UNIT-I Electronic Spreadsheet (Advancad)

6 Analysing Data in
Spreadsheet
are living in the information age, characterized by shift from industrial production to one based on
mation and computerization. There is a large amount of data available and it keeps on increasing with
Ypassing year. This data has great potential to change the way we work, if it is effectively and efficiently
essed. Data analysis allows to extract useful information from data to () take decision based upon the
ysed data and (ii) expand knowledge on various subjects.
tofthe industries work based on data and require analysing it to:
Make informed decisions supported by facts.
ldentify performance issues.
data.
Visualize different dimensions of
better business relationships by understanding customer requirement(s).
Create
increase profits.
Identify ways to reduce cost and class, Calc provides several tools to
efectively
functions, studied in previous
ddition to formulas and Menubar.
grouped under Tools and Data menu on
ess data. They are CR9U3NHPEV

separate
ONSOLIDATING DATA allows to gather data spread across comes
important tool in analysing data, as it consolidate and aggregate
data. (t
Consolidation is an allows to
sheet.Consolidation tool in Calc sheets, for reviewing.
sheets into a single spread over many
summarize large data, which is box:
y to quickly Consolidate data dialog different sheets to
required to use from
options is of cell range,
in tollowing to the data,
in the form
be specified by
reference mouse
It is can
rce data ranges consolidate. Source data selecting range using
range of cells address was given a
name.
typing range, if the range consolidateddata,
selecting name of
the result(s) of
(first), where the
target cell beforeit gets
reference ofthe getstored. source data
Dy results It is the
manipulation, should applied on the
after is to be
function which
the
To select
163
nction to aggregate targetsheet.
copied to the
 To consolidate data, use the following steps:
1. Open the file containing data to be consolidated.
2. Go to Data -> Consolidate on Menu bar to open Consolidate dialog window as shown
Consolidate

Eunction:
Sum
Consolidation ranges

Source data ranges:

-undefined

Copy resuts fo:

undefined- v $Sheet3.SES41

Add Delete

Options
Help OK Cancel

Fig. 6.1 Consolidate window

3. Click on the Source data ranges to specify data ranges to be consolidated. Use associate:
Expand button, to select range(s) using mouse, This button will minimize the dialog windov:
selection of range.
4. Click on Add button, to add source data range to Consolidation ranges list.
5. Repeat Step 3 &4 to add remaining source data ranges.
6. Go to Copy results to field, and type reference of first cell or select the cell using mouse. If rea
associated Shrink / Expand button.
7. Select a function to aggregate the data, from the Function drop-down list. Default function is
8. Click OK, to consolidate the ranges. Function selected in step 7 will run on the source data r
(populate) the target range with result.
Note To delete an entry in Consolidation ranges list, select the entry and press Delete button. ti
deleted without confirming.

CREATING SUBTOTALS
Whenever afunction is to be applied on part of a series (of numbers), it is done in two steps.
create group of cells
" apply common function(s) to the group.
automatically
In Calc, both these tasks can be performed using single command - Subtotal. t
and applies common function / formula to the grouped data.
164
 methods available in Calc to work with
are
two
subtotals:
ere
SUBTOTALfunction Q DID YOoUKNOW?
aa Subtotalstool.
W
An array is a contiguous rectangular
block of information that Calc can
BTOTALunction manipulate in a formula.
has relatively limited methods for
function
calculates subtotal of
generating subtotal and works with only few categories of
data organized in single
e It
labelled column.
accessed using:
functioncan be
L. GotoInsert -> Functions on Menu bar to open Function Wizard
Hot Keys
window. Alternatively use Function Wizard icon on the Formula bar.
2.
Select Mathematical from Category option. Press Ctr+F2 to quckily open
3. Select SUBTOTAL from the list of functions as shown in Fig. 6.2. Function wzard wndow.
Function Wizard

Functions Structure
Function result
Search SUBTOTAL

Category SUBTOTA Function, Range)

Mathematical
Cakulates subtotas in a spresdsheet.
Function
SEC
SECH
SERIESSUM
SIGN
SIN
SINH
sORT
SORTPI
SUBTOTAL
SUM
SUMIF Fogmula Resut NULL!
SUMIFS
SUMSQ
TAN
TANH

< Rack Net > Concel

OAay Help

Fig. 6.2 Function Wizard window

Use SUBTOTAL function:

1. Select the cell in which result of subtotal function should get stored.
2. Open Function Wizard window, using any of the two methods.
3 Using Mathematical category, select SUBTOTAL function.
4. Click on Next button.
code ranges from 101l to 111) in the text box.
PCiCk on Function field and enter function code (the
Range field then either type the reference of the cells (group) or select the cells with mouse
lCK on
on which function is to be applied.
Click OK to close the function wizard window.
8. Cell selected in step 1 will have the result of function.

165
 SUBTO FunctionName
Function code for
Functlon Code AVERAGE

101 COUNT
102 COUNTA
103
MAX
104
MIN
105
PRODUCT
106
STDEV
107
STDEVP
108
019 0 SUM
VAR
110
VARP
111

contains another
In case, if a cell range, containing subtotal, is used to calculate subtotal subtotol
first one is not considered while applying the second subtotal.
Subtotal Tool
This is a more comprehensive option for applying functions (subtotal) to a group of data, as it
subtotal of up to three arrays arranged in columns (labelled). Further it groups data by category:
them automatically. Subtotal tool can be accessed using:
Go to Data-> Subtotals on Menu bar to open Subtotal dialog box (window).
To add Subtotal in a sheet:
1. Select the cell range on which Subtotal is to be applied. Do include heading (Label) in the
Calc can automatically identify the range if a single cell within the data is selected.
2. Open Subtotal dialog box having three tabs as shown in Fig. 6.3.
Subtotalr

1st Group Znd Group 3rd Group Options

Group by Marks| OSelect allcolurnns

Clculate ubtotals for Jse function:
Marks Sum
Count
Average
Max
Min
Product
Count (numbers only)
SeDev (Sarmple)
SeDevP (Population)
Var (Sample)
VarP (Population)

Help Reset Remove Cancel

Fig. 6.3 Subtotals dialog box

166
 drop-down list, select the column using label. Entries in the range will
Group by be grouped and
g
Iensorted
t
Group "Calculate subtotal for:", select a
option of 1st
3
column containing values to be
next
subtotalled.
In
4 option of 1st
Group, select the function to be applied on the
Use Function group.
Next, Step & 5for working with
in
5 4 other columns on the 1st Group tab.
Repeat used to create more subtotal
6 two
tabs can be categories, by repeating steps 3to 6.
Next
valueofthe column used in calculating subtotal, will
7
hongeinony automatically reapply the function.
WHAT-IF" SCENARIOS AND TOOLS
capabilities of Calc is to provide data analysis tools which assist in taking informed decisions in
fthe
heof
organization.
These tools help in experimenting with values to answer questions based on data. They are
what-if analysis tools. In Calc Scenarios, Multiple operations and Goal Seek are the tools use to
OWnas
rform "what-it"analysis.

analysis is the process of changing the values in the cell to see how those changes will affect the
hat-if applied in
tcome of
the formulas the spreadsheet. It allows people to recognize options andimpact of
data.
enging assumptions on that
cenarios are
saved set of cell values, having a name such as Best Case, Worst Case, Most Likely Case, used
Asheet can have several scenarios defined over it for same set of calculations, but each
Fthe-caBeutations.
cenario should
have some different value in the cells.
.ranarios can be switched over to analyse data by viewing outcome of each. Scenarios are useful
st the effects of different conditions on the calculations and avoid manual data entry for each
ndition.

reating Scenarios
Create a scenario, follow the given steps: Create Scenaio

1 Select the cells having values that will change Name of Scenardo
between scenarios. Sheet1,Scenario1
2 Go to Tools -> Scenarios on Menu bar to open Comn
Created by . on 161w2022 17:01:06
Create Scenario dialog box as shown in Fig. 6,4.
3. Type a name for the Scenario in "Name of
Scenario" field. For now, remaining fields, i.e.
Settings (properties) of Scenario, can have
default values. Settlngs
4. Click OK Display border 0COC0
button to close the dialog box.
e new Copy back
Scenario is automatically activated upon
eation. Use Steps 1to 4to create more scenarios OCopy ntire sheet
Prevent changes
the sheet.
Concel
Help
Mote
Alunique
ways choose a name for Scenario< which is
and helps in properly identifying it. Fig. 6.4 Create Scenario dialog box

167
 modifed

2000
7900
Fig 65 frarnple ena riared

To switch between scenarios, press down arrow (in scenario colurnn) to display a list of all
choose from. Selet the desired scenario.

Activity
Achild gets pocket money per month to spend on Transport, Food, Stationary,
Help him in fixing the amount spend on each head, using scenarios.
1. Open a Calc file.
Errtertairtert, Me
2 In cell A1 enter "Expenses" and in cell 81 enter "Anount"
3. From Cell A2 to A6 enter the expense heads as given above.
4. In cell A7 enter Total.
5. Estimate some amount for each head and enter in cells B2 to B6.
6. In cell B7, calculate total of B2:86.
7. Create a Scenario for this estimation. Give it a suitable narne.
8. Create two more Scenarios, by changing some values in the range, and
giye a differet rame to er
9. Use cell displaying Total Amount to compare various scenarios, by switching
between them.
10. Save your work.

Using Multiple Operations

Multiple operations tools, like Scenarios are used to perform what-if analysis on the
This tool can combine a series formula with a series of values and a
calculations in te
variable. The result of appiyr:
formula on each value gets displayed in the table. Well organized data in the sheet, makes
usn%
Operations tool convenient.
Multiple Operations can work on aseries of formulas and series of values for one or two
variabies nd
amatching range of solutions. The solution for each variable can be stored in a
tabular format. f
easy to read and share results, also they can be visualised using graphs.
To use Multiple Operations tool with one formula and one
variable:
1. In the sheet, enter a formula (in the cell) and there should be at least one
variable tha
2. In the same sheet, enter values into arange of cells (either in a row or a column). Inthe fom
values will be substituted for variable to recalculate the formula.
3. Using mouse, select the range of values entered in step 2, and adjacent empty cellsto holdres

empty cells will either be a column, if the values are entered in a column or row otherwise
168
 Operations on Menu bar to
-
Data
Multiple open Multiple Operations dialog box as shown in
to
F i6
G0
g.. 6
Mutiple operations

DefutSettings

Eormulae:

Row input cell:

Çolumn input cell:

Help OK Cancel

Fig. 6.6 Multiple operations dialog

ClickonFormulasfield and provide rereference of the cell, in which formula was typed (in step 1).
Rowinput cell or Column input cell, depending on which out of two, was used to enter values
AChoose type/ select cell reference to the variable used.
Inthe box,
Step2.
in
runthe tool.
-ClickOKto

Computational Thinking NEP 2020

Activity Experiential Learning NEP 2020

manufacturing company. Cost of a toy produced by them is Rs 20, which they sell at Rs
consider a toy number
Let's
produce this toy, they expend
a fixed amount - Rs 100000 per year. What is the minimum
100. To Break-even?
toys sold to reach
di
Calc file.
1. Open a new 3. In Column B make following entries.
following entries.
2 In Column A make
Row number Entry
Row number Entry
1 100
1 Selling Price
2 20
2 Cost Price
100000
3
3 Fixed Cost 1000 (initial estimate)
4
4 Quantity Sold B4*(B1-82)-83
5 Profit
starting from 1000 to 5500
in step of 500.
range of values
cZitll, enter a
5. Give Profit to Column F. alternate
Label Quantity to column E and Table, where column E defines
define Result
6. E2 to F11. This will
Select cell range starting from
for the result.
values and column F is range of empty cells
Open Multiple Operations dialog box. - select B4.
8. In input cell field
Formulas field - select B5, in Column
9. Cick OK.

Save your work.

tecord your
observations for Profit column.
169
Using Goal Seek
input value based on known output value.
Goal Seeking is aprocess for figuring out
from result to reveal what value(s) will produce
in the situations, where one knows the
it. It's also known as
outcome (profit) desired but want to wwhat-if"knowanalyThsiis s igidn
How to reach it?
conditions?
" Howthe outcome will get affected with altered
To work Goal Seek tool requires three parameters - Formula Cell,
Target
value and Variable
Formula cell contains the formula to be resolved
Target Value is the desired output value i.e. the outcome for which goal seeking is
Variable cell contains the unknown data to be calculated for meeting done.
requirement.
To access Goal Seek tool:
Go to Tools - > Goal Seek on Menu bar to open Goal Seek dialog box as
shown in
Goal Seek
Fig. &1
Default Settings
Eomula cell:
Target yalue:
Variable sell:

Help OK Cancel

Fig. 6.7 Goal Seek dialog box

Activity
Subject Enichment
Astudent wants to track his score for final exams. So
far, he has received scores for:
Exam Name Percent score
Term 1 81.2

Half Yearly 79.2

Term 2 75.9
Internal Assessment 92

Practicals 78

Yearly Exam
Final Score 84
Final score will be calculated as average of Percent scores for all exams conducted in the year.h
was to attain 85 as Final score. What is the minimum percent score he must get in Yearly Exam tb

his target?

170
 CalcFile.
(si ColumnA. type Exam Name in row 1, Term 1in row 2, Half Yearly in row 3 and so on.
Score in row 1, 81.2 in row 2,
B type Percent
Column and so on.
sing willlook
like, Fig. 6.8.
sheet
our

Exam Name
2 Term 1 Percent Score
3 Half Yearty 81.2
|Term 2 79.2
5 IA 75.992
6 Pract. 78
Yearly Exam 1
8 Final Score
68
Fig. 6.8 Sample datesheet

cell B7. If this cell is left empty then

Note:Value 1istyped in Goal Seek tool crashes. This value can be
ynumber:
Goal Seek dialog box. LibreOffice Calc
Selectcell B8 and open
Goal Seek succeeded. Result 95388
5 parameter values in dialog box as B8 in Formula Cell,
Gil in the
Target cell and B7 in Variable cell. Insert the result into the variable cell?
85 in
pop-up window, displaying result, which can be
get a
choose so as shown in Fig. 6.9,
******
Yes
insertedin B7 if you
No

your work. Fig. 6.9 Pop-up window with

&Save result value

g Solver
elaborated form of Goal Seek as it can work with more than one variable to produce the
e tool is an formula cell
in sheet, observing the impact on result and
R result. Solver modifies a set of input cells maximized
objective to find a set of input values for which the result is either minimized /
Sraint), with an optimization problems in scientific, engineering,
value. Hence, it is used to solve
POxmated to the target
S and other disciplines. unknown
allows to solve mathematical problems with multiple
tes, It can be said that Solver goal-seeking method.
and a set of restrictions on the variables, using and
Optimize result to, By changing cells
V
Solver parameters - Target Cell,
ng Conditions.
tool requires minimum four
done.
which goal seeking is
RCell is the desired output value i.e. the
outcome for
Maximum, Minimum or Value of
ize
result to provide options to chose
from -
whose value is to be
optimized

thangn g cells is for giving reference of cell having

variable,
specifythe restraints
to be applied onthe
value.

Conditions - is mandatory to provide.

Used to
171
 To access Solver tool:
Go to Tools - Solver on Menu bar to open Solver dialog box as shown
in Fig. 6.10

ef

Selleeece

Seset Al Ogtions Sohve

F Sover caog box

Activity
Let's apply Solver tool to the activity solved using Goai Sbiect Encime
Seek tool.
1. Folow steps 1 to 4 to create the
sheet. Do not enter value 1 in cell B7.
2. Click on cell 88 and open Solver
dialog box.
3. Fill in the parameter values as Target
cell - B8, Optimize resuit to - Maximize
and Limiting Conditions. By changTE
Cell Reference Operator Value
87 100
87 =>

87 Sohe Status
Integer
Currert Sokutior
4. Press on Solve Button.
5. A Pop-Up window "Solver Status" will appear
displaying various
details as shown in Fig. 6.11. Stagnatior:
Runme
6. Press OK button to finish the process. Next pop up
will confirm
whether to keep or ignore the result as shown in Fig. 6.12.
Soving Resut X Fig 5 Sover stat
Solving sKcesstuily finished

Result 85

Do you want to keep the result or do you

want to restore previous values?

Keep Resut Restore Preious

Fig. 6.12 Soving result wincow

7. Save your work.
 7 Linking Data in
ata available in one sheet /
Spreadsheet
ld be copied. spreadsheet is to be used in another sheet/
However, when data is changed in one sheet I worksheet, then to reduce typing
ut in other sheet
mone
also. To avoid such issue(s), cells | spreadsheet same change has to be
sheets can be linked. Linking data
sheet/worksheet to another
sheet / worksheet. The process of sheet/worksheet so that any change in allows to input
original data will also other
her worksheet is known as Linking. displaying or uing data that resides in another cell or may be in
t from ensuring consistency in data,
linking helps:
Limiting the number of copies stored for same data.
Reducing data entry work, as only one copy of data is to be
Distributing work, as different worksheets can be maintained.
managed by different person.
TTING UP MULTIPLE SHEETS
ng multiple sheets in a worksheet, i.e. 3L5FPGCK2J
having more than one named sheet in a worksheet, was
st chapter of CalC in class 9. Here is a quick
review: covered
Click on Add Sheet icon (+) located to the left of
Sheet tabs, at bottom of Calc window. A new sheet
with default name (Sheet N) will get added at the right
end.
Go to Sheet -> Insert sheet at End on Menu bar.
Right Click on sheet tab to open Context menu. Select
Insert Sheet option.
Click in the empty space on right end of the line of Sheet tabs. An Insert
Sheet dialog box get displayed.
Insert a sheet from another file using Sheet -> Insert sheet from
other file on Menu bar.
ert Sheet dialog box is used to add a sheet then, following can be
specified:
Number of sheets to be added " Position of sheet(s) with respect to active sheet
Name of sheet, if only one sheet is added.
inserting sheets, their default name can be changed by:
Select the sheet from Sheet Tab, by clicking on it.
Press right mouse button to open Context Menu.
Hot Keys
Alternatively go to Sheet on Menu bar. Double click on elevant sheet to
Click on Rename Sheet to open Rename Sheet dialog box. open Rername Sheet dalog box
Type desired name of sheet.
175
 Activity
To store Region-wise Pass percentage for CBSE cdass 10t Exarm for year 2021
Region-wise data: and 2022
Name of Region 2021- Pass %
Trivandrum 99.99 2022- Pass %
Bengaluru 99.96 99.68
Chennai
99.94 99.22
Pune
99.92
98.97
Ajmer
99.88 97.41
Panchkula
99.77 98.14
Patna
99.66 96.33
Bhubaneswar 97.65
99.62
Bhopal 96.46
99.47
Chandigarh 93.33
99.46
Dehradun 95.38
99.23
Prayagraj 99.19
93.43
Noida 94.74
98.78
Delhi West 96.08
98.74
Delhi East 85.94
97.80
Guwahati 86.96
90.54
1. Open a new Calc file. 82.23
2. In
sheet 1type Name of Region in column A and Pass %for
3. Rename sheet 1 to "Yr 2021". year 2021 in Column B.
4. Add one
sheet at the end.
5. Copy / Type
Name of Region in column A and
6. Rename sheet 1 to Pass % for year 2022 in
"Yr 2022". Column B.
7. Insert one more sheet at the
front and rename it to
8. Copy / Type Name of "Average".
9. Save your work in
Region in column A.
"CBSEresult" file.
Note: You have set two sheets in a
Worksheet.

CREATING REFERENCE TO OTHER SHEETS

Cells in asheet are referenced using
combination of row header and column header value. Referene
identify a cell. In the previous class, cells were being referenced in same sheet as a part of
Cells can also be referenced in other sheets of a functonv
worksheet or in another
reference, in a sheet, can be created using eitherworksheet,
a cell in that sheet. Cell by adding o
Mouse or Keyboaro.
176
 tingthe
Reference with Mouse
culateaveragein "Average sheet of CBSEresult" file using data
Open file "CBSEresult" from sheets Y2021 and Yr2022

Clickon "Average" sheet to activate it, if it is not

the current default.
cellB1
Goto
Click on =
ICon in formula bar as shown in Fig., 7.1. An
equal character will get displayed in input line
B1

C
Trivandrum
Fig. 71 formula cell and bar
Either use Function Wizard or Name box, to access
will displaythe function name.
AVERAGE function as shown in Fig. 7.2. Input Line
Position cursor within parenthesis.
AVERAGE
AVERAGE
ROUNDUP
ROUND
SUM
HsUBTOTAL
HcoUNT
HMAX

Fig. 7.2 AVERAGE function using Name

box
Click on Sheet tab (Yr2021) containing cell to be referenced.
Click on the cell (B1) to be referenced. $Yr2021.B1 will appear in Input
Line. Also, the cell being
referenced will have coloured border as shown in Fig. 7.3.
JAVERAGE SAVERAGE(YA021.81)
B
Trvandnum
Fig. 7.3 Example of cell reference

Click on Accept icon in Input Line on Formula bar or press Enter key to finish. Average sheet will
now show the value from referenced cell.
Add a comma at the end of reference.
Repeat step 6, 7and 8 with sheet "yY2022" as shown in Fig. 7.4.
AVERAGE v X/AVERAGE(SY2021.81, SM20281)

Fig. 7.4 Example of cell reference across sheets

verage value for first region will get displayed in B1 cell.

Save your work.
Acell reference, when accessed in other sheet, have two parts - Sheet Name, prefixed by S symbol
and the cell address.
177
 Creating the Reference with Keyboard
1. Open file "CBSEresult".
2. Click on "Average" sheet to activate it, if it is not the current default.
3. Go to cell B1.
4. Type =in Formula bar.
5. Either use Function Wizard or Name box, to access AVERAGE function. Input Line
will
name. Position cursor within parenthesis.
6. Type complete cellreference for first value of the formula -$Y2021.B1 andConmms
dislay
7. Type complete cell reference for second value of the fornmula $Yr2022.B1.
8. Bring cursor to the end of formula and press Enter key.
In case sheet name contains a blank space then enclose name of sheet in
single quoteg wh.
reference acell.

Activity
Subject Ennichment
Find average for all regions in "CBSEresult" file using Cell
Referencing method.

CREATINGREFERENCE TO OTHER WORKSHEET

Calc allows to reference cells, from another worksheet, in case
there is need to get data from there
known as External Referencing. Reason for using external reference is same,
whenever referenced qal
other sheet changes, the value returned by external reference automatically gets
updated.
Reference to another worksheet can also be created using either Mouse or Keyboard.
Creating Reference with Mouse
1. Open both the worksheets.
2. Switch control to the worksheet in which cell reference is to be inserted.
3. Select the cell to add reference.
4. Click= icon in Formula bar.
5. Switch control to another worksheet and select the sheet from which cell value is desired.
6. Click on the cell and press Enter on keyboard.
7. Switch backto original sheet and click on Accept icon on Formula bar.
Creating Referencewith Keyboard
This time Cell Reference has three parts:
Path and File name (starts with ///)
Sheet name
" Cell address

178
 reference using keyboard, follow given steps:
ereate worksheets.
boththe
Open
control to the worksheet in which cell reference is to be inserted.
Switch
cell to add reference.
Selectthe
Formula bar
Click = icon in
reference as 'file:///Path & File Name'#$'SheetName.cellReference.
Type cell
SINGHYPERLINKS
on some other
known as link, is an embedded command that allows to jump (transfer control)
link, also another piece of text, an
section of same document. The Command can be embedded in a
ument or to
link is a clickable pointer to a resource.
anicon or a graphic. In simple terms
e within current sheet. This
hyperlink to jump to a resource at a different location from
allows to use
tioncan be:
worksheet.
in same sheet or
in another worksheet.
computer or network.
different type of resource on local
Internet.
a page on
hyperlinks
tive and Absolute used in sheet to connect adata source- Relative
and Absolute.
which can be type of link
are two types of hyperlinks to current working location. This
will specify address of resource with respect information to
ive hyperlink
with any necessary folder(s) name. Remaining
resource, prefixed resource starting from the current
ins the name of target tells how to reach the
browser. A relative link
to resource is added by documents' - (Start or Target), location is changed.
work if any of the
ion. Arelative link will not includes path name, folder name and target
resource. It
complete address of the location. Thistype of linking
lute hyperlink gives resource regardless of any
name. Absolute link tells how to reach the
Urce
operating system YOUKNOW?
onger works on some of the absolute link Q DID
An
macóS) and on web as well. (short form
pointer
of Hyperlink) is clickable Locator)
resource is moved. A Link Resource
Stop working if the target to a resource and
URL (Uniform
the resource.
allows to save URL's: is unique address of

relative to file system

relative to Internet change the way
option, on Menu bar to
Save -> General in the Save system, when target resource
Tools -> Options -> Load Relative to file computer or both.
document. They can be on local
links should be treated in the resource in not
Internet, when target hyperlink. In case any of the file is
Relative to
ored on local computer. always displayan absolute
rdless of whatever is chosen, Calc will
ed, Calc automatically updates the link to it.
179
 P p e r t i ncar
k
.atcick
with-

Hyperlink to a Sheet of the following methods Ltdikwith

hyperlink, use any inserted
To create where hyperlink is to be
point Context m
text cursor at the open Hyperlink dialog box as shown
A. 1. Place the Hyperlink on Menu bar to in Fig 7
Insert -> Standord Toolbar
2. Go to Hyperlink icon on
Alternatively Click on Insert ACtivity
resource to be linked
of target
3. Choose type details on right side of the dialog box.
required
4 Accordingly provide inserted
target resource address or URL in the cell where link is to be 1 Pacec u r s o
. Tvpe the
applying colour to the text. ¿ CpenHyper
automatically, creating the hyperlink and
4 Click Docum
Hypedink
Spec
Docuent s Next
CickonTar
Psth:
Jnternet bur
Target in Documet Press+
1 Cick on sta
Target Place curs
Mail
URL:
1 Seve your
Further Setings
Form Text
Document Fame
Tezt UNKINGTO
Narne
New Document rom anothe
pides twO way
"UsingEter
" Using Navig
fte file contairr

Beset Bppty OK gose dalog will t

Help
jeet then using
Fig, 7.5 Hyperlink dialog box
ing Externa
hyperlink on left side.
Hyperlink dialog box have four categories of following s
reference in the document.
Internet - used to link to a Www or FTP 1 Open she
address in the document. 2 Select th
" Mail - used to link to an email
another existing do data sho.
Document - used to link to a location in either current document or
" selected
local computer. 2
create a new document, when hyperlink is clicked on. Go to She
" New Document - used to
area, which differs for each category. open Et
Further Settings
Right side of the dialog box contain 4. Type re

Dpening a Hyperlink
LibreOffice Security option.
Currents address
the file
on the settings made in
Dpeningtext hyperlink is dependent butFor tofirstn,
we checked using: options
LibreOffice -> Security -> Security Options and Warnings ->
" Tools > Options >

180
 one of
the following:
hyperlink carry out
epen cursor positioned over the hyperlink.
Ctrl-click with
with the cursor positioned over the hyperlink
Left-click
Context menu's Open Hyperlink option by right clicking on hyperlink
Use

ctivity Experiential Learning NEP 2020

new Calc file
Open file a A1.
in cell
Place cursor
dialog box.
Open Hyperlink
Document on left side of the window.
Click
path to "CBSEresult" file, created in previous activity.
Next Specify open Target in Document window.
on Target in Document iCon, located at right of Target text box, to
Click
6. button on left of Sheet option, to get
displayed sheets from CBSEresult file.
Press + hyperlink in new file.
7 sheet "Yr2021" as source to be included as
Click on
in A1 cell and press Ctrl+click, to transfer control to sheet Yr2021.
9. Place cursor
your work.
0. Save

DATA
KING TO EXTERNAL other type) can be inserted as a link
into a sheet. Calc
CSV, Calc or any
from another document (HTML,
linking:
des two ways of
box.
Using External data dialog
Using Navigator. external
and the name of range / table is known, then using
named tables from the
file contains named ranges or linking. In case, if the range or table is to be selected
option for
dialog will be a quick and easy
easier.
then using Navigator will be
External Data dialog External Data

external data:
ollowing steps to insert a link to URL of BternaData Sorce
data is to be inserted Browse..
Open sheet where external
insertion of external
Select the cell from where
range or table the cell
data should begin. In case of left, cells value.
Selected will hold target sheet's, top
Data on Menu bar to
G0 to Sheet -> Link to External
shown in Fig. 7.6.
open External Data dialog box as
ie seconds
ype reference of the target resource or typetrom OUpdate every. 60
select a source file
Uress of source file, or Cancel
Browse QK
ne file selection dialog accessed through
drop-down list.
Help
button, r select an entry from the Data dialog
Fig. 7.6 External
on completion.
St two cases, press Enter key 181
 5. Depending on which type of external file is selected for
dialog. If external file is HTML, insertion, Calc
(i) Import Options dialog box is displayed on screen. Choose
recognize special numbers.
(ii) Click OK to get the list of Available Tables / Ranges loaded inte
import
of the dialog box. the
(ii) Select the named range(s) or table(s) to be inserted. Use Ctrd
to
Available
(iv) Click on OK.
6. If external file is CSV - Text Import dialog boX
select more
is displayed on screen.
cSV_all in the Available Tables/ Ranges area of the Click Ok
External Data on the dian
7. If external file is Calc or
Microsoft Excel, Calc
Available Tables/Ranges area of External Data dialogpopulates the diEtenalalog.Dta
of range names that are with the list
defined in source file.
range name to be inserted and click Ok as Select the desired
8. For all external data
shown in Fig, 7.7. fle/ /D/GolBrothe Jdasag
sources, specify the data refreshing
frequency, defined in seconds. Meess
9. Click OK to close the External
data.
Data dialog and insert the linked
Calc adds the new entry to the
linked areas list in Navigator,
double-clicking this entry will highlight the
as shown in Fig. 7.8. linked data in sheet
Hdp
Fig. 7.7 Spreadsheg
A2A7
A
C Nlgtor
Lerm 1 Colurnn: A
67
Half Yearly Row: 2
4 Term 2
S9
5 LA
6 Pract 45 heets
34
K Range names
7 Yeary Bam
85 Database ranges
Linlced areas
9
10
Images
S oLE objects
Fig. 7.8 The linked area Camments
highlighted
Using Navigator
Navigator dialog bOx can be accessed using any Hot Keys
" View ->
one of the following:
Navigator on Menu bar.
" Navigator deck on Press F5 to qun
Sidebar use. Navigator dabg à
Use following stepsto insert a
link to external data:
1. Open Calc
spreadsheet in which external data is to
be inserted (Target
2. Open other document). be HTM.,
document, from which external data will be picked. This document
spreadsheet created in any software. When working with HTML file, Calc displays can
ImportOptio
box before opening the file.
182
 nthe target document, open Navigator dialog box as shown
Nagtor
nFig. 7.9.
ColumnA
the bottom of Navigator window, select the document, from
Row. 1
hich external data is to be picked, using drop-down list. Click on +
con at the left of the Range namnes field to view the names, if they 9 # Sheets
Range names
are not visible as shown in Fig. 7.10 HDatabase ranges
P unked areas
Navigator Image
Column: A OLE objects
Comments
Row. 1 C Drawig objects
Sheets
e Range names
am

test DataSource (active)

Databaseranges dataAnalysis (inactive)
Active Window
P Linked areas

Fig. 7.10 Navigator with range names selected Fig. 7.9 Navigator window

Next select Insert as Link option as shown in Fig. 7.11 from the Drag Mode menu as shown in Fig. 7.12.
Navigator X

Column: A

Row: 1

Inset as Hyperdink
Insert as Link
Insert as Copy
test
Drag Mode Database ranges
Fig. 7.12 Drag mode Fig. 7.11 'insert as link in Navigator

Select the desired Range names /Database ranges entry and drag it from Navigator into the Target
document, to the cellfrom where top left cellof the data range should be inserted.
Reselect the target document in the drop-down menu. This time click on +icon next to Linked areas
to see the inserted entries.

tivity Experiential Learning NEP 2020

Open a new Calc file.
Place cursor in cell A3.
Type "www.google.co.in" and press Enter key.
Select cell A3 and press Ctrl+click to launch Google search engine from Calc.

8to Registered Data Source

tered data source is an online connection in which the data is not actually stored in Calc. The data will
at its original location. To use (by linking) such data in Calc, it should be registered first. Registration
183
 ste process
preadshesa t
LioreOce
source mith
egistering az
2 Vewig

of data sourte
Regstering DataSource
LibreOfice about - type and location
inntom
soure mezns to
e Dee

Databases on Menu bar to open Database:

> LibreOffice Base>
2 mn inFig 7.13

Rerire

ngnceunedabaet

G o B r C s 2 l r e N e e w Dtabasec
eeWriteiew Dutabase

Beoty Conce

F2 713 satatae diaio2 window

2. Pren Mew button to open Create Database Link dialog box as shown in Fig. 7.14.

Browse..

Conce

Fig, 7.14 Create Database Link dialog box

? Enter the locstion f the databare file if it is known or select a database file from the drop-down
Alternotively cllek on Browse to open a file browser and select the database file.
4. Type a narne to e the reyistered nane for database and click OK.
fhe datatwe is sdded to the list of registered databases.
124
 Creste Database

.odbformat
not in format databa baed on the origjnal datatae 'in dBSE) rir
ster
dta
creste a "odb
will
steps
Menu bar to open Database Wizard as shon in Fig 7.15
-> Database on the
New
>
File
to

Ctatat

Ernid

Fiz 7.15 Database Wizard Window

database and select applicable database type from drop-down list

Connect to an existing
Cick on dBase
two steps will work with all databases similar to
Next
folder where dbase files are stored.
ik on Nert: Type path to the
Browse and use the folder selection dialog to navigate, to the relevant folder before
Aernatively: Click
button.
clíckíing the "Select Folder"
me, but clear the Open the database for editing
Cick on Nert: Select Yes, register the database for
checkbox.
desired location.
Click on Finish. Name and Save the database at
ing data sOurces
2document in Calc.
window.
60 to View > Data Sources on Menu bar to open Data Source
three components
Vata Source window is displayed above spreadsheet. This window has
Ihe Table Data toolbar, located at the top of the Data Source window.
Data Source Explorer, located on left side of the Data Source window
(below Toolbar). Hot Keys
Display area - located on right side of Explorer, displays the data
records of the selected table. Use Ctr+Sht+f to open
Data Source Wndow
Data Source window was used while creating mail-merged document.
185
 Spreadsheet
Using Data Source in Calc Drag & Drop method:
use
To add data to spreadsheet, Source window and drag &drop it in sheet
the Data
Select a cell|/ row / column in to the left of row. Use Shift key
the row(s) of data
Click on the grey box to
To select
Ctrl key to select multiple separate rows.
and
rows) in the sheet?
Explore: How to add
content of a column (all Ctca Trirken
SUMMARY
" The process of displaying or using data that resides in another cell or may be in another worrseg

as Linking sheet/worksheet to another s

spreadsheet(s) allows to input data from one
" Linking data in place can be seen at other place.
data at original
that any changes done in than one named sheet in a wndrk
sheets in a worksheet is having more
." Setting multiple
Cells can be referenced in other sheets of a worksheet or in another worksheet. by adding a reéeg,

cell in other sheet.

Mouse or Keyboard.
Cell reference can be created either using
" ALink (short form of Hyperlink) is clickable pointer to a resource and URL (Uniform Resource

unique address of the resource.

two types of links which can be used in sheet to connect a data source - Relatie 2rd
There are
Current working location.
Relative hyperlink specifies address of resource with respect to
" Absolute hyperlink is the complete address of the resource. It
includes path name, folder name x
resource name.
inserted as a link into 2s
. Data from another document (HTML, CSV, Calc or any other type) Can be
Calc provide two ways of linking - (i) using External data dialog box (i) Using Navigator.
stored in Calc. Tre:
" Aregistered data source is an online connection in which the data is not actually
remain at its original location.
" Calc allows to register and link avariety of databases and other data Sources in sheet(s).
" Linking a registered data source with spreadsheet is a two-step process () Registering daa s.
LibreOffice (i) Viewing data source in Calc.

V EXERCISES