OPEN OFFICE CALC

MAIN FEATURES OF OPENOFFICE CALC

• Introduction to Calc
• Calc is the spreadsheet application of OpenOffice suite.
• Used for organizing data, calculations, and creating charts.
•File Format
•Calc saves files in ODF (Open Document Format) by default.
•ODF is an international standard (ISO/IEC).
•Ways to Start Calc
[Link] Start Menu: Start → Programs → OpenOffice.
[Link] Desktop Icon: Double-click the OpenOffice Calc icon (Figure 4.2).
4.3.2 CALC MAIN WINDOW
•Title Bar
•Displays: spreadsheet name (e.g., ExampleSheet), extension (.ods), software name (Calc).
•New spreadsheet names: Untitled N.
•Ellipsis (…) in menu options → opens a dialog box (e.g., Open…).
•Menu Bar
•Contains menus with submenus.
•Examples:
•File: New, Open, Save, Print, Exit.
•Edit: Cut, Copy, Paste, Find & Replace, Delete.
•View: Toolbars, Full Screen, Zoom.
•Insert: Cells, Rows, Columns, Sheet, Picture, Chart.
•Format: Format Cells, Rows, Columns, Sheet.
•Tools: Spellcheck, Macros.
•Data: Sort, Filter, Validity.
•Window: New Window, Close Window.
•Help: Help, What’s This?, Updates.
•Standard Bar
•Shortcut icons for common commands (New, Open, Save, Print, Cut, Copy, Paste, Sort, Chart,
Spellcheck).
•Find Bar
•Used to search text within a spreadsheet.
•Arrows / Enter key help move between multiple results.
•Formatting Bar
•Font settings: Style, Font Name, Font Size.
•Text formatting: Bold, Italics, Underline.
•Alignment: Left, Center, Right, Justify.
•Merge cells: Combine multiple cells.
•Number formatting: Currency, Percent, Standard, Decimal places.
•Indentation: Increase/Decrease text indent.
•Borders & Colors: Borders, Background Color, Font Color.
•Formula Bar
•Name Box: Shows cell reference (e.g., C4).
•Icons: Function Wizard, Sum, Function (=).
•Input Line: Displays/edits contents of the current cell.
•Sheet Tabs
•A Calc file can have multiple sheets.
•Active sheet tab is white.
•Right-click on tabs → Insert, Delete, Rename, Move sheets.
•Status Bar
•Located at the bottom of Calc.
•Displays spreadsheet information and quick functions.
•Sheet Sequence number: shows current sheet number/total sheets.
•Selected cell(s) info: displays sum by default. Right-click → can change to average, max, min, count.
•Objects (e.g., chart, picture): shows size and location.
•Zoom Slider: at bottom-left, used to increase or decrease magnification (+ / –).

• Sidebar
• Located on the right side.
• Contains decks such as:
• Properties (for formatting objects/text),
• Styles and Formatting,
• Gallery,
• Navigator (jump between sheets/sections).
[Link] Cell
1. The currently selected cell with a heavy black border.
2. Data entry and editing occur in the active cell.

[Link] Headers
1. Located on the left of the sheet.
2. Numbered: 1, 2, 3, … for each row.

[Link] Headers
1. Located at the top of the sheet.
2. Alphabetical: A, B, C, … for each column.
4.3.3 WORKING WITH SPREADSHEETS
[Link] Structure
1. A spreadsheet consists of sheets.
2. Each sheet contains cells, arranged in rows (numbers) and columns (letters).
3. Cell reference = Column letter + Row number (e.g., D5).
4. Cells can contain text, numbers, formulas, etc.

[Link] a New Blank Worksheet

1. Method 1: Menu bar → File → New → Spreadsheet.
2. Method 2: Standard bar → New icon drop-down → Spreadsheet.
3. Method 3: Keyboard shortcut → Ctrl + N.

[Link] an Existing Spreadsheet

1. Method 1: Menu bar → File → Open → Dialog box appears.
2. Method 2: Standard bar → Open icon → Drop-down for recent files.
[Link] within Spreadsheets
1. Accessing a particular cell:
1. Click the cell directly, OR
2. Type cell address in Name Box (Formula bar) → press Enter.
3. Use Navigator tool (F5) to jump to a row/column.
2. Cell-to-Cell Navigation:
1. Mouse click, Arrow keys,Tab, Enter.
3. Sheet-to-Sheet Navigation:
1. Use Sheet Tabs at the bottom.
2. If many sheets, some tabs may be hidden → use navigation buttons (to the left of sheet tabs) to
scroll.
• Saving a Worksheet
• Menu bar method: File → Save.
• Standard bar method: Save icon.
• First-time save → dialog box appears to enter name & location.
• File extension: .ods (ODF format)

• Closing a Worksheet
• Menu bar method: File → Close.
• If unsaved → dialog box with options: Save / Discard / Cancel.
• Can also close Calc directly.

Types of Data in Cells

•Labels: Alphabetic or alphanumeric entries (e.g., Name, Address). Left-aligned.
•Numbers/Values: Integers, decimals, fractions. Right-aligned.

•Formulas: Used for calculations (e.g ., =A1+B1). Must start with =

• Entering Data
• Click on a cell (e.g., A1). Heavy black border → active cell.
• Type data directly in the active cell.

•Moving Data within a Spreadsheet

•Edit Menu: Select → Edit → Cut/Copy → Paste.
•Standard Bar: Cut, Copy, Paste icons.
•Right-Click Menu: Context menu with Cut, Copy, Paste options.
•AutoFill Feature
•Basic Use: Enter starting value → drag fill handle (bottom-right corner of cell).
•Example: Enter 1 → drag → fills 2, 3, 4 …
•Example: Enter “Monday” → drag → fills Tuesday, Wednesday …
•Same value repeat: Hold Ctrl while dragging (e.g., 1 in 10 cells).
•Custom sequences: Define under Tools → Options → OpenOffice Calc →
Sort Lists.
•Custom numeric series:
•Enter first two values (e.g., 2 and 4).
•Select both → drag fill handle → Calc continues sequence (6, 8, 10 …)
4.3.5 FORMATTING DATA
• Meaning of Formatting
• Formatting is the process of adding style and presentation to documents or spreadsheets to make
them readable and attractive.
• Purpose of Formatting
• Improves appearance of data.
• Enhances clarity and readability.
• Makes data professional and appealing.
• Formatting Options Available in Spreadsheets
• Font: Change font type, size, bold, italic, underline.
• Alignment: Left, right, center, top, bottom.
• Number Formats: Currency, percentage, decimals, date, time.
• Borders and Shading: Add borders or background color to highlight cells.
• Text & Fill Color: Change text color and cell background.
•Tools for Formatting
•Formatting Bar – quick access to formatting commands.
•Format Menu – detailed formatting options.
•Outcome of Formatting
•Data becomes organized, attractive, and easy to interpret.
[Link] as Text
•By default, Calc evaluates each cell to decide whether it contains a Value (number) or
a Label (text).
•Entries with a mix of numbers and text (e.g., COMP123) are treated as labels
and cannot be used in calculations.
•Some numeric entries, such as telephone numbers, Aadhaar numbers, ZIP codes, etc.,
must be treated as labels instead of values.
•To do this, prefix the number with a single quotation mark (‘).
•Example: typing '1234567890 stores it as text.
•The quotation mark remains invisible in the cell but ensures the entry is treated as a label.
[Link]
•A font refers to the design of characters, combining typeface, size, pitch, and spacing.
•Fonts control the appearance of text in a spreadsheet.
•Font styles (e.g., bold, italic, underline) and sizes can be changed easily from the Formatting Bar.
 •Font Size
•The size of the text can be changed to make it larger or smaller.
•Steps:
•Click the drop-down arrow next to the Font Name box on the Formatting Bar.
•Select the desired font size from the list.
•Font Style
•Used to emphasize or highlight text.
•Options available on the Formatting Bar:
•Bold (B) – makes text thicker and darker.(ctrl+B)
•Italic (I) – slants text to the right.(Ctrl+I)
•Underline (U) – adds a line beneath the text.(Ctrl+U)
Horizontal Alignment in Calc
[Link] of Alignment
1. Alignment controls how data is positioned inside a cell with respect to its borders.
2. Options are available on the Formatting Bar under Alignment.
[Link] of Horizontal Alignment
1. Left Align – positions text along the left border of the cell.
2. Center Align – places text equally distant from the left and right borders (centered).
3. Right Align – positions text along the right border of the cell.
4. Justify – aligns text to both left and right borders, adjusting spacing between words.
CHANGING COLORS IN CALC
1. Purpose of Color Formatting
1. Enhances the appearance of data.
2. Helps in highlighting important information.
3. Improves readability of spreadsheets.

2. Types of Color Formatting

1. Background Color – changes the fill color of selected cells.
2. Text (Font) Color – changes the color of text inside the cells.

3. Steps to Change Background Color of Cells

1. Select the required cells.
2. Click on the Background Color icon on the Formatting Bar.
3. Choose a color from the palette (Fig. 4.22).

4. Steps to Change Text or Font Color

1. Select the text (or entire cells).
2. Click on the Text Color icon on the Formatting Bar.
3. Select the desired color from the palette (Fig. 4.23).
GRIDLINES AND BORDERS IN CALC
•Gridlines
•Gray vertical and horizontal lines that appear automatically in a spreadsheet.
•Show how data is organized into rows and columns.
•Help while working, but do not get printed by default.
•Borders
•Different from gridlines – used to highlight important cells or data.
•Must be added manually using the Border icon on the Formatting Bar.
•Borders are printed, unlike gridlines.
•Steps to Add Borders
•Select the cells around which borders are to be applied.
•Click the Border icon on the Formatting Bar.
•Choose from the drop-down options (Fig. 4.25), such as:
•Left border
•Right border
•Top border
•Bottom border
•All borders
•Outer border
FLOW OF TEXT IN CALC
• Calc provides different options to control how text appears inside a cell.
1. Merging / Splitting Cells
1. Merge Cells: Combines two or more selected cells into a single cell.
1. Steps: Select cells → Click on Merge Cells icon on the Standard Bar.
2. Split Cells: Reverses merging.
1. Steps: Select merged cell → Click on Merge Cells icon again.

2. Wrap Text
1. Breaks text into multiple lines within the same cell.
2. Adjusts row height automatically but keeps the column width unchanged.
3. Steps:
1. Right-click the cell → Format Cells.
2. Open the Alignment tab → Check Wrap text automatically (Fig. 4.26).

3. Shrink to Fit
1. Reduces the font size of text so that it fits within the current cell size.
2. Neither row height nor column width is changed.
3. Steps:
1. Right-click the cell → Format Cells.
2. Open the Alignment tab → Check Shrink to fit cell size (Fig. 4.26).

4. Difference between Wrap Text and Shrink to Fit

1. Wrap Text → Keeps font size same but increases row height to show all text.
2. Shrink to Fit → Keeps row height/column width same but reduces font size.
NUMERIC DATA FORMATTING
• In Calc, number formatting means changing the appearance of numerical data without
altering its actual value. This helps in presenting data more clearly and professionally.
1. Currency Format
•Used to display numbers as money values.
•Currency symbol (₹, $, £, etc.) is prefixed or suffixed.

•Default in Calc: Rs. is prefixed.

•Comma separators are added at thousands, lakhs, millions, etc.
•Two decimal places are displayed by default.
Example:
•Number: 23456.78
•Displayed as: Rs. 23,456.78
2. Percent Format
•Displays numbers as percentages.
•Two decimal places are added.
•The % symbol is suffixed automatically.
Example:
•Number: 0.85
•Displayed as: 85.00%
3. Standard Format
•Removes any formatting applied earlier.
•Displays the number in the default format.
Example:
•Number: 23456.78
•Displayed as: 23456.78
4. Decimal Format
•Allows adding or removing decimal places.
•Methods:
•Use Add Decimal Place / Delete Decimal Place icons on Standard Toolbar.
•Or right-click → Format Cells → Numbers tab.
Options Available:
•Decimals Spin Box → Increase/decrease decimal places.
•Leading Zeros Spin Box → Add zeros in front of the number.
Example (Number = 23456.78):
•With 2 decimals: 23,456.78
•With 0 decimals: 23,457
•With leading zeros (width = 8): 0023457
5. Date Format
•Default date format in Calc: dd/mm/yy.
•Other date formats (e.g., mm-dd-yyyy, dd-mmm-yyyy)
can be selected from Format Cells → Numbers tab → Date category.
Example:
•Value: 01/10/2025
•Can be displayed as:
•01/10/25
•1-Oct-2025
•Oct 1, 2025
4.3.6 FINDING AND REPLACING DATA
• In Calc, data can be searched using the Find toolbar. If you want to search and replace
data, the Find & Replace option is used.
• Steps to Use Find & Replace
1. Open the dialog box (ctrl+H)
1. Click on the Edit menu → Find & Replace.
2. The Find & Replace dialog box opens (Fig. 4.30).
2. Enter text
1. In Search for → type the text to be found.
2. In Replace with → type the new text.
3. Choose an action
1. Find → Finds the next match.
2. Find All → Highlights all matching results.
3. Replace → Replaces the current found text.
4. Replace All → Replaces all occurrences in one step.
4.3.7 DELETING (CTRL+ -)

• In Calc, data can be deleted in different ways depending on whether you want to remove
only the content, or both content and formatting, or the entire cell(s).
• 1. Deleting Data (Cell Contents Only)
• Method 1:
• Double-click inside the cell → press Backspace to delete characters one by one.
• Method 2:
• Single-click to select the cell → press Backspace.
• This deletes all text/content in the cell but keeps formatting (like bold, background color).
• 2. Deleting Data and Formatting
• Use the Delete key (or Right-click → Delete Contents / Delete All).
• A Delete Contents dialog box appears (Fig. 4.31).
• Options include deleting:
• Numbers
• Text
• Dates
• Formulas
• Formats
• Comments
• Delete All → removes everything (contents + formatting).

• 3. Deleting Cell(s)
• To delete entire cell(s):
• Select the cell(s) → Right-click → Delete.
• A dialog box appears (Fig. 4.32) asking how to adjust surrounding cells:
• Shift cells up
• Shift cells left
• Delete entire row
• Delete entire column
 4.3.8 INSERTING AND DELETING ROWS AND COLUMNS IN
CALC

• Sometimes, after entering data in a spreadsheet, you may need to add extra rows/columns or remove
unnecessary ones. Calc provides multiple methods to do this.
• 1. Using Row/Column Headers (ctrl+ +)
• To insert/delete:
• Select the row header (row number on the left) or column header (column letter at the top).
• Right-click on the selected row/column.
• A context menu appears (Fig. 4.33).
• Options available:
• Insert Rows/Columns
• Delete Rows/Columns
• Adjust Row Height / Column Width
• 2. Using the Insert Menu
• Another method:
• Go to the Menu Bar.
• Click Insert → Rows / Columns (Fig. 4.34).
4.3.9 USING FORMULAS AND FUNCTIONS

• Formulas are used to perform calculations in Calc.

• Basic operations: Addition, subtraction, multiplication, division.
• Complex operations: Income tax calculation, finding average, etc.
• Advantages of using formulas:
1. Automatic calculation – If the data in a cell changes, Calc updates the result automatically.
2. Easy to copy – A formula can be copied to other cells without rewriting it.
EXAMPLES OF CREATING BASIC FORMULAS IN CALC

Example 1: Adding Two Numbers

•Task: Add 4 and 5, and display the result in cell D6.
•Steps:
[Link] on cell D6.
[Link] the equal sign (=). This tells Calc that the cell will contain a formula.
[Link] 4+5.
[Link] Enter.
[Link] result (9) will appear in cell D6.
•In the Input Line of the Formula Toolbar, you will see the formula =4+5.
👉 In this example, we directly added numbers.
Example 2: Adding Contents of Two Cells

•Task: Add the values of cell D4 and D5, and store the result in D6.
•Steps:
[Link] numbers in cells D4 and D5.
[Link]-click on cell D6 and type =.
[Link] on D4 (or type D4).
[Link] the plus sign +.
[Link] on D5 (or type D5).
[Link] formula will now look like: =D4+D5.
[Link] Enter.
[Link] result (sum of D4 and D5) will appear in D6.
👉 If you change the values in D4 or D5, the result in D6 will update automatically.
UNDERSTANDING CELL REFERENCE

• A cell reference means the address of a cell (its column letter and row number).
• Example: A1 = column A, row 1.

• Range of cells:
• D1:D5 → all cells from D1 to D5.
• A5:E5 → all cells from A5 to E5.
• A1:B2 → cells A1, A2, B1, B2.

• Ways to insert a cell reference:

• Typing the reference (e.g., D4).
• Clicking on the cell using the mouse while typing the formula.
PRECEDENCE OF OPERATIONS IN FORMULAS

• When a formula contains more than one operator, Calc follows a specific order of
operations.
• Order of Calculation:
1. Parentheses → Operations inside brackets are calculated first.
2. Exponentiation (^) → Powers are calculated next.
3. Multiplication and Division → Performed from left to right.
4. Addition and Subtraction → Performed from left to right.
• Example. =1000+3000*500
• =(1000+3000)*500
 FUNCTIONS

•What are Functions?

Functions are predefined formulas in Calc.
•In a formula, we provide both the operands and operators (e.g., =A1+B1).
•In a function, the operation is already defined, and we only provide the operands (arguments)
•Rules for using a Function:
[Link] function begins with an equal sign (=).
[Link] are written inside parentheses ().
[Link] there are multiple arguments, they are separated by a comma (,).

Example with SUM function:

1.=SUM(3,4) → Adds numbers 3 and 4.
2.=SUM(A3,A4) → Adds contents of cells A3 and A4.
3.=SUM(3,4,A3,A4) → Adds 3, 4, value of A3, and value of A4.
4.=SUM(A1:A5) → Adds all values from A1 to A5.
COMMONLY USED FUNCTIONS IN CALC

1. SUM(n1; n2; …) → Adds the arguments.

2. PRODUCT(n1; n2; …) → Multiplies the arguments.
3. SQRT(n) → Finds the square root of n.
4. POWER(n; p) → Finds n raised to the power p.
5. LOG(n; b) → Finds the logarithm of n to base b.
6. ROUND(n; d) → Rounds n to d digits.
7. SIN(n), COS(n), TAN(n) → Trigonometric functions of n.
8. RANDBETWEEN(f; l) → Generates a random number between f and l.
9. QUOTIENT(a; b) → Returns the integer quotient of a ÷ b.
[Link](n) → Gives the absolute (positive) value of n.
[Link](n1; n2; …) → Finds the average of the arguments
4.3.10 ABSOLUTE AND RELATIVE ADDRESSING:
• Cell Addressing
• 1. Meaning of Cell Addressing
• Cell addressing means referring to a cell or range of cells in a formula.
• It tells Calc or Excel which cell’s value to use in a calculation.

• [Link] of Cell Addressing

• There are three types of cell addressing:
Type Symbol Used Description Example Result When Copied
Changes automatically
Becomes =B3 when
Relative Addressing No $ sign when copied to =A3
copied to B4
another cell.
Remains fixed, does
Absolute $ before column and Stays =$A$3 even after
not change when =$A$3
Addressing row copying
copied.
$ before either column One part fixed, other Only the part without
Mixed Addressing =$A3 or =A$3
or row part changes. $ changes
•Meaning of Cell Addressing
•Every cell in a worksheet has a unique address based on its column letter and row number (e.g., A1, B3).
•When formulas are copied or filled, the type of addressing determines how the cell references behave.
•Relative Addressing
•Default type of cell referencing in Calc.
•Cell references change automatically when copied or AutoFilled.
•Example: If A4 has =A3, copying it to B4 changes it to =B3.
•Used when the same formula pattern is needed across rows or columns.
•Absolute Addressing
•Keeps the cell reference constant even when copied or AutoFilled.
•Use $ sign before the column letter and row number (e.g., $A$3).
•Example: =$A$3 remains the same even if copied anywhere.
•Useful when you need to refer to a fixed value or cell, like a tax rate or constant.
•Mixed Addressing
•Combination of relative and absolute referencing.
•Either row or column is fixed:
•$A3 → column fixed, row changes.
•A$3 → row fixed, column changes.
•Example: If A4 has =A3+$B$3 and is copied to B4, it becomes =B3+$B$3.
•Practical Use
•Relative addressing – repeated calculations (e.g., totals for each column).
•Absolute addressing – fixed references (e.g., multiplying all items by one constant tax rate).
•Mixed addressing – when only one part (row or column) should remain fixed.
•Shortcut Tip
•Use F4 key to toggle between relative, absolute, and mixed addressing while editing a formula.
 4.3.11 SORTING AND FILTERING DATA
• 1. Meaning of Sorting
• Sorting means arranging data in a particular order — either ascending (A–Z, 0–9) or descending (Z–A, 9–0).
• Sorting helps in organizing and analyzing data easily.

• 2. Sorting Using Standard Toolbar

• Steps:
1. Select the range of cells to be sorted.
2. Click on the Sort Ascending (A→Z) or Sort Descending (Z→A) icon on the Standard Toolbar.
3. The data is sorted according to the first column of the selected range.

• 3. Sorting Using Data Menu

• Steps:
1. Select the cells you want to sort.
2. Go to Data → Sort to open the Sort dialog box.
3. Choose the column to sort by.
4. Select either Ascending or Descending order.
5. Click OK to apply sorting.
• 4. Sorting Using Multiple Columns
• You can sort data using up to three columns as criteria.
• Sorting happens one criterion after another.
• Example:
Sort by:

[Link] per Item → Ascending

[Link] of Items → Descending
[Link] Code → Ascending
• Steps:
1. Select data including the headers.
2. In the Options tab, check “Range contains column headers.”
3. Choose sorting columns and order (Ascending/Descending).
4. Click OK.
• 5. Options in Sort Dialog Box
• Case Sensitive:
• Uppercase letters are placed after lowercase in ascending order.
• Example:“apple” appears before “Apple”.
• Direction:
• You can sort row-wise (vertical) or column-wise (horizontal).

• 6. Importance of Sorting
• Makes it easier to read and compare data.
• Helps in identifying highest/lowest values.
• Useful for reports and analysis.
FILTERING DATA

• Definition:
Applying a filter means displaying only the data that meets certain conditions while hiding
the rest. Filters make it easier to focus on specific information in a large dataset.
• Filters can be applied by using the Filter option available in the Data menu.
• There are three types of filters:
[Link]
[Link] Filter
[Link] Filter
• Let us study AutoFilter and Standard Filter in detail
 1. AUTOFILTER

• AutoFilter adds a drop-down list to the topmost row (the header row) of the selected
data. From this list, you can select specific values or conditions to display only the
matching records.
• Example:
Suppose we have the following data in a table:
Name Gender Marks
Riya Female 78
Aman Male 85
Priya Female 90
Ravi Male 70
STEPS TO APPLY AUTOFILTER TO DISPLAY ALL THE FEMALE
CANDIDATES:

[Link] 1: Select the range of data that you want to filter (including the header row).
[Link] 2: Click on the Data menu → select AutoFilter.
[Link] 3: A drop-down arrow will appear on each column header.
[Link] 4: Click the drop-down arrow beside the Gender column.
[Link] 5: Select Female from the list.
2. STANDARD FILTER
• Standard Filter is used when you need to apply multiple filtering conditions at the
same time.
It allows you to combine filters using the AND and OR operators.
• AND Operator: All the specified conditions must be true for the data to be displayed.
• OR Operator: At least one of the specified conditions must be true for the data to be displayed.
• Example using AND Operator
• Suppose, in Table 3, you need to display the male students having more than 75 marks.
• Steps to apply Standard Filter:
1. Step 1: Select the range of data that you want to filter.
2. Step 2: Go to the Data menu → Filter → Standard Filter.
A dialog box will appear.
3. Step 3: In the dialog box, enter the following criteria:
1. Field Name: Gender → Condition: = → Value: Male
2. Operator: AND
3. Field Name: Marks → Condition: > → Value: 75
4. Step 4: Click OK.

• Only the records of male students with marks greater than 75 will be displayed, while
all other records will be hidden.
• Example using OR Operator
• If you want to display either male students OR students scoring above 90 marks,
then use the OR operator in the Standard Filter dialog box:
• Field Name: Gender → Condition: = → Value: Male
• Operator: OR
• Field Name: Marks → Condition: > → Value: 90
• After applying the filter, the result will show all male students and all students with marks above 90, regardless of gender.

• Example (Using AND–OR Operators)

• To display female students whose name begins with ‘S’ OR male students whose name begins with ‘G’:
1. Select the data.
2. Go to Data → Filter → Standard Filter.
3. In the dialog box, add these criteria:
1. Gender = Female AND Name begins with “S”
2. OR Gender = Male AND Name begins with “G”
4. Click OK.
• The output will display all female students with names starting with “S” and all male students with names starting with “G”.
3. REMOVING AUTOFILTER

• To remove an applied AutoFilter:

1. Select the same range of cells that were filtered.
2. Go to Data → Filter → Remove Filter.
• All data will again be displayed without any filters.
5.3.12 CREATING CHARTS AND GRAPHS

• Charts and graphs are used to represent data graphically, making it easier to analyze large amounts of data.
For example, comparing students’ academic performance over 10 years can be understood better through
charts.
• Calc provides various types of charts such as:
• Column Chart
• Bar Chart
• Pie Chart
• Area Chart
• Line Chart
• Scatter Chart
• Each chart type also has several sub-types.
STEPS TO CREATE A CHART

[Link] 1: Select the data to include in the chart.

[Link] 2: Go to Insert → Chart or click the Chart icon on the Standard toolbar.
[Link] 3: The Chart Wizard dialog box appears.
It allows you to choose the chart type, data range, and chart elements (titles, legends,
grids, etc.).
[Link] 4: Select the desired chart type (e.g., Column, Bar, Pie) and click Finish.
TYPES OF CHARTS
• Column Chart
• Used to compare values across categories using vertical bars.
Example: A normal Column Chart for Table 4 is shown in Figure 4.56.
BAR CHART

• A horizontal version of the

Column Chart — useful when
category names are long.
Example: Shown in Figure 4.57.
PIE CHART

• Used to show how each part (slice) contributes to the

total (pie).
Example: Shown in Figure 4.58.
LINE CHART

• Used to show trends or changes

in values over time.
Example: Shown in Figure 4.59.
SCATTER CHART

• Used to show relationships

between two variables.
The X-axis displays numerical
values instead of category names.
Example: Shown in Figure 4.60.
CHART WIZARD OPTIONS

• 1. Inserting Title:
Add a chart title, subtitle, and labels for the X-axis and Y-axis through Chart Wizard →
Chart Elements.
• 2. Legends:
Legends (usually on the right side of the chart) help identify data series.
They can be repositioned or removed using the Chart Wizard.
• 3. Grids:
Gridlines make charts easier to read. You can show or hide horizontal and vertical gridlines
using the Chart Wizard.
RESIZING AND MOVING CHARTS

• To move a chart: Click and drag it to a new position.

• To resize a chart: Click the chart, then drag one of the eight green handles on the chart border.

• Deleting Charts
• Select the chart and press the Delete key on the keyboard.

• Modifying Charts
• To make changes after inserting a chart:
1. Double-click on the chart.
2. Right-click to open options like Chart Type, Legends, Titles, etc.
3. Modify as needed.
4.3.13 MACROS

• What is a Macro?
• A macro is a recording of all the commands and actions you perform to complete a task.
It records your mouse clicks and keystrokes while you work and can replay them later in the
same order.
• When you run a macro, it automatically performs all the recorded actions — saving time
and effort, especially for repetitive tasks.
CREATING / RECORDING A MACRO
• Steps to record or create a macro:
1. Go to the Tools menu → Macros → Record Macro (see Figure 4.65).
2. Figure 4.65: Macro Option in Tools Menu
3. A small dialog box named Stop Recording appears on the worksheet (see Figure 4.66).
This indicates that Calc has started recording your actions.
4. Figure 4.66: Stop Recording Dialog Box
5. Perform the desired actions.
For example:
a) Create borders around cells A1:C3
b) Change the background color of cells A1:C3 to green
6. When you finish, click Stop Recording in the dialog box.
The OpenOffice Basic Macros dialog box appears, prompting you to name and save the macro.
(For example, name the macro ColorChange and save it in the My Macros folder.)
7. Figure 4.67: Saving a Macro
• Once saved, the macro can perform all these recorded tasks automatically in one click.
RUNNING / USING A MACRO

• To run a previously created macro:

1. Go to Tools → Macros → Run Macro (see Figure 4.65).
2. A dialog box opens showing a list of available macros (see Figure 4.68).
3. Select the macro (e.g., ColorChange) and click Run.
The recorded actions (e.g., creating borders and changing cell color) will be
repeated exactly as recorded.
Note:
By default, recorded macros use absolute cell referencing, meaning that
exact cell locations are stored in the macro.
(For example, if you recorded changes in A1:C3, the macro will always perform
actions in those cells.)
DELETING A MACRO

• To delete an existing macro:

1. Go to Tools → Macros → Organize Macros → OpenOffice Basic.
2. A dialog box appears listing all macros (see Figure 4.69).
3. Select the macro you want to delete and click Delete.
4.3.14 PRINTING SPREADSHEETS
• Calc provides various options to control how spreadsheets are printed.
You can select what to print, how many copies, and which pages.
Steps to Print a Spreadsheet
[Link] to the File menu → Print.
A Print dialog box appears (see Figure 4.70).
Figure 4.70: Print Dialog Box
[Link] from the following options:
•Sheets to Print:
•All Sheets
•Selected Sheets
•Selected Cells
•Pages to Print:
•Print All Pages or enter specific page numbers (e.g., 1,3,5 or 1:10).
•Number of Copies:
Enter how many copies you want to print.
[Link] selecting the desired options, click Print to print the spreadsheet(s).