Calc ___________________________________________________________________________________________

Introduction to OpenOffice.org Calc The term spreadsheet was derived from a large piece of paper that accountants used for business finances. The accountant would spread information like costs, payments, taxes, income, etc out on a single, big, oversized sheet of paper to get a complete financial overview. What is Calc? Calc is the spreadsheet component of OpenOffice.org (OOo). You can enter data, usually numerical data, 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 workbook or sheet. A major advantage of electronic spreadsheets is that the data is easier to alter. If the correct functions and formulas have been used, the program will apply these changes automatically. 1. Open a Spreadsheet

1.2 OpenOffice.org Calc

1.1 Click Start

Informatics Unit KMPh

Calc ___________________________________________________________________________________________

2. The Spreadsheet will appear;

Main Menu Toolbar

Function Toolbar

Formatting Toolbar

Formula Toolbar

3. The Calc Toolbars The following four Calc Toolbars appear at the top of all Calc screens 3.1 Main Menu Toolbar

The first toolbar is the Main Menu toolbar that gives you access to many of the basic commands used in Calc. 3.2 Function Toolbar

Informatics Unit KMPh

Calc ___________________________________________________________________________________________

The second toolbar down is the Function Toolbar. The Function Toolbar contains icons (pictures) to provide quick access to commands like New, Open, Print, Copy, Paste, etc. When you place your mouse cursor over any of the elements of a toolbar, the name of the element appears on your screen.

Move your cursor over the icon new spreadsheet.) 3.3 Formatting Toolbar

. (The word New appears. Clicking on

opens a

The third toolbar down is the Formatting Toolbar. The Formatting Toolbar has icons plus drop-down menus that allow you to select a font, font colour, alignments, number formats, border options and background colours. 3.4 Formula Toolbar

The fourth toolbar down is the Formula Toolbar. The Formula Toolbar contains the Name Box drop-down menu and a long white box called the Input Line. Note: If your Toolbars look different, it is because these toolbars are in 800x600 screen resolution and the last eight icons are not shown but are available by clicking on the on the far right of the toolbar. The rest of the window contains the spreadsheet. The spreadsheet is divided into rows that have a number at the left of each row and divided into columns with letters at the top of each column. 4. Cells A cell is the fundamental element of a worksheet. This is where things are added and where things are seen. A cell address in a spreadsheet identifies the location of the cell in the spreadsheet. A cell address is a combination of the column letter and the row number of a

Informatics Unit KMPh

Calc ___________________________________________________________________________________________

cell, such as A2 or B16.etc. When identifying a cell by its address, the column letter is always listed first followed by the row number. The cell address of the example below is A5.

5. Enter Data

5.1 Click A1 5.2 Type : Hello World 5.3 Press Enter

5.4 The active cell is now A2. (The words Hello World are in A1.) When you type
something in a cell and press Enter, what you typed is seen in that cell and the cell below becomes the next active cell. 6. Delete Data

6.1 Click A1 cell 6.2 Press Delete key (Delete Contents window appears) 6.3 Check the Delete all box 6.4 Click OK

Informatics Unit KMPh

Calc ___________________________________________________________________________________________

7. Addition

7.1 Click A6 cell 7.2 Type : 10 7.3 Press Enter

7.4 Type : 5 7.5 Press Enter

7.6 Type : =A6+A7 7.7 Press Enter

7.8 Answer 15 appears

8. Sum

8.1 Type : 5 in A1,A2,A3,A4 and A5 8.2 Type : =SUM(A1:A5) 8.3 Press Enter

Informatics Unit KMPh

Calc ___________________________________________________________________________________________

8.4 The sum, 25 appears in cell A6

9. Format Data

9.1 Click cell A1 9.2 Type : -9999.129 9.3 Press Enter

9.4 Right-click cell A1 9.5 Click Format cells

Informatics Unit KMPh

Calc ___________________________________________________________________________________________

The Format cells window appears;

9.6 Click Numbers tab

9.8 Click -1,234.12 9.7 Click on Number

9.8 Click the small box before Negative numbers red 9.10 Click OK

The number -9999.13 appears in cell A1;

Informatics Unit KMPh