc searches the current sheet To search through all Sheets of the document click More Options then select Search in all Sheets option Chapter 2 Entering Editing and Formatting Data 67 Caution A Use Replace All with caution otherwise you may end up with some highly embarrassing mistakes A mistake with Replace All might require a manual word by word search to fix if it is not discovered in time to undo it Find amp Replace ba Search For Replace with Match case _ Entire cells _ Backwards Regular expressions _ Similarity search _ Search for Styles Search in Search direction _ Search in all sheets Figure 5
413. ot already open click Tools gt Options Click the sign to the left of Load Save to display the list of load save options pages Options Load Save General VBA Propertes Microsoft Office HTML Compatibility This is where you define general settings for opening and sa Figure 317 Load Save options Load Save General Load Save options Most of the choices on the Lodd Save General page are familiar to users of other office suites Those specific to OpenOffice org are in the Default file format and ODF settings section Load Load user specific settings with the document Load printer settings with the document Save _ Edit document properties before saving Always create backup copy Save AutoRecovery information every 15 Minutes Save URLs relative to file system Save URLs relative to internet Default file Format and ODF settings Size optimization For ODF Format Warn when not saving in ODF or default Format Document type Always save as ODF Spreadsheet t Figure 318 Choosing Load and Save options 396 OpenOffice org 3 x Calc Guide ODF format version OpenOffice org by default saves documents in OpenDocument Format ODF version 1 2 While this allows for improved functionality there may be backwards compatibility issues When a file saved in ODF 1 2 is opened in an earlier version of OpenOffice org using ODF 1 0 1 1 some of the advanced f
414. ount date For manipulating the existing data fields DataPilot result contains a field called Data You can move it just like row or column fields by using drag and drop This is an easy way to archive a different structure for the results see Figures 213 and 214 Chapter 8 Using the DataPilot 263 pyar O O oM ee e fr 5 26 160 00 F0 444 00 P31 714 00 p24 4r OU 124 606 00 16 4435 00 sailing 13 979 00 15 625 00 bl 409 00 19 6o 00 be 799 00 he 271 00 Total Result 79 365 00 69 779 00 61 220 00 Count date otal Sum sales 109 852 00 otal Count date 5T Aj 52 T Figure 213 Layout option for presenting the sums and numbers of the sales values T O ETL ___ eae ee Sum sales Total Count date um sales Count date Sum sales Count date Sum sales Count tate 26 100 00 P13 373 00 33 206 00 PAU 444 00 15 625 00 23 10 00 31 714 00 1 409 00 412 097 00 ped 747 OU 19 769 00 31 915 00 24 606 00 bel 78 00 11 439 00 16 445 00 pel 271 00 p24 329 00 156 214 00 57 109 852 00 47 142 699 00 q408 765 001 156 ee 214 Another layout option for a the sums and numbers of the sales values If you want to put the different data fields in different columns and your DataPilot does not contain another column field or you sort the different data fields in different rows and don t have another row field then it is useful to disable the view of the row or column sums 79 36
415. p of the Data Source View pane below the Calc toolbars is the Table Data bar This toolbar includes buttons for saving records editing data finding records sorting filtering and other functions For more details about this toolbar see the Help for data source browser Below the records is the Form Navigation bar which shows which record is selected and the total number of records To the right are five tiny buttons the first four move backwards or forwards through the records or to the beginning or end O OOS OOOO M Record Je gt QLTPPLEE Figure 263 Data Source View navigation buttons Editing data sources Some data sources such as spreadsheets cannot be edited in the data source view In editable data sources records can be edited added or deleted If you cannot save your edits you need to open the database in Base and edit it there see Launching Base to work on data sources You can also hide columns and make other changes to the display 314 OpenOffice org 3 x Calc Guide Launching Base to work on data sources You can launch OOo Base at any time from the Data Source View pane Right click on a database or the Tables or Queries icons and select Edit Database File Once in Base you can edit add and delete tables queries forms and reports For more about using Base see Chapter 8 Getting Started with Base in the Getting Started guide Using data sources in Calc spreadsheets Data fr
416. p the leading 0 Exception see Tip below To preserve the leading zero for example for telephone area codes type an apostrophe before the number like this 01481 The data is now treated as text and displayed exactly as entered Typically formulas will treat the entry as a zero and functions will ignore it Numbers can have leading zeros and still be regarded as numbers as opposed to text if the cell is formatted Tip appropriately Right click on the cell and chose Format Cells gt Numbers Adjust the leading zeros setting to add leading zeros to numbers 42 OpenOffice org 3 x Calc Guide When a plain apostrophe is used to allow a leading O to be displayed it is not visible in the cell after the Enter key is pressed If smart quotes are used for apostrophes the Note apostrophe remains visible in the cell To choose the type of apostrophe use Tools gt AutoCorrect Options gt Custom Quotes The selection of the apostrophe type affects both Calc and Writer Caution When a number is formatted as text take care that the cell containing the number is not used in a formula because Calc A will ignore the value Entering dates and times Select the cell and type the date or time You can separate the date elements with a slash or a hyphen or use text such as 10 Oct 03 Calc recognizes a variety of date formats You can separate time elements with colons such as 10 43 45 Entering special characters A
417. perations command produces a list of results adjacent to your alternative values by running the formula against each of these alternatives Before you choose the Data gt Multiple Operations option be Note sure to select not only your list of alternative values but also the adjacent cells into which the results should be placed In the Formulas field of the Multiple Operations dialog enter the cell reference to the formula that you wish to use The arrangement of your alternative values dictates how you should complete the rest of the dialog If you have listed them in a single column you should complete the field for Column input cell If they are along a single row complete the Row input cell field You may also use both in more advanced cases Both single and double variable versions are explained below The above can be explained best by examples Cell references correspond to those in the following figures Let s say you produce toys that you sell for 10 each cell B1 Each toy costs 2 to make cell B2 in addition to which you have fixed costs of 10 000 per year cell B3 How much profit will you make in a year if you sell a particular number of toys Calculating with one formula and one variable 1 To calculate the profit first enter any number as the quantity items sold in this example 2000 cell B4 The profit is found from the formula Profit Quantity Selling price Direct costs Fixed costs Enter this for
418. plate on page 124 This chapter describes how to create use modify and organize templates We begin by describing styles and their use as styles are a major component of templates What are styles A style is a set of formats that you can apply to selected elements in a document to quickly change their appearance When you apply a style you apply a whole group of formats at the same time Many people manually format spreadsheet cells and pages without paying any attention to styles They are used to formatting documents according to physical attributes For example for the contents of a cell you might specify the font family font size and any formatting such as bold or italic Styles are logical attributes Using styles means that you stop saying font size 14pt Times New Roman bold centered and you start saying Title because you have defined the Title style to have those characteristics In other words styles means that you shift the emphasis from what the text or page or other element looks like to what the text is 106 OpenOffice org 3 x Calc Guide Styles help improve consistency in a document and can greatly speed up formatting They also make major formatting changes easy For example you may decide to change the appearance of all subtotals in your spreadsheet to be 10 pt Arial instead of 8 pt Times New Roman after you have created a 15 page spreadsheet you can change all of the subtotals
419. ple based on an entire population Estimates a variance based on a sample The value of text is 0 Value_1 value _ 2 value_30 are values or ranges representing a Sample derived from an entire population Text has the value 0 Calculates a variance based on the entire population Number _1 number 2 number _ 30 are numerical values or ranges representing an entire population Calculates the variance based on the entire population The value of text is 0 Value_1 value_2 value_30 are values or ranges representing an entire population Returns the values of the Weibull distribution for the given Number Alpha is the Alpha parameter of the Weibull distribution Beta is the Beta parameter of the Weibull distribution C indicates the type of function C 0 the form of the function is calculated C 1 the distribution is calculated Returns the two tailed P value of a z test with standard distribution Data is the array of the data Number is the value to be tested Sigma optional is the standard deviation of the total population If this argument is missing the standard deviation of the sample is processed Date and time functions Use these functions for inserting editing and manipulating dates and times OpenOffice org handles and computes a date time value as a number When you assign the number format Number to a date or 458 OpenOffice org 3 x Calc Guide time value it is displayed as a number Fo
420. point to the new location 3 Ranges associated to a name are shown in the Navigator which is available by pressing the F5 key or clicking on the icon The Navigator allows for quick navigation to the associated ranges Named range The most common usage of a named range is as its name implies to associate a range of cells to a meaningful name For example I created Chapter 13 Calc as a Simple Database 359 a range named Scores and then I used the following equation SUM Scores To create a named range select the range to define Use Insert gt Names gt Define to open the Define Names dialog Use the Define Names dialog to add and modify one named range at a time w Define Names x Name OK Average Less Than70 Test2 Greater80 Cancel Ssheet2 a 1 GS 3 co More Area type Assigned to Print range Repeat column V Filter Repeat row Figure 304 Define a named range In a macro a named range is accessed created and deleted using the NamedRanges property of a Calc document Use the methods hasByName name and getByName name to verify and retrieve a named range The method getElementNames returns an array containing the names of all named ranges The NamedRanges object Supports the method addNewByname which accepts four arguments the name content position and type The macro in Listing 10 creates a named range if it does not exist that references a range of cells Listing 1
421. r a DataPilot e Refresh all DataPilots on the current sheet Chapter 14 Setting up and Customizing Calc 421 OpenOf ficeorg3 Appendix A Keyboard Shortcuts Introduction You can use Calc without a pointing device such as a mouse or trackball by using its built in keyboard shortcuts OOo has a general set of keyboard shortcuts available in all components and a component specific set directly related to the work of that component For help with OOo s keyboard shortcuts or using OOo with a keyboard only search the OOo online help using the shortcut or accessibility keywords In addition to using the built in keyboard shortcuts listed in this Appendix you can define your own See Chapter 14 Setting Up and Customizing Calc for instructions Formatting and editing shortcuts are described in Chapter 2 Entering Fditing and Formatting Data Navigation and selection shortcuts Table 29 Spreadsheet navigation shortcuts Shortcut Keys Effect Ctrl Home Moves the cursor to the first cell in the sheet cell A1 Ctrl End Moves the cursor to the last cell on the sheet that contains data Home Moves the cursor to the first cell of the current row End Moves the cursor to the last cell of the current row in a column containing data Ctri Left Arrow Moves the cursor to the left edge of the current data range If the column to the left of the cell that contains the cursor is empty the cursor moves to the
422. r example 01 01 2000 12 00 PM converts to 36526 5 This is just a matter of formatting the actual value is always stored and manipulated as a number To see the date or time displayed in a standard format change the number format date or time accordingly To set the default date format used by Calc goto Tools gt Options gt OpenOffice org Calc gt Calculate When entering dates slashes or dashes used as date separators Caution may be interpreted as arithmetic operators To keep dates from A being interpreted as parts of formulas and thus returning erroneous results always place them in quotation marks for example 12 08 52 Table 38 Data and time functions Syntax Description DATE year month day DATEVALUE Text DAY number DAYS date 2 date 1 DAYS360 date 1 date 2 type DAYSINMONTH date Converts a date written as year month day to an internal serial number and displays it in the cell s formatting Year is an integer between 1583 and 9956 or 0 and 99 Month is an integer between 1 and 12 Day is an integer between 1 and 31 Returns the internal date number for text in quotes Text is a valid date expression and must be entered with quotation marks Returns the day as an integer of the given date value A negative date time value can be entered Number is a time value Calculates the difference in days between two date values Date_1 is the start date Date _2 is the end
423. r of the places to which the value is to be rounded If the count parameter is negative only the whole number portion is rounded It is rounded to the place indicated by the count Rounds the given number Count optional is the number of digits to be rounded down to If the count parameter is negative only the whole number portion is rounded It is rounded to the place indicated by the count Appendix B Description of Functions 433 Syntax ROUNDUP number count SERIESSUM x n m coefficients SIGN number SIN number SINH number SQRT number SQRTPI number SUBTOTAL function range SUM number 1 number 2 number 30 SUMIF range criteria sum range Description Rounds the given number up Count optional is the number of digits to which rounding up is to be done If the count parameter is negative only the whole number portion is rounded It is rounded to the place indicated by the count Returns a sum of powers of the number x in accordance with the following formula SERIESSUM x n m coefficients coefficient 1 x n coefficient 2 x n m coefficient 3 x n 2m coefficient i x n i 1 m x is the number as an independent variable n is the starting power m is the increment Coefficients is a series of coefficients For each coefficient the series sum is extended by one section You can only enter coefficients using cell references Returns the sign of the
424. raphics Anchors tell a graphic where to stay in relation to other items Anchor to page Anchoring a graphic to the page allows it to be positioned in a specific place on the page The graphic does not move when cells are added or deleted This is equivalent to an absolute reference The graphic will always stay by cell B10 if that is where it is placed Anchor to cell Anchoring a graphic to a cell ensures that the graphic always stays with the content it is originally anchored to If a graphic is anchored to cell B10 and a new row is inserted the graphic will then be anchored to cell B11 This is equivalent to a relative reference For example in Figure 105 the normal Otto and Tux picture is anchored To Cell B10 XXX shows where the picture is anchored The inverse Otto and Tux picture is anchored to the page Figure 105 Anchoring 1 If two rows are inserted above the pictures the normal picture anchored to cell will shift down two rows and the anchor will change The inverse picture anchored to page will not move This is illustrated in Figure 106 Note that the anchor symbol and the XXX have moved down to cell B12 150 OpenOffice org 3 x Calc Guide Figure 106 Anchoring 2 Aligning graphics You can align several graphics relative to each other To do this 1 Select all of the graphics to be aligned Shift click on each in turn The graphics will be surrounded by an invisible bounding box with 8 green handles
425. readable format is especially useful for compound operations where writing A1 A2 A3 is briefer and easier to read than PRODUCT A1 SUM A2 A3 The main disadvantage of using arithmetical operators is that you cannot directly use a range of cells In other words to enter the equivalent of SUM A1 A3 you would need to type A1 A2 A3 Otherwise whether you use a function or an operator is largely up to you except of course when you are subtracting However if you use spreadsheets regularly in a group setting such as a class or an office you might want to standardize on an entry format so that everyone who handles a spreadsheet becomes accustomed to a standard input Simple statistics Another common use for spreadsheet functions is to pull useful information out of a list such as a series of test scores in a class ora Summary of earnings per quarter for a company You can of course scan a list of figures if you want basic information such as the highest or lowest entry or the average The only trouble is the longer the list the more time you waste and the more likely you are to miss what you re looking for Instead it is usually quicker and more efficient to enter a function Such reasons explain the existence of a function like COUNT which does no more than give the total number of entries in the designated cell range Similarly to find the highest or lowest entry you can use MIN or MAX For each of these formulas
426. reate a new Style using the Style dialog right click in the Styles and Formatting window and choose New from the pop up menu Cell styles only If you want your new style to be linked with an existing style first select that style and then right click and choose New If you link styles then when you change the base style for example by changing the font from Times to Helvetica all the linked styles will change as well Sometimes this is exactly what you want other times you do not want the changes to apply to all the linked styles It pays to plan ahead The dialogs and choices are the same for defining new styles and for modifying existing styles Creating a new style from a selection You can create a new cell style by copying an existing manual format 1 Open the Styles and Formatting window and choose the type of style you want to create 2 In the document select the formatted cell that you want to save as a Style 3 In the Styles and Formatting window click on the New Style from Selection icon j 4 In the Create Style dialog type a name for the new style The list Shows the names of existing custom styles of the selected type Click OK to save the new style 116 OpenOffice org 3 x Calc Guide Create Style Style name NewStyle My Style Cancel Figure 88 Naming a new style created from a selection Creating a new style by dragging and dropping Select a cell and drag it to th
427. red is found Calc automatically sets the reference to the current cell Returns the number of columns in the given reference Array is the reference to a cell range whose total number of columns is to be found The argument can also be a single cell Returns the result of a DDE based link If the contents of the linked range or section changes the returned value will also change The spreadsheet can be reloaded or Edit gt Links selected to see the updated links Cross platform links for example from an OpenOffice org installation running on a Windows machine to a document created on a Linux machine are not supported Server is the name of a server application OpenOffice org applications have the server name Soffice File is the complete file name including path Range is the area containing the data to be evaluated Mode is an optional parameter that controls the method by which the DDE server converts its data into numbers Returns the number corresponding to an error value occurring in a different cell With the aid of this number an error message text can be generated If an error occurs the Appendix B Description of Functions 471 HLOOKUP search criteria array index sorted HYPERLINK URL or HYPERLINK URL cell text INDEX reference row column range INDIRECT reference LOOKUP search criterion search vector result vector Description function returns a logical or numerical value
428. reference has three parts to it e Path and file name e Sheet name e Cell Looking at Figure 251 you can see the the general format for the reference is file Path amp File Name SheetName CellName 302 OpenOffice org 3 x Calc Guide The reference for a file has three forward slashes and the Note reference for a hyperlink has two forward slashes Hyperlinks and URLs Hyperlinks can be used in Calc to jump to a different location from within a spreadsheet and can lead to other parts of the current file to different files or even to web sites Relative and absolute hyperlinks Hyperlinks can be stored within your file as either relative or absolute A relative hyperlink says Here is how to get there starting from where you are now meaning from the folder in which your current document is saved while an absolute hyperlink says Here is how to get there no matter where you start from An absolute link will stop working only if the target is moved A relative link will stop working only if the start and target locations change relative to each other For instance if you have two spreadsheets in the same folder linked to each other and you move the entire folder to a new location a relative hyperlink will not break To change the way that OOo stores the hyperlinks in your file select Tools gt Options gt Load Save gt General and choose if you want URLs saved relatively when referencing the File System or t
429. rereeeeeee 87 Formatting the chart elements cssssscsssssesessssssessesrererrererereereeeees 91 Resizing and moving the chart sesseressssererssseresesreressseeeesssseeeseseee 93 Gallery of chart tyPeS cccecceccscecceccecensenseccecencessessecseceesensessesess 95 Chapter 4 Using Styles and Templates in CalQ ccccccsssccccccccscccces 105 What is a VEIN DIAC 2 viva ccisxssraverincsieapadimariaeavqeakasiawehansssaiisvennesantacaniedss 106 VY ed Uy fe SOs NEE TTT TEIT T E scares 106 Types of styles IN Ors Chiat he tenn hee inhi sent eee settee ere 107 ACCESSING SLY lO Sete ne eer eee re eee ee eee ee een eee 108 Applying cell Sy 16 Sic ieciesinetansesbensestionaenbesaretaesniwocmditdexeeeiquecnsduaansciesns 109 Applying page yy rt cel ceded opie oa cepa eeencaeienesacareaweoue sete 111 Modiiyimg Sylo a nr ee re eet eee rere eee 111 Creating new custom styleS eosessssesesessssecesssreresereererserereeesesss 116 Copying and moving SUV 16S siscascaccavcaensraeccenanabcicasdecseacationnriedenssaversu 117 Deleting stylesS ecoseseseeseeeseseeressssrecssseeseeercerereerrereeeeeesersessseseeeee 119 Creating a spreadsheet from a template cooseseeessreesesrreessrrrresees 119 Creating a template eanireseniiei ee ene ere eer 120 Editing a eksy a0 6 c lt gt lt i ee ent ee eee ee eae ese ene ee es 121 Adding templates using the Extension Managdef ceceeeeee 123 Setting a defaul
430. result In a spreadsheet the variables are cell locations that hold the data needed for the equation to be completed A function is a predefined calculation entered in a cell to help you analyze or manipulate data in a spreadsheet All you have to do is add the arguments and the calculation is automatically made for you Functions help you create the formulas needed to get the results that you are looking for Setting up a spreadsheet If you are setting up more than a simple one worksheet system in Calc it is worth planning ahead a little Avoid the following traps e Typing fixed values into formulas e Not including notes and comments describing what the system does including what input is required and where the formulas come from if not created from scratch e Not incorporating a system of checking to verify that the formulas do what is intended The trap of fixed values Many users set up long and complex formulas with fixed values typed directly into the formula For example conversion from one currency to another requires knowledge of the current conversion rate If you input a formula in cell C1 of 0 75 B1 for example to calculate the value in Euros of the USD dollar amount in cell B1 you will have to edit the formula when the exchange rate changes from 0 75 to some other value It is much easier to set up an input cell with the exchange rate and reference that cell in any formula needing the exchange rate What if typ
431. returns the larger of the two Function TestMax x y If x gt y Then TestMax x Else TestMax y End If End Function Arguments are passed as values Arguments passed to a macro from Calc are always values It is not possible to know what cells if any are used For example PositiveSum A3 passes the value of cell A3 and PositiveSum has no way of knowing that cell A3 was used If you must know which cells are referenced rather than the values in the cells pass the range as a string parse the string and obtain the values in the referenced cells JIZ OpenOffice org 3 x Calc Guide Writing macros that act like built in functions Although Calc finds and calls macros as normal functions they do not really behave as built in functions For example macros do not appear in the function lists It is possible to write functions that behave as regular functions by writing an Add In However this is an advanced topic that is not covered here see http wiki services openoffice org wiki SimpleCalcAddIn Accessing cells directly You can access the OOo internal objects directly to manipulate a Calc document For example the macro in Listing 7 adds the values in cell A2 from every sheet in the current document ThisComponent is set by StarBasic when the macro starts to reference the current document A Calc document contains sheets ThisComponent getSheets Use getCellByPosition col row to return a cell at a specific row and
432. ribed in Using a cell reference on page 23 To select a range of cells enter the cell reference for the upper left hand cell followed by a colon and then the lower right hand cell reference For example to select the range that would go from A3 to C6 you would enter A3 C6 Range of noncontiguous cells 1 Select the cell or range of cells using one of the methods above 2 Move the mouse pointer to the start of the next range or single cell 3 Hold down the Control key and click or click and drag to select another range of cells to add to the first range 4 Repeat as necessary You can also select a noncontiguous range of cells by first clicking twice in the STD field on the status bar to change it to ADD before clicking on a cell that you want to add to the Tip range of cells in step 3 above This method works best when adding single cells to a range If you use this method be sure to change ADD back to STD or you may find yourself adding more selections unintentionally 28 OpenOffice org 3 x Calc Guide Selecting columns and rows Entire columns and rows can be selected very quickly in OOo Single column or row To select a single column click on the column identifier letter see Figure 1 To select a single row click on the row identifier number Multiple columns or rows To select multiple columns or rows that are contiguous 1 Click on the first column or row in the group 2 Hold down the Shift key 3 Cl
433. rning when pasting data Figure 322 Selecting general options for Calc Metrics section Choose the unit of measurement used in spreadsheets and the default tab stops distance 400 OpenOffice org 3 x Calc Guide Updating section Choose whether to update links when opening a document always only on request or never Regardless of this setting you can manually update links at any time You might want to avoid updating links when opening documents if they often contain many charts or linked graphics that would slow down loading Input settings section Press Enter to move selection Specifies that pressing Enter moves the cursor to another cell If this option is selected you can also choose the direction the cursor moves up down left or right If this option is not selected pressing Enter completes data entry for a cell but does not move the Cursor Press Enter to switch to edit mode Specifies that pressing Enter puts the selected cell into edit mode Expand formatting Specifies whether to automatically apply the formatting attributes of an inserted cell to empty adjacent cells If for example an inserted cell has the bold attribute this attribute will also apply to empty adjacent cells However cells that already have a special format will not be modified by this function To see the affected range press Ctri multiplication sign on the number pad The format will also apply to all new values inserted within this ra
434. rom the Start Center Click the Open a document icon From the Menu bar Choose File gt Open From a toolbar Ob Click the Open icon on the Standard toolbar Chapter 1 Introducing Calc 17 From the keyboard Press the key combination Control O Fach of these options displays the Open dialog where you can locate the spreadsheet that you want to open You can also use the Recent Documents list to open a spreadsheet This list is located on the File menu directly below Open The list displays the last 10 files that were opened in any of the OOo components Tip Opening CSV files Comma separated values CSV files are text files that contain the cell contents of a single sheet Each line in a CSV file represents a row ina spreadsheet Commas semicolons or other characters are used to separate the cells Text is put in quotation marks numbers are written without quotation marks To open a CSV file in Calc 1 Choose File gt Open 2 Locate the CSV file that you want to open 3 If the file has a csv extension select the file and click Open 4 If the file has another extension for example txt select the file select Text CSV csv txt xls in the File type box scroll down into the spreadsheet section to find it and then click Open 5 On the Text Import dialog Figure 7 select the Separator options to divide the text in the file into columns You can preview the layout of the imported data at the bo
435. rows iw Add filter iW Enable drill to details Figure 183 Expanded dialog of the DataPilot Results to Results to defines where your result will be shown If you do not enter anything the DataPilot will put your result below the list that contains your data This could result in overwriting any data that is already in that location To avoid overwriting data you can leave Results to as undefined and enter a cell reference to tell the DataPilot where to show the results However a generally better approach is to use new sheet to add a new sheet to the spreadsheet file and place the results there Ignore empty rows If the source data is not in the recommended form this option tells the DataPilot to ignore empty rows Identify categories If the source data has missing entries in a list and does not meet the recommended data structure see Figure 184 the DataPilot adds it to the listed category above it If this option is not chosen then the DataPilot inserts empty Region Quantity Apples Italy 6 2 t Lake Constance 19 2 t California 3 6 t Pears Italy Tot Lake Constance 22 0t Figure 184 Example of data with missing entries in Column A The option Identify categories ensures that in this case rows 3 and 4 are added to the product Apples and row 6 is added to Pears see Figure 185 1 In this case the word undefined is misleading because the output position is in fact defined 246 OpenOffice org
436. rst row data Figure 76 shows a comparison of three currencies with the Japanese Yen Even though the table presents the monthly series the chart does not In fact the Japanese Yen does not appear it is merely used as the constant series that all the other data series are compared against Chapter 3 Creating Charts and Graphs 99 Comparison wth Japanese Yen E Australian Dollar 150 Ul Pound French Frang 40 100 110 120 130 140 130 160 Tro 160 1490 Figure 76 A particularly volatile time in the world currency market Bubble charts A bubble chart is a variation of a scatter chart in which the data points are replaced with bubbles It shows the relations of three variables in two dimensions Two variables are used for the position on the X axis and Y axis while the third is shown as the relative size of each bubble One or more data series can be included in a single chart Bubble charts are often used to present financial data The data series dialog for a bubble chart has an entry to define the data range for the bubbles and their sizes Trends In Currency Values 300 250 150 100 50 0 0 1 2 3 a 6 f 6 9 Uk Round Australian Dalar Japanese Yen Figure 77 Bubble chart showing three data series 100 OpenOffice org 3 x Calc Guide Net charts A net chart is similar to a polar or radar chart They are useful for comparing data that are not time series but show different circumstances s
437. s 7 US Sizes Address Book template Template Management outline numbering test A outline numbering test Styles sample odt AJ OGoEmphasis AJ OOoComputerCode AJ Oookeystroke OooChaphumnber AJ OGoStrangEmphasis Default OOo able Text OOoFooter OOoComputerCode Documents Documents Figure 90 Copying a style from one document to another 118 OpenOffice org 3 x Calc Guide Deleting styles You cannot remove delete any of Calc s predefined styles even if you are not using them You can remove any user defined custom styles but before you do you should make sure the styles are not in use If an unwanted style is in use you will want to replace it with a substitute style Replacing styles and then deleting the unwanted ones can be very useful if you are dealing with a spreadsheet that has been worked on by several people To delete unwanted styles right click on them one at a time in the Styles and Formatting window and click Delete on the pop up menu Choose Yes in the confirmation pop up Creating a spreadsheet from a template To create a spreadsheet from a template 1 From the main menu choose File gt New gt Templates and Documents The Templates and Documents dialog opens See Figure 91 for the Windows version of this dialog 2 In the box on the left click the Templates icon if it is not already selected A list of template folders appears in the center
438. s 5 A 46 5 14 ape OS s0000f__ of Figure 231 Results of multiple operations calculations 286 OpenOffice org 3 x Calc Guide Multiple operations across rows and columns You can carry out multiple operations simultaneously for both columns and rows in so called cross tables The formula must use at least two variables the alternative values for which should be arranged so that one set is along a single row and the other set appears in a single column These two sets of alternative values will form column and row headings for the results table produced by the Multiple Operations procedure Select the range defined by both data ranges thus including all of the blank cells that are to contain the results and choose Data gt Multiple operations Enter the cell reference to the formula in the Formulas field The Row input cell and the Column input cell fields are used to enter the reference to the corresponding cells of the formula Beware of entering the cell reference of a variable into the Caution wrong field The Row input cell field should contain not the cell reference of the variable which changes down the rows of your A results table but that of the variable whose alternative values have been entered along a single row Calculating with two variables You now want to vary not just the quantity produced annually but also the selling price and you are interested in the profit in each case Expand the table
439. s Listing 20 uses a slightly different method to obtain Bob s quiz scores Listing 20 Better use of OFFSET SUM OFFSET A1 MATCH Bob Al A16 0 1 3 1 2 Table 24 contains a description of each function used in Listing 20 To help convince yourself that Listing 20 is better than Listing 19 replace A1 with A2 in both Listing 20 and Table 24 and notice that you still obtain Bob s quiz scores Table 24 Breakdown of Listing 20 Function Description MATCH Bob A1 A16 0 1 Return 3 because Bob is the fourth entry in column A OFFSET AI 3 3 1 2 Return the range D4 E4 SUM D4 E4 Return the sum of Bob s quiz scores The first argument to OFFSET can be a range so you can use a Tip defined range name INDEX returns cells inside a specified range INDEX returns the cells specified by a row and column number The row and column number are relative to the upper left corner of the specified reference range For example using INDEX B2 D3 1 1 Chapter 13 Calc as a Simple Database 385 returns the cell B2 Table 25 lists shows the syntax for using the INDEX function Table 25 Syntax for INDEX Description INDEX reference Return the entire range INDEX reference row Return the specified row in the range INDEX reference row Return the cell specified by row and column A column row and column of 1 returns the cell in the upper left corner of the range INDEX reference row A reference range can
440. s Motor 3 Jan 12 23 Ay 4 Feb J 31 54 5 Mar 14 af 56 6 Apr 1f 26 46 7 May 13 18 39 8 Jun z a7 z 10 Figure 52 Selecting data for plotting Next open the Chart Wizard dialog using one of two methods e Choose Insert gt Chart from the menu bar e Or click the Chart icon on the main toolbar j Ha ay y hoaa h om wl eE 8 J Figure 53 Insert chart from main toolbar Either method inserts a sample chart on the worksheet opens the Formatting toolbar and opens the Chart Wizard as shown in Figure 54 Before choosing the Chart Wizard place the cursor anywhere in the area of the data The Chart Wizard will then do a fairly good job of guessing the range of the data Just be careful that you have not included the title of your chart Tip 74 OpenOffice org 3 x Calc Guide Chart Area Format Selection ib EE as om LE D SS a r a a m Equipment Rentals Ha e e y Steps Choose a chart type PERSE ib Column 2 Data Range 6 Pie be Area 3 Data Series ls cae 4 Chart Elements its xY Scatter 2 Bubble Net liti Stock kal Column and Line Py ramid Figure 54 Chart Wizard Step 1 Choose a chart type Choosing a chart type The Chart Wizard includes a sample chart with your data This sample chart updates to reflect the changes you make in the Chart Wizard The Chart Wizard has three main parts a list of steps involved in setting up the chart a list
441. s are reference lists then each list item from the left is intersected with each one from the right and these results are concatenated to a reference list The order is to first intersect the first item from the left with all items from the right then intersect the second item from the left with all items from the right and so on Examples A2 B4 B3 D6 This results in a reference to the range B3 B4 because these cells are inside A2 B4 and inside B3 D4 A2 B4 B1 C2 B2 C6 C1 D3 First the intersections A2 B4 B2 C6 A2 B4 C1 D3 B1 C2 B2 C6 and B1 C2 C1 D3 are calculated This results in B2 B4 empty B2 C2 and C1 C2 Then these results are concatenated dropping empty parts So the final result is the reference list B2 B4 B2 C2 C1 C2 188 OpenOffice org 3 x Calc Guide You can use the intersection operator to refer a cell in a cross tabulation in an understandable way If you have columns labeled Temperature and Precipitation and the rows labeled January February March and so on then the following expression February Temperature will reference to the cell containing the temperature in February The intersection operator should have a higher precedence than the concatenation operator but do not rely on precedence Tip Always put in parentheses the part that is to be calculated first Relative and absolute references References are the way that we refer to the location o
442. s category Help region employee Bow Fields Data Fields Drag the fields trom the right into the desired position Figure 182 DataPilot dialog Row Fields and Column Fields indicate in which groups the result will be sorted in the rows and columns If there are no entries in one of these area then partial sums will not be provided for the corresponding rows or columns Often more than one field is used at the same time get partial sums for rows or columns The order of the fields gives the order of the sums from overall to specific For example if you drag region and employee into the Row Fields area the sum will be divided into the employees Within the employees will be the listing for the different regions Fields that are placed into the Page Fields area appear in the result above as a drop down list The summary in your result takes only that part of your base data into account that you ve selected For example if you use employee as a page field you can filter the result shown for each employee To remove a field from the white layout area just drag it to the border and drop it the cursor will change to a crossed symbol or click the Remove button More options To expand the DataPilot and show more options click More Chapter 8 Using the DataPilot 245 Result Results to undefined 7 A E Iqnore empty rows a Identify categories W Total columns lw Total
443. s connected by OR Conclusion A Calc document provides sufficient database functionality to satisfy the needs of most people The infrequently used database functions such as OFFSET and INDEX are worth the time to learn and they can Save yourself time in the long run 388 OpenOffice org 3 x Calc Guide OpenOf ficeorg3 Chapter 1 4 Setting up and Customizing Calc Introduction This chapter describes some common customizations that you may wish to do In addition to selecting options from those provided you can customize menus toolbars and keyboard shortcuts add new menus and toolbars and assign macros to events However you cannot customize context right click menus Other customizations are made easy by extensions that you can install from the OpenOffice org website or from other providers Customizations to menus and toolbars can be saved in a template To do so first save them in a document and then save the document as a template as described in Chapter 4 Using Styles and Templates in Calc Note Choosing options that affect all of OOo This section covers some of the settings that apply to all the components of OpenOffice org Other general options are discussed in Chapter 2 Setting Up OpenOffice org in the Getting Started guide 5 Click Tools gt Options The list on the left hand side varies depending on which component of OOo is open 6 Click the sign to the left of OpenOffice org on the left
444. s for this value Syntax The syntax has two variations GETPIVOTDATA target field DataPilot Field name Element GETPIVOTDATA DataPilot specification First syntax variation The target field to specify which data field of the DataPilot is used within the function If your DataPilot has only one data field this entry is ignored but you must enter it anyway If your DataPilot has more than one data field then you have to enter the field name from the underlying data source for example sales value or the field name of the data field itself for example sum sales value The argument DataPilot specifies the DataPilot that you want to use It is possible that your document contains more than one DataPilot Enter here a cell reference that is inside the results area of your DataPilot It might be a good idea to always use the upper left corner cell of your DataPilot so you can be sure that the cell will always be within your DataPilot even if the layout changes Example GETPIVOTDATA sales value Al 268 OpenOffice org 3 x Calc Guide If you enter only the first two arguments then the function returns the total result of the DataPilot You can add more arguments as pairs with field name and element to retrieve specific partial sums In the example in Figure 221 where we want to get the partial sum of Hans for sailing the formula in cell C12 would look like this GETPIVOTDATA sales value Al1
445. s identified by its row number and column letter Cells hold the individual elements text numbers formulas and so on that make up the data to display and manipulate Fach spreadsheet can have many sheets and each sheet can have many individual cells In Calc 3 x each sheet can have a maximum of 65 536 rows and a maximum of 1024 columns for a total of over 67 million cells 10 OpenOffice org 3 x Calc Guide Parts of the main Calc window When Calc is started the main window looks similar to Figure 1 Ei Untitled 1 OpenOffice ore Cale Hile zdt Yew insert Format loos Data Window Helg a r E E E E E E EA 2 oe P Default e Arial Ea 10 i Hy ie Bdo ate toolbar Active cell Active cell reference Colurnn Headers Name box al Sheets Sheet2 x y gt lo Shee 113 Defauk AG e _ amp 100 Figure 1 Parts of the Calc window If any part of the Calc window in Figure 1 is not shown you can display it using the View menu For example View gt Status Note Bar will toggle show or hide the Status Bar It is not always necessary to display all the parts as shown show or hide any of them as desired Title bar The Title bar located at the top shows the name of the current spreadsheet When the spreadsheet is newly created its name is Untitled X where X is a number When you Save a spreadsheet for the first time you are prompted to enter a name of your choice Menu bar
446. s pasted into a Writer document as a DDE object then the spreadsheet cannot be edited in the Writer document But if the original Calc spreadsheet is updated the changes are automatically made in the Writer document If the spreadsheet is inserted as a Linked OLE object into the Writer document then the spreadsheet can be edited in the Writer as well as in the Calc document and both documents are in sync with each other Object Linking and Embedding OLE The major benefit of an OLE Object Linking and Embedding object is that it is quick and easy to edit the contents just by double clicking on 316 OpenOffice org 3 x Calc Guide it You can also insert a link to the object that will appear as an icon rather than an area showing the contents itself OLE objects can be linked to a target document or be embedded in the target document Linking inserts information which will be updated with any subsequent changes to the original file while embedding inserts a static copy of the data If you want to edit the embedded spreadsheet double click on the object To embed a spreadsheet as an OLE object in a presentation 1 Place the cursor in the document and location you want the OLE object to be 2 Select Insert gt Object gt OLE Object The dialog below opens i Insert OLE Object Create new Create from file Object type Cancel OpenOffice org 2 2 Spreadsheet OpenOffice org 2 2 Chart OpenOffice org 2
447. s the array or matrix of X data Returns the t distribution for the given Number Degrees _ freedom is the number of degrees of freedom for the t distribution Mode 1 returns the one tailed test Mode 2 returns the two tailed test Returns the inverse of the t distribution for the given Number associated with the two tailed t distribution Degrees freedom is the number of degrees of freedom for the t distribution Returns the mean of a data set without the Alpha proportion of data at the margins Data is the array of data in the sample Alpha is the proportion of the marginal data that will not be taken into consideration Returns the probability associated with a Student s t Test Data_1 is the dependent array or range of data for the first record Data_2 is Appendix B Description of Functions 457 VAR number 1 number 2 number 30 VARA value 1 value 2 value 30 VARP Number 1 number 2 number 30 VARPA value 1 value 2 value 30 WEIBULL number alpha beta C ZTEST data number Sigma Description the dependent array or range of data for the second record Mode 1 calculates the one tailed test Mode 2 the two tailed test Type of t test to perform paired 1 equal variance homoscedastic 2 or unequal variance heteroscedastic 3 Estimates the variance based on a sample Number_1 number 2 number_30 are numerical values or ranges representing a Sam
448. s the existing data to be replaced by the newly sorted data The Copy sort results to checkbox however causes the selected data to be left unchanged and a copy of the sorted data is copied to the specified location You can either directly enter a target address Sheet3 A1 for example or select a predefined range Check the Custom sort order checkbox to sort based on a predefined list of values To set your own predefined lists use Tools gt Options gt OpenOffice org Calc gt Sort Lists and then enter your own sort lists Predefined sort lists are useful for sorting lists of data that should not be sorted alphabetically or numerically For example sorting days based on their name Sort Criteria Options Case sensitive MV Range contains column labels V Include formats a Copy sort results to eneg Language Default Direction f Top to bottom sort rows Left to right sort columns Data area A 1 G 16 unnamed Cancel Help Reset Figure 308 Set sort options 366 OpenOffice org 3 x Calc Guide When a cell is moved during a sort operation external references to that cell are not updated If a cell that contains a relative reference to another cell is moved the reference is Caution relative to the new position when sorting is finished Know the behavior of references during sorting and do not be alarmed A this is almost always what you want because the reference is to the right or l
449. s the present value of an investment resulting from a series of regular payments Rate defines the interest rate per period NPER is the total number of payment periods PMT is the regular payment made per period FV optional defines the future value remaining after the final installment has been made Type optional defines whether the payment is due at the beginning 1 or the end 0 of a period Returns the constant interest rate per period of an annuity NPER is the total number of periods during which payments are made payment period PMT is the constant payment annuity paid during each period PV is the cash value in the sequence of payments FV optional is the future value which is reached at the end of the periodic payments Type optional defines whether the payment is due at the beginning 1 or the end 0 ofa period Guess optional determines the estimated value of the interest with iterative calculation Calculates the amount received that is paid for a fixed interest security at a given point in time Settlement is the date of purchase of the security Maturity is the date on which the security matures Investment is the purchase sum Discount is the percentage discount on acquisition of the security Basis indicates how the year is to be calculated Calculates the interest rate resulting from the profit return of an investment P is the number of periods needed for calculating the interest rate PV is the
450. same column that either has at least one text character or whose format is defined as Text Click on the entry you 55 Novembe require Pa econ ets 79 Sharing content between sheets You might want to enter the same information in the same cell on multiple sheets for example to set up standard listings for a group of individuals or organizations Instead of entering the list on each sheet individually you can enter it in all the sheets at once To do this select all the sheets Edit gt Sheet gt Select then enter the information in the current one This technique overwrites any information that is already in Caution the cells on the other sheets without any warning For this reason when you are finished be sure to deselect all the A Sheets except the one you want to edit Ctri click on a sheet tab to select or deselect the sheet 48 OpenOffice org 3 x Calc Guide Validating cell contents When creating spreadsheets for other people to use you may want to make sure they enter data that is valid or appropriate for the cell You can also use validation in your own work as a guide to entering data that is either complex or rarely used Fill series and selection lists can handle some types of data but they are limited to predefined information To validate new data entered by a user select a cell and use Data gt Validity to define the type of contents that can be entered in that cell For example a cell
451. scope of the chart entirely For ease of estimating data you can also display the x or y axis grids by selecting the Display grids options You can leave out the legend or include it and place it to the left right top or bottom To confirm your selections and complete the chart click Finish Editing charts After you have created a chart you may find things you would like to change Calc provides tools for changing the chart type chart elements data ranges fonts colors and many other options through the Insert and Format menus the right click context menu and the Chart toolbar 78 OpenOffice org 3 x Calc Guide Changing the chart type You can change the chart type at any time To do so 1 First select the chart by double clicking on it The chart should now be surrounded by a gray border 2 Then do one of the following e Choose Format gt Chart Type from the menu bar e Click the chart type icon ob on the Formatting toolbar e Right click on the chart and choose Chart Type In each case a dialog similar to the one in Figure 54 opens See page 75 for more information Adding or removing chart elements Figures 58 and 59 show the elements of 2D and 3D charts The default 2D chart includes only two of those elements e Chart wall contains the graphic of the chart displaying the data e Chart area is the area surrounding the chart graphic The optional chart title and the legend key are in the ch
452. scribed for different sheets in a single spreadsheet but we add one more step to indicate which file the sheet is in Creating the reference with the mouse To create the reference with the mouse both spreadsheets need to be open Select the cell in which the formula is going to be entered 1 Click the icon next to the input line Chapter 10 Linking Calc Data 301 2 Switch to the other spreadsheet the process to do this will vary depending on which operating system you are using 3 Select the sheet Savings Account and then the reference cell F3 F3 v fr E C3 SUM B4 B46 O aAa e c pob E EO c Savings Account Description Amount Balance Opening Balance be 500 00 2 500 00 Total Balance 41 405 OD Savings Account 20 00 2535 00 Car Down Payment f1 250 00 7205 00 Oo J A e m e Checking Account Savings Account Credit Card 2 Car Loan Figure 250 Selecting the savings account reference cell 4 Switch back to the original spreadsheet 5 Click on the green check mark on the input line Your spreadsheet should now resemble Figure 251 20 053 51 Melissa 30 025 36 Figure 251 Linked files You will get a good feel for the format of the reference if you look closely at the input line Based on this line you can create the reference using the keyboard Creating the reference with the keyboard Typing the reference is simple once you know the format the reference takes The
453. se database field search criteria DSTDEVP database database field search criteria DSUM database database field search criteria DVAR database database field search criteria Description Counts the number of rows records in a database that match the specified search_criteria and contain numeric or alphanumeric values The search supports regular expressions Returns the contents of the referenced cell ina database which matches the specified search criteria In case of an error the function returns either VALUE for no row found or Err502 for more than one cell found Returns the maximum content of a cell field ina database all records that matches the specified search criteria The search supports regular expressions Returns the minimum content of a cell field in a database that matches the specified search criteria The search supports regular expressions Multiplies all cells of a data range where the cell contents match the search criteria The search Supports regular expressions Calculates the standard deviation of a population based on a sample using the numbers ina database column that match the search_criteria The records are treated as a sample of data Note that a representative result of a large population can not be obtained from a sample of fewer than one thousand Calculates the standard deviation of a population based on all cells of a data range which match the search cri
454. sed to convert a time based on these three elements to a decimal time value Hour minute and second must all be integers Returns the internal time number from a text enclosed by quotes in a time entry format The internal number indicated as a decimal is the result of the date system used under OOo to calculate date entries Returns the current computer system date The value is updated when your document recalculates TODAY is a function without arguments Returns the day of the week for the given number date value The day is returned as an integer based on the type Type determines the type of calculation type 1 default the weekdays are counted starting from Sunday Monday 0 type 2 the weekdays are counted starting from Monday Monday 1 type 3 the weekdays are counted starting from Monday Monday 0 Calculates the number of the calendar week of the year for the internal date number Mode sets the start of the week and the calculation type 1 Sunday 2 Monday Calculates the calendar week of the year for a Date Date is the date within the calendar week Return_type sets the start of the week and the calculation type 1 Sunday 2 Monday Calculates the difference in weeks between two dates start_date and end date Type is one of two possible values O interval or 1 in numbers of weeks Appendix B Description of Functions 461 WEEKSINYEAR date WORKDAY start date days holidays
455. select a color from a color table edit an existing color and define new colors These colors are stored in your color palette and are then available in all components of OOo Propertes Name Blue amp Add Colour Colour table ERSGCBSnn ja BZ Sm a fa LJ b ki ma th mg kla hgt Figure 312 Defining colors to use in color palettes in OOo Chapter 14 Setting up and Customizing Calc 391 To modify a color 1 Select the color to modify from the list or the color table 2 Enter the new values that define the color If necessary change the settings from RGB Red Green Blue to CMYK Cyan Magenta Yellow Black or vice versa The changed color appears in the lower of the two color preview boxes at the top 3 Modify the Name as required 4 Click the Modify button The newly defined color is now listed in the Color table Alternatively click the Edit button to open the Color dialog shown in Figure 313 Here you can select a color from one of the color windows in the upper area or you can enter values in the lower area using your choice of RGB CMYK or HSB Hue Saturation and Brightness values The upper right color window is linked directly with the color input fields in the lower area as you choose a color in the upper window the numbers change accordingly The two color fields at the lower right Show the value of the selected color on the left and the currently set value from the color
456. sheet or e Right click on a sheet tab and choose Rename Sheet from the pop up menu replace the existing name with a different one e New in 0003 1 Double click on a sheet tab to pop up the Rename Sheet dialog Sheet names must start with either a letter or a number other characters including spaces are not allowed Apart from the first character of the sheet name allowed characters are Note letters numbers spaces and the underscore character Attempting to rename a sheet with an invalid name will produce an error message Viewing Calc Using zoom Use the zoom function to change the view to show more or fewer cells in the window Chapter 1 Introducing Calc 33 In addition to using the Zoom slider new in OOo 3 1 on the Status bar see page 16 you can open the Zoom dialog and make a selection on the left hand side e Choose View gt Zoom from the Menu bar or e Double click on the percentage figure in the Status bar at the bottom of the window a Zoom amp View Layout Zoom factor Optimal Fit width and height Fit width 100 Variable Figure 16 Zoom dialog Optimal Resizes the display to fit the width of the selected cells To use this option you must first highlight a range of cells Fit Width and Height Displays the entire page on your screen Fit Width Displays the complete width of the document page The top and bottom edges of the page may not be visible 100 Disp
457. shown in Figure 230 above D2 thru D11 already contain the numbers 500 1000 and so on up to 5000 In E1 through H1 enter the numbers 8 10 15 and 20 1 Select the range D1 H11 2 Choose Data gt Multiple Operations 3 With the cursor in the Formulas field of the Multiple operations dialog click cell B5 profit 4 Set the cursor in the Row input cell field and click cell B1 This means that B1 the selling price is the horizontally entered variable with the values 8 10 15 and 20 Set the cursor in the Column input cell field and click cell B4 This means that B4 the quantity is the vertically entered variable D N Chapter 9 Data Analysis 287 1 10 8 10 15 20 2 2 500 6000 me 3 10000 1000 2000 E 4 1500 2000 1 33 5 6000 3 2000 GOOO 3 6 2500 10000 A 7 4000 14000 ABT 8 4500 18000 514 g 400 22000 55 10 A500 26000 578 11 5000 30000 6 C ij n 7 T Multiple operations Default settings Formulas Row input cell Column input cell Figure 232 Sheet and dialog showing input 6 Click OK The profits for the different selling prices are now shown in the range E2 H11 ea A z MULTIPLE OPERA TIONS B 5 B 4 D11 B 1 H 1 C1 H11 O A O B O z D E F G H f 1 10 8 10 15 30 2 3 500 7000 6000 4500 1000 3 10000 1000 4000 20a a000 8000 4 2000 1500 1000 2000 9500 17000 5 6000 2000 2000 6000 16000 26000 6 2500 5000 10000 23500 35000 7 3000 a000 14000 29000 44000 8 3500 11000 18000 35500
458. singly the second one is called multiple rather than Significance even though the two are identical The difference between MROUND and CEILING and FLOOR is that MROUND rounds up or down using symmetric arithmetic rounding For example if the number is 77 and the multiple is 5 then MROUND gives a result of 75 However if the multiple is changed to 7 then MROUND s result becomes 77 Once you become familiar with Calc s long undifferentiated list of functions you can start to decide which is most useful for your purposes However one last point is worth mentioning If you are working with more than two decimal places don t be surprised if you don t see the Same number of decimal places on the spreadsheet as you do on the function wizard If you don t the reason is that Tools gt Options gt OpenOffice org Calc gt Calculate gt Decimal Places defaults to 2 Change the number of decimal places and if necessary uncheck the Precision as shown box on the same page and the spreadsheet will display as expected Using regular expressions in functions A number of functions in Calc allow the use of regular expressions SUMIF COUNTIF MATCH SEARCH LOOKUP HLOOKUP VLOOKUP DCOUNT DCOUNTA DSUM DPRODUCT DMAX DMIN DAVERAGE DSTDEV DSTDEVP DVAR DVARP DGET Whether or not regular expressions are used is selected on the Tools gt Options gt OpenOffice org Calc gt Calculate dialog Chapter 7 Using Formulas and Funct
459. sions Find_text is the text to be searched for Text is the text where the search will take place Position optional is the position in the text where the search is to Start Substitutes new text for old text in a string Text is the text in which text segments are to be exchanged Search_text is the text segment that is to be replaced a number of times New text is the text that is to replace the text segment Occurrence optional indicates how many occurrences of the search text are to be replaced If this parameter is missing the search text is replaced throughout 478 OpenOffice org 3 x Calc Guide Description T value Converts a number to a blank text string Value is the value to be converted Also a reference can be used as a parameter If the referenced cell includes a number or a formula containing a numerical result the result will be an empty string TEXT number format Converts a number into text according to a given format Number is the numerical value to be converted Format is the text which defines the format Use decimal and thousands separators according to the language set in the cell format TRIM text Removes spaces that are in front of a string or aligns cell contents to the left Text is the text in which leading spaces are removed or the cell in which the contents will be left aligned UPPER text Converts the string specified in the text parameter to uppercase Text is the lower case l
460. st with 12 payments a year Chapter 7 Using Formulas and Functions 181 Formula Description B8 SUM B10 B14 Calculates B8 minus the sum of the cells B10 to B14 SUM B8 SUM B10 B14 Calculates the sum of cells B10 to B14 and adds the value to B8 SUM B1 B65536 Sums all numbers in column B AVERAGE BloodSugar Displays the average of a named range defined under the name BloodSugar IF C31 gt 140 HIGH OK Displays the results of a conditional analysis of data from two sources If the contents of C31 is greater than 140 then HIGH is displayed otherwise OK is displayed Users of Lotus 1 2 3 Quattro Pro and other spreadsheet software may be familiar with formulas that begin with or A mathematical formula would look like Note D2 C2 or 2 3 Functions begin with the symbol such as SUM D2 D7 COS DEGTORAD 30 and IRR GUESS CASHFLOWS Ranges are identified such as Al1 D3 Functions can be identified in Table 7 with a word for example ROUND followed by parentheses enclosing references or numbers It is also possible to establish ranges for inclusion by naming them using Insert gt Names for example BloodSugar representing a range such as B3 B10 Logical functions can also be performed as represented by the IF statement which results in a conditional response based upon the data in the identified cell for example IF A2 gt 0 Positive Negative A value of 3 in
461. string Text is the text for which the code of the first character is to be found CONCATENATE text 1 Combines several text strings into one string text 2 text 30 Text_1 text_2 text_30 are text passages that are to be combined into one string Appendix B Description of Functions 475 Syntax DECIMAL text radix DOLLAR value decimals EXACT text 1 text 2 FIND find text text position FIXED number decimals no thousands separator Description Converts text with characters from a number system to a positive integer in the base radix given The radix must be in the range 2 to 36 Spaces and tabs are ignored The text field is not case sensitive Text is the text to be converted To differentiate between a hexadecimal number such as Al and the reference to cell A1 place the number in quotation marks for example A1 or FACE Radix is the base of the number system It may be any positive integer between 2 and 36 Converts a number to an amount in the currency format rounded to a specified decimal place Value is the number to be converted to currency it can be a number a reference to a cell containing a number or a formula which returns a number Decimals optional is the number of decimal places If no decimals value is specified all numbers in currency format will be displayed with two decimal places The currency format is set in the system settings Compares two text strings an
462. t calc autoformat bmp lt All formats gt Graphic calc delete bmp lt All formats gt Graphic sort lists 1 bmp lt All formats gt Graphic Break Link Source file file D aaaa calc autoformat bmp Element lt All formats gt Type Graphic Update Figure 97 The Edit Links dialog Going the other way from embedded to linked is not so easy Note you must delete and reinsert each image one at a time selecting the Link option when you do so Chapter 5 Using Graphics in Calc 133 Inserting an image from the clipboard Using the clipboard you can copy images into a Calc document from another Calc document from another component of OOo Writer Draw and so on and from other programs To do this 1 Open both the source document and the Calc document into which you want to copy the image 2 In the source document select the image to be copied 3 Press Control C to copy the image to the clipboard 4 Switch to the Calc window 5 Click to place the cursor where the graphic is to be inserted 6 Press Control V to insert the image Caution Ifthe application from which the graphic was copied is closed before the graphic is pasted into Calc the image stored on the A clipboard could be lost from the clipboard Inserting an image from the Gallery The Gallery provides a convenient way to group reusable objects such as graphics and sounds that you can insert into your documents The Gallery is available
463. t mouse button and drag to select the required area When the area has been selected click the Shrink button again to return to the wizard If multiple arguments are needed select the next text box below the first and repeat the selection process for the next cell or range of cells Repeat this process as often as required The Wizard will accept up to 30 ranges or arguments in the SUM function Click OK to accept the function and add it to the cell and get the result You can also select the Structure tab Figure 141 to see a tree view of the parts of the formula The main advantage over the Function List is that each argument is entered in its own field making it easier to manage The price of this reliability is slower input but this is often a small price to pay since precision is generally more important than speed when creating a spreadsheet Chapter 7 Using Formulas and Functions 201 Function Wizard p x Functions Structure IF Function result gt 60 Structure Specifies a logical test to be performed Testtreguired Any value or expression which can be either TRUE or FALSE Test amp tia a Then value jf Otherwise value fe R 1 154 TT Formula Result gt 60 mlF 1E EEPO ERGS 1 154 POM YERUFS 0 203 Eott e gt 60 gt s60 1B6 PD fastest L154 BOW vERIFE 0 203 Es ca 7 array Help Cancel lt lt Back Next gt gt Figure 141 Structure page of Function
464. t the current balances will be in cell F3 of each sheet There are two ways to reference cells in other sheets by entering the formula directly using the keyboard or by using the mouse We will look at the mouse method first Creating the reference with the mouse On the Summary sheet set up a place for all five account balances so we know where to put the cell reference Figure 244 shows a summary Sheet with a blank Balance column We want to place the reference for the checking account balance in cell B3 63 Checking Account 4 Savings Account 65 Credit Card 1 6 Credit Card 2 Car Loan Figure 244 Blank summary To make the cell reference in cell B3 select the cell and follow these Steps 1 Click on the icon next to the input line The icons change and an equals sign appears in the input line as in Figure 245 Chapter 10 Linking Calc Data 299 2 fra y accept unt Summary Balance Figure 245 Equal sign in input line Now click on the sheet tab for the sheet containing the cell to be referenced In this case that is the Checking Account sheet as shown in Figure 246 6 T Summary Checking accat f Savings Account _ Account f Credit Card 1 j Credit Card 2 j Car Loan 4 Figure 246 Click on the checking account tab 3 Click on cell F3 where the balance is in the Checking Account Sheet The phrase Checking Account F3 should appear in the input line as in Figure
465. t cell is A1 Range operator The range operator is written as colon An expression using the range operator has the following syntax reference left reference right The range operator builds a reference to the smallest range including both the cells referenced with the left reference and the cells referenced with the right reference 186 OpenOffice org 3 x Calc Guide A1 D12 eal LO 0 J Oh On e U N e 14 Figure 130 Reference Operator for a range In the upper left corner of Figure 130 the reference A1 D12 is shown corresponding to the cells included in the drag operation with the mouse to highlight the range Examples A2 B4 Reference to a rectangle range with 6 cells 2 column width x 3 row height When you click on the reference in the formula in the input line a border indicates the rectangle A2 B4 C9 Reference to a rectangle range with cell A2 top left and cell C9 bottom right So the range contains 24 cells 3 column width x 8 row height Sheet1 A3 Sheet3 D4 Reference to a cuboid range with 24 cells 4 column width x 2 row height x 3 sheets depth When you enter B4 A2 or A4 B2 directly then Calc will turn it to A2 BA4 So the left top cell of the range is left of the colon and the bottom right cell is right of the colon But if you name the cell B4 for example with start and A2 with end you can use start end without any error Calc can not reference a whole column of unspecified length v
466. t is 0 VLOOKUP Search for a specific value across the rows in the first column of an array Returns the value from a different column in the same row Most of the functions in Table 17 require no explanation either because they are well understood SUM for example or because if you need to use them then you know what they are STDEV for example Unfortunately some of the more useful functions are infrequently used because they are not well understood Count and sum cells that match conditions COUNTIF and SUMIF The COUNTIF and SUMIF functions calculate their values based on search criteria The search criteria can be a number expression text string or even a regular expression The search criteria can be contained in a referenced cell or it can be included directly in the function call The COUNTIF function counts the number of cells in a range that match specified criteria The first argument to COUNTIF specifies the range to search and second argument is the search criteria Table 18 illustrates different search criteria using the COUNTIF function referencing the data shown in Table 12 The first two arguments for SUMIF serve the same purpose as the arguments for COUNTIF the range that contains the cells to search and the search criteria The third and final argument for SUMIF Specifies the range to sum For each cell in the search range that matches the search criteria the corresponding cell in the sum range is added i
467. t it changed Many people find some of the AutoCorrect functions quite helpful if you do then select the relevant options But if you find unexplained changes appearing in your document this is a good place to look to find the cause To open the AutoCorrect dialog click Tools gt AutoCorrect Options You need to have a document open for this menu item to appear Chapter 14 Setting up and Customizing Calc 409 In Calc this dialog has four tabs as shown below Options are described in the Help many will be familiar to users of other office suites AutoCorrect PRGA Replace Exceptions Options Custom Quotes Use replacement table Correct T o IMitial CApitals Capitalize first letter of every sentence Automatic bold and underline_ URL Recognition Replace 1st with ist Replace 12 with t Replace dashes Ignore double spaces Figure 328 The AutoCorrect dialog in Calc Customizing the user interface Customizing the menu font If you want to change the menu font from that supplied by OOo to the system font for your operating system do this 1 Choose Tools gt Options gt OpenOffice org gt View 2 Check Use system font for user interface and click OK Customizing menu content In addition to changing the menu font you can add and rearrange items on the menu bar add items to menus and make other changes To customize menus 1 Choose Tools gt Customize 2 On the Customize
468. t ren tne en Tn mer eter ee 272 Ora a ON mies tc ee nen ene ere eee ener henry ene R Ala Creating subtotals ossseessseseeeeseressesereessreresssreressseereesseeressereeee Arg Using what if scenarios esssesseeesssereeereesesssssssssseeseseeereerereeeees 277 Using other what if toolS essessseressessreeeserssessssssssessssesreerereeeees 281 Working backwards using Goal Se K oessscssrsesssssssssessessrsesrererees 288 U O T e E EE 290 Chapter 10 Linking Cale a Bia arrestin anA 294 Why use multiple ShEetS cece ese ececceccncencecteceeceesensesseceessenes 295 Setting up multiple Mca clo ct het ne hore inne ere henna eee rere 295 Referencing Other SHEEeAUS ccccecesceccnccncectecsecenceenseessencsenseensess 299 Referencing Other COCUMEMNUG cccceseececceccecenseccecessseeceesceesess 301 Hyperlinks and Me Se aicen eas ecaesiern ca esaesieenesnussectecneenacivadsicdeaseotieseees 303 vial eho le RKO E gale E ee tee ee ee tee ee eee eee re ee ee ee ree ee eee eee ene ee 307 Linking to registered data SOULCES cccceccceccesceeseeeceeneeenseeseeees 312 Embedding Spreadshe ets cceccsceccecceccesenceceeceecensessseeceessesseess 316 Chapter 11 Sharing and Reviewing DOCUMENLG cccccsssssccccccccccccccces 322 ERAL CU E O1 PREIE ET ET TETTE ETET T 323 Sharing documents collaboration essesssesesresesreesesseseereeeeessses 323 Recording
469. t template ccc cece scceccenccenceesseeseenceesseeseens 124 Associating a spreadsheet with a different template 125 Organizing VEY CS eircinccincciersiehenyeweriecnebenpbiesaiceaiasatentindeiotndeinnuabaneteedonsins 126 Chapter 5 Usmo Graphics Mi tO ove oxeannanese rceacseeestntecassessersssseaessneeowerasnes 129 A a acoso re nsanen ncaa usesensna ton prane eye Gneanaseseiaqianiania ni steaesiaess 130 Adding graphics 1MAGES cccccceesceccenceeeenceeseeesseeseenseeseeeeens 130 4 OpenOffice org 3 x Calc Guide Modifying iMagesS eeeescseseeessereessseresssrereessreressereresseeeeeeseeeereeseseesee 136 Using the picture context Menu sssssseresssssrerssrereresreresseeeeereeeee 142 Using Calc s drawing toolsS eessessseesssesesssseresssrereessrereresreeessseeses 145 a C1 a AI asters tia actin eine AEAEE 148 OU an PE D cece sete Ei 151 Chapter 6 Printing Exporting and E mailing cccccccscccccccccccccccees 154 ETELE aE ET E Renee hae ain ce ee EE eee ee P eer ee ee ene ee 155 COO rs tree E E E EEEN 155 MP GG GG a a A A A E R 159 Page 0 as cl i ee ee re ree 163 Headers and fOOters ccccceccsceccsceccecencecesteceseeceeseseseessecesssceesenes 164 Eror na TO FPO eraa ten tes oactuvbentiahy2teenies antavesecersnidactinesenccons 167 eae iania a a a a E E E A E AOON 173 Saving as Web pages Cl Mian icecssevstarnsanseveieeccsdatcireieasanaciedesseees 174 E ma
470. t the style The Organizer tab for page styles is similar to the one shown for cell styles Cell Style Default Organizer Mumbers Font Font Effects Alignment Borders Background Cell Protection Mame Default Contains Standard Figure 86 Organizer tab of Cell Style dialog Name This is the style s name You cannot change the name of a built in style but you can change the name of a custom style Linked with This option is only available for cell styles page styles cannot be linked If you link cell styles then when you change the base style for example by changing the font from Times to Helvetica all the linked styles will change as well Sometimes this is exactly what you want other times you do not want the changes to apply to all the linked styles It pays to plan ahead For example you can make a new style called red in which the only change you want to make is for the cell text to be red In order to make sure that the rest of the text characteristics are the same as the default style you can link red with default Then any changes you make to default will be automatically applied to red Category In Calc the only option in this drop down box is Custom styles 112 OpenOffice org 3 x Calc Guide Cell style options When editing or creating cell styles you can set several options which are similar to those for directly formatting cells A more detailed coverage of cell formatting is gi
471. taRange filter oFiltDesc End Sub Change properties on the filter descriptor to change the behavior of the filter see Table 16 Chapter 13 Calc as a Simple Database 373 The filter created in Listing 17 filters the data in place Modify the OutputPosition property to specify a different output position see Listing 18 The filter descriptor must be modified before the filter is applied Table 16 Advanced filter properties Property Comment ContainsHeader Boolean true or false that specifies if the first row or column contains headers which should not be filtered CopyOutputData Boolean that specifies if the filtered data should be copied to another position in the document IsCaseSensitive Boolean that specifies if the case of letters is important when comparing entries Orientation Specifies if columns com sun star table TableOrientation COLUMNS or rows com sun star table TableOrientation ROWS are filtered OutputPosition If if CopyOutputData is True specifies the position where filtered data are to be copied saveOutputPosition Boolean that specifies if the OutputPosition position is saved for future calls SkipDuplicates Boolean that specifies if duplicate entries are left out of the result UseRegularExpressi Boolean that specifies if the filter strings are ons interpreted as regular expressions Listing 18 Copy filtered results to a different location REM Copy the output dat
472. tart a A 7 Automatically 2 C Manually at 01701 1900 Cancel l Help x Automatically f Manually at Croup by Number of days I i Intervals Figure 197 Grouping dialog for categories with dates or times You can decide in which date or time area start end the grouping Should take place The default setting is the whole area from the earliest to the latest value In the Group by field you can enter the class size the interval size that should be used for grouping Possible intervals are seconds minutes hours days months quarters and years These can be combined for example grouping of years and within the years according to months As alternative you can enter any number of days as grouping interval Chapter 8 Using the DataPilot 255 For grouping the DataPilot in calendar weeks define the Tip beginning as a Sunday or Monday and manually enter the grouping interval of 7 days Grouping without the automatic creation of intervals If the categories contain text fields then the automatic creation of intervals isn t possible You can define for each category of any data type which categories you want to put together in one group Every time you use the menu entry Data gt Group and Outline gt Group or you press F12 and you have more than one cell selected then all the cells will be selected as one group Depatment Sick days IE Department _____ Accounting fa f ochuster Jose
473. ted NPER is the total number of periods during which annuity is paid Period NPER if compound interest for the last period is calculated PV is the present cash value in sequence of payments FV optional is the desired value future value at the end of the periods Type optional defines whether the payment is due at the beginning 1 or the end 0 of a period Calculates the internal rate of return for an investment The values represent cash flow values at regular intervals at least one value must be negative payments and at least one value must be positive income Values is an array containing the values Guess optional is the estimated value If you can provide only a few values you should provide an initial guess to enable the iteration Calculates the level of interest for unchanged amortization installments Rate sets the periodic interest rate Period is the number of installments for calculation of interest Total_periods is the total number of installment periods Invest is the amount of the investment Calculates the modified Macauley duration of a fixed interest security in years Settlement is the date of purchase of the security Maturity is the date on which the security matures expires Coupon is the annual nominal rate of interest coupon interest rate Yield is the annual yield of the security Frequency is the number of interest payments per year 1 2 or 4 Basis indicates how the year is to be cal
474. terest payments per year 1 2 or 4 Basis indicates how the year is to be calculated Returns the date of the first interest date after the settlement date and formats the result as a date Settlement is the date of purchase of the security Maturity is the date on which the security matures expires Frequency is the number of interest payments per year 1 2 or 4 Basis indicates how the year is to be calculated Returns the number of coupons interest payments between the settlement date and the maturity date Settlement is the date of purchase of the security Maturity is the date on which the security matures expires Frequency is the number of interest payments per year 1 2 or 4 Basis indicates how the year is to be calculated Returns the date of the interest date prior to the settlement date and formats the result as a date Settlement is the date of purchase of the security Maturity is the date on which the security matures expires Frequency is the number of interest payments per year 1 2 or 4 Basis indicates how the year is to be calculated Calculates the cumulative interest payments the total interest for an investment based on a constant interest rate Rate is the periodic interest rate NPER is the payment period with the total number of periods NPER can also be a non integer value The rate and NPER must refer to the same unit and thus both must be calculated annually or monthly PV is the curr
475. teria The records from the example are treated as the whole population Returns the total of all cells in a database field in all rows records that match the specified search criteria The search supports regular expressions Returns the variance of all cells of a database field in all records that match the specified search criteria The records from the example are treated as a Sample of data A representative result of a large population cannot be obtained from a sample population of fewer than one thousand Appendix B Description of Functions 467 DVARP database database field search criteria Description Calculates the variance of all cell values ina database field in all records that match the specified search _ criteria The records are from the example are treated as an entire population Array functions Table 42 Array functions Syntax Description FREQUENCY data classes GROWTH data Y data X new data X function type LINEST data_Y data X linear type Stats LOGEST data_Y data X function type Stats Calculates the frequency distribution in a one column array The default value supply and the number of intervals or classes are used to count how many values are omitted on the single intervals Data is the array of or reference to the set of values to be counted Classes is the array of the class set Calculates the points of an exponential trend in an array Data
476. tern Adds a drop shadow to the edges of the picture Opens the Crop dialog where you can remove a Selected part of the picture see page 140 Toggles between anchoring the image to the cell or to the page See page 150 Brings the selected image to the front of the stack See page 149 Pushes the selected image to the rear of the stack See page 149 Allows image to float in the foreground or makes it part of the background behind the cells See page 149 If two or more pictures are selected adjusts the horizontal and vertical alignment of the pictures in relation to each other See page 151 Chapter 5 Using Graphics in Calc 137 Choosing a graphics mode You can change color images to grayscale by selecting the image and then selecting Grayscale from the Graphics mode list Table 4 Graphics modes Graphics mode Behavior Default Keeps the picture the same as it was inserted Grayscale Shows the picture in gradual shades of gray Black White Converts the picture into a monochromatic black and white image Watermark Makes the picture into a watermark that blends into the background Click the Filter icon to display the Graphic Filter toolbar which provides options for applying basic photographic and effect filters to images from within Calc To tear off this toolbar and place it anywhere on the screen click on the three parallel lines and drag it away Table 5 Graphic filters and the
477. ters An advanced filter supports up to eight filter conditions as opposed to the three supported by the simple filter The criteria for an advanced filter is stored in a sheet The first step in creating an advanced filter is entering the filter criteria into the spreadsheet 1 Select an empty space in the Calc document The empty space may reside in any sheet in any location in the Calc document 2 Duplicate the column headings from the area to be filtered into the area that will contain the filter criteria 3 Enter the filter criteria underneath the column headings see Table 24 The criterion in each column of a row is connected with AND The criteria from each row are connected with OR Table 15 Example advanced filter criteria Test 1 Test 2 Quiz 1 Quiz 2 Average Grade Andy gt 80 lt 80 Define named ranges to reference your advanced filter criteria and any destination ranges for filtered data see Figure 304 Each appropriately configured named range is available in drop down list boxes in the Advanced Filter dialog see Figure 311 Tip After creating one or more sets of filter criteria apply an advanced filter as follows 1 Select the sheet ranges that contain the data to filter 2 Use Data gt Filter gt Advanced Filter to open the Advanced Filter dialog see Figure 311 3 Select the range containing the filter criteria and any other relevant options 4 Click OK Appl
478. that the interest rate i of 7 5 and the number of years n 1 will remain constant However you want to know how much the investment capital C would have to be modified in order to attain a particular return I For this example calculate how much capital C would be required if you want an annual return of 15 000 Enter each of the values mentioned above into adjacent cells for Capital C an arbitrary value like 100 000 or it can be left blank for number of years n 1 for interest rate i 7 5 Enter the formula to calculate the interest I in another cell Instead of C n and i use the reference to the cell with the corresponding value In our example Figure 231 this would be B1 B2 B3 1 Place the cursor in the formula cell B4 and choose Tools gt Goal Seek 2 In the Goal Seek dialog the correct cell is already entered in the Formula cell field 3 Place the cursor in the Variable cell field In the sheet click in the cell that contains the value to be changed in this example it is B1 4 Enter the desired result of the formula in the Target value field In this example the value is 15000 Figure 234 shows the cells and fields Chapter 9 Data Analysis 289 100000 1 7 50 Goal Seek Default settings Formula cell HE4 j Target value 15000 i Variable cell 641 Figure 234 Example setup for goal seek 5 Click OK A dialog appears informing you that the Goal Seek was successf
479. the Toolbars page Figure 332 To customize toolbars 1 In the Save In drop down list choose whether to save this changed toolbar for Calc or for a selected document 2 In the section OpenOffice org Calc Toolbars select from the Toolbar drop down list the toolbar that you want to customize 3 You can create a new toolbar by clicking on the New button or customize existing toolbars by clicking on the Toolbar or Modify buttons and add commands to a toolbar by clicking on the Add button These actions are described below 414 OpenOffice org 3 x Calc Guide 4 When you have finished making all your changes click OK to Save them Menus Keyboard Toolbars Events Cpenrrice org Calc Toolbars Toolbar Toolbar Toolbar Content Commands Ci Load URL Mew Modify I iT 4 4 New Document From Templat Open SAVE Save S ES Document as E mail Save In Description Loads a document specified by an entered URL You can type a new URL or select one that is already registered OpenOffice org automatically converts File paths into URL notation Figure 332 The Toolbars page of the Customize dialog Creating a new toolbar To create a new toolbar 1 Choose Tools gt Customize gt Toolbars from the menu bar 2 Click New On the Name dialog type the new toolbar s name and choose from the Save In drop down list where to save this changed menu for Calc or for a selected document
480. the first table Appendix C Calc Error Codes 485 Error codes displayed within cells Cell error oF e Explanation of the error The column is too narrow to display the complete formatted contents of the cell This is not really an error value so there is no corresponding numerical error code The solutions to this problem are to increase the width of the column or select Format gt Cells gt Alignment and click either Wrap text automatically or Shrink to fit cell size to make the text match the current column width Err502 Function argument is not valid or more than one matching cell is found by the DGET function NUM A calculation resulted in an overflow of the defined value range VALUE The formula within the cell returns a value that does not correspond to the definition of the formula or functions used This error could also mean that the cell referenced by the formula contains text instead of a number The formula within the cell uses a reference that does not exist Either a column or row description name could not be resolved or the column row or sheet that contains a referenced cell is missing An identifier could not be evaluated no valid reference no valid domain name no column row label no macro incorrect decimal divider add in not found For example entering in a cell sum bob 5 where there is no cell named bob or containing the text bob generates this error DIV O Division oper
481. the increments intervals of the scale You must first deselect the Automatic option in order to modify the value for any scale On the Label tab Figure 68 you can choose whether to show or hide the labels and how to handle them when they won t all fit neatly into one row for example if the words are too long Not shown here are the tab with options for choosing a font formatting the lines and positioning the elements of the line and interval marks Axis scale Minimum 0 Automatic Maximum 60 Automatic Major interval 10 Automatic Minor interval 2 Automatic Axis ak 0 Automatic Logarithmic scale Reverse direction Figure 67 Formatting axis scales Chapter 3 Creating Charts and Graphs 91 Order Text Flow Tile _ Overlap Stagger odd Break O Stagger even Automatic Rotate text ag li y io vertically stacked _ AECD T gt Degrees 2 Figure 68 Formatting axis labels Formating data labels You can choose properties for the labels of the data series Carefully click on the chart element then right click and choose the property you want to change This opens a dialog with several tabs where you can change the color of the label text the size of the font and other attributes The Label tab is shown in Figure 68 On the Data Labels tab you can choose whether to e Show the labels as text e Show numeric values as a percentage or a number e Includ
482. the same color as the corresponding data series To change the line properties select the trend line and choose Format Trend Line This opens the Line tab of the Trend Lines dialog To show the trend line equation select the trend line in the chart right click to open the context menu and choose Insert Trend Line Equation When the chart is in edit mode OpenOffice org gives you the equation of the trend line and the correlation coefficient Click on the trend line to see the information in the status bar To show the equation and the correlation coefficient select the line and choose Insert R2 and Trend Line Equation For more details on the regression equations see the topic Trend lines in Charts in the Help Mean value lines If you select mean value lines Calc calculates the average of each selected data series and places a colored line at the correct level in the Chart Y error bars If you are presenting data that has a known possibility of error such as social surveys using a particular sampling method or you want to show the measuring accuracy of the tool you used you may wish to show error bars on the chart Select the chart and choose Insert gt Y Error Bars Several options are provided on the Y Error Bars dialog Figure 62 You can only choose one option at a time You can also choose whether the error indicator shows both positive and negative errors or only positive or only negative e Constant value you
483. the value is to be rounded up 01 1 1 10 etc Mode is an optional value If it is indicated and non zero and if the number and significance are negative rounding up is carried out based on that value Returns the number of combinations for a given number of objects Count_1 is the total number of elements Count _2 is the selected count from the elements This is the same as the nCr function on a calculator 430 OpenOffice org 3 x Calc Guide Syntax COMBINA count 1 count 2 CONVERT value text text COS number COSH number COT number COTH number COUNTBLANK range COUNTIF range criteria DEGREES number EVEN number EXP number FACT number FLOOR number significance mode Description Returns the number of combinations for a given number of objects repetition included Count_1 is the total number of elements Count 2 is the selected count from the elements Converts a currency value of a European currency into Euros Value is the amount in the currency to be converted Text is the official abbreviation for the currency in question for example EUR The first Text parameter gives the source value to be converted the second Text parameter gives the destination value Both text arguments must be within quotes Returns the cosine of the given number angle in radians Returns the hyperbolic cosine of the given number angle in radians Returns the cotangent of the gi
484. the value you want by typing it or by pressing the up or down arrow keys Saving as a Microsoft Excel document If you need to exchange files with users of Microsoft Excel they may not know how to open and save ods files Only Microsoft Excel 2007 with Service Pack 2 SP2 can do this Users of Microsoft Excel 2007 2003 XP and 2000 can also download and install a free OpenDocument Format ODF plugin from Sun Microsystems 20 OpenOffice org 3 x Calc Guide Some users of Microsoft Excel may be unwilling or unable to receive ods files Perhaps their employer does not allow them to install the plug in In this case you can save a document as a Excel file xls or xlsx 1 Important First save your spreadsheet in the file format used by OpenOffice org ods If you do not any changes you may have made since the last time you saved it will only appear in the Microsoft Excel version of the document 2 Then choose File gt Save As 3 On the Save As dialog Figure 8 in the File type or Save as type drop down menu select the type of Excel format you need Click Save F l Save as D 100oDoacs Title Type Size Date modified ra calc3 best webquervtarget oade OpenDocument Spreadshee 20 5 KE 06 04 2009 13 31 06 4 calc3 test ods OpenDocument Spreadshee 7015 Bytes O3 05 2009 15 00 4 4 calc3 testz ods OpenDocument Spreadshee 7056 Bytes 30 04 2009 71 50 08 J calc3 test3 ads OpenDocument Spreadshee 16 3 K
485. then choose the tools you want to appear on the toolbar icon Name Behavior Draws a line composed of a series of straight Polygon line segments Hold down the Shift key to position new points at 45 degree angles Curve Draws a smooth B zier curve Arc Draws an arc Draws a filled shape that is defined by the arc of an oval and two radius lines in the current document To draw a circle pie hold down Shift while you drag Ellipse Pie Draws a filled shape that is defined by the arc of a circle and a diameter line in the current document To draw an ellipse segment hold down Shift while you drag Circle Segment Text Animation Inserts animated text 146 OpenOffice org 3 x Calc Guide If support for Asian languages has been enabled in Tools gt Options gt Language Settings gt Languages two more tools can be added to the Drawing toolbar Vertical Text and Vertical Callouts To use a drawing tool 1 Click in the document where you want the drawing to be anchored You can change the anchor later if necessary Select the tool from the Drawing toolbar Figure 102 The mouse pointer changes to a cross hair pointer 3 Move the cross hair pointer to the place in the document where you want the graphic to appear and then click and drag to create the drawing object Release the mouse button Some tools have other requirements see the Help or the Draw Guide for details The selected drawing function remains
486. this pane and make it a floating window The Function List includes a brief description of each function and its arguments highlight the function and look at the bottom of the pane to see the description If necessary hover the cursor over the division between the list and the description when the cursor becomes a two headed arrow drag it upwards to increase the space for the description Double click on a function s name to add it to the current cell together with placeholders for each of the function s arguments Using the Function List is almost as fast as manual entry and has the advantage of not requiring that you memorize a formula that you want to use In theory it should also be less error prone In practice though some users may fumble when replacing the placeholders with values Another feature is the ability to display the last formulas used Chapter 7 Using Formulas and Functions 199 Untitled OpenOffice org Calc oi x File Edit View Insert Format Tools Data Window Help Ee SESIPFIASRIFRILSB dis e Athiewvi dd arial fio B 7U p h oO Se a a lt a cos fo 3 a cos Number eee i a0 COS iin FIRR Sheeti 4 a k s Number Returns the cosine of a number Sheeti 3 Default 100 INSRT smt Sum 0 Figure 138 Function List docked to right side of Calc window Function Wizard The most commonly used input method is the Function Wizard Figure 139 To open the Function
487. tional is the number of characters for the start text If this parameter is not defined one character is returned Returns the length of a string including spaces Text is the text whose length is to be determined Converts all uppercase letters in a text string to lowercase Text is the text to be converted Returns a text segment of a character string The parameters specify the starting position and the number of characters Text is the text containing the characters to extract Start is the position of the first character in the text to extract Number is the number of characters in the part of the text Capitalizes the first letter in all words of a text String Text is the text to be converted Replaces part of a text string with a different text string This function can be used to replace both characters and numbers which are automatically converted to text The result of the function is always displayed as text To perform further calculations with a number which has been replaced by text convert it back to a number using the VALUE function Any text containing numbers must be enclosed in quotation marks so it is not interpreted as a number and automatically converted to text Text is text of which a part will be replaced Position is the position within the text where the replacement will begin Length is the number of characters in text to be replaced New text is the text which replaces text Repeats a character s
488. tivate the links The other options on this dialog should be self explanatory options and warnings Security warnings Warn if document contains recorded changes versions hidden information or notes When signing L When printing L When creating PDF files Security options L Remove personal information on saving _ Recommend password protection on saving Ctrl click required to follow hyperlinks Figure 315 Security options and warnings dialog Passwords for web connections You can enter a master password to enable easy access to sites that require a user name and password Persistently save passwords protected by a master password If enabled OOo securely stores all passwords that you use to access files from web servers You can retrieve the passwords from the list after you enter the master password 394 OpenOffice org 3 x Calc Guide Macro security Click the Macro Security button to open the Macro Security dialog not shown here where you can adjust the security level for executing macros and specify trusted sources File sharing options for this document Select the Open this document in read only mode option to restrict this document to be opened in read only mode only This option protects the document against accidental changes It is still possible to edit a copy of the document and save that copy with the Same name as the original Select the Record changes option to enable recording chan
489. to the Spreadsheet section Deleting a page break To remove a page break 1 Navigate to a cell that is next to the break you want to remove 2 Select Edit gt Delete Manual Break 3 Select Row Break or Column Break depending on your need The break is now removed Chapter 6 Printing Exporting and E mailing 163 Multiple manual row and column breaks can exist on the same page When you want to remove them you have to remove each one individually This may be confusing at times because although there may be a column break set on the page when you go to Edit gt Manual Break the Column break choice Note may not be available grayed out In order to remove the break you have to be in the cell next to the break For example if you set the column break while you are in H15 you can not remove it if you are in cell D15 However you can remove it from any cell in column H Headers and footers Headers and footers are predefined pieces of text that are printed at the top or bottom of a sheet outside of the sheet area Headers are set the same way as footers Headers and footers are assigned to a page style You can define more than one page style for a spreadsheet and assign different page styles to different sheets For more about page styles see Chapter 4 Setting a header or a footer To set a header or footer 1 Navigate to the sheet that you want to set the header or footer for Select Format gt Page 2 Select
490. tring by the given number of copies Text is the text to be Appendix B Description of Functions 477 RIGHT text number ROMAN number mode ROT13 text SEARCH find text text position SUBSTITUTE text search text new text occurrence Description repeated Number is the number of repetitions The result can be a maximum of 255 Characters Defines the last character or characters in a text string Text is the text of which the right part is to be determined Number optional is the number of characters from the right part of the text Converts a number into a Roman numeral The value range must be between 0 and 3999 the modes can be integers from 0 to 4 Number is the number that is to be converted into a Roman numeral Mode optional indicates the degree of simplification The higher the value the greater is the simplification of the Roman numeral Encrypts a character string by moving the characters 13 positions in the alphabet After the letter Z the alphabet begins again Rotation Applying the encryption function again to the resulting code decrypts the text Text Enter the character string to be encrypted ROT13 ROT13 Text decrypts the code Returns the position of a text segment within a character string The start of the search can be set as an option The search text can be a number or any sequence of characters The search is not case sensitive The search Supports regular expres
491. ttom of the dialog Right click a column in the preview to set the format or to hide the column If the CSV file uses a text delimiter character that is not in the Text delimiter list click in the box and type the character 6 Click OK to open the file Caution tf you do not select Text CSV csv txt xls as the file type when opening the file the document opens in Writer not Calc 18 OpenOffice org 3 x Calc Guide Text Import sample csv Import DK Character set Cancel From row Separator options Help Fixed width Separated by Tab Comma other Semicolon Space Merge delimiters Text delimiter Fields Column type Standard Standard Stand os city state poode cour PFO Box 640 Airlie Beach QLD 4807 Aust Figure 7 Text Import dialog with Comma selected as the separator and double quotation mark as the text delimiter Saving spreadsheets Spreadsheets can be saved in three ways From the Menu bar Choose File gt Save or Save All or Save As From the toolbar Click the Save button on the Standard toolbar If the file has been saved and no subsequent changes have been made this button is grayed out and not clickable From the keyboard Press the key combination Control S If the spreadsheet has not been saved previously then each of these actions will open the Save As dialog There you can specify the spreadsheet name and the location in which to sav
492. type the text that you want to be displayed when the mouse pointer is moved over the hotspot e Frame where the target of the hyperlink will open pick among _blank opens in a new browser window self opens in the active browser window top or parent The value self for the target frame will work just fine in the vast Tip majority of occasions It is therefore not recommended to use the other choices unless absolutely necessary Chapter 5 Using Graphics in Calc 153 OpenOf ficeorg3 Chapter 6 Printing Exporting and E mailing Quick printing Click the Print File Directly icon to send the entire document to the default printer defined for your computer You can change the action of the Print File Directly icon to send the document to the printer defined for the document Note instead of the default printer for the computer Choose Tools gt Options gt Load Save gt General and the Load printer settings with the document option Controlling printing For more control over printing use File gt Print Print x Printer Status Ready Type Lexmark E232 Location USBOO Comment Print to File Print Sale C All sheets Number of copies l 2 Selected cells Ei JE JE Collate Print range All pages Pages Figure 108 The Print dialog On the Print dialog you can choose e Which printer to use if more than one are installed on your system and the properties of the printer
493. u can press Control N to open a new spreadsheet in a new window From a template Calc documents can also be created from templates Follow the above procedures but instead of choosing Spreadsheet choose the Templates icon from the Start Center or File gt New gt Templates and Documents from the Menu bar or toolbar On the Templates and Documents window navigate to the appropriate folder and double click on the required template A new spreadsheet based on the selected template opens A new OpenOffice org installation does not contain many templates but you can add more by downloading them from 16 OpenOffice org 3 x Calc Guide http extensions services openoffice org and installing them as described in Chapter 14 Customizing Calc Templates and Documents Finances Bj Title Marketing Budget Plan By Volker Shrendk Sun Microsystems Mew Document Project Planning Date EA Start up Capital Estimate 13 06 2006 13 00 00 Modified by Modified on 13 06 2008 16 00 00 My Documents Description Template created by Sun Microsystems Gize 33 6 KB Type OpenDocument Spreadsheet Template heal Get more templates online Figure 6 Starting a new spreadsheet from a template Opening existing spreadsheets You can open an existing spreadsheet from the Start Center or from any component of OOo Calc can open spreadsheets in a wide range of file formats including Microsoft Excel xls and xlsx F
494. u may lose time to trial and error Accessing styles The main way to access styles is through the Styles and Formatting window shown in Figure 83 You can open this window in several ways e Keyboard Press the F11 key e Menu Choose Format gt Styles and Formatting 108 OpenOffice org 3 x Calc Guide Toolbar Click the icon on the far left of the Formatting toolbar The Styles and Formatting window can be docked at the left or right of the main Calc window To dock or undock the window hold down the Ctrl key and double click a gray part of the window next to the icons at the top E is for cell styles and The first button on the top left of the window the second E is for page styles Update style New style from selection Fill Format mode All Styles Figure 83 Styles and Formatting window Applying cell styles Calc provides several ways to apply cell styles e Using the Styles and Formatting window e Using Fill Format mode e Using the Apply Style list e Assigning styles to shortcut keys Using the Styles and Formatting window 1 Ensure the Styles and Formatting window is open by pressing F11 or by selecting Format gt Styles and Formatting Choose the Cell Styles list by clicking the E icon 2 Highlight the cell or group of cells to which the styles should be applied 3 Double click on the cell style name Chapter 4 Using Styles and Templates in Calc 109 Using Fill Format
495. uch as variables in a scientific experiment or direction The poles of the net chart are equivalent to the y axes of other charts Generally between three and eight axes are best any more and this type of chart becomes confusing Before and after values can be plotted on the same chart or perhaps expected and real results so that differences can be compared Types of net charts e Figure 78 Part 1 Plain net chart without grids and with just points no lines e Figure 79 Part 2 Net chart with lines points and grid Axes colors and labels changed Chart area color gradient Points changed to fancy 3D ones species X In Stills Paddock Coloured light on mood North green Northwest 100 Northeast 50 Ey blue orange West D East E T u Southwest Southeast South red violet m 006 2007 With Alcohol YVvithout Alcohol Figure 78 Two net diagrams showing totally fabricated data from totally fictional experiments Other varieties of net chart show the data series as stacked numbers or stacked percentages The series can also be filled with a color Partial transparency is often best for showing all the series Chapter 3 Creating Charts and Graphs 101 Coloured light on mood green Figure 79 Filled net or radar chart Stock charts A stock chart is a specialized column graph specifically for stocks and Shares You can choose traditional lines candlestick and two column type charts The data required
496. ue of 1000 Le By changing cells C 2 Fra Limiting conditions Cell reference Operator Value scs2 te lt S scs4 ote scs2 i ic b I lt Sal mj lt e E e a Options Help Close Solve i Figure 237 The Solver dialog 5 Click in the Target cell field In the sheet click in the cell that contains the target value In this example it is cell B4 containing total interest value 6 Select Value of and enter 1000 in the field next to it In this example the target cell value is 1000 because your target is a total interest earned of 1000 Select Maximum or Minimum if the target cell value needs to be one of those extremes 7 Click in the By changing cells field and click on cell C2 in the sheet In this example you need to find the amount invested in Fund X cell C2 8 Enter limiting conditions for the variables by selecting the Cell reference Operator and Value fields In this example the amount invested in Fund X cell C2 should not be greater than the total amount available cell C4 and should not be less than 0 9 Click OK A dialog appears informing you that the Solving successfully finished Click Keep Result to enter the result in the cell with the variable value The result is shown in Figure 238 292 OpenOffice org 3 x Calc Guide a B E O interest earned amount invested interest rate time period Fund X 5000 8 1 3 Fund
497. ue property is used REM because IsNumeric True from above NumericValue 80 REM If IsNumeric was False then the REM StringValue property would be used REM StringValue what ever REM Valid operators include EMPTY NOT EMPTY EQUAL REM NOT EQUAL GREATER GREATER EQUAL LESS REM LESS EQUAL TOP_VALUES TOP PERCENT REM BOTTOM VALUES and BOTTOM PERCENT Operator com sun star sheet FilterOperator GREATER EQUAL End With REM The filter descriptor supports the following REM properties IsCaseSensitive SkipDuplicates REM UseRegularExpressions REM SaveOutputPosition Orientation ContainsHeader REM CopyOutputData OutputPosition and MaxFieldCount oFilterDesc setFilterFields oFields oFilterDesc ContainsHeader True oSheet filter oFilterDesc End Sub When a filter is applied to a sheet it replaces any existing filter for the Sheet Setting an empty filter in a sheet will therefore remove all filters for that sheet see Listing 15 Listing 15 Remove the current sheet filter Sub RemoveSheetFilter Dim oSheet Sheet to filter Dim oFilterDesc Filter descriptor oSheet ThisComponent getSheets getByIndex 0 oFilterDesc oSheet createFilterDescriptor True oSheet filter oFilterDesc End Sub 370 OpenOffice org 3 x Calc Guide Listing 16 demonstrates a more advanced filter that filters two columns and uses regular expressions I noticed some unexpected behavior while working with Listing 16
498. ues or ranges Returns the minimum value in a list of arguments Here text can also be entered The value of the text is 0 Value_1 value _2 value_30 are values or ranges Returns the most common value in a data set Number_1 number 2 number_30 are numerical values or ranges If several values have the same frequency it returns the smallest value An error occurs when a value does not appear twice Returns the negative binomial distribution X is 454 OpenOffice org 3 x Calc Guide Syntax SP NORMDIST number mean STDEV C NORMINV number mean STDEV NORMSDIST number NORMSINV number PEARSON data_1 data 2 PERCENTILE data alpha PERCENTRANK data value PERMUT count 1 count 2 PERMUTATIONA count 1 count 2 PHI number Description the value returned for unsuccessful tests R is the value returned for successful tests SP is the probability of the success of an attempt Returns the normal distribution for the given Number in the distribution Mean is the mean value of the distribution STDEV is the standard deviation of the distribution C 0 calculates the density function and C 1 calculates the distribution Returns the inverse of the normal distribution for the given Number in the distribution Mean is the mean value in the normal distribution STDEV is the standard deviation of the normal distribution Returns the standard normal cumulative distribution
499. ul Click Yes to enter the goal value into the variable cell The result is shown below B4 v fe 51 52 63 B 200000 FSU 15000 5 Figure 235 Result of goal seek operation l E 3 d Using the Solver Tools gt Solver amounts to a more elaborate form of Goal Seek The difference is that the Solver deals with equations with multiple unknown variables It is specifically designed to minimize or maximize the result according to a set of rules that you define Fach of these rules defines whether an argument in the formula should be greater than less than or equal to the figure you enter If you want the argument to remain unchanged you must enter a rule that specifically states that the cell should be equal to its current entry For arguments that you would like to change you need to add two rules to define a range of possible values the limiting conditions For example you can set the constraint that one of the variables or cells must not be bigger than another variable or not bigger than a given value You can 290 OpenOffice org 3 x Calc Guide also define the constraint that one or more variables must be integers values without decimals or binary values where only 0 and 1 are allowed Once you have finished setting up the rules click the Solve button to begin the automatic process of adjusting values and calculating results Depending on the complexity of the task this may take some time
500. unctions in the Standard library If the macro is large or if there are many macros Chapter 12 Calc Macros 349 a stub with the desired name is stored in the Standard library The stub macro loads the library containing the implementation and then calls the implementation 1 Use Tools gt Macros gt Organize Macros gt OpenOffice org Basic to open the OpenOffice org Basic Macros dialog Select the NumberFive macro and click Edit to open the macro for editing Macro name MumberFive Macro From Existing macros in Module1 Close H Ea My Macros Main H E3 OpenOffice org Macros MUEEN aaia AA H A 0312C63 CalcMacros ADP IHW 2 E fe CalcTestMacros ods El 3 suthorsCalcMacros Modulet ea Standard ASSiMs ss Edit Delete Organizer Ic a Help Figure 302 Select a macro and click Edit 2 Change the name of NumberFive to NumberFive Implementation see Listing 3 Listing 3 Change the name of NumberFive to NumberFive Implementation Function NumberFive Implementation NumberFive Implementation 5 End Function 3 In the Basic IDE see Figure 297 hover the mouse cursor over the toolbar buttons to display the tool tips Click the Select Macro button to open the OpenOffice org Basic Macros dialog see Figure 302 4 Select the Standard library in the CalcTestMacros document and click New to create a new module Enter a meaningful name such as CalcFunctions and click OK OOo a
501. und 59 cell borders 58 conditional 61 themes 60 formatting data font 56 font effects 56 manual line breaks 54 multiple lines of text 53 numbers 55 Shrinking text 54 wrapping 53 Formatting toolbar 12 formula bar 13 formulas absolute reference 190 breaking into parts 204 calculation examples 180 concatenation operator 188 definition 178 intersection operator 188 operator types 182 operators in 1380 range operator 186 relative reference 189 strategies for creating 203 using the Basic editor to create 204 Function List 199 Function Wizard 13 200 functions add in 479 ADDRESS 383 arguments 197 352 429 array 468 basic arithmetic 210 CEILING 214 CONCATENATE 184 COUNTIF 216 377 database 375 466 date and time 458 date formats 435 definition 178 description 178 entering 180 examples 210 financial analysis 435 FLOOR 214 HLOOKUP 380 INDEX 385 INDIRECT 384 informational 463 logical 462 LOOKUP 381 macros 345 MATCH 381 mathematical 430 MROUND 215 nested 198 OFFSET 384 overview 197 ROUND 213 ROUNDDOWN 214 ROUNDUP 214 simple statistics 211 Spreadsheet 470 Statistical analysis 449 structure 198 SUBTOTAL 378 SUMIF 377 terminology 429 text 475 VLOOKUP 379 Gallery Hide Show button 135 opening 134 GETPIVOTDATA 267 Goal Seek 288 graphic filters 138 graphics adding 130 anchoring 150 arrangement 149 linking 132 positioning 148 resizing 141 transparency 139 graphics mode 138 grid options 408 gr
502. urns the sum of squares of deviations based on a sample mean Number _ 1 number 2 number _30 are numerical values or ranges representing a sample Returns the exponential distribution Number is the value of the function Lambda is the parameter value C is a logical value that determines the form of the function C 0 Appendix B Description of Functions 451 Syntax FDIST number degrees freedom 1 degrees freedom 2 FINV number degrees freedom 1 degrees freedom 2 FISHER number FISHERINV number FORECAST value data Y data X FTEST data 1 data 2 GAMMADIST number alpha beta C Description calculates the density function and C 1 calculates the distribution Calculates the values of an F probability distribution Number is the value for which the F distribution is to be calculated Degrees freedom 1 is the degrees of freedom in the numerator in the F distribution Degrees freedom 2 is the degrees of freedom in the denominator in the F distribution Returns the inverse of the F probability distribution Number is probability value for which the inverse F distribution is to be calculated Degrees freedom 1 is the number of degrees of freedom in the numerator of the F distribution Degrees freedom 2 is the number of degrees of freedom in the denominator of the F distribution Returns the Fisher transformation for the given number and creates a function close to a normal distribution
503. use Basic arithmetic and statistic functions The most basic functions create formulas for basic arithmetic or for evaluating numbers in a range of cells Basic arithmetic The simple arithmetic functions are addition subtraction multiplication and division Except for subtraction each of these operations has its own function e SUM for addition e PRODUCT for multiplication e QUOTIENT for division Traditionally subtraction does not have a function SUM PRODUCT and QUOTIENT are useful for entering ranges of cells in the same way as any other function with arguments in brackets after the function name However for basic equations many users prefer the time honored computer symbols for these operations using the plus sign for addition the hyphen for subtraction the asterisk for multiplication and the forward slash for division These symbols are quick to enter without requiring your hands to stray from the keyboard 210 OpenOffice org 3 x Calc Guide A similar choice is also available if you want to raise a number by the power of another Instead of entering POWER A1 2 you can enter A1 2 Moreover they have the advantage that you enter formulas with them in an order that more closely approximates human readable format than the spreadsheet readable format used by the equivalent function For instance instead of entering SUM A1 A2 or possibly SUM A1 A2 you enter A1 A2 This almost human
504. use to highlight it Chapter 10 Linking Calc Data 315 2 Drag and drop the gray box to where you want the record to appear in the spreadsheet 3 Repeat until you have moved all of the fields you need to where you want them 4 Close the Data Source window press F4 5 Save the spreadsheet and click the Edit File button i on the Standard toolbar to make the spreadsheet read only All of the fields will show the value for the data of the first record you selected 6 Add the Form Navigation toolbar View gt Toolbars gt Form Navigation By default this toolbar opens at the bottom of the Calc window just above the status bar 7 Click the arrows on the Form Navigation toolbar to view the different records of the table The number in the Record box changes as you move through the records The data in the fields changes to correspond to the data for that particular record number You can also search for a specific record sort and filter records and do other tasks using this toolbar Embedding spreadsheets Spreadsheets can be embedded in other OOo files This is often used in Writer or Impress documents so that Calc data can be used in a text document You can embed the spreadsheet as either an OLE or DDE object The difference between a DDE object and a Linked OLE object is that a Linked OLE object can be edited from the document in which it is added as a link but a DDE object cannot For example if a Calc spreadsheet i
505. utomatically creates a macro named Main and opens the module for editing 5 Create a macro in the Standard library that calls the implementation function see Listing 4 The new macro loads the AuthorsCalcMacros library if it is not already loaded and then calls the implementation function 350 OpenOffice org 3 x Calc Guide 6 Save close and reopen the Calc document This time the NumberFive function works Listing 4 Change the name of NumberFive to NumberFive Implementation Function NumberFive If NOT BasicLibraries isLibraryLoaded AuthorsCalcMacros Then BasicLibraries LoadLibrary AuthorsCalcMacros End If NumberFive NumberFive_Implementation End Function Passing arguments to a macro To illustrate a function that accepts arguments we will write a macro that calculates the sum of its arguments that are positive it will ignore arguments that are less than zero see Listing 5 Listing 5 PositiveSum calculates the sum of the positive arguments Function PositiveSum Optional x Dim TheSum As Double Dim iRow As Integer Dim iCol As Integer TheSum 0 0 If NOT IsMissing x Then If NOT IsArray x Then If x gt 0 Then TheSum x Else For 1Row LBound x 1 To UBound x 1 For 1Col LBound x 2 To UBound x 2 If x iRow 1Col gt O Then TheSum TheSum x iRow 1Col Next Next End If End If PositiveSum TheSum End Function The macro in Listing 5 demonstrates a couple of important techniqu
506. utomating repetitive tasks Introduction A macro is a saved sequence of commands or keystrokes that are stored for later use An example of a simple macro is one that types your address The OpenOffice org OOo macro language is very flexible allowing automation of both simple and complex tasks Macros are especially useful to repeat a task the same way over and over again This chapter briefly discusses common problems related to macro programming using Calc Using the macro recorder Chapter 13 of the Getting Started guide Getting Started with Macros provides a basis for understanding the general macro capabilities in OpenOffice org using the macro recorder An example is shown here without the explanations in the Getting Started guide The following steps create a macro that performs paste special with multiply 1 Open a new spreadsheet 2 Enter numbers into a sheet Figure 287 Enter numbers 3 Select cell A3 which contains the number 3 and copy the value to the clipboard 4 Select the range A1 C3 5 Use Tools gt Macros gt Record Macro to start the macro recorder The Record Macro dialog is displayed with a stop recording button Figure 288 Stop recording button Chapter 12 Calc Macros 341 6 Use Edit gt Paste Special to open the Paste Special dialog Paste Special Selection Operations None O add Mumbers Date amp time Formulas Motes Formats Objects Options Shift cells
507. utton the dialog is hidden and the input box remains visible Press F2 again to show the whole dialog Ctrl F2 Opens the Function Wizard Shift Ctrl F2 Moves the cursor to the input line where you can enter a formula for the current cell Ctrl F3 Opens the Define Names dialog F4 Shows or hides the Database Sources menu Shift F4 Rearranges the relative or absolute references for example A1 A 1 A1 A 1 in the input field F5 Shows or hides the Navigator Shift F5 Traces dependents Shift Ctrl F5 Moves the cursor to the Name box F7 Checks spelling in the current sheet Ctrl F7 Opens the Thesaurus if the current cell contains text Shift F7 Traces precedents F8 Turns additional selection mode on or off In this mode you can use the arrow keys to extend the selection You can also click in another cell to extend the selection Ctrl F8 Highlights cells containing numeric values not text F9 Recalculates all of the formulas in the sheet Ctrl F9 Updates the selected chart F11 Opens the Styles and Formatting window where you can apply a formatting style to the contents of the cell or to the current sheet Shift F11 Creates a document template Appendix A Keyboard Shortcuts 425 Shortcut Keys Effect Shift Ctrl F11 Updates the templates F12 Groups the selected data range Ctrl F12 Ungroups the selected data range Table 31 Arrow key shortcuts Shortcut Keys Effect Alt Down Arrow Increases the height of curr
508. ve made a column for the amounts for each employee The amounts then had to be entered into the appropriate column An analysis with the DataPilot would not be possible any more In contrast one result of the DataPilot is that you can get results for each employee if you have entered everything in one column 3 You could have entered the amounts in chronological order At the end of each month you could have made a sum total In this case sorting the list for different criteria is not possible because the DataPilot will treat the sum totals the same as any other figure Getting monthly results is one of the very fast and easy features of the DataPilot Start Start the DataPilot with Data gt DataPilot gt Start If the list to be analyzed is in a spreadsheet table select one cell within this list Calc recognizes and selects the list automatically for use with the DataPilot 242 OpenOffice org 3 x Calc Guide Jar E157 a E date _ D E H 1 A category region employee 49 30a 495 00 sailing north Kurt 3 ANDO 1 303 00 sailing south Kurt 4 5 26 08 f4 655 00 tennis past Hans 5 4 4005 3 993 00 sailing east Fritz 6 AAE Faar O0 goling south te r qir 05 2 035 00 sailing north Brigitte i 26 0 Select Source x g 4775 06 10 E00 N i B7 08 Current selection l2 2ieAo Data source registered in OpenOffice org Cancel 13 4 6 06 14 Be S08 External source finterface Help 15 ow 1 406 iin 5 5006 Pf
509. ven in Chapter 2 Entering Editing and Formatting Data A brief summary is provided here Numbers On the Numbers tab you can control the behavior of the data in a cell with this style This includes specifying the type of data the number of decimal places and the language Font Use the Font tab to choose the font for the cell s contents Font effects The Font Effects tab offers more font options including underlining strikethrough and color Alignment Use the Alignment tab to set the horizontal and vertical alignment for the data in the cells and rotate the text Borders Use the Borders tab to set the borders for the cells along with a shadow Background Use the Background tab to choose the background color for a cell Cell protection Use the Cell Protection options to protect cells against certain types of editing Page style options Several of the page style options are described in more detail in Chapter 6 Printing Exporting and E mailing because manually formatting a sheet at print time using Format gt Page actually modifies the page style Chapter 4 Using Styles and Templates in Calc 113 Page Use the Page tab to edit the overall appearance of the page and its layout The available options are shown in Figure 87 Page Style Default Organizer Page Borders Background Header Footer Sheet Paper Format Format Width 21 00crn B Height 29 70cm Orient
510. ven number angle in radians Returns the hyperbolic cotangent of the given number angle in radians Returns the number of empty cells Range is the cell range in which the empty cells are counted Returns the number of elements that meet certain criteria within a cell range Range is the range to which the criteria are to be applied Criteria indicates the criteria in the form of a number a regular expression or a character string by which the cells are counted Converts the given number in radians to degrees Rounds the given number up to the nearest even integer Returns e raised to the power of the given number Returns the factorial of the given number Rounds the given number down to the nearest multiple of significance Significance is the value to whose multiple of ten the number is to be rounded down 01 1 1 10 etc Mode is an optional value If it is indicated and non zero Appendix B Description of Functions 431 Syntax GCD numbers GCD ADD numbers INT number ISEVEN value ISODD value LCM integer 1 integer 2 integer 30 LCM ADD numbers LN number LOG number base LOG10 number MOD dividend divisor Description and if the number and significance are negative rounding up is carried out based on that value Returns the greatest common divisor of one or more integers Numbers is a list of up to 30 numbers whose greatest common divisor is to be ca
511. w Database odb A r a 5E Charts s Create Database Link Internet Database file i Registered name Figure 260 Registering databases 3 Enter the location of the database file or click Browse to open a file browser and select the database file 4 Type a name to use as the registered name for the database and click OK The database is added to the list of registered databases The OK button is enabled only when both fields are filled in To register a data source that is not in odb format 1 Choose File gt New gt Database to open the Database Wizard 2 Select Connect to an existing database The choices for database type depend on your operating system For example 312 OpenOffice org 3 x Calc Guide Microsoft Access and other Microsoft products are not among the choices if you are using Linux In our example we chose dBASE Database Wizard x Steps Welcome to the OpenOffice org Database Wizard 1 Select database Use the Database Wizard to create a new database open an existing database File or connect to a database stored on a server 2 Set up dBASE connection what do you want bo do Create a new database Open an existing database file ee Connect to an existing database Mozila address Book Thunderbird Address Book LDAP Address Book Microsoft Outlook Address Book Microsoft Windows Address Book Microsoft Access 2007
512. where Error Checking Demonstration sum columns A B and C B Cc Row Sums 0 64 0 02 0 66 0 23 0 75 1 41 0 57 0 59 2 07 0 07 0 45 0 59 0 33 0 04 0 r4 0 06 0 98 1 386 0 34 0 65 1 94 0 08 0 63 1 64 0 82 0 17 1 6 4 26 TOTAL 11 37 12 03 ERROR Figure 124 Error checking of formulas Chapter 7 Using Formulas and Functions 179 You can even set up a formula to calculate the difference between the two totals and report an error in case a non zero result is returned see Figure 124 Creating formulas You can enter formulas in two ways either directly into the cell itself or at the input line Either way you need to start a formula with one of the following symbols or Starting with anything else causes the formula to be treated as if it were text Operators in formulas Fach cell on the worksheet can be used as a data holder or a place for data calculations Entering data is accomplished simply by typing in the cell and moving to the next cell or pressing Enter With formulas the equals sign indicates that the cell will be used for a calculation A mathematical calculation like 15 46 can be accomplished as shown in Figure 125 While the calculation on the left was accomplished in only one cell the real power is shown on the right where the data is placed in cells and the calculation is performed using references back to the cells In this case cells B3 and B4 were the data holders with B5 the cel
513. whose squares is to be calculated TAN number Returns the tangent of the given number angle in radians TANH number Returns the hyperbolic tangent of the given number angle in radians TRUNC number count Truncates a number to an integer by removing the fractional part of the number according to the precision specified in Tools gt Options gt OpenOffice org Calc gt Calculate Number is the number whose decimal places are to be cut off Count is the number of decimal places which are not cut off Financial analysis functions A note about dates Date values used as parameters for Calc s financial functions must be entered in a specific manner For example a date entered in the US form must be surrounded by quotes and with periods separating each value To represent August 6 2004 or 8 6 04 you would enter 08 06 2004 If you do not enter the date values as required by the function you will not get the correct results Date formats are locale specific check the Help for the acceptable formatting A note about interest rates You can enter interest rates in either of two ways e Asa decimal To enter an interest rate as a decimal divide it by 100 before entering it into a function For example to compute a loan with a 3 25 interest rate enter 0325 into the function Appendix B Description of Functions 435 e As a percentage To enter an interest rate as a percentage type in the interest rate f
514. with the original document 2 Select Edit gt Compare Document 3 An open document dialog appears Select the original document and click Insert Calc finds and marks the changes as follows e All data that occurs in the edited document but not in the original is identified as inserted e All data that is in your original document but is not in the edited document is identified as deleted e All data that is changed is marked as changed From this point you can go through and accept or reject changes as you could normally Saving versions Most documents go through many drafts It is often useful to save new versions of a document You can do this by saving a copy of the document under a different name after each revision or you using Calc s version feature Caution If you do a Save As of a document with different versions A stored in it the old versions are not saved in the new file To use version management in Calc 1 Choose File gt Versions The Versions dialog opens Chapter 11 Sharing and Reviewing Documents 337 ersions of Budget Mem Wer sions Save Mew Wersion Always Save a wersion an closing Existing versions Close Open Date and time Saved by Comments Show HEETE E 16 43 50 RabertBrawn Original Delete Compare ME Help Figure 284 Version management dialog 2 Click the Save New Version button to save a new version 3 A dialog opens where you can enter comme
515. wo arrays Array X is the first array whose elements are to be subtracted and squared Array Y is the second array whose elements are to be subtracted and squared Appendix B Description of Functions 469 Description TRANSPOSE array Transposes the rows and columns of an array Array is the array in the spreadsheet that is to be transposed TREND data_Y Returns values along a linear trend Data_Y is the data X new data X Y Data array Data_X optional is the X Data linear Type array New_data_X optional is the array of the X data which are used for recalculating values Linear type is optional If linear_type 0 then lines will be calculated through the zero point Otherwise offset lines will also be calculated The default is linear_type lt gt 0 Spreadsheet functions Use spreadsheet functions to search and address cell ranges and provide feedback regarding the contents of a cell or range of cells You can use functions such as HYPERLINK and DDE to connect to other documents or data sources Table 43 Spreadsheet functions Syntax Description ADDRESS row column Returns a cell address reference as text abs sheet according to the specified row and column numbers Optionally whether the address is interpreted as an absolute address for example A 1 or as a relative address as A1 or in a mixed form A 1 or A1 can be determined The name of the sheet can also be specified Row is the row
516. x number Description Returns values of the Gaussian error integral Lower limit is the lower limit of integral Upper limit optional is the upper limit of the integral If this value is missing the calculation takes places between 0 and the lower limit Returns complementary values of the Gaussian error integral between x and infinity Lower limit is the lower limit of integral x Returns the factorial of the number with increments of 2 If the number is even the following factorial is calculated n N 2 n 4 4 2 If the number is uneven the following factorial is calculated n N 2 n AS ee le Returns 1 if number is greater than or equal to step Returns the binary number for the hexadecimal number entered Number is the hexadecimal number Places is the number of places to be output Returns the decimal number for the hexadecimal number entered Number is the hexadecimal number Returns the octal number for the hexadecimal number entered Number is the hexadecimal number Places is the number of places to be output Returns the absolute value modulus of a complex number The complex number is entered in the form x yi or x yj Returns the imaginary coefficient of a complex_number The complex number is entered in the form x yi or x yj Returns the argument the phi angle of a complex number The complex number is entered in the form x yi or x yj Returns the conjugated
517. xample comparisons of departmental spending what the department spent on different items or what different departments spent They work best with smaller numbers of values about half a dozen more than this and the visual impact begins to fade As the Chart Wizard guesses the series that you wish to include in your pie chart you might need to adjust this initially on the Wizard s Data Ranges page if you know you want a pie chart or by using the Format gt Data Ranges gt Data Series dialog You can do some interesting things with a pie chart especially if you make it into a 3D chart It can then be tilted given shadows and generally turned into a work of art Just don t clutter it so much that your message is lost and be careful that tilting does not distort the relatively size of the segments You can choose in the Chart Wizard to explode the pie chart but this is an all or nothing option If your aim is to accentuate one piece of the pie you can separate out one piece by carefully highlighting it after you have finished with the Chart Wizard and dragging it out of the group When you do this you might need to enlarge the chart area again to regain the original size of the pieces Budget Estimates Budget Estimates Budget Estimates Geography Dept Geography Dept Geogrpahy Dept O Text S000 Maitia 000 E Maintenance E Stationary Equipment B Texts E Waintenance E Stationary Equipment E Texts Statowar
518. y jien Eq aime t gs00 Figure 72 Pie charts The effects achieved in Figure 72 are explained below e 2D pie chart with one part of the pie exploded Choose Insert gt Legend and deselect the Display legend box Choose Insert gt 96 OpenOffice org 3 x Calc Guide Data Labels and choose Show value as number Then carefully select the piece you wish to highlight move the cursor to the edge of the piece and click the piece will have nine green highlight squares to mark it and then drag it out from the rest of the pieces The pieces will decrease in size so you need to highlight the chart wall and drag it at a corner to increase the size 3D pie chart with realistic schema and illumination Choose Format gt 3D view gt Illumination where you can change the direction of the light the color of the ambient light and the depth of the shade We also adjusted the 3D angle of the disc in the Perspective dialog on the same set of tabs The chart updates as you make changes so you can immediately see the effects If you want to separate out one of the pieces click on it carefully you should see a wire frame highlight Drag it out with the mouse and then if necessary increase the size of the chart wall 3D pie chart with different fill effects in each portion of the pie Choose Insert gt Data labels and select show value as percentage Then carefully select each of the pieces so that it has a wire frame highlight and right
519. y used as such Some functions names differ only by the letter appended at the end AVERAGE and AVERAGEBEA for example Functions that do not end with the letter A operate only on numeric values and cells that contain text or are empty are ignored The corresponding function whose name ends with the letter A treats text values as a number with the value of zero blank cells are still ignored Table 17 Functions frequently used as database functions Function Description AVERAGE Return the average Ignore empty cells and cells that contain text AVERAGEA Return the average The value of text is 0 and empty cells are ignored COUNT Count the number of numeric entries text entries are ignored COUNTA Count the number of non empty entries COUNTBLANK Return the number of empty cells COUNTIF Return the number of cells that meet the search criteria Chapter 13 Calc as a Simple Database 375 Function Description HLOOKUP Search for a specific value across the columns in the first row of an array Return the value from a different row in the same column INDEX Return the content of a cell specified by row and column number or an optional range name INDIRECT Return the reference specified by a text string LOOKUP Return the contents of a cell either from a one row or one column range or from an array MATCH Search an array and return the relative position of the found item MAX Return the maximu
520. y whether it is a mail or news link the receiver address and for email also the subject For a Document hyperlink specify the document path the Open File button opens a file browser leave this blank if you want to link to a target in the same spreadsheet Optionally specify the target in the document for example a specific sheet Click on the Target in document icon to open the Navigator where you can select the target or if you know the name of the target you can type it into the box For a New Document hyperlink specify whether to edit the newly created document immediately Edit now or just create it Edit later and enter the file name and the type of document to create text spreadsheet etc The Select path button opens a directory picker dialog The Further settings section in the bottom right of the dialog is common to all the hyperlink categories although some choices are more relevant to some types of links e Set the value of Frame to determine how the hyperlink will open This applies to documents that open in a Web browser e Form specifies if the link is to be presented as text or as a button Figure 253 shows a link formatted as a button OOo Authors Figure 253 OOo Authors hyperlink as button l 2 E 4 a 6 e Text specifies the text that will be visible to the user If you do not enter anything here Calc will use the full URL or path as the link text Note that if the link is relative and you
521. ying an advanced filter using a macro is simple see Listing 17 The cell range containing the filter criteria is used to create a filter descriptor which is then used to filter the range containing the data OTZ OpenOffice org 3 x Calc Guide Ej Advanced Filter Read filter criteria from fest2Greatera0 ssheet2 4873 Cancel Options Case sensitive Regular expressions Help V No duplication More O Copy results to 7 Data range Sheet 491 G 3 unnamed Figure 311 Apply an advanced filter using a previously defined named range Listing 17 Use an advanced filter Sub UseAnAdvancedFilter Dim oSheet A sheet from the Calc document Dim oRanges The NamedRanges property Dim oCritRange Range that contains the filter criteria Dim oDataRange Range that contains the data to filter Dim oFiltDesc Filter descriptor REM Range that contains the filter criteria oSheet ThisComponent getSheets getByIndex 1 oCritRange oSheet getCellLRangeByName A1 G3 REM You can also obtain the range containing the REM filter criteria from a named range REM oRanges ThisComponent NamedRanges REM oRange oRanges getByName AverageLess80 REM oCritRange oRange getReferredCells REM The data that I want to filter oSheet ThisComponent getSheets getByIndex 0 oDataRange oSheet getCellRangeByName A1 G16 oFiltDesc oCritRange createFilterDescriptorBy0bject oDataRange oDa
522. ypical for the program to increment the represented cells If you were copying downward from cell B3 the program would automatically substitute the cell B4 into the next lower cell and so on until the end of the copying process If that next cell contains text or a value that is inappropriate for the formula then this error may result The difficulty usually occurs when one or more of the parameters in the formula need to be fixed To avoid the VALUE and REF errors give the cell B3 a name such as TotalExpenses In that way the program will carry that Note name to each succeeding formula being copied and remove the need to use the to anchor the reference to the TotalExpenses cell Color coding for input Another useful tool when reviewing a formula is the color coding for input When you select a formula that has already been entered the cells or ranges used for each argument in the formula are outlined in color Calc uses eight colors for outlining referenced cells starting with blue for the first cell and continuing with red magenta green dark blue brown purple and yellow before cycling through the sequence again Chapter 7 Using Formulas and Functions 207 The Detective In a long or complicated spreadsheet color coding becomes less useful In these cases consider using the the submenu under Tools gt Detective The Detective is a tool for checking which cells are used as arguments by a formula precedents and wh
523. ys the diffusion in a data set Number _1 number 2 number 30 are values or ranges that represent a sample Each number can also be replaced by a reference Returns the average of the arguments Number 1 number 2 number 30 are numerical values or ranges Text is ignored Returns the average of the arguments The value of a text is 0 Value_1 value _2 value_30 are values or ranges Returns the probability of a sample with binomial distribution Trials is the number of independent trials SP is the probability of Appendix B Description of Functions 449 BETADIST number alpha beta start end BETAINV number alpha beta start end BINOMDIST X trials SP C CHIDIST number degrees freedom CHIINV number degrees freedom CHITEST data_B data E Description success on each trial T_1 defines the lower limit for the number of trials T_2 optional defines the upper limit for the number of trials Returns the cumulative beta probability density function Number is the value between Start and End at which to evaluate the function Alpha is a parameter to the distribution Beta is a parameter to the distribution Start optional is the lower bound for number End optional is the upper bound for number Returns the inverse of the cumulative beta probability density function Number is the value between Start and End at which to evaluate the function Alpha is a parameter to the distri
524. zeroes 1 Z Thousands separator Format code 20 00 RED 7 70 00 User defined Figure 39 Format Cells gt Numbers Chapter 2 Entering Editing and Formatting Data 55 Formatting the font To quickly choose the font used in a cell select the cell then click the arrow next to the Font Name box on the Formatting toolbar and choose a font from the list To choose whether to show the font names in their font or in plain text go to Tools gt Options gt OpenOffice org gt View Tip and select or deselect the Show preview of fonts option in the Font Lists section For more information see Chapter 14 Setting Up and Customizing Calc To choose the size of the font click the arrow next to the Font Size box on the Formatting toolbar For other formatting you can use the Bold Italic or Underline icons To choose a font color click the arrow next to the Font Color icon to display a color palette Click on the required color Tee To define custom colors use Tools gt Options gt OpenOffice org gt Colors See Chapter 14 for more information Automatic To specify the language of the cell useful because it allows different languages to exist in the same document and be spell checked correctly use the Font tab of the Format Cells dialog See Chapter 4 for more information Choosing font effects The Font Effects tab Figure 40 of the Format Cells dialog offers more font options Overl

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