LibreOffice Calc CHAPTER 2 SPREADSHEET

PREPARED BY: SIRAJUDHEEN M,

HSST CHAKKALAKKALHSS

Spreadsheet is a large sheet consisting of several rows and columns in which

any data can be entered.LibreOffice Calc, MS Office Excel, Open Office Spreadsheet, etc. are examples of
Spreadsheet software.
Libre Office Calc provides a wide variety of formula and functions that can use to
perform complex calculations .It includes in LibreOffice Package, which is Free and Open Source software
under the General Public Licence (GPL). LibreOffice Calc is available for a variety of platforms, including
Linux, OS X, Microsoft Windows, and FreeBSD.
Features of LibreOffice Calc
1. Easy Calculations
The software provides a lot of tools with which one can perform even complex calculations on
different data spread across sheets with ease.
2. What-If Calculations
This lets users to predict what will happen if certain condition changes. For instance, you can see how
change in interest rate affects the instalment of a loan.
3. Serves as a database
A spreadsheet also performs the functions of a database. Even huge volume of data can be organised,
stored and filtered without much efforts. This programme allows storing any number of data in different sheets.
4. Arranging Data
The data stored in a spreadsheet can be organised or reorganised according to the needs of the users.
We can also apply formatting, sorting and filtering functions to customise as per the requirements.
5. Dynamic Charts
The inbuilt charts and graphs provide versatility in presenting the data in an appealing manner.
Different types of charts are available in the application which cater to the various needs of the users
USER INTERFACE OF LIBRE OFFICE CALC

FILE FORMAT
Open Document Spread sheet (.ods)
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COMPONENTS OF LIBRE OFFICE CALC
1.Rows and Columns :
Rows are numbered numerically from top to bottom.Columns are referred by alpha character from
left to right
2.Cell :
The intersection point of row and column is called a Cell. A cell is identified by a combination of a
letter and a number . Example A1
Rows and Columns in Calc
Rows : 1048576
Columns : 1024
3.Range :
Range is a group or block of cells that are highlighted in a worksheet.A range may contain just a single
cell or many cells
NAMING RANGES
We can give a name to cells or ranges and such name can be used instead of such cells or range
references in the formula.
E.g. take the case of range D10:D20
Assume that it is named “ moon”
We can refer the name in formula/functions
E.g. =SUM(moon) , It is same as =SUM(D10:D20)
STEPS IN NAMING RANGES
Step 1 Select the cells/range to be named
Step 2 Select Name-Define from the Insert Menu
This will display a dialogue box as“ Define Name”
Step 3 In the dialogue box , give a name for the range
you selected and click Ok
Step 4 Now you can use this name in formula .

OR
Select the block of cells (Data Range) to be named.Type a name for it in the name box and press enter Key.

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SPREADSHEET OPERATIONS
1. Open Work sheet
While being on the Calc, you can open a new workbook by choosing ‘New’ option or by clicking the respective
icon from the ‘File’ menu.
An existing workbook can be opened by choosing ‘Open’ option in the File menu or by clicking the ‘icon’ on the
standard tool bar.
2. Save a Worksheet
To save a workbook to the computer click ‘Save’option in the File menu . Or‘Save’ icon on the standard tool bar.
The ‘Save As’option is used to save the same file in a different name, location or format.
3. Close work sheet
After you finish working in a workbook, you can close the workbook with ‘Close’ option from the ‘File’ menu.
Then another workbook can be opened without closing the Calc.
4. Quit LibreOffice Calc
For this, use ‘Exit LibreOffice’ option from the file menu.
5. Delete worksheet
To delete an unwanted worksheet, right click the mouse on the sheet tab to be deleted and select the ‘Delete
Sheet’ option from the popup menu.
7. Rename worksheet
By default, worksheets are named as Sheet 1, Sheet 2, and Sheet 3 etc. A worksheetcan be renamed by selecting t
he option ‘Rename Sheet’ from the popup menu on a right click of sheet tab. Give the name desired and click OK. New
name will appear on the sheet tab.
8. insert a new worksheet
click the insert worksheet tab(+) at the bottom of the screen or right click the mouse,select the insert
option and click

WORK BOOKS AND WORK SHEETS

A work book is a Calc file in which you store data.It is a collection of work sheets
A work book contain numerous work sheets.
Default name of a workbook is Book1

SPREADSHEET NAVIGATION
Navigation methods are
1) Using mouse
2) Using a cell reference
3) Using the navigator

Movement Key Stroke (Press key)

One cell down Down arrow key or Enter key
One cell up Up arrow key or Shift + Enter key
One cell right Right arrow key or Tab key
One cell left Left arrow key or Shift + Tab key

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 Movement Key Stroke (Press key)

Top of Sheet (cell A1) Ctrl + Home

The cell at the intersection of the last row and last column containing data Ctrl + End

Moves the cursor to the right edge of the current data range. If Ctrl + Right arrow
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.

Moves the cursor to the bottom edge of the current data range. Ctrl + Down arrow
If the row below the cell that contains the cursor is empty, the
cursor moves down to the next row that contains data.

Beginning of the Row Home key orCtrl + 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, Ctrl + Left arrow
the cursor moves to the next column to the left that contains data.

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 Ctrl + Up arrow
moves up to the next row that contains data.

Moving consecutively to the last filled cells in a column End key

TYPES OF WORKSHEET DATA

In the cell of a worksheet usually three types of data are entered:
(a) Value
(b) Label
(c) Formula
(a) Value:
Value is a number that you enter in a cell. Thus, numerical data is called a value. It also includes
currency symbol, minus sign (-), plus sign (+), decimal point (.) and comma (,). The worksheet accepts
positive values and negative values. By default values are right-aligned. Calculations can be done using the
values only.
For example: Age of employee, Salary of employee etc.
(b) Label:
A text or a special character will be treated as labels for rows or columns or descriptive
information. Labels cannot be treated mathematically-multiplied, subtracted, etc. by default,labels are
left -aligned.
For example: Name of Employees, DOB
(c) Formula:
The worksheet cells also contains formula to perform calculations. The actual formula is displayed on
the ‘input line’ of the spreadsheet.
Formula should always begin with an equal sign (=). Even if a formula begins with mathematical
symbols + (plus) or - (minus), the software will prefix=(equal to) sign in the formula.

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COMPONENTS OF A FORMULA
a) Cell references
b) Mathematical operators
c) Functions
Cell address
A cell is identified cell reference or cell address, started with column name and followed by row
number like A1, A2…
Cell References
A cell address becomes cell reference when some data is stored…
Relative Cell Reference
When a formula or function copied and pasted to other cells, then the cell references in the formula or
function change to reflect the function’s new location.
Absolute Cell Reference
If we want a cell reference stay fixed on a specific cell , use absolute cell reference.
An absolute cell reference consists of the column letter (D)and row number (12) preceded by dollar signs
( $ ) to keep reference stay fixed on a specific cell. ($D$12) As a result, the references made in the formula
when copied and pasted to other cells do not change.
Mixed Cell Reference
If any one part is prefixed with a dollar($) sign leaving the other part plain then it is termed as mixed
reference.Example: $B2
Mathematical operators
If you need to create a formula,you must include a mathematical operator . Types
of operators are:
a) Arithematic
b) Comparision
c) Reference
Operation performed Operator symbol
Arithmetic Operators
Addition +
Subtraction -
Multiplication *
Division /
Percent %
Exponential ^
Comparison Operators
Equal to =
Greater than >
Less than <
Greater than or Equal to >=
Less than or Equal to <=
Not equal to <>
Reference Operators
Range operator :
Union operator ,
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WHAT IS A FUNCTION?
A function is a preset formula or a keyword programmed to perform some specific
function. It begin with the equal sign ( = ) followed by the function’s name and its arguments.
Structure of a function

There are twelve different categories of functions available in LibreOffice Calc, which are classified as per the
usage as shown in Figure
E.g. The Database, Date and Time, Financial, Information, Logical, Mathematical, Lookup and References
and Text functions are useful in Computerised Accounting

Functions
The name of function indicates what operation it will perform,Calc provides many functions .You
can create your own functions
 Mathematical Function
 Date and Time Function  Text Manipulation Function
 Logical Function
3  Lookup and Reference Function
 Statistical Function(more functions)  Financial Function

MATHEMATICAL FUNCTIONS
SUM function
SUM IF function
ROUND function
SUM function
To sum a range of cells,use the sum function

Syntax : =SUM(number1, [number2], [number3], [number4], ...)

Auto Sum

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SUM IF function
To sum cells based on one criteria
Syntax : SUMIF(range, criteria, [sum_range])
Example: ==SUMIF(A1:F1,">9")

A B C D E F
= 41
1 11 10 1 7 20 3

To sum cells based on one criteria (for eg;-red),use the following SUM IF function
(three arguments ,last argument is the range to sum)
=SUMIF(A1:E1,"red",A2:E2)

ROUND function
The ROUND function rounds a number to a specified number of digits. For example, if
cell A1 contains 23.7825, and you want to round that value to two decimal places, you can use the
following formula:
=ROUND(A1, 2)
The result of this function is 23.78
Syntax : =ROUND(Number,Count)

The ROUND function syntax has the following arguments

· number : The number that you want to round.
· num_digits : The number of digits to which you want to round the number argument.
If num_digits is greater than 0 (zero), then number is rounded to the specified
number of decimal places.
If num_digits is 0, the number is rounded to the nearest integer.
If num_digits is less than 0, the number is rounded to the left of the decimal point.
To always round up (away from zero), use the ROUNDUP function.
Syntax : =ROUNDUP(Number,Count)
To always round down (toward zero), use the ROUNDDOWN function.
Syntax : =ROUNDDOWN(Number,Count)

FORMULA DESCRIPTION RESULT

=ROUND(25431.2572,2) Rounds 25431.2572 to 2 decimal pla ce 25431.26

=ROUND(25431.2572,1) Rounds 25431.2572 to 1 decimal pla ce 25431.3

=ROUND(25431.2572,0) Rounds 25431.2572 to 0 decimal pla ce to nea rest integer 25432

Rounds 25431.2572 to nea rest 10

=ROUND(25431.2572,-1) 25430
(left of the decimal)

Rounds 25431.2572 to nea rest 100

=ROUND(25431.2572,-2) 25400
(left of the decimal)

Examples of ROUND function 5191

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LAB WORK 3
EMPNANE DESIGNATION MONTHLY SALARY
JOSE CEO 80000
CICY AO 50000
SIJO FM 40000
ALEX FM 15000
JOMY MM 45000
SIMI FM 30000
Given below is a table showing the name,Designation and Monthly salary paid for different
employees in Rajan Traders
Find out the following :
A) The Total Monthly Salary by ‘naming range(TOTAL SALARY)
B) The Total monthly salary paid to finance manager(FM)in the firm
C) The name of employee with monthly salary of Rs.40,000 by using LOOK UP function
PROCESS :
Step1) : Open Libre Office Calc.
Step 2) : Enter column headings (Labels) in the spread sheet.
A2Name of the Employee, B2Designation, C2Monthly salary and enter the all details given
in the questions.
Step 3) : Select the block of cells (Monthly salary) to be named.Type ‘TOTAL SALARY’ in
the name box and press enter Key.
a) : Type the following formula
=SUMIF(B3:B8,”FM”,C3:C8)
b): Type following formula for LOOK UP
=LOOKUP(40000,MONTHLY_SALARY,A3:A8)
OUTPUT :
a)

b)

c)

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 DATE AND TIME FUNCTIONS
TODAY function
 NOW function
DAY,MONTH,YEAR function
DATEVALUE function
TODAY function
To get the current date only,we can use TODAY function
Syntax: =TODAY( )

The TODAY function syntax has no arguments

Example : 02-06-2017
It also returns the serial number of the current date. The serial number is the date-time
code used by Calc for date and time calculations.
If you want to view the serial number, Click on ”Format as date” or press Ctrl+Shift+3

Note : Calc stores dates as sequential serial numbers so they can be used in calculations. By
default, 31/12/1899 is serial number 1, and January 1, 2008 is serial number 39449 because it is 39,448 days
after 31/12/1899
NOW function
To get the current date and time ,use the NOW function.
Syntax : NOW ( )
Example : 08-08-15 9:14
DAY,MONTH,YEAR function

To get the Day of a date,use the DAY function

Syntax =DAY(number)
Use the MONTH and YEAR function to get month and year of a date

Syntax : =MONTH(“date”) or MONTH(date value)

Syntax : =YEAR(Date value) or =YEAR(“Date”)

DATEVALUE function

The DATEVALUE function converts a date that is stored as text to a serial number that
spreadsheet recognizes as a date.

Syntax :- =DATEVALUE(“Date”)

For example, the formula =DATEVALUE(“1/1/2008”) returns 39448, the serial number of the date 1/1/2008

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LAB WORK 2

For the admission to ‘Smart Junior’,students age should be greater than 10 and less than
14 as on 31/03/2017.Write spreadsheet statement to test when a candidate is eligible for admission or
not,when his date of birth in entered in a cell as input.
PROCESS :
Step 1: Format cells as shown below:

A B
1 Date 31/03/2017
2 Date of birth
3 Age
4 Result
Step 2 : In B2,enter date of birth
Step 3 : In B3,enter the formula =Round((B1-B2)/365,0),Age will be displays
Step 4 : In B4,enter the formula to test whether eligible for admission
=IF(B3<10,”Not eligible”,IF(B3>14,”Not eligible”,”eligible”)) OR
=IF(AND(B3>10,B3<14),”Eligible”,”Not eligible”)
OUTPUT :

STATISTICAL FUNCTIONS
AVERAGE function
MIN function
MAX function
COUNT function
AVERAGE function
To calculate the average of a range of cells,use the AVERAGE function

Syntax : AVERAGE(number1, [number2],...)

MIN function
To find the minimun value,use the MIN function
Syntax : MIN(number1,number2,...)

MAX function
To find the maximun value,use the MAX function
Syntax : MAX(number1,number2,...)

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COUNT function
To count number of cells that contain numbers,use the COUNT function
Syntax : = COUNT(value1, [value2],...)

A B C D E F
1 12 5 8 17 30 5 =6
COUNT IF function
To count cells based on one criteria
Syntax : = COUNTIF(range, criteria)

Example : COUNTIF(A1:F1,”>10”)
COUNTA function
Counts how many values are in the list of arguments
Syntax : = COUNTA(value1, [value2], ...)
COUNTBLANK function
Counts the number of blank cells within a range
Syntax : = COUNTBLANK(range)
LAB WORK 4
The following table given to you

a) How many cells contain numbers only

b) Count the number of cells containing any value
c) Count the number of cells containing the value exceeding 1000
PROCESS :
a) Type the formula, =COUNT(B13:K14)
b) Type the formula, =COUNTA(B13:K14)
c) Type the formula, =COUNTIF(B13:K14,">1000")
OUTPUT :
a)

b)

c)

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 LOGICAL FUNCTIONS
IF function
AND function
OR function
IF Function
The IF function checks whether a condition is met and returns one value if TRUE and another
value if FALSE

Syntax =IF(Test, ThenValue, OtherwiseValue)

Example:=IF(A2>=24,"passed","failed")

The IF function returns passed because the value in cell A1 higher than or equal to 24
NESTED IF
When more than one condition is to be tested,more IFs may be used.This is just called
nesting of IFs
=IF(A1<100,IF(A1<90,IF(A1<80,IF(A1<70,IF(A1<60,IF(A1<50,IF(A1<40,
Eg:
IF(A1<30,"Fail","D+"),"C"),"C+"),"B"),"B+"),"A"),"A+"))

Or
=IF(A1>90,"A+",IF(A1>80,"A",IF(A1>70,"B+",IF(A1>60,"B",
IF(A1>50,"C+",IF(A1>40,"C",IF(A1>30,"D+","FAILED")))))))
AND function
The AND function returns TRUE if all conditions are true and returns FALSE if any of the condi-
tion are false
Syntax =AND(LogicalValue1, LogicalValue2, .................)

Example: =AND(A1>40,B1>10,C1<50)

one argument is false -result is FALSE

all arguments are true -result is TRUE
one argument is false -result is FALSE

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OR function
The OR function returns TRUE if any of the conditions are TRUE and returns FALSE if all
conditions are FALSE

Syntax =OR(LogicalValue1,LogicalValue2, .........)

Example: = OR(A1>30,B1>15,C1<45)

45 17 67 TRUE two conditions are true-result:TRUE

28 12 48 FALSE all conditions are false-result:FALSE
35 08 30 TRUE two conditions are true-result:TRUE
20 12 40 TRUE one condition is true-result:TRUE

LAB WORK 1
The following scores are obtained by 5 students in an examination

Sl.No Name Score Grade

1 Thomas 85
2 Vinod 77
3 Sandeep 25
4 Jasim 38
5 Vimal 45

Ascertain the grade obtained by students based on the following criteria

Score 90-100 80-89 70-79 60-69 50-59 40-49 30-39 lessthan 30

Gade A+ A B+ B C+ C D+ Fail

PROCESS:

Step1 (Assume that scroe is in column C and Grade to displayed in Column D)

Step2 Write the following fromula in cell D2
=IF(C2<100,IF(C2<90,IF(C2<80,IF(C2<70,IF(C2<60,IF(C2<50,IF(C2<40,
IF(C2<30,"Fail","D+"),"C"),"C+"),"B"),"B+"),"A"),"A+"))
Step 3 In order to ascertain grade of remaining students,click and drag upto D6

OUTPUT

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 TEXT MANIPULATION FUNCTION
TEXT function
CONCATENATE function
TEXT function
The TEXT function converts a numeric value to text and lets you specify the display
formatting by using special format strings.

Syntax : TEXT(value, format_text)

CONCATENATE function
The CONCATENATE function joins up to 255 text strings into one text string. The
joined items can be text, numbers, cell references, or a combination of those items.
Syntax : CONCATENATE(text1, [text2], ...)
For example, if your worksheet contains a person’s first name in cell A1 and the
person’s last name in cell B1, you can combine the two values in another cell by using the following
formula:
=CONCATENATE(A1,” “,B1)
LOOKUP AND REFERENCE FUNCTION
LOOKUP function
VLOOKUP function
HLOOKUP function
LOOKUP function
The LOOKUP function returns a value either from a one-row or one-column or from an
array .The LOOKUP function has two syntax forms: the vector form and the array form.
A vector is a range of only one row or one column. The vector form of LOOKUP looks
in a one-row or one-column range (known as a vector) for a value and returns a value from the same
position in a second one-row or one-column range. Use this form of the LOOKUP function when you
want to specify the range that contains the values that you want to match.
Syntax : = LOOKUP(SearchCriterion,SearchVector,ResultVector)

The array form of LOOKUP looks in the first row or column of an array for the
specified value and returns a value from the same position in the last row or column of the array. Use this form
of LOOKUP when the values that you want to match are in the first row or column of the array. Use the other
form of LOOKUP when you want to specify the location of the column or row.
Syntax = LOOKUP(lookup_value, array)
VLOOKUP function
You can use the VLOOKUP(Vertical lookup) function to search the first column of a
range of cells, and then return a value from any cell on the same row of the range.

Syntax : = VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])

HLOOKUP function
The H in HLOOKUP stands for “Horizontal.”Searches for a value in the top row of a
table or an array of values, and then returns a value in the same column from a row you specify in the
table or array

Syntax = HLOOKUP(lookup_value,table_array,row_index_num,range_lookup)

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LAB WORK 5
The following table given to you
A B C D
1 Ad No Name of student Date of birth Fee paid
2 1001 ANIL 03/03/1990 1200
3 1005 BEENA 12/04/1991 1300
4 1234 AFSAL 15/08/1990 1350
5 1300 DINU 19/06/1991 1230
6 1020 SABU 26/08/1990 1500
7 1256 JHON 05/09/1990 1450
Find out
a) The name of student against Admission number 1005
b) Lookup value 1020 and locate the fee paid status by using VLOOKUP
c) Lookup name of student against ad.no 1300
PROCESS :
a) Type the formula, =LOOKUP(1005,A2:A7,B2:B7)
b) Type the formula, =VLOOKUP(1020,A2:D7,4,FALSE)
c) Type the formula, =HLOOKUP("Name of student",A1:D7,5,FALSE)
OUTPUT :
a)
b)
c)

Note: After the column index ,you can add “False”or “True”along with the formula.If you are giving
“False,it will consider only exact match,otherwise,it will consider approximate match.By default,it will
lookup only an approximate match.
FINANCIAL FUNCTION
FV function
PMT function
RATE function
PV function
NPV function
FV function
Returns the future value of an investment based on periodic, constant payments and a
constant interest rate.
Syntax : FV(rate,nper,pmt,pv,type)
Arguments :
Rate is the interest rate per period.
Nper is the total number of payment periods in an annuity.
Pmt is the payment made each period
Pv is the present value, or the lump-sum amount that a series of future payments is worth right now. If
pv is omitted, it is assumed to be 0 (zero), and you must include the pmt argument.
Type is the number 0 or 1 and indicates when payments are due. If type is omitted, it is assumed to be 0.

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 Set type equal to If payments are due
0 At the end of the period
1 At the beginning of the period
PMT function
The Excel PMT function is used to calculate loan repayments based on constant payments and a
constant interest rate
Syntax : PMT(rate,nper,pv,fv,type)
LAB WORK 6
Calculate the monthly payments on a loan of 1,00,000 which is to be paid off in full after 5
years.Interest is charged at a rate of 15% per year and the payment to the loan is to be made at the end
of each month.
PROCESS :
Step 1 : Enter the basic values as shown below in column B

Step 2 : Enter the following formula and press Enter

OUTPUT :

Note: The minus sign simply represents monthly cash outflow. The interest rate is divided by 12 to get
a monthly rate. The number of years the money is paid out is multiplied by 12 to get the number of
payments.
RATE function
The excel RATE function is used to return the interest rate per period of a loan or
investment

Syntax : RATE(nper,pmt,pv,fv,type,guess)

PV function
Returns the present value of an investment. The present value is the total amount that a
series of future payments is worth now.

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LAB WORK 7
Calculate the the present value of an annuity that pays Rs 1000 per month for a period of 5
years.Interest is charged at @ 10% per year and the payment to be made at the end of each month.
PROCESS :
Step 1 : Enter the basic values as shown below in column B

Step 2 : Enter the following formula and press Enter

OUTPUT :

NPV function
Calculates the net present value of an investment by using a discount rate and a series of
future payments (negative values) and income (positive values).
Syntax : NPV(rate,value1,value2,.......)

ACCRINT function
ACCRINT means accrued interest.This function helps us to calculate interest accrued from
securities on account of sale of securities
Syntax=ACCRINT(issue, first_interest, settlement, rate, [par], frequency,[basis]))
issue The date the security is issued.
first_interest The date when the initial interest is paid.
settlement The settlement date of the security.
rate The annual interest rate or coupon when the security was issued.
par The par value of the security.
frequency The number of coupon payments per year: (1 = annual, 2 = semi annual (default), 4=quarterly)
basis The type of day count basis to use

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CUMIPMT
Returns the cumulative interest paid on a loan between start_period and end_period.
Syntax
CUMIPMT(rate,nper,pv,start_period,end_period,type)

Rate is the interest rate.

Nper is the total number of payment periods.
Pv is the present value.
Start_period is the first period in the calculation.Payment periods are numbered beginning with 1
End_period is the last period in the calculation.
Type is the timing of the payment.
LAB WORK 8
Somnath has taken a loan of Rs 5,00,000, repayable after 10 years at 12% cumulative
interest.Calclate interest payable by him in the following cases using excel function CUMIPMT( )
a) Cumulative Interest at the end of the first year
b) Cumulative Interest at the end of the fouth year
c) Cumulative Interest at the end of the eight year
d) Cumulative Interest at the end of the last year
PORCESS:
Step1 Fromat cells as shown below

First year Fourth year Eight year Last year

Loan Amt 500000 500000 500000 500000
rate of Interest(rate) 12% 12% 12% 12%
Tem of loan(nper) 10 10 10 10
Start period 1 37 85 108
End period 12 49 97 120
Type 0 0 0 0

Cumulative interest
Step 2 Enter the values as assigned below
B2 = pv (amount borrowed)
B3 = rate (rate is for one year,hence convert to monthly rate divide it by 12)
B4 = nper (term is expressed in months,10*12=120)
B5 = start period (first year 1,second year 13,third year 37and so on...)
B6 = end period (first year 12,second year 24,third year 36 and so on...)
Type = 0 (0 assume payment at end by default,othewise 1)
Step3 Select cell B9 and Enter the formula:
=CUMIPMT(B3/12,B4*12,B2,B5,B6,B7)
OUTPUT

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 ONE VARIABLE DATA TABLE
To create a one-variable data table to perform what-if-analysis we may enter a series of input
values either across columns of a single row or down the rows of a single column.
LAB WORK 9
Consider the following information
Loan Amount Rs5,00,000
No.of payments 48
Annual rate 12%
Prepare a one vairable table showing the repayment of the above loan in different number
of payments such as 12 months,24 months,36,48,60and 72 months.Use PMT function
PORCESS:
Step 1 Type the following in appropriate cells

Step 2 Select B8 : Enter the formula:

=PMT(B2/12,B4,B1,B3)
Step 3 Select range A9:B14
Step 4 Click data Tab>Multiple operations
Step 5 Click Formula and type $B$8,then click Column input cell text box and type $B$4
Step 6 Click OK

OUTPUT

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 TWO VARIABLE DATA TABLE
To create a two variable data table to perform what if analysis,we may enter two ranges of pos-
sible input values for the same formula.
1.A range of values across the first row of the table
2.A range of values down the first column of the table
LAB WORK 10
Consider the following information
Loan amount Rs.4,00,000
No.of payments 48
Interest rate 15%
Prepare two variable data Table showing the repayment of the above loan in different number
of payments such as months 12,24,36,48,60 and 72with various interest rates from 10% to15%.
Use PMT function
PROCESS :

Step 1 Type the following in appropriate cells

Step 2 Cell A8=PMT (B2/12,B4,B1,B3)
Step 3 Select the range A8:H14
Step 4 Click Data ->Multiple operations
In row input cell =$B$2(rate)
In column input cell =$B$4(No.of payments)
Step5 Click OK
The table will display the results

OUTPUT :

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 PIVOT TABLE
Pivot table is a special type of table that allows easy compression, analysing and
presenting data. It allow us to create a cross tabulation summary.

LAB WORK 11
From the following information create a Pivot Table to give country wise sales of the products

Sl No Products Sales Volume Country

1 SQUID 25000 CHINA
2 PRAWN 20000 AMERICA
3 CLOVE 30000 ENGLAND
4 SQUID 50000 CHINA
5 PRAWN 40000 AMERICA
6 CLOVE 15000 ENGLAND
PROCESS
Step 1 Input the entire data into cells
Step 2 Select the entire data to create the pivot table
 Step 3 Select Pivot Table from Data menu and then click on Create
Step 4 In the Pivot Table Layout, drag the available fields to the row field and data field
(only numerical values) in the desired position.

OUTPUT

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 IMPORT/COPY DATA FROM OTHER SOURCES
Data entry can be done by importing data from external sources.These data files may
be either in text files or non-text files format.Text files can be directly read using a text editor in Calc
LAB WORK 12

The Following information relates to products of a business

SlNo Products Code Name of Product Name of Supplier Quantity
1 E234 PUMP SETS ARON PVT LTD. 23
2 E546 WATER HEATER ALPHA TRADERS 16
3 E678 AIR CONDITIONER AIR COOL LINKS 25
4 E789 VACUUM CLEANER READY CLEAN CO. 17

Enter the details into a text file (Notepad/Text Editor) and import the same to a Spreadsheet
file
PROCESS
1) Open a Text Editor file. Applications >Accessories >Tex Editor
2) Enter the given data in the Tex Editor file. In the first line give the column headings
separated by coma.
3) In the next line onwards give the data separated by comma in each row .
4) Save the Text Editor file with a file name.
5) Open worksheet in Libre Office Calc.
6) File>open>(browse and select the note pad file) >Open
(Text import Note pad file dialogue box will be displayed)

then click OK
OR
Click on ‘Sheet from File’ option from Insert menu. Select
the text file or csv file with the
help of dialogue box appeared and press OK button.

OUTPUT

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 CONDITIONAL FROMATTING
Coditional Formatting allows us to change the appearance of a cell,depending
on certain conditions
LAB WORK 13
List of Debtors and the amount due from them are given below. Apply Conditional
formatting to high light receivables with date that have expired on 31/01/2016. Also highlight the debts more
than 35000 with red colour.
SlNo Name Amount 31/01/16(Due date)
1 JIBY 25000 28/01/16
2 JINU 30000 15/01/16
3 GRACE 45000 15/01/16
4 LUCY 37000 31/03/16
PORCESS:
5 BABU 32000 18/01/16

1) After entering the data,Select the range D2:D6, select Conditional Formatting from Format menu
click on ConditionSet the condition in dialogue boxSelect Cell value is >less than> click on the next
column and select Cell D1
New style > Background and select RED colour then Click on OK button.
2) Select the range C2:C6, Select > Format > Conditional Formatting >Condition
Cell value is > greater than and enter the amount in column 35000 Click on OK button.

OUTPUT :

LAB WORK 14
Consider the following list and highlight the top ten numbers

PORCESS:
1) After entering the data,Select the range A1:C6, select Conditional Formatting from Format menu
click on ConditionSet the condition in dialogue boxSelect Cell value is >top ten elements> 10 Select
Style andclick OK
OUTPUT

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DATA VALIDATION
It can use to define restrictions on what data can should be entered in a cell.You
can configure data validation to prevent uses form entering data that is not valid.Besides these,we can
also provide messages to define what input we expect for the cell,and instuctions to help uses correct
any erros.
LAB WORK 15
Assume that your School have only Commerce and Science batches . You are required to
enter the following list of students after creating the data validation .
Data validation Rules are;
a) Age should be between 15 and 20
b) The options must limit to Commerce and Science

A B C D
1 Admission No Name Batches Age
2 1231 AYYOOB
3 1232 ARSHAD
4 1233 DONA
5 1234 FIDHA
6 1235 FADWA
PROCESS
1) Open the new spread sheet.
2) Enter all labels in the spread sheet. A1Admission No, B1Name,C1Batches,D1Age.
3) Enter Admission No from A2:A6 and Name from B2:B6
4) Select the range of cell C2:C6, then
5) Select validity from Data Menu then Set the dialogue box fields as
6) Allow cell ranges from validity window and input Source the ranges from F1 :F2
(the cells where Batches “Commerce”, and “Science” are entered.

7) Select the ranges from D2 : D6

8) Select validity from Data Menu then Set the dialogue box fields as
Allow : Select “whole Numbers”
Data : Select “Valid Range” enter minimum as “15” and maximum as “17”
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 DATA VALIDATION FORM
Spreadsheet has a facility to enter data in to cells using data input form .The data
input form makes data entry easier and faster. A data form is a dialog box that display one complete
recod at a time.It is used to add,change,locate or delete recods.
LAB WORK 16
Consider the following list and create Data Input Form
SL NO. NAME CLASS SEX COMMUNITY

PROCESS:
Step1 Select cell A1 to E1
Step 2 Click Data > Form
Step 3 An input Form(Sheet) appears
Step 4 Enter the values in each field
OUTPUT

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 COMMON ERRORS IN SPREADSHEET
ERROR CAUSES SOLUTION

##### Error If column is not wide

enough to include data Adjust the column width

#DIV/0 Error This error occurs when a

number is divided by zero Do not divide the value by zero

#N/A Error Inappropriate arguments Use lookup functions with

are passed to the lookup function some error handling
mechanisam

#NAME Error Enter Text in formula Enter correct formula

#NULL Error Use incorrect range operators Ensure that we have mentioned
Eg:SUM(D30:D32 C31:C33) the ranges properly

#NUM!Error formula returns a value bigger Make your numbers smaller or

than what excel can represent provide right starting values to
your iteractive formulas

#REF! Error When one of the formula parameters

is pointing to an invalid range.This
can happen because you deleted the cells press Ctrl+Z

# VALUE! Value error is shown when you use text Make sure your formula
parameters to a function that accepts parameters have correct data
numbers types

DATA FORMATTING
Formatting of spreadsheets makes easier to read and understand the important information e.g.
conditional formatting, number formatting, text and general spreadsheet formatting etc.).
Formatting Tools
Number formatting :
Number formatting includes adding per cent symbols (%), commas (,), decimal places, and currency
signs (‘, Rs. etc), date, time, scientific values and as well as some special formats to a spreadsheet. The type
of number format can be determined once the data is entered into the cell.
Currency :
If we enter a financial value complete with the Rupee/currency sign and two decimal places, Calc
assigns a Currency format to the cell along with the entry.
Percentages :
If we enter a value representing a percentage as a whole number followed by the percent sign without
any decimal places, Calc assigns to the cell the percentage format that follows this pattern along with the entry.
Dates :
If we enter a date (dates are values, too) that follows one of the built-in Calc number formats, such as
16/04/2009 or 16 Apr 2009 the program assigns a Date format that follows the pattern of the date.

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 COMPUTERISED ACCOUNTING SYSTEM

1.The default workbook name is .............

Untitled1
2.The number of worksheets seen by default when we open a work book
1
3.The intersection of rows and column in a spreadsheet............
Cell
4.Number of nested IF conditions allowed in a single nested if statement is
64
5..key used to undo last action performed
Ctrl+Z(undo)
6..NOW( ) returns...............
current date and time
7.The function DATEVALUE(date_text) is used to
Convert a date in the form of text in to serial number
8.The CONCATENATE in excel is function is used to
Combine text strings
9.The file extension of MS Excel file
.Xls
10.The feature used in excel to restrict data entered in a cell
Data Validation
11.Table that allows us to create a cross tabulation summary in an enhanced Layout
Pivot table
12.The processed data is called.............
Information
13.Which Key combination collapse the ribbon
Clt+F
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14.Which view shows margins and rulers
Page Lay out
15.As you type a number in a cell ,what mode appears in the status bar
Enter mode
16.Where is the address of the active cell displayed
Name box
17.which key when pressed displays the access keys
[Alt]
18.Which function results can be displayed the Auto calculate
SUM and AVERAGE
19.Which cell alignment is assigned to most values by default
Left
20.Which functions automatically totals a column or row of values
SUM
21.The cell co-ordinates in the formula are known as......................
Cell reference
22.If function is..................
Logical function
23.Which mathematical operator is represented by an asterisk(*)?
Multiplication
24.The function used to compute monthly installment of a loan
PMT
25.The syntax of PMT( )
PMT(rate,nper,fv,[pv],[type])
26.The error message “#N/A” occurs
Value missing in formula or function
27.The error message “#Name” occurs when
Excel doesn’t recognise the test in a formula
28.The error message “#Num” occurs when
Formula or function contains Invalid numeric value
29.The error message “#REF!” occurs when
Formula or function contains Invalid cell reference
30.What is the result of the following,assuming today is 20-10-16
20
31. Program and insturctions to perform a particular task is................................
Software

PREPARED BY: SIRAJUDHEEN M, HSST CHAKKALAKKALHSS

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