Libre Office Calc

Chapter-1
 Analysing data is the process to extract useful information for making
effective decisions.
 The spreadsheet is one of the best software used for data analysis. It is
used to retrieve, correlate, explore and visualise data to identify
patterns, trends and relationships.
 The spreadsheet component in LibreOffice known as Calc
 Consolidate is a function used to combine information from multiple
sheets of the spreadsheet into one place to summarize the information.
 It is used to view and compare variety of data in a single spreadsheet for
identifying trends and relationships.
 You need to check the following before consolidating data:
1. Open each sheet in the spreadsheet and check that the data types
must match which you want to consolidate.
2. Match the labels from all the sheets which are used for consolidating.
3. Enter the first column as the primary column on the basis of which
the data is to be consolidated.
 Data > Consolidate option will open Consolidate dialog.
 Default function “Sum” is seen in the Function dropdown
 Link to source data is checked to make the modification automatically in
the consolidated (target) sheet while making any changes in the source
data.
 Shortcut key for consolidation: Alt+D
 ‘Consolidate by’ has two options Row labels and Column labels.
 Group and Outline in Calc is used to create an outline of the selected data
and can group rows and columns together so that one can collapse (-) to
hide it or expand (+) it using a single click on it.
 Select the data to be grouped, click on Data>Group and Outline.
 The Subtotal tool in Calc creates the group automatically and applies
common functions like sum, average on the grouped data.
 One can use any type of summary function for each column as per the
requirement of data analysis.
 It can group subtotals by using category and sorts them in ascending or
descending order so that one need not to use filters.
 Click on Data > Subtotal, the subtotal dialog will open.
 The outline to the left of the row numbers which is inserted after
performing the subtotal tool. This outline shows the hierarchical
structure which can be used to show or hide different levels by clicking
on the group indicators ‘+’ sign to expand and ‘–’ sign to collapse the
data.
 If you want to remove the outline feature from the sheet at any point of
time then it is possible by just clicking on Data > Group and Outline >
Remove Outline.
 What-if scenario is a set of values that can be used within the
calculations in the spreadsheet. A name is given to the scenario and
several scenarios can be created on the same sheet.
 It can be used in the beginning of any project to optimise the output.
 This tool is used to predict the output while changing the inputs which
reflects the output and thus one can choose the best plan of action based
on it.
 Choose Tools>Scenarios will open scenario dialog window
 To select multiple cells, press Ctrl+Click.
 What-if tool uses Data > Multiple Operations and is a planning tool
for what-if questions.
 In this, the output is not shown in the same cells, whereas it uses a
drop-down list to display the output depending upon the input.
 The Multiple Operations tool creates a formula array to display the list of
results applying the formula on a list of alternative values used in the
formula.
 This tool uses two arrays of cells, one array contains the input values
and the second array uses the formula and display the result.
 What-if analysis tool is very helpful when we want to know how much
profit we earn for a particular product for a series of selling units.
 Click on Data>Multiple Operations will display the multiple operations
dialog window.
 It general we fill in the values in the cells and then create formula on these
values to get the required result. To predict the output, we keep on
changing all the input values to obtain the desired output. Goal seek
helps in finding out the input for the specific output.
 Click on Tools > Goal Seek will display the Goal seek dialog window.

Chapter-2

 A macro is a single instruction that executes a set of instructions.

 These set of instructions can be a sequence of commands or
keystrokes that can be used for any number of times later.
 By default, the macro recording feature is turned off when LibreOffice is
installed on your computer.
 To turn it on, Tools > Options > LibreOffice > Advanced. Observe the
Optional Features. There are two options which are not check marked.
Put the checkmark on the option “Enable macro recording”
 The Record Macro option found under Tools > Macros.

 The name of the macro by default is Main and is saved in the Standard
Library in Module1.
 If all the macros will be given the same name, then they will overwrite
the previous Macro created by that name.
 Rules for naming a Macro, Module or a Library: notes While naming a
Macro, Module or a Library the name should :
1. Begin with a letter
2. Not contain spaces
3. Not contain special characters except for _ (underscore)
 Use Tools > Macros > Run Macro to open the Macro Selector dialog box
 LibreOffice Macros library is provided by LibreOffice and contains
modules with pre-recorded macros and should not be changed.
 My Macros contain macros that we write or add to LibreOffice.
 The action recorded by a macro is recorded as instructions in a
programming language called BASIC.
 The code of a macro begins with Sub followed by the name of the
macro and ends with End Sub .
 The recorded macro is internally stored as instructions written in a
programming language that are executed when the macro is executed or
run.
 While creating a macro, either create a new library/module or edit an
existing module stored in a library.
 Click on Tools > Macros > Organize Macros > LibreOffice Basic to
open the LibreOffice Basic Macro dialog window
 Click Organizer to open the Basic Macro Organizer dialog box.
 To create a new library containing modules, click on Library > New.
 Choose the Modules Tab and select a Module. Click on New to create a
new Module.
 Integrated Development Environment (IDE) is a text editor that
allows you to create and edit macros
 Besides, the module can be executed from the IDE by either clicking the
Run button or pressing F5.
 It is possible to do so if we use Macro as a function. Instead of writing
instructions in between Sub and End Sub, we can write instructions in
between Function and End Function.
 A function is capable of accepting arguments or values. It can perform
operations on the arguments, perform calculations and return the result.
 The text in grey is preceded by ‘ (single quote) indicating it is a comment.
A comment is written to write descriptive text to support the code

Chapter-3
 To add a new sheet in the spreadsheet, click on the Add Sheet by clicking
on the (+) sign located in the left bottom of the spreadsheet
 Alternatively, you can right click anywhere on the sheet tab and select
Insert sheet option from the drop-down list displayed
 It gives us a choice to put the new sheet, assign the name of the sheets,
delete a sheet and so on.
 Insert Sheet dialog box can be invoked from the menu option Sheet >
Insert Sheet
 ross sheets in the same spreadsheet document. Hence, to refer to a cell in
another sheet precede the cell reference with a ‘$’ sign. It is then followed
by the name of the sheet in ‘ ‘ ’ (single quotes) followed by a . (dot) and
then the cell address.
 For example, to refer a cell C4 of sheet named Term1 we will type: $‛Term
1’.C4
 Single quotes (‘ ’) are used as there is a space between Term and 1 in the
sheet name.
 A “live” data means that the data is always the same as in the original file.
 The links can be updated by selecting Tools > Options > LibreOffice Calc >
General > Updating.
 A hyperlink can be either absolute or relative.
 An absolute hyperlink stores the complete location where the file is stored.
So, if the file is removed from the location, absolute hyperlink will not
work.
 A relative hyperlink stores the location with respect to the current location.
If the complete folder containing the active spreadsheet is moved the
relative link will still be accessible as it is bound to the source folder where
the active spreadsheet is stored.
 Insert > Hyperlink.
 To edit an existing link, place the cursor anywhere in the link and right
click the hyperlink. A context menu will be displayed. Click on Edit
Hyperlink, the Hyperlink dialog box will be displayed,
 On clicking the Remove Hyperlink option, the link will be removed from the
text and thus it will not point to any other location.
 To insert the tables from a HTML document, we can use the External Data
Dialog box.
 Sheet > Link to External Data
 LibreOffice Calc allows us to link spreadsheet documents with databases
and other data sources
 Registration is a means to inform LibreOffice about the type of data source
and the location of the file.

Chapter-4
 Tools > Share Spreadsheet from main menu bar. This will open the Share
Document dialog window
 Once the spreadsheet is saved, the name of the spreadsheet in the title
bar will display (shared) along with the name of the spreadsheet.
 To enable the Record changes, first disable the shared mode of
spreadsheet.
 Now to record track changes, click on Edit > Track Changes > Record
 In Calc, the comments are automatically added. Also, the author or
reviewer can add their own comments as well.
 Edit > Track Changes > Comment
 You can also insert comments to a cell. Click on the cell where you want to
insert comments. Then select from main menu Insert > Comment
 This type of comments is known as notes or suggestions in the
spreadsheet.
 The comment box shows the comments entered as “Contains only
alphabets”.
 Select and click on Edit > Track Changes > Show. It will open the Show
Changes dialog window
 This is used to plan what all changes are to be displayed while reviewing
the spreadsheet.
 Click on Edit > Track Changes > Manage to accept or reject the changes. It
will display the Manage Changes dialog window
 Edit > Track Changes > Merge Document
 Instead of merging two spreadsheets, one can compare the two
spreadsheets by comparing the documents
 Edit > Track Changes > Compare Document