Abstract
This section gives you a brief introduction to OpenOffice.org Calc's spreadsheet functions. We take for granted that you know why you intend want to use a spreadsheet, so we don't delve deeply into application-specific (accounting, financial, simulation, etc.) considerations.
To launch OpenOffice.org Calc, select + → from the main menu. You can also open it from any other OpenOffice.org application screen, selecting + → , which opens an OpenOffice.org Calc window with a blank spreadsheet on it.
When you first launch OpenOffice.org Calc, a dialog pops up asking you whether you prefer to use the Microsoft® or OpenOffice.org format to save your files.
Your decision depends on whether you plan to exchange a lot of files with people who use only Microsoft® tools. If this is the case, click , but be warned that it is not perfectly supported. Also note that this is only the default format and can always be overridden by changing the Filter in the Save as dialog.
This is the standard format bar for all OpenOffice.org applications used to change fonts, colors, alignment, etc. of the application's data.
Where you enter the data in the spreadsheet: numbers, dates, formulas, images, etc.
Clicking on this
little area at the top left corner of the work area will select
all cells at once. It's useful when you
need to make changes which are “global” to the
spreadsheet. For example, changing all font sizes in the cells
to 10pt
(points).
Spreadsheets usually contain more than one sheet. Use these buttons to easily navigate through each of the spreadsheet's sheets. You may also use the tabs to switch between sheets.
The following sections explore basic functions such as entering data and formulas in the spreadsheet and adding graphics to represent that data. An example of an imaginary company's monthly expenses and sales figures is used. Consult Section 2.3, “Going Further”, for more information on how to make full use of OpenOffice.org Calc.
To enter data into a cell navigate to the cell and type the data in it, pressing the Enter key when you are finished.
Auto-completion simplifies data entry “guessing” the next cell's value using the current cell's value as a base. It works for any kind of data which can be associated to a simple series of integral numbers.
To use auto-completion put your mouse over the cell “handle” (the little black square located at the bottom right of the cell border), click on it and drag the cell. The cell values will be shown in a tool-tip (see Figure 3.3, “Simplifying Data Entry Using Auto-Completion”). Release the mouse button to complete the cells once the desired final value is shown.
Cell data can also be sorted according to different criteria. Select the cells you want to sort and then open the sort options dialog choosing → from the menu. Specify the sort criteria, order and additional options and click on the button to sort the cells.
Formulas can be used to
“automate” the spreadsheet allowing you, for example,
to run complex simulations. Within cells, formulas are defined by
preceding all cell data with the =
sign. Anything else is treated as “static”
data.
Operations are
expressed using conventional algebraic notation. For example
=3*A25+4*(A20+C34/B34)
divides the value in
cell C34
by the value in cell
B34
, adds the value in A20
to the result, multiplies that by 4
and then adds
3
times the value of cell
A25
. Thus, rather complex expressions can be
made using simpler ones as a base.
OpenOffice.org Calc gives you many predefined-defined functions which you can use in your formulas, explore them by choosing the → menu.
When a spreadsheet contains too much information it often becomes difficult to understand how different pieces of data relate to one another: too many numbers and too little meaning. The best way to represent this kind of data is through a chart.
As in all data-analysis functions, you must select the region you intend to show in the chart. So, select a range of cells and then chose → from the menu to bring up the chart assistant.
Make your selections for the chart type, variant, title, axis titles, etc. and then click on to create and insert the chart in the spreadsheet (see Figure 3.4, “A 3D Chart Inside the Spreadsheet”).
If you wish to learn more on the use of OpenOffice.org Calc, you should consult the tutorial available at the Tutorials for OpenOffice Web site.
Also,
don't hesitate to refer to OpenOffice.org Calc's help accessible through
the → menu,
or by pressing the F1 key. There you are bound to
find answers to your questions.