Difference between revisions of "LibreOffice-Suite-Calc/C3/Advanced-Formatting-and-Protection/English-timed"
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Revision as of 15:38, 3 June 2013
Resources for recording Advanced Formatting and Protection
| VISUAL CUE | NARRATION |
| 00:00 | Welcome to the Spoken Tutorial on Advanced Formatting and Protection in LibreOffice Calc. |
| 00:07 | In this tutorial we will learn how to:
Password protect a spreadsheet Password protect a single sheet or a tab in a spreadsheet. Define Ranges for a database. Use the Subtotal option. Validate cells. |
| 00:25 | Here we are using Ubuntu Linux version 10.04 and LibreOffice Suite version 3.3.4. |
| 00:35 | Let’s open “Personal-Finance-Tracker.ods”. |
| 00:40 | First let us learn to password protect this file. |
| 00:44 | This option ensures that only people who know the password can open this file. |
| 00:51 | From the Main menu, click File and Save As. |
| 00:55 | the Save dialog box appears |
| 00:58 | Next, check the Save with password box. |
| 01:03 | then click Save |
| 01:06 | As we are using the Save As option, we can either save it as a different file or replace the same file. |
| 01:15 | Here let us replace the file. |
| 01:18 | Click Yes. |
| 01:20 | Then enter a password |
| 01:23 | and re enter the password in confirm box also and click OK |
| 01:30 | Then close the Personal-Finance-Tracker.ods |
| 01:36 | Now, let us reopen this file and check what happens. |
| 01:41 | The Enter Password dialog box appears! |
| 01:45 | Let us enter a wrong password here. |
| 01:48 | Click OK. |
| 01:50 | We get an error message which says that the password is incorrect. |
| 01:56 | Now type the correct password. |
| 01:59 | The file opens. |
| 02:01 | How do we remove the password option? It’s simple too. |
| 02:07 | We un-check the Save with password option. |
| 02:10 | Again as we use the Save option, we can either save it as a different file or replace the same
file. |
| 02:18 | Here let us replace the file. |
| 02:21 | Click Yes. |
| 02:23 | Let us close and open this file. |
| 02:27 | You do not require a password to open the file. |
| 02:31 | Let’s learn how to password protect the individual sheets from this file. |
| 02:37 | From the Menu bar, click on “Tools”, “Protect Document” and “Sheet”. |
| 02:44 | The “Protect Sheet” dialog box appears.
|
| 02:47 | To protect the sheet, first, un-check the options “Select Locked cells” and “Select Unlocked cells”. |
| 02:56 | Now, in the “Password” field, let’s enter “abc”, in the lower case, and re-enter the password in the “Confirm” field. |
| 03:07 | Click OK. |
| 03:08 | Now, let’s try to select and modify data in a cell. |
| 03:15 | We are not able to select any cell! |
| 03:18 | The sheet cannot be modified! |
| 03:22 | But what about the other sheets? |
| 03:24 | Let’s click on Sheet2. |
| 03:27 | Let’s select a cell and try to edit it |
| 03:30 | Calc allows us to edit the cells in the other sheets. |
| 03:35 | Let’s go back to the first sheet. |
| 03:38 | Now, let’s un-protect the sheet. |
| 03:41 | This is simple. |
| 03:43 | From the Menu bar, click on “Tools”, “Protect Document” and “Sheet”. |
| 03:49 | A dialog box, that requests for the password, appears. |
| 03:53 | Enter “abc” in small case in it and click OK. |
| 03:59 | We are able to select the cells again! |
| 04:03 | Let’s learn about “Ranges”. |
| 04:06 | You can define a range of cells in a spreadsheet and use it as a database. |
| 04:12 | Each row in this database range corresponds to a database record and |
| 04:17 | Each cell in a row corresponds to a database field. |
| 04:22 | You can sort, group, search, and perform calculations on the range as you would in any database. |
| 04:30 | Let’s define a database in “Personal-Finance-Tracker.ods” and sort the data. |
| 04:38 | First, let’s select the items which we require in the database. |
| 04:43 | Let’s select all the data under the heading “SN”to Account together. We have already learnt how to select data. |
| 04:53 | Now, let’s name our database. |
| 04:56 | From the Menu bar, click “Data” and then click on “Define Range”. |
| 05:02 | In the “Name” field, type“dtbs” which is the short-form of database. |
| 05:08 | Click “OK”. |
| 05:10 | Again, from the Menu bar, click “Data” and “Select Range”. |
| 05:15 | Notice, that in the “Select Database Range” dialog box that appears, the name “dtbs” is listed as a database. |
| 05:24 | Click on the “OK” button. |
| 05:27 | Now let’s sort the data in this database. |
| 05:31 | From the Menu bar, click “Data” and “Sort”. |
| 05:35 | In the Sort dialog box that appears, click the “Sort by” by”field and select “SN”. |
| 05:42 | Next, from the right side, select “Descending”. |
| 05:47 | Under the first “Then by” field, click on the drop-down, and select “Cost”.
|
| 05:54 | Again, from the right side, select “Descending”. |
| 05:58 | In the second “Then by” field, click on the drop-down, select “Spent” and then, again select “Descending”. |
| 06:07 | Click OK. |
| 06:09 | The data is sorted under the heading “SN” and in the descending order! |
| 06:15 | In a similar manner, we can perform other operations in the database too! |
| 06:21 | Let’s press the CTRL+Z keys to undo the sort and get the original data. |
| 06:28 | Now, let’s learn how how to use the “Subtotal” option in Calc. |
| 06:34 | The “Subtotal” option, calculates the grand total of data under different headings, using a mathematical function of our choice. |
| 06:43 | Let’s find the subtotal of the data under the heading “Cost”. |
| 06:49 | First, let’s delete the entry in row number 8. |
| 06:53 | select all data under SN to ACCOUNT together |
| 06:59 | Next, from the Menu bar, click “Data” and “Subtotals”.
|
| 07:04 | In the Subtotals dialog box that appears, from the “Group by” field, let us select “SN”. |
| 07:11 | This groups the data by Serial Number. |
| 07:15 | Next, in the “Calculate subtotals for” field click on the “Cost” option. |
| 07:21 | This will calculate the total of all the entries under it. |
| 07:26 | Under the “Use function” field ,let’s choose “Sum” and click OK. |
| 07:33 | Notice, that the “Grand total” of the entries under the heading “Costs” is displayed on the spreadsheet. |
| 07:41 | On the left side of the sheet there are 3 new tabs “1” ”2”and “3” |
| 07:47 | These tabs give 3 different views of the data. |
| 07:52 | Let’s click on tab 1. |
| 07:54 | Notice, that only the grand total of the data under “Costs” is displayed. |
| 08:00 | Click on tab “2” . |
| 08:02 | The data under “Costs” as well as the grand total is displayed.
|
| 08:08 | Now, click on tab “3”. |
| 08:11 | We get the detailed view of the sheet along with the grand total of the data under “Costs”. |
| 08:18 | Let’s close this file. |
| 08:21 | A dialog box with message Save or Discard changes appears. |
| 08:26 | Click Discard. |
| 08:28 | Now let’s re-open the file. |
| 08:31 | Now, let’s learn about the “Validity” option in LibreOffice Calc. |
| 08:37 | The “Validity” option validates data in the spreadsheet. |
| 08:41 | This is done by specifying the “Validation rules” for the selected cells in the spreadsheet. |
| 08:49 | For example, in “Personal-Finance-Tracker.ods”, we can specify the mode of payment for the items bought using Validation. |
| 08:59 | Now, let us delete the heading “Date” and its contents. |
| 09:04 | Let us give another heading for “Mode of Payment” as “M-O-P” next to the heading “Received”.
|
| 09:12 | Below the heading “M-O-P”, the cells can be used to display the mode of payments, for the data entries, under the heading “Items”, |
| 09:21 | that is,”Salary”,”Electricity Bills” and the other components. |
| 09:27 | Now, let us click on the empty cell just below the heading”M-O-P” |
| 09:33 | This will have the mode of payment for the component “Salary”. |
| 09:38 | Now, from the Menu bar, click “Data” and “Validity”. |
| 09:43 | The “Validity” dialog box appears. |
| 09:47 | Let’s click the “Criteria” tab. |
| 09:50 | From the “Allow” field drop-down, click “List”. |
| 09:55 | The “Entries” box pops-up. |
| 09:58 | Let’s enter the options which will appear on validating the selected cell. |
| 10:05 | Let’s type the first mode of payment as “In Cash”, and then press the “Enter” key from the keyboard.
|
| 10:13 | Next, let’s type the second mode of payment as “Demand Draft”. |
| 10:19 | Click OK. |
| 10:21 | The selected cells are validated! |
| 10:25 | Now, press the down arrow that is displayed alongside. |
| 10:30 | Can you see the options that we entered as Mode of Payments in the “Entries” box? |
| 10:36 | To validate the cells below, first click on the “Format Paintbrush” option on the toolbar. |
| 10:43 | Then, select the cells below the validated cell by pressing the left mouse button, and then dragging along the cells. |
| 10:53 | Now, release the mouse button. |
| 10:57 | All the selected cells are validated in the same manner. |
| 11:09 | Now click on the cell just below the heading “M-O-P” and then click on the down arrow. |
| 11:17 | Both the options for mode of payment are displayed. |
| 11:21 | Let’s select the “In Cash” option.
|
| 11:25 | In the same manner, you can select “Cash” or “Demand Draft” in each of the validated cells, according to the mode of payment made. |
| 11:36 | This brings us to the end of this Spoken Tutorial on LibreOffice Calc: |
| 11:42 | To summarize, we have learnt how to:
Password protect a spread sheet Password protect a single sheet or tab in a spreadsheet file. How to define Ranges for database. How to use Subtotals. How to validate cells. |
| 12:01 | Watch the video available at the following link |
| 12:04 | It summarises the Spoken Tutorial project |
| 12:07 | If you do not have good bandwidth, you can download and watch it |
| 12:11 | The Spoken Tutorial Project Team |
| 12:13 | Conducts workshops using spoken tutorials. |
| 12:17 | Gives certificates for those who pass an online test |
| 12:20 | For more details, please write to contact at spoken hyphen tutorial dot org
|
| 12:27 | Spoken Tutorial Project is a part of the Talk to a Teacher project |
| 12:31 | It is supported by the National Mission on Education through ICT, MHRD, Government of India |
| 12:39 | More information on this Mission is available at |
| 12:42 | spoken hyphen tutorial dot org slash NMEICT hyphen Intro |
| 12:50 | This tutorial has been contributed by DesiCrew Solutions Pvt. Ltd
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