Comprehensive note for class 10 share and review a spreadsheet with libre office calc

In this article I am going to discuss the topic class 10 share and review a spreadsheet with libre office calc. It is one of the learning outcomes of Electronic Spreadsheet (advanced). Let us begin!

Class 10 share and review a spreadsheet with libre office calc

Sometimes in network we need a file which can be handled by more than 1 user at a time. A shared spread sheet can be accessed by more than 1 person at same time. This sheet allows to make changes simultaneously. It allows collaboration with multiple users so connected users can contribute, make changes and review it.

Sharing spreadsheet

To share a spreadsheet, follow the given steps:

[1] Click on Tools –> Share Spredsheet.

[2] Share Document dialog box will appear. This dialog box contains an option to check Share this spreadsheet with other users which enables sharing the document.

share document dialog box libre office

[3] Click on ok button. It will ask to save the file if the file is not saved.

[4] After saving the file the word shared is written followed by file name in the title bar.

Opening and saving a shared file

Follow the below given steps to open the shared file:

[1] Click on File –> Open option.

[2] It opens a dialog box like this:

File open dialog box as shared mode

This dialog box is showing a warning!

[3] Open a file.

Saving the shared spreadsheet is something as similar as saving unshared files. But if multiple users work on the same spreadsheet and changes do not conflict, the message will appear stating that other users save the changes.

If there is any conflict with the changes, then a dialog box to resolve the conflicts will appear, at the same time no other user can save the shared spreadsheet.

If another user is trying to save the shared document and resolve the conflicts, then you will be notified with a message that the file is locked.

Recording changes

When multiple users work on the same spreadsheet simultaneously on a shared spreadsheet, the changes done in the spreadsheet must be saved. The recording changes feature allows you to accept or reject changes from different users. While performing this task, the spreadsheet will turn off the shared feature.

Turning of the sharing mode

To enable recording changes, disable the shared spreadsheet feature. Follow these steps to enable the recording changes option:

Disable sharing in spreadsheet libre office calc

Highlight Changes made by users

After this, follow the below given steps to recording changes:

[1] Ensure the feature Track Changes from the Edit menu should be enabled. To do so click on Edit –> Track Changes –> Record.

Enable recording changes in libre office calc

[2] Now apply the desired changes in the spreadsheet. Observe the changes made in a cell is highlighted with red color border in spreadsheet.

Highlighted Changes after editing record

[3] The changes made in cell will be display the description about the changes made when the mouse is placed on cell.

Changes description on mouse hover in libre office calc

Add, Edit, and format the Comments

The changes made in LibreOffice calc are highlighted and a comment is added automatically when the mouse cursor is placed on the cell. However, multiple users can also add their own comments on the same. Let’s see how comments will be added.

Add Comments

To add a new comment follow the given steps:

[1] Click Edit –> Track Changes –> Comment option.

add comment in libre office calc

The comment can be also inserted from the Insert –> Comment option.

[2] A new add comment dialog box will appear as displayed in the screenshot.

Add Comment dialog box in LibreOffice calc
  1. Type the desired text for comment.
  2. Click on OK button.

[3] The comment will be added to the cell and when the mouse is placed on the cell it will be displayed.

Edit Comment

Once the comment is added to the spreadsheet, it can be edited, or deleted easily. To do so follow the given steps;

[1] Right-click on the cell in which the comment is added and choose the Delete Comment option.

Comprehensive note for class 10 share and review a spreadsheet with libre office calc

[2] The comment box will appear. Type the desired text in the box. Click anywhere the spreadsheet to come out from the comment box.

Delete Comment

To delete the comment follow the given steps:

[1] Place the cursor on the cell where the comment is added.

[2] Right-click on it.

[3] Select the Delete Comment option.

[4] The comment will be deleted.

Show Comment

Once the comment is added to the spreadsheet it is only displayed when the mouse pointer is hovered on the cell. To show the comment follow the given steps:

[1] Place the cursor on the cell where the comment is added.

[2] Right-click on it.

[3] Select the Show Comment option.

[4] The comment will be permanently shown.

Hide Comment

To hide these comments, click on the cell where the comment is added and the Hide Comment option will be available. Click on this option to Hide them.

Format Comment

The format comment option is used to format the cell having comments. Right-click on the cell and select Format Cell. Apply the desired formatting.

Reviewing Changes

After completing the editing process by all users, the changes need to be accepted or rejected. To accept or reject changes follow these steps:

[1] Show the changes by clicking Edit –> Track Changes –> Show option.

Comprehensive note for class 10 share and review a spreadsheet with libre office calc

It will open Show Changes dialog box.

show changes dialog box in libre office calc
  1. Show changes in a spreadsheet: It shows the changes made by the user.
  2. Date: The user can specify the date and time, author, range, and comments.
  3. Show accepted changes: This option shows accepted changes.
  4. Show rejected changes: This option shows the changes rejected by the user.

[2] This option allows for review changes.

Accept or Reject Changes

To accept or reject changes follow the steps:

[1] Click on Edit –> Track Changes –> Manage.

accept or reject changes option in libre office calc

[2] A Manage changes dialog box open as displayed in the following:

manage changes dialog box in libre office calc

The following options are available in the manage changes dialog box:

  1. List Filter: It shows the list of changes made in the spreadsheet
  2. Accept: This button accepts a selected change
  3. Reject: This button rejects a selected change
  4. Accept All: This button accepts all the changes made by users
  5. Reject All: This button rejects all the changed made by users

[3] Click on relevant button to accept or reject changes. The changes look likes as follow in the manage changes dialog box.

accepted or rejected changes in manage changes dialog box

[4] Click on close button after applying desired changes.

Merging and Comparing

When a spreadsheet is accessed by multiple users, it has different versions. Hence it can be compared or merged together. Follow these steps to merge the spreadsheet.

[1] Open both the spreadsheets to be merged.

[2] Click on Edit –> Track Changes –> Merge Document option. The Merge with dialog box will open.

[3] Open a file to be merged.

[4] It will display the manage changes dialog box with the changes between the spreadsheets. Accept the changes through accept all button.

[5] The changes will be reflected in the spreadsheet.

[6] Save the file.

Similarly, two spreadsheets can be compared. Follow these steps to compare spreadsheets:

  1. Open the spreadsheet to compare.
  2. Click on Edit –> Track Changes –> Compare Document. This will open the Compare To dialog box to compare the spreadsheet.
  3. Select the spreadsheet and open.
  4. The manage changes dialog box will open. Accept the changes.
  5. Click on OK button.

Thank you for reading this post. For more notes follow the below given links:

Analysing data using goalseek and scenarios

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