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Entering numbers as text
If a number is entered in the format
01481
, Calc will drop the leading
0. (Exception: see Tip below.) To preserve the leading zero, for example
for telephone area codes, type an apostrophe before the number, like
this: '01481.
The data is now regarded as text by Calc. Formulas and functions will
treat the entry like any other text entry, which typically results in it
being a zero in a formula, and being ignored in a function.
Tip
Numbers can have leading zeros and be regarded as numbers
(as opposed to text) if the cell is formated appropriately. Right-
click on the cell and chose Format Cells > Numbers. Adjust
the leading zeros setting to add leading zeros to numbers.
Note
When using an apostrophe to allow a leading 0 to be displayed,
the apostrophe is not visible in the cell after the
Enter
key is
pressed—
if
the apostrophe is a plain apostrophe (not a “smart
quote” apostrophe). If “smart quotes” are selected for
apostrophes, the apostrophe remains visible in the cell.
To choose the type of apostrophe, use Tools > AutoCorrect >
Custom Quotes. The selection of the apostrophe type affects
both Calc and Writer.
Caution
When a number is formatted as text care must be taken that
the cell containing the number is not used in a formula since
Calc will ignore the value.
Entering dates and times
Select the cell and type the date or time. You can separate the date
elements with a slant (/) or a hyphen (–) or use text such as 10 Oct 03.
Calc recognizes a variety of date formats. You can separate time
elements with colons such as 10:43:45.
Speeding up data entry
Entering data into a spreadsheet can be very labor-intensive, but Calc
provides several tools for removing some of the drudgery from input.
The most basic ability is to drop and drag the contents of one cell to
another with a mouse. However, Calc also includes several other tools
for automating input, especially of repetitive material. They include the
146 Getting Started with OpenOffice.org 3
- Getting Started 1
- OpenOffice.org 3 1
- Copyright 2
- Feedback 2
- Chapter 1 9
- Introducing OpenOffice.org 9
- What is OpenOffice.org? 10
- Impress (presentations) 11
- Draw (vector graphics) 11
- Base (database) 11
- Math (formula editor) 11
- Minimum requirements 13
- How to get the software 13
- How to install the software 14
- How to get help 14
- Paid support and training 15
- Extensions and add-ons 16
- Starting OpenOffice.org 16
- Note for Windows users 17
- Using the Quickstarter icon 17
- Disabling the Quickstarter 18
- Reactivating the Quickstarter 18
- Parts of the main window 20
- Moving toolbars 22
- Floating toolbars 23
- Starting a new document 24
- Opening an existing document 25
- Saving documents 25
- Renaming and deleting files 26
- • Create New Folder 27
- • View Menu 27
- Using the Navigator 28
- Figure 9: Navigation toolbar 29
- Closing a document 30
- Closing OpenOffice.org 30
- Chapter 2 31
- Setting up OpenOffice.org 31
- User Data options 32
- General options 33
- Help Agent 34
- High contrast 34
- Memory options 35
- View options 35
- Shift+Control+R 37
- Print options 38
- Path options 39
- Color options 40
- Font options 41
- Security options 42
- Appearance options 44
- Accessibility options 44
- Java options 45
- Online Update options 46
- General Load/Save options 47
- Load/Save – VBA Properties 49
- Figure 29: Choosing 49
- Load/Save VBA Properties 49
- Load/Save – Microsoft Office 50
- Choosing language settings 52
- CTL (complex text layout) 53
- Choose spelling options 54
- Choosing Internet options 55
- Chapter 3 57
- Using Styles and Templates 57
- What is a template? 58
- What are styles? 58
- Applying styles 60
- Using Fill Format mode 61
- Using the Apply Style list 61
- Modifying styles 62
- Using AutoUpdate 63
- Creating new (custom) styles 64
- Copying and moving styles 65
- Deleting styles 68
- Creating a template 69
- Editing a template 72
- Setting a default template 74
- Organizing templates 76
- Creating a template folder 77
- Deleting a template folder 77
- Moving a template 77
- Deleting a template 77
- Importing a template 78
- Exporting a template 78
- Examples of style use 79
- Defining a sequence of styles 80
- Chapter 4 81
- Getting Started with Writer 81
- What is Writer? 82
- The Writer interface 82
- Document views 84
- Figure 56: Navigation icons 85
- Working with documents 86
- Working with text 87
- Shift+F8 88
- Inserting special characters 91
- Setting tab stops and indents 91
- Checking spelling 92
- Using language tools 93
- Figure 66: The Language menu 94
- Using AutoCorrect 95
- Using word completion 95
- Using AutoText 96
- Formatting text 97
- Formatting characters 98
- Autoformatting 99
- Hyphenating words 101
- Undoing and redoing changes 102
- Formatting pages 103
- Creating headers and footers 105
- Numbering pages 106
- Changing page margins 107
- Adding notes to a document 108
- Ctrl+Alt+N 109
- Figure 80: Notes in OOo3 109
- Ctrl+Alt+Page Down 109
- Ctrl+Alt+Page Up 109
- Creating a table of contents 110
- Working with graphics 111
- Printing from Writer 111
- Controlling printing 112
- Contents 113
- Brochure 113
- Printing a brochure 115
- Printing envelopes 116
- Printing labels 118
- Writer Guide 119
- Sending a fax using Writer 120
- Using mail merge 121
- Using master documents 122
- Creating fill-in forms 122
- Using fields 122
- Using cross-references 123
- Using bookmarks 124
- Chapter 5 125
- Getting Started with Calc 125
- What is Calc? 126
- Parts of the main Calc window 126
- Formula bar 128
- Individual cells 128
- Sheet tabs 129
- Status bar 129
- Starting new spreadsheets 130
- Opening existing spreadsheets 131
- Saving spreadsheets 131
- Going to a particular cell 132
- Moving from cell to cell 133
- Moving from sheet to sheet 134
- Selecting cells 135
- Range of contiguous cells 136
- Range of non-contiguous cells 136
- Selecting columns and rows 137
- Selecting sheets 137
- Working with columns and rows 138
- Deleting columns and rows 139
- Working with sheets 140
- Viewing Calc 141
- Freezing a row and a column 142
- Splitting the window 143
- Thus you can 144
- Entering numbers 145
- Entering text 145
- Speeding up data entry 146
- Using the Fill tool on cells 147
- Defining a fill series 148
- Using selection lists 149
- Editing data 150
- Formatting data 151
- Using automatic wrapping 152
- Formatting numbers 153
- Formatting the font 154
- Formatting the cell borders 155
- Defining a new AutoFormat 156
- Hiding and showing data 157
- Outline group controls 158
- Sorting records 160
- Printing 161
- Selecting sheets to print 162
- Using print ranges 164
- Page breaks 165
- Headers and footers 166
- Calc Guide 167
- Figure 129: Header dialog 167
- Header or footer appearance 168
- Chapter 6 170
- Getting Started with 170
- What is Impress? 171
- Tasks pane 173
- Workspace 173
- Toolbars 174
- Navigator 174
- Working with views 175
- Figure 134: Outline view 176
- Notes view 177
- Slide Sorter view 178
- Creating a new presentation 180
- Using the Presentation Wizard 181
- Empty Presentation 182
- From Template 182
- Introducing a New Product 183
- Recommendation of a Strategy 183
- Impress Guide 184
- From template 184
- Formatting a presentation 185
- Inserting additional slides 186
- Modifying the slide show 188
- Slide masters and styles 189
- Working with slide masters 190
- Creating slide masters 191
- Applying a slide master 191
- Modifying a slide master 192
- Adding text to all slides 193
- Adding and formatting text 194
- Pasting text 195
- Pasting unformatted text 196
- Formatting pasted text 196
- Shift + Enter 197
- Creating a new outline level 198
- Creating tables 199
- Setting up the slide show 201
- Running the slide show 202
- Chapter 7 203
- Getting Started with Draw 203
- What is Draw? 204
- The Draw workspace 204
- Figure 149: Rulers show the 205
- Draw Guide 209
- Figure 156: Options toolbar 210
- Snap to grid 212
- Showing the grid 212
- Configuring the grid 212
- Appearance (Figure 159) 213
- The basic drawing shapes 214
- Drawing an arrow 215
- Drawing lines and arrows 216
- Drawing a rectangle or square 216
- Drawing a circle or ellipse 217
- Drawing curves 217
- Writing text 218
- Gluepoints and connectors 219
- Drawing geometric shapes 220
- Selection modes 222
- Selecting objects 223
- Arranging objects 224
- Selecting several objects 224
- Dynamic movement of objects 225
- Rotation 226
- Editing objects 227
- The context menu 228
- Editing lines and borders 228
- Common line properties 228
- Drawing arrows 229
- Using styles 230
- Special effects 230
- Mirror copies 231
- Distorting an image 231
- Dynamic gradients 231
- Duplication 232
- Combining multiple objects 233
- Aids for positioning objects 234
- Editing pictures 235
- Working with 3D objects 235
- Chapter 8 237
- Getting Started with Base 237
- Introduction 238
- Planning a database 239
- Creating a new database 241
- Creating database tables 242
- . For example, in a 243
- . More fields may be 243
- Figure 177: Order of fields 244
- Entry required 245
- Field Type 246
- CD-Collection 247
- Copy table 247
- Field type 248
- formatting 248
- Design View 248
- as the name of the 249
- Adding data to the list table 252
- Creating a View 252
- Defining relationships 253
- Figure 188: Added table lists 254
- Creating a database form 256
- Figure 196: Adding a subform 258
- Tables or queries 258
- First joined subform field 259
- First joined main form field 259
- Modifying a form 261
- • By using the 262
- Snap to Grid 263
- Guides when Moving 263
- Control+click 264
- Figure 206: Selecting a field 264
- Field names n 265
- Figure 208: Context menu 265
- Figure 209: Multi-word 266
- Figure 227: Finished form 275
- Figure 229: Tab Order window 276
- Accessing other data sources 277
- Accessing a dBase database 278
- Accessing spreadsheets 278
- Viewing data sources 279
- Editing data sources 280
- Writer documents 281
- Data to Fields 282
- Calc spreadsheets 284
- Entering data in a form 285
- • Click the 287
- Creating queries 288
- Use Wizard to 289
- Create Query 289
- Vacation.Lunch 290
- Grouping 292
- Figure 246: Query table 294
- Run Query 294
- Creating reports 298
- Creating a static report 299
- Available fields 300
- Fields in report 300
- • Select Static report 301
- • Click Finished 301
- Vacation Fuel 302
- Purchases 302
- Vacation Fuel Purchases 302
- Report Wizard 302
- Creating a dynamic report 303
- FuelCost 304
- Fuel Economy 304
- Modifying a report 305
- Fuel Cost 306
- Currency 306
- Cost per mile 307
- Figure 269: Final report 307
- More ways to create reports 308
- Chapter 9 309
- Getting Started with Math 309
- What is Math? 310
- Entering a formula 311
- Example 1: 312
- Right-click menu 313
- Greek characters 314
- Example 2: 315
- Customizations 316
- Control 317
- Formula layout 319
- Common problem areas 320
- How do I make a derivative? 321
- Numbering equations 321
- z = 322
- Chapter 10 323
- Printing, Exporting 323
- Quick printing 324
- Exporting to PDF 325
- Initial View 328
- Options dialog 328
- User Interface 328
- Export bookmarks 329
- Exporting to other formats 331
- E-mailing documents 332
- Figure 292: 333
- Save, print 334
- Digital signing of documents 335
- Chapter 11 337
- Graphics, the Gallery 337
- Embedding linked images 339
- Control+C 341
- Control+V 341
- Managing the Gallery 343
- Adding objects to the Gallery 344
- What is Fontwork? 346
- The Fontwork toolbars 346
- Creating a Fontwork object 346
- Fontwork 347
- Editing a Fontwork object 348
- Using the Formatting toolbar 349
- Line options 350
- Area options 351
- Using menu options 352
- Chapter 12 354
- Creating Web Pages 354
- Inserting hyperlinks 355
- Editing hyperlinks 357
- Control+Spacebar 358
- Spacebar 358
- Default 359
- Click Next 360
- Existing Design 363
- Standard HTML 363
- Standard HTML with frames 363
- Automatic 363
- Create title page 364
- Chapter 13 367
- Your first macro 368
- Running the macro 369
- Viewing and editing the macro 370
- Comments start with REM 371
- Defining subroutines with SUB 371
- Defining variables using DIM 372
- Pulling the macro together 372
- Creating a macro 373
- Running the macro quickly 377
- The dispatch framework 377
- Other options 378
- Macro organization 379
- Macro from 380
- Where are macros stored? 381
- Importing macros 382
- How to run a macro 384
- Toolbar No Yes Yes 385
- Menu No Yes Yes 385
- Shortcut Yes Yes No 385
- Event Yes No Yes 385
- Menu item 387
- Keyboard shortcuts 387
- Extensions 389
- Finding more information 391
- Published material 392
- Chapter 14 393
- Customizing 393
- OpenOffice.org 393
- Customizing menu content 394
- Creating a new menu 395
- Modifying existing menus 396
- Adding a command to a menu 397
- Modifying menu entries 397
- Customizing toolbars 398
- Creating a new toolbar 399
- Adding a command to a toolbar 399
- Documents 401
- Send Default Fax 401
- Assigning shortcut keys 402
- Saving changes to a file 404
- Assigning macros to events 405
- Using extensions 406
- PDF Import 407
- Presenter Console 407
- Report Builder 408
- Professional Template Pack II 408
- Template Changer 408
- Appendix A 409
- Keyboard Shortcuts 409
- Function key shortcuts 411
- Shortcut keys in the Gallery 413
- Appendix B 416
- Background Information 416
- The OpenOffice.org community 417
- What is “open source”? 418
- What is OpenDocument? 419
- File formats OOo can open 419
- Opening spreadsheets 420
- Opening presentations 420
- File formats OOo can save to 421
- Saving spreadsheet files 422
- Frequently asked questions 423
- . May I use 424
- Index 427 427
- Index 429 429
- Index 431 431
- Index 433 433
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