LibreOffice-Suite-Calc/C2/Formatting-Data/English

Resources for recording Formatting Data

VISUAL CUE	NARRATION
Show Slide Number 1 Title Slide	Welcome to the Spoken tutorial on LibreOffice Calc – Formatting Data in Calc.
Show Slide Number 2 Learning objectives Formatting Borders, background colors. Formatting multiple lines of text using Automatic Wrapping. Merging Cells. Shrinking text to fit the cell.	In this tutorial we will learn about: Formatting Borders, background colors. Formatting multiple lines of text using Automatic Wrapping. Merging Cells. Shrinking text to fit the cell.
Show Slide Number 3 OS and versions	Here we are using Ubuntu Linux version 10.04 as our operating system and LibreOffice Suite version 3.3.4.
Open “personal finance tracker.ods” file.	First let us learn about formatting borders in LibreOffice Calc. Let us open our “personal finance tracker.ods” file.
Point to “SN”, “Item”, “Cost”, “Spent”, “Received”, “Date”, “Account”	Formatting of borders can be done on a particular cell or a block of cells. For example, let us format the cells with the headings “Serial Number”, “Item”, “Cost”, “Spent”, ”Received”, ”Date”, ”Account”.
Click on cell having data, “SN”. Now hold down the left mouse button and drag it along the cells containing the headings. After selecting the entire horizontal row containing the headings, click on the “Borders” icon on the Formatting toolbar.	So let us first click on the cell with the heading Serial Number, denoted by “SN”. Now hold down the left mouse button and drag it along the cells containing the headings. After selecting the entire horizontal row containing the headings, click on the “Borders” icon on the Formatting toolbar.
Click on the last border style option. Press “CTRL + Z”.	A drop down box opens up containing several border styles. Click on one of the styles you want to apply on the borders. I will click on the last option. We see that the borders get formatted according to our selected style. Let us undo this change.
Point to the highlighted selected cells. Right-click → click on “Format Cells” . Click on the “Borders” tab. Point to “Line arrangement”, “Line”, “Spacing to contents” and “Shadow style”.	The selected cells are still highlighted. Right-click on the selection and choose “Format Cells” option. Now click on the “Borders” tab. You will see the options for “Line arrangement”, “Line”, “Spacing to contents” and “Shadow style”. Displayed in each of these are the default settings of Calc. But one can change any of these to suit our requirement.
Point to “User-defined” → Point to the preview window. Click on the third option under “Default” → Point to the preview window. Click on “Style” and choose dotted line. Click on “Width” and choose 2.00pt. Click on “Color” and choose “Turquoise”. Point to the preview window.	Under “User-defined”, you can see a small preview window which displays the selection. I will choose the third option under “Default” and you can see that it is reflected in the preview window. I will also change the “Style”, “Width” and “Color”. Again notice the change in the preview window.
Point to the “Synchronize” option check-box. Click on any one of the scroll counters and increase the spacing pt to “2.4pt”. Point and show that Bottom, Top, Right, Left margins have changed. Un-check “Synchronize” option check-box. Click on “Top” and “Bottom” scroll counters and decrease the spacing pt to “1.4pt”.	Spacing to contents has the “Synchronize” option checked. This means that the same spacing is applied to all the margins. One can uncheck it and change the margin spacing as per the requirement. I will change “Top” and “Bottom” margins to 1.4pt. I will leave you to explore the various Shadow styles, on your own.
Click on OK. Click on a cell below to display the changes to the selected cells.	Click on OK. This will apply the chosen style to the selected cells.
	After learning how to format borders, now let us learn how to give background colors to cells.
Point to “Background Color” in the Formatting toolbar.	In order to give background colors to cells, Calc provides an option called “Background Color”, located in the Formatting toolbar.
	Now let us see how it is implemented. For example, let us give a background color to the cells containing the headings.
Click on the cell containing data, ”SN”. Hold down left mouse button and select cells that have the headings. Click on “Background Color” in the Formatting toolbar. Point to the drop-down colour pallette. Click on “Grey”. Point to the cells in grey color.	So let us first click on the cell which contains the heading Serial Number, denoted by “SN”. Now hold down the left mouse button and drag it along the cells containing the headings. After selecting the entire horizontal row containing the headings, click on the “Background Color” option in the Formatting toolbar. A pop up menu opens up where you can select the color you want to apply as a background. Let us click on “Grey” color. You can see that the cell background for the headings turns grey.
	Calc provides various options for formatting multiple lines of text. The first one is by using “Automatic Wrapping”. “Automatic Wrapping” allows a user to enter multiple lines of text into a single cell.
Click on cell referenced as “B12”->do right click on the cell->click on “Format Cells”	So let us see how it is implemented. Now in our “personal finance tracker.ods” sheet, let us click on a empty cell. For example lets click on cell number “B12”. Now do a right click on cell and then click on the “Format Cells” option.
Click on “Alignment”. Click on “Wrap text automatically”->click on “OK”	Now click on the “Alignment” tab in the dialog box. At the bottom of the dialog box click on the “Wrap text automatically” option and then click on the “OK” button.
Click again on cell referenced as “B12” and type the text “THIS IS A PERSONAL FINANCE TRACKER.IT IS VER USEFUL”. UNDO the action.	Now we type “THIS IS A PERSONAL FINANCE TRACKER. IT IS VERY USEFUL”. You see that the multiple statements get wrapped in a single cell. Lets undo the changes
	After learning about “Automatic Wrapping”, we will now learn how to merge cells in Calc.
Click on “1” under the heading “SN”. Hold down the “Shift” button->click on “Salary”->leave “Shift” button.	In our “personal finance tracker.ods” file , if we want to merge cells containing the Serial number with the heading “SN” and their corresponding items, then first click on the data entry '1' under the heading “SN”. Now hold down the “Shift” key on the keyboard and click on the cell with its corresponding item, “Salary”. This highlights the two cells that are to be merged.
Click on the “Format”->click on “Merge Cells”->click on “Merge Cells”. Click on “Yes”.	Next click on the “Format” option in the menu bar and then click on the “Merge Cells” option. In the sidebar which pops up, click on the “Merge Cells” option. In order to move the contents of both the cells in a single cell, click on the “Yes” option in the dialog box which appears.
Show that the cells are merged. Undo the action performed.	You see that the selected cells get merged into one and the contents are also within the same merged cell. Now let us undo the merging we did by clicking on the “undo” option in the toolbar or by pressing “CTRL+Z” together.
	Next we will learn how to shrink text to fit into the cell. The font size of the data in a cell can be automatically adjusted to fit into a cell. Let us learn how to do it.
Type “This is for the month of January” in cell referenced as B14. Click on cell “B14”	Lets type the text “This is for the month of January” in the cell referenced as B14. You see that the text doesn't fit into the cell. In order to shrink the text so that it fits, click on the cell referenced as B14 first.
Click on “Format” in the menu bar->click on “Cells”->Point to “Format Cells” heading of the dialog box. Click on “Alignment” tab. Click on “Shrink to fit cell size”->click on “OK”.	Now click on the “Format” option in the menu bar and then click on “Cells”. Alternately, right-click on the cell and click on “Format Cells”. You see that the “Format Cells” dialog box opens. Click on the “Alignment” tab in the dialog box. At the bottom of the dialog box, click on the “Shrink to fit cell size” check-box and then click on the “OK” button.
Point to cell referenced as “B14” UNDO the action	You see that the entire text shrinks and adjusts itself by decreasing its font size so that the text fits into the cell referenced as B14. Lets undo the changes
Show Slide Number 4 SUMMARY Formatting Borders, background colors in Calc. Formatting multiple lines of text using Automatic Wrapping. Merging Cells. Shrinking text to fit the cell.	This brings us to the end of the Spoken Tutorial on LibreOffice Calc. To summarize, we learned about: Formatting Borders, background colors in Calc. Formatting multiple lines of text using Automatic Wrapping. Merging Cells. Shrinking text to fit the cell.
Show Slide Number 5+6 COMPREHENSIVE ASSIGNMENT	COMPREHENSIVE ASSIGNMENT Open “spreadsheet practice.ods” sheet. Select all the headings. Give the background color to the headings as blue. Using “Automatic Wrapping” type the text, “This is a Department Spreadsheet”. Shrink this text to fit in the cell.
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