View source for LibreOffice-Suite-Calc-6.3/C2/Viewing-and-printing-a-spreadsheet-in-Calc/English

Title: Viewing and Printing Spreadsheet document 

Author: Arvind Pillai

Novice Reviewer: Pooja, Nikita and Manish

Domain Review: Nancy, Praveen

Keywords: libreoffice, Calc, spreadsheet, print, normal view, page break, print spreadsheet, print cells, page format, page layout, page style, zoom factor, print settings, print to file, full screen mode, print ranges, print copies, print as pdf, spoken tutorial, video tutorial 



{| border="1"
|-
| align=center| '''Visual Cue'''
| align=center| '''Narration'''
|-
|| '''Slide''': Title Slide
|| Welcome to the''' '''spoken tutorial on '''Viewing and Printing a spreadsheet.'''
|-
|| '''Slide''' : Learning Objectives
|| In this tutorial we will learn to 
* View '''spreadsheets''' and
* Print '''spreadsheets''' in '''LibreOffice Calc.'''

|-
|| '''Slide''': System Requirements
|| This tutorial is recorded using
* '''Ubuntu Linux OS''' version '''18.04''' and
* '''LibreOffice Suite '''version '''6.3.5'''

|-
|| Only Narration
|| We’ll first learn about the various viewing options in''' LibreOffice Calc.'''
|-
|| '''Slide''' : Viewing options
|| There are basically two widely used viewing options in '''Calc''' - '''Normal''' and '''Page Break.'''
|-
|| '''Slide''': Normal and Page Break
|| 
* The '''Normal '''option displays how the '''spreadsheet''' will look when printed.
* The '''Page break '''option displays the '''spreadsheet data''' in different pages when the '''data''' is large.
* It helps us to organise and arrange '''data''' to fit within the pages we want to print.

|-
|| Open '''Personal-Finance-Tracker'''.'''ods'''
|| Open the '''Personal-Finance-Tracker.ods''' file.
|-
|| '''Slide: Code files'''
|| 
* This file has been provided to you in the''' Code files''' link on this tutorial page.
* Please download and extract the file.
* Make a copy and then use it for practising.

|-
|| Point to Column B >> Point to Miscellaneous 
|| Notice that some part of the text is not readable inside column '''B'''.
|-
|| Only Narration
|| If we print as it is, that text will be truncated in the print.

Let us sort this out first.
|-
|| Place cursor on '''B''' column header
|| Place the cursor on the right edge on column header '''B.''' 


Notice that the cursor changes into a double-sided arrow. 
|-
|| Left click and drag towards left.


Point to the Data
|| Now click and hold the left mouse button. 

Drag a little towards the right side as shown to increase the width of column '''B'''.

Now, we can see all the text of column '''B '''clearly.
|-
|| Click on '''View''' >> '''Normal'''
|| To access the '''Normal''' View, click on '''View''' '''menu''' in the '''menu bar '''and then on '''Normal.'''


This is the default view in '''Calc'''
|-
|| Click on '''View''' >> '''Page Break'''
|| To access the '''Page Break''' option, click on the '''View''' '''menu''' in the '''menu bar '''and then on '''Page Break'''.
|-
|| Zoom the interface using zoom slider
|| For the better visibility I'm zooming in.
|-
|| Point to Page 1
|| We can see a watermark named as '''Page''' '''1 '''and''' Page 2''' displayed.
|-
|| Click on '''View '''>> '''Normal'''
|| Let’s go back to the '''Normal''' view on the '''Calc''' window.
|-
|| Point to the dotted lines 

(Editing: point with a red arrow)
|| Notice a vertical dotted line passing between '''Date''' and '''Account''' columns.


This indicates the right page margin.
|-
|| Scroll down 

Point to the dotted lines

|| Scroll down until you see a horizontal dotted line.

In my case the dotted line is passing between row number 50 and 51.

In your case it may vary.

This indicates the bottom page margin.
|-
|| Only Narration
|| Within these margins, we can see how much '''data''' of our '''spreadsheet''' fits within a single page.
|-
|| Scroll the page upwards.
|| Scroll the page back up to the top.
|-
|| Only Narration
|| Now let's copy our existing '''data''' and paste it below.
|-
|| Click on cell''' A1 >> '''holding the '''Shift''' key on the keyboard, click on '''cell H8'''.
|| First click on '''cell A1'''.


Now holding the '''Shift key''' on the keyboard, click on '''cell H8'''.
|-
|| Point to selection area.


Right Click on the selection area >> Click on '''copy''' option
|| All the '''cells '''have been selected.


Now right-click anywhere on the selected '''cells''' and then click on the '''Copy''' option.
|-
|| Click on cell '''G10'''

Scroll down to''' row no. 51'''
|| Click anywhere outside the selection area to deselect the '''cells'''.

Now I will scroll down to row number 51.

You should scroll down to the row number where your bottom page margin is seen.
|-
|| Right click on cell''' A51 >> '''click on '''Paste''' option.
|| Right-click on '''cell A51''' and then click on the '''Paste''' option.
|-
|| Click anywhere on the page to deselect cells

Scroll up and press '''Esc'''
|| Click anywhere outside the selection area to deselect the '''cells'''.

Scroll up and press the '''Escape''' key to remove the dotted line selection.
|-
|| Click on '''View''' menu >> '''Page''' '''Break'''
|| Now click on the '''View''' menu and the '''Page Break''' option.
|-
|| Click Zoom out
|| Let us zoom out for better visibility.
|-
|| Scroll upwards and downwards.

Point to '''Page 2 '''and''' Page 1'''

Point to '''Page 3 '''and''' Page 4'''
|| Scroll the page down and up to see the page breaks.

We can see a new page with the watermark '''Page''' '''2''' below '''Page''' '''1.'''

We can also see '''Page 4 '''below '''Page''' '''3''' adjacent to these pages.
|-
|| Click on '''View''' '''Menu''' >> '''Normal''' Option
|| Click on '''View''' '''menu''' and go back to the '''Normal''' view again.
|-
|| Only narration
|| Apart from both these options, one can also view a '''spreadsheet''' in '''full screen mode'''.
|-
|| Click on '''View''' >> '''Full screen'''
|| Click on the '''View''' '''menu''' in the '''menu bar''' and then on '''Full Screen''' option.
|-
|| Only Narration 
|| The '''Full screen''' mode is useful for editing '''spreadsheets'''.

It’s also useful for projecting them on a projector.
|-
|| Point to '''Full''' '''Screen''' button >> Press '''Esc''' key 
|| To exit the '''full screen mode''', press either the '''Full''' '''Screen''' button or the '''Escape''' key.
|-
|| Only Narration
|| We are back to the '''Normal''' view on the '''Calc''' window.
|-
|| Click on '''Format''' '''menu''' >> '''Page''' 
|| Click on '''Format''' in the '''menu bar''' and then on '''Page '''option. 
|-
|| Point to dialog box
|| The '''Page Style:Default''' dialog box opens.
|-
|| Point to the tabs at top
|| There are various tabs here.
|-
|| Click on '''Page''' tab
|| Click on the '''Page''' tab.
|-
|| Point to >> '''Paper''' '''Format''' >> '''Margins''' >> '''Layout''' '''settings'''.
|| There are various settings here for '''Paper Format, Margins '''and '''Layout settings'''.
|-
|| Point to '''Orientation'''

Point to '''Portrait'''
|| Under '''Paper Format''', notice that the '''Orientation''' field has the '''Portrait''' option pre-selected.
|-
|| Point to the preview area.
|| Look at the preview area to see the page orientation.
|-
|| Click on the '''Landscape''' option.
|| Now, click on the '''Landscape''' option.
|-
|| Point to the preview area.
|| Look at the '''preview area''' to see how the page orientation has changed.
|-
|| Click on the Portrait option.
|| Click on the '''Portrait''' option once again.
|-
|| Click on '''Sheet''' tab
|| Next, click on the '''Sheet''' tab.
|-
|| Point to '''Page''' '''Order'''

Point to '''Top to bottom, then right''' 

The red arrows should indicate the И flow of pages
|| Under''' Page Order''', we see that '''Top to bottom, then right''' is selected.

Recall, that’s exactly how our pages are displayed in the '''Page break''' view.


|-
|| Click on '''Left to right, then bottom'''

Click on '''Ok''' button
|| Let’s click on '''Left to right, then bottom''' and click on the '''OK''' button at the bottom right.
|-
|| Click on '''View''' menu >>'''Page''' '''Break'''
|| Click on '''View''' in the '''menu bar''' and then on '''Page break''' option.
|-
|| Point towards the page numbers.
|| Observe the change in the page numbering.
|-
|| Click on '''View '''>> '''Normal'''
|| Let’s go back to the '''Normal''' view.
|-
|| Only Narration 
|| Now, let’s learn to use the '''Zoom '''option.
|-
|| Highlight the '''Zoom''' '''slider''' at the bottom right corner 


|| The easiest way to zoom or magnify a '''spreadsheet''' is to use the '''Zoom''' slider.

This is located at the bottom right corner of the '''Calc''' window.
|-
|| Click on plus icon

Click on minus icon
|| We can use the '''plus''' and '''minus''' icons on either side of the slider, like this.
|-
|| Drag the '''Zoom head '''to plus side

Drag the '''Zoom head '''to minus side
|| Or we can drag the '''Zoom head''' to increase or decrease the magnification, like this.
|-
|| Only Narration 
|| Let's learn another way of zooming.
|-
|| Click on '''View''' >> '''Zoom'''

Point to option

Click on '''Optimal''' '''View'''
|| Click on the '''View menu''' in the '''menu bar''' and click on '''Zoom'''. 

A few more options are displayed in the context menu.

Here select '''Optimal''' '''View'''.
|-
|| Point to the spreadsheet.
|| Now, we get the most comfortable magnified view of the '''spreadsheet'''.
|-
|| Click on '''View''' >> '''Zoom'''

Click on '''Zoom'''
|| Again click on '''View''' '''menu''' in the '''menu bar''' and then on the '''Zoom''' option.

This time from the context menu we’ll click on the '''Zoom '''option.
|-
|| Only narration
|| '''Zoom & View Layout''' dialog box opens up.
|-
|| Point to '''Zoom factor''' and '''View layout'''
|| It has 2 headings namely - '''Zoom Factor''' and '''View''' '''Layout'''.
|-
|| Point to '''Zoom factor''' option
|| The '''Zoom Factor''' sets the magnification in which to display the '''spreadsheet'''. 
|-
|| Point to options
|| Under '''Zoom Factor''' we see many options.
|-
|| Click on '''Fit width and height '''option >> click on '''Ok'''




Scroll down and up
|| Click on '''Fit width and height''' and then on the''' Ok''' button at the bottom right'''.'''

This view fits the '''spreadsheet''' across the entire width and height of the page. 

Scroll down and up, it displays many pages at a time.
|-
|| Click on '''View''' >> '''Zoom>> Zoom & View Layout''' dialog box''' >>'''
|| Open the '''Zoom & View Layout''' dialog box again.
|-
|| Point to '''Fit to Width'''
|| Next option is '''Fit Width'''. 

This fits the page to its width.
|-
|| Point on '''100%'''
|| '''100'''% view will display the page in its actual size. 
|-
|| Highlight both options with a red box
|| Try out these 2 options on your own.
|-
|| Click on '''Variable''' option
|| Next we have the most important '''zoom''' option called the '''Variable'''.
|-
|| Point to '''Zoom factor'''
|| Here, we can type the''' zoom factor''' at which we want to view the '''spreadsheet'''.
|-
|| Change value field as '''75%''' >> click on '''OK'''
|| For example, let’s type the value as '''75%''' in the '''Variable''' field.

And then click on the '''OK''' button.
|-
|| Point to the texts.

Click on '''View''' >> '''Zoom>>Optimal View'''
|| Observe how the text is '''zoomed'''.

Let's switch back to '''Optimal''' '''View''' for better visibility.
|-
|| Only Narration
|| Next, we will learn about '''Print Preview'''.
|-
|| Click on '''Toggle''' '''Print''' '''Preview''' icon
|| Click on the '''Toggle''' '''Print Preview '''icon in the '''Standard toolbar'''.
|-
|| Show '''print''' '''preview''' mode
|| The '''Print Preview bar''' appears when we view the '''spreadsheet''' in preview mode.
|-
|| Zoom the interface using zoom slider
|| For the better visibility I'm enlarging the view.
|-
|| Only narration
|| It basically shows how the '''spreadsheet''' will look like, when it is printed.
|-
|| Scroll down to see all the pages
|| Scroll down and up to see all the pages in the '''spreadsheet'''.
|-
|| Show '''Page''' '''2''' and '''Page''' '''4'''
|| 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.
|-
|| Click on the '''Close''' '''Preview''' button.
|| Click on the''' Close Preview '''button at the top to exit the '''Toggle Print View.'''
|-
|| Select column '''C to H'''
|| Now select the columns '''C '''to''' H''' as shown here.
|-
|| Place cursor on '''H''' column header
|| Place the cursor on the right edge on the column header '''H.''' 

Notice that the cursor changes into a double-sided arrow. 
|-
|| Left click and drag towards left.

Point to the Data
|| Now click and hold the left mouse button 

Drag a little towards the left side as shown to reduce the margins.

On doing so, all the columns from '''C''' to''' H '''get resized proportionally.
|-
|| Point to the hashtags
|| While doing so some '''data''' in the '''cells''' may look like a series of '''hashtags'''.

If so, resize the''' columns''' and '''zoom''' level in such a way that we are able to see the '''data '''again. 
|-
|| Point to the dotted lines.
|| The '''data''' in the columns '''A '''to''' H. '''are now within the dotted boundary line of the page.
|-
|| Click on '''Toggle''' '''Print''' '''Preview''' icon
|| Again, click on the '''Toggle''' '''Print Preview '''icon in the '''Standard toolbar'''.
|-
|| Point at the Pages
|| Now the '''data''' fits within two pages.
|-
|| Only narration.
|| In this way we can adjust the '''data''' before printing, so that it looks neat and organised.
|-
|| Point to the '''Print''' icon
|| From this screen, one can proceed to printing the '''spreadsheet''', by clicking the '''Print''' icon.

But I will not do so now.
|-
|| Click '''Close Preview''' button
|| Click on the '''Close Preview''' button to close the preview.
|-
|| Click on '''File >> Print Preview'''

Press '''Esc '''key
|| We can also click on '''File menu''' in the''' menu bar''' and click on '''Print Preview.'''
|-
|| Only narration
|| Next, we will learn how to print our '''LibreOffice Calc spreadsheet.'''
|-
|| Text on screen: Printer connection should be configured correctly on your machine.
|| First, ensure that the printer connection is configured correctly on your machine.
|-
|| Point on '''Print''' icon 
|| To directly print the entire '''spreadsheet''', click on the

'''Print''' icon in the '''Standard toolbar'''.

This is known as quick printing. 
|-
|| Click '''File''' '''>> Print'''
|| Alternatively, you can click on the '''File menu''' in the''' menu bar '''and then click on '''Print.'''
|-
|| '''Print '''dialog box appears 

Highlight the 2 tabs

Highlight the settings below also
|| The '''Print '''dialog box appears on the screen.

There are 2 tabs with different settings in this dialog box.

We can either leave these as default or change the settings as per our printing requirement.
|-
|| Click Printer >>''' Print to File'''
|| Under '''Printer drop-down''', let’s select '''Print to File '''option.

This option is used predominantly to print the '''spreadsheet '''into '''PDF '''file''' '''format.
|-
|| Point and then click on '''Print to File'''
|| The button at the bottom of the dialog box says '''Print to File'''.

Click on it.
|-
|| Choose '''Desktop '''>> type '''sample-file >> '''Click '''Save'''
|| Choose the location to save and type a '''filename''' for the '''pdf'''.

Then click on the '''Save''' button at the top right.
|-
|| Only narration
|| This saves the file in '''PDF''' format.

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

Press '''Ctrl+P '''keys
|| Let’s learn about some more printing features.

Press '''Ctrl+P '''keys on the keyboard.

This is the shortcut to open the '''Print '''dialog box.
|-
|| Select my configured printer’s''' '''name '''(HP LaserJet)'''.
|| Under '''Printer''', we will select our configured printer’s''' '''name.
|-
|| Under '''Range and Copies''' >> '''Pages''' = 2 and 
'''Number of copies''' = 3.
|| Under '''Range and Copies''', let’s set the '''Pages''' as 2 and '''Number of copies''' as 3.

So we are printing 3 copies of Page 2 of our '''spreadsheet'''.
|-
|| Click '''Ok'''
|| Click on the '''OK '''button at the bottom right of the dialog box, to start the printing.
|-
|| Only narration
|| If our printer is configured correctly, the pages and copies we mentioned will now get printed.
|-
|| Only narration
|| Now let’s see how to print certain parts of '''data''' by selecting some '''cells'''.
|-
|| Select '''A1''' to '''C8'''
|| Let’s select the '''data''' from '''A1''' to '''C8''' as shown here.
|-
|| Press '''Ctrl+P '''keys
|| Press '''Ctrl+P '''keys on the keyboard.
|-
|| '''From which''' >> Click on dropdown

Select '''Print selected cells'''
|| In the '''Print '''dialog box, click on the dropdown besides '''From''' '''which''' option. 

From the available options select''' Print selected cells.'''
|-
|| Point to print preview.
|| Observe that only selected '''cells''' are displayed in the '''Print preview''' section.
|-
|| Click '''Ok'''
|| Now, click on the '''OK '''button at the bottom right to start the printing.
|-
|| Only narration
|| Next, we will see how to access other '''Print '''options.
|-
|| Click on '''Tools'''>>'''options'''
|| Click on the '''Tools menu '''in the '''menu bar''' and then click on '''Options.'''
|-
|| Click on '''Libreoffice'''>>'''Print'''
|| Click on the arrow beside '''LibreOffice '''if not already expanded and then click on '''Print.'''
|-
|| Dialog box appears
|| A dialog box, giving us several options to select from.

Choose these options as per requirements.
|-
|| Click on '''OK''' button
|| I will keep all the default settings and then click on the '''OK '''button at the bottom.
|-
|| Only narration
|| These settings are now valid for all prints from '''LibreOffice Calc''', in the future.
|-
|| Ctrl + S & Close
|| Save and Close the file
|-
|| Only Narration 
|| This brings us to the end of this tutorial.

Let us summarize.
|-
|| Slide: Summary
|| In this tutorial, we learnt to: 

* View '''spreadsheets''' and
* Print '''spreadsheets''' in '''LibreOffice Calc.'''
|-
|| Slide: Assignment
|| As an assignment

* Open “'''Spreadsheet-Practice.ods'''” file. 
* Print '''Sheet 1 '''data in '''Landscape''' mode option.
* Choose '''View '''and select '''Full Screen''' option
* Exit '''Full Screen''' option

|-
|| '''Slide''': About Spoken Tutorial Project
|| 
* The video at the following link summarizes the Spoken Tutorial project.
* Please download and watch it.

|-
|| '''Slide''': Spoken Tutorial Workshops
|| 
* The Spoken Tutorial Project Team conducts workshops and gives certificates.
* For more details, please write to us.

|-
|| '''Slide''': Forums
|| Please post your timed queries in this forum. 
|-
|| '''Slide''': Acknowledgement
| | '''Spoken Tutorial '''project is funded by '''MHRD''', Govt. of India.
|-
|| '''Slide''': Thank you
| | This is '''Arvind''' from''' IIT Bombay''' signing off. Thank you for watching.
|-
|}