OpenOffice.org Calc

Contents

3.1. What's New in Calc?
3.2. Creating a New Document
3.3. Using Formatting and Styles in Calc

Calc is the OpenOffice.org spreadsheet and data plotting module. Spreadsheets consist of a number of sheets, containing cells which can be filled with elements like text, numbers, or formulas. A formula can manipulate data from other cells to generate a value for the cell in which it is inserted. Calc also allows you to define ranges, filter and sort the data or creates charts from the data to present it graphically. By using DataPilots, you can combine, analyze or compare larger amounts of data.

As with the entire OpenOffice.org suite, Calc can be used across a variety of platforms. It provides a number of exchange formats (including export to PDF documents), and can also read and save files in Microsoft Excel's format. Its interoperability is constantly ameliorated.

This chapter can only introduce some very basic Calc functionalities. For more information and for complete instructions, look at the OpenOffice.org help or at the sources listed in Section 1.10, “For More Information”. Power users can find a list of new features in Section 3.1, “What's New in Calc?”.

	VBA Macros
Calc can process many VBA macros in Excel documents; however, support for VBA macros is not yet complete. When opening an Excel spreadsheet that makes heavy use of macros, you might discover that some do not work.

What's New in Calc?

Find some major enhancements listed below.

Spreadsheet Collaboration

It is now possible to share a spreadsheet with other users. To do so, click Tools+Share Document. In the dialog that appears, activate the sharing mode and save the document. This creates a lock file .~sharing.filename.ods# in the same directory to store the list of users who are currently accessing the document. When a different user, tux opens the file, he is informed about the sharing mode and can make his changes to the file. When he wants to save his changes (and the document has been modified by another user in the meantime), a message appears. Upon saving the document, the changes of both users will be merged.

	Access Permissions
Note that all writers working on the shared document need writing permission for both the shared file and the lock file.

Higher Number of Columns Per Calc Sheet

Instead of only 256 columns per spreadsheet, OpenOffice.org can now handle 1024 columns per spreadsheet.

The Novell edition of OpenOffice.org includes the following additional features available in Calc:

Variable Formula Syntax Support (Calc A1, Excel A1, and Excel R1C1): Accessible from the Options dialog: Click Tools+Options+OpenOffice.org Calc+Calculate and select the relevant Formula Syntax.
Support of External Range Names: Allows users to access named ranges in external documents like you can in Microsoft Excel. For example, =SUM('file:///external.ods'#NamedRange)
Support for Encrypted Excel Export: Allows you to save to an *.xls file with password and encrypt its content. Click File+Save As... and select the Microsoft Excel 97/2000/XP (.xls) format. Set the checkbox Save with password, save and type your password.
Protecting Sheets: Allows you to protect sheets and the contents of locked cells with a password. Click Tools+Protect Document+Sheet to access the available options.
Changing Source Data Ranges of DataPilots: Allows you to change the source data range of a DataPilot after the table has been created.
Toggling Grid Lines Per Sheet: Allows you to hide or show the grid lines individually for each sheet. The grid line settings are saved with the document. Access the function from the right end of the toolbar.
Argument Separators in Formula Expressions: The argument separators in formula expression are dependent on locales. In the English locale you can use a comma instead of a semicolon as a separator for expressions. For example, you can write =SUM(A1,A2,A3) instead of =SUM(A1;A2;A3).

Creating a New Document

Start OpenOffice.org and select File+New+Spreadsheet to create a new spreadsheet from scratch. Access the individual sheets by clicking the respective tabs at the bottom of the window.

Enter data in the cells as desired. To adjust the appearance, either use the Formatting toolbar or the Format menu—or define styles as described in Section 3.3, “Using Formatting and Styles in Calc” . Use the File menu or the relevant buttons in the toolbar to print and save your document.

Using Formatting and Styles in Calc

Calc comes with a few built-in cell and page styles to improve the appearance of your spreadsheets and reports. Although these built-in styles are adequate for many uses, you will probably find it useful to create styles for your own frequently used formatting preferences.

Procedure 3.1. Creating a Style

Click Format+Styles and Formatting.
In the Styles and Formatting window, click either the Cell Styles or the Page Styles icon from the top of the window.
Right-click in the Styles and Formatting window, then click New.
Specify a name for your style and use the various tabs to set the desired formatting options.
Click OK.

Procedure 3.2. Modifying a Style

Click Format+Styles and Formatting.
In the Formatting and Styles window, click either the Cell Styles or the Page Styles icon.
Right-click the name of the style you want to change, then click Modify.
Change the desired formatting options.
Click OK.

To apply a style to specific cells, select the cells you want to format. Then double-click the style you want to apply in the Styles and Formatting window.