Difference between revisions of "LibreOffice-Suite-Calc-6.3/C2/Introduction-to-LibreOffice-Calc/English-timed"

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Latest revision as of 12:06, 1 October 2020

Time Narration
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
00:12 Various toolbars
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

Mac OSX

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.


Do so likewise on your machine.

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 dot 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 hyphen 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 hyphen 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 dot 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 dot ods.
12:44 Then click on the Open button at the top right corner.
12:49 The file Personal Finance Tracker dot 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.
15:29 The video at the following link summarises the Spoken Tutorial project.

Please download and watch it

15:38 We conduct workshops using spoken tutorials and give certificates.

For more details, please write to us.

15:48 Do you have questions in THIS Spoken Tutorial?
15:52 Please visit this site
15:55 Choose the minute and second where you have the question
16:00 Explain your question briefly
16:03 The Spoken Tutorial project team will ensure an answer
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16:13 The Spoken Tutorial forum is for specific questions on this tutorial.
16:19 Please do not post unrelated and general questions on them.

This will help reduce the clutter.

16:27 With less clutter, we can use these discussions as instructional material.
16:33 The Spoken Tutorial project is funded by MHRD, Govt. of India.
16:40 This tutorial was originally contributed by DesiCrew Solutions Pvt. Ltd. in 2011

This is Arvind along with Spoken Tutorial team from IIT Bombay signing off.

Thank you for watching.

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