Category: Calc

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To preview a worksheet, click on ‘File’ from the main menu bar and from the resulting drop-down menu, click on ‘Print Preview’. This will open the preview display of the worksheet as has been shown below. To close the preview, click on ‘Close Preview’.
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Print a selected cell range from a worksheet, an entire worksheet, number of copies of a worksheet, the entire spreadsheet, a selected chart.

To print a worksheet, click on ‘File’ from the main menu bar and from the resulting menu, click on ‘Print’. This will open the ‘Print’ dialog box. In this dialog, under the ‘General’ tab, we have certain options under ‘Range and Copies’.

To print only a selected cell range from the worksheet, select the required cells before opening the ‘Print’ dialog box and then in the dialog box, select the ‘Selected cells’ radio button under ‘Range and Copies’. After this, click on ‘OK’. This will print only the selected cells.

To print a worksheet, simply select the ‘Selected sheets’ radio button under ‘Range and Copies’ and click on ‘OK’. This will print only the current worksheet.

To print multiple copies of a worksheet, select the value of copies to be required under ‘Number of copies’ and then click on ‘OK’. This will print the required number of copies.

To print the entire spreadsheet, select ‘All sheets’ under ‘Range and Copies’ and then click on ‘OK’. This will print the entire spreadsheet.

To enable the printing of charts, click on ‘Format’ from the main menu bar, and from the resulting drop-down click on ‘Page’. This will open the ‘Page Style’ dialog box. Here, under the ‘Sheet’ tab, we have a section called ‘Print’. Under this section we have a ‘Charts’ checkbox. Check this box to enable the printing of charts and uncheck to disable it. This is how we can control the printing of charts in Calc.

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Check and correct spreadsheet calculations and text.

In order to check the spreadsheet calculations, we need to check the sheet for the error codes. These error codes have already been discussed. If error codes are present, this means that some errors exist in some of the calculations and we must check these calculations again.
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To check the text values in the sheet, click on ‘Tools’ from the main menu bar and from the resulting drop-down, click on ‘Automatic Spell Checking’. This will open the ‘Spelling’ dialog box. This dialog box lists all the incorrect spellings in the sheet. You can check the spellings and also correct them from here. After making all the changes, click on ‘Close’. This is how we can check the text values in Calc.

Turn on, off display of gridlines, display of row and column headings for printing purposes.

To turn on/off the display of gridlines or the display of row and column headings, click on ‘Format’ from the main menu bar and from the resulting drop-down, click on ‘Page’. This opens the ‘Page Style’ dialog box. In this dialog box, under ‘Print’, we have two check boxes named ‘Column and row headers’ and Grid’. The display of grid lines can be switched on or off by checking or unchecking the ‘Grid’ check box and the display of row and column headings can be switched on and off by checking or unchecking the ‘Column and row headers’ check box. After selecting the required values, click on ‘OK’. This will save your settings.

Apply automatic title row(s) printing on every page of a printed worksheet.

To apply automatic title rows printing on every page of a printed worksheet, click on ‘Format’ from the main menu bar. From the resulting drop-down menu, click on ‘Print Ranges’ and from the sub-menu which gets displayed, click on ‘Edit’. This will open the ‘Edit Print Ranges’ dialog box.

In this dialog box, we have a section called ‘Rows to Repeat’. Click on the ‘Shrink’ button in front of this section and this will minimize the dialog box. Now select the row which you want to set as the title row for automatic printing on every page for the worksheet and again click on the ‘Shrink’ button.

This will again bring up the full ‘Edit Print Ranges’ dialog box but now the rows selected will get displayed in the ‘Rows to Repeat’ section. Click on ‘OK’ and this will set up the selected rows as the automatic title rows for printing on each page of the worksheet.

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Setup

Change worksheet margins: top, bottom, left, right.

In order to change the worksheet margins, click on the ‘Format’ button from the main menu bar. Click on ‘Page…’ button from the resulting drop-down. This gives the ‘Page Style’ dialog box. Under the ‘Page’ tab, you can make the appropriate changes to the ‘Margins’ in order to change the top, bottom, left, and right margins of a worksheet.
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Change worksheet orientation: portrait, landscape. Change paper size.

In the same dialog box, under the ‘Page’ tab, the ‘Paper Format’ options can be selected to make changes to the paper size and worksheet orientation.

Adjust page setup to fit worksheet contents on a specified number of pages.

In the same dialog box, under the ‘Sheet’ tab, the ‘Scale’ options can be altered to fit the worksheet contents on a specified number of pages. When ‘Scaling mode:’ is selected as ‘Fit print range(s) on number of pages’, then the worksheet contents will be printed on a specific number of pages as selected in the ‘Number of Pages:’ option.

Add, edit, and delete text in headers, footers in a worksheet.

In the same dialog box, under the ‘Header’ or the ‘Footer’ tab, you will find the ‘Edit’ button. Click on this button and a new dialog box will appear. This dialog box provides the options for entering contents in the header or footer of a worksheet.

Insert and delete fields: page numbering information, date, time, file name, worksheet name into headers, footers.

In the same dialog box, which was displayed after clicking on the ‘Edit’ button, the different options for inserting fields like date, time, worksheet name and page numbers are present. In the ‘Custom Headers’ section, there are different icons for adding text, sheet name, date, time and page numbering information to the headers and the footers.

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Change the column, bar, line, pie slice colors in the chart.

To change the column, bar, line, or pie slice color in a chart, simply double-click on the respective element for which you want to change the color. If it is a bar chart, double-click on the individual bar, and if it is a pie chart, double-click on the pie for which the color is required to be changed. Do likewise for the other chart types. This double-clicking will open the ‘Data Series’ dialog box.
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In this dialog box, under the ‘Area’ tab, we have a ‘Fill’ drop down list. From this list, select the appropriate color and click on ‘OK’. This will change the color of the selected element in the chart.

Change font size and color of chart title, chart axes, and chart legend text.

To change the font size of the chart title, first of all select the chart by double-clicking on it. A grey border should surround the chart upon selection. After this, right click on the chart title and from the resulting menu, click on ‘Format Title’. This will display the ‘Main Title’ dialog box.

In this dialog box, under the ‘Font’ tab, we have a ‘Size’ drop down list. From this list, select the appropriate font size and click on ‘OK’. This will change the font size of the chart title.

In the same dialog box, under the ‘Font Effects’ tab, we have a ‘Font color’ drop down list. From this list, select the appropriate font color and click on ‘OK’. This will change the font color of the chart title.

To change the font size and color of the chart axes, we need to follow similar steps. First of all select the chart by double-clicking on it. A grey border should surround the chart upon selection. After this, right click on the axes text and from the resulting menu, click on ‘Format Axis’. Doing this for the x-axis will open the ‘X Axis’ dialog box whereas doing these same steps for the y-axis will display the ‘Y Axis’ dialog box.

In both these dialog boxes, we have the ‘Font’ and ‘Font Effects’ tabs. These tabs have the same functionality as we have seen above for some similar dialog boxes. We have the ‘Size’ and ‘Font color’ drop-down lists in these dialog boxes from where we can choose the appropriate font color and font size for the axes text.

To change the font size and font color for the legend text, we need to follow similar steps as we have seen above. First select the chart and then right-click on the legend text area and from the resulting menu, click on ‘Format Legend’. This will open the ‘Legend’ dialog box.

In this dialog box, we have the same ‘Font’ and ‘Font Effects’ tabs under which we have the ‘Size’ and ‘Font color’ drop-down lists. The appropriate values can be selected from these lists. After this, click on ‘OK’. This will change the font size and font color for the legend text.

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When a chart is created, then in the ‘Chart Wizard’, under the ‘Chart Elements’ tab, we have the option to add a ‘Title’ for the chart. Appropriate title can be added in this tab during the creation of the chart.
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Another way is to first create a chart, then select it by double clicking, and then right click on the chart area. This gives a menu from which ‘Insert Titles’ can be selected. This gives a ‘Title’ dialog box from where we can add a title, remove a title and also edit the title. If the title is already there, just delete the title and click on ‘OK’. This will remove the title.

Similarly, by changing the title and clicking on ‘OK’, we can edit the title.

Add data labels to a chart: values/numbers, percentages.

To add data labels to a chart, select the chart by double clicking on it. After selecting the chart, click on ‘Insert’ button from the main menu bar and then click on ‘Data Labels’ from the resulting drop down menu. This will open the ‘Data Labels for all Data Series’ wizard. Under ‘Text Attributes’, we can check or uncheck the number or percentage data labels as per the requirement.

If the ‘Show value as number’ checkbox is checked, then the output will be as follows.

Change chart area background color, legend fill color.

To change the chart area background color, first of all select the chart by double-clicking on it. A grey border should surround the chart upon selection. After this, right click on the chart area and from the resulting menu, click on ‘Format Chart Area’. This will display the ‘Chart Area’ dialog box.

In this dialog box, under the ‘Area’ tab, we have a ‘Fill’ drop down list. From this list, select the appropriate color which is required for the background of the chart and click on ‘OK’. This will change the chart background color.

To change the chart legend fill color, first of all select the chart by double-clicking on it. A grey border should surround the chart upon selection. After this, right click on the legend area, the area where the legends key is displayed, and from the resulting menu, click on ‘Format Legend’. This will display the ‘Legend’ dialog box.

In this dialog box, under the ‘Area’ tab, we have a ‘Fill’ drop down list. From this list, select the appropriate legend fill color and click on ‘OK’. This will change the chart legend fill color.

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Create different types of charts from spreadsheet data: column chart, bar chart, line chart, pie chart.

In Calc, we can represent our data with the help of different graphical representations like column chart, bar chart, line chart, or pie chart. This makes the data more presentable and also easier to comprehend.
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To create the different types of charts in Calc, first of all we need to select some data which we are going to represent with the help of charts.

Here we have selected the data as shown in the above figure.

After selecting the data, click on the ‘Insert’ button from the main menu bar and from the resulting drop-down click on ‘Chart’.

This will open the chart wizard. Here you can select one of the different types of charts from ‘Choose a Chart Type’.

After making your selection, just click on ‘Finish’, and this will create your chart.

Select a chart.

A chart can be selected by simple double-clicking on it. When selected, the chart is surrounded by a grey border. The chart shown in the above diagram is in selected state. As can be observed, it is surrounded by a grey border.

Change the chart type.

In order to change the chart type, first of all we need to select the chart by double-clicking on it. The chart will become surrounded by a grey border upon selection. After selecting the chart, click on ‘Format’ button on the main menu bar. From the resulting drop-down, click on ‘Chart Type’.

After clicking on the ‘Chart Type’ button, the ‘Chart Type’ dialog box appears. This lists the different chart types available. Any chart type can be selected from this list. After selection of the required chart type, just click on ‘OK’ and the chart type will get changed and a new chart will be created having the updated chart type.

Move, resize, and delete a chart.

To move or resize a chart, select the chart by double clicking on it. Eight different markers appear on the corners and edges of the chart. Place the mouse pointer on any of these markers and click and drag in order to increase or decrease the size of the chart.

To move the chart, place the mouse pointer anywhere on the grey border other than the eight pointers. Simply click and drag the mouse pointer to the location where you want to place the chart and the chart will be moved to the new location.

To delete a chart, click on the chart only once. Eight green pointers will appear on the boundary of the chart but the grey selection border will not appear. When the green pointers appear, just click on ‘Delete’ button on your keyboard and the chart will get deleted.

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Apply text wrapping to contents within a cell, cell range.

To apply text wrapping to contents within a cell or a cell range, first select the cell or the cell range and then right click anywhere on the entire range. From the resulting menu, click on ‘Format Cells’, this will open the ‘Format Cells’ dialog box. In this dialog box, under the ‘Alignment’ tab, under ‘Properties’ we have a ‘Wrap text automatically’ checkbox. Check this box and click on ‘OK’. This will apply text wrapping to the contents of the cell or the cell range.
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Align cell contents: horizontally, vertically. Adjust cell content orientation.

To align cell contents horizontally or vertically, or to adjust the cell content orientation, open the ‘Format Cells’ dialog box. In this dialog box, under the ‘Alignment’ tab, under ‘Text Alignment’, we have the ‘Horizontal’ and ‘Vertical’ drop-down lists. The appropriate alignment can be chosen from these lists.

To adjust the cell content orientation, in the same dialog, we have ‘Text Orientation’. The appropriate cell content orientation can be set here. After setting all the values, click on ‘OK’. This will save the alignment and orientation changes for the selected cells.

Merge cells and Centre a title in a merged cell.

To merge cells and Centre align a title in the merged cells, first select all the cells which need to be merged. These cells have to be symmetrically adjacent to each other. After this, click on ‘Format’ from the main menu bar and from the resulting menu, click on ‘Merge Cells’. From the resulting sub-menu, click on ‘Merge and Center Cells’. This will merge all the selected cells and will also Centre align the title in these merged cells.

Add border effects to a cell, cell range: lines, colors.

To add border effects to a cell or a range of cells, select the cell or the cell range and then open the ‘Format Cells’ dialog box. In this dialog box, under the ‘Borders’ tab, we have a section called ‘Line’. In this section, we have ‘Style’ and ‘Color’ drop-down lists. Select the appropriate line styles and color for the border of the cells from these lists. After selecting all the values, click on ‘OK’. This will add the selected border effects to the selected cells.

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Change cell content appearance: font sizes, font types.

In the same ‘Format Cells’ dialog box, under the ‘Font’ tab, we have the ‘Font’ and ‘Size’ drop-down lists. The ‘Font’ drop-down list gives the different font types and ‘Size’ gives the different font sizes. These values can be chosen accordingly. After selecting the required values, click on ‘OK’. This will change the font size and font type of the content of the cell.
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Apply formatting to cell contents: bold, italic, underline, double underline.

To apply formatting to cell contents, open the ‘Format Cells’ dialog box. In this dialog box, under the ‘Font’ tab, we have a ‘Style’ drop-down list. Different styles such as bold or italic can be chosen from this list.

To make the content have a single or a double underline, in the same dialog box, under the ‘Font Effects’ tab, we have ‘Underlining’ drop-down list. The type of underlining required can be selected from this list. After making all the changes, click on ‘OK’. The formatting styles selected will get applied to the contents of the cell.

Apply different colors to cell content, cell background.

To apply different colors to cell content, open the same ‘Format Cells’ dialog which we have been using till now. Under the ‘Font Effects’ tab, we have a ‘Font Color’ drop-down list. Select the color which is required for your cell content from this list and then click on ‘OK’. This will make the cell content to be displayed in the chosen color.

To apply different colors to cell background, open the same ‘Format Cells’ dialog which we have been using till now. Under the ‘Background’ tab, we have an option for choosing the ‘Background Color’. Select the color which is required for your cell background here and then click on ‘OK’. This will make the cell background to be displayed in the chosen color.

Copy the formatting from a cell, cell range to another cell, cell range.

To copy the formatting from a cell or a cell range to another cell or cell range, select the cells whose format needs to be copied. Now right-click anywhere on the entire cell range, and from the menu which gets displayed, click on ‘Copy’.

Now go to the cell where you need to copy the formatting. Right click on this cell and from the resulting menu, click on ‘Paste Special’. This will open the ‘Paste Special’ dialog box.

From this dialog box, deselect all the options other than the ‘Formats’ check box. After this, click on ‘OK’. This will copy only the formatting of the selected cells to the target cells.

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Numbers/Dates

Format cells to display numbers to a specific number of decimal places, to display numbers with, without a separator to indicate thousands.

It is possible in Calc to format cells to display any input in some particular styles. To format a cell to display numbers to a specific number of decimal places, right-click on that cell and from the resulting menu, click on ‘Format Cells’.
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This will open the ‘Format Cells’ dialog.

In this dialog, under the ‘Numbers’ tab and in the ‘Number’ category, in ‘Options’ we have ‘Decimal places’, where the number of decimal places up to which a number needs to be displayed can be set. If we set 4 here than any number entered in this cell will get displayed up to four decimal places. If the decimal values are less than 4, then zeroes will get displayed and if the decimal values are more than 4, then the number will get rounded off till 4 decimal places.

In the same dialog we have another option, ‘Thousands separator’ checkbox. If this box is checked, then a separator to indicate thousands will get displayed for every number in the cell, otherwise no separator will get displayed.

Format cells to display a date style, to display a currency symbol.

In the same ‘Format Cells’ dialog which has been mentioned above, under the ‘Numbers’ tab, under ‘Category’, we have ‘Date’. Here we have many date format options under ‘Format’. Any of these formats can be selected to display a date in a particular style.

 

In the same dialog box, under ‘Numbers’ tab, we have a category ‘Currency’. Under ‘Format’ we have many different currency formats which can be chosen as per the requirements. After choosing the required format, click on ‘OK’.

This will display the required currency symbol.

 

Format cells to display numbers as percentages.

To display numbers as percentages, open the same ‘Format cells’ dialog box which we have used in the previous sections. In this dialog box, under the ‘Numbers’ tab, we have ‘Percent’ category; and in this category, under ‘Format’, we have different percentage format options in which a number can be displayed.

Select the appropriate option from here and click on ‘OK’. The number will then be displayed in the selected percentage format.

 

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