Numbers ’09 User Guide
KKApple Inc. Copyright © 2010 Apple Inc. All rights reserved. Under the copyright laws, this manual may not be copied, in whole or in part, without the written consent of Apple. Your rights to the software are governed by the accompanying software license agreement. The Apple logo is a trademark of Apple Inc., registered in the U.S. and other countries.
Contents 11 Preface: Welcome to Numbers ’09 13 13 14 16 16 17 17 18 19 20 21 23 24 25 26 27 Chapter 1: Numbers Tools and Techniques 28 28 29 30 30 31 32 34 34 34 35 35 35 36 Chapter 2: Creating, Saving, and Organizing a Numbers Spreadsheet Spreadsheet Templates The Numbers Window Zooming In or Out The Sheets Pane Print 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 Keyboard Shortcuts and S
37 37 38 39 40 41 41 42 42 42 43 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 44 44 45 45 48 48 49 49 50 51 51 52 52 53 54 54 55 56 57 58 58 59 60 61 62 62 63 64 65 66 67 Chapter 3: Using Tables 4 Working with Tables Adding a Table U
72 72 75 75 75 76 77 78 79 80 80 82 83 83 84 84 85 86 86 88 89 90 91 92 93 93 94 95 96 96 98 99 101 102 103 105 107 108 109 110 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 Table Cells Displaying Content Too Large for Its Table Cell Using Conditional Formatting to Monitor Table
111 111 112 112 113 113 114 114 114 Chapter 5: Working with Table Styles 115 115 116 117 118 119 120 121 123 123 123 125 126 127 127 127 128 129 130 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 Calculations Using Predefined Quick Formulas Creating Your Own Formu
141 Placing and Formatting a Chart’s Title and Legend 141 Resizing or Rotating a Chart 142 Formatting Chart Axes 145 Formatting the Elements in a Chart’s Data Series 148 Showing Error Bars in Charts 149 Showing Trendiness in Charts 150 Formatting the Text of Chart Titles, Labels, and Legends 151 Formatting Specific Chart Types 151 Customizing the Look of Pie Charts 152 Changing Pie Chart Colors and Textures 153 Showing Labels in a Pie Chart 154 Separating Individual Wedges from a Pie Chart 154 Adding Shadow
173 174 174 175 175 176 176 176 176 176 177 177 178 178 179 180 182 182 182 183 184 184 185 185 186 186 187 187 188 189 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 Inset Margin of Text in Objects Creating Lists Generating Lists Automatically F
202 Reshaping a Curve 202 Reshaping a Straight Segment 203 Transforming Corner Points into Curved Points and Vice Versa 203 Editing a Rounded Rectangle 203 Editing Single and Double Arrows 204 Editing a Quote Bubble or Callout 205 Editing a Star 205 Editing a Polygon 206 Using Sound and Movies 206 Adding a Sound File 207 Adding a Movie File 208 Placing a Picture Frame Around a Movie 208 Adjusting Media Playback Settings 209 Reducing the Size of Media Files 210 Manipulating, Arranging, and Changing the Look
229 Mapping Column Names to Address Book Field Names 231 Adding Address Book Data to an Existing Table 232 Adding Address Book Data to a New Table 233 233 234 234 235 235 236 239 239 240 Chapter 11: Sharing Your Numbers Spreadsheet 241 241 242 242 242 243 243 244 244 244 245 245 246 Chapter 12: Designing Your Own Numbers Spreadsheet Templates 247 Index 10 Printing a Spreadsheet Exporting a Spreadsheet to Other Document Formats Exporting a Spreadsheet in PDF Format Exporting a Spreadsheet in Excel
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 When you first open the Numbers application (by clicking its icon in the Dock or double-clicking its icon in the Finder), the Template Chooser window presents a variety of spreadsheet templates from which to choose.
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.
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.
The default set of toolbar buttons is shown below. Show or hide Print View, comments, and more. Add a sheet. Open the inspector window, Media Browser, Colors window, or Fonts window. Sort, filter, and categorize rows. Add a table. Add a formula or function. Add a chart, text box, shape, or comment. Publish the spreadsheet on the web. To customize the toolbar: 1 Choose View > Customize Toolbar. The Customize Toolbar sheet appears. 2 Make changes to the toolbar as desired.
Here’s what the format bar looks like when a table or table cell is selected: Show or hide a table’s name. Format text in table cells. Format cell values. Format cell borders. Arrange text in table cells. Manage headers and footers. Add background color to a cell. To show and hide the format bar: mm Choose View > Show Format Bar or View > Hide Format Bar. The Inspector Window Most elements of your spreadsheet can be formatted using the Numbers inspectors.
Formula Tools You add a formula to a table cell when you want to display a value in the cell that’s derived using a calculation. Numbers has several tools for working with formulas in table cells: ÂÂ The Formula Editor lets you create and modify formulas. Open the Formula Editor by selecting a table cell and typing the equal sign (=). You can also open it by choosing Formula Editor from the Function pop-up menu in the toolbar. Text field View or edit a formula.
ÂÂ Using the Function Browser is the fastest way to add a function. A function is a predefined formula that has a name (such as SUM and AVERAGE). Select a category to view functions in that category. Search for a function. Select a function to view information about it. Insert the selected function. To open the Function Browser, choose Show Function Browser from the Function pop-up menu in the toolbar. “Adding Functions to Formulas” on page 121 explains how to use the Function Browser.
To apply a table style, simply select the table and click a style in the Styles pane. Switching from one table style to another takes only one click. See “Using Table Styles” on page 111 for details.
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 191 Add a sound file “Adding a Sound File” on page 206 Add a movie file “Adding a Movie File” on page 207 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 228 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.
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. 6 If you or someone else will open the spreadsheet on another computer, click Advanced Options and set up options that determine what’s copied into your spreadsheet.
Undoing Changes If you don’t want to save changes you made to your spreadsheet since opening it or last saving it, you can undo them. Here are ways to undo changes: mm To undo your most recent change, choose Edit > Undo. mm To undo multiple changes, choose Edit > Undo multiple times. You can undo any changes you made since opening the spreadsheet or reverting to the last saved version. mm To restore changes you’ve undone using Edit > Undo, choose Edit > Redo one or more times.
Saving Spotlight Search Terms for a Spreadsheet You can store such information as author name and keywords in Numbers spreadsheets, and then use Spotlight to locate spreadsheets containing that information. To store Spotlight terms: 1 Click Inspector in the toolbar, and then click the Document inspector button. 2 In the Spotlight fields, enter or change information.
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. If you’ve made changes since you last saved the spreadsheet, Numbers prompts you to save.
To learn how to Go to Create and remove sheets “Adding and Deleting Sheets” on page 37 “Reorganizing Sheets and Their Contents” on Move sheets around, reorder their tables and charts, and move tables and charts among sheets page 37 Name a sheet “Changing Sheet Names” on page 38 Adding and Deleting Sheets Here are ways to create and remove sheets: mm To add a new sheet, click the Sheet button in the toolbar. You can also choose Insert > Sheet.
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.
To avoid showing header rows or columns when a table spans pages, on the Table menu deselect “Repeat Header Rows on Each Page” or “Repeat Header Columns on Each Page.” 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.
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 50 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 111 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.
mm Use the Formula Editor and formula bar to add and edit formulas. See “Adding and Editing Formulas Using the Formula Editor” on page 119 and “Adding and Editing Formulas Using the Formula Bar” on page 120 for details. mm Use the Function Browser to add and edit functions. See “Adding Functions to Formulas” on page 121 for details. Resizing a Table You can make a table larger or smaller by dragging one of its selection handles or by using the Metrics inspector.
mm To constrain the movement to horizontal, vertical, or 45 degrees, hold down the Shift key as you drag. mm To move a table more precisely, click any cell, click Inspector in the toolbar, click the Metrics inspector button, and then use the Position fields to relocate the table. mm To copy a table and then move the copy, hold down the Option key, press at the edge of an unselected table or an entire table that’s selected, and drag.
When you’ve created a visual effect that you want to reuse, you can copy and paste it; select the table or cells whose effects you want to reuse, choose Format > Copy Style, select the table or cells you want to format, and then choose Format > Paste Style. You can also use table styles to replicate formatting you’ve applied to a table, as “Using Table Styles” on page 111 describes.
A copy of your reusable table can now be added to the current spreadsheet by choosing it from the menu of predefined tables that appears when you click Tables in the toolbar or choose Insert > Table. To rearrange, rename, or delete tables on the menu, choose Format > Advanced > Manage Tables. Double-click a name to change the name of a predefined table. Select a table and click the up or down arrow button to move it up or down in the list of tables. Click the Delete (–) button to remove a table.
Selecting a Table When you select a table, selection handles appear on the edges of the table. Here are ways to select a table: mm Click the table name in the Sheets pane. mm If a table cell isn’t selected, move your pointer to the edge of the table. When the pointer changes to include a black cross, you can click to select the table. mm If a table cell or border segment is selected, click the Table handle in the upper left to select the table. You can also press Command-Return.
To select If “Return key” option is selected If “Return key” option isn’t selected The next cell to the right Press Tab. Press Tab. If you press Tab when the last cell in a column is selected, a new column is added. If you press Tab in the last column, the first cell in the next row is selected. If you add or change data in the If you press Tab in the last cell of the table, a new row is added. last column, press Tab twice to add a new column. The previous cell Press Shift-Tab. Press Shift-Tab.
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.
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. The pointer changes shape when it’s over a horizontal or vertical segment. The pointer appears to straddle the segment.
To learn how to Go to Delete rows and columns “Deleting Table Rows and Columns” on page 58 Use header rows and header columns “Adding Table Header Rows or Header Columns” on page 59 Freeze header rows and columns so they remain in view as you scroll through a table’s body rows and body columns “Freezing Table Header Rows and Header Columns” on page 60 Use footer rows “Adding Table Footer Rows” on page 61 Resize rows and columns “Resizing Table Rows and Columns” on page 62 Give every other row in
You can also click in a row and then choose Table > Add Row Above or Table > Add Row Below. mm To add multiple rows, select the number of rows you want to add (select three rows if you want to add three rows). To add rows after a particular row, make sure the bottom row selected is the one after which you want the new rows added; to add rows before a particular row, make sure the top row selected is the one before which you want the new rows added.
Press Tab once when the last cell is selected. Press Tab twice if you’ve just added or changed the cell value and you’re still editing the cell. To add one or more columns to the right side of a table, you can use the Column handle in the upper right, visible when a cell is selected. To add a column to the right side of the table, click the Column handle once. To add multiple columns to the right side of the table, drag the Column handle or the Column and Row handle (in the lower right) to the right.
mm To delete empty rows, drag the lower-left Row handle up or drag the lower-right Column handle up. To remove rows with content, hold down the Option key while dragging. mm To delete empty columns, drag the upper-right Column handle inward. To remove columns with content, hold down the Option key while dragging. Adding Table Header Rows or Header Columns Use header rows and columns when you want to label rows and columns.
mm Click the disclosure triangle next to a Header button in the toolbar, and then choose the number of header rows or header columns to add from the pop-up menu. Choose 0 to remove all header rows or header columns. Add header column. Add header rows. mm To delete a header row or header column, hold the pointer over the reference tab of a header row or header column to see its menu arrow. Click the arrow and then choose Delete Row or Delete column from the pop-up menu.
Adding Table Footer Rows Use footer rows when you want to draw attention to the bottom rows of a table. Footer rows are formatted so that they stand out from the other (body) rows. A footer row consists of the bottommost cell in each column. You can use as many as five footer rows. To format a footer to span columns, merge the footer cells, as “Merging Table Cells” on page 83 describes.
Resizing Table Rows and Columns Resize all rows and columns so they’re equal in size, or resize only specific rows and columns in a table. Here are ways to resize rows and columns: mm To make all rows the same size, select the table or one or more columns, and then choose Table > Distribute Rows Evenly. mm To make all columns the same size, select the table or one or more rows, and then choose Table > Distribute Columns Evenly.
4 Click the adjacent color well to open the Colors window, and then choose a color for the alternate rows. See “The Colors Window” on page 24 for instructions. 5 To change the fill attributes of the other rows, use the Cell Background controls in the Table inspector. See “Filling Objects with Colors or Images” on page 223 for instructions. Hiding Table Rows and Columns Hide specific rows or columns when you want to avoid showing or using them but don’t want to delete them.
mm To show rows hidden immediately above a row or columns hidden immediately to the left of a column, click the reference tab for the row or column and then choose “Unhide Rows row numbers“ or “Unhide Columns column letters” from the pop-up menu. mm To show rows or columns hidden in a selected range of rows or columns, select the range and then choose Unhide Selected Rows from the pop-up menu of any of the selected rows or columns.
mm To sort only part of a table, select the rows you’d like to sort, open the Reorganize window, and choose “Sort selected rows” from the pop-up menu. Then choose a column to sort by and a sort order from the other pop-up menus. mm To re-sort values after changing them, open the Reorganize window and click Sort Now. mm To sort the table by one column and then by another column, open the Reorganize window and choose an option from the three pop-up menus.
4 Choose the column whose values you want to use to create filter criteria. 5 Use the remaining controls to define the column value for rows you want to show. 6 To use additional filter criteria, click the Add button (+) to define each one you want to add. If you choose “is in the top n values” or “is in the bottom n values,” all values matching the top or bottom n will be shown, which may be more than n. Note: You can’t add any new rows to the table until you stop filtering rows.
ÂÂ You can display automatically calculated values (such as subtotals and row count) in category row cells.
You may want to hide the column (click its reference tab’s pop-up menu and choose Hide Column). To change the placeholder name in a category row to a more meaningful name, edit the name as you would text in any cell. Double-click to type a new category name. Creating categories using values in a column When you categorize a table using the values in a column, Numbers creates a different category for each unique value in the column.
mm To place a range of adjacent or nonadjacent rows into a category, select the rows and then choose “Create Category from Selected Rows” from the reference tab’s pop-up menu for one of the selected rows. mm To categorize rows with the same value in a particular column, choose “Categorize by This Column” from the reference tab pop-up menu for the column. When a value in the column changes, its row is placed in a different category based on its new cell value. You can also use the Reorganize window.
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.
Each subcategory has its own category row in the table. Subcategory row mm To add a category or subcategory above or below an existing category or subcategory, in the cell reference pop-up menu for the category or subcategory, choose Add Category Above or Add Category Below. If you delete a value from a category value column, its row is placed into a category with blank values in the column. 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. Deselect “Insert Categories from the following.
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 163 for additional information. mm To check spelling, follow the instructions in “Checking for Misspelled Words” on page 187.
Instructions for using formulas and functions in table cells are in “Creating Your Own Formulas” on page 118. 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.
Using Conditional Formatting to Monitor Table Cell Values Conditional formatting changes a cell’s appearance when the cell contains a particular value, referred to as a test value. 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.
The options in the top section of the menu apply tests to numeric values. Options in the middle section are for text values. The “With dates” option is for dates. 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.
Fill color well: Click it to select a cell fill color. 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.
mm To change a rule, redefine its pop-up menu options, test values, or formatting. Here are some techniques for working with test values that are specified as cell references: 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.
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.
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 58 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 128 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 78 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.
3 Choose “Date and Time” from the Cell Format pop-up menu. 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 pop-up 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 102 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 99 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 108 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.
mm To change a custom format name, use the custom cell format management dialog. To show the dialog, click Manage Formats in the custom format dialog or choose Format > Manage Custom Cell Formats. Then double-click the name, type your changes, and click OK. 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.
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 114 table style Change the name of a table style “Renaming a Table Style” on page 114 Remove a table style from a spreadsheet “Deleting a Table Style” on page 114 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.
mm To format text in one or more cells, select the cells. 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.
Creating New Table Styles You can create a new table style by reformatting a table and saving the formatting as a table style. To create a new table style: 1 Use the instructions in “Modifying Table Style Attributes” on page 112 to achieve the visual effects you want. 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.
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 119 Use the resizable formula bar to work with a formula “Adding and Editing Formulas Using the Formula Bar” on page 120 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 121 Detect an erroneous formula “Handling Errors and Warnings in Formulas” on page 123 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 123. ÂÂ To add functions to the text field, place the insertion point and follow the instructions in “Adding Functions to Formulas” on page 121. 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 123 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 126 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.
If both the formula cell and its referenced cells are selected, when you move the selection, the formula stays the same, regardless of the relative or absolute settings of the cell references. 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.
Finding and Replacing Formula Elements Using the Find & Replace window, you can search through all of a spreadsheet’s formulas to find and optionally change elements. Here are ways to open the Find & Replace window: mm Choose Edit > Find > Show Search, and then click Find & Replace. 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.
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 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.
To give a different emphasis to your data, you can transpose the data so that data points are grouped by region rather than by year. In this case, the data points for each year are represented as a series of columns (data series); in this case each series has only two data points and the groups of columns for each region are categories. So this column chart contains two sets of four columns (data points), one category for Region 1 and one data set for Region 2.
Creating a Chart from Table Data You can add a chart that shows all the data in a table or only data in selected cells of one or more tables. If you change the data in a chart’s related table cells, the chart is automatically updated. When you add a chart, Numbers defines either the table rows or columns as the default data series.
mm To draw a chart, first select the table cells you want the chart to reference, and then hold down the Option key as you click Charts in the toolbar. Choose a chart type. When the pointer changes into a crosshair, drag the crosshair across the canvas to create a chart that’s the size you want. To constrain the chart’s proportions, hold down the Shift key as you drag.
If you switch to a bar, column, area, or line chart, each series in the new chart corresponds to a row or column. If you switch to a 3D version of a chart, the Chart inspector provides controls for managing object depth, lighting style, and more. Formatting you’ve applied to the chart you’re changing may not be applied to the new chart. For example, the color fill attribute of data point elements (bars, wedges, and so on) has a different default value for each type of chart.
Switching Table Rows and Columns for Chart Data Series When you select a chart, a dark frame appears around its related table cells. The data series button in the upper-left corner of the frame around the referenced table of a selected chart lets you transpose the table rows and columns as data series in your chart. Data series button These squares indicate which color represents each data series.
If the chart is a scatter chart, dragging lets you add only an even number of rows or columns. mm To add a new row or column of data, select the table and insert the row or column between cells that are already plotted. When you add data to the new cells, the data will be plotted in the chart. mm To add data from cells in a different table, select the cells with data you want to add, and then drag them to the chart. The new data is added as a new data series.
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. ÂÂ To replace all or part of a data series with a different row or column of data, in the Data field of the Series pane, select the cell reference representing the data series range that you want to replace, and then drag across the new range of cells with data that you want to include.
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 145 Show special elements in charts “Showing Error Bars in Charts” on page 148 “Showing Trendiness in Charts” on page 149 Format pie charts, bar charts, and other specific chart types “Formatting Specific Chart Types” on page 151 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 222 and “Filling Objects with Colors or Images” on page 223.
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 152 Show series and data point labels in a pie chart “Showing Labels in a Pie Chart” on page 153 Make individual pie wedges more visually prominent “Separating Individual Wedges from a Pie Chart” on page 154 Add shadows to pie charts “Adding Shadows to Pie Charts and Wedges” on page 154 Rotate a 2D pie chart “Rotating 2D Pie Charts” on page 155 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 98 for more information. 5 To show the series name, select Show Series Name.
To add shadows: 1 Select the chart or individual pie wedges. Click Inspector in the toolbar, and then click the Chart inspector button. Do one of the following: 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 220 for instructions.
ÂÂ To change the space between categories (on unstacked charts), specify a value in the “Gap between sets” field. The value is the percentage of the bar thickness. Decreasing the space between the bars makes them thicker. You can also move the pointer near a bar edge until it becomes a double-headed arrow, and then drag to make the bars thicker or thinner. 4 To add shadows, do one of the following: ÂÂ To add shadows to individual bars, choose Individual from the Shadow pop-up menu.
mm To join points with a curve, select a data series (line), and then choose Curve from the Connect Points pop-up menu. mm To change the line color, select a line, click Inspector in the toolbar, click the Graphic inspector button, and then use the Stroke controls. To learn about other formatting options, see “Formatting Charts” on page 140. 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 and lines. Select a symbol and use the Symbol and Size controls to format symbols. Use the Stroke controls to format the lines. The Chart inspector offers additional options. 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.
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 140.
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.
Formatting Text Size and Appearance You can format text using the format bar, the Numbers menus, the Text inspector, and the Fonts window.
mm To use the Format menu, select some text, or click where you want to type new text, and choose Format > Font > Bold, Italic, or Underline. mm To use the Fonts window, select some text, click Fonts in the toolbar, and then use controls in the Fonts window to make text bold, italic, or underlined. See “The Fonts Window” on page 25 for more information about the Fonts window.
Changing Text Size You can change the point size of text to make the text larger or smaller. To change the size of selected text: 1 Select the text you want to resize. 2 To change the text size, do one of the following: ÂÂ To change the text size in 1-point increments, choose Format > Font > Bigger. Or choose Format > Font > Smaller. You can also use the Text Size pop-up menu in the format bar.
Choose Title to change the text to a title format, which capitalizes the first letter of each word. Choose None to avoid automatic capitalization. Changing Fonts When text is selected, quickly change font family, type, size, color, and background color using the controls in the format bar. The Fonts window gives you extensive control over fonts. Use size controls and typography settings to customize the appearance of your text.
Depending on the type of display you have, you may notice only small or no differences between smoothing styles. 3 If you plan to use small font sizes in your document, choose a point size from the “Turn off text smoothing for font sizes” pop-up menu. When text smoothing (“antialiasing”) is on, smaller fonts can be harder to read so you may want to turn it off for smaller font sizes.
You can use the Keyboard Viewer to see where characters are located on keyboards used for other languages if you have those fonts installed. To access the Keyboard Viewer, the Input menu must be visible in the menu bar. To show the Input menu: 1 Choose Apple > System Preferences and do one of the following: ÂÂ For Mac OS X 10.6 or later, click Language & Text, then click Input Sources, and then select the checkbox next to Keyboard & Character Viewer. ÂÂ For Mac OS X 10.5.
4 Click an item in the list on the left to see the characters that are available in each category. 5 Double-click the character or symbol on the right that you want to insert into your spreadsheet, or select the character and click Insert. If the character doesn’t appear in your spreadsheet, Numbers may not support that character. Using Smart Quotes Smart quotes are opening and closing quotation marks that are curly; the opening quotation marks are different from the closing marks.
Setting Text Alignment, Spacing, and Color The primary tools for adjusting text attributes are the format bar and the Text inspector. You can make some horizontal alignment adjustments (such as centering text or aligning it on the left) by using the Format menu. 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.
To learn how to Go to Align text “Aligning Text Horizontally” on page 171 “Aligning Text Vertically” on page 172 Adjust text spacing “Setting the Spacing Between Lines of Text” on page 172 “Setting the Spacing Before or After a Paragraph” on page 173 “Adjusting the Spacing Between Characters” on page 174 Adjust text color “Changing Text and Text Background Color” on page 174 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 176. 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 176. 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 178 Use the Text inspector to format bulleted lists “Formatting Bulleted Lists” on page 178 Use the Text inspector to format numbered lists “Formatting Numbered Lists” on page 179 Use the Text inspector to add and format ordered “Formatting Ordered Lists” on page 180 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.
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 pop-up menu. Otherwise, choose Numbers instead. 4 Choose a numbering style from the pop-up menu directly below it. 5 To adjust the space between numbers and the left margin, use the Number Indent field.
Using Text Boxes, Shapes, and Other Effects to Highlight Text To learn how to Go to Add text boxes “Adding Text Boxes” on page 182 Emphasize text using color “Changing Text and Text Background Color” on page 174 Create columns of text “Presenting Text in Columns” on page 182 Place text in a shape “Putting Text Inside a Shape” on page 183 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.
Linking to a Preaddressed Email Message You can add a hyperlink that you can click to create a preaddressed email message in your default mail application. 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.
Inserting Page Numbers and Other Changeable Values You can insert values such as page numbers, page count, filename, and date and time in a spreadsheet by using formatted text fields, which are automatically updated by Numbers when these values change. Although values such as these are common in headers and footers (see “Adding Headers and Footers to a Sheet” on page 41), you can insert formatted text fields anywhere in your spreadsheet.
To automatically convert single and double quotation marks to smart quotes so that opening and closing quotation marks are not identical, select “Use smart quotes.” To make sure that the first word in a sentence begins with a capital letter, select “Fix capitalization.” To automatically convert the letters in “1st,” “2nd,” “3rd,” and so on into superscripts, select “Superscript numerical suffixes.
mm To check spelling from the insertion point to the end of the spreadsheet, click to place the insertion point and choose Edit > Spelling > Check Spelling. To limit spell checking to a specific part of the spreadsheet, select the text you want to check before choosing the command. The first misspelled word found is highlighted. You can correct it or choose the same command again to continue checking the spreadsheet.
ÂÂ On Mac OS X version 10.5, Control-click the word and choose Unlearn Spelling from the pop-up menu. 6 If no alternative spellings appear in the list of suggested corrections on Mac OS X version 10.4, select the misspelled word in the Spelling window and try a different spelling. Click Guess to see whether new possibilities appear in the list of suggested corrections. 7 Click Find Next and repeat steps 2 through 6 until you find no more spelling errors.
mm To find text in a spreadsheet or in the current sheet and optionally replace it with different text, choose Edit > Find > Show Search and then click Find & Replace. Find: Type the text you want to find. In: Choose Entire Document or Current Sheet Only from this pop-up menu to set the scope of the find operation. Match case: Select to find only text with uppercase and lowercase letters that match exactly what’s in the Find field.
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.
To import an image, do any of the following: mm Choose Insert > Choose, select the file, and then click Insert. 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.
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 195 Improve the quality of images and create interesting visual effects “Changing an Image’s Brightness, Contrast, and Other Settings” on page 196 Place, align, resize, and reformat images “Manipulating, Arranging, and Changing the Look of Objects” on page 210 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 195.
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 200.
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 200 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 203 Change the corners of a rounded rectangle “Editing a Rounded Rectangle” on page 203 Adjust the relative proportions of an arrow’s head “Editing Single and Double Arrows” on page 203 and tail Adjust the corners and other aspects of a quote bubble or callout “Editing a Quote Bubble or Callout” on page 204 Increase or decrease the number of points
Reshaping a Curve One way to create a unique shape is to reshape the contours of a predrawn shape. This technique can also be used to readjust the curves of a custom shape. To reshape a curve: 1 Make the shape editable. To learn how, see “Editing Shapes” on page 200. 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.
5 Add more editing points by holding down the Option key while you hold the pointer over a line. When the pointer takes the shape of a pen tip with a plus (+) sign, click where you want to add a new editing point. For more information, see “Adding, Deleting, and Moving the Editing Points on a Shape” on page 201. Transforming Corner Points into Curved Points and Vice Versa You can change one or more points into curves or curves into points.
To change the proportions of a single or double arrow: mm Select the shape, and then do any of the following: ÂÂ To make the arrow longer, drag one of the selection handles at its head or tail. 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.
Editing a Star The star shape has a slider that increases or decreases the number of points in the star, and a blue editing point that makes the angles between the star’s points sharper or more obtuse. Drag to change the angles between points in the star. View the number of points currently in the star. Drag to increase or decrease the number of points in the star. Here are ways to edit a star: mm When you select a star shape, the slider appears.
Using Sound and Movies You can add audio—a music file, a playlist from your iTunes library, or any other sound file—to a Numbers spreadsheet. You can also add video that plays within a sheet. Numbers accepts any QuickTime or iTunes file type, including the following: ÂÂ MOV ÂÂ MP3 ÂÂ MPEG-4 ÂÂ AIFF ÂÂ AAC Also note that some media files are protected under copyright law. Some downloaded music may be played only on the computer where the download occurred.
The sound file is represented on the sheet by a speaker icon. Double-click the icon to play the sound file. To set up audio playback settings, see “Adjusting Media Playback Settings” on page 208. When you add media files, make sure that they will be available if you transfer your document to another computer. When saving your document, select “Copy audio and movies into document” in the Save window after you choose Save or Save As.
Placing a Picture Frame Around a Movie Placing a picture frame around a movie is an attractive way to display it in a spreadsheet. To add a picture frame, you use the Stroke settings in the Graphic inspector. To frame a movie: 1 Select it, and then click the Inspector button in the toolbar to open the Inspector window. Click the Graphic inspector button in the Inspector window. 2 Choose Picture Frame from the Stroke pop-up menu.
4 To specify which still frame movie viewers see until the movie starts playing, drag the Poster Frame slider until you see the image you want. 5 Choose a repeat option from the Repeat pop-up menu: None: Play only once. Loop: Repeat continuously. Loop Back and Forth: Play backward and forward continuously. 6 To increase or decrease the playback volume, drag the Volume slider to the right or left.
Manipulating, Arranging, and Changing the Look of Objects In general, the way you select, arrange, and manipulate objects in Numbers works the same, whether you’re working with images, shapes, movies, tables, chart elements, or text boxes. For most objects, you use the same controls to resize and reorient them, as well as to add shadows, reflections, border styles (stroke), fill color or image, and more.
Here are ways to copy objects: mm To copy and paste an object, select it, and then choose Edit > Copy. Click where you want the copy to appear. Choose Edit > Paste. mm To duplicate an object on a sheet, hold down the Option key while you drag the object. You can also select the object and choose Edit > Duplicate. The copy appears on top of the original, slightly offset. Drag the copy to the desired location.
To learn how to Go to Change the order of overlapping objects “Moving an Object Forward or Backward (Layering Objects)” on page 212 Align objects “Quickly Aligning Objects Relative to One Another” on page 212 Use alignment guides to align objects “Using Alignment Guides” on page 213 Create your own alignment guides that remain visible as you work “Creating Your Own Alignment Guides” on page 214 Place objects precisely by using x and y coordinates “Positioning Objects by x and y Coordinates” on pa
Center: Positions objects so that their centers align vertically to the first object you select. Right: Positions objects so that their right edges align vertically to the first object you select. 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 momentarily hide guides, hold down the Command key while you drag an object. Another way to align objects is to specify a precise object position by using x and y coordinates. See “Positioning Objects by x and y Coordinates” on page 214. Creating your own alignment guides wherever you need them can also help you place objects. See “Creating Your Own Alignment Guides” on page 214. Creating Your Own Alignment Guides You can create static alignment guides to help you align objects on a sheet.
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.
Modifying Objects You can resize objects, change their orientation, modify their border styles, add shadows and reflections to them, and adjust their opacity.
Flipping and Rotating Objects You can flip or rotate any object. For example, if you have an image of an arrow that you want to use in your document, but you need it to point in a different direction, you can reverse its direction vertically or horizontally, or point it at any angle. 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.
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.
Adjusting Opacity You can create interesting effects by making objects more opaque or less opaque. 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.
Filling Objects with Colors or Images You can fill shapes, tables, table cells, and chart elements with a solid color, color gradients (colors that shade into each other), or an image.
Filling an Object with Blended Colors (Gradients) You can fill shapes, tables, table cells, and chart elements with colors that blend into each other, called color gradients. To create color gradients in an object fill, use the options in the Graphic inspector. The basic Gradient Fill options provide the easiest way to blend two colors in a straight line. The Advanced Gradient Fill options allow you to blend multiple colors in your gradient and to create a circular (radial) gradient.
4 If you want to remove a color control, drag it downward and away from the inspector. It vanishes. You must have at least two color controls under the gradient strip. 5 To change how sharply or subtly the colors blend along the gradient, drag the blend point controls (on top of the gradient strip in the inspector). 6 To change the direction of a linear gradient, use the Angle wheel or field. 7 To create a radial gradient, click the radial gradient button.
You can also drag an image file from the Finder or Media Browser to the image well in the Graphic inspector or to a table cell or chart series. Use the pop-up menu to set the size of the image within the object. To change the image, drag an image to the image well. 4 Choose an image scale from the pop-up menu. Scale to Fit: Resizes the image to fit the object’s dimensions as well as possible.
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. (If you drag the Opacity slider in the Graphic inspector, it changes the opacity of both the tint and the image.) Click to select a tint color for the image. Working with MathType If you have MathType 6 installed, you can open it within Numbers and use it to type mathematical expressions and equations.
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.
Mapping Column Names to Address Book Field Names The following table summarizes the Address Book fields that Numbers supports. The synonyms are alternative names you can use to add a particular Address Book field value.
Address Book field names Field name synonyms Other URL Birthday AIM (first available address) IM, IM handle, IM name, IM address, Chat, Chat handle, Chat name, Chat address 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, Oth
Address Book field names Field name synonyms Home country Other address Other street address Other street, Other address 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 229.
Adding Address Book Data to a New Table You can use data from Address Book or from a vCard to create a new table that contains a row for individual contacts. Here are ways to create a new table that contains contact data: mm In Address Book, select one or more cards or a group and drag the selection to the canvas. mm Drag one or more vCards to the canvas. The table contains a column for each Address Book or vCard field named, as “Mapping Column Names to Address Book Field Names” on page 229 describes.
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.
6 Click Next to specify a name and location for the PDF. 7 Click Export to create the PDF. 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.
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.
To share a spreadsheet with invited viewers: 1 Open the spreadsheet you want to share, and then click the Share button in the toolbar, or choose Share > “Share via iWork.com.” 2 Type your Apple ID and password, and then click Sign In. 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.
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 publishing your document. 3 Select “Publish on the web.” 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.
You can set iWork.com to notify you by email when viewers post new comments to an online spreadsheet. For this information and more details about using iWork.com, go to http://www.iwork.com/ and click Help at the bottom of the page. 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.
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 140 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 111 to learn how.
Defining Default Attributes for Charts You can set the default appearance of each chart type. Default attributes must be set individually for each chart type. 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 140.
Defining Default Attributes for Imported Images For imported graphics, you can set default shadows, opacity, borders, and more. To set default image attributes: 1 Import an image, as “Working with Images” on page 191 describes. 2 Select the image, and then set its attributes. To remove unwanted parts of an image, see “Masking (Cropping) Images” on page 193 and “Removing the Background or Unwanted Elements from an Image” on page 195.
ÂÂ Create text boxes or comments that provide instructions and suggestions for using the template ÂÂ Use color to heighten the prominence of particular elements in tables and charts 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.
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 158 A absolute cell references 126 Address Book adding Address Book data to a new table 232 adding Address Book data to an existing table 231 adding vCard data to a new table 232 adding vCard data to an existing table 231 mapping column names to field names 229 Adjust Image window 196 alignment guides creating your own 214 using 213 area charts 157 arithmetic operators 127 arrow shapes 203 audio.
defining rules 80 using 80 cropping 194 CSV format 235 currency format 90 custom cell formats changing 109 date/time format 107 managing 110 number format 99 text format 108 using 98 custom date/time format 107 custom number formats associating conditions with 105 creating 99 defining the decimals element 102 defining the integers element 101 defining the scale element 103 custom templates creating 241 creating initial content 244 creating media placeholders 245 defining default chart at
headers and footers 41 hiding rows and columns 63 hyperlinks 184 I images changing brightness, contrast, and other settings 196 importing 192 masking (cropping) 193 reducing file size 195 removing background or unwanted elements 195 replacing template images 193 supported file types 191 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 35 See also Spotlight Inspector window 19 inspectors opening 19
adding 42, 186 formatting 186 inserting 186 See also headers and footers page orientation (portrait and landscape) 42 password protection for a PDF of a spreadsheet 234 for a spreadsheet 31 PDF format 234 percentage format 91 picture frames 219 pie charts 151 polygon shape 205 pop-up menus.
T table cells adding and editing 75 adding comments 86 adding images or color 83 autofilling 78 conditional formatting 80 copying and moving 85 enlarging so content fits 79 formatting borders 84 formatting values for display 86 merging and unmerging 83 monitoring values 80 putting content into 75 selecting a group of cells 53 selecting a single cell 52 selecting borders of 54 splitting 84 working with numeric content 77 working with text content 76 wrapping, clipping, and spilling 79 Tab
