How to use Libre Office in Ubuntu to create a Client Database | Libreoffice Tutorial Part 2

Posted in:Tips 'n Tricks

In this new LibreOffice Calc tutorial for Ubuntu users I will show you how to create a new client list and how to use the filter tool in order to narrow your search. Our LibreOffice tutorial series is suitable for you if you run a  small business and in dealing with your everyday business related activities.

Libre Office

In the previous article, how to create invoice for your small business, I have shown you how to use some basic things in LibreOffice 3.3. Also, download my LibreOffice shortcuts for free because you will find the descriptions for all default icons in LibreOffice Calc.

Ready, Lets begin.

Step 1.

Name your columns so that you can later add your client data. I have put some basic data but if you need more, feel free to add something.

LibreOffice Calc

Step 2.

Start with filling cells with your clients information. I have inputted just few of them in order to show you but I am sure that you will have much more of them. That is good for business. :)

LibreOffice Calc

Step 3.

Lets make it more visually attractive. Select you first row and make it black color. You will see that text is automatically white.

Libre Office

Now select every other column but without the first cell in each. To select multiple columns press and hold CTRL + left mouse click and then just select every other column.

LibreOffice Calc

Libre Office

Do the same thing for the other columns. Colors depend on your taste but  make sure to keep it professional and clean. I agree that what is usually called professional is sometimes boring  but that is a general rule. Colors should be calm and not too vivid  I have seen some great color combinations which are totally out of this rule and they just look great! Sometimes people are using colors which are dominant in their company or on some logo and that does look great occasionally.

LibreOffice Calc

Step 4.

Now that we have some kind of clients database or to be more precise, a list with all the clients information in it. Now what do I do if I have to find a particular client when I have a list of 200 of them. Lets say that I know only his/her first name but I know that I have a whole dozen of clients with the same name. What I simply need to do is to select a whole column Name and to go to menu:

Data > Filter > AutoFilter

After this action a small square icon with arrow will appear inside your first cell Name. By clicking on that icon you will get a drop down menu. Simply select the name you want and you will have all e.g. Michaels in the list. In this way you can easily and fast find the right client in your table.

Libre Office

To restore the whole list just click on the square icon again and pick All like as shown on the following picture.

LibreOffice Calc

Another good example is when you want to see all your clients in e.g. USA. All you need to do is to select the country column and then again from menu:

Data > Filter > AutoFilter

When a square icon appears just select USA and it will narrow your list very fast. You can see that in my list I have three clients in USA.

Libre Office

Step 5.

Another way to find a contact fast is to simply open the search tool and to type the exact name or last name or something third duh!!. For this just hit CTRL + F and type. Have in mind that you can type only one term because if you type e.g. name and last name there will be no result because LibreOffice Calc looks for your input into every single cell and as such it will not find your request.

If you use Find All it will mark for you all results in all cells which have the inputted word.

LibreOffice Calc

What do you think about this article? Did you find it useful for your small business? What tutorial for LibreOffice would you like to read next?

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clients database.odt14.52 KB
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