Autosum feature very different than Excel's

Asked by joechummer

Why does the autosum feature in Calc work so much differently than it does in Excel?

First off, Excel has the very convenient keyboard shortcut "Alt+=" set to the autosum feature, and I cannot find any way to use autosum in Calc other than clicking the button, which is time consuming when you are doing dozens of different sums.

Also, I use my spreadsheets in Excel for digital checkbook registers. In the very first cell, I'll have my current balance. In the cell below it, I'll enter a deposit or a debit amount, and then autosum the two to get my new balance in the third cell. In the fourth cell, I'll type in another deposit/debit and then autosum the result from cell 3 with the result in cell 4, which gives me my new balance in cell 5... and so on. In Excel, I highlight the two cells I want to sum (i.e. cell 3 and cell 4), and when I do the shortcut for autosum (or click the button, which, again, is more time-consuming), and it automatically puts the result in the empty, non-highlighted cell right below the two highlighted cells (cell 5), even if that empty cell has already been formatted/bordered/shaded. In Calc, If I highlight two cells and autosum them, it puts the total all the way at the very bottom of my spreadsheet, right below the last unused cell, which is annoying because I often have pages worth of cells that I've pre-formatted/colored to look like a checkbook register, even though these cells are empty of numerical values. The autosum ignores these empty-yet-formatted cells and puts the total all the way at the very end, which means scrolling through countless empty pages to find it.

So let's say I do things the long way. In Calc, if I select the cell I want the total to appear in (say, cell 5 in my example) and hit the autosum button, it will only blue-border highlight by default the one cell above it (cell 4) and not anything else. To complete the autosum after clicking the button, if I drag the blue-bordered sum-selection field to include only the cell above that (cell 3), then the autosum will give an error because for some reason it has included cells 3-5 in the autosum formula even though I told it to put the result in cell 5 and that cell 5 wasn't even included in the dragged sum range, only cells 3 and 4.

Why does Calc behave like this?

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Gilbert Mendoza
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Gilbert Mendoza (gmendoza) said :
#1

Apparently, users of OpenOffice have many options to customize Keyboard shortcuts [1], but I couldn't find anywhere to assign shortcut keys to an actual function, like SUM. BIG bummer, because I can see this being really useful. Perhaps a suggestion to OpenOffice group is in order.

As for the SUM error you are getting, I can't reproduce it. Perhaps we can try a simplified test that you can paste here real quick. I did the following with a blank Calc spreadsheet, noting which cell I'm working with on the left and field values on the right.

Input:
A1|100
A2|-50
A3|=SUM(A1:A2)
A4|20
A5|=SUM(A3:A4)

Results:
A1|100
A2|-50
A3|50
A4|20
A5|70

Can you please post the field data so we can see what's happening?

Thanks

References:
[1] http://wiki.services.openoffice.org/wiki/Documentation/OOoAuthors_User_Manual/Getting_Started/Assigning_shortcut_keys

Revision history for this message
joechummer (joechummer) said :
#2

I think the error regarding the sum selecting the wrong cells to sum (by including itself) was the result of my not expanding the SUM-range selection correctly. If I was trying to SUM in cell 5, then when I clicked SUM, only cell 4 was blue-bordered automatically (since the contents of cell 3 is a SUM formula and not a value), and I was expanding the selection by Shift-clicking on cell 3, which looked as though the only two cells included in the SUM-range were cells 3 and 4. Now that I look at it closer, by doing this, I see it is selecting as the range all of the cells between the current cell (cell 5. where I want the SUM result to go) and the cell I Shift-clicked in (cell 3), which results in the error. If I expand the range by grabbing the corner of the selection, then it SUMs normally.

Maybe I've come to rely on a lot of helpful Excel shorthand, but I'm surprised that something that takes me a few seconds in Excel takes a LOT more clicking and dragging in Calc.

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Best Gilbert Mendoza (gmendoza) said :
#3

Most people that make heavy use of Excel over the years share the same sentiment. There are quite a few examples like this, most non-biased articles will agree that for serious power users, Excel is the tool of choice. At a cost of course.

The developers of OpenOffice many times choose to do something one way because it fits a need presented to them best; sometimes it works for most people, other times it doesn't. What is great about the product though is that we as a community actually have input in the development process.

I would really encourage you to visit the OpenOffice.org forums and offer your suggestions to make the product even stronger. If the feature is not there today, there's a good chance it can be added later.

Have a great day.

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joechummer (joechummer) said :
#4

Thanks Gilbert Mendoza, that solved my question.