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805 lines
36 KiB
805 lines
36 KiB
<chapter id="hardsums">
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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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<author>
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<firstname>Anne-Marie</firstname>
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<surname>Mahfouf</surname>
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<affiliation>
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<address><email>annemarie.mahfouf@free.fr</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>Advanced &kspread;</title>
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<sect1 id="series">
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<title>Series</title>
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<para>When constructing a spreadsheet you often need to include a series of
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values, such as 10, 11, 12..., in a row or column. There are several ways you
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can do this in &kspread;.</para>
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<para>For a simple short series such as 5, 6, 7, 8... the <quote>Drag and Copy
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</quote> method is the simplest. Enter the starting value into the starting
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cell and the next value of the series into an adjacent cell.
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Then select both cells and move the mouse pointer so that it is over the small
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square at the bottom right corner; the cursor will change to a
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diagonal double headed arrow. Then hold the <mousebutton>left</mousebutton>
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mouse button down while you drag the cells down or across as needed.</para>
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<para>The step size is calculated as the difference between the two starting
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values that you have entered.
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For example if you enter <userinput>4</userinput> into cell A1 and
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<userinput>3.5</userinput> into A2 then select both cells and Drag and Copy
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them down, the step size will be the value in A2 minus the value
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in A1, -0.5 in this case so you will get the series 4, 3.5, 3, 2.5, 2...</para>
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<para>The <quote>Drag and Copy</quote> method will even cope with series where
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the step value is not a constant value but is itself a series. So that if you
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start with 1, 3, 4, 6 Drag and Copy will extend it to 1, 3, 4, 6, 7, 9, 10,
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12..., the step value in this example being the series 2, 1, 2, 1...</para>
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<para>&kspread; also recognizes some special <quote>series</quote> such as
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the days of the week. Try entering <userinput>Friday</userinput> into a cell
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(note the capitalization) then Drag and Copy it down. To see what special series
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are available, and perhaps create your own, select <menuchoice><guimenu>Tools
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</guimenu><guimenuitem>Custom Lists...</guimenuitem></menuchoice> .</para>
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<para>If you select a cell and choose <guimenuitem>Series...</guimenuitem>
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from the <guimenu>Insert</guimenu> menu you will see the <guilabel>Series
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</guilabel> dialog box. This is useful for creating series that are too long
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to be conveniently constructed using the Drag and Copy method, or for
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creating geometric series such as 1, 1.5, 2.25, 3.375... where the step value,
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1.5 in this case, is used as a multiplier.</para>
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<para>If the type of series that you want is too complicated for any of the
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previous methods, consider using a formula and Drag and Copying that. For
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example to create a series with the values 2, 4, 16, 256... enter
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<userinput>2</userinput> into A1, <userinput>=A1*A1</userinput> into A2, and
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Drag and Copy cell A2 down.</para>
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</sect1>
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<sect1 id="formulas">
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<title>Formulae</title>
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<sect2 id="builtin">
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<title>Built in Functions</title>
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<para>&kspread; has a huge range of built in mathematical and other functions
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that can be used in a formula cell. They can be seen and accessed by selecting
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a cell then choosing <guimenuitem>Function...</guimenuitem> from the
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<guimenu>Insert</guimenu> menu. This brings up the <guilabel>Function
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</guilabel> dialog box.</para>
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<para>Select the function you want to use from the listbox at the left of the
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dialog box. The <guilabel>Help</guilabel> tab page will then display a description,
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the return type, Syntax, Parameters, and Examples for this function.
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In addition this page provides often links to Related Functions.
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Then press the button with the down arrow key symbol on it to paste
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it into the text edit box at the bottom of the dialog.</para>
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<para>The <guilabel>Parameters</guilabel> tab page will then be displayed
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to let you enter the parameter(s) for the function you have just
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chosen. If you want to enter an actual value for a parameter, just type it
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into the appropriate text box in the <guilabel>Parameters</guilabel> page. To
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enter a cell reference rather than a value, <mousebutton>left</mousebutton>
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click on the appropriate text box in the <guilabel>Parameters</guilabel> page;
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then <mousebutton>left</mousebutton> click on the target cell in
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the spreadsheet.</para>
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<para>Instead of using the <guilabel>Parameters</guilabel> page, cell
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references such as <userinput>B6</userinput> can be entered by typing them
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directly into the edit box at the bottom of the <guilabel>Function</guilabel>
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dialog. If a function has more than one parameter separate them with a
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semi-colon (<keysym>;</keysym>).</para>
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<para>Pressing the <guibutton>OK</guibutton> button will insert the
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function into the current cell and close the <guilabel>Function</guilabel>
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dialog.</para>
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<para>You can of course do without the <guilabel>Function</guilabel>
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dialog and simply type the complete expression into the Formula toolbar's
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main edit box. Function names are not case sensitive. Do not forget that all
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expressions must start with an <keysym>=</keysym> symbol.</para>
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</sect2>
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<sect2 id="logical">
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<title>Logical Comparisons</title>
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<para>Logical functions such as IF(), AND(), OR() take parameters which have the
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logical (boolean) values True or False. This type of value can be produced by
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other logical functions such as ISEVEN() or by the comparison of values in
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spreadsheet cells using the comparison expressions given in the following
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table.</para>
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<informaltable><tgroup cols="3">
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<thead>
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<row>
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<entry> Expression </entry>
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<entry> Description </entry>
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<entry> Example </entry></row>
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</thead>
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<tbody>
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<row><entry><keysym>=</keysym><keysym>=</keysym></entry>
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<entry>Is equal to</entry>
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<entry><userinput>A2==B3</userinput> is True if the value in A2 is equal to
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the value in B3</entry>
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</row>
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<row><entry><keysym>!</keysym><keysym>=</keysym></entry>
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<entry>Is not equal to</entry>
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<entry><userinput>A2!=B3</userinput> is True if the value in A2 is not equal
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to the value in B3</entry>
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</row>
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<row><entry><keysym><</keysym><keysym>></keysym></entry>
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<entry>Is not equal to</entry>
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<entry>Same as <userinput>A2!=B3</userinput></entry>
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</row>
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<row><entry><keysym><</keysym></entry>
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<entry>Is less than</entry>
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<entry><userinput>A2<B3</userinput> is True if the value in A2 is less than
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the value in B3</entry>
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</row>
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<row><entry><keysym><</keysym><keysym>=</keysym></entry>
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<entry>Is less than or equal to</entry>
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<entry><userinput>A2<=B3</userinput> is True if the value in A2 is less than
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or equal to the value in B3</entry>
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</row>
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<row><entry><keysym>></keysym></entry>
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<entry>Is greater than</entry>
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<entry><userinput>A2>B3</userinput> is True if the value in A2 is greater
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than the value in B3</entry>
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</row>
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<row><entry><keysym>></keysym><keysym>=</keysym></entry>
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<entry>Is greater than or equal to</entry>
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<entry><userinput>A2>=B3</userinput> is True if the value A2 is greater than
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or equal to the value in B3</entry>
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</row>
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</tbody></tgroup></informaltable>
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<para>Thus if you enter <userinput>=IF(B3>B1;"BIGGER";"")</userinput> into
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a cell it will display BIGGER if the value in B3 is greater than that in B1,
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otherwise the cell will show nothing.</para>
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</sect2>
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<sect2 id="absolute">
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<title>Absolute Cell References</title>
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<para>If a formula contains a cell reference that reference will normally be
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changed when the cell is copied to another part of the worksheet. To prevent
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this behavior put a <keysym>$</keysym> symbol before the column letter, row
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number or both. </para>
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<itemizedlist>
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<listitem><para>
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If A1 contains the formula <userinput>=D5</userinput> then on copying the
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cell to B2 it will become <userinput>=E6</userinput> (the normal behavior).
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</para></listitem>
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<listitem><para>
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If A1 contains the formula <userinput>=$D5</userinput> then on copying the
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cell to B2 it will become <userinput>=D6</userinput> (column letter not
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changed).
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</para></listitem>
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<listitem><para>
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If A1 contains the formula <userinput>=D$5</userinput> then on copying the
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cell to B2 it will become <userinput>=E5</userinput> (row number not
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changed).
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</para></listitem>
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<listitem><para>
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If A1 contains the formula <userinput>=$D$5</userinput> then on copying the
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cell to B2 it will remain as <userinput>=D5</userinput> (neither the column
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letter nor the row number are changed).
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</para></listitem>
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</itemizedlist>
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<para>When you are entering or editing a cell reference in a formula the
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shortcut key <keysym>F4</keysym> can be used to step through these four
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possibilities.</para>
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<para><link linkend="namedareas">Named cells</link> can be used in a similar
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way to include a unchanging cell reference in a formula.
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</para>
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</sect2>
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</sect1>
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<sect1 id="sumspecialpaste">
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<title>Arithmetic using Special Paste</title>
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<para>Sometimes you may want to add a single value to a number of
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cells, or subtract a value from them, or multiply or divide them all by a
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single value. The <guimenuitem>Special Paste...</guimenuitem> option lets you
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do this quickly and easily.</para>
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<para>First, enter the modifier value into any spare cell on your spreadsheet
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and <guimenuitem>Copy</guimenuitem> it. Then select the area of cells you want
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to change, choose <guimenuitem>Special Paste...</guimenuitem> from the
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<guimenu>Edit</guimenu> or <mousebutton>right</mousebutton> mouse button menu
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and select <guilabel>Addition</guilabel>, <guilabel>Subtraction</guilabel>,
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<guilabel>Multiplication</guilabel> or <guilabel>Division</guilabel> from the
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<guilabel>Operation</guilabel> section of the dialog box.</para>
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<para>You can also apply different modifier values to different rows or
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columns of the target area by copying an area containing the wanted modifiers
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before selecting the target area and doing <guimenuitem>Special Paste...
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</guimenuitem> . For example, if you enter <userinput>5</userinput> into cell
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A1, <userinput>10</userinput> into B1, select both cells and do a <guimenuitem>
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Copy</guimenuitem> then <guimenuitem>Special Paste...</guimenuitem> <guilabel>
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Addition</guilabel> into cells A10 to D15, 5 will be added to A10:A15 and
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C10:C15, and 10 to B10:B15 and D10:D15.</para>
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<para>Note that a modifier value can be a formula as well as a simple numeric
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value. If it is a formula then &kspread; will adjust the cell references as
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for a normal <guimenuitem>Paste</guimenuitem> operation.</para>
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</sect1>
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<sect1 id="goalseek">
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<title>Goal Seeking</title>
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<para>&kspread; can be used to solve algebraic expressions such as <emphasis>
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x + x^2 = 4</emphasis> or <emphasis>For what value of x does x + x squared
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equal 4 ?</emphasis></para>
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<para>For this example you could enter <userinput>=A2+A2*A2</userinput>
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into A1 then either try different values in A2 until the result in A1 is as
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close as you wish to <emphasis>4</emphasis> or, preferably, use &kspread;'s
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<guimenuitem>Goal Seek</guimenuitem> feature which automatically adjusts the
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value in one cell to try to make the value in another cell as close as
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possible to a target value.</para>
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<para>It is invoked by selecting <guimenuitem>Goal Seek</guimenuitem> from
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the <guimenu>Data</guimenu> menu. This brings up a dialog box in which you
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should enter the reference of the target value cell (<userinput>A1</userinput>
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in this case) into the <guilabel>Set cell:</guilabel> box, the target value
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itself (<userinput>4</userinput>) into the <guilabel>To value:</guilabel> box
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and the reference of the cell that is to be changed
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(<userinput>A2</userinput>) into the <guilabel>By changing cell:</guilabel>
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box. Note that you need to have entered some initial value into the cell that
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is to be changed before starting <guimenuitem>Goal Seek</guimenuitem>.</para>
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<para>Pressing the <guibutton>Start</guibutton> button will start the
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calculation. When it finishes and if it has found a solution press the
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<guibutton>OK</guibutton> button to accept the result or
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<guibutton>Cancel</guibutton> to keep the original value.
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</para>
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</sect1>
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<sect1 id="sheets">
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<title>Using more than one Worksheet</title>
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<para>When you start a new, empty, document with &kspread; it will create a
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number of blank worksheets. The number of sheets it creates is determined
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by the <guilabel>Number of sheets open at the beginning:</guilabel> setting in
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the <guilabel>Interface</guilabel> page of &kspread;'s
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<link linkend="configinterface">configuration</link> dialog box.</para>
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<para><menuchoice><guimenu>Insert</guimenu><guimenuitem>Sheet</guimenuitem>
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</menuchoice> will add another sheet to the document.</para>
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<para>If the <guilabel>Show tabs</guilabel> box in the <guilabel>Interface
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</guilabel> page of &kspread;'s configuration dialog box is checked a small
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tab will be shown near the bottom left of &kspread;'s window for each sheet.
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<mousebutton>Left</mousebutton> click on one of these tabs to see that sheet.
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</para>
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<para>You can also switch between worksheets by using the
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<keycombo action="simul">&Ctrl;<keysym>PageDown</keysym></keycombo>
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to move to the next sheet,
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<keycombo action="simul">&Ctrl;<keysym>PageUp</keysym></keycombo> to move to
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the previous one.</para>
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<para>Worksheets are given the default names of <emphasis>Sheet1</emphasis>,
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<emphasis>Sheet2</emphasis>... You can give a sheet a different name by
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<mousebutton>right</mousebutton> clicking on the tab and selecting
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<guimenuitem>Rename Sheet...</guimenuitem>.</para>
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<para>To remove a sheet from the document use the <guimenuitem>Remove Sheet
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</guimenuitem> option in the <menuchoice><guimenu>Format</guimenu><guisubmenu>
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Sheet</guisubmenu></menuchoice> submenu or in the little
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menu that pops up when you <mousebutton>right</mousebutton> click on the tab
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for the sheet you want to remove.</para>
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<para>Other entries in the <menuchoice><guimenu>Format</guimenu><guisubmenu>
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Sheet</guisubmenu></menuchoice> submenu allow you to show or hide a sheet in
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much the same way as rows and columns can be hidden.</para>
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<para>If you want a formula in one sheet to refer to a cell in another sheet,
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the cell reference must start with the sheet name followed by an exclamation
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mark (<keysym>!</keysym>). For example if you enter <userinput>=Sheet2!A2
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</userinput> into a cell in Sheet 1, that cell will take the value from A2 of
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Sheet2. Note that sheet names are case sensitive.</para>
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<sect2 id="consolidate">
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<title>Consolidating Data</title>
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<para>You may have constructed a document containing several worksheets
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containing similar data but for, say, different months of the year, and wish
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to have summary sheet containing the consolidated (⪚, sum or average) values
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of the corresponding data items in the other sheets.</para>
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<para>This task can be made slightly easier by using the <guimenuitem>
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Consolidate...</guimenuitem> item from the <guimenu>Data</guimenu> menu.</para>
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<para>Selecting this option brings up the <guilabel>Consolidate</guilabel>
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dialog box.</para>
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<para>For each of the source sheets, enter a reference to the desired data area
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in the <guilabel>Reference:</guilabel> box. Press <guibutton>Add</guibutton> to
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transfer it to the <guilabel>Entered references:</guilabel> box. The reference
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should include the name of the sheet containing the source data, such as
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<userinput>January!A1:A10</userinput>, and can be entered automatically by
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selecting the area in the appropriate sheet.</para>
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<para>After entering the references for all of the source data sheets
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select the cell in the target sheet where you want the top left corner of the
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consolidated results to appear. Then choose the appropriate function from
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the <guilabel>Function:</guilabel> combo box and press the
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<guibutton>OK</guibutton> button.</para>
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<para>If you check the <guilabel>Copy data</guilabel> box in the <guilabel>
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Consolidate</guilabel> dialog the values resulting from the consolidation will
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be placed into the target cells rather than the formulae to calculate them.
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</para>
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</sect2>
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</sect1>
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<sect1 id="insertchart">
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<title>Inserting a Chart</title>
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<para>You can insert a chart into a sheet to give a graphical view of your
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data.</para>
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<para>First select the area of cells containing the data and choose
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<menuchoice><guimenu>Insert</guimenu><guimenuitem>Chart</guimenuitem>
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</menuchoice>. The cursor will change to a small cross shape which you
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should drag across the sheet while holding the <mousebutton>left
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</mousebutton> mouse button down to define the area where you want the
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chart to appear, there is no need to be too accurate at this stage as the
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chart size can easily be changed at any time. When you release the mouse
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button a chart wizard dialog box will appear.</para>
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<para>The wizard allows you to define the type of chart, labels and legend
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that you need. You may wish to refer to the &kchart; Handbook at this stage,
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but again if you make a wrong choice you can correct it later.
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When you press the <guibutton>Finish</guibutton> button the wizard will
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vanish and you will see the chart embedded into the worksheet.</para>
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<para>
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<mediaobject>
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<imageobject>
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<imagedata fileref="chart1.png" format="PNG"/>
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</imageobject>
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<textobject>
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<phrase>Screenshot of embedded chart</phrase>
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</textobject>
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</mediaobject>
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</para>
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<para>To move, resize or even delete the embedded chart click anywhere
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within the chart area. It should now appear with a diagonal hatch border
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and with a small black square at each corner and in the middle of each edge.
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</para>
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<para>If you move the cursor over any of the black squares it should change
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to a double headed arrow. You can resize the chart by dragging one of these
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squares with the <mousebutton>left</mousebutton> mouse button pressed. To
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delete the chart <mousebutton>right</mousebutton> click on one of the
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squares and select <guimenuitem>Delete Embedded Document</guimenuitem>.</para>
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<para>To move the chart move the cursor so that it is over one of the
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hatched borders. The cursor should then change to a hand, press the
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<mousebutton>left</mousebutton> mouse button and you will be able to drag the
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chart to where you want it to be.</para>
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<para>To restore the chart to its normal appearance simply click anywhere
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outside of the chart area.</para>
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<para>To change the format of the chart itself <mousebutton>left</mousebutton>
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click twice within the chart area. It should then appear with a diagonal
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hatch border without any small black squares and &kchart;'s <interface>
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Chart Toolbar</interface> should appear in &kspread;'s window. You can then
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use these &kchart; tools or a selection from the menu that pops up when you
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<mousebutton>right</mousebutton> click in the chart area to change the chart.</para>
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</sect1>
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<sect1 id="insertdata">
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<title>Inserting External Data</title>
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<para>You can insert data from a text file or from the clipboard into a
|
|
worksheet by first selecting the cell where you want the top left item of the
|
|
inserted data to appear, then choosing <guimenuitem>From Text File...
|
|
</guimenuitem> or <guimenuitem>From Clipboard...</guimenuitem> from the
|
|
<menuchoice><guimenu>Insert</guimenu><guisubmenu>External Data</guisubmenu>
|
|
</menuchoice> sub menu.</para>
|
|
<para>In both cases &kspread; will assume that the data is in
|
|
<acronym>CSV</acronym> form and will open a
|
|
dialog box allowing you to control how the data is extracted from the file or
|
|
clipboard and placed into the worksheet cells.</para>
|
|
<para>If support for it has been included in your system, &kspread; can also
|
|
insert data from a <acronym>SQL</acronym> database into a worksheet. This is
|
|
done by using the <menuchoice><guimenu>Insert</guimenu><guisubmenu>
|
|
External Data</guisubmenu><guimenuitem>From Database...</guimenuitem>
|
|
</menuchoice> option.</para>
|
|
</sect1>
|
|
|
|
<sect1 id="hyper">
|
|
<title>Link Cells</title>
|
|
<para>A spreadsheet cell can be linked to an action so that <mousebutton>
|
|
left </mousebutton> clicking on the cell will, for example, open your
|
|
browser. To make a cell act in this way select it and choose
|
|
<menuchoice><guimenu>Insert</guimenu><guimenuitem>Link...</guimenuitem>
|
|
</menuchoice>. This will bring up the <guilabel>Insert Link</guilabel>
|
|
dialog box, which lets you choose between four types of link:</para>
|
|
|
|
<itemizedlist>
|
|
<listitem><para>An <guilabel>Internet</guilabel> link cell will try to
|
|
open your default browser at the &URL; entered in the
|
|
<guilabel>Internet address:</guilabel> text box of the <guilabel>Insert
|
|
Link</guilabel> dialog when it is clicked. This could be, for example,
|
|
<userinput>http://www.koffice.org</userinput>.
|
|
</para></listitem>
|
|
|
|
<listitem><para>Clicking on a cell containing a <guilabel>Mail</guilabel>
|
|
link will open your email composer using the address entered in the
|
|
<guilabel>Email:</guilabel> text box as the To: address. For example
|
|
<userinput>anon@example.com</userinput>.
|
|
</para></listitem>
|
|
|
|
<listitem><para>A <guilabel>File</guilabel> link cell holds the path to
|
|
a file or folder, as entered into the <guilabel>File location:</guilabel>
|
|
text box, and will try to open that file or folder with a suitable
|
|
application when clicked on.
|
|
</para></listitem>
|
|
|
|
<listitem><para>The <guilabel>Cell</guilabel> type of link cell holds a
|
|
&kspread; cell reference, entered in the <guilabel>Cell:</guilabel> text box.
|
|
<mousebutton>Left</mousebutton> clicking on this type of link cell causes
|
|
&kspread;'s focus to move to the target cell.
|
|
</para></listitem>
|
|
</itemizedlist>
|
|
|
|
<para>All four types of link cell need some suitable text to be entered into
|
|
the <guilabel>Comment:</guilabel> field of the <guilabel>Insert Link</guilabel>
|
|
dialog. This is the text that appears in the cell, you can set
|
|
its style to <guilabel>Bold</guilabel> or <guilabel>Italic</guilabel> if you
|
|
wish.</para>
|
|
</sect1>
|
|
|
|
<sect1 id="validcheck">
|
|
<title>Validity Checking</title>
|
|
<para>&kspread; can automatically check the validity of entered data against
|
|
a number of criteria, and pop up a message box if the data is invalid.</para>
|
|
<para>To enable this feature, select the cell(s) to be monitored and choose
|
|
<menuchoice><guimenu>Edit</guimenu><guimenuitem>Validity...</guimenuitem>
|
|
</menuchoice>. This will bring up &kspread;'s <guilabel>Validity</guilabel>
|
|
dialog box which has two tabbed pages.</para>
|
|
<para>In the <guilabel>Values</guilabel> page select what type of data is to
|
|
be considered valid from the <guilabel>Allow:</guilabel> combo box list then
|
|
define the valid range of values by choosing one of the options in the
|
|
<guilabel>Data:</guilabel> combo box and entering suitable value(s) into
|
|
one or both of the edit box(es).</para>
|
|
<para>When you have done this change to the <guilabel>Error Alert</guilabel>
|
|
tab page. Here you can choose the type of message box
|
|
(<guimenuitem>Stop</guimenuitem>, <guimenuitem>Warning</guimenuitem>
|
|
or <guimenuitem>Information</guimenuitem>) that will appear when an invalid
|
|
value is entered, and define the message box title and message text.</para>
|
|
<para>Note that this feature only checks data that you enter into the cell,
|
|
for a way of checking the results from formulae cells see the <link
|
|
linkend="formatdata">Conditional Cell Attributes</link> section of this
|
|
Handbook.</para>
|
|
</sect1>
|
|
|
|
<sect1 id="protection">
|
|
<title>Protection</title>
|
|
|
|
<sect2 id="doc-protection">
|
|
<title>Document Protection</title>
|
|
<para>Protecting the document means that without the password a user cannot add
|
|
or delete sheets. Document protection does not protect cells.</para>
|
|
<para>Select <menuchoice><guimenu>Tools</guimenu><guimenuitem>Protect
|
|
Document...</guimenuitem></menuchoice>.
|
|
A dialog appears asking you for a password. The <guilabel>Password:</guilabel> strength meter
|
|
indicates if your password is secure enough. The longer the indicator is, the
|
|
more secure your password.</para>
|
|
<para>
|
|
<mediaobject>
|
|
<imageobject>
|
|
<imagedata fileref="cellprotection1.png" format="PNG"/>
|
|
</imageobject>
|
|
<textobject>
|
|
<phrase>The Protect Document dialog</phrase>
|
|
</textobject>
|
|
</mediaobject>
|
|
</para>
|
|
<para>That password will then be required to unprotect the document.</para>
|
|
<para>
|
|
<mediaobject>
|
|
<imageobject>
|
|
<imagedata fileref="cellprotection2.png" format="PNG"/>
|
|
</imageobject>
|
|
<textobject>
|
|
<phrase>The Unprotect Document dialog</phrase>
|
|
</textobject>
|
|
</mediaobject>
|
|
</para>
|
|
<para>When a document is protected, you may not:</para>
|
|
<itemizedlist>
|
|
<listitem><para>
|
|
Rename a sheet
|
|
</para></listitem>
|
|
<listitem><para>
|
|
Insert a sheet
|
|
</para></listitem>
|
|
<listitem><para>
|
|
Remove a sheet
|
|
</para></listitem>
|
|
<listitem><para>
|
|
Hide a sheet
|
|
</para></listitem>
|
|
<listitem><para>
|
|
Show a sheet
|
|
</para></listitem>
|
|
<listitem><para>
|
|
See the sheet properties
|
|
</para></listitem>
|
|
<listitem><para>
|
|
Merge or dissociate cells
|
|
</para></listitem>
|
|
</itemizedlist>
|
|
</sect2>
|
|
|
|
<sect2 id="sheet-protection">
|
|
<title>Sheet protection</title>
|
|
<para>Protecting a sheet means protecting the contents of all protected cells
|
|
and objects on a sheet. Individual cells or a selection of cells can be
|
|
unprotected within a protected sheet, see <link
|
|
linkend="cell-protection">next section</link>.</para>
|
|
<para>To protect a sheet, select
|
|
<menuchoice><guimenu>Tools</guimenu><guimenuitem>Protect Sheet...</guimenuitem></menuchoice>.
|
|
A dialog appears asking you for a password. The <guilabel>Password</guilabel> strength meter
|
|
indicates if your password is secure enough. The longer the indicator is, the
|
|
more secure will be your password.</para>
|
|
<para>That password will then be required to unprotect the sheet.</para>
|
|
<para>When a sheet is protected, you may not:</para>
|
|
<itemizedlist>
|
|
<listitem><para>
|
|
Insert any object or chart
|
|
</para></listitem>
|
|
<listitem><para>
|
|
Format any cell
|
|
</para></listitem>
|
|
<listitem><para>
|
|
Insert a row or a column
|
|
</para></listitem>
|
|
<listitem><para>
|
|
Edit and change cell content
|
|
</para></listitem>
|
|
<listitem><para>
|
|
Change any content in the sheet
|
|
</para></listitem>
|
|
</itemizedlist>
|
|
|
|
<note><para>Protecting a sheet is especially useful for preventing accidental
|
|
erasure of formulae.</para></note>
|
|
</sect2>
|
|
|
|
<sect2 id="cell-protection">
|
|
<title>Cell or selected cells protection</title>
|
|
<warning><para>Cell protection is active for all cells by default and is
|
|
effective when you enable sheet protection. So if you keep the default and if
|
|
you protect the sheet, all cells will be protected.</para></warning>
|
|
<para>If you want only certain cells to be protected, this default protection
|
|
must be turned off for all other cells. For example you might want most cells
|
|
to accept user input so you will uncheck <guilabel>Protected</guilabel> for
|
|
those and choose to keep protected cells that should stay unchanged (such as
|
|
titles). So you need 3 steps in order to protect only some cells: unprotect all
|
|
the cells, select the cells to protect and protect them and then protect the
|
|
whole sheet.</para>
|
|
<para>To unprotect all the cells:</para>
|
|
<itemizedlist>
|
|
<listitem><para>
|
|
Select the entire spreadsheet with the mouse.
|
|
</para></listitem>
|
|
<listitem><para>
|
|
In the menubar, select <menuchoice><guimenu>Format</guimenu><guimenuitem>Cell
|
|
Format...</guimenuitem></menuchoice>.
|
|
</para></listitem>
|
|
<listitem><para>
|
|
In the dialog that appears, go to the <guilabel>Cell Protection</guilabel> tab.
|
|
</para></listitem>
|
|
<listitem><para>
|
|
Check <guilabel>Hide all</guilabel> and uncheck <guilabel>Protected</guilabel>
|
|
to remove the protection on all cells. The cells are now all unprotected.
|
|
</para></listitem>
|
|
</itemizedlist>
|
|
<para>To protect a range of selected cells or a selection of non-contiguous
|
|
cells:</para>
|
|
<itemizedlist>
|
|
<listitem><para>
|
|
Highlight the range of cells that are to be protected or use the <keycombo
|
|
action="simul">&Ctrl;</keycombo> key to select non-contiguous cells.
|
|
</para></listitem>
|
|
<listitem><para>
|
|
When all of the desired cells are selected, go to
|
|
the <menuchoice><guimenu>Format</guimenu><guimenuitem>Cell
|
|
Format...</guimenuitem></menuchoice> menu.
|
|
</para></listitem>
|
|
<listitem><para>
|
|
In the dialog that appears, go to the <guilabel>Cell Protection</guilabel> tab.
|
|
</para></listitem>
|
|
<listitem><para>
|
|
Click on the box next to <guilabel>Protected</guilabel> then click
|
|
on <guibutton>OK</guibutton>.
|
|
</para></listitem>
|
|
</itemizedlist>
|
|
<para>Once the cells are marked for protection, the protection option must be
|
|
enabled at the sheet level, that means you must protect the entire sheet for the
|
|
cell to be effectively protected:</para>
|
|
<itemizedlist>
|
|
<listitem><para>
|
|
Select
|
|
<menuchoice><guimenu>Tools</guimenu><guimenuitem>Protect Sheet...</guimenuitem></menuchoice>.
|
|
</para></listitem>
|
|
<listitem><para>
|
|
In the dialog that appears, provide a safe password, then confirm it by typing
|
|
it again. Click on <guibutton>OK</guibutton>.
|
|
</para></listitem>
|
|
<listitem><para>
|
|
Protected cells in a protected sheet cannot be edited without unprotecting the
|
|
whole sheet, and any sheet changes are disabled. For example, no one can
|
|
insert rows or columns, change column width, or create embedded charts.
|
|
</para></listitem>
|
|
</itemizedlist>
|
|
</sect2>
|
|
|
|
<sect2 id="hide-formula">
|
|
<title>Hide cell formula</title>
|
|
<para>You might want to hide your formulae so other people cannot see
|
|
them. By default, every cell is protected and not hidden. But it is important to
|
|
remember that these attributes have no effect unless the sheet itself is
|
|
protected.</para>
|
|
<para>
|
|
<mediaobject>
|
|
<imageobject>
|
|
<imagedata fileref="hideformula1.png" format="PNG"/>
|
|
</imageobject>
|
|
<textobject>
|
|
<phrase>A default cell with a formula</phrase>
|
|
</textobject>
|
|
</mediaobject>
|
|
</para>
|
|
<para>To hide cell formulae, select the appropriate cell or range of cells or
|
|
non-contiguous cells with <keycombo action="simul">&Ctrl;</keycombo> and
|
|
then choose the <menuchoice><guimenu>Format</guimenu><guimenuitem>Cell
|
|
Format...</guimenuitem></menuchoice> menu. In the Cell format
|
|
dialog, click the <guilabel>Cell Protection</guilabel> tab and select <guilabel>Hide formula</guilabel>.
|
|
After you protect the sheet, the results of the formulae will be visible, but
|
|
the formulae will not. </para>
|
|
<para>You have now to protect the sheet: choose
|
|
<menuchoice><guimenu>Tools</guimenu><guimenuitem>Protect Sheet...</guimenuitem></menuchoice>
|
|
to display the <guilabel>Protect Sheet</guilabel> dialog box. Enter a safe password twice to prevent
|
|
others from unprotecting the sheet. </para>
|
|
<para>When <guilabel>Hide formula</guilabel> is enabled and
|
|
<guilabel>Protected</guilabel> is disabled, the formula is hidden after
|
|
protecting the sheet but the cell content can be changed.</para>
|
|
<para>
|
|
<mediaobject>
|
|
<imageobject>
|
|
<imagedata fileref="hideformula5.png" format="PNG"/>
|
|
</imageobject>
|
|
<textobject>
|
|
<phrase><guilabel>Hide formula</guilabel> is enabled but the cell is not protected and the
|
|
sheet is protected</phrase>
|
|
</textobject>
|
|
</mediaobject>
|
|
</para>
|
|
<para>When <guilabel>Hide formula</guilabel> and <guilabel>Protected</guilabel>
|
|
are enabled, the formula is hidden after protecting the sheet and the cell
|
|
content cannot be changed.</para>
|
|
<para>
|
|
<mediaobject>
|
|
<imageobject>
|
|
<imagedata fileref="hideformula2.png" format="PNG"/>
|
|
</imageobject>
|
|
<textobject>
|
|
<phrase><guilabel>Hide formula</guilabel> and <guilabel>Protected</guilabel> are enabled in <guilabel>Cell Protection</guilabel> and the
|
|
sheet is protected</phrase>
|
|
</textobject>
|
|
</mediaobject>
|
|
</para>
|
|
<para>Keep in mind that it is very easy to break the password for a
|
|
protected sheet so if you are looking for real security, this is not the
|
|
best solution.</para>
|
|
</sect2>
|
|
|
|
<sect2 id="hide-all">
|
|
<title>Hide all in the cell</title>
|
|
<para>You can hide both the formula and the content of the cell by
|
|
choosing <guilabel>Hide all</guilabel> in the Cell Protection tab in the
|
|
<menuchoice><guimenu>Format</guimenu><guimenuitem>Cell
|
|
Format...</guimenuitem></menuchoice> menu. In the screenshot below, the
|
|
cell itself is not protected (<guilabel>Protected</guilabel> is unchecked) thus
|
|
the cell content can be changed.</para>
|
|
<para>
|
|
<mediaobject>
|
|
<imageobject>
|
|
<imagedata fileref="hideformula3.png" format="PNG"/>
|
|
</imageobject>
|
|
<textobject>
|
|
<phrase><guilabel>Hide all</guilabel> only is enabled (no cell protection) and
|
|
the sheet is protected</phrase>
|
|
</textobject>
|
|
</mediaobject>
|
|
</para>
|
|
<para>Here the cell itself is protected so it cannot be overwritten.</para>
|
|
<para>
|
|
<mediaobject>
|
|
<imageobject>
|
|
<imagedata fileref="hideformula4.png" format="PNG"/>
|
|
</imageobject>
|
|
<textobject>
|
|
<phrase><guilabel>Hide all</guilabel> and <guilabel>Protected</guilabel> are
|
|
enabled in Cell Protection and the sheet is protected</phrase>
|
|
</textobject>
|
|
</mediaobject>
|
|
</para>
|
|
</sect2>
|
|
</sect1>
|
|
|
|
|
|
<sect1 id="other">
|
|
<title>Other Features</title>
|
|
|
|
<sect2 id="splitview">
|
|
<title>Splitting the View</title>
|
|
<para>If your spreadsheet is so large that you cannot see all of it at once,
|
|
splitting &kspread;'s window into two or more views can help you work on it.
|
|
This is done by selecting <menuchoice><guimenu>View</guimenu><guimenuitem>
|
|
Split View</guimenuitem></menuchoice> which will split the current view into
|
|
two parts. <menuchoice><guimenu>View</guimenu><guisubmenu>Splitter Orientation
|
|
</guisubmenu></menuchoice> lets you choose between
|
|
<guimenuitem>Horizontal</guimenuitem> and <guimenuitem>Vertical</guimenuitem>
|
|
splitting.</para>
|
|
<para>This technique is particularly useful when you want to select an area
|
|
of the spreadsheet that is larger than can be shown in one view, perhaps to
|
|
paste a copied cell into it.
|
|
Use the scrollbars to position the two views to show the top left and
|
|
bottom right cells of the wanted area, select the top left cell in one
|
|
view then hold the &Shift; key pressed while you select the
|
|
bottom right cell with the <mousebutton>left</mousebutton> mouse button.</para>
|
|
<para>If there is more than one sheet in your document, you can show a
|
|
different sheet in each of the split views.</para>
|
|
<para>The relative sizes of the views can be changed by dragging the thick bar
|
|
separating the views.</para>
|
|
<para>To remove a view select <menuchoice><guimenu>View</guimenu><guimenuitem>
|
|
Remove View</guimenuitem></menuchoice></para>
|
|
</sect2>
|
|
|
|
|
|
<sect2 id="namedareas">
|
|
<title>Named Cells and Areas</title>
|
|
<para>You can give a name such as <userinput>foo</userinput> to a cell or to
|
|
any area of a sheet by selecting the cell or area then selecting <guimenuitem>
|
|
Area Name...</guimenuitem> from the <mousebutton>right</mousebutton> mouse
|
|
button menu. This will bring up the <guilabel>Area Name</guilabel> dialog box
|
|
where you can enter any name you wish.</para>
|
|
<para>You can also name a cell or area by selecting it then typing the name
|
|
into the small text box at the left end of the Formula toolbar, overwriting the
|
|
cell reference that normally appears here.</para>
|
|
<para>If you enter a name that has already been used into this text box
|
|
&kspread;'s selection will change to show the named cell(s).</para>
|
|
<para>The <menuchoice><guimenu>Data</guimenu><guimenuitem>Show Area...
|
|
</guimenuitem></menuchoice> option will give you a list of existing names
|
|
and let you change &kspread;'s focus to any of them or let you remove a name.
|
|
</para>
|
|
<para>Named cells are particularly useful in formulae as an alternative to
|
|
<link linkend="absolute"> absolute cell references</link> as the names can
|
|
be used in place of normal cell references and do not change when the
|
|
cell containing the formula is copied. When a name is used in this way it
|
|
should be enclosed in single quotation marks.</para>
|
|
<para>For example, if cell A1 has been given the name <userinput>fred
|
|
</userinput> then you can enter a formula such as <userinput>='fred' + 2
|
|
</userinput> into another cell which would always give the result of adding
|
|
2 to the value in A1 no matter where the formula cell was copied to.</para>
|
|
<para>Note that cell and area names are treated as being in lowercase.</para>
|
|
</sect2>
|
|
|
|
<sect2 id="cellcomments">
|
|
<title>Cell Comments</title>
|
|
<para>A cell can contain a text comment that can be viewed when working on
|
|
the spreadsheet but which is not printed and not normally seen.</para>
|
|
<para>To add a comment select the cell and choose <guimenuitem>Add/Modify
|
|
Comment...</guimenuitem> from the <mousebutton>right</mousebutton> mouse
|
|
button menu or from the <menuchoice><guimenu>Insert</guimenu><guisubmenu>
|
|
Cell Comment</guisubmenu></menuchoice> menu and type your comment into the
|
|
resulting <guilabel>Cell Comment</guilabel> dialog box.</para>
|
|
<para>To see the comment hover the mouse pointer over the top right corner of
|
|
the cell. The comment will appear as if it were a Tooltip.
|
|
</para>
|
|
<para>If you check the <guilabel>Show comment indicator</guilabel> box of the
|
|
<guilabel>Sheet Properties</guilabel> dialog, those
|
|
cells containing comments will be highlighted by a small red triangle in the
|
|
top right corner.</para>
|
|
<para>To open this dialog, click with the <mousebutton>right</mousebutton> mouse
|
|
button onto the sheet tab at the bottom of the main window and select
|
|
<guimenuitem>Sheet Properties</guimenuitem> from the popup menu. Or select it from the
|
|
<menuchoice><guimenu>Format</guimenu><guisubmenu>Sheet</guisubmenu></menuchoice> menu.</para>
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<para>To remove a comment from a cell, select <guimenuitem>Remove Comment
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</guimenuitem> from the <mousebutton>right</mousebutton> mouse button menu or
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choose <menuchoice><guimenu>Edit</guimenu><guisubmenu>Clear</guisubmenu>
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<guimenuitem>Comment</guimenuitem></menuchoice>.</para>
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</sect2>
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</sect1>
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</chapter>
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