Impress Guide 7.3

Chapter 7,
OLE, Spreadsheets, Charts,
and Other Objects

CopyrightThis document is Copyright © 2022 by the LibreOffice Documentation Team. Contributors arelisted below. This document maybe distributed and/or modified under the terms of either the GNU
General Public License (https://www.gnu.org/licenses/gpl.html), version 3 or later, or the Creative
Commons Attribution License (https://creativecommons.org/licenses/by/4.0/), version 4.0 or later.
All trademarks within this guide belong to their legitimate owners.

Contributors
To this editionPeter Schofield

Kees Kriek

To previous editionsPeter Schofield
T. Elliot Turner

Samantha Hamilton
Jean Hollis Weber

Michele Zarri
Rachel Kartch

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

Note
Everything sent to a mailing list, including email addresses and any other personal
information that is written in the message, is publicly archived and cannot be deleted.

Publication date and software version
Published May 2022. Based on LibreOffice 7.3 Community.
Other versions of LibreOffice may differ in appearance and functionality.

Using LibreOffice on macOS
Some keystrokes and menu items are different on macOS from those used in Windows andLinux. The table below gives some common substitutions for the instructions in this document.
For a detailed list, see the application Help.
Windows or LinuxmacOS equivalent

EffectTools > Options on
Menu barLibreOffice > Preferenceson Menu bar

Access to setup options

Right-click

Ctrl+click and/or right-click
depending on computer setup

Opens a context menu

Ctrl or Control⌘ and/or Cmd or Command

Used with other keys

Alt

⌥ and/or Alt or Option

Used with other keys

F11

⌘+T

Open the Styles deck in the Sidebar

Documentation for LibreOffice is available at https://documentation.libreoffice.org/en/Contents
Copyright............................................................................................................................2
Contributors.............................................................................................................................. 2
Feedback.................................................................................................................................. 2
Publication date and software version.......................................................................................2
Using LibreOffice on macOS.....................................................................................................2

OLE objects........................................................................................................................5
Inserting new OLE objects........................................................................................................ 5
Inserting OLE objects from files................................................................................................6
Editing OLE objects................................................................................................................... 7
Resizing and moving OLE objects............................................................................................7

Spreadsheets.....................................................................................................................7
Editing spreadsheets.................................................................................................................8
Cell navigation...................................................................................................................... 9Entering data........................................................................................................................ 9
Merging cells........................................................................................................................ 9
Splitting cells...................................................................................................................... 10
Inserting cells..................................................................................................................... 10
Inserting rows..................................................................................................................... 11
Inserting columns...............................................................................................................11
Deleting cells...................................................................................................................... 11
Deleting rows..................................................................................................................... 12
Deleting columns................................................................................................................ 12
Quickly inserting sheets......................................................................................................12
Inserting sheets.................................................................................................................. 13
Insert sheet from file........................................................................................................... 14
Renaming sheets............................................................................................................... 14
Moving or copying sheets...................................................................................................14
Deleting sheets................................................................................................................... 16
Formatting spreadsheets........................................................................................................ 16
Cell data formatting............................................................................................................ 17
Row formatting................................................................................................................... 17
Column formatting.............................................................................................................. 17
Using formatting styles.......................................................................................................18

Charts...............................................................................................................................18
Inserting charts....................................................................................................................... 18
Selecting chart types............................................................................................................... 19
Chart types......................................................................................................................... 19
Chart Type dialog............................................................................................................... 21
Sidebar Chart Type............................................................................................................ 21
Formatting charts.................................................................................................................... 22
Entering chart data............................................................................................................. 22
Adding or removing chart elements....................................................................................24
Chart and chart elements formatting..................................................................................24
Resizing and moving charts...............................................................................................24

Audio and video...............................................................................................................25
Inserting audio or video........................................................................................................... 25
Using a file browser............................................................................................................ 25
Chapter 7, OLE, Spreadsheets, Charts, and Other Objects | 3

Using the Gallery................................................................................................................26
Media playback....................................................................................................................... 26

Formulas...........................................................................................................................26
Drawings, text files, HTML files and other objects......................................................27

4| Chapter 7, OLE, Spreadsheets, Charts, and Other Objects

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

LibreOffice spreadsheets•

LibreOffice charts•

LibreOffice drawings•

LibreOffice formulas•

LibreOffice text

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

Inserting new OLE objects
When inserting a new OLE object, it is only available in the presentation it is being inserted into
and the OLE object can only be edited using Impress.
1) Select the slide in a presentation 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 in Object Type.
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 to create a new OLE object.

Note
For computers using the Windows operating system, 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 an OLE object using other software that iscompatible with OLE and LibreOffice to be inserted. This option is available for new
OLE objects and OLE objects from a file.

Figure 1: Insert OLE Object dialog

Chapter 7, OLE, Spreadsheets, Charts, and Other Objects | 5

Figure 2: Insert OLE Objects dialog - Windows further objects
optionFigure 3: Insert OLE Object dialog Create from file option

Inserting OLE objects from files
1) Select the slide in a presentation to insert an OLE object.
2) Go to Insert > Object > OLE Object on the Menu bar to open the Insert OLE Object
dialog.
3) Select Create from file and the dialog changes to a file search dialog (Figure 3).
4) Click on Search and a file browser window opens.
5) Navigate to where the file is located.
6) Select the file required and click Open. The filename appears in the File text box.
7) Insert the OLE object into the center of the slide in edit mode using one of the following
methods:– Click OK to insert the file as an OLE object.
– Select Link to file, then click OK to insert the OLE object with a link to the original file.
– Select Display as icon, then click OK to insert the OLE object as an icon. When theicon is clicked on, the OLE object opens in a new window.

6| Chapter 7, OLE, Spreadsheets, Charts, and Other Objects

Note
By default, when inserting a file into a slide as an OLE object, any changes made to
the original file after insertion do not affect the copy of the file inserted into apresentation. Also, changes to the file copy in a presentation do not change theoriginal file. If any changes made to the file, either in the original or in thepresentation, are to appear in both versions the original file has to be linked with thepresentation when the file is inserted.

Editing OLE objects
1) Double-click on the OLE object to open it in edit mode. The toolbars in Impress change toprovide the necessary tools for editing an OLE object.
2) When editing the OLE object is complete, click anywhere outside the OLE object to exit
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 in slides, ignore any horizontal and vertical
scroll bars, and the first row and first column. The first row and first column are easily
recognizable because of their light background color. They are only used for
spreadsheet editing purposes and are not included in the spreadsheet that appears
as an OLE object on the slide.

Note
Do not double click on an OLE spreadsheet object when moving or resizing. Double
clicking opens the OLE object editing mode for spreadsheets.

Spreadsheets
To include a spreadsheet in an Impress presentation, either insert an existing spreadsheet file orinsert a new spreadsheet as an OLE object. 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
complex data or formulas are going to be used, it is recommended to perform those operations ina separate Calc spreadsheet first, then embed the spreadsheet into Impress with the results.
It is tempting to use spreadsheets in Impress for creating tables or presenting data in a tabularformat. However, inserting a table into Impress is often more suitable and faster, depending on
the complexity of the data. See Chapter 3, Adding and Formatting Text for more information on
inserting and formatting tables.

Chapter 7, OLE, Spreadsheets, Charts, and Other Objects | 7

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 objects” on page 7 for more information on editing a spreadsheet
as an OLE object.

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 tools and functions
for spreadsheets:•

A Calc formatting toolbar opens at the top of the Workspace as shown by the example in
Figure 4. The following tools become available providing basic formatting for
spreadsheets:– Name Box – this gives the active cell reference or the name of a selected range ofcells.
– Function Wizard– Select Function– Formula.
– Input Line – this is an edit box for entering data or reviewing the displayed contentsof the active cell. If necessary, click on the triangle ▼ on the right to expand the edit
box and provide space for long functions requiring multiple lines.

•

The Formatting toolbar for spreadsheets (Figure 5) opens replacing the Line and Filling
toolbar.

•

The Menu bar changes providing spreadsheet formatting options.

Figure 4: Example spreadsheet in Impress

Figure 5: Formatting toolbar for spreadsheets

8| Chapter 7, OLE, Spreadsheets, Charts, and Other Objects

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, use one of the following methods:•

Keyboard arrow keys.

•

Position the cursor in a cell and click.

•Press the Enter key to move one cell down and Shift+Enter combination to move one cellup.

•

Press the Tab key to move one cell to the right and Shift+Tab combination to move one
cell to the left.

Note
Other keyboard shortcuts are available to navigate around a spreadsheet. Refer toGetting Started Guide or the Calc 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 athickened and bolder border. The cell reference for the active cell is displayed in the Name Box
at the left hand end of the Calc editing toolbar.
1) Double-click on the embedded spreadsheet to open in edit mode.
2) Select a cell to make it active and start typing in the cell or in the Input Line. The data
input displayed in the Input Line makes the data entry easier to read.
3) Use the various tools and options on the Menu bar to enter data, formula, function, text,
or date into a cell.
4) To confirm data input into a cell use one of the following methods:– Select a different cell with the cursor.
– Press the Enter key, or the Shift+Enter key combination.
– Press the Tab key, or Shift+Tab key combination.
5) When finished editing the embedded spreadsheet, click anywhere outside the border toexit edit mode and save the changes.

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

Merging cells
1) Double-click on the embedded spreadsheet to open in edit mode.
2) Highlight the required number of cells to be merged.
3) If there is no data in the cells being merged, use one of the following methods to merge
cells:– Go to Format > Merge and Unmerge Cells > Merge and Center Cells on the Menu
bar.
– Go to Format > Merge and Unmerge Cells > Merge Cells on the Menu bar.
– Right-click on the selected cells and select Merge Cells from the context menu.

Chapter 7, OLE, Spreadsheets, Charts, and Other Objects | 9

Figure 6: Merge Cells dialog
4) If the selected cells for merging contain data, the Merge Cells dialog (Figure 6)
automatically opens. Merge the selected cells as follows:a) Use one of the methods in Step 3 to merge cells and open the Merge Cells dialog.
b) Select an option in the Merge Cells dialog.
c) Click OK to merge the cells and close the Merge Cells dialog.
5) When finished editing the embedded spreadsheet, click anywhere outside the border toexit edit mode and save the changes.

Splitting cells
Only multiple cells that have been merged can be split into separate cells.
1) Double-click on the embedded spreadsheet to open in edit mode.
2) Select a cell that was merged from multiple cells.
3) Split the merged cell into separate cells using one of the following methods:– Go to Format > Merge Cells > Split Cells on the Menu bar.
– Right-click on the cell and select Split Cells from the context menu.
4) When finished editing the embedded spreadsheet, click anywhere outside the border toexit edit mode and save the changes.

Inserting cells
1) Double-click on the embedded spreadsheet to open in edit mode.
2) Select the same number of cells on the embedded spreadsheet as are going to beinserted.
3) Insert cells using one of the following methods. Inserting cells opens the Insert Cells
dialog (Figure 7).
– Go to Sheet > Insert Cells on the Menu bar.
– Right-click on the selected cells and select Insert from the context menu.
– Use the keyboard shortcut Ctrl++ (macOS ⌘++)
4) Select an insert option for cells, then click OK to insert the cells and close the Insert Cells
dialog.
5) When finished editing the embedded spreadsheet, click anywhere outside the border toexit edit mode and save the changes.

10| Chapter 7, OLE, Spreadsheets, Charts, and Other Objects

Figure 7: Insert Cells dialog

Inserting rows
1) Double-click on the embedded spreadsheet to open in edit mode.
2) Select the same number of rows on the embedded spreadsheet as are going to beinserted.
3) Insert rows using one of the following methods:– Go to Sheet > Insert Rows > Rows Above or Sheet > Insert Rows > Rows Belowon the Menu bar.
– Right-click on the selected rows and select Insert Rows Above or Insert Rows
Below from the context menu.
– Open the Insert Cells dialog, as in “Inserting cells” above, and select Entire row toinsert rows above the selected rows.
4) When finished editing the embedded spreadsheet, click anywhere outside the border toexit edit mode and save the changes.

Inserting columns
1) Double-click on the embedded spreadsheet to open in edit mode.
2) Select the same number of columns on the embedded spreadsheet as are going to beinserted.
3) Insert columns using one of the following methods:– Go to Sheet > Insert Columns > Columns Before or Sheet > Insert Columns >Columns After on the Menu bar.
– Right-click on the selected columns and select Insert Columns Before or Insert
Columns After from the context menu.
– Open the Insert Cells dialog, as in “Inserting cells” above, and select Entire column
to insert columns to the left of the selected columns.
4) When finished editing the embedded spreadsheet, click anywhere outside the border toexit edit mode and save the changes.

Deleting cells
1) Double-click on the embedded spreadsheet to open in edit mode.
2) Select the cells for deletion on the embedded spreadsheet.
3) Delete the selected cells using one of the following methods. Deleting cells opens theDelete Cells dialog (Figure 8).
– Go to Sheet > Delete Cells on the Menu bar.
– Right-click on the selected cells and select Delete from the context menu.
Chapter 7, OLE, Spreadsheets, Charts, and Other Objects | 11

Figure 8: Delete Cells dialog
4) Select a delete option, then click OK to delete the cells and close the dialog.
5) When finished editing the embedded spreadsheet, click anywhere outside the border toexit edit mode and save the changes.

Deleting rows
1) Double-click on the embedded spreadsheet to open in edit mode.
2) Select the rows for deletion on the embedded spreadsheet.
3) Delete the selected rows using one of the following methods:– Go to Sheet > Delete Rows on the Menu bar.
– Right-click on the selected rows and select Delete Rows from the context menu.
– Open the Delete Cells dialog, as in “Deleting cells” above, and select Delete entirerow(s).
4) When finished editing the embedded spreadsheet, click anywhere outside the border toexit edit mode and save the changes.

Deleting columns
1) Double-click on the embedded spreadsheet to open in edit mode.
2) Select the columns for deletion on the embedded spreadsheet.
3) Delete the selected columns using one of the following methods:– Go to Sheet > Delete Columns on the Menu bar.
– Right-click on the selected columns and select Delete Columns from the context
menu.
– Open the Delete Cells dialog, as in “Deleting cells” above, and select Delete entire
column(s).
4) When finished editing the embedded spreadsheet, click anywhere outside the border toexit edit mode and save the changes.

Quickly inserting sheets
1) Double-click on the embedded spreadsheet to open in edit mode.
2) Quickly insert a sheet using one of the following methods:– Click on the plus sign to the left of the sheet names and a new sheet is added to the
spreadsheet after the last sheet in the spreadsheet.
– Go to Sheet > Insert Sheet at End on the Menu bar and enter a name for the sheet
in the Append Sheet dialog that opens, then click OK. A new sheet is added to the
spreadsheet after the last sheet in the spreadsheet.
12| Chapter 7, OLE, Spreadsheets, Charts, and Other Objects

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

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

Inserting sheets
For more control over inserting sheets into an embedded spreadsheet, the Insert Sheet dialog(Figure 9) is used as follows:
1) Double-click on the embedded spreadsheet to open in edit mode.
2) Open the Insert Sheet dialog using one of the following methods:– Right-click on the sheet names and select Insert Sheet from the context menu.
– Go to Sheet > Insert Sheet on the Menu bar.
3) In Position select one of the following options:– Before current sheet – inserts sheets before the active sheet in the spreadsheet.
– After current sheet – inserts sheets after the active sheet in the spreadsheet.
4) In Sheet select New sheet and the No. of sheets required.
5) In the Name text box, enter a name for the new sheet. This option is not available if
inserting multiple sheets.
6) Click OK to insert the sheet and close the Insert Sheet dialog.

Figure 9: Insert Sheet dialog

Chapter 7, OLE, Spreadsheets, Charts, and Other Objects | 13

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

Insert sheet from file
When inserting a sheet from a file, the Insert Sheet dialog has to be used.
1) Double-click on the embedded spreadsheet to open in edit mode.
2) Open the Insert Sheet dialog using one of the following methods:– Right-click on the sheet names and select Insert Sheet from the context menu.
– Go to Sheet > Insert Sheet on the Menu bar.
3) In Position select one of the following options:– Before current sheet – inserts sheets before the active sheet in the spreadsheet.
– After current sheet – inserts sheets after the active sheet in the spreadsheet.
4) In Sheet, select From file and click on Browse to open an Insert browser window.
5) Navigate to the file location and select the file.
6) Click on Open and the sheet names contained in the file appear in the preview box.
7) If necessary, click on Link to create a link to the original file.
8) Select the sheet required for insertion in the preview box.
9) Click OK to insert the selected sheet into the embedded spreadsheet and close the Insert
Sheet dialog.
10) When finished editing an embedded spreadsheet, click anywhere outside the border toexit edit mode and save the changes.

Renaming sheets
1) Double-click on the embedded spreadsheet to open it in edit mode.
2) Select the sheet for renaming to make it active.
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.
4) Enter a new name for the sheet in the Rename Sheet dialog that opens.
5) Click OK to save the name change and close the Rename Sheet dialog.
6) When finished editing the embedded spreadsheet, click anywhere outside the border toexit edit mode and save the changes.

Moving or copying sheets
1) Double-click on the embedded spreadsheet to open it in edit mode.
2) Select the sheet for moving or copying to make it active.
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 Sheetdialog (Figure 10).
4) Move or copy a sheet to another position within the embedded spreadsheet in the same
presentation as follows:a) In Action, select the Move option or Copy option.
b) In Location, select a destination from the options in the To document drop-down list.
In Impress, the presentation is named as Untitled 1 (current document).
c) In Insert before, select the position within the spreadsheet from the available list.

14| Chapter 7, OLE, Spreadsheets, Charts, and Other Objects

Figure 10: Move/Copy Sheet dialogd) 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 Move/Copy sheet dialog.

Note
To move or copy a sheet from an embedded spreadsheet in an Impress presentation
into another document, then the target document must be a Calc spreadsheet or adocument that contains an embedded Calc spreadsheet.
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) In Action, select the Move option or Copy option.
c) In Location, select a destination from the options in the To document drop-down list.
In Impress, the presentation is named as Untitled 1 (current document). If the
document is a Calc spreadsheet, the filename of the Calc spreadsheet is displayed.
d) In Insert before, select the position within the spreadsheet from the available list.
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 Move/Copy sheet dialog.
6) To move the sheet within the embedded spreadsheet using the cursor, click on the sheet
tab and drag the selected sheet to a new position.
7) When finished editing the embedded spreadsheet, click anywhere outside the border toexit edit mode and save the changes.
Chapter 7, OLE, Spreadsheets, Charts, and Other Objects | 15

Deleting sheets
1) Double-click on the embedded spreadsheet to open it in edit mode.
2) Select the sheet for deletion to make it active.
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 toexit edit mode and save the changes.

Formatting spreadsheets
For presentation purposes, it may be necessary to change the formatting of a spreadsheet tomatch the style used in the presentation.
When working on an embedded spreadsheet, any styles created in Calc are also available foruse. However, if styles are going to be used, it is recommended to create specific styles forembedded spreadsheets. Calc styles maybe unsuitable when working in Impress.

Figure 11: Format Cells dialog - Numbers page16| Chapter 7, OLE, Spreadsheets, Charts, and Other Objects

Cell data formatting1) Select a cell or a range of cells in an embedded spreadsheet using one of the following
methods:– Click in a cell to select it.
– To select the whole sheet, click on the blank cell at the top left corner between the row
and column headers.
– To select the whole sheet, use the keyboard shortcut Ctrl+A (macOS ⌘+A).
– To select a column, click on the column header at the top of the spreadsheet.
– To select a row, click on the row header on the left hand side of the spreadsheet.
2) Open the Format Cells dialog (Figure 11) using one of the following methods:– Right-click on a cell and select Format Cells from the context menu.
– Go to Format > Cells on the Menu bar.
– Use the keyboard shortcut Ctrl+1 (macOS ⌘+1).
3) Use the various pages in the Format Cells dialog to format the cell data so that it matches
the style of the presentation.
4) Click OK to close the Format Cells dialog and save the formatting changes.
5) When finished formatting the embedded spreadsheet, click anywhere outside the border
to exit edit mode and save the changes.

Row formatting1) Select a row by clicking in the row header.
2) Adjust the row height using one of the following methods:– Right-click in the row header and select Row Height from the context menu to open
the Row Height dialog and set the row height in the Height text box.
– Right-click in the row header and select Row Height from the context menu to open
the Row Height dialog and select Default value for row height.
– Right-click in the row header and select Optimal Height from the context menu to
open the Optimal Height dialog. Enter an optimal height in the Add text box or selectDefault value. The optimal row height depends on the font size of the largest
character in a row.
– Hover the cursor over the bottom border in the row header until it changes shape,
then click and drag the border to increase or decrease the row height.
3) When finished formatting the embedded spreadsheet, click anywhere outside the border
to exit edit mode and save the changes.

Column formatting1) Select a column by clicking in the column header.
2) Adjust the column width using one of the following methods:– Right-click in the column header and select Column Width from the context menu to
open the Column Width dialog and set the column width in the Width text box.
– Right-click in the column header and select Column Width from the context menu to
open the Column Width dialog and select the Default value for column width.
– Right-click in the column header and select Optimal Width from the context menu to
open the Optimal Column Width dialog. Enter an optimal width in the Add text box or
select the Default value. The optimal column width depends on the longest entry
within a column.

Chapter 7, OLE, Spreadsheets, Charts, and Other Objects | 17

Figure 12: Calc Styles deck in
Sidebar– Hover the cursor over the left or right border in the column header until it changes
shape, then click and drag the border to increase or decrease the column width.
3) When finished formatting the embedded spreadsheet, click anywhere outside the border
to exit edit mode and save the changes.

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 12).
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 finished formatting the embedded spreadsheet, click anywhere outside the border
to exit edit mode and save the changes.

Charts
A chart is a graphical interpretation of information that is contained in a spreadsheet. The
following information only provides basic information on charts. For more information about
creating charts and the use of charts, see the Calc Guide.

Inserting charts
1) Select a slide to insert a chart.
2) Use one of the following methods to insert a chart:– Go to Insert > Chart on the Menu bar and an example chart (Figure 13) is inserted at
the center of the selected slide in editing mode.
– Click on Insert Chart on the Standard toolbar and an example chart is inserted in thecenter of the slide in editing mode.
– Go to Insert > Object > OLE Object on the Menu bar to insert a chart as an OLE
object. See “OLE objects” on page 5 for more information on inserting OLE objects.

18| Chapter 7, OLE, Spreadsheets, Charts, and Other Objects

Figure 13: Example chart in editing mode

Figure 14: Formatting toolbar for charts3) If necessary, click outside the chart area to cancel editing mode.

Note
When an embedded chart is in editing mode, the Formatting toolbar (Figure 14) forcharts automatically opens replacing the Line and Filling and Standard toolbars.

Selecting chart types
Data can be presented using a variety of different chart types. Impress contains several
examples of chart types that will help to convey information to an audience. Select a chart typeusing the Chart Type dialog or the Chart Type panel in the Properties deck on the Sidebar.

Chart types
The following summary of available chart types to help selection of a chart type suitable for thedata 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.
•

Column – often used to display data that shows trends over time. This chart is thedefault chart type used when a chart is inserted into a slide. It is recommended to use
column charts where there is a relatively small number of data points. If the data is alarge time series, it is recommended to use a line chart.

•

Bar – give an immediate visual impact for data comparison where time is not important,for example comparing the popularity of products in a marketplace.

Chapter 7, OLE, Spreadsheets, Charts, and Other Objects | 19

•

Pie – give a comparison of proportions. For example, when comparing what different
departments spent on different items or what different departments actually spent overall.
They work best with a small range of values, for example six or less. Using larger rangeof values, the visual impact of a pie chart begins to fade.

•

Area – are versions of line or column charts. They are useful when emphasis of volume
change is required. Area charts have a greater visual impact than a line chart, but thetype of data used does make a difference to the visual impact.

•

Line – are time series with progression. Ideal for raw data and useful for charts with data
showing trends or changes over time where an emphasis in continuity is required. Online charts, the X-axis is ideal for representing time series data. 3D lines confuse theviewer, so just using a thicker line gives a better visual impact.

•

XY (Scatter) – are typically used for showing and comparing numeric values, likescientific, statistical, and engineering data. It combines x and y values into single data
points and shows them in irregular intervals, or clusters. The X-axis usually plots theindependent variable or control parameter (often a time series).

•

Bubble – are used to represent three variables. Two variables identify the position of thecenter of a bubble on a Cartesian graph, while the third variable indicates the radius of
the bubble.

•

Net – are similar to polar or radar graphs and are useful for comparing data not in timeseries, but show different circumstances, such as variables in a scientific experiment.
The poles of the net chart are the Y-axes of other charts. Generally, between three andeight axes are best; any more and this type of chart becomes confusing.

•

Stock – are specialized column graphs specifically used for stocks and shares. choose
traditional lines, candlestick, and two-column charts. The data required for these charts is
specialized with a series for opening price, closing price, and high and low prices. The Xaxis represents a time series.

•

Column and line – are a combination of two other chart types. It is useful for combining
two distinct, but related data series, for example sales over time (column) and the profit
margin trends (line).

Figure 15: Chart Type dialog

20| Chapter 7, OLE, Spreadsheets, Charts, and Other Objects

Chart Type dialog
1) Make sure the chart is selected and is in editing mode. The chart has a border andselection handles when in editing mode.
2) Open the Chart Type dialog (Figure 15) using one of the following methods:– Click on Chart Type on the Formatting toolbar.
– Go to Format > Chart Type on the Menu bar.
– Right-click on the chart and select Chart Type from the context menu.
3) Select a chart type from the left-hand preview box and the chart examples on the rightchange. The available options for chart types also change to match the selected charttype.
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 tonormal view.

Sidebar Chart Type
1) Make sure the chart is selected and is in editing mode. The chart has a border andselection handles when in editing mode.
2) Click on Properties on the Sidebar to open the Properties deck.
3) Click on the Chart Type title bar to open the Chart Type panel (Figure 16).
4) Select the chart type from the Chart Type drop-down list.
5) Select a chart example from the preview box.

Figure 16: Chart Type panel in Properties
deck on Sidebar

Chapter 7, OLE, Spreadsheets, Charts, and Other Objects | 21

Figure 17: Elements panel in Properties deckon Sidebar
6) Select the chart elements required for the chart type from the Elements panel on the
Sidebar (Figure 17).
7) Continue to format the chart, add data to the chart, or click outside the chart to return tonormal view.

Formatting charts
Entering chart data
1) Make sure the chart is selected and is in editing mode. The chart has a border andselection handles when in editing mode.
2) Open the Data Table dialog (Figure 18) using one of the following methods:– Click on Data Table on the Formatting toolbar for charts.
– Go to View > Data Table on the Menu bar.
– Right-click on the chart and select Data Table from the context menu.
3) Type or paste information into the cells to enter data into the Data Table dialog.
4) Use the tools in the top of the Data Table dialog to insert, delete or reposition rows orcolumns.
5) Click on Close to save the changes and close the Data Table dialog.
6) Click outside the chart to return to normal view.

22| Chapter 7, OLE, Spreadsheets, Charts, and Other Objects

Figure 18: Data Table dialog

Figure 19: Elements panel in Properties deck on
SidebarNote
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.

Chapter 7, OLE, Spreadsheets, Charts, and Other Objects | 23

Adding or removing chart elements
1) Make sure the chart is selected and is in editing mode. The chart has a border andselection handles when in editing mode.
2) Add an element to the chart using one of the following methods:– Go to Insert on the Menu bar and select an element from the submenu.
– Right-click directly on the chart and select an element from the context menu.
– Right-click directly on the chart wall and select an element from the context menu.
– Open the Elements panel in the Properties deck on the Sidebar (Figure 19) andselect an element from the options available.

Note
The method selected to add an element changes the type of element that can be
added 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) Remove an element from a chart using one of the following methods:– Right-click on the chart element and select the delete option from the context menu.
The type of element selected for removal changes the delete options in the context
menu.
– Select a chart element and press the Delete or Backspace key to remove the elementfrom the chart.
– Open the Elements panel in the Properties deck on the Sidebar and deselect theelement.
4) Click outside the chart to return to normal view.

Chart and chart elements formatting
For more information on formatting a chart, chart elements, and the formatting options available,
see the Calc Guide.
1) Make sure the chart is selected and is in editing mode. The chart has a border andselection handles when in editing mode.
2) Format an element on the chart using one of the following methods:– Go to Format on the Menu bar and select an element for formatting.
– Right-click on an element and select Format XXXX from the context menu. The
format options available depend on which chart element has been selected. For
example, select the chart wall and the format option is called Format Chart Wall.
– Use the various tools on the Formatting toolbar for charts to format a chart element.
3) Select an element and open a formatting dialog specific for the element selected.
4) Use the various options in the formatting dialog to format the element.

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

24| Chapter 7, OLE, Spreadsheets, Charts, and Other Objects

Figure 20: Example of Insert Audio or Video file browser

Figure 21: Media Playback toolbar

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 orVideo opens (Figure 20).
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 available in the file browser.
3) Select a compatible audio or video file and click Open to embed the file in the center ofthe slide. The Media Playback toolbar (Figure 21) automatically opens.
4) Reposition and/or resize the audio or video file. See Chapter 5, Managing Graphic
Objects for more information.

Chapter 7, OLE, Spreadsheets, Charts, and Other Objects | 25

Using the Gallery
1) If the Gallery deck is not already open, use one of the following methods to open theGallery deck:– Go to View > Sidebar on the Menu bar to open the Sidebar and select Gallery fromthe options available.
– Use the keyboard shortcut Ctrl+F5 to open the Sidebar and select Gallery from theoptions available.
– Go to View > Gallery on the Menu bar.
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:•

Insert Audio or Video – opens the Insert Audio or Video file browser where a media fileis selected for insertion into a slide.

•

Play – plays the media playback.

•

Pause – pauses the playing of the media.

•

Stop – stops the playing of media.

•

Repeat – if selected, repeats the playing of the media until the tool is deselected.

•

Position – selects the position of where to start playing from within the media file.

•

Mute – suppresses the volume of a media file.

•

Volume – adjusts the volume of the media file.

•

Media Path – indicates where the media file is stored on a computer.

Formulas
Go to Insert > Object > Formula Object on the Menu bar to create a formula in a slide. A
formula can also be inserted as an OLE object; see “OLE objects” on page 5 for more
information.
When editing a formula, the Math menu becomes available allowing the creation or editing of aformula. For more information on how to create formulas, see the Math Guide or the Getting
Started Guide.
When creating formulas, care should be taken with font sizes to make sure formulas are similarin size to the font 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 is not
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.

26| Chapter 7, OLE, Spreadsheets, Charts, and Other Objects

Drawings, text files, HTML files and other objects
Drawings, text files, HTML files and other objects can be inserted into an Impress presentation,but only objects that are compatible with Impress can be inserted. Go to Insert > File on the
Menu bar to open a file selection dialog. Only files compatible with Impress are available forselection. Drawings, text files, HTML files and other objects can also be inserted as OLE objects;
see “OLE objects” on page 5 for more information.

Chapter 7, OLE, Spreadsheets, Charts, and Other Objects | 27