CLASS 10 IT CODE 402 (Part – B )

UNIT-2 : ELECTRONIC SPREADSHEET (ADVANCED)

Consolidating Data

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.

Steps to consolidate the data are as follows:

Step 1. Open the spreadsheet which has the data to be consolidated.

Step 2. Create a new sheet where the data has to be consolidated.

Step 3. Choose Data > Consolidate option that will open Consolidate dialog.

Step 4. Observe that the default function “Sum” is seen in the Function drop-down. You will be able to see
the list of functions as shown in the Fig. 4.2 by clicking on the Function drop-down.

Step 5. Choose the required function from the drop-down list.

Step 6. The sources data range list contains existing named ranges to quickly select from that. But if the
source range is undefined, then click and select the range from the sheet which is to be consolidated.

Step 7. Click on Add to add this range under the ‘Consolidation ranges’ of the Consolidation dialog.

Step 8. Repeat steps 6 and 7 to add more sheets to be consolidated.

Step 9. Remember to check the target range specified under Use ‘Copy results to’. If it is not mentioned,
then click on the cell of sheet where the final data has to be produced.

Step 10.Click on Options that will list two checkbox under Consolidate by “Row labels” and “Column labels”
and “Link to source data” under Options.

Step 11. Finally click on OK button.

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.

The Subtotal tool in Calc creates the group automatically and applies common functions like sum, average
on the grouped data. One can use any type of summary function for each column as per the requirement of
data analysis. It can group subtotals by using category and sorts them in ascending or descending order so
that one need not to use filters.

Follow the following steps to apply Subtotal tool.

Step 1. The sheet where this is to be applied must have labels to the column

Step 2. Click on Data menu and choose Subtotals (Data>Subtotals).

Step 4. Select the column by clicking the checkbox under Calculate subtotals for to create subtotals for.

Step 5. Select the desired function by clicking the function under Use function.

Step 6. Click on OK button

What-if Scenarios

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.

Follow the following steps to create scenario.

Step 1. Select the cells which contain values in the sheet that needs to be changed. To select multiple cells,
hold Ctrl key and click on the cell to be selected.

Step 2. Choose Tools>Scenarios will open scenario dialog window.

Step 3. Enter a name for the new scenario and leave the other fields unchanged.

Step 4. Click on OK button.

Step 5. This will create a new scenario which is activated automatically.

What-if Analysis Tool

What-if tool uses Data > Multiple Operations and is a planning tool for what-if questions. In this, the
output is not shown in the same cells, whereas it uses a drop-down list to display the output depending
upon the input. The Multiple Operations tool creates a formula array to display the list of results applying
the formula on a list of alternative values used in the formula. It is useful to check in the beginning to
understand from the output for the efficiency. What-if analysis tool is very helpful when we want to know
how much profit we earn for a particular product for a series of selling units.

Following steps are used for what-if analysis tool:

Step 1. Enter the data in the cells and then enter a formula to calculate a result from values in other cells.

Step 2. Create an array of input values on the basis of which the output is to be generated using the
formula.

Step 3. Select the cell range of input array and output array.

Step 4. Click on Data>Multiple Operations will display the multiple operations dialog window.

Step 5. Enter the cell address in the Formulas box from the sheet which contains the formula
Step 6. Now, enter the cell address of the cell which is a variable and is used in the formula in Column input
cell box.

Step 7. Click on OK will generate all the possible outputs based on the formula.

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. Goal
seek helps in finding out the input for the specific output.

Follow the following steps to use Goal seek tool.

Step 1. Enter the values in the worksheet.

Step 2. Write the formula in the cell where the calculation has to be used.

Step 3. Place the cursor in the formula cell, choose Tools > Goal Seek.

Step 4. The Goal seek dialog window will appear, the Formula cell box will have the correct formula.

Step 5. Place the cursor on the Variable cell box and click on the cell that contains the value to be changed.

Step 6. Enter the desired result in the Target value box.

Step 7. Click on OK button.

Macro

A macro is a single instruction that executes a set of instructions. These set of instructions can be a
sequence of commands or keystrokes that can be used for any number of times later.

Recording a Macro

Follow the steps given below to record a macro.

Step 1. Click on Tools > Macros and then click on the Record Macro option.

Step 2. Now start taking actions that will be recorded.

Step 3. Once you click on Record Macro option, recording of actions starts and a small alert will be
displayed. Clicking on “Stop Recording” button will stop the recording of actions.

Step 4. This will open the Basic Macros dialog window to save and run the created macro.

Step 5. To save the macro, first select the object where you want the macro to be saved in the Save Macro
to list box.

Step 6. The name of the macro by default is Main and is saved in the Standard Library in Module1. You can
change the name of the macro.

Step 7. Click on Save button.

Running a Macro
To run a macro we need to perform the following steps.

Step 1. Type the heading in cell A1

Step 2. Use Tools > Macros > Run Macro to open the Macro Selector dialog box

Step 3. Select the library and module in the Library list.

Step 4. Select the macro in the Macro name list.

Step 5. Click Run to run the macro.

Setting up Multiple Sheets

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.

Alternatively, 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.

Alternatively, Insert Sheet dialog box can be invoked from the menu option Sheet > Insert Sheet.

Creating Reference to Other Sheets by Using Mouse

To calculate the final marks for English in in the cell C4 of Result sheet, follow the following steps.

Step 1. First copy the Roll No and Name of the Student from Term1 sheet to Result sheet, copy all headings
of and give the name as Final Result.

Step 2. Click on the = icon next to the input line (or type = in cell C4), type Sum() and click between the
brackets.

Step 3. Now click on the Term1 sheet and click the English Marks for the first student and add (,) comma for
the next value

Step 4. Next click on the Term 2 sheet and click the English Marks for the first student.

Step 5. To calculate average type /2 after the sum(+) to calculate average.

Step 6. Press Enter key, the average is displayed in cell C4 of Result sheet. Then use fill handle to fill the
cells up to the last student’s data.

Step 7. The result sheet gives the average marks scored by each student in English.

Step 8. You can copy the same formula for other subjects.

Any changes made to marks in Term1 and Term2 sheet will be reflected in the result sheet as well. That is
how the sheets are linked together.

by Using Keyboard
 Type = followed by to refer to a cell in another sheet precede the cell reference with a ‘$’ sign. It is then
followed by the name of the sheet in single quotes followed by a . (dot) and then the cell address. For
example, to refer a cell C4 of sheet named Term1 we will type: $‛Term 1’.C4

Creating Reference to Other Documents by Using Keyboard and Mouse

Since the marks of two classes are stored in separate spreadsheet file and Result Analysis itself is a separate
spreadsheet, therefore we need to create reference to other spreadsheets.

Step 1. Open the spreadsheets namely Result-X-A, Result-X-B and Result Analysis.

Step 2. Click on cell B4 of Result Analysis spreadsheet and type =MAX().

Step 3. Click between the brackets of MAX() and then click on the cell range containing marks of English in
Result sheet of Result-X-A spreadsheet.

Step 4. Type (,) comma and click on the cell containing marks of English in the Result sheet of Result-X-B
spreadsheet.

Step 5. Press Enter, Maximum of the marks will be displayed in cell B4.

By Keyboard

To refer to a cell in a different spreadsheet we write in single quotes the path of the file followed by #$
then the name of the sheet followed by a . (dot) and then the cell address.

For example: ‘file:///C:/Users/ADMIN/Documents/X-A.ods’#$Result.C4

Hyperlinks to the Sheet

Sometimes it is required to jump to a document stored at a different location from within a document. It
can be done by creating a hyperlink.

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.

Creating Hyperlinks

Step 1. Open the spreadsheet document.

Step 2. From the Insert menu, select and click on Hyperlink. An Hyperlink dialog box will open .

Step 3. To insert the spreadsheet document, click on the Document on the left pan of dialog box, then to
select the spreadsheet document, click on the button located after the Path. Select the required document.
Step 4. Then click on the Target button to choose the sheet which is to be hyperlinked. Target in Document
helps to specifically choose a target in the document such as sheet, tables, frames, images, headings and so
on. Here in our case we will select the sheet Result.

Step 5. Click on Apply and Close button to exit the Target Document window.

Step 6. Enter the text in the Text box to assign the hyperlink to that text.

Step 7. Click on Apply and Close button to confirm the changes and exit the Hyperlink dialog box.

To open the hyperlinked sheet, press the Ctrl key and click on the hyperlinked word, the sheet will be
opened in the new window.

Linking to External Data

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. The steps for the same are given
below.

Step 1. Open the spreadsheet where external data is to be inserted.

Step 2. Select the cell to store the first cell of the table in the external data.

Step 3. Select Sheet > Link to External Data.

Step 4. The External Data dialog box is displayed. Type the URL of the source document or select it from the
drop-down list if it is listed and press enter.

Step 5. 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

LibreOffice Calc allows us to link spreadsheet documents with databases and other 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. You can access a variety of databases and other data sources and
link them to Calc documents. 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.

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.
Sharing Spreadsheet

In LibreOffice Calc, one spreadsheet can be used by more than one user at a time by sharing it. A shared
spreadsheet is a same sheet that can be accessed by more than one user and can allow them to make
changes simultaneously on it. It saves the trouble of keeping track of multiple copies of the same
spreadsheet. Sharing allows working in collaboration so that everyone can contribute, make changes and
view it.

Steps to Share Spreadsheet

Step 1. Open a new spreadsheet and save it with some name.

Step 2. Select and click on Tools > Share Spreadsheet from main menu bar. This will open the Share
Document dialog window.

Step 3. Click on the checkbox “Share this spreadsheet with other users” to share the spreadsheet and click on
OK button. This will open the confirmation dialog window to save the spreadsheet to activate the shared
mode.

Step 4. Click on Yes to continue.

Step 5. Once the spreadsheet is saved, the name of the spreadsheet in the title bar will display (shared) along
with the name of the spreadsheet.

Saving a Shared Spreadsheet

Follow the steps given below to save a shared spreadsheet:

Step 1. After making the changes in the shared spreadsheet, you need to save it before closing the
spreadsheet.

Step 2. If two or more users are working at the same time and the changes do not conflict, then the message
will appear stating that the spreadsheet has been updated with changes saved by other users.

Step 3. If there is any conflict for the changes, then resolve conflict dialog window will appear.

Step 4. No other user can save the shared spreadsheet when you are resolving the conflicts.

Step 5. If another user is trying to save the shared document and resolve conflicts, then you will be notified
with a message that the file is locked. Now, you cannot save it.

Recording Changes

This feature of LibreOffice Calc provides different ways to record the changes made by one or other users in
the spreadsheet. While recording the changes, the spreadsheet will turn off its shared feature.

Follow the following steps for recording changes:

Step 1. The feature of Track Changes > Record under Edit menu is turned ON, which was disabled and not
working in the shared spreadsheet.

Step 2. Now to record track changes, click on Edit > Track Changes > Record.
Step 3. Now do changes. Observe that the border colour of the cell in which data has been changed turns to
red. Also, the changed cell will display the description if the cursor moves to the changed cell.

Step 4. Thus, by looking at the spreadsheet, other users can easily know the changes made in the cell and the
changes made by whom.

Add, Edit and Format the Comments

In Calc, the comments are automatically added. Also, the author or reviewer can add their own comments as
well. Follow the following steps to add your comments:

Step 1. Select from main menu bar and click on Edit > Track Changes > Comment to add your own
comments.

Step 2. This will open the Add comment window. Enter your comments.

Step 3. Now to view the entered comment, click on the cell . It shows the complete description of the
comments entered.

Step 4. You can also insert comments to a cell. Click on the cell where you want to insert comments. Then
select from main menu Insert > Comment.

Step 5. The box will appear to write the comment.

Step 6. Once the comment is added, you can display, edit or delete it. To perform these operations, right
click on the cell where you have inserted.

Step 7. Select the “Edit Comment” option to edit the comments. It will take you again to the comment
textbox to make any changes.

Step 8. Select “Delete Comment” option to delete the comment.

Step 9. Select the “Show Comment” to view the comment. By selecting this option, the comments will be
displayed.

Reviewing Changes – View, Accept or Reject Changes

Once the spreadsheet is edited by all the members of the team. It is the final stage before submitting the
spreadsheet. In this stage, we will go through the changes to accept or reject to prepare the final
spreadsheet after looking at all the changes made by the team members.

Follow the following steps to review changes.

Step 1. Select and click on Edit > Track Changes > Show. It will open the Show Changes dialog window.

Step 2. This is used to plan what all changes are to be displayed while reviewing the spreadsheet.

Step 3. Click on Edit > Track Changes >Manage to accept or reject the changes. It will display the Manage
Changes dialog window.

Step 3. In this dialog window, click on the line and click on Accept or Accept All or Reject All button to review
the changes.

Step 4. Click on Close button once the review is done.

If the same spreadsheet is reviewed by different team members and you have two different versions of the
same spreadsheet file. Follow the following steps to merge document.

Step 1. Open the spreadsheet file1.

Step 2. Click on Edit > Track Changes > Merge Document.

Step 3. Select the spreadsheet file 2 from the Merge With dialog window to open the spreadsheet file2 to
merge with file1 and Click on Open button.

Step 4. This will open Manage Changes dialog window.

Step 5. Click on Accept All, to accept all the changes which is done in the file2 spreadsheet to the file1.

Comparing Documents

Instead of merging two spreadsheets, one can compare the two spreadsheets by comparing the documents.
Follow the following steps to compare the documents.

Step 1. Open the spreadsheet file1. Click on Edit > Track Changes > Compare Document.

Step 2. This will open the Compare to dialog window, which will allow to open the spreadsheet to be
compared. Select the spreadsheet file1.ods and click on Open button.

Step 3. This will open the Manage Changes dialog window to accept/reject the changes. Click on Accept .

Step 4. Finally click on Close button to close the Manage Changes dialog window .