Data > Consolidate provides a graphical interface for
copying data from one range of cells to another, then running one of a dozen functions on the data. During consolidation, the contents of cells from several sheets can be combined in one place.
If you are continually working with the same range, then you probably want to use Data > Create Range to give it a name.
The data from the consolidation ranges and target range are saved when you save the document. If you later open a document in which consolidation has been defined, this data will again be available.
Creating subtotals.
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As the name suggests, SUBTOTAL totals data arranged in a array—that is, a group of cells with labels for columns and/or rows. Using the Subtotals dialog, you can select arrays, and then choose a statistical function to apply to them. For efficiency, you can choose up to three groups of arrays to which to apply a function. When you click OK, Calc adds subtotals and grand totals to the selected arrays, using the Result and Result2 cell styles for them.
Using “what if” scenarios
Scenarios are a tool to test “what-if” questions. Use Tools > Scenarios to enter variable contents—scenarios—in the same cell. Each scenario is named, and can be edited and formatted separately, and chosen from a drop-down list in the Navigator and the title bar of the scenario. When you print the spreadsheet, only the contents of the currently active scenario are printed.
Creating scenarios
To create a scenario, select all the cells that provide the data for the scenario.
1) Select the cells that contain the values that will change between scenarios. To select multiple cells, hold down the Ctrl key as you click each cell. 2) Choose Tools > Scenarios. 3) Optionally add some information to the Comment box. The example shows the default comment. This information is displayed in the Navigator when you click the Scenarios icon and select the desired scenario
4) Click OK to close the dialog. The new scenario is
automatically activated.
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Settings
The lower portion of the Create Scenario dialog contains several
options. In most cases the default settings (shown selected in the example) are suitable.
Display border Highlights the scenario in your table with a border. The color for the border is specified in the field to the right of this option. The border has a title bar displaying the name of the last scenario. The button on the right of the scenario border offers you an overview of all the scenarios in this area, if several have been defined. You can choose any of the scenarios from this list without restrictions.
Copy back Copies the values of cells that you change into the active scenario. If you do not select this option, the scenario is not changed when you change cell values. The behavior of the Copy back setting depends on the cell protection, the sheet protection, and the Prevent changes settings.
Copy entire sheet
Copies the entire sheet into an additional scenario sheet.
Prevent changes Prevents changes to the active scenario. • You can only change the scenario properties if the Prevent changes option is not selected and if the sheet is not protected. • You can only edit cell values if the Prevent changes option is selected, if the Copy back option is not selected, and if the cells are not protected. • You can only change scenario cell values and write them back into the scenario if the Prevent changes option is not selected, if the Copy back option is selected, and if the cells are not protected
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Working with scenarios using the Navigator
After scenarios are added to a spreadsheet, you can jump to a
particular scenario by using the Navigator, then selecting a scenario from the list. You can also color code scenarios to make them easier to distinguish from one another. To select a scenario in the Navigator, click the Scenarios icon in the Navigator. The defined scenarios are listed, with the comments that were entered when the scenarios were created Double-click a scenario name in the Navigator to apply that scenario to the current sheet.
To delete a scenario, right-click the name in the Navigator and
choose Delete.
To edit a scenario, including its name and comments, right-
click the name in the Navigator and choose Properties.
Providing alternate versions of formulas
Like scenarios, Data > Multiple Operations is a planning tool for “what if” questions. Unlike a scenario, the Multiple Operations tool does not present the alternate versions in the same cells or with a drop-down list. Instead, the Multiple Operations tool creates a formula array: a separate set of cells that give all the alternative results for the formulas used. Although the tool is not listed among the functions, it is really a function that acts on other functions, allowing you to calculate different results without having to enter and run them separately.
To use the Multiple Operations tool, you need two arrays of
cells. The first array contains the original or default values and the formulas applied to them. The formulas must be in a range.
The second array is the formula array. It is created by entering
variables—alternative values—for one or two of the original values. Once the variable values are created, you use the Multiple Operations tool to specify the formulas you are using, as well as the original values altered by the variables. The result is
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the outcome of the formulas using each variable.
Let’s say you produce toys that you sell for $10 each (cell B1). Each toy costs $2 to make (cell B2), in addition to which you have fixed costs of $10,000 per year (cell B3). How much profit will you make in a year if you sell a particular number of toys?
Calculating with one formula and one variable
1) To calculate the profit, first enter any number as the quantity (items sold); in this example, 2000 (cell B4). The profit is found from the formula Profit=Quantity * (Selling price – Direct costs) – Fixed costs. Enter this formula in B5: =B4*(B1-B2)-B3. 2) In column D enter given annual sales, one below the other; for example, 500 to 5000, in steps of 500. 3) Select the range D2:E11, and thus the values in column D and the empty cells alongside in column E. 4) Choose Data > Multiple Operations. 5) With the cursor in the Formulas field of the Multiple
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operations dialog, click cell B5. 6) Set the cursor in the Column input cell field and click cell B4. This means that B4, the quantity, is the variable in the formula, which is replaced by the selected column values. Figure 6 shows the worksheet and the Multiple operations dialog. 7) Click OK. The profits for the different quantities are now shown in column E. See Figure 7.
Working backwards using Goal Seek
Tools > Goal Seek reverses the usual order for a formula. Usually, you run a formula to get the result when certain arguments are entered. By contrast, with Goal Seek, you work with a completed formula to see what values you need in an argument to get the results that you want.
Goal Seek example
To calculate annual interest (I), create a table with the values
for the capital (C), number of years (n), and interest rate (i). The formula is I=C*n*i.
Using the Solver
Tools > Solver amounts to a more elaborate form of Goal
Seek. The difference is that the Solver deals with equations with multiple unknown variables. It is specifically designed to minimize or maximize the result according to a set of rules that you define.
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