This Electronics Spreadsheet Class 9 Notes Specially designed for IT-402 students, cover every topic in a structured, point-to-point format with simple explanations that make learning easy and effective. Whether you’re revising at the last minute or aiming to build strong conceptual clarity, these notes help you learn efficiently, save valuable time, and prepare with confidence.

Creating a Spreadsheet

Introduction to Spreadsheet

• Spreadsheet is a software tool used to perform calculations easily, quickly, and accurately.
• It consists of rows and columns arranged in a grid format.
• A spreadsheet is also called an Electronic Spreadsheet.
• It is widely used in financial, accounting, scientific, and statistical work.
• Spreadsheets can store, manipulate, and present data graphically using charts and graphs.
• A collection of spreadsheet sheets is called a workbook.

Uses of LibreOffice Calc

• Tabulation and organization of data.
• Performing simple and complex mathematical calculations.
• Sorting data in ascending or descending order.
• Filtering required data from a large dataset.

Getting Started with LibreOffice Calc

• LibreOffice Calc is the spreadsheet application of the LibreOffice suite.
• It is used to create, organize, calculate, and analyze data in tabular form.
• Different spreadsheet software available are:
  • Microsoft Excel
  • LibreOffice Calc
  • OpenOffice Calc
  • Apple Numbers

Starting LibreOffice Calc

In Windows

• Download and install LibreOffice from its official website.
• Double-click the LibreOffice shortcut on the Desktop or Start Menu.
• Or open the Start Menu, select LibreOffice, and click LibreOffice Calc.

In Linux (Ubuntu)

• LibreOffice is installed by default with Ubuntu.
• Click the Calc icon from the application launcher.
• Or search for LibreOffice Calc through Show Applications.

Parts of LibreOffice Calc

Title Bar

• Located at the top of the Calc window.
• Displays the name of the current spreadsheet.
• A new spreadsheet is named Untitled 1, Untitled 2, and so on.

Menu Bar

• Located below the Title Bar.
• Contains menus with commands for different tasks.

Menus in LibreOffice Calc

• File Menu: Used for creating, opening, saving, printing, exporting PDF files, and digital signatures.
• Edit Menu: Used for Undo, Cut, Copy, Paste, Select, and Find & Replace operations.
• View Menu: Used to change the appearance of the workspace, such as toolbars, zoom, and full-screen view.
• Insert Menu: Used to insert images, charts, shapes, date, time, headers, and footers.
• Format Menu: Used to format cells, rows, columns, pages, styles, and alignment.
• Styles Menu: Used to create and manage styles.
• Sheet Menu: Used to insert or delete rows, columns, cells, and sheets, and rename sheets.
• Data Menu: Used for data-related operations such as sorting and defining ranges.
• Tools Menu: Used for spelling check, language settings, gallery, macros, and customization.
• Window Menu: Used to manage spreadsheet windows, including new window and split window options.
• Help Menu: Provides help, license information, and software update options.

Toolbars

• Toolbars contain commonly used commands and functions.
• By default, Calc opens with the Standard Toolbar and Formatting Toolbar.
• Moving the mouse pointer over an icon displays a Tooltip, which explains the icon’s function.

Standard Toolbar

• Contains icons for common operations.
• Used for tasks such as editing, arranging, and filtering data.

Formatting Toolbar

• Contains tools for formatting data.
• Used to change font style, font size, alignment, cell formatting, and indentation.

Formula Toolbar

• Used to enter and edit formulas in cells.
• Important components of the Formula Toolbar are:

Name Box

• Displays the address of the selected cell.
• Example: A1, B5, D10.

Function Wizard

• Helps search and insert functions from the available list.

Sum Button

• Automatically adds the numbers above the selected cell.
• Displays the result in the selected cell.

Function Button

• Inserts the equal sign (=) in the selected cell.
• Allows the user to enter a formula.

Input Line

• Displays the contents of the selected cell.
• Used to view and edit data, formulas, or functions.

Worksheet

• A worksheet is also called a spreadsheet.
• Each worksheet consists of rows, columns, and cells.
• Sheet tabs are named Sheet1, Sheet2, Sheet3, etc., by default.

Rows and Columns

• Rows are horizontal and numbered as 1, 2, 3, 4, …
• Columns are vertical and labeled as A, B, C, D, …
• A worksheet can have:
  • 1,048,576 rows
  • 1024 columns

Cell & Cell Address

• A cell is formed at the intersection of a row and a column.
• A cell can store text, numbers, formulas, and functions.

Cell Address

• A cell address identifies the location of a cell.
• It is written using the column letter followed by the row number.
• Examples: A1, D4, E9, Z89

Active Cell

• The currently selected cell is called the Active Cell.
• Data can be entered only into the active cell.
• It is highlighted with a thick border.

Range of Cells

• A Range of Cells is a group of adjacent cells selected together in a worksheet.
• A range is represented by the address of the first cell and the last cell separated by a colon (:).

Column Range

• Cells selected vertically in the same column form a Column Range.
• Example: C2:C7

Row Range

• Cells selected horizontally in the same row form a Row Range.
• Example: B3:D3

Row and Column Range

• Cells selected across multiple rows and columns form a Row and Column Range.
• Example: B2:C7

Apply Formula and Functions in Spreadsheet

Entering Data in LibreOffice Calc

Label

• Labels are text entries typed using the keyboard.
• Labels are used for headings, names, and descriptions.
• By default, labels are left-aligned in a cell.

Values

• Values are numerical data consisting of numbers.
• By default, values are right-aligned in a cell.

Formulae

• A formula is an expression that begins with an equal sign (=).
• A formula may contain values, cell addresses, functions, and operators.
• The calculated result is displayed in the cell.
• The actual formula is displayed in the Formula Bar.

Example:

• =A1+B1
• Adds the values of cells A1 and B1 and displays the result.

Mathematical Operators Used in Formulae

Operator	Purpose
+	Addition
–	Subtraction
*	Multiplication
/	Division
^	Exponentiation (Power)

Examples

Formula	Result
=23+6	29
=0-6	-6
=9*6	54
=88/8	11
=2^5	32

Operator Precedence (Order of Evaluation)

1. ( ) – Brackets
2. ^ – Exponentiation
3. / and * – Division and Multiplication
4. + and – – Addition and Subtraction

Examples

Formula	Result
=4+5*3	19
=(4+5)*3	27
=5*4^2	80
=(5*4)^2	400
=(4/4)^2	1
=16/(4^2)	1

Formulae with Cell Addresses and Operators

• Using cell addresses in formulas is more useful than using fixed values.
• When the value in a referenced cell changes, the formula result updates automatically.

Example

• If cell A1 contains 5 and A2 contains 8, the formula =A1+A2 gives 13.
• If the values change to 6 and 7, the result automatically becomes 13 again.

Use of Functions in LibreOffice Calc

Why Use Functions?

• Functions make calculations faster, easier, and more accurate.
• Functions are pre-defined formulas provided by Calc.

Example

To find the total cost in cells D2 to D7:

Method 1 (Using Formula)

=D2+D3+D4+D5+D6+D7

Method 2 (Using Function)

=SUM(D2:D7)

• Method 2 is shorter, easier, and more efficient.
• Therefore, using functions is preferred.

Commonly Used Functions in Calc

SUM Function

• Used to add values in a range of cells.

Examples

Formula	Meaning
=SUM(A1,B1,C1)	Adds values in A1, B1, and C1
=SUM(A1:C1)	Adds all values from A1 to C1
=SUM(A1:C1,B2)	Adds values from A1:C1 and B2
=SUM(B1:C2)	Adds all values from B1 to C2
=SUM(A1:A3,C1:C3)	Adds values in two separate ranges

AVERAGE Function

• Used to find the average (mean) of values.

Example

Formula	Meaning
=AVERAGE(A1,B1,C1)	Average of A1, B1, and C1
=AVERAGE(A1:C1)	Average of values from A1 to C1
=AVERAGE(A1:C1,B2)	Average of A1:C1 and B2
=AVERAGE(B1:C2)	Average of values from B1 to C2
=AVERAGE(A1:A3,C1:C3)	Average of two separate ranges

MAX Function

• Used to find the largest value in a group of cells.

Examples

Formula	Purpose
=MAX(A1,B2,C1)	Finds the largest value among A1, B2, and C1
=MAX(A2:C2,B3)	Finds the largest value in A2:C2 and B3
=MAX(A1:C1)	Finds the largest value in the range A1:C1
=MAX(A1,B1:C2)	Finds the largest value in A1 and range B1:C2

MIN Function

• Used to find the smallest value in a group of cells.

Examples

Formula	Purpose
=MIN(A1,B2,C1)	Finds the smallest value among A1, B2, and C1
=MIN(A2:C2,B3)	Finds the smallest value in A2:C2 and B3
=MIN(A1:C1)	Finds the smallest value in the range A1:C1
=MIN(A1,B1:C2)	Finds the smallest value in A1 and range B1:C2

COUNT Function

• Used to count the number of cells containing numeric values.
• Text entries are not counted.

Examples

Formula	Purpose	Result
=COUNT(A1,B1)	Counts numeric cells in A1 and B1	2
=COUNT(A1:C1)	Counts numeric cells in A1:C1	3
=COUNT(A1:A4)	Counts numeric cells in A1:A4	3
=COUNT(A1:C1,B2)	Counts numeric cells in A1:C1 and B2	4
=COUNT(B1:C3)	Counts numeric cells in B1:C3	6
=COUNT(A1:A3,C1:C3)	Counts numeric cells in two ranges	6

Formatting Data in the Worksheet

Formatting in LibreOffice Calc

• Formatting changes the appearance of data in a worksheet.
• Cells can be formatted using:
  • Formatting Toolbar
  • Format Cells Dialog Box
• The Format Cells Dialog Box can be opened by:
  • Format → Cells
  • Right-clicking a cell and selecting Format Cells
  • Pressing Ctrl + 1

Common Formatting Tools

Tool	Purpose
Font	Change the font style
Font Size	Change the size of text
Bold	Make text bold
Italic	Make text italic
Underline	Underline text
Left Alignment	Align text to the left
Center Alignment	Align text to the center
Right Alignment	Align text to the right
Increase Decimal Places	Show more decimal digits
Decrease Decimal Places	Show fewer decimal digits

Formatting a Range of Cells Decimal Places

• Used when numbers contain many decimal places.
• Helps display a fixed number of decimal digits.

Steps

• Select the cell range.
• Open Format Cells dialog box.
• Click the Number tab.
• Select Number category.
• Set the required number of decimal places.
• Click OK.

Formatting a Range of Cells as Text (Labels)

• Numeric values do not display leading zeros.
• Example: Telephone number 0123456789 may appear as 123456789.
• Formatting cells as Text preserves the leading zero.

Steps

• Select the cell range.
• Open Format Cells dialog box.
• Click the Number tab.
• Select Text.
• Click OK.
• Enter the numbers.

Formatting Date

• By default, dates are displayed in American format (MM/DD/YYYY).
• Date formats can be changed according to requirements.

Steps

• Select the cell range.
• Open Format Cells dialog box.
• Click the Number tab.
• Select Date category.
• Choose the required date format.
• Click OK.

Formatting Time

• Common time format:

hh:mm:ss AM/PM

• hh = Hours
• mm = Minutes
• ss = Seconds

Steps

• Select the cell range.
• Open Format Cells dialog box.
• Click the Number tab.
• Select Time category.
• Choose the required time format.
• Click OK.

Formatting Cell Alignment

• Alignment controls the position of data inside a cell.
• Data can be aligned to:
  • Left
  • Center
  • Right

Steps

• Select the cell range.
• Open Format Cells dialog box.
• Click the Alignment tab.
• Select Left, Center, or Right alignment.
• Click OK.

Speeding Up Data Entry

• LibreOffice Calc provides tools that make data entry faster and easier.

Using the Fill Handle

• The Fill Handle is used to automatically fill cells with a series of values.
• It can generate number sequences, days of the week, months of the year, and other repeating patterns.
• To use it, enter the first two values of the series, select them, and drag the Fill Handle to the required cells.

Number Series

• Number sequences such as 1, 2, 3, 4… can be created quickly using the Fill Handle.
• Different intervals can also be generated by changing the difference between the first two values.
• For example, entering 1 and 3 creates an odd number series when dragged.

Copying Formulae

• Formulae can be copied to multiple cells using the Fill Handle.
• Copied formulae automatically adjust their cell references according to their new positions.
• This feature is especially useful when working with large worksheets and complex calculations.

Copying Formulae Using Copy and Paste

• This method helps avoid retyping the same formula multiple times.
• Select the cell containing the formula and press Ctrl + C to copy it.
• Select the destination cell and press Ctrl + V to paste the formula.

Fill Handle

• The small black square at the bottom-right corner of a selected cell or range is called the Fill Handle.
• It is used to quickly copy data, formulas, and series to adjacent cells.

Using the Fill Handle to Copy Formulae

• Select the cell containing the formula.
• Click the Fill Handle at the bottom-right corner of the selected cell.
• Drag the Fill Handle to the required cells.
• The formula is automatically copied to all selected cells.

Understand and Apply Referencing

Referencing in LibreOffice Calc

• Referencing is the method of referring to cells in formulas and functions.
• It allows formulas to be copied from one cell to another efficiently.
• There are three types of referencing in spreadsheets:
  • Relative Referencing
  • Mixed Referencing
  • Absolute Referencing

Relative Referencing

• Relative Referencing is the default referencing method used in spreadsheet applications.
• When a formula is copied or dragged to another cell, the cell references change automatically according to the new position.
• When a formula is dragged vertically, the row numbers change while the column letters remain the same.
• When a formula is dragged horizontally, the column letters change while the row numbers remain the same.

Example

• If cell E2 contains the formula:
  =C2*D2
• Dragging it down to E3 changes it to:
  =C3*D3

Mixed Referencing

• Mixed Referencing is a combination of relative and absolute referencing.
• In Mixed Referencing, either the row number or the column name is kept constant.
• The $ symbol is used before the row number or column name to make it fixed.
• The remaining part of the cell reference changes automatically when the formula is copied.

Example

• Formula: =H2+C$14
• Here, C$14 keeps row 14 constant.
• When the formula is dragged downward, H2 changes to H3, H4, H5, and so on.
• The reference C$14 remains unchanged in every formula.
• This allows the same value (such as grace marks) to be added to all records.

Absolute Referencing

• Absolute Referencing keeps both the column name and row number constant.
• The $ symbol is placed before both the column letter and row number.
• The cell reference does not change when the formula is copied or dragged in any direction.

Examples

• $C$12
• $D$5

Remember

• Relative Referencing → Nothing fixed.
• Mixed Referencing → One part fixed (row or column).
• Absolute Referencing → Both row and column fixed.

Thumb Rule for Referencing

Cell Reference	Type of Reference
A1	Relative Reference
$A1	Mixed Reference (Column fixed)
A$1	Mixed Reference (Row fixed)
$A$1	Absolute Reference

Create and Insert Charts in Spreadsheet

Creation of Charts Using Spreadsheets

• Charts help represent numerical data in a visual and easy-to-understand form.
• They make data comparison, analysis, and presentation more effective.
• Spreadsheet applications provide different types of charts for different purposes.

Types of Charts

• Column Chart – Used to compare different groups of data using vertical columns.
• Bar Chart – Used to compare groups of data using horizontal bars.
• Line Chart – Used to show changes or trends in data over time.
• Pie Chart – Used to show data as percentages of a whole.
• XY Scatter Chart – Used to compare and analyze paired data values.

Steps to Create a Chart

• Select the required data range.
• Click Insert → Chart.
• Choose the desired chart type.
• Select the chart style (such as Column Chart).
• Click Finish to generate the chart.