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

Time	Narration
00:01	Welcome to the spoken tutorial on Viewing and Printing a spreadsheet.
00:07	In this tutorial we will learn to
00:11	View spreadsheets and
00:13	Print spreadsheets in LibreOffice Calc.
00:18	This tutorial is recorded using Ubuntu Linux OS version 18.04 and LibreOffice Suite version 6.3.5
00:32	We’ll first learn about the various viewing options in LibreOffice Calc.
00:38	There are basically two widely used viewing options in Calc - Normal and Page Break.
00:46	The Normal option displays how the spreadsheet will look when printed.
00:52	The Page break option displays the spreadsheet data in different pages when the data is large.
01:00	It helps us to organise and arrange data to fit within the pages we want to print.
01:07	Open the Personal Finance Tracker dot ods file.
01:12	This file has been provided to you in the Code files link on this tutorial page. Please download and extract the file.
01:22	Make a copy and then use it for practising.
01:28	Notice that some part of the text is not readable inside column B.
01:35	If we print as it is, that text will be truncated in the print. Let us sort this out first.
01:44	Place the cursor on the right edge on column header B.
01:49	Notice that the cursor changes into a double-sided arrow.
01:55	Now click and hold the left mouse button.
01:59	Drag a little towards the right side as shown to increase the width of column B.
02:06	Now, we can see all the text of column B clearly.
02:12	To access the Normal View, click on View menu in the menu bar and then on Normal.
02:20	This is the default view in Calc
02:24	To access the Page Break option, click on the View menu in the menu bar and then on Page Break.
02:34	For the better visibility I'm zooming in.
02:38	We can see a watermark named as Page 1 and Page 2 displayed.
02:45	Let’s go back to the Normal view on the Calc window.
02:50	Notice a vertical dotted line passing between Date and Account columns.
02:57	This indicates the right page margin.
03:01	Scroll down until you see a horizontal dotted line.
03:06	In my case the dotted line is passing between row number 50 and 51.
03:13	In your case it may vary.
03:16	This indicates the bottom page margin.
03:20	Within these margins, we can see how much data of our spreadsheet fits within a single page.
03:28	Scroll the page back up to the top.
03:32	Now let's copy our existing data and paste it below.
03:37	First click on cell A1. Now holding the Shift key on the keyboard, click on cell H8.
03:47	All the cells have been selected.
03:50	Now right-click anywhere on the selected cells and then click on the Copy option.
03:58	Click anywhere outside the selection area to deselect the cells.
04:03	Now I will scroll down to row number 51.
04:08	You should scroll down to the row number where your bottom page margin is seen.
04:14	Right click on cell A51 and then click on the paste option
04:21	Click anywhere outside the selection area to deselect the cells.
04:26	Scroll up and press the Escape key to remove the dotted line selection.
04:34	Now click on the View menu and the Page Break option.
04:38	Let us zoom out for better visibility.
04:42	Scroll the page down and up to see the page breaks.
04:47	We can see a new page with the watermark Page 2 below Page 1.
04:43	We can also see Page 4 below Page 3 adjacent to these pages.
05:00	Click on View menu and go back to the Normal view again.
05:05	Apart from both these options, one can also view a spreadsheet in full screen mode.
05:12	Click on the View menu in the menu bar and then on Full Screen option.
05:19	The Full screen mode is useful for editing spreadsheets.
05:24	It’s also useful for projecting them on a projector.
05:29	To exit the full screen mode, press either the Full Screen button or the Escape key.
05:36	We are back to the Normal view on the Calc window.
05:40	Click on Format in the menu bar and then on Page option.
05:46	The Page Style:Default dialog box opens.
05:51	There are various tabs here.
05:54	Click on the Page tab.
05:57	There are various settings here for Paper Format, Margins and Layout settings.
06:04	Under Paper Format, notice that the Orientation field has the Portrait option pre-selected.
06:12	Look at the preview area to see the page orientation.
06:17	Now, click on the Landscape option.
06:21	Look at the preview area to see how the page orientation has changed.
06:27	Click on the Portrait option once again.
06:31	Next, click on the Sheet tab.
06:35	Under Page Order, we see that Top to bottom, then right is selected.
06:42	Recall, that’s exactly how our pages are displayed in the Page break view.
06:49	Let’s click on Left to right, then bottom and click on the OK button at the bottom right.
06:57	Click on View in the menu bar and then on Page break option.
07:02	Observe the change in the page numbering.
07:07	Let’s go back to the Normal view.
07:11	Now, let’s learn to use the Zoom option.
07:15	The easiest way to zoom or magnify a spreadsheet is to use the Zoom slider.
07:21	This is located at the bottom right corner of the Calc window.
07:26	We can use the plus and minus icons on either side of the slider, like this.
07:34	Or we can drag the Zoom head to increase or decrease the magnification, like this.
07:42	Let's learn another way of zooming.
07:45	Click on the View menu in the menu bar and click on Zoom.
07:50	A few more options are displayed in the context menu.
07:55	Here select Optimal View.
07:59	Now, we get the most comfortable magnified view of the spreadsheet.
08:05	Again click on View menu in the menu bar and then on the Zoom option.
08:12	This time from the context menu we’ll click on the Zoom option.
08:18	Zoom & View Layout dialog box opens up.
08:23	It has 2 headings namely - Zoom Factor and View Layout.
08:29	The Zoom Factor sets the magnification in which to display the spreadsheet.
08:35	Under Zoom Factor we see many options.
08:39	Click on Fit width and height and then on the Ok button at the bottom right.
08:46	This view fits the spreadsheet across the entire width and height of the page.
08:52	Scroll down and up, it displays many pages at a time.
08:57	Open the Zoom & View Layout dialog box again.
09:02	Next option is Fit Width.
09:05	This fits the page to its width.
09:09	100% view will display the page in its actual size.
09:14	Try out these 2 options on your own.
09:18	Next we have the most important zoom option called the Variable.
09:23	Here, we can type the zoom factor at which we want to view the spreadsheet.
09:29	For example, let’s type the value as 75% in the Variable field. And then click on the OK button.
09:40	Observe how the text is zoomed.
09:43	Let's switch back to Optimal View for better visibility.
09:48	Next, we will learn about Print Preview.
09:52	Click on the Toggle Print Preview icon in the Standard toolbar.
09:57	The Print Preview bar appears when we view the spreadsheet in preview mode.
10:03	For the better visibility I'm enlarging the view.
10;07	It basically shows how the spreadsheet will look like, when it is printed.
10:13	Scroll down and up to see all the pages in the spreadsheet.
10:18	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.
10:29	Click on the Close Preview button at the top to exit the Toggle Print View.
10:35	Now select the columns C to H as shown here.
10:41	Place the cursor on the right edge on the column header H.
10:47	Notice that the cursor changes into a double-sided arrow.
10:52	Now click and hold the left mouse button
10:56	Drag a little towards the left side as shown to reduce the margins.
11:02	On doing so, all the columns from C to H get resized proportionally.
11:09	While doing so some data in the cells may look like a series of hashtags.
11:16	If so, resize the columns and zoom level in such a way that we are able to see the data again.
11:24	The data in the columns A to H. are now within the dotted boundary line of the page.
11:32	Again, click on the Toggle Print Preview icon in the Standard toolbar.
11:38	Now the data fits within two pages.
11:42	In this way we can adjust the data before printing, so that it looks neat and organised.
11:51	From this screen, one can proceed to printing the spreadsheet, by clicking the Print icon. But I will not do so now.
12:01	Click on the Close Preview button to close the preview.
12:06	We can also click on File menu in the menu bar and click on Print Preview.
12:14	Next, we will learn how to print our LibreOffice Calc spreadsheet.
12:19	First, ensure that the printer connection is configured correctly on your machine.
12:26	To directly print the entire spreadsheet, click on the Print icon in the Standard toolbar. This is known as quick printing.
12:36	Alternatively, you can click on the File menu in the menu bar and then click on Print.
12:44	The Print dialog box appears on the screen.
12:48	There are 2 tabs with different settings in this dialog box.
12:54	We can either leave these as default or change the settings as per our printing requirement.
13:02	Under Printer drop-down, let’s select Print to File option.
13:07	This option is used predominantly to print the spreadsheet into PDF file format.
13:14	The button at the bottom of the dialog box says Print to File. Click on it.
13:22	Choose the location to save and type a filename for the pdf.
13:28	Then click on the Save button at the top right.
13:33	This saves the file in PDF format. You can open this file in any PDF viewer and print it in future.
13:44	Let’s learn about some more printing features.
13:48	Press Ctrl+P keys on the keyboard. This is the shortcut to open the Print dialog box.
13:57	Under Printer, we will select our configured printer’s name.
14:03	Under Range and Copies, let’s set the Pages as 2 and Number of copies as 3.
14:12	So we are printing 3 copies of Page 2 of our spreadsheet.
14:18	Click on the OK button at the bottom right of the dialog box, to start the printing.
14:25	If our printer is configured correctly, the pages and copies we mentioned will now get printed.
14:33	Now let’s see how to print certain parts of data by selecting some cells.
14:40	Let’s select the data from A1 to C8 as shown here.
14:47	Press Ctrl+P keys on the keyboard.
14:50	In the Print dialog box, click on the dropdown besides From which option.
14:57	From the available options select Print selected cells.
15:02	Observe that only selected cells are displayed in the Print preview section.
15:08	Now, click on the OK button at the bottom right to start the printing.
15:14	Next, we will see how to access other Print options.
15:20	Click on the Tools menu in the menu bar and then click on Options.
15:26	Click on the arrow beside LibreOffice if not already expanded and then click on Print.
15:34	A dialog box, giving us several options to select from. Choose these options as per requirements.
15:43	I will keep all the default settings and then click on the OK button at the bottom.
15:50	These settings are now valid for all prints from LibreOffice Calc, in the future.
15:56	Save and Close the file
15:59	This brings us to the end of this tutorial. Let us summarize.
16:05	In this tutorial, we learnt to: View spreadsheets and Print spreadsheets in LibreOffice Calc.
16:14	As an assignment Open “Spreadsheet hyphen Practice dot ods” file.
16:19	Print Sheet 1 data in Landscape mode option.
16:23	Choose View and select Full Screen option
16:27	Exit Full Screen option
16:30	The video at the following link summarizes the Spoken Tutorial project. Please download and watch it.
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16:57	This is Arvind from IIT Bombay signing off. Thank you for watching.

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