LibreOffice-Suite-Calc/C2/Working-with-data/English

Resources for recording

Working With Data

VISUAL CUE	NARRATION
Show Slide Number 1 Title Slide	Welcome to the Spoken tutorial on LibreOffice Calc – Working with data.
Show Slide Number 2 Learning objectives Speed up using Fill tools and Selection lists. Sharing content between sheets. Removing data,Replacing data,Changing part of a data.	In this tutorial we will learn about: Speed up using Fill tools and Selection lists. Sharing content between sheets. Removing data, Replacing data, Changing part of a data.
Show Slide Number 3	Here we are using Ubuntu Linux version 10.04 and LibreOffice Suite version 3.3.4.
Show Slide Number 4	Entering data into a spreadsheet can be very labor-intensive, but Calc provides several tools for making it considerably easier. The most basic ability is to drag and drop the contents of one cell to another with a mouse. But Calc also includes several other tools for automating input, especially of repetitive material. These tools are namely, “Fill tool”, “Selection lists”. These can input information into multiple sheets of the same document.
Open “Personal-Finance-Tracker.ods”	We will learn about each one of them one by one. Let us open our “Personal-Finance-Tracker.ods” file.
Select cells having data “6000” to “2000” and also the cells where we want to copy them. Release the left mouse after selecting the cells.	The Fill tool is a useful method for duplicating the contents in the sheet. In our “Personal-Finance-Tracker.ods” file, lets say we want to copy the data under the heading “Cost” to the adjacent cells. Then first select all the data which needs to be copied by clicking on the cell which contains the entry, “6000”. Now holding down the left mouse button, drag the mouse till the end of the cell which contains the cost entry, “2000”. Also select the cells where we want to copy the data. Now release the left mouse button.
Click on “Edit”->click on “Fill” Click on “Right”.	Click on the “Edit” option in the menu bar and then click on the “Fill” option. In the pop up menu, click on the “Right” option.
Highlight the cells where data got copied. Undo the changes.	You see that the data under the heading “Cost” gets copied to the adjacent cells. Let us undo the changes.
Show Slide Number 5	A more complex use of the Fill tool is to use it for filling some series as data in sheets. Calc provides default lists for the full and abbreviated days of the week and the months of the year. It also enables the user to create his own lists.
Click on cell adjacent to“Cost” >> Type the heading as “Days”.	Now lets insert a new heading named “Days” in our sheet. Under this, we will display the seven days of the week automatically.
Select seven consecutive cells below the heading “Days”	Select the first seven cells below the heading “Days”.
Click on “Edit”>>”Fill”>>”Series”.	Now click on the “Edit” option in the menu bar and go to the“Fill” option. Click on the “Series” option in the menu.
Point to “Fill Series”.	You see that a dialog box appears with the heading as “Fill Series”.
Click on “AutoFill”.	Now under the heading, “Series type”, click on the “AutoFill” option.
Type “Sunday” in “Start value” field. Click on “OK”	In the “Start value” field, we type our first day of the week, that is, “Sunday”. The increment is already set as “1”. Now click on the “OK” button.
Point to the “Days” column.	You see that the days are automatically entered into the cells. You can enter only weekdays, month or year by the same method as they are pre-defined in Calc.
Type “Sunday” in cell D10 >> press Enter. Go back to the cell where “Sunday” was typed. Point to the small black box at the bottom-right-hand corner of the cell. Click on this box with the mouse >> Drag it downwards till you see Saturday in the display box on the right >> Release the mouse button.	Another method for auto-filling of sequential data is as follows- Type “Sunday” in a cell and press Enter. This will shift the focus to the next cell in the column. 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. Click on this box with the mouse. Drag it downwards till you see Saturday in the display box on the right. Release the mouse button. The cells get filled with the weekdays automatically. This trick works for all data that are sequential. let undo the changes
Delete the serial number “1 to 6” below “SN”.	You can also create a one-time fill series for numbers by entering the start, end and the increment values. To demonstrate this, we will first delete the serial numbers already entered in the cells “A1” to “ A7”
Select the cells “A2” to “A7”	After deleting the numbers, select the cells referenced as “A2” to “A7” again.
Click on “Edit” >> “Fill” >> “Series”	Now click on the “Edit” in the menu bar and then on “Fill” and “Series” option.
Click on “Linear”.	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.
Type “1” in “Start value”.	In the “Start value” field, we will type the first serial number, that is, “1”.
Type “6” in “End value”.	In the “End value” field, we will type the last value to be entered as “6”.
Type “1” in “Increment” value. Click on “OK” Point to the “SN” column.	Now we set the “Increment” value as “1” and finally click on the “OK” button. We see that the cells automatically get filled with the sequential serial numbers.
	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.
Show Slide Number 6	Apart from Fill tools there is one more speed up tool called “Selection lists” which is limited to using only text. We will discuss it in the later tutorials of this series.
Show Slide Number 7	After learning about the “Fill tools” and “Selection lists” we will now learn how to share content between sheets. Calc enables a user to enter the same information in the same cell on multiple sheets. This means, instead of entering the same list on each sheet individually, you can enter it in all the sheets at once.
Point to“Sheet 1” where our data is entered. Point to the “Sheet 2” and “Sheet 3” tabs at the bottom.	In our “Personal-Finance-Tracker.ods” file, our entire data is on “Sheet 1”. Now we want “Sheet 2” as well as “Sheet 3” to show the same data as in “Sheet 1”.
Click on “Edit”->”Sheet”	So we click on the “Edit” option in the menu bar and then click on the “Sheet” option.
Click on “Select”.	Now click on “Select”.
Press Shift key and select “Sheet 1”, “Sheet 2”, “Sheet 3” >> Click on “OK”.	Now in the dialog box which appears, using shift key we select the options “Sheet 1”, “Sheet 2”, and “Sheet 3”. And then click on the “OK” button.
Type “This will be displayed on multiple sheets” in cell referenced as F12. Click on “Sheet 2” and “Sheet 3” tab below. Encircle the F 12 cells in both the sheets where the data gets written. Undo the changes.	This takes us back to “Sheet 1”. Now lets enter some data in “Sheet 1”. For example,in the cell referenced as “F12”, we’ll type “This will be displayed on multiple sheets”. Now click on the “Sheet 2” and the “Sheet 3” tab one after the other. We see that in each of these sheets, the cell referenced as “F12” contains the same data. Let us undo the changes.
Click on cell A2 which contains “1”. Point to the Input line. Press “backspace” on the Input line. UNDO the action.	Next we will learn about different ways in which we can delete and edit data in the cells. To delete data without removing any of the formatting of the cell, just select a cell. You see that the data of the cell is displayed in the “Input line” field. Now press the “Backspace” button on the keyboard. You see that the data gets deleted. Let us undo the changes.
Click on cell A2 which contains “1” and type “23”. UNDO the action.	To replace the data in a cell, simply select the cell and type over the old data. The new data will retain the original formatting. Let us undo the changes.
Double click on cell A2 which contains “1” and type “3” before “1” UNDO the action.	In order to change a part of the data in a cell, without removing all of the contents, just double click on the cell. Now by navigating the cursor, you can edit the cell as per your requirement. Let us undo the changes.
Show Slide number 8 SUMMARY	This brings us to the end of the Spoken Tutorial on LibreOffice Calc: To summarize, we learned about: Speed up using Fill tools and Selection lists. Sharing content between sheets. Removing data, Replacing data, Changing a part of the data
Show About Slide About the Spoken Tutorial Project Watch the video available at http://spoken-tutorial.org/What_is_a_Spoken_Tutorial It summarises the Spoken Tutorial project If you do not have good bandwidth, you can download and watch it	Watch the video available at the following link It summarises the Spoken Tutorial project If you do not have good bandwidth, you can download and watch it
Show About Slide Spoken Tutorial Workshops The Spoken Tutorial Project Team Conducts workshops using spoken tutorials Gives certificates for those who pass an online test For more details, please write to contact@spoken-tutorial.org	The Spoken Tutorial Project Team Conducts workshops using spoken tutorials Gives certificates for those who pass an online test For more details, please write to contact at spoken hyphen tutorial dot org
Show Acknowledgement Slide Acknowledgements Spoken Tutorial Project is a part of the Talk to a Teacher project It is supported by the National Mission on Education through ICT, MHRD, Government of India More information on this Mission is available at http://spoken-tutorial.org/NMEICT-Intro	Spoken Tutorial Project is a part of the Talk to a Teacher project It is supported by the National Mission on Education through ICT, MHRD, Government of India More information on this Mission is available at spoken hyphen tutorial dot org slash NMEICT hyphen Intro
Show About the contributor Slide About the contributor This tutorial has been contributed by ...............................(Name of the translator and narrator) Thanks for joining	This tutorial has been contributed by ...............................(Name of the translator and narrator) Thanks for joining

Contributors and Content Editors

Chandrika