|00:01||Welcome to the spoken tutorial on Introduction to LibreOffice Calc.|
|00:06||In this tutorial, we will learn:|
|00:09||About LibreOffice Calc|
|00:14||How to open a new and existing spreadsheet.|
|00:18||How to save and close a spreadsheet in Calc|
|00:22||How to save as MS Excel spreadsheet and|
|00:26||How to export as a PDF document|
|00:30|| What is LibreOffice Calc?
LibreOffice Calc is the spreadsheet component of the LibreOffice Suite.
|00:38||It is the equivalent of Microsoft Excel in Microsoft Office Suite.|
|00:43||It's free and open source software.|
|00:47||It can be shared, modified and distributed without any restrictions.|
|00:53||LibreOffice Calc can run on any of the following operating systems:|
|00:57||Microsoft Windows 8 or higher versions|
|01:02|| GNU/Linux OS and
|01:08|| This tutorial is recorded using
Ubuntu Linux OS version 18.04 and LibreOffice Suite version 6.3.5
|01:22||By default the latest Ubuntu Linux OS has LibreOffice pre-installed in it|
|01:29||To install a specific version, refer to the LibreOffice Installation series on this website.|
|01:37||Let us learn to open LibreOffice Calc.|
|01:41||In Ubuntu Linux OS, click on the Show Applications icon at the bottom left corner.|
|01:49||In the search bar type Calc.|
|01:53||From the displayed list, click on the Libreoffice Calc icon.|
|01:59||In Windows OS, click on the Start Menu icon located at the bottom left corner.|
|02:06||In the search bar type Calc.|
|02:10||From the displayed list, click on the Libreoffice Calc icon.|
|02:16||This will open an empty spreadsheet document in the main Calc window.|
|02:22||Now let us learn about the main components of the Calc window.|
|02:28||The Calc window has various toolbars.|
|02:32||Title bar, Menu bar, Standard toolbar, Formatting bar, Formula bar, Status bar and Sidebar.|
|02:47||We will learn about these as the series progresses.|
|02:51||The entire spreadsheet document in Calc is called a workbook.|
|02:56||The work area where the data is to be typed, contains various cells in the form of a grid.|
|03:04||In other words, the cells are arranged in rows and columns.|
|03:10||A particular cell refers to an intersection of a row and a column.|
|03:16||It is identified by its relevant row number and column alphabet.|
|03:22||Cells can hold information like text, numbers, formulae, and many other data elements.|
|03:31||Cells can be used to display and manipulate the data.|
|03:36|| We can see a sheet tab at the bottom left corner of the spreadsheet.
This tab enables access to the sheet.
|03:46||By default, we see one sheet on the interface and it is named as Sheet 1.|
|03:53||Each spreadsheet can have several sheets.|
|03:57||Each sheet can have little more than one million rows and one thousand columns.|
|04:03||Which is, more than one billion or hundred crore cells in a single sheet.|
|04:09||Each row is identified by a number and each column by an English alphabet.|
|04:16||There are a series of grey boxes containing letters at the top of the column.|
|04:22||Likewise, we see grey boxes containing numbers at the left end of the rows.|
|04:29||These are the column and row headers.|
|04:33||The columns start from “A” and go on to the right.|
|04:38||And the rows start from “1” and go down.|
|04:43|| Along with the toolbars, we have two additional fields also at the top.
Name box and Input line.
|04:53|| The column and row headers form the cell references.
And these will appear in the Name box field.
|05:02||This was a brief description of the various components in Calc.|
|05:06||Now let us learn how to open a new spreadsheet in Calc.|
|05:12||We can open a new spreadsheet by clicking on the New icon in the Standard toolbar.|
|05:19||Alternatively go to the File menu in the menu bar.|
|05:24||Then click on the sub menu New and select the option Spreadsheet.|
|05:31||A new Calc spreadsheet named Untitled 2 opens up.|
|05:37||Close the newly opened spreadsheet named “Untitled 2” by clicking the X icon on the top right corner.|
|05:45||Now we will learn how to build a “Personal Finance Tracker” in the spreadsheet.|
|05:50||Click on the cell referenced as A1 in the spreadsheet.|
|05:55||Type the heading as “SN”.|
|06:00||It denotes the serial number of items which we will input in the spreadsheet.|
|06:06||Now click on the cell referenced as B1 and type another heading “Items”.|
|06:13||All item names which we will use in the spreadsheet, will be under this heading.|
|06:19||Similarly, click on the cells C1, D1, E1, F1 and G1 one after the other.|
|06:29||Type the headings as “Cost”, “Spent”, “Received”, “Date” and “Account” respectively.|
|06:43||Once done typing our document, we should save it for future use.|
|06:49||To save the file, click on the Save icon in the Standard toolbar.|
|06:55||A dialog box appears on the screen.|
|06:59||It prompts us to enter the name of our file in the Name field.|
|07:04||I will type the name of the file as “Personal-Finance-Tracker”.|
|07:11||On the left side, I’ll select Desktop as file location to save my file.|
|07:18||Notice, we have a File type drop-down at the bottom right corner.|
|07:24||Click on this drop-down.|
|07:27||It shows a list of file types or file extensions in which we can save our file.|
|07:35||The default file type in LibreOffice Calc is ODF Spreadsheet (.ods).|
|07:43||ODF stands for Open Document Format which is an open standard.|
|07:49|| I will click on the ODF Spreadsheet option to save my file.
|07:58||Click on the Save button at the top right corner of the dialog box.|
|08:04||We will be redirected back to the Calc window.|
|08:08||Observe the change in the title bar now.|
|08:12||It has changed to Personal-Finance-Tracker.ods|
|08:18||Besides saving in dot ods format, we can also save our file in dot xls and in dot xlsx format.|
|08:28||Files with these formats can be opened later in MS Excel application.|
|08:36||Click on the dropdown arrow beside the Save icon and then on the Save As option.|
|08:43||In the Save As dialog box, click on File type drop-down at the bottom right corner.|
|08:50||Select Excel 2007-365 (.xlsx) format.|
|08:59||Click on the Save button at the top right corner of the dialog box.|
|09:05||If we save the file in any other file format, Confirm File Format dialog box opens up.|
|09:13||Put a check on “Ask when not saving in ODF or default format” option.|
|09:20||Then click on the Use Excel 2007-365 format button.|
|09:28||We will be redirected back to the Calc window.|
|09:32||Notice the change in the filename in the Title bar.|
|09:37||The spreadsheet can also be exported to PDF format.|
|09:42||To do so, click on the Export Directly as PDF icon in the Standard toolbar.|
|09:49|| Alternatively, we can do so by clicking on the File menu in the menu bar.
And then on the Export as PDF option.
|09:59||PDF options dialog box opens up.|
|10:03||In this dialog box, we will see various settings to customise the PDF option.|
|10:10||Keep the default settings as it is and click on the Export button at the bottom.|
|10:17||Choose the location file location where we wish to save and then click on the Save button.|
|10:24||A pdf file will be created in that folder.|
|10:29||Another popular file extension which opens in most applications is dot csv.|
|10:36||This is often used to store spreadsheet data in a text file format.|
|10:43||This will reduce the file size hugely and is easily portable.|
|10:49|| Additionally, we can save the spreadsheet in dot html format, which is a web page format.
This is done in the same way as explained above.
|11:03||In the File type drop-down, select HTML Document (Calc)(.html).|
|11:10||This option gives the dot html extension to the spreadsheet.|
|11:16||Again choose the same file location to save.|
|11:21||Then click on the Save button at the top right corner of the dialog box.|
|11:27||The Confirm File Format dialog box opens up.|
|11:31||Put a check on “Ask when not saving in ODF or default format” option.|
|11:38||Then click on the Use HTML Document (Calc) Format button.|
|11:46||We see that the file gets saved with dot html extension.|
|11:52||This format is used when we want to show our spreadsheet as a web page.|
|11:58||It can be opened in any web browser.|
|12:02||Let's close this spreadsheet by clicking on File menu and then Close.|
|12:10||Next we will learn how to open an existing spreadsheet in LibreOffice Calc.|
|12:17||Let's open the spreadsheet Personal-Finance-Tracker.ods|
|12:22||Click on the Open File menu on the left of the LibreOffice interface.|
|12:28||The file browser dialog box opens up.|
|12:32||Go to the location where our file was saved.|
|12:36||Now in the list of filenames that appears, choose Personal-Finance-Tracker.ods.|
|12:44||Then click on the Open button at the top right corner.|
|12:49||The file Personal-Finance-Tracker.ods opens in the Calc window.|
|12:56||Likewise, we can also open files with dot xls and dot xlsx extensions in Calc.|
|13:06||Next let’s see how to modify a file and save it under the same filename.|
|13:13||So let us modify the file by making the headings bold and increasing their font size.|
|13:20||To do so, first click on the cell referenced as A1.|
|13:25|| Now click on the Bold icon in the Standard toolbar.
The heading SN becomes bold.
|13:34||Click on the down-arrow in the Font Size field in the Standard toolbar.|
|13:40||In the drop-down, let us select 14.|
|13:44||The font size of the heading SN increases to 14.|
|13:49||Next, let us change the font we are using.|
|13:54||Click on the down-arrow in the Font Name field in the Standard toolbar.|
|14:00||From the drop-down select Arial as the font.|
|14:05||Likewise, modify the rest of the headings.|
|14:10||Let us now save the changes that we made.|
|14:14||To do so, click on the Save icon in the Standard toolbar.|
|14:19||Let's close the spreadsheet now.|
|14:22||Click on the File menu in the menu bar and then click on the Close option.|
|14:29|| This brings us to the end of this spoken tutorial.
Let us summarize.
|14:36||In his tutorial, we learnt:|
|14:39||About LibreOffice Calc.|
|14:41||Various toolbars in Calc.|
|14:45||How to open a new and existing spreadsheet.|
|14:49||How to save and close a spreadsheet|
|14:52||How to save as MS Excel spreadsheet and|
|14:56||How to export as a PDF document in Calc.|
|15:01|| As an assignment
Open a new spreadsheet in Calc.
|15:06||Save it under the name Spreadsheet-Practice.ods|
|15:11||Type the headings as “SN”, “Name”, “Department” and “Salary”.|
|15:18||Underline the headings and bold them.|
|15:22||Increase the font size of the headings to 12.|
|15:26||Save and close the file.|
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