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627 lines
31 KiB
627 lines
31 KiB
<chapter id="basics">
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<chapterinfo>
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<authorgroup>
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<author>
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<firstname>Pamela</firstname>
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<surname>Robert</surname>
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<affiliation>
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<address><email>pamroberts@blueyonder.co.uk</email></address>
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</affiliation>
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</author>
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<!-- TRANS:ROLES_OF_TRANSLATORS -->
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</authorgroup>
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</chapterinfo>
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<title>&kspread; Basics</title>
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<note><para>Like the rest of &tde;, &kspread; is highly configurable, which can
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cause problems for readers trying to compare the text in a document such as
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this with what they see on the version of &kspread; running on their desktop.
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To cut down on some of the possibilities for confusion, it it suggested that
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when you first start to use &kspread; you set the default options in all pages
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of the &kspread; configuration dialog (obtained by selecting
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<menuchoice><guimenu>Settings</guimenu><guimenuitem>Configure
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&kspread;...</guimenuitem></menuchoice>) except for <guilabel>Completion mode:
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</guilabel> in the <guisubmenu>Misc</guisubmenu> page, which should be set to
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<guimenuitem>None</guimenuitem>.
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</para>
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<para>You may also find it helpful to globally <guilabel>Enable tooltips</guilabel>
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in &kcontrolcenter; in <menuchoice><guimenu>Appearance &
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Themes</guimenu><guimenuitem>Style</guimenuitem></menuchoice>
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on the <guilabel>Style</guilabel> page. </para></note>
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<sect1 id="starting">
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<title>Spreadsheets for Beginners</title>
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<para>This section attempts to explain by example what a spreadsheet program
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such as &kspread; actually does, and why it is such a useful tool in any
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situation where you have to deal with numbers. If you have already used a
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spreadsheet program you may wish to skip to the next section.</para>
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<para>The first thing to do is to start up &kspread;. You can do this by
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<mousebutton>left</mousebutton> clicking on a &kspread; icon if there is one
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on your desktop or panel, or you can select
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<menuchoice><guimenu>Office</guimenu><guimenuitem>&kspread;</guimenuitem>
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</menuchoice>
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from the TDE menu.</para>
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<para>
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<mediaobject>
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<imageobject>
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<imagedata fileref="newdocument.png" format="PNG"/>
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</imageobject>
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<textobject>
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<phrase>&kspread; at first run</phrase>
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</textobject>
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</mediaobject>
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When it has started you will be given the choice of opening a recent
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document, creating a new document from a template (with templates categories) or
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opening an existing document . Select the <guilabel>General</guilabel> category
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on the left and choose the <guilabel>Blank Worksheet</guilabel> template. Then
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click the <guibutton>Use This Template</guibutton> button.</para>
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<para>Looking at &kspread; once it has started up, you will see a sheet of
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empty rectangular cells arranged in numbered rows and lettered columns. This
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is where you enter data or formula, text or charts.
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<mediaobject>
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<imageobject>
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<imagedata fileref="starting1.png" format="PNG"/>
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</imageobject>
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<textobject>
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<phrase>Screenshot starting1</phrase>
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</textobject>
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</mediaobject>
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</para>
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<para>Now, enter the text and values shown in the first 5 rows of the above
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screenshot into the same cells of your spreadsheet. Ignore what is in row 7
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for the moment. To enter anything into a cell first select the cell by
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<mousebutton>left</mousebutton> clicking inside it, then type whatever you
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want, then press <keycap>Enter</keycap> or use the arrow keys to move the
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selection point to another cell.
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</para>
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<para>What we have entered so far could be a simple budget for the next two
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months, listing how much we think we will be spending for Food, Shelter,
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Clothing and any Other expenditure. Now select cell B7 (column B, row 7),
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type in <userinput>=B2+B3+B4+B5</userinput> and press <keycap>Enter</keycap>.
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Because it begins with a <keycap>=</keycap> symbol &kspread; sees this as a
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formula, something it has to calculate, in this case by adding together the
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values in the 4 cells B2 to B5, and what is shown in the cell B7 is the result
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of that calculation.</para>
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<para>You could enter a similar formula into cell C7, except that in this case
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it would have to be <userinput>=C2+C3+C4+C5</userinput>, but there is an
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easier way which is to Copy cell B7 and Paste it into C7. &kspread; will
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automatically adjust the cell references from B.. to C.. when the Paste is
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done.</para>
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<para>At this point you may think that &kspread; is doing no more than you
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could manage with pencil, paper and a calculator, and you could be right, but
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remember that this is a very small example of a spreadsheet, doing simple
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calculations on only a few numbers. For any reasonably amount of values or data
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using a spreadsheet to do the calculations is much quicker and more accurate
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than doing them manually.</para>
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<para>Also, a spreadsheet lets you play the <quote>What if?</quote> game.
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Because each formula is automatically recalculated whenever any of the values
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it refers to are changed, you can quickly see what happens if you alter any of
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them. Using our example you can see the effect of reducing the amount spent on
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food in December by just entering a new value into cell C2. If you had a
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spreadsheet that modelled the greenhouse effect accurately you could perhaps
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see the effect of a 50 percent reduction in the amount of methane released
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into the atmosphere.</para>
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</sect1>
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<sect1 id="selecting">
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<title>Selecting Cells</title>
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<para>You can select a single cell or a rectangular area of cells in the
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spreadsheet. The selected cell(s) are displayed with a thick black border.
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</para>
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<itemizedlist>
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<title>You can select a single cell in one of the following ways</title>
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<listitem><para><mousebutton>left</mousebutton> click on it</para></listitem>
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<listitem><para>enter the cell reference (for example <userinput>B5</userinput>)
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into the cell reference box at the left end of the Formula toolbar and press
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<keycap>Enter</keycap></para></listitem>
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<listitem><para>use the <menuchoice><guimenu>View</guimenu><guimenuitem>Goto
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Cell...</guimenuitem></menuchoice> menu option</para></listitem>
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</itemizedlist>
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<para>You can also steer your way around with the <keysym>arrow</keysym> keys.
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Pressing the <keysym>Enter</keysym> key will move the current selection one
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position up, down, left or right depending on the setting in the <guilabel>Misc
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</guilabel> page of &kspread;'s <link linkend="configmisc">configuration dialog
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box</link>.</para> <para>If you hold the <keycombo
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action="simul">&Shift;</keycombo> key down while using the
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<keysym>arrow</keysym> keys the selection will move to the start or end of the
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block of occupied cells.</para>
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<para>To select an area of contiguous cells drag the mouse cursor across the
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desired area with the <mousebutton>left</mousebutton> button held down, or enter
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the references of the top left and bottom right cells separated by a colon into
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the Formula toolbar cell reference box (for example <userinput>B7:C14
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</userinput>) and press <keycap>Enter</keycap>, or enter these cell references
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in a similar format into the dialog box brought up by <menuchoice><guimenu>
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View</guimenu><guimenuitem>Goto Cell...</guimenuitem></menuchoice>.</para>
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<para>You can also select an area of cells by selecting the cell in one corner
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of the wanted area then holding the <keycombo
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action="simul">&Shift; </keycombo> key down while using the
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<mousebutton>left</mousebutton> mouse button to select the cell in the opposite
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corner.</para>
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<para>To select a complete row or column of cells <mousebutton>left
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</mousebutton> click on the row number at the left of the worksheet or on the
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column letters at the top. To select adjacent rows or columns drag the mouse
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pointer over the appropriate row numbers or column letters with the
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<mousebutton>left</mousebutton> button held down.</para>
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<para>To select non-contiguous cells, click on the first cell you want to select
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then hold the <keycombo
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action="simul">&Ctrl;</keycombo> key and select the other
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cells.</para>
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</sect1>
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<sect1 id="entering">
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<title>Entering Data</title>
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<para>Entering data into a cell can be as simple as selecting the cell, typing
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your data, then pressing <keycap>Enter</keycap> or moving the selection to
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another cell with one of the <keysym>arrow</keysym> keys. Depending on how you
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enter the data, &kspread; will interpret it as a number, date, time or text:</para>
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<itemizedlist>
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<listitem><para>
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Numbers are entered in the obvious way; <userinput>123</userinput>, <userinput>
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-123</userinput>, <userinput>456.7</userinput> or in scientific notation
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<userinput>-1.2E-5</userinput>.
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</para></listitem>
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<listitem><para>
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Dates should be entered in your <quote>System</quote> format, as defined in
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the &kcontrolcenter; in <menuchoice><guimenu>
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Regional & Accessibility</guimenu> <guisubmenu>
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Country/Region & Language</guisubmenu><guimenuitem>Time & Dates</guimenuitem>
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</menuchoice> dialog box. If, for example, you are using the DD/MM/YYYY form
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you should enter <userinput>30/03/2002</userinput> for 30th March 2002.
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Leading zeroes can be omitted from the day and month fields and only the last
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one or two digits of the year need to be entered if the date is in the current
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century, for example <userinput>9/1/2</userinput> for 9th January 2002.
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</para></listitem>
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<listitem><para>
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Times should also be entered using the <quote>System</quote> format. For
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example if you are using a 12 hour clock then enter times in HH:MIN am|pm or
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HH:MIN:SS am|pm format such as <userinput>9:42 am</userinput> or <userinput>
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10:30:52 pm</userinput>.
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</para></listitem>
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<listitem><para>
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&kspread; defines any input data as <quote>text</quote> if it cannot
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recognize the data as being a number, date or time.
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</para></listitem>
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</itemizedlist>
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<note><para>By default, &kspread; right justifies numbers, dates and times
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within a cell and left justifies anything else. This can be a useful guide
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to whether you have entered a date or time in the correct format. But
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remember that how items are displayed can be changed by altering
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the <link linkend="formatdata">cell format</link>.</para></note>
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<para>The main text entry box in the Formula toolbar provides an easy way of
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editing the contents of a selected cell. Press <keycap>Enter</keycap> or
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<mousebutton>left</mousebutton> click on the green tick mark when you are
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happy with what you have entered, or click on the red cross to cancel your
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edits.</para>
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<sect2 id="genericformat">
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<title>Generic Cell Format</title>
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<para>
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&kspread; uses the <quote>Generic</quote> cell format as default. As long
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as this format is used, &kspread; autodetects the actual data type depending
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on the current cell data. For example if you enter some text into a cell and
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later enter a number into the same cell, &kspread; automatically interprets
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the new data as a number. If you want to define the type of data yourself, you
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can explicitly set it in the <link linkend="formatdata">cell format</link>.
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You can change the format back to <quote>Generic</quote> at any time.
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</para>
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</sect2>
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</sect1>
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<sect1 id="copypaste">
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<title>Copy, Cut and Paste</title>
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<para>At first glance, &kspread;'s <guimenuitem>Cut</guimenuitem>,
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<guimenuitem>Copy</guimenuitem> and <guimenuitem>Paste</guimenuitem> appear
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to be similar to these functions in other &tde; applications. Having selected
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a cell or cells, you can choose <guimenuitem>Copy</guimenuitem> or
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<guimenuitem>Cut</guimenuitem> from the <guimenu>Edit</guimenu> menu or from
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the drop down menu you get by holding the <mousebutton>right</mousebutton>
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mouse button down on a selected cell. You can also use the shortcuts
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<keycombo action="simul">&Ctrl;<keycap>C</keycap>
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</keycombo> or <keycombo action="simul">&Ctrl;<keycap>X</keycap>
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</keycombo>, then move the selection to the target cell and choose
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<guimenuitem>Paste</guimenuitem> or press <keycombo action="simul">
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&Ctrl;<keycap>V</keycap></keycombo>. However there are some
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subtleties associated with these functions in &kspread; and these are discussed
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below.</para>
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<para>If a cell contains a formula then the formula itself is copied rather
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than the displayed result, and if the formula contains a reference to another
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cell, then that reference is changed by the <guimenuitem>Cut</guimenuitem>
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or <guimenuitem>Copy</guimenuitem> and <guimenuitem>Paste</guimenuitem>
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operation to point to the cell that is in the same relative position as in
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the original cell. For example if cell A2 contains the formula <userinput>
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=B3</userinput> and is copied to C4, cell C4 will contain <userinput>=D5
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</userinput>.</para>
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<para>This may seem to be a rather strange way of doing a copy, but
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99 percent of the time it is exactly what is wanted (if it is not then see the
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section about <link linkend="absolute">absolute cell references</link>).
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For example in the simple shopping list shown below, cell D2 should contain
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<userinput>=B2 * C2</userinput>, D3 should be <userinput>=B3 * C3</userinput>,
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D4 should be <userinput>=B4 * C4</userinput> and so on. Instead of having to
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enter a different formula in each cell, you can just enter the first formula
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into D2 and then copy it into the cells below, letting &kspread; adjust the
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cell references to suit.</para>
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<mediaobject>
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<imageobject>
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<imagedata fileref="copy1.png" format="PNG"/>
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</imageobject>
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<textobject>
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<phrase>Screenshot copy1</phrase>
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</textobject>
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</mediaobject>
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<sect2 id="copypasteareas">
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<title>Copying and Pasting Cell Areas</title>
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<para>In the above example D2 can be copied into all three cells D3 to D5 at
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once by just copying D2 then selecting the complete cell area D3:D5 before
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doing the paste.</para>
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<para>A rectangular area of cells can be cut or copied in one operation by
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selecting the area before doing the cut or copy. Then select the top left
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corner cell of the area you want to paste into before doing the paste.</para>
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<para>If you cut or copy a rectangular area of cells, say B2:C3, and paste it
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into a larger area such as A10:D13 the original pattern of cells will be
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repeated to fill the target area.</para>
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<para>&kspread; also provides a <quote>Drag and Copy</quote> method for
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copying cells down into other cells immediately below or to the
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right of the original cell(s). To use this method select the cell(s) to be
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copied then position the mouse pointer over the small black square at the
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bottom right corner of the selected cell(s) so the cursor changes to a double
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headed arrow. Then hold the <mousebutton>left</mousebutton> mouse button down
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while you drag the selected cell(s) as far as you wish. Note that cell
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references in formulae are incremented according to the
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relative position change. Absolute references are not changed.</para>
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</sect2>
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<sect2 id="specialpaste">
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<title>Other Paste Modes</title>
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<para>A cell may contain text, a value, or a formula, and may also contain
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special font, border or background <link linkend="formatspread">formatting
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information</link>. &kspread; has special versions of Paste that let
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you handle these items in different ways.</para>
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<para><menuchoice><guimenu>Edit</guimenu><guimenuitem>Special
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Paste...</guimenuitem></menuchoice>brings up the <guilabel> Special
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Paste</guilabel> dialog box. By selecting the appropriate item from
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the top part of this dialog you can choose to paste just
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<guilabel>Text </guilabel>, the cell <guilabel>Format</guilabel>, any
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<guilabel>Comment </guilabel> in the cell(s) or <guilabel>Everything
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without border</guilabel>. The items in the bottom part of this dialog
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box allow you to do simple <link linkend="sumspecialpaste">arithmetic
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on an area of cells</link>.
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</para>
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<para><guimenuitem>Paste with Insertion...</guimenuitem> inserts the copied
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cell(s) into the sheet by moving the cells that would otherwise be overwritten
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a suitable number of rows of columns down or to the right. It can also be used
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to insert complete copied row(s) or column(s) into the worksheet.</para>
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</sect2>
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</sect1>
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<sect1 id="insdel">
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<title>Insert and Delete</title>
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<para>Use the <keysym>Delete</keysym> key or <menuchoice><guimenu>Edit
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</guimenu><guisubmenu>Clear</guisubmenu><guimenuitem>Text</guimenuitem>
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</menuchoice> to remove the text, value or formula from selected cell(s),
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row(s) or column(s) without affecting anything else.</para>
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<para>To delete everything in the selected cell(s), row(s) or column(s),
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including comments and special formatting, use <keycombo action="simul">
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&Shift;<keysym>Delete</keysym></keycombo> or choose the <guimenuitem>Delete
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</guimenuitem> option from the <guimenu>Edit</guimenu> menu or from the pop
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up menu you get when you <mousebutton>right</mousebutton> click on a selection.
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</para>
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<para>To remove selected row(s) or column(s) completely, use the
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<guimenuitem>Delete Rows</guimenuitem> or <guimenuitem>Delete
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Columns</guimenuitem> options from the <mousebutton>right</mousebutton> mouse
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button pop up menu.</para>
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<para>If you select a cell or cells and choose <guimenuitem>Remove Cells...
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</guimenuitem> from the <mousebutton>right</mousebutton> mouse button pop up
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menu, you can then choose whether other cells in the worksheet will be moved
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up or to the left to fill in the space left by the cell(s) you have chosen to
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remove.</para>
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<para>If you want to insert new, blank, row(s) or column(s) into the
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sheet, select row(s) or column(s) where you wish the new row(s) or
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column(s) to be placed and choose the <guimenuitem>Insert Rows</guimenuitem>,
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<guimenuitem>Insert Columns</guimenuitem> option from the <mousebutton>
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right</mousebutton> mouse button pop up menu.</para>
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<para>You can insert new cells into the worksheet by selecting the
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area where you want them to appear then choosing the <guimenuitem>
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Insert Cells...</guimenuitem> option from the <mousebutton>right</mousebutton>
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mouse button pop up menu. You will then be asked whether the existing cell(s)
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in the selected area should be moved down or to the right to make room for the
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new ones.</para>
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</sect1>
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<sect1 id="simplesums">
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<title>Simple Sums</title>
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<para>If the first character in a cell is an equals sign (<keycap>=</keycap>)
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&kspread; will take the cell contents to be a formula which is to be
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calculated. The result of the calculation will be displayed in the cell rather
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than the formula itself. For example, enter <userinput>=2+3</userinput>
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into a cell and it should display <emphasis>5</emphasis>.</para>
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<para>More usefully, a formula can contain references to other cells, so
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that <userinput>=B4+A3</userinput> will calculate the sum of the values in
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cells B4 and A3, and this calculation will be updated whenever cells B4 or A3
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are changed.</para>
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<para>As well as addition, a formula can make use of the <keycap>-</keycap>
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symbol for subtraction, <keycap>*</keycap> for multiplication, and <keycap>
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/</keycap> to perform division. The round bracket symbols <keycap>(</keycap>
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and <keycap>)</keycap> can also be used as in normal algebra, so you could
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enter more complex formulae such as <userinput>=((B10 + C3) *5 - F11) / 2
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</userinput>.</para>
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<para>Cells containing a formula will be marked with a small blue triangle
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at the bottom left corner if the <guilabel>Show formula indicator</guilabel>
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check box in the <menuchoice><guimenu>Format</guimenu>
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<guisubmenu>Sheet</guisubmenu><guisubmenu>Sheet Properties</guisubmenu>
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</menuchoice> dialog is checked.</para>
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<para>&kspread; also includes a large number of built-in functions for
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applications such as statistical, trigonometrical and financial calculations.
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Their use will be examined in more depth in a <link linkend="formulas">
|
|
later section</link> of this manual, but if you are interested at this stage
|
|
choose <guimenuitem>Function...</guimenuitem> from the <guimenu>Insert
|
|
</guimenu> menu and take a look through the <guilabel>Function
|
|
</guilabel> dialog box that will be displayed..</para>
|
|
<para>For the time being, however, the <userinput>SUM</userinput> function may
|
|
be of interest as it calculates the sum of all values in a specified area of
|
|
cells. For example <userinput>=SUM(B4:C10)</userinput> calculates the sum of
|
|
all values in the cell area B4 to C10.</para>
|
|
<para>If &kspread; displays a row of <keycap>#</keycap> symbols when you have
|
|
entered your formula this usually means that it cannot understand what
|
|
you have entered, but if the row of <keycap>#</keycap> symbols ends with a
|
|
small red arrow this just means that the cell is not wide enough to display
|
|
the complete result, in which case you should either make the cell(s) wider
|
|
or change their <link linkend="formatdata">format</link> so that the result
|
|
does fit properly.</para>
|
|
|
|
<sect2 id="recalc">
|
|
<title>Recalculation</title>
|
|
<para>If the <guilabel>Automatic recalculation</guilabel> box in the
|
|
<menuchoice><guimenu>Format</guimenu>
|
|
<guisubmenu>Sheet</guisubmenu><guisubmenu>Sheet Properties</guisubmenu>
|
|
</menuchoice> dialog box is
|
|
checked, &kspread; will recalculate the values of cells whenever anything that
|
|
affects them is changed in the sheet.</para>
|
|
<para>When <guilabel>Automatic recalculation</guilabel> is not checked for the current sheet, you can instruct &kspread; to perform a recalculation at any time by
|
|
using the <guimenuitem>Recalculate Sheet</guimenuitem> or <guimenuitem>
|
|
Recalculate Document</guimenuitem> option in the <guimenu>Tools</guimenu>
|
|
menu or their shortcuts <keycombo action="simul">&Shift;<keysym>F9</keysym>
|
|
</keycombo> or <keysym>F9</keysym>.</para>
|
|
</sect2>
|
|
</sect1>
|
|
|
|
<sect1 id="sort">
|
|
<title>Sorting Data</title>
|
|
<para>In the simple example shown below, the data consist of the names and
|
|
countries of a number of mountains together with their height above sea level.
|
|
&kspread; can sort data such as this in different ways.</para>
|
|
<para>
|
|
<mediaobject>
|
|
<imageobject>
|
|
<imagedata fileref="sort1.png" format="PNG"/>
|
|
</imageobject>
|
|
<textobject>
|
|
<phrase>Screenshot of sorted data</phrase>
|
|
</textobject>
|
|
</mediaobject>
|
|
</para>
|
|
<para>We may want the data sorted so that the names are in
|
|
alphabetical order. To do this select the area containing the data (A2:C7
|
|
in this case) and choose <guimenuitem>Sort...</guimenuitem> from the <guimenu>Data</guimenu>
|
|
menu. This opens the <guilabel>Sorting</guilabel> dialog box.</para>
|
|
<para>Sorting is done alphanumerically, and the default is case sensitive, numbers coming
|
|
before uppercase letters which come before lowercase letters, so that cells
|
|
containing the entries <userinput>Cat</userinput>, <userinput>bar</userinput>,
|
|
<userinput>77</userinput> and <userinput>Bat</userinput> would be sorted into
|
|
the following order: <emphasis>77 Bat Cat bar</emphasis>.</para>
|
|
<!-- Obsolete, AFAICT (Phil)
|
|
<para>The <guimenuitem>Sort Increasing</guimenuitem> and <guimenuitem>Sort
|
|
Decreasing</guimenuitem> options from the <guimenu>Data</guimenu> menu options
|
|
sort the data according to the contents of the cells in the left column of the
|
|
selected area. For more complex sorting select <menuchoice><guimenu>Data
|
|
</guimenu><guimenuitem>Sort...</guimenuitem></menuchoice> to bring up the
|
|
<guilabel>Sort</guilabel> dialog box.</para>
|
|
-->
|
|
<para>Using the <guilabel>Sort Criteria</guilabel> page of this dialog box
|
|
lets you <guilabel>Sort Rows</guilabel> or <guilabel>Sort Columns</guilabel>.
|
|
If you check the <guilabel>First row contains headers</guilabel> box data in the
|
|
first row will not be included in the sort operation.
|
|
You can choose which column or which row of the data is to be used as a primary sort key and,
|
|
if you wish, other columns or rows to be used as secondary and tertiary keys. Using
|
|
the example in the above screenshot, choosing column B as the first key and
|
|
column C as the second would sort the data by country and, for each country,
|
|
by height.</para>
|
|
|
|
<para>The <guilabel>Options</guilabel> page of the dialog allows you to sort using the
|
|
order of items in a custom list such as January, February... instead
|
|
of alphanumerically.
|
|
The cell format is moved with the cell content, if you select
|
|
<guilabel>Copy cell Formatting (Borders, Colors, Text Style)</guilabel>
|
|
Uncheck the option <guilabel>Case sensitive sort</guilabel> to get a sort
|
|
not depending on capitalization.
|
|
</para>
|
|
</sect1>
|
|
|
|
|
|
<sect1 id="statusbarsum">
|
|
<title>The Status bar Summary Calculator</title>
|
|
<para>The left hand end of the Status bar shows a summary of the values in
|
|
the selected cell(s). According to the setting of the <guilabel>Method of
|
|
calc:</guilabel> combo box in the <guilabel>Misc</guilabel> page of
|
|
&kspread;'s configuration dialog the summary can be:</para>
|
|
|
|
<variablelist>
|
|
<varlistentry>
|
|
<term><guilabel>Sum</guilabel></term>
|
|
<listitem><para>The value displayed is the sum of the values in the selected
|
|
cells.
|
|
</para></listitem>
|
|
</varlistentry>
|
|
|
|
<varlistentry>
|
|
<term><guilabel>Min</guilabel></term>
|
|
<listitem><para>The value displayed is the minimum of the values in the selected
|
|
cells.
|
|
</para></listitem>
|
|
</varlistentry>
|
|
|
|
<varlistentry>
|
|
<term><guilabel>Max</guilabel></term>
|
|
<listitem><para>The value displayed is the maximum of the values in the selected
|
|
cells.
|
|
</para></listitem>
|
|
</varlistentry>
|
|
|
|
<varlistentry>
|
|
<term><guilabel>Average</guilabel></term>
|
|
<listitem><para>The value displayed is the average of the values in the selected
|
|
cells.
|
|
</para></listitem>
|
|
</varlistentry>
|
|
|
|
<varlistentry>
|
|
<term><guilabel>Count</guilabel></term>
|
|
<listitem><para>The value displayed is the number of cells containing numeric
|
|
values.
|
|
</para></listitem>
|
|
</varlistentry>
|
|
|
|
<varlistentry>
|
|
<term><guilabel>None</guilabel></term>
|
|
<listitem><para>No summary calculation is performed.
|
|
</para></listitem>
|
|
</varlistentry>
|
|
</variablelist>
|
|
<para>The method of calculation can also be changed by <mousebutton>right
|
|
</mousebutton> clicking on the summary calculation result area of the
|
|
Status bar and choosing an item from the pop up menu.</para>
|
|
|
|
</sect1>
|
|
|
|
<sect1 id="saving">
|
|
<title>Saving your Work</title>
|
|
<para>&kspread; saves the complete document, which may include more than one
|
|
worksheet, as a single document file.</para>
|
|
<para>If you have created a new document, or want to save an existing one
|
|
under a different name, use <menuchoice><guimenu>File</guimenu><guimenuitem>
|
|
Save As...</guimenuitem></menuchoice>. This will bring up &tde;'s common
|
|
<guilabel>Save Document As</guilabel> dialog box.
|
|
Choose the folder where you want to save the document and enter a
|
|
suitable file name into the <guilabel>Location:</guilabel> text box. &kspread;
|
|
documents are normally automatically saved with a <filename>.ods</filename>
|
|
extension, you do not need to add this to the filename but do make sure that
|
|
the <guilabel>Filter:</guilabel> selection is set to
|
|
<guilabel>OASIS OpenDocument SpreadSheet</guilabel>.</para>
|
|
<para>To save your document without changing its name, just use <menuchoice>
|
|
<guimenu>File</guimenu><guimenuitem>Save</guimenuitem></menuchoice>.</para>
|
|
|
|
<para>You can also save a &kspread; document in a foreign format: see
|
|
the Import/Export section for more information
|
|
about doing this.</para>
|
|
<para>When you save a modified version of an existing document
|
|
&kspread; will keep the previous version as a backup file, adding a
|
|
<literal>~</literal> to the end of the filename.</para>
|
|
<para>&kspread; can provide some protection against losing your work because
|
|
of a computer crash or because you have closed &kspread; without saving the
|
|
current document. It does this by automatically saving the latest version of
|
|
the document you are working on every few minutes using a modified file name.
|
|
The autosaved version is normally removed when you next save your document,
|
|
so that it will only exist if it is more up to date than the version that was
|
|
saved manually.
|
|
When you open a document &kspread; checks to see if an autosaved
|
|
version exists, and if it finds one it will offer to open that instead.</para>
|
|
<para>Autosaved documents are saved with a file name of the form
|
|
<filename>.yourfilename.autosave</filename> (note the leading period),
|
|
so that <filename>spread1.ods</filename> would be autosaved as
|
|
<filename>.spread1.ods.autosave</filename>. The autosave feature is
|
|
user configurable in the <link linkend="configinterface">settings dialog</link>.</para>
|
|
|
|
<sect2 id="templates">
|
|
<title>Templates</title>
|
|
<para>If you are going to be creating a lot of similar documents you can
|
|
save yourself time and trouble by first creating a template and then
|
|
using that as the basis for the individual documents.</para>
|
|
<para>To do this first create a document containing the common elements,
|
|
then save it as a template by choosing <menuchoice><guimenu>File</guimenu>
|
|
<guimenuitem>Create Template From Document...</guimenuitem></menuchoice>.
|
|
Doing this opens the <guilabel>Create Template</guilabel> dialog box.
|
|
Enter a name for your new template into the <guilabel>Name:</guilabel> text
|
|
box and press <guibutton>OK</guibutton>. The next time you start a new
|
|
document by choosing <menuchoice><guimenu>File</guimenu><guimenuitem>New
|
|
</guimenuitem></menuchoice> or when you next start &kspread; the
|
|
startup dialog window will give you the option of creating the
|
|
new document from your template.</para>
|
|
<para>The <guilabel>Create Template</guilabel> dialog box also lets you
|
|
choose a different picture to be displayed above the template name in the
|
|
startup dialog window, and lets you save your templates
|
|
under different group names, which will appear as different pages in
|
|
the dialog.</para>
|
|
</sect2>
|
|
|
|
</sect1>
|
|
|
|
<sect1 id="printing">
|
|
<title>Printing a Spreadsheet</title>
|
|
<para>Printing a spreadsheet is basically done by selecting <menuchoice>
|
|
<guimenu>File</guimenu><guimenuitem>Print...</guimenuitem></menuchoice> which
|
|
brings up &tde;'s common <guilabel>Print</guilabel> dialog box where you can
|
|
choose, among other options, the printer to be used, the number of copies and
|
|
whether all or only selected pages are to be printed.</para>
|
|
<para>By default &kspread; will print all items in the current worksheet, but
|
|
you can restrict this by first selecting the area that you want to be
|
|
printed then choosing <guimenuitem>Define Print Range</guimenuitem> from the
|
|
<menuchoice><guimenu>Format</guimenu><guisubmenu>Print Range</guisubmenu>
|
|
</menuchoice> sub menu.</para>
|
|
<para>&kspread; will print as many pages as are necessary to include all
|
|
items in the current worksheet. You can quickly see how a worksheet will be
|
|
spilt into separate pages for printing by checking the <menuchoice><guimenu>
|
|
View</guimenu>
|
|
<guimenuitem>Show Page Borders</guimenuitem></menuchoice> box. The boundaries
|
|
of each printed page will then be marked by colored lines in the
|
|
worksheet.</para>
|
|
|
|
<para>For a more detailed view of what is to be sent to the printer, including
|
|
anything you have asked to be included in the page headers and footers (see
|
|
below), choose <menuchoice><guimenu>File</guimenu><guimenuitem>Print
|
|
Preview...</guimenuitem></menuchoice>.</para>
|
|
|
|
<para>To improve the appearance of the printed output , you can change the
|
|
fonts, colors, borders and sizes of the cells in the worksheet, see the
|
|
<link linkend="formatspread">Spreadsheet Formatting</link> section for more
|
|
details about how to do this.</para>
|
|
|
|
<para>You can also use the <guilabel>Page Layout</guilabel> dialog box,
|
|
invoked by selecting <menuchoice><guimenu>Format</guimenu><guimenuitem>Page
|
|
Layout...</guimenuitem></menuchoice>, to change the orientation of the printed
|
|
pages, the paper size (this should be suitable for your printer) and the size
|
|
of the page borders.</para>
|
|
<para>The <guilabel>Header & Footer</guilabel> page of the <guilabel>
|
|
Page Layout</guilabel> dialog box also lets you add text, including items such
|
|
as the filename, date and page number to the header and footer, of each
|
|
printed page.</para>
|
|
<para>The <guilabel>Ranges</guilabel> section of the <guilabel>Options
|
|
</guilabel> page of the <guilabel>Page Layout</guilabel> dialog box provides
|
|
an alternative way of restricting the printed output to just one part of the
|
|
worksheet and allows you to repeat selected column(s) or row(s) on each printed
|
|
page. This page also lets you select whether or not to print the grid,
|
|
comment indicators and formula indicators, objects and charts.
|
|
In the section <guilabel>Scale Printout</guilabel> you can set a scalefactor
|
|
or limit the number of pages for the print.</para>
|
|
|
|
</sect1>
|
|
|
|
</chapter>
|