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CHAPTER 24 IN DEPTH: C ALC
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Figure 24-2. Creating formulas is easy using the Function Wizard.
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Sorting Data
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Within a spreadsheet, you may want to sort data according to any number of criteria. For example, you might want to show a list of numbers from highest to lowest, or rearrange a list of names so that they re in alphabetical order. This is easy to do within Calc. Start by highlighting the range of data you wish to sort. Alternatively, you can simply select one cell within it, because Calc is usually able to figure out the range of cells you want to use. Then select Data Sort from the main menu. Calc will automatically select a sort key, which will appear in the Sort By drop-down list, as shown in Figure 24-3. However, you can also choose your own sort key from the drop-down menu if you wish, and you can choose to further refine your selection by choosing up to two more sort subkeys from the other drop-down menus.
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Figure 24-3. Data can be sorted so that it s in alphabetical or numerical order.
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Creating Charts
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Charts are useful, because they present a quick visual summary of data. Calc produces charts through a step-by-step wizard, so it becomes very easy indeed. Here are the steps:
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1. Highlight the data you want to graph. Be careful to include only the data itself and
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not any surrounding cells, or even the cell that contains the title for the array of data.
2. Select the Insert Chart menu option, or click the Insert Chart button on the
Standard toolbar.
3. The cursor turns into a target with a small graph next to it. Click and drag on the
spreadsheet itself to define the area of the graph. This can be any size. Also, you can resize it later.
4. The wizard starts. The first step is to define the range of cells to be used for the
chart. By highlighting the cells before you started, you ve already done this, so you can click the Next button. However, first make sure that the First Row As Label option is selected.
CHAPTER 24 IN DEPTH: C ALC
5. Choose the type of chart you wish to use. For most simple data selections, a bar
graph is usually best. However, you might also choose to select a horizontal bar graph. Then click Next.
6. The wizard presents a subselection of graph types. You can also select whether
gridlines are used to separate the various areas of the graph. Make your selections and click Next.
7. The last step allows you to give the chart a title and also choose whether you want
a legend (a key that explains what the axes refer to) to appear next to it.
8. Click Create, and the chart will be created. Figure 24-4 shows an example.
Figure 24-4. Creating a chart is easy within Calc and adds a professional flourish to your
spreadsheet.
Once you ve created a chart, you can alter its size by clicking and dragging the handles. You can also change various graphical aspects by double-clicking them. However, keep in mind that the graph is actually a picture, so the properties you edit are limited to changing the color and size of various elements. The chart is linked to your data. Whenever your data changes, so will your chart. This is done automatically and doesn t require any user input.
CHAPTER 24 IN DEPTH: C ALC
Using Filters
The Filter function in Calc lets you selectively hide rows of data. The spreadsheet user then selects which of the rows of data to view from a drop-down list that appears in the cell at the top of the rows, as shown in the example in Figure 24-5.
Figure 24-5. Filters allow you to selectively hide or show rows of data in a spreadsheet.
Note A Calc filter is a little like an Excel pivot chart, especially when it s combined with an automatically
generated chart.
Using filters in this way can be useful when you re dealing with a very large table of data. It helps isolate figures so you can compare them side by side in an easy-to-follow format. For example, you could filter a table of sales figures by year. To use the Filter function, start by highlighting the data you wish to see in the dropdown list. Make sure the column header for the data is included, too. If you re using the Filter feature on a table of data, this selection can be any column within the table, although it obviously makes sense to use a column that is pertinent to the filtering that will take place. After you ve selected the data to filter, select Data Filter Autofilter. You should find that, in place of the column header, a drop-down list appears. When a user selects a various entry in the list, Calc will display only the corresponding row of the spreadsheet beneath. To remove a filter, select Data Filter Remove Filter.
CHAPTER 24 IN DEPTH: C ALC
Summary
In this chapter, we examined OpenOffice.org Calc. We looked at the basics of how data can be entered into a cell and how it can be formatted. Then you learned how to create formulas. This is easy to do with the Function Wizard function, which automates the task. Next, you saw how to sort data in a spreadsheet. We also went through the steps for creating charts using a Calc wizard. Finally, we looked at creating data filters, which work rather like pivot charts in Microsoft Excel. In the next chapter, we move on to Impress, the presentations component of OpenOffice.org.
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