LibreOffice (Spreadsheet)
Introduction
A spreadsheet is an electronic tool for tabular data organisation, computation, and analysis. Data entry and manipulation using formulas are possible in its rows and columns. Spreadsheets are frequently used for financial analysis, data tracking, budgeting, and other tasks because they provide effective data management and visualisation.
Elements of Spreadsheet
A spreadsheet’s main components are as follows:
Cells: The discrete units where data entry and manipulation take place.
Rows: Vertical arrangements of cells with numerical identifiers.
Cells arranged vertically and denoted by letters are called columns.
Formulas: Calculations are made using mathematical expressions.
Functions: Formulas already created for particular calculations or operations.
Worksheets: Particular spreadsheet file pages.
Charts and graphs: Visual data representations for easier comprehension.
Formatting: Changing the font, color, and alignment of cells to alter their visual appearance.
Sorting and Filtering: Arranging and extracting data in accordance with predetermined standards.
Data validation : is the application of rules to cells to limit input to particular values or ranges.
Create a Spreadsheet
Yes, these are the crucial five steps to making a spreadsheet:
- Launch a spreadsheet programme, such as Microsoft Excel.
- Type your information into the cells by clicking on a cell and selecting it from the list.
- Make minor formatting adjustments to your data’s presentation (font, colour, alignment, etc.).
- Make computations or data manipulations using formulas or functions.
- To keep your work secure and accessible, save the spreadsheet in the preferred area on your computer.
Concept of Cell Address (Row and Column) and Selecting Cell
Working with spreadsheets requires an understanding of the concept of a cell address, commonly referred to as a cell reference. Each cell in a spreadsheet has a unique identifier known as a cell address, which is made up of the row number and column letter.
For instance: Cell A1 is the first cell in both the first row and the first column.
– The cell in the second column and fifth row is designated as Cell B5.
In a spreadsheet, you only need to click the mouse pointer on a cell to select it. When a cell is selected, it becomes the active cell, enabling you to do a variety of things with it, like enter data, apply formatting, and use formulas.
Additionally, by clicking and dragging the mouse over the required range of cells, you can easily select numerous cells at once. You can click on the row number or column letter on the header to pick a whole row or column.
Entering Data (Text, Number, Date) in Cells
In spreadsheets, entering data into cells is a key task. Here is how to enter several kinds of data:
1. Text: Simply click on a cell and begin typing to enter text there. As you type, the text will appear in the cell. If you want to confirm the text entry, press Enter or click another cell.
2. Number: Click on the cell and type the numeric value to enter a number. For simple calculations, you can utilise mathematical operators like +, -, *, and / as well as decimal points and negative signs. To confirm the number entered, hit Enter once again or select a different cell.
3. Date: When entering a date, Excel and many other spreadsheet programmes automatically detect common date formats. You can enter the date by clicking on the cell and typing it in the format “dd/mm/yyyy” or “mm/dd/yyyy.” For July 28, 2023, for instance, type “07/28/2023”. To confirm the date entry, press Enter or click on another cell.
Printing of Spreadsheet
A spreadsheet can be printed in three simple stages, as follows:
- Launch the spreadsheet programme (such as Microsoft Excel) and open your spreadsheet.
- Select “File” from the application’s top-left menu by clicking there.
- From the menu, choose “Print”. As an alternative, you can use Ctrl + P on a computer running Windows or Command + P on a Mac.
Saving Spreadsheet
A spreadsheet can be saved in three simple steps, as follows:
- Open the spreadsheet programme (like Microsoft Excel) and select “File” from the menu in the upper left.
- Click the “Save As” option on the menu.
- After giving the spreadsheet a name and selecting a spot on your computer to save it, click “Save.”
Opening & Closing
3 steps to opening a spreadsheet
1. Open the spreadsheet programme, such as Microsoft Excel.
2. In the application’s file menu or home screen, select “Open” or “Open File”.
3. After choosing the desired spreadsheet, click “Open.”
Spreadsheet closure (3 stages)
1. Save any spreadsheet modifications you’ve made (click “Yes” when requested to save changes).
2. Select the “File” menu from the application’s toolbar or menu.
3. From the menu, choose “Close” or “Close Workbook”.
Manipulation of Cell & Sheet
Data entry, the use of formulas and functions, formatting, and data validation all go into cell manipulation. To efficiently organise data, you can manipulate sheets by adding/deleting, renaming, copying, moving, and arranging them.
Modifying / Editing Cell Content
The data already present in a cell must be changed in order to modify or alter its content. This can be accomplished by choosing the cell, making the necessary changes directly or by editing the formula, and then validating the updated information by pressing Enter or by using particular commands.
Formatting Cell (Font, Alignment, Style)
Cells can be formatted by changing the font family, size, and colour. The text’s alignment can be changed using options like left, centre, and right. Borders, background colours, and number formatting (such as currency and date) are all included in styling.
Cut, Copy, Paste and Paste special
These actions are frequently used to manage data in a spreadsheet: cut, copy, and paste.
Cut: This action removes the selected data and adds it to the clipboard.
Copy: Adds a copy of the chosen data to the clipboard.
Paste: Inserts data into a new location from the clipboard.
Paste Special: Provides a number of options for pasting data, including values only, formats only, formulas, and data transposition. Selective data transfer is possible.
Changing cell Height and Width
You can alter the cell sizes in a spreadsheet by doing the following:
1. To change a cell’s height, first choose the row or rows that you wish to change the height for.
Right-click the chosen row or rows.
From the context menu, select “Row Height” or “Resize Row”.
To change the height, either enter the appropriate height value or drag the row boundary with the mouse.
2. Modifying cell width: – Choose the column or columns for which you wish to change the width.
Right-click the chosen column or columns.
From the context menu, select “Column Width” or “Resize Column”.
To change the width, either enter the appropriate width value or drag the column boundary with the mouse.
Inserting and Deleting Rows, Columns
To add and remove columns and rows from a spreadsheet:
1. Inserting Rows: Choose the row above which you wish to add a new row, or choose a group of adjacent rows.
Find the “Insert” or “Insert Row” option in the toolbar or right-click menu and select it.
The selected row or rows will be put above a new row.
2. Inserting Columns: Choose the column to the left of which you want to add a new one, or choose a group of columns that are close together.
Look for a “Insert” or “Insert Column” option in the toolbar or right-click menu and select it.
The selected column(s) will have a new column added to the left of them.
3. Removing Rows : Choose the row(s) that you want to remove.
Look for the “Delete” or “Delete Row” option in the toolbar or right-click menu and select it.
The chosen row or rows will be removed.
4. Eliminating Columns : Choose the column or columns you want to remove.
Look for the “Delete” or “Delete Column” option in the toolbar or right-click menu and select it.
The chosen column or columns will be removed.
Auto Fill
With the help of the data in neighbouring cells, a spreadsheet application’s auto fill feature will automatically fill a set of cells with a pattern or sequence. It is frequently used to quickly generate sequential dates, numbers, or customised patterns. To utilise Auto Fill, either move the tiny square (fill handle) located in the bottom-right corner of the current cell, or pick Auto Fill from the context menu.
Sorting & Filtering
In spreadsheet programmes, data management features include sorting and filtering.
Sorting: Sorting is the process of arranging data in a given column in either ascending or descending order.
After choosing the data range, select “Sort” from the toolbar or right-click menu.
Select the ascending or descending order, as well as the column to sort by.
Filtering: Based on predetermined criteria, filtering only shows particular data.
After choosing the data range, select “Filter” from the toolbar or right-click menu.
To provide filtering criteria or sort the data, click on the filter button in the column header.
Freezing Panes
You can browse through the rest of the data in a spreadsheet while keeping a set of rows or columns visible by freezing individual panes. When working with enormous datasets, this is extremely helpful.
Frozen windows:
1. Choose the cell below the row or to the right of the column you want to freeze, which is typically the cell where the freezing should start.
2. Look for the “Freeze Panes” option in the toolbar or ribbon.
3. Select “Freeze Panes” to permanently freeze the rows or columns above or to the left of the selected cell so they are always visible when you navigate across the spreadsheet.
4. Return to the “Freeze Panes” option and choose “Unfreeze Panes” to defrost the windows.
Formula, Functions and Charts
Formulas and Their Roles : In spreadsheet computations, formulas are expressions that frequently include cell references, mathematical operators, and functions. Functions are predetermined formulas that carry out particular operations, including adding values, calculating averages, seeking up data, and more. In order to create outcomes, functions may accept arguments or parameters and are constructed using a specific syntax.
Charts: Charts, often called graphs, are visual representations of data from spreadsheets to aid in understanding and insight.
There are many different chart kinds, including bar charts, line charts, pie charts, and more. Selecting the data to be represented, followed by selecting the desired chart type from the charting tools or menu, will produce a chart.
AutoSum
In spreadsheet programmes, the handy AutoSum feature instantly computes the sum of selected cells. Users may quickly add quantities without manually inputting formulas thanks to it. Using AutoSum:
- Decide which vacant cell will contain the amount.
- Use the keyboard shortcut Alt + = or Cmd + Shift + T to access the AutoSum button on the toolbar.
- When neighbouring cells are found to have numerical values, the function will automatically generate an SUM formula to get the sum of those values.
- To apply the Auto Sum and display the total in the chosen cell, press Enter.
Functions (Sum, Count, Max, Average)
In spreadsheet programmes, the handy AutoSum feature instantly computes the sum of selected cells. Users may quickly add quantities without manually inputting formulas thanks to it. Using AutoSum:
- Decide which vacant cell will contain the amount.
- Use the keyboard shortcut Alt + = or Cmd + Shift + T to access the AutoSum button on the toolbar.
- When neighbouring cells are found to have numerical values, the function will automatically generate an SUM formula to get the sum of those values.
- To apply the AutoSum and display the total in the chosen cell, press Enter.
By clicking the drop-down arrow next to the AutoSum button and selecting Average, Count, Min, Max, etc., users of AutoSum can also do other fundamental operations.
Charts (Bar, Pie, Line)
Charts, usually referred to as graphs, are graphic representations of data that aid in making information more clear and relevant. Here are three sorts of charts that are frequently used in spreadsheet programmes:
1. Bar Chart : Bar charts use rectangular bars to display data, with each bar’s length corresponding to a particular data category’s value. They are excellent for comparing numbers in several categories or demonstrating changes over time.
Both horizontal and vertical bar charts are frequently employed.
2. Pie charts : Pie charts show data as slices of a circle, with each slice denoting a percentage of the total.
They are useful for displaying the percentage distribution of various dataset categories. Pie charts perform best when comparing components of a whole or when there are only a few categories.
3. Line Chart : In order to display trends or changes over a continuous period, line charts draw data points and connect them with straight lines.
They are helpful in illuminating data that has a temporal link, such as in observing trends, expansion, or volatility.
Shortcut Keys
Shortcut keys, commonly referred to as keyboard shortcuts, are key combinations that carry out particular spreadsheet actions. These shortcuts can expedite your workflow and improve the effectiveness of navigation and formatting chores. Here are some typical shortcuts for spreadsheet software: Spreadsheet Shortcuts
