Database Table Reference

LibreOffice Calc lets you reference data in Database tables by using a special notation, a “database table reference”, for cell references inside the table. This special notation aims to improve the readability of formulas that reference cells inside a database table.

Database tables

Spreadsheet "tables" are defined by database ranges (Data - Define Range). In addition to the name of the database, the following is mandatory for using database table references:

• Tables must be vertically oriented.

• The column label names must follow the named range rules.

• Tables must have column labels, if interoperability with Microsoft Excel is required.

Example

The table below contains values used in examples later on in this document.

	A	B	C	D
1	Name	Region	Sales	Seniority
2	Smith	West	21	5
3	Jones	East	23	11
4	Johnson	East	9	7
5	Taylor	West	34	11
6	Brown	East	23	15
7	Walker	East	12	4
8	Edwards	East	15	12
9	Thomas	West	17	10
10	Wilson	West	31	3
11	Totals	2	185	8.67

The cell range A1:D11 was defined as the database range "myData ". The options Contains column labels and Contains totals row were checked when defining the database range.

Referencing data in tables

A database table reference has the form name of database_range[…]. The part inside the square brackets can be a reserved reference keyword, a field name in square brackets, or a combination of the two.

In cases where a single keyword or a single field name is used, use single brackets instead of double brackets.

Example

myData[#Headers] instead of myData[[#Headers]] or myData[Region] instead of myData[[Region]].

Reserved reference keywords

Keyword	Usage	Example
[#Headers]	The keyword [#Headers] references the row of field names (column labels). It is the first row of the database range. If the database range has no labels row defined (Contains columns row), a #REF! error is generated.	The expression myData[#Headers] references the cells A1:D1.
[#Data]	The keyword [#Data] references the data records of the database range, excluding the column label row and the totals row. The short form myData[] can be used as well.	The expression myData[#Data] references the cell rectangle A2:D10.
[#Totals]	The keyword [#Totals] references the row of totals. It is the last row of the database range. If the database range has no line of totals defined (Contains totals row), a #REF! error is generated.	The expression myData[#Totals] references the cells A11:D11.
[#All]	The keyword [#All] references the entire database range including column labels and totals.	The expression myData[#All] references the cells A1:D11.
[#This Row]	This keyword describes an implicit intersection.	If the expression myData[#This Row] is used in a formula in cell F2, it references A2:D2. If the same expression is used in a formula in cell F5, it references A5:D5.

Field name in square brackets

To reference the array of all values in the records that belong to the same field, use the form [field name]. The referenced cell range does not include label and totals.

Example

The expression myData[[Region]] or its simplified form myData[Region] references the cells B2:B10. If the database range has no label row, generic labels like Column1, Column2 can be used.

Combinations

Columns and data records

To reference a combination of the column labels and data records, use the format [#Headers];[#Data] or [#Headers],[#Data], where the separator is the same separator as for function parameters that is defined in Tools - Options - Calc - Formula - Separators.

Data records and total row

To reference a combination of data records and totals row, use [#Data];[#Totals]. For example, myData[[#Data];[#Totals]] references the cells A2:D11.

A combination like [#Headers];[#Totals] is not possible as that would result in two disjoint cell rectangles.

Adjacent columns

To reference several adjacent columns, use the range operator “:”. For example, the formula myData[[Name]:[Sales]] addresses the cells A2:C10.

Non-adjacent columns

The use of non-adjacent columns is not possible since it would reference two separate cell rectangles.

Field name and keyword

The reference via field name and the use of a reference keyword can be combined. First state the keyword, then the function separator, and last the field name in brackets. For example, myData[[#Totals];[Sales]] references the cell C11.