LibreOffice-Suite-Calc-6.3/C2/Viewing-and-printing-a-spreadsheet-in-Calc/English-timed

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Time Narration
00:01 Welcome to the spoken tutorial on Viewing and Printing a spreadsheet.
00:07 In this tutorial we will learn to
00:11 View spreadsheets and
00:13 Print spreadsheets in LibreOffice Calc.
00:18 This tutorial is recorded using

Ubuntu Linux OS version 18.04 and LibreOffice Suite version 6.3.5

00:32 We’ll first learn about the various viewing options in LibreOffice Calc.
00:38 There are basically two widely used viewing options in Calc - Normal and Page Break.
00:46 The Normal option displays how the spreadsheet will look when printed.
00:52 The Page break option displays the spreadsheet data in different pages when the data is large.
01:00 It helps us to organise and arrange data to fit within the pages we want to print.
01:07 Open the Personal Finance Tracker dot ods file.
01:12 This file has been provided to you in the Code files link on this tutorial page.

Please download and extract the file.

01:22 Make a copy and then use it for practising.
01:28 Notice that some part of the text is not readable inside column B.
01:35 If we print as it is, that text will be truncated in the print.

Let us sort this out first.

01:44 Place the cursor on the right edge on column header B.
01:49 Notice that the cursor changes into a double-sided arrow.
01:55 Now click and hold the left mouse button.
01:59 Drag a little towards the right side as shown to increase the width of column B.
02:06 Now, we can see all the text of column B clearly.
02:12 To access the Normal View, click on View menu in the menu bar and then on Normal.
02:20 This is the default view in Calc
02:24 To access the Page Break option, click on the View menu in the menu bar and then on Page Break.
02:34 For the better visibility I'm zooming in.
02:38 We can see a watermark named as Page 1 and Page 2 displayed.
02:45 Let’s go back to the Normal view on the Calc window.
02:50 Notice a vertical dotted line passing between Date and Account columns.
02:57 This indicates the right page margin.
03:01 Scroll down until you see a horizontal dotted line.
03:06 In my case the dotted line is passing between row number 50 and 51.
03:13 In your case it may vary.
03:16 This indicates the bottom page margin.
03:20 Within these margins, we can see how much data of our spreadsheet fits within a single page.
03:28 Scroll the page back up to the top.
03:32 Now let's copy our existing data and paste it below.
03:37 First click on cell A1.

Now holding the Shift key on the keyboard, click on cell H8.

03:47 All the cells have been selected.
03:50 Now right-click anywhere on the selected cells and then click on the Copy option.
03:58 Click anywhere outside the selection area to deselect the cells.
04:03 Now I will scroll down to row number 51.
04:08 You should scroll down to the row number where your bottom page margin is seen.
04:14 Right click on cell A51 and then click on the paste option
04:21 Click anywhere outside the selection area to deselect the cells.
04:26 Scroll up and press the Escape key to remove the dotted line selection.
04:34 Now click on the View menu and the Page Break option.
04:38 Let us zoom out for better visibility.
04:42 Scroll the page down and up to see the page breaks.
04:47 We can see a new page with the watermark Page 2 below Page 1.
04:43 We can also see Page 4 below Page 3 adjacent to these pages.
05:00 Click on View menu and go back to the Normal view again.
05:05 Apart from both these options, one can also view a spreadsheet in full screen mode.
05:12 Click on the View menu in the menu bar and then on Full Screen option.
05:19 The Full screen mode is useful for editing spreadsheets.
05:24 It’s also useful for projecting them on a projector.
05:29 To exit the full screen mode, press either the Full Screen button or the Escape key.
05:36 We are back to the Normal view on the Calc window.
05:40 Click on Format in the menu bar and then on Page option.
05:46 The Page Style:Default dialog box opens.
05:51 There are various tabs here.
05:54 Click on the Page tab.
05:57 There are various settings here for Paper Format, Margins and Layout settings.
06:04 Under Paper Format, notice that the Orientation field has the Portrait option pre-selected.
06:12 Look at the preview area to see the page orientation.
06:17 Now, click on the Landscape option.
06:21 Look at the preview area to see how the page orientation has changed.
06:27 Click on the Portrait option once again.
06:31 Next, click on the Sheet tab.
06:35 Under Page Order, we see that Top to bottom, then right is selected.
06:42 Recall, that’s exactly how our pages are displayed in the Page break view.
06:49 Let’s click on Left to right, then bottom and click on the OK button at the bottom right.
06:57 Click on View in the menu bar and then on Page break option.
07:02 Observe the change in the page numbering.
07:07 Let’s go back to the Normal view.
07:11 Now, let’s learn to use the Zoom option.
07:15 The easiest way to zoom or magnify a spreadsheet is to use the Zoom slider.
07:21 This is located at the bottom right corner of the Calc window.
07:26 We can use the plus and minus icons on either side of the slider, like this.
07:34 Or we can drag the Zoom head to increase or decrease the magnification, like this.
07:42 Let's learn another way of zooming.
07:45 Click on the View menu in the menu bar and click on Zoom.
07:50 A few more options are displayed in the context menu.
07:55 Here select Optimal View.
07:59 Now, we get the most comfortable magnified view of the spreadsheet.
08:05 Again click on View menu in the menu bar and then on the Zoom option.
08:12 This time from the context menu we’ll click on the Zoom option.
08:18 Zoom & View Layout dialog box opens up.
08:23 It has 2 headings namely - Zoom Factor and View Layout.
08:29 The Zoom Factor sets the magnification in which to display the spreadsheet.
08:35 Under Zoom Factor we see many options.
08:39 Click on Fit width and height and then on the Ok button at the bottom right.
08:46 This view fits the spreadsheet across the entire width and height of the page.
08:52 Scroll down and up, it displays many pages at a time.
08:57 Open the Zoom & View Layout dialog box again.
09:02 Next option is Fit Width.
09:05 This fits the page to its width.
09:09 100% view will display the page in its actual size.
09:14 Try out these 2 options on your own.
09:18 Next we have the most important zoom option called the Variable.
09:23 Here, we can type the zoom factor at which we want to view the spreadsheet.
09:29 For example, let’s type the value as 75% in the Variable field.

And then click on the OK button.

09:40 Observe how the text is zoomed.
09:43 Let's switch back to Optimal View for better visibility.
09:48 Next, we will learn about Print Preview.
09:52 Click on the Toggle Print Preview icon in the Standard toolbar.
09:57 The Print Preview bar appears when we view the spreadsheet in preview mode.
10:03 For the better visibility I'm enlarging the view.
10;07 It basically shows how the spreadsheet will look like, when it is printed.
10:13 Scroll down and up to see all the pages in the spreadsheet.
10:18 Notice that the Account column is going on to the next page.

So now, we will try to fit the data into one single page.

10:29 Click on the Close Preview button at the top to exit the Toggle Print View.
10:35 Now select the columns C to H as shown here.
10:41 Place the cursor on the right edge on the column header H.
10:47 Notice that the cursor changes into a double-sided arrow.
10:52 Now click and hold the left mouse button
10:56 Drag a little towards the left side as shown to reduce the margins.
11:02 On doing so, all the columns from C to H get resized proportionally.
11:09 While doing so some data in the cells may look like a series of hashtags.
11:16 If so, resize the columns and zoom level in such a way that we are able to see the data again.
11:24 The data in the columns A to H. are now within the dotted boundary line of the page.
11:32 Again, click on the Toggle Print Preview icon in the Standard toolbar.
11:38 Now the data fits within two pages.
11:42 In this way we can adjust the data before printing, so that it looks neat and organised.
11:51 From this screen, one can proceed to printing the spreadsheet, by clicking the Print icon.

But I will not do so now.

12:01 Click on the Close Preview button to close the preview.
12:06 We can also click on File menu in the menu bar and click on Print Preview.
12:14 Next, we will learn how to print our LibreOffice Calc spreadsheet.
12:19 First, ensure that the printer connection is configured correctly on your machine.
12:26 To directly print the entire spreadsheet, click on the Print icon in the Standard toolbar.

This is known as quick printing.

12:36 Alternatively, you can click on the File menu in the menu bar and then click on Print.
12:44 The Print dialog box appears on the screen.
12:48 There are 2 tabs with different settings in this dialog box.
12:54 We can either leave these as default or change the settings as per our printing requirement.
13:02 Under Printer drop-down, let’s select Print to File option.
13:07 This option is used predominantly to print the spreadsheet into PDF file format.
13:14 The button at the bottom of the dialog box says Print to File.

Click on it.

13:22 Choose the location to save and type a filename for the pdf.
13:28 Then click on the Save button at the top right.
13:33 This saves the file in PDF format.

You can open this file in any PDF viewer and print it in future.

13:44 Let’s learn about some more printing features.
13:48 Press Ctrl+P keys on the keyboard.

This is the shortcut to open the Print dialog box.

13:57 Under Printer, we will select our configured printer’s name.
14:03 Under Range and Copies, let’s set the Pages as 2 and Number of copies as 3.
14:12 So we are printing 3 copies of Page 2 of our spreadsheet.
14:18 Click on the OK button at the bottom right of the dialog box, to start the printing.
14:25 If our printer is configured correctly, the pages and copies we mentioned will now get printed.
14:33 Now let’s see how to print certain parts of data by selecting some cells.
14:40 Let’s select the data from A1 to C8 as shown here.
14:47 Press Ctrl+P keys on the keyboard.
14:50 In the Print dialog box, click on the dropdown besides From which option.
14:57 From the available options select Print selected cells.
15:02 Observe that only selected cells are displayed in the Print preview section.
15:08 Now, click on the OK button at the bottom right to start the printing.
15:14 Next, we will see how to access other Print options.
15:20 Click on the Tools menu in the menu bar and then click on Options.
15:26 Click on the arrow beside LibreOffice if not already expanded and then click on Print.
15:34 A dialog box, giving us several options to select from.

Choose these options as per requirements.

15:43 I will keep all the default settings and then click on the OK button at the bottom.
15:50 These settings are now valid for all prints from LibreOffice Calc, in the future.
15:56 Save and Close the file
15:59 This brings us to the end of this tutorial.

Let us summarize.

16:05 In this tutorial, we learnt to:

View spreadsheets and Print spreadsheets in LibreOffice Calc.

16:14 As an assignment

Open “Spreadsheet hyphen Practice dot ods” file.

16:19 Print Sheet 1 data in Landscape mode option.
16:23 Choose View and select Full Screen option
16:27 Exit Full Screen option
16:30 The video at the following link summarizes the Spoken Tutorial project.

Please download and watch it.

16:38 The Spoken Tutorial Project Team conducts workshops and gives certificates.

For more details, please write to us.

16:47 Please post your timed queries in this forum.
16:51 Spoken Tutorial project is funded by MHRD, Govt. of India.
16:57 This is Arvind from IIT Bombay signing off. Thank you for watching.

Contributors and Content Editors

PoojaMoolya