Difference between revisions of "LibreOffice-Suite-Calc/C3/Advanced-Formatting-and-Protection/English-timed"

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||In this tutorial, we will learn how to:  
 
||In this tutorial, we will learn how to:  
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* Password protect a spreadsheet  
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* '''Password protect''' a spreadsheet  
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* Password protect a single sheet or a tab in a spreadsheet  
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* Password protect a single '''sheet''' or a tab in a spreadsheet  
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* Define Ranges for a database  
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* Define '''Ranges''' for a database  
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* Use the Subtotal option and  
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* Use the '''Subtotal''' option and  
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* Validate cells.  
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* '''Validate''' cells.  
 
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||First let us learn to '''password protect''' this file.  
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||First, let us learn to '''password protect''' this file.  
 
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||Then enter a password  
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||Then enter a '''password'''
 
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||01:23
 
||01:23
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||and re-enter the password in '''confirm box''' also and click '''OK'''.  
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||and re-enter the password in '''Confirm box''' also and click '''OK'''.  
  
 
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||01:30
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||Then close the "Personal-Finance-Tracker.ods".
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||Then, close the "Personal-Finance-Tracker.ods".
  
 
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||Now type the correct password.  
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||Now, type the correct password.  
  
 
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||Let us close and open this file.  
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||Let us '''close''' and '''open''' this file.  
  
 
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||Let’s learn how to password protect the individual sheets from this file.  
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||Let’s learn how to '''password protect''' the individual sheets from this file.  
  
 
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||02:37
 
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||From the Menu bar, click on '''Tools, Protect Document''' and '''Sheet'''.  
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||From the menu bar, click on '''Tools > Protect Document''' and '''Sheet'''.  
  
 
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||Now, in the '''“Password”''' field, let’s enter “abc”, in the lower case, and re-enter the password in the '''“Confirm”''' field.  
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||Now, in the '''“Password”''' field, let’s enter “abc”, in the lower case and re-enter the password in the '''“Confirm”''' field.  
  
 
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||We are not able to select any '''cell'''!  
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||We are not able to select any cell!  
  
 
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||From the Menu bar, click on '''“Tools”, “Protect Document”''' and '''“Sheet”'''.  
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||From the Menu bar, click on '''“Tools” > “Protect Document”''' and '''“Sheet”'''.  
  
 
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||03:49
 
||03:49
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||A dialog-box, that requests for the password, appears.  
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||A dialog-box that requests for the password, appears.  
  
 
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||You can sort, group, search, and perform calculations on the range as you would in any database.  
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||You can '''sort''', group, search and perform calculations on the range as you would in any database.  
  
 
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||04:30
 
||04:30
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||Let’s define a database in “Personal-Finance-Tracker.ods” and sort the data.
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||Let’s define a database in “Personal-Finance-Tracker.ods” and '''sort''' the data.
  
 
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Revision as of 08:28, 9 January 2016

Resources for recording Advanced Formatting and Protection


Time Narration
00:00 Welcome to the Spoken Tutorial on Advanced Formatting and Protection in LibreOffice Calc.
00:07 In this tutorial, we will learn how to:
  • Password protect a spreadsheet
  • Password protect a single sheet or a tab in a spreadsheet
  • Define Ranges for a database
  • Use the Subtotal option and
  • Validate cells.
00:25 Here we are using:
  • Ubuntu Linux version 10.04 and
  • LibreOffice Suite version 3.3.4.
00:35 Let’s open “Personal-Finance-Tracker.ods”.
00:40 First, let us learn to password protect this file.
00:44 This option ensures that only people who know the password can open this file.
00:51 From the Main menu, click File and Save As.
00:55 The Save dialog-box appears.
00:58 Next, check the 'Save with password' box.
01:03 Then click Save.
01:06 As we are using the Save As option, we can either save it as a different file or replace the same file.
01:15 Here, let us replace the file.
01:18 Click Yes.
01:20 Then enter a password
01:23 and re-enter the password in Confirm box also and click OK.
01:30 Then, close the "Personal-Finance-Tracker.ods".
01:36 Now, let us re-open this file and check what happens.
01:41 The Enter Password dialog-box appears!
01:45 Let us enter a wrong password here.
01:48 Click OK.
01:50 We get an error message which says that the password is incorrect.
01:56 Now, type the correct password.
01:59 The file opens.
02:01 How do we remove the password option? It’s simple too.
02:07 We un-check the Save with password option.
02:10 Again, as we use the Save option, we can either save it as a different file or replace the same file.
02:18 Here, let us replace the file.
02:21 Click Yes.
02:23 Let us close and open this file.
02:27 You do not require a password to open the file.
02:31 Let’s learn how to password protect the individual sheets from this file.
02:37 From the menu bar, click on Tools > Protect Document and Sheet.
02:44 The “Protect Sheet” dialog-box appears.
02:47 To protect the sheet, first un-check the options “Select Locked cells” and “Select Unlocked cells”.
02:56 Now, in the “Password” field, let’s enter “abc”, in the lower case and re-enter the password in the “Confirm” field.
03:07 Click OK.
03:08 Now, let’s try to select and modify data in a cell.
03:15 We are not able to select any cell!
03:18 The sheet cannot be modified!
03:22 But what about the other sheets?
03:24 Let’s click on Sheet2.
03:27 Let’s select a cell and try to edit it.
03:30 Calc allows us to edit the cells in the other sheets.
03:35 Let’s go back to the first sheet.
03:38 Now, let’s un-protect the sheet.
03:41 This is simple.
03:43 From the Menu bar, click on “Tools” > “Protect Document” and “Sheet”.
03:49 A dialog-box that requests for the password, appears.
03:53 Enter “abc” in small case in it and click OK.
03:59 We are able to select the cells again!
04:03 Let’s learn about Ranges.
04:06 You can define a range of cells in a spreadsheet and use it as a database.
04:12 Each row in this database range corresponds to a database record and
04:17 each cell in a row corresponds to a database field.
04:22 You can sort, group, search and perform calculations on the range as you would in any database.
04:30 Let’s define a database in “Personal-Finance-Tracker.ods” and sort the data.
04:38 First, let’s select the items which we require in the database.
04:43 Let’s select all the data under the heading “SN” to "Account" together. We have already learnt how to select data.
04:53 Now, let’s name our database.
04:56 From the Menu bar, click Data and then click on Define Range.
05:02 In the “Name” field, type “dtbs” which is the short-form of database.
05:08 Click OK.
05:10 Again, from the Menu bar, click Data and Select Range.
05:15 Notice that in the “Select Database Range” dialog-box that appears, the name “dtbs” is listed as a database.
05:24 Click on the OK button.
05:27 Now, let’s sort the data in this database.
05:31 From the Menu bar, click Data and Sort.
05:35 In the Sort dialog-box that appears, click the “Sort by” field and select “SN”.
05:42 Next, from the right side, select “Descending”.
05:47 Under the first “Then by” field, click on the drop-down and select “Cost”.
05:54 Again, from the right side, select “Descending”.
05:58 In the second “Then by” field, click on the drop-down, select “Spent” and then again select “Descending”.
06:07 Click OK.
06:09 The data is sorted under the heading “SN” and in the descending order!
06:15 In a similar manner, we can perform other operations in the database too!
06:21 Let’s press the CTRL+Z keys to undo the sort and get the original data.
06:28 Now, let’s learn how to use the “Subtotal” option in Calc.
06:34 The “Subtotal” option, calculates the grand total of data under different headings, using a mathematical function of our choice.
06:43 Let’s find the subtotal of the data under the heading “Cost”.
06:49 First, let’s delete the entry in row number 8.
06:53 select all data under SN to ACCOUNT together.
06:59 Next, from the Menu bar, click Data and Subtotals.
07:04 In the Subtotals dialog-box that appears, from the “Group by” field, let us select “SN”.
07:11 This groups the data by Serial Number.
07:15 Next, in the “Calculate subtotals for” field, click on the “Cost” option.
07:21 This will calculate the total of all the entries under it.
07:26 Under the “Use function” field , let’s choose “Sum” and click OK.
07:33 Notice that the “Grand total” of the entries, under the heading “Costs”, is displayed on the spreadsheet.
07:41 On the left side of the sheet there are 3 new tabs “1”, ”2”and “3”.
07:47 These tabs give 3 different views of the data.
07:52 Let’s click on tab 1.
07:54 Notice that only the grand total of the data under “Costs” is displayed.
08:00 Click on tab “2” .
08:02 The data under “Costs” as well as the grand total is displayed.
08:08 Now, click on tab “3”.
08:11 We get the detailed view of the sheet along with the grand total of the data under “Costs”.
08:18 Let’s close this file.
08:21 A dialog-box with message Save or Discard changes appears.
08:26 Click Discard.
08:28 Now, let’s re-open the file.
08:31 Now, let’s learn about the “Validity” option in LibreOffice Calc.
08:37 The “Validity” option validates data in the spreadsheet.
08:41 This is done by specifying the “Validation rules” for the selected cells in the spreadsheet.
08:49 For example, in “Personal-Finance-Tracker.ods”, we can specify the mode of payment for the items bought using Validation.
08:59 Now, let us delete the heading “Date” and its contents.
09:04 Let us give another heading for “Mode of Payment” as “M-O-P”, next to the heading “Received”.
09:12 Below the heading “M-O-P”, the cells can be used to display the mode of payments, for the data entries, under the heading “Items”.
09:21 That is, ”Salary”, ”Electricity Bills” and the other components.
09:27 Now, let us click on the empty cell just below the heading ”M-O-P”.
09:33 This will have the mode of payment for the component “Salary”.
09:38 Now, from the Menu bar, click “Data” and “Validity”.
09:43 The Validity dialog-box appears.
09:47 Let’s click the “Criteria” tab.
09:50 From the “Allow” field drop-down, click “List”.
09:55 The “Entries” box pops-up.
09:58 Let’s enter the options which will appear on validating the selected cell.
10:05 Let’s type the first mode of payment as “In Cash” and then press the Enter key from the keyboard.
10:13 Next, let’s type the second mode of payment as “Demand Draft”.
10:19 Click OK.
10:21 The selected cells are validated!
10:25 Now, press the down-arrow that is displayed alongside.
10:30 Can you see the options that we entered as Mode of Payments in the Entries box?
10:36 To validate the cells below, first click on the Format Paintbrush option on the toolbar.
10:43 Then, select the cells below the validated cell by pressing the left mouse button and then dragging along the cells.
10:53 Now, release the mouse button.
10:57 All the selected cells are validated in the same manner.
11:09 Now, click on the cell just below the heading “M-O-P” and then click on the down-arrow.
11:17 Both the options for mode of payment are displayed.
11:21 Let’s select the In Cash option.
11:25 In the same manner, you can select “Cash” or “Demand Draft” in each of the validated cells according to the mode of payment made.
11:36 This brings us to the end of this Spoken Tutorial on LibreOffice Calc.
11:42 To summarize, we have learnt how to:
  • Password protect a spread sheet
  • Password protect a single sheet or tab in a spreadsheet file
  • How to define Ranges for database
  • How to use Subtotals and
  • How to validate cells.
12:01 Watch the video available at the following link.
12:04 It summarizes the Spoken Tutorial project.
12:07 If you do not have good bandwidth, you can download and watch it.
12:11 The Spoken Tutorial Project team:
12:13 * Conducts workshops using spoken tutorials.
12:17 * Gives certificates for those who pass an online test.
12:20 For more details, please write to:

contact at spoken hyphen tutorial dot org.

12:27 Spoken Tutorial project is a part of the Talk to a Teacher project.
12:31 It is supported by the National Mission on Education through ICT, MHRD, Government of India.
12:39 More information on this mission is available at:
12:42 spoken hyphen tutorial dot org slash NMEICT hyphen Intro.
12:50 This tutorial has been contributed by DesiCrew Solutions Pvt. Ltd.

Thanks for joining.

Contributors and Content Editors

PoojaMoolya, Pratik kamble, Ranjana, Sandhya.np14, Sneha

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