LibreOffice Calc Worksheet Editing PDF

# Chapter 6: Editing a Worksheet ## Learning Outcomes The student will be able to: - select cells and enter data in a sheet. - change the cell contents. - edit the cell contents using the Insert mode and Overwrite mode. - use undo and redo features. - insert and delete cells, columns, and rows. -...

# Chapter 6: Editing a Worksheet ## Learning Outcomes The student will be able to: - select cells and enter data in a sheet. - change the cell contents. - edit the cell contents using the Insert mode and Overwrite mode. - use undo and redo features. - insert and delete cells, columns, and rows. - delete cell contents. - copy and move data and use the Autofill feature. ## LibreOffice Calc LibreOffice Calc is an application software used to perform mathematical calculations. After entering data in a sheet, you may need to make some changes in it. You can add more data and edit its contents. Editing a sheet involves changing its cell contents, copying, and moving data, inserting or deleting rows and columns. ## Selecting Cells In Calc, you often need to select a group of cells to perform any action on them. You can select them in any of the following ways: | To Select | Action | |---|---| | A Row or Column | Click on the row or column heading. | | Entire Sheet | Press Ctrl+A or click on the Select All button, located on the top of the first row heading. | | Adjacent Rows or Columns | Select the first row or column, then hold down the Shift key while you select the last row or column. | | Non-Adjacent Rows or Columns | Click on the row or column, then hold down the Ctrl key while you click on the other rows or columns for selection. | ## Starting Libreoffice Calc You can enter the various types of data in a spreadsheet. ## Entering Numbers as Text To enter the numbers as text, place apostrophe (') before the number. The number will be treated as text. If a number is entered in the format 01481, Calc will drop the leading 0. To preserve the leading zero, in case of telephone area codes, roll nos., etc., type an apostrophe before the number like '01481. This number will be left aligned in the sheet as a text value. It will be displayed in the same form as it has been entered. Typically, formulas will treat the entry as zero and functions will ignore it. ## Entering Date or Time Select the cell and type date or time in it. You can separate the date elements with a slash (/) or hyphen (-) or use text, such as 11 Oct 2020. The date format automatically changes to the selected format used by Calc. Various date formats can be recognized by Calc. You can separate time elements with colons, such as 12:23:51. The time format automatically changes to the selected format. You can also change the date or time format in the following way: - Select the cell and right-click on it. - Select the Format Cells option from the Context menu. Or - Click on the Format > Cells option to open the Format Cells dialog box. - Select the Numbers tab, then select Date or Time from the 'Category' list. - Select the Date or Time format that you want to use from the format list. Click OK. ## Changing Cell Contents The characters and numbers typed in a sheet can be seen both in the cell as well as Formula bar. When you type in the cell, the two buttons-Cancel x and Accept will appear to the left of the Formula bar. Enter the content in a cell and press either Enter key or click on the Accept button on the Formula bar to accept the changes. Cell contents can be modified in two ways: - Replacing cell contents - Using Insert and Overwrite mode ## Replacing Cell Contents By default, you can edit the cell contents directly and replace them with a new entry. - Open a new sheet and type in the data as shown in Figure 6.2. - Select the cell D6 whose content is to be changed. -* Now, type 65 in that cell and press either the Enter key or click on the Accept button. -* Note that the previous value 56 is replaced with 65. - Similarly, try to change the contents of the other cells. ## Editing Cell Contents You can edit the cell contents using two methods: - Insert Mode - Overwrite Mode ## Insert Mode It is the default mode in LibreOffice Calc. As the name suggests, this mode enables the users to insert or add content in the existing cell. Moreover, using this mode one can even replace the content. To enable the Insert mode: - Double-click on the cell whose content you want to edit. - Observe that the cursor appears at the point where you have clicked. - Now, you can insert or add the required content. - Press the Enter key to apply the changes. ## Overwrite Mode This mode enables the users to overwrite the selected content. To activate the Overwrite mode: - Double-click on the cell whose content you intend to overwrite. - Press the Insert button on the keyboard to switch to the Overwrite mode. - Observe that the Overwrite word appears on the Status bar. - Now, enter the new content in the cell to replace the highlighted one. ## Using Undo and Redo Features The Undo and Redo features are very useful while working in Calc. - After making modifications in a cell, you may wish to cancel the changes and retrieve the previous data. To undo the last action(s) performed, use the Undo button present on the Standard toolbar. - Redo command is used to quickly repeat the last action(s) that you have performed using the Undo command. ## Deleting Cell Contents To delete the content of a cell: - Select the cell whose content you intend to delete. - Right-click on the cell, and choose the Clear Contents option from the Context menu. - The Delete Contents dialog box appears as shown in Figure 6.4. - Mark the Delete all checkbox and click OK. - The content of the selected cell will be removed. ## Inserting Cells, Columns, and Rows You can insert blank cells, columns, and rows in a sheet. ## Inserting a Blank Cell To insert a blank cell in a sheet, do the following: - Select a cell. - Click on the Sheet menu and select the Insert Cells option. - The Insert Cells dialog box appears. Select the desired option and click OK. - A new cell will be added according to the selection. ## Inserting a Blank Column You can insert a blank column between any existing columns or even before the first column. To insert a blank column: - Select the column header, left to which you want to insert a new column. - Click on the Sheet menu and choose the Columns option. - A new column will be added to the left of the selected column. ## Inserting a Blank Row You can insert a blank row between any existing rows or even above the first row. To insert a new row: - click on the row header, above which you want to insert a new row. - click on the Sheet menu, and select the Rows option. - a new row will be inserted just above the selected row. ## Deleting Cells, Columns, and Rows Follow the given steps to delete a cell, column, or row from a sheet. ## Deleting a Cell To delete a cell, use the given steps: - Right-click on the cell. - Select the Delete option from the Context menu. - The Delete Cells dialog box will appear. - Select the desired option. Click on the OK button. ## Deleting a Column To delete a column, use the given steps: - Right-click on the column header of the column that you intend to delete. - Select the Delete Selected Columns option from the Context menu. The selected column will be deleted. ## Deleting a Row To delete a row, use the given steps: - Right-click on the row header of the row that you intend to delete. - Select the Delete Selected Rows option from the Context menu. - The selected row will be removed from the sheet. ## Copying and Moving Data Copying refers to duplicating data or making multiple copies of the same data. Moving refers to changing the position of the data. Copying and moving can be done either in the same sheet or between the different sheets. **NOTE:** Clipboard is a temporary storage area for information that you have copied or moved from one place and plan to use somewhere else. When the user copies the selected content, it is stored in the clipboard buffer until it is pasted. ## Copying and Pasting Data - Select the cell or a range of cells you want to copy. Let us say B4:D4. - Click on the Copy button on the Standard toolbar. - The moving dashed line will appear around the selected cells. - Select the cell F6 and click on the Paste button on the Standard toolbar. The text will be copied to the new location. - If you want to paste the same data repeatedly, click on the Paste button again. **NOTE:** To remove the moving border, after you finish copying, press the Esc key. ## Moving Data Around Sometimes, you find that the placement of data is not appropriate. You need not to delete the data and retype it. Calc allows you to move the data around the sheet.