Exporting Calc Spreadsheets to Other Formats

Getting the data out of Calc into another format is easy, and you have a lot of options for what format to switch to.

Saving One or All Spreadsheets in 5.2 or Excel Format

Choose File > Save As and select the appropriate format from the format dropdown list. It's also a good idea to delete the previous file extension such as . sxc from the file name , and select Automatic File Extension in the dialog box. Then click OK.

See also Automatically Saving in StarOffice 5.2 or Microsoft Office Formats on page 163.

Saving a Calc Spreadsheet as a Text File

When you save a Calc spreadsheet as a delimited text file, only the active sheet in the spreadsheet is saved. To save more than one sheet as a text file, you must repeat this procedure for each sheet.

  1. With the spreadsheet open , select the sheet containing the data you want to save as a text file.

  2. Choose File > Save As.

  3. In the File type list, select Text CSV.

  4. Type a File name. If you mark the Automatic file name extension option, the program will automatically add a .txt extension.

  5. Set the path to the folder in which you want to save the file.

  6. Click Save.

  7. Set the options you want in the Export of text files window. Use Figure 18-24.

  8. Click OK.

  9. If you get a subsequent warning saying that only the active sheet was saved, click OK.

If you want to open the text file, first close the spreadsheet file you used to create the text file. Otherwise the text file will open in read-only mode.

Saving a Spreadsheet in HTML Format

Choose File > Save as and select Web Page (Calc) in the format dropdown list. Delete the . sxc file extension and select Automatic File Extension.

Figure 18-25 and Figure 18-26 show an example of a Calc spreadsheet saved in HTML. The Save As feature exports all sheets to the same Web page and creates links at the top so you can easily click to each sheet.

Figure 18-25. Original spreadsheet (first of five original sheets) and HTML version

graphics/18fig25.jpg

Figure 18-26. Original spreadsheet (second of five original sheets) and HTML version

graphics/18fig26.jpg

Sending a Spreadsheet as Email

Instead of launching Mail, creating a new mail message, and attaching a Calc file to it, you can send an open Calc file as an email attachment or as the contents of an email message.

  1. Be sure your mail program is up and running.

  2. With the document you want to mail open, choose File > Send > Document as Email.

  3. A new empty email will appear with the file as an attachment (Figure 18-27). Address the email, add content to the body if you want, then send the email as usual.

    Figure 18-27. Sending a spreadsheet as an email

    graphics/18fig27.jpg

  4. In the Send Mail window (see Figure 18-27), select whether you want the file sent as an attachment or as the contents of the email and click OK

If the document is unsaved, the program displays the Save As window. Save the file.

Creating and Maintaining Sheets

A Calc file can contain multiple spreadsheets (called sheets), each of which has a tab at the bottom of the Calc window. This helps you keep different financial information separate in a single file. For example, you can set up a sheet for income information, a second sheet for expense information, and a third sheet that contains combined information about the first two sheets along with a chart. You switch between sheets by clicking their tabs.

When you start a new spreadsheet document, the file comes with three sheets by default, called Sheet1, Sheet2, and Sheet3. These are just a starting point to get you going.

graphics/18inf06.gif

This section shows you how to add, rename, reorder, and delete sheets, and resize the viewing area of the sheet tabs.

Adding Sheets to a Spreadsheet

  1. Select the sheet tab you want to add sheets before or after.

  2. Right-click the sheet tab, and choose Insert.

  3. In the Insert Sheet window, set the insertion options. Use Figure 18-28 for guidance.

    Figure 18-28. Adding a sheet

    graphics/18fig28.jpg

  4. Click OK.

Updating Linked Sheets

If you add a sheet in Calc that is a link to a sheet in another spreadsheet file (see previous procedure), you can update the added sheet when the source file containing that sheet is modified. When you open the file containing the link, the program by default prompts you to update links. (You can change this default in Tools > Options > Spreadsheet > Other.)

You can also update the link as you're working by choosing Edit > Links, selecting the linked sheet in the Edit Links window, and clicking the Update button. Changes you make to the source file must be saved before changes are reflected in the linked sheet.

Note

If you don't see the Links item in the Edit menu, or if you don't see the linked sheet listed in the Edit Links window, the sheet was inserted as a copy rather than a link. Delete the sheet and re-insert it as a link. (See Adding Sheets to a Spreadsheet on page 521.)


Renaming Sheets

  1. Select the sheet you want to rename.

  2. Right-click the tab, and choose Rename.

  3. Type the new name in the Rename Sheet window and click OK.

Reordering Sheets

  1. Select the sheet you want to move.

  2. Drag the tab to the new location in the row of tabs.

Deleting Sheets

Deleting a sheet deletes all the data on the sheet. You can't delete sheets that have been protected (see Protecting Cells From Modification on page 602).

  1. Select the sheet you want to delete.

  2. Right-click the tab, and choose Delete.

  3. Click Yes in the confirmation window.

Resizing and Navigating in the Tab Area

As you add sheets and change sheet names , you may not be able to see all tabs at once. Use the tips in Figure 18-29 to navigate in the tab area of a spreadsheet document.

Figure 18-29. Navigating the tab area

graphics/18fig29.gif

Row Limit

There is a limit of 32,000 rows per spreadsheet. The explanation at http://sc.openoffice.org/row-limit.html keeps updated information.



OpenOffice. org 1.0 Resource Kit
OpenOffice.Org 1.0 Resource Kit
ISBN: 0131407457
EAN: 2147483647
Year: 2005
Pages: 407

flylib.com © 2008-2017.
If you may any questions please contact us: flylib@qtcs.net