Creating a Worksheetin Calc

2

What’s in the Calc window?

Worksheet(or sheet)

Consists of a grid of columns (labeled with letters) and rows (labeled with numbers)

Workbook Contains one or more worksheets, each represented by a tab

Worksheet cell (or cell)

Rectangle formed by intersection of a column and row

Each has a unique name (e.g., B3)

3

What’s in the Calc window? (continued)

Active cell The cell you can currently edit or modify

Change by clicking another cell or pressing arrow keys

Range Series of cells (e.g., D3:D6)

Select a range by clicking cell in top-left corner of the range and dragging the mouse to bottom-right cell in the range

4

What’s in the Calc window? (continued)

5

How do I enter labels?

Label• Any text entered into a cell of the worksheet

• Use to describe numbers you’ve entered in other cells and for text data (e.g., names of people)

• Any “number” data not intended for use in a calculation should be entered as a label (e.g., telephone number)

Click cell and enter label• Text extends into neighboring cells if too long

6

How do I enter labels? (continued)

7

How do I enter labels? (continued)

To make a long label “wrap”

Select cell(s), click Format Click Cells on menu bar to display Format

Cells dialog box Click Alignment tab, then click Wrap text

automatically check box

To edit a label after pressing Enter

Click cell, click Input line in Formula Bar Use left/right arrow keys to move

insertion point, and Backspace and Delete keys to delete characters

To edit a label inside a cell

Double-click cell to activate Edit contents using arrow, Backspace,

and Delete keys

8

How do I enter values?

Value• Number intended to be used in a calculation

Click a cell to make it active, and enter the (unformatted) value into the cell

9

How do I enter values? (continued)

10

How do I enter values? (continued)

To indicate a negative value

Type a minus sign before the number

To specifically enter a number as a label

Type an apostrophe before the number

To enter values automatically

Use fill handle anddrag-and-fill technique

Use Fill option on Edit menu

11

How do I enter formulas?

Formula• Specifies how to add, subtract, multiply, divide, or

otherwise calculate values in worksheet cells

• Always begins with a equal sign

• Can use cell references (column and row location) that point to contents of other cells

12

How do I enter formulas? (continued)

Most common arithmetic operators• Subtraction –

• Addition +

• Multiplication *

• Division /

• Percent %

• Exponent ^

13

How do I enter formulas? (continued)

Use the pointer method (easiest way)• Click cell where results should appear, type “=”

• Click cell that contains first number to reference in the formula

• Type an arithmetic operator, then click the next cell to reference

• Continue until formula is complete

Type formula directly into cell

14

How do I enter formulas? (continued)

15

How do I create complex formulas?

Use arithmetic operators, parentheses, and a mixture of values and cell references to calculate statistical, financial, and mathematical equations

Use parentheses to specify order for calculation

Be aware: cell references in formulas can lead to unexpected results when formulas are copied or moved

16

How do I create complex formulas? (continued)

17

How do I use functions?

Function: predefined formula

Calc includes more than 250 functions – financial, mathematical and trigonometric, statistical – including Sum, Average, Minimum, Maximum, and Payment

18

How do I use functions? (continued)

Verify that formulas and functions reference correct cells and data• Avoid circular references

Formulas can include multiple functions

19

How do I use functions? (continued)

Use Function Wizard button to select a function from a list

Specify arguments (values or cell references used to calculate result of function)• Click top-left cell containing data to use in the

function, then drag down to bottom-right cell

• Release mouse button to display selected range of cells in dialog box

• Click OK button to calculate

20

How do I use functions? (continued)

21

How do I use functions? (continued)

22

How do I use functions? (continued)

Some functions use more than one argument, and those arguments may be required or optional

Be careful using functions you don’t fully understand

Check results with a calculator to make sure the function is working as expected

23

How do I use the Sum button?

Quickly creates a function to calculate the total of a column or row of cells

Calc examines cells to left of and above current cell to determine cells to include in total

24

How do I use the Sum button? (continued)

25

How do I use the Sum button? (continued)

Cells included in Sum function are displayed as a range or as a series of adjacent cells

Sum works best if every cell in the row or column of cells contains a value

Check the marquee to ensure that the correct range of cells is selected before pressing Enter

26

How do I use the Sum button? (continued)

If Sum button does not automatically select the correct cells:• Press Esc key to remove the function and create

the Sum fraction manually

• Drag across the correct range of cells to select them; press Enter to complete the function

27

Summary

The Calc window

How to enter labels, values, and formulas

How to create complex formulas

Ho to use functions

How to use the Sum button