SocialCalc Manual This is a translated version from its original Spanish by Maria Virginia Diaz and adapted to English by Pedro Cuellar & Julia Reynolds
Table of Contents: Entering SocialCalc ...........................................................................................................2 Parts of the SocialCalc Window .......................................................................................2 Spreadsheet Structure ......................................................................................................2 Input of data on the spreadsheet ....................................................................................2 Canceling inputted data...................................................................................................3 Information Selection .......................................................................................................3 The Formulas ....................................................................................................................9 Description of the different types of arguments .............................................................10 Mathematical functions ...................................................................................................11 Tab Comments ................................................................................................................17 Clipboard Flap .................................................................................................................18 Plain Flap.........................................................................................................................18 Graph Tab........................................................................................................................19 Tab Names .....................................................................................................................22 FINAL NOTE.....................................................................................................................26
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Entering SocialCalc This is the main screen
Parts of the SocialCalc Window In the upper part, we can see a tool bar that is divided in tabs, each of it containing a determined number of options. We are going to study each of the tabs according to the examples that we will be presenting. But before, it is necessary to clarify some concepts relating with the spreadsheet. Spreadsheet Structure The primary document that we will use to manage the information is the spreadsheet. The intersection of each row and each column is called ‘cell’ and it is the basic unit where the information will be stored. Cells are referred to by a letter that identifies the column and number that identifies the row (ex. The cell defined as the intersection of row 6, column D, will be named the D6 cell). We call the active cell the one that is pointed on, or selected by the cursor and will receive the next information that we will input, we can see the active cell’s name or ‘tag’ on the lower left hand of the spreadsheet. The rectangular block on the top of the screen where we input the data into the cells is called the formula bar. Input of data on the spreadsheet We place the cursor where we want by using the arrow keys on your keyboard. We use the arrow keys to move to the cell where we want to input our data; we can also use the mouse. We write the data in that cell and we can see what we wrote on the active OLPC-Rwanda
cell and also in the formula bar. To confirm the information we press enter and to discard it we press escape. (on the keyboard: the upper left key with an ‘x’). Canceling inputted data It is necessary to distinguish among different situations, if we introduce the data and we don’t press the enter key (which means we have not yet confirmed the data), pressing the escape key, we can cancel the action we were attempting to do. If, on the contrary, we introduce the data, and we also confirm by pressing the enter key, we have to select the tab ‘edit’ and there the option ‘undo.’ This way, we can cancel the input that we made. Also, you can select the cell and erase the data by pressing the “erase’ key. Information Selection Selecting Cells The active cell is where the cursor has been placed and we can see the tag on the lower left hand of the spreadsheet, we can use the mouse by clicking on the cell, or if there are several cells, we press down on the mouse, keep holding down, and move the mouse over all the cells you want to select. We can also do it using the keyboard, by leaving the ‘shift’ key pressed and moving among the spreadsheet using the arrow keys. (up, down, right, left) Edit Tab Copy: to copy the contents of a cell or several cells Cut: to cut the content, which means that you can move that data to other places in the spreadsheet Paste: to place the content, it could by from ‘copy’ or ‘cut’ commands Deleting data: to erase the data of one or several cells, it works as the erase key Past formats: can be used if you want to copy the format of cell that was made using the format tab Fill down: the function is to copy the content of one, or several cells, in one column, either by holding down the mouse and dragging downward or by using shift and the arrow keys. Fill right: the same as the previous, by it works to copy a row to the right Set/Clear move from: activate and deactivate the below options, to use this, you have to select one or several cells, click on this option, then, we can see that the cells become highlighted (activated). From that moment, we can choose where we want to move the data; then we can use the below functions. Move/Paste: the function works if you want to move the content that was just pasted, from one cell, to another Move/Insert: If you want to move the data that was just inserted Align left: To align the content of the cells on the left side Align center: To align the content of the cells on the center side Align right: To align the content of the cells on the right side Borders on: to visualize the borders of the cells when you are ready to print Borders off: to hide the borders of the cells when you are ready to print Swap colors: To change the colors of the cell, the color of the font comes to be the color of the background and vice versa. Merge cell: to combine cells, it give the appearance of being just one.
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Un-merge cells: cancels the combination of cells Insert row: to add another row above the active cell Insert column: to insert a column to the right of the active cell Delete row: remove the row where the active cell is Delete column: remove the column where the active cell is Format and sort tabs: we are going to use these tabs with an exercise: 1) Draw the following table 2) Organize alphabetically the merchandise column in ascendant order 3) Input the monetary value with two decimals places Merchandise Letter Paper Charter Folding Paper Whiteboard marker Printer cartridge
January 156,3 75,1 70,0 9,0
February 165,0 77 72,0 9,5
March 178,5 88,3 79,5 10,3
April 190,0 97,1 84,0 12,5
May 210,0 101,2 90,2 14,0
38,8
41,0
48,5
50,4
55,0
Every numeric input gets automatically aligned to the right and the text to the left. The decimal separator in SocialCalc is the (.) and the thousandth separator is the (,). It will look like this:
In order to alphabetically arrange (ascending from A-Z and descendent Z-A), the cells, we select the cells we want to order, in this case A-F6, then we click on the sort tab. OLPC-Rwanda
The screen will appear as follows:
In this case, because we have already selected the cells (A:F6) it appears where it says in set cells to sort. If we did not select the cells, this would be the time to select. Then, we just click on the button ‘sort A to column F6’ and it will show the following screen:
Major sort, minor sort, last sort are for the cases where you need to organize according to different criteria. For example, first by last name; then by first name; so you can see the last names that are repeated. When we are going to sort according to just one criterion, we use major sort. Let’s go bullet point three, which is to input the monetary sign with two decimal places.
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First, we select the cells that have the numeric value and then the format tab. The following screen will appear:
By clicking on the default option in format and number, the following screen will appear:
Then, we choose where they show us the monetary sign with two decimals ($1,234.56). After choosing that option we should click where it says ‘save to B2:F6’ (that is the range we have selected). Then it will be ready.
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Now let’s think that we want to give a different color to the titles of the columns, underline, or change the font type. First, it’s always convenient to select what we want to transform; then select the format tab, then select of the format tab what we want to format on t>>>. Alignment: vertical or horizontal alignment inside the cell Font: The font family, the type and shape of letter; bold and italic, size, font color, background color. Borders: This if we want delineate the borders of the cells Padding: it allows some sort of margin to the content, it can top, bottom, right or left. IMPORTANT: ALWAYS REMEMBER TO CLICK ON THE TOP BUTTON THAT SAYS ‘SAVE TO [tag of cells selected]’ IN ORDER TO SAVE ANY CHANGES
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In this example, we chose Arial, Bold, 12pt (size), color light blue, background dark blue. We left the rest just as the original configuration.
If we enable the plain tab we can see the spreadsheet without the headers, the rows and the columns, so without division of the cells. This could be very interesting in order to print because you can make a screenshot of this option.
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Before we continue with the rest of the tabs. Let’s work on the some of the formulas. The Formulas Concept Formulas are statements, which allow us to make operations and calculations by using the data contained on the spreadsheet. Some of the operations that can be used are: SUM: add, compare, multiply, etc. SocialCalc formulas must start with certain characters, the ‘=’ is the most used. In some specific situations, the ‘+’ will be used as the first character in the formula. The formula bar
To activate the formula bar you have to click over the area of input otherwise and then start to write the formula. Arithmetic operations (+, -, /) These make basic calculations leading to a result using numeric values such as division, multiplication and subtraction. The arithmetic operations that can be applied are the following: +: addition -: subtraction *: multiplication /: division %: percentage OLPC-Rwanda
Comparative operations These operations allow us to compare two values and give us, as a result, a logical value. =: equal >: greater than =: greater or lesson than < >: is not equal to The functions The functions consist of formulas provided by SocialCalc in order to execute specific tasks, such as: Add a set of values, make averages, etc. The functions are composed by two elements: The name of the function and its arguments, you can see all of it in the help tab. The name of the functions tell us about the kind of calculation that they make. For example, the functions: SUM, Average, Count. The arguments tell us about which cells and values are going to be used by the function. Let’s describe the elements that compose the next function: =SUM(D1:D5) The name is The arguments are The task will execute the function The equal sign at the beginning of the function The parenthesis
SUM D1:D5 Adding the numbers found in cells D1, D2, D3, D4 and D5 Unlike a formula of text Frames the arguments the makes up the function, in this case, the function SUM
The arguments The semicolon (;) that you write in a function allows to separate the arguments. In the next example, we will tell SocialCalc to add the values from the cells D1, D2, D7: =SUM(D1;D2;D7) The arguments can make reference to the cells, range, numbers, text, logical values, name of range, matrix and values of errors as arguments. Description of the different types of arguments Numeric Values The arguments that compose the function, like for example, the function SUM, can be built by numbers. The function =SUM(30;14;20) is going to add to the numbers 30,14, 20. OLPC-Rwanda
Text Values The arguments that use text in the function can consist on change of texts, inside quotes (“”) or reference to cells that contain text. Logical Values A logical value is TRUE or FALSE and will be used in logical functions References with Names In this case the argument of the function can be a name: =SUM(name) Mixed Arguments It is possible to combine arguments, like, for example, the name of a range, a reference to a cell, a numeric expression, and then have, as result, just one value. Input of functions As a first step, we should always have to click on the cell where we want to enter the function followed by using on of these methods: Input of functions from the keyboard Write the function and to finalize press the ‘enter’ key. This method is recommended for the input of function with simple syntax. Input of functions with the function assistance In order to input a function with the formula assistance proceed as follows: Click on the icon
There, you will the following chart
On the left the list of categories in which SocialCalc groups it functions appears. On the right the list of functions according to each category will appear. In the lower part of the chart, a brief description of the functions will appear. Click on the category and function that you are going use and click on the ‘paste’ button. The formula will appear ready for the syntax. Mathematical functions SUM function
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The SUM function is a mathematical function that allows you to perform calculations on SocialCalc quickly and easily. This function adds numbers: = SUM (numbers) You can include this argument in numbers, formulas, ranges or references to cells that have numbers. The SUM function ignores other arguments such as those related to text values, logical or blank cells. In the formula bar is this button:
which represents the SUM function, you can select a cell that is at the end of the row or column that you want to add, then click on it, and the adding is done automatically. It is called AutoSum button. ABS function This function has the task of obtaining the absolute value of a number or a formula. =ABS (number) The number argument is a numeric value itself or a reference to a cell that has a number or it is a formula that will also result in a number. = ABS (A1) For example, if cell A1 contains the number 10, the result will be 10. If it contains a -15, the result is 15. ROUND Function = ROUND (value, [precision]) Is a function that rounds the number for its argument to a specified number of decimal places. The argument of this function may be a number, a reference to a cell containing a number or it can refer to a formula that evaluates to a number. In the argument, we noted the number of places to be round. SocialCalc rounded numbers that are less than 5 down and the numbers greater than or equal to 5 is going to round up. A negative precision argument, round that number to the left of the decimal point. The specification of the argument as 0 rounded to the nearest integer. Function IF = IF (test it GICA; value_if_true, value_if_false) This function is used to evaluate a condition involving certain cells and values. Depending on whether the condition is true or false is the result of the function. The possible values for value_if_true and value_if_false are the following: A numeric constant A formula OLPC-Rwanda
A constant alphanumeric A function A function IF Address of the IF function Function IF Values Result Address of the IF function Function IF Values Results
F8
F8 cell contains “adult” F8 =IF(C3> =18 “ADULT,” “NOW YOU ARE OF AGE”) Cell C3 contains 16 F8 cell contains “AGE IS NOT OVER”
Vlookup Function This is a search formula by columns, so the V out (look for columns). Finds a value in the first column on the left of a table and then returns a value in the same row from a specified column. HLOOKUP function looks for rows. Its form is: VLOOKUP (value, range, cabbage, [rangelookup]) value is the value sought. Range: is a table of text, numbers or logical values for which data is retrieved. Col: is the column number from which value will be returned to match. The first column of values in the table is column 1. Rangelookup: if 1 or omitted gives the closest match, exact match if you have to put 0. For example:
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EXAMPLE WITH THE INTEGRATION OF FUNCTIONS AND FORMULAS Let's do an exercise that integrates several functions and formulas: We have a list of students with the skills of a particular test. Based on the minimum grade to pass the exam is 6, STATUS column, using an IF function, will ELI APR if approved and lost. The function is written on the top or bottom cell of the column STATUS and then be copied: = IF (B4> = 6, "APR", "ELI")
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The difficulty is that the formula to copy cell by cell, can also be copied using the key combination Ctrl + C and paste Ctrl + V.
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Let's see other formulas such as average, max and min. Simply enter the formula where you want and select the range (may be dragging the left mouse button). If we round off the value of the average, add the round function before the average.
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Tab Comments We can write reviews to help each other things to remember for using a given formula.
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Clipboard Flap It works like clipboard, which often can be seen in the office suite when copying and pasting, here we can see where copy. Plain Flap It is very useful if you want to see the form without the edges of the cells, for example to make a screenshot (Alt + 1) and then print from another computer.
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Graph Tab Let's use another example to create a graph. The first thing you should do is determine exactly what information you want plot, or what data and interpretation will be given to them. Generally, the information to graph is contained in a range of cells and we must decide before beginning to plot, how to interpret the data. Below is a range of a spreadsheet that contains the population of certain departments.
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For the record and write the text and then select the cells you want to leave the title "Population of different departments," when you click Merge Cells is as we see in the example. By selecting the range of the number of settlers, SocialCalc automatically uses the row to the left and labels.
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After you select the range to use, we go to the Graph tab where we can see Cells Set To Graph. We choose the chart type to use in Graph Type, in this example was selected for the horizontal bars that can be read more clearly the names of the departments. Upon completion of these steps we click on OK:
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The data that appears in Min X, Max X, etc. The program automatically displays. Tab Names Concept of range. Range is one rectangular block of adjacent cells on which an order can be applied. The range address is the location on the sheet and is formed by the cell addresses of two opposite corners of the rectangle (as shown below), separated by a colon. Example: B1: B1 and B1: F3 Range types. A cell individually (eg, C6). Some or all of a row of the spreadsheet (eg A4 to D4). Some or all of a column in the spreadsheet (eg, from E2 to E10). A rectangle on the form (eg from D6 to G11; always indicated first on the cell that is in the upper left corner and finally the on Set the name to a range. For example we want to name the range of departments and other than the amount of people. Let's Step Names tab, look where it says Existing Names is [None] for even currently there are no named range. Select the column title and departments without the range is defined in Set Value To: C5: C11 then write: Name:DEPARTMENTS. Description:departments. Value:el range, in this case is C5:C11.
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Click on Save. Automatically passed to the Edit tab. This is an example, not have to equal what is written about in Name and Description, the important thing is that there should be none of these fields empty, because it does not save. Nor does it coincide with the title of the column. There is also no problem if we want to write in capital letters. step Now we want to name the population data. Upon returning to the tab that we Names Names Existing is [New], because now there is a named range. Simply return to perform the same steps as in the previous case.
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All this serves to function if, instead of defining the range, type your name. In this example we see that added the number of people and how to calculate the average, rounded to two decimal places.
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FINAL NOTE This manual was made with the intention of clarifying concepts and take simple steps to work on SocialCalc. To send suggestions or questions do not hesitate to contact me at: maria.virgina @ adinet.com.uy or
[email protected]/
[email protected] This will help to think about SocialCalc future chapters.
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