Chapter 9 - Using Macros in a Spreadsheet A. Select the correct option. 1, a. Record Macro 2. ¢.Tools 3. a. Window Switching 4, ¢.Tools > Macros > Run Macro 5. a. Function B. Fill in the blanks. 1. Macros Keystrokes Function Name, Parameters 5. Values C. Answer the following questions. 1. Macros are small programs that record your actions as you perform a task in Cale. 2, Toturn on the macro recorder, use Tools > Macro > Record Macro option. You can observe a small Record Macro dialog box with a Stop Recording button. 3. The following is the syntax to define a simple function without parameters: Function Function_Name() Body of Function Function_Name = Result End Function 4. By default, the Standard library is located in Cale. EWN Section 4: Competency Based Questions (Unsolved) 1, Ravi can use the Goal Seek feature to calculate how many more votes he has to secure to win the elections, 2, Toopena shared file, follow the given steps: © Locate the file in the network location and double-click it to open it. * When you opena shared spreadsheet, a message appears stating that the spreadsheet is in the shared mode and some features are not available in this, mode. Click on OK. The spreadsheet will open in the shared mode. 3. Follow the given steps to accept or reject the changes done in a worksheet: * Open the edited spreadsheet on your computer. * Click on the Edit menu and choose Changes > Accept or Reject. * The Accept or Reject Changes dialog box opens containing the list of changes. © Click on the Accept or Reject button to accept or reject a change. Or ‘@ Kips Learning Pal Lid 2028* Click on the Accept All or Reject All button to accept or reject all the changes at once. In such a case, Calc provides the ‘Compare Document' feature using which you can compare the spreadsheets. In order to compare the spreadsheets, you must have the original spreadsheet and the one that is edited, To run an existing macro, follow these steps: * Select the Tools menu on the menu bar and choose Macros > Run Macro. * The Macro Selector dialog box opens. Locate your macro in the Library box and select * Click on Run. Raj should use the Changes feature of Calc that enables him to keep track of the changes made by the other users in a spreadsheet. Section 5: Short Answer Type Questions (Unsolved) 1 In case some other user has opened and edited the spreadsheet since you first opened it, one of the following events will occur: * The spreadsheet will be saved, if the changes do not conflict. * Ifthe changes conflict, the Resolve Conflicts dialog box opens and you must decide which version of the conflicts to keep, by clicking on Keep Mine or Keep Other. The document is saved after all of the conflicts have been resolved. Notice that while you are resolving the conflicts, no other user can save the shared worksheet. The two most important what if analysis tools are: Goal Seek and Solver. Goal Seek: Goal Seek is a useful tool of Calc that is used to set a goal to find the ‘optimum value for one or more target variables, given certain conditions. It allows you to try different values in the formula to arrive at a solution for the input value. Solver: Solver follows the Goal Seek method to solve equations. itis an elaborated form of Goal Seek. The only difference between Goal Seek and Solver is that Solver deals with equations that have multiple unknown variables. To add a comment in a worksheet, follow the given steps: * Open the spreadsheet and make the required changes. * Select the cell where you have made the changes. * Choose Edit > Changes > Comments from the menu bar. A dialog box will open. * — Here, in the Text textbox, the author or the reviewer can add his/her own ‘comments to show why the changes have been done. * After typing the comment, click on OK. Macros are small programs that record your actions as you perform a task in Cale. When you run the macro later, it repeats your keystrokes and thus actions. The Macros feature of Cale allows you to record a set of actions that you perform repeatedly in a spreadsheet. © Kips Leaming Pvt Lid 2023,Let us consider an example, where a bookseller Rajneesh creates a report every month to view the sales and calculate the profit. He colours the names of the customers with overdue accounts in red and applies bold formatting to them while creating the report. It means every time, he performs the repetitive task to format the report, which takes a lot of his time and effort. To speed up this work, he can create and run a macro to apply these formatting effects quickly to the cells, whenever required. Calc offers a sharing feature using which you can give access to the other users to work on the same spreadsheet at the same time. It saves the trouble of keeping track of multiple versions of the spreadsheet. To share a spreadsheet, follow the given steps: ‘* Create a spreadsheet and save it in a network location so that the other users can access it easily. ‘* With the spreadsheet document open, click on the Tools menu. Choose Share Document to activate the collaboration features for this file. ‘* The Share Document dialog box opens. Select the Share this spreadsheet with other users checkbox to enable sharing. ‘* Click on OK. if you have already saved the spreadsheet, a message appears stating that you must save it in the activated shared mode. Click on Yes to continue. ‘© Now, all the users can work together on the same spreadsheet. Section 6: Long Answer Type Questions (Unsolved) 1. The Subtotals feature of Calc is used for generating subtotals from the subgroups of data. It helps you to manage, analyse, and extract specific information from rows of related data. Let us consider an example where a Senior Sales Manager of 2 renowned publication wants to calculate the subtotals of sales of each employee as well as the total sales. To obtain the subtotal of sales, follow these steps: ‘© Open the worksheet containing sales data. Select the desired range of cells that you want to use to calculate the subtotals. © Choose the Data menu and then the Subtotals option. The Subtotals dialog box appears. * Inthe Group by list box, select the column by which you want to group the subtotals. A subtotal will be calculated for each value in this column. © Inthe Calculate subtotals for list box, select the columns containing the values that you want to use to create the subtotals. ‘© Inthe Use function list box, select the function that you want use to calculate the subtotals. * Click on OK. The subtotals and grand total of sales will appear in the worksheet. (© Kips Leeming Pvt Lis 2023Solver follows the Goal Seek method to solve equations. It is an elaborated form of Goal Seek, The only difference between Goal Seek and Solver is that Solver deals with equations that have multiple unknown variables, To create a named range in Calc, follow these steps: * Open spreadsheet (source sheet) from which data is to be retrieved via a © Select the range of cells that contain the data that you want to link to. * Click on the Data menu and then Define Range option * The Define Database Range dialog box opens. Specify a name for the range in the Name field and then click on OK. 4. Sometimes, there are multiple edited versions of a sheet that reviewers return at the same time. In such a situation, the different versions of the file have to be reviewed ‘one by one, which becomes a difficult task. To overcome this problem, Calc provides the Merge Document feature that enables you to merge the multiple files so that the user can review all these changes at once, rather than reviewing one ata time. While ‘merging sheets, all of the edited documents need to have recorded changes in them. To merge documents, follow these steps: © Open the original document. © Click on the Edit menu and choose Changes > Merge Document. © The Insert (File Browser) dialog box opens. Select a file that you want to merge and click on OK. * The Accept or Reject Changes dialog box opens, showing the changes done by more than one reviewer. * Ifyou want to merge more documents, close the Accept or Reject Changes dialog box and then open other spreadsheets for merging, by repeating the previous steps. © Now, all of the changes are combined into one document, and you can accept or reject the changes. Note that the changes from the different authors appear in the cells outlined in the different colours. 5. Amacro acts as a function. You can pass arguments (values/parameters) to a macro when you cal it. To allow a macro to accept a value, simply type a name for that value between the parentheses at the beginning of the macro. ‘Syntax to define a macro with parameters: Function Function Nane(Optional Parameter, Optional Paraneter2, Program code FunetionName = Result End Function ‘Syntax to pass parameters to a macro while calling it: =Function_Name(Paranetert, Paraneter2,...) ‘© Kips Leaming Pvt Ltd 2023,2. 3. 4, Mailing Labels, Merge Register C. Answer the following questions. 1. The Mail Merge feature of Writer enables you to quickly create and print multiple copies of a document, mailing labels, and so on. . The Mail Merge feature is used to combine a data source with the main document. It saves your time and energy to send letters at multiple addresses. It primarily enables automating the process of sending bulk mail to customers, subscribers, or general viduals. Main Document is the document that contains the text that you wish to send toll the recipients. To perform Mail Merge, a Writer document is required. Either you can create a new document or use an existing one. Data Source consists of a mailing list. For example, name, address, city, pincode, telephone number, etc. The data is organised in a tabular form along with the field names. Labels are stickers that may contain information related to a product to advertise, a warning message, instructions for use, caution in use, environmental advice, batch number, etc. In the same way, mailing labels are stickers that you over the envelopes and/or at the top of the letters while sending mails to a group of people. ‘After saving the data source, register it by following the given steps: ‘* Forthis, click on the File > New > Database. ‘© The Database Wizard opens. Select the Connect to an existing database option and choose Spreadsheet from the drop-down list. * Click on Next > Browse. Select the file name in which you have added recipients (Recipient.ods). ‘+ Now, click on Next and stay with the default settings, and click on Finish. A dialog box appears. Save the spreadsheet as database by entering an appropriate name (for example, Employees List) in the Name field. Click on Save and after that, exit the spreadsheet application. Section 1. ‘Competency Based Questions (Unsolved) To build a custom style in Writer using drag and drop, follow these steps: * Open the document and format the text (such as a paragraph or title) as per your requirement. * Open the Styles and Formatting pane and select a style category under which you want to create a style. Kips Leaming Pvt Lid 2023,* For example, select Paragraph Styles category. © Now, select the formatted text (on which you want to base the style) and drag and drop the selection into the Styles and Formatting pane. + The Create Style dialog box opens. Type a name for the new style and click on OK. A ‘* new style will be added in the Styles and Formatting pane under the selected category. To copy styles from a template or another document, follow these steps: * Open the document in which you want to copy the styles. * Inthe Styles and Formatting pane, click on the New Style from Selection icon and select Load Styles. * The Load Styles dialog box opens. Choose any or all from the options present in the Load Styles dialog box to select the styles to be copied. ‘* Find and select the template or document to copy styles from. * Styles of the selected document or template will be loaded in the current document. 3. In Writer, there are several ways to insert images ina text document. Two of them are: © Inserting an image froma file © Inserting an image using drag and drop method. Let us see how to insert an image from a file in a document. * Position the cursor where you want to insert an image. Click on the Insert menu and then select the Picture > From File option. The Insert picture dialog box appears. Locate the picture you wish to insert and select it. Click on the Open button to add it to your document. 4, Resizing an image: Follow the given steps to resize an image: © Click the image that you want to resize. The green resizing handles appear as soon 1s you click on the image. * Take the pointer to any of the handles. You can observe the shape of the pointer changes to a double headed arrow. * Drag the arrow to increase or decrease the size of the image. Rotating an image: OpenOffice Writer does not provide a tool for rotating a picture; however, you can follow the given steps to rotate an image: * Open a new Draw or Impress document (File > New > Drawing or File > New > Presentation), Insert the image you want to rotate. . Kips Learning Pvt Lid 2023© Select the image and select the Rotate icon from the Effects tear-off toolbar given on the Drawing toolbar. The Drawing toolbar is displayed at the bottom of the window in both Impress and Draw, by default. ‘Rotate the image by using the red handles at the corners of the picture and move the mouse in the direction you wish to rotate. © Select the rotated picture by pressing Ctri+A, then copy the image to the clipboard with Ctrl+C. ‘* Now, go back to the Writer document where the image is to be inserted and press Ctrl+V. The rotated image will be inserted in the Writer document. To create a flowchart, Sunita needs to insert several graphic symbols which she can draw by using the tools present on the Drawing toolbar. To group the drawing objects, follow the given steps: Draw four or five drawing objects. Click on the Select tool on the Drawing toolbar. Drag it over the objects to select them. Once, all the objects are selected, click on the Group button on the Drawing Object Properties toolbar. Or Right-click and select Group from the context menu. Allthe selected objects will be grouped. ‘Anand can use the Text wrapping feature of Writer to adjust the text around the image. He can use the Wrap command given in the Format menu. To merge the labels with the letters in the spreadsheet, Rohan can use the mail merge function, He can select the data source in the spreadsheet, create the letter with placeholders for the label fields, preview and confirm the merge, and finally print the merged letters with the corresponding labels. Section 5: Short Answer Type Questions (Unsolved) 1. Styles help maintain uniformity in a document. They also make it easy to apply the main formatting changes. For example, ifin a lengthy document, you want to change the font of all paragraphs or the indentation of all titles, this basic operation can take a long time. it can be simplified by applying styles. The Fill Format Mode allows you to apply a style to many different areas quiclly, such as you can format many scattered paragraphs, words, or other items with the same style. In other words, the Fill Format Mode copies a style and applies the same tothe other items. You can press the F11 key to open the Styles and Formatting window. To open the Picture dialog box in Writer, you can right-click on the image and select the Picture option from the context menu. (© Kips Learning Pv. Lid 20235. To maintain the height and width ratio of a shape while drawing it, press the shift key and then drag the mouse. 6. To resize an image: Click the image that you want to resize. The green resizing handles appear as soon as you click on the image. Take the pointer to any of the handles. You can observe the shape of the pointer changes to a double headed arrow. Drag the arrow to increase or decrease the size of the image. 7. Steps to perform Mail Merge in Writer: Create a mail merge document. Create a data source. Merge the data source with the main document. Section 6: Long Answer Type Questions (Unsolved) 1. Creating a New Style from a Selection: Open a document and format the text (such as a paragraph or title) as per your requirement. Open the Styles and Formatting pane, and select a style category in which you want to create a style. For example, select the Paragraph Styles category. Click on the New Style from Selection icon available in the Styles and Formatting pane and select New Style from Selection option from the drop-down menu. The Create Style dialog box appears. Enter a name for the style. For example, type Custom. Click on OK. A new style will be added in the Styles and Formatting pane under the selected category. 2. To create a template of your document, follow these steps: Open the document or create a new document. While creating a document, add the content that you want to use further. For example, company logo, copyright statement, and so on. Also, apply the required formatting. Click on the File menu and select Templates > Save. The Templates dialog box appears. All the existing categories of templates are displayed here. Enter a name for the template in the New Template text box, for example, Template_New. Select the template category in the Categories list. Click on the OK button. A new template of your document will be saved in the My Templates folder. ‘© Kips Leaming Pv Lid 2028To set a custom default template, follow these steps: * Open the Templates window by clicking on File > Templates > Organize. The Template Management dialog box opens. * Scroll through the list of available templates and right-click on the template that you want to set as a default template. ‘* Select the Set As Default Template option from the shortcut menu. Or on the Commands button and select Set As Default Template option. ‘* Now, when you will create a new document, it will open with the custom default template. 3. To create the table of contents, follow these steps: ‘* Place the cursor where you want the table of contents to be inserted. Generally, the table of contents is inserted in the beginning of the document. + Select insert > Indexes and Tables > Indexes and Tables. The Insert Index/Table dialog box appears. ‘© Click OK to create the table of contents. The TOC will be automatically created and appears with a grey background colour around the text, 4, Yes, we can edit the table of contents. To edit an existing table of contents, follow these steps: * Right-click anywhere in the table of contents. The context menu appears. ‘* From the context menu, choose Edit Index/Table option. The Insert index/Table window opens. You can edit and save the table using the five tabs described in the chapter. 5. To create labels, follow these steps: ‘© In Writer, click on File > New > Labels, The Labels dialog box appears. It has three tabs: Labels, Format, and Options. © Bydefault, the Labels tab is selected. Here, choose a database file under Database. In the Database field, all the registered database files are listed. ‘© Select the table from which the data is to be fetched under Table. ‘* Select a field under the Database field and click on the button to add it in Label text box. * Choose the brand and type for the label. For example, select Avery A4 in the Brand list box and 8160 Address in the Type list box. * You can click on the Format tab if you want to adjust the size of the label manually by changing its width, height, and other settings. ‘+ Ensure that, on the Options tab, the Synchronize contents option is selected. © Save your label template if you intend to use it again by clicking on Save. ‘© The Save Label Format dialog box appears. Enter the names for your label Brand and Type. Click OK. ‘© Kips Learning Pvt Lid 2028'* Now, click on the New Document button. You will see the mail merge label document with the fields chosen by you instead of data. Notice that there is a small floating Synchronize Labels button. * Apply some formatting to the first label by using the options on the Style and Formatting toolbar, such as change colour, make the text bold, and so on. + Toapply the same formatting to all the labels, click on the Synchronize Labels button. * Now, the mail merge labels are created. Unit-1 Chapter 6 — Analysing Data in a Spreadsheet A ee Select the correct option. a. Consolidate c. Subtotals a. Scenarios b. Solver . b. Goal Seek in the blanks. Set of values Sorted Consolidation Goal Seek 5. Solver Answer the following questions. 1. Consolidating data means combining data from different worksheets into one place. 2. The Scenarios is an important feature of Cale that you use to test the ‘what-if’ questions. It enables you to analyse the data by putting different input values. 3. Goal Seek is used to set a goal to find the optimum value for one or more target variables, given certain conditions. It allows you to try different values in the formula to arrive at a solution for the input value. 4. The basic difference between Goal Seek and Solver is that Solver deals with equations that have multiple unknown variables. 5. To create a named range in Calc, follow these steps: * Select the range of cells from a spreadsheet. * Click on Data > Define Range. * The Define Database Range dialog box opens. * Specify a name for the range in the Name field and click on OK. Seve yeep © Kips Learning Pvt Lid 2023B. Write T for True and F for False. 4aana . Answer the following questions, 1. A form holds different fields of a table that you use to enter and modify the data in the database. Using form, you can add or edit one record at a time. Itis a convenient and an interactive way of entering data, but not an appropriate tool for every data entry. To launch the Form Wizard, click on the Forms option in the Database Objects pane. Then, select the Use Wizard to Create Form option in the Tasks pane. The Form Wizard will open. Yes. To change the name of labels, follow these steps: * Right-click on the created form and select Edit. You will switch to the Design Mode of the form. * Choose a label that you wish to modify and double-click on it. * The Properties: Label Field dialog box opens. Here, enter a new name in the Name property. Changes will apply immediately. Areport is a summary of your database. It is an effective way to organise and summarise the data for viewing and printing. It consists of information obtained from tables or queries, and presented as per the user's requirements. A static report always displays the same data from the time when the static report was created. A dynamic report generates the result of the report from the current table data. This means that if you have some updated data in the table that feeds the report, then the report will change accordingly. Section 4: Competency Based Questions (Unsolved) 1 Launch OpenOffice Base on your computer, the Database Wizard opens. Choose the Create a new database option and click on Next. Stay with the default settings and lick on Finish. The Save As dialog box opens. Enter a new for the database and click on OK. To switch to the Table Design View, click on the Create Table in Design View option in the Tasks Pane. Specify the following field types for the fields: © EMP_IO:Interger[INTEGER}; ‘© Kips Learning Pvt.Ltd 2023,‘* Name: Text[VARCHAR]; * Address: Text[ VARCHAR]; ‘© City: Text[VARCHAR]; © Contact: Interger{INTEGER]; * Aadhaar_Number: Interger[INTEGER]; * Department: Text[VARCHAR] 3. Query to get the records in descending order, group by city: SELECT * FROM SALES Group By City ORDER BY S_ID DESC; 4, To display the students with grade A’ or 'E' apply the following criteria: Field [Ss Name Sota] Grade Visible | ¥ ¥ v criteria ® or ve 5. He can use the Reports option in the Database Objects Pane. A report is an effective way to organise and summarise the data for viewing and printing. Section 5: Short Answer Type Questions (Unsolved) 1. Tuples: All the rows (consists of a set of related information that belongs to a particular object) in a table/database are called tuples or records. Attributes: An attribute is a piece of information about an object. All the columns in atable/database are called attributes. 2. Acomposite primary key refers to a combination of two or more attributes (Fields) that uniquely identify the records in a table. 3. Arelational model enables the users to store data in several tables, and whenever, the data is need, it can be retrieved easily by establishing a relationship among them. 4. Afield type determines what type of data you can enter into a field. 5. Data/ Time data type is used to store date and time information in form of MM/DD/YY HH:MM:SS AM/PM. 6. The Yes/No [BOOLEAN] field type stores value in the form of Yes or No. Since, Boolean interpretation of Yes and No is 1 and 0, respectively. The field length of t! data type is 1,1 7. Using the Table Wizard, one can start with the basic structure of a table. 8. InUIDAl database, each person has only one Aadhaar number, and each Aadhaar number is assigned to only one person. 9. AutoValue: if set to Yes, the values for this data field is generated by the database engine. 10, SELECT and INSERT (@ ips Leeming Pvt Lid 2023 FPSection 6: Long Answer Type Questions (Unsolved) 1. Following are the advantages of DBMS: ‘© Adatabase always holds data in a standard format. The data of a database can be available anytime and anywhere. Ithas the capability to minimise data duplication and redundancy. * Italso ensures data security. A primary key is a set of one of more fields that uniquely identifies each record ina table. it does not contain any duplicate data. A table can have only one primary key. ‘The value in the primary key field is different for every tuple and thus helps in uniquely identifying the records. A foreign key is a field or set of fields that is used to establish a relation between the two tables. In other words, it consists of one or more fields whose value matches with a primary key in another table. Basically, a foreign key in one table is used to point at a primary key in another table, It acts as a cross-reference between the tables. Launch OpenOffice Base on your computer, the Database Wizard opens. Choose the Create a new database option and click on Next. Stay with the default settings and click on Finish. The Save As dialog box opens. Enter a new for the database and click ‘on OK. Tables are the easiest way to store, organise, and present a large amount of information. They are the building blocks of a database. Tables play an important role in storing data. All the data is stored in the database in tabular form. A well- designed table helps the users to retrieve the data from a database easily. You can create table, by using any of the following methods: © Using Table Wizard © Using Table Design View Structured Query Language (SQL) is a language that allows you to make queries to define the data structure and manipulate the data in the database. Data manipulation is the process of editing or modifying the data to keep it updated. A user can create and manipulate (insert new data, delete data, select and update data) the database anytime by using SQL commands. Following are the two DDL commands: ‘© CREATE: It is used to create a new database or table. © ALTER: This command modifies the structure of a database or table. Following are the two DML commands: ‘* SELECT: It retrieves data from the table. © _ INSERT: It inserts data into a table. ‘© Kips Loaming Put. Lid 2023