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Introduction
You can enter data into Calc in several ways: using the keyboard, the
mouse (dragging and dropping), the Fill tool, and selection lists. Calc
also provides the ability to enter information into multiple sheets of the
same document at the same time.
After entering data, you can format and display it in various ways.
Entering data using the keyboard
Most data entry in Calc can be accomplished using the keyboard.
Entering numbers
Click in the cell and type in the number using the number keys on
either the main keyboard or the numeric keypad.
To enter a negative number, either type a minus (–) sign in front of it or
enclose it in parentheses (brackets), like this: (1234).
By default, numbers are right-aligned and negative numbers have a
leading minus symbol.
Entering text
Click in the cell and type the text. Text is left-aligned by default.
Entering numbers as text
If a number is entered in the format 01481, Calc will drop the leading
0. (Exception: see Tip below.) To preserve the leading zero, for example
for telephone area codes, type an apostrophe before the number, like
this: '01481.
The data is now treated as text and displayed exactly as entered.
Typically, formulas will treat the entry as a zero and functions will
ignore it.
Tip
Numbers can have leading zeros and still be regarded as
numbers (as opposed to text) if the cell is formatted
appropriately. Right-click on the cell and chose Format Cells
> Numbers. Adjust the leading zeros setting to add leading
zeros to numbers.
42 OpenOffice.org 3.x Calc Guide
- Calc Guide 1
- Copyright 2
- Feedback 2
- Contents 3
- Chapter 1 9
- Introducing Calc 9
- What is Calc? 10
- Parts of the main Calc window 11
- Toolbars 12
- Formula Bar 13
- Individual cells 14
- Sheet tabs 14
- Status bar 14
- Starting new spreadsheets 16
- Opening existing spreadsheets 17
- Opening CSV files 18
- Saving spreadsheets 19
- Password protection 20
- Saving as a CSV file 22
- Saving in other formats 23
- Going to a particular cell 23
- Moving from cell to cell 23
- Moving from sheet to sheet 26
- Selecting cells 27
- Selecting columns and rows 29
- Selecting sheets 29
- Working with columns and rows 30
- Deleting columns and rows 31
- Working with sheets 32
- Viewing Calc 33
- Freezing rows and columns 34
- The heavier horizontal 35
- Rows 4 through 13 and 35
- The first three 35
- Splitting the screen 36
- Thus, you 37
- Choosing a drag mode 40
- Chapter 2 41
- Entering, Editing, and 41
- Formatting Data 41
- Entering dates and times 43
- Entering special characters 43
- Inserting dashes 44
- Speeding up data entry 45
- Using a fill series 46
- Defining a fill series 47
- Using selection lists 48
- Validating cell contents 49
- Editing data 51
- Formatting data 53
- Using manual line breaks 54
- Formatting numbers 55
- Formatting the font 56
- Choosing font effects 56
- Formatting the cell borders 58
- Defining a new AutoFormat 60
- Using conditional formatting 61
- Hiding and showing data 63
- Sorting records 65
- Finding and replacing in Calc 67
- Finding and replacing text 69
- Chapter 3 72
- Creating Charts and 72
- Creating a chart 73
- Choosing a chart type 75
- Selecting data series 77
- Editing charts 78
- Changing the chart type 79
- Data labels 80
- Trend lines 82
- Mean value lines 83
- Y error bars 83
- Formatting charts 84
- Moving chart elements 86
- Formatting 3D charts 87
- Rotation and perspective 88
- Appearance 89
- Illumination 89
- Formatting the chart elements 91
- Formating data labels 92
- Resizing and moving the chart 93
- Gallery of chart types 95
- Pie charts 96
- Area charts 97
- Line charts 99
- Scatter or XY charts 99
- Bubble charts 100
- Net charts 101
- Stock charts 102
- Column and line charts 103
- Chapter 4 105
- Using Styles and 105
- Templates in Calc 105
- What is a template? 106
- What are styles? 106
- Types of styles in Calc 107
- Accessing styles 108
- Applying cell styles 109
- Using Fill Format mode 110
- Using the Apply Style list 110
- Applying page styles 111
- Modifying styles 111
- Cell style options 113
- Page style options 113
- Background 115
- Creating new (custom) styles 116
- Copying and moving styles 117
- Deleting styles 119
- Creating a template 120
- Editing a template 121
- Setting a default template 124
- Organizing templates 126
- Moving a template 127
- Deleting a template 127
- Importing a template 127
- Exporting a template 128
- Chapter 5 129
- Using Graphics in Calc 129
- Graphics in Calc 130
- Adding graphics (images) 130
- Insert Picture dialog 131
- Linking an image file 132
- Embedding linked images 133
- Modifying images 136
- Choosing a graphics mode 138
- Using graphic filters 138
- Adjusting colors 139
- Setting transparency 139
- Cropping pictures 140
- Resizing an image 141
- Rotating a picture 142
- Position and Size 143
- Original Size 143
- Description 143
- Assign Macro 144
- Using Calc’s drawing tools 145
- Positioning graphics 148
- Arranging graphics 149
- Anchoring graphics 150
- Creating an image map 151
- Chapter 6 154
- Printing, Exporting, and 154
- E-mailing 154
- Quick printing 155
- Controlling printing 155
- Printer options 156
- Selecting sheets to print 156
- Using print ranges 159
- Defining a custom print range 161
- Page breaks 163
- Headers and footers 164
- Header or footer appearance 165
- Exporting to PDF 167
- Window options section 170
- Exporting to XHTML 173
- Saving as Web pages (HTML) 174
- E-mailing spreadsheets 174
- Digital signing of documents 175
- Removing personal data 176
- Chapter 7 177
- Using Formulas and 177
- Functions 177
- Introduction 178
- Setting up a spreadsheet 178
- Lack of documentation 179
- Error-checking formulas 179
- Creating formulas 180
- Operator types 182
- Comparative operators 183
- Text operators 184
- Reference operators 186
- Relative referencing 189
- Absolute referencing 190
- Order of calculation 192
- Calculations linking sheets 192
- Sheet containing data 193
- Understanding functions 197
- Nested functions 198
- Function Wizard 200
- Finding and fixing errors 205
- Examples of common errors 206
- Color coding for input 207
- The Detective 208
- Examples of functions 210
- Simple statistics 211
- Rounding off numbers 213
- Advanced functions 217
- Chapter 8 218
- Using the DataPilot 218
- Solution 220
- Advantages 223
- Example 2: Timekeeping 227
- Differences and advantages 233
- Solution with the DataPilot 237
- Figure 179: Frequency 240
- Figure 180: Relative 240
- DataPilot functions in detail 241
- Data source 243
- The DataPilot dialog 244
- More options 245
- More settings for the fields 248
- Data fields 248
- Row and column fields 250
- Page fields 253
- Start the dialog 253
- Grouping rows or columns 253
- Sorting the result 257
- Drilling (showing details) 259
- Filtering 260
- Multiple data fields 262
- Shortcuts 266
- Function GETPIVOTDATA 267
- First syntax variation 268
- Second syntax variation 269
- Chapter 9 271
- Data Analysis 271
- Consolidating data 272
- Chapter 9 Data Analysis 273 273
- Creating subtotals 275
- Using “what if” scenarios 277
- Settings 278
- Changing scenarios 279
- Changing scenario cell values 280
- Using other “what if” tools 281
- Chapter 9 Data Analysis 283 283
- Chapter 9 Data Analysis 285 285
- Chapter 9 Data Analysis 287 287
- Goal Seek example 289
- Using the Solver 290
- Solver example 291
- Chapter 9 Data Analysis 293 293
- Chapter 10 294
- Linking Calc Data 294
- Why use multiple sheets? 295
- Setting up multiple sheets 295
- Inserting new sheets 296
- Renaming sheets 298
- Referencing other sheets 299
- Referencing other documents 301
- • Path and file name 302
- • Sheet name 302
- Hyperlinks and URLs 303
- Creating hyperlinks 304
- Editing hyperlinks 306
- Removing hyperlinks 306
- Linking to external data 307
- Using the Navigator 308
- Viewing data sources 314
- Editing data sources 314
- Embedding spreadsheets 316
- Other OLE objects 318
- Non-linked OLE object 319
- Linked OLE object 319
- Dynamic Data Exchange (DDE) 320
- DDE link in Writer 321
- Chapter 11 322
- Sharing and Reviewing 322
- Documents 322
- Opening a shared spreadsheet 324
- Saving a shared spreadsheet 325
- Recording changes 326
- Recording changes (tutorial) 327
- • Buy cheaper baseballs 328
- • Only buy 2 spare gloves 328
- Adding comments to changes 329
- Adding other comments 330
- Editing comments 331
- Reviewing changes 332
- Viewing changes 333
- Merging documents 335
- Comparing documents 337
- Saving versions 337
- Chapter 12 340
- Calc Macros 340
- Using the macro recorder 341
- Chapter 12 Calc Macros 343 343
- Write your own functions 345
- Using a macro as a function 348
- Chapter 12 Calc Macros 349 349
- End Function 350
- Passing arguments to a macro 351
- Accessing cells directly 353
- Conclusion 356
- Chapter 13 357
- Calc as a Simple Database 357
- Named range 359
- Database range 364
- Auto filters 367
- Standard filters 368
- Advanced filters 372
- Manipulating filtered data 375
- Using formulas to find data 379
- Examples 382
- ADDRESS(row; column) 383
- ADDRESS(row; column; abs) 383
- Database-specific functions 387
- Chapter 14 389
- Setting up and 389
- Customizing Calc 389
- User Data options 391
- Print options 391
- Color options 391
- Security options 393
- Appearance options 395
- General Load/Save options 396
- Choosing options for Calc 400
- Updating section 401
- Input settings section 401
- View options for Calc 402
- Display section 403
- Calculate options 404
- Iterative references section 405
- Date section 405
- Other options 406
- Sort Lists options 407
- Changes options 408
- Grid options 408
- Customizing the menu font 410
- Customizing menu content 410
- Creating a new menu 412
- Modifying existing menus 412
- Adding a command to a menu 413
- Customizing toolbars 414
- Creating a new toolbar 415
- Adding a command to a toolbar 416
- Saving changes to a file 419
- Resetting the shortcut keys 419
- Installing extensions 420
- Using extensions 421
- Appendix A 422
- Keyboard Shortcuts 422
- Cell formatting shortcuts 426
- DataPilot shortcuts 427
- Appendix B 428
- Description of Functions 428
- Functions available in Calc 429
- Mathematical functions 430
- Integer_1; integer_2; 432
- Base is the base for the 432
- Financial analysis functions 435
- Several other 449
- Date and time functions 458
- Month is an 459
- Day is an integer 459
- Number is a time value 460
- Type is 461
- Logical functions 462
- Informational functions 463
- Database functions 466
- Array functions 468
- Spreadsheet functions 470
- Text functions 475
- is the number to 476
- Find_text is the 478
- Add-in functions 479
- Places is the 481
- The complex number 481
- Number is the octal 483
- Appendix C 484
- Calc Error Codes 484
- General error codes 487
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