Exporting data from LibreOffice Calc allows you to convert your spreadsheets into various formats suitable for different purposes, from sharing data with others to creating print-ready documents or web content.
Exporting from LibreOffice Calc: A Comprehensive Guide
LibreOffice Calc provides flexible options to export your data into formats like CSV, PDF, Microsoft Excel, HTML, and more. Understanding these options helps you choose the best format for your specific needs.
Exporting Data to CSV (Comma Separated Values)
CSV is a widely used format for exchanging tabular data between different applications, databases, and programming languages due to its simple, plain-text structure.
- Navigate to the File Menu: To export your current sheet as a CSV, begin by navigating to the File menu located at the top of your LibreOffice Calc window.
- Select Save As: From the
Filemenu, choose Save As.... - Choose CSV Format: In the "Save As" dialog box, select Text CSV (.csv) from the "Save as type" dropdown list.
- Name Your File: Enter a descriptive name for your file and click Save.
- Configure Text Export: A "Text Export" dialog will appear, prompting you to define the export settings. These settings are crucial for ensuring your data is correctly interpreted by other programs:
- Character set: Typically, Unicode (UTF-8) is recommended for broad compatibility.
- Field delimiter: This is the character that separates each column of data. A Comma (,) is the most common choice for CSV files.
- Text delimiter: This character encloses text strings, especially those containing the field delimiter, to prevent misinterpretation. A Double quote (") is standard.
- Save cell content as shown: Check this option if you want to export the displayed value rather than the underlying raw data (e.g., formatted dates instead of serial numbers).
- Confirm Export: Click OK to complete the CSV export.
Exporting to PDF (Portable Document Format)
PDF is ideal for creating documents that maintain their formatting and layout across different devices and operating systems, perfect for printing or sharing as a final document.
- Direct Export:
- Go to
File > Export as > Export as PDF.... - In the "PDF Options" dialog, you can configure settings such as page range, image compression, user interface options, and security (e.g., password protection).
- Click Export, choose a file name and location, then click Save.
- Go to
- Print to PDF (Alternative):
- Go to
File > Print.... - In the print dialog, select a virtual PDF printer (e.g., "Microsoft Print to PDF" on Windows, "Save as PDF" on macOS, or a dedicated PDF printer driver).
- Adjust print settings as needed (e.g., page range, scaling).
- Click Print to save your document as a PDF.
- Go to
Exporting to Other Spreadsheet Formats (e.g., Microsoft Excel XLSX)
LibreOffice Calc can open and save files in various spreadsheet formats, making it compatible with other office suites.
- Go to
File > Save As.... - In the "Save As" dialog, select the desired format from the "Save as type" dropdown. Common choices include:
- Microsoft Excel 2007-365 (.xlsx)
- Microsoft Excel 97-2003 (.xls)
- OpenDocument Spreadsheet (.ods) (LibreOffice's native format)
- Name your file and click Save.
- If prompted about format compatibility (e.g., features not supported by Excel), review the warning and choose to "Keep Current Format" (if you want to save as ODS) or "Use Microsoft Excel 2007-365 Format" (to convert).
Exporting as a Web Page (HTML)
You can convert your Calc sheets into HTML for display on websites.
- Go to
File > Export.... - In the "Export" dialog, choose HTML Document (.html) from the "File type" dropdown.
- Click Save.
- The "HTML Export" dialog allows you to specify whether to export the entire document or just a selection, and how to handle images.
- Click OK to generate the HTML file.
Exporting as an Image
Sometimes, you might want to export a specific chart, a range of cells, or an entire sheet as an image file (e.g., JPG, PNG). This is usually done by selecting the content, copying it, and then pasting it into an image editor, or using an "Export" option if available for the selected object. For a full sheet or selection:
- Select the cells or chart you wish to export as an image.
- Go to
File > Export.... - Choose an image format like JPG - JPEG (.jpg) or PNG - Portable Network Graphic (.png) from the "File type" dropdown.
- Check the Selection box if you only want to export the highlighted area.
- Click Save, and if prompted, adjust image quality settings.
Quick Reference Table for Export Formats
| Format | File Extension | Common Use Cases | Key Characteristics |
|---|---|---|---|
| CSV | .csv |
Data exchange, databases, simple tabular data | Plain text, loses formatting, widely compatible |
.pdf |
Document sharing, printing, fixed layout presentations | Preserves layout, non-editable by default, universal viewer | |
| Microsoft Excel | .xlsx, .xls |
Collaboration with Excel users, industry standard | Retains formulas, formatting (some compatibility issues possible) |
| OpenDocument Calc | .ods |
Native LibreOffice format, full features | Best for continued editing in LibreOffice, open standard |
| HTML | .html |
Web publishing, embedding tables online | Displays in web browsers, retains basic table structure |
| Image | .jpg, .png |
Embedding in documents/presentations, screenshots | Static image, loses interactivity and editing capabilities |
Tips for Successful Exports
- Review Data Integrity: Always ensure your data is clean and correctly formatted in Calc before exporting to avoid issues in the target application.
- Understand Format Limitations: Be aware that simpler formats like CSV will strip away all formatting, charts, and complex formulas, exporting only raw data.
- Test Exported Files: Open the exported file in its intended application to verify that the data appears as expected and that there are no corruption or formatting issues.
- Specify Selection: When exporting to PDF or image formats, remember that you can often choose to export only a selected range of cells, a specific sheet, or the entire document.
By utilizing these export options, you can effectively manage and share your data from LibreOffice Calc in the most appropriate format for any situation. For more detailed information, consult the LibreOffice Calc Help documentation.
