Numbers ’09 User Guide
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Contents 11 Preface: Welcome to Numbers ’09 13 13 14 16 16 17 17 18 19 20 20 22 23 24 25 26 27 Chapter 1: Numbers Tools and Techniques 28 28 29 30 30 31 32 34 34 35 36 36 38 Chapter 2: Creating, Saving, and Organizing a Numbers Spreadsheet Spreadsheet Templates The Numbers Window Zooming In or Out The Sheets Pane Print View Full-Screen View The Toolbar The Format Bar The Inspector Window Formula Tools The Styles Pane The Media Browser The Colors Window The Fonts Window The Warnings Window Keyboar
38 39 39 40 40 41 42 43 44 44 45 45 45 46 Saving Spotlight Search Terms for a Spreadsheet Closing a Spreadsheet Without Quitting Numbers Using Sheets to Organize a Spreadsheet Adding and Deleting Sheets Reorganizing Sheets and Their Contents Changing Sheet Names Dividing a Sheet into Pages Setting a Spreadsheet’s Page Size Adding Headers and Footers to a Sheet Arranging Objects on a Page in Print View Setting Page Orientation Setting Pagination Order Numbering Pages Setting Page Margins 47 47 48 48 51 52
69 69 70 75 75 78 78 78 79 80 81 82 82 83 85 86 86 87 87 88 89 89 91 92 93 94 95 96 96 97 98 99 99 101 102 104 105 106 108 110 111 112 Filtering Rows in a Table Creating Table Categories Defining Table Categories and Subcategories Removing Table Categories and Subcategories Managing Table Categories and Subcategories Chapter 4: Working with Table Cells Putting Content into Table Cells Adding and Editing Table Cell Values Working with Text in Table Cells Working with Numbers in Table Cells Autofilling Tab
113 Reordering, Renaming, and Deleting Custom Cell Formats 114 114 115 115 116 116 116 117 117 Chapter 5: Working with Table Styles 118 118 119 120 121 122 123 124 126 126 126 128 129 130 130 130 131 132 132 Chapter 6: Using Formulas in Tables Using Table Styles Applying Table Styles Modifying Table Style Attributes Copying and Pasting Table Styles Using the Default Table Style Creating New Table Styles Renaming a Table Style Deleting a Table Style The Elements of Formulas Performing Instant Calcula
143 Sharing Charts with Pages and Keynote Documents 143 Formatting Charts 144 Placing and Formatting a Chart’s Title and Legend 144 Resizing or Rotating a Chart 145 Formatting Chart Axes 148 Formatting the Elements in a Chart’s Data Series 151 Showing Error Bars in Charts 152 Showing Trendiness in Charts 153 Formatting the Text of Chart Titles, Labels, and Legends 154 Formatting Specific Chart Types 154 Customizing the Look of Pie Charts 155 Changing Pie Chart Colors and Textures 156 Showing Labels in a Pie
175 175 176 177 177 178 178 179 179 179 179 179 180 180 181 181 182 183 185 185 185 186 187 187 187 188 188 189 190 190 191 192 Aligning Text Vertically Setting the Spacing Between Lines of Text Setting the Spacing Before or After a Paragraph Adjusting the Spacing Between Characters Changing Text and Text Background Color Setting Tab Stops to Align Text Setting a New Tab Stop Changing a Tab Stop Deleting a Tab Stop Changing Ruler Settings Setting Indents Setting Indentation for Paragraphs Changing the Inse
203 Editing Shapes 204 Adding, Deleting, and Moving the Editing Points on a Shape 204 Reshaping a Curve 205 Reshaping a Straight Segment 206 Transforming Corner Points into Curved Points and Vice Versa 206 Editing a Rounded Rectangle 206 Editing Single and Double Arrows 207 Editing a Quote Bubble or Callout 207 Editing a Star 208 Editing a Polygon 208 Using Sound and Movies 209 Adding a Sound File 210 Adding a Movie File 210 Placing a Picture Frame Around a Movie 211 Adjusting Media Playback Settings 212 Re
231 231 231 234 234 Chapter 10: Adding Address Book Data to a Table Using Address Book Fields Mapping Column Names to Address Book Field Names Adding Address Book Data to an Existing Table Adding Address Book Data to a New Table 236 236 237 237 238 238 239 242 242 243 Chapter 11: Sharing Your Numbers Spreadsheet 244 244 245 245 245 245 246 246 247 247 248 248 249 Chapter 12: Designing Your Own Numbers Spreadsheet Templates 250 Index 10 Printing a Spreadsheet Exporting a Spreadsheet to Other Do
Preface Welcome to Numbers ’09 Numbers offers a powerful and intuitive way to do everything from setting up your family budget to completing a lab report to creating detailed financial documents. To get started with Numbers, just open it and choose one of the predesigned templates. Type over placeholder text, use predesigned formulas, and turn table data into colorful charts. Before you know it, you have a spreadsheet that’s both attractive and well-organized.
Onscreen help Onscreen help contains detailed instructions for completing all Numbers tasks. To open help, open Numbers and choose Help > Numbers Help. The first page of help also provides access to useful websites. iWork Formulas and Functions Help and user guide iWork Formulas and Functions Help and the iWork Formulas and Functions User Guide contain detailed instructions for using formulas and powerful functions in your spreadsheets.
Numbers Tools and Techniques 1 This chapter introduces you to the windows and tools you use to work on Numbers spreadsheets. When you create a Numbers spreadsheet, you first select a template to start from. Spreadsheet Templates The Template Chooser window presents a variety of spreadsheet templates from which to choose. Templates contain predefined sheets, tables, formulas, and other elements that help you get started. To open the Template Chooser window: mm Choose File > “New from Template Chooser.
Here are ways to use the Template Chooser window: mm To view thumbnails of all the templates, click All in the list of template categories on the left side of the Template Chooser window. To view templates by category, click Blank, Personal Finance, or another category. mm To increase or decrease the size of the thumbnails, drag the slider at the bottom of the window. mm To create a spreadsheet using a specific template, click the template and then click Choose.
Toolbar: Located at the top of the window, the toolbar gives you one-click access to commonly used tools. Use it to quickly add a sheet, table, text box, media file, and other objects. Format bar: Below the toolbar, the format bar provides convenient access to tools for editing a selected object. Formula bar: Below the format bar, the formula bar lets you create and edit formulas or other content in a selected table cell.
Zooming In or Out You can enlarge (zoom in) or reduce (zoom out) your view of a sheet. Here are ways to zoom in or out on a sheet: mm Choose View > Zoom > Zoom In or View > Zoom > Zoom Out. To return to 100%, choose View > Zoom > Actual Size. mm Choose a magnification level from the pop-up menu at the bottom left of the canvas. When you view a sheet in Print View, decrease the zoom level to view more pages in the window at one time. If you’re using Numbers in Mac OS X v10.
Print View When you want to print a sheet or make a PDF of it, you can use Print View to visualize the layout of a sheet’s objects on individual pages. Header area Footer area Click to view pages in landscape (horizontal) orientation. Click to view pages in portrait (vertical) orientation. Click to choose a page zoom level that lets you see more or fewer pages. Click to show or hide Print View. Slide to shrink or enlarge all the sheet’s objects.
To exit full-screen view, do any of the following:: mm Press Escape on your keyboard. mm Move the pointer to the top of the screen to show the menu bar, and then click the Full Screen button in the top-right corner of the screen. mm Choose View > Exit Full Screen. The Toolbar The Numbers toolbar gives you one-click access to many of the actions you perform as you work in Numbers.
3 Click Done. You can also customize the toolbar by using these shortcuts: ÂÂ To remove an item from the toolbar, press the Command key while dragging the item out of the toolbar. You can also press the Control key while you click the item, and then choose Remove Item from the shortcut menu. ÂÂ To move an item, press the Command key while dragging the item around in the toolbar.
The Inspector Window Most elements of your spreadsheet can be formatted using the Numbers inspectors. Each inspector focuses on a different aspect of formatting. For example, the Cells inspector lets you format cells and cell values. Hold your pointer over buttons and other controls in the inspector panes to see a description of what the controls do.
Learn more about this editor in “Adding and Editing Formulas Using the Formula Editor” on page 122. ÂÂ The formula bar, always visible below the format bar, can also be used to create and modify a formula in a selected table cell. Change the formula viewing size. Accept button Save changes. Cancel button Discard changes. Open the Function Browser. Text field View or edit a formula.
“Adding Functions to Formulas” on page 124 explains how to use the Function Browser. To learn about all the iWork functions, and to review numerous examples that illustrate how to use them, choose Help > “iWork Formulas and Functions Help” or Help > “iWork Formulas and Functions User Guide.” The Styles Pane The Styles pane lets you quickly apply predefined formatting to tables in a spreadsheet. Table styles define such attributes as color, text size, and cell border formatting of table cells.
The Media Browser The Media Browser provides access to all the media files in your iPhoto library, your iTunes library, and your Movies folder. You can drag an item from the Media Browser to your spreadsheet or to an image well in an inspector. First, click a button to go to your media files. Second, choose a source. Third, drag an item to the document or to an image well in one of the inspectors. Search for a file by typing its name here.
To learn how to Go to Import an image “Working with Images” on page 194 Add a sound file “Adding a Sound File” on page 209 Add a movie file “Adding a Movie File” on page 210 The Colors Window You use the Colors window to apply color to text, table cells, cell borders, and other objects. While you can also use the format bar to apply colors, the Colors window offers advanced color management options. Click a button to view different color models.
2 To make the color lighter or darker, drag the slider on the right side of the Colors window. 3 To make the color more transparent, drag the Opacity slider to the left or enter a percentage value in the Opacity field. 4 To use the color palette, open it by dragging the handle at the bottom of the Colors window. Save a color in the palette by dragging a color from the color box to the color palette. To remove a color from the palette, drag a blank square to the color you want to remove.
mm Select a typeface (for example, Italic or Bold) from the Typeface list. mm In the Size column, type or select the font size you want. Here are ways to use the controls at the top of the Fonts window: Rest your pointer over any control along the top of the window to view a help tag describing what each control does. If you don’t see the controls, choose Show Effects from the Action pop-up menu (looks like a gear) in the lower-left corner of the window.
You can copy one or more warnings by selecting them in the Document Warnings window and choosing Edit > Copy. You can then paste the copied text into an email message, text file, or some other window. Keyboard Shortcuts and Shortcut Menus You can use the keyboard to perform many Numbers tasks. To see a comprehensive list of keyboard shortcuts, open Numbers and choose Help > Keyboard Shortcuts. Many objects also have shortcut menus with commands you can use on the object.
Creating, Saving, and Organizing a Numbers Spreadsheet 2 This chapter describes how to manage Numbers spreadsheets. You can create a Numbers spreadsheet by opening Numbers and choosing a template. You can also import a document created in another application, such as Microsoft Excel or AppleWorks 6, or create a spreadsheet using a CSV (comma-separated value) file. This chapter explains how to create new Numbers spreadsheets, as well as how to open existing spreadsheets and save spreadsheets.
2 In the Template Chooser window, select a template category in the left column to display related templates, and then select the template that best matches the spreadsheet you want to create. If you want to begin in a spreadsheet without any predefined content, select Blank. You can skim the contents of a template by moving the pointer left and right over its icon. To change the size of the template icons, drag the slider at the bottom of the window. 3 After selecting a template, click Choose.
Here are ways to import a document: mm Drag the document to the Numbers application icon. A new Numbers spreadsheet opens, and the contents of the imported document are displayed. mm In Numbers, choose File > Open, select the document, and then click Open. mm You can import Address Book data to quickly create tables that contain names, phone numbers, addresses, and other information for your contacts. See “Using Address Book Fields” on page 231 for instructions.
Here are ways to open an existing spreadsheet: mm To open a spreadsheet from the Template Chooser, click “Open an Existing File” in the Template Chooser window, select the document, and then click Open. To open a spreadsheet you’ve worked with recently, choose it from the Open Recent pop-up menu at the bottom left of the Template Chooser window. mm To open a spreadsheet when you’re working in one, choose File > Open, select the spreadsheet, and then click Open.
If you want help to create an unusual or strong password, click the button with the key-shaped icon next to the Password field to open the Password Assistant and use it to help you create a password. You can select a type of password in the pop-up menu, depending on which password characteristics are most important to you. A password appears in the Suggestion field; its strength (“stronger” passwords are more difficult to break) is indicated by the length and green color of the Quality bar.
4 If you want the spreadsheet to display a Quick Look in the Finder in Mac OS X version 10.5 or later, select “Include preview in document.” If you always want to include a preview in your spreadsheets, choose Numbers > Preferences, click General, and select “Include preview in document by default.” 5 If you want to save the spreadsheet as an iWork ’08 or Excel spreadsheet, select “Save copy as” and choose iWork ’08 or Excel Document from the pop-up menu.
To learn how to Go to Share your spreadsheets with others “Printing a Spreadsheet” on page 236 “Sending Your Numbers Spreadsheet to iWork.
To lock a spreadsheet: 1 Open the spreadsheet you want to lock, and hold your pointer over the name of the spreadsheet at the top of the Numbers application window. A triangle appears. 2 Click the triangle and choose Lock from the pop-up menu. To unlock a spreadsheet for editing: mm Hold your pointer over the name of the spreadsheet at the top of the Numbers application window until the triangle appears, click the triangle, and then choose Unlock.
Saving a Copy of a Spreadsheet If you want to duplicate your open spreadsheet, you can save it using a different name or location. To save a copy of a spreadsheet in Mac OS X v10.7 (Lion) or later: 1 Choose File > Duplicate. An untitled copy of the spreadsheet is created. Both copies remain open on your desktop for you to view or edit. 2 Close the window of the untitled copy, type the spreadsheet’s name, and then choose a location from the pop-up menu. 3 Click Save.
The view changes to show snapshots of all saved versions of the spreadsheet receding against a star field. A timeline along the right side of the screen indicates when the frontmost version on the left was saved. Current spreadsheet version Past spreadsheet versions Click to leave this view without restoring an older version. Click to restore the version currently viewable on the right side of the screen. Drag along the timeline to see versions saved at different times in the past.
ÂÂ To restore only an object or inspector setting from the older version, copy the object or setting by selecting it and pressing Command-C, and then click Current Document to view the current version of the spreadsheet. Locate the sheet where you want to paste the item you just copied and click to insert the cursor where you want the item to appear on the sheet. Paste the item by pressing Command-V. ÂÂ To compare the older version side-by-side with the current version, click Current Document.
Closing a Spreadsheet Without Quitting Numbers When you have finished working with a spreadsheet, you can close it without quitting Numbers. Here are ways to close the active spreadsheet and keep the application open: mm To close the active spreadsheet, choose File > Close or click the close button in the upper-left corner of the Numbers window. mm To close all open spreadsheets, press the Option key and choose File > Close All or click the active spreadsheet’s close button.
mm To display the contents of a sheet, click the sheet in the Sheets pane. When you’re working on a table or chart in a spreadsheet, the table or chart is highlighted in the Sheets pane.
You can also select multiple sheets and move them as a group. mm To copy (or cut) and paste sheets, select the sheets, choose Edit > Cut or Edit > Copy, select the sheet after which you want to place the sheets you’re moving, and choose Edit > Paste. mm To move one or more tables and charts associated with a sheet, select them and drag them to a new location in the same sheet or to a different sheet. You can also use cut/paste or copy/paste actions to move tables and charts in the pane.
Dividing a Sheet into Pages Using Print View, you can view a sheet as individual pages, moving and resizing objects until you achieve the layout you want for a printed or PDF version of the sheet. You can also add headers, footers, page numbers, and more. Header area Footer area Click to view pages in landscape (horizontal) orientation. Click to view pages in portrait (vertical) orientation. Click to choose a page zoom level that lets you see more or fewer pages. Click to show or hide Print View.
You set up page attributes, such as page orientation and margins, separately for each sheet, using the Sheet inspector. Type a name for the sheet. Shrink or enlarge all the sheet’s objects. Set the page orientation and pagination order. Specify the sheet’s starting page number. Set page margins.
Adding Headers and Footers to a Sheet You can have the same text appear on multiple pages in a sheet. Recurring information that appears at the top of the page is called a header; at the bottom it’s called a footer. You can put your own text in a header or footer, and you can use formatted text fields. Formatted text fields allow you to insert text that is automatically updated. For example, inserting the date field shows the current date whenever you open the spreadsheet.
mm Move objects from page to page by dragging them or by cutting and pasting them. Setting Page Orientation You can lay out pages in a sheet in a vertical orientation (portrait) or a horizontal orientation (landscape). To set a sheet’s page orientation: 1 Click View in the toolbar and choose Show Print View. 2 Click Inspector in the toolbar, click the Sheet inspector button, and click the appropriate page orientation button in the Page Layout area of the pane.
Setting Page Margins In Print View, every sheet’s page has margins (blank space between the sheet’s edge and the edges of the paper). These margins are indicated onscreen by light gray lines, visible when you use layout view. To set the page margins for a sheet: 1 Select the sheet in the Sheets pane. 2 Click View in the toolbar and choose Show Print View, and then click View in the toolbar and choose Show Layout. 3 Click Inspector in the toolbar, and then click the Sheet inspector button.
3 Using Tables This chapter explains how to add and format tables and their rows and columns. Several other chapters provide instructions that focus on particular aspects of tables.
Adding a Table While most templates contain one or more predefined tables, you can add tables to your Numbers spreadsheet. Here are ways to add a table: mm Click Tables in the toolbar and choose a predefined table from the pop-up menu. You can add your own predefined tables to the pop-up menu. See “Defining Reusable Tables” on page 53 for instructions. mm Choose Insert > Table > type of table.
mm Use the Table inspector to access table-specific controls, such as fields for precisely controlling column width and row height. To open the Table inspector, click Inspector in the toolbar, and then click the Table inspector button. Add or remove 1-5 header rows, header columns, and footer rows. Add a table name. Merge or split selected cells. Adjust the size of rows and columns. Set the style, width, and color of cell borders. Add color or an image to a cell.
mm Use the Graphic inspector to create special visual effects, such as shadows. To open the Graphic inspector, click Inspector in the toolbar and then click the Graphic inspector button. mm Use table styles to adjust the appearance of tables quickly and consistently. See “Using Table Styles” on page 114 for more information. mm Use the reference tabs and handles that appear when you select a table cell to quickly reorganize a table, select all the cells in a row or column, add rows and columns, and more.
You can also use the pop-up menus on the column and row reference tabs. mm Use the Formula Editor and formula bar to add and edit formulas. See “Adding and Editing Formulas Using the Formula Editor” on page 122 and “Adding and Editing Formulas Using the Formula Bar” on page 123 for details. mm Use the Function Browser to add and edit functions. See “Adding Functions to Formulas” on page 124 for details.
To resize from the table’s center, hold down the Option key as you drag. To resize a table in one direction, drag a side handle instead of a corner handle. mm To resize by specifying exact dimensions, select a table or table cell, click Inspector in the toolbar, and then click the Metrics inspector button. Using the Metrics inspector, you can specify a new width and height, and you can change the table’s distance from the margins by using the Position fields.
mm To increase the distance between the table name and the table body, select Name in the Table inspector, click the name on the canvas, and then use the Text inspector to modify the After Paragraph spacing. Enhancing the Appearance of Tables You can apply color, use images, and use other formatting techniques to enhance the visual appeal of your tables.
3 Define the table’s structure. To resize the table, see “Resizing a Table” on page 51 and “Resizing Table Rows and Columns” on page 65. To define columns and rows, see “Working with Rows and Columns in Tables” on page 59. To split or merge table cells, see “Splitting Table Cells” on page 87 or “Merging Table Cells” on page 86. 4 Add and format any content you want to reuse. See “Putting Content into Table Cells” on page 78 for instructions.
2 Choose Edit > Copy. 3 In the other application, set an insertion point for the copied table, and then choose Edit > Paste. Selecting Tables and Their Components You select tables, rows, columns, table cells, and table cell borders before you work with them.
2 Click the cell. When a cell is selected, use the Tab, Return, and arrow keys to move the selection to an adjacent cell. Deselecting “Return key moves to next cell” below Table Options in the Table inspector changes the effect of the Return and Tab keys. Deselect the checkbox if you want the Return key to act like a carriage return within the cell, which is most useful when you type paragraphs of text in a cell.
Selecting a Row or Column in a Table Select rows and columns using their reference tabs. To select an entire row or column: 1 Select any table cell so that the reference tabs are showing. 2 Do one of the following: ÂÂ Select a column by clicking its reference tab (above the column). ÂÂ Select a row by clicking its reference tab (to the left of the row). Selecting Table Cell Borders Select cell border segments when you want to format them or drag them to resize rows and columns.
Click the Borders button in the format bar, and choose an option from the pop-up menu. Borders button You can also use the Cell Borders buttons in the Table inspector to select a border segment. mm To select border segments for either formatting or resizing rows and columns, use border selection mode. Choose Allow Border Selection from the Borders pop-up menu in the format bar or choose Table > Allow Border Selection, and then select the table you want to work with.
Working with Rows and Columns in Tables You can quickly add or remove rows and columns, create header rows or columns or footer rows, and more. When you insert, remove, resize, hide, or show rows or columns in a table, other objects on the sheet may be moved to avoid overlapping or to maintain relative object positions. To prevent automatic movement of objects, choose Numbers > Preferences and in the General pane deselect “Automatically move objects when tables resize.
If the table contains a footer row, rows added at the bottom of the table are added above the footer row. If the table has filtering criteria associated with it, you can’t add new rows until you stop filtering rows; see “Filtering Rows in a Table” on page 69 for instructions. If all the body cells in a column above the new row contain the same formula or cell control, the formula or cell control is repeated in the new row.
mm To add a single column, hold the pointer over a column’s reference tab to see its menu arrow. Click the arrow and then choose Add Column Before or Add Column After from the pop-up menu. You can also select a column and then choose these commands from the Table menu. mm To add multiple columns, select the number of columns you want to add (select three columns to add three columns).
Here are ways to delete rows or columns: mm Select one or more rows or columns or a cell in a row or column, and then choose Table > Delete Row or Table > Delete Column. mm To delete a single row or column, hold the pointer over the row or column reference tab to see the menu arrow, and then choose Delete Row or Delete Column from the pop-up menu.
Header rows and header columns can be set to appear at the beginning of the table and on each page if the table spans more than one page. In Print View, click the appropriate header button in the format bar and choose “Repeat Header Rows on Each Page.” If a table spans multiple pages, editing the text or changing the look of a header row or column in one place changes it consistently throughout the table. ÂÂ To learn about Print View, see “Dividing a Sheet into Pages” on page 42.
Freezing Table Header Rows and Header Columns When you’re not in Print View (which repeats header rows and columns on each page), you can keep headers visible as you scroll through the document by using the freeze option. Here are ways to freeze and unfreeze header rows and columns for a table: mm Select the table or an element in it, click the row header or column header button in the format bar, and then select or deselect Freeze Header Columns or Freeze Header Rows in the pop-up menu.
mm Click the disclosure triangle next to the Footer button in the toolbar, and then choose the number of footer rows to add from the pop-up menu. Choose 0 to remove all footer rows. Add footer rows. mm To delete a footer row, hold the pointer over the reference tab of a footer row to see its menu arrow, and then click the arrow and choose Delete Row from the pop-up menu. mm Select a table or an element in it.
mm To shrink a row or column to remove unused space when cell values don’t fill their cells, select a cell and click one of the Fit buttons in the Table inspector. You can also double-click a column or row reference tab separator. If cell content is clipped as a result of resizing, see “Displaying Content Too Large for Its Table Cell” on page 82 for options.
To hide multiple rows or columns, select the rows or a cell in each of them and then choose Hide Selected Rows or Hide Selected Columns from a reference tab popup menu. mm To show all hidden rows and columns in a table, select the table or an element in it and then choose Table > Unhide All Rows or Table > Unhide All Columns. You can also choose these commands from any reference tab’s pop-up menu.
Here are ways to sort: mm To sort an entire table by reordering cells in a column, choose Sort Ascending or Sort Descending from the pop-up menu for the column’s reference tab. You can also click in a table and then click Reorganize in the toolbar or choose Show More Options from a reference tab’s pop-up menu to open the Reorganize window. Click the Sort disclosure triangle to reveal the sort controls.
Filtering Rows in a Table You can hide rows in a table that don’t contain the values you specify. When you sort table cells, values in hidden rows are taken into account. To specify criteria for rows you want to show: 1 Click in the table. 2 Click Reorganize in the toolbar or choose Show More Options from a reference tab’s pop-up menu to open the Reorganize window. 3 Click the Filter disclosure triangle to reveal the filtering controls.
Category rows have special characteristics that help you manage your categories. ÂÂ You can add new categories, remove categories, and perform other operations by using the cell reference pop-up menu for a category row. Choosing Expand All or Collapse All expands or collapses all categories at the level of the row from which you chose the command. Cell reference pop-up menu for this category row ÂÂ You can display automatically calculated values (such as subtotals and row count) in category row cells.
Creating categories manually When you create categories by manually inserting a category row, a new column (the category value column) is added to the table to display unique placeholder values for each category. The placeholder value is used in the category row to identify the category. Category value column You may want to hide the column (click its reference tab’s pop-up menu and choose Hide Column).
If you change a value in the category value column, the row moves into a different category if the value exists elsewhere in the category value column; otherwise, a new category is created for the new value. You can optionally hide a category value column, but you may want to leave the column visible in case you need to change values in it. Also, you may not want to edit the name in the category row.
Table categories are created based on unique values in the chosen column. Category row Category value column If the category value column contains dates, you can choose a date unit from the second pop-up menu. Category column that contains dates Choose a date unit. The date unit you select controls how the rows are categorized as well as how the category is identified in the category row. Category rows display years because “years” was selected in the Reorganize window.
mm To create a subcategory, open the Reorganize window, and click the Add (+) button adjacent to the category or subcategory below which you want the new subcategory. Then choose the column whose values you want to use for the subcategory. Click to add subcategory. Each subcategory has its own category row in the table.
If you delete all rows from a category, the category is removed from the table. Removing Table Categories and Subcategories You can remove categories and subcategories temporarily, or you can discontinue using them altogether. Here are ways to uncategorize rows: mm To temporarily uncategorize all the rows in a table, click in the table and then click Reorganize in the toolbar, or choose Show More Options from a reference tab’s pop-up menu to open the Reorganize window.
mm To display values automatically computed using cell values in a column of a category or subcategory, click a category row cell and then click the disclosure triangle. Click a disclosure triangle to choose a computation type. Choose a numeric computation type (Subtotal, Average, and so on) to display the results of operations on numeric values (except date, time, or duration values); choose Count to display a count of nonblank cells.
Body rows in the selected range are hidden, but category rows reman visible. mm To expand or collapse all category or subcategories of the same level, choose Expand All or Collapse All from the cell reference pop-up menu of any row at the same level that you want to expand or collapse. mm To expand or collapse all categories and subcategories of all levels, hold down the Option key as you click the disclosure triangle near the left edge of any category row.
Working with Table Cells 4 This chapter describes how to work with table cells and their content. Putting Content into Table Cells Use a variety of techniques to add content to table cells.
mm To insert content within existing content, select the cell, click to set the insertion point, and begin typing. mm To undo changes made to a table cell since selecting the cell, press Esc. mm To delete the content of table cells, rows, or columns, select the cells, rows, or columns and then press the Delete key or choose Edit > Delete. To delete the contents, background fill, and any style settings, choose Edit > Clear All. The default style is applied to the selection.
mm To control font attributes, use the text formatting buttons in the format bar. Choose a typeface. Choose the text color. Choose a font. Choose the font size. You can also use the Fonts window (click Fonts in the toolbar). See “Formatting Text Size and Appearance” on page 165 for additional information. mm To check spelling, follow the instructions in “Checking for Misspelled Words” on page 190.
Instructions for using formulas and functions in table cells are in “Creating Your Own Formulas” on page 121. Autofilling Table Cells With autofilling you can use the content in one or more cells to automatically add values to adjacent cells. Here are ways to autofill table cells: mm To paste the content and fill of a cell into adjacent cells, select the cell and then drag the Fill handle (a small circle in the cell’s lower-right corner) over the cells into which you want to paste.
Displaying Content Too Large for Its Table Cell When a cell is too small to display all its content, here is what happens: ÂÂ If the content is a number or date, a clipping indicator appears. The clipping indicator ÂÂ For other types of values, no clipping indicator appears. You can only see content that’s visible within the boundaries of its cell.
To apply conditional formatting, you select one or more cells and then define one or more rules. The rules specify which visual effects to associate with cells when they contain the test value. For example, you can define a rule that fills a cell with blue when it contains 0, a rule that displays the cell’s value as boldface black if it’s greater than 0, and a rule that fills the cell with red if its value is less than 0.
4 To specify a specific test value, type it into the value field, to the right of the pop-up menu. You can also use the value in a table cell as a test value. To do so, click the small blue circle in the value field. Click to select a table cell. The cell reference field appears. Specify a cell reference by clicking a table cell. You can also type a cell reference and press Return; see “Referring to Cells in Formulas” on page 126 for information about writing cell references.
As you click, the Sample box displays the effect of your selections. When you’re satisfied with the effect, click Done. 6 To add another rule, click the Add button (+) and repeat steps 3 through 5. If more than one rule is defined for a cell, and the cell’s value satisfies the conditions of multiple rules: ÂÂ The text color applied is the color associated with the topmost rule with a text color specified.
To delete a test value that’s a cell reference, click in the test value field and press Delete. To replace a cell reference with a different one, click in the test value field and click a different cell in the same table or a different table. To replace a textual test value with a cell reference, click in the test value field, click the small blue circle, and then click a table cell. Adding Images or Color to Table Cells You can add graphics or color to individual table cells or to an entire table.
ÂÂ When you merge column cells, the cell background takes on the image or color that was in the topmost cell. When you merge row cells, the cell background takes on the image or color that was in the leftmost cell. ÂÂ When a cell containing text, a number, a formula, or a cell format is merged with an empty cell, the new cell retains the content of the non-empty cell. ÂÂ When a cell containing a number format is merged with an empty cell, the new cell retains the number format.
Line thickness: Controls the thickness of the stroke. Color well: Lets you choose a stroke color. When you click the color well in the format bar, a color matrix appears. Select a color by clicking it in the matrix, or click Show Colors to open the Colors window for additional color options. When you click the color well in the Table inspector, the Colors window opens. “The Colors Window” on page 24 provides instructions for using this tool.
See “Rearranging Rows and Columns” on page 61 to learn how to copy and move rows and columns using the reference tabs. See “Copying or Moving Formulas and Their Computed Values” on page 131 to learn about techniques for duplicating or moving a cell that contains a formula. Adding Comments to Table Cells Use comments to record information about table cells. Here are ways to work with comments: mm To add a comment to a cell, select the cell and click Comment in the toolbar, or choose Insert > Comment.
mm If you delete a value from a cell with a format, the cell’s format isn’t deleted. To delete the format, apply the automatic format. To delete the value and format, choose Edit > Clear All. mm After you define a cell format, you can associate the format with multiple cells by using autofilling. See “Autofilling Table Cells” on page 81 for instructions. mm To see the unformatted content in a cell to which formatting has been applied, select the cell and view the actual value in the formula bar.
Using the Automatic Format in Table Cells When you add a new cell, its content is displayed using the automatic format. This content in a cell assigned the automatic format Is formatted like this for display A number Decimal places and commas are preserved as entered. For example, 1,000,000.008 displays as 1,000,000.008. A currency value The displayed value shows 0 decimal places if it’s an integer ($50); otherwise it shows 2 decimal places. If there are more than 2 decimal places, rounding is applied.
This content in a cell assigned the automatic format Is formatted like this for display A duration value A number accompanied by a duration suffix (w or weeks, d or days, h or hours, m or minutes, s or seconds, ms or milliseconds) is treated as a duration value in formulas. The suffix is displayed in its abbreviated form. For example, 2 weeks is displayed as 2w. A fraction value The value is formatted like a date if it matches one of the formats available for date values.
To define a number format that displays two decimal places, a thousands separator, and negative numbers with the negative symbol, select one or more cells and then click the Number Format button in the format bar. Use the Decrease Decimal Places and Increase Decimal Places buttons located nearby to change the number of decimal places. Number Format button For more control over the number format, use the Cells inspector. To define a number format using the Cells inspector: 1 Select the cell or cells.
To define a currency format using the Cells inspector: 1 Select the cell or cells. 2 Click Inspector in the toolbar, and then click the Cells inspector button. 3 Choose Currency from the Cell Format pop-up menu. 4 To specify a currency symbol, choose an option from the Symbol pop-up menu. You can maximize the number of options in the Symbol pop-up menu by choosing Numbers > Preferences and then selecting “Show complete list of currencies in Cell inspector” in the General pane.
For more control over the percentage format, use the Cells inspector. To define a percentage format using the Cells inspector: 1 Select the cell or cells. 2 Click Inspector in the toolbar, and then click the Cells inspector button. 3 Choose Percentage from the Cell Format pop-up menu. 4 To specify how many decimal places to display, use the Decimals field. If a value contains more decimal places than you specify, the decimal value displayed is rounded, not truncated.
4 To specify how you want a date formatted, choose a format from the Date pop-up menu. 5 To specify how you want a time value formatted, choose a format from the Time popup menu. Using the Duration Format in Table Cells Use the duration format for values that describe time increments, such as weeks, days, hours, minutes, seconds, or milliseconds.
To define a fractions format, select one or more cells, choose Fractions from the Cell Formats pop-up menu in the format bar, and then choose a format from the submenu. Cell Formats button You can also use the Cells inspector. To define a fraction format for selected cells using the Cells inspector: 1 Select the cell or cells. 2 Click Inspector in the toolbar, and then click the Cells inspector button. 3 Choose Fractions from the Cell Formats pop-up menu.
To define a numeral system format, select one or more cells, choose Numeral System from the Cell Formats pop-up menu in the format bar, and then use the Cells inspector to specify the format. To define a numeral system format for selected cells using the Cells inspector: 1 Select the cell or cells. 2 If the Cells inspector isn’t already open, click Inspector in the toolbar and then click the Cells inspector button. 3 Choose Numeral System from the Cell Format pop-up menu.
For more control over the number of decimal places, use the Cells inspector. To define a scientific format for one or more cells using the Cells inspector: 1 Select the cell or cells. 2 Click Inspector in the toolbar, and then click the Cells inspector button. 3 Choose Scientific from the Cell Format pop-up menu. 4 Use the Decimals field to specify the number of decimal places to display.
Click the Checkbox button in the format bar. Unchecked checkboxes are added to selected cells. Checkbox button You can also click Inspector in the toolbar, and then click the Cells inspector button. Choose Checkbox from the Cell Format pop-up menu, and then select the initial state (Checked or Unchecked). mm To add a slider, click the Cell Formats button in the format bar and then choose Slider from the pop-up menu. A slider with default settings, visible in the Cells inspector, is created.
To remove an item, select it and click the Delete button (–). mm To add a stepper, click the Cell Formats button in the format bar and then choose Stepper in the pop-up menu to create a stepper with default settings. You can also open the Cells inspector and choose Stepper from the Cell Format popup menu. In the Cells inspector, change the default settings if desired: Minimum and Maximum: Indicates the lowest and highest cell values.
Creating a Custom Number Format To define your own display format for numbers in table cells: 1 Select one or more cells. 2 Do one of the following: ÂÂ Choose Custom from the Cell Formats pop-up menu in the format bar. ÂÂ Choose Custom from the Cell Format pop-up menu in the Cells inspector. ÂÂ Choose Format > Create Custom Cell Format. Format field Drag the elements to the format field. 3 From the Type pop-up menu, choose Number & Text.
Currency: Add this element to display a currency symbol. To identify the symbol you want to use, click the disclosure triangle visible on the element when it’s in the format field and choose a symbol. You can maximize the choices in the pop-up menu by selecting “Show complete list of currencies in Cells inspector” in Numbers preferences. Decimals: Add this element to format how decimal digits are displayed. See “Defining the Decimals Element of a Custom Number Format” on page 105 for more information.
When you type this number into a cell with the The number is displayed like this above format 10000000 Balance: $ 10,000.000 0.95 Balance: $ 0.95 .666 Balance: $ 0.67 Defining the Integers Element of a Custom Number Format The Integers element lets you customize the appearance of integers in a table cell. After adding an Integers element to a custom number format, you can select it, click its disclosure triangle, and use the options in its pop-up menu to customize the element’s display attributes.
Defining the Decimals Element of a Custom Number Format The Decimals element lets you customize the appearance of decimal digits in a table cell. Decimal digits are numbers that appear to the right of a decimal point. After adding a Decimals element to a custom number format, you select it, click its disclosure triangle, and then use the options in its pop-up menu to customize the element’s display attributes. See “Creating a Custom Number Format” on page 102 to learn how to add a Decimals element.
When you choose This number Is displayed like this 100.975 Decimals and Show Trailing Zeros and set “Number of Digits” to 6 100.975000 Fractions and select the “Up to two digits (23/24)” option 100.975 100 39/40 Fractions and select the Quarters option 100.16 A space is displayed between the integer and the fraction when you add a Spaces element between Integers and Decimals elements in the format field.
For this scale option When you enter 12000 The actual value is in a table cell The displayed value is Percent And later apply the option 1200000% 1200000 After applying the option 1200000% 12000 And later apply the option 1200000% 1200000% After applying the option 12000% 12000% And later apply the option 12000 120 After applying the option 12000 120 And later apply the option 12000 120C After applying the option 12000 120C And later apply the option 12000 12 After applying th
For this scale option When you enter 12000 The actual value is in a table cell The displayed value is Billions (B) And later apply the option 12000 0B After applying the option 12000 0B And later apply the option 12000 0 After applying the option 12000 0 And later apply the option 12000 0T After applying the option 12000 0T And later apply the option 12000 1E+0.4 After applying the option 12000 1E+0.
When you type this value into a cell with the above format The value is displayed like this 15000 Due: $0015.00K 0 Paid in Full –500 Credit: $ (0000.50K) Account closed Note: Account closed To create a custom number format that has conditions: 1 Select one or more cells. 2 Do one of the following: ÂÂ Choose Custom from the Cell Formats pop-up menu in the format bar. ÂÂ Choose Custom from the Cell Format pop-up menu in the Cells inspector. ÂÂ Choose Format > Create Custom Cell Format.
8 In the topmost format field, define the display format you want to use if a number doesn’t meet any of the conditions. You can use the Entered Text element to display predefined text if a text value is entered instead of a number. See “Creating a Custom Text Format” on page 111 for more information. 9 In the Name field, type a name for your number format, and then click OK to save it and apply it to selected cells.
5 When an element is in the format field, click its disclosure triangle and choose a formatting option from the pop-up menu. 6 To display predefined text before or after any element, place the insertion point in the format field and then type your text. You can click any element and use the Left Arrow and Right Arrow keys to place the insertion point. 7 To display space between elements, place the insertion point and press the Space bar one or more times.
3 From the Type pop-up menu, choose Number & Text. 4 Drag the (blue) Entered Text element from the Date & Time Elements box into the empty format field above the box. (Delete any existing elements that may be in the field before dragging in the Entered Text element.) 5 Place the insertion point before or after the element, and then type your text, including spaces if required. You can click the element and use the Left Arrow and Right Arrow keys to place the insertion point.
When you change the name of a custom format, the previous name remains associated with cells to which it had been applied, and the previous name is removed from the list of custom formats. To associate the new format name with these cells, select the cells and choose the new name from the Cell Formats pop-up menu in the format bar or the Cell Format menu in the Cells inspector. Reordering, Renaming, and Deleting Custom Cell Formats You use the cell format management dialog to manage custom cell formats.
Working with Table Styles 5 This chapter explains how to use table styles to quickly and consistently manage the appearance of tables. The Numbers templates include a variety of table styles that are ready to use. You can also modify the template styles or create your own styles. Using Table Styles You can use different visual characteristics to distinguish different tables in your Numbers spreadsheet.
To learn how to Go to Save the formatting you apply to a table as a new “Creating New Table Styles” on page 116 table style Change the name of a table style “Renaming a Table Style” on page 117 Remove a table style from a spreadsheet “Deleting a Table Style” on page 117 Applying Table Styles After applying a table style to a table, you can change any of the formatting defined by the style. Such a change is called an override.
To modify the color, alignment, and spacing of text within a cell, use the format bar or the Text inspector (click Inspector in the toolbar and click the Text inspector button). To modify font attributes, use the Fonts window (click Fonts in the toolbar). If you want to use the changes you make to redefine the table style for the whole spreadsheet, click the arrow to the right of the style and then choose “Redefine Style from Table.
2 Select the table, click the arrow to the right of any style in the Styles pane, and then choose Create New Style. 3 Type a unique name for your new table style, and click OK. The new table style now appears in the Styles pane and can be applied to any table in your spreadsheet. To make a new table style available in other spreadsheets, create a template from the spreadsheet. See “Saving a Spreadsheet as a Template” on page 38 for details. Renaming a Table Style You can change the name of a table style.
Using Formulas in Tables 6 This chapter explains how to perform calculations in table cells by using formulas. The Elements of Formulas A formula performs a calculation and displays the result in the cell where you place the formula. A cell containing a formula is referred to as a formula cell. For example, in the bottom cell of a column you can insert a formula that sums the numbers in all the cells above it.
=SUM(A2:A10): A formula that uses the function SUM to add the values in a range of cells (nine cells in the first column). A2:A10: A cell reference that refers to the values in cells A2 through A10.
The results of calculations using the values in those cells are instantly displayed in the lower left corner of the window. The results in the lower left are based on values in these two selected cells. sum: Shows the sum of numeric values in selected cells. avg: Shows the average of numeric values in selected cells. min: Shows the smallest numeric value in selected cells. max: Shows the largest numeric value in selected cells.
Maximum: Determines the largest numeric value in selected cells Count: Determines the number of numeric values and date/time values in selected cells. Product: Multiplies all the numeric values in selected cells. You can also choose Insert > Function and use the submenu that appears. Empty cells and cells containing types of values not listed are ignored.
To learn how to Go to Use the Formula Editor to work with a formula “Adding and Editing Formulas Using the Formula Editor” on page 122 Use the resizable formula bar to work with a formula “Adding and Editing Formulas Using the Formula Bar” on page 123 Use the Function Browser to quickly add functions to formulas when using the Formula Editor or the formula bar “Adding Functions to Formulas” on page 124 Detect an erroneous formula “Handling Errors and Warnings in Formulas” on page 126 Adding and Ed
ÂÂ To add cell references to the text field, place the insertion point and follow the instructions in “Referring to Cells in Formulas” on page 126. ÂÂ To add functions to the text field, place the insertion point and follow the instructions in “Adding Functions to Formulas” on page 124. mm To remove an element from the text field, select the element and press Delete. mm To save changes, press Return, press Enter, or click the Accept button in the Formula Editor. You can also click outside the table.
mm To remove an element from the formula, select the element and press Delete. mm To save changes, press Return, press Enter, or click the Accept button above the formula bar. You can also click outside the formula bar. To avoid saving any changes you made, click the Cancel button above the formula bar. Adding Functions to Formulas A function is a predefined, named operation (such as SUM and AVERAGE) that you can use to perform a calculation.
Left pane: Lists categories of functions. Select a category to view functions in that category. Most categories represent families of related functions. The All category lists all the functions in alphabetical order. The Recent category lists the ten functions most recently inserted using the Function Browser. Right pane: Lists individual functions. Select a function to view information about it and to optionally add it to a formula. Lower pane: Displays detailed information about the selected function.
To specify a value to replace any argument placeholder, click the argument placeholder and type a constant or insert a cell reference (see “Referring to Cells in Formulas” on page 126 for instructions). If the argument placeholder is light gray, providing a value is optional.
Cell references have different formats, depending on such factors as whether the cell’s table has headers, whether you want to refer to a single cell or a range of cells, and so on. Here’s a summary of the formats that you can use for cell references. To refer to Use this format Example Any cell in the table containing the formula The reference tab letter followed C55 refers to the fifty-fifth row in by the reference tab number for the third column.
When you reference a cell in a multi-row or multi-column header, you’ll notice the following behavior: ÂÂ The name in the header cell closest to the cell referring to it is used. For example, if a table has two header rows, and B1 contains “Dog” and B2 contains “Cat,” when you save a formula that uses “Dog,” “Cat” is saved instead. ÂÂ However, if “Cat” appears in another header cell in the spreadsheet, “Dog” is retained.
ÂÂ To specify absolute and relative attributes of a cell reference after inserting one, click the inserted reference, click its disclosure triangle, and choose an option from the pop-up menu. See “Distinguishing Absolute and Relative Cell References” on page 129 for more information. The cell reference inserted uses names instead of reference tab notations if “Use header cell names as references” is selected in the General pane of Numbers preferences.
Here are ways to specify the absoluteness of cell reference components: mm Type the cell reference using one of the conventions described above. mm Click the disclosure triangle of a cell reference and choose an option from the pop-up menu. mm Select a cell reference and press Command-K to cycle through options.
When you want to determine whether Use this comparison operator For example, if A2 contains 20 and B2 contains 2, the formula Two values are equal = A2 = B2 returns FALSE. Two values aren’t equal <> A2 <> B2 returns TRUE. The first value is greater than the second value > A2 > B2 returns TRUE. The first value is less than the second value < A2 < B2 returns FALSE. The first value is greater than or equal to the second value >= A2 >= B2 returns TRUE.
If you move a cell that a formula refers to, the cell reference in the formula is automatically updated. For example, if a reference to A1 appears in a formula and you move A1 to D95, the cell reference in the formula becomes D95. Viewing All Formulas in a Spreadsheet To view a list of all the formulas in a spreadsheet, choose View > Show Formula List or click Formula List in the toolbar. Location: Identifies the sheet and table in which the formula is located.
mm Choose View > Show Formula List and click Find & Replace. Find: Type the formula element (cell reference, operator, function, and so on) you want to find. In: Choose Formulas Only from this pop-up menu. Match case: Select to find only elements whose uppercase and lowercase letters match exactly what’s in the Find field. Whole words: Select to find only elements whose entire contents match what’s in the Find field. Replace: Optionally type what you want to use to replace what’s in the Find field.
Creating Charts from Data 7 This chapter describes how to create and format attractive charts from the data in your tables. Numbers provides tools for creating your own visually appealing charts to present some or all of the data in one or more tables. By default, the appearance of charts is coordinated with the theme you’re using, but you can adjust colors, textures, shadows, labels, and more to create the look you want or to emphasize various chart elements.
Kind of chart Icon Stacked bar Line Area Stacked Area Pie Scatter Mixed 2-Axis 3D charts can be any of the above types, except scatter, mixed, or 2-axis. Shown here is a 3D pie chart. Example You may want to create a chart that compares how bird populations have changed in two alpine sampling regions between 2007 and 2010. This data may first be presented in a table with rows for Region 1 and Region 2.
If you plot this data as a column chart, it looks like the one below: The data sets contain one data point (one bar) from each of the data series. The chart legend denotes the two data series. In this chart, Region 1 and Region 2 are called the data series because the data points (numbers of birds) from each region are represented by a series of columns of the same color, one for each year.
ÂÂ In an area chart, a data series is represented by an area shape. ÂÂ In a pie chart, only a single data set (the first data point in each series) is represented on the chart (whichever is listed first in the table). ÂÂ In a scatter chart, each point on the graph is determined by both an x and a y value. Two columns of values are plotted as x coordinates and y coordinates on a graph representing the data points in a single data series.
mm To add a chart based on a range of adjacent table cells, click in a cell, and then click and drag to select other cells; you can also select the first cell in the range, and then hold down the Shift key while selecting the last cell, to select the entire range. Then click Charts in the toolbar, and choose a chart type. mm To add a chart based on nonadjacent cells, hold down the Command key as you select cells from a table. Then click Charts in the toolbar, and choose a chart type.
To change a chart from one type to another: 1 Select the chart. 2 Do one of the following: ÂÂ From the pop-up menu at the left end of the format bar, choose a chart type. ÂÂ Control-click the chart, choose Chart Type from the pop-up menu, and select a chart type from the submenu. ÂÂ Click Inspector in the toolbar, click the Chart inspector button, and then choose a chart type from the pop-up menu that appears when you click the chart icon in the upper left.
Here are ways to move a chart: mm To move a chart to a different location on the same sheet, select it and drag it to the new location, or cut and paste it to the new location. mm To move a chart to a different sheet, copy it, select the other sheet in the sidebar, and paste it on the sheet’s canvas. Switching Table Rows and Columns for Chart Data Series When you select a chart, a dark frame appears around its related table cells.
mm To add data from cells that aren’t adjacent to cells already plotted, select the chart and then hold down the Command key as you click or drag the cells you want. mm To extend the range of adjacent cells whose values are plotted, select the chart. In the table, drag the circular control in the lower right of the range to the right or down. If the chart is a scatter chart, dragging lets you add only an even number of rows or columns.
2 Click the Inspector button in the toolbar, and then click the Chart button in the Inspector window. 3 Click Series in the Chart inspector, and then do any of the following: ÂÂ To change the order in which the series are displayed in the chart, select one of the series elements that you want to move, and then select a number from the Order pop-up menu in the Series pane of the Chart inspector.
Deleting a Chart Here are ways to delete a chart: mm To remove the chart and not its related table or tables, select it and press Delete. mm To remove both the chart and its related table or tables, select the table(s) and press Delete. Sharing Charts with Pages and Keynote Documents You can copy a chart and paste it into a Keynote presentation or a Pages document. After it’s pasted, the chart is linked to the Numbers version.
To learn how to Go to Change the chart’s color, texture, shadow, and other image qualities “Formatting the Elements in a Chart’s Data Series” on page 148 Show special elements in charts “Showing Error Bars in Charts” on page 151 “Showing Trendiness in Charts” on page 152 Format pie charts, bar charts, and other specific chart types “Formatting Specific Chart Types” on page 154 Placing and Formatting a Chart’s Title and Legend The chart title is where you can describe the subject of the chart.
ÂÂ To resize a chart in one direction, drag a side handle instead of a corner handle. ÂÂ To resize by specifying exact dimensions, click Inspector in the toolbar, and then click the Metrics inspector button. In the Metrics inspector, you can specify a new width, height, and angle of rotation, and you can change the chart’s distance from the margins.
To show or hide an axis or chart borders, set the scale (linear or log) and span of the value axis, or adjust grid and tick marks along the axes, make selections, and enter appropriate values in the Axis pane of the Chart inspector. Many of these formatting options are also available using the format bar. Just as with the Chart inspector, the options available on the format bar are always appropriate to the type of chart you have selected.
Number: Displays the data point value with no units, unless you specify them. To specify units, type them into the Suffix field. In the Decimals field, specify how many decimal places you want to appear, and then choose –100 or (100) from the adjacent pop-up menu to choose a style for displaying negative numbers. Select Separator if you want to show a thousands separator on the left side of the decimal. Currency: Displays the data point value as a monetary amount.
3 To change the interval for label categories, do one or both of the following: ÂÂ Type a value or use the stepper in the “Label every ... categories” field. For example, a value of 2 displays every other category title; a value of 3 displays every third category title, and so on. ÂÂ Choose Show Last Category from the Choose Axis Options pop-up menu under Category Axis if you want the title of the last category to appear.
Many options are available using the Chart inspector. For example, for bar, column, and area charts, you can make formatting selections to change the look and style of data series shapes and symbols in the Series pane of the Chart inspector after selecting an element in the series you want to change. To fill selected series elements with specially designed colors or textures using the Chart inspector: 1 Select a column, a bar, or another series element you want to format.
When adjusting the opacity and fill, note that dragging the Opacity slider at the bottom of the Graphic inspector changes the opacity of the chart as a whole. To format only a selected series, select it, and then adjust the opacity of the color fill, gradient fill, or tinted image fill, as needed. For more details, see “Adjusting Opacity” on page 224 and “Filling Objects with Colors or Images” on page 225.
Fraction: Displays data point values less than 1 as one integer over another. (If your values are greater than 1, you won’t see any fractional representation of your data.) Choose how accurately you want the fractions rounded in the Accuracy pop-up menu. Choosing an option such as Halves or Quarters represents the values as a portion of the total pie, rounded to the nearest division you selected.
3 From the second pop-up menu, choose the kind of error bar you want to display: Fixed Value: Displays an error bar of the same absolute value for every data point. Specify a value in the adjacent field. Percentage: Displays error bars based on a fixed percentage of each data point value. Specify a percentage in the adjacent field. Standard Deviation: Displays error bars based on the standard deviation of your data set. Specify the number of standard deviations in the adjacent field.
Polynomial: Produces a curved line that has hills and valleys to show where values rise or fall. Specify the order of polynomial you want to use in the Order field; order 4 produces as many as 3 hills or valleys. Power: Produces a curved line for use when you want to compare measurements that increase at a specific rate. Power can’t be used with data that contains zero or negative values. Exponential: Produces a curved line for use when values rise or fall at increasingly higher rates.
Formatting Specific Chart Types Pie charts, bar and column charts, and other specific chart types have special formatting options. For example, you can apply a shadow to individual pie wedges, move wedges away from the center of the pie, use different symbols for data points along different lines in line charts, and more.
To learn how to Go to Apply colors and textures to a pie chart “Changing Pie Chart Colors and Textures” on page 155 Show series and data point labels in a pie chart “Showing Labels in a Pie Chart” on page 156 Make individual pie wedges more visually prominent “Separating Individual Wedges from a Pie Chart” on page 157 Add shadows to pie charts “Adding Shadows to Pie Charts and Wedges” on page 157 Rotate a 2D pie chart “Rotating 2D Pie Charts” on page 158 Perform other formatting “Formatting Cha
Showing Labels in a Pie Chart To show series and data point labels in pie charts, use the Chart inspector. To show series names or data point labels in a pie chart: 1 Select the chart or individual pie wedges for which you want to show a label or series name. 2 Click Inspector in the toolbar, and then click the Chart inspector button. 3 Select Labels, and then drag the Position slider to place the data point label closer to—or farther away from—the center of the pie.
Scientific: Displays data point values in scientific notation, where 10 raised to a power is represented as E+ an integer. In the Decimals field, specify how many decimal places you want to show. Custom: Choose a custom number format you’ve already created, or create a new one. See “Using Your Own Formats for Displaying Values in Table Cells” on page 101 for more information. 5 To show the series name, select Show Series Name.
ÂÂ To add shadows to individually selected wedges, choose Individual from the Shadow pop-up menu. ÂÂ To add a shadow to the chart as a whole, choose Group from the Shadow pop-up menu. You can also use the Shadow pop-up menu in the format bar. 2 To set shadow attributes, use the Graphic inspector. See “Adding Shadows” on page 223 for instructions.
4 To add shadows, do one of the following: ÂÂ To add shadows to individual bars, choose Individual from the Shadow pop-up menu. ÂÂ To add shadows to each group of bars, choose Group from the Shadow pop-up menu. ÂÂ To set shadow attributes, use the Graphic inspector. See “Adding Shadows” on page 223 for instructions. 5 To show series names, click Axis and then choose Show Series Names from the Choose Axis Options pop-up menu for Category Axis.
Showing Data Point Symbols in Area Charts In area charts, you can use symbols (circles, triangles, squares, and diamonds) to represent data points. You can use the format bar to quickly customize symbols. Select a symbol and use the Symbol and Size controls to format symbols. You can also use the Chart inspector. To show data point symbols using the Chart inspector: 1 Select a data series (area shape), click Inspector in the toolbar, click the Chart inspector button, and then click Series.
Here are ways to change the look of selected data point symbols and lines using the Chart inspector: mm To adjust a symbol’s size, make a selection from the Data Symbol pop-up menu and then enter a value or use the stepper in the adjacent field. mm To connect the points of the selected series with a straight or curved line, select an option from the Connect Points pop-up menu.
Mixed charts present the two data series as a single chart. To show a data series using a column, line, or area: 1 Select the data series. 2 Do one of the following: ÂÂ In the format bar, choose an option from the Series Options pop-up menu. ÂÂ In the Charts inspector, choose an option from the Series Type pop-up menu. To learn about other formatting options, see “Formatting Charts” on page 143.
To adjust 3D scene settings using the Chart inspector: 1 Select a 3D chart, click Inspector in the toolbar, click the Chart inspector button, and then click Chart. 2 To change the chart’s viewing angle, drag an arrowhead in the blue arrow button until you’ve situated the chart the way you want. 3 To change the lighting angle and intensity, select an option from the Lighting Style pop-up menu that creates the look you want. 4 To change the depth of the chart elements, drag the Chart Depth slider.
8 Working with Text Add and modify the appearance of text, including text in lists, text boxes, table cells, and shapes. Adding Text Add text by typing it in a table cell, text box, or shape.
mm To select a paragraph, triple-click in the paragraph. mm To select blocks of text, click the start of a text block, and then click the end of another text block while holding down the Shift key. mm To select from the insertion point to the beginning of the paragraph, press the Up Arrow key while holding down the Shift and Option keys. mm To select from the insertion point to the end of the paragraph, press the Down Arrow key while holding down the Shift and Option keys.
To learn how to Go to Change text appearance “Making Text Bold, Italic, or Underlined” on page 166 “Adding Shadow and Strikethrough to Text” on page 167 “Creating Outlined Text” on page 167 “Changing Text Size” on page 167 “Making Text Subscript or Superscript” on page 168 “Changing Text Capitalization” on page 168 “Changing Fonts” on page 168 “Adjusting Font Smoothing” on page 169 Add accent marks, view international keyboard layouts, and more “To smooth the fonts on your screen:” on page 169 “Adding
Adding Shadow and Strikethrough to Text You can use the Fonts window to create and format shadows on text and mark text with a strikethrough line. Here are ways to add a strikethrough and shadows: mm To add a strikethrough to selected text, click Fonts in the toolbar, click the Text Strikethrough button, and choose None, Single, or Double from the pop-up menu. Or select text, and choose Format > Font > Strikethrough. A strikethrough appears through the selected text in the same color as the text.
You can also use the Text Size pop-up menu in the format bar. ÂÂ To specify a precise size for selected text, click Fonts in the toolbar and use the Size controls in the Fonts window. See “Changing Fonts” on page 168 for more information. You can also add Bigger and Smaller icons to the toolbar. Choose View > Customize Toolbar, drag the icons to the toolbar, and then click Done. Making Text Subscript or Superscript You can raise or lower text from its baseline.
The Fonts window gives you extensive control over fonts. Use size controls and typography settings to customize the appearance of your text. To modify the font of selected text using the Fonts window: 1 Click Fonts in the toolbar. 2 In the Fonts window, select a font style in the Family column and then select the typeface in the Typeface column.
To learn more about font smoothing in Mac OS X, click the Help button in the lowerright corner of the Appearance preferences window. Adding Accent Marks You can use the Keyboard Viewer to add accent marks to characters. The Keyboard Viewer shows the characters for the keyboard layout or input method selected in the Input menu. For example, if U.S. is chosen in the Input menu, you see the characters that appear on a U.S. keyboard in the Keyboard Viewer.
ÂÂ For Mac OS X 10.5.7 and earlier, click International, then click Input Menu, and then select the checkbox next to Keyboard Viewer. The Input menu appears on the right side of your menu bar and looks like a flag or character. 2 Select the checkbox next to a country’s keyboard layout or input method to see the character layout on keyboards used in that country. 3 Select the checkbox next to “Show input menu in menu bar.
Using Smart Quotes Smart quotes are opening and closing quotation marks that are curly; the opening quotation marks are different from the closing marks. When you don’t use smart quotes, the marks are straight and the opening and closing marks don’t differ. Smart Quotes Straight Quotes To use smart quotes: mm Choose Numbers > Preferences, click Auto-Correction, and then select “Use smart quotes.
Color, spacing, and alignment controls are also available in the format bar when text is selected. When text in a text box, comment, or shape is selected, you can set the color of text and its background, align text, and set line spacing. Align text. Set color of text. Change font typeface, style, and size. Make text bold, italic, or underlined. Divide text into columns. Set line spacing.
To learn how to Go to Align text “Aligning Text Horizontally” on page 174 “Aligning Text Vertically” on page 175 Adjust text spacing “Setting the Spacing Between Lines of Text” on page 175 “Setting the Spacing Before or After a Paragraph” on page 176 “Adjusting the Spacing Between Characters” on page 177 Adjust text color “Changing Text and Text Background Color” on page 177 Aligning Text Horizontally You can change the alignment of paragraphs in a column, table cell, text box, or shape so that text
If you want to indent the first line of text in a paragraph or learn how to remove paragraph indenting, see “Setting Indents” on page 179. Aligning Text Vertically You can change the vertical alignment of paragraphs in a table cell, text box, or shape so that text is aligned to the top or bottom border or centered between top and bottom. To align text to the top, center, or bottom of a text box, table cell, or shape: 1 Select the text box, table cell, or shape whose alignment you want to change.
4 Choose a line spacing option from the Line spacing pop-up menu that appears when you click the text below the line field. Line field Type a value (or click the arrows) to specify the space between lines of text in a paragraph. Line spacing pop-up menu Click the text below the Line field and choose a line spacing option. Standard line spacing (Single, Double, Multiple): The space between lines is proportional to font size.
If the Before Paragraph or After Paragraph values for adjacent paragraphs aren’t equal, the higher spacing value will be used. For example, if the current paragraph’s Before Paragraph value is 12 points and the paragraph preceding it has an After Paragraph value of 14 points, the spacing between paragraphs will be 14 points. Spacing before a paragraph does not appear if the paragraph is in a text box, shape, or table cell.
Setting Tab Stops to Align Text You can align text at specific points by setting tab stops. When you press the Tab key (or Option-Tab when you’re working in a table cell), the insertion point (and any text to the right of it) moves to the next tab stop, and text you type starts at that point. You can use the symbols on the horizontal ruler or the Text inspector to manage tab stops.
Changing a Tab Stop Change the location and type of tab stops using the horizontal ruler. If the horizontal ruler is hidden, click View in the toolbar and choose Show Rulers. To learn more about adjusting your ruler preferences see “Changing Ruler Settings” on page 179. Here are ways to change tab stops: mm To move a tab stop, drag its blue tab symbol in the horizontal ruler.
Here are ways to set indentation: mm To change the right indentation, drag the right indentation symbol (downward blue triangle on the right side of the horizontal ruler) to the position where you want the right edge of the paragraph to end. mm To change the left indentation, drag the left indentation symbol (downward blue triangle on the left side of the ruler) to where you want the left edge of the paragraph to begin.
To learn how to Go to Create lists automatically based on what you type “Generating Lists Automatically” on page 181 Use the Text inspector to format bulleted lists “Formatting Bulleted Lists” on page 181 Use the Text inspector to format numbered lists “Formatting Numbered Lists” on page 182 Use the Text inspector to add and format ordered “Formatting Ordered Lists” on page 183 lists (outlines) Generating Lists Automatically When you use automatic list generation, Numbers automatically formats a list
3 Choose a bullet style from the Bullets & Numbering pop-up menu. To use a typed character as a bullet, choose Text Bullets and choose a character from the list or type a new character in the field. To use one of the image bullets that comes with Numbers, choose Image Bullets, and then choose an image from the scrolling list. To use your own image as a bullet, choose Custom Image, and then choose an image in the Open dialog that appears.
To add and format a numbered list: 1 Place the insertion point where you want the list to begin. 2 Click Inspector in the toolbar, click the Text inspector button, and then click Bullets. 3 Choose Numbers from the Bullets & Numbering pop-up menu, and then choose a numbering style from the pop-up menu directly below it. 4 To adjust the space between numbers and the left margin, use the Number Indent field. To adjust the space between numbers and text, use the Text Indent field.
ÂÂ You can create a legal list style, which appends an additional number or letter at each lower level: 1, 1.1, 1.1.1, and so on. To add and format an ordered list: 1 Place the insertion point where you want the list to begin. 2 Click Inspector in the toolbar, click the Text inspector button, and then click Bullets. 3 To create a legal style list, choose Tiered Numbers from the Bullets & Numbering popup menu. Otherwise, choose Numbers instead.
Using Text Boxes, Shapes, and Other Effects to Highlight Text To learn how to Go to Add text boxes “Adding Text Boxes” on page 185 Emphasize text using color “Changing Text and Text Background Color” on page 177 Create columns of text “Presenting Text in Columns” on page 185 Place text in a shape “Putting Text Inside a Shape” on page 186 Adding Text Boxes You can add a text box to a sheet and drag to position it. To create a text box: 1 Click Text Box in the toolbar (or choose Insert > Text Box).
To create and format columns using the Text inspector: 1 Select the text box or rectangular shape with text you want to divide into columns. 2 Click Inspector in the toolbar, click the Text inspector button, and then click Columns. 3 To indicate how many columns you want, use the Column field. 4 To use equal-width columns, select “Equal column width.” To set up different column widths, deselect “Equal column width,” double-click a Column value in the table, and type a new width.
Using Hyperlinks Hyperlinks are used in spreadsheets that will be viewed onscreen, either as HTML files or as Numbers spreadsheets. You can add hyperlinks to open an email message or a webpage on the Internet.
To add hypertext that links to an email message: 1 Select the text that you want to turn into a hyperlink. If you include an email address in a spreadsheet, the text automatically becomes a hyperlink. To turn off this feature, choose Numbers > Preferences, click Auto-Correction, and then deselect “Automatically detect email and web addresses.” This setting is computer specific, so if the spreadsheet is edited on a computer with a different setting, that computer’s setting is used instead.
Here are ways to insert formatted text fields: mm To add page numbers, place the insertion point where you want the page number to appear, and then choose Insert > Page Number. To change the page number format, Control-click a page number and choose a new number format. mm To add the total page count, place the insertion point where you want the page count to appear, and then choose Insert > Page Count.
To set Numbers to automatically detect that something you’ve typed is an email address or a URL, select “Automatically detect email and web addresses.” Email and web addresses you type automatically become hyperlinks for Mail or Safari. To use automatic list generation, select “Automatically detect lists.” To automatically replace misspelled words if there is only one option in the spelling dictionary, select “Automatically use spell checker suggestions.
To go through the text more quickly, press Command-semicolon (;) to continue checking the spreadsheet. mm To check spelling and view suggestions for misspelled words, choose Edit > Spelling > Spelling. The Spelling window opens, and you can use it as “Working with Spelling Suggestions” on page 191 describes. To automatically accept the spelling suggestions, choose Pages > Preferences, click Auto-Correction, and then select “Automatically use spell checker suggestions”.
You can also hold down the Control key and click a misspelled word. From the pop-up menu you can choose an optional alternative spelling, click Learn, or click Ignore. Searching for and Replacing Text You can find every instance of a word or phrase in your spreadsheet and optionally change it to something else. To learn how to find and optionally replace formula elements, see “Finding and Replacing Formula Elements” on page 132.
Whole words: Select to find only text that matches what’s in the Find field in its entirety. Replace: Type replacement text in this field. Repeat search (loop): Select to continue looking for what’s in the Find field even after the entire spreadsheet or sheet has been searched. Next or Previous: Click to search for the next or previous instance of what’s in the Find field. When an element is found, the Formula Editor opens and displays the formula containing the instance of the element.
Working with Shapes, Graphics, and Other Objects 9 Learn how to add images, shapes, sound, and movies to your spreadsheets. An object is any item you add to a spreadsheet and then manipulate. Images, shapes, movies, text boxes, tables, and charts are all objects. This chapter focuses on images (photographs or PDF files), shapes, sound, and movies.
mm Drag a file from the Finder. mm Click Media in the toolbar, click Photos in the Media Browser, select the album where your picture is located, and then drag a thumbnail to position it where you want it. First, click a button to go to your media files. Second, choose a source. Third, drag an item to the document or to an image well in one of the inspectors. Search for a file by typing its name here.
To learn how to Go to Make parts of an image transparent in order to remove the image background “Removing the Background or Unwanted Elements from an Image” on page 198 Improve the quality of images and create interesting visual effects “Changing an Image’s Brightness, Contrast, and Other Settings” on page 199 Place, align, resize, and reformat images “Manipulating, Arranging, and Changing the Look of Objects” on page 212 Add an equation you can manipulate like an image “Working with MathType” on
To mask an image: 1 Import the image you want to mask. 2 Depending on the mask shape you want to use, do one of the following: ÂÂ To mask the image with the default rectangle shape, select it and then click the Mask button in the toolbar (or choose Format > Mask). ÂÂ To mask the image with a predrawn shape (for example, a circle or a star), select it and choose Format > “Mask with Shape” > Shape.
8 To change the size or position of the mask or the image within it, select the masked image, and then click Edit Mask. Repeat the steps above as needed. 9 To unmask the image, click Unmask in the toolbar (or choose Format > Unmask). If you mask a very large image file and you need to use only the smaller version in your spreadsheet, you can have Numbers keep only the smaller copy of the image, thus reducing the overall size of your spreadsheet. See “Reducing Image File Sizes” on page 198.
3 Click the color you want to make transparent, and then drag slowly over it. Dragging selects the contiguous area that uses colors similar to the color you click. As you drag, the selection grows to include the contiguous area that uses similar colors. You can control how much of the image is selected by dragging less or more. If you hold down the Option key while you drag, all instances of the color that you’re dragging over will be removed from the image. 4 Repeat step 3 as many times as you like.
2 Choose View > Show Adjust Image. Adjust the lightness. Adjust the contrast of light and dark tones. Change the color intensity. Introduce more warmth or coolness. Sharpen or soften the focus. Change the amount of red or green tones. Adjust shadows and highlights. Understand the relationship between shadows and highlights. Enhance colors automatically. Change the levels of dark and light tones. Restore original settings. 3 Use the controls to make adjustments.
ÂÂ To set the dark level, drag the left slider toward the middle. Dragging the slider to the right narrows the range of color and can bring more clarity to the shadows. The position of the slider determines how much information is in the darkest part of the image; any information to the left of the slider is omitted from the image. You may want to drag the slider just to the point that the histogram line shows a noticeable bump, signifying that detail is available.
mm Press the Option key as you click Shapes in the toolbar, and then choose a shape from the pop-up menu; the pointer changes to a crosshair. Drag across the sheet to create a shape the size you want. To constrain the shape’s proportions (for example, to keep triangles equal on all sides), press the Shift key as you drag. Drag the new shape wherever you want it on a sheet. To change the shape’s contours, you must first make the shape editable; see “Editing Shapes” on page 203.
Double-click one of the two points at either end of the open segment; the pointer changes to a pen tip. To add additional points, click other locations. When you’re ready to stop drawing and close the shape, click the point at the end of the open segment. 6 Select the shape’s border and drag it wherever you want it on the sheet. 7 To change the shape’s contours, you must first make the shape editable, as “Editing Shapes” on page 203 describes.
To learn how to Go to Change one or more points into curves or curves into points “Transforming Corner Points into Curved Points and Vice Versa” on page 206 Change the corners of a rounded rectangle “Editing a Rounded Rectangle” on page 206 Adjust the relative proportions of an arrow’s head “Editing Single and Double Arrows” on page 206 and tail Adjust the corners and other aspects of a quote bubble or callout “Editing a Quote Bubble or Callout” on page 207 Increase or decrease the number of points
To reshape a curve: 1 Make the shape editable. To learn how, see “Editing Shapes” on page 203. Red points appear on the shape, indicating that you can reshape the curves at these points. 2 Click a red point on the curve you want to reshape. Handles appear on both sides of the red point. Drag a control handle or rotate one or both control handles to change the curve. You can also drag a point to modify the curve. 3 To adjust the curvature, drag the red point or one of its handles.
Transforming Corner Points into Curved Points and Vice Versa You can change one or more points into curves or curves into points. First you must make the shape editable, as “Editing Shapes” on page 203 describes. Here are ways to transform corner points into curved points and vice versa: mm To change a corner point into a curved point, make the shape editable, and then double-click the corner point.
ÂÂ To make the entire arrow narrower or thicker, drag one of the selection handles on the arrow’s bounding box near where the arrow’s head and tail meet. ÂÂ To change the relative thickness of the arrow’s head and tail, place the pointer over the blue editing point where the arrow’s head and tail meet. When the pointer’s appearance changes, drag the editing point in any direction to adjust the arrow’s proportions. Editing a Quote Bubble or Callout Quote bubbles and callouts have special editing controls.
Here are ways to edit a star: mm When you select a star shape, the slider appears. Drag the slider to increase or decrease the number of points in the star. mm Drag the blue editing point to change the angles between points in the star. Editing a Polygon The polygon has a slider for increasing and decreasing the number of sides in the polygon. View the number of sides currently in the polygon. Drag to increase or decrease the number of sides in the polygon.
When you add media files to your spreadsheet, make sure that they will be available if you transfer your document to another computer. When saving your document, select the option “Copy audio and movies into document” in the Save window. (If you don’t see the option, click the button next to the Save field to display the entire Save window, and then click the Advanced Options disclosure triangle.
Adding a Movie File Here are ways to add a movie to a spreadsheet: mm Drag a movie file from the Finder to a sheet or to a media placeholder. mm Click Media in the toolbar, and then click Movies in the Media Browser. Select a file, and then drag it to a sheet or to a media placeholder. mm Choose Insert > Choose, and then navigate to the movie file you want. Select it, and then click Insert. Drag the movie where you want it on a sheet.
Adjusting Media Playback Settings If you don’t want to use an entire audio file or movie in your spreadsheet but instead want to limit the playback only to certain parts, you can set this up in the QuickTime inspector. You can also set the movie poster frame, which is the frame that displays until the movie starts playing, and other playback options. The QuickTime inspector button Start and stop a movie at particular times. Select the frame to display until the movie begins playing.
Reducing the Size of Media Files Including large sound and movie files in a Numbers spreadsheet can make the entire document file size very large. If you’re using only a portion of the sound or movie file in your spreadsheet, you can remove the unused portions of the audio or video file to make the Numbers file smaller. You can choose either to reduce the size of individual media files or to reduce the size of all the media files in the document that are not being used in full.
To learn how to Go to Arrange objects on a sheet, group them, and lock them “Moving and Positioning Objects” on page 214 Resize objects, change their orientation, modify their borders, and perform other editing operations “Modifying Objects” on page 219 Fill objects with a solid color, color gradients, or images “Filling Objects with Colors or Images” on page 225 Selecting Objects Before you can move, modify, or perform other operations on objects, you must select them.
Deleting Objects To delete objects: mm Select the object(s) and press the Delete key. If you accidentally delete an object, choose Edit > Undo Delete. Moving and Positioning Objects Numbers provides several tools to help you arrange items on a sheet with great precision, including customizable alignment guides. Objects can be grouped together, making it easier to manipulate sets of objects, and locked into position to prevent them from being moved while you work.
To learn how to Go to Create your own alignment guides that remain visible as you work “Creating Your Own Alignment Guides” on page 217 Place objects precisely by using x and y coordinates “Positioning Objects by x and y Coordinates” on page 217 Set objects to remain together when you move, copy, or paste them “Grouping and Ungrouping Objects” on page 218 Join two objects with a line “Connecting Objects with an Adjustable Line” on page 219 Lock objects in place so you don’t inadvertently move them
Top: Positions objects so that their top edges align horizontally to the first object you select. Middle: Moves objects vertically so that their centers align horizontally to the first object you select. Bottom: Positions objects so that their bottom edges align horizontally to the first object you select. mm To space the objects evenly on a sheet, choose Arrange > Distribute Objects, and then choose an option from the submenu. Horizontally: Adjusts the horizontal spacing between objects.
Creating your own alignment guides wherever you need them can also help you place objects. See “Creating Your Own Alignment Guides” on page 217. Creating Your Own Alignment Guides You can create static alignment guides to help you align objects on a sheet. These alignment guides don’t appear and disappear as you drag objects but remain visible while you’re working, even if you leave the sheet and then return to it later. To create an alignment guide: 1 Click View in the toolbar, and then choose Show Rulers.
When you enter x and y coordinates for line positions in the Metrics Inspector, the Start coordinates refer to the first endpoint you created (or the upper-left endpoint, if you didn’t draw the line). If you later flip or rotate the line, the Start coordinates continue to refer to the same endpoint. Position a line by specifying x and y coordinates for its first endpoint. Position a line by specifying x and y coordinates for its second endpoint.
Connecting Objects with an Adjustable Line When you want to join two objects with a line, the easiest way is to use a connection line (rather than creating a separate line as a shape). Two objects joined by a connection line remain joined even if you reposition the objects. To join two objects with a connection line: 1 Hold down the Command key while you select the two objects you want to join, and then choose Insert > Connection Line. A straight line appears, connecting the selected objects.
To learn how to Go to Change an object’s size “Resizing Objects” on page 220 Flip or rotate an object “Flipping and Rotating Objects” on page 220 Format a border around objects “Changing the Style of Borders” on page 221 Place a picture frame around an object “Framing Objects” on page 222 Add shadows to create an appearance of depth “Adding Shadows” on page 223 Add a reflection that reflects vertically downward “Adding a Reflection” on page 224 Make objects more or less opaque “Adjusting Opacit
Here are ways to change an object’s orientation: mm To flip an object horizontally or vertically, select the object, and then choose Arrange > Flip Horizontally or Arrange > Flip Vertically. You can also click Inspector in the toolbar, click the Metrics inspector button, and then use the Flip buttons. mm To rotate an object, select the object, hold down the Command key and move the pointer toward an active selection handle until it changes to a curved, double-headed arrow, and then drag a selection handle.
4 Choose a line style from the pop-up menu. Click the color well to choose a line color. Choose a solid line, dotted line, dashed line, or another line style. Enter the line thickness in this field. Choose line endpoints from these pop-up menus. 5 To change the line thickness, type a value in the Stroke field (or click the arrows). 6 To change the line color, click the color well and select a color.
To change a picture frame: 1 Select a framed object or media placeholder, click Inspector in the toolbar, and then click the Graphic inspector button. 2 Choose Picture Frame from the Stroke pop-up menu, and then click the arrow next to the thumbnail to choose a new picture frame. To remove a picture frame: mm Select the media or media placeholder, and then choose a line style (or None) from the Stroke pop-up menu. Adding Shadows Shadows create an appearance of depth.
4 Set the angle for the shadow using the Angle controls. 5 To set how far the shadow is from the object, use the Offset controls. A high shadow offset value makes an object’s shadow appear longer and slightly separated from the object. 6 To adjust the softness of the shadow’s edge, use the Blur controls. A high blur value makes the object’s shadow appear more diffuse; a low value gives the shadow more sharply defined edges. 7 To change the shadow’s transparency, set a percentage in the Opacity field.
When you put a low-opacity object on top of another object, for example, the bottom object shows through the top object. Depending on how high or low you set the opacity, the objects below can be highly visible, partly obscured, or completely blocked from view (at 100-percent opacity). To change an object’s opacity: 1 Select the object. 2 Do one of the following: ÂÂ In the format bar, use the Opacity controls to adjust opacity.
To learn how to Go to Add a solid-color background to an object “Filling an Object with a Solid Color” on page 226 Add a background of colors that blend into each other “Filling an Object with Blended Colors (Gradients)” on page 226 Place an image inside an object “Filling an Object with an Image” on page 228 Filling an Object with a Solid Color You can fill shapes, tables, table cells, and chart elements with a solid color. Use the format bar to quickly add a fill color to a selected object.
2 Click each color well and choose the colors you want to blend together in the Colors window. To learn more about using the Colors window, see “The Colors Window” on page 24. 3 To set a direction for the gradient, use the Angle wheel or field. 4 To flip it horizontally or vertically, click the Angle arrow buttons. 5 To invert the gradient, click the double-headed arrow next to the color wells.
ÂÂ To change how sharply or subtly the colors blend along the gradient, drag the circular blend point control outside your object, closer to or farther from the gradient’s center. Experiment with the circular blend point controls attached to your object and the blend point controls above the gradient strip in the Graphic inspector, dragging them until you create the look you want. 8 To invert the gradient, click the double-headed arrow next to the color wells.
Tile: Repeats the image inside the object, if the image is smaller than the object. If the image is larger than the object, you see only part of the image inside the object. Tile (small image) Tile (large image) Scale to Fill Original Size Tile (large image) Scale to Fit Stretch 5 If you chose Tinted Image Fill, click the color well (to the right of the Choose button) to choose a tint color. Drag the Opacity slider in the Colors window to make the tint darker or lighter.
Working with MathType If you have MathType 6 installed, you can open it within Numbers and use it to type mathematical expressions and equations. After you’ve created an equation in MathType 6, you can manipulate the equation as an image in Numbers. To type an equation using MathType 6 within Numbers: 1 Place the pointer where you want the equation to appear. 2 Choose Insert > MathType Equation. MathType 6 opens and the equation “E=mc2” appears.
Adding Address Book Data to a Table 10 This chapter describes how to add contact information stored in Address Book and vCards to a Numbers table. Address Book fields are a rich source of names, phone numbers, addresses, and other data for people. You can use Address Book data to quickly create tables that consolidate information you need for business contacts, personal friends, holiday correspondents, and so on. Using Address Book Fields You can insert data from Address Book fields into Numbers tables.
Address Book field names Field name synonyms Prefix Name title, Name prefix Last name Last, Surname First name First, Given name, Forename Suffix Name suffix, Professional suffix, Academic suffix Nickname Maiden name Job title Department Job department Company Phone (first available number) Main phone Work phone Home phone Mobile Mobile phone, Mobile telephone, Cell phone, Cell telephone, Cellular, Cellular phone, Cellular telephone Home fax Work fax Pager Beeper Other phone Email (first ava
Address Book field names Field name synonyms Work AIM Work IM, Work IM handle, Work IM name, Work IM address, Work chat handle, Work chat name, Work chat address Home AIM Home IM, Home IM handle, Home IM name, Home IM address, Home chat, Home chat handle, Home chat name, Home chat address Other AIM Other IM, Other IM handle, Other IM name, Other IM address, Other chat, Other chat handle, Other chat name, Other chat address Yahoo Work Yahoo Home Yahoo Other Yahoo Address Street address (first availab
Address Book field names Field name synonyms Other city Other town Other state Other zip Other zip code, Other postal code Other country Note Notes Adding Address Book Data to an Existing Table You can add data from Address Book or from a vCard to an existing table if the table’s header row contains names that match the field names listed in “Mapping Column Names to Address Book Field Names” on page 231.
The table contains a column for each Address Book or vCard field named, as “Mapping Column Names to Address Book Field Names” on page 231 describes. However, only fields named Last name, First name, Phone, and Email are initially visible; the other columns are hidden. To view the hidden columns, choose Table > Unhide All Columns. You can delete or rename columns as required.
Sharing Your Numbers Spreadsheet 11 This chapter describes the various ways you can distribute your Numbers spreadsheet so others can access it. In addition to printing or faxing your spreadsheet, you can share your spreadsheet electronically. By exporting to other document formats, you can collaborate with others who use Excel and other applications. You can also share spreadsheets on the web and using Mail.
Exporting a Spreadsheet to Other Document Formats You can share your Numbers spreadsheets on different platforms and with various applications by exporting them to a file in PDF, Excel, or comma-separated values (CSV) format.
Exporting a Spreadsheet in Excel Format Files in Excel format can be opened and edited in Microsoft Excel on a Mac OS X computer or on a Windows computer. Each table is converted to an Excel worksheet, and all other objects are placed on separate worksheets if there’s more than one table. Here are ways to create an Excel version of your spreadsheet: mm Choose Share > Export, and then click Excel. Select Summary if you don’t want a summary worksheet included for multi-worksheet exports.
Sending Your Numbers Spreadsheet to iWork.com public beta You can send your spreadsheet to iWork.com and access it using any computer with a supported web browser, an email account, and your Apple ID. Your Apple ID is the same as your MobileMe subscriber name or iTunes store account ID. If you don’t have an Apple ID, go to https://appleid.apple.com and follow the onscreen instructions to get one. When you send a spreadsheet to iWork.
If you've forgotten your Apple ID or password, click Forgot Password, and then follow the onscreen instructions. If it’s your first time sending a document to iWork.com, an email verification is sent to your email address. Click the verification link in the email, and then continue sharing your document. 3 Select “Share with viewers.” 4 In the To and Message fields, type the email addresses and a message for the people you want to allow access to the spreadsheet.
4 Click Show Advanced if you want to change the online name of the spreadsheet, and then type or choose a filename for the online document. 5 Click Publish. A copy of your spreadsheet is published to iWork.com. Viewers can view your spreadsheet, but they can’t add comments and notes to it. 6 In the dialog that appears, click View Online to see your spreadsheet on iWork.com. Your browser opens and displays the published spreadsheet on iWork.com.
Sending a Spreadsheet Using Email Attach your spreadsheet in Numbers, Excel, or PDF format to an email message. If you password-protected the spreadsheet, the password settings are retained for Numbers attachments. To attach a spreadsheet to an email message: 1 If you want to email a spreadsheet in Numbers format, you can password-protect it first. See “Password-Protecting a Spreadsheet” on page 31 to learn how to password-protect a spreadsheet.
Sharing Charts, Data, and Tables with other iWork Applications You can copy a chart and paste it into a Keynote presentation or a Pages document. After it’s pasted, the chart is linked to the Numbers version. If the Numbers table data depicted in the chart changes, save the changed Numbers spreadsheet and then refresh the chart in Keynote or Pages. See “Sharing Charts with Pages and Keynote Documents” on page 143 for more information.
Designing Your Own Numbers Spreadsheet Templates 12 This chapter is for designers who want to create their own spreadsheet templates. This chapter assumes you are already familiar with the features of Numbers described in earlier chapters. Designing a Template The templates that come with Numbers provide ideas for designing the look of charts, tables, and other objects. To create your own templates, you can do something as simple as adding your company logo to an existing template.
Defining Table Styles for a Custom Template A template has one or more table styles that let you format a selected table in a single click. Table styles are useful for applying consistent formatting to tables. You can use or redefine the table styles in a Numbers template, or you can create your own styles. See “Using Table Styles” on page 114 to learn how.
To set default chart attributes: 1 Place a chart on the sheet by clicking Charts in the toolbar and choosing a chart type. 2 Select the chart, and then set its attributes. To resize a chart, rotate it, and set other attributes that charts have in common, see “Formatting Charts” on page 143. To learn how to format pie charts, bar charts, and other specific chart types, see “Formatting Specific Chart Types” on page 154.
To set default image attributes: 1 Import an image, as “Working with Images” on page 194 describes. 2 Select the image, and then set its attributes. To remove unwanted parts of an image, see “Masking (Cropping) Images” on page 196 and “Removing the Background or Unwanted Elements from an Image” on page 198. To improve the image quality and create interesting effects, see “Changing an Image’s Brightness, Contrast, and Other Settings” on page 199.
Creating Media Placeholders for a Custom Template When you drag your own image, movie, or audio file to a media placeholder, your media is automatically sized and positioned for you. You can easily replace media in the media placeholder by dragging a new file to it; you don’t have to delete the old file first. To create a media placeholder: 1 Add an image, audio file, or movie to the spreadsheet.
Saving a Custom Template You can save your new template so that it appears in the Template Chooser. To save a custom template: 1 Choose File > “Save as Template.” 2 Type a name for the template. 3 Make sure the folder named My Templates appears in the Where pop-up menu of the Save window. The template is saved in your home folder in the following subfolder structure: Library/ Application Support/iWork/Numbers/Templates/My Templates/. It appears in the My Templates pane of the Template Chooser.
2-axis charts 161 A absolute cell references 129 Address Book adding Address Book data to a new table 234 adding Address Book data to an existing table 234 adding vCard data to a new table 234 adding vCard data to an existing table 234 mapping column names to field names 231 Adjust Image window 199 alignment guides creating your own 217 using 216 area charts 160 arithmetic operators 130 arrow shapes 206 audio.
defining rules 83 using 83 cropping 197 CSV format 238 currency format 93 custom cell formats changing 112 date/time format 110 managing 113 number format 102 text format 111 using 101 custom date/time format 110 custom number formats associating conditions with 108 creating 102 defining the decimals element 105 defining the integers element 104 defining the scale element 106 custom templates creating 244 creating initial content 247 creating media placeholders 248 defining default chart
keeping visible as you scroll 64 headers and footers 44 hiding rows and columns 66 hyperlinks 187 I images changing brightness, contrast, and other settings 199 importing 194 masking (cropping) 196 reducing file size 198 removing background or unwanted elements 198 replacing template images 196 supported file types 194 importing a file Address Book data 29 CSV data 29 from AppleWorks 29 from Excel 29 in iWork ’08 format 30 information for document searches 38 See also Spotlight Inspector
page layout 44 page margins 46 page numbers adding 45, 189 formatting 189 inserting 188 See also headers and footers page orientation (portrait and landscape) 45 password protection for a PDF of a spreadsheet 237 for a spreadsheet 31 PDF format 237 percentage format 94 picture frames 222 pie charts 154 polygon shape 208 pop-up menus.
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