Information and Communication

Technology Skills
Getting Started with Spreadsheet
A spreadsheet is an electronic document, which has rows and
columns. It is used to store data in a systematic way and do
calculations.
Types of spreadsheet

Steps to start LibreOffice Calc

1. Install LibreOffice on your computer.
2. Type LibreOffice Calc in the search bar of Windows.
3. Select LibreOffice Calc from the search results and it will open a
4. blank sheet.
5. You can start typing and entering data as soon as
you open the spreadsheet.

Components of a spreadsheet
1. A row is an arrangement of cells in a horizontal manner.
2. A column is an arrangement of cells in a vertical manner.
3. A cell is a rectangle shaped box, where the row and column meet.
You can enter text, numbers, date, formula, etc., in a cell. The cell
that is selected appears highlighted.
4. Whatever you type in, a cell appears in the area called formula bar
where you can also enter or edit data and formula into.
5. The name box shows the location of the selected cell. The location
of the cell is a combination of column and row.
6. A worksheet is a collection of cells in the form of a grid
7. A workbook is a spreadsheet that has one or more worksheets.

Performing Basic Operations in a Spreadsheet

Steps to enter data
1. Click on the cell where you want to enter data.
2. Type text or number. Press enter when you complete typing
3. The cursor is set on the next cell. You can continue entering other
data
4. Notice that data in the cell will automatically be left aligned.
* Text is aligned to the left of the cell and numbers are aligned to
the right.
5. You can enter a formula in a cell by starting with ‘=’ equal-to
symbol. This will do the calculations as given and display the results.

Type of data
There are three main type of data — text, numbers and formula.

Ways to edit a cell:

Method 1
1. Double click on the cell you want to edit. Then, type additional text
in the cell or in the Formula Bar.
2. Press Enter.
Method 2
1. Click on the cell you want to edit.
2. Correct the text in the Formula Bar.
3. Press Enter.
Method 3
(If you want to completely change the text in the cell,
then do the following.)
1. Click on the cell.
2. Type the new text.
3. Press Enter.

Deleting data in a cell

1. Click on the cell.
2. Press Delete key on the keyboard. This deletes the text entry of
that cell making it blank.

Selecting multiple cells

When a single cell is selected it is called active cell.
When a number of cells is selected, it is called cell range.

Ways to select multiple cells:

● To select an entire row, click the row heading.
● To select a full column, click the column heading.
● To select an entire worksheet, click the grey rectangle on the upper
left corner of the worksheet.
● To select a range of cells, click on the starting cell, then hold down
the mouse button and drag it till you have selected all the cells you
want. Release the mouse button.
● To select two or more rows that are not next to each other, select
one row and hold down the Control key, and then, select the next
row

Saving the spreadsheet in various formats

1. Click File
2. Click Save. This will open a Save As dialog box.
3. Type the file name and click Save.

* The default Save as type is ODF Spreadsheet (.ods)

Closing the spreadsheet

Click File, and then, Close

Opening a spreadsheet
1.Click File
2.Select Open. This will show a dialog box with a list of existing files.
3. Select the one you want to open and click Open

Printing the spreadsheet

1. Click File
2. Select Print from the drop-down or press Ctrl+P on the keyboard. A
Print dialog box appears.
3. Select the printer, range of pages and number of copies to be
printed
4. Click OK

Working with Data and Formatting Text

Data stored in a spreadsheet can be used in calculations, graphical
representation and display of information.

Adding values directly

To do any calculation in a spreadsheet, you need to use ‘=’ (equal-to)
symbol, which tells the spreadsheet that a formula has been entered.
Only then the spreadsheet will perform the calculation and display the
result. After you type the formula and press Enter, the formula will be
displayed in the Formula Bar.

Adding using cell address

Instead of using direct numbers in the formula, you can use cell
addresses.
The advantage of this is that even if there is a change in the entered
data, no change has to be made to the formula (as the cell address
remains the same).

Using mouse to select values in a formula

1. Using a mouse, select the cell to be used in the formula instead of
typing the cell addresses
2. Type ‘=’ in the cell where you want to calculate the total.
3. Click on the cell which has the required number
4. Type ‘+’
5. Similarly, do this for all cells which have the data to be added.
6. Press Enter
Using Sum() function
To add numbers, we have the Sum() function. This helps in adding
the numbers in separate cells or in a cell range.
1. Type ‘=Sum(’ in the cell you want your sum to be displayed
2. Drag and select all the cells with the numbers that needs to be
added
3. Type ‘)’ and press Enter.

Copying and moving formula

Copy - Ctrl+c
Cut - Ctrl+x
Paste - Ctrl +v

Need to format cells and content

Electronic spreadsheets have many options to make
your content look neat and and easy to read. This is
called ‘formatting’.

Change text style and font size

You can choose the style and size of the text you and change it using
the Font drop-down.

Align (arrange) text in a cell

In a spreadsheet, you can position the text in a cell to the left, right or
center. This is the alignment feature of spreadsheet.
You can use the given icons on the Tool Bar to align the text.

Highlight text
Bold - Ctrl+b
Underline text - Ctrl+u
Italic - Ctrl+i
Practical Exercise
Advanced Features in Spreadsheet
Sorting data
It is the arrangement of words in order can help one find a particular
word easily.

Steps to sort data:

1. Select all rows and columns that have to be sorted
2. Click on Data
3. Select Sort. This will give a Sort dialog box.
4. Click on Sort Key 1 and select total from the drop-down. Choose
the order you want the data to be sorted to (ascending or descending)
*By default the order is Ascending
5. Click on OK.
6. Data will get rearranged in the entire list and be sorted.

Filtering data
1. Click on the AutoFilter icon on the Tool Bar.
2. This will put filters at the top of each column
3. Click on the filter for required column.
4. The drop-down will show a list of all the values in that column
5. By default, all values are checked or selected.
6. Click on OK.

Protecting spreadsheet with password

Method 1:
1. Click on Tools and select Protect Spreadsheet
2. A Protect Document dialog box appears
3. Type in a password.
4. Type the same password in the Confirm textbox.
5. Click on OK.
6. Now, when you close the file and open it again, it will ask for the
password.

Method 2:
1. Click on File, and then, Save As.
2. A Save As dialog box will appear
3. Type the file name and click Save with password.
4. Click on Save.
5. A Set Password dialog box appears
6. Type a password in the first textbox, and then, type the same
password in the Confirm textbox.
7. Click on OK.
8. Now, when you try to open the file, it will ask for a password
Practical Exercise
Presentation Software
Advantages of digital presentations:
1. They are interesting as they have features like images, videos,
animation and music.
2. Making changes in digital presentations is easy.
3. A digital presentation can be shown to a much larger audience by
projecting on a screen.
4. The presentation can be printed and distributed to the audience.

Presentation software available

1. LibreOffice Impress
2. Microsoft Office – PowerPoint
3. OpenOffice Impress
4. Google Slides
5. Apple Keynote

Steps to start LibreOffice Impress

1. Install LibreOffice Impress on your computer.
2. Type ‘LibreOffice Impress’ in the search bar of Windows.
3. Select LibreOffice Impress from the search results.
4. LibreOffice Impress will open. Cancel the ‘Select a template’ dialog
box.
5. A blank presentation will open.

Adding text to a presentation

By default, there are two textboxes in the first slide.
The top one is for the title and the lower (bigger) one for
other details.
Click and type the tile in the title box and details in the lower box.

Opening, Closing, Saving and Printing a Presentation

Steps to save a presentation

1. Click on File.
2. Select Save As or Save from the drop-down. This displays a Save
As dialog box
3. You can select a folder where you want to save the file
4. By default, the File name is ‘Untitled#’ (# is a number). You can
change it to the name of your choice.
5. The default Save As type is .ods. You can select other file types
from the Save As type drop-down.
6. Click on Save.

Steps to close a presentation

1. Click on File.
2. Select Close from the drop-down.
3. If you have not saved the changes before closing the file, it will
prompt you with a ‘Save Document?’ dialog box.

Steps to open a presentation

1. Open LibreOffice Impress.
2. Click on File.
3. Then, select Open from the drop-down.
4. This will display the Open dialog box
5. Browse and select the folder where your file is saved
6. Then, select the file
7. Click on Open.

Steps to print a presentation

1. Click on File.
2. Select Print from the drop-down or you can press Ctrl+p on the
keyboard.
3. A Print dialog box is displayed. A printer attached to the computer
is displayed in the dialog box.
5. Select the number of copies you want to print.
6. Select All, if you want to print all slides.
7. Select Slides, if you want to print few of them and provide the slide
numbers.
8. Click on OK

Working with Slides and Text in a Presentation

Adding slide to a presentation
1. Click on Slide.
2. Select New Slide from the drop-down
3. You can also press Ctrl+M on the keyboard.
4. This will add a blank New Slide to the presentation.
5. The layout or arrangement of textboxes, etc., will be similar to the
previous one.

Deleting slides
1. Select the slide that you want to delete.
2. Click on Slide.
3. Select Delete Slide from the drop-down or press ‘Del’ key on the
keyboard
4. The selected slide will be deleted.

Adding and formatting text

The default layout of a LibreOffice Impress slide has two
textboxes — one for the title and other for text.
You can insert a textbox using the option Insert>Textbox
You can format the text in a presentation to make it look better or
attractive by changing its font styles by clicking on the Font Style
drop-down. You can also change the size of the text by clicking
on the Font Size drop-down and select the size.

Highlighting text — bold, underline, italic

1. Select the text that has to be highlighted.
2. Hover over the given icons in the Properties tab
3. Select the icon required to perform the desired function, i.e., making
it bold, italic, underlined or strikethrough.

Aligning text — left, right, center, justified

The text can be aligned using the Paragraph option in the Properties
tab.
‘Left or right aligned’ means that text will be aligned to the left or right
margin, respectively. ‘Center’ aligns the text to the center of the page.
‘Justify’ aligns the text to the right and left margins.
Changing text colour
The Font Color drop-down gives various colours from
which you can choose and change the colour of the text
If you select a colour from the Highlight Color drop-down, it will
change the background colour of the text.
In this way, you can make the presentation interesting and meaning.

Advanced Features used in Presentation

Inserting shapes in presentation
Click on Insert and select Shape and select the required shape.
Once a shape is inserted in a slide, you can use the Properties tab to
make changes to the properties of the shape, such as colour, size,
position, direction, etc.

Inserting clipart and images in presentation

1. Click on Insert from the menu.
2. Select ImageFigure 3.51.
3. An Insert Image dialog box appears
4. Browse through folders and select the image you want to use.
5. Click on Open

Changing slide layout

The default layout of a LibreOffice Impress slide contains one textbox
for the title and one for content.
Layout helps to arrange the slide content in an organised way.