Analyse Data using Scenarios and Goal Seek

Consolidate is a function used to combine information from multiple sheets of the spreadsheet
into one place to summarize the information. It is used to view and compare variety of data in a
single spreadsheet for identifying trends and relationships.
You need to check the following before consolidating data.
• Open each sheet in the spreadsheet and check that the data types must match which you want
to consolidate.
• Match the labels from all the sheets which are used for consolidating.
• Enter the first column as the primary column on the basis of which the data is to be
consolidated.
Link to source data is checked to make the modification automatically in the consolidated
(target) sheet while making any changes in the source data.

Groups and Subtotals Group and Outline in Calc is used to create an outline of the selected
data and can group rows and columns together so that one can collapse (-) to hide it or expand
(+) it using a single click on it. Select the data to be grouped, click on Data>Group and Outline.
Then choose Rows to group the data on the basis of rows or columns to group it on the basis of
columns.
The Subtotal tool in Calc creates the group automatically and applies common functions like
sum, average on the grouped data.

If you want to remove the outline feature from the sheet at any point of time then it is possible
by just clicking on Data > Group and Outline > Remove Outline.

What-if scenario is a set of values that can be used within the calculations in the spreadsheet.
A name is given to the scenario and several scenarios can be created on the same sheet. It is
used to explore and compare various alternatives depending on changing conditions. It can be
used in the beginning of any project to optimise the output. This tool is used to predict the
output while changing the inputs which reflects the output and thus one can choose the best
plan of action based on it.

Goal Seek It general we fill in the values in the cells and then create formula on these values to
get the required result. To predict the output, we keep on changing all the input values to obtain
the desired output

A. Multiple choice questions

1. Which of the following feature is not used for data analysis in spreadsheet?

(a) Consolidating data (b) Goal Seek (c) Subtotal (d) Page layout
2. Which of the following office tool is known for data analysis?
(a) Writer (b) Calc (c) Impress (d) Draw
3. Which of the following operations cannot be performed using LibreOffice Calc?
(a) Store and manipulate data (b) Create graphical representation of data (c) Analysis of data (d)
Mail merge
4. What is the extension of spreadsheet file in Calc?
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 (a) .odb (b) .odt (c) .odg (d) .ods
5. The default function while using Consolidate is ____________.
(a) Average (b) Sum (c) Max (d) Count
6. Group by is used in _____________ tool to apply summary functions on columns. (a)
Consolidate function (b) Group and Outline (c) What-if scenario (d) Subtotal tool

7. Which tool is used to predict the output while changing the input?
(a) Consolidate function (b) What-if scenario (c) Goal seek (d) Fine and Replace
8. Which of the following is an example for absolute cell referencing? (a) C5 (b) $C$5 (c) $C
(d) #C
9. _____________ analysis tool works in reverse order, finding input based on the output. (a)
Consolidate function (b) Goal seek (c) What-if analysis (d) Scenario

B. State whether the following statements are True or False

1. Consolidate function is used to combine information from two or more sheets into one. True
2. Consolidate function cannot be used to view and compare data. False
3. Link to source data is checked updates the target sheet if any changes made in the source
data. True
4. Using subtotal in Calc needs to use filter data for sorting. False
5. Subtotal tool can use only one type of summary function for all columns. False
6. Only one scenario can be created for one sheet. False
7. What-if analysis tool uses one array of cells. False
8. Goal seek analysis tool is used while calculating the output depending on the input. False
9. The output of What-if tool is displayed in the same cell. False

C. Fill in the blanks

1. Consolidate function is used to combine information from multiple sheets to

_______________________ the information. summarize
2. Data can be viewed and compared in a single sheet for identifying trends and relationships
using ______________ function. consolidate
3. ________________ under Data menu can be used to combine information from multiple
sheets into one sheet to compare data. Subtotal
4. The _________________ tool in Calc creates the group automatically and applies functions
on the grouped data. Subtotal

5. _______________ scenario is used to explore and compare various alternatives depending on

changing conditions. What if
6. ______________ is a planning tool for what-if questions. What if tool
7. What-if analysis tool uses _____two_______ array of cells, one array contains input values
and the second uses the _____formula and display output________.
8. _____Goal seek___ helps in finding out the input for the specific output.

D. Answer the following questions.

1. Define the terms

pg. 2
(a) Consolidate function: Data consolidation is a process of collecting and consolidating data
from multiple sources into a single workseet,while applying specific function such as sum,
average,count,max, min etc. The command used to consolidate data in calc is
Data->consolidate.
(b) What-if analysis: The electronic spreadsheet has powerful advanced features to analyse
data and summarise data. This data analysis helps us to make the right decisions.
(c) Goal seek : Goal seeking is the process of finding the correct input value when only the
output is known. The function of goal seeking can be built into different kinds of computer
software programs like Microsoft Excel, Open office Cal etc. It is also known as back-solving
method.
2. Give one point of difference between
(a) Subtotal : A subtotal is a term commonly used in accounting, finance, and sales to refer
to the calculated sum or total of a portion of a larger set of values.
(b) What-if scenario: The electronic spreadsheet has powerful advanced features to analyse
data and summarise data. This data analysis helps us to make the right decisions.
What-if tools (goal seek, Scenario, Solver)
Using Macros in Spreadsheet

A macro is a set of commands or keystrokes that are stored for later use. An example of a
simple macro is one that enters your address into an open document. You can use macros to
automate both simple and complex tasks. Macros are very useful when you have to repeat the
same task in the same way.

The simplest way to create a macro is to record a series of actions through LibreOffice’s user
interface. LibreOffice saves recorded macros using the open-source LibreOffice Basic scripting
language, which is an implementation of the well-known BASIC programming language. Such
macros can be edited and enhanced after recording using the built-in LibreOffice Basic
Integrated Development Environment (IDE).

The most powerful macros in LibreOffice are created by writing code using one of the four
supported scripting languages (LibreOffice Basic, BeanShell, JavaScript, and Python). This
chapter provides an overview of LibreOffice’s macro facilities, mostly focused on its default
macro scripting language, LibreOffice Basic.

The Macro records all the keyboard and mouse actions but the following actions are not
recorded.
• Opening of windows
• Actions carried out in another window than where the recording was started.
• Window switching
• Actions that are not related to the spreadsheet contents. For example, changes made in the
Options dialog, macro-organizer, customizing. Fig. 5.2: Record Macro option after enabling
macro
• Selections are recorded only if they are done by using the keyboard (cursor traveling), but not
when the mouse is used.
• The macro recorder works only in Calc and Writer.
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The name of the macro by default is Main and is saved in the Standard Library in Module1.
Standard Library A Library is a collection of modules which in turn is a collection of macros.

If all the macros will be given the same name then they will overwrite the previous Macro
created by that name.

Rules for naming a Macro, Module or a Library: notes While naming a Macro, Module or a
Library the name should :
• Begin with a letter
• Not contain spaces
• Not contain special characters except for _ (underscore)
– The code of a macro begins with Sub followed by the name of the macro and ends with End
Sub .
Macro as a Function
. A function is capable of accepting arguments or values. It can perform operations on the
arguments, perform calculations and return the result.
Syntax : simple function
Function functionname()
Functionname()=”value”
End function

A. Multiple choice questions

1. Macro Recordings can be enabled from the ________ option in the menu bar.
(a) Sheet (b) Data (c) Tools (d) Window.
2. Which of the following is an valid Macro Name?
(a) 1formatword (b) format word (c) format*word (d) Format_word.
3. Which of the following Libraries contains modules with prerecorded macros and should not
be changed?
(a) My Macros (b) LibreOfficeMacros (c) Untitled1 (d) Test.
4. Identify which of the following is a programming Language?
(a) Calc (b) BASIC (c) Writer (d) Macro.
5. The Module can be executed from the IDE by pressing _________________.
(a) F3 (b) F4 (c) F5 (d) F6
5. Which of the following is the default name of the Macro _______________.
(a) Default (b) Main (c) Macro1 (d) Main_Macro Step
6. Use fill handle to drag the function for other cells.

. Fill in the blanks

1. _____standard___ library is automatically loaded when the document is opened.

2. IDE stands for ____integrated development environment___________________________.
3. Macro as a function is capable of accepting ____arguments_______ and returning a
________values____.
pg. 4
4. Macro _________ Organizer _______ allows us to add, delete a module.
5. The code of macro begins with ____sub______ followed by the name of the macro and ends
with ______end sub____.
6. By default a macro is saved in the ____ Standard Library _________ .
C. State whether the following statements are True or False
1. Macro is a group of instructions executing a single instruction. False
2. Once created, Macro can be used any number of times. True
3. By default, the Macro recording feature is turned on. False
4. It is not possible to stop recording of a Macro. False
5. Every Macro should be given a unique name. True
6. A macro once created can be edited later. True

D. Answer the following questions

1. What is a Macro? List any two real life situations where they can be used.
A macro is a sequence of instructions or commands that automate repetitive tasks in
software applications. In other words we can say that a macro is a single instruction that
executes a set of instruction.
Here are two real -life situations where macros can be used

1.Data entry
2.Document Formatting

2. List the actions that are not recorded by a macro.

The Macro records all the keyboard and mouse actions but the following actions are not
recorded.
• Opening of windows
• Actions carried out in another window than where the recording was started.
• Window switching
• Actions that are not related to the spreadsheet contents. For example, changes made in the
Options dialog, macro-organizer, customizing. Fig. 5.2: Record Macro option after enabling
macro
• Selections are recorded only if they are done by using the keyboard (cursor traveling), but not
when the mouse is used.
• The macro recorder works only in Calc and Writer.

3. How is LibreOffice Macros Library different from my Macros?

Libre office macro library My macros

This library is built in libre office This is used to defined library
This library contains inbuilt macros This library contains macros recorded by
which cannot be changed user which can change at any time

4. Differentiate between predefined function in Calc and Macros as a function

pg. 5
Predefine function Macros as a function
These are built in functions There are user defined functions
It does not involve any programming It involves writing code in basic
It cannot be customized It can be customized

5. List the rules that should be kept in mind while naming a macro.
Rules for naming a Macro, Module or a Library: notes While naming a Macro, Module
or a Library the name should :
• Begin with a letter
• Not contain spaces
• Not contain special characters except for _ (underscore)

6. Give any one advantage of macros.

1. Increased productivity – Macros can automate repetitive tasks, allowing users to

complete tasks more quickly and efficiently.
2. Enhanced accuracy – Macros can reduce the risk of errors by consistently following a
set of predetermined steps.
3. Customization – Macros can be customized to fit the specific needs of a user or
organization, allowing for greater flexibility and control.
4. Ease of use – Macros can be created and edited using simple commands, making them
accessible to users of all skill levels.
5. Compatibility – Macros can be used across a range of applications and devices, making
them a versatile tool for productivity.

Disadvantages of Macros
1. Security risks – Macros can be used to spread malware or execute malicious code,
posing a risk to the security of a device or network.
2. Complexity – Advanced macros may be complex and require specialized knowledge or
programming skills to create and maintain.
3. Compatibility issues – Macros may not be compatible with all devices or applications,
limiting their utility.
4. Dependence – Relying heavily on macros can make users less proficient in performing
tasks manually, potentially hindering their ability to adapt to new situations.
5. Limited functionality – Macros are limited to performing predetermined tasks and may
not be able to handle unexpected or complex situations.

Linking Spreadsheet Data

How to Setting up Multiple Sheets in libre office

• To add a new sheet in the spreadsheet, click on the Add Sheet by clicking on the (+) sign
located in the left bottom of the spreadsheet.

pg. 6
 • you can right click anywhere on the sheet tab and select Insert sheet option from the
drop-down list displayed It gives us a choice to put the new sheet, assign the name of the
sheets, delete a sheet and so on.
Note: Insert Sheet dialog box can be invoked from the menu option Sheet > Insert Sheet

Hyperlinks to the Sheet

It is possible to jump from a sheet in the same spreadsheet, different spreadsheet or a website by
creating a hyperlink.

Relative and Absolute Hyperlinks

A hyperlink can be either absolute or relative. An absolute hyperlink stores the complete
location where the file is stored. So, if the file is removed from the location, absolute hyperlink
will not work. For example: C:\Users\ADMIN\Downloads\try.ods is an absolute link as it
defines the complete path of the file. A relative hyperlink stores the location with respect to the
current location. For example: Admin\Downloads\ try.ods is a relative hyperlink as it is
dependent on the current location and thus the folder admin is searched where the active
spreadsheet is being stored. If the complete folder containing the active spreadsheet is moved
the relative link will still be accessible as it is bound to the source folder where the active
spreadsheet is stored.

Target in Document helps to specifically choose a target in the document such as sheet, tables,
frames, images, headings and so on.

Different frames in hyperlink

Value Description

_blank Opens the linked document in a new window or tab

Opens the linked document in the same frame as it was clicked (this is
_self
default)

_parent Opens the linked document in the parent frame

_top Opens the linked document in the full body of the window

To open the hyperlinked sheet, press the Ctrl key and click on the hyperlinked word
Editing a Hyperlink: To edit an existing link, place the cursor anywhere in the link and right
click the hyperlink Click on Edit Hyperlink..., the Hyperlink dialog box will be displayed,
where you can make changes to the hyperlink.

On clicking the Remove Hyperlink option, the link will be removed from the text and thus it
will not point to any other location.
Linking to External Data
pg. 7
The versatility of a spreadsheet allows us to insert tables from HTML documents into Calc. To
insert the tables from a HTML document, we can use the External Data Dialog box. Select
Sheet > Link to External Data. Step 4. The External Data dialog box
Type the URL of the source document or select it from the drop-down list if it is listed and press
enter.
A dialog box is displayed to select the language for import Selecting Automatic shows data in
the same language as in the webpage.
Linking to Registered Data Sources

The data source needs to be registered with LibreOffice. Registration is a means to inform
LibreOffice about the type of data source and the location of the file.

To register a data source that is in *.odb format, follow the steps given below.
Step 1. Select Tools > Options > LibreOffice Base > Databases. The Options - LibreOffice
Base-Databases dialog box appears.
Step 2. Click the New button to open the Create Database Link dialog box as shown in Fig.
6.21.
Step 3. Enter the location of the database file, or click Browse to open a file browser and select
the database file.
Step 4. Type a name to use as the registered name for the database and click OK. The database
is added to the list of registered databases.
Note – The OK button is enabled only when both fields are filled in.
A. Multiple choice questions
1. Insert Sheet dialog can be invoked from _______________.
(a) sheet (b) insert (c) tools (d) Windows
2. ______________ refers to cell G5 of sheet named My Sheet.
(a) $My Sheet.’G5’ (b) $My Sheet_’G5’ (c) $ ‘MySheet’.G5 (d) $ ‘MySheet’_G5
3. The path of a file has ____________ forward slashes.
(a) four (b) three (c) two (d) one
4. Which of the following feature is used to jump to a different spreadsheet from the current
spreadsheet in LibreOffice Calc?
(a) Macro (b) Hyperlink (c) connect (d) Copy

B. Fill in the blanks

1. A relative hyperlink stores the location with respect to the _current____ location.
2. While inserting tables from a webpage -- HTML __ selects the entire HTML document.
3. The extension of LibreOffice base is ________.odb______.
4. ____single quotes______ are used to enclose sheet names as there might be a space within
sheet names.
5. The From file option of ____insert a sheet_______ Dialog box allows to insert sheet from
another file.

C. State whether the following statements are True or False notes

1. A sheet can only be added before the current sheet. True

pg. 8
2. If ‘sales’ sheet has a reference to ‘cost’ sheet then any changes made to ‘cost’ sheet will be
reflected in the sales sheet as well. True
3. It is not possible to link a sheet as a reference in another sheet. False
4. We can insert data from a table created on a web page into a spreadsheet. True
5. A hyperlink once created on a sheet cannot be deleted. False

D. Answer the following questions

1. Name the two ways to link the sheets in a LibreOffice Calc.

1. Creating reference toother sheets/documents by using keyboard and mouse.
2. By linking external data.
2. Differentiate between Relative and Absolute Hyperlink.
An absolute hyperlink stores the complete location where the file is stored. So if the file
is removed from the location, absolute hyperlink will not work. For
eg.C:\user\admin\downloads\try.ods is an absolute link as it defines the complete path of the
file.

A relative hyperlink stores the location with respect to the current location. For eg,
Admin\downloads\try.ods is a relative hyperlink as it is dependent on the current location. If the
complete folder containing the active spreadsheet is moved the relative link will still be
accessible as it is bound to the source folder where the actve spreadsheet is stored.

3. Write steps to extract a table from a web page in a spreadsheet.

Steps to extract a table from a webpage in a spreadsheet are.
1.open the spreadsheet where external data is to be inserted.
2.select sheet> external links
3.External Data dialog box will open
4.type the url of the source document and press enter.
5. A dialog box is displayed to select the language for import. Selecting automatic shows
data in the same language as in the webpage.
6. From the available tables/Ranges list, choose the desired table and click OK
7. Table will be inserted in the spreadsheet.
4. Write steps to register a data source that is in *.odb format.
1.select the tools>options>libreoffice base>databases
2.click the new button to open create database link dialog box.
3.click browser to open a file browser and select the database file.
4.type a name to use as the registered name for the database and click ok.
5. State advantages of extracting data from a web page into spreadsheet.
Adv of extracting data from a web page into spreadsheet are
1.Accuracy: Extracting data directly from a webpage, ensure that the information is up to
date and accurate.
2.Efficiency: Extracting data automates the process of gathering data from a webpage.
3.collaboration: it also facilitates organization and collaboration of data.

pg. 9