LibreOffice-Suite-Calc-6.3/C2/Viewing-and-printing-a-spreadsheet-in-Calc/English

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Title: Viewing and Printing Spreadsheet document

Author: Arvind Pillai

Novice Reviewer: Pooja, Nikita and Manish

Domain Review: Nancy, Praveen

Keywords: libreoffice, Calc, spreadsheet, print, normal view, page break, print spreadsheet, print cells, page format, page layout, page style, zoom factor, print settings, print to file, full screen mode, print ranges, print copies, print as pdf, spoken tutorial, video tutorial


Visual Cue Narration
Slide: Title Slide Welcome to the spoken tutorial on Viewing and Printing a spreadsheet.
Slide : Learning Objectives In this tutorial we will learn to
  • View spreadsheets and
  • Print spreadsheets in LibreOffice Calc.
Slide: System Requirements This tutorial is recorded using
  • Ubuntu Linux OS version 18.04 and
  • LibreOffice Suite version 6.3.5
Only Narration We’ll first learn about the various viewing options in LibreOffice Calc.
Slide : Viewing options There are basically two widely used viewing options in Calc - Normal and Page Break.
Slide: Normal and Page Break
  • The Normal option displays how the spreadsheet will look when printed.
  • The Page break option displays the spreadsheet data in different pages when the data is large.
  • It helps us to organise and arrange data to fit within the pages we want to print.
Open Personal-Finance-Tracker.ods Open the Personal-Finance-Tracker.ods file.
Slide: Code files
  • This file has been provided to you in the Code files link on this tutorial page.
  • Please download and extract the file.
  • Make a copy and then use it for practising.
Point to Column B >> Point to Miscellaneous Notice that some part of the text is not readable inside column B.
Only Narration If we print as it is, that text will be truncated in the print.

Let us sort this out first.

Place cursor on B column header Place the cursor on the right edge on column header B.


Notice that the cursor changes into a double-sided arrow.

Left click and drag towards left.


Point to the Data

Now click and hold the left mouse button.

Drag a little towards the right side as shown to increase the width of column B.

Now, we can see all the text of column B clearly.

Click on View >> Normal To access the Normal View, click on View menu in the menu bar and then on Normal.


This is the default view in Calc

Click on View >> Page Break To access the Page Break option, click on the View menu in the menu bar and then on Page Break.
Zoom the interface using zoom slider For the better visibility I'm zooming in.
Point to Page 1 We can see a watermark named as Page 1 and Page 2 displayed.
Click on View >> Normal Let’s go back to the Normal view on the Calc window.
Point to the dotted lines

(Editing: point with a red arrow)

Notice a vertical dotted line passing between Date and Account columns.


This indicates the right page margin.

Scroll down

Point to the dotted lines

Scroll down until you see a horizontal dotted line.

In my case the dotted line is passing between row number 50 and 51.

In your case it may vary.

This indicates the bottom page margin.

Only Narration Within these margins, we can see how much data of our spreadsheet fits within a single page.
Scroll the page upwards. Scroll the page back up to the top.
Only Narration Now let's copy our existing data and paste it below.
Click on cell A1 >> holding the Shift key on the keyboard, click on cell H8. First click on cell A1.


Now holding the Shift key on the keyboard, click on cell H8.

Point to selection area.


Right Click on the selection area >> Click on copy option

All the cells have been selected.


Now right-click anywhere on the selected cells and then click on the Copy option.

Click on cell G10

Scroll down to row no. 51

Click anywhere outside the selection area to deselect the cells.

Now I will scroll down to row number 51.

You should scroll down to the row number where your bottom page margin is seen.

Right click on cell A51 >> click on Paste option. Right-click on cell A51 and then click on the Paste option.
Click anywhere on the page to deselect cells

Scroll up and press Esc

Click anywhere outside the selection area to deselect the cells.

Scroll up and press the Escape key to remove the dotted line selection.

Click on View menu >> Page Break Now click on the View menu and the Page Break option.
Click Zoom out Let us zoom out for better visibility.
Scroll upwards and downwards.

Point to Page 2 and Page 1

Point to Page 3 and Page 4

Scroll the page down and up to see the page breaks.

We can see a new page with the watermark Page 2 below Page 1.

We can also see Page 4 below Page 3 adjacent to these pages.

Click on View Menu >> Normal Option Click on View menu and go back to the Normal view again.
Only narration Apart from both these options, one can also view a spreadsheet in full screen mode.
Click on View >> Full screen Click on the View menu in the menu bar and then on Full Screen option.
Only Narration The Full screen mode is useful for editing spreadsheets.

It’s also useful for projecting them on a projector.

Point to Full Screen button >> Press Esc key To exit the full screen mode, press either the Full Screen button or the Escape key.
Only Narration We are back to the Normal view on the Calc window.
Click on Format menu >> Page Click on Format in the menu bar and then on Page option.
Point to dialog box The Page Style:Default dialog box opens.
Point to the tabs at top There are various tabs here.
Click on Page tab Click on the Page tab.
Point to >> Paper Format >> Margins >> Layout settings. There are various settings here for Paper Format, Margins and Layout settings.
Point to Orientation

Point to Portrait

Under Paper Format, notice that the Orientation field has the Portrait option pre-selected.
Point to the preview area. Look at the preview area to see the page orientation.
Click on the Landscape option. Now, click on the Landscape option.
Point to the preview area. Look at the preview area to see how the page orientation has changed.
Click on the Portrait option. Click on the Portrait option once again.
Click on Sheet tab Next, click on the Sheet tab.
Point to Page Order

Point to Top to bottom, then right

The red arrows should indicate the И flow of pages

Under Page Order, we see that Top to bottom, then right is selected.

Recall, that’s exactly how our pages are displayed in the Page break view.


Click on Left to right, then bottom

Click on Ok button

Let’s click on Left to right, then bottom and click on the OK button at the bottom right.
Click on View menu >>Page Break Click on View in the menu bar and then on Page break option.
Point towards the page numbers. Observe the change in the page numbering.
Click on View >> Normal Let’s go back to the Normal view.
Only Narration Now, let’s learn to use the Zoom option.
Highlight the Zoom slider at the bottom right corner


The easiest way to zoom or magnify a spreadsheet is to use the Zoom slider.

This is located at the bottom right corner of the Calc window.

Click on plus icon

Click on minus icon

We can use the plus and minus icons on either side of the slider, like this.
Drag the Zoom head to plus side

Drag the Zoom head to minus side

Or we can drag the Zoom head to increase or decrease the magnification, like this.
Only Narration Let's learn another way of zooming.
Click on View >> Zoom

Point to option

Click on Optimal View

Click on the View menu in the menu bar and click on Zoom.

A few more options are displayed in the context menu.

Here select Optimal View.

Point to the spreadsheet. Now, we get the most comfortable magnified view of the spreadsheet.
Click on View >> Zoom

Click on Zoom

Again click on View menu in the menu bar and then on the Zoom option.

This time from the context menu we’ll click on the Zoom option.

Only narration Zoom & View Layout dialog box opens up.
Point to Zoom factor and View layout It has 2 headings namely - Zoom Factor and View Layout.
Point to Zoom factor option The Zoom Factor sets the magnification in which to display the spreadsheet.
Point to options Under Zoom Factor we see many options.
Click on Fit width and height option >> click on Ok



Scroll down and up

Click on Fit width and height and then on the Ok button at the bottom right.

This view fits the spreadsheet across the entire width and height of the page.

Scroll down and up, it displays many pages at a time.

Click on View >> Zoom>> Zoom & View Layout dialog box >> Open the Zoom & View Layout dialog box again.
Point to Fit to Width Next option is Fit Width.

This fits the page to its width.

Point on 100% 100% view will display the page in its actual size.
Highlight both options with a red box Try out these 2 options on your own.
Click on Variable option Next we have the most important zoom option called the Variable.
Point to Zoom factor Here, we can type the zoom factor at which we want to view the spreadsheet.
Change value field as 75% >> click on OK For example, let’s type the value as 75% in the Variable field.

And then click on the OK button.

Point to the texts.

Click on View >> Zoom>>Optimal View

Observe how the text is zoomed.

Let's switch back to Optimal View for better visibility.

Only Narration Next, we will learn about Print Preview.
Click on Toggle Print Preview icon Click on the Toggle Print Preview icon in the Standard toolbar.
Show print preview mode The Print Preview bar appears when we view the spreadsheet in preview mode.
Zoom the interface using zoom slider For the better visibility I'm enlarging the view.
Only narration It basically shows how the spreadsheet will look like, when it is printed.
Scroll down to see all the pages Scroll down and up to see all the pages in the spreadsheet.
Show Page 2 and Page 4 Notice that the Account column is going on to the next page.

So now, we will try to fit the data into one single page.

Click on the Close Preview button. Click on the Close Preview button at the top to exit the Toggle Print View.
Select column C to H Now select the columns C to H as shown here.
Place cursor on H column header Place the cursor on the right edge on the column header H.

Notice that the cursor changes into a double-sided arrow.

Left click and drag towards left.

Point to the Data

Now click and hold the left mouse button

Drag a little towards the left side as shown to reduce the margins.

On doing so, all the columns from C to H get resized proportionally.

Point to the hashtags While doing so some data in the cells may look like a series of hashtags.

If so, resize the columns and zoom level in such a way that we are able to see the data again.

Point to the dotted lines. The data in the columns A to H. are now within the dotted boundary line of the page.
Click on Toggle Print Preview icon Again, click on the Toggle Print Preview icon in the Standard toolbar.
Point at the Pages Now the data fits within two pages.
Only narration. In this way we can adjust the data before printing, so that it looks neat and organised.
Point to the Print icon From this screen, one can proceed to printing the spreadsheet, by clicking the Print icon.

But I will not do so now.

Click Close Preview button Click on the Close Preview button to close the preview.
Click on File >> Print Preview

Press Esc key

We can also click on File menu in the menu bar and click on Print Preview.
Only narration Next, we will learn how to print our LibreOffice Calc spreadsheet.
Text on screen: Printer connection should be configured correctly on your machine. First, ensure that the printer connection is configured correctly on your machine.
Point on Print icon To directly print the entire spreadsheet, click on the

Print icon in the Standard toolbar.

This is known as quick printing.

Click File >> Print Alternatively, you can click on the File menu in the menu bar and then click on Print.
Print dialog box appears

Highlight the 2 tabs

Highlight the settings below also

The Print dialog box appears on the screen.

There are 2 tabs with different settings in this dialog box.

We can either leave these as default or change the settings as per our printing requirement.

Click Printer >> Print to File Under Printer drop-down, let’s select Print to File option.

This option is used predominantly to print the spreadsheet into PDF file format.

Point and then click on Print to File The button at the bottom of the dialog box says Print to File.

Click on it.

Choose Desktop >> type sample-file >> Click Save Choose the location to save and type a filename for the pdf.

Then click on the Save button at the top right.

Only narration This saves the file in PDF format.

You can open this file in any PDF viewer and print it in future.

Press Ctrl+P keys

Let’s learn about some more printing features.

Press Ctrl+P keys on the keyboard.

This is the shortcut to open the Print dialog box.

Select my configured printer’s name (HP LaserJet). Under Printer, we will select our configured printer’s name.
Under Range and Copies >> Pages = 2 and

Number of copies = 3.

Under Range and Copies, let’s set the Pages as 2 and Number of copies as 3.

So we are printing 3 copies of Page 2 of our spreadsheet.

Click Ok Click on the OK button at the bottom right of the dialog box, to start the printing.
Only narration If our printer is configured correctly, the pages and copies we mentioned will now get printed.
Only narration Now let’s see how to print certain parts of data by selecting some cells.
Select A1 to C8 Let’s select the data from A1 to C8 as shown here.
Press Ctrl+P keys Press Ctrl+P keys on the keyboard.
From which >> Click on dropdown

Select Print selected cells

In the Print dialog box, click on the dropdown besides From which option.

From the available options select Print selected cells.

Point to print preview. Observe that only selected cells are displayed in the Print preview section.
Click Ok Now, click on the OK button at the bottom right to start the printing.
Only narration Next, we will see how to access other Print options.
Click on Tools>>options Click on the Tools menu in the menu bar and then click on Options.
Click on Libreoffice>>Print Click on the arrow beside LibreOffice if not already expanded and then click on Print.
Dialog box appears A dialog box, giving us several options to select from.

Choose these options as per requirements.

Click on OK button I will keep all the default settings and then click on the OK button at the bottom.
Only narration These settings are now valid for all prints from LibreOffice Calc, in the future.
Ctrl + S & Close Save and Close the file
Only Narration This brings us to the end of this tutorial.

Let us summarize.

Slide: Summary In this tutorial, we learnt to:
  • View spreadsheets and
  • Print spreadsheets in LibreOffice Calc.
Slide: Assignment As an assignment
  • Open “Spreadsheet-Practice.ods” file.
  • Print Sheet 1 data in Landscape mode option.
  • Choose View and select Full Screen option
  • Exit Full Screen option
Slide: About Spoken Tutorial Project
  • The video at the following link summarizes the Spoken Tutorial project.
  • Please download and watch it.
Slide: Spoken Tutorial Workshops
  • The Spoken Tutorial Project Team conducts workshops and gives certificates.
  • For more details, please write to us.
Slide: Forums Please post your timed queries in this forum.
Slide: Acknowledgement Spoken Tutorial project is funded by MHRD, Govt. of India.
Slide: Thank you This is Arvind from IIT Bombay signing off. Thank you for watching.

Contributors and Content Editors

Arvindpillai90

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