PART II
OpenOffice.org Calc
Spreadsheet
Lesson 1
Starting with OpenOffice.org Calc
What is OpenOffice.org Calc?
Calc is the spreadsheet component of OpenOffice.org which is similar to Microsoft Excel
with some of its features. You can enter data, usually numerical data, in a spreadsheet and then
manipulate this data to produce certain results. To open Calc from your desktop follow the
following steps:
1. Click the Start Button.
2. From the start menu, select All Programs.
3. From the submenu, select OpenOffice.org, then OpenOffice.org Calc.
After following the series of steps above, the main screen will appear with a blank
spreadsheet ready for input.
What are the basic parts of the OpenOffice.org Calc screen?
Menu Bar
Title Bar Standard Toolbar
Formula Bar
Column Heading
Scroll Bar
Formatting Toolbar
Row Heading
Tab Scroll Bar
Workbook Window
Figure 2.1: Parts of the Calc Screen
• Title Bar. Displays the spreadsheet name and the program name.
• Menu Bar. Lists commands in a menu style.
• Standard Toolbar. Displays the buttons that you can select to perform common
editing task.
• Formatting Toolbar. Lists formatting commands to enhance the look of your
spreadsheet.
• Formula Bar. Shows the contents of the selected cell.
• Column Heading. Identifies the column by letters.
• Row Heading. Identifies the row by numbers.
• Workbook Window. Contains the workbook where you will enter your data and
formulas.
• Tab. Lets you displays the worksheets.
• Scroll Bar. Allows you to view a section of the current worksheet that is not
displayed.
How to create a New Spreadsheet?
1. Launch OpenOffice.org Calc. A new blank worksheet will be displayed. Its default
filename is Untitled followed by a number.
2. You can enter your data on the active cell.
Default Filename
Active Cell
Figure 2.2: Blank Spreadsheet
How to save a Spreadsheet?
1. Click the Save Button on the Standard Toolbar or press CTRL + S on your keyboard.
The Save As dialog box will be displayed on your screen.
Save Button
Save As dialog box
Figure 2.3: Step 1 on Saving a Spreadsheet
2. To specify where you want to save the file, click the down arrow located below the title
bar of the Save As dialog box. A drop-down list opens. From the list choose the drive and
folder where you want to store your spreadsheet.
Down Arrow
Drop-down List
Figure 2.4: Step 2 on Saving a Spreadsheet
3. Place the insertion point in the File name box and replace the default filename to
Sample2.
File Name
Figure 2.5: Step 3 on Saving a Spreadsheet
4. Click the Save Button in the dialog box. After clicking the save button, notice that the file
name in the Title bar has been changed.
Save Button
Figure 2.6: Step 4 on Saving a Spreadsheet
How to save a Spreadsheet in a .xls format?
1. Follow the steps given above from 1-3.
2. Click the down arrow on the Save as type box and choose Microsoft Excel 97/2000/XP
(.xls) from the drop-down list.
Save as type box
Figure 2.7: Saving a Spreadsheet as .xls
3. Click the Save Button in the dialog box.
4. Choose Keep Current Format on the dialog box that appeared.
Keep Current Format
Figure 2.8: Saving a Spreadsheet as .xls
How to print a Spreadsheet?
1. Check first if the computer is connected to a printer and if it is turned on and ready with
papers.
2. Click the Print Button on the Standard Toolbar or press CTRL + P on your keyboard.
The spreadsheet will now be sent to the printer for printing.
Print Button
Figure 2.9: Printing a Spreadsheet
How to close a Spreadsheet?
1. Click the Close Button on the upper-right part of the screen, or click the File Menu and
choose Exit or simply press CTRL + Q on your keyboard.
File Menu
Close Button
Exit
Figure 2.10: Closing a Spreadsheet
How to open an Existing Spreadsheet?
1. Click the File Menu and choose Open or click CTRL + O on your keyboard.
File Menu
Open
Figure 2.11: Step 1 in Opening an Existing Spreadsheet
2. A dialog box will be displayed on your screen, look for and select the existing spreadsheet
that you want to open and click Open.
Existing Spreadsheet
Open
Figure 2.12: Step 2 in Opening an Existing Spreadsheet
