10

CREATING REFERENCE TO OTHER DOCUMENTS

BY USING KEYBOARD AND MOUSE

18. We had created references to other sheets in a

Spreadsheet
19. Sometimes we may intend to reference sheets stored
in another Spreadsheet file
20. The path of a file has three /// forward slash .
21. A file name can have a space within its name hence „‟
(single quotes ) are used
22. Single Quotes is also possible to insert a sheet from
another file.
23. From File options of Insert Sheet Dialog box
allows us to insert sheet from another file as well.
24. Insert a sheet from an existing file into the current
document.
25. To insert the sheet, select Sheet->insert sheet->from
file
26. Click Browse button, to open file selection dialog
box.
27. Select the sheet to be inserted from the list box
28. You could have also copied and pasted data but
linking a sheet allows us to always have access to
Live
29. The Live data means that the data is always the same
as in the original file.
30. The links can be updated by selecting Tools>options-
>Libreoffice calc ->General->updating

HYPERLINKS TO THE SHEET

31. Hyperlink is required to jump to a document stored

at a different location from within a document.
32. It is possible to jump from a sheet in the same
spreadsheet, different spreadsheet or a website by
creating a hyperlink
33. A hyperlink can be either Absolute or Relative .
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34. An Absolute Hyperlink stores the complete

location where the file is stored.
35. if the file is removed from the location, Absolute
Hyperlink will not work.
36. c:\users\ADMIN\Downloads\try.ods is an absolute
hyperlink as it defines the complete path of the file.
37. A Relative Hyperlink stores the location with
respect to the current location.
38. Admin\Downloads\try.ods is a Relative hyperlink as
it is dependent on the current location and the folder
admin is searched where the Active spreadsheet is
being stored.
39. If the complete folder containing the active
spreadsheet is moved the Relative link will still be
accessible as it is bound to the source folder where
the actie spreadsheet is stored.

CREATING HYPERLINKS

40. It is possible to Hyperlink a sheet of other

spreadsheet document in a spreadsheet.
41. To open the Hyperlink dialog box, select Insert-
>Hyperlink from the main menu.
42. In hyperlink dialog box, to insert the spreadsheet
document, click on the Document on the left pane of
dialog box.
43. Select the spreadsheet document, click on the button
located after the path , select the required document.
44. Target button to choose the sheet which is to be
hyperlinked.
45. Target in Document helps to specifically choose a
target in the document such as sheet, tables, frames,
images, headings, and so on.
46. Click Apply to hyperlinkded the document.
47. Close button to exit the Target Document Window.
48. Enter the text in the Text Box to assign the hyperlink
to that text.
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49. Close button to confirm the changes and exit the

hyperlink dialog box.
50. To open the hyperlinked sheet, press the Ctrl key

EDITING A HYPERLINK

51. To edit an existing link, place the cursor anywhere in

the link and right click the hyperlink
52. To editing a hyperlink, click on Edit Hyperlink , the
hyperlink dialog box will be displayed, where you can
make changes to the hyperlink.
53. To Remove hyperlink, click on Remove Hyperlink
option, the link will be removed from the text and
thus it will not point to any other location.

LINKING TO EXTERNAL DATA

54. Internet is a rich source of information which is

stored in the form of web pages.
55. Web pages are written in HTML documents
56. Data on a web page can be stored in the form of
tables
57. The versatility of a spreadsheet allows us to insert
tables form HTML documents into calc.
58. To insert the tables from a HTML document, we can
use the External Data Dialog
59. For linking to External Data, Select Sheet->Link to
External Data
60. Type the URL of the source document or select it
from the drop down list if it is listed and press Enter
61. A External Data Dialog box is displayed to select the
language for import
62. Selecting Automatic shows data is the same
language as in the web page.
63. Choose HTML_all option, then the entire HTML
document is selected.
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LINKING TO REGISTERED DATA SOURCE

64. Libre office calc allows us to link spreadsheet

documents with databases and other data sources.
65. The data source needs to be registered with
Libreoffice .
66. Registration is a mean to inform Libreoffice about
the type of data source and the location of the file.
67. The extension of Libreoffice base is .odb
68. To Register a data source that is in *.odb
69. To open Libre office Base Databases dialog box,
select Tools->options->Libreoffice Base -
>Databases
70. Click New button to open the create database link
dialog box
71. Click Browse to open a file browser and select the
database file.
72. The OK button is enabled only when both fields are
filled in.

CHAPTER 7
SHARE AND REVIEW A SPREADSHEET

1. In LibreOffice Calc one spreadsheet can be used by

more than one user at a time by sharing it.
2. A shared spreadsheet is a same sheet that can be
accessed by more than one user and can allow them
to make changes simultaneously on it.
3. Sharing allows working in collaboration so that
everyone can contribute, make changes and view it.
4. Sharing a spreadsheet is just like a team work in
collaboration with other users.
5. To sharing spreadsheet, select Tools->Share
spreadsheet from main menu
6. Share Document dialog window, which can be used
to enable or disable sharing option
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7. In share document dialog box, click on the check box,

Share this spreadsheet with other users to share
the spreadsheet.
8. To save the spreadsheet , to activate the Shared
mode
9. Once the spreadsheet is saved, the name of the
spreadsheet in the shared will display along with the
name of the spreadsheet.

OPENING A SHARED SPREADSHEET

10. While opening a spreadsheet which is a shared

spreadsheet, a message will appear that the
Spreadsheet is in shared mode.
11. Some of the features are not available to use in this
Spreadsheet
12. Click OK button to open the spreadsheet in shared
mode.
13. If you don‟t want this warning option to be displayed
again, then check the mark in the check box do not
show warning again
`14. Once the spreadsheet is saved in shared mode some
of the features will become unavailable for used.
15. In the Edit menu on the main menu bar shows
undo, redo, repeat, paste, links to external files,
image map object are not available for use.

SAVING A SHARED SPREADSHEET

16. After making the changes in the shared spreadsheet,

You need to save it before closing the spreadsheet.
17. If two or more users are working at the same time an
the changes do not conflict, then the message will
appear stating that the spreadsheet has been
updated with changes saved by other users
18. If there is any conflict for the changes, the resolve
conflict dialog window will appear.
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19. If another user is trying to save the shared document

and resolve conflicts, then you will be notified with a
message that file is locked . Now you cannot save it.

RECORDING CHANGES

20. Recording changes feature of Libre office calc

provider different ways to record the changes make
by one or other users in the spreadsheet.
21. While Recording the changes , the spreadsheet will
turn off its shared feature.
22. To enable the Record changes, first disable the
shared mode of spreadsheet.
23. To disable the shared mode, open the spreadsheet
“Test.ods”
24. To open share document dialog window, select
Tools->Share Spreadsheet from main menu bar.
25. Remove the check mark on the check box Share this
spreadsheet with other users
26. Name of the spreadsheet either appear or disappear on
the Title bar
27. The feature of Track changes -> Record under Edit
menu is turned ON, which was disabled and not
working in the shared spreadsheet.
28. To record track changes, click on Edit->Track
changes->Record
29. Changed cell border colour has been changed turns to
red

ADD, EDIT & FORMAT THE COMMENTS

30. In Calc, comments are automatically added.

31. The author of reviewer can add their own
comments as well.
32. To add your comments, select Edit->Track changes-
>comment from main menu bar. ( Add comment
window opens)
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33. To insert comments, click Insert->Comment

34. This type of insert comments is known as notes or
suggestions in the spreadsheet
35. The comment box shows the comments entered as
contains only alphabets
36. Once this text is typed in the text box, you can
observe a coloured dot, in the upper hand corner
of the cell where the comment is added using insert
comment
37. Once the comment is added you can display, edit or
delete it.
38. Select the Edit comment option to edit the
comments.
39. It will take you again to the comment text box to
make any changes.
40. Select Delete Comment option to delete the
comment.
41. Select the Show comment to view the comment
42. Hide comment option will be activated in place of
“show comment”

FORMATTING COMMENT

43. Formatting comment means changing the

background colour, border style, and transparency of
a comment.
44. Select the option Format Cell which will display
the format cells dialog box.
45. You can apply the various formatting features from
Format cell tab. Such (Font, Font effects,
Alignments, Borders, Background and Cell
protection, change the font colour, fill colour, the
colour of the comment box)
46. Desired formatting features applied to the comment
box
47. Turn off the shared feature, make some changes in
the spreadsheet.
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REVIEWING CHANGES – VIEW , ACCEPTS OR

REJECT CHANGES.

48. Reviewing changes is the final stage before

submitting the spreadsheet.
49. In Reviewing Changes stage, we will go through
the changes to accept or reject to prepare the final
spreadsheet after looking at all the changes made by
the team members.
50. To open the show changes dialog window, select
Edit->Track changes->show
51. Show changes dialog box is used to plan what all
changes are to be displayed while reviewing the
spreadsheet .
52. Click Edit ->Track changes ->manage to accept or
reject the changes.
53. To open manage changes dialog box, select Edit-
>Track changes->manage
54. Click Accept, or Accept All , or Reject All to
review the changes.

MERGING DOCUMENT

55. If the same spreadsheet is reviewed by different team

members and you have two different versions of the
same spreadsheet file. We can use merging
56. To merge the two spreadsheet, save the file in
Test1.ods

COMPARING DOCUMENTS

57. Instead of merging two spreadsheets, one can

compare the two spreadsheet by comparing the
documents.
58. To comparing the documents, select Edit->Track
Changes->Compare Document
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59. After selecting Edit ->Track changes -> compare

document , then open Compare To dialog window
60. Manage changes dialog window to accept/reject the
changes.
61. Close button to close the manage changes dialog
window.

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