# Visibooks The Visibooks Guide To Calc 2 0 Apr 2006 ISBN 1597060399 pdf

The Visibooks Guide

To Calc 2.0

By Jill & Kevin Jordan

www.visibooks.com

The Visibooks Guide to Calc 2.0

Copyright

Copyright © 2006 by Visibooks™, LLC. All rights reserved.

Trademarks and Disclaimer

Visibooks™ is a trademark of Visibooks, LLC. All brand and product names in this book

are trademarks or registered trademarks of their respective companies.

Visibooks™ makes every effort to ensure that the information in this book is accurate.

However, Visibooks™ makes no warranty, expressed or implied, with respect to the

accuracy, quality, reliability, or freedom from error of this document or the products

described in it. Visibooks™ makes no representation or warranty with respect to this

book’s contents, and specifically disclaims any implied warranties or fitness for any

particular purpose. Visibooks™ disclaims all liability for any direct, indirect,

consequential, incidental, exemplary, or special damages resulting from the use of the

information in this document or from the use of any products described in it. Mention of

any product does not constitute an endorsement of that product by Visibooks™. Data

used in examples are intended to be fictional. Any resemblance to real companies,

people, or organizations is entirely coincidental.

ISBN 1597060399

Table of Contents

Basic Calculations .......................................... 1

Add ........................................................................................................13

Subtract.................................................................................................21

Multiply..................................................................................................24

Divide ....................................................................................................28

Calculate averages...............................................................................31

Find the maximum value .....................................................................35

Formatting Worksheets ................................ 39

Format text............................................................................................40

Format cells ..........................................................................................49

Adjust columns and rows....................................................................60

Print worksheets ..................................................................................65

TABLE OF CONTENTS

i

Manipulating Data .........................................75

Move, copy, and paste......................................................................... 76

Add/delete columns............................................................................. 86

Add/delete rows ................................................................................... 92

Employ multiple worksheets .............................................................. 97

Employ AutoFill ................................................................................. 100

Insert/delete worksheets ................................................................... 106

Advanced Calculations ...............................113

Create formulas across worksheets ................................................ 114

Employ absolute references ............................................................. 120

Employ the function wizard .............................................................. 129

Making Data Visible ....................................139

Add notes ........................................................................................... 140

Freeze panes ...................................................................................... 143

Create charts...................................................................................... 147

ii

TABLE OF CONTENTS

Basic Calculations

In this section, you’ll learn how to:

• Add

• Subtract

• Multiply

• Divide

• Calculate averages

• Find the maximum value

BASIC CALCULATIONS

1

1.

Start Calc.

You should see a screen that looks like this:

2

BASIC CALCULATIONS

2.

Click in cell A1 to place the cursor there.

3.

Type:

Party Palace

BASIC CALCULATIONS

3

4.

Click in cell A3.

Cell A3 should now be highlighted:

5.

Type:

Per Costume Costs

6.

Press the ENTER key on your keyboard.

Cell A4 should now be highlighted.

4

BASIC CALCULATIONS

7.

Type:

Material

8.

Press the ENTER key on your keyboard.

9.

In cell A5, type:

Elastic

BASIC CALCULATIONS

5

10.

Press the ENTER key.

In cell A6, type:

Labor

11.

Press the ENTER key.

In cell A7, type:

Total

6

BASIC CALCULATIONS

12.

Click in cell B4 to highlight the cell.

Type:

3.09

13.

Press ENTER to move to cell B5.

Type:

0.37

BASIC CALCULATIONS

7

14.

Press ENTER to move to cell B6.

Type:

6.92

8

15.

Press ENTER to move to cell B7.

16.

On the Toolbar, click the

BASIC CALCULATIONS

icon.

17.

When the Save as window appears, make sure the My

Documents folder appears as the Save in folder.

18.

Click the

icon.

BASIC CALCULATIONS

9

19.

When the New Folder window appears, type:

Practice Calc Files

in the Name box.

Then press ENTER.

The Practice Calc Files folder will appear in the list.

10

BASIC CALCULATIONS

20.

Double-click the Practice Calc Files folder.

The Practice Calc Files folder should now appear as the Save

in folder:

21.

In the File name box, type:

Party Palace

BASIC CALCULATIONS

11

Click the

button.

Tip: So far, only Sheet 1 has been used. That’s an individual

worksheet.

All the worksheets—Sheet 1, Sheet 2, Sheet 3, etc. (you’ll work

with them later) make up a workbook.

12

BASIC CALCULATIONS

Add

1.

Click in cell B7.

2.

Type:

=

3.

Click in cell B4.

BASIC CALCULATIONS

13

4.

Type:

+

5.

Click in cell B5.

6.

Type:

+

14

BASIC CALCULATIONS

7.

Click in cell B6.

8.

Press the ENTER key.

The total in cell B7 should be 10.38.

9.

Click in cell B7.

BASIC CALCULATIONS

15

Look in the Formula Bar.

It should read:

=B4+B5+B6

Tip: You just created a formula that adds up the per costume

costs for the material, elastic, and labor.

Formulas always begin with an =.

16

10.

On the Toolbar, click the

11.

Click in cell D3.

BASIC CALCULATIONS

icon.

12.

Type:

Price

13.

In the cells below, type:

1

2

3

4

5

6

7

8

14.

A

Party Palace

Per Costume Costs

Material

Elastic

Labor

Total

B

3.09

0.37

6.92

10.38

C

D

Price

Costume

Packaging

Total

E

17.99

1.25

Click in cell E6.

BASIC CALCULATIONS

17

15.

On the Toolbar, click the

icon.

The worksheet should look like this:

18

BASIC CALCULATIONS

16.

Press the ENTER key.

The total in E6 should be 19.24.

17.

Click in cell E6.

The Formula Bar should show:

=SUM(E4:E5)

BASIC CALCULATIONS

19

Tip: This is just a different way of adding numbers. By clicking

the

E5.

20

icon, you told Calc to SUM the numbers from E4 through

BASIC CALCULATIONS

Subtract

1.

Click in cell G3.

Type:

Profit Per Costume

2.

Click in cell G4. Type:

=

BASIC CALCULATIONS

21

3.

Click in cell E6. Type:

–

4.

Click in cell B7.

The worksheet should look like this:

22

BASIC CALCULATIONS

5.

Press the ENTER key.

The Profit Per Costume should be 8.86:

6.

Click in cell G4.

The Formula Bar should look like this:

BASIC CALCULATIONS

23

Multiply

1.

Click in cell A9 and type:

Sales

2.

Press the TAB key on your keyboard.

It should move the cursor to cell B9.

24

BASIC CALCULATIONS

3.

In cell B9, type:

2250

4.

In cell A11, type:

Profits

BASIC CALCULATIONS

25

5.

In cell B11, type :

=

6.

Click cell B9, then type:

*

Tip: This is the multiplication symbol. To type it, hold down the

SHIFT key, then press the number 8 key.

26

BASIC CALCULATIONS

7.

Click cell G4, then press the ENTER key.

The Profits should read 19935:

8.

Click cell B11.

The Formula Bar should read:

=B9*G4

BASIC CALCULATIONS

27

Divide

1.

Click cell I3, then type:

Profit Margin

2.

Click cell I4, then type:

=

3.

Click cell G4, then type:

/

28

BASIC CALCULATIONS

4.

Click cell E6, then press the ENTER key.

The Profit Margin should be 0.46:

5.

Click cell I4.

The Formula Bar should read:

=G4/E6

6.

Change the price of the costume to 15.97, then press the

ENTER key.

BASIC CALCULATIONS

29

See how the profit margin changes along with the price (cell E4)

used in the formula:

30

7.

Change the price of the Costume back to 17.99.

8.

On the Toolbar, click the

BASIC CALCULATIONS

icon.

Calculate averages

1.

Click in cell A13, then type:

Subsidies

2.

In cells A14 through C14, type :

2003

2004

2005

BASIC CALCULATIONS

31

3.

In cells A15 through C15, type:

2003

1000

4.

2004

800

In cell E14, type:

Average

32

BASIC CALCULATIONS

2005

1200

5.

In cell F14, type:

=average(

Tip: Don’t forget to type the ( opening parenthesis. It tells Calc

to begin averaging a series of cells.

6.

Highlight cells A15 through C15.

The worksheet should look like this:

BASIC CALCULATIONS

33

7.

Press the ENTER key.

The average subsidy should be 1000:

8.

Click cell F14.

The Formula bar should show:

=AVERAGE(A15:C15)

34

BASIC CALCULATIONS

Find the maximum value

1.

Click in cell E15, then type :

Maximum

2.

Click in cell F15, then type:

=MAX(A15:C15)

BASIC CALCULATIONS

35

3.

Press ENTER.

The worksheet should look like this:

36

4.

Click the

icon.

5.

Click the

icon to close the Party Palace spreadsheet.

BASIC CALCULATIONS

Practice: Basic Calculations

1.

On the Toolbar, click the

2.

Enter the following data:

1

2

3

4

5

6

7

8

9

A

Buying an HDTV

Dream Television

Price

Payments

Interest Rate

Finance Chg

Amt Financed

Est Monthly Pmt

icon to open a new workbook.

B

LCD

4000

36

.11

C

Plasma

17000

24

.12

D

E

F

G

Total Diff Avg Max

3.

In cell D4, calculate the total price of both televisions together.

4.

In cell D5, calculate the total payments made for both televisions.

5.

In cell E4, calculate the difference in price between the two

televisions.

6.

In cell E5, calculate the difference between the number of

payments.

7.

In cell B7, calculate the finance charge for the LCD television.

Tip: Multiply its price by the interest rate.

8.

In cell B8, calculate the amount financed.

BASIC CALCULATIONS

37

Tip: Add the price and the finance charge.

9.

In cell B9, calculate the estimated monthly payment for the LCD

television.

Tip: Divide the amount financed by the number of payments.

10.

In cell F4, calculate the average price of both televisions.

11.

In cell G7, calculate the maximum finance charge.

12.

Calculate the finance charge, amount financed, and estimated

monthly payment on the Plasma television.

When you’re done, the worksheet should look like this:

38

13.

Save the workbook as HDTVs in the Practice Calc Files folder.

14.

Close the workbook.

BASIC CALCULATIONS

Formatting

Worksheets

In this section, you’ll learn how to:

• Format text

• Format cells

• Adjust columns and rows

• Print worksheets

FORMATTING WORKSHEETS

39

Format text

Modify fonts

40

1.

Open the Party Palace workbook from the Practice Calc Files

folder.

2.

Click cell A1.

3.

On the Toolbar, click the

4.

Click the drop-down arrow beside the Font Size box.

FORMATTING WORKSHEETS

icon.

5.

When the menu appears, click 18.

6.

In the Font list, click Lucida Sans.

FORMATTING WORKSHEETS

41

The text should look like this:

42

7.

Double-click on cell A3.

8.

Highlight the text Per Costume Costs.

FORMATTING WORKSHEETS

9.

Click the

icon, then the

icon.

The text should look like this:

10.

Make this text bold and italic:

Price

Profit Per Costume

Profit Margin

Sales

Profits

Subsidies

The worksheet should look like this:

FORMATTING WORKSHEETS

43

Format numbers

1.

Highlight cells B4 through B7.

On the Toolbar, click the

44

FORMATTING WORKSHEETS

icon.

Tip: If the icon isn’t present on the Toolbar, click the arrow at the

end of the Toolbar, then Visible Buttons, then Number Format:

Currency.

FORMATTING WORKSHEETS

45

2.

Click the worksheet.

The numbers should look like this:

3.

In the same way, format all the numbers in the worksheet

(except the Subsidies years and Profit Margin) as currency.

The worksheet should look like this :

4.

46

Click cell I4.

FORMATTING WORKSHEETS

5.

On the Toolbar, click the

6.

Click the

icon three times.

icon.

There should be four decimal places remaining:

7.

On the Toolbar, click the

icon.

FORMATTING WORKSHEETS

47

The number should change to percent:

48

FORMATTING WORKSHEETS

Format cells

Change cell color

1.

Drag from cell E14 to E15 to highlight both cells.

FORMATTING WORKSHEETS

49

2.

50

On the Menu Bar, click Format, then Cells.

FORMATTING WORKSHEETS

3.

When the Format Cells window appears, click the Background

tab.

FORMATTING WORKSHEETS

51

52

4.

In the Color grid, click the light gray square.

5.

Click the

FORMATTING WORKSHEETS

button.

6.

Click the worksheet.

The cells should look like this:

FORMATTING WORKSHEETS

53

Add borders

54

1.

Click and drag from cell E14 to cell F15 to highlight the four cells.

2.

On the Menu Bar, click Format, then Cells.

FORMATTING WORKSHEETS

3.

When the Format Cells window appears, click the Borders tab.

FORMATTING WORKSHEETS

55

56

4.

Click the

5.

Click the

button.

FORMATTING WORKSHEETS

button.

6.

Click the worksheet.

The cells should be outlined:

FORMATTING WORKSHEETS

57

Shift alignment

1.

Highlight cells A4 through A7.

2.

On the Toolbar, click the

3.

Click the worksheet.

icon.

The text in the cells should be right-aligned:

58

FORMATTING WORKSHEETS

4.

Highlight the same cells again.

5.

Click the

icon.

The text should be centered in the cells:

FORMATTING WORKSHEETS

59

Adjust columns and rows

Adjust column width

1.

Place the cursor on the divider between the A and B column

headers.

It should turn into a double-arrow:

2.

Drag the divider to the left to make column A narrower.

Some of the cells should display

60

FORMATTING WORKSHEETS

signs:

Tip: This means the column is too narrow to display the cells’

contents.

3.

Drag the divider back to the right until you can see the contents

of the cells in column A:

4.

Double-click on the divider between the G and H column

headers.

It will make column G as wide as it needs to be to display all the

contents of cells in that row:

FORMATTING WORKSHEETS

61

Adjust row height

1.

Click the box in the corner at the intersection of the column and

row headings:

This will select the entire worksheet:

62

FORMATTING WORKSHEETS

2.

Place the cursor on the divider between rows 4 and 5.

It should become a double-arrow.

3.

Drag the divider down.

This will make all rows taller:

FORMATTING WORKSHEETS

63

4.

On the Toolbar, click the

icon.

The worksheet should return to normal row height.

5.

64

Click the worksheet to de-select it.

FORMATTING WORKSHEETS

Print worksheets

Page preview

1.

On the Toolbar, click the

icon.

This will show how the worksheet will look when printed:

FORMATTING WORKSHEETS

65

66

2.

Click the

3.

When the Page Style window appears, click each tab.

4.

Click the

5.

Click the

button.

FORMATTING WORKSHEETS

button.

button.

Adjust page breaks

1.

On the Menu Bar, click View, then Page Break Preview.

2.

Drag the blue line between columns G and H to the right until it

merges with the blue line between columns I and J.

FORMATTING WORKSHEETS

67

68

3.

Drag the bottom blue solid line down until it shows all the page’s

content.

4.

On the Menu Bar, click View, then Normal.

FORMATTING WORKSHEETS

The worksheet should return to normal view.

Tip: in the normal view, you can now see a heavier line between

columns I and J. This represents the new page break.

FORMATTING WORKSHEETS

69

Print a region

1.

70

Select cells A3 through J7.

FORMATTING WORKSHEETS

2.

On the Menu Bar, click File, then Print.

FORMATTING WORKSHEETS

71

3.

4.

72

When the Print window appears, click the Selection radio

button.

To print the selection, click the

button.

Tip: To skip printing, click the

button.

Save and close the Party Palace workbook.

FORMATTING WORKSHEETS

Practice: Formatting Worksheets

1.

Open the HDTVs workbook from the Practice Calc Files folder.

2.

Format all of the money items as currency.

3.

Format the interest rates as percentages.

4.

Bold all the text in column A and rows 1 and 3.

5.

Format the text Buying HDTVs as Free Helvetian, 24 point text.

6.

Page preview the worksheet and make sure that all its contents

fit on one printed page.

It should look like this:

7.

Save and close the HDTVs workbook.

FORMATTING WORKSHEETS

73

74

FORMATTING WORKSHEETS

Manipulating Data

In this section, you’ll learn how to:

• Move, copy, and paste

• Add/delete columns

• Add/delete rows

• Employ multiple worksheets

• Employ AutoFill

• Insert/delete worksheets

MANIPULATING DATA

75

Move, copy, and paste

Move cell contents

76

1.

Open the Party Palace workbook from the Practice Calc Files

folder.

2.

Highlight cells G3 and G4.

3.

Place the cursor on the highlighted cells.

MANIPULATING DATA

4.

Click and drag the cells one cell to the left.

MANIPULATING DATA

77

5.

Click on the worksheet.

It should look like this:

6.

78

Click cell I4.

MANIPULATING DATA

7.

On the Menu Bar, click Edit, then Cut.

8.

Click cell G4.

MANIPULATING DATA

79

9.

80

On the Menu Bar, click Edit, then Paste.

MANIPULATING DATA

When you’re done, the cells should look like this:

MANIPULATING DATA

81

Copy and paste

1.

82

Highlight cells I3 through J3.

MANIPULATING DATA

2.

On the Menu Bar, click Edit, then Copy.

3.

Click cell G3.

MANIPULATING DATA

83

4.

On the Menu Bar, click Edit, then Paste.

It should look like this:

84

MANIPULATING DATA

5.

Highlight cells I3—J3.

Then press the DELETE key on the keyboard.

The worksheet should look like this:

MANIPULATING DATA

85

Add/delete columns

Add a column

86

1.

Click the D column heading.

2.

On the Menu Bar, click Insert, then Columns.

MANIPULATING DATA

A new column should appear:

MANIPULATING DATA

87

Add multiple columns

88

1.

Click and drag across column headings D, E, and F.

2.

On the Menu Bar, click Insert, then Columns.

MANIPULATING DATA

Three new columns should appear:

MANIPULATING DATA

89

Delete columns

1.

Click the D column heading.

2.

Right-click the D column heading.

When the menu appears, click Delete Columns.

90

MANIPULATING DATA

The column should disappear:

3.

Right-click the D column heading, then Delete Columns three

more times.

The worksheet should look like this:

MANIPULATING DATA

91

Add/delete rows

Add row

92

1.

Click on the row heading for row 12.

2.

On the Menu Bar, click Insert, then Rows.

MANIPULATING DATA

A new row should appear:

MANIPULATING DATA

93

Delete row

94

1.

Right-click the row heading for row 13.

2.

When the menu appears, click Delete Rows.

MANIPULATING DATA

The row should disappear:

MANIPULATING DATA

95

Practice

1.

Click and drag down the row headings for rows 9 through 15.

Right-click the highlighted rows and delete them.

2.

Insert a new column in front of column F.

3.

Insert a new column in front of column H.

4.

Insert two new rows above row 3.

5.

In the new row 3, type:

Numbers Per Costume

6.

Make this text Lucida Sans, 12 point, and bold.

The worksheet should now look like this:

96

MANIPULATING DATA

Employ multiple worksheets

1.

Right-click the Sheet1 tab.

2.

When the contextual menu appears, click Rename Sheet.

MANIPULATING DATA

97

When the Rename Sheet window appears, the words Sheet1

should be highlighted.

3.

Type:

Numbers Per Costume

then click the

button.

The tab should look like this:

4.

Rename the Sheet2 tab.

5.

Type:

Sales

98

MANIPULATING DATA

6.

Click the Numbers Per Costume tab again.

The tabs should now look like this:

Tip: if you cannot see the Numbers Per Costume tab, click the

icon.

MANIPULATING DATA

99

Employ AutoFill

1.

Click the Sales tab.

2.

In cell A1, type:

Costume Sales

Make this text Lucida Sans, 12 point, bold:

3.

In cell A3, type:

January

4.

In cell B3, type:

February

100

MANIPULATING DATA

5.

In cell C3, type:

March

6.

Highlight cells A3 through C3.

7.

Place the cursor on the Fill Handle.

It should turn into a cross:

MANIPULATING DATA

101

8.

Drag the cursor to cell L3.

9.

Release the mouse button.

The months should fill in consecutively:

10.

In cell A4, type:

10

11.

In cell B4, type:

20

12.

102

Highlight cells A4 and B4, then place the cursor on the Fill

Handle.

MANIPULATING DATA

13.

Drag it to cell L4.

The numbers should fill in, in increments of 10:

14.

In cell N3, type:

Total

15.

Click cell N4, then click the

icon.

MANIPULATING DATA

103

Cells A4 through M4 should be surrounded by a blue box.

16.

Place the cursor on the lower right corner of the blue box and

drag one cell to the left.

Now only the cells with numbers in them should be in the blue

box.

104

MANIPULATING DATA

17.

Press ENTER.

The yearly total of 780 costumes sold should appear:

18.

Save the workbook.

MANIPULATING DATA

105

Insert/delete worksheets

Insert worksheets

106

1.

Click the Sheet3 tab.

2.

On the Menu Bar, click Insert, then Sheet.

MANIPULATING DATA

3.

When the Insert Sheet window appears, click the

button.

A new tab should appear in front of Sheet3:

MANIPULATING DATA

107

Delete worksheets

1.

Right-click the new tab, then click Delete Sheet.

2.

Click the

button in the dialogue box that appears.

The new tab should disappear:

108

MANIPULATING DATA

3.

Rename the Sheet3 tab:

Revenue

The tabs should now look like this:

4.

Save and close the Party Palace workbook.

MANIPULATING DATA

109

Practice: Manipulating Data

1.

Open a Web browser and go to:

www. visibooks.com/books/calc2

2.

Right-click the StationeryShop.xls link.

Tip: Calc spreadsheet files have the .ods extension, but Calc

can also save spreadsheets in Microsoft Excel .xls format.

When the menu appears, click Save Link Target As.

3.

Save StationeryShop.xls in the Practice Calc Files folder on

your computer.

4.

Open StationeryShop.xls.

5.

In the Per Ream Revenue worksheet, insert new blank rows

above:

Cost of Goods Sold

Gross Revenue

Commissions/Fees

Net Revenue

110

6.

Change the name of Sheet2 to Ream Sales.

7.

In the Ream Sales sheet, insert a new column for April between

the March and May columns.

MANIPULATING DATA

8.

Copy the Reams shipped and Reams sold in store sales

figures for March and paste them in for April.

9.

Using the Fill Handle, drag the formula from Total Reams Sold

in March (cell D6) so the formula applies to April.

The formula in cell E6 should total April’s sales.

When you’re done, the sheets should look like this:

MANIPULATING DATA

111

10.

112

Save the StationeryShop workbook, then close it.

MANIPULATING DATA

Advanced

Calculations

In this section, you’ll learn how to:

• Create formulas across worksheets

• Employ absolute references

• Employ the function wizard

ADVANCED CALCULATIONS

113

Create formulas across worksheets

1.

Open the Party Palace workbook.

2.

Click the Revenue tab.

3.

In cell A1, type:

Revenue

Make this text Lucida Sans, 12 point, bold:

4.

In cell B3, type:

January

5.

114

Fill in the cells from C3 to M3 with the months of the year.

ADVANCED CALCULATIONS

6.

In cell A4, type:

Gross Sales

7.

In cell B4, type:

=

8.

Click the Numbers Per Costume tab.

ADVANCED CALCULATIONS

115

9.

In the Numbers Per Costume sheet, click cell E8.

10.

Type:

*

116

ADVANCED CALCULATIONS

11.

Click the Sales tab.

12.

In the Sales sheet, click cell A4.

ADVANCED CALCULATIONS

117

13.

Press ENTER.

On the Revenue sheet, January’s gross sales should be

$192.40:

The price of a costume

times

The number of costumes sold in January.

14.

Click cell B4.

In the Formula Bar is the formula that expresses this:

='Numbers Per Costume'.E8*Sales.A4

Note the sheets are listed before the cell coordinates.

118

ADVANCED CALCULATIONS

Practice

1.

On the Revenue sheet, type:

Net Revenue

in cell A5.

2.

In cell B5, create a formula that multiplies the profit per costume

by the number of costumes sold in January.

When you’re done, the Net Revenue in January should be

$88.60:

ADVANCED CALCULATIONS

119

Employ absolute references

1.

On the Revenue sheet, click cell B4.

Notice the formula in the Formula Bar:

='Numbers Per Costume'.E8*Sales.A4

2.

120

Place the cursor on the Fill Handle, then drag it to cell C4.

ADVANCED CALCULATIONS

Cell C4 should contain only a 0.

3.

Click cell C4.

Note the formula in the Formula Bar:

='Numbers Per Costume'.F8*Sales.B4

ADVANCED CALCULATIONS

121

This means Calc is multiplying cell F8 in the Numbers Per

Costume sheet with January’s costume sales.

When the formula in B4 was moved over to cell C4, Calc moved

over the cells used in the formula, too:

From E8 to F8 in the Numbers Per Costume sheet:

From A4 to B4 in the Sales sheet:

122

ADVANCED CALCULATIONS

4.

Click the Numbers Per Costume sheet, then look at cell F8—a

blank cell.

The formula in cell C4 on the Revenue sheet is multiplying

January’s Costume sales by nothing—a blank cell.

To fix this, an absolute reference is employed.

5.

On the Revenue sheet, click cell C4.

6.

Press DELETE.

ADVANCED CALCULATIONS

123

7.

Click cell B4.

8.

Click in the Formula Bar, before the E in E8 to place the cursor

there.

9.

Type:

$

124

ADVANCED CALCULATIONS

10.

Click before the 8 in E8 to place the cursor there.

11.

Type:

$

12.

Press the ENTER key.

ADVANCED CALCULATIONS

125

13.

Click cell B4.

Notice the formula in the Formula Bar:

='Numbers Per Costume'.$E$8*Sales.A4

14.

Place the cursor on the Fill Handle and drag it to cell C4.

February’s Gross Sales should be $384.80:

The price of a costume ($17.99)

times

The number of costumes sold in February (20).

126

ADVANCED CALCULATIONS

15.

Click cell B4, then cell C4.

Notice the formulas in the Formula Bar.

Both formulas use cell E8 in the Numbers Per Costume sheet.

16.

Click cell C4, then place the cursor on the Fill Handle.

17.

Drag it to cell M4.

The worksheet should look like this:

By employing an absolute reference—using the $ symbol to

make each formula use the same cell containing the costume

price—the formula stays accurate for all months.

ADVANCED CALCULATIONS

127

Practice

1.

Edit the formula in cell B5 in the Revenue sheet to make cell G6

in the Numbers Per Costume sheet an absolute reference.

2.

Use the Fill Handle to copy the formula in cell B5 so the

Revenue sheet shows each month’s net revenue.

When you’re done, the Revenue sheet should look like this:

128

ADVANCED CALCULATIONS

Employ the function wizard

1.

In the Revenue sheet, click cell A7.

2.

Type:

In how many months were sales greater than $200?

ADVANCED CALCULATIONS

129

130

3.

Click cell F7.

4.

On the Menu Bar, click Insert, then Function.

ADVANCED CALCULATIONS

5.

When the Function Wizard window appears, click

Mathematical in the Category list:

ADVANCED CALCULATIONS

131

132

6.

Scroll down the Function list, then click COUNTIF.

7.

Click the

ADVANCED CALCULATIONS

button.

8.

Click in the Range box to place the cursor there.

9.

Highlight cells B4 through M4.

Tip: If the Function Wizard window covers the cells, click the

icon to minimize it.

To maximize the Function Wizard window, click the

again.

icon

ADVANCED CALCULATIONS

133

10.

Click in the Criteria box, then type:

“>200”

134

ADVANCED CALCULATIONS

11.

Click the

button.

Cell F7 should show that sales were greater than $200 in 11

months.

12.

Save and close the Party Palace workbook.

ADVANCED CALCULATIONS

135

Practice: Advanced Calculations

1.

Open the StationeryShop workbook from the Practice Calc

Files folder.

2.

Rename the Sheet3 tab Income.

3.

On the Income sheet, type:

Income

in cell A1.

Make it Lucida Sans, 12 point, bold.

4.

Set up the worksheet so Gross Revenue and Net Revenue can

be recorded for the months January through May.

When you’re done, the worksheet should look like this:

136

ADVANCED CALCULATIONS

5.

In cell B4 in the Income sheet, create a formula that multiplies

Gross revenue per ream

times

Total reams sold in January

6.

In cell B5, create a formula that multiplies

Net revenue per ream

times

Total reams sold in January

7.

Edit the formulas in both cells to employ absolute references to

the Gross revenue and Net revenue figures in the Per Ream

Revenue sheet.

8.

Fill the other cells in the worksheet to show the Gross and Net

revenue for each month.

ADVANCED CALCULATIONS

137

9.

In cell A7, type:

How much money was made in months with sales higher

than $5000?

10.

Click cell G7, then use the Function Wizard to get the answer.

Tip: Use the SUMIF function in the Mathematical category.

When you’re done, the worksheet should look like this:

11.

138

Save and close the StationaryShop workbook.

ADVANCED CALCULATIONS

Making Data Visible

In this section, you’ll learn how to:

• Add notes

• Freeze panes

• Create charts

MAKING DATA VISIBLE

139

Add notes

140

1.

Open the Party Palace workbook.

2.

On the Numbers Per Costume sheet, click cell I6.

3.

On the Menu Bar, click Insert, then Note.

MAKING DATA VISIBLE

4.

Type:

Pretty good profit margin, eh?

5.

Click the sheet.

The red square in cell I6 indicates that it contains a note.

MAKING DATA VISIBLE

141

6.

Move the cursor onto cell I6.

The note should appear:

142

MAKING DATA VISIBLE

Freeze panes

1.

Click the Sales tab.

2.

In the Sales worksheet, click cell A4.

3.

On the Menu Bar, click Window, then Freeze.

MAKING DATA VISIBLE

143

4.

Scroll vertically in the worksheet.

The rows below the months should scroll.

Freezing panes

Freezing panes is a great help when working with large spreadsheets.

As shown in the example above, freezing panes makes it easier to see

what numbers in cells represent.

5.

144

On the Menu Bar, click Window, then Freeze again.

MAKING DATA VISIBLE

6.

Scroll vertically in the worksheet.

The view should have returned to normal.

7.

Click the heading for column C.

8.

On the Menu Bar, click Window, then Freeze.

MAKING DATA VISIBLE

145

9.

Scroll horizontally in the worksheet.

The columns to the right of column B should scroll.

10.

146

On the Menu Bar, click Window, then Freeze again.

MAKING DATA VISIBLE

Create charts

1.

In the Sales worksheet, highlight cells A3 through L4.

2.

On the Toolbar, click the

icon.

Then click the worksheet.

3.

When the Auto Format Chart window appears, click

-new sheet- in the Chart results in worksheet dropdown list.

4.

Click the

button.

MAKING DATA VISIBLE

147

5.

Make sure the Rows radio button is checked.

Then click the

6.

In the next step, highlight Main Title, then type:

Costume Sales

in the Chart title box.

148

button twice.

MAKING DATA VISIBLE

7.

Click the

button.

The chart should appear:

MAKING DATA VISIBLE

149

8.

150

Rename the new sheet Costume Sales Chart.

MAKING DATA VISIBLE

Practice

1.

Using the Chart Wizard, create a Bar graph from the data in the

Revenue sheet.

2.

Save the chart on a new sheet called Costume Sales Revenue

Chart.

It should look like this:

3.

Save and close the Party Palace workbook.

MAKING DATA VISIBLE

151

Practice: Making Data Visible

1.

Open the StationeryShop workbook.

2.

Add a note to cell B4 in the Per Ream Revenue sheet:

Should we raise the price?

3.

On the Ream Sales sheet, freeze all the rows above row 4.

4.

On the Income sheet, create a Column chart using the Chart

Wizard.

5.

Save the chart in a new sheet called Stationery Shop Income.

When you’re done, it should look like this:

152

MAKING DATA VISIBLE

6.

Save the StationeryShop workbook, then close it.

MAKING DATA VISIBLE

153

154

MAKING DATA VISIBLE

Glossary

Absolute Reference

A cell reference that remains fixed even if the cell containing the formula is

moved.

AutoSum

An icon used to automatically total a column or row.

Cell

The basic unit of Calc, formed by the intersection of a row and column.

Chart

A visual representation of data, such as a pie chart or bar graph.

Column

A vertical line of cells in a worksheet.

Column Header

The identifying label at the top of a column.

Fill Handle

A small solid box in the lower right corner of a selected cell. It is used to

copy the contents of a cell or cells into adjacent cells.

Formula

An equation that tells Calc how to calculate values in a worksheet.

Formula Bar

A box located at the top of an Calc worksheet that displays the formula

within the selected cell.

Freeze

Selecting rows or columns so they remain stationary when scrolling in a

worksheet.

GLOSSARY

155

Range

An array of selected cells. A range is ndicated with a colon between cell

designations. Example: A1:A15 indicates the first 15 cells in column A.

Row

A horizontal line of cells labeled with a number on the left side of a

worksheet.

Row Header

The identifying number for each row.

Select All button

The gray square at the upper left intersection of rows and columns.

Tab

A stub the bottom of a worksheet (like on a file folder) that contains the

name of the worksheet.

Workbook

An entire Calc file comprised of worksheets.

Worksheet

A single Calc sheet within a workbook.

156

GLOSSARY

Where to Get Visibooks

If you liked using this book, and would like to use more like it, visit:

www.visibooks.com

Visibooks offers more than 30 titles on subjects such as:

• Computer Basics

• Microsoft Office

• Desktop Linux

• OpenOffice.org

• Web Site Layout

• Web Graphics

• Web Programming

Visibooks: the simplest way to learn

and teach computer subjects.

www.visibooks.com

To Calc 2.0

By Jill & Kevin Jordan

www.visibooks.com

The Visibooks Guide to Calc 2.0

Copyright

Copyright © 2006 by Visibooks™, LLC. All rights reserved.

Trademarks and Disclaimer

Visibooks™ is a trademark of Visibooks, LLC. All brand and product names in this book

are trademarks or registered trademarks of their respective companies.

Visibooks™ makes every effort to ensure that the information in this book is accurate.

However, Visibooks™ makes no warranty, expressed or implied, with respect to the

accuracy, quality, reliability, or freedom from error of this document or the products

described in it. Visibooks™ makes no representation or warranty with respect to this

book’s contents, and specifically disclaims any implied warranties or fitness for any

particular purpose. Visibooks™ disclaims all liability for any direct, indirect,

consequential, incidental, exemplary, or special damages resulting from the use of the

information in this document or from the use of any products described in it. Mention of

any product does not constitute an endorsement of that product by Visibooks™. Data

used in examples are intended to be fictional. Any resemblance to real companies,

people, or organizations is entirely coincidental.

ISBN 1597060399

Table of Contents

Basic Calculations .......................................... 1

Add ........................................................................................................13

Subtract.................................................................................................21

Multiply..................................................................................................24

Divide ....................................................................................................28

Calculate averages...............................................................................31

Find the maximum value .....................................................................35

Formatting Worksheets ................................ 39

Format text............................................................................................40

Format cells ..........................................................................................49

Adjust columns and rows....................................................................60

Print worksheets ..................................................................................65

TABLE OF CONTENTS

i

Manipulating Data .........................................75

Move, copy, and paste......................................................................... 76

Add/delete columns............................................................................. 86

Add/delete rows ................................................................................... 92

Employ multiple worksheets .............................................................. 97

Employ AutoFill ................................................................................. 100

Insert/delete worksheets ................................................................... 106

Advanced Calculations ...............................113

Create formulas across worksheets ................................................ 114

Employ absolute references ............................................................. 120

Employ the function wizard .............................................................. 129

Making Data Visible ....................................139

Add notes ........................................................................................... 140

Freeze panes ...................................................................................... 143

Create charts...................................................................................... 147

ii

TABLE OF CONTENTS

Basic Calculations

In this section, you’ll learn how to:

• Add

• Subtract

• Multiply

• Divide

• Calculate averages

• Find the maximum value

BASIC CALCULATIONS

1

1.

Start Calc.

You should see a screen that looks like this:

2

BASIC CALCULATIONS

2.

Click in cell A1 to place the cursor there.

3.

Type:

Party Palace

BASIC CALCULATIONS

3

4.

Click in cell A3.

Cell A3 should now be highlighted:

5.

Type:

Per Costume Costs

6.

Press the ENTER key on your keyboard.

Cell A4 should now be highlighted.

4

BASIC CALCULATIONS

7.

Type:

Material

8.

Press the ENTER key on your keyboard.

9.

In cell A5, type:

Elastic

BASIC CALCULATIONS

5

10.

Press the ENTER key.

In cell A6, type:

Labor

11.

Press the ENTER key.

In cell A7, type:

Total

6

BASIC CALCULATIONS

12.

Click in cell B4 to highlight the cell.

Type:

3.09

13.

Press ENTER to move to cell B5.

Type:

0.37

BASIC CALCULATIONS

7

14.

Press ENTER to move to cell B6.

Type:

6.92

8

15.

Press ENTER to move to cell B7.

16.

On the Toolbar, click the

BASIC CALCULATIONS

icon.

17.

When the Save as window appears, make sure the My

Documents folder appears as the Save in folder.

18.

Click the

icon.

BASIC CALCULATIONS

9

19.

When the New Folder window appears, type:

Practice Calc Files

in the Name box.

Then press ENTER.

The Practice Calc Files folder will appear in the list.

10

BASIC CALCULATIONS

20.

Double-click the Practice Calc Files folder.

The Practice Calc Files folder should now appear as the Save

in folder:

21.

In the File name box, type:

Party Palace

BASIC CALCULATIONS

11

Click the

button.

Tip: So far, only Sheet 1 has been used. That’s an individual

worksheet.

All the worksheets—Sheet 1, Sheet 2, Sheet 3, etc. (you’ll work

with them later) make up a workbook.

12

BASIC CALCULATIONS

Add

1.

Click in cell B7.

2.

Type:

=

3.

Click in cell B4.

BASIC CALCULATIONS

13

4.

Type:

+

5.

Click in cell B5.

6.

Type:

+

14

BASIC CALCULATIONS

7.

Click in cell B6.

8.

Press the ENTER key.

The total in cell B7 should be 10.38.

9.

Click in cell B7.

BASIC CALCULATIONS

15

Look in the Formula Bar.

It should read:

=B4+B5+B6

Tip: You just created a formula that adds up the per costume

costs for the material, elastic, and labor.

Formulas always begin with an =.

16

10.

On the Toolbar, click the

11.

Click in cell D3.

BASIC CALCULATIONS

icon.

12.

Type:

Price

13.

In the cells below, type:

1

2

3

4

5

6

7

8

14.

A

Party Palace

Per Costume Costs

Material

Elastic

Labor

Total

B

3.09

0.37

6.92

10.38

C

D

Price

Costume

Packaging

Total

E

17.99

1.25

Click in cell E6.

BASIC CALCULATIONS

17

15.

On the Toolbar, click the

icon.

The worksheet should look like this:

18

BASIC CALCULATIONS

16.

Press the ENTER key.

The total in E6 should be 19.24.

17.

Click in cell E6.

The Formula Bar should show:

=SUM(E4:E5)

BASIC CALCULATIONS

19

Tip: This is just a different way of adding numbers. By clicking

the

E5.

20

icon, you told Calc to SUM the numbers from E4 through

BASIC CALCULATIONS

Subtract

1.

Click in cell G3.

Type:

Profit Per Costume

2.

Click in cell G4. Type:

=

BASIC CALCULATIONS

21

3.

Click in cell E6. Type:

–

4.

Click in cell B7.

The worksheet should look like this:

22

BASIC CALCULATIONS

5.

Press the ENTER key.

The Profit Per Costume should be 8.86:

6.

Click in cell G4.

The Formula Bar should look like this:

BASIC CALCULATIONS

23

Multiply

1.

Click in cell A9 and type:

Sales

2.

Press the TAB key on your keyboard.

It should move the cursor to cell B9.

24

BASIC CALCULATIONS

3.

In cell B9, type:

2250

4.

In cell A11, type:

Profits

BASIC CALCULATIONS

25

5.

In cell B11, type :

=

6.

Click cell B9, then type:

*

Tip: This is the multiplication symbol. To type it, hold down the

SHIFT key, then press the number 8 key.

26

BASIC CALCULATIONS

7.

Click cell G4, then press the ENTER key.

The Profits should read 19935:

8.

Click cell B11.

The Formula Bar should read:

=B9*G4

BASIC CALCULATIONS

27

Divide

1.

Click cell I3, then type:

Profit Margin

2.

Click cell I4, then type:

=

3.

Click cell G4, then type:

/

28

BASIC CALCULATIONS

4.

Click cell E6, then press the ENTER key.

The Profit Margin should be 0.46:

5.

Click cell I4.

The Formula Bar should read:

=G4/E6

6.

Change the price of the costume to 15.97, then press the

ENTER key.

BASIC CALCULATIONS

29

See how the profit margin changes along with the price (cell E4)

used in the formula:

30

7.

Change the price of the Costume back to 17.99.

8.

On the Toolbar, click the

BASIC CALCULATIONS

icon.

Calculate averages

1.

Click in cell A13, then type:

Subsidies

2.

In cells A14 through C14, type :

2003

2004

2005

BASIC CALCULATIONS

31

3.

In cells A15 through C15, type:

2003

1000

4.

2004

800

In cell E14, type:

Average

32

BASIC CALCULATIONS

2005

1200

5.

In cell F14, type:

=average(

Tip: Don’t forget to type the ( opening parenthesis. It tells Calc

to begin averaging a series of cells.

6.

Highlight cells A15 through C15.

The worksheet should look like this:

BASIC CALCULATIONS

33

7.

Press the ENTER key.

The average subsidy should be 1000:

8.

Click cell F14.

The Formula bar should show:

=AVERAGE(A15:C15)

34

BASIC CALCULATIONS

Find the maximum value

1.

Click in cell E15, then type :

Maximum

2.

Click in cell F15, then type:

=MAX(A15:C15)

BASIC CALCULATIONS

35

3.

Press ENTER.

The worksheet should look like this:

36

4.

Click the

icon.

5.

Click the

icon to close the Party Palace spreadsheet.

BASIC CALCULATIONS

Practice: Basic Calculations

1.

On the Toolbar, click the

2.

Enter the following data:

1

2

3

4

5

6

7

8

9

A

Buying an HDTV

Dream Television

Price

Payments

Interest Rate

Finance Chg

Amt Financed

Est Monthly Pmt

icon to open a new workbook.

B

LCD

4000

36

.11

C

Plasma

17000

24

.12

D

E

F

G

Total Diff Avg Max

3.

In cell D4, calculate the total price of both televisions together.

4.

In cell D5, calculate the total payments made for both televisions.

5.

In cell E4, calculate the difference in price between the two

televisions.

6.

In cell E5, calculate the difference between the number of

payments.

7.

In cell B7, calculate the finance charge for the LCD television.

Tip: Multiply its price by the interest rate.

8.

In cell B8, calculate the amount financed.

BASIC CALCULATIONS

37

Tip: Add the price and the finance charge.

9.

In cell B9, calculate the estimated monthly payment for the LCD

television.

Tip: Divide the amount financed by the number of payments.

10.

In cell F4, calculate the average price of both televisions.

11.

In cell G7, calculate the maximum finance charge.

12.

Calculate the finance charge, amount financed, and estimated

monthly payment on the Plasma television.

When you’re done, the worksheet should look like this:

38

13.

Save the workbook as HDTVs in the Practice Calc Files folder.

14.

Close the workbook.

BASIC CALCULATIONS

Formatting

Worksheets

In this section, you’ll learn how to:

• Format text

• Format cells

• Adjust columns and rows

• Print worksheets

FORMATTING WORKSHEETS

39

Format text

Modify fonts

40

1.

Open the Party Palace workbook from the Practice Calc Files

folder.

2.

Click cell A1.

3.

On the Toolbar, click the

4.

Click the drop-down arrow beside the Font Size box.

FORMATTING WORKSHEETS

icon.

5.

When the menu appears, click 18.

6.

In the Font list, click Lucida Sans.

FORMATTING WORKSHEETS

41

The text should look like this:

42

7.

Double-click on cell A3.

8.

Highlight the text Per Costume Costs.

FORMATTING WORKSHEETS

9.

Click the

icon, then the

icon.

The text should look like this:

10.

Make this text bold and italic:

Price

Profit Per Costume

Profit Margin

Sales

Profits

Subsidies

The worksheet should look like this:

FORMATTING WORKSHEETS

43

Format numbers

1.

Highlight cells B4 through B7.

On the Toolbar, click the

44

FORMATTING WORKSHEETS

icon.

Tip: If the icon isn’t present on the Toolbar, click the arrow at the

end of the Toolbar, then Visible Buttons, then Number Format:

Currency.

FORMATTING WORKSHEETS

45

2.

Click the worksheet.

The numbers should look like this:

3.

In the same way, format all the numbers in the worksheet

(except the Subsidies years and Profit Margin) as currency.

The worksheet should look like this :

4.

46

Click cell I4.

FORMATTING WORKSHEETS

5.

On the Toolbar, click the

6.

Click the

icon three times.

icon.

There should be four decimal places remaining:

7.

On the Toolbar, click the

icon.

FORMATTING WORKSHEETS

47

The number should change to percent:

48

FORMATTING WORKSHEETS

Format cells

Change cell color

1.

Drag from cell E14 to E15 to highlight both cells.

FORMATTING WORKSHEETS

49

2.

50

On the Menu Bar, click Format, then Cells.

FORMATTING WORKSHEETS

3.

When the Format Cells window appears, click the Background

tab.

FORMATTING WORKSHEETS

51

52

4.

In the Color grid, click the light gray square.

5.

Click the

FORMATTING WORKSHEETS

button.

6.

Click the worksheet.

The cells should look like this:

FORMATTING WORKSHEETS

53

Add borders

54

1.

Click and drag from cell E14 to cell F15 to highlight the four cells.

2.

On the Menu Bar, click Format, then Cells.

FORMATTING WORKSHEETS

3.

When the Format Cells window appears, click the Borders tab.

FORMATTING WORKSHEETS

55

56

4.

Click the

5.

Click the

button.

FORMATTING WORKSHEETS

button.

6.

Click the worksheet.

The cells should be outlined:

FORMATTING WORKSHEETS

57

Shift alignment

1.

Highlight cells A4 through A7.

2.

On the Toolbar, click the

3.

Click the worksheet.

icon.

The text in the cells should be right-aligned:

58

FORMATTING WORKSHEETS

4.

Highlight the same cells again.

5.

Click the

icon.

The text should be centered in the cells:

FORMATTING WORKSHEETS

59

Adjust columns and rows

Adjust column width

1.

Place the cursor on the divider between the A and B column

headers.

It should turn into a double-arrow:

2.

Drag the divider to the left to make column A narrower.

Some of the cells should display

60

FORMATTING WORKSHEETS

signs:

Tip: This means the column is too narrow to display the cells’

contents.

3.

Drag the divider back to the right until you can see the contents

of the cells in column A:

4.

Double-click on the divider between the G and H column

headers.

It will make column G as wide as it needs to be to display all the

contents of cells in that row:

FORMATTING WORKSHEETS

61

Adjust row height

1.

Click the box in the corner at the intersection of the column and

row headings:

This will select the entire worksheet:

62

FORMATTING WORKSHEETS

2.

Place the cursor on the divider between rows 4 and 5.

It should become a double-arrow.

3.

Drag the divider down.

This will make all rows taller:

FORMATTING WORKSHEETS

63

4.

On the Toolbar, click the

icon.

The worksheet should return to normal row height.

5.

64

Click the worksheet to de-select it.

FORMATTING WORKSHEETS

Print worksheets

Page preview

1.

On the Toolbar, click the

icon.

This will show how the worksheet will look when printed:

FORMATTING WORKSHEETS

65

66

2.

Click the

3.

When the Page Style window appears, click each tab.

4.

Click the

5.

Click the

button.

FORMATTING WORKSHEETS

button.

button.

Adjust page breaks

1.

On the Menu Bar, click View, then Page Break Preview.

2.

Drag the blue line between columns G and H to the right until it

merges with the blue line between columns I and J.

FORMATTING WORKSHEETS

67

68

3.

Drag the bottom blue solid line down until it shows all the page’s

content.

4.

On the Menu Bar, click View, then Normal.

FORMATTING WORKSHEETS

The worksheet should return to normal view.

Tip: in the normal view, you can now see a heavier line between

columns I and J. This represents the new page break.

FORMATTING WORKSHEETS

69

Print a region

1.

70

Select cells A3 through J7.

FORMATTING WORKSHEETS

2.

On the Menu Bar, click File, then Print.

FORMATTING WORKSHEETS

71

3.

4.

72

When the Print window appears, click the Selection radio

button.

To print the selection, click the

button.

Tip: To skip printing, click the

button.

Save and close the Party Palace workbook.

FORMATTING WORKSHEETS

Practice: Formatting Worksheets

1.

Open the HDTVs workbook from the Practice Calc Files folder.

2.

Format all of the money items as currency.

3.

Format the interest rates as percentages.

4.

Bold all the text in column A and rows 1 and 3.

5.

Format the text Buying HDTVs as Free Helvetian, 24 point text.

6.

Page preview the worksheet and make sure that all its contents

fit on one printed page.

It should look like this:

7.

Save and close the HDTVs workbook.

FORMATTING WORKSHEETS

73

74

FORMATTING WORKSHEETS

Manipulating Data

In this section, you’ll learn how to:

• Move, copy, and paste

• Add/delete columns

• Add/delete rows

• Employ multiple worksheets

• Employ AutoFill

• Insert/delete worksheets

MANIPULATING DATA

75

Move, copy, and paste

Move cell contents

76

1.

Open the Party Palace workbook from the Practice Calc Files

folder.

2.

Highlight cells G3 and G4.

3.

Place the cursor on the highlighted cells.

MANIPULATING DATA

4.

Click and drag the cells one cell to the left.

MANIPULATING DATA

77

5.

Click on the worksheet.

It should look like this:

6.

78

Click cell I4.

MANIPULATING DATA

7.

On the Menu Bar, click Edit, then Cut.

8.

Click cell G4.

MANIPULATING DATA

79

9.

80

On the Menu Bar, click Edit, then Paste.

MANIPULATING DATA

When you’re done, the cells should look like this:

MANIPULATING DATA

81

Copy and paste

1.

82

Highlight cells I3 through J3.

MANIPULATING DATA

2.

On the Menu Bar, click Edit, then Copy.

3.

Click cell G3.

MANIPULATING DATA

83

4.

On the Menu Bar, click Edit, then Paste.

It should look like this:

84

MANIPULATING DATA

5.

Highlight cells I3—J3.

Then press the DELETE key on the keyboard.

The worksheet should look like this:

MANIPULATING DATA

85

Add/delete columns

Add a column

86

1.

Click the D column heading.

2.

On the Menu Bar, click Insert, then Columns.

MANIPULATING DATA

A new column should appear:

MANIPULATING DATA

87

Add multiple columns

88

1.

Click and drag across column headings D, E, and F.

2.

On the Menu Bar, click Insert, then Columns.

MANIPULATING DATA

Three new columns should appear:

MANIPULATING DATA

89

Delete columns

1.

Click the D column heading.

2.

Right-click the D column heading.

When the menu appears, click Delete Columns.

90

MANIPULATING DATA

The column should disappear:

3.

Right-click the D column heading, then Delete Columns three

more times.

The worksheet should look like this:

MANIPULATING DATA

91

Add/delete rows

Add row

92

1.

Click on the row heading for row 12.

2.

On the Menu Bar, click Insert, then Rows.

MANIPULATING DATA

A new row should appear:

MANIPULATING DATA

93

Delete row

94

1.

Right-click the row heading for row 13.

2.

When the menu appears, click Delete Rows.

MANIPULATING DATA

The row should disappear:

MANIPULATING DATA

95

Practice

1.

Click and drag down the row headings for rows 9 through 15.

Right-click the highlighted rows and delete them.

2.

Insert a new column in front of column F.

3.

Insert a new column in front of column H.

4.

Insert two new rows above row 3.

5.

In the new row 3, type:

Numbers Per Costume

6.

Make this text Lucida Sans, 12 point, and bold.

The worksheet should now look like this:

96

MANIPULATING DATA

Employ multiple worksheets

1.

Right-click the Sheet1 tab.

2.

When the contextual menu appears, click Rename Sheet.

MANIPULATING DATA

97

When the Rename Sheet window appears, the words Sheet1

should be highlighted.

3.

Type:

Numbers Per Costume

then click the

button.

The tab should look like this:

4.

Rename the Sheet2 tab.

5.

Type:

Sales

98

MANIPULATING DATA

6.

Click the Numbers Per Costume tab again.

The tabs should now look like this:

Tip: if you cannot see the Numbers Per Costume tab, click the

icon.

MANIPULATING DATA

99

Employ AutoFill

1.

Click the Sales tab.

2.

In cell A1, type:

Costume Sales

Make this text Lucida Sans, 12 point, bold:

3.

In cell A3, type:

January

4.

In cell B3, type:

February

100

MANIPULATING DATA

5.

In cell C3, type:

March

6.

Highlight cells A3 through C3.

7.

Place the cursor on the Fill Handle.

It should turn into a cross:

MANIPULATING DATA

101

8.

Drag the cursor to cell L3.

9.

Release the mouse button.

The months should fill in consecutively:

10.

In cell A4, type:

10

11.

In cell B4, type:

20

12.

102

Highlight cells A4 and B4, then place the cursor on the Fill

Handle.

MANIPULATING DATA

13.

Drag it to cell L4.

The numbers should fill in, in increments of 10:

14.

In cell N3, type:

Total

15.

Click cell N4, then click the

icon.

MANIPULATING DATA

103

Cells A4 through M4 should be surrounded by a blue box.

16.

Place the cursor on the lower right corner of the blue box and

drag one cell to the left.

Now only the cells with numbers in them should be in the blue

box.

104

MANIPULATING DATA

17.

Press ENTER.

The yearly total of 780 costumes sold should appear:

18.

Save the workbook.

MANIPULATING DATA

105

Insert/delete worksheets

Insert worksheets

106

1.

Click the Sheet3 tab.

2.

On the Menu Bar, click Insert, then Sheet.

MANIPULATING DATA

3.

When the Insert Sheet window appears, click the

button.

A new tab should appear in front of Sheet3:

MANIPULATING DATA

107

Delete worksheets

1.

Right-click the new tab, then click Delete Sheet.

2.

Click the

button in the dialogue box that appears.

The new tab should disappear:

108

MANIPULATING DATA

3.

Rename the Sheet3 tab:

Revenue

The tabs should now look like this:

4.

Save and close the Party Palace workbook.

MANIPULATING DATA

109

Practice: Manipulating Data

1.

Open a Web browser and go to:

www. visibooks.com/books/calc2

2.

Right-click the StationeryShop.xls link.

Tip: Calc spreadsheet files have the .ods extension, but Calc

can also save spreadsheets in Microsoft Excel .xls format.

When the menu appears, click Save Link Target As.

3.

Save StationeryShop.xls in the Practice Calc Files folder on

your computer.

4.

Open StationeryShop.xls.

5.

In the Per Ream Revenue worksheet, insert new blank rows

above:

Cost of Goods Sold

Gross Revenue

Commissions/Fees

Net Revenue

110

6.

Change the name of Sheet2 to Ream Sales.

7.

In the Ream Sales sheet, insert a new column for April between

the March and May columns.

MANIPULATING DATA

8.

Copy the Reams shipped and Reams sold in store sales

figures for March and paste them in for April.

9.

Using the Fill Handle, drag the formula from Total Reams Sold

in March (cell D6) so the formula applies to April.

The formula in cell E6 should total April’s sales.

When you’re done, the sheets should look like this:

MANIPULATING DATA

111

10.

112

Save the StationeryShop workbook, then close it.

MANIPULATING DATA

Advanced

Calculations

In this section, you’ll learn how to:

• Create formulas across worksheets

• Employ absolute references

• Employ the function wizard

ADVANCED CALCULATIONS

113

Create formulas across worksheets

1.

Open the Party Palace workbook.

2.

Click the Revenue tab.

3.

In cell A1, type:

Revenue

Make this text Lucida Sans, 12 point, bold:

4.

In cell B3, type:

January

5.

114

Fill in the cells from C3 to M3 with the months of the year.

ADVANCED CALCULATIONS

6.

In cell A4, type:

Gross Sales

7.

In cell B4, type:

=

8.

Click the Numbers Per Costume tab.

ADVANCED CALCULATIONS

115

9.

In the Numbers Per Costume sheet, click cell E8.

10.

Type:

*

116

ADVANCED CALCULATIONS

11.

Click the Sales tab.

12.

In the Sales sheet, click cell A4.

ADVANCED CALCULATIONS

117

13.

Press ENTER.

On the Revenue sheet, January’s gross sales should be

$192.40:

The price of a costume

times

The number of costumes sold in January.

14.

Click cell B4.

In the Formula Bar is the formula that expresses this:

='Numbers Per Costume'.E8*Sales.A4

Note the sheets are listed before the cell coordinates.

118

ADVANCED CALCULATIONS

Practice

1.

On the Revenue sheet, type:

Net Revenue

in cell A5.

2.

In cell B5, create a formula that multiplies the profit per costume

by the number of costumes sold in January.

When you’re done, the Net Revenue in January should be

$88.60:

ADVANCED CALCULATIONS

119

Employ absolute references

1.

On the Revenue sheet, click cell B4.

Notice the formula in the Formula Bar:

='Numbers Per Costume'.E8*Sales.A4

2.

120

Place the cursor on the Fill Handle, then drag it to cell C4.

ADVANCED CALCULATIONS

Cell C4 should contain only a 0.

3.

Click cell C4.

Note the formula in the Formula Bar:

='Numbers Per Costume'.F8*Sales.B4

ADVANCED CALCULATIONS

121

This means Calc is multiplying cell F8 in the Numbers Per

Costume sheet with January’s costume sales.

When the formula in B4 was moved over to cell C4, Calc moved

over the cells used in the formula, too:

From E8 to F8 in the Numbers Per Costume sheet:

From A4 to B4 in the Sales sheet:

122

ADVANCED CALCULATIONS

4.

Click the Numbers Per Costume sheet, then look at cell F8—a

blank cell.

The formula in cell C4 on the Revenue sheet is multiplying

January’s Costume sales by nothing—a blank cell.

To fix this, an absolute reference is employed.

5.

On the Revenue sheet, click cell C4.

6.

Press DELETE.

ADVANCED CALCULATIONS

123

7.

Click cell B4.

8.

Click in the Formula Bar, before the E in E8 to place the cursor

there.

9.

Type:

$

124

ADVANCED CALCULATIONS

10.

Click before the 8 in E8 to place the cursor there.

11.

Type:

$

12.

Press the ENTER key.

ADVANCED CALCULATIONS

125

13.

Click cell B4.

Notice the formula in the Formula Bar:

='Numbers Per Costume'.$E$8*Sales.A4

14.

Place the cursor on the Fill Handle and drag it to cell C4.

February’s Gross Sales should be $384.80:

The price of a costume ($17.99)

times

The number of costumes sold in February (20).

126

ADVANCED CALCULATIONS

15.

Click cell B4, then cell C4.

Notice the formulas in the Formula Bar.

Both formulas use cell E8 in the Numbers Per Costume sheet.

16.

Click cell C4, then place the cursor on the Fill Handle.

17.

Drag it to cell M4.

The worksheet should look like this:

By employing an absolute reference—using the $ symbol to

make each formula use the same cell containing the costume

price—the formula stays accurate for all months.

ADVANCED CALCULATIONS

127

Practice

1.

Edit the formula in cell B5 in the Revenue sheet to make cell G6

in the Numbers Per Costume sheet an absolute reference.

2.

Use the Fill Handle to copy the formula in cell B5 so the

Revenue sheet shows each month’s net revenue.

When you’re done, the Revenue sheet should look like this:

128

ADVANCED CALCULATIONS

Employ the function wizard

1.

In the Revenue sheet, click cell A7.

2.

Type:

In how many months were sales greater than $200?

ADVANCED CALCULATIONS

129

130

3.

Click cell F7.

4.

On the Menu Bar, click Insert, then Function.

ADVANCED CALCULATIONS

5.

When the Function Wizard window appears, click

Mathematical in the Category list:

ADVANCED CALCULATIONS

131

132

6.

Scroll down the Function list, then click COUNTIF.

7.

Click the

ADVANCED CALCULATIONS

button.

8.

Click in the Range box to place the cursor there.

9.

Highlight cells B4 through M4.

Tip: If the Function Wizard window covers the cells, click the

icon to minimize it.

To maximize the Function Wizard window, click the

again.

icon

ADVANCED CALCULATIONS

133

10.

Click in the Criteria box, then type:

“>200”

134

ADVANCED CALCULATIONS

11.

Click the

button.

Cell F7 should show that sales were greater than $200 in 11

months.

12.

Save and close the Party Palace workbook.

ADVANCED CALCULATIONS

135

Practice: Advanced Calculations

1.

Open the StationeryShop workbook from the Practice Calc

Files folder.

2.

Rename the Sheet3 tab Income.

3.

On the Income sheet, type:

Income

in cell A1.

Make it Lucida Sans, 12 point, bold.

4.

Set up the worksheet so Gross Revenue and Net Revenue can

be recorded for the months January through May.

When you’re done, the worksheet should look like this:

136

ADVANCED CALCULATIONS

5.

In cell B4 in the Income sheet, create a formula that multiplies

Gross revenue per ream

times

Total reams sold in January

6.

In cell B5, create a formula that multiplies

Net revenue per ream

times

Total reams sold in January

7.

Edit the formulas in both cells to employ absolute references to

the Gross revenue and Net revenue figures in the Per Ream

Revenue sheet.

8.

Fill the other cells in the worksheet to show the Gross and Net

revenue for each month.

ADVANCED CALCULATIONS

137

9.

In cell A7, type:

How much money was made in months with sales higher

than $5000?

10.

Click cell G7, then use the Function Wizard to get the answer.

Tip: Use the SUMIF function in the Mathematical category.

When you’re done, the worksheet should look like this:

11.

138

Save and close the StationaryShop workbook.

ADVANCED CALCULATIONS

Making Data Visible

In this section, you’ll learn how to:

• Add notes

• Freeze panes

• Create charts

MAKING DATA VISIBLE

139

Add notes

140

1.

Open the Party Palace workbook.

2.

On the Numbers Per Costume sheet, click cell I6.

3.

On the Menu Bar, click Insert, then Note.

MAKING DATA VISIBLE

4.

Type:

Pretty good profit margin, eh?

5.

Click the sheet.

The red square in cell I6 indicates that it contains a note.

MAKING DATA VISIBLE

141

6.

Move the cursor onto cell I6.

The note should appear:

142

MAKING DATA VISIBLE

Freeze panes

1.

Click the Sales tab.

2.

In the Sales worksheet, click cell A4.

3.

On the Menu Bar, click Window, then Freeze.

MAKING DATA VISIBLE

143

4.

Scroll vertically in the worksheet.

The rows below the months should scroll.

Freezing panes

Freezing panes is a great help when working with large spreadsheets.

As shown in the example above, freezing panes makes it easier to see

what numbers in cells represent.

5.

144

On the Menu Bar, click Window, then Freeze again.

MAKING DATA VISIBLE

6.

Scroll vertically in the worksheet.

The view should have returned to normal.

7.

Click the heading for column C.

8.

On the Menu Bar, click Window, then Freeze.

MAKING DATA VISIBLE

145

9.

Scroll horizontally in the worksheet.

The columns to the right of column B should scroll.

10.

146

On the Menu Bar, click Window, then Freeze again.

MAKING DATA VISIBLE

Create charts

1.

In the Sales worksheet, highlight cells A3 through L4.

2.

On the Toolbar, click the

icon.

Then click the worksheet.

3.

When the Auto Format Chart window appears, click

-new sheet- in the Chart results in worksheet dropdown list.

4.

Click the

button.

MAKING DATA VISIBLE

147

5.

Make sure the Rows radio button is checked.

Then click the

6.

In the next step, highlight Main Title, then type:

Costume Sales

in the Chart title box.

148

button twice.

MAKING DATA VISIBLE

7.

Click the

button.

The chart should appear:

MAKING DATA VISIBLE

149

8.

150

Rename the new sheet Costume Sales Chart.

MAKING DATA VISIBLE

Practice

1.

Using the Chart Wizard, create a Bar graph from the data in the

Revenue sheet.

2.

Save the chart on a new sheet called Costume Sales Revenue

Chart.

It should look like this:

3.

Save and close the Party Palace workbook.

MAKING DATA VISIBLE

151

Practice: Making Data Visible

1.

Open the StationeryShop workbook.

2.

Add a note to cell B4 in the Per Ream Revenue sheet:

Should we raise the price?

3.

On the Ream Sales sheet, freeze all the rows above row 4.

4.

On the Income sheet, create a Column chart using the Chart

Wizard.

5.

Save the chart in a new sheet called Stationery Shop Income.

When you’re done, it should look like this:

152

MAKING DATA VISIBLE

6.

Save the StationeryShop workbook, then close it.

MAKING DATA VISIBLE

153

154

MAKING DATA VISIBLE

Glossary

Absolute Reference

A cell reference that remains fixed even if the cell containing the formula is

moved.

AutoSum

An icon used to automatically total a column or row.

Cell

The basic unit of Calc, formed by the intersection of a row and column.

Chart

A visual representation of data, such as a pie chart or bar graph.

Column

A vertical line of cells in a worksheet.

Column Header

The identifying label at the top of a column.

Fill Handle

A small solid box in the lower right corner of a selected cell. It is used to

copy the contents of a cell or cells into adjacent cells.

Formula

An equation that tells Calc how to calculate values in a worksheet.

Formula Bar

A box located at the top of an Calc worksheet that displays the formula

within the selected cell.

Freeze

Selecting rows or columns so they remain stationary when scrolling in a

worksheet.

GLOSSARY

155

Range

An array of selected cells. A range is ndicated with a colon between cell

designations. Example: A1:A15 indicates the first 15 cells in column A.

Row

A horizontal line of cells labeled with a number on the left side of a

worksheet.

Row Header

The identifying number for each row.

Select All button

The gray square at the upper left intersection of rows and columns.

Tab

A stub the bottom of a worksheet (like on a file folder) that contains the

name of the worksheet.

Workbook

An entire Calc file comprised of worksheets.

Worksheet

A single Calc sheet within a workbook.

156

GLOSSARY

Where to Get Visibooks

If you liked using this book, and would like to use more like it, visit:

www.visibooks.com

Visibooks offers more than 30 titles on subjects such as:

• Computer Basics

• Microsoft Office

• Desktop Linux

• OpenOffice.org

• Web Site Layout

• Web Graphics

• Web Programming

Visibooks: the simplest way to learn

and teach computer subjects.

www.visibooks.com