This document provides an introduction to Calc, the spreadsheet component of OpenOffice. It discusses how to get started with Calc, manage files, work with sheets, cells, rows and columns. It also covers entering and formatting data, using formulas and functions, sorting and filtering data. The document contains exercises for students to practice these skills.

1. OpenOffice.org
Calc

2. IN THIS LESSON
Introducing Calc
Working in Calc
Calc as Simple Database
Formatting Pages

3. INTRODUCING
CALC

4. What is Calc?
➔The spreadsheet component of OpenOffice.org
➔Open source alternative for MS Excel
➔Can be used to enter data, usually numerical,
to produce certain results
➔File extension is .ods

5. Getting Started with Calc
● Opening Calc
● Applications >> Office >> OpenOffice.org
Spreadsheet
● Double-click the desktop shortcut

6. Parts of the main Calc Window
Title Bar
Menu Bar
Standard
Toolbar Formatting
Formula Toolbar
Bar
Status Bar
Next

7. Work area

8. File management in Calc
● Create:
● File >> New >> Spreadsheet or Ctrl + N or the
New icon in the standard toolbar.
● Open:
● File >> Open or Ctrl + O or the Open icon in the
standard toolbar.
● Save:
● File >> Save (Save as) or Ctrl + S or the Save icon
in the standard toolbar.

9. Review Questions
1.Where is the Function 2.What is the keyboard
Wizard button shortcut for opening
located? an existing
● Title bar document?
● Standard toolbar ● Ctrl + N
● Formula bar ● Ctrl + O
● Status bar ● Ctrl + S
● Ctrl + E

10. WORKING
IN CALC

11. Sheets
➔A subset of spreadsheet divided for the sake of
clarity.
➔Separated by sheet tabs located at the bottom
left corner of the work area.
➔Default number of sheets is 3.

12. Inserting sheets
1.Right-click >> Insert Sheet; or
Sheet
Insert >> Sheet

13. Inserting sheets
2.In the Insert Sheet dialog box, under Position,
Position
specify where to insert the sheet.

14. Inserting sheets
3.Specify the number of sheets you want to
insert.

15. Inserting sheets
4.If you're inserting only one sheet, you can
rename the sheet.

16. Inserting sheets
5.Click OK.
OK

17. Renaming sheets
1.Right-click >> Rename Sheet; or
Sheet
Double-click on the sheet tab you want to
rename.

18. Renaming sheets
2.In the Rename Sheet dialog box, type in the
name you want.

19. Renaming sheets
3.Click OK.
OK

20. Moving/Copying sheets
1.Right-click >> Move/Copy Sheet

21. Moving/Copying sheets
2.In the Move/Copy Sheet dialog box, specify
where you want to insert the sheet.

22. Moving/Copying sheets
3.If you want to copy the whole sheet, check
Copy at the bottom of the dialog box.

23. Moving/Copying sheets
4.Click OK.
OK

24. Deleting sheets
● Right-click >> Delete Sheet

25. Cells
➔Can be thought of as a box containing a data.
● Cell Navigation
● Tab key (moves to the right)
● Arrow keys
● Enter key (moves down)
● Home keys
● Use the Name box

26. Cells
● Selecting multiple cells
● Click and drag on the cells you want to select.
● Select All
● Ctrl + A
● Click on the cornermost part of the work area.

27. Cells
● Cutting ● Copying
● Cut icon in the ● Copy icon in the
standard toolbar standard toolbar
● Ctrl + X ● Ctrl + C
● Edit >> Cut ● Edit >> Copy
● Right-click >> Cut ● Right-click >> Copy

28. Cells
● Pasting (pastes the formula)
● Paste icon in the standard toolbar
● Ctrl + V
● Edit >> Paste
● Right-click >> Paste

29. Rows and Columns
● Selecting Entire Rows or Columns
● Single Row or Column
– Click on the row number or column letter
● Multiple Rows or Columns
– Click and drag on the row numbers or column letters you
want to select

30. Rows and Columns
● Inserting
● Right-click >> Insert Rows (or Insert Columns)
● Deleting
● Right-click >> Delete Row (or Column)
● Adjusting row height or column width
● Drag the side handles of the row or column

31. Rows and Columns
● Hiding
● Right-click >> Hide
● Showing
● Right-click >> Show

32. Viewing in Calc
● Zoom
● Zoom drop down in the standard toolbar
● Freeze
● Window >> Freeze

33. Entering, editing and formatting
data
● Typing over text
● Editing part of a cell
● Double-click the cell.
● Press F2.
F2

34. Entering, editing and formatting
data
● Using the formatting toolbar
● Opening the Format Cells dialog box
● Format >> Cells
● Right-click >> Format Cells
● Changing the number format of a data
● Format Cells dialog box >> Numbers tab

35. Entering, editing and formatting
data
● Text Wrapping
● Line breaks
● Ctrl + Enter
● Deleting contents
● Press Delete then click the appropriate content you
want to delete.
● Press Backspace for quick deletion.

36. Formulas and Functions
● Most commonly used Functions
● SUM
● AVERAGE
● MIN
● MAX

37. Paste Special
● Right-click >> Paste Special
● Edit >> Paste Special

38. Exercises
Open the document Training database.ods
from the Documents folder. Open Sheet2.
Rename tab Sheet2 to 'Class 05'.
Put background color on cells A1 to D1, align
them to the center and change the font size to
14pt.
Change the number format of cells D2 to D7 to
percent with no decimal.

39. Exercises
In cell D8, compute for the sum total of cells
D2 to D7.
In cell D9, compute for the average of cells D2
to D7.
In cell D10, get the minimum value of cells D2
to D7.
In cell D11, get the maximum value of cells D2
to D7.

40. Exercises
Put in borders on cells A1 to D7.
From the sheet 'Class 05' link cells D8 to D11
to cells C4 to F4 in the sheet 'Summary'.
Save this document with the following
specifications:
File Name: Calc [Surname]
Folder: Documents folder
File Type: Microsoft Excel 97/2000/XP (.xls)

41. CALC AS A
SIMPLE
DATABASE

42. Sorting data
➔Rearranges data according to your
specifications.
● Data >> Sort

43. Filters
➔Helps in limiting the visible rows in a
spreadsheet.
● Autofilters
● Data >> Filter >> AutoFilter
● Standard filters
● Data >> Filter >> Standard Filter

44. Exercises
In Calc [Surname].xls, open the sheet Database.
Sort the database by Class # then by Name of
Trainee.
Filter the visible data to those who have taken the
exam.
Of these who took the exam, filter the rows and limit
visibility to those who have achieved greater than 70.
Save changes and close this document.

45. FORMATTING
PAGES

46. Formatting Pages for printing
● Format >> Page
● Inserting Headers and Footers
● Format >> Page >> Header (or Footer) tab >>
Edit button
● Page breaks
➔ Manually edit the page breaks through the Page
Break Preview under the View menu.

47. Printing with Calc
● Click the Print file directly button in the
standard toolbar for quick printing.
● File >> Print
● Adding a print range
● Format >> Print Ranges >> Add
● Repeating row or column in every page
● Format >> Print Ranges >> Edit

48. Exercises
In Calc [Surname].xls, open the sheet
'Database'.
Insert Header with the following specifications:
Left Area: Date today
● Center Area: UNIVERSITY OF THE PHILIPPINES
LOS BAÑOS
Right Area: Your Surname
For printing, repeat Row 1 every page.
Save changes to this document.

49. Thank you po!!!
THE END
UPLB ITC Training Support Team:
Czarlina Evangelista
Rachel Mojado