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Impress Guide 7.0

Chapter 7
OLE, Spreadsheets, Charts, and Other Objects

Copyright

This document is Copyright © 2021 by the LibreOffice Documentation Team. Contributors are listed below. You may distribute it and/or modify it under the terms of either the GNU General Public License (http://www.gnu.org/licenses/gpl.html), version 3 or later, or the Creative Commons Attribution License (http://creativecommons.org/licenses/by/4.0/), version 4.0 or later.

All trademarks within this guide belong to their legitimate owners.

Contributors

To this edition.

Peter Schofield

Claire Wood

Jean Hollis Weber

Felipe Viggiano

Regina Henschel

Samantha Hamilton

Olivier Hallot

Dave Barton

 

To previous editions.

Peter Schofield

Dimona Delvere

Michele Zarri

T. Elliot Turner

Jean Hollis Weber

Hazel Russman

Chad D. Lines

Low Song Chuan

Jaimon Jacob

Muhammad Sufyan Zainalabidin

Dan Lewis

Agnes Belzunce

Peter Hillier-Brook

Gary Schnabl

Claire Wood

Rachel Kartch

Linda Worthington

 

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Please direct any comments or suggestions about this document to the Documentation Team’s mailing list: documentation@global.libreoffice.org

Note

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Publication date and software version

Published February 2021. Based on LibreOffice 7.0.

OLE objects

Object Linking and Embedding (OLE) is a software technology that allows linking and embedding of the following types of files into an Impress presentation.

The major benefit of using OLE objects is that it provides a quick and easy method of editing the object using tools from the software used to create the object. These file types can all be created using LibreOffice and OLE objects can be created from new or from an existing file.

Inserting new OLE objects

When you insert a new OLE object into your presentation, it is only available in your presentation and can only be edited using Impress.

1)  Select the slide where you want to insert an OLE object.

2)  Go to Insert > Object > OLE Object on the Menu bar to open the Insert OLE Object dialog (Figure 1).

3)  Select Create new and then select the type of OLE object you want to create.

4)  Click OK and a new OLE object is inserted in the center of the slide in edit mode. The toolbars displayed change providing the necessary tools for you to create a new OLE object.

Note

For computers operating Windows, an additional option of Further objects is available in the Object Type list. Clicking on Further objects opens an Insert Object dialog (Figure 2) allowing you to create an OLE object using other software that is compatible with OLE and LibreOffice. This option is available for new OLE objects and OLE objects from a file.

Figure 1: Insert OLE Object dialog for new objects

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Figure 2: Insert Object dialog for Windows OS

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Figure 3: Insert OLE Object dialog from file

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Inserting OLE objects from files

To insert a file into your presentation as an OLE object:

1)  Select the slide where you want to insert an OLE object.

2)  Go to Insert > Object > OLE Object on the Menu bar to open the Insert OLE Object dialog (Figure 1).

3)  Select Create from file and the dialog changes to a file search dialog (Figure 3).

4)  Click on Search and a file open dialog is displayed.

5)  Locate the file required and click Open. The filename appears in the File text box.

6)  Insert the OLE object using one of the following methods to insert the OLE object in the center of the slide in edit mode:

Note

When inserting an existing file into a slide as an OLE object, by default, any changes made to the original file after insertion do not affect the copy of the file inserted into a presentation. Also, changes to the file copy in a presentation do not change the original file. If you want any changes made to the file, either in the original or in your presentation, to appear in both versions you have to link the original file with your presentation when it is inserted.

Editing OLE objects

To edit an OLE object after it has been created or inserted from a file:

1)  Double-click on the OLE object to open it in edit mode. The toolbars in Impress will change to provide the tools necessary to edit the OLE object.

2)  When finished editing the OLE object, click anywhere outside the OLE object to cancel editing.

3)  Save the presentation. Any changes made to the OLE object are also saved.

Resizing and moving OLE objects

Resizing and moving OLE objects is exactly the same as resizing and moving graphic objects in Impress. For more information, see Chapter 5, Managing Graphic Objects.

Note

When resizing or moving a spreadsheet on slides, ignore any horizontal and vertical scroll bars, and the first row and first column. The the first row and first column are easily recognizable because of their light background color. They are only used for spreadsheet editing purposes and will not be included in the spreadsheet that appears as an OLE object on the slide.

Note

Do not double click on a spreadsheet OLE object when editing. Double clicking opens the OLE object editing mode for spreadsheets.

Spreadsheets

To include a spreadsheet in an Impress slide, you can either insert an existing spreadsheet file or insert a new spreadsheet as an OLE object (see “OLE objectsabove for more information). For more information on spreadsheets, see the Calc Guide and the Getting Started Guide.

Embedding a spreadsheet into Impress includes most of the functionality of a Calc spreadsheet. Impress is capable of using Calc functions to carry out calculations and data analysis. However, if you plan to use complex data or formulas, it is recommended to perform those operations in a separate Calc spreadsheet first, then embed into Impress the spreadsheet with the results.

You may be tempted to use spreadsheets in Impress for creating tables or presenting data in a tabular format. However, inserting a table into Impress is often more suitable and faster, depending on the complexity of your data. See Chapter 3, Adding and Formatting Text for more information on inserting and formatting tables.

Note

The entire spreadsheet is inserted into a slide as an OLE object. If the spreadsheet contains more than one sheet and the one required is not visible, double-click the spreadsheet and then select a different sheet from the sheet tab row at the bottom. See “Editing OLE objectsabove for more information on editing a spreadsheet as an OLE object.

Figure 4: Example OLE spreadsheet in editing mode

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Figure 5: Formatting toolbar for spreadsheets

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Editing spreadsheets

When a spreadsheet is inserted into a slide, it is in edit mode ready for inserting or modifying data or modifying the format (Figure 4). The following also happens to provide and functions for spreadsheets:

The Calc formula bar contains the following from left to right:

Cell navigation

By default, when an embedded spreadsheet is opened, the active cell is A1. To move around the spreadsheet to select a cell to make it active, you can use one of the following methods:

Note

Other keyboard shortcuts are available to navigate around a spreadsheet. Refer to Getting Started Guide for more information.

Entering data

Data input into a cell can only be done when a cell is active. An active cell is easily identified by a thickened and bolder border. The cell reference or coordinates for the active cell is displayed at the left hand end of the Calc editing toolbar.

1)  Select the cell to make it active and start typing. The data input is also displayed in the edit box on the Calc formula toolbar making the data entry easier to read.

2)  Use the various tools and options on the Menu bar to enter data, formula, function, text, or date into a cell.

3)  To confirm data input into a cell select a different cell with the cursor, or use the Enter key, Shift+Enter key combination, Tab key, or Shift+Tab key combination.

Tip

Sometimes it is useful to treat numbers as text (for example, telephone numbers) and to prevent Impress from removing the leading zeros or right align them in a cell. To force Impress to treat numbers as text, type a single quotation mark (') before entering the number.

Merging cells

1)  Highlight the required number of cells to be merged.

2)  Merge the highlighted cells using one of the following methods to open the Merge Cells dialog (Figure Figure 6).

3)  Select an option, click OK to merge the cells and close the Merge Cells dialog.

Splitting cells

Only multiple cells that have been merged can be split into separate cells.

1)  Select a cell that was merged from multiple cells.

Figure 6: Merge Cells dialog

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2)  Split the merged cell into separate cells using one of the following methods:

Inserting cells, rows, or columns

1)  Select the same number of cells, rows, or columns on the embedded spreadsheet that you want to insert.

2)  Insert cells using one of the following methods:

Inserting cells opens the Insert Cells dialog (Figure 7). Select an insert option, then click OK to insert the cells and close the dialog.

3)  Insert rows using one of the following methods:

4)  Insert columns using one of the following methods:

Figure 7: Insert Cells dialog

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Figure 8: Delete Cells dialog

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Deleting cells, rows, or columns

1)  Select the same number of cells, rows, or columns on the embedded spreadsheet that you want to delete.

2)  Delete cells using one of the following methods:

Deleting cells opens the Delete Cells dialog (Figure 8). Select a delete option, then click OK to delete the cells and close the dialog.

3)  Delete rows using one of the following methods:

4)  Delete columns using one of the following methods:

Inserting sheets

1)  Double-click on the embedded spreadsheet to open in edit mode.

2)  Insert a sheet using one of the following methods:

3)  When finished editing the embedded spreadsheet, click anywhere outside the border to cancel edit mode and save the changes.

Note

If there are multiple sheets in an embedded spreadsheet, only the active sheet is shown on the slide after exiting edit mode.

Figure 9: Insert Sheet dialog

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Insert Sheet dialog

1)  Open the Insert Sheet dialog.

2)  Select Position for the new sheet in the spreadsheet – Before current sheet or After current sheet.

3)  Insert a new sheet as follows:

a)  Select New sheet.

b)  Select No. of sheets to be inserted in the text box.

c)  In the Name text box, enter a name for the new sheet. This option is not available if inserting multiple sheets.

4)  Insert a sheet from a file as follows:

a)  Select From file.

b)  Click on Browse to open an Insert dialog and navigate to the file location.

c)  If necessary click on Link to create a link to the original file.

d)  Select the file and click on Open and the sheet names in the file appear in the preview box.

e)  Select the sheet you want to insert.

5)  Click OK to close the dialog and insert the sheet into the embedded spreadsheet.

6)  When finished editing an embedded spreadsheet, click anywhere outside the border to cancel edit mode and save the changes.

Renaming sheets

1)  Double-click on the embedded spreadsheet to open in edit mode.

2)  Select the sheet you want to rename.

3)  Right-click on the sheet tab and select Rename Sheet from the context menu, or go to Sheet > Rename Sheet on the Menu bar to open the Rename Sheet dialog (Figure 10).

4)  Enter a new name for the sheet in the Name text box.

5)  Click OK to save the name change and close the dialog.

6)  When finished editing the embedded spreadsheet, click anywhere outside the border to cancel edit mode and save the changes.

Moving or copying sheets

1)  Double-click on the embedded spreadsheet to open in edit mode.

2)  Select the sheet you want to move or copy.

Figure 10: Rename Sheet dialog

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Figure 11: Move/Copy Sheet dialog

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3)  Right-click on the sheet tab and select Move or Copy Sheet from the context menu, or go to Sheet > Move or Copy Sheet on the Menu bar to open the Move/Copy Sheet dialog (Figure 11).

4)  Move or copy a sheet to another position within the OLE spreadsheet in the same presentation is as follows:

a)  Select the option Move or Copy in Action.

b)  Select the Location in the To document drop down list. In Impress, the presentation is named Untitled 1 (current document).

c)  Select the position within the spreadsheet from the available list in Insert before.

d)  If necessary, enter a new name for the sheet in the New name text box.

e)  Click OK to move or copy the sheet and close the dialog.

5)  Move or copy a sheet to another document containing a spreadsheet is as follows:

a)  Make sure the spreadsheet in the target document is selected.

b)  Select the option Move or Copy in Action.

c)  Select the Location in the To document drop down list. In Impress, the document is named Untitled 1 (current document). If the document is a Calc spreadsheet, the filename of the Calc spreadsheet is displayed.

d)  Select the position within the spreadsheet from the available list in Insert before.

e)  If necessary, enter a new name for the sheet in the New name text box.

f)  Click OK to move or copy the sheet and close the dialog.

6)  To move the sheet with a mouse within the embedded spreadsheet, click on the sheet tab and drag it to a new position.

7)  When finished editing the embedded spreadsheet, click anywhere outside the border to cancel edit mode and save the changes.

Deleting sheets

1)  Double-click on the embedded spreadsheet to open in edit mode.

2)  Select the sheet you want to delete.

3)  Right-click on the sheet tab and select Delete Sheet from the context menu, or go to Sheet > Delete Sheet on the Menu bar.

4)  Click Yes to confirm the deletion of the sheet.

5)  When finished editing the embedded spreadsheet, click anywhere outside the border to cancel edit mode and save the changes.

Formatting spreadsheets

For presentation purposes, it may be necessary to change the formatting of a spreadsheet to match the style used in the presentation.

When working on an embedded spreadsheet, you can also access any styles created in Calc and use them. However, if you are going to use styles, it is recommended to create specific styles for embedded spreadsheets, as Calc styles maybe unsuitable when working in Impress.

Cell data formatting

1)  Select a cell or a range of cells in an embedded spreadsheet using one of the following methods:

2)  Open the Format Cells dialog (Figure 12) using one of the following methods:

3)  Use the various pages in the Format Cells dialog to the cell data so that it matches the style of your presentation.

4)  Click OK to close the Format Cells dialog and save your changes.

5)  When you are satisfied with the formatting changes, click outside the spreadsheet area to save your changes and cancel editing mode.

Row formatting

1)  Select a row by clicking in the row header.

2)  Adjust the row height using one of the following methods:

Figure 12: Format Cells dialog

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3)  When you are satisfied with the formatting changes, click outside the spreadsheet area to save your changes and cancel editing mode.

Column formatting

1)  Select a column by clicking in the column header.

2)  Adjust the column width using one of the following methods:

3)  When you are satisfied with the formatting changes, click outside the spreadsheet area to save your changes and cancel editing mode.

Figure 13: Calc Styles deck in Sidebar

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Using formatting styles

When using styles in an embedded spreadsheet and the spreadsheet is in edit mode, Impress displays the available styles for a spreadsheet in the Styles deck on the Sidebar (Figure 13). Styles used in an embedded spreadsheet are similar to paragraph styles used in LibreOffice Writer.

1)  Select the data in a cell or cells in the embedded spreadsheet.

2)  Click on Styles to open the Styles deck in the Sidebar.

3)  Double-click on a style to apply that style to the cell data.

4)  When you are satisfied with the formatting changes, click outside the spreadsheet area to save your changes and cancel editing mode.

Charts

A chart is a graphical interpretation of information that is contained in a spreadsheet. More information about charts and the use of charts, see the Calc Guide.

Figure 14: Example chart in editing mode

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Figure 15: Chart Formatting toolbar

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Figure 16: Chart Type dialog

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Inserting charts

1)  Select the slide where you want to insert a chart.

2)  Use one of the following methods to insert a chart:

3)  If necessary, click outside the chart area to cancel editing mode.

Note

When a chart is in editing mode, the Formatting toolbar (Figure 15) for charts automatically opens replacing the Line and Filling and Standard toolbars.

Selecting chart type

Your data can be presented using a variety of different charts. Impress contains several examples of chart types that will help you convey your message to your audience. You can select a chart type using the Chart Type dialog (Figure 16) or the Chart Type section in the Properties deck on the Sidebar (Figure 17).

Figure 17: Chart Type section in Properties on Sidebar

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Chart Type dialog

1)  Make sure the chart is selected and is in editing mode. The chart has a border and selection handles when in editing mode.

2)  Open the Chart Type dialog using one of the following methods:

3)  Select a chart type from the left-hand preview box and the chart examples on the right change. Also, the available options for chart types change to match the chart type.

4)  Select a chart example from the right-hand preview box.

5)  Select the options required for the chart type selected.

6)  Click OK to close the Chart Type dialog and return to the edit window.

7)  Continue to format the chart, add data to the chart, or click outside the chart to return to normal view.

Sidebar Chart Type

1)  Make sure the chart is selected and is in editing mode. The chart has a border and selection handles when in editing mode.

2)  Click on Properties on the Sidebar to open the Properties deck.

3)  Click on the downward pointing arrow ˅ on the left of title bar for the Chart Type section.

4)  Select the chart type from the drop down list.

5)  Select a chart example from the preview box.

6)  Select the chart elements required for the chart type from the Elements section on the Sidebar.

7)  Continue to format the chart, add data to the chart, or click outside the chart to return to normal view.

Chart types

The following summary of available chart types will help you to choose a type suitable for the data being used to create the chart. Column, bar, pie and area charts are available as 2D or 3D types. For more information on charts, see the Calc Guide.

Figure 18: Data Table dialog

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Entering chart data

1)  Make sure the chart is selected and is in editing mode. The chart has a border and selection handles when in editing mode.

2)  Open the Data Table dialog (Figure Figure 18) using one of the following methods:

3)  Type or paste information into the cells to enter data into the Data Table dialog.

4)  Use the tools in the top left corner of the Data Table dialog to insert, delete or reposition rows or columns (series).

5)  Click on Close to save the changes and close the Data Table dialog.

6)  Click outside the chart to return to normal view.

Note

To insert, delete or reposition a column, use the tools Insert Series, Delete Series, Move Series Left, and Move Series Right in the Data Table dialog.

Adding or removing chart elements

1)  Make sure the chart is selected and is in editing mode. The chart has a border and selection handles when in editing mode.

2)  To add an element to the chart use one of the following methods.

Note

Depending on the method selected to add an element will affect what type of element you can add to the chart. Also, when adding some elements to the chart, a dialog may open with more options to select for the element being added.

3)  To remove an element from a chart use one of the following methods:

4)  Click outside the chart to return to normal view.

Chart and chart elements formatting

1)  Make sure the chart is selected and is in editing mode. The chart has a border and selection handles when in editing mode.

2)  To format an element on the chart use one of the following methods.

3)  Go to Format on the Menu bar and select an element you want to format.

4)  Selecting an element opens a formatting dialog specific for the element selected. Use the various options in the formatting dialog to format the element. For more information on formatting a chart, chart elements, and formatting options available, see the Calc Guide.

Resizing and moving charts

A chart and its chart elements can be resized and moved just like all other objects on a slide. For more information on resizing and moving a chart, see Chapter 5, Managing Graphic Objects and the Calc Guide.

Audio and video

Inserting audio or video

Using a file browser

1)  Go to Insert > Audio or Video on the Menu bar and a file browser for Insert Audio or Video opens (Figure 19).

2)  Navigate to the folder where the audio or video file is located. Only the audio and video files that are compatible with Impress will be highlighted in the file browser.

3)  Select the compatible audio or video file required and click Open to embed the file in the center of the slide. The Media Playback toolbar (Figure 20) automatically opens.

4)  Reposition and/or resize the audio or video file. See Chapter 5, Managing Graphic Objects for more information.

Figure 19: Insert Audio or Video file browser

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Figure 20: Media Playback toolbar

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Using the Gallery

1)  If the Gallery deck is not already open, use one of the following methods to open the Gallery deck:

2)  Browse to a theme containing media files, for example Sounds.

3)  Click on the audio or video option required and drag it onto the slide. The Media Playback toolbar automatically opens.

4)  Reposition and/or resize the audio or video file. See Chapter 5, Managing Graphic Objects for more information.

Media playback

The Media Playback toolbar automatically opens when an audio or video file is selected. The Media Playback toolbar contains the following tools from left to right:

Formulas

Go to Insert > Object > Formula on the Menu bar to create a formula in a slide. A formula can also be inserted as an OLE object; see “OLE objectsabove for more information.

When editing a formula, the Math menu becomes available allowing you to create or edit a formula. For information on how to create formulas, see the Math Guide or the Getting Started Guide.

When creating formulas, care should be taken about font sizes used to make sure they are similar in size to the font size used in the presentation. To change font attributes of a formula, go to Format > Font Size on the Menu bar. To change font type, go to Format > Fonts on the Menu bar.

Note

Unlike formulas in Writer, a formula in Impress is treated as an object and will not be automatically aligned with the rest of the objects on the slide. The formula can be moved around like other objects in Impress, but cannot be resized.

Drawings, text files, HTML files and other objects

You can insert into a presentation drawings, text files, HTML files and other objects, but only objects that are compatible for insertion into an Impress presentation. Go to Insert > File on the Menu bar to open a file selection dialog. Only files compatible with Impress will be available for selection. Drawings, text files, HTML files and other objects can also be inserted as OLE objects; see “OLE objectsabove for more information.

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