Difference between revisions of "LibreOffice-Suite-Calc/C2/Working-with-data/English-timed"

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Revision as of 10:29, 8 January 2016

Resources for recording

Working With Data


Time Narration
00:00 Welcome to the Spoken tutorial on LibreOffice Calc – Working with data.
00:06 In this tutorial, we will learn about:
00:09 * Speed up using Fill tools and Selection lists.
00:13 * Sharing content between sheets.
00:16 * Removing data, replacing data and changing part of a data.
00:23 Here we are using:
  • Ubuntu Linux version 10.04 and
  • LibreOffice Suite version 3.3.4.
00:32 Entering data into a spreadsheet can be very labor-intensive but Calc provides several tools for making it considerably easier.
00:42 The most basic ability is to drag and drop the contents of one cell to another with a mouse.
00:49 But Calc also includes several other tools for automating input, especially of repetitive material.
00:57 These tools are namely- Fill tool, Selection lists.
01:01 These can input information into multiple sheets of the same document.
01:06 We will learn about each one of them one by one.
01:09 Let us open our “Personal-Finance-Tracker.ods” file.
01:14 The Fill tool is a useful method for duplicating the contents in the sheet.
01:19 In our “Personal-Finance-Tracker.ods” file, let's say- we want to copy the data under the heading “Cost” to the adjacent cells.
01:30 Then, first select all the data which needs to be copied by clicking on the cell which contains the entry “6000”.
01:38 Now, holding down the left mouse button, drag the mouse till the end of the cell which contains the cost entry “2000”.
01:46 Also, select the cells where we want to copy the data.
01:51 Now, release the left mouse button.
01:53 Click on the Edit option in the menu bar and then click on the Fill option.
01:59 In the pop-up menu, click on the Right option.
02:03 You see that the data under the heading “Cost” gets copied to the adjacent cells.
02:09 Let us undo the changes.
02:12 A more complex use of the Fill tool is to use it for filling some series as data in sheets.
02:20 Calc provides default lists for the full and abbreviated days of the week and the months of the year.
02:27 It also enables the user to create his own lists.
02:34 Now, let's insert a new heading named “Days” in our sheet.
02:38 Under this, we will display the seven days of the week automatically.
02:43 Select the first seven cells below the heading “Days”.
02:48 Now, click on the Edit option in the menu bar and go to the Fill option.
02:53 Click on the Series option in the menu.
02:57 You see that a dialog-box appears with the heading as “Fill Series”.
03:02 Now, under the heading- “Series type”, click on the “AutoFill” option.
03:07 In the “Start value” field, we type our first day of the week, that is “Sunday”.
03:13 The increment is already set as “1”.

Now, click on the OK button.

03:18 You see that the days are automatically entered into the cells.
03:23 You can enter only weekdays, month or year by the same method as they are pre-defined in Calc.
03:32 Another method for auto-filling of sequential data is as follows-
03:37 Type “Sunday” in a cell and press Enter. This will shift the focus to the next cell in the column.
03:46 Go back to the cell where “Sunday” was typed. You will now see a small black box at the bottom-right-hand corner of the cell.
03:55 Click on this box with the mouse.
03:57 Drag it downwards till you see Saturday in the display box on the right.
04:04 Release the mouse button.
04:06 The cells get filled with the weekdays automatically.
04:10 This trick works for all data that are sequential. Let us undo the changes.
04:17 You can also create a one-time fill series for numbers by entering the start, end and the increment values.
04:24 To demonstrate this, we will first delete the serial numbers already entered in the cells “A1” to “ A7”.
04:33 After deleting the numbers, select the cells referenced as “A2” to “A7” again.
04:40 Now, click on the Edit in the menu bar and then on Fill and Series option.
04:46 A dialog-box appears in front of us.

Now, click on the Linear option, under the heading “Series type”, if it is not selected by default.

04:57 In the “Start value” field, we will type the first serial number- that is “1”.
05:03 In the “End value” field, we will type the last value to be entered as “6”.
05:08 Now, we set the “Increment” value as “1” and finally click on the OK button.
05:14 We see that the cells automatically get filled with the sequential serial numbers.
05:21 In all these cases, the Fill tool creates only a momentary connection between the cells. Once they are filled, the cells have no further connection with one another.
05:32 Apart from Fill tools, there is one more speed up tool called “Selection lists” which is limited to using only text.
05:40 We will discuss it in the later tutorials of this series.
05:45 After learning about the “Fill tools” and “Selection lists”, we will now learn how to share content between sheets.
05:52 Calc enables a user to enter the same information in the same cell on multiple sheets.
05:58 This means, instead of entering the same list on each sheet individually, you can enter it in all the sheets at once.
06:07 In our “Personal-Finance-Tracker.ods” file, our entire data is on “Sheet 1”.
06:14 Now, we want “Sheet 2” as well as “Sheet 3” to show the same data as in “Sheet 1”.
06:21 So, we click on the Edit option in the menu bar and then click on the “Sheet” option.
06:27 Now, click on “Select”.
06:30 Now, in the dialog-box which appears, using shift key we select the options “Sheet 1”, “Sheet 2” and “Sheet 3”.
06:40 And then click on the OK button.
06:42 This takes us back to “Sheet 1”.
06:45 Now, let's enter some data in “Sheet 1”.
06:49 For example- in the cell referenced as “F12”, we’ll type “This will be displayed on multiple sheets”.
06:57 Now, click on the “Sheet 2” and the “Sheet 3” tab one after the other.
07:02 We see that in each of these sheets, the cell referenced as “F12” contains the same data.
07:09 Let us undo the changes.
07:12 Next, we will learn about different ways in which we can delete and edit data in the cells.
07:18 To delete data without removing any of the formatting of the cell, just select a cell.
07:25 You see that the data of the cell is displayed in the “Input line” field.
07:30 Now, press the Backspace button on the keyboard.
07:35 You see that the data gets deleted.
07:37 Let us undo the changes.
07:39 To replace the data in a cell, simply select the cell and type over the old data.
07:46 The new data will retain the original formatting.

Let us undo the changes.

07:52 In order to change a part of the data in a cell, without removing all of the contents, just double-click on the cell.
08:01 Now, by navigating the cursor, you can edit the cell as per your requirement.
08:07 Let us undo the changes.
08:09 This brings us to the end of the Spoken Tutorial on LibreOffice Calc:
08:15 To summarize, we learned about:
08:17 * Speed up using Fill tools and Selection lists.
08:20 * Sharing content between sheets.
08:23 * Removing data, replacing data, changing a part of the data.
08:29 Watch the video available at the following link.
08:32 It summarizes the Spoken Tutorial project.
08:35 If you do not have good bandwidth, you can download and watch it.
08:40 The Spoken Tutorial project team:
08:43 * Conducts workshops using spoken tutorials.
08:46 * Gives certificates for those who pass an online test.
08:49 For more details, please write to:

contact at spoken hyphen tutorial dot org.

08:55 Spoken Tutorial project is a part of the Talk to a Teacher project.
09:00 It is supported by the National Mission on Education through ICT, MHRD, Government of India.
09:07 More information on this mission is available at:
09:11 spoken hyphen tutorial dot org slash NMEICT hyphen Intro.
09:18 This tutorial has been contributed by DesiCrew Solutions Pvt. Ltd.

Thanks for joining.

Contributors and Content Editors

Minal, Pratik kamble, Sandhya.np14

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