Creating spreadsheets

The Spreadsheet tab opens a spreadsheet similar to those found in many other spreadsheet programs, such as Microsoft Excel. You can enter data here, as well as import and export data to other spreadsheet programs. This is useful for creating spreadsheets for staff requirements, schedules, budgets, or any other event-specific data that you want to add to your presentation layout.

Two default spreadsheets are included in the spreadsheet shortcuts: Title Block and Rental Order. The Title Block spreadsheet includes information from the Document Options, Event Info tab. The Rental Order spreadsheet tabulates items not included in the event inventory. You can use these as is, modify them to suit your needs, or create new spreadsheets from scratch.

Creating new spreadsheets

You create a new spreadsheet by naming a shortcut for it. Any changes you make to a spreadsheet while its shortcut is selected are saved automatically and associated with that shortcut. Before making changes, always check that the currently selected spreadsheet is the one that you want to modify. You can quickly switch between the versions of the spreadsheet by clicking their shortcut icons.

To create a new spreadsheet

1. Click the Spreadsheet tab.
2. Right-click on the Spreadsheet shortcut area and choose New Spreadsheet.
3. Type the name of your spreadsheet, and then click OK.

Result: An empty spreadsheet is created. A shortcut to your new spreadsheet is added to the Spreadsheet shortcut bar and the title for the work area changes to correspond with the spreadsheet name.

Importing information into spreadsheets

You can import information in the following formats into a Vivien spreadsheet:

• Excel (*.xls)
• Excel 2007 (*.xslx)
• CSV (*.csv)
• Vivien Spreadsheet (*.wss)   

To import data

1. Click the spreadsheet shortcut icon to select the spreadsheet into which you are importing data.
2. From the File menu, choose Import.

Result: The Open dialog box appears.

3. Locate and select the file containing the data you want to import.
4. Click Open.

Exporting information into spreadsheets

You can export information from Vivien spreadsheets into the following formats:

• Excel (*.xls)
• Excel 2007 (*.xslx)
• HTML (*.html)
•  XML (*.xml)
• CSV (*.csv)
• Vivien Spreadsheet (*.wss)   

To export data

1. Select the shortcut for the spreadsheet that you want to export.
2. From the File menu, choose Export > Worksheet.

Result: The Export dialog box appears.

3. From the Save in drop-down list, select the location where you want to save your exported spreadsheet file.
4. In the File name box, type the name for the exported file.
5. Ensure that the desired export file type is selected in the Save as Type box.
6. Click Save.

Note: It is recommended that you save in (*.wss) format to optimize compatibility between Vivien and WYSIWYG files.

Formatting spreadsheets

For each cell, you can change:

• Font color, style and alignment
• Border style
• Cell color
• Number format
• Text alignment

To format a cell

1. In your spreadsheet, click a cell to select it, or drag to select multiple cells.
2. From the Spreadsheet menu, choose Format Cells.

Result: The Format Cells dialog box appears.

3. Make the desired changes on the appropriate tabs, and then click OK.

Note: You can also change the text format by using the Bold, Italics, Underline and Align commands on the Format menu, or by clicking the corresponding tool on the Text Format toolbar.

Using images in spreadsheets

1. In your spreadsheet, click a cell to select it, or drag to select multiple cells.
2. From the Spreadsheet menu, choose Insert Picture.

Result: The Open dialog box appears.

3. Select the desired image and then click OK.

Result: The image is inserted into the spreadsheet.

Using formulae in spreadsheets

Over 100 formulae for common mathematical and logic functions are supported in Vivien (you must manually enter the formulae as text in a cell). Examples of formulae include the following:

ABS: determines the absolute value of the specified value, cell or expression.

Syntax: ABS(value)

Syntax: ABS(expression)

Example: =ABS(-4) gives output 4

                =ABS(B4) alternatively, reference cells within your sheet

AVERAGE: finds the averages of a list of values.  

Syntax: AVERAGE(value1, value2,...)

Syntax: AVERAGE(array1, array2, ...)

Example: =AVERAGE(1,2,3,4,5) gives output 3

                 = AVERAGE(A1:A10) alternatively, reference cells in your sheet

CEILING: rounds a number up to the nearest multiple of the specified value.

Syntax: CEILING (value, rounding multiple)

Example: =CEILING(-2.3, -1) rounds to the closest whole number in the negative range,

    gives output -3

FLOOR: rounds a number down to the nearest multiple of the specified value.

Syntax: FLOOR (value, rounding multiple)

Example: =FLOOR(2.3, 1) rounds to the closest whole number in the positive range, gives

                   output 3

MAX: returns the maximum value from a given list of values.

Syntax: MAX(value1, value2,...)

Syntax: MAX(array1, array2,...)

Example: =MAX(1,2,3,4,5) gives 5

           =MAX(A1:A5, B2:B21) allows you to find the maximum value from multiple  

            ranges

MEDIAN: returns the median, or the number in the middle of the provided set of numbers.

Syntax: MEDIAN(value1, value2,...)

Syntax: MEDIAN(array1, array2,...)

Example: =MAX(1,2,3,4,5) gives 3

                 =MAX(A1:A5, B2:B21) allows you to find the median value from multiple  

                  ranges

MIN: returns the minimum value from a given list of values.

Syntax: MIN(value1, value2,...)

Syntax: MIN(array1, array2,...)

Example: =MIN(1,2,3,4,5) gives 1

           =MIN(A1:A5, B2:B21) allows you to find the minimum value from multiple  

         ranges

SUM: returns the sum of cells or range of cells.

Syntax: SUM(value1, value2, ...)

Syntax: SUM(array1, array2, ...)

Example: =SUM(1,2,3,4,5) gives output 15

Note: =SUM(A1:15) allows you to sum over a range of cells

Using SmartCells in spreadsheets

SmartCells can be used to ensure that the same type of information displays in all spreadsheets for the event.

To insert smartcells

1. In your spreadsheet, click a cell to select it, or drag to select multiple cells in which you want to insert SmartCells.
2. From the Spreadsheet menu, choose Insert SmartCell.

Result: The cell is now a SmartCell.

SmartCell variables

The following table describes the variables that you can use and the information they store: