In this sixth and final part of our Calc guide, we go over saving your file and even how to export it to a PDF file.
In the previous guide, we discussed charts and customizing them. Naturally, the thing that might cross your mind is that you worked hard on those spreadsheets. Obviously, you’ll want to save it and maybe even export those charts. This guide shows you some options available in Calc.
Saving Your Spreadsheet
Saving is pretty straight forward in the initial first step.
You can always use the speed key of “CTRL+S” to save at any time after your initial save, but when you first save, you’ll have to think about what format you want. So, we might as well click on “File” in the menu bar and click on “Save As…”
You can, of course, name your file whatever you want and save the file once you are happy with the location. Of course, if you are done with the file, and you intend on sending it to someone else, you actually have a few options available for you.
One option is to stick with the native ODS format. This is what Calc saves in by default. If your recipient happens to have Open Office of LibreOffice, this should be fine. Newer versions of Microsoft Excel, Calc’s equivalent spreadsheet solution, can open the ODS format. However, this can be a trial and error process depending on configurations. Luckily, other formats are available.
One format is the XLSX format. This is for more modern Excel spreadsheet formats. If the other user has Excel 2007 or later, this is a format that they should be able to read.
Alternatively, if the end user has an older Excel program from earlier than 2007, try the XLS format instead. More modern Excel programs can open the older XLS format as well thanks to backwards compatibility.
So, a few things to consider if you are sending your spreadsheet to someone.
Exporting to PDF
Now, the previous formats are great for collaborations. If you want the recipient to be able to edit the files on their end, those formats can work great.
Alternatively, however, let’s say you don’t want the recipient to be able to edit your spreadsheets. There is a formaty ou might want to consider: PDF.
To export in PDF, simply click on “File” in the menu bar and click on “Export as PDF”.
This will generate a PDF file. Just figure out a destination for you to save the file and name it whatever you want and you’ll be ready to go. The great news is that all the recipient needs to be able to do is read a PDF format. There are a lot of applications that can read that format still, so it would be impressive if there is a modern computer where the recipient can’t read a PDF file.
Congratulations, you now know a little bit about Calc and can generate basic spreadsheet projects.
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