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DataPilot functions in detail

This part describes the use and options of the DataPilot in detail.

The database (preconditions)

The first thing needed to work with the DataPilot is a list of raw data, similar to a

database table, consisting of rows (data sets) and columns (data fields). The field

names are in the first row above the list.

The data source could be an external file or database. For the simplest case, where

data is contained in a Calc spreadsheet, Calc offers sorting functions that do not

require the DataPilot.

For processing data in lists, the program needs to know where in the spreadsheet the

table is. The table can be anywhere in the sheet, in any position. A spreadsheet can

contains several unrelated tables.

Calc recognizes your lists automatically. It uses the following logic:

Starting from the cell you’ve selected (which must be within your list), Calc checks

the surrounding cells in all 4 directions (left, right, above, below). The border is

recognized if the program discovers an empty row or column, or if it hits the left or

upper border of the spreadsheet.

This means that the described functions can only work correctly if there are no empty

rows or columns in your list. Avoid empty lines (for example for formatting). You can

format your list by using cell formats.

Rule

No empty rows or empty columns are allowed within lists.

If you select more than one single cell before you start sorting, filtering or calling the

DataPilot, then the automatic list recognition is switched off. Calc assumes that the

list matches exactly the cells you have selected.

Rule

For sorting, filtering, or using the DataPilot, always select only one cell.

A relatively common source of errors is to inadvertently declare a list by mistake and

then sort the list. If you select multiple cells (for example, a whole column) then the

sorting mixes up the data that should be together in one row.

In addition to these formal aspects, the logical structure of your table is very

important when using the DataPilot.

Rule

Calc lists must have the normal form; that is, they must have a simple

linear structure.

When entering the data, do not add outlines, groups, or summaries. This becomes

clear when we think about what we could have done wrong in our Sales list example

in the section “Examples with step by step descriptions” starting at page 194. Here

are some mistakes commonly made by inexperienced spreadsheet users:

1) You made several sheets, for example, a sheet for each group of articles.

Analyses are then possible only within each group. Analyses for several groups

would be a lot of work.

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