StarOffice 5.2 Calc Handbook

Overview

  • The easy-access, task-oriented guide to StarOffice Calc!
  • Absolute basics to advanced data analysis
  • Communicate your data: Formatting, charting, printing, and Web publishing
  • Exchange files with Microsoft Excel users
  • For Windows, Linux, Solaris, and other platforms
  • Endorsed...
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2000 Trade paperback New. No dust jacket as issued. Trade paperback (US). Glued binding. 368 p. Sun Microsystems Press. Audience: General/trade. Brand New-Never Used-No Marks or ... Highlights. Read more Show Less

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Overview

  • The easy-access, task-oriented guide to StarOffice Calc!
  • Absolute basics to advanced data analysis
  • Communicate your data: Formatting, charting, printing, and Web publishing
  • Exchange files with Microsoft Excel users
  • For Windows, Linux, Solaris, and other platforms
  • Endorsed by Sun, publishers of StarOffice!

Maximize your productivity with StarOffice Calc the easy way!

StarOffice Calc is your complete, task-focused guide to StarOffice Calc, the spreadsheet component of StarOffice — the world's #1 open source productivity suite! From the absolute basics to advanced data analysis, you'll find step-by-step, quick-access coverage of everything you need to know to get productive — and stay productive. Coverage includes:

  • All the fundamentals -- fast! Values, formulas, functions, formatting, and much more
  • Exploring StarOffice Calc's powerful spreadsheet views
  • Building reliable spreadsheets with StarOffice Calc's auditing features
  • Expert data analysis: Subtotals, consolidation, sensitivity analysis, goal seek, and scenarios
  • Working with lists and databases
  • Powerful communication with StarOffice charts
  • Publishing spreadsheets on the Web or your corporate intranet
  • Working with Microsoft Excel files — and Microsoft Excel users

Don't just run StarOffice Calc! Master it, with the book that delivers all the answers with none of the hassles: StarOffice Calc.

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Product Details

  • ISBN-13: 9780130293893
  • Publisher: Pearson Education
  • Publication date: 12/22/2000
  • Series: Sun Microsystems Press Series
  • Pages: 366
  • Product dimensions: 7.03 (w) x 9.26 (h) x 0.90 (d)

Meet the Author

Joe Habraken is a best-selling author whose recent books include The Complete Idiot's Guide to Microsoft Access 2000, Microsoft Office 2000 8-in-1, The Complete Idiot's Guide to Microsoft Windows 2000 Server, and Practical Cisco Routers. Habraken has earned CCNA and MCP certifications, and currently provides consulting services to major corporations.
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Chapter 5: Working with Formulas and Values

In this chapter:

  • Creating Spreadsheet Formulas (see page 120)
  • Referencing Cells on Other Sheets and Spreadsheets (see page 125)
  • Copying and Moving Formulas (see page 128)
  • Naming Cells and Ranges (see page 129)
  • Working with the Navigator (see page 133)
  • Using the Calc Detective (see page 134)
  • Using Special Data Entry Techniques (see page 137)
  • Working with Data Series and the Fill Feature (see page 138)

Creating Spreadsheet Formulas

One of the most important characteristics of a spreadsheet application like Calc is that it is designed to do math. The whole point behind building a spreadsheet is to have the data that we enter into the spreadsheet acted on by a formula or formulas; we are looking for mathematical results.

As discussed briefly in Chapter 2, you have two options for performing math in a Calc spreadsheet: you can design your own formulas, or you can use the built-in math functions that are provided by Calc.

In this chapter, we will discuss the ins and outs of creating your own formulas and some of the enhancements and features provided by Calc that make it easier to work with formulas, functions, and values. Functions will be covered in the next chapter.

Before we take a look at the issues related to creating your own formulas, be advised that a good rule of thumb is to only create formulas in cases where Calc does not provide a function that will do the same job. You will find that for the most part, you can limit your creation of formulas to simple math such as sub-traction, multiplication, and division.

To Use Operators

The formulas that you create will consist of cell references (the address of the cell or cell range that the formula will act on) and operators. The operator, such as the plus sign (+), which is used for addition, will dictate the type of operation (or operations) the formula will actually provide.

When you begin a new formula, you will start the formula's notation with the equals sign (=). This lets Calc know that the data in the cell is actually a formula.

The simplest way to enter the equals sign (=) in a cell is to click the Function tool on the Formula bar.

The rest of the formula will consist of the appropriate operators and cell references, which are discussed in the next section. Table 5.1 provides a list of some of the commonly used arithmetic operators....

...NOTE Make sure the Num Lock is engaged on your keyboard. The easiest way to enter operators into your formulas is from the ten-key pad on your keyboard.

To Understand Operator Precedence

An important aspect of creating formulas is understanding operator precedence. In simplest terms, operator precedence means that certain operations in a formula take precedence over (or take place before) other operations in a formula. For example, in the formula =b2+b3*c2, the multiplication of b3*c2 takes precedence, so b3 will be multiplied by c2 and then b2 will be added to that result.

Table 5.2 provides a summary of operator precedence that you should keep in mind as you create your formulas. Calc reads your formulas from left to right, so you should position your operators appropriately.

You can also control operator precedence in your formulas using parentheses. Operations enclosed in parentheses take precedence over operations that are not in parentheses. In the formula =(b2+b3)*c2, the parenthetical calculation takes precedence over the multiplication operator. So, b2 and b3 will first be added and then their sum will be multiplied by c2....

To Reference Cells

When you create a formula (or function) in your spreadsheet, it will reference cells that contain the data that the formula is supposed to act on (using the operators that you place in the formula). For example, the formula =D7*E7 will multiply the contents of D7 by the contents of E7 as shown in Figure 5.1....

...Figure 5.1 Calc formulas use relative referencing, making it easy to copy a formula from one location to another.

While the formula contains specific references to two cells (D7 and E7), Calc actually sees the cells that the formula acts upon based upon their relative position to the cell that actually holds the formula.

For example, D7 is actually seen as a cell that is two cells to the left of the formula, and E7 is seen as a cell that is one cell to the left of the formula. This type of cell referencing is called relative referencing. The reason that this type of refer-encing is so useful is that the formula shown in cell F7 can be copied down the column that it resides in and the formula will adjust to its new location. It will now reference the cells that it is supposed to act upon according to its new position.

So, if the formula is copied from cell F7 to cell F8 as shown in Figure 5.2, the formula still works. This is because of relative referencing. The formula reacts to its new location and references the appropriate cells (relative to its new position).

In some cases where a particular value only resides in a particular place on the spreadsheet (such as a cell that contains a particular percentage or an interest rate amount that is to be used in a formula no matter where you copy the formula on the sheet), you will have to specify the cell reference in the formula as absolute. Absolute referencing (which is what this type of referencing is called) makes sure that the formula always points to the one and only cell where the data resides. The cell reference remains static even when the formula is moved or copied. We will look at absolute referencing and how it is used in Calc functions in the next chapter....

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Table of Contents

1. Getting Started with StarOffice Calc.
Starting StarOffice. To Launch StarOffice. Working on the StarOffice Desktop. To Use the Menu Bar. To Use the Desktop Toolbars. Using the Explorer. Organizing with Explorer Groups. To Create a New Explorer Group. Working with the Beamer. Using the Gallery. Manipulating the Tips Window. Opening StarOffice Calc. Understanding Spreadsheet Geography. Exploring Different Spreadsheet Views. To Hide the Column and Row Headings. To Add Value Highlighting. To Use Page Break Preview. To Use the Zoom. To View Full Screen. To Freeze Column and Row Headings. To Split Calc Windows. Getting Help. To Use Tips and Extended Tips. To Use the Help Contents. To Use the Help Agent. Closing Calc and Exiting StarOffice.

2. Creating Basic Spreadsheets.
Entering Spreadsheet Data. Entering Text. To Enter Text in Your Spreadsheet. To Enter Numbers as Text. To Utilize AutoInput. To Use the Selection List. Entering Values. To Understand Formulas and Functions. To Enter a Formula. To Enter a Function. To Use the SUM Function. To Enter Dates. Saving Your Spreadsheets. To Save Your Calc Spreadsheet. To Save the Spreadsheet with a Password. To Save Changes to the Spreadsheet. Using the Version Feature. To Create a Version of a Calc Spreadsheet. Adding File Properties. Opening a Spreadsheet. To Open a Particular Spreadsheet. Working with Multiple Windows. Navigating a Calc Spreadsheet. To Move from Cell to Cell. To Move from Sheet to Sheet. Working with Cell Ranges. To Select Cell Ranges. To Select Columns and Rows. Basic Editing Techniques. To Edit during Data Entry. To Clear aCell's Contents. To Copy, Cut, and Paste Data. To Change a Column Width. Using Undo, Redo, and Repeat. Filling Cells Automatically. To Automatically Fill Cells. Creating Your Own Spreadsheets.

3. Working with Cells, Rows, and Columns.
Formatting Cell Attributes. Formatting Numbers. To Format a Range of Cells. Understanding Number Formats. To Apply Cell Number Formats. To Apply the Currency Format. To Apply Decimal Places and Leading Zeros. To Apply the Date and Time. To Create Your Own Format. Working with Font Attributes. To Change the Font Attributes. Working with Colors, Borders, and Backgrounds. To Change the Font Color. To Change the Borders. To Change the Background. Aligning Cell Entries. Copying Cell Formats. To Copy Cell Formats. Using AutoFormat. To Use AutoFormat. To Create an AutoFormat. Setting Column Widths. Setting Row Heights. Transposing Column and Row Information.

4. Enhancing Your Spreadsheets.
Inserting Spreadsheet Elements. To Insert Cells. To Insert Columns. To Insert Rows. To Insert Sheets. Renaming Sheets. Deleting Elements. To Remove Cells. To Remove Columns and Rows. To Remove Sheets. Hiding Rows and Columns. To Hide Rows. To Hide Columns. Hiding Sheets. Protecting Cells. To Hide Cells with Cell Protection. To Protect Cells from Data Entry. Merging Cells. Aligning Information in Merged Cells. Using Special Alignment Settings. To Alter the Distance from Gridlines. To Alter the Wrapping of Text in a Cell. To Rotate Text and Numbers. Using the Find and Replace Features. To Use Replace. To Use the Search Options. Using the Spellchecker and AutoSpellcheck. Working with AutoCorrect. Using the Thesaurus. Tracking Changes. To Track Changes. To Accept or Reject Changes. To Set Redlining Options. Inserting Notes.

5. Working with Formulas and Values.
Creating Spreadsheet Formulas. To Use Operators. To Understand Operator Precedence. To Reference Cells. To Reference Cells Automatically. To Write a Formula. To Edit a Formula. Referencing Cells on Other Sheets and Spreadsheets. To Reference Cells on Another Sheet. Copying and Moving Formulas. To Copy a Formula. To Move a Formula. Naming Cells and Ranges. To Name a Cell Range. To Create Cell Names from Existing Labels. To Insert Cell Names in a Formula. To Modify Cell Names. Working with the Navigator. Using the Calc Detective. To Trace Precedents. To Trace Dependents. To Trace Errors. Using Special Data Entry Techniques. To Enter Data in a Range. Working with Data Series and the Fill Feature. To Create a Data Series. To Create a Geometric Growth Series.

6. Working with Functions.
Understanding Calc Functions. Understanding Absolute References. Inserting Functions. To Use the Function List. To Use the Function AutoPilot. Working with Basic Functions. To Use COUNT, MAX, and MIN. To Use the PMT Function. To Use Time and Date Functions. Using Advanced Functions. To Use the IF Function. To Use the LOOKUP Functions. Using Validity Rules. To Set Validity Criteria. To Find Invalid Data Using the Detective. Checking Functions with the AutoPilot. Understanding Common Error Messages. Using Notes with Formulas and Functions.

7. Working with Styles and Templates.
Understanding Styles. Creating and Modifying Styles. To Create a Style Based on a Selected Cell. To Apply a Style. To Update a Style. To Use the Fill Format Mode. To Modify a Style. To Create a Style from Scratch. Finding and Replacing Styles. To Find and Replace a Style. Working with Templates. To Use an Existing Template. To Create a Template. To Use Your Template. Using Conditional Formatting. To Create a Style for Conditional Formatting. To Configure Conditional Formatting. Formatting Spreadsheets for a Specific Purpose.

8. Working with Lists and Databases.
Using Lists and Databases in Calc. Understanding Calc Database Design. To Define Database Areas. To Plan a Database. Creating a Database. To Create a Database Table. To Define the Database Area. To Change a Database Range. Sorting Data. To Sort with the Main Toolbar Sort Tools. To Sort Using the Sort Dialog Box. To Create a Complex Custom Sort. Filtering Data. To Use AutoFilter. To Set Up a Standard Filter. To Set Up an Advanced Filter. Working with the Outline Feature. To Create Outline Groups. To Collapse or Expand Outline Groups. Exporting and Importing Calc Data. To Export Data. To Import Data. To Import Data with the Beamer.

9. Advanced Data Analysis and Macros.
Understanding Advanced Data Analysis. Working with Subtotals. To Create Subtotals. To Copy and Undo Subtotals. Consolidating Data. To Name Areas for Consolidation. To Consolidate Areas. Conducting a Sensitivity Analysis with Multiple Operations. To Create the Multiple Operations Function and Table. To Specify Input Areas for Multiple Operations. Using Goal Seek. To Set Up the Goal Seek Function. To Use Goal Seek. Creating Scenarios. To Create a Scenario Spreadsheet. To Create a Scenario. To Create a Second Scenario. Working with the DataPilot. To Create a DataPilot Table. To Filter a DataPilot Table. To Format and Edit a DataPilot Table. Understanding Calc Macros. To Record a Macro. To View a Macro Script. To Play a Macro. To Assign a Shortcut Key to a Macro.

10. Charting Data in Calc.
Using Charts in Calc. Preparing Spreadsheets for Charts. Understanding Chart Geography. Creating a Chart. To Insert a Chart Using the AutoFormat Chart Wizard. To Move and Size a Chart. To Modify the Anchor Type. To Change the Data Area for a Chart. Working with the StarOffice Chart Tools. To Add/Remove Gridlines. To Modify Titles and Labels on a Chart. To Add Data Labels. To Change Data Point Colors. To Change the Chart Area Color. To Change the Chart Type. To Restart the AutoFormat Chart Wizard. Copying Charts to Other StarOffice Applications.

11. Working with Graphics and Objects.
Using Graphics and Objects in Calc. Inserting Graphics. To Insert a Graphic from a File. To Move a Graphic. To Size a Graphic. Using the Image Editor. To Insert a Graphic from the Image Editor. To Edit an Image Editor Graphic. Inserting a Graphic from a Scan. To Insert a Scanned Image. To Edit a Scanned Image. Inserting an OLE Object. To Insert a New OLE Object. To Insert an OLE Object from a File. To Edit an OLE Object. Inserting Sounds and Video. To Insert a Sound or Video. To Play a Sound or Video. Inserting a Plug-In. To Insert a Plug-In. Inserting an Applet. To Insert an Applet. To Use the Applet. Inserting a Formula. To Insert a Formula. To Edit a Formula. Formatting Graphics and Objects. To Move and Resize Elements. To Arrange Elements. To Anchor Elements. To Edit Objects.

12. Printing Spreadsheets.
Understanding the Print Process. Working with Page Preview. To Use Page Preview. To Zoom in Page Preview. Using Print Ranges. To Create a Print Range. To Edit a Print Range. To Remove a Print Range. Working with Page Formatting. To Set Margins and Page Orientation. To Create Borders. To Create a Background. Working with Headers and Footers. To Create Headers. To Create Footers. To Select Sheet Attributes. Using Page Styles. To Create a Page Style. To Apply a Page Style. Working with Page Breaks. To Enter Page Break Preview. To Insert Manual Page Breaks. Working with Printers. To Check the Default Printer. To Print Your Spreadsheet.

13. Inserting Calc Data in Documents and Web Pages.
Using Calc Data in Other Applications. Sharing Calc Data with Writer. To Use the AutoPilot to Create a Document. To Copy and Paste a Calc Spreadsheet. To Drag and Drop a Calc Spreadsheet. To Edit Pasted Data. Linking Calc Spreadsheets to Other Documents. To Copy a Calc Spreadsheet as a DDE Object. To Edit a Calc DDE Link. To Edit the Contents of a DDE Link. Understanding Web Pages. Creating Web Pages. Combining Calc and Web Pages. To Save a Calc Spreadsheet in HTML Format. To View a Calc HTML File. Working with Hyperlinks. To Type in a Hyperlink. To Paste a Hyperlink. To Insert a Hyperlink as a Button.

14. Customizing and Configuring StarOffice Calc.
Controlling Your Workspace Environment. Working with General Options. To Set User Data Options. To Set Save Options. To Set Path Options. To Set Language Options. To Set Color Options. To Set Print Options. To Set Font Replacement Options. To Set View Options. To Set Desktop Options. To Set Other Options. Working with Calc Custom Options. To Set Contents Options. To Set Layout Options. To Set Input Options. To Set Grid Options. To Set Sort List Options. To Set Calculate Options. To Set Changes Options. To Set Other Options. Configuring Menus. To Confirm Menu Configuration Changes. To Change a Menu's Structure. To Move an Existing Menu Command. To Delete an Existing Menu Item. To Modify an Existing Menu Item. To Create a New Menu (to the Right of Help). To Assign a New Function to a Menu Item. To Change a Menu Name. Configuring Toolbars. To Confirm Toolbar Configuration Changes. To Display or Hide a Toolbar by Default. To Create a New Toolbar and Add Buttons. To Change a Toolbar Name. To Display or Hide Toolbar Buttons. To Modify Existing Toolbar Buttons.

Appendix A: Calc Shortcut Keys.
Index.
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Preface

PREFACE:

Preface

StarOffice 5.2 Calc Handbook

This book is designed to get you up and running quickly with StarOffice Calc. Most users have had some experience with spreadsheet software and have a basic understanding of what a formula is and what a chart is supposed to look like. So, this book was designed to stay away from lengthy, overdone explanations related to features and commands. Simple, concise examples are given on how to take advantage of a particular feature and then the steps to access that feature and perform a particular task are provided. You won't get lost in a sea of theory in this book. StarOffice 5.2 Calc Handbook subscribes to the basic precept that in today's busy work-world, things need to happen fast. This book's approach to using StarOffice Calc will have you working with even the most complicated tasks quickly.

The table of contents in this book is organized so that instead of having sections listed according to the menus or commands that you use when working in StarOffice Calc, they are based on actual tasks that you perform with the application. For example, to work with a Calc function (one of Calc's built-in formulas) such as PMT, which allows you to compute the monthly payment for a loan, look in the table of contents in the chapter "Working with Functions." Listed in that chapter is the section "To Use the PMT Function." In fact, task-based sections for a number of Calc's functions are easily accessible in this chapter. A conscious effort was made as part of the overall design for this book not to bury important information in an unrelated section as a fifth-level header that, by the way, might not evengetlisted in the table of contents. Like tasks are grouped together in the chapters of this book.

Feedback

While every effort has been made to ensure that this book is accurate and timely, there is no doubt that some errors will be found or that information in this book will be overtaken by subsequent releases of StarOffice. If you find anything in need of correction, please let me know at joehab@maine.rr.com. I will ensure that the necessary corrections are made in future editions or in errata.

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