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Copyright

This document is Copyright © 2020 by the LibreOffice Documentation Team. Contributors are listed below. You may distribute it and/or modify it under the terms of either the GNU General Public License (http://www.gnu.org/licenses/gpl.html), version 3 or later, or the Creative Commons Attribution License (http://creativecommons.org/licenses/by/4.0/), version 4.0 or later. All trademarks within this guide belong to their legitimate owners.

Contributors

This book is adapted and updated from the LibreOffice 6.4 Calc Guide.

To this edition

Steve FanningGordon BatesKees Kriek

Annie NguyenFelipe ViggianoSamantha Hamilton

Olivier HallotJean Hollis Weber

To previous editions

John A SmithJean Hollis WeberMartin J Fox

Andrew Pitonyak Simon BrydonGabriel Godoy

Barbara DupreyGabriel GodoyPeter Schofield

John A SmithChristian ChenalLaurent Balland-Poirier Philippe ClémentPierre-Yves SamynShelagh Manton

Peter KupferAndy BrownStephen Buck

Iain RobertsHazel RussmanBarbara M. Tobias

Jared KobosMartin SaffronDave Barton

Olivier HallotCathy CrumbleyKees Kriek

Claire WoodSteve FanningZachary Parliman

Gordon BatesLeo MoonsRandolph Gamo

Drew Jensen

Feedback

Please direct any comments or suggestions about this document to the Documentation Team's mailing list: documentation@global.libreoffice.org. Note Everything you send to a mailing list, including your email address and any other personal information that is written in the message, is publicly archived and cannot be deleted.

Publication date and software version

Published November 2020. Based on LibreOffice 7.0. Documentation for LibreOffice is available at http://documentation.libreoffice.org/en/

Contents

Who is this book for?.................................................................................................................8

What's in this book?..................................................................................................................8

Where to get more help.............................................................................................................8

What you see may be different................................................................................................11

Using LibreOffice on macOS...................................................................................................11

What are all these things called?............................................................................................12

Frequently asked questions....................................................................................................13

What's new in LibreOffice Calc 7.0?........................................................................................14

Chapter 1 Introduction....................................................................................................15

What is Calc?..........................................................................................................................16

Spreadsheets, sheets, and cells.............................................................................................16

Calc main window...................................................................................................................16

Creating, opening, and saving spreadsheets..........................................................................23

Password protection................................................................................................................27

Navigating within spreadsheets...............................................................................................27

Selecting items in a spreadsheet............................................................................................31

Working with columns and rows..............................................................................................33

Working with sheets................................................................................................................35

Viewing Calc...........................................................................................................................37

Using the Navigator.................................................................................................................39

Using document properties.....................................................................................................41

Regular expressions...............................................................................................................43

Chapter 2 Entering, Editing, and Formatting Data.......................................................48

Entering data...........................................................................................................................49

Speeding up data entry...........................................................................................................54

Merging and splitting cells.......................................................................................................58

Sharing content between sheets.............................................................................................58

Validating cell contents............................................................................................................59

Editing data.............................................................................................................................63

Formatting data.......................................................................................................................68

AutoFormat of cells and sheets...............................................................................................75

Using themes..........................................................................................................................76

Value highlighting....................................................................................................................76

Using conditional formatting....................................................................................................77

Hiding and showing data.........................................................................................................83

Sorting records........................................................................................................................91

Find and replace.....................................................................................................................94

Chapter 3 Creating Charts and Graphs.........................................................................99

LibreOffice Calc 7.0 Guide | 3

Chart Wizard.........................................................................................................................100

Using the Sidebar to change chart settings...........................................................................107

Modifying charts....................................................................................................................109

Selecting and moving chart elements....................................................................................113

Changing chart type..............................................................................................................114

Titles, subtitles, and axis names............................................................................................114

Formatting chart backgrounds...............................................................................................118

Data range and series...........................................................................................................119

Data labels............................................................................................................................134

3D charts...............................................................................................................................140

Trend and mean value lines..................................................................................................144

Error bars..............................................................................................................................150

Adding drawing objects to charts..........................................................................................153

Resizing, moving, and positioning charts..............................................................................154

Selecting multiple charts.......................................................................................................158

Changing overall appearance of charts.................................................................................159

Copying, exporting, and deleting charts................................................................................160

Gallery of chart types............................................................................................................162

Chapter 4 Using Styles and Templates.......................................................................179

What are styles? Why use them?..........................................................................................180

Calc style types.....................................................................................................................180

Applying cell styles................................................................................................................181

Applying page styles.............................................................................................................184

Creating new (custom) styles................................................................................................184

Managing styles....................................................................................................................195

What is a template? Why use one?.......................................................................................197

Using a template to create a spreadsheet.............................................................................197

Creating a template...............................................................................................................198

Editing a template.................................................................................................................199

Adding templates obtained from other sources.....................................................................200

Setting the default template...................................................................................................201

Organizing templates............................................................................................................202

Chapter 5 Using Graphics............................................................................................205

Adding graphics (images) to a spreadsheet..........................................................................206

Modifying images..................................................................................................................210

Positioning, resizing, and arranging images..........................................................................212

Using LibreOffice's drawing tools..........................................................................................215

Additional tools......................................................................................................................218

Using Fontwork.....................................................................................................................218

Chapter 6 Printing, Exporting, E-mailing, and Signing.............................................220

4| LibreOffice Calc 7.0 Guide

Using print ranges.................................................................................................................225

Page breaks..........................................................................................................................230

Printing options for page styles.............................................................................................231

Headers and footers..............................................................................................................233

Exporting to PDF...................................................................................................................236

Exporting to other formats.....................................................................................................243

E-mailing spreadsheets.........................................................................................................243

Digital signing of documents.................................................................................................243

Removing personal data.......................................................................................................246

Chapter 7 Using Formulas and Functions..................................................................247

Setting up a spreadsheet......................................................................................................248

Creating formulas..................................................................................................................249

Understanding functions.......................................................................................................263

Strategies for creating formulas and functions......................................................................269

Finding and fixing errors........................................................................................................272

Examples of functions...........................................................................................................275

Volatile / non-volatile functions..............................................................................................277

Using wildcards and regular expressions in functions...........................................................278

Advanced functions...............................................................................................................280

Chapter 8 Using Pivot Tables.......................................................................................282

The Pivot Table Layout dialog...............................................................................................285

Working with the results of the pivot table.............................................................................296

Using pivot table results elsewhere.......................................................................................308

Using pivot charts..................................................................................................................311

Chapter 9 Data Analysis...............................................................................................316

Consolidating data................................................................................................................317

Creating subtotals.................................................................................................................320

Using scenarios.....................................................................................................................326

Using the Multiple Operations tool........................................................................................330

Using Goal Seek...................................................................................................................336

Using the Solver....................................................................................................................338

Using Statistics tools.............................................................................................................343

Chapter 10 Linking Data...............................................................................................366

Using multiple sheets............................................................................................................367

Referencing other documents...............................................................................................374

Using hyperlinks and URLs...................................................................................................375

Linking to external data.........................................................................................................381

Linking to registered data sources........................................................................................388

Embedding spreadsheets......................................................................................................394

XML Source..........................................................................................................................400

LibreOffice Calc 7.0 Guide | 5

Chapter 11 Sharing and Reviewing Spreadsheets....................................................404

Sharing spreadsheets...........................................................................................................405

Reviewing documents...........................................................................................................407

Merging documents...............................................................................................................413

Comparing documents..........................................................................................................413

Saving versions.....................................................................................................................414

Chapter 12 Macros........................................................................................................416

On Visual Basic for Application (VBA) compatibility...............................................................417

Using the macro recorder......................................................................................................417

Write your own functions.......................................................................................................422

Accessing cells directly.........................................................................................................431

Overview of BeanShell, JavaScript, and Python macros.......................................................434

Working with VBA macros.....................................................................................................440

Chapter 13 Calc as a Database....................................................................................444

Associating a range with a name..........................................................................................446

Useful database-like functions..............................................................................................468

Chapter 14 Setting up and Customizing.....................................................................472

LibreOffice options................................................................................................................473

Options for loading and saving documents...........................................................................477

Calc-specific options.............................................................................................................481

Default colors for charts........................................................................................................491

AutoCorrect functions............................................................................................................492

Customizing the user interface..............................................................................................493

Assigning macros to events..................................................................................................502

Adding functionality with extensions......................................................................................502

Adding custom colors............................................................................................................503

Appendix A Keyboard Shortcuts.................................................................................505

Windows / Linux keyboard shortcuts.....................................................................................506

macOS keyboard shortcuts...................................................................................................515

Appendix B Error Codes...............................................................................................523

Introduction to Calc error codes............................................................................................524

Error codes displayed within cells.........................................................................................525

General error codes..............................................................................................................525

Alphabetical Index.................................................................................................................528

6| LibreOffice Calc 7.0 Guide

Calc Guide

Preface

Who is this book for?

This book is for beginner to advanced users of Calc, the spreadsheet component of LibreOffice. You may be new to spreadsheet software, or you may be familiar with another program. If you have never used LibreOffice before, or you want an introduction to all of its components, you might like to read the Getting Started Guide first. If you have never used spreadsheets before, you might also like to read a book or find some tutorials about the use of spreadsheets.

What's in this book?

This book introduces the features and functions of LibreOffice Calc. It is not a tutorial on using spreadsheets. Some chapters assume familiarity with basic spreadsheet usage when describing how to use Calc. You can enter data (usually numerical) in a spreadsheet and then manipulate this data to produce certain results. Alternatively, you can enter data and then use Calc in a 'What if...' manner by changing some of the data and observing the results without having to retype all of the data. Functions can be used to create formulas to perform complex calculations on data. Some of the other features provided by Calc include: •Database functions, to arrange, store, and filter data. •Data statistics tools, to perform complex data analysis. •Dynamic charts: a wide range of 2D and 3D charts. •Macros, for recording and executing repetitive tasks; scripting languages supported include LibreOffice Basic, Python, BeanShell, and JavaScript. •Ability to open, edit, and save Microsoft Excel and other spreadsheets. •Import of spreadsheets from multiple formats, including HTML, CSV, and Data

Interchange Format.

•Export of spreadsheets into multiple formats, including HTML, CSV, Data Interchange

Format, and PDF.

Where to get more help

This book, the other LibreOffice user guides, the built-in Help system, and user support systems assume that you are familiar with your computer and basic functions such as starting a program, opening and saving files.

Help system

LibreOffice comes with an extensive Help system. This is the first line of support for using LibreOffice. Windows and Linux users can choose to download and install the offline Help for use when not connected to the Internet; the offline Help is installed with the program on macOS. To display the Help system, press F1 or select LibreOffice Help from the Help menu (Figure 1). If you do not have the offline help installed on your computer and you are connected to the Internet, your default browser will open the online Help pages on the LibreOffice website. The Help menu includes links to other LibreOffice information and support facilities.

8 | LibreOffice Calc 7.0 Guide

Figure 1: The Help menu

Note The following options indicated by a ‡ symbol are only accessible if your computer is connected to the Internet. •What's This? - For quick tips when a toolbar is visible, place the mouse pointer over any of the icons to see a small box ("tooltip") with a brief explanation of the icon's function. For a more detailed explanation, select Help > What's This? and hold the pointer over the icon. In addition, you can choose whether to activate extended tips using Tools >

Options > LibreOffice > General > Extended tips.

Note The What's This? facility and extended tips are being improved but in LibreOffice 7.0 this work is incomplete and so they are not fully functional. •User Guides‡ - Opens your default browser at the English Documentation page of the LibreOffice website https://documentation.libreoffice.org/en/english-documentation/. There you will find copies of User Guides and other useful information. •Show Tip-of-the-Day - Opens a dialog showing a useful bit of information to help expand your knowledge of LibreOffice. •Get Help Online‡ - Opens your default browser at the Ask LibreOffice forum of questions and answers from the LibreOffice community https://ask.libreoffice.org/en/questions/. •Send Feedback‡ - Opens your default browser at the Feedback page of the LibreOffice website https://www.libreoffice.org/get-help/feedback/. From there you can report bugs, suggest new features, and communicate with others in the LibreOffice community. •Restart in Safe Mode - Opens a dialog where you will have the option to restart LibreOffice and reset the software to its default settings.

Preface | 9

•Get Involved‡ - Opens your default browser at the Get Involved page of the LibreOffice website https://www.libreoffice.org/community/get-involved/. There you can find out how you can help us make LibreOffice even better! •Donate to LibreOffice‡ - Opens your default browser at the Donation page of the LibreOffice website https://donate.libreoffice.org/. There you can choose to make a donation to support LibreOffice. •License Information - Opens a dialog outlining the licenses under which LibreOffice is made available. •Check for Updates‡ - Opens a dialog and checks the LibreOffice website for updates to your version of the software. •About LibreOffice - Opens a dialog, which displays information about the version of LibreOffice and the operating system you are using. This information will often be requested if you ask the community for help or assistance with the software. A button is provided to enable you to copy this information to the clipboard so that you can subsequently paste it into a forum post, an email, or a bug report.

Other free online support

The LibreOffice community not only develops software, but provides free, volunteer-based support. In addition to the Help menu links above, there are other online community support options available, see Table 1.

Table 1: Free LibreOffice support

FAQsAnswers to frequently asked questions

https://wiki.documentfoundation.org/Faq Mailing listsFree community support is provided by a network of experienced users

Questions & Answers

and Knowledge BaseFree community assistance is provided in a question and answer formatted web service. Search similar topics or open a new one in The service is available in several other languages; just replace /en/ with de, es, fr, ja, ko, nl, pt, tr, and many others in the web address above.

Native language

supportThe LibreOffice website in various languages

Mailing lists for native languages

Information about social networking

Accessibility optionsInformation about available accessibility options OpenOffice ForumAnother forum that provides support for LibreOffice, among other open source office suites https://forum.openoffice.org/en/forum/

Paid support and training

You can also pay for support through service contracts from a vendor or consulting firm specializing in LibreOffice. For information about certified professional support, see The Document Foundation's website: https://www.documentfoundation.org/gethelp/support/.

10 | LibreOffice Calc 7.0 Guide

What you see may be different

Illustrations

LibreOffice runs on Windows, Linux, and macOS operating systems, each of which has several versions and can be customized by users (fonts, colors, themes, window managers). The illustrations in this guide were taken from a variety of computers and operating systems. Therefore, some illustrations will not look exactly like what you see on your computer display. Also, some of the dialogs may be different because of the settings selected in LibreOffice. You can either use dialogs from your computer's operating system or from LibreOffice. The differences affect mainly Open, Save, and Print dialogs. To change which dialogs are used, go to Tools > Options > LibreOffice > General and select or deselect the option Use LibreOffice dialogs. Icons The LibreOffice community has created icons for several icon sets: Colibre , Breeze, Breeze Dark, Elementary, Karasa Jaga, Sifr, Sifr Dark, and Sukapura. Each user can select a preferred set. The icons in this guide have been taken from a variety of LibreOffice installations that use different sets of icons. The icons for some of the many tools available in LibreOffice may then differ from the ones used in this guide. To change the icon set used, go to Tools > Options > LibreOffice > View. Choose from the drop-down lists under Icon style and Icon size. Note The Galaxy, Oxygen, and Tango icon sets are no longer included as part of the standard installation package. They can be added back by downloading and installing the following extensions: Some of the previously included gallery backgrounds are now only available as an extension from:

Using LibreOffice on macOS

Some keystrokes and menu items are different on macOS from those used in Windows and Linux. Table 2 gives some common substitutions for the instructions in this book. For a more detailed list, see the application Help and Appendix A, Keyboard Shortcuts, to this guide. Table 2: Example keystrokes for different environments

Windows or LinuxmacOS equivalentEffect

Tools > Options

menu selectionLibreOffice > PreferencesAccess setup options

Right-clickControl+click and/or right-click

depending on computer setupOpen a context menu Ctrl (Control) (Command)⌘Used with other keys

Ctrl+Q+Q

⌘Exit / quit LibreOffice F11+T ⌘Open the Sidebar's Styles deck

Preface | 11

What are all these things called?

The terms used in LibreOffice for most parts of the user interface (the parts of the program you see and use, in contrast to the behind-the-scenes code that actually makes it work) are the same as for most other programs. A dialog is a special type of window. Its purpose is to inform you of something, or request input from you, or both. It provides controls to use to specify how to carry out an action. The technical names for common controls are shown in Figure 2. In most cases the technical terms are not used in this book, but it is useful to know them because the Help and other sources of information often use them. In most cases, you can interact only with the dialog (not the document itself) as long as the dialog remains open. When you close the dialog after use (usually, clicking OK or another button saves your changes and closes the dialog), then you can again work with your document. Some dialogs can be left open as you work, so you can switch back and forth between the dialog and your document. An example of this type is the Find and Replace dialog.

Figure 2: Dialog showing common controls

1)Tabbed page (not strictly speaking a control).

2)Radio buttons (only one can be selected at a time).

3)Checkbox (more than one can be selected at a time).

4)Spin box (click the up and down arrows to change the number shown in the text box next

to it, or type in the text box).

5)Thumbnail or preview.

6)Drop-down list from which to select an item.

7)Push buttons.

12 | LibreOffice Calc 7.0 Guide

Frequently asked questions

How is LibreOffice Licensed?

LibreOffice is distributed under the Open Source Initiative (OSI) approved Mozilla Public License (MPL). See https://www.libreoffice.org/about-us/licenses/. It is based on code from Apache OpenOffice made available under the Apache License 2.0 but also includes software that differs from version to version under a variety of other Open Source licenses. New code is available under GNU Lesser General Public License (LGPL)

3.0 and MPL 2.0.

May I distribute LibreOffice to anyone? May I sell it? May I use it in my business? Yes.

How many computers may I install it on?

As many as you like.

Is LibreOffice available in my language?

LibreOffice has been translated (localized) into over 40 languages, so your language is probably supported. Additionally, there are over 70 spelling, hyphenation, and thesaurus dictionaries available for languages, and dialects that do not have a localized program interface. The dictionaries are available by selecting the Dictionary tag filter from the LibreOffice Extension Center https://extensions.libreoffice.org/.

How can you make it for free?

LibreOffice is developed and maintained by volunteers and has the backing of several organizations. I am writing a software application. May I use programming code from LibreOffice in my program? You may, within the parameters set out in the licenses: https://www.mozilla.org/MPL/2.0/ Why do I need Java to run LibreOffice? Is it written in Java? LibreOffice is not written in Java; it is mostly written in the C++ language. Java is one of several languages that can be used to extend the software. The Java JRE (Java Runtime Environment) is only required for some features. The most notable one is the HSQLDB relational database engine used by the Base component of LibreOffice. For Calc, Java is needed to run some of the solver engines described in Chapter 9, Data Analysis. Java is available at no cost. More information and download links to the appropriate edition for your operating system can be found at: https://java.com/en/download/manual.jsp. Note If you want to use LibreOffice features that require Java it is important that the correct 32 bit or 64 bit edition matches the installed version of LibreOffice.

How can I contribute to LibreOffice?

You can help with the development and user support of LibreOffice in many ways, and you do not need to be a programmer. To start, check out this webpage: May I distribute the PDF of this book, or print and sell copies? Yes, as long as you meet the requirements of one of the licenses in the copyright statement at the beginning of this book. You do not have to request special permission. We request that you share with the project some of the profits you make from sales of books, in consideration of all the work we have put into producing them. Donate to LibreOffice: https://www.libreoffice.org/donate/.

Preface | 13

What's new in LibreOffice Calc 7.0?

The LibreOffice 7.0 Release Notes are here:

A link to this page is also provided on the About LibreOffice dialog, accessed by clicking Help >

About LibreOffice.

14 | LibreOffice Calc 7.0 Guide

Calc Guide

Chapter 1

Introduction

Using spreadsheets in LibreOffice

What is Calc?

Calc is the spreadsheet component of LibreOffice. You can enter data (usually numerical) in a spreadsheet and then manipulate this data to produce certain results. Alternatively, you can enter data and then use Calc in a 'What if...' manner by changing some of the data and observing the results without having to retype the entire spreadsheet or sheet.

Other features provided by Calc include:

•Functions, which can be used to create formulas to perform complex calculations on data. •Database functions to arrange, store, and filter data. •Data statistics tools, to perform complex data analysis. •Dynamic charts, including a wide range of 2D and 3D charts. •Macros for recording and executing repetitive tasks; scripting languages supported include LibreOffice Basic, Python, BeanShell, and JavaScript. •Ability to open, edit, and save Microsoft Excel spreadsheets. •Import and export of spreadsheets in multiple formats, including HTML, CSV, PDF, and

Data Interchange Format.

Note If you want to use macros written in Microsoft Excel using the VBA macro code in LibreOffice, you must first edit the code in the LibreOffice Basic IDE editor. For more information, see Chapter 12, Macros, in this guide or Chapter 13, Getting Started with Macros, in the Getting Started Guide.

Spreadsheets, sheets, and cells

Calc works with documents called spreadsheets. Spreadsheets consist of a number of individual sheets, each sheet containing cells arranged in rows and columns. A particular cell is identified by its row number and column letter. Cells hold the individual elements - text, numbers, formulas, and so on - that make up the data to display and manipulate. Each spreadsheet can have up to 10,000 sheets and each sheet can have a maximum of

1,048,576 rows and 1,024 columns.

Calc main window

When Calc is started, the main window opens (Figure 3). The various parts of this display are explained below. Note If any part of the Calc window in Figure 3 is not shown, you can display it using the View menu. For example, View > Status Bar on the Menu bar will toggle (show or hide) the Status Bar. It is not always necessary to display all of the parts shown; you can show or hide any of them as desired.

16 | LibreOffice Calc 7.0 Guide

Figure 3: Calc main window

Title bar

The Title bar, located at the top, shows the name of the current spreadsheet. When the spreadsheet is newly created, its name is Untitled X, where X is a number. When you save a spreadsheet for the first time, you are prompted to enter a name of your choice.

Menu bar

Under the Title bar is the Menu bar. When you choose one of the menus, a list of options appears. You can also modify the Menu bar, as explained in Chapter 14, Setting up and

Customizing.

•File - contains commands that apply to the entire document, such as Open, Save, Wizards, Export as PDF, Print, Digital Signatures, Templates.quotesdbs_dbs28.pdfusesText_34

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