# Working with &gnum;

Using a spreadsheet generally involves several steps. First the application is started to obtain an empty workbook, which generally has several empty worksheets. Next, data and formulas are entered into one or several sheets. The data may be entered by hand or imported from external files. The formulas are generally entered by hand, possibly with the help of various tools. The data may be formatted to appear in particular ways and to clarify the structure of the data in the worksheet. A user may also create several graphical plots. Certain parts of the spreadsheets may be printed out as tables. The work is then usually saved into a file which can be re-opened later to add or modify the contents of the workbook.

A spreadsheet file contains a workbook and possibly some other information about the file. Because a spreadsheet file contains exactly one workbook, the files themselves are often called workbooks. A workbook contains one or more worksheets. A worksheet consists of a number of cells, usually arranged in a two dimensional grid made up of columns and rows. We introduce the names of the parts of &gnum; in quick-parts-of-gnumeric and explain the parts further in chapter-gui-elements.

## Starting Gnumeric the First Time

&gnum; can be started in several ways, depending on your computer operating system and desktop environment. The approaches described below are equivalent; they result in a &gnum; window appearing on your monitor as shown below.

## The Gnumeric spreadsheet when first opened

This screenshot depicts Gnumeric when first opened.

We assume that &gnum; is already installed on your machine. Installing &gnum; depends on the particular operating system and distribution used on your machine and is therefore beyond the scope of this manual. If &gnum; is not already installed on your machine, read the manuals that came with your distribution or look at your distribution vendor's web site.

## Starting Gnumeric from the GNOME desktop

If you are a GNOME user, you should have a ‘panel’ somewhere on your desktop. This panel contains icons and at least two menus. One of these menus is called Applications and has an icon which looks like the outline of a foot. If you click on this menu name, a menu will appear. Drag the cursor down to the Office sub-menu name, and a sub-menu will appear. Drag the cursor into the sub-menu and then release the mouse button when the cursor is on the entry which reads "Gnumeric Spreadsheet." This will start the program and the main window of &gnum; will appear as shown in fig-gnumeric-first-start.

## Starting Gnumeric from another *NIX desktop

If you run a UNIX-like operating system (called *NIX in this manual) such as GNU/Linux, GNU on some other kernel, or a commercial UNIX (TM) system, or if you use a commercially distributed version of GNOME, KDE (K Desktop Environment), or a similar desktop system, you will have to find a way to launch &gnum; yourself. Hunt around the menus until you find something named "Gnumeric", possibly with the

This image depicts the menu icon of Gnumeric.

icon, and then click on that menu entry.

On UNIX-like operating systems, &gnum; requires the X window system to run.

## Starting Gnumeric from a *NIX terminal

You can also start &gnum; from the command line in an xterm window or equivalent terminal emulator. Open a terminal. At the shell prompt type:

    gnumeric &

This will start the program and send it into the background, which means that you can run other commands in the terminal window or close it while &gnum; runs in its own window.

On UNIX-like operating systems, you must be running the X window system to run &gnum;.

## Starting Gnumeric from a Microsoft desktop

&gnum;, starting with the 1.4 series, can be run as a native application on the Microsoft Windows operating systems. On those operating systems, The Start menu should contain an entry which will launch &gnum;. The actual location of the menu item depends on the choices made during installation.

### Starting Gnumeric from a Microsoft command prompt

You can also start &gnum; from a shell window by finding the directory with the program itself which will be called `gnumeric.exe`. You can either move to that directory and type:

    gnumeric

or you can type the whole name of the path and file, which will be something like:

    c:\Program Files\Gnome-Office\gnumeric

either of which should start the program.

## Starting from a Spreadsheet file

&gnum; can also be opened using a spreadsheet file directly. If there is a spreadsheet file on the desktop or in a file manager like Nautilus, it may be possible to click or double-click with the mouse pointer on the file and have &gnum; open the file automatically. Alternatively, you may be able to right click on the file and get a pop-up menu that will allow you to select &gnum; as the application to use to open the file.

## Other sources of help

If you are still stuck, ask a friend or someone who knows your machine. Unfortunately, getting started is often the hardest part of learning to use a new program but it is also the one place a manual such as this one cannot really help.

## The Parts of Gnumeric

After opening, &gnum; appears as was shown in fig-gnumeric-first-start but is shown below with the major components labeled. The open application contains a menubar at the top, two toolbars below the menu bar, and below these, on the left, the object toolbar, and, on the right, the data entry area above the cell grid area which itself is above the list of worksheets and the information area.

## The parts of Gnumeric

The part names are listed below along with a reference to the section that discusses that element. If you are reading this document on a computer, you may be able to click on a reference to jump to that section of the manual.

1 The menubar

- The menubar provides access to the core functions of GNOME. Almost everything that you can do in &gnum; you can do through the menus. We discuss the menus and menubar in sect-gui-menus.

2 The standard toolbar

- The standard toolbar provides shortcuts for the most used items in the menus. We discuss the toolbars in sect-gui-toolbars and this toolbar in particular in std-toolbar.

3 The format toolbar

- The format toolbar changes the display properties of data in the workbook. We present it in fmt-toolbar, part of the general discussion of toolbars in sect-gui-toolbars.

4 The object toolbar

- This toolbar enables you to draw graphic elements on the sheet, such as text labels, big red circles or thin green arrows. You can use these to bring attention to a particular part of a worksheet. We explain the object toolbar in obj-toolbar in the sect-gui-toolbars portion of this manual.

5 The data entry area

- The data entry area is useful for the modification of complex formulas. We discuss it in data-entry.

6 The cell grid area

- The cell area lies in the middle of all the rest. The cell area includes the row and column labels, the scrollbars and the tabs below. We explain the use of these elements in cell-grid.

7 The information area

- This area is used by &gnum; to give you feedback on the status of certain operations. We explain this information in info-area.

For a detailed explanation of each of these elements, see sect-gui-overview.

By default, &gnum; opens a workbook with three worksheets and a file name of `Book1.gnumeric`.

## Using Commands

You can access the commands provided by &gnum; using several methods. These methods are explained here. The most important commands are explained in the rest of this chapter. We explain all of the commands in later chapters of this manual.

## Using Menu Commands

The menus provide the simplest way for you to get to all of the commands provided by &gnum;. These menus work like those in any GNOME application: you click on the menu to open it, you drag the mouse cursor onto the menu and then release the mouse button (or click again) while the cursor is above a menu entry to execute that command. For further information, see sect-gui-menus.

## Using Toolbar Button Commands

The buttons on the toolbars are quite simple to use. You simply place the mouse cursor above one of the buttons and press the left mouse button to perform the command and it will either execute immediately or open a dialog window to obtain further information first. For further information on the toolbar button commands, see sect-gui-toolbars.

## Using Context Menu Commands

In many situations, &gnum; provides a menu right under the mouse cursor if the right hand mouse button is clicked. This menu contains different entries depending on where the mouse cursor is when you click the right hand mouse button. For further information, see context-menu.

## Using Keyboard Shortcut Commands

You can trigger certain common commands by using a combination of keys. The menu entries are often followed by a combination of keys which you can use to trigger that command. For instance, to save the file which you are currently using, you can jointly type the control key and the s key (i.e. Ctrl S). For further information, see keybinding.

## Data in Gnumeric

The main purpose of spreadsheets like &gnum; is to collect information in a coherent manner, perform calculations on the information and then be able to update those calculations easily if the original numbers change. The use of a spreadsheet therefore requires a substantial understanding of the types of information which can be entered into the spreadsheet and the methods which can be used to manipulate that information. This section explains how you can use data in &gnum;.

## The Types of Data in a Spreadsheet

Spreadsheets like &gnum; treat information by separating the data into separate cells and considering the data in each cell to be separate elements. Each cell in the spreadsheet has both a value, which is what &gnum; manipulates, and a representation, which is what is actually shown. Understanding this distinction is complicated and make take some time if you are new to spreadsheets. This distinction between value and representation is one of the reasons spreadsheets are so useful.

The cells of the spreadsheet are contained in the cell grid area. The cell grid area is the area with a white background and grey grid lines. The grid lines separate this area into separate cells. Each cell has a unique reference name which is the combination of the letters of the name of the column and the number of the row. For instance, the top, leftmost cell is the cell named "A1" and the cell two over to the right and four rows down is named "C4" because it is in the column labelled "C" and in the fourth row. Each of these cells can contain only one single datum.

The datum contained in any cell will have one of five types: a text string type, a number type, a formula type, a boolean type or an error type. These five types of data values can then have various display formats so that, for instance, a number value can be displayed as a number, a monetary amount, a date or a time. Text strings are sequences of characters and punctuation marks and could, for example, contain textual information such as people's names. Number values are simply numbers but may be input and displayed in various formats including decimal numbers, dates, times, and numbers in scientific notation. Formulas are instructions to &gnum; to calculate a result. The power of spreadsheets comes from these formulas because the results of the calculation can depend on the contents of other cells. Boolean values are either TRUE or FALSE and can be used in logical statements. Error values are usually the result of mistakes or impossible calculations.

For more advanced information on the types of data usable in &gnum;, see sect-data-types.

## Putting Data into the Spreadsheet

In order to enter data into the spreadsheet, you must first select a cell in which to place the information and then actually type the information on the keyboard. Once you have entered the information, &gnum; attempts to figure out both the appropriate data value type to assign to the cell and the appropriate data format in which to display this data value. Because this process is quite complex, you may occasionally need to actively select these parameters of the cells, which we explain in quick-format below. The next two sections explain how to get data into a cell, by first moving the selection box to a desired cell and then typing the data.

### Moving the selection box

In order to enter data into &gnum; you must place the selection box over the appropriate cell. The selection box appears on the cell grid as a double lined rectangle with a small grey square in the lower right corner of the box. By default the selection box surrounds the top, leftmost cell in the cell grid area.

The simplest way to move the selection box is to use the mouse. If the mouse cursor is placed over the cell "C3" (the cursor will be represented as a thick white cross) and the left mouse button then clicked, the selection box will move to cell "C3". Note that the selection box can cover more than one cell if the mouse is dragged while being clicked. The use of these larger selections is explained below in quick-complex-select.

The location of the selection box also causes the column and row headers to change slightly. The letters and numbers turn bold, and colors of the headers (the text color and the header background color) change in ways that depend on the version of &gnum;. This helps indicate what is currently selected.

You can also move the selection box with the keyboard arrow keys. For instance, typing the right arrow twice and the down arrow once will move the selection box from the cell "C3" to the cell "E4".

The selection box can be moved in other ways and will move in response to certain actions. These movements become intuitive after using &gnum; for a little while.

### Data input

To enter data into a selected cell, you can simply start typing. The characters will then become part of the spreadsheet when you change the selection either by pressing the Enter key, which moves the selection down one cell, by pressing the Tab key, which moves the selection one cell to the right, or by selecting any other cell with the mouse. If the cursor is in the cell and not in the data entry area, pressing any of the cursor movement keys also causes &gnum; to record the data in the cell and select another cell.

For example, you could use the mouse to select the cell four columns over (Column D) and three rows down (Row 3). Then you could type "Hello, this is a line of text." and then press the Enter key. The text would then appear in cell "D3" and, if the cells to the right are empty, would span into those cells so that the whole entry is visible. The selection box moves to cell “D4” when you press Enter, ready for the input of more data.

Note that as the data text is entered it appears in both the cell and the data entry area (the area below the toolbars and to the right of the equals (=) sign).

You can correct mistakes you make during data entry by using the Backspace key or the Delete key. Finer control can be obtained if the cursor is moved to the data entry area by clicking with the mouse in the box to the right of the equals (=) sign. Editing in the data entry area lets you use the arrow keys to move backward and forward in the text. You can also use the mouse to move the cursor.

To change the contents of a cell, select the cell again and either type the new contents or edit the existing contents of the cell in the data entry area.

If the content of the cell is too large for the size of the cell, the entry may span over the edge of the cell into the empty cells to the right. If the cell is a number, the cell grid area may display hash marks (######) to indicate the cell has content which is too large to display in the given cell width.

### Automatic data recognition

As you enter data into the spreadsheet, &gnum; interprets the information in order, first, to assign it to a data category and, second, to give it an appropriate data display format. The entry will be assigned to one of the basic data types and possibly to a sub-type. Entries which start with an apostrophe (') are considered to be text no matter what the rest of the contents. Entries which start with an equals sign (=) are automatically considered to be a formula. Entries which are single numbers or which fall into commonly used patterns for dates or times will be considered to be numbers.

&gnum; usually figures out correctly both the type and the appropriate display format for the data being entered. Occasionally, you will have to force &gnum; to consider the data to be a different data type than &gnum; would guess by default. We explain the details of this process in greater detail in the extended chapter on data, chapter-data.

### Entering text

To enter text, select the appropriate cell, type the text, and then press the Enter key. If the text is too large to fit in its own cell, and the cell to its right is empty, the text will span into the cell on the right. By default, &gnum; uses a display format for text in which the contents are shown left justified.

For more information about text elements, see sect-data-text.

### Entering numbers

To enter a number, select the appropriate cell, type in the number and then press the Enter key. &gnum; recognizes several types of information to be numbers.

The simplest kind of input which &gnum; recognizes as numbers are standard numeric values. Technically, these are contiguous sequences of digits which may have a separator symbol between the thousands and another symbol indicating the decimal separator. These symbols follow the English convention by default (comma as thousand separator, period as decimal symbol) but will adopt the symbols appropriate for a different locality if &gnum; is launched in a particular way (see sect-configuration-localization). For instance, in a French setting the period is the thousand separator symbol and the comma the decimal separator symbol. By default, &gnum; displays numeric values lined up against the right side of the cell.

Several other types of input are recognized as numeric values which means that calculations can be performed on the values in the cells.

- Dates in the standard format of the locale (see sect-configuration-localization) are recognized as numbers. By default, 11/21/1970 will be recognized as the twenty-first of November of the year nineteen seventy. &gnum; stores the value as the number of days since the first day of January in 1900.

- Time values, such as 10:34 or 11:23:45 PM, are recognized as number values. These values are stored in &gnum; as fractions of the whole day.

- You can input percentage values simply by appending the percent symbol (%) to the value.

- Fractions and mixed numbers are recognized as numbers. For example, “1 1/2” is equivalent to 1.5. Note that a simple fraction, such as “3/12”, may be interpreted by &gnum; as a date. You can prevent that by including a sign (for example, “+3/12”) or by entering the fraction as a formula (“=3/12”).

- You can also input numeric values using scientific notation. For instance, 1.003e+6 will be recognized as the value one million three thousand.

For more information on numbers, see sect-data-numbers.

### Entering a Boolean

To enter a boolean value, select the appropriate cell, type in either "TRUE" or "FALSE" and then press the Enter key.

### Entering a formula

To enter a formula, select a cell and type the equals sign (=) followed by a valid formula. If &gnum; cannot understand the formula which is entered, it will open a dialog box which may have an explanation and gives you a chance either to re-edit the expression or to accept the entry as a text entry instead of a formula. The second choice makes it easy to re-edit the entry into a valid formula simply by fixing the formula and removing the leading apostrophe (') before the equals sign.

Formulas can be quite complex since the power of spreadsheets comes from these formulas. A simple example of the use of a formula is as follows: first, select cell B2 and input the value "3" into that cell. Second, select cell D4 and input (without the quotes) "=B2+2" and then type the Enter key. Cell D4 should display the value "5". If the value of cell B2 is changed from "3" to "100", &gnum; will automatically update the value of cell D4 to "102".

A valid formula can be a simple arithmetic expression such as

    =3+4-1

which uses a formula to make the cell equal to the value 6.

Formulas may include calls to functions. These are statements which indicate that more complex operations should be performed. For instance, a formula could be "=EXP(24)" which would give the value of e (the base of the natural logarithm) raised to the 24th power. The cell would then display "2.6489e+10".

Certain functions return not just a single value but an array of values. To enter such a function, first select a range of cells to receive the result, then enter the formula to generate the array, and then press the key combination Ctrl Shift Enter rather than just the Enter key. For more details see sect-data-formulas-array.

As was shown in the example above, formulas may contain references to the contents of another cell. In the example given above, the contents of the cell in the second column and the second row was used in a calculation by using the cell name "B2". These references mean that complex calculations can be automatically updated when one of the original values change.

You can make references to the cells in other worksheets and even to those in other workbooks (files). The basic format of a complete reference is made of the name of the file the reference is in, enclosed by square brackets, followed by the name of the sheet, followed by an exclamation point, followed by the letter(s) of the column name, followed by the number of the row. For example, a complete reference could be "[my_file.gnumeric]Sheet3!C3". These complete references can be shortened if the filename or sheet names are the same as that of the reference. "AE34" would refer to the cell in the current file, in the current worksheet which is in column "AE" and in row "34".

References can identify a contiguous range of cells. For instance, the reference "A1:E5" refers to all the cells from the top left corner of the current sheet to the cell five rows down and five rows over. This can be useful in a formula which uses a function such as MAX(). The formula "=MAX(A1:E5)" would display the value of the largest number value in this range of cells.

For more information on references see the complete discussion in sect-data-formulas-references later on in this manual.

For more on the use of formulas see sect-data-formulas later in this manual. For a list of the functions available, see the function reference appendix, function-reference, or click on the toolbar button with the symbol "f(x)" on it for an organized list of functions.

### Entering an error value

Error values are almost never entered into the spreadsheet directly but generally arise when formulas cannot calculate valid results. The only error value occasionally entered is "#N/A". It can be either typed in directly or created via "=na()".

## Cell Formats

The data in &gnum; are stored in the cells of the spreadsheet, each of which has a cell format which dictates how the data will be displayed, whether the cell will have borders and other information. Cell formatting can be quite confusing at first because it combines simple changes, such as the colour of the characters being displayed, with more complex ideas, such as how future changes to the cell will be interpreted.

All of the cell formatting commands can be reached through a context menu by right clicking on a cell and selecting the Format Cells... menu entry. This will open a dialog window with tabs which group together similar types of formatting. Clicking on the Font tab allows you to change the font family, style, size and colour. For instance, if the cell B2 contained the text "Hello, this is my first spreadsheet" then you can make this text bigger by selecting a larger font size.

## Simple Cell Formatting

Simple changes to the format of a cell include changing the alignment of the characters, changing the font type or colour, changing the border, and changing the colour or pattern of the background.

The Alignment, Font, Border, and Background tabs are simple to understand simply by playing around with the settings and looking at the effect on a cell which contains text.

The Protection and Validation tabs are advanced functionality which you can ignore at the beginning. For explanations of these tabs, see the advanced description in sect-data-format-validation.

## Formatting the Display and Entry Data Types

Cell formats are most difficult to understand when they address the type of data stored and the visual display of that data. This only arises with the options selected in the Number tab of the Format Cells dialog. While these ideas are complex, you need to understand them early on as they are fundamental to spreadsheet use.

When you enter data into &gnum;, the spreadsheet interprets the entry based on the input format of the cell. The default format of empty cells is the General format which instructs &gnum; to guess both the type of the data being entered and a suitable display format for that data type. However, you can change the General format to a specific format in order to alter both the way &gnum; interprets any future data input to the cell and the way data in the cell are displayed.

Changing the format does not alter the data type of data already in a cell but does alter the display format of that data. This means that the input format will only affect future input whereas the display format will affect both the data currently in the cell and any data placed later into the cell.

For example, if you enter "12/25/2000" (without the quotes), &gnum; guesses that this is a date and stores the value (serial number) 36885. (Usually, the value &gnum; uses for dates is the number of days since January 1st, 1900.)

For the sake of compatibility with Excel, &gnum; also assigns a serial number to February 29th, 1900 as if 1900 had been a leap year even though it was not. So February 28th, 1900 has the serial number 59 and March 1st, 1900 the serial number 61. If you try to format the serial number 60 as a date, &gnum; recognizes that that date does not exist and shows a sequence of # symbols.

At the same time, &gnum; changes the display format to display this number as a date, with a numeric month, day and year, separated by slashes.

The order in which the formatting operations occur is critical. It is not possible to alter the type of a datum currently in a cell by formatting. To alter the interpretation of the data type in a cell, formatting must occur prior to the entry of the data.

It sometimes becomes necessary to override the "General" type if &gnum; is making an incorrect assessment of the data being entered. Postal Zip Codes in the United States, for instance, are incorrectly interpreted to be numbers. Some of these Zip Codes start with a leading zero which the "General" format type drops so the user must intervene to keep that zero displayed. In order to input these Zip Codes, the following steps must be performed. First, the cell must be selected. Next, the cell must be formatted to hold a "Text" value. This formatting changes both the interpretation of any future data entry into this cell and alters the display formatting of the cell. Finally, the Zip Code can be entered. Following these steps, the data value will be considered to be a "Text" value, any leading zeros will be retained and the data will be left justified since this is the default display format for "Text" values.

If you need to alter the data type of a whole column prior to data entry, you can do this in one formatting operation. You can click the right mouse button on the column header (the letters at the top) and select Format 1 Column from the context menu, or you can first select the whole column by clicking on the column header, then selecting the Format menu and the Cells... menu entry. This quick approach to pre-formatting cells can be done for any group of selected cells.

## Complex Cell Selections

Selections can be more complex than a single cell at a time. Selections may describe a continuous rectangular block of cells, an arbitrary shaped group of cells or even a discontinuous group of cells.

The most common way to select a continuous rectangular block of cells uses a click and drag mouse motion. You can select the cells in this continuous block by clicking and holding the left mouse button down on one of the corner cells (for instance, the top, leftmost cell) and dragging the mouse cursor to the opposite corner (for instance, the bottom, rightmost cell) before releasing. The selection box will expand to include all of the cells in this range.

The most common way to select an arbitrary shaped or discontinuous group of cells is to hold down the Ctrl key while using the mouse to select cells. If the cell containing the mouse cursor when you click is not part of the selection, it is added, as are any other cells enclosed in the selection box when the mouse button is released. If the cell initially containing the mouse cursor is already selected, the click or click-and-drag action instead removes all the enclosed cells from the selection. As long as you hold the Ctrl key down, all of the cells included by a click or a click and drag motion will be added to or removed from the selection.

For example, to perform an operation on all the cells in a square area except those on its diagonal, begin by clicking and dragging to select the square area. Next press and hold the Ctrl key and click on each of the cells on the diagonal, removing them from the selection. You could now use Format ▶ Cells ▶ Format... to apply a format change to all but the diagonal elements of the square area.

There are several operations which cannot be performed with odd shaped or discontinuous groups of cells.

For more information and other ways to select multiple cells, see the complete discussion in sect-data-selections.

## Moving Cell Contents, Inserting New Cells or Deleting Cells

The contents of cells, both data values and formatting, can be moved from one part of a spreadsheet to another so that data do not have to be re-entered if the spreadsheet is reorganized. New cells can be added to a spreadsheet and old cells removed but these latter operations cause the layout of the spreadsheet to be altered.

## Moving Cell Contents

The simplest way to move cell contents around a spreadsheet involves selecting a block of cells containing the contents to be moved, either "cutting" or "copying" those cells, selecting the location where these contents are to be moved and then pasting the data.

Moving data can only be performed with a single selection of cells which means that only continuous rectangular blocks of cells can be moved. This does mean, however, that columns or rows can be moved as a unit. By default, &gnum; moves the entire contents of the cells including both the data values and the formatting of the cells.

Once you have selected a group of cells, they can be "cut" or "copied" either using the Edit menu, the toolbar buttons (a pair of scissors or two pieces of paper, respectively), the right mouse button context menu or keyboard shortcuts (Ctrl X or Ctrl C respectively). If cells are "cut" the contents will be removed from the current location. If cells are "copied", the contents will be duplicated in the new location. These two operations treat cell references in formulas slightly differently. If cells are "cut", any references in the cells in the new location will remain pointed at the original cells. If cells are "copied", the references in the cells in the new location will point to cells in the same relative position.

You can select the new location for the cells in two ways. The simplest is to select the top, left cell of the new location. Alternatively, you can select the whole new range of cells but the shape of this new range must match exactly the dimensions of the original range which is more difficult.

Finally you can "paste" the cell contents in the new location using either the Edit menu Paste menu entry, the toolbar button with a clipboard, the context menu Paste menu entry or the Ctrl V keyboard shortcut.

An alternative way to move cells in a current worksheet involves dragging and dropping the original selection. You select the cells to be moved as above. You then place the mouse cursor on the thick white selection border. If you click and hold the left hand button, you can drag the selected cells to a new location resulting in the same operation as a "cut" and a "paste". If you hold down the Ctrl key during the click and drag of the mouse, the result is the same as a "copy" and "paste" operation and can be repeated several times.

Both the Edit menu and the context menu have an extra menu entry called Paste Special... which can be used during a cut and paste operation to selectively transfer some of the original cell contents or to alter the contents in specific ways. This option allows the transfer of only the cell contents, only the cell formats or only the calculated values of the cells. The transferred contents can also be mathematically combined with the current contents of cells in the new location. Alternatively, the selection can be transposed. See sect-movecopy-pastespecial for more information on the Paste Special... command.

## Inserting and Deleting Cells

A worksheet can also be altered by inserting or by deleting cells. These operations actually alter the locations of cells in a workbook.

Inserting and deleting columns and rows are easy to understand. If you select a group of columns or rows, selecting the Column or Row menu entries in the Insert menu will add the same number of columns to the left of the selected columns or of rows above the selected rows. You can also use the context menu for the insert operation. The context menu can be used to delete the currently selected columns or rows.

Insert operations can result in the loss of data if the last columns or rows currently contain information.

Individual cells or contiguous rectangular blocks of cells can also be inserted and deleted. During this operation, you are asked which way to shift the current cells to allow the insertion or deletion of the selected cells. The movement can be along the rows or along the columns and will result in the relative movement of cells which were previously contiguous. This shift is the fundamental difference between insert and delete operations compared to cut or copy and paste operations.

## Sheets

The worksheets in a workbook can be altered in several ways. The name of a particular worksheet can be altered. New sheets can be added. A current sheet can be duplicated or removed. The sheets can be reordered. Other sheets operations can alter the colour of the tabs or change the "protection" status of a worksheet to allow cells to be locked or hidden.

To change the name of a worksheet, right-click on its tab to access the Worksheets context menu and select Rename. Edit the New Name field and click on OK to set the new worksheet name.

You can insert a new empty sheet after the current sheet through the Sheet menu entry in the Insert menu or through the context menu which appears when you click the right mouse button on a tab.

Instead of an empty sheet, you can add a copy of the current worksheet to the workbook after the current sheet by selecting the Duplicate menu entry from the context menu.

You can remove the current sheet using the Remove menu entry from the context menu.

You can re-order worksheets from the Manage Sheets dialog.

Many of these operations can be performed at once from the Manage Sheets dialog which can be opened through the Manage Sheets... menu entry in either the Sheet submenu in the Edit menu or in the sheet tab's context menu.

## Graphing

A major function of moderns spreadsheets is to provide a quick and easy way to plot numerical data in graphical charts of various kinds. The use of graphs provides users a way to explore data to discover relationships and trends in the data values. Graphs also provide an effective way to present data so as to demonstrate relationships in the data and summarize large amounts of data in an effective image. In &gnum;, both of these can be done easily and efficiently. Information on the creation of graphical displays of data is presented in greater detail in chapter-graphics.

When graphs are used to explore data, the aim is usually to produce a plot quickly with a minimum of effort. These plots are not designed to look polished but must present the required information as quickly as possible. To produce these graphs, users must learn a simple series of operations which will produce the desired plots. For speed, the most critical operation involves selecting the cells on the spreadsheet which will be used as data before starting the graphing process.

Graphs which are used to present data must be carefully crafted to communicate effectively. Clarity of communication is the critical factor and the plot may include a large amount of work to ensure that the visual result of the plot helps to communicate the desired result.

The use of a graph may not be the best way to communicate information. A verbal explanation or a simple table are often sufficient and, because they are more compact, may be more effective ways to communicate.

&gnum; includes a large number of features which allow users to craft the look of a particular graph to maximize the effectiveness of the presentation. In &gnum;, it is possible to change the fonts, modify the borders of each element, add patterns and images to backgrounds, add patterns to plot elements and configure the graph in multiple ways. These features will be explained in detail below.

Graphs which use a large number of the graphical features available in &gnum; often appear cluttered. The visual richness of such images can often obscure the message contained in the presentation of the data. Sparse, elegant and direct graphs will communicate results most effectively.

## A Simple Graphing Example

This section will introduce the process of creating a graph by presenting an example of a side-by-side column plot.

### Data for the examples.

Because a graph requires data, it is first necessary to create some simple data to use in these examples. First we have to input these data into a worksheet. The data used are shown in fig-quick-graph-dataPic. For clarity in this discussion, the word "Interval" should be in cell A1.

#### Gnumeric with the data used in this example.

This screenshot depicts Gnumeric with the data used in the two example graphs.

### Making the Column Plot

A column plot presents a series of data points as columns whose height depends on the value of each datum. This is a useful type of plot to show the number of eggs produced in each interval.

### Making a Column Plot

1. The quickest way to make a plot starts with the selection of the data. Using the mouse, first select the range A1:C5 which includes the data both for the number of Eggs and for the number of Females.

2. Next, click on the graphing toolbar button

   This image shows the toolbar graphing button.

   which looks like three colored pillars. This launches a new window called the graph guru.

3. Next, click on the word "Column" next to the icon with vertical colored bars

   This image shows the "column" plot type after it has been selected.

   which will move the selection to that row.

4. Click on the "Insert" button. This will make the druid disappear and leave the mouse cursor as a thin cross hair.

5. Finally, we will place and size the graph on a sheet. Click on the sheet and drag downward and to the right. As the mouse is dragged, a rectangle will expand. When the mouse button is released, a simple column chart should appear.

The simple graph should look like fig-quick-graph-colGraph.

#### The Simple Graph with a Column Plot.

This screenshot depicts the simple graph with a single chart containing a column plot.

### Modifying the Simple Graph

The graph can be customized with titles, extra charts, overlaid plots, label boxes and lots of extra information. To customize the graph, right click on the plot to open the graph custom menu. The graph context menu will appear as shown in fig-quick-graph-contextMenu.

#### The context menu which appears on a graph object.

This screenshot depicts the context menu applicable to graphs.

This menu provides access to several functions. Users can customize the appearance of graphs by selecting the Properties menu item, can save the graph into PNG or SVG formats using the Save as image menu item, can reorder the various graphical elements displayed in the worksheet using the Top, Up, Down, and Bottom menu items or can delete graphical elements with the Delete menu item.

If we wanted to add a title and a legend to the graph, we could use the Properties menu item to open the graph editor and customize the graph as follows:

### Adding a title and legend to the simple graph

1. Right click on the graph to open the context menu and select the Properties menu item. This will open the graph editor.

2. The graph editor opens with the top-level "Graph" entry selected in the element tree displayed in the top left pane of the editor. The top right pane of the editor displays a preview of the eventual graph. The bottom pane of the editor has a single or several tabs presenting the elements which can be modified for the particular item selected in the element tree. Click and hold on the Add button

   This image shows the Add button in the graph editor.

   to open the menu of elements addable to a graph. Note that this menu changes depending on the element selected in the element tree when the Add is clicked. Drag the mouse cursor down until the selection highlights the "Title" entry and release the mouse button. This will add a "Title" node in the graph element tree and change the selection to this "Title" node. The bottom pane of the graph editor will also change to display the modifiable characteristics of the "Title" element.

3. In the text field of the tab displayed in the bottom pane of the graph editor, add a title such as "Egg Production and Female Productivity" and type the Enter key. Note that the title appears at the top of the graph in the preview pane.

4. In the graph tree, select the node labelled "Chart1". Next, click and hold on the add button, drag down to the Legend menu item and release. Note that this adds a legend on the right of the graph in the preview pane.

5. Click on the "Apply" button. The plot should now have a title and a legend. Note that &gnum; has used the words in the column headers automatically to label the two data series in the legend.

The modified graph should look like fig-quick-graph-colGraph-modified.

#### The Modified Column Graph.

This screenshot depicts the example column graph with a title and a legend.

## Printing

Printing in &gnum; is quite simple and similar to other GNOME applications. Printing can be done using the toolbar buttons or can be accessed through the File menu. Printing usually involves configuring the page properties (like the paper type and margins), then previewing the document to be printed and finally actually printing the document.

In order to configure a worksheet for printing several parameters must be set such as the correct size of the paper sheet, the layout of the spreadsheet, headers and footers and such information. These parameters can be set once for all of the worksheets in a file or separately for each worksheet. The Page Setup... menu entry invokes a dialog through which to alter the printing parameters.

The Print Preview... menu item or toolbar button will open a window which shows what will be printed with the current configuration. By default, printing only applies to the current worksheet but this can be changed in the print dialog explained next.

The Print... menu item or toolbar button will open a dialog which allows the user to select whether to print to a printer or to a PostScript or PDF file. Various printers can be selected and the parameters of the job, such as whether to print all the worksheets or only the currently selected worksheet, can be altered. Clicking on the Print button will perform the printing task.

Printing is explained in greater detail in chapter-printing.

## File Opening and Saving

When you first start &gnum; a new workbook will be opened. To save this workbook into a file, click on File Save As … . This brings up the file dialog where you can pick the filename and format for the book you are saving. It is best to save the book in the Gnumeric XML file format the first time. This allows you to easily edit the file without worrying about changes in the format and look of the book.

Once the file has a name and a file format, saving subsequent changes can be done easily either through the File menu, through the toolbar or through a keyboard shortcut. Saving with the menu requires selecting the File and then the Save menu item. Saving with the toolbar simply requires clicking on The "Save File" button in the tool bar. Finally saving with a keyboard shortcut simply requires typing Ctrl S.

Sometimes you want your book to be saved often so you do not lose any work. To save the book at intervals click on Tools Auto Save …. The Auto Save dialog appears.

## Auto Save dialog

The autosave dialog box.
Click on the Automatic Save Every button and enter the number of minutes will pass between each save. When the interval is shorter more of your work will be potentially saved, but &gnum; might appear sluggish. If &gnum; is sluggish increase the time between saves. The button Prompt Before Saving brings up a dialog to ask if you want to save the book.

Using the automatic saving feature of &gnum; can save time but is dangerous. &gnum; does not create a new file each time a file is saved but instead &gnum; modifies the existing file which destroys the previous work. In certain situations, this feature can lead to the loss of possibly important work. Users are highly recommended to backup their work by copying the original file to a new name or by saving files to newly named files.

An existing spreadsheet file can be opened in several ways. If the file has an icon on the desktop, this icon can be clicked or double-clicked with the mouse button. Similarly, if a file manager, such as the Nautilus file manager, lists the file, then the file name can be clicked and opened. If &gnum; is already opened, a file can be opened by clicking on the File and selecting the Open menu item. Alternatively, the "Open file" button on the toolbar, An image of the "Open File" button. , can be used or the F3 key clicked. All three of these open the Open File dialog. You can then select the spreadsheet file you wish to open. &gnum; can open many different types of spreadsheet file formats.

If the file has recently been opened in &gnum;, the file name will appear in the File menu and can simply be clicked to re-open the file.

## Closing Gnumeric

There are several ways to close &gnum;. The simplest is to select the File menu and then the Quit menu option at the bottom of the File.

&gnum; can also be closed through the window manager by clicking on a close box in the window frame or through a pop-up menu. The placement of the box and the invocation of the menu depend on the particular window manager and the theme being used. If the GNOME panel is running the window list applet, clicking with the right mouse button opens a context menu with a Close which can be used to close &gnum;.

If any changes have been made to the workbook since the last time it was saved, a dialog will open to ask what is supposed to happen to the contents of the workbook. At this point the contents of the workbook can be saved (Save), the request to close gnumeric can be cancelled (Don't Quit) or the most recent changes can be discarded (Discard). If the user decides to save the content, a second dialog may open requesting a file name, location and type for the saved workbook.

To delete files that were created by &gnum; any graphical file manager (such as the GNOME file manager Nautilus) or the shell command `rm` can be used.