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diff --git a/doc/kspread/basics.docbook b/doc/kspread/basics.docbook new file mode 100644 index 000000000..2a06be215 --- /dev/null +++ b/doc/kspread/basics.docbook @@ -0,0 +1,637 @@ +<chapter id="basics"> +<chapterinfo> +<authorgroup> +<author> +<firstname>Pamela</firstname> +<surname>Robert</surname> +<affiliation> +<address><email>pamroberts@blueyonder.co.uk</email></address> +</affiliation> +</author> +<!-- TRANS:ROLES_OF_TRANSLATORS --> +</authorgroup> +</chapterinfo> +<title>&kspread; Basics</title> + +<note><para>Like the rest of &kde;, &kspread; is highly configurable, which can +cause problems for readers trying to compare the text in a document such as +this with what they see on the version of &kspread; running on their desktop. +To cut down on some of the possibilities for confusion, it it suggested that +when you first start to use &kspread; you set the default options in all pages +of the &kspread; configuration dialog (obtained by selecting +<menuchoice><guimenu>Settings</guimenu><guimenuitem>Configure +&kspread;...</guimenuitem></menuchoice>) except for <guilabel>Completion mode: +</guilabel> in the <guisubmenu>Misc</guisubmenu> page, which should be set to +<guimenuitem>None</guimenuitem>. +</para> +<para>You may also find it helpful to globally <guilabel>Enable tooltips</guilabel> +in &kcontrolcenter; in <menuchoice><guimenu>Appearance & +Themes</guimenu><guimenuitem>Style</guimenuitem></menuchoice> +on the <guilabel>Style</guilabel> page. </para></note> + +<sect1 id="starting"> +<title>Spreadsheets for Beginners</title> + +<para>This section attempts to explain by example what a spreadsheet program +such as &kspread; actually does, and why it is such a useful tool in any +situation where you have to deal with numbers. If you have already used a +spreadsheet program you may wish to skip to the next section.</para> + +<para>The first thing to do is to start up &kspread;. You can do this by +<mousebutton>left</mousebutton> clicking on a &kspread; icon if there is one +on your desktop or panel, or you can select +<menuchoice><guimenu>Office</guimenu><guimenuitem>&kspread;</guimenuitem> +</menuchoice> +from the K menu.</para> + +<para> +<mediaobject> +<imageobject> +<imagedata fileref="newdocument.png" format="PNG"/> +</imageobject> +<textobject> +<phrase>&kspread; at first run</phrase> +</textobject> +</mediaobject> +When it has started you will be given the choice of opening a recent +document, creating a new document from a template (with templates categories) or +opening an existing document . Select the <guilabel>General</guilabel> category +on the left and choose the <guilabel>Blank Worksheet</guilabel> template. Then +click the <guibutton>Use This Template</guibutton> button.</para> + +<para>Looking at &kspread; once it has started up, you will see a sheet of +empty rectangular cells arranged in numbered rows and lettered columns. This +is where you enter data or formula, text or charts. +<mediaobject> +<imageobject> +<imagedata fileref="starting1.png" format="PNG"/> +</imageobject> +<textobject> +<phrase>Screenshot starting1</phrase> +</textobject> +</mediaobject> +</para> +<para>Now, enter the text and values shown in the first 5 rows of the above +screenshot into the same cells of your spreadsheet. Ignore what is in row 7 +for the moment. To enter anything into a cell first select the cell by +<mousebutton>left</mousebutton> clicking inside it, then type whatever you +want, then press <keycap>Enter</keycap> or use the arrow keys to move the +selection point to another cell. +</para> +<para>What we have entered so far could be a simple budget for the next two +months, listing how much we think we will be spending for Food, Shelter, +Clothing and any Other expenditure. Now select cell B7 (column B, row 7), +type in <userinput>=B2+B3+B4+B5</userinput> and press <keycap>Enter</keycap>. +Because it begins with a <keycap>=</keycap> symbol &kspread; sees this as a +formula, something it has to calculate, in this case by adding together the +values in the 4 cells B2 to B5, and what is shown in the cell B7 is the result +of that calculation.</para> +<para>You could enter a similar formula into cell C7, except that in this case +it would have to be <userinput>=C2+C3+C4+C5</userinput>, but there is an +easier way which is to Copy cell B7 and Paste it into C7. &kspread; will +automatically adjust the cell references from B.. to C.. when the Paste is +done.</para> +<para>At this point you may think that &kspread; is doing no more than you +could manage with pencil, paper and a calculator, and you could be right, but +remember that this is a very small example of a spreadsheet, doing simple +calculations on only a few numbers. For any reasonably amount of values or data +using a spreadsheet to do the calculations is much quicker and more accurate +than doing them manually.</para> +<para>Also, a spreadsheet lets you play the <quote>What if?</quote> game. +Because each formula is automatically recalculated whenever any of the values +it refers to are changed, you can quickly see what happens if you alter any of +them. Using our example you can see the effect of reducing the amount spent on +food in December by just entering a new value into cell C2. If you had a +spreadsheet that modelled the greenhouse effect accurately you could perhaps +see the effect of a 50 percent reduction in the amount of methane released +into the atmosphere.</para> +</sect1> + +<sect1 id="selecting"> +<title>Selecting Cells</title> +<para>You can select a single cell or a rectangular area of cells in the +spreadsheet. The selected cell(s) are displayed with a thick black border. +</para> +<itemizedlist> +<title>You can select a single cell in one of the following ways</title> +<listitem><para><mousebutton>left</mousebutton> click on it</para></listitem> +<listitem><para>enter the cell reference (for example <userinput>B5</userinput>) +into the cell reference box at the left end of the Formula toolbar and press +<keycap>Enter</keycap></para></listitem> +<listitem><para>use the <menuchoice><guimenu>View</guimenu><guimenuitem>Goto +Cell...</guimenuitem></menuchoice> menu option</para></listitem> +</itemizedlist> + +<para>You can also steer your way around with the <keysym>arrow</keysym> keys. +Pressing the <keysym>Enter</keysym> key will move the current selection one +position up, down, left or right depending on the setting in the <guilabel>Misc +</guilabel> page of &kspread;'s <link linkend="configmisc">configuration dialog +box</link>.</para> <para>If you hold the <keycombo +action="simul">&Shift;</keycombo> key down while using the +<keysym>arrow</keysym> keys the selection will move to the start or end of the +block of occupied cells.</para> +<para>To select an area of contiguous cells drag the mouse cursor across the +desired area with the <mousebutton>left</mousebutton> button held down, or enter +the references of the top left and bottom right cells separated by a colon into +the Formula toolbar cell reference box (for example <userinput>B7:C14 +</userinput>) and press <keycap>Enter</keycap>, or enter these cell references +in a similar format into the dialog box brought up by <menuchoice><guimenu> +View</guimenu><guimenuitem>Goto Cell...</guimenuitem></menuchoice>.</para> +<para>You can also select an area of cells by selecting the cell in one corner +of the wanted area then holding the <keycombo +action="simul">&Shift; </keycombo> key down while using the +<mousebutton>left</mousebutton> mouse button to select the cell in the opposite +corner.</para> + +<para>To select a complete row or column of cells <mousebutton>left +</mousebutton> click on the row number at the left of the worksheet or on the +column letters at the top. To select adjacent rows or columns drag the mouse +pointer over the appropriate row numbers or column letters with the +<mousebutton>left</mousebutton> button held down.</para> + +<para>To select non-contiguous cells, click on the first cell you want to select +then hold the <keycombo +action="simul">&Ctrl;</keycombo> key and select the other +cells.</para> + +</sect1> + +<sect1 id="entering"> +<title>Entering Data</title> +<para>Entering data into a cell can be as simple as selecting the cell, typing +your data, then pressing <keycap>Enter</keycap> or moving the selection to +another cell with one of the <keysym>arrow</keysym> keys. Depending on how you +enter the data, &kspread; will interpret it as a number, date, time or text:</para> +<itemizedlist> +<listitem><para> +Numbers are entered in the obvious way; <userinput>123</userinput>, <userinput> +-123</userinput>, <userinput>456.7</userinput> or in scientific notation +<userinput>-1.2E-5</userinput>. +</para></listitem> +<listitem><para> +Dates should be entered in your <quote>System</quote> format, as defined in +the &kcontrolcenter; in <menuchoice><guimenu> +Regional & Accessibility</guimenu> <guisubmenu> +Country/Region & Language</guisubmenu><guimenuitem>Time & Dates</guimenuitem> +</menuchoice> dialog box. If, for example, you are using the DD/MM/YYYY form +you should enter <userinput>30/03/2002</userinput> for 30th March 2002. +Leading zeroes can be omitted from the day and month fields and only the last +one or two digits of the year need to be entered if the date is in the current +century, for example <userinput>9/1/2</userinput> for 9th January 2002. +</para></listitem> +<listitem><para> +Times should also be entered using the <quote>System</quote> format. For +example if you are using a 12 hour clock then enter times in HH:MIN am|pm or +HH:MIN:SS am|pm format such as <userinput>9:42 am</userinput> or <userinput> +10:30:52 pm</userinput>. +</para></listitem> +<listitem><para> +&kspread; defines any input data as <quote>text</quote> if it cannot +recognize the data as being a number, date or time. +</para></listitem> +</itemizedlist> +<note><para>By default, &kspread; right justifies numbers, dates and times +within a cell and left justifies anything else. This can be a useful guide +to whether you have entered a date or time in the correct format. But +remember that how items are displayed can be changed by altering +the <link linkend="formatdata">cell format</link>.</para></note> + +<para>The main text entry box in the Formula toolbar provides an easy way of +editing the contents of a selected cell. Press <keycap>Enter</keycap> or +<mousebutton>left</mousebutton> click on the green tick mark when you are +happy with what you have entered, or click on the red cross to cancel your +edits.</para> + +<sect2 id="genericformat"> +<title>Generic Cell Format</title> +<para> +&kspread; uses the <quote>Generic</quote> cell format as default. As long +as this format is used, &kspread; autodetects the actual data type depending +on the current cell data. For example if you enter some text into a cell and +later enter a number into the same cell, &kspread; automatically interprets +the new data as a number. If you want to define the type of data yourself, you +can explicitly set it in the <link linkend="formatdata">cell format</link>. +You can change the format back to <quote>Generic</quote> at any time. +</para> +</sect2> + +</sect1> + +<sect1 id="copypaste"> +<title>Copy, Cut and Paste</title> + +<para>At first glance, &kspread;'s <guimenuitem>Cut</guimenuitem>, +<guimenuitem>Copy</guimenuitem> and <guimenuitem>Paste</guimenuitem> appear +to be similar to these functions in other &kde; applications. Having selected +a cell or cells, you can choose <guimenuitem>Copy</guimenuitem> or +<guimenuitem>Cut</guimenuitem> from the <guimenu>Edit</guimenu> menu or from +the drop down menu you get by holding the <mousebutton>right</mousebutton> +mouse button down on a selected cell. You can also use the shortcuts +<keycombo action="simul">&Ctrl;<keycap>C</keycap> +</keycombo> or <keycombo action="simul">&Ctrl;<keycap>X</keycap> +</keycombo>, then move the selection to the target cell and choose +<guimenuitem>Paste</guimenuitem> or press <keycombo action="simul"> +&Ctrl;<keycap>V</keycap></keycombo>. However there are some +subtleties associated with these functions in &kspread; and these are discussed +below.</para> + +<para>If a cell contains a formula then the formula itself is copied rather +than the displayed result, and if the formula contains a reference to another +cell, then that reference is changed by the <guimenuitem>Cut</guimenuitem> +or <guimenuitem>Copy</guimenuitem> and <guimenuitem>Paste</guimenuitem> +operation to point to the cell that is in the same relative position as in +the original cell. For example if cell A2 contains the formula <userinput> +=B3</userinput> and is copied to C4, cell C4 will contain <userinput>=D5 +</userinput>.</para> +<para>This may seem to be a rather strange way of doing a copy, but +99 percent of the time it is exactly what is wanted (if it is not then see the +section about <link linkend="absolute">absolute cell references</link>). +For example in the simple shopping list shown below, cell D2 should contain +<userinput>=B2 * C2</userinput>, D3 should be <userinput>=B3 * C3</userinput>, +D4 should be <userinput>=B4 * C4</userinput> and so on. Instead of having to +enter a different formula in each cell, you can just enter the first formula +into D2 and then copy it into the cells below, letting &kspread; adjust the +cell references to suit.</para> +<mediaobject> +<imageobject> +<imagedata fileref="copy1.png" format="PNG"/> +</imageobject> +<textobject> +<phrase>Screenshot copy1</phrase> +</textobject> +</mediaobject> + +<sect2 id="copypasteareas"> +<title>Copying and Pasting Cell Areas</title> +<para>In the above example D2 can be copied into all three cells D3 to D5 at +once by just copying D2 then selecting the complete cell area D3:D5 before +doing the paste.</para> +<para>A rectangular area of cells can be cut or copied in one operation by +selecting the area before doing the cut or copy. Then select the top left +corner cell of the area you want to paste into before doing the paste.</para> +<para>If you cut or copy a rectangular area of cells, say B2:C3, and paste it +into a larger area such as A10:D13 the original pattern of cells will be +repeated to fill the target area.</para> +<para>&kspread; also provides a <quote>Drag and Copy</quote> method for +copying cells down into other cells immediately below or to the +right of the original cell(s). To use this method select the cell(s) to be +copied then position the mouse pointer over the small black square at the +bottom right corner of the selected cell(s) so the cursor changes to a double +headed arrow. Then hold the <mousebutton>left</mousebutton> mouse button down +while you drag the selected cell(s) as far as you wish. Note that cell +references in formulae are incremented according to the +relative position change. Absolute references are not changed.</para> +</sect2> + +<sect2 id="specialpaste"> +<title>Other Paste Modes</title> +<para>A cell may contain text, a value, or a formula, and may also contain +special font, border or background <link linkend="formatspread">formatting +information</link>. &kspread; has special versions of Paste that let +you handle these items in different ways.</para> + +<para><menuchoice><guimenu>Edit</guimenu><guimenuitem>Special +Paste...</guimenuitem></menuchoice>brings up the <guilabel> Special +Paste</guilabel> dialog box. By selecting the appropriate item from +the top part of this dialog you can choose to paste just +<guilabel>Text </guilabel>, the cell <guilabel>Format</guilabel>, any +<guilabel>Comment </guilabel> in the cell(s) or <guilabel>Everything +without border</guilabel>. The items in the bottom part of this dialog +box allow you to do simple <link linkend="sumspecialpaste">arithmetic +on an area of cells</link>. +</para> + +<para><guimenuitem>Paste with Insertion...</guimenuitem> inserts the copied +cell(s) into the sheet by moving the cells that would otherwise be overwritten +a suitable number of rows of columns down or to the right. It can also be used +to insert complete copied row(s) or column(s) into the worksheet.</para> +</sect2> + +</sect1> + +<sect1 id="insdel"> +<title>Insert and Delete</title> +<para>Use the <keysym>Delete</keysym> key or <menuchoice><guimenu>Edit +</guimenu><guisubmenu>Clear</guisubmenu><guimenuitem>Text</guimenuitem> +</menuchoice> to remove the text, value or formula from selected cell(s), +row(s) or column(s) without affecting anything else.</para> + +<para>To delete everything in the selected cell(s), row(s) or column(s), +including comments and special formatting, use <keycombo action="simul"> +&Shift;<keysym>Delete</keysym></keycombo> or choose the <guimenuitem>Delete +</guimenuitem> option from the <guimenu>Edit</guimenu> menu or from the pop +up menu you get when you <mousebutton>right</mousebutton> click on a selection. +</para> +<para>To remove selected row(s) or column(s) completely, use the +<guimenuitem>Delete Rows</guimenuitem> or <guimenuitem>Delete +Columns</guimenuitem> options from the <mousebutton>right</mousebutton> mouse +button pop up menu.</para> +<para>If you select a cell or cells and choose <guimenuitem>Remove Cells... +</guimenuitem> from the <mousebutton>right</mousebutton> mouse button pop up +menu, you can then choose whether other cells in the worksheet will be moved +up or to the left to fill in the space left by the cell(s) you have chosen to +remove.</para> +<para>If you want to insert new, blank, row(s) or column(s) into the +sheet, select row(s) or column(s) where you wish the new row(s) or +column(s) to be placed and choose the <guimenuitem>Insert Rows</guimenuitem>, +<guimenuitem>Insert Columns</guimenuitem> option from the <mousebutton> +right</mousebutton> mouse button pop up menu.</para> +<para>You can insert new cells into the worksheet by selecting the +area where you want them to appear then choosing the <guimenuitem> +Insert Cells...</guimenuitem> option from the <mousebutton>right</mousebutton> +mouse button pop up menu. You will then be asked whether the existing cell(s) +in the selected area should be moved down or to the right to make room for the +new ones.</para> + +</sect1> + +<sect1 id="simplesums"> +<title>Simple Sums</title> +<para>If the first character in a cell is an equals sign (<keycap>=</keycap>) +&kspread; will take the cell contents to be a formula which is to be +calculated. The result of the calculation will be displayed in the cell rather +than the formula itself. For example, enter <userinput>=2+3</userinput> +into a cell and it should display <emphasis>5</emphasis>.</para> +<para>More usefully, a formula can contain references to other cells, so +that <userinput>=B4+A3</userinput> will calculate the sum of the values in +cells B4 and A3, and this calculation will be updated whenever cells B4 or A3 +are changed.</para> +<para>As well as addition, a formula can make use of the <keycap>-</keycap> +symbol for subtraction, <keycap>*</keycap> for multiplication, and <keycap> +/</keycap> to perform division. The round bracket symbols <keycap>(</keycap> +and <keycap>)</keycap> can also be used as in normal algebra, so you could +enter more complex formulae such as <userinput>=((B10 + C3) *5 - F11) / 2 +</userinput>.</para> + +<para>Cells containing a formula will be marked with a small blue triangle +at the bottom left corner if the <guilabel>Show formula indicator</guilabel> +check box in the <menuchoice><guimenu>Format</guimenu> +<guisubmenu>Sheet</guisubmenu><guisubmenu>Sheet Properties</guisubmenu> +</menuchoice> dialog is checked.</para> +<para>&kspread; also includes a large number of built-in functions for +applications such as statistical, trigonometrical and financial calculations. +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 &kde;'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 &kde;'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> + +<!-- +Local Variables: +mode: sgml +sgml-parent-document: ("index.docbook" "book" "chapter") +sgml-minimize-attributes:nil +sgml-general-insert-case:lower +sgml-indent-step:0 +sgml-indent-data:nil +End: +--> |