Subject: Information

Technology
Class: IX
Topic: Spreadsheet

Spreadsheet
A Spreadsheet is a software tool that lets one enter, calculate,
manipulate, and analyse set of numbers A spreadsheet software can
also store, manipulate and create graphical representations of data.
User can enter data into a spreadsheet, do the formatting, calculate and
analyse the data for decision making. Besides user's data, spreadsheet
packages also provide built-in formulae and functions for common
mathematical, financial, statistical, and logical operations in a very
sophisticated manner. Spreadsheet packages are widely used for data
analysis and accounting applications. The various spreadsheet
application software available in the market include Microsoft Excel,
Lotus 1-2-3, Quattro Pro, Open Office.org Calc. Of these, MS Excel is
the most popular spreadsheet application.
Getting Started with LibreOffice Calc
There are various types of spreadsheet applications developed by
various software corporation. LibreOffice Calc is the spreadsheet
application of LibreOffice suite.
Starting LibreOffice Calc
When installing the operating system Linux (Ubuntu), the LibreOffice gets installed by
default along with the icons for each component of LibreOffice (Writer, Calc, Impress,
etc.). In Windows, you need to download LibreOffice from its official website and install
it on your computer.
a) Title bar: The Title bar, located at the top, shows the name of the
current spreadsheet. When the spreadsheet is newly created, its
name is Untitled X, where X is a number. The first created
spreadsheet takes the name as Untitled 1, second is Untitled 2 and so
on.
b) Menu bar: Menu bar is located just below the Title bar. It contains
the menus with commands for various tasks. Each menu item has a
submenu called pull-down menu. The various menu items are briefly
explained below.
i. File: contains commands applied to entire document — Open,
Save, Wizards, Export as PDF, Print, Digital Signatures and so
on.
ii. Edit: contains editing commands — Undo, Cut, Copy, Paste,
Select, Find & Replace and so on.
iii. View: contains commands for modifying the user interface —
Toolbars, Column & Row Headers, Full Screen, Zoom and so on.
iv. Insert: contains commands for inserting elements into a
spreadsheet — Image, Media, Chart, Object, Shapes, Date, Time,
Headers and Footers.
v. Format: contains commands for modifying the layout of a
spreadsheet — Cells, Rows, Columns, Page, Styles and
Formatting, Alignment and so on.
vi. Styles: for managing styles.
vii. Sheet: contains commands to insert and delete cell, rows and
columns, insert sheet, rename sheet, fill cell, etc.
viii. Data: contains commands for manipulating data — Define
range, sort, and so on.
ix. Tools: contains various functions to check and customise
spreadsheet — Spelling, Language, Gallery, Macros and so on.
x. Window: contains commands to display window — New Window,
Split and so on.
xi. Help: contains links to the help system included in the software
and other miscellaneous functions — Help, License Information,
Check for Updates and so on.
c) Toolbars: The Calc opens with the Standard and Formatting toolbars
at the top of the workspace by default. These toolbars provide a wide
range of common commands and functions. Placing the mouse cursor
over any icon displays a small box called a tooltip. It gives a brief
explanation of the icon function.
i. Standard toolbar: The standard tool bar shows the icons for
most common operations, such as editing, arranging, filtering,
etc., used while working on the spreadsheet.
ii. Formatting toolbar: Formatting toolbar has the most common
operation related to formatting datasheet. It includes buttons for
font selection, size of text, alignment, cell value formatting and
indentation, etc.
iii. Formula toolbar: It allows entering and editing the formula in
the cell. Formula bar consists of the following:
• Name box: shows the cell reference, for example A1.
• Functions wizard: search the function from the list of available
functions.
 • Sum: used to total the numbers in the cells above the selected
cell. The sum is placed in the selected cell.
• Function: clicking on the Function icon inserts an equals (=)
sign into the selected cell and the Input line allow formula to be
entered.
• Input line: displays the contents of the selected cell (data,
formula, or function) and allows editing the cell contents. To edit
inside the Input line area, click in the area, then type the
changes. To edit within the current cell, just double-click in the
cell.
(d) Worksheet: The worksheet in Calc is also referred to as spreadsheet. The
spreadsheet can have many sheets. Each sheet can have many individual
cells arranged in rows and columns. The sheet tab shows its default name
as Sheet1, Sheet2, Sheet3, ….
e) Rows and columns: The sheet is divided into vertical columns and
horizontal rows. Each sheet can have a maximum of 1,048,576 (220)
rows and 1024 (210) columns. The rows are numbered as 1,2,3, 4, …
and columns are numbered as A, B, C, D, …., Z, AA, AB, AC, …., AZ,
BA to BZ, CA, AMJ…..
(f) Cell and cell address: The intersection of a row and column is called a
cell. It is the basic element of a spreadsheet. It holds data, such as text,
numbers, formulas and so on. A cell address is denoted by its column
(letter) and row number. For example, D4, E9, Z89 are the valid example of
cell address.
i. Active cell: In a spreadsheet, cell is the place where we enter the
data. Before entering any data in the cell, it has to be first selected
by placing a cursor on it. When we position the mouse cursor on a
cell, it gets selected, and is ready to take data from the user. This
selected or activated cell is called as active cell. It is always
highlighted, with a thick border. The address of the active cell is
displayed in the name box.
ii. Range of cells: A block of adjacent cells in a worksheet which is
highlighted or selected is called a range of cells. Observe the
worksheets below.
• The column range is the number of cells spread across the column. If the
range of cells starts in C2 and ends in C7, it can be represented by C2:C7.
• The row range is the number of cells spread across the row. The cell
address is represented by single row number with columns varying from B
to D columns. If the range of cells starts in B3 and ends in D3, it can be
represented by B3:D3.
The row and column range is the number of cells spread across the row and
columns.
Entering data/Different types of data
To enter any data in a worksheet, practically in the cell, it is required to
select the cell. Cell can be selected by positioning the pointer in a cell. The
data to be entered can be the label, values or formula.
 (a) Label: Label is the any text entered by using a keyboard. It may combine
with letters, numbers, and special symbols. By default, the labels are left
aligned.
(b) Values: The numerical data consisting of only numbers is called values.
By default, values are right aligned. There are various forms of values, such
as integer, decimal and so on.
(c) Formulae: Any expressions that begins with an equals ‘=’ is treated as
formula. In the expression, the ‘=’ followed by values, cell address and
functions are called as formula.
When a formula is entered in a cell in a worksheet the value of the equation
is displayed in the cell and the formula is shown in the formula bar.
Mathematical operators used in formulae
Spreadsheet Software has the most powerful features to calculate numerical data using
formulae. As we use a calculator for calculation, Calc can add, subtract, divide, multiply and
much more. LibreOffice Calc uses standard operators for formulae, such as a plus(+), minus(-),
multiplication (*), a division (/) for arithmetic operation. Note: The order of evaluation can be
changed by using brackets. (The expressions within the brackets are evaluated first).

Simple calculations using values and operators

What is a Function in Spreadsheet?

In Excel, a function is a predefined formula that performs a specific calculation
by using values a user input as arguments. Every Excel functionhas a specific
purpose, in simple words, it calculates a specific value. Each function has its
arguments (the value one needs to input) to get the result value in the cell.
Components
Each function has two major components. In short, each function (except afew)
is made up of two following things:
i. Function Name
ii. Arguments
Commonly used basic functions to do calculations:
Function Syntax Use

SUM =SUM(Number1,Number2,…..) Adds the value contained in

arrange of cells
AVERAGE =AVERAGE(Number1,Number2,…..) Finds out the average of the
values contained in a range of
cells
MAX =MAX(Number1,Number2,…..) Finds out the largest value of
the values contained in a range
of cells
MIN =MIN(Number1,Number2,…..) Finds out the smallest value of
the values contained in a range
of cells
COUNT =COUNT(Number1,Number2,…..) Counts the number of cells
within a range of cells

Formatting the worksheet

The cell holds any type of data in the spreadsheet. The cell data can be formatted
using formatting toolbar or cell formatting window. It is also possible to format the
cell using Format cells dialog box The Format cells dialog box can be opened using
Format cells using the Format menu, or from context menu opened through right
clicking the cell.

S.no. Tool Details

1 Font Apply different font types on a worksheet
2 Font Size Apply different font sizes on a worksheet
3 Bold Make the selected text Bold
4 Italic Italicize the selected text
5 Underline Underline the selected text
6 Left Alignment Align text in a cell to the left
7 Center Alignment Align text in a cell to the center

8 Right Alignment Align text in a cell to the right

9 Increase decimal Show more precise value by showing more decimal places
places
10 Increase decimal Show less precise decimal places
places

Use of dialog boxes to format values

The format cells dialog box in the toolbar can be used to find more about formatting a
cell or range of cell. You can open this Format Cell dialog boxby pressing the shortcut
key Ctrl+1.
Formatting a range of cells with decimal places
The division of different numbers may result in varied decimal places in thequotient.
In such cases it is necessary to format the number to a fixed number of decimal
places.
 Following are the steps to format a cell to the required number of decimalplaces:
• Select the range of cells.
• Open the ‘format cells dialog’ box
• Click the ‘Number’ tab
• Select the ‘Number’
• Change the decimal places as required
• Click ‘OK’

AutoFill feature in MS Excel

It is feature in calc that allows you to quickly create series of numbers,
dates, or other items that follows a particular pattern.
Using AutoFill, you can fill the cells using the predefined or user- defined
series of data. Examples of predefined series include Monday,
Tuesday,…., or Jan, Feb, Mar,…..and so on. Examples ofuser defined
series include 2, 4, 6,…. Or 1-Mar-2001, 1-May- 2001,1-Jul-2001.
You can generate series either by using the Fill Handle.
Using Fill Handle
 Fill Handle is the small black PLUS SIGN that appears when you
place the mouse pointer at the lower-right corner of the selected cells. To generate series
using fill handle, drag the fill handle across the cells to be filled and then release the
mouse button.

Using Fill Option in Editing group (HOME Tab)

You can also generate series using the Editing group (Fill Option).The steps
to generate series using this option are:
1. Specify the first two consecutive values for the user defined series.
2. Select the range of cells to be filled in.
3. In the Editing group in the Home Tab->Select Fill->Series
command. The Series dialog box appears.
4. Specify the required options in the dialog box and click OK.

The selected range is filled according to the pattern specified by the firsttwo
values.
Note:
AutoFill can also be used to repeat values in the selected range. Dragging
the Fill Handle of a single cell repeats the values of the first cell in other
cells.
Referencing
Referencing is the way to refer the formula or function from one cell to thenext cell
along the row or column. There are three types of referencing.

 Types of Cell Referencing

Each cell in worksheet has a unique address. When cell address is referred in formulas, it is calledcell
referencing. Three types of referencing are:

o Relative referencing: Cell referencing in which the cells arereferred by their

relative position in the worksheet-relative to a particular cell. When a formula
containing relative reference is copied from one cell to another, Excel does
not create an exact copy of the formula. It will change cell addressed relative to
the row and column they are moved to.For example: if cell C5 contains
=A5+B5 and this formula is copied to cell C8, the formula changes to =A8+B8.
o Absolute referencing: Cell referencing in which the cells are referred by
their fixed position (absolute position) in theworksheet. Absolute referencing
is done by placing a dollar
$ sign before the column letter and the row number. For example, if cell C5
contains =$A$5+$B$5, the formula doesnot change when copied to any cell
in the worksheet.
o Mixed referencing: Combination of relative and absolute referencing is called
mixed referencing. In mixed referencing
 either the column or the row number is fixed by placing ‘$’ sign before it.
For example - cell C5 contains =A$5+$B5. If the formula is copied to cell C6
it changes to =A$5 + $B6. Ifthe formula is copied to cell D5 it changes to
B$5+$B5.
Example Type of reference
A1 Relative reference
$A1 Mixed reference(Column letter is
absolute)
A$1 Mixed reference(Row number is absolute)
$A$1 Absolute reference(No change)

Creation of Charts Using Spreadsheets

It is not easy to comprehend, compare, analyses or present data when they are
represented as numbers. But when data are presented in the form of charts
they become an effective tool to communicate. A chart is the visual
representation of worksheet data. Charts present a graphical view of data,
which makes it easier for users to quickly understand comparisons, patterns,
and relationship among the large amounts of data. To insert a chart, select the
INSERT Tab and choose the chart type form the CHART group.

Components of Chart
 Chart Area: It is the entire area containing the chart andall its elements
like plot area, titles, legend and data table.
 Axis: The horizontal and vertical lines that surround the plot area used as
reference points for measuring the datavalues being plotted on the chart.
The y axis is usually the vertical line and contains data. The x-axis is usually
the horizontal line and contains categories.
 Axis title: It is the headings given to the x-axis and y-axis. The titles
help in understanding what is being depicted on the axis.
 Gridlines: These are the horizontal or vertical lines in theplot area. These
lines make it easier to identify the value of each data point on the chart
 Data Table: It is the table containing the values foreach data series
usually displayed below the chart.
The various types of charts are given below.

Types Purpose
Column chart Comparing classes of data items in group. Group
comparison
Bar Chart Comparing classes of data items in group. Group
comparison
Line chart Comparing classes of data items in group. Group
comparison
Pie chart Comparing classes of data as percentage.
XY Scatter chart Comparing data in pairs
Types of Chart
o Column Chart
A column cart is used to show change in data trend over a period of time or
comparisons between different items of data. In this type of chart, values
are represented on the vertical axis whereas categories are represented on
the horizontal axis. Each bar in the chart represents thevalue of one item
of data.
 Sales Report Region Wise

5000 Year 2008

Sales
4000 Year 2009
3000

2000

Bar Chart
 A bar chart also helps in illustrating the comparisons among individual
items. A bar chart is similar to the column chart except that in this type
of chart, the valuesare represented on the horizontal axis whereas
categories are represented on the vertical axis.

Sales Report Region Wise

East

Year 2009
Region
South Year 2008

2000 4000 6000 8000 10000

Sales

Pie Chart
 A pie chart is used to plot only one data series. This type of chart is
particularly useful when you want to show therelationship of individual items
in a data series to the sum of all items in the series.

Sales Report Year 2008

North
East
13%
25%
North
South
South
19%
West

West
43%

Line Chart
 Line charts uses connecting dots to show trends in dataover a period of
time. Each line in the chart shows the changes in the value of one item of
data.
 Sales Report Region Wise

4000

3000

2000

1000