SESSION 1: Analyze data using

SCENARIOS AND GOAL SEEK

Data Consolidation allows you to gather together your data from

separate worksheets into a master worksheet. In other words, the Data
Consolidation function takes data from a series of worksheets and
summaries it into a single worksheet.

STEPS for Data Consolidation are :

1) Open the worksheet that contains the cell ranges to be consolidated.
2) Choose the Consolidate option under the Data menu.
3) Select Source data range and click Add. The selected range
now appears on the Consolidation ranges list.
4) Select additional ranges and click Add after each selection.
5) Specify where you want to display the result by selecting a
target range from the Copy results to box.
6) Select a function from the Function list. The Sum function is the
default setting.
7) Select either Row labels or Column labels. The text in the labels
must be identical in all the specified Source range.
8) Click OK to consolidate the ranges.
NOTE : Use Data > Define Range to give name to a range

Creating Subtotals :
SUBTOTAL, totals/adds data arranged in an array—that is, a group of
cells with labels for columns and/or rows. Using the Subtotals dialog, you
can select arrays, and then choose a statistical function to apply to them.
It is accessible from Data menu.
Steps to insert subtotal values into a sheet:
1) Ensure that the columns have labels.
2) In the Subtotals dialog , in the Group by box, select the column that
you want to add the subtotals to.
3) In the Calculate subtotals for box, select the columns that you want
to subtotal.
4) In the Use function box, select the function.
5) Click OK.
Using “What If” Scenarios :

Scenarios are a tool to test “what-if” questions. Each scenario is named,

and can be edited and formatted separately. You can easily switch
between different scenarios by using the Navigator. For example, if
you wanted to calculate the effect of different interest rates on an
investment, you could add a scenario for each interest rate, and quickly
view the results.

Creating Scenarios :
1) Select the cells that contain the values that will change
between scenarios.
2) Choose Tools > Scenarios.
3) On the Create Scenario dialog , enter a name for the new scenario.
This name is displayed in the Navigator and on the title bar of the
scenario.
4) Optionally add some information to the Comment box.
5) Optionally select or deselect the options in the Settings section.
6) Click OK to close the dialog
NOTE : You can create several scenarios for any given range of cells

Goal Seek
Usually, you run a formula to calculate a result based upon existing
values. By contrast Goal Seek option under Tools menu, helps to find
values which will produce the result that you want. for example
Chief Financial Officer has a good idea of the company’s income in the
first three quarters, because of the contracts that are already signed. For
the fourth quarter, however, no definite income is available. So how
much must the company earn in Q4 to reach its goal? Then Chief
Financial Officer runs a goal seek on the empty cell for Q4 sales and
receives the answer

Solver :
Solver option under Tools menu amounts to a more elaborate form of
Goal Seek. The difference is that the Solver deals with equations with
multiple unknown variables. It is specifically designed to minimize or
maximize the result according to a set of rules that you define.
Session 2 : Link Data and Spreadsheets
Using Multiple Workbooks and Linking
Cells
Spreadsheet allows you to link the cells from various worksheets to
summarize data from several sources. In this manner, you can create
formulas using a combination of local and linked information.
Multiple sheets help to keep the information organized.
Inserting New Sheets
When you open a new spreadsheet, by default, it has a sheet named
Sheet1. There are several ways to insert a new sheet. The first step, in all
cases, is to select the sheet that will be next to the new sheet. Then do
any of the following:
1. Select Insert > Sheet from the menu bar, or
2. Right-click on the tab and select Insert Sheet, or
3. Click in an empty space at the end of the line of sheet tabs.
Each method opens the Insert Sheet dialog box where you can choose
to put the new sheet before or after the selected sheet and how many
sheets to insert.
Renaming Sheets
There are three ways you can rename a worksheet. You can do any of the
following:
1. Double-click on one of the existing worksheet names.
2. Right-click on an existing worksheet name, then choose
Rename from the resulting Context menu.
3. Select the worksheet you want to rename (click on the
worksheet tab) and then select the Sheet option from the
Format menu. This displays a submenu from which you
should select the Rename option.

Cell Reference : A cell reference refers to a cell or a range of

cells on a worksheet that can be used in a formula to calculate
values.
Referencing Other Sheets
There are two ways to reference cells in other sheets :
1) By entering the formula directly using the keyboard. :
Typing the reference is simple once you know the format the
reference takes.
The reference has three parts to it: Path and file name . Sheet name .
Cell name
The general format for the reference is =’file:///Path
&File Name’#$SheetName.CellName
2) By using the mouse.

Hyperlinks : Hyperlinks can be used in Calc to jump to a different

location from within a spreadsheet to other parts of the same file or to
different files or even to web sites.
Hyperlinks can be stored within your file as either relative or absolute An
absolute link will stop working only if the target is moved. A relative link
will stop working only if the start and target locations change relative to
each other. For instance, if you have two spreadsheets in the same folder
linked to each other and you move the entire folder to a new location, a
relative hyperlink will not break.
You can insert and modify links using the Hyperlink dialog. To display the
dialog, click the Hyperlink icon on the Standard toolbar or choose Insert
> Hyperlink from the menu bar.
Linking To External Data :
You can insert tables from HTML documents, and data located within
named ranges from an OpenOffice.org Calc or Microsoft Excel
spreadsheet, into a Calc spreadsheet You can do this in two ways:
using the External Data dialog or using the Navigator
Using the External Data dialog : Steps are
1. Open the Calc worksheet where the external data is to
be inserted. This is the target worksheet.
2. Select the cell where the upper left-hand cell of the external
data is to be inserted.
3. Choose Insert -> Link to External Data.
4. On the External Data dialog, type the URL of the source
worksheet
5. In the Available tables/range list, select the named ranges
or tables you want to insert.
6. Click OK to close this dialog and insert the linked data.
Linking To Registered Data Sources :
You can access a variety of databases and other data sources and link
them into Calc worksheets. First you need to register the data source
with OpenOffice.org. To register a data source that is in *.odb format:
 1. Choose Tools -> Options -> OpenOffice.org Base -
> Databases.
2. Click the New button to open the Create Database Link
dialog.
3. Enter the location of the database file, or click Browse to
open a file browser and select the database file.
4. Type a name to use as the registered name for the database
and click OK.

SESSION 3: SHARING WORKSHEET DATA

Spreadsheet software allows the user to share the workbook and place
it in the network location where several users can access it
simultaneously. This is required to either speed up data entry or simply
make things easier for collaboration purposes.
Setting Up A Spreadsheet For Sharing :
Open the spreadsheet document , choose Tools > Share Document
to activate the collaboration features for this worksheet. A dialog
opens where you can choose to enable or disable sharing.
To enable sharing, select the box at the top of the dialog, and then click
OK. A message appears stating that you must save the worksheet to
activate shared mode. Click Yes to continue. The word (shared) is then
shown on the title bar after the worksheet’s title.
Saving A Shared Spreadsheet :
When you save a shared spreadsheet, one of several situations may occur:
 If the worksheet was not modified and saved by another

 user since you opened it, the worksheet is saved. 

 If the worksheet was modified and saved by another user

 since you opened it, one of the following events will occur: 
1. If the changes do not conflict, the worksheet is
saved, the dialog below appears, and any cells
modified by the other user are shown with a red
border.
2. If the changes conflict, the Resolve Conflicts dialog is
shown. You must decide for each conflict which
version to keep, yours or the other person’s. When
all conflicts are resolved, the worksheet is saved.
3. If another user is trying to save the shared
worksheet and resolve conflicts, you see a message
that the shared spreadsheet file is locked due to a
merge-in in progress.
Note: Most spreadsheets software automatically turns off some features
in shared workbooks to simplify the workbook since multiple people
can be working on the file at the same time. For example, shared
workbooks don‘t allow merging cells, conditional formatting, or
inserting pictures/graphs/etc
Record Changes :
Calc has the feature to track what data was changed, when the
change was made, who made the change and in which cell the change
has occurred. for example
If you are the sponsor of a youth baseball team. The coach has
submitted a budget to you and you are concerned that the coach won’t
see the changes you made, So you decided to use Calc with the record
changes feature turned on, so that the coach can easily see the changes
you have made.
How to turned on Record Changes feature ON :
1. Open the Shared Spreadsheet.
2. Select Edit > Changes > Record from the menu bar.
 3. Begin editing the worksheet.
NOTE : A red colored border, with a dot in the upper left-hand
corner, appears around a cell where changes were made.
Viewing Changes :
Calc allows you to control what changes you see when reviewing a
worksheet. To change the available filters, select Edit > Changes > Show
You can filter based on:

1. Date – Only changes made in a certain time range are

displayed.
2. Author – Only changes made by a specific author are
displayed.
3. Range – Only changes made in a specific range of cells
are displayed.
4. Comment – Searches the content of the comments and only
displays changes which have comments.
5. Show accepted changes – Only changes you accepted are
displayed.
6. Show rejected changes – Only changes you rejected
are displayed
Adding Comment to a Change :
1. Make the change to the spreadsheet.
2. Select the cell with the change.
3. Choose Edit > Changes > Comments.
4. Type your own comment and click OK.
NOTE : You can see the comment by hovering the mouse pointer over
the cell.
Editing Comment :
1. Select the cell with the comment that you want to edit.
2. Select Edit > Changes > Comments.
3. Edit the comment and click OK.
Accepting or Rejecting Changes :
When you receive a worksheet back with changes. Now, as the original
author, you can step through each change and decide which change to
accept and which one to reject. To begin this process:

1. Open the edited worksheet.

2. Select Edit > Changes > Accept or Reject.
3. Calc steps through the changes one at a time. You can
choose to accept or reject each change
Merging Worksheets :
Sometimes, multiple reviewers return edited versions of a worksheet
at the same time. In this case, Calc provides the feature of merging
worksheets
1. Open the original worksheet.
2. Select Edit > Changes > Merge Document.
3. A file selection dialog opens. Select a file you want to merge
and click OK.
4. Accept or Reject Changes dialog opens and you can accept
or reject the changes.
NOTE : Changes from different authors appear in different colors in the
worksheet.
Comparing Documents :
When sharing worksheets reviewers may forget to record the changes
they make. Calc can find the changes by comparing worksheets.
In order to compare worksheets you need to have the original
worksheet and the one that is edited. To compare them:
1. Open the edited worksheet that you want to compare.
2. Select Edit > Compare Document.
3. An open worksheet dialog appears. Select the original
worksheet and click Insert.
4. Calc finds and marks the changes
SESSION 4: CREATE AND USE MACROS IN
SPREADSHEET
Macro :
A macro is a saved sequence of commands or keystrokes that are
stored for later use. Macros are especially useful to repeat a task the
same way over and over again
Using the macro recorder :
Use Tools > Macros > Record Macro to start the macro recorder. The
Record Macro dialog is displayed with a stop recording button. Click
Stop Recording to stop the macro recorder.
Advantages of using Macro in Calc :
1. Macros automates the repetitive and routine tasks.
2. Macros speed up your process and reduce time.

Question and Answers: Electronic Spreadsheet (Advanced)

Book Solutions:

Q1. How can we rename a worksheet?

Ans. There are three ways you can rename a worksheet

a. Double-click on one of the existing worksheet names.
b. Right-click on an existing worksheet name, then choose Rename from the
resulting Context menu.
c. Select the worksheet you want to rename (click on the worksheet tab) and
then select the Sheet option from the Format menu. This displays a submenu
from which you should select the Rename option.

Q2. What are the two ways of referencing cells in other worksheets?

Ans. Two ways to reference cells in other sheets: by entering the formula
directly using the keyboard or by using the mouse.

Q3. Differentiate between Relative and absolute hyperlinks.

Ans. Hyperlinks can be used in Calc to jump to a different location from within
a spreadsheet. An absolute link will stop working only if the target is moved. A
relative link will stop working only if the start and target locations change
relative to each other. For instance, if you have two spreadsheets in the same
folder linked to each other and you move the entire folder to a new location, a
relative hyperlink will not break.

Q4. List the procedure involved in Linking HTML Tables to Calc Worksheet.

Ans. You can insert tables from HTML documents, and data located within
named ranges from an OpenOffice.org Calc or Microsoft Excel spreadsheet,
into a Calc spreadsheet.
We can do this in two ways: using the External Data dialog or using the
Navigator.
Using the External Data dialog
a. Open the Calc worksheet where the external data is to be inserted. This is
the target worksheet.
b. Select the cell where the external data is to be inserted.
c. Choose Insert -> Link to External Data.
d. On the External Data dialog, type the URL of the source worksheet or click
the […] button to open a file selection dialog. Press Enter to get Calc to load
the list of available tables.
e. In the Available tables/range list, select the named ranges or tables you
want to insert. You can also specify that the ranges or tables are updated
every (number of) seconds.
f. Click OK to close this dialog and insert the linked data.

Q5. What is the purpose of adding comments?

Ans. Comments are mostly used in shared Calc sheet which is used to explain
the changes made in the sheet to the author of the sheet.

Q6. How can we add comments to the changes made?

Ans. Comments can be added as follows:

1. Make the change to the spreadsheet.
2. Select the cell with the change.
3. Choose Edit > Changes > Comments. The automatically-added comment
provided by Calc appears in the title bar of this dialog and cannot be edited.
4. Type your own comment and click OK.
After you have added a comment to a changed cell, you can see it by hovering
the mouse pointer over the cell.

Q7. What are Macros?

Ans. A macro is a saved sequence of commands or keystrokes that are stored

for later use. Macros are especially useful to repeat a task the same way over
and over again.

Q8. How can we record a Macro?

Ans. Steps to record macro are as follows

a. Use Tools > Macros > Record Macro to start the macro recorder. The
Record Macro dialog is displayed with a stop recording button.
b. Perform the actions you want to be recorded in the document.
c. Click Stop Recording.
d. The Macro dialog appears, in which you can save and run the macro.

Fill in the blanks (Electronic Spreadsheet (Advanced))

1. At the bottom of each worksheet window is a small tab that indicates

the name of the worksheets in the workbook.

2. A cell reference refers to a cell or a range of cells on a worksheet and can

be used to find the values or data that you want formula to calculate.

3. Spreadsheet software allows the user to share the workbook and place it in
the Network location where several users can access.

4. Spreadsheet software can find the changes by Comparing Sheets.

5. Macros are useful to repeat a task the same way over and over again.