Creating a Worksheet

1. Creating a Worksheet Practical OpenOffice.org Chapter 5

2. What’s Inside and on the CD? • Essentials of creating a worksheet with OpenOffice.org Calc (spreadsheet software) • Set of tools for simple/complex calculations (e.g., creating a budget, estimating expenses, creating income and expense projection) • Functions like a visual calculator • Place number needed for calculation into a cell of the grid • Enter formulas (e.g., add, subtract) to manipulate the numbers • Spreadsheet software automatically performs calculations and displays results Practical OpenOffice.org Chapter 5

3. What’s in the Calc window? Practical OpenOffice.org Chapter 5

4. What’s in the Calc window? (continued) Practical OpenOffice.org Chapter 5

5. What’s in the Calc window? (continued) Practical OpenOffice.org Chapter 5

6. How do I enter labels? • Label • Any text entered into a cell of the worksheet • Use to describe numbers you’ve entered in other cells and for text data (e.g., names of people) • Any “number” data not intended for use in a calculation should be entered as a label (e.g., telephone number) • Click cell and enter label • Text extends into neighboring cells if too long Practical OpenOffice.org Chapter 5

7. How do I enter labels? (continued) Practical OpenOffice.org Chapter 5

8. How do I enter labels? (continued) Practical OpenOffice.org Chapter 5

9. How do I enter values? • Value • Number intended to be used in a calculation • Click a cell to make it active, and enter the (unformatted) value into the cell Practical OpenOffice.org Chapter 5

10. How do I enter values? (continued) Practical OpenOffice.org Chapter 5

11. How do I enter values? (continued) Practical OpenOffice.org Chapter 5

12. How do I enter formulas? • Formula • Specifies how to add, subtract, multiply, divide, or otherwise calculate values in worksheet cells • Always begins with a equal sign • Can use cell references (column and row location) that point to contents of other cells Practical OpenOffice.org Chapter 5

13. How do I enter formulas? (continued) • Most common arithmetic operators • Subtraction – • Addition + • Multiplication * • Division / • Percent % • Exponent ^ Practical OpenOffice.org Chapter 5

14. How do I enter formulas? (continued) • Use the pointer method (easiest way) • Click cell where results should appear, type “=” • Click cell that contains first number to reference in the formula • Type an arithmetic operator, then click the next cell to reference • Continue until formula is complete • Type formula directly into cell Practical OpenOffice.org Chapter 5

15. How do I enter formulas? (continued) Practical OpenOffice.org Chapter 5

16. How do I create complex formulas? • Use arithmetic operators, parentheses, and a mixture of values and cell references to calculate statistical, financial, and mathematical equations • Use parentheses to specify order for calculation • Be aware: cell references in formulas can lead to unexpected results when formulas are copied or moved Practical OpenOffice.org Chapter 5

17. How do I create complex formulas? (continued) Practical OpenOffice.org Chapter 5

18. How do I use functions? • Function: predefined formula • Calc includes more than 250 functions – financial, mathematical and trigonometric, statistical – including Sum, Average, Minimum, Maximum, and Payment Practical OpenOffice.org Chapter 5

19. How do I use functions? (continued) • Verify that formulas and functions reference correct cells and data • Avoid circular references • Formulas can include multiple functions Practical OpenOffice.org Chapter 5

20. How do I use functions? (continued) • Use Function Wizard button to select a function from a list • Specify arguments (values or cell references used to calculate result of function) • Click top-left cell containing data to use in the function, then drag down to bottom-right cell • Release mouse button to display selected range of cells in dialog box • Click OK button to calculate Practical OpenOffice.org Chapter 5

21. How do I use functions? (continued) Practical OpenOffice.org Chapter 5

22. How do I use functions? (continued) Practical OpenOffice.org Chapter 5

23. How do I use functions? (continued) • Some functions use more than one argument, and those arguments may be required or optional • Be careful using functions you don’t fully understand • Check results with a calculator to make sure the function is working as expected Practical OpenOffice.org Chapter 5

24. How do I use the Sum button? • Quickly creates a function to calculate the total of a column or row of cells • Calc examines cells to left of and above current cell to determine cells to include in total Practical OpenOffice.org Chapter 5

25. How do I use the Sum button? (continued) Practical OpenOffice.org Chapter 5

26. How do I use the Sum button? (continued) • Cells included in Sum function are displayed as a range or as a series of adjacent cells • Sum works best if every cell in the row or column of cells contains a value • Check the marquee to ensure that the correct range of cells is selected before pressing Enter Practical OpenOffice.org Chapter 5

27. How do I use the Sum button? (continued) • If Sum button does not automatically select the correct cells: • Press Esc key to remove the function and create the Sum fraction manually • Drag across the correct range of cells to select them; press Enter to complete the function Practical OpenOffice.org Chapter 5

28. Summary • The Calc window • How to enter labels, values, and formulas • How to create complex formulas • Ho to use functions • How to use the Sum button Practical OpenOffice.org Chapter 5