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Numbers '09 User Guide

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1. um date dur value is specified they must all be of the same Usage Notes There is one case where all values do not have to be of the same type If one and only one date time value is included any number values are considered to be numbers of days and all numbers and duration values are added to the date time value Date time values can t be added together so only one date time value as discussed above is permitted The values can be in individual cells ranges of cells or included directly as arguments to the function Insert the selected function To open the Function Browser choose Show Function Browser from the Function pop up menu in the toolbar Examples SUMIAL A4 adds the numbers in four cells Chapter 1 Numbers Tools and Techniques 21 Adding Functions to Formulas on page 124 explains how to use the Function Browser To learn about all the iWork functions and to review numerous examples that illustrate how to use them choose Help gt iWork Formulas and Functions Help or Help gt iWork Formulas and Functions User Guide The Styles Pane The Styles pane lets you quickly apply predefined formatting to tables in a spreadsheet Table styles define such attributes as color text size and cell border formatting of table cells To apply a table style simply select the table and click a style in the Styles pane LOST SUMMARYS Styles Costs E mse Po
2. To make several rows the same size select one or more cells in the rows and choose Table gt Distribute Rows Evenly The rows don t have to be adjacent You can also drag the bottom border of the reference tab of one of the rows up or down or use the Row Height field in the Table inspector To make several columns the same size select one or more cells in the columns and choose Table gt Distribute Columns Evenly The columns don t have to be adjacent You can also drag the right border of the reference tab of one of the columns left or right or use the Column Width field in the Table inspector Chapter 3 Using Tables 65 66 A U N To shrink a row or column to remove unused space when cell values don t fill their cells select a cell and click one of the Fit buttons in the Table inspector You can also double click a column or row reference tab separator If cell content is clipped as a result of resizing see Displaying Content Too Large for Its Table Cell on page 82 for options To resize columns or rows by dragging border segments choose Allow Border Selection from the Borders pop up menu in the format bar or choose Table gt Allow Border Selection Select the table and then click and drag a horizontal or vertical border Alternating Table Row Colors Use a different color background for alternate rows to give a table a banded effect To alternate row colors Select the table or an element in it Click Inspec
3. Select All Cells with matching rules are selected in the table joo0o0 Conditional Format Greater than 5000 OW aie Clear All Rules A 8 1 Income Type Amount 2 Monthly Net Income 4 500 Other Monthly Income 2 500 4 5 Available Cash 7 000 To remove all conditional formatting associated with cells in a table select the cells click Show rules in the Cells inspector and then click Clear All Rules To apply the same conditional formatting rules to cells in different tables select a cell whose rules you want to reuse choose Edit gt Copy select one or more cells in a different table and then choose Edit gt Paste To add or remove a conditional formatting rule click the Add or Delete button in the Conditional Format window 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 Chapter 4 Working with Table Cells 85 86 To delete a test value that s a cell reference click in the test value field and press Delete To replace a cell reference with a different one click in the test value field and click a different cell in the same table or a different table To replace a textual test value with a cell reference click in the test value field click the small blue circle and then click a table cell Adding Images or Color to Table Cells Yo
4. Click Inspector in the toolbar click the Sheet inspector button and then click the top to bottom or left to right button in the Page Layout area of the pane Numbering Pages You can display page numbers in a page s header or footer To number a sheet s pages Select the sheet Click View in the toolbar and choose Show Print View Click View in the toolbar and choose Show Layout so you can see the headers and footers You can also see the headers and footers by holding the pointer over the top or bottom of a page Click into the first header or footer to add a page number following the instructions in Inserting Page Numbers and Other Changeable Values on page 188 Click Inspector in the toolbar click the Sheet inspector button and then specify the starting page number To continue page numbers from the previously selected sheet select Continue from previous sheet To start the sheet s page numbers at a particular number use the Start At field Chapter 2 Creating Saving and Organizing a Numbers Spreadsheet 45 46 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 Select the sheet in the Sheets pane Click View in the toolbar and choose Show Print View and then click View in the toolbar
5. Click the table name in the Sheets pane Ifa 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 Dt Ifa 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 Selecting a Table Cell When you select a cell the border of the selected cell is highlighted Selecting a cell also displays reference tabs along the top and sides of the table To select a single table cell 1 Move the pointer over the cell The pointer changes into a white cross qP Chapter 3 Using Tables 55 56 2 Click the cell When a cell is selected use the Tab Return and arrow keys to move the selection to an adjacent cell Deselecting Return key moves to next cell below Table Options in the Table inspector changes the effect of the Return and Tab keys Deselect the checkbox if you want the Return key to act like a carriage return within the cell which is most useful when you type paragraphs of text in a cell To select If Return key option is selected The next cell to the right Press Tab If you press Tab when the last cell in a column is selected a new column is added If you add or change data in the last column press Tab twice to add a new column If Return key option isn t selected Press Tab If you press Tab in the last
6. If the argument placeholder is light gray providing a value is optional Handling Errors and Warnings in Formulas When a formula in a table cell is incomplete contains invalid cell references or is otherwise incorrect or when an import operation creates an error condition in a cell Numbers displays an icon in the cell A blue triangle in the upper left of a cell indicates one or more warnings A red triangle in the middle of a cell means that a formula error occurred To view error and warning messages Click the icon A message window summarizes each error and warning condition associated with the cell a A SUM requires at least one argument To have Numbers issue a warning when a cell referenced in a formula is empty choose Numbers gt Preferences and in the General pane select Show warnings when formulas reference empty cells Removing Formulas If you no longer want to use a formula that s associated with a cell you can quickly remove the formula To remove a formula from a cell Select the cell Press the Delete key If you need to review formulas in a spreadsheet before deciding what to delete choose View gt Show Formula List Referring to Cells in Formulas You use cell references to identify cells whose values you want to use in formulas The cells can be in the same table as the formula cell or they can be in another table on the same or a different sheet Chapter 6 Using Formulas in Tables Cel
7. In area and line charts you can use symbols circles triangles squares and diamonds to represent data points You can also show a straight or curved line between the data points 100 00 75 00 25 00 0 2007 2008 2009 2010 2007 2008 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 provides additional options Here are ways to change the data point symbols and connecting line using the Chart inspector To change the data point symbol select a data series area shape or line click Inspector in the toolbar click the Chart inspector button and then click Series Choose a symbol from the Data Symbol pop up menu Adjust the size of the data point symbols by entering a value or using the stepper in the adjacent field To join points with a curve select a data series line and then choose Curve from the Connect Points pop up menu 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 143 Chapter 7 Creating Charts from Data 159 160 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
8. To transpose table rows and columns as chart series Select the chart and then click the data series button When the button looks like this the columns are data series Click the button to make rows the data series When the button looks like this the rows are data series Click the button to make columns the data series Adding More Data to an Existing Chart You can add data from individual cells that are adjacent or nonadjacent to those already referred to by your chart include an entire new row or column or add data from multiple tables Here are ways to add more data to a chart To add data from cells that are adjacent to cells already plotted select the chart and then hold down the Shift key as you click the cells you want Chapter 7 Creating Charts from Data To add data from cells that aren t adjacent to cells already plotted select the chart and then hold down the Command key as you click or drag the cells you want To extend the range of adjacent cells whose values are plotted select the chart In the table drag the circular control in the lower right of the range to the right or down If the chart is a scatter chart dragging lets you add only an even number of rows or columns 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 To add data from cells in a different tab
9. on page 105 for more information Spaces Use this element to control the amount of space displayed between elements Click the disclosure triangle visible on the element when it s in the format field and choose an option Normal adds a standard space Wide adds an em space and Narrow adds a sixth of an em space You can add more than one Spaces element to the format field with these options but only one of the Spaces elements can be Flexible this option left aligns the elements that precede it and right aligns elements that follow it Scale Use this element to size the display value of a number For example you can display values over 100 as number of hundreds 1000 displays as 10 See Defining the Scale of a Custom Number Format on page 106 for more information To display predefined text before or after any element place an 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 To delete an element in the field select it and then press Delete To move the element around in the field drag it In the Name field type a name for your number format Custom format names are listed in the Cell Formats pop up menu in the format bar and in the Cell Format pop up menu of the Cells inspector Click OK to save your number format and apply it to the selected cells Here s an example of a number format Balance S
10. preceding the filename See Automatically Saving a Backup Version on page 35 Finding an Archived Version of a Spreadsheet If you saved your spreadsheet multiple times on Mac OS X v10 7 Lion or later all the saved versions are automatically archived You can browse the archive to identify any earlier version that you want to restore or reference After you identify the archived version that you want you can restore it as a fully editable copy or you can just extract from it any text images or document settings that you want to use again To browse and restore archived versions of your spreadsheet 1 Open the spreadsheet for which you want to access older versions and hold your pointer over the name of the spreadsheet at the top of the Numbers application window A triangle appears 2 Click the triangle and choose Browse All Versions Chapter 2 Creating Saving and Organizing a Numbers Spreadsheet The view changes to show snapshots of all saved versions of the spreadsheet receding against a star field A timeline along the right side of the screen indicates when the frontmost version on the left was saved Current spreadsheet version Past spreadsheet versions Today 5 16 PM Restore Click to leave this view without Drag along the timeline to see restoring an older version versions saved at different times in the past Click to restore the version currently viewable on the right side of the screen 3 Drag t
11. s or column s reference tab you can move or copy the row or column to a different location in the same table or another table Here are ways to rearrange rows and columns To move a column or row to a different location in the same table or a different table click the column or row reference tab press and then drag the reference tab Release the tab when the bold line highlights where you want to insert the column or row To insert a copy of a row or column elsewhere in the table or in another table click the reference tab and then press and hold down the Option key and the reference tab while you drag the column or row to the desired location You can also copy or move a single cell or a group of adjacent cells within or between tables See Copying and Moving Cells on page 88 for instructions Deleting Table Rows and Columns There are several techniques available for deleting one or more rows or columns of a table Chapter 3 Using Tables 61 62 Here are ways to delete rows or columns Select one or more rows or columns or a cell in a row or column and then choose Table gt Delete Row or Table gt Delete Column To delete a single row or column hold the pointer over the row or column reference tab to see the menu arrow and then choose Delete Row or Delete Column from the pop up menu To delete several adjacent rows or columns select the rows or columns and then choose Delete Selected Rows or Delete Selected Columns
12. Apple assumes no responsibility with regard to the performance or use of these products 019 2126 07 2011 11 13 13 14 16 16 17 17 18 19 20 20 22 23 24 25 26 27 28 28 29 30 30 31 32 34 34 35 36 36 38 Contents Preface Welcome to Numbers 09 Chapter 1 Numbers Tools and Techniques Spreadsheet Templates The Numbers Window Zooming In or Out The Sheets Pane Print View Full Screen View The Toolbar The Format Bar The Inspector Window Formula Tools The Styles Pane The Media Browser The Colors Window The Fonts Window The Warnings Window Keyboard Shortcuts and Shortcut Menus Chapter 2 Creating Saving and Organizing a Numbers Spreadsheet Creating a New Spreadsheet Importing a Document from Another Application Using CSV or OFX Files in a Spreadsheet Opening an Existing Spreadsheet Password Protecting a Spreadsheet Saving a Spreadsheet Undoing Changes Locking a Spreadsheet So It Can t Be Edited Automatically Saving a Backup Version Saving a Copy of a Spreadsheet Finding an Archived Version of a Spreadsheet Saving a Spreadsheet as a Template Saving Spotlight Search Terms for a Spreadsheet Closing a Spreadsheet Without Quitting Numbers Using Sheets to Organize a Spreadsheet Adding and Deleting Sheets Reorganizing Sheets and Their Contents Changing Sheet Names Dividing a Sheet into Pages Setting a Spreadsheet s Page Size Adding Headers and Footers to a Sheet Arranging
13. From the pop up menu choose the way you want the error bars to be displayed Positive and Negative Displays full error bars both above and below each data point Positive Only Displays only the part of each error bar that falls above its data point Negative Only Displays only the part of each error bar that falls below its data point Chapter 7 Creating Charts from Data 151 152 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 Standard Error Displays standard error bars Custom Lets you set error bars based on your own criteria In the Positive field specify how far above the data points you want the error bars to extend in the Negative field specify how far below the data points you want the error bars to extend In the field adjacent to the second pop up menu specify the error bar range 5 Select an error bar click the Graphic inspector button and optionally change the error bar line ends using the Stroke pop up menu Showing Trendiness in Charts Trendlines are lines calculated an
14. Select the text you want to change or click where you want to type new text Choose Format gt Font gt Capitalization and choose an option from the submenu Choose All Caps to change the text to capitals Choose Small Caps to change the text to smaller capitals with larger capitals for uppercase letters 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 Chapter 8 Working with Text _ _ The Fonts window gives you extensive control over fonts Use size controls and typography settings to customize the appearance of your text To modify the font of selected text using the Fonts window Click Fonts in the toolbar In the Fonts window select a font style in the Family column and then select the typeface in the Typeface column If you don t see all the font families you know are installed on your computer select All Fonts in the Collections column or type the name of the font you are looking for in the search field at the bottom of the Fonts window A preview of the selected font appears in the preview pane at the top of the Fonts window If you don t see a preview pane choose Show Preview from the Action pop up menu in the lower left corner of the Fonts window Adjust the font
15. Text is With dates 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 Chapter 4 Working with Table Cells 83 84 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 e200 Conditional Format A Greater than OW Sample Edit Clear All Rules The cell reference field appears Sampe Edit Clear All Rules Specify a cell reference by clicking a table cell You can also type a cell reference and press Return see Referring to Cells in Formulas on page 126 for information about writing cell references Ow Sampe Edit Clear All Rules The Between rule requires that you specify two test values The formatting is applied if either of the numbers or any number in between them appears in the cell or cells For the With dates rule before specifying a test value choose options from the pop up menus on both sides of the test value field To specify formatting to apply when cells contain the test value click Edit o Text Bel a sampa Done Text color well Click it to select a color to apply to cell values Font style
16. The table is shown above the formula list window with the formula cell selected To edit the formula double click it To change the size of the formula list window drag the selection handle in its upper right corner up or down To find formulas that contain a particular element type the element in the search field and press Return Finding and Replacing Formula Elements Using the Find amp 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 amp Replace window Choose Edit gt Find gt Show Search and then click Find amp Replace Chapter 6 Using Formulas in Tables Choose View gt Show Formula List and click Find amp Replace Find SUMIF In Formulas Only C Match case C Whole words Replace mM Repeat search loop Replace All 3 Replace Replace amp Find Previous Next Find Type the formula element cell reference operator function and so on you want to find In Choose Formulas Only from this pop up menu Match case Select to find only elements whose uppercase and lowercase letters match exactly what s in the Find field Whole words Select to find only elements whose entire contents match what s in the Find field Replace Optionally type what you want to use to replace what s in the Find field Repeat search loop Select to continue looking for
17. When you add media files to your spreadsheet make sure that they will be available if you transfer your document to another computer When saving your document select Copy audio and movies into document in the Save window after you choose Save or Save As If you don t see the option click the disclosure triangle next to the field and then click Advanced Options 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 3 Click the picture frame that appears below the Stroke pop up menu and choose a frame style 4 Drag the Scale slider or specify a percentage to set the thickness of the picture frame See Framing Objects on page 222 for more information about picture frames 210 Chapter 9 Working with Shapes Graphics and Other Objects Select the frame to display until the movie begins playing Set the playback volume w N D Adjusting Media Playback Settings If you don t want to use an entire audio file or movie in your spreadsheet but instead want to limit the playback only to certain parts you can set this up in the Qu
18. and Legends on page 153 Change a chart s size and orientation Resizing or Rotating a Chart on page 144 Change a chart s scale axis marking and labels Formatting Chart Axes on page 145 Chapter 7 Creating Charts from Data 143 To learn how to Go to Change the chart s color texture shadow and Formatting the Elements in a Chart s Data other image qualities Series on page 148 Show special elements in charts Showing Error Bars in Charts on page 151 Showing Trendiness in Charts on page 152 Format pie charts bar charts and other specific Formatting Specific Chart Types on page 154 chart types Placing and Formatting a Chart s Title and Legend The chart title is where you can describe the subject of the chart The chart legend shows which colors used in the chart represent which data series E 2007 E 2008 E 2009 E 2010 You can show or hide a chart s title or legend change the appearance of its text and drag it wherever you want it to appear To change any chart attribute first select the chart Here are ways to place and format a selected chart s title and legend To show the title or legend choose View gt Show Inspector and then click the Chart inspector button Select Show Title or Show Legend To give the chart a new title select the text in the title box and type a new one To edit the labels in the legend edit the series labels in the related
19. 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 eoo Chart DEB amp ahT Po Oo il Chart Colors alll Chart Axis Series Data Table 2 B3 E3 Label Table 2 C1 Order 2 iw M Value Labels Position al Format Same as Source Data gt Advanced To fill selected series elements with specially designed colors or textures using the Chart inspector Select a column a bar or another series element you want to format Click Inspector in the toolbar click the Chart inspector button and then click Chart Colors 3 Choose a fill type for example 3D Texture Fills from the first pop up menu Choose a fill collection for example Marble or Wood from the second pop up menu Do one of the following e To fill all the elements in all the data series click Apply All The first fill is applied to elements in the first series the second fill to elements in the second series and so on e To fill elements in a single data series drag the fill to an element bar column and so on in the series Note that these fills can t be used for line and scatter charts To learn about formatting series elements in these chart types see Customizing Data Point Symbols and Lines in Line Charts on page 159 and Us
20. currency decimal digit and other display formatting to a number in a table cell Creating a Custom Number Format on page 102 Defining the Integers Element of a Custom Number Format on page 104 Defining the Decimals Element of a Custom Number Format on page 105 Defining the Scale of a Custom Number Format on page 106 Define custom number formatting that varies with the value of a number in a table cell Associating Conditions with a Custom Number Format on page 108 Define a custom date time format which specifies day month year hour minute and other aspects of a date time value in a table cell Creating a Custom Date Time Format on page 110 Define text you want to appear next to a value entered into a table cell Creating a Custom Text Format on page 111 Manage the custom formats you create Changing a Custom Cell Format on page 112 Reordering Renaming and Deleting Custom Cell Formats on page 113 Chapter 4 Working with Table Cells 101 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 e Choose Custom from the Cell Formats pop up menu in the format bar Choose Custom from the Cell Format pop up menu in the Cells inspector e Choose Format gt Create Custom Cell Format Type text and drag elements to create a cell format Name C
21. on page 183 Continue to build your list by doing any of the following e To add a new topic at the current indent level press Return e To move a list topic at the next lower indent level press Tab To move a list topic at the next higher level press Shift Tab To end your list press Return twice or press Return and then press Delete Note If you re working in a table cell and Return key moves to next cell is selected in the Table inspector press Option Return instead of Return Formatting Bulleted Lists Although you can use automatic list generation to create a simple bulleted list using the Text inspector gives you many options for formatting bulleted lists See Generating Lists Automatically on page 181 for information about creating a list automatically To add and format a bulleted list using the Text inspector Place the insertion point where you want the list to begin Click Inspector in the toolbar click the Text inspector button and then click Bullets Chapter 8 Working with Text 181 182 3 Choose a bullet style from the Bullets amp 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
22. see the instructions in Creating Your Own Formulas on page 121 Working with Text in Table Cells You can control the format and alignment of text in table cells and you can use find and replace and spell checking features When you type text into a cell Numbers displays text that might be used to complete the cell content based on similar text elsewhere in the table You can use the suggested text if it s appropriate or you can keep typing to override suggestions To disable auto suggestions deselect Show auto completion list in table columns in the General pane of Numbers preferences Here are techniques for working with text in table cells To insert a line break press Option Return To insert a paragraph break if Return key moves to next cell below Table Options in the Table inspector isn t selected press Return Otherwise press Option Return You can also click in the formula bar and click the line break button in the format bar To insert a tab in a table press Option Tab You can also click in the formula bar and click the tab button in the format bar To adjust text alignment use the alignment buttons in the format bar Align text to the top middle or bottom of cells BEREI E Align text to the left center right justify text or align text to the left and numbers to the right The Text inspector gives you additional text formatting options click Inspector in the toolbar and click th
23. 208 placing a picture frame around 210 reducing file size 212 N navigating among cells 55 among sheets 39 to table cells referenced in formulas 128 to tables and charts on a sheet 16 nonbreaking spaces 190 number format 92 numbering pages See page numbers numbers currency format 93 date and time format 95 duration format 96 fraction format 96 in table cells 80 number format 92 numeral system format 97 percentage format 94 scientific format 98 See also table cells See also custom number formats Numbers window 14 numeral system format 97 0 objects adding a reflection 224 adding shadows 223 adjusting opacity 224 copying or duplicating 213 deleting 214 filling with an image 228 filling with a solid color 226 filling with blended colors gradients 226 flipping and rotating 220 formatting borders around 221 framing 222 grouping and ungrouping 218 locking and unlocking 219 moving and positioning 214 resizing 220 selecting 213 operators arithmetic 130 comparison 130 P page break inserting 44 page layout 44 page margins 46 page numbers adding 45 189 formatting 189 inserting 188 See also headers and footers page orientation portrait and landscape 45 password protection for a PDF of a spreadsheet 237 for a spreadsheet 31 PDF format 237 percentage format 94 picture frames 222 pie charts 154 polygon shape 208 pop up menus See cell controls Print View 17 printing all sheets 236 arranging objects on
24. Chapter 1 Numbers Tools and Techniques Cancel button Discard changes Learn more about this editor in Adding and Editing Formulas Using the Formula Editor on page 122 e The formula bar always visible below the format bar can also be used to create and modify a formula in a selected table cell Accept button Change the formula Save changes viewing size CLoan 3 Loan Principal Loan 3 Total Interest Text field P the Function Browser View or edit a formula Instructions for adding and editing formulas using this tool are in Adding and Editing Formulas Using the Formula Bar on page 123 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 000 Functions a i y T Soe Date and Time gt Som Duration P STANDARDIZE Engineering e Srov Financial Pl STDEVA k Logical and Information gt stoEve Select a function to Rance gt STDEVPA 3 inf ti STRIPDURATION view Information Statistical SUBSTITUTE f Trigonometric i ama about it SUMIF fx SUM The SUM function returns the sum of a collection of numbers SUM num date dur qum date dur num date dur A value m a number value a date time valu num date dur Optionally one or more additional values If more than on type
25. Chapter 8 Working with Text If you want to indent the first line of text in a paragraph or learn how to remove paragraph indenting see Setting Indents on page 179 Aligning Text Vertically You can change the vertical alignment of paragraphs in a table cell text box or shape so that text is aligned to the top or bottom border or centered between top and bottom To align text to the top center or bottom of a text box table cell or shape Select the text box table cell or shape whose alignment you want to change Click Inspector in the toolbar click the Text button and then click Text Click one of the three vertical alignment buttons to align text to the top middle or bottom of the table cell text box or shape The vertical alignment buttons are also available on the format bar when you re working with a table cell Setting the Spacing Between Lines of Text You can increase or decrease the distance between lines of text Use the Line Spacing control in the format bar to quickly change the distance between lines of selected text To adjust line spacing before you start typing click the Line Spacing control in the format bar and then type t 1 0 Click to change the amount of space between lines of text To adjust spacing using the Text inspector Select the text you want to change Click Inspector in the toolbar click the Text button and then click Text Move the Line slider left to decrease spacin
26. For example you can define a rule that fills a cell with blue when it contains 0 a rule that displays the cell s value as boldface black if it s greater than 0 and a rule that fills the cell with red if its value is less than 0 Rules applied to multiple cells trigger conditional formatting in any of the cells that contain the test value To learn how to Go to Create rules Defining Conditional Formatting Rules on page 83 Remove all conditional formatting from cells Changing and Managing Your Conditional change rules find cells that use the same Formatting on page 85 conditional formatting copy paste conditional formatting between tables Defining Conditional Formatting Rules A conditional formatting rule is used to detect when cells contain a test value which can be either a specific value that you supply or a value that matches a value currently in a specific table cell The rule specifies the formatting to apply to the cells when they contain the test value To define rules 1 Select one or more cells 2 Click Inspector in the toolbar click the Cells inspector button and then click Show rules You can also choose Format gt Show Conditional Format Rules 3 Choose an option from the Choose a rule pop up menu Equal to Not equal to Less than Greater than or equal to Less than or equal to Between Not between Text contains Text doesn t contain Text starts with Text ends with
27. Graphics and Other Objects When you add media files to your spreadsheet make sure that they will be available if you transfer your document to another computer When saving your document select the option Copy audio and movies into document in the Save window If you don t see the option click the button next to the Save field to display the entire Save window and then click the Advanced Options disclosure triangle Add audio to a spreadsheet Adding a Sound File on page 209 Add a movie Adding a Movie File on page 210 Add a picture frame around a movie Placing a Picture Frame Around a Movie on page 210 Specify settings that control how audio and Adjusting Media Playback Settings on page 211 movie files play Remove unused portions of audio and movie files Reducing the Size of Media Files on page 212 from a spreadsheet Adding a Sound File Here are ways to add sound to a spreadsheet Drag a sound file from the Finder anywhere onto a sheet or to a media placeholder Click Media in the toolbar choose iTunes from the pop up menu select a playlist and then drag a file or playlist anywhere onto a sheet or to a media placeholder 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 211 When you add media files make sure that they will be a
28. Here are ways to see a sheet s objects To show or hide all a sheet s tables and charts in the Sheets pane click the disclosure triangle to the left of the sheet in the pane Chapter 2 Creating Saving and Organizing a Numbers Spreadsheet 39 To display the contents of a sheet click the sheet in the Sheets pane When you re working on a table or chart in a spreadsheet the table or chart is highlighted in the Sheets pane To learn how to Go to Create and remove sheets Adding and Deleting Sheets on page 40 Move sheets around reorder their tables and Reorganizing Sheets and Their Contents on charts and move tables and charts among sheets page 40 Name a sheet Changing Sheet Names on page 41 Adding and Deleting Sheets Here are ways to create and remove sheets To add a new sheet click the Sheet button in the toolbar You can also choose Insert gt Sheet A new sheet containing a predefined table is added at the bottom of the Sheets pane You can move the sheet by dragging it to a new location in the Sheets pane When you add a sheet Numbers assigns it a default name but you can change the name as Changing Sheet Names on page 41 describes To copy a sheet do any of the following e Option drag the sheet you want to copy to the desired location in the Sheets pane e Make a copy using Edit gt Duplicate which inserts the copy immediately after the selected sheet e In the Sheets
29. Other Yahoo Address Street address first available street address Street City first available city Town State first available state Zip Zip code Postal code Country first available country Work address Work street address Work street Work address Work city Work town Work state Work zip Work zip code Work postal code Work country Home address Home street address Home street Home address Home city Home town Home state Home zip Home zip code Home postal code Home country Other address Other street address Other street Other address Chapter 10 Adding Address Book Data to a Table 233 Address Book field names Field name synonyms Other city Other town Other state Other zip Other zip code Other postal code Other country Note Notes Adding Address Book Data to an Existing Table You can add data from Address Book or from a vCard to an existing table if the table s header row contains names that match the field names listed in Mapping Column Names to Address Book Field Names on page 231 To add contact data to an existing table 1 Identify the Address Book or vCard fields whose values you want to copy into the table 2 Make sure the table has a header row whose cells contain supported Address Book or vCard field names Data in fields that can t be mapped to a header row cell won t be added to the table
30. Preferences and use the Ruler Units pop up menu to set the units of measure in the rulers New ruler settings apply to all spreadsheets viewed in Numbers until you change the settings again Setting Indents You can adjust the amount of space between text and the inside border of a text box shape or table cell To learn how to Go to Change indentation Setting Indentation for Paragraphs on page 179 Adjust the space between text and the inside Changing the Inset Margin of Text in Objects on border of objects page 180 Setting Indentation for Paragraphs You use the horizontal ruler to set indentation for paragraphs First line indentation k 0 2 3 CEEA uir E aae a ey he E Left indentation Right indentation Chapter 8 Working with Text 179 180 Here are ways to set indentation 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 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 change the left margin independently from the left indentation hold down the Option key as you drag To change indentation of the first line drag the first line indentation blue rectangle to where you want the first line of each paragraph to
31. Table Cells on page 81 value in adjacent cells Adding and Editing Table Cell Values You can add change and delete the content in cells Here are ways to add and edit values If the cell is empty select it and then type a value Selecting a Table Cell on page 55 describes how to select cells To replace specific content already in the cell select the cell and then select what you want to replace by double clicking hold down the Shift key and select more content if you want to replace more Type to replace the selected content To replace everything in the cell select the cell and then begin typing If Return key moves to next cell isn t selected in the Table inspector you can also select the cell and then press Return or Enter which selects everything in the cell and then start typing To insert content within existing content select the cell click to set the insertion point and begin typing To undo changes made to a table cell since selecting the cell press Esc 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 gt Delete To delete the contents background fill and any style settings choose Edit gt Clear All The default style is applied to the selection To copy paste and move cell values see the instructions in Copying and Moving Cells on page 88 To add formulas and functions to cells
32. Taek a e Nee 1 Basic No Grid 7 952 00 I Gray 4 500 00 I Gray Headers 250 00 EE Gray Fill Electrician 2 600 00 Beige Plumber 1 250 00 o E Ledger 1 200 00 O Blue Floor 3 200 00 E Blue Headers 475 00 C sss000 ill l E Blue Fill Products cota 22 077 00 L Switching from one table style to another takes only one click Styles Costs ES Basic EZ Basic No Grid O Gray FE Gray Headers E Gray Fill Ledger O Blue Floor 3 200 00 Blue Headers Lighting 475 00 Blue Fill Paint 650 00 FE Blue Fill Products Total 22 077 00 See Using Table Styles on page 114 for details Chapter 1 Numbers Tools and Techniques 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 OO Media SC First click a button to go to Audio Photos Movies your media files Aperture Second choose a source W Photo Booth Q Folders F IMG_3899 IMG_2076 Third drag an item to the document or to an image AS ING2476 well in one of the inspectors lt VW v gt Qr 24 items 4 Search for a file by typing its name here If you don t use iPhoto or Aperture to store your photos or iTunes to store your music o
33. The next time you save your spreadsheet a backup version is created in the same location with Backup of preceding the filename Only one version the last saved version is backed up Every time you save the spreadsheet the old backup file is replaced with the new backup file To revert to the last saved version after making unsaved changes choose File gt Revert to Saved The changes in your open spreadsheet are undone Chapter 2 Creating Saving and Organizing a Numbers Spreadsheet 35 Saving a Copy of a Spreadsheet If you want to duplicate your open spreadsheet you can save it using a different name or location To save a copy of a spreadsheet in Mac OS X v10 7 Lion or later 1 Choose File gt Duplicate An untitled copy of the spreadsheet is created Both copies remain open on your desktop for you to view or edit 2 Close the window of the untitled copy type the spreadsheet s name and then choose a location from the pop up menu 3 Click Save To save a copy of a spreadsheet in Mac OS X v10 6 x Snow Leopard or earlier Choose File gt Save As and specify a name and location The spreadsheet with the new name remains open To work with the previous version choose File gt Open Recent and choose the previous version from the submenu You can also automate creating a backup version of the spreadsheet every time you save retaining the name and location of the original but with the words Backup of
34. To delete a point make the shape editable click the point and then press the Delete key You can delete several points at the same time by holding down the Shift key as you click multiple points and then pressing Delete 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 Chapter 9 Working with Shapes Graphics and Other Objects _ _ To reshape a curve Make the shape editable To learn how see Editing Shapes on page 203 Red points appear on the shape indicating that you can reshape the curves at these points Click a red point on the curve you want to reshape Handles appear on both sides of the red point o Drag a control handle or rotate one or both control e handles to change the curve You can also drag a point to modify the curve To adjust the curvature drag the red point or one of its handles Move the control handles clockwise or counter clockwise Different effects result when you move the handles together or independently of each other Experiment until you achieve the desired effect To move the handles together hold down the Option key and then drag either handle To move only one handle press the Command key while dragging the handle For more precise control of the contour add more editing points by holding down the Option key while you hold the pointer along t
35. Tools on page 48 Make tables larger or smaller Resizing a Table on page 51 Relocate tables Moving Tables on page 52 Assign names to tables Naming Tables on page 52 Apply color and other visual effects to tables Enhancing the Appearance of Tables on page 53 Define tables you can use again and again Defining Reusable Tables on page 53 Share tables among iWork applications Copying Tables Among iWork Applications on page 54 47 48 Format text in 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 Click Tables in the toolbar and choose a predefined table from the pop up menu You can add your own predefined tables to the pop up menu See Defining Reusable Tables on page 53 for instructions Choose Insert gt Table gt type of table To create a new table based on one cell or several adjacent cells in an existing table select the cell or cells and then drag the selection to an empty location on the sheet To retain values in the selected cells in the original table hold down the Option key while dragging See Selecting Tables and Their Components on page 55 to learn about cell selection techniques To create a new table based on an entire row or column in an existing table click the reference tab associated with the row or column press the reference tab drag the row or c
36. Week 15 Control E Road Salt To show a data series using a column line or area 1 Select the data series 2 Do one of the following e In the format bar choose an option from the Series Options pop up menu e In the Charts inspector choose an option from the Series Type pop up menu To learn about other formatting options see Formatting Charts on page 143 Adjusting Scene Settings for 3D Charts For 3D charts you can change the viewing angle by dragging the arrowheads that appear when you select the chart o 25 50 E Region 1 E Region 2 3DChart The Chart inspector provides additional controls 162 Chapter 7 Creating Charts from Data To adjust 3D scene settings using the Chart inspector Select a 3D chart click Inspector in the toolbar click the Chart inspector button and then click Chart 00 Chart BBS ewkTeP 2 O g chart Axis Series M Show Title M Show Legend Show Hidden Data Bar Format alll Gap between bars 10 8 dal Gap between sets 100 f g Bar Shape Rectangle 4 3D Scene Lighting Style Medium Left Chart Depth 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 To change the lighting angle and intensity select an option from the Lighting Style pop up menu that creates the look you want To change the depth of the chart elements drag
37. Your Own Formats for Displaying Values in Table Cells on page 101 for more information To show the series name select Show Series Name Separating Individual Wedges from a Pie Chart To make pie wedges more visually prominent you can separate them from the pie Separate a pie wedge by using the Explode slider Here are ways to separate pie wedges To move a single wedge away from the center of a 2D or 3D pie chart select it and then drag it or use the Explode control in the Chart inspector To separate all the wedges away from the center of a 3D pie chart select the chart before using the Explode control To move multiple wedges away from the center of a 2D or 3D pie chart use Shift click or Command click to select the wedges and then drag them or use the Explode control You can add a series name or data point label to distinguish individual wedges even further See Formatting the Elements in a Chart s Data Series on page 148 Adding Shadows to Pie Charts and Wedges You can put shadows on individual pie wedges or on the pie as a whole Putting shadows on individual wedges makes it look as if the wedges are on different layers so when you add a shadow to a pie wedge it s generally a good idea to separate it first See Separating Individual Wedges from a Pie Chart on page 157 for instructions To add shadows Select the chart or individual pie wedges Click Inspector in the toolbar and then click the Cha
38. a chart based on an entire table select the table click Charts in the toolbar and choose a chart type from the pop up menu all lt j all g On the pop up menu 2D charts are on the left and 3D charts are me on the right The values in the table are plotted in the chart If the table is empty the chart is blank until you add values to table cells Chapter 7 Creating Charts from Data 137 138 To add a chart based on a range of adjacent table cells click in a cell and then click and drag to select other cells you can also select the first cell in the range and then hold down the Shift key while selecting the last cell to select the entire range Then click Charts in the toolbar and choose a chart type To add a chart based on nonadjacent cells hold down the Command key as you select cells from a table Then click Charts in the toolbar and choose a chart type To add a chart based on data in more than one table first select a single table or contiguous range of cells and create a chart Then click Charts in the toolbar and choose a chart type Select the chart and hold down the Command key while clicking or dragging cells in another table to add their data to the chart To add a placeholder chart to which you intend to add your data at another time make sure nothing is selected click Charts in the toolbar and choose a chart type A chart and a new table are created with placeholder data To draw a chart
39. a column by dragging the right border of its reference tab to the right or by using the Column Width controls in the Table inspector If cell values aren t visible because rows are too narrow you can use the Fit button next to the Row Height controls in the Table inspector to make values visible Select a cell one or more rows or the table and then click the Fit button As row content is added or removed row height automatically changes to match content height You can also resize a row by clicking the bottom border of its reference tab and dragging down or by using the Row Height controls in the Table inspector You can also resize columns and rows to accommodate content by using the reference tabs To increase the height of a row to accommodate its largest content double click the lower border of the row s reference tab Column width does not adjust automatically when you make content changes To increase the width of a column to accommodate its largest content double click the right border of the column s reference tab 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 Chapter 4 Working with Table Cells 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
40. and choose Show Layout 3 Click Inspector in the toolbar and then click the Sheet inspector button To set the distance between the layout margins and the left right top and bottom sides of a page enter values in the Left Right Top and Bottom fields To set the distance between a header or a footer and the top or bottom edge of the page enter values in the Header and Footer fields To print the spreadsheet using the largest printing area possible with any printer you use select Use Printer Margins Any margin settings specified in the Sheet inspector are ignored when you print Chapter 2 Creating Saving and Organizing a Numbers Spreadsheet 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 To learn how to CT oo Ke Manage table cells and content in them Chapter 4 Working with Table Cells on page 78 Use table styles to format tables Chapter 5 Working with Table Styles on page 114 Use formulas in table cells Chapter 6 Using Formulas in Tables on page 118 Display table cell values in charts Chapter 7 Creating Charts from Data on page 134 Working with Tables Use a variety of techniques to create tables and manage their characteristics size and location Insert tables Adding a Table on page 48 Use table tools Using Table
41. are in columns only the first row is used in creating the chart You can chart any data set by moving it to the first row or column of the table To adjust the look of an individual pie wedge you must first select the pie chart and then select the wedges you want to change Here are ways to select pie wedges in a selected pie chart To select any wedge click it To select all the wedges select any wedge and press Command A To select nonadjacent wedges hold down the Command key as you select each wedge To select a continuous range of wedges select the first wedge and then hold down the Shift key as you select the last wedge Chapter 7 Creating Charts from Data To learn how to Go to Apply colors and textures to a pie chart Changing Pie Chart Colors and Textures on page 155 Show series and data point labels in a pie chart Showing Labels in a Pie Chart on page 156 Make individual pie wedges more visually Separating Individual Wedges from a Pie prominent Chart on page 157 Add shadows to pie charts Adding Shadows to Pie Charts and Wedges on page 157 Rotate a 2D pie chart Rotating 2D Pie Charts on page 158 Perform other formatting Formatting Charts on page 143 Changing Pie Chart Colors and Textures Here are ways to change pie chart colors and textures To fill series elements with specially designed colors or textures click Inspector in the toolbar click the Chart
42. box or shape so that text is aligned to the left or right border centered or aligned on both left and right justified Use the Alignment buttons in the format bar to quickly change the alignment of text in your spreadsheet To change the alignment of text select the text and then click the Alignment buttons in the format bar To align text left center right or justified using the Text inspector Select the text you want to change Click Inspector in the toolbar click the Text button and then click Text Click one of the five horizontal alignment buttons located to the right of the color well From left to right these buttons have the following effects Align Left Places each line of text against the left margin of the object Center Sets the center of each line of text at the center of the object Align Right Sets each line of text against the right margin of the object Justify Spaces characters in each line so that the lines reach both the left and right margins of the object Auto Align Table Cell Left justifies text and right justifies numbers in a table cell The first four alignment buttons are available on the format bar when text is selected The fifth horizontal alignment button is also available on the format bar when a table cell is selected You can also align text horizontally by choosing Format gt Text gt and selecting one of these Align Left Center Align Right Justify or Auto Align Table Cell
43. buttons Click B to show cell values in boldface click to show them in italics click U to underline cell values or click T to apply the strikethrough style Fill color well Click it to select a cell fill color Chapter 4 Working with Table Cells 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 e The text color applied is the color associated with the topmost rule with a text color specified e The font style applied is the font style associated with the topmost rule that has a font style specified e The fill color applied is the fill color associated with the topmost rule that has a fill color specified After the text color you specify has been applied to a cell value if you type new text into the cell after placing an insertion point and changing the text color in the format bar or the Text inspector the new text appears in the new text color but the existing text retains the color you set in the rule Changing and Managing Your Conditional Formatting Here are techniques you can use To find all the cells in a table that have the same conditional formatting rules as a particular cell select the cell click Show rules in the Cells inspector and then click
44. 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 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 Los v 00 o Automatic Date amp Time gt Duration Fractions gt Numeral System Scientific Text Slider Stepper Pop up Menu Custom You can also open the Cells inspector and choose Slider from the Cell Format pop up menu In the Cells inspector change default settings if desired Minimum and Maximum Indicates the lowest and highest cell values Increment Indicates the amount by which the cell value increases or decreases when you move the slider or arrow keys one increment Position Lets you locate the slider to the right of the cell or at the bottom of the cell Display as Applies a number currency percentage fraction scientific or numeral system format to the cell values Decimals Indicates how many decimal places to display To add a pop up menu click the Cell Formats button in the format bar and then choose Pop up Menu to create a pop up menu with default settings You can also open the Cells inspector and choose Pop up Menu from the Cell Format pop up menu In the Cel
45. checking 190 191 spilling 82 splitting table cells 87 Spotlight 38 spreadsheets adding CSV data 30 creating by importing 29 creating from a template 28 finding and replacing formula elements 132 opening 30 organizing using sheets 39 paginating 42 password protecting 31 saving 32 undoing changes 34 viewing all formulas in 132 star shape 207 253 254 steppers See cell controls Styles pane 22 T table cells adding and editing 78 adding comments 89 adding images or color 86 autofilling 81 conditional formatting 82 copying and moving 88 enlarging so content fits 82 formatting borders 87 formatting values for display 89 merging and unmerging 86 monitoring values 82 putting content into 78 selecting a group of cells 56 selecting a single cell 55 selecting borders of 57 splitting 87 working with numeric content 80 working with text content 79 wrapping clipping and spilling 82 Table inspector 49 table styles applying 115 copying and pasting 116 creating new 116 default 116 deleting 117 modifying 115 renaming 117 using 114 tables adding 48 adding columns 61 adding footer rows 64 adding header rows and header columns 62 adding rows 59 alternating row colors 66 categorizing rows in 69 copying among iWork applications 54 defining reusable 53 deleting rows and columns 61 filtering rows 69 freezing header rows and header columns 64 hiding rows and columns 66 moving 52 naming 52 rearranging rows and c
46. curved double headed arrow and then drag a selection handle To rotate an object in 45 degree increments hold down the Shift and Command keys while dragging a selection handle You can also click Inspector in the toolbar click the Metrics inspector button and then drag the Rotate wheel or use the Angle controls to set the angle of the object To rotate a shape but keep its text horizontal after rotating the shape choose Format gt Shape gt Reset Text and Object Handles Changing the Style of Borders For shapes chart elements and text boxes you can choose a line style and color for the object s border or you can specify no border You can also put a border around imported images To change the borders of tables and table cells see Formatting Table Cell Borders You can use the format bar to change the line style line thickness and line color of the border around one or more selected objects Choose a line width Choose a line color Choose a line style You can use the Graphic inspector and the Colors window to make additional adjustments To set the border style using the Graphic inspector 1 Select the object that you want to modify 2 Click Inspector in the toolbar and then click the Graphic inspector button 3 Choose Line from the Stroke pop up menu Chapter 9 Working with Shapes Graphics and Other Objects 221 4 Choose a line style from the pop up menu Click the color well to ch
47. depending on which works best to make the point with your data or use a mixed chart to overlay two chart types within the same figure You can also graph your data in a two dimensional scatter chart using linear or logarithmic scales Numbers includes the following types of charts Kind of chart Icon Column ail i Stacked column alll ff Bar g Kind of chart Icon Stacked bar amp Line a 29 Area dy Stacked Area Pie Q Scatter Mixed 3D charts can be any of the above types except scatter mixed or 2 axis Shown here is a 3D pie chart a 2 Axis ial 2 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 The researcher has counted the number of birds in each region each year from 2007 through 2010 thus having 4 data points or values for each region Region 1 17 26 53 Region 2 55 43 70 Chapter 7 Creating Charts from Data 135 136 If you plot this data as a column chart it looks like the one below Chart 1 100 De T The data sets contain one data point one a bar from each of the data series 25 T 0 2007 2008 2009 2010 Region2 E Region 1 The chart legend denotes the two data series In this chart Region 1 and Region 2 are called the data series becaus
48. displayed using the automatic format This content in a cell assigned the automatic format A number Is formatted like this for display 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 For example 1 000 0075 displays as 1 000 01 A date value The value is formatted using the date format specified in System Preferences search for date format in System Preferences and is treated as a date value in formulas To view the date formats in Numbers open the Cells inspector and choose Date and Time from the Cell Format pop up menu Then select the Date pop up menu A 2 digit year value greater than 50 is displayed using the prefix 19 otherwise the prefix 20 is used For example 1 1 displays as Jan 1 2008 and Jan 05 displays as Jan 5 2008 A Boolean value A percentage value The values true and false are converted to TRUE and FALSE These cells can be used in Boolean operations in formulas A number followed by the sign is displayed as entered and in formulas the value is treated as a percentage value A space before the sign is not required For example you can type 5 or 5 A scientific value The display
49. 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 Change a chart s type Changing a Chart from One Type to Another on page 138 Move a chart Moving a Chart on page 139 Modify a chart s data series Switching Table Rows and Columns for Chart Data Series on page 140 Replacing or Reordering Data Series in a Chart on page 141 Change the data shown in a chart Adding More Data to an Existing Chart on page 140 Removing Data from a Chart on page 142 Including Hidden Table Data in a Chart on page 141 Remove a chart Deleting a Chart on page 143 Copy a chart into a Keynote or Pages document Sharing Charts with Pages and Keynote and keep the chart up to date as data changes Documents on page 143 Changing a Chart from One Type to Another You can change a chart s type anytime you like Some chart types however use the row and column data differently as described below Chapter 7 Creating Charts from Data To change a chart from one type to another Select the chart Do one of the following From the pop up menu at the left end of the format bar choose a chart typ
50. folder choose Capture gt Selection to capture an image and then choose File gt Print to save the image as a PDF To import an image do any of the following Choose Insert gt Choose select the file and then click Insert Drag a file from the Finder 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 BOO Media First click a button to go to Audio Photos Movies your media files gt Aperture Second choose a source W Photo Booth Folders F IMG_3899 IMG_2076 _ Third drag an item to the x document or to an image IAAT MAAE well in one of the inspectors s S AN v x E e Qr 24 items 4 Search for a file by typing its name here The buttons at the top of the Media Browser give you access to images in your iPhoto library movies in your Movies folder or audio files in your iTunes library Drag a file from another application After importing your image you can drag it to position it wherever you want on a sheet You can use the tools in Numbers to mask crop an image change its brightness contrast and other image qualities or erase its background Replace image and other placeholders in Replacing Template Images with Your Own templates with your own objects Images on page 196 Mask images to get rid of unw
51. for another language Choose a language or input method from the Input menu that appears on the right side of the menu bar Choose Show Keyboard Viewer from the Input menu Press keys on your keyboard to see their location on the Keyboard Viewer Press Option Shift and Command Option to see accents and special characters To place a character at the insertion point of your document click the key for that character on the Keyboard Viewer Typing Special Characters and Symbols Using the Mac OS X Characters window you can insert special characters such as mathematical symbols letters with accent marks arrows and other dingbats and more You can also use this palette to enter Japanese Traditional Chinese Simplified Chinese and Korean characters as well as characters from other languages To insert special characters or symbols Place the insertion point where you want the special character or symbol to appear Choose Edit gt Special Characters to open the Characters window or choose Characters from the Action pop up menu in the lower left corner of the Fonts window Choose the type of characters you want to see from the View pop up menu at the top of the Characters window If you don t see the View menu click the button in the upper right corner of the window to show the top portion of the window Click this button again to hide the top portion of the window Click an item in the list on the left to see the characters
52. format rounds the value to 2 decimal places For example 1 777E3 is displayed as 1 78 E3 Chapter 4 Working with Table Cells 91 92 This content in a cell assigned the automatic format A duration value Is formatted like this for display 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 Otherwise the Up to three digits accuracy is used for display For example 1 1 displays as Jan 1 2008 If a different format has been applied to a cell you can change its format to automatic by selecting the cell and choosing Automatic from the Cell Formats pop up menu in the format bar Automatic Date amp Time gt Duration Fractions Numeral System Scientific Text Slider Stepper Pop up Menu Custom You can also use the Cells inspector To apply the automatic 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 Automatic from the Cell Format pop up menu Using the Number Format in Table Cells Use the number format to format the display of a number s decimal p
53. formulas and categorize rows functions in the spreadsheet Send a spreadsheet View and edit Add a sheet to the web in full a eool Garden Journal a b H V B dl 1 D O OA Vien sheet Ta Reorganze Function Formas Gharts Text tox Shapes Comment Share ee hears Add a table Add a chart text box Open the inspector window i Media Browser Colors Adda formula shape or comment K window or Fonts window or function Show or hide Print View comments and more To customize the toolbar Choose View gt Customize Toolbar The Customize Toolbar sheet appears Make changes to the toolbar as desired To add an item to the toolbar drag its icon to the toolbar If you frequently reconfigure the toolbar you can add the Customize button to it e To remove an item from the toolbar drag it out of the toolbar e To restore the default set of toolbar buttons drag the default set to the toolbar To make the toolbar icons smaller select Use Small Size e To display only icons or only text choose an option from the Show pop up menu To rearrange items in the toolbar drag them Chapter 1 Numbers Tools and Techniques Format text in 3 Click Done You can also customize the toolbar by using these shortcuts To remove an item from the toolbar press the Command key while dragging the item out of the toolbar You can also press the Control key while you click the item and then choose Remove Item from the shor
54. gt STDEVPA Reference p i i i Reference STRIPDURATION view information Tee SUBSTITUTE b SUBTOTAL about it Trigonometric gt SUM SUMIF fx SUM The SUM SUM is specified they must all be of the same type Usage Notes ue is included any number values are Examples SUM A1 A4 adds the numbers in four cells Insert Function Insert the selected function 124 Chapter 6 Using Formulas in Tables 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 use the Function Browser to add a function In the Formula Editor or the formula bar place the insertion point where you want the function added Note When your formula requires an operator before or after a function and you haven t added one the operator is inserted automatically Select the operator and type a different operator if needed Open the Function Browser by doing one of the following e Click in the formula bar and then click the Function Browser button e Click the Funct
55. image audio file or movie to the spreadsheet See Working with Images on page 194 Adding a Sound File on page 209 and Adding a Movie File on page 210 for instructions Select the imported object and move it where you want it in the spreadsheet as Moving and Positioning Objects on page 214 describes Format the imported object as Manipulating Arranging and Changing the Look of Objects on page 212 describes Select the object and then choose Format gt Advanced gt Define as Media Placeholder To delete a media placeholder select it and then press the Delete key Predefining Sheets for a Custom Template Add multiple sheets to a template when it contains content you want to separate into groups Here are ways to set up sheets for a template You can add sheets to or remove sheets from a Numbers template See Adding and Deleting Sheets on page 40 for details To move sheets around and reorder their content see Reorganizing Sheets and Their Contents on page 40 Chapter 12 Designing Your Own Numbers Spreadsheet Templates _ Saving a Custom Template You can save your new template so that it appears in the Template Chooser To save a custom template Choose File gt Save as Template Type a name for the template 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 follow
56. in the Table inspector press Option Return instead e To create an unnumbered paragraph within a topic press Return while holding down the Shift key If you re working in a table cell and Return key moves to next cell is selected in the Table inspector press Control Return instead e To enter a new topic at the next lower indent level press Tab To enter a new topic at the next higher level press Shift Tab You can also click and hold a number and then drag to the right to the left down and to the right or down and to the left If you re working in a table cell and Return key moves to next cell is selected in the Table inspector use the Indent Level controls in the Bullets pane of the Text inspector to change the level of entries e To return to regular text at the end of your list press Return and choose No Bullets from the Bullets amp Numbering pop up menu You may also need to adjust the indent level If you re working in a table cell and Return key moves to next cell is selected in the Table inspector press Option Return instead of Return e To add an existing paragraph to a numbered list click the paragraph choose a numbering style and click Continue from previous e To start anew numbered sequence in a list click Start at and specify the number you want the sequence to begin with If you want items in your list to have labeled subtopics as in an outline use an ordered list instead of
57. menus on the column and row reference tabs Header amp Footer gt Add Row Above Add Row Below tle Add Column Before Add Column After Delete Row Delete Column Split into Rows Split into Columns nhide All Row Unhide All Columns Cut Copy Paste Paste and Match Style Delete Cell Contents Clear All Select All Cells Use the Formula Editor and formula bar to add and edit formulas See Adding and Editing Formulas Using the Formula Editor on page 122 and Adding and Editing Formulas Using the Formula Bar on page 123 for details Use the Function Browser to add and edit functions See Adding Functions to Formulas on page 124 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 You can also change the size of a table by resizing its columns and rows Before resizing a table select it by clicking its name in the Sheets pane or using one of the other techniques in Selecting a Table on page 55 Here are ways to resize a selected table Drag one of the square selection handles that appear when a table is selected a a a o o To maintain a table s proportions hold down the Shift key as you drag Chapter 3 Using Tables 51 52 To resize from the table s center hold down the Option key as you drag To resize a table in one direction drag a side handle instead of a corner handle To resize b
58. numbers Help tags Numbers provides help tags brief text descriptions for most onscreen items To see a help tag hold the pointer over an item for a few seconds Preface Welcome to Numbers 09 Numbers Tools and Techniques This chapter introduces you to the windows and tools you use to work on Numbers spreadsheets When you create a Numbers spreadsheet you first select a template to start from Spreadsheet Templates The Template Chooser window presents a variety of spreadsheet templates from which to choose epo Template Chooser Blank Personal Finance Personal Business Education Checklist Checking Register Budget School Savings Retirement Savings Mortgage Open Recent zj Open an Existing File D amy 2 Al Templates contain predefined sheets tables formulas and other elements that help you get started To open the Template Chooser window Choose File gt New from Template Chooser 14 Here are ways to use the Template Chooser window 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 To increase or decrease the size of the thumbnails drag the slider at the bottom of the window To create a spreadsheet using a specific template click the template and then click Choose If you
59. o 75in s 0 75 inf Left Right 0 75 in 6 0 75 in 3 i Tp Bottom Set page margins 0 25 inl 0 25 inf Header Footer O Use Printer Margins To learn how to Go to Set the page size to match the size of the paper Setting a Spreadsheet s Page Size on page 43 you ll be using Have the header and footer text appear at the Adding Headers and Footers to a Sheet on top and bottom of the table on each page page 44 Adjust the size and location of objects ona sheet Arranging Objects on a Page in Print View on page 44 Lay out pages horizontally or vertically Setting Page Orientation on page 45 Order pages from left to right or from top to Setting Pagination Order on page 45 bottom Display page numbers in headers and footers Numbering Pages on page 45 Set up the blank space between the sheet s edge Setting Page Margins on page 46 and the edges of the paper Setting a Spreadsheet s Page Size Before working with Print View set the size of the pages to reflect the size of the paper you ll be using To set the page size Click inspector in the toolbar and then click the Document inspector button Choose a page size from the Paper Size pop up menu Chapter 2 Creating Saving and Organizing a Numbers Spreadsheet 43 44 Adding Headers and Footers to a Sheet You can have the same text appear on multiple pages in a sheet Recurring information that app
60. o o between points in the star o o o Points 5 View the number of points currently in the star Drag to increase or decrease the number of points in the star Chapter 9 Working with Shapes Graphics and Other Objects 207 208 Here are ways to edit a star When you select a star shape the slider appears Drag the slider to increase or decrease the number of points in the star Drag the blue editing point to change the angles between points in the star Editing a Polygon The polygon has a slider for increasing and decreasing the number of sides in the polygon Oo o o a View the number of sides Drag to increase or decrease the number of sides in the polygon To edit a polygon When you select the polygon the slider appears Drag the slider to increase or decrease the number of sides in the polygon 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 e MOV MP3 e MPEG 4 AIFF 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 Make sure the computer you are using has permission to play all the media files included in your spreadsheet Chapter 9 Working with Shapes
61. pane select a sheet to copy choose Edit gt Copy select the sheet after which you want the copy located and choose Edit gt Paste To delete a sheet and its contents select it in the Sheets pane and press the Delete key Reorganizing Sheets and Their Contents In the Sheets pane you can move sheets around and reorder their tables and charts You can also move tables and charts from one sheet to another Reordering tables and charts in the Sheets pane doesn t affect their location on the sheet canvas In the Sheets pane for example you may want to place charts next to the tables they re derived from or list tables in the order in which you want to work on them But on the sheet canvas you may want to present these objects in a different order for example when you lay out your spreadsheet for printing Here are ways to reorganize sheets in the Sheets pane To move a sheet select it and drag it to a new location in the pane Sheets shift as you drag Chapter 2 Creating Saving and Organizing a Numbers Spreadsheet You can also select multiple sheets and move them as a group To copy or cut and paste sheets select the sheets choose Edit gt Cut or Edit gt Copy select the sheet after which you want to place the sheets you re moving and choose Edit gt Paste 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 ca
62. path double click the filename and select Show directory path To display the file extension double click the filename and select Always show filename extension Automatically Substituting Text Numbers can be set to recognize and replace text you don t want with text you do want For example when you type teh Numbers can automatically change it to the To set up automatic text substitution Choose Numbers gt Preferences Click Auto Correction and specify settings as desired 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 Chapter 8 Working with Text 189 190 To set Numbers to automatically detect that something you ve typed is an email address or a URL select Automatically detect email and web addresses Email and web addresses you type automatically become hyperlinks for Mail or Safari To use automatic list generation select Automatically detect lists To automatically replace misspelled words if there is only one option in the spelling dictionary select Automatically use spell checker suggestions To replace on
63. right of the style and then choosing Create New Style Copying and Pasting Table Styles You can change a table s appearance by copying and pasting table and table cell styles Here are ways to copy and paste table styles To copy a cell s style select the cell and choose Format gt Copy Style To apply a copied cell style to other cells select the cells and choose Format gt Paste Style To paste a copied table using the spreadsheet s default table style choose Edit gt Paste and Match Style Using the Default Table Style Every spreadsheet has a table style that s designated as the default table style It s the table style that s applied to new tables To change the default table style Click the arrow to the right of the style you want to use as the default table style and then choose Set as Default Style for New Tables To use the default table style for a reusable table you define follow the instructions in Defining Reusable Tables on page 53 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 Use the instructions in Modifying Table Style Attributes on page 115 to achieve the visual effects you want Chapter 5 Working with Table Styles A U N _ Select the table click the arrow to the right of any style in the Styles pane and then choose Create New Style Type a unique
64. rows from categories display automatically computed values in cells of a category row move a category change the level of a category collapse or expand category rows and perform other category management tasks Defining Table Categories and Subcategories You can have Numbers create categories or subcategories based on values in one or more columns in the table Or you can assemble rows into categories by manually inserting category rows between table rows You can create categories based on adjacent or nonadjacent selected table rows Chapter 3 Using Tables Creating categories manually When you create categories by manually inserting a category row a new column the category value column is added to the table to display unique placeholder values for each category The placeholder value is used in the category row to identify the category Category value column A B c D 1 Salespersor Region Products 2 Item 1 3 M Petersor South Office Fumiture p 4 M Petersor South Patio Furniture i 5 Yitem2 6 J Smith East Office Fumiture Item 2 7 J Smith East Patio Furniture Item 2 8 R Nelson East Office Fumiture Item 2 9 D Prince Southeast Patio Furniture Item 2 10 _D Prince Southeast Library Furniture Item 2 11 A Normal West Library Furniture Item 2 12 G Smith West Patio Fumiture Item 2 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 ca
65. save your text format and apply it to the selected cells Changing a Custom Cell Format Here are ways to change custom formats and apply changes to table cells To change the elements associated with a custom format that s been applied to cells select the cells and click Show Format in the Cells inspector To delete an element select the element in the format field and then press Delete To add an element drag an element into the format field To move an element drag it around in the format field To redefine an element click the element s disclosure triangle and then choose an option from the pop up menu After making your changes do one of the following To save the changed format and apply it to selected cells using the same name click OK and then click Replace To save the changed format as a new format and apply it to selected cells change the format name and then click OK To apply the changed format to unselected table cells select the cells and choose the name of the format from the Cell Formats pop up menu in the format bar or the Cell Format menu in the Cells inspector 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 gt Manage Custom Cell Formats Then double click the name type your changes and click OK Chapter 4 Working with Table Cells When you change the name of a custom format t
66. 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 To open a spreadsheet when you re working in one choose File gt Open select the spreadsheet and then click Open To open a spreadsheet you ve worked with recently choose File gt Open Recent and choose the spreadsheet from the submenu To open a Numbers spreadsheet from the Finder double click the spreadsheet icon or drag it to the Numbers application icon If you see a message that a font or file is missing when you open a spreadsheet you can still use the spreadsheet Numbers lets you choose fonts to substitute for missing fonts Or you can add missing fonts by quitting Numbers and adding the fonts to your Fonts folder for more information see Mac Help To make missing movies or sound files reappear add them to the spreadsheet again Password Protecting a Spreadsheet When you want to restrict access to a Numbers document you can assign it a password Passwords can consist of almost any combination of numerals and capital or lowercase letters and several of the special keyboard characters Passwords with combinations of letters numbers and other characters are generally considered more secure When you save a spreadsheet in iWork 08 or Excel format you can t use password protection but when you export a spreadsheet as a PDF you ca
67. size using the size slider or other size controls Adjust the typography settings of the selected font by choosing Typography from the Action pop up menu In the Typography window click the disclosure triangles to see and select the different typography effects that are available for the selected font Different fonts have different typography effects available See Using Advanced Typography Features on page 172 for more information Adjusting Font Smoothing If the fonts on your screen look fuzzy blurry or jagged you may want to adjust the font smoothing style or change the text size at which Mac OS X starts to smooth fonts Fonts may also be distorted when exporting to a PDF file You can adjust font smoothing settings to smooth the fonts exported to PDF files To smooth the fonts on your screen Open System Preferences and click Appearance To turn on font smoothing in Mac OS X v10 6 Snow Leopard or later select Use LCD font smoothing when available To specify a font smoothing style in Mac OS X v10 5 7 Leopard or earlier choose a font smoothing style from the Font smoothing style pop up menu Depending on the type of display you have you may notice only small or no differences between smoothing styles 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 ca
68. spreadsheet as a template When you save a spreadsheet as a template it appears in the Template Chooser To save a spreadsheet as a template Choose File gt Save as Template See Designing a Template on page 244 for additional details 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 Inthe Spotlight fields enter or change information BOO Document DEBEAT eA Printer Setup Format For Any Printer wy 11lin x 8 5 in Spotlight Author Title Keywords Comments C Require password to open Change Password To search for spreadsheets containing Spotlight information click the Spotlight icon at the top right of the menu bar and then type what you want to search for Chapter 2 Creating Saving and Organizing a Numbers Spreadsheet Closing a Spreadsheet Without Quitting Numbers When you have finished working with a spreadsheet you can close it without quitting Numbers Here are ways to close the active spreadsheet and keep the application open To close the active spreadsheet choose File gt Close or click the close button in the upper left corner of the Numbers window To close all open spreadsheets pr
69. start If you want the first line to remain flush with the left margin make sure the rectangle aligns with the left indentation symbol To create a hanging indentation drag the rectangle to the left of the left indentation symbol Changing the Inset Margin of Text in Objects You can change the amount of space between text and the inside border of a text box shape or table cell This measurement is called the inset margin The amount of space you specify is applied equally around the text on all sides To set the spacing between text and the inside border of its object If there s no insertion point in the object select the object If the insertion point is inside the object press Command Return to get out of text editing mode and select the object Click Inspector in the toolbar click the Text button and then click Text Drag the Inset Margin slider to the right to increase the space between text and the inside border of the object or type a number in the Inset Margin box and press Return You can also click the arrows to increase and decrease space Inset Margin S 9 8 pt Specify how much space you want around text inside a text box shape or table cell Creating Lists Numbers provides preformatted bullet and numbering styles for creating simple or ordered lists Bulleted and numbered lists are simple lists without the nested hierarchies of information like those you might see in an ordered list an outlin
70. the Chart Depth slider Dragging to the right makes the chart elements appear to stretch out toward the viewer 5 To enhance the edges on a 3D pie chart select Show Bevel Edges To change the shape of the bars in 3D column and bar charts use the Bar Shape pop up menu To learn about other formatting options see Formatting Charts on page 143 Chapter 7 Creating Charts from Data 163 164 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 Create a text box and add text to it Adding Text Boxes on page 185 Add text to a shape Putting Text Inside a Shape on page 186 Work with text in table cells Adding and Editing Table Cell Values on page 78 Working with Text in Table Cells on page 79 Using the Text Format in Table Cells on page 99 Customize your text Selecting Text on page 164 Deleting Copying and Pasting Text on page 165 Formatting Text Size and Appearance on page 165 Setting Text Alignment Spacing and Color on page 172 Creating Lists on page 180 Selecting Text Before you format or perform other operations on text you need to select the text you want to work with Here are ways to select text To select one or more characters click in front of the first character and drag across the charac
71. their opacity Chapter 9 Working with Shapes Graphics and Other Objects 219 220 To learn how to Go to Change an object s size Resizing Objects on page 220 Flip or rotate an object Flipping and Rotating Objects on page 220 Format a border around objects Changing the Style of Borders on page 221 Place a picture frame around an object Framing Objects on page 222 Add shadows to create an appearance of depth Adding Shadows on page 223 Add a reflection that reflects vertically downward Adding a Reflection on page 224 Make objects more or less opaque Adjusting Opacity on page 224 Resizing Objects You can resize an object by dragging its handles or typing exact dimensions Here are ways to resize objects To resize an object by dragging select the object and then drag one of its selection handles To resize an object in one direction drag a side handle instead of a corner handle To resize the object from its center press the Option key as you drag To maintain an object s proportions hold down the Shift key as you drag You can also click Inspector in the toolbar click the Metrics inspector button and then select Constrain proportions before dragging To show the size of an object when you drag a selection handle choose Numbers gt Preferences and then select Show size and position when moving objects in the General pane To resize an object us
72. well as possible If the object s shape is different from that of the original image s parts of the image may not appear blank space may also appear around the image Scale to Fill Makes the image appear larger or smaller sizing it to leave minimum space around the image even if the object and image have different shapes Stretch Sizes the image to fit the object s dimensions but distorts it if the object has a shape different from that of the original image Original Size Places the image inside the object without altering its original dimensions If the image is larger than the object you see only a part of the image in the object If the image is smaller than the object there is blank space around it Chapter 9 Working with Shapes Graphics and Other Objects Tile Repeats the image inside the object if the image is smaller than the object If the image is larger than the object you see only part of the image inside the object 4 Lo Tile small image Ap a large image Scale to Fill Original Size C N ie Qe ae we e Tile large image NG J XR wi Scale to Fit Stretch 5 Ifyou 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 Fill Tinted Ima
73. what s in the Find field even after the entire spreadsheet has been searched Next or Previous Click to search for the next or previous instance of what s in the Find field When an element is found the Formula Editor opens and displays the formula containing the instance of the element Replace All Click to replace all instances of what s in the Find field with what s in the Replace field Replace Click to replace the current instance of what s in the Find field with what s in the Replace field Replace amp Find Click to replace the current instance of what s in the Find field and to locate the next instance Chapter 6 Using Formulas in Tables 133 134 Creating Charts from Data 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 About Charts Use a chart when you want to visually represent trends or relationships that may be more difficult to see when data is presented in a table In Numbers you can choose from a variety of 2D or 3D chart types to present your data including pie charts line charts bar charts column charts and area charts
74. with Shapes Graphics and Other Objects 217 218 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 i Position a line by specifying x and y u 556 px s 295 px coordinates for its first endpoint x Y 656 px 395 px Position a line by specifying x and y x Y coordinates for its second endpoint Another way to align objects as you work is to use built in alignment guides that appear as you drag objects around the sheet or to create static alignment guides that help you line up objects See Using Alignment Guides on page 216 and Creating Your Own Alignment Guides on page 217 Grouping and Ungrouping Objects You can group objects together so that they can be moved copied resized and oriented as a single object You can edit an individual object within a group without having to ungroup it first Grouped objects can be grouped again with other objects creating a hierarchy or nesting of grouped objects To select an individual object that s nested in several levels of grouping you must click it once for each level of nesting To group objects Hold down the Command or Shift key as you select the objects you want to group If you can t select an obje
75. with Shapes Graphics and Other Objects 223 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 Don t use the Opacity slider at the bottom of the Graphic inspector which changes the opacity of the object not the object s shadow 8 To change the color for the shadow click the Shadow color well and select a color Adding a Reflection You can add a reflection to an object that reflects vertically downward To quickly add or remove a reflection select the object and then select or deselect Reflection in the format bar The Graphic inspector gives you more control over reflection formatting To add a reflection to an object using the Graphic inspector 1 Select the object 2 Click Inspector in the toolbar and then click the Graphic inspector button 3 Select Reflection and drag the slider to increase or decrease the amount of reflection Adjusting Opacity You can create interesting effects by making objects more opaque or less opaque Chapter 9 Working with Shapes Graph
76. you want to appear To display negative values preceded by a minus sign or in parentheses choose 100 or 100 from the pop up menu Select Separator if you want to show a thousands separator on the left side of the decimal Percentage Displays the data point value as divided by 100 In the Decimals field specify how many decimal places you want to appear To display negative values preceded by a minus sign or in parentheses choose 100 or 100 from the pop up menu Select Separator if you want to show a thousands separator on the left side of the decimal Date and Time Displays data point values with a date and time format Duration Displays data point values as a unit of time for example seconds minutes or weeks 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 Chapter 7 Creating Charts from Data 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
77. you want to share and then click the Share button in the toolbar or choose Share gt Share via iWork com 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 Click the verification link in the email and then continue publishing your document Select Publish on the web Chapter 11 Sharing Your Numbers Spreadsheet _ 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 Click Publish A copy of your spreadsheet is published to iWork com Viewers can view your spreadsheet but they can t add comments and notes to it In the dialog that appears click View Online to see your spreadsheet on iWork com Your browser opens and displays the published spreadsheet on iWork com In your browser window click Show Public URL to see the web address for your document You can copy the web address URL and post it on a website or elsewhere Anyone with the web address can view your spreadsheet online To upload a spreadsheet for your private access Open the spreadsheet and then click the Share button in the toolbar or choose Share gt Share via Work com Type your Apple ID and password and then clic
78. 0 5 4 189 10 tedger naw Deposit 300 00 4489 10 T Blue 11208 Entertainment 5 Goons 427910 Blue Headers Blue Fill im Checking 100 lO A This user guide provides detailed instructions to help you accomplish specific tasks in Numbers In addition to this book other resources are available to help you Online video tutorials Video tutorials at www apple com iwork tutorials numbers provide instructions for performing common tasks in Numbers The first time you open Numbers a message appears with a link to these tutorials on the web You can view Numbers video tutorials anytime by choosing Help gt Video Tutorials Preface 12 Onscreen help Onscreen help contains detailed instructions for completing all Numbers tasks To open help open Numbers and choose Help gt 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 To open the user guide choose Help gt iWork Formulas and Functions User Guide To open help choose Help gt iWork Formulas and Functions Help iWork website Read the latest news and information about iWork at www apple com iwork Support website Find detailed information about solving problems at www apple com support
79. 12000 12 option Thousands K And later apply the 12000 12K option After applying the 12000 12K option Millions And later apply the 12000 0 option After applying the 12000 0 option Millions M And later apply the 12000 OM option After applying the 12000 OM option Billions And later apply the 12000 0 option After applying the 12000 0 option Chapter 4 Working with Table Cells 107 For this scale option When you enter 12000 The actual value is The displayed value is in a table cell Billions B And later apply the 12000 OB option After applying the 12000 0B option Trillions And later apply the 12000 0 option After applying the 12000 0 option Trillions T And later apply the 12000 OT option After applying the 12000 oT option Scientific And later apply the 12000 1E 0 4 option After applying the 12000 1E 0 4 option Associating Conditions with a Custom Number Format You associate conditions with a custom number format to vary a table cell s display characteristics based on what s entered into the cell Here s a number format that has four conditions The top condition is applied if the number entered doesn t satisfy any of the other conditions If conditions are not met Note Sample Text Note If greater than 0 wy Due 0000 12K Due ED 0000 00 K OO fo Paid in full Paid in full 010 If less than 0 k Credit 0000 12K Credit C0000 00V CK Oe 10
80. 2 returns 22 Subtract one value from minus sign A2 B2 returns 18 another value Multiply two values asterisk A2 B2 returns 40 Divide one value by another forward slash A2 B2 returns 10 value Raise one value to the power caret A2 B2 returns 400 of another value Calculate a percentage percent sign A2 returns 0 2 formatted for display as 20 n Using a text string with an arithmetic operator returns an error For example 3 hello is not a correct arithmetic operation The Comparison Operators You can use comparison operators to compare two values in formulas Comparison operations always return the values TRUE or FALSE Chapter 6 Using Formulas in Tables When you want to determine Use this comparison operator For example if A2 contains 20 whether and B2 contains 2 the formula Two values are equal A2 B2 returns FALSE Two values aren t equal lt gt A2 lt gt B2 returns TRUE The first value is greater than gt A2 gt B2 returns TRUE the second value The first value is less than the lt A2 lt B2 returns FALSE second value The first value is greater than gt A2 gt B2 returns TRUE or equal to the second value The first value is less than or lt A2 lt B2 returns FALSE equal to the second value Text strings are larger than numbers For example hello gt 5 returns TRUE TRUE and FALSE can be compared with e
81. 25 Selecting Objects Before you can move modify or perform other operations on objects you must select them A selected object has handles that let you move or manipulate the object Here are ways to select and deselect objects To select a table click its name in the Sheets pane For other table selection techniques see Selecting Tables and Their Components on page 55 To select other single objects click anywhere in the object to select an object that has no fill click the edge To select several objects on a sheet hold down the Shift key as you click objects To select all the objects on a sheet click the sheet and press Command A To select an object that s part of a group you must first ungroup the objects Select the group and then choose Arrange gt Ungroup To deselect objects in a group of selected objects hold down the Command key and then click objects you want to deselect Copying or Duplicating Objects The technique you use to copy an object depends on where you want to place the copy When the copy will be placed far from the original or in another document copying and pasting is generally easier When you re working with an object that will be placed near the original duplicating is generally easier Here are ways to copy objects To copy and paste an object select it and then choose Edit gt Copy Click where you want the copy to appear Choose Edit gt Paste To duplicate an object on a
82. 3 In Address Book select one or more contacts or groups and drag them to the table You can also drag one or more vCards to the table If necessary to accommodate all the data rows are added If a contact s data already exists in the table another row for the contact is still added You can detect duplicate rows using sorting as Sorting Rows in a Table on page 67 describes 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 In Address Book select one or more cards or a group and drag the selection to the canvas Drag one or more vCards to the canvas 234 Chapter 10 Adding Address Book Data to a Table The table contains a column for each Address Book or vCard field named as Mapping Column Names to Address Book Field Names on page 231 describes However only fields named Last name First name Phone and Email are initially visible the other columns are hidden To view the hidden columns choose Table gt Unhide All Columns You can delete or rename columns as required Chapter 10 Adding Address Book Data to a Table 235 236 _ Sharing Your Numbers Spreadsheet 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 ca
83. 30 130 130 131 132 132 134 134 137 138 139 140 140 141 141 142 143 Reordering Renaming and Deleting Custom Cell Formats Chapter 5 Working with Table Styles 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 Chapter 6 Using Formulas in Tables The Elements of Formulas Performing Instant Calculations Using Predefined Quick Formulas Creating Your Own Formulas Adding and Editing Formulas Using the Formula Editor Adding and Editing Formulas Using the Formula Bar Adding Functions to Formulas Handling Errors and Warnings in Formulas Removing Formulas Referring to Cells in Formulas Using the Keyboard and Mouse to Create and Edit Formulas Distinguishing Absolute and Relative Cell References Using Operators in Formulas The Arithmetic Operators The Comparison Operators Copying or Moving Formulas and Their Computed Values Viewing All Formulas in a Spreadsheet Finding and Replacing Formula Elements Chapter 7 Creating Charts from Data About Charts Creating a Chart from Table Data Changing a Chart from One Type to Another Moving a Chart Switching Table Rows and Columns for Chart Data Series Adding More Data to an Existing Chart Including Hidden Table Data in a Chart Replacing or Reordering Data Series in a Chart Removing Data from a Chart Deleting a Chart
84. 8 Chapter 4 Working with Table Cells When you type this value into a cell with the The value is displayed like this above format 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 e Choose Custom from the Cell Formats pop up menu in the format bar e Choose Custom from the Cell Format pop up menu in the Cells inspector e Choose Format gt Create Custom Cell Format 3 From the Type pop up menu choose Number amp Text 4 Click the Add button to the right of the format field to add a condition 5 From the pop up menu above the new format field choose a condition Type text and drag elements to create a cell format Name Custom Format 1 Type Number amp Text HA If conditions are not met 123 Err If 0 v If less than 0 123 i Es If greater than 0 If greater than or equal to 0 If less than If less than or equal to peny If greater than aces If greater than or equal to tered Text Cnet ED If value is 6 Define the number format you want to apply when a number meets the condition by adding elements to the format field See Creating a Custom Number Format on page 102 for information about interacting with the format field 7 Repeat steps 4 through 6 as needed to d
85. Browser 124 viewing all in a spreadsheet 132 See also functions See also operators fraction format 96 freezing header rows and header columns 64 Function Browser 124 See also functions functions adding to formulas 124 See also formulas G Graphic inspector 50 H header rows and columns adding 62 freezing 64 251 252 keeping visible as you scroll 64 headers and footers 44 hiding rows and columns 66 hyperlinks 187 l images changing brightness contrast and other settings 199 importing 194 masking cropping 196 reducing file size 198 removing background or unwanted elements 198 replacing template images 196 supported file types 194 importing a file Address Book data 29 CSV data 29 from AppleWorks 29 from Excel 29 in iWork 08 format 30 information for document searches 38 See also Spotlight Inspector window 20 inspectors opening 20 opening multiple 20 using for formatting 20 Instant Alpha tool 198 instant calculations 119 iWeb 242 iWork 08 See importing a file exporting a spreadsheet iWork com 239 K keyboard shortcuts using 27 viewing a list in help 27 L line charts 159 linking to Numbers charts from Pages and Keynote 143 M masking 196 MathType 230 Media Browser 23 media files 208 merging and unmerging table cells 86 Metrics inspector 44 51 52 145 158 213 217 220 221 mixed charts 161 Index movies adding 210 adjusting playback settings 211 file types supported
86. C Whole words Formulas Only Replace M Repeat search loop Replace All 4 Replace 4 Replace amp Find Previous Next 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 Chapter 8 Working with Text Whole words Select to find only text that matches what s in the Find field in its entirety Replace Type replacement text in this field Repeat search loop Select to continue looking for what s in the Find field even after the entire spreadsheet or sheet has been searched Next or Previous Click to search for the next or previous instance of what s in the Find field When an element is found the Formula Editor opens and displays the formula containing the instance of the element Replace All Click to replace all instances of what s in the Find field with what s in the Replace field Replace Click to replace the current instance of what s in the Find field with what s in the Replace field Replace amp Find Click to replace the current instance of what s in the Find field and to locate the next instance Use the other commands on the Edit gt Find submenu for additional operations Find Next or Find Previous Finds the next or previous occurrence of the current Find t
87. Cells inspector Select the cell or cells Click Inspector in the toolbar and then click the Cells inspector button Choose Date and Time from the Cell Format pop up menu Chapter 4 Working with Table Cells 95 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 duration format select one or more cells choose Duration from the Cell Formats pop up menu in the format bar and use the Cells inspector to specify the format zo s v x 00 ot Automatic Date amp Time gt Duration Fractions gt Numeral System Scientific Text Slider Stepper Pop up Menu Custom To define a duration 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 Duration from the Cell Format pop up menu 4 Use the Units control to select the units you want to display for a duration value By default hours minutes and seconds h m and s are displayed To choose a single unit drag the left or right end of the slider toward the center until it can get no
88. Column Before or Add Column After from the pop up menu You can also select a column and then choose these commands from the Table menu To add multiple columns select the number of columns you want to add select three columns to add three columns To add columns after a particular column make sure the rightmost column selected is the one after which you want the new columns added to add columns before a particular column make sure the leftmost column selected is the one before which you want the new columns added Then choose one of the commands above You can use the Tab key to add a column to the right side of the table when Return key moves to next cell below Table Options in the Table inspector is selected 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 To add rows and columns at the same time drag the Column and Row handle diagonally You can split cells into two equal columns Splitting Table Cells on page 87 explains how Rearranging Rows and Columns Using a row
89. Contents 143 143 144 144 145 148 151 152 153 154 154 155 156 157 157 158 158 159 160 160 161 162 164 164 164 165 165 166 167 167 167 168 168 168 169 170 170 171 172 172 172 174 Sharing Charts with Pages and Keynote Documents Formatting Charts Placing and Formatting a Chart s Title and Legend Resizing or Rotating a Chart Formatting Chart Axes Formatting the Elements in a Chart s Data Series Showing Error Bars in Charts Showing Trendiness in Charts Formatting the Text of Chart Titles Labels and Legends Formatting Specific Chart Types Customizing the Look of Pie Charts Changing Pie Chart Colors and Textures Showing Labels in a Pie Chart Separating Individual Wedges from a Pie Chart Adding Shadows to Pie Charts and Wedges Rotating 2D Pie Charts Setting Shadows Spacing and Series Names on Bar and Column Charts Customizing Data Point Symbols and Lines in Line Charts Showing Data Point Symbols in Area Charts Using Scatter Charts Customizing 2 Axis and Mixed Charts Adjusting Scene Settings for 3D Charts Chapter 8 Working with Text Adding Text Selecting Text Deleting Copying and Pasting Text Formatting Text Size and Appearance Making Text Bold Italic or Underlined Adding Shadow and Strikethrough to Text Creating Outlined Text Changing Text Size Making Text Subscript or Superscript Changing Text Capitalization Changing Fonts Adjusting Font Smoothing Adding Accent Marks Viewing Keyboar
90. Header Columns Then choose the number of header rows or header columns from the submenu Convert the topmost body row or the leftmost body column to a header row or header column Hold the pointer over the reference tab of a body row or column to see its menu arrow Click the arrow and then choose Convert to Header Row or Convert to Header Column from the pop up menu These commands are available only when there are four or fewer existing header rows or header columns Header cells play an important role in making formulas in table cells easier to read and create See Referring to Cells in Formulas on page 126 to learn more Chapter 3 Using Tables 63 64 Freezing Table Header Rows and Header Columns When you re not in Print View which repeats header rows and columns on each page you can keep headers visible as you scroll through the document by using the freeze option Here are ways to freeze and unfreeze header rows and columns for a table Select the table or an element in it click the row header or column header button in the format bar and then select or deselect Freeze Header Columns or Freeze Header Rows in the pop up menu You can also access these commands from the header buttons in the Table inspector Select the table or an element in it and choose Table gt Header Columns or Table gt Header Rows Then select or deselect Freeze Header Columns or Freeze Header Rows Adding Table Footer Rows Use footer rows wh
91. If you want your reusable tables and menu changes to be available in other spreadsheets save the spreadsheet as a template using the instructions in Saving a Custom Template on page 249 Copying Tables Among iWork Applications You can copy a table from one iWork application to another The table retains its appearance data and other attributes but some Numbers features aren t supported in the other applications Rows or columns that are hidden in Numbers are removed e Comments added to Numbers table cells aren t copied To copy a table from one iWork application to another Select the table you want to copy as Selecting a Table on page 55 describes Chapter 3 Using Tables 2 Choose Edit gt Copy 3 Inthe other application set an insertion point for the copied table and then choose Edit gt Paste Selecting Tables and Their Components You select tables rows columns table cells and table cell borders before you work with them Select tables Selecting a Table on page 55 Select a table cell Selecting a Table Cell on page 55 Select a group of table cells Selecting a Group of Table Cells on page 56 Select a row or a column Selecting a Row or Column in a Table on page 57 Select cell borders Selecting Table Cell Borders on page 57 Selecting a Table When you select a table selection handles appear on the edges of the table Here are ways to select a table
92. Numbers 09 Apple Inc Copyright 2011 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 Use of the keyboard Apple logo Option Shift K for commercial purposes without the prior written consent of Apple may constitute trademark infringement and unfair competition in violation of federal and state laws Every effort has been made to ensure that the information in this manual is accurate Apple is not responsible for printing or clerical errors Apple 1 Infinite Loop Cupertino CA 95014 2084 408 996 1010 www apple com Apple the Apple logo Aperture AppleWorks Finder iPhoto iTunes iWork Keynote Mac Mac OS Numbers Pages QuickTime Safari and Spotlight are trademarks of Apple Inc registered in the U S and other countries App Store and MobileMe are service marks of Apple Inc Adobe and Acrobat are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and or other countries Other company and product names mentioned herein are trademarks of their respective companies Mention of third party products is for informational purposes only and constitutes neither an endorsement nor a recommendation
93. Numbers attachments To attach a spreadsheet to an email message If you want to email a spreadsheet in Numbers format you can password protect it first See Password Protecting a Spreadsheet on page 31 to learn how to password protect a spreadsheet 2 Choose Share gt Send via Mail and then choose Numbers Excel or PDF from the submenu A new email message opens in your default mail application with a Numbers Excel or PDF version of your spreadsheet attached Sending a Spreadsheet to iWeb If you use or intend to use iWeb to create a website you can send a Numbers spreadsheet directly to your iWeb blog or podcast The spreadsheet becomes an attachment that your website visitors can download To send a spreadsheet to iWeb Make sure you have iWeb 08 or later installed _ 2 Open your Numbers spreadsheet and then choose Share gt Send to iWeb and then choose Numbers or PDF from the submenu Numbers Creates an archive version of your spreadsheet If the spreadsheet is password protected the password settings are retained PDF Creates a PDF version 3 If Web wasn t open it opens and you can choose a new or existing blog or podcast to attach your spreadsheet to If you have only one blog or podcast the spreadsheet is attached to it When you publish your website visitors who subscribe to your blog or podcast automatically get the latest attachments sent to their iTunes library PDF pu
94. Objects on a Page in Print View Setting Page Orientation Setting Pagination Order Numbering Pages Setting Page Margins Chapter 3 Using Tables Working with Tables Adding a Table Using Table Tools Resizing a Table Moving Tables Naming Tables Enhancing the Appearance of Tables Defining Reusable Tables Copying Tables Among iWork Applications Selecting Tables and Their Components Selecting a Table Selecting a Table Cell Selecting a Group of Table Cells Selecting a Row or Column in a Table Selecting Table Cell Borders Working with Rows and Columns in Tables Adding Rows to a Table Adding Columns to a Table Rearranging Rows and Columns Deleting Table Rows and Columns Adding Table Header Rows or Header Columns Freezing Table Header Rows and Header Columns Adding Table Footer Rows Resizing Table Rows and Columns Alternating Table Row Colors Hiding Table Rows and Columns Sorting Rows in a Table Contents 69 69 70 75 75 78 78 78 79 80 81 82 82 83 85 86 86 87 87 88 89 89 91 92 93 94 95 96 96 97 98 99 99 101 102 104 105 106 108 110 11 112 Filtering Rows in a Table Creating Table Categories Defining Table Categories and Subcategories Removing Table Categories and Subcategories Managing Table Categories and Subcategories Chapter 4 Working with Table Cells Putting Content into Table Cells Adding and Editing Table Cell Values Working with Text in Table Cells Working w
95. Size of Media Files on page 212 to learn other techniques for reducing file size Copy template images into document If you don t select this option and you open the spreadsheet on a computer that doesn t have Numbers installed the spreadsheet might look different Click Save In general you can save Numbers spreadsheets only to computers and servers that use Mac OS X Numbers is not compatible with Mac OS 9 computers and Windows servers running Services for Macintosh If you must save to a Windows computer try using AFP server software available for Windows to do so Chapter 2 Creating Saving and Organizing a Numbers Spreadsheet 33 34 To learn how to Go to Share your spreadsheets with others Printing a Spreadsheet on page 236 Sending Your Numbers Spreadsheet to iWork com public beta on page 239 Exporting a Spreadsheet to Other Document Formats on page 237 Sending a Spreadsheet Using Email on page 242 Sending a Spreadsheet to iWeb on page 242 Undo or prevent changes made to a spreadsheet Undoing Changes on page 34 Locking a Spreadsheet So It Can t Be Edited on page 34 Save different versions of a spreadsheet Automatically Saving a Backup Version on page 35 Finding an Archived Version of a Spreadsheet on page 36 Saving a Copy of a Spreadsheet on page 36 Saving a Spreadsheet as a Template on page 38 Save terms that Spotlight
96. Their Computed Values on page 131 to learn about techniques for duplicating or moving a cell that contains a formula Adding Comments to Table Cells Use comments to record information about table cells Here are ways to work with comments To add a comment to a cell select the cell and click Comment in the toolbar or choose Insert gt Comment Type in the comment box To move a comment drag it To hide all comments choose View gt Hide Comments A yellow marker appears in any table cell containing a comment To hide one comment click the Minimize button in the upper left of the comment box or click the comment marker A hidden comment can be temporarily displayed by placing the pointer over the marker To show all comments choose View gt Show Comments To show a hidden comment click its marker To delete a comment click the X in the upper right of the comment box To include comments when you print show any comments you want to print and then choose File gt Print Formatting Table Cell Values for Display You can apply a format to a cell to display its value in a particular way For example you can apply the currency format to cells that hold monetary values so that a currency symbol such as or appears in front of numbers in the cells When you use a cell format you are setting only the display characteristics of a value When the value is used in formulas the actual value is used not the formatt
97. a 8 z Set the style width and Thin gt color of cell borders Cell Background Color Fill L Add color or an image PE to a cell MEE M Alternating Row Color Change the behavior of the Return and Table Options Tab keys Return key moves to next cell Use the Cells inspector to format cell values For example you can display a currency symbol in cells containing monetary values Cell formats determine how cell values are displayed but they never change the underlying cell value used in calculations For example a cell with the actual value of 4 29 might be displayed as 4 3 but calculations use the value 4 29 You can also set up conditional formatting For example you can make a cell red when its value exceeds a particular number To open the Cells inspector click Inspector in the toolbar and click the Cells inspector button O08 S amp al T amp The buttons at the top of the cal erent inspector window open the E ten inspectors Document Sheet Table Cells Chart Text Symbol US Dollar Graphic Metrics Hyperlink Decimals 2 100 18 and QuickTime M Thousands Separator O Accounting Style Conditional Format A Wrap Text in Cell Chapter 3 Using Tables 49 50 Use the Graphic inspector to create special visual effects such as shadows To open the Graphic inspector click Inspector in the toolbar and then cl
98. a see Using the Keyboard and Mouse to Create and Edit Formulas on page 128 See Distinguishing Absolute and Relative Cell References on page 129 to learn about absolute and relative forms of cell references which are important when you need to copy or move a formula Using the Keyboard and Mouse to Create and Edit Formulas You can type cell references into a formula or you can insert cell references using mouse or keyboard shortcuts Here are ways to insert cell references To use a keyboard shortcut to enter a cell reference place the insertion point in the Formula Editor or formula bar and do one of the following e To refer to a single cell press Option and then use the arrow keys to select the cell e To refer to a range of cells press and hold Shift Option after selecting the first cell in the range until the last cell in the range is selected e To refer to cells in another table on the same or a different sheet select the table by pressing Option Command Page Down to move downward through tables or Option Command Page Up to move upward through tables Then use one of the two techniques above to select one or more cells in the table e To specify absolute and relative attributes of a cell reference after inserting one click the inserted reference and press Command K to cycle through the options See Distinguishing Absolute and Relative Cell References on page 129 for more information To use the mouse t
99. a custom shape 1 Click Shapes in the toolbar and then select the Draw tool or choose Insert gt Shape gt Draw with Pen A The pointer changes from an arrow to a small pen tip 2 Click anywhere in your document to create the first point of the custom shape 3 Click to create more points Each point you add is connected to the preceding point To delete a segment you ve just created press the Delete key You can press Delete multiple times 4 To stop drawing and close the shape add a solid line between the last and first points click the first point To stop drawing and leave the shape open no line between the last and first points so that you can work with the shape again later press the Esc Escape key or double click the last point created 5 To close or add points to a shape that you previously left open click once in the shape to select it and then click it a second time to show its points 202 Chapter 9 Working with Shapes Graphics and Other Objects Double click one of the two points at either end of the open segment the pointer changes to a pen tip To add additional points click other locations When you re ready to stop drawing and close the shape click the point at the end of the open segment 6 Select the shape s border and drag it wherever you want it on the sheet 7 To change the shape s contours you must first make the shape editable as Editing Shapes on page 203 de
100. a numbered list Formatting Ordered Lists Ordered lists provide different numbering styles for each indent level in a list allowing you to create a hierarchy of information For example e You can create a list using a numbering sequence as you proceed from the highest level to lower levels I A 1 a 1 a i 1 and a Chapter 8 Working with Text 183 184 e You can create a legal list style which appends an additional number or letter at each lower level 1 1 1 1 1 1 and so on To add and format an ordered list Place the insertion point where you want the list to begin Click Inspector in the toolbar click the Text inspector button and then click Bullets To create a legal style list choose Tiered Numbers from the Bullets amp Numbering pop up menu Otherwise choose Numbers instead 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 To adjust the space between numbers and text use the Text Indent field To add and indent items in your list do any of the following To adda new topic at the current indent level press Return If you re working in a table cell and Return key moves to next cell is selected in the Table inspector press Option Return instead e To create an unnumbered paragraph within a topic press Return while holding down the Shift key If you re working in a table cell and Retu
101. a page 44 list of formulas 236 numbering pages 45 Print View 42 setting page margins 46 setting page orientation 45 setting page size 43 setting pagination order 45 the current sheet 236 using headers and footers 44 Q quick formulas 120 quote bubble shape 207 R reference tabs 50 relative cell references 129 Reorganize window 68 69 72 75 reusable tables See tables rounded rectangle shape 206 rows adding 59 alternating colors for banded effect 66 categorizing 69 deleting 61 filtering 69 hiding 66 rearranging 61 resizing 65 sorting 67 See also tables S saving Index a copy of a spreadsheet 36 an automatic backup version 35 as an Excel document 33 as an iWork 08 document 33 as a template 38 Spotlight search terms 38 with media files 33 scatter charts 160 scientific format 98 searching for formulas See finding and replacing shapes adding custom 202 adding predrawn 201 adding textin 186 editing 203 reshaping curves 204 sharing spreadsheets by email 242 by exporting in CSV format 238 by exporting in Excel format 238 by exporting in PDF format 237 by printing 236 using iWeb 242 Sheet inspector 41 43 44 45 46 sheets adding and deleting 40 naming 41 paginating 42 reorganizing 40 Sheets pane 39 showing and hiding 39 using to organize a spreadsheet 39 smart quotes 172 sorting rows 67 sound adding 209 adjusting playback settings 211 file types supported 208 reducing file size 212 spell
102. abel box To change the text in a chart legend select the legend Use the format bar controls to format the selected text Chapter 7 Creating Charts from Data 153 154 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 Format pie charts and individual wedges in them Customizing the Look of Pie Charts on page 154 Format the bars in bar and column charts Setting Shadows Spacing and Series Names on Bar and Column Charts on page 158 Format line chart elements Customizing Data Point Symbols and Lines in Line Charts on page 159 Format area charts Showing Data Point Symbols in Area Charts on page 160 Format scatter charts Using Scatter Charts on page 160 Format 2 axis and mixed type charts Customizing 2 Axis and Mixed Charts on page 161 Format 3D charts Adjusting Scene Settings for 3D Charts on page 162 Customizing the Look of Pie Charts One pie chart represents a single data set and each wedge is one data point value in that set the first data point from each data series If the data series are in rows only the first column is used in creating the chart if the data series
103. ach other but not with numbers or text strings TRUE gt FALSE and FALSE lt TRUE because TRUE is interpreted as 1 and FALSE is interpreted as 0 TRUE 1 returns FALSE and TRUE SomeText returns FALSE Comparison operations are used primarily in functions such as IF which compare two values and then perform other operations depending on whether the comparison returns TRUE or FALSE For more information about this topic choose Help gt iWork Formulas and Functions Help or Help gt iWork Formulas and Functions User Guide Copying or Moving Formulas and Their Computed Values Here are techniques for copying and moving cells related to a formula To copy the computed value in a formula cell but not the formula select the cell choose Edit gt Copy select the cell you want to hold the value and then choose Edit gt Paste Values To copy or move a formula cell or a cell that a formula refers to follow the instructions in Copying and Moving Cells on page 88 If the table is large and you want to move the formula to a cell that s out of view select the cell choose Edit gt Mark for Move select the other cell and then choose Edit gt Move For example if the formula A1 is in cell D1 and you want to move the same formula to cell X1 select D1 choose Edit gt Mark for Move select X1 and then choose Edit gt Move The formula A1 appears in cell X1 If you copy or move a formula cell change cell referen
104. ag 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 5 To match the color of another item on the screen click the search icon to the left of the color box in the Colors window Click the item on the screen whose color you want to match The color appears in the color box Select the item you want to color in the spreadsheet and then drag the color from the color box to the item The Fonts Window Use the Fonts window to select fonts font sizes and other font formatting features including text shadows and strikethrough You can also use the Fonts window to organize your favorite and commonly used fonts so that they are easy to find when you need them Preview the selected typeface you might need to choose Show Preview from the Action menu Apply a shadow to selected text Modify OJO P the shadow using the apyrus opacity blur offset TOPY ANE RA and angle controls F T Create interesting i a ea g Em ee Os text effects using Collections Family Typeface Size these buttons All Fonts 0 Optima Regular 24 English RRR Condensed ub Favorites Papyrus 0 is 0 Choose a font size to Recently Used Pa
105. age 17 The Sheets Pane The Sheets pane is located along the top left side of the Numbers window It lets you quickly view and navigate to tables and charts in a sheet Sheets Drag left or right to resize the Sheets pane alll Running Distance amp Step 1 Running Log afl Total Distance EB step 2 Running S Click a table or chart in the w Weight Training list to select it and show it alll Total Weight Lifted on the sheet canvas amp Workout Log See Using Sheets to Organize a Spreadsheet on page 39 for more information Chapter 1 Numbers Tools and Techniques Click to view pages in portrait vertical 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 S E Ta Em E B B Footer area a aaa ey Aunin Distance and Pore Total ontana Click to view pages in 3 landscape horizontal n l orientation orientation 50 ji 8 Content Scale 74 ae Click to choose a page Click to show or Slide to shrink or enlarge zoom level that lets you hide Print View all the sheet s objects see more or fewer pages See Dividing a Sheet into Pages on page 42 to learn more about Print View Full Screen View If you re using Numbers in Mac OS X v10 7 Lio
106. and you want to incorporate it into a table you can add it as a formula to an empty table cell Simply drag sum avg or one of the other items in the lower left to an empty cell The cell doesn t have to be in the same table as the cells used in the calculations Using Predefined Quick Formulas An easy way to perform a basic calculation using values in a range of adjacent table cells is to select the cells and then add a quick formula using the pop up menu visible when you click Function in the toolbar Sum Average Minimum Maximum Count Product Show Function Browser Formula Editor Sum Calculates the sum of numeric values in selected cells Average Calculates the average of numeric values in selected cells Minimum Determines the smallest numeric value in selected cells Chapter 6 Using Formulas in Tables 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 gt Function and use the submenu that appears Empty cells and cells containing types of values not listed are ignored Here are ways to add a quick formula To use selected values in a column or a row select the cells click Function in the toolbar and then choose a calculation from the pop up menu If the cells are in the same column Numbers places the formula in
107. ange your chart To reorder or replace a data series Select the chart A dark frame appears around the data cells in the table that are used in the chart Chapter 7 Creating Charts from Data 141 142 Click the Inspector button in the toolbar and then click the Chart button in the Inspector window Click Series in the Chart inspector and then do any of the following e 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 e 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 e To change the data series label in the Label field of the Series pane select the cell reference containing the series label and then select the cell with the label you want to use Removing Data from a Chart You can delete values from only a chart leaving them in the related table or you can delete values from both a chart and its related table Here are ways to remove data To remove a data point from both a chart and the table where it appears select the cell in which the data resides and then press Delete The value is removed from the table and the char
108. ant After you reduce the size of masked or shrunk image files you won t be able to restore them to their original size If you later want to restore their original size you must add the original image files to the document again Images used in image fills can t be reduced in this way Some types of image files also may not be reducible To learn about reducing the size of audio and movie files see Reducing the Size of Media Files on page 212 Removing the Background or Unwanted Elements from an Image The Instant Alpha tool lets you to make parts of an image transparent in order to remove the image background You get the best results removing solid colors with clear boundaries around them To remove areas that are less distinct select a smaller area and repeat the process To remove unwanted elements Select the image Choose Format gt Instant Alpha Chapter 9 Working with Shapes Graphics and Other Objects 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 Drag
109. anted parts Masking Cropping Images on page 196 Reduce the size of your spreadsheet by saving Reducing Image File Sizes on page 198 only the used portion of masked images Chapter 9 Working with Shapes Graphics and Other Objects 195 196 To learn how to Go to Make parts of an image transparent in order to Removing the Background or Unwanted remove the image background Elements from an Image on page 198 Improve the quality of images and create Changing an Image s Brightness Contrast and interesting visual effects Other Settings on page 199 Place align resize and reformat images Manipulating Arranging and Changing the Look of Objects on page 212 Add an equation you can manipulate like an Working with MathType on page 230 image Replacing Template Images with Your Own Images The photos you see featured in Numbers templates are actually media placeholders By dragging your own images to these placeholders your media is automatically sized positioned and framed to fit the template To test whether an image is a placeholder let the pointer rest over it and see if a help tag appears instructing you to drag your own file to the placeholder Here are ways to work with media placeholders To replace a media placeholder with your own image drag it from the Media Browser the Finder or another application to the placeholder To resize or reposition your image within a media p
110. ard and forward continuously To increase or decrease the playback volume drag the Volume slider to the right or left Chapter 9 Working with Shapes Graphics and Other Objects 211 212 Reducing the Size of Media Files Including large sound and movie files in a Numbers spreadsheet can make the entire document file size very large If you re using only a portion of the sound or movie file in your spreadsheet you can remove the unused portions of the audio or video file to make the Numbers file smaller You can choose either to reduce the size of individual media files or to reduce the size of all the media files in the document that are not being used in full Before you reduce the movie or audio files you must save them as part of your document Choose File gt Save click Advanced Options make sure that Copy audio and movies into document is selected and then click Save For more details about saving spreadsheets see Saving a Spreadsheet on page 32 Here are ways to reduce the file size of your spreadsheet To reduce the size of an individual media file in your document select a sound or movie file for which you have set the Start and Stop sliders to exclude some part of the file and then choose Format gt Image gt Reduce Media File Size To reduce the size of all the media files in your document make sure no sound movie or image file is selected and then choose File gt Reduce File Size After reducing the
111. are with other viewers at a later time Important If you assigned your spreadsheet a password it won t protect the spreadsheet when it s viewed on iWork com That password is only in effect when viewers download the password protected spreadsheet and view it on their computers To password protect the spreadsheet online you must set an online password when you post the spreadsheet x O amp Share Publish O Upload with viewers on the web for private use Invite others to view your spreadsheet on iWork com beta Enter an email address for each viewer Click Share to send each viewer a unique link to the online spreadsheet Viewers Subject View Spreadsheet on iWork com Beta Message Please review my spreadsheet Allow viewers to M Leave comments m Download the spreadsheet Show Advanced Cancel C Share 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 gt Share via iWork com 2 Type your Apple ID and password and then click Sign In Chapter 11 Sharing Your Numbers Spreadsheet 239 240 If you ve forgotten your Apple ID or password click Forgot Password and then follow the onscreen instructions If it s your first time sending a document to iWork com an email verification is sent to your email address Click the verification link in the email and then continue sharing your do
112. at is applied to a cell its value is displayed exactly as you type it Here are ways to define a text format for one or more selected cells Click the Cell Formats button in the format bar and then choose Text Loos x mJ sco o gt Automatic Date amp Time gt Duration Fractions gt Numeral System Scientific Text Slider Stepper Pop up Menu Custom Click Inspector in the toolbar click the Cells inspector button and then choose Text from the Cell Format pop up menu Using a Checkbox Slider Stepper or Pop Up Menu in Table Cells You can add a checkbox slider stepper or pop up menu to a cell Checkbox Useful for cells whose value indicates one of two states such as on or off or yes or no Slider Useful for quickly making large changes to numbers so you can see the effects of the changes on other cells in the table or on a chart Stepper Use to increase or decrease numbers in specific increments Pop up menu Use to predefine the values a cell can contain When a cell is formatted to use a checkbox or pop up menu you can add or change a cell s content only by using the control Cells that use a slider or stepper let you type a value into the cell or use the control Here are ways to add controls to cells To add a checkbox select the cell or cells Chapter 4 Working with Table Cells 99 100 Click the Checkbox button in the format bar Unchecked checkboxes are added to selected
113. ation cells are replaced and the values in the original location are removed To copy cells within a table to another table or to the canvas drag selected cells while holding down the Option key Any values in the destination cells are replaced and the values in the original location are retained You can also copy cells by selecting them choosing Edit gt Copy selecting destination cells and then choosing Edit gt Paste You can also paste a cell s content into multiple cells which don t have to be adjacent to the copied cell or to each other After copying a cell select the destination cells and choose Edit gt Paste The cell s contents are copied to all the destination cells in the same or another table replacing any existing content To insert copied cells without overwriting destination cells choose Insert gt Copied Columns or choose Insert gt Copied Rows after selecting destination cells Copied Columns Adds new columns to accommodate copied cells Copied Rows Adds new rows to accommodate copied cells When you paste a cell s contents into a different cell any comment associated with the pasted content is also pasted If you delete the contents of a cell any comment associated with the cell is removed Chapter 4 Working with Table Cells See Rearranging Rows and Columns on page 61 to learn how to copy and move rows and columns using the reference tabs See Copying or Moving Formulas and
114. ble inspector use the Indent Level controls in the Bullets pane of the Text inspector to change the level of entries To return to regular text at the end of your list press Return and choose No Bullets from the Bullets amp Numbering pop up menu You may also need to adjust the indent level If you re working in a table cell and Return key moves to next cell is selected in the Table inspector press Option Return instead of Return Formatting Numbered Lists Although you can use automatic list generation to create a simple numbered list using the Text inspector gives you many options for formatting numbered lists See Generating Lists Automatically on page 181 for information about creating a list automatically Chapter 8 Working with Text To add and format a numbered list Place the insertion point where you want the list to begin Click Inspector in the toolbar click the Text inspector button and then click Bullets Choose Numbers from the Bullets amp Numbering pop up menu and then choose a numbering style from the pop up menu directly below it 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 indent items in your list do any of the following To adda new topic at the current indent level press Return If you re working in a table cell and Return key moves to next cell is selected
115. ble tables 245 defining table styles 245 predefining sheets 248 predefining tables and other objects 247 saving 249 setting up a document to use 249 custom text format 111 D data series 136 data set 136 date and time format 95 document See spreadsheets document design See custom templates Document inspector 31 38 43 duration format 96 E error bars 151 Excel format 238 exporting a spreadsheet asa CSV file 238 as an Excel file 238 as a PDF file 237 in iWork 08 format 33 to iWeb 242 F file size Index reducing the size of images 198 reducing the size of movies 212 filtering rows 69 finding and replacing formula elements 132 text 192 Fonts window 25 footer rows 64 format bar 19 formatting tables adding images or color to table cells 86 alternating row colors 66 formatting table cell borders 87 formatting table cell values 89 using table styles 53 formatting text 165 172 adding accent marks 170 font smoothing 169 formula bar 123 Formula Editor 122 formula tools 20 formulas adding a quick formula 120 adding to multiple cells 81 copying and moving 131 creating 121 deleting 126 elements of 118 finding and replacing elements of 132 handling errors and warnings 126 inserting cell references 128 performing instant calculations 119 referring to cells in 126 using arithmetic operators 130 using comparison operators 130 using the formula bar 123 using the Formula Editor 122 using the Function
116. blish only For more information about using iWeb to design and publish webpages open iWeb and choose Help gt iWeb Help 242 Chapter 11 Sharing Your Numbers Spreadsheet Sharing Charts Data and Tables with other iWork Applications You can copy a chart and paste it into a Keynote presentation or a Pages document After it s pasted the chart is linked to the Numbers version If the Numbers table data depicted in the chart changes save the changed Numbers spreadsheet and then refresh the chart in Keynote or Pages See Sharing Charts with Pages and Keynote Documents on page 143 for more information Pages documents can take advantage of Address Book vCard and other data stored in Numbers tables See Using Address Book Fields on page 231 to learn about using Address Book and vCard data in Numbers See Pages Help or the Pages 09 User Guide to learn how to use Numbers data for mail merge You can copy a table to Pages or Keynote documents See Copying Tables Among iWork Applications on page 54 for more information Chapter 11 Sharing Your Numbers Spreadsheet 243 244 Designing Your Own Numbers Spreadsheet Templates 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 char
117. bpage from the Link To pop up menu 4 Type the webpage s address in the URL field The Hyperlink inspector button DEB eal TP LO M Enable as a hyperlink Link To Type the URL that you uRL http livepage apple com H want to link to Select to disable all hyperlinks so you can easily edit them N make all hyperlinks inactive You can also quickly create a hyperlink using the Insert menu Place an insertion point somewhere in your spreadsheet and then choose Insert gt Hyperlink gt Webpage A link is added to your spreadsheet and the Hyperlink inspector opens Type the webpage s address in the URL field 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 Chapter 8 Working with Text 187 188 To add hypertext that links to an email message 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 gt Preferences click Auto Correction and then deselect Automatically detect email and web addresses This setting is computer specific so if the spreadsheet is edited on a computer with a different setting that computer s setting is used instead Click Inspector in the toolbar click the Hyperlink inspector button and then select Enable as a hyp
118. button from the left and then select a color in the Colors window Chapter 8 Working with Text 177 178 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 Add a new tab stop Setting a New Tab Stop on page 178 Change the location and type of tab stops Changing a Tab Stop on page 179 Remove a tab stop Deleting a Tab Stop on page 179 Adjust ruler preferences Changing Ruler Settings on page 179 Setting a New Tab Stop You can use the horizontal ruler to add a new tab stop If the horizontal ruler is hidden click View in the toolbar and choose Show Rulers To learn about adjusting your ruler preferences see Changing Ruler Settings on page 179 the horizontal ruler when you LA Youre La E LAEE A a i select tabbed text D Center tab Left tab Right tab Blue tab symbols appear on ecimal tab To create a new tab stop To create a new tab click the horizontal ruler to place a tab symbol where you want to set the tab stop and then Control click the tab symbol Choose an alignment option from the shortcut menu i are ee v p Left Tab 4 eel Choose fro
119. can use to locate a Saving Spotlight Search Terms for a spreadsheet Spreadsheet on page 38 Close a spreadsheet without quitting Closing a Spreadsheet Without Quitting Numbers on page 39 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 To undo your most recent change choose Edit gt Undo To undo multiple changes choose Edit gt Undo multiple times You can undo any changes you made since opening the spreadsheet or reverting to the last saved version To restore changes you ve undone using Edit gt Undo choose Edit gt Redo one or more times To undo all changes you made since the last time you saved your spreadsheet choose File gt Revert to Saved and then click Revert Locking a Spreadsheet So It Can t Be Edited If you re running Mac OS X v10 7 Lion or later you can lock your spreadsheet so you can t edit it by accident when you only intend to open and view it You can easily unlock the spreadsheet at any time to continue editing it Chapter 2 Creating Saving and Organizing a Numbers Spreadsheet To lock a spreadsheet Open the spreadsheet you want to lock and hold your pointer over the name of the spreadsheet at the top of the Numbers application window A triangle appears Click the triangle and choose Lock from the pop up menu To unlock a spreadsheet for editing Hold you
120. categories and subcategories to highlight characteristics they share Creating Table Categories on page 69 Defining Table Categories and Subcategories on page 70 Removing Table Categories and Subcategories on page 75 Managing Table Categories and Subcategories on page 75 Adding Rows to a Table You can add rows within a table or at the end of a table Chapter 3 Using Tables 59 60 If the table contains a footer row rows added at the bottom of the table are added above the footer row If the table has filtering criteria associated with it you can t add new rows until you stop filtering rows see Filtering Rows in a Table on page 69 for instructions If all the body cells in a column above the new row contain the same formula or cell control the formula or cell control is repeated in the new row Here are ways to add rows To add a row above a selected cell press Option Up Arrow To add a row below a selected cell press Option Down Arrow You can add a single row above or below a particular row by holding the pointer over a row s reference tab to see its menu arrow clicking the arrow and then choosing Add Row Above or Add Row Below from the pop up menu You can also click in a row and then choose Table gt Add Row Above or Table gt Add Row Below 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 pa
121. cells merge them as Merging Table Cells on page 86 describes Formatting Table Cell Borders You can change the line thickness and color of table cell borders Or you can hide the border of any cell To format table cell borders Select the cell border segments you want to format See Selecting Table Cell Borders on page 57 for instructions Use the controls in the format bar or in the Table inspector Click to choose a line thickness ipt 1 Click to choose a stroke color Click to choose a stroke style Stroke pop up menu Lets you choose a stroke style Choose None to hide borders Chapter 4 Working with Table Cells 87 Line thickness Controls the thickness of the stroke Color well Lets you choose a stroke color When you click the color well in the format bar a color matrix appears Select a color by clicking it in the matrix or click Show Colors to open the Colors window for additional color options Show Colors 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 Copying and Moving Cells Here are ways to copy and move cells To move cells within a table to another table or to the canvas select a cell or several adjacent cells and then when the pointer changes to a white cross drag the selection until any destination cells are selected Values in the destin
122. ces as Distinguishing Absolute and Relative Cell References on page 129 describes if needed Chapter 6 Using Formulas in Tables 131 132 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 Al 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 gt Show Formula List or click Formula List in the toolbar 100 D air Formula List Find amp Replace Qr Location Results Formula w Checking wW Account Categories B2 872 40 SUMIF Category A2 Transactions Amount 83 226 00 SUMIF Category A3 Transactions Amount B4 137 50 SUMIF Category A4 Transactions Amount BS 850 00 SUMIF Category AS Transactions Amount B6 245 00 SUMIF Category A6 Transactions Amount 87 2 330 90 SUM Amount Transactions o F3 3 875 00 SF 1 SUM OFFSET Balance 101 3 ROW 1 ROW 2 4 F4 3 777 60 SF 1 SUM OFFSET Balance 102 3 ROW 1 ROW 2 v F5 3 702 60 SF 1 SUM OFFSET F5 3 ROW 1 ROW 2 Location Identifies the sheet and table in which the formula is located Results Displays the current value computed by the formula Formula Shows the formula Here are ways to use the formula list window To identify the cell containing a formula click the formula
123. changing the appearance of text quick and easy When text is selected you can make text bold or italic or underlined Here are ways to make text bold italic or underlined To use the format bar select some text or click where you want to type new text and then use the format bar controls to change text appearance Set color of Align text Divide text into columns paeme Regular 11 gt E EIrary sl aos m Change font typeface Make text bold italic Set line spacing style and size or underlined To use the Format menu select some text or click where you want to type new text and choose Format gt Font gt Bold Italic or Underline 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 166 Chapter 8 Working with Text Adding Shadow and Strikethrough to Text You can use the Fonts window to create and format shadows on text and mark text with a strikethrough line Here are ways to add a strikethrough and shadows To add a strikethrough to selected text click Fonts in the toolbar click the Text Strikethrough button and choose None Single or Double from the pop up menu Or select text and choose Format gt Font gt Strikethrough A strikethrough appears thr
124. charts linear and logarithmic scales are available only for 2D charts that aren t stacked 3D charts can only use a linear scale For pie charts you display values as percentages by choosing Percentage from the Format pop up menu under Labels To change the color and texture of series elements or to format data point symbols and value labels use the Series pane of the Chart inspector See Formatting the Elements in a Chart s Data Series on page 148 To learn about formatting options that are unique to a given chart type see Formatting Specific Chart Types on page 154 Formatting the Elements in a Chart s Data Series You can use a variety of visual effects to enhance the appearance of data series elements such as bars in column and bar charts data point shapes in line and scatter charts and area shapes Pie wedges also represent a data series but these have special formatting considerations See Customizing the Look of Pie Charts on page 154 to learn more Many series formatting options are available in the format bar When you select a series element in a chart the items in the format bar change to provide appropriate options for formatting chart series elements For example you can click the Fill well in the format bar and quickly select a color to apply to the selected series element Chapter 7 Creating Charts from Data Many options are available using the Chart inspector For example for bar column
125. choose Edit gt Delete or press the Delete key If you accidentally delete text choose Edit gt Undo to restore it When you use the Copy or Cut command the selected text is placed in a holding area called the Clipboard where it remains until you choose Copy or Cut again or you turn off your computer The Clipboard holds the contents of only one copy or cut operation at a time Formatting Text Size and Appearance You can format text using the format bar the Numbers menus the Text inspector and the Fonts window Chapter 8 Working with Text 165 To learn how to oE Ko Change text appearance Making Text Bold Italic or Underlined on page 166 Adding Shadow and Strikethrough to Text on page 167 Creating Outlined Text on page 167 Changing Text Size on page 167 Making Text Subscript or Superscript on page 168 Changing Text Capitalization on page 168 Changing Fonts on page 168 Adjusting Font Smoothing on page 169 Add accent marks view international keyboard To smooth the fonts on your screen on layouts and more page 169 Adding Accent Marks on page 170 Typing Special Characters and Symbols on page 171 Using Smart Quotes on page 172 Adjust tracking ligatures baseline and Using Advanced Typography Features on capitalization page 172 Making Text Bold Italic or Underlined The format bar Format menu and the Fonts window make
126. ciated with the selected cell is pasted but comments aren t pasted If any target cell contains data autofilling overwrites that data with the value you re repeating To paste the content and fill of a cell into one or more cells in the same row or column select two or more adjacent cells and choose one of the following Insert gt Fill gt Fill Right Assigns selected cells the value in the leftmost selected cell Insert gt Fill gt Fill Left Assigns selected cells the value in the rightmost selected cell Insert gt Fill gt Fill Up Assigns selected cells the value in the bottommost selected cell Insert gt Fill gt Fill Down Assigns selected cells the value in the topmost selected cell Any data cell format formula or fill associated with the selected cell is pasted but comments aren t pasted If any target cell contains data autofilling overwrites that data with the value you re repeating You can also add values to cells based on value patterns For example if a cell contains a day of the week or a month you can select the cell and then drag to the right or down to add the next day of the week or month to the adjacent cell To create new values based on numeric patterns select two or more cells before dragging For example if two selected cells contain 1 and 2 the values 3 and 4 are added when you drag through the adjacent two cells And if two selected cells contain 1 and 4 the values 7 and 10 are added when you dra
127. ck the double headed arrow next to the color wells To fill an object with a multi color gradient In the Graphic inspector choose Advanced Gradient Fill from the Fill pop up menu Fill Advanced Gradient Fill l at mo Angle O o To add another color to the gradient hold the pointer at the point just below the gradient strip in the inspector where you want the new color to begin When a plus sign appears click to add a new color control Add a new color control for each color you want to appear in your gradient lt gt To change a color in the gradient click a color control just under the gradient strip and then select a color from the Colors window Do this for each of the colors you want to appear in your gradient 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 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 To change the direction of a linear gradient use the Angle wheel or field To create a radial gradient click the radial gradient button You can further adjust the look of a radial gradient by doing any of the following o o o o o o a o To recenter the gradient in the object drag the small blue circular blend point control in the center of the gradie
128. column the first cell in the next row is selected If you press Tab in the last cell of the table a new row is added The previous cell Press Shift Tab Press Shift Tab If you press Shift Tab in the first cell the last cell is selected The next cell down Press Down Arrow or Return If you ve been using the Tab key to navigate between cells pressing Return selects the next cell down from the cell in which you started tabbing If you press Return when the last cell in a row is selected a new row is added If you add or change data in the last cell press Return twice to add a new row Press Down Arrow The next cell up Press Up Arrow or Shift Return Press Up Arrow or Shift Return Selecting a Group of Table Cells You can select adjacent or nonadjacent cells Here are ways to select a group of cells To select adjacent table cells select a single cell and then hold down the Shift key as you select adjacent cells You can also click a cell press and then drag through a range of cells To select nonadjacent table cells hold down the Command key as you select cells Use Command click to deselect a cell in the group Chapter 3 Using Tables Selecting a Row or Column in a Table Select rows and columns using their reference tabs To select an entire row or column Select any table cell so that the reference tabs are showing Do one of the following e Select a column by clicking i
129. ct it may be locked and you ll need to unlock it To learn how see Locking and Unlocking Objects on page 219 Choose Arrange gt Group To ungroup objects Select the group and then choose Arrange gt Ungroup If the group is locked unlock it first If you can t select a group of objects it may be locked and you ll need to unlock it To learn how see Locking and Unlocking Objects on page 219 To select an individual object that s been grouped with others Click the object you want to edit once to select the group and again to select the individual object If clicking once doesn t select the individual object you want it may be nested in many layers of grouping Click again until the object you want is selected Chapter 9 Working with Shapes Graphics and Other Objects 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 Hold down the Command key while you select the two objects you want to join and then choose Insert gt Connection Line A straight line appears connecting the selected objects You can move the object separately and the connection line shrinks stretches and changes its position to keep the objects connected To make the
130. ction handles Chapter 9 Working with Shapes Graphics and Other Objects 197 198 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 To unmask the image click Unmask in the toolbar or choose Format gt Unmask If you mask a very large image file and you need to use only the smaller version in your spreadsheet you can have Numbers keep only the smaller copy of the image thus reducing the overall size of your spreadsheet See Reducing Image File Sizes on page 198 Reducing Image File Sizes If you resized or masked a very large image file and you want to save the image file as part of your Numbers spreadsheet so that you can easily transfer it to another computer but you want to keep the document size to a minimum you can choose to save only the smaller cropped or shrunk version of the image in your spreadsheet Before you reduce the image file size you must save your document For details about how to do this see Saving a Spreadsheet on page 32 Here are ways to reduce the size of images To reduce the file size of an individual image that you masked or resized to a smaller size select the image and choose Format gt Image gt Reduce Image File Size To reduce the file size of all masked and resized shrunk images deselect all elements on the sheet and then choose File gt Reduce File Size Import
131. cument 3 Select Share with viewers In the To and Message fields type the email addresses and a message for the people you want to allow access to the spreadsheet 5 Type a subject if you don t want to use the one created automatically Set viewing options for your shared spreadsheet Click Show Advanced to see all of these options Leave comments Select to allow viewers to leave comments on the spreadsheet Download the spreadsheet Select to allow viewers to download the spreadsheet Copy to iWork com as Type or choose a filename for the online spreadsheet Download Options Select one or more file format options in which to make the spreadsheet available for download Privacy Select to require viewers to enter a password before viewing the spreadsheet online Type an online password in the fields provided and then click Set Password Be sure to notify viewers of the spreadsheet s password You can use the Password Assistant click the button with the key icon to help you create a stronger password To learn more about the Password Assistant see Password Protecting a Spreadsheet on page 31 Click Share A copy of your spreadsheet is sent to iWork com and invitations are emailed to your viewers Viewers click the unique link in their email to access your spreadsheet online If they leave comments their name appears on the comments To publish a spreadsheet on the web for general viewing Open the spreadsheet
132. d Layouts for Other Languages Typing Special Characters and Symbols Using Smart Quotes Using Advanced Typography Features Setting Text Alignment Spacing and Color Aligning Text Horizontally Contents 175 175 176 177 177 178 178 179 179 179 179 179 180 180 181 181 182 183 185 185 185 186 187 187 187 188 188 189 190 190 191 192 194 194 196 196 198 198 199 201 201 202 Aligning Text Vertically Setting the Spacing Between Lines of Text Setting the Spacing Before or After a Paragraph Adjusting the Spacing Between Characters Changing Text and Text Background Color Setting Tab Stops to Align Text Setting a New Tab Stop Changing a Tab Stop Deleting a Tab Stop Changing Ruler Settings Setting Indents Setting Indentation for Paragraphs Changing the Inset Margin of Text in Objects Creating Lists Generating Lists Automatically Formatting Bulleted Lists Formatting Numbered Lists Formatting Ordered Lists Using Text Boxes Shapes and Other Effects to Highlight Text Adding Text Boxes Presenting Text in Columns Putting Text Inside a Shape Using Hyperlinks Linking to a Webpage Linking to a Preaddressed Email Message Editing Hyperlink Text Inserting Page Numbers and Other Changeable Values Automatically Substituting Text Inserting a Nonbreaking Space Checking for Misspelled Words Working with Spelling Suggestions Searching for and Replacing Text Chapter 9 Working with Shapes Graphics and Other Objec
133. d drawn to fit your data according to the type of equation you prefer You can display trendlines for most 2D charts except stacked bar column area and pie charts 30 22 5 7 5 0 5 10 15 20 2007 O 2008 To show a trendline for the data points in a selected series Select one or more series for which you want to show a trendline and then click the Inspector button in the toolbar Click Chart in the Inspector window and then click Series 3 Click Advanced at the bottom of the Series pane Then click Trendline From the pop up menu choose the type of equation you want to use to calculate the trendline Linear Produces a best fit straight line most useful for simple linear data series Logarithmic Produces a best fit curved line most useful when values increase or decrease quickly then level out Chapter 7 Creating Charts from Data 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 Exponential can t be used with data that contains zero or negative values Moving Ave
134. d then press the key for the character you want to accent For example on a U S keyboard to make appear press Option and E the accent key and then press E the letter on which you want that accent to appear Viewing Keyboard Layouts for Other Languages The Keyboard Viewer shows the characters for the keyboard layout or input method that is selected in the Input menu For example if U S is chosen in the Input menu you see the characters that appear on a U S keyboard in the Keyboard Viewer 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 Choose Apple gt System Preferences and do one of the following e For Mac OS X 10 6 or later click Language amp Text then click Input Sources and then select the checkbox next to Keyboard amp Character Viewer Chapter 8 Working with Text e For Mac OS X 10 5 7 and earlier click International then click Input Menu and then select the checkbox next to Keyboard Viewer The Input menu appears on the right side of your menu bar and looks like a flag or character Select the checkbox next to a country s keyboard layout or input method to see the character layout on keyboards used in that country Select the checkbox next to Show input menu in menu bar To see the keyboard layout
135. dd a particular Address Book field value 231 Address Book field names Field name synonyms Prefix Name title Name prefix Last name Last Surname First name First Given name Forename Suffix Name suffix Professional suffix Academic suffix Nickname Maiden name Job title Department Job department Company Phone first available number Main phone Work phone Home phone Mobile Mobile phone Mobile telephone Cell phone Cell telephone Cellular Cellular phone Cellular telephone Home fax Work fax Pager Beeper Other phone Email first available address Email address Work email Home email Other email URL first available URL Work URL Home URL Other URL Birthday AIM first available address IM IM handle IM name IM address Chat Chat handle Chat name Chat address Chapter 10 Adding Address Book Data to a Table Address Book field names Field name synonyms Work AIM Work IM Work IM handle Work IM name Work IM address Work chat handle Work chat name Work chat address Home AIM Home IM Home IM handle Home IM name Home IM address Home chat Home chat handle Home chat name Home chat address Other AIM Other IM Other IM handle Other IM name Other IM address Other chat Other chat handle Other chat name Other chat address Yahoo Work Yahoo Home Yahoo
136. drag one of the selection handles on the arrow s bounding box near where the arrow s head and tail meet e To change the relative thickness of the arrow s head and tail place the pointer over the blue editing point where the arrow s head and tail meet When the pointer s appearance changes drag the editing point in any direction to adjust the arrow s proportions Editing a Quote Bubble or Callout Quote bubbles and callouts have special editing controls With these you can adjust how square or rounded the shape s corners are as well as the thickness and length of the shape s tail To change the look of quote bubbles or callouts Select the shape and then do any of the following e To make the corners more square drag the blue editing point toward the shape s tail Drag away from the tail to make the corners more round e To make the shape s tail thicker or thinner drag the blue editing point at the intersection of the shape s tail and body inward or outward To make the shape s tail longer drag the blue editing point at the tip of the tail inward or outward To make the shape s body taller shorter wider or narrower drag the selection handles on the shape s bounding box 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
137. e Chapter 8 Working with Text To learn how to Go to Create lists automatically based on what you type Generating Lists Automatically on page 181 Use the Text inspector to format bulleted lists Formatting Bulleted Lists on page 181 Use the Text inspector to format numbered lists Formatting Numbered Lists on page 182 Use the Text inspector to add and format ordered Formatting Ordered Lists on page 183 lists outlines Generating Lists Automatically When you use automatic list generation Numbers automatically formats a list for you based on what you type To use this feature first choose Numbers gt Preferences click Auto Correction and make sure that Automatically detect lists is selected To create a list automatically Place the insertion point where you want the list to begin Create a list by doing one of the following e To create a bulleted list press Option 8 to type a bullet type an asterisk or type a hyphen Then type a space followed by some text and press Return To learn how to format your bulleted list see Formatting Bulleted Lists on page 181 e To create a list with labels that are numbers letters or Roman numerals type the number letter or Roman numeral a period a space and then some text Then press Return To learn how to format your numbered or ordered list see Formatting Numbered Lists on page 182 and Formatting Ordered Lists
138. e e Control click the chart choose Chart Type from the pop up menu and select a chart type from the submenu e Click Inspector in the toolbar click the Chart inspector button and then choose a chart type from the pop up menu that appears when you click the chart icon in the upper left If you switch to a pie chart the first data point in each series is represented as a wedge If you switch to a scatter chart each point in the chart requires two values If the chart is based on an odd number of rows or columns the last row or column isn t plotted 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 If you ve changed a column fill color and then change the chart to be a bar chart the fill color change isn t retained Depending on the type of chart the attributes that may revert to the default styling are value labels and position text style series stroke series shadow series fill data point symbols and data point fills When you change a chart s type and the new type has some of the same attributes thos
139. e 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 Choose the currency unit symbol from the Symbol pop up menu In the Decimals field specify how many decimal places you want to appear To display negative values preceded by a minus sign or in parentheses choose 100 or 100 from the pop up menu Select Separator if you want to show a thousands separator on the left side of the decimal Percentage Displays the data point value as divided by 100 In the Decimals field specify how many decimal places you want to appear To display negative values preceded by a minus sign or in parentheses choose 100 or 100 from the pop up menu Select Separator if you want to show a thousands separator on the left side of the decimal Date and Time Displays data point values with a date and time format Duration Displays data point values as a unit of time for example seconds minutes or weeks Chapter 7 Creating Charts from Data 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
140. e Text inspector button See Setting Text Alignment Spacing and Color on page 172 for more information Chapter 4 Working with Table Cells 79 To control font attributes use the text formatting buttons in the format bar Choose a typeface Helvetica Neue Bold FET a L Choose the text color Choose a font Choose the font size You can also use the Fonts window click Fonts in the toolbar See Formatting Text Size and Appearance on page 165 for additional information To check spelling follow the instructions in Checking for Misspelled Words on page 190 To find and optionally replace text in cells follow the instructions in Searching for and Replacing Text on page 192 To avoid having Numbers interpret what you type as a number use the text format See Using the Text Format in Table Cells on page 99 for details Note Text strings are ignored in functions that use values to perform calculations Working with Numbers in Table Cells Some table operations such as formulas and functions that perform mathematical operations depend on cells containing numeric values Here are techniques for working with numbers in table cells Inanumeric cell use only numbers 0 through 9 or one of the following characters plus sign minus sign left or right parenthesis forward slash currency symbol for example percent sign period capital E or lowerca
141. e The hyphen is a Spaces element set to display one Normal space between the currency symbol and the number e The dollar sign is a Currency element is an Integers element that displays numbers greater than 999 with a thousands separator is a Decimals element Chapter 4 Working with Table Cells 103 104 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 Hide Separator Show Zeros for Unused Digits Use Spaces for Unused Digits Add Digit T Remove Digit Number of Digits Number amp Tex Integers Decimals Scale Cat WONAUARWNE See Creating a Custom Number Format on page 102 to learn how to add an Integers element Here are ways to use the Integer element s pop up menu To show or hide the thousands separator choose Show Separator or Hide Separator To display zeros or spaces in front of the integer when it has fewer than a particular number of digits choose Show Zeros for Unused Digits or Use Spaces f
142. e a curved point into a corner point make the shape editable and then double click the curved point To change all corner points in one or more shapes into curved points make the shapes editable select them and then choose Format gt Shape gt Smooth Path To change all curved points in one or more shapes into corner points make the shapes editable select them and then choose Format gt Shape gt Sharpen Path After a shape is editable you can use the Smooth Path and Sharpen Path commands without making the shape editable again Editing a Rounded Rectangle The rounded rectangle has a circular control that lets you change the corners Drag to straighten or round the corner To edit a rounded rectangle Select the shape and drag its blue editing point to the left to straighten the corners or to the right to round them Editing Single and Double Arrows An arrow shape has specialized editing points that enable you to adjust the relative proportions of the arrow s head and tail Drag up or down to change the width of the tail Drag left or right to resize the arrowhead Drag to change the tail length To change the proportions of a single or double arrow Select the shape and then do any of the following To make the arrow longer drag one of the selection handles at its head or tail 206 Chapter 9 Working with Shapes Graphics and Other Objects e To make the entire arrow narrower or thicker
143. e attributes don t change Shared attributes include axes gridlines tick marks axis labels show minimum value number format borders rotation shadows and 3D lighting style See Formatting Charts on page 143 and Formatting Specific Chart Types on page 154 for more information Bar or column charts and stacked bar or column charts share attributes except for value label position Also bar and column charts have separate fills 3D chart shadows are shared across chart types Moving a Chart When you move a chart to a new location within the same Numbers document connections to the table cells it references are maintained Chapter 7 Creating Charts from Data 139 140 Here are ways to move a chart To move a chart to a different location on the same sheet select it and drag it to the new location or cut and paste it to the new location To move a chart to a different sheet copy it select the other sheet in the sidebar and paste it on the sheet s canvas Switching Table Rows and Columns for Chart Data Series When you select a chart a dark frame appears around its related table cells 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 These squares indicate which color represents Data series button each data series o Region 1 o Region 2 o E 2007 E 2008 2009 E 2010
144. e 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 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 To restore categorizing select Insert Categories from the following You can also choose Table gt Disable All Categories To restore categories choose Table gt Enable All Categories To discontinue categorizing a table in the Reorganize window click the Delete button adjacent to each category and subcategory You can also click the cell reference pop up menu for a category row at the topmost level and choose Delete Categories To stop using a particular column as a category value column in the Reorganize window click the Delete button adjacent to the column You can also choose Delete Categories from the column s reference tab pop up menu Managing Table Categories and Subcategories Here are techniques for managing categories To move a row from one category to another select the row and drag it into the new category To move a category within a table click the reference tab for its category row and drag the category to the new locat
145. e click it in the Sheets pane and type the new name You can also click in the table and change its name using the Table inspector s Name field On any sheet two tables can t have the same name To show a table s name on the sheet canvas click in the table and then select Name in the format bar or the Table inspector To hide the table name on the sheet deselect Name To format a name displayed on the sheet canvas select the table click the table name on the sheet canvas to activate the name for formatting and use the format bar Fonts window or Text pane of the Text inspector Chapter 3 Using Tables To increase the distance between the table name and the table body select Name in the Table inspector click the name on the canvas and then use the Text inspector to modify the After Paragraph spacing Enhancing the Appearance of Tables You can apply color use images and use other formatting techniques to enhance the visual appeal of your tables Here are ways to enhance a table s appearance You can fill the background of an entire table or individual cells with different kinds of color effects or with an image See Filling Objects with Colors or Images on page 225 for instructions You can change the thickness and color of borders around a table and its cells as Formatting Table Cell Borders on page 87 describes You can adjust the attributes of text in table cells including header and footer cell
146. e or more characters with one or more different characters select Symbol and text substitution Then use the rows in the table to define and activate specific substitutions For example when you type c you can have Numbers automatically convert it to by putting a checkmark in the On column To add a row to the table to define your own substitution click the Add button To remove a selected item click the Delete button After you specify substitution settings they ll apply to any text you change or add in any Numbers spreadsheet Inserting a Nonbreaking Space You can insert a nonbreaking space between words to make sure that the words always appear in the same line of text To insert a nonbreaking space Press the Space bar while holding down the Option key Checking for Misspelled Words You can set the spell checker to flag spelling errors as you type or you can check your entire spreadsheet or selected text at any time Misspelled words appear with a red dashed line below them Here are ways to find misspelled words To check spelling as you type choose Edit gt Spelling gt Check Spelling as You Type To turn off spell checking as you type click Edit gt Spelling gt Check Spelling as You Type to deselect it make sure the checkmark is not visible next to the command To check spelling from the insertion point to the end of the spreadsheet click to place the insertion point and choose Edit
147. e pop up menu for the column s reference tab You can also click in a table and then click Reorganize in the toolbar or choose Show More Options from a reference tab s pop up menu to open the Reorganize window Click the Sort disclosure triangle to reveal the sort controls Choose Sort entire table from the pop up menu and then choose a column and sort order from the other pop up menus Ooo Reorganize Workouts Y Sort Date 1 ascending Sort selected rows G 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 To re sort values after changing them open the Reorganize window and click Sort Now 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 Then click the Add button and choose options for the second sort To apply additional sort criteria click the Add button again The following table describes how different types of data are sorted in ascending or descending order Type of data Ascending order Descending order Text aA zZ Zz Aa Dates Year earliest first then month Year most current first then January first then day 1 31 month December first then day 31 1 Numbers 2 1 0 1 and so on 1 0 1 2 and so on Cell
148. e the data points numbers of birds from each region are represented by a series of columns of the same color one for each year Each column for Region 1 is set beside the corresponding column for Region 2 and each side by side set of columns is called a data set or category 2007 is a category 2008 is a category and so on 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 The data sets contain one data point one bar from each of the four data series Chart 1 100 75 These two bars 50 represent one data series 25 o Region 1 Region 2 E 2007 E 2008 E 2009 E 2010 Data series are represented differently in different kinds of charts In column charts and bar charts a data series is represented by a series of columns or bars in the same fill color or texture e Ina line chart a data series is represented by a single line Chapter 7 Creating Charts from Data e In an area chart a data series is represented by an area shape e Ina pie chart only a single data set the first data point in each series is repres
149. ears 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 Similarly page number fields keep track of page numbers as you add or delete pages To define the contents of a header or footer Click View in the toolbar and choose Show Print View To see header and footer areas hold the pointer near the top or bottom of a page You can also click View in the toolbar and choose Show Layout To add text to a header or footer place the insertion point in the header or footer and insert text To add page numbers or other changeable values see the instructions in Inserting Page Numbers and Other Changeable Values on page 188 Arranging Objects on a Page in Print View Resize objects move them around on a page or between pages and break up long tables across pages when your re viewing a sheet in Print View To show Print View click View in the toolbar and choose Show Print View Here are ways to lay out objects on a selected sheet s pages To adjust the size of all the objects in the sheet in order to change the number of pages they occupy use the Content Scale controls in the Sheet inspector You can also drag the Content Scale slider at the bottom lef
150. ed in a folder No graphics are exported The last calculated values are exported To create a CSV version of your spreadsheet 1 Choose Share gt Export 2 Click CSV 3 Choose an option from the Text Encoding pop up menu Unicode UTF 8 This option is supported by almost all applications Western Mac OS Roman or Western Windows Latin 1 These options are for applications that require them 4 Click Next to specify a file name and location 5 Click Export to create the file 238 Chapter 11 Sharing Your Numbers Spreadsheet 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 com you can choose from the following options e Share with viewers Invite specific viewers to add comments and notes and download your spreadsheet e Publish on the web Create a public web address URL that you can post on a website or elsewhere so that anyone can view your spreadsheet General viewers can t view or leave comments and notes on your spreadsheet Upload for private use Send your spreadsheet to iWork com to be viewed only by yourself You can choose to sh
151. ed value The only exception is when there are too many numbers following a decimal point in which case the number is rounded Here are ways to work with cell formats You apply cell formats by selecting one or more cells and then using the format bar or the Cell Format pop up menu in the Cells inspector to select the format To add a value to an empty cell that has a format select the cell and enter a value The format is applied when you leave the cell Chapter 4 Working with Table Cells 89 90 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 gt Clear All After you define a cell format you can associate the format with multiple cells by using autofilling See Autofilling Table Cells on page 81 for instructions 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 Use this cell format When you want to Learn more here automatic Automatically format content Using the Automatic Format in based on the characters it Table Cells on page 91 contains number Format the display of a Using the Number Format in number s decimal places Table Cells on page 92 thousands separator and negative values currency Format the display of monetary Using the Currency Format in values Table Cel
152. eets Pane on page 16 Print View on page 17 Freezing Table Header Rows and Header Columns on page 64 Tools for managing spreadsheets The Toolbar on page 18 The Format Bar on page 19 The Inspector Window on page 20 The Warnings Window on page 26 Tools for working with formulas in table cells Tools that enhance the appearance of a spreadsheet Formula Tools on page 20 The Styles Pane on page 22 The Media Browser on page 23 The Colors Window on page 24 The Fonts Window on page 25 Keyboard shortcuts Keyboard Shortcuts and Shortcut Menus on page 27 Chapter 1 Numbers Tools and Techniques 16 Click to show or hide a rs Running Log sheet s tables and charts in the Sheets pane 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 Choose View gt Zoom gt Zoom In or View gt Zoom gt Zoom Out To return to 100 choose View gt Zoom gt Actual Size Choose a magnification level from the pop up menu at the bottom left of the canvas When you view a sheet in Print View decrease the zoom level to view more pages in the window at one time If you re using Numbers in Mac OS X v10 7 Lion or later you can also view the application window in full screen view to help you work without distractions To learn more see Full Screen View on p
153. efine all your conditions Note To remove a condition click the Delete button to the right of its format field Chapter 4 Working with Table Cells 109 8 Inthe topmost format field define the display format you want to use if a number doesn t meet any of the conditions You can use the Entered Text element to display predefined text if a text value is entered instead of a number See Creating a Custom Text Format on page 111 for more information 9 Inthe Name field type a name for your number format and then click OK to save it and apply it to selected cells Custom format names are listed in the Cell Formats pop up menu in the format bar and in the Cell Format pop up menu of the Cells inspector Creating a Custom Date Time Format To define your own display format for date and time values in table cells 1 Select one or more cells 2 Do one of the following e Choose Custom from the Cell Formats pop up menu in the format bar Choose Custom from the Cell Format pop up menu in the Cells inspector e Choose Format gt Create Custom Cell Format 3 From the Type pop up menu choose Date amp Time 4 Define your date time format by dragging the blue elements from the Date amp Time Elements box into the format field above the box Type text and drag elements to create a cell format Name Type Date amp Time H 1 5 09 7 08 PM 13 5 09 Z 08 PM Date amp Time Elements Day of Week Monday Da
154. en 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 86 describes In 9 30 AM 9 30 AM 9 30 AM 9 30 AM 9 30 AM Sunday Out 6 30PM 6 30PM 6 30PM 6 30PM 6 30 PM Hours 8h Om 8h Om 8h Om 8h 0m 8h Om In 8 00AM 8 00AM 8 00AM 8 00AM 8 00AM 8 00 AM Monday Out 5 30PM 5 30PM 5 30PM 5 30PM _ 5 30PM 5 30 PM Hours 8h 30m 8h 30m 8h 30m 8h 30m 8h 30m 8h 30m In 9 00 AM 8 30 AM Tuesday Out 6 30 PM 7 00 PM Hours 8h 30m 9h 30m In 6 00 AM 8 00 AM 6 00 AM Wednesday Out 3 00 PM 6 30 PM 4 00 PM Hours 8h Om 9h 30m 9h Om In 9 30 AM 7 30 AM Thursday Out 4 30 PM 5 00 PM Hours 6h Om 8h 30m In 8 00AM 7 00 AM 7 30 AM Friday Out 4 30PM 3 30 PM 5 30 PM Hours 7h 30m 7h 30m 9h Om In 8 00 AM 6 30 AM 7 00 AM Saturday Out 6 30 PM 5 30 PM 5 30 PM Hours 9h 30m 10h Om 9h 30m Regular pay 1 172 50 962 50 792 00 247 50 700 00 630 00 Overtime pay 0 00 0 00 0 00 0 00 91 88 0 00 Total pay 1 172 50 962 50 792 00 247 50 791 88 630 00 Here are ways to add or delete footer rows If a table has no footers select the table and click the Footer button in the format bar to add one Click it again to remove the footer Chapter 3 Using Tables C
155. ented on the chart whichever is listed first in the table e In a scatter chart each point on the graph is determined by both an x and a y value Two columns of values are plotted as x coordinates and y coordinates on a graph representing the data points in a single data series To learn how to Go to Create and edit a chart using data in one or more Creating a Chart from Table Data on page 137 tables Format chart titles legends axes and other Formatting Charts on page 143 elements Format pie charts line charts and other particular Formatting Specific Chart Types on page 154 kinds of charts 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 In most cases if the table is square or if it s wider than it is tall the table rows become the default series but you can easily switch the data series and sets after the chart is created as well as add remove and edit the chart data at any time If a table contains header rows or cells Numbers uses text in the first column or row as axis labels Otherwise placeholder text is used for labels which you can later edit Here are ways to add select data and create a chart To add
156. entific notation or other value sizing conventions To use the Scale element Add it as Creating a Custom Number Format on page 102 describes Select it in the format field click its disclosure triangle and then choose an option hci Percent Percent Number amp Text Elemen Hundreds Hundreds C Integers Band Thousands Scale v Thousands K Millions 9 Manage Forma Millions M m Billions Billions B Trillions Trillions T Scientific When you apply a format that includes a scale element to a cell that already contains a value the original value is preserved it s just displayed differently When you apply the same format to an empty cell and then add a value to the cell the actual value takes into account the scale you ve specified The following table illustrates these cases Chapter 4 Working with Table Cells For this scale option When you enter 12000 The actual value is The displayed value is in a table cell Percent And later apply the 1200000 1200000 option After applying the 1200000 12000 option Percent And later apply the 1200000 1200000 option After applying the 12000 12000 option Hundreds And later apply the 12000 120 option After applying the 12000 120 option Hundreds C And later apply the 12000 120C option After applying the 12000 120C option Thousands And later apply the 12000 12 option After applying the
157. eplace formula elements see Finding and Replacing Formula Elements on page 132 Here are ways to find and replace text To search for text in a spreadsheet choose Edit gt Find gt Show Search to open the Search window Search Find amp Replace 14 Matches Location Results Match Case Recipes To change an amount s unit click the unit and choose a value from the pop up menu Whole Words Recipes The Prepare for value comes from the Guest List sheet Values in the Scaled amount column are adjusted for the number of guests Recipes Recipe 2 B1 Amount Recipes Recipe 2 D1 Scaled amount Recipes Recipe 1 B1 Amount 0 Clear Recent Searches Recipes Recipe 1 D1 Scaled amount J ens id Recipes Recipe 3 B1 Amount In the search field type the text you want to search for Optionally click the disclosure triangle in the search field and choose Match Case and or Whole Words to constrain the search results When search results are listed in the window select one to highlight it in the spreadsheet To redisplay search results for any of the last 10 searches choose a search string from the search field pop up menu under Recent Searches To find text in a spreadsheet or in the current sheet and optionally replace it with different text choose Edit gt Find gt Show Search and then click Find amp Replace 810 0 Find amp Replace Find amount TP Entire Document M Match case Current Sheet Only
158. erence tab s pop up menu to open the Reorganize window Click the Categories disclosure triangle to reveal the categorizing controls From the first pop up menu choose the name of the column you want to use as a category value column ooo Reorganize Table 2 3 gt Sort gt Filter w M insert Categories from the following Products i unique values F OLO Choose the name of the column you want to use as a category value column Chapter 3 Using Tables Table categories are created based on unique values in the chosen column B c A Region Products 2__ Y Office Furniture Category row 3 M Peterson South Office Fumiture 4 J Smith East Office Fumiture 5 R Nelson East Office Fumiture 6 _ Y Patio Furniture 7 M Peterson South Patio Furniture _8 J Smith East Patio Furniture 9 __D Prince Southeast Patio Furniture 10 G Smith West Patio Furniture 11__ Library Furniture 12 _D Prince Southeast Library Furniture 13 A Normal West Library Furniture Category value column If the category value column contains dates you can choose a date unit from the second pop up menu Salesperson Order Date Region Products V M Peterson Y October 2008 M Peterson Oct 1 2008 South Office Fumiture Y March 2009 M Peterson Mar 2 2009 South Patio Furniture J Smith January 2008 J Smith Jan 1 2008 East Office Furniture Y June 2009 J Smith Jun 30 2009 East Patio Furniture Y R Nelson Y October 2008 R Ne
159. erent colors so that it s easier to know what is coming into alignment as you move objects around If you turn on alignment guides or change their color the settings apply to all the documents you open in Numbers Here are ways to manage alignment guides To set alignment guide options choose Numbers gt Preferences and then click Rulers Select the Alignment Guides options that describe when you want alignment guides to appear To show guides when an object s center aligns with another object select Show guides at object center To show guides when an object s edges align with another object select Show guides at object edges To change the color of alignment guides click the Alignment Guides color well and select a color in the Colors window 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 217 Chapter 9 Working with Shapes Graphics and Other Objects Creating your own alignment guides wherever you need them can also help you place objects See Creating Your Own Alignment Guides on page 217 Creating Your Own Alignment Guides You can create static alignment guides to help you align objects on a sheet These alignment guides don t appear and disappear as you drag objects but remain visible while you re working even
160. erlink 3 Choose Email Message from the Link To pop up menu Type the email address of the intended recipient in the To field Optionally type a subject line in the Subject field OOO tiyperiink DB BewdT Pv O M Enable as a hyperlink Link To Email Message E Type the email address of To somebody domain com the message recipient Subject Register now Type the message subject C Make all hyperlinks inactive You can also quickly create a hyperlink using the Insert menu Place an insertion point somewhere in your spreadsheet and choose Insert gt Hyperlink gt Email Message A link is added to your spreadsheet and the Hyperlink inspector opens Type the email address in the To field Editing Hyperlink Text There are several ways to edit hyperlink text Here are ways to edit hyperlink text Deactivate hyperlinks so that they can be edited without activating the link Click Inspector in the toolbar click the Hyperlink inspector button select Make all hyperlinks inactive edit the text and then reactivate the link Click outside the hyperlink text and use the arrow keys to move the insertion point into the text 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 A
161. es click General select For New Documents Use template and then click Choose Select a template name and then click Choose Each time the Template Chooser opens the previously selected template category and template are selected Importing a Document from Another Application You can create a new Numbers spreadsheet by importing a document created in Microsoft Excel or AppleWorks 6 Numbers can also import files in comma separated value CSV format tab delimited format and Open Financial Exchange OFX format From AppleWorks you can import spreadsheets only Chapter 2 Creating Saving and Organizing a Numbers Spreadsheet 29 30 _ Here are ways to import a document Drag the document to the Numbers application icon A new Numbers spreadsheet opens and the contents of the imported document are displayed In Numbers choose File gt Open select the document and then click Open You can import Address Book data to quickly create tables that contain names phone numbers addresses and other information for your contacts See Using Address Book Fields on page 231 for instructions If you want to import CSV or OFX data see Using CSV or OFX Files in a Spreadsheet on page 30 If you can t import a document try opening the document in another application and saving it in a format Numbers can read or copy and paste the contents into an existing Numbers spreadsheet You can also export Numbers spread
162. es 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 You can also insert data from a virtual address card vCard that someone has sent you When a table has a header row containing names that match Address Book or vCard field names you can add contact data by dragging cards to the table You can also create a new table by dragging cards to the canvas To learn about Go to The Address Book fields that Numbers supports Mapping Column Names to Address Book Field Names on page 231 Adding data from Address Book or a vCard toan Adding Address Book Data to an Existing existing table Table on page 234 Adding data from Address Book or a vCard and Adding Address Book Data to a New Table on creating a table in a single step page 234 Inserting contact and other data from a Numbers Pages Help or the Pages 09 User Guide table into a Pages document 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 a
163. esizes except for the text Of course you can still select text and change its font size See Grouping and Ungrouping Objects on page 218 for details about grouping objects Chapter 8 Working with Text Using Hyperlinks Hyperlinks are used in spreadsheets that will be viewed onscreen either as HTML files or as Numbers spreadsheets You can add hyperlinks to open an email message or a webpage on the Internet To learn how to Eo Use a webpage hyperlink to go to a web browser Linking to a Webpage on page 187 Link to a new email message with the specified Linking to a Preaddressed Email Message on subject and addressee page 187 Change the text of an existing link Editing Hyperlink Text on page 188 Linking to a Webpage You can add a hyperlink that opens a webpage in your default web browser To add hypertext that opens a webpage 1 Select the text that you want to turn into a hyperlink If you use text that starts with www or http the text automatically becomes a hyperlink To turn off this feature choose Numbers gt Preferences click Auto Correction and deselect Automatically detect email and web addresses This setting is computer specific so if the spreadsheet is opened on a computer with a different setting that computer s setting is used instead 2 Click Inspector in the toolbar click the Hyperlink inspector button and then select Enable as a hyperlink 3 Choose We
164. ess the Option key and choose File gt 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 Using Sheets to Organize a Spreadsheet Like chapters in a book sheets let you divide information into manageable groups For example you might want to place charts in the same sheet as the tables whose data they display Or you may want to place all the tables on one sheet and all the charts on another sheet You might want to use one sheet for keeping track of business contacts and other sheets for friends and relatives The sheets in a spreadsheet and the tables and charts on each sheet are represented in the Sheets pane located along the left edge of the window i Drag left or right to resize the Sheets pane Click to show or hide a v _ sheet s tables and charts all Running Distance in the Sheets pane EB step 1 Running Log all Total Distance EB Step 2 Running S Click a table or chart in the X TS Weight Training list to select it and show it alll Total Weight Lifted on the sheet canvas amp Workout Log Only tables and charts are listed for any sheet even if you have text images and other objects in your spreadsheet The order of a sheet s tables and charts in the Sheets pane may not match their order in the spreadsheet as Reorganizing Sheets and Their Contents on page 40 describes
165. etween the baselines Between The value you set increases the space between the lines instead of increasing the height of the lines By contrast double spacing doubles the height of each line Setting the Spacing Before or After a Paragraph You can increase or decrease the spacing before or after paragraphs Use the Line Spacing control in the format bar to quickly change the distance before or after paragraphs To adjust spacing before or after paragraphs select the text and then click the Line Spacing control in the format bar To adjust the amount of space before or after a paragraph Select the paragraphs you want to change Click Inspector in the toolbar click the Text button and then click Text Drag the Before Paragraph or After Paragraph slider You can also specify a precise value 5 pt for example in the text boxes Chapter 8 Working with Text 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 To set spacing around text in boxes shapes and table cells use the Inset Margin control described in Changing the Inset Margin of Text in Objects
166. ext field place the insertion point and type You can use the arrow keys to move the insertion point around in the text field See Using Operators in Formulas on page 130 to learn about operators you can use When your formula requires an operator and you haven t added one the operator is inserted automatically Select the operator and type a different operator if needed 122 Chapter 6 Using Formulas in Tables e To add cell references to the text field place the insertion point and follow the instructions in Referring to Cells in Formulas on page 126 e To add functions to the text field place the insertion point and follow the instructions in Adding Functions to Formulas on page 124 To remove an element from the text field select the element and press Delete To save changes press Return press Enter or click the Accept button in the Formula Editor You can also click outside the table To close the Formula Editor and not save any changes you made press Esc or click the Cancel button in the Formula Editor Adding and Editing Formulas Using the Formula Bar The formula bar located beneath the format bar lets you create and modify formulas in a selected cell As you add cell references operators functions or constants to a formula they appear like this References to cells The Sum function using their names All formulas must begin a SUM C2 C4 i February Monthly expenses February Planned ex
167. ext without replacing it starting with the current sheet or selected cell s and proceeding forward or backward through the spreadsheet Use selection for Find Finds the next occurrence of the selected text Jump to Selection Displays the selected text when it s not currently in view Chapter 8 Working with Text 193 194 Working with Shapes Graphics and Other Objects 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 Many of the techniques covered in this chapter for placing and manipulating these objects can be generalized to tables charts and text boxes any special formatting techniques for these objects are covered in other chapters Working with Images Numbers accepts all QuickTime supported formats including the following graphics file types e TIFF e GIF e JPEG PDF e PSD EPS e PICT If you intend to greatly enlarge or reduce an image s dimensions consider converting it to a PDF file before importing it PDF files don t lose their crispness when they re significantly resized other file types may not retain their clarity as well when they re resized You can convert an image to a PDF by using Grab Open Grab it s in the Applications Utilities
168. for example a circle or a star select it and choose Format gt Mask with Shape gt Shape e To mask the image with any shape including a custom shape create the shape you want and then drag it over the image you want to mask Hold down the Shift key and click to select both the shape and the image and then click Mask in the toolbar or choose Format gt Mask with Selected Shape A mask appears over the image and some controls appear Drag the selection handles a ca 3 to resize the mask Drag the image to position the part you want to show Drag the slider to resize TA a LR the image Edit Mask Click to show or hide the area outside the mask 3 To resize the image drag the slider above the Edit Mask button Refine the mask by doing any of the following e To resize the mask drag the selection handles on the mask shape To constrain the mask s proportions hold down the Shift key as you drag To rotate the mask hold down the Command key as you drag a corner selection handle on the mask Drag the image to position the part you want to show To move the mask click the dotted edge of the mask and drag it When you re satisfied with the position and size of your image and the mask do any of the following to finish e Double click the mask or the image e Press Return e Click outside the image e Click Edit Mask To resize or rotate the masked image drag or Command drag its sele
169. format To learn how to Go to Create a PDF file of your spreadsheet and Exporting a Spreadsheet in PDF Format on optionally password protect it page 237 Create a file of your spreadsheet that can be Exporting a Spreadsheet in Excel Format on opened and edited in Microsoft Excel on a page 238 Mac OS X computer or on a Windows computer Create a file of your spreadsheet for applications Exporting a Spreadsheet in CSV Format on that can open CSV files page 238 Exporting a Spreadsheet in PDF Format PDF files can be viewed or printed in Preview viewed or printed in Safari and edited with a PDF application To create a PDF file of your spreadsheet Choose Share gt Export Click PDF Choose an image resolution from the Image Quality pop up menu Good Images are downsampled to 72 dpi Better Images are downsampled to 150 dpi Best Images aren t scaled down Choose which sheets to export from the Layout pop up menu Sheet View Exports each sheet to a single page in the PDF Page View Exports the selected sheet using the pagination currently configured in Print View To learn about Print View see Dividing a Sheet into Pages on page 42 Click the Security Options disclosure triangle to password protect the PDF Passwords are limited to 32 ASCII characters Select one or more of the following options Open Document Specify a password required to open the PDF Print document Require a password to pr
170. from the pop up menu of a selected row s or column s reference tab 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 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 Header rows and columns are formatted so that they stand out from the other body rows and columns Header rows are always directly above the topmost body row Header columns are always directly to the left of the leftmost body column You can use as many as five header rows and five header columns Multiple headers are useful when you want to assign names to two or more header columns or header rows To format a header to span rows or columns merge the header cells as Merging Table Cells on page 86 describes Average Profit Average Loss 2008 2009 2008 2009 If a table contains both header rows and header columns the top left cell or cells are considered to be part of the header row Header columns appear below any header rows Chapter 3 Using Tables Header rows and header columns can be set to appear at the beginning of the table and on each page if the table spans more than one page In Print View click the appropriate header button i
171. g or right to increase it To specify a precise line spacing value type a point value in the Line field or click the up or down arrow next to the field Chapter 8 Working with Text 175 176 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 3 We eea Single _______ Line spacing pop up menu Qm Opt Single Click the text below the Line field Double A After Paragraph Multiple and choose a line spacing option e 5 pt At Least J Inset Margin 3 sa e Opt Standard line spacing Single Double Multiple The space between lines is proportional to font size Use this when the relative distance between ascenders parts of letters that extend to the top of the line and descenders parts of letters that extend below the line should remain fixed Single sets line spacing to single spaced and Double sets it to double spaced Multiple lets you set line spacing values between single and double or greater than double At Least The distance from one line to the next will never be less than the value you set but it may be larger for larger fonts to prevent overlapping text lines Use this when the distance between lines should remain fixed but overlap is not desired if the text gets large Exactly The distance b
172. g the Text inspector Select the text box or rectangular shape with text you want to divide into columns Click Inspector in the toolbar click the Text inspector button and then click Columns To indicate how many columns you want use the Column field 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 To change the distance between columns double click a Gutter value and change it Putting Text Inside a Shape All shapes except lines can contain text To add text to a shape Place a shape where you want it on the sheet To learn about adding shapes see Adding a Predrawn Shape on page 201 and Adding a Custom Shape on page 202 Double click the shape and type the text you want The clipping indicator shows that text extends beyond the borders of a shape To resize the shape select it and drag the selection handles If the insertion point is inside the shape press Command Return to get out of text editing mode and select the shape You can format the text within a shape You can also rotate a shape while keeping its text horizontal After rotating the shape choose Format gt Shape gt Reset Text and Object Handles To add text to a shape that s part of a group double click in the text area of any shape in the group If you resize the group everything r
173. g through the adjacent two cells values are incremented by 3 Autofilling doesn t set up an ongoing relationship among cells in the group After autofilling you can change the cells independently of each other Chapter 4 Working with Table Cells 81 82 Displaying Content Too Large for Its Table Cell When a cell is too small to display all its content here is what happens e If the content is a number or date a clipping indicator appears 56 565 656 The clipping indicator e For other types of values no clipping indicator appears You can only see content that s visible within the boundaries of its cell Here are ways to handle content too large for a cell To let a value in a cell spill into adjacent cells deselect Wrap in the format bar or deselect Wrap Text in Cell in the Cells inspector Numbers and dates clip instead of spill even with wrap deactivated If the adjacent cells are empty they display spilled content But if they contain data content that doesn t fit isn t displayed and the clipping indicator appears To make content wrap instead of spill select Wrap in the format bar or Wrap Text in Cell in the Cells inspector If cell values aren t visible because columns are too narrow you can use the Fit button next to the Column Width controls in the Table inspector to make values visible Select a cell one or more columns or the table and then click the Fit button You can also resize
174. gative symbol select one or more cells and then click the Currency 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 Currency Decrease Decimal Format button Places button 20 Lv 7 TED Increase Decimal Places button For more control over the currency format use the Cells inspector Chapter 4 Working with Table Cells 93 94 AA U N To define a currency format using the Cells inspector Select the cell or cells Click Inspector in the toolbar and then click the Cells inspector button Choose Currency from the Cell Format pop up menu 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 gt Preferences and then selecting Show complete list of currencies in Cell inspector in the General pane 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 For example if a cell is formatted to display two decimal places the value 3 456 is displayed as 3 46 not 3 45 To specify how to display negative values choose an option from the pop up menu adjacent to the Decimals field To specify whether to use a thousands separator select or deselect Thousands Separator To displa
175. ge Fill i DE Scale to Fit i Click to select a tint color choose for the image Chapter 9 Working with Shapes Graphics and Other Objects 229 230 _ Working with MathType If you have MathType 6 installed you can open it within Numbers and use it to type mathematical expressions and equations After you ve created an equation in MathType 6 you can manipulate the equation as an image in Numbers To type an equation using MathType 6 within Numbers Place the pointer where you want the equation to appear Choose Insert gt MathType Equation MathType 6 opens and the equation E mc appears Double click the equation and type the equation you want using the MathType 6 application window and tools Refer to MathType 6 Help for specific instructions on how to use this product When you finish typing your equation choose File gt Close and Return to Numbers and then click Yes in the window that appears to save the equation Drag the equation wherever you want it on the sheet After you close MathType 6 Numbers treats the equation as an object that you can reposition resize reorient group layer or even mask like an image However if you mask the equation you must unmask it in order to edit it further To edit the equation double click it to open MathType 6 again Chapter 9 Working with Shapes Graphics and Other Objects Adding Address Book Data to a Table This chapter describ
176. ge the corners of a rounded rectangle Editing a Rounded Rectangle on page 206 Adjust the relative proportions of an arrow s head Editing Single and Double Arrows on page 206 and tail Adjust the corners and other aspects ofa quote Editing a Quote Bubble or Callout on page 207 bubble or callout Increase or decrease the number of points in Editing a Star on page 207 a star Increase or decrease the number of sides in a Editing a Polygon on page 208 polygon Manipulate color border style and other aspects Manipulating Arranging and Changing the Look of a shape of Objects on page 212 Adding Deleting and Moving the Editing Points on a Shape You can fine tune the lines and contours of a shape by adding moving or deleting its editing points First you need to make the shape editable as described in Editing Shapes on page 203 Oo a Here are ways to manipulate a shape s editing points To add a point make the shape editable press the Option key and then hold the pointer over the shape s border The pointer changes into a pen tip with a plus sign Click the location on the border where you want to add a point and then move the point if needed To move a point make the shape editable click the point and then drag it to another location You can move several points at the same time by holding down the Shift key as you click multiple points and then dragging
177. ging more here selects more of the image You can restore the parts removed from the image at any time To revert to the original image choose Format gt Remove Instant Alpha To restore parts of the image removed using Instant Alpha choose Edit gt Undo Instant Alpha until the parts have been restored Changing an Image s Brightness Contrast and Other Settings You can change the brightness contrast and other settings of images to improve their quality or to create interesting effects Adjustments you make don t affect the original image they affect only the image s appearance in Numbers To adjust an image 1 Select the image Chapter 9 Working with Shapes Graphics and Other Objects 199 200 Introduce more warmth or coolness Sharpen or soften the focus Enhance colors Choose View gt Show Adjust Image Adjust the lightness x Adjust Image Brightness Adjust the contrast of light Contrast O 0 and dark tones Change the color intensity Change the amount of red or green tones Sharpness E Q H Exposure Adjust shadows and highlights Understand the relationship between shadows and highlights Change the levels of dark and light tones automatically S Reset Image _ Restore original settings 3 Use the controls to make adjustments Brightness Changes the amount of white in the image Dragging to the right increases the white i
178. gt Spelling gt 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 Chapter 8 Working with Text _ To go through the text more quickly press Command semicolon to continue checking the spreadsheet To check spelling and view suggestions for misspelled words choose Edit gt Spelling gt Spelling The Spelling window opens and you can use it as Working with Spelling Suggestions on page 191 describes To automatically accept the spelling suggestions choose Pages gt Preferences click Auto Correction and then select Automatically use spell checker suggestions Working with Spelling Suggestions Use the Spelling window to work with alternative spellings To work with spelling suggestions Choose Edit gt Spelling gt Spelling The Spelling window opens and the first misspelled word is highlighted Each language has a different spelling dictionary To make sure that the correct language is selected select the text you want to work with click Inspector in the toolbar click the Text button and then click More Select a language from the Language pop up menu To replace the incorrect spelling in the text double click the correct word or spelling in the list of suggested correctio
179. h a line Connecting Objects with an Adjustable Line on page 219 Lock objects in place so you don t Locking and Unlocking Objects on page 219 inadvertently move them Moving an Object Forward or Backward Layering Objects When objects overlap or when text and objects overlap you can change the order of objects in the stack To move an object in front or in back of text or another object Select the object you want to move To move an object a layer at a time choose Arrange gt Bring Forward or Arrange gt Send Backward To move an object to the very top or bottom of the stack choose Arrange gt Bring to Front or Arrange gt Send to Back If you frequently layer objects you can add the Front Back Forward and Backward buttons to the toolbar to work more efficiently To learn about customizing the toolbar see The Toolbar on page 18 Quickly Aligning Objects Relative to One Another You can use menu commands to quickly move objects on the same sheet into alignment or space them equally apart First you must select all the objects you want to align hold down the Shift or Command key as you click each object to select it To align selected objects To align the objects with each other choose Arrange gt Align Objects and then choose one of the alignment options in the submenu Left Positions objects so that their left edges align vertically to the first object you select Center Positio
180. he handle along the timeline to move back through time and look at older versions of the spreadsheet 4 When you find a version that you want to inspect more closely click its image The version moves to the foreground where you can view different sheets or resize the view select objects on a sheet open the inspectors and copy objects or inspector settings 5 Do any of the following e To completely restore the older version click Restore when the version you want is in the foreground The restored spreadsheet appears on your regular desktop replacing the last version you were working on prior to viewing the older versions That version is then saved in the timeline if you want to retrieve it Chapter 2 Creating Saving and Organizing a Numbers Spreadsheet 37 38 e To restore only an object or inspector setting from the older version copy the object or setting by selecting it and pressing Command C and then click Current Document to view the current version of the spreadsheet Locate the sheet where you want to paste the item you just copied and click to insert the cursor where you want the item to appear on the sheet Paste the item by pressing Command V To compare the older version side by side with the current version click Current Document 6 To return to your regular desktop click Done Saving a Spreadsheet as a Template To use a spreadsheet you ve created as a starting point for future documents you can save the
181. he object choose View gt Show Colors and then set the opacity in the Colors window to 100 percent 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 Chapter 9 Working with Shapes Graphics and Other Objects 225 To learn how to Go to Add a solid color background to an object Filling an Object with a Solid Color on page 226 Add a background of colors that blend into each Filling an Object with Blended Colors other Gradients on page 226 Place an image inside an object Filling an Object with an Image on page 228 Filling an Object with a Solid Color You can fill shapes tables table cells and chart elements with a solid color Use the format bar to quickly add a fill color to a selected object Click the Fill well and then choose a color from the color matrix or click Show Colors to open the Colors window for more choices Use the Opacity control to adjust the degree of transparency You can also use the Graphic inspector to fill an object with a solid color To change an object s fill color using the Graphic inspector 1 Select the object Click Inspector in the toolbar and then click the Graphic inspector button Choose Color Fill from the Fill pop up menu A U N Click the color well below the Fill pop up menu to open the Colors window and then select a c
182. he previous name remains associated with cells to which it had been applied and the previous name is removed from the list of custom formats To associate the new format name with these cells select the cells and choose the new name from the Cell Formats pop up menu in the format bar or the Cell Format menu in the Cells inspector Reordering Renaming and Deleting Custom Cell Formats You use the cell format management dialog to manage custom cell formats The dialog lists all the custom formats available in the document Manage Custom Cell Formats My custom number format My custom date format My custom time format t To rename a custom format double click it Cancel Coa To manage custom cell formats 1 If the custom cell format management dialog isn t open click Manage Formats in the custom format dialog or choose Format gt Manage Custom Cell Formats to open it 2 Do any of the following Rename a custom format by double clicking the format and typing your changes Reorder custom formats in the pop up menus by selecting a format and then clicking one of the arrows below the list to move it up or down in the list Delete a custom format by selecting a format and then clicking the Delete button below the list 3 Click OK to save your changes and close the dialog Chapter 4 Working with Table Cells 113 114 Working with Table Styles This chapter explains how to use table styles to quickly and c
183. he shape s border 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 204 Reshaping a Straight Segment You can change the angle between two segments or change the length of a segment To reshape a straight segment Make the shape editable To learn how see Editing Shapes on page 203 Click a corner point To change the angle between the two attached segments drag the point clockwise or counter clockwise To change the length of one of the segments drag the point outward or inward 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 204 Chapter 9 Working with Shapes Graphics and Other Objects 205 Transforming Corner Points into Curved Points and Vice Versa You can change one or more points into curves or curves into points First you must make the shape editable as Editing Shapes on page 203 describes Here are ways to transform corner points into curved points and vice versa To change a corner point into a curved point make the shape editable and then double click the corner point To chang
184. ically calculated based on the data To specify the number of axis markings between zero and the minimum and maximum values on the value axis specify a number in the Steps field under Value Axis To display the data values on the value axis choose Show Value Labels and or Show Minimum Value from the Choose Axis Options pop up menu under Value Axis To format values differently from the way they re formatted in the related table choose an option from the Format pop up menu under Value Axis Chapter 7 Creating Charts from Data 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 Choose the currency unit symbol from the Symbol pop up menu In the Decimals field specify how many decimal places you want to appear To display negative values preceded by a minus sign or in parentheses choose 100 or 100 from the pop up menu Select Separator if you want to show a thousands separator on the left side of the decimal Percentage Displays the data point value as divided by 100 In the Decimals field specify how many decimal places you
185. ick the Graphic inspector button Use table styles to adjust the appearance of tables quickly and consistently See Using Table Styles on page 114 for more information 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 Selecting a Table Cell on page 55 describes how to select a table cell Drag the Table handle Reference tab letters can be to move the table used to refer to columns A 2 D Click the Column handle to 1 aad one column Drag it to 2 Loan Principal 30 000 30 000 30 000 dd multiple col 3 Annual Percentage Rate 6 00 7 50 9 00 ada Multiple comms 4 Length in Months 60 60 48 5 Monthly Payments 580 601 747 6 Total Interest 4 799 6 068 5 834 Reference tab Toara o tal Paid 799 36 068 834 Bi Total Pai 5894 _Drag the Column and Row numbers can eased ts handle down to add rows Drag it Click the Row handle to add one row to the right to add columns Drag refer to rows oir Drag it to add more rows it diagonally to add rows and columns at the same time You also use reference tabs when you work with formulas Referring to Cells in Formulas on page 126 explains how Access a shortcut menu by selecting a table or one or more cells and then holding down the Control key as you click again Chapter 3 Using Tables You can also use the pop up
186. ickTime inspector You can also set the movie poster frame which is the frame that displays until the movie starts playing and other playback options og i DEREAT eA Oo Start amp Stop Poster Frame Repeat Volume 4 o 1 Controls ts 00 00 00 00 04 ao 1a 40 p gt o gt Oi 00 00 00 0 00 04 03 93 The QuickTime inspector button Start and stop a movie at particular times Loop Back and Forth sb Set playback repeat options Use these controls to view the movie or play sound as you edit your spreadsheet The Play Pause Fast Forward and Rewind buttons available in the QuickTime inspector can be used to play and preview a movie as you set the playback preferences described here To set media playback preferences Click Inspector in the toolbar and then click the QuickTime inspector button Click the movie or sound object to select it If you want only part of a movie to play in your spreadsheet set the start and stop frames or times by dragging the Start and Stop sliders To limit playback of an audio file to only certain parts drag the Start and Stop sliders 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 Choose a repeat option from the Repeat pop up menu None Play only once Loop Repeat continuously Loop Back and Forth Play backw
187. ics and Other Objects 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 Select the object Do one of the following e In the format bar use the Opacity controls to adjust opacity e In the Graphic inspector drag the Opacity slider or enter a percentage in the adjacent field Opacity rn 100 8 For shapes you can set opacity for fill and stroke colors separately from object opacity If you move the Opacity slider in the Colors window to modify a fill or stroke color that opacity value becomes maximum object opacity Then when you change the object opacity in the Graphic inspector you re changing it relative to the opacity you set in the Colors window This circle is set to 100 opacity in the Graphic This circle is set to 100 opacity in the inspector Graphic inspector The fill color was set to 50 opacity in the Colors window The circle s outline was set to 100 opacity in the Colors window This circle is set to 50 opacity in the Graphic inspector If you change an object s opacity and then can t restore the object s fill color to 100 percent it may be because the opacity was set to less than 100 percent in the Colors window To fix it select t
188. ide rows select them and choose Hide Selected Rows from a row reference tab pop up menu 76 Chapter 3 Using Tables Body rows in the selected range are hidden but category rows reman visible 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 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 If one or more categories at the same level are collapsed then Option clicking will expand all categories If one of more categories at the same level are expanded then Option clicking will collapse all categories Chapter 3 Using Tables 77 78 Working with Table Cells 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 To learn how to Go to Add replace copy paste and move table Adding and Editing Table Cell Values on page 78 cell values Format and align text in table cells and use Working with Text in Table Cells on page 79 find and replace and spell checking features Work with numeric table cell values Working with Numbers in Table Cells on page 80 Use autofilling to automatically repeat a cell Autofilling
189. if you leave the sheet and then return to it later To create an alignment guide Click View in the toolbar and then choose Show Rulers Note Alignment guides can t be created if you are editing text Stop editing text by selecting an object or clicking the sheet Place the pointer over a ruler and drag onto a sheet An alignment guide appears 3 Drag the guide where you want it on the sheet To remove an alignment guide that you ve created drag it off the edge of the sheet You can also specify x and y coordinates to place objects precisely See Positioning Objects by x and y Coordinates on page 217 Positioning Objects by x and y Coordinates You can place objects precisely where you want them on a sheet by specifying spatial coordinates using the ruler measurements To specify an object s position by its x and y coordinates Select the object you want to position Click Inspector in the toolbar and then click the Metrics inspector button Enter x and y values in ruler measurements in the Position fields The specified coordinates determine the position of the upper left corner of the object s container box If an object is rotated the x and y coordinates specify the upper left corner of the container box of the rotated object which may be a different size from the original e The x value is measured from the left edge of the sheet e The y value is measured from the top edge of the sheet Chapter 9 Working
190. in the Open dialog that appears To change the size of an image bullet specify a percentage of the original image size in the Size field Or select the Scale with text checkbox and specify a percentage of the text size this option maintains the image to text size ratio of the bullets even if you later change the font size of text To adjust the space between bullets and the left margin use the Bullet Indent field To adjust the space between bullets and text use the Text Indent field To position bullets higher or lower relative to text in a text box or shape use the Align field To add and indent bulleted items in your list do any of the following To adda new topic at the current indent level press Return If you re working in a table cell and Return key moves to next cell is selected in the Table inspector press Option Return instead e To create an unbulleted paragraph within a topic press Return while holding down the Shift key If you re working in a table cell and Return key moves to next cell is selected in the Table inspector press Control Return instead e To enter a new topic at the next lower indent level press Tab To enter a new topic at the next higher level press Shift Tab You can also click and hold a bullet and then drag to the right to the left down and to the right or down and to the left If you re working in a table cell and Return key moves to next cell is selected in the Ta
191. indow To change the style and thickness of any line in your chart select it and then choose a line style in the Stroke pop up menu of the Graphic inspector Enter a value or use the stepper in the adjacent field to adjust the line thickness In scatter charts you can display error bars for both x and y axis measurements To understand more about showing error bars see Showing Error Bars in Charts on page 151 To learn about other formatting options see Formatting Charts on page 143 Customizing 2 Axis and Mixed Charts Both 2 axis and mixed charts feature two data series each one represented as a column line or area chart The Chart inspector provides controls that allow you to format each of the axes individually Two axis charts represent the two data series as two charts using a different value axis y axis for each chart The axis on the left side of the chart belongs to the first data series and is called Value Axis Y1 The axis on the right side of the chart belongs to the second data series and is called Value Axis Y2 HEIGHT SUMMARY CM AVERAGE PLANT HEIGHTS CM 11 0 80 83 60 5 5 40 28 20 Week Week 5 Week 10 Week 15 Control B Road Salt Chapter 7 Creating Charts from Data 161 Mixed charts present the two data series as a single chart HEIGHT SUMMARY CM ConTROL 21 57 86 10 5 __Roap SALT 17 41 66 78 AVERAGE PLANT HEIGHTS CM Week Week 5 Week 10
192. ing Scatter Charts on page 160 To adjust the opacity stroke shadow or fill of selected series elements Select the element you want to change click the Graphic inspector button and then make the adjustments you want Chapter 7 Creating Charts from Data 149 150 A U N When adjusting the opacity and fill note that dragging the Opacity slider at the bottom of the Graphic inspector changes the opacity of the chart as a whole To format only a selected series select it and then adjust the opacity of the color fill gradient fill or tinted image fill as needed For more details see Adjusting Opacity on page 224 and Filling Objects with Colors or Images on page 225 To learn about using one of your own images as a fill see Filling an Object with an Image on page 228 To learn about changing the look of the line around an element see Changing the Style of Borders on page 221 To learn about changing shadows see Adding Shadows on page 223 To show and format data point labels for the selected series Click Series in the Chart inspector Select Value Labels To position the labels click one of the Position buttons To format values differently from the way they re formatted in the related table select an option from the Format pop up menu under Value Axis Number Displays the data point value with no units unless you specify them To specify units type them into the Suffix field In th
193. ing exact proportions select the object click Inspector in the toolbar click the Metrics inspector button and then use the Width and Height controls To resize several objects at once select the objects click Inspector in the toolbar click the Metrics inspector button and then type new values in the Width and Height fields Select the object and then click Original Size in the Metrics inspector If you resized a very large image file but need to use only the smaller version in your spreadsheet you can have Numbers keep only a smaller copy of the image thus reducing the overall size of your document See Reducing Image File Sizes on page 198 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 Chapter 9 Working with Shapes Graphics and Other Objects Here are ways to change an object s orientation To flip an object horizontally or vertically select the object and then choose Arrange gt Flip Horizontally or Arrange gt Flip Vertically You can also click Inspector in the toolbar click the Metrics inspector button and then use the Flip buttons To rotate an object select the object hold down the Command key and move the pointer toward an active selection handle until it changes to a
194. ing subfolder structure Library Application Support iWork Numbers Templates My Templates It appears in the My Templates pane of the Template Chooser Click Save To delete a custom template in the Finder navigate to the folder in which you saved the template and drag the template to the Trash Chapter 12 Designing Your Own Numbers Spreadsheet Templates 249 250 Index 2 axis charts 161 A absolute cell references 129 Address Book adding Address Book data to a new table 234 adding Address Book data to an existing table 234 adding vCard data to a new table 234 adding vCard data to an existing table 234 mapping column names to field names 231 Adjust Image window 199 alignment guides creating your own 217 using 216 area charts 160 arithmetic operators 130 arrow shapes 206 audio See sound autofilling 81 automatic cell format 91 B bar charts 158 borders around objects 221 of table cells 87 C calculations instant 119 categories and subcategories category rows 69 category value columns 69 creating 70 displaying calculated values 75 managing 75 moving rows among 75 moving up or down levels 75 removing 75 category axis 145 cell controls 99 cell formats 89 cell references distinguishing absolute and relative 129 inserting into formulas 128 Cells inspector 49 charts about 134 adding more data 140 changing plotting orientation 140 changing the type 138 creating from table data 137 cu
195. inspector button and then click Chart Colors Choose a fill type for example 3D Texture Fills from the first pop up menu and choose a fill collection for example Marble or Wood from the second pop up menu Then do one of the following e To fill all the wedges click Apply All The first fill is applied to elements in the first series the second fill to elements in the second series and so on e To fill a single wedge drag the fill to the wedge To adjust the opacity stroke shadow and other graphical attributes of individual pie wedges select the wedge you want to change click the Graphic inspector button and then make the adjustments you want When adjusting the opacity and fill note that dragging the Opacity slider at the bottom of the Graphic inspector changes the opacity of the chart as a whole To format only a selected series select it and then adjust the opacity of the color fill gradient fill or tinted image fill as needed For more details see Adjusting Opacity on page 224 and Filling Objects with Colors or Images on page 225 To learn how to Too Ke Use one of your own images as a fill Filling an Object with an Image on page 228 Change the look of the line around the pie or Changing the Style of Borders on page 221 a wedge Change the shadows Adding Shadows to Pie Charts and Wedges on page 157 Change the depth qualities of a 3D pie chart Adjusting Scene Settings fo
196. int the PDF If you select this option also select Open Document and specify a password Copy content from the document Specify a password required to copy content from the PDF Click Next to specify a name and location for the PDF 7 Click Export to create the PDF Chapter 11 Sharing Your Numbers Spreadsheet 237 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 Choose Share gt Export and then click Excel Select Summary if you don t want a summary worksheet included for multi worksheet exports Select Next to specify a name and location for the file and then click Export to create it Choose File gt Save As select Save copy as and choose Excel Document from the pop up menu See Saving a Spreadsheet on page 32 to learn about the other options available when using this approach Some of the formula calculations may differ in Excel Exporting a Spreadsheet in CSV Format Many spreadsheet applications can open a file in CSV format In a CSV file cell values in each row are separated by commas Rows are separated by end of line characters Each table is placed in its own CSV file and all the files are plac
197. ion To move a category up or down a level click Reorganize in the toolbar or choose Show More Options from a reference tab s pop up menu to open the Reorganize window Click the Move Up button or the Move Down button adjacent to a column You can also click the reference tab pop up menu for a category row and then choose Promote to move a category to a higher level or Demote to move it to a lower level To format a category row select one or more cells and then use the format bar or the Graphics inspector to modify background fill and text style The changes are applied to all cells in the current category row and all other category rows at the same level Chapter 3 Using Tables 75 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 A B E G 2 7 1 Salesperson Click a disclosure 2 triangle to choose a E Category Name Office Fumiture i 4 Blank Office Fumiture computation type Office Fumiture 6i YI Subtotal Average Patio Furniture 5 Minimum Patio Furniture s Maximum Patio Furniture m y Count Patio Furniture ll vi 2 i Library Furniture i Library Furniture Show Function Name 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 nonbla
198. ion button in the toolbar and choose Show Function Browser from the pop up menu e Choose Insert gt Function gt Show Function Browser e Choose View gt Show Function Browser 3 Select a function category Choose a function by double clicking it or by selecting it and clicking Insert Function In the Formula Editor or the formula bar replace each argument placeholder in the inserted function with a value Click to see a list of valid values ACCRINT Cisque Cfirst settle annual rate par frequen The date the security was originally issued Help for the issue argument Placeholders for optional appears when the pointer is over arguments are light gray the placeholder To review a brief description of an argument s value hold the pointer over the argument placeholder You can also refer to information about the argument in the Function Browser window To specify a value to replace an argument placeholder that has a disclosure triangle click the disclosure triangle and then choose a value from the pop up menu To review information about a value in the pop up menu hold the pointer over the value To review help for the function select Function Help Chapter 6 Using Formulas in Tables 125 126 To specify a value to replace any argument placeholder click the argument placeholder and type a constant or insert a cell reference see Referring to Cells in Formulas on page 126 for instructions
199. ion to horizontal vertical or a 45 degree angle start dragging the object while holding down the Shift key To move a selected object in small increments press one of the arrow keys causing the object to move a point at a time To move the object ten points at a time hold down the Shift key while pressing an arrow key To show the position of the object when you move it choose Numbers gt Preferences and then select Show size and position when moving objects in the General pane To move text or an object inside another object select the object and choose Edit gt Cut Place the insertion point where you want the object to appear and then choose Edit gt Paste To learn how to Go to Change the order of overlapping objects Moving an Object Forward or Backward Layering Objects on page 215 Align objects Quickly Aligning Objects Relative to One Another on page 215 Use alignment guides to align objects Using Alignment Guides on page 216 Chapter 9 Working with Shapes Graphics and Other Objects To learn how to Go to Create your own alignment guides that Creating Your Own Alignment Guides on remain visible as you work page 217 Place objects precisely by using x and y Positioning Objects by x and y Coordinates on coordinates page 217 Set objects to remain together when you Grouping and Ungrouping Objects on page 218 move copy or paste them Join two objects wit
200. ions in Manipulating Arranging and Changing the Look of Objects on page 212 Save the text box and shape as default objects To save the text box select it and then choose Format gt Advanced gt Define Default Text Box Style To save the shape select it and then choose Format gt Advanced gt Define Default shape Style Delete the text box and shape from the sheet Defining Default Attributes for Imported Images For imported graphics you can set default shadows opacity borders and more Chapter 12 Designing Your Own Numbers Spreadsheet Templates To set default image attributes Import an image as Working with Images on page 194 describes Select the image and then set its attributes To remove unwanted parts of an image see Masking Cropping Images on page 196 and Removing the Background or Unwanted Elements from an Image on page 198 To improve the image quality and create interesting effects see Changing an Image s Brightness Contrast and Other Settings on page 199 To place and reformat the image see Manipulating Arranging and Changing the Look of Objects on page 212 3 Choose Format gt Advanced gt Define Default Image Style Delete the image from the sheet Creating Initial Spreadsheet Content for a Custom Template You can use predefined content to model the look of a finished spreadsheet or to provide instructions and other productivity aids for template u
201. ith Numbers in Table Cells Autofilling Table Cells Displaying Content Too Large for Its Table Cell Using Conditional Formatting to Monitor Table Cell Values Defining Conditional Formatting Rules Changing and Managing Your Conditional Formatting Adding Images or Color to Table Cells Merging Table Cells Splitting Table Cells Formatting Table Cell Borders Copying and Moving Cells Adding Comments to Table Cells Formatting Table Cell Values for Display Using the Automatic Format in Table Cells Using the Number Format in Table Cells Using the Currency Format in Table Cells Using the Percentage Format in Table Cells Using the Date and Time Format in Table Cells Using the Duration Format in Table Cells Using the Fraction Format in Table Cells Using the Numeral System Format in Table Cells Using the Scientific Format in Table Cells Using the Text Format in Table Cells Using a Checkbox Slider Stepper or Pop Up Menu in Table Cells Using Your Own Formats for Displaying Values in Table Cells Creating a Custom Number Format Defining the Integers Element of a Custom Number Format Defining the Decimals Element of a Custom Number Format Defining the Scale of a Custom Number Format Associating Conditions with a Custom Number Format Creating a Custom Date Time Format Creating a Custom Text Format Changing a Custom Cell Format Contents 113 114 114 115 115 116 116 116 117 117 118 118 119 120 121 122 123 124 126 126 126 128 129 1
202. k 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 Click the verification link in the email and then continue uploading your document Select Upload for private use Click Show Advanced if you want to change the online name of the spreadsheet and then type or choose a filename for the online spreadsheet Click the Upload button A copy of your spreadsheet is sent to iWork com Click View Online to see your spreadsheet on iWork com or click OK to close the dialog To access all your online spreadsheets from the Shared Documents view of iWork com do either of the following Open a spreadsheet and choose Share gt Show Shared Documents If you re not already logged in choose Share gt Sign In and then choose Show Shared Documents Go to http www iwork com and sign in 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 Chapter 11 Sharing Your Numbers Spreadsheet 241 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
203. k the arrow next to the thumbnail to choose a new picture frame To remove a picture frame 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 An object s shadow appears on any object behind it You can create a variety of shadow effects or remove the shadow from an object This object has a different shadow color This object has the default E 7 This object s shadow has shadow properties a high offset value This object s shadow is set E O This object s shadow has to a different angle the lowest blur factor This object s shadow has a high blur factor To quickly add or remove a shadow select the object and then select or deselect Shadow in the format bar The Graphic inspector gives you more control over shadow formatting To add a shadow using the Graphic inspector 1 Select the object or text 2 Click Inspector in the toolbar and then click the Graphic inspector button 3 Select Shadow to add a shadow to the object Deselect Shadow to make a shadow go away Select the checkbox to add a shadow toa selected object Change the angle of Shadow the shadow with the Change the shadow Angle 268 l Angle wheel color in the color well 3 px s 4 px 3 50 Offset Blur Opacity lotiset Blur and Opacity values change the look of the shadow Chapter 9 Working
204. l characteristics that help you manage your categories e You can add new categories remove categories and perform other operations by using the cell reference pop up menu for a category row Choosing Expand All or Collapse All expands or collapses all categories at the level of the row from which you chose the command Promote Demote Collapse All Delete Categories Insert New Sub Category Show More Options G p dffice Fumiture fice Fumiture Dffice Fumiture tatio Furniture fatio Furniture tatio Furniture ratio Furniture ibrary Furniture brary Furniture e You can display automatically calculated values such as subtotals and row count in category row cells Salesperson Region Products 3 Calculated row count Y Office Furniture M Peterson South J Smith East R Nelson East Y Patio Furniture M Peterson South J Smith East D Prince Southeast G Smith West Y Library Furniture D Prince Southeast A Normal West To learn how to Office Fumiture Office Furniture Office Furniture 4 Patio Furniture Patio Furniture Patio Furniture Patio Furniture 2 Library Furniture Library Furniture Cfo xo Defining Table Categories and Subcategories on page 70 Create categories and subcategories Removing Table Categories and Subcategories on page 75 Remove categories Managing Table Categories and Subcategories on page 75 Add or remove
205. l 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 reference tab letter followed C55 refers to the fifty fifth row in the formula by the reference tab number for the cell the third column A cell in a table that has a header row and a header column The column name followed by the row name The name of the header whose columns or rows you want to refer to A cell in a table that has multiple header rows or columns 2006 Revenue refers to a cell whose header row contains 2006 and header column contains Revenue If 2006 is a header that spans two columns Revenue and Expenses 2006 refers to all the cells in the Revenue and Expenses columns A colon between the first and last cell in the range using reference tab notation to identify the cells A range of cells B2 B5 refers to four cells in the second column The row name or row number row number All the cells in a row 1 1 refers to all the cells in the first row All the cells in a column The column letter or name C refers to all the cells in the third column A colon between the row number or name of the first and last row in the range All the cell
206. la cell change the sum displayed in the formula cell updates automatically A formula performs calculations using specific values you provide The values can be numbers or text constants you type into the formula Or they can be values that reside in table cells you identify in the formula by using cell references Formulas use operators and functions to perform calculations using the values you provide e Operators are symbols that initiate operations such as arithmetic and comparison operations You use the symbols in formulas to indicate the operation you want to use For example the symbol adds values and the symbol compares two values to determine whether they re equal A2 16 A formula that uses an operator to add two values Always precedes a formula A2 A cell reference A2 refers to the second cell in the first column An arithmetic operator that adds the value that precedes it with the value that follows it 16 A numeric constant e Functions are predefined named operations such as SUM and AVERAGE To use a function you enter its name and in parentheses following the name you provide the arguments the function needs Arguments specify the values the function uses when it performs its operations 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 To lear
207. laceholder click the Edit Mask button that hovers over the image after you drop it onto the placeholder and then do any of the following To resize your image within the placeholder drag the resize handle above the Edit Mask button To reposition your image within the placeholder position the pointer over the image the pointer may appear as a hand and then drag the image to position it where you want To replace an item you ve already placed in a media placeholder drag a new file to it You don t have to delete the old file first To reposition a media placeholder on a sheet drag it To remove a media placeholder from a sheet select it and press Delete Masking Cropping Images You can crop images without actually changing the image files by masking the edges to get rid of unwanted parts or to change the outline of the image If you don t specify a shape for the mask by default Numbers uses a rectangular mask However you can use any shape available in Numbers including a custom shape that you ve created with the Draw tool to mask the edges of your image Chapter 9 Working with Shapes Graphics and Other Objects To mask an image Import the image you want to mask Depending on the mask shape you want to use do one of the following e To mask the image with the default rectangle shape select it and then click the Mask button in the toolbar or choose Format gt Mask e To mask the image with a predrawn shape
208. laces thousands separator and negative values Chapter 4 Working with Table Cells _ uw 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 Select the cell or cells Click Inspector in the toolbar and then click the Cells inspector button Choose Number from the Cell Format pop up menu 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 For example if a cell is formatted to display two decimal places the value 3 456 is displayed as 3 46 not 3 45 To specify how to display negative values choose an option from the pop up menu adjacent to the Decimals field To specify whether to use a thousands separator select or deselect Thousands Separator Using the Currency Format in Table Cells Use the currency format to format the display of monetary values To define a currency format that displays two decimal places a thousands separator and negative numbers with the ne
209. larity 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 e To set the light level drag the right slider toward the middle Dragging the slider to the left narrows the range of color and can bring more clarity to the highlights The position of the slider determines how much information is in the lightest part of the image any information to the right 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 Enhance Automatically adjusts the image by spreading the red green and blue tones evenly across the histogram To restore the original settings click Reset Image To save any changes you made save the document The settings at the time you save the document are visible anytime you open the Adjust Image window Creating Shapes Numbers provides a variety of predrawn shapes you can add to spreadsheets including circles rectangles with square or rounded corners stars speech bubbles arrows and more You can also create your own custom shapes or alter the lines and contours of a predrawn shape Add a simple predefined shape Adding a Predra
210. le gt Save or press Command S In the Save As field type a name for the spreadsheet Choose where you want to save the spreadsheet If the directory in which you want to save the spreadsheet isn t visible in the Where pop up menu click the disclosure triangle to the right of the Save As field and navigate to a different location Chapter 2 Creating Saving and Organizing a Numbers Spreadsheet 4 If you want the spreadsheet to display a Quick Look in the Finder in Mac OS X version 10 5 or later select Include preview in document If you always want to include a preview in your spreadsheets choose Numbers gt Preferences click General and select Include preview in document by default 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 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 Copy audio and movies into document If you use movies or sound files in your spreadsheet selecting this checkbox saves the movie or sound files with the spreadsheet so the files play if the spreadsheet is opened on another computer You can deselect this checkbox so that the file size is smaller but the media files won t play on other computers See Reducing Image File Sizes on page 198 and Reducing the
211. le 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 To view or change the chart s source data click a data series in the chart to see its table and cells of origin To include data from hidden rows and columns in your chart see Including Hidden Table Data in a Chart on page 141 Including Hidden Table Data in a Chart If you ve hidden rows or columns in a table but want to include or exclude them from a chart you can elect to do so in the Chart pane of the Chart inspector To include or exclude hidden data Select the chart and then click the Inspector button in the toolbar Click the Chart button in the Inspector window click Chart and then do one of the following e To include hidden data in your chart select Show Hidden Data e To exclude hidden data from your chart deselect Show Hidden Data Replacing or Reordering Data Series in a Chart When you add remove or reorder data in a chart your changes don t affect the table or tables whose data is shown in the chart For example if you want to replace a series of data values in an existing chart with a different data series you can easily replace any referenced row or column data used in the chart with data from a different row or column affecting only the chart while leaving all your tables intact You can also change the order in which the data series appear in the chart without having to ch
212. lement and press Delete 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 A function can be one of several elements in a formula or it can be the only element in a formula There are several categories of functions ranging from financial functions that calculate interest rates investment values and other information to statistical functions that calculate averages probabilities standard deviations and so on To learn about all the iWork function categories and their functions and to review numerous examples that illustrate how to use them choose Help gt iWork Formulas and Functions Help or Help gt iWork Formulas and Functions User Guide Although you can type a function into the text field of the Formula Editor or into the formula bar the Function Browser offers a convenient way to add a function to a formula Select a category to view functions in that category Search for a function ooo Functions Q al P SLOPE cont SMALL SQRT Date and Time P SQRTPI woe STANDARDIZE ngineering STOEV Financial P STDEVA Logical and Information gt STDEV Select a function to Numeric
213. lick the disclosure triangle next to the Footer button in the toolbar and then choose the number of footer rows to add from the pop up menu Choose 0 to remove all footer rows Add footer rows To delete a footer row hold the pointer over the reference tab of a footer row to see its menu arrow and then click the arrow and choose Delete Row from the pop up menu Select a table or an element in it Click Inspector in the toolbar click the Table inspector button and then click the Footer button Choose the number of footer rows from the pop up menu Select a table or an element in it and then choose Table gt Footer Rows Then choose the number of footer rows from the submenu 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 To make all rows the same size select the table or one or more columns and then choose Table gt Distribute Rows Evenly To make all columns the same size select the table or one or more rows and then choose Table gt Distribute Columns Evenly To resize a single row drag the bottom border of the row s reference tab up or down You can also select the row and use the Row Height field in the Table inspector To resize one column drag the right border of the column s reference tab right or left You can also select a cell and use the Column Width field in the Table inspector
214. lick to select a color in the color wheel to the left to make the color more transparent e090 Colors ell P two colors in this box indicate the Q opacity is set to less than 100 Use the slider to set lighter or darker hues in the color wheel Opacity Drag the Opacity slider _ Cz a l Drag colors from the color box to 2 store them in the color palette You can use the color wheel in the Colors window to select colors The color you select appears in the box at the top of the Colors window You can save that color for future use by placing it in the color palette To apply the colors you select in the Colors window to an object select the object and then place the color in the appropriate color well in an inspector You can click a color well in one of the inspectors and then click a color in the color well Or you can drag a color from the color palette or color box to a color well in an inspector Here are ways to open the Colors window Click Colors in the toolbar Click a color well in one of the inspectors To select a color after opening the Colors window Click anywhere in the color wheel The selected color is displayed in the color box at the top of the Colors window Chapter 1 Numbers Tools and Techniques 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 dr
215. line curved drag the white editing point near the center of the line If you drag the objects into different positions on a sheet the curvature of the line adjusts to keep the objects connected To create a gap between the end of the line and one of the connected objects so that they aren t actually touching drag the blue editing point at the end of the line away from the object it s touching The line maintains the gap between itself and the connected object as you move the objects around To change the line color style thickness or endpoints format it using the controls in the format bar or Graphic inspector as you would for any other line For more detailed information about changing these attributes see Modifying Objects on page 219 Locking and Unlocking Objects You can lock objects to avoid inadvertently moving them as you work After you lock individual or grouped objects you can t move delete or modify them in any way until you unlock them However a locked object can be selected copied or duplicated when you copy or duplicate a locked object the new object is also locked To lock an object Select the objects you want to lock and then choose Arrange gt Lock To unlock an object Select the objects you want to unlock and then choose Arrange gt Unlock Modifying Objects You can resize objects change their orientation modify their border styles add shadows and reflections to them and adjust
216. ls on page 93 percentage Display numeric values followed Using the Percentage Format in by the symbol Table Cells on page 94 date and time Format how date and time values are displayed Using the Date and Time Format in Table Cells on page 95 duration Format the display of week Using the Duration Format in day hour minute second and Table Cells on page 96 microsecond values fraction Format the display of any part Using the Fraction Format in of a value smaller than 1 Table Cells on page 96 numeral system Format the display of numbers using the conventions of a particular numeral system such as decimal or binary Using the Numeral System Format in Table Cells on page 97 scientific Format the display of numbers Using the Scientific Format in using an exponent raised by the Table Cells on page 98 power of 10 text Display cell content exactly as Using the Text Format in Table you type it Cells on page 99 cell controls checkboxes slider stepper or pop up menu Control the specific values a cell can contain Using a Checkbox Slider Stepper or Pop Up Menu in Table Cells on page 99 custom Define your own cell format Using Your Own Formats for Displaying Values in Table Cells on page 101 Chapter 4 Working with Table Cells Using the Automatic Format in Table Cells When you add a new cell its content is
217. ls inspector edit the placeholder entries in the list by selecting them and typing values of your choice To add an item to the list click the Add button and type the item If you specify a number it s treated as a number not as text Chapter 4 Working with Table Cells To remove an item select it and click the Delete button 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 pop up menu In the Cells inspector change the default settings if desired Minimum and Maximum Indicates the lowest and highest cell values Increment Indicates the amount by which the cell value increases or decreases when you click the stepper control or an arrow key once Display as Applies a number currency percentage fraction scientific or numeral system format to the cell values Decimals Indicates how many decimal places to display Using Your Own Formats for Displaying Values in Table Cells You can create your own cell formats for displaying numbers text and date and time values Cell formats you create called custom formats are listed in the Cell Formats pop up menu in the format bar Custom formats are also listed in the Cell Format pop up menu in the Cells inspector To learn how to Go to Define a custom number format that applies
218. lson Oct 1 2008 East Office Fumiture Category column that contains dates BOO Reorganize Table 2 2 9 gt Sort gt Filter v M Insert Categories from the following Salesperson Sit unique values E Oot Order Date E years OD 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 2008 display years because years was selected in the Reorganize window Salesperson Order Date Region Products Y M Peterson M Peterson Oct 1 2008 South Office Fumiture 2009 M Peterson Mar 2 2009 South Patio Furniture Y J Smith v 2008 J Smith Jan 1 2008 East Office Furniture v 2009 J Smith Jun 30 2009 East Patio Furniture Y R Nelson v 2008 R Nelson Oct 1 2008 East Office Fumiture Chapter 3 Using Tables 73 74 To create a subcategory open the Reorganize window and click the Add button adjacent to the category or subcategory below which you want the new subcategory Then choose the column whose values you want to use for the subcategory looo Reorganize Table 2 3 gt Sort gt Filter v M Insert Categories from the following Products 13 unique values ie SISIE Click to add subcategory Salesperson ait unique values A Sm Each subcategory has its own category row in the table c Salesperson Product
219. lthough values such as these are common in headers and footers see Adding Headers and Footers to a Sheet on page 44 you can insert formatted text fields anywhere in your spreadsheet Chapter 8 Working with Text Here are ways to insert formatted text fields To add page numbers place the insertion point where you want the page number to appear and then choose Insert gt Page Number To change the page number format Control click a page number and choose a new number format To add the total page count place the insertion point where you want the page count to appear and then choose Insert gt Page Count To include the total page count with each page number such as 2 of 10 add a page number type of and then choose Insert gt Page Count To change the page count format Control click a page count and choose a new number format To add and format the date and time place the insertion point where you want the value to appear and then choose Insert gt Date amp Time To change the date and time format Control click the date and time value choose Edit Date amp Time and then choose a date and time format from the pop up menu If you want the spreadsheet to always show the current date and time select Automatically update on open To add the spreadsheet s filename place the insertion point where you want the filename to appear and then choose Insert gt Filename To display the file directory
220. m among Decimal Tab these tab types Left Tab Aligns the left side of text with the tab stop Center Tab Places the center of text at the tab stop Right Tab Aligns the right side of text with the tab stop Decimal Tab For numbers aligns the decimal character such as a period or comma with the tab stop You can also double click the tab symbol repeatedly until the type of tab you want appears Chapter 8 Working with Text Changing a Tab Stop Change the location and type of tab stops using the horizontal ruler If the horizontal ruler is hidden click View in the toolbar and choose Show Rulers To learn more about adjusting your ruler preferences see Changing Ruler Settings on page 179 Here are ways to change tab stops To move a tab stop drag its blue tab symbol in the horizontal ruler To change the tab to a different type Control click the tab symbol in the horizontal ruler and then choose an option from the shortcut menu Or double click the tab symbol in the ruler repeatedly until the type of tab you want appears Deleting a Tab Stop You can quickly remove a tab stop using the horizontal ruler If the horizontal ruler is hidden click View in the toolbar and choose Show Rulers To learn more about adjusting your ruler preferences see Changing Ruler Settings on page 179 To delete a tab stop Drag the tab off the horizontal ruler Changing Ruler Settings To change ruler settings Choose Numbers gt
221. many Numbers tasks To see a comprehensive list of keyboard shortcuts open Numbers and choose Help gt Keyboard Shortcuts Many objects also have shortcut menus with commands you can use on the object Shortcut menus are especially useful for working with tables and charts To open a shortcut menu Press the Control key while you click an object D asl E Header amp Footer gt Add Row Above Add Row Below s Add Column Before Add Column After Delete Row Delete Column Split into Rows Split into Columns All Row Unhide All Columns Cut Copy Paste Paste and Match Style Delete Cell Contents Clear All Select All Cells Chapter 1 Numbers Tools and Techniques 28 _ Creating Saving and Organizing a Numbers Spreadsheet 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 This chapter also provides instructions for organizing spreadsheets into sheets and for organizing them into pages when you print them or create PDFs Creating a New Spreadsheet To create anew Numbers spreadsheet you pick the template that pr
222. 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 For example if a cell is formatted to display two decimal places the value 3 456 is displayed as 3 46 not 3 45 To specify how to display negative values choose an entry from the pop up menu adjacent to the Decimals field To specify whether to use a thousands separator select or deselect Thousands Separator If a cell you re formatting already contains a value the value is assumed to be a decimal value and it s converted into a percentage For example 3 becomes 300 Using the Date and Time Format in Table Cells Use the date and time format to display date and or time values To define a date and time format select one or more cells click the Cell Formats button in the format bar choose Date amp Time from the pop up menu and then choose an option from the submenu Cell formats button EXEAEARARS EN EU ee SD Automatic Friday October 10 2008 Duration October 10 2008 Fractions gt Oct 10 2008 Numeral System 10 10 08 Scientific 12 54 PM Text 12 54 14 PM October 10 2008 12 54 PM Slider Stepper More Pop up Menu t Custom Choose More to apply the template s default date time format and open the Cells inspector For more control over the date and time format use the Cells inspector To define a date and time format using the
223. meral systems from base 2 to base 36 When you use the Base 2 8 or 16 format you can display negative values by preceding them with a minus sign or in two s complement notation negative values in all other bases are displayed using the minus sign In this numeral system 100 displays like this 100 displays like this 100 displays like this if Minus Sign is used if Two s Complement is used Base 2 1100100 1100100 10011100 Base 8 144 144 634 Base 10 100 100 100 Base 16 64 64 9C Chapter 4 Working with Table Cells 97 ao wu A W 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 Automatic Date amp Time gt Duration Fractions gt Numeral System Scientific Text Slider Stepper Pop up Menu Custom To define a numeral system format for selected cells using the Cells inspector Select the cell or cells If the Cells inspector isn t already open click Inspector in the toolbar and then click the Cells inspector button Choose Numeral System from the Cell Format pop up menu Use the Base field to specify the base value of the numerical system you want to use Use the Places field to specify the total number of digits to display If you selected Base 2 8 or 16 select an option for displaying negative values Minus Sign Displays negative val
224. n or later you can view the application window in full screen view to help you work without distractions In full screen view the Numbers application window enlarges to fill the space of your entire screen moving into a separate space so that you can easily move between Numbers and your desktop To view Numbers in full screen Choose View gt Enter Full Screen or click the Full Screen button in the top right corner of the Numbers window looks like two outward facing arrows Chapter 1 Numbers Tools and Techniques 17 To exit full screen view do any of the following Press Escape on your keyboard Move the pointer to the top of the screen to show the menu bar and then click the Full Screen button in the top right corner of the screen Choose View gt Exit Full Screen The Toolbar The Numbers toolbar gives you one click access to many of the actions you perform as you work in Numbers As you discover which actions you perform most often you can add remove and rearrange toolbar buttons to suit your working style You can also hide the toolbar by choosing View gt Hide Toolbar to show it again choose View gt Show Toolbar To see a description of what a button does hold your pointer over it The default set of toolbar buttons is shown below The Full Screen button in the upper right corner doesn t appear unless you are running Mac OS X v10 7 Lion or later Sort filter and Show or hide all the
225. n also use cut paste or copy paste actions to move tables and charts in the pane To move an object within a sheet in the spreadsheet select it and drag it to a different location or use cut paste or copy paste actions To place objects on specific pages for printing or creating a PDF follow the instructions in Dividing a Sheet into Pages on page 42 Changing Sheet Names A name distinguishes each sheet in the Sheets pane The sheet name is assigned by default when you add a sheet but you can change it to a more descriptive name Here are ways to change a sheet s name In the Sheets pane double click the name and edit it Select the sheet in the Sheets pane or an object on the sheet and in the Sheet inspector edit the name in the Name field You can also change the names of a sheet s tables and charts See Naming Tables on page 52 and Placing and Formatting a Chart s Title and Legend on page 144 for instructions Chapter 2 Creating Saving and Organizing a Numbers Spreadsheet 41 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 E SS SUUSA ooo 7 jigi i r Days Exerced stan Footer area yee H Running Distance ond Pose Click
226. n assign a password to it Here are ways to manage password protection in a Numbers spreadsheet To use a password protected spreadsheet open the spreadsheet type the password when prompted optionally select Remember this password in my keychain and then click OK If you incorrectly type the password twice any hint defined when the password was created is displayed To add a password to the spreadsheet open the Document inspector and select Require password to open in the Document pane Type the password you want to use in the fields provided and then click Set Password A lock icon appears next to the document title to indicate that your document is password protected Chapter 2 Creating Saving and Organizing a Numbers Spreadsheet 31 32 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 If you like the suggested password copy it and paste it into the Password field If you don t like the suggested password you can choose a different password from the Suggestion field po
227. n be harder to read so you may want to turn it off for smaller font sizes Chapter 8 Working with Text 169 170 _ _ To learn more about font smoothing in Mac OS X click the Help button in the lower right corner of the Appearance preferences window Adding Accent Marks You can use the Keyboard Viewer to add accent marks to characters The Keyboard Viewer shows the characters for the keyboard layout or input method selected in the Input menu For example if U S is chosen in the Input menu you see the characters that appear on a U S keyboard in the Keyboard Viewer To add accent marks Choose Show Keyboard Viewer from the Input menu on the right side of the menu bar The Input menu appears on the right side of your menu bar and looks like a flag or character If you don t see the Input menu go to Viewing Keyboard Layouts for Other Languages for instructions on viewing the Input menu Press Shift Option or Option Shift to highlight the available accent marks in the Keyboard Viewer The accent mark keys are highlighted Depending on your keyboard you may not need to press any of the modifier keys to see the accent keys Place the insertion point in your document where you want to type Press the modifier key you pressed in step 2 Shift Option Option Shift or none and then press the key on your keyboard that is in the same place as the accent you see in the Keyboard Viewer Release the modifier key an
228. n how to Cfo xo Instantly display the sum average minimum value maximum value and count of values in selected cells and optionally save the formula used to derive these values Performing Instant Calculations on page 119 Quickly add a formula that displays the sum average minimum value maximum value count or product of values in selected cells Use tools and techniques to create and modify your formulas Using Predefined Quick Formulas on page 120 Adding and Editing Formulas Using the Formula Editor on page 122 Adding and Editing Formulas Using the Formula Bar on page 123 Adding Functions to Formulas on page 124 Removing Formulas on page 126 Use the hundreds of iWork functions and review examples illustrating ways to apply the functions in financial engineering statistical and other contexts Help gt iWork Formulas and Functions Help Help gt iWork Formulas and Functions User Guide Add cell references of different kinds to a formula Referring to Cells in Formulas on page 126 Using the Keyboard and Mouse to Create and Edit Formulas on page 128 Distinguishing Absolute and Relative Cell References on page 129 Use operators in formulas The Arithmetic Operators on page 130 The Comparison Operators on page 130 Copy or move formulas or the value they compute among table cells Copying or Moving Fo
229. n page 116 To learn how to Go to Save the formatting you apply to a table as a new Creating New Table Styles on page 116 table style Change the name of a table style Renaming a Table Style on page 117 Remove a table style from a spreadsheet Deleting a Table Style on page 117 Applying Table Styles After applying a table style to a table you can change any of the formatting defined by the style Such a change is called an override If you later assign a different style to the table you can keep or remove any overrides you created Here are ways to apply a table style To replace a table s existing style and remove any overrides click the arrow to the right of the style you want to apply and then choose Clear and Apply Style You can also choose Format gt Reapply Table Style To replace a table s existing style but keep any overrides select the table and then click the name of a style in the Styles pane at the left of the window You can also select a table click the arrow to the right of the style you want to apply and then choose Apply Style You can also drag a style name from the Styles pane to a table The table doesn t need to be selected in this case To replace the style of all tables in a sheet but keep any overrides drag a style name from the Styles pane to a sheet icon in the Sheets pane Modifying Table Style Attributes You can change a table s appearance by modifying the attributes
230. n 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 Printing a Spreadsheet You can use Print View to lay out objects on your sheets across pages before printing See Dividing a Sheet into Pages on page 42 for instructions Use the Sheets inspector to set up page attributes such as page orientation and margins To print Choose File gt Print Choose the printer you want to use from the Printer pop up menu Type the number of copies you want to print in the Copies field and then select Collated if you want each group of pages to print together in order before printing the next group If you want to print a batch of page 1 then page 2 then page 3 and so on deselect Collated Indicate which sheets you want to print All sheets Prints all the sheets in your spreadsheet Current Sheet Prints only the sheet selected when you opened the print window To print a list of all formulas in the spreadsheet select Include a list of all formulas in the document Click Print To learn about additional print settings click the Help button in the print window 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
231. n the format bar and choose Repeat Header Rows on Each Page If a table spans multiple pages editing the text or changing the look of a header row or column in one place changes it consistently throughout the table e To learn about Print View see Dividing a Sheet into Pages on page 42 e To learn about keeping headers in view when not working in Print View see Freezing Table Header Rows and Header Columns on page 64 Here are ways to add or delete header rows or header columns If a table has no headers select the table and click a Header button in the format bar to add one Click it again to remove the header 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 Freeze Header Rows 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 Select a table or an element in it Click Inspector in the toolbar click the Table inspector button and then click the appropriate Headers amp Footer button Choose the number of header rows or header columns from the pop up menu Select a table or an element in it and then choose Table gt Header Rows or Table gt
232. n the image making it appear brighter Contrast Changes the difference between the light and dark areas of the image If you increase contrast the light parts get lighter and the darks get darker If you decrease contrast the difference between light and dark decreases Dragging to the right makes the edges between light and dark areas more stark and can make a photo appear more like an illustration Saturation Changes the richness of color in the image Dragging to the right makes the colors richer or more vibrant Temperature Changes the warmth or coolness of the image by adjusting the amount of warm tones red or cold tones blue Tint Changes the overall color cast of the image by adjusting the amount of red or green tones Sharpness Sharpens or softens blurs the focus of the image Exposure Changes the overall lightness or darkness of the entire image When you adjust exposure every part of the image gets lighter or darker Increasing the exposure of an image can also reduce its color Histogram and Levels Describes the total color information in the image from the darkest shadow on the left to the brightest highlight on the right The heights of the peaks tell you how much color information falls in a given range Chapter 9 Working with Shapes Graphics and Other Objects 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 c
233. name for your new table style and click OK The new table style now appears in the Styles pane and can be applied to any table in your spreadsheet To make a new table style available in other spreadsheets create a template from the spreadsheet See Saving a Spreadsheet as a Template on page 38 for details Renaming a Table Style You can change the name of a table style To rename a table style Click the arrow to the right of the style in the Styles pane Choose Rename Style Edit the style name making sure it s unique in the spreadsheet Press Return Deleting a Table Style When you delete a table style that s used in a spreadsheet you need to choose a different style to replace it To delete a style Click the arrow to the right of the style in the Styles pane Choose Delete Style If the style you want to delete is being used in the current spreadsheet choose a style to replace it and then click OK Chapter 5 Working with Table Styles 117 118 Using Formulas in Tables 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 If any of the values in the cells above the formu
234. ning only text or a mixture of text numbers formatted values and formulas joins the content from all the cells as text separated by carriage returns Chapter 4 Working with Table Cells e 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 e 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 e When a cell containing a number format is merged with an empty cell the new cell retains the number format Rows and columns that contain merged cells can t be hidden Splitting Table Cells Splitting cells divides each selected cell into two equal parts horizontally rows or vertically columns Both of the new cells have identical background colors or images Any text that was in the original cell remains in the topmost or leftmost cell To split cells horizontally or vertically Select a table cell or cells To split an entire row or column select all the cells in the row or column To split cells into rows choose Table gt Split into Rows To split cells into columns choose Table gt Split into Columns You can also click the Split button in the Table inspector To create smaller and smaller units repeat steps 1 and 2 for the split cells To rejoin split
235. nk cells Salesperson Region Products Y Office Furniture 3 Count of non blank cells M Peterson South Office Fumiture J Smith East Office Fumiture R Nelson East Office Fumiture Y Patio Furniture 4 M Peterson South Patio Furniture J Smith East Patio Furniture D Prince Southeast Patio Furniture G Smith West Patio Furniture Y Library Furniture 2 D Prince Southeast Library Furniture A Normal West Library Furniture To display the kind of calculation being shown choose Show Function Name from the pop up menu after choosing a computation type aa name displayed Salesperson Region Products Y Office Furniture unt 3 M Peterson South Office Fumiture J Smith East Office Fumiture R Nelson East Office Fumiture Y Patio Furniture Count 4 M Peterson South Patio Furniture J Smith East Patio Furniture D Prince Southeast Patio Furniture G Smith West Patio Furniture Y Library Furniture Count 2 D Prince Southeast Library Furniture A Normal West Library Furniture To remove the contents of a cell in a category row choose Blank from the cell s pop up menu To display the category name in the cell choose Category Name instead To add anew row to a category or subcategory choose Add Row Above or Add Row Below from a row s cell reference pop up menu When the new row is added cells in the category value columns are assigned the values for the category or subcategory where the row was inserted To h
236. ns If the correct word doesn t appear in the list of suggested corrections but you know the correct spelling select the misspelled word in the Spelling window type the correct word and click Correct If the current spelling is correct and you want to leave it as it is click Ignore or Learn Use Learn if the term is one you use often and you want to add it to the spelling dictionary If you used Learn and want to undo the effect of the Learn operation do one of the following On Mac OS X version 10 4 type the word into the text field below the list of suggested corrections and then click Forget e On Mac OS X version 10 5 Control click the word and choose Unlearn Spelling from the pop up menu 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 Click Find Next and repeat steps 2 through 6 until you find no more spelling errors Chapter 8 Working with Text 191 192 You can also hold down the Control key and click a misspelled word From the pop up menu you can choose an optional alternative spelling click Learn or click Ignore Searching for and Replacing Text You can find every instance of a word or phrase in your spreadsheet and optionally change it to something else To learn how to find and optionally r
237. ns 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 Chapter 9 Working with Shapes Graphics and Other Objects 215 216 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 To space the objects evenly on a sheet choose Arrange gt Distribute Objects and then choose an option from the submenu Horizontally Adjusts the horizontal spacing between objects Vertically Adjusts the vertical spacing between objects You can also align objects relative to one another by dragging them and using alignment guides to determine when the objects are correctly positioned See Using Alignment Guides on page 216 for more information Using Alignment Guides Alignment guides appear and disappear as you drag objects around a sheet providing you with instant feedback about relative object position For example you may see alignment guides appear whenever objects are aligned at their centers or at their edges These guides appear only while you re dragging an object When you let go of the object the guides vanish You can make alignment guides appear in diff
238. nt within your object to where you want the center to be Chapter 9 Working with Shapes Graphics and Other Objects 227 228 To change how sharply or subtly the colors blend along the gradient drag the circular blend point control outside your object closer to or farther from the gradient s center Experiment with the circular blend point controls attached to your object and the blend point controls above the gradient strip in the Graphic inspector dragging them until you create the look you want To invert the gradient click the double headed arrow next to the color wells Filling an Object with an Image You can fill a shape text box table table cell chart background or chart series with an image To fill an object with an image Select the object you want to fill with an image If the Graphic inspector isn t open click Inspector in the toolbar and click the Graphic inspector button In the Graphic inspector choose Image Fill or Tinted Image Fill and then choose an image 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 Fill Image Fill A rie ss Use the pop up menu to kd C Choose 9 set the size of the image within the object To change the image drag an image to the image well Choose an image scale from the pop up menu Scale to Fit Resizes the image to fit the object s dimensions as
239. o enter a cell reference place the insertion point in the Formula Editor or formula bar and do one of the following in the same table as the formula cell or in a different table on the same or a different sheet e To refer to a single cell click the cell e To refer to all the cells in a column or a row click the reference tab for the column or row e To refer to a range of cells click a cell in the range and drag up down left or right to select or resize the cell range Chapter 6 Using Formulas in Tables e To specify absolute and relative attributes of a cell reference after inserting one click the inserted reference click its disclosure triangle and choose an option from the pop up menu See Distinguishing Absolute and Relative Cell References on page 129 for more information The cell reference inserted uses names instead of reference tab notations if Use header cell names as references is selected in the General pane of Numbers preferences To type a cell reference place the insertion point in the Formula Editor or formula bar and enter the cell reference using one of the formats listed in Referring to Cells in Formulas on page 126 When you type a cell reference that includes the name of a header cell table or sheet after typing three characters a list of suggestions pops up if the characters you typed match one or more names in your spreadsheet You can select from the list or continue typing To di
240. o set default chart attributes Place a chart on the sheet by clicking Charts in the toolbar and choosing a chart type Select the chart and then set its attributes To resize a chart rotate it and set other attributes that charts have in common see Formatting Charts on page 143 To learn how to format pie charts bar charts and other specific chart types see Formatting Specific Chart Types on page 154 Repeat steps 1 and 2 for each chart type for which you want to define default attributes Select a chart and then choose Format gt Advanced gt Define Default Style for chart type Repeat this action for each chart you re setting up Delete the charts from the spreadsheet Defining Default Attributes for Text Boxes and Shapes The default attributes of text boxes and shapes determine their fill stroke shadow and opacity when they re first inserted on a sheet Default attributes also determine the appearance of text you place in the boxes or shapes To define default text boxes and shapes Add the objects to a sheet Click Text Box in the toolbar to add a text box and click Shapes in the toolbar and choose any shape To set up attributes for text within the text box or shape select the object add text to it then format the text attributes See Formatting Text Size and Appearance on page 165 for instructions To set up object attributes select the text box or shape and then follow the instruct
241. ocking Objects Modifying Objects Resizing Objects Flipping and Rotating Objects Changing the Style of Borders Framing Objects Adding Shadows Adding a Reflection Adjusting Opacity Filling Objects with Colors or Images Filling an Object with a Solid Color Filling an Object with Blended Colors Gradients Filling an Object with an Image Working with MathType Contents 231 231 234 234 236 236 237 237 238 238 239 242 242 243 244 244 245 245 245 245 246 246 247 247 248 248 249 250 Chapter 10 Adding Address Book Data to a Table Using Address Book Fields Mapping Column Names to Address Book Field Names Adding Address Book Data to an Existing Table Adding Address Book Data to a New Table Chapter 11 Sharing Your Numbers Spreadsheet Printing a Spreadsheet Exporting a Spreadsheet to Other Document Formats Exporting a Spreadsheet in PDF Format Exporting a Spreadsheet in Excel Format Exporting a Spreadsheet in CSV Format Sending Your Numbers Spreadsheet to iWork com public beta Sending a Spreadsheet Using Email Sending a Spreadsheet to iWeb Sharing Charts Data and Tables with other iWork Applications Chapter 12 Designing Your Own Numbers Spreadsheet Templates Designing a Template Defining Table Styles for a Custom Template Defining Reusable Tables for a Custom Template Defining Default Charts Text Boxes Shapes and Images for a Custom Template Defining Default Attributes for Charts Defining Default At
242. of the table s style Here are ways to modify table style attributes To change the background color of a table header cells or body cells select the table or cells and click the Fill well in the format bar You can use the Cell Background controls in the Table inspector to make more extensive changes to the selection Filling Objects with Colors or Images on page 225 provides instructions for these controls To change the opacity of the background use the Opacity controls in the Graphic inspector See Adjusting Opacity on page 224 for instructions To change the stroke and color of table cell borders follow the instructions in Formatting Table Cell Borders on page 87 To format text in one or more cells select the cells Chapter 5 Working with Table Styles 115 116 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 All tables in the spreadsheet that use the style are updated to reflect the changes you made but overrides are maintained You can also create a new style using the changes you ve made by clicking the arrow to the
243. oint increments choose Format gt Font gt Bigger Or choose Format gt Font gt Smaller Chapter 8 Working with Text 168 You can also use the Text Size pop up menu in the format bar e To specify a precise size for selected text click Fonts in the toolbar and use the Size controls in the Fonts window See Changing Fonts on page 168 for more information You can also add Bigger and Smaller icons to the toolbar Choose View gt Customize Toolbar drag the icons to the toolbar and then click Done Making Text Subscript or Superscript You can raise or lower text from its baseline To make text subscript or superscript Select the text you want to raise or lower or click where you want to type new text To create a subscript or superscript that has a smaller font size than the text it accompanies choose Format gt Font gt Baseline gt Subscript Or choose Format gt Font gt Baseline gt Superscript To raise or lower text relative to the other text on the same line choose Raise or Lower from the Baseline submenu To restore text to the same baseline as the body text choose Use Default from the Baseline submenu You can add Subscript and Superscript icons to the toolbar Choose View gt Customize Toolbar drag the icons to the toolbar and then click Done Changing Text Capitalization You can quickly make blocks of text all uppercase or lowercase or format text as a title To change text capitalization
244. olor in the Colors window To learn more about using the Colors window see The Colors Window on page 24 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 To fill an object with a linear two color gradient 1 Inthe Graphic inspector choose Gradient Fill from the Fill pop up menu Flip the gradient orientation or set its direction by using the Fill Gradient Fill arrow buttons or the Angle fr j Click each color well J anale C a wheel or by typing a value z 270 to select colors p the double headed arrow to invert the gradient 226 Chapter 9 Working with Shapes Graphics and Other Objects Click each color well and choose the colors you want to blend together in the Colors window To learn more about using the Colors window see The Colors Window on page 24 3 To set a direction for the gradient use the Angle wheel or field To flip it horizontally or vertically click the Angle arrow buttons 5 To invert the gradient cli
245. olumn to an empty location on the sheet and then release the tab To retain values in the column or row in the original table hold down the Option key while dragging Using Table Tools You can format a table and its columns rows cells and cell values using various Numbers tools Here are ways to manage table characteristics Select a table by clicking its name in the Sheets pane and use the format bar to quickly format the table Selecting a Table on page 55 describes other ways to select a table Show or hide a table s name Manage headers table cells Format cell values Format cell borders and footers Helvetica Neue Bold Gay SE FIFI wae ols Tx v1 00 09 E e fe mf ile ame Arrange text in table cells Add background color to a cell Chapter 3 Using Tables 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 ooo0 Table DeBawdTe2o Add a table name 4 Name Table 1 Add or remove 1 5 header rows header columns and Headers amp Footer i mr H footer rows Merge or split Merge and Split selected cells u Row Height 0 23 in fl d ij f m Adjust the size of rows r A Column Line C and columns Cell Borders L f y at
246. olumns 61 resizing 51 resizing rows and columns 65 selecting 55 selecting rows and columns 57 sorting rows 67 Index tools 48 Template Chooser 13 templates automatically opening 29 choosing 28 designing 244 saving custom version 249 See also custom templates text adding 164 adding shadow and strikethrough 167 automatic substitution 189 changing capitalization 168 changing fonts 168 changing point size 167 creating lists 180 creating outlined 167 deleting copying and pasting 165 inserting nonbreaking spaces 190 making bold italic or underlined 166 selecting 164 setting alignment spacing and color 172 setting indents 179 setting tab stops 178 typing special characters and symbols 171 using columns 185 using smart quotes 172 using subscripts or superscripts 168 text boxes 185 text format 99 Text inspector 165 172 toolbar customizing 18 using 18 trendlines 152 V value axis 145 vCards 231 W Warnings window 26 wrapping 82 Z zoom level adjusting the 16
247. on page 180 Adjusting the Spacing Between Characters You can increase or decrease the amount of space between characters To adjust the amount of space between characters Select the text you want to change or click where you want to type new text Click Inspector in the toolbar click the Text button and then click Text Drag the Character slider or specify a new percentage in the Character field You can also adjust the space between selected characters by choosing Format gt Font gt Tracking and choosing an option from the submenu Changing Text and Text Background Color You can change text color by using the format bar the Text inspector and the Fonts window Changes you make with any of these tools override color changes already made with the other tools Here are ways to highlight text using color To change the color of selected text click the Text Color color well in the format bar In the color matrix that appears select a color by clicking it or click Show Colors to open the Colors window for additional color options Q Show Colors You can also change the color of selected text by using the Text inspector Click Inspector in the toolbar click the Text button click Text and then click the color well The Colors window opens See The Colors Window on page 24 for instructions To add a color behind a paragraph click Fonts in the toolbar click the Document Color button in the Fonts window the fourth
248. ons to Formulas on page 124 functions to formulas when using the Formula Editor or the formula bar Detect an erroneous formula Handling Errors and Warnings in Formulas on page 126 Adding and Editing Formulas Using the Formula Editor The Formula Editor has a text field that holds your formula As you add cell references operators functions or constants to a formula they look like this in the Formula Editor A reference to a The Subtraction References to cells range of three cells operator using their names esi SUM C2 C4 February Monthly expenses February Planned expenses ee All formulas must begin with the equal sign The Sum function Here are ways to work with the Formula Editor To open the Formula Editor do one of the following e Select a table cell and then type the equal sign e Double click a table cell that contains a formula e Select a table cell click Function in the toolbar and then choose Formula Editor from the pop up menu e Select a table cell and then choose Insert gt Function gt Formula Editor e Select a cell that contains a formula and then press Option Return The Formula Editor opens over the selected cell but you can move it To move the Formula Editor hold the pointer over the left side of the Formula Editor until it changes into a hand and then drag To build your formula do the following e To add an operator or a constant to the t
249. onsistently 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 For example you can format a table containing inputs and assumptions using a blue background and matching borders and format another table containing calculation results using a gray background and matching borders The simplest way to change the appearance of a table is to apply a table style to it Table styles also ensure that tables are consistently formatted A table style is predefined formatting that you can apply to a table with the click of a mouse A table style predefines the following attributes e The table background color or image and its opacity e The stroke color and opacity of the outside border of body cells and the outside borders of the header row header column and footer row e The background color or image and opacity and the text attributes of table cells including header and footer cells To learn how to Go to Format a table using a table style Applying Table Styles on page 115 Modify a table s style Modifying Table Style Attributes on page 115 Copying and Pasting Table Styles on page 116 Change a table s default table style Using the Default Table Style o
250. oose a line color Stroke Line i Enter the line thickness Choose a solid line 4 A 2 pt iL in this field dotted line dashed line Endpoints lt gt M Choose line endpoints or another line style 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 7 To give the line endpoints such as arrowheads or circles choose left and right endpoints from the pop up menus Framing Objects Enclose your text boxes images movies shapes and media placeholders with graphical borders known as picture frames To add a picture frame 1 Select the media 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 thumbnail to choose one Stroke Picture Frame Click this arrow and the thumbnail to choose a frame style To adjust the thickness of your frame use the Scale slider or type a specific percentage in the adjacent field Not all picture frames can be adjusted 222 Chapter 9 Working with Shapes Graphics and Other Objects 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 clic
251. or Unused Digits Then increase or decrease the number of zeros or hyphens displayed in the format field choose Add Digit Remove Digit or Number of Digits in the pop up menu or use the Up Arrow or Down Arrow key to set the number of digits When you choose This number Is displayed like this Show Separator 10000000 10 000 000 Hide Separator 10000000 10000000 Show Zeros for Unused Digits 100 000100 and set Number of Digits to 6 Chapter 4 Working with Table Cells 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 a ez Decimals Fractions Elements a Show Trailing Zeros J Use Spaces for Trailing Zeros 4 Add Digit t K Remove Digit vo Number of Digits gt Formats C cancel 6 af WON DU PRWN PE See Creating a Custom Number Format on page 102 to learn how to add a Decimals element Here are ways to use the Decimal element s pop up menu To display decimal digits as numbers choose Decimals To represent unused decimal digits when their number is fewer than a particular number of digits choose Show Trailing Zer
252. organize your information into groups of related items for example data for 2008 and data for 2009 Drag the Sheets resize control located at the top right of the Sheets pane left or right to make the pane wider or narrower Chapter 1 Numbers Tools and Techniques 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 Sheet canvas The main part of the window the sheet canvas shows objects on a selected sheet You can drag tables charts and other objects on the sheet canvas to rearrange them Styles pane Below the Sheets pane the Styles pane lists table styles predesigned for the template you re using Select a table and click a table style to instantly change the table s appearance Drag the Styles resize control located at the top right of the Styles pane up or down to enlarge or shrink the pane Instant calculation results Below the Styles pane is an area that displays the results of calculations for values in selected table cells To learn about Go to Viewing a spreadsheet Zooming In or Out on page 16 Full Screen View on page 17 The Sh
253. os or Use Spaces for Trailing Zeros Then increase or decrease the number of zeros or hyphens displayed in the format field choose Add Digit Remove Digit or Number of Digits from the pop up menu or use the Up Arrow or Down Arrow key to set the number of digits If more decimal digits than the number you specify are entered into a table cell they re rounded to match your number of digits To display decimal digits as a fraction choose Fractions To specify a fractional unit for example Quarters click the element s disclosure triangle again and choose an option from the pop up menu To avoid displaying decimal digits when they re entered into a table cell don t add the Decimals element to the format field Displayed values are rounded to the nearest integer when decimal values are entered into a cell Chapter 4 Working with Table Cells 105 106 When you choose This number Is displayed like this Decimals and Show Trailing 100 975 100 975000 Zeros and set Number of Digits to6 Fractions and select the Up to 100 975 100 39 40 two digits 23 24 option 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 Fractions and select the 100 16 100 1 4 Quarters option Defining the Scale of a Custom Number Format The Scale element lets you display a number entered into a table cell using percentage sci
254. ough the selected text in the same color as the text To change the strikethrough color choose Color from the Text Strikethrough pop up menu and then select a color in the Colors window The strikethrough takes on the color you selected but the text retains its original color To quickly add a shadow to selected text select Shadow in the format bar To add a shadow to selected text and specify shadow attributes click Fonts in the toolbar and then click the Text Shadow button Drag the shadow opacity slider the first slider on the left to the right to make the shadow darker Drag the shadow blur slider the middle slider to the right to make the shadow more diffuse Drag the shadow offset slider the third slider to the right to separate the shadow from the text Rotate the Shadow Angle wheel to set the direction of the shadow To set text shadows using the Graphic inspector see Adding Shadows on page 223 for more information Creating Outlined Text You can change text to appear as a stenciled outline To create outlined text 1 Select the text you want to appear outlined or click where you want to type new text 2 Choose Format gt Font gt Outline 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 To change the text size in 1 p
255. ovides appropriate formatting and content characteristics Start with the Blank template to build your spreadsheet from scratch Or select one of the many other templates to get a head start creating a budget planning a party and more using predefined tables charts and sample data To create a new spreadsheet Open Numbers by clicking its icon in the Dock or by double clicking its icon in the Finder If Numbers is open choose File gt New from Template Chooser 2 Inthe 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 eco Template Chooser Blank Personal Finance Personal Business Education Checklist Checking Register Ei E atli FEEEEEEESESS Budget Net Worth Savings Calculator School Savings Retirement Savings Mortgage Open Recent z Open an Existing File D ay 2 A 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 A new spreadsheet opens on your screen You can set Numbers to automatically open a particular template every time you open Numbers or create a new spreadsheet Choose Numbers gt Preferenc
256. ow Blur Shadow Offset and Shadow Angle controls to format the shadow To organize fonts Click the Add Collection button to create and name a new collection Select some text and format it with the font family typeface and size that you want Drag the font name from the Family list to the collection where you want to file it To set up the Fonts window for frequent use Leave the Fonts window open as you work Resize the window using the control in the bottom right corner of the window so that only the font families and typefaces in your selected font collection are visible The Warnings Window When you import a document into Numbers or export a Numbers spreadsheet to another format some elements might not transfer as expected The Document Warnings window lists any problems encountered If there are problems you ll see a message enabling you to review the warnings If you choose not to review them you can see the Warnings window at any time by choosing View gt Show Document Warnings If you see a warning about a missing font you can select the warning and click Replace Font to choose a replacement font Chapter 1 Numbers Tools and Techniques You can copy one or more warnings by selecting them in the Document Warnings window and choosing Edit gt 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
257. p up menu increase the password length by dragging the slider or type your own To remove a password from a spreadsheet open your password protected document and then deselect Require password to open in the Document inspector s Document pane Type the document password to disable password protection and click OK To change a password open the Document inspector click Change Password enter your information and then click Change Password To add a password for a PDF of your spreadsheet follow the instructions in Exporting a Spreadsheet in PDF Format on page 237 Saving a Spreadsheet If you re running Mac OS X v10 7 Lion or later Numbers auto saves your spreadsheet frequently in the background so that you don t have to worry about losing changes you made if the application closes unexpectedly You can also save the spreadsheet manually creating an archive of older versions which can be recovered at any time No matter which operating system you re running it s a good idea to save your spreadsheet often as you work After you save it for the first time you can press Command S to resave it using the same settings When you save a Numbers spreadsheet fonts are not included as part of the spreadsheet If you transfer a Numbers spreadsheet to another computer make sure the fonts used in the spreadsheet have been installed in the Fonts folder of that computer To save a spreadsheet for the first time Choose Fi
258. pecified in the Typography window for the font you re using Choose Use None to turn off ligatures for selected text or choose Use All to turn on additional ligatures for the selected text Advanced typography features are available in the Typography window To open the Typography window Click Fonts in the toolbar In the Fonts window choose Typography from the Action pop up menu in the lower left corner 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 Chapter 8 Working with Text 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 Set color of Align text Divide text into columns Helvetica Neue Regular gt 11 ME l B I uJ l I F ao m Change font typeface Make text bold italic or Set line spacing style and size underlined When you re working with text in a table cell you can use the format bar to align text both horizontally and vertically in the cell Align text horizontally S 2 4 Align text vertically The Text pane of the Text inspector gives you access
259. penses with the equal sign The Subtraction operator A reference toa range of three cells Here are ways to work with the formula bar To add or edit a formula select the cell and add or change formula elements in the formula bar To add elements to your formula do the following To add an operator or a constant place the insertion point in the formula bar and type You can use the arrow keys to move the insertion point around See Using Operators in Formulas on page 130 to learn about operators you can use When your formula requires an operator and you haven t added one the operator is inserted automatically Select the operator and type a different operator if needed e To add cell references to the formula place the insertion point and follow the instructions in Referring to Cells in Formulas on page 126 To add functions to the formula place the insertion point and follow the instructions in Adding Functions to Formulas on page 124 To increase or decrease the display size of formula elements in the formula bar choose an option from the Formula Text Size pop up menu above the formula bar To increase or decrease the height of the formula bar drag the resize control at the bottom right of the formula bar down or up or double click the resize control to auto fit the formula Chapter 6 Using Formulas in Tables 123 To remove an element from the formula select the e
260. ponent is relative and may change to retain its position relative to the formula cell For example if a formula containing A1 appears in C4 and you copy the formula and paste it in C5 or D5 the cell reference in C5 and D5 becomes A2 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 Chapter 6 Using Formulas in Tables 129 130 Here are ways to specify the absoluteness of cell reference components Type the cell reference using one of the conventions described above Click the disclosure triangle of a cell reference and choose an option from the pop up menu Select a cell reference and press Command kK to cycle through options Using Operators in Formulas Use operators in formulas to perform arithmetic operations and to compare values e Arithmetic operators perform arithmetic operations such as addition and subtraction and return numerical results See The Arithmetic Operators on page 130 to learn more e Comparison operators compare two values and return TRUE or FALSE See The Comparison Operators on page 130 to learn more The Arithmetic Operators You can use arithmetic operators to perform arithmetic operations in formulas When you want to Use this arithmetic operator For example if A2 contains 20 and B2 contains 2 the formula Add two values plus sign A2 B
261. 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 Scientific Displays data point values in scientific notation where 10 raised to a power is represented as E an integer In the Decimals field specify how many decimal places you want to show Custom Choose a custom number format you ve already created or create a new one See Using Your Own Formats for Displaying Values in Table Cells on page 101 for more information To change the color and texture of series elements or format data point symbols and value labels use the Series pane of the Chart inspector See Formatting the Elements in a Chart s Data Series on page 148 To learn about formatting options that are unique to a given chart type see Formatting Specific Chart Types on page 154 Showing Error Bars in Charts You can show error bars around data points in all 2D charts except for pie charts Error bars indicate how much error there might be in a particular data point 100 00 75 00 25 00 2007 2008 2009 2010 E 2007 E 2008 To show error bars for the data points in a selected series In the Chart inspector click Series and then click Advanced at the bottom of the Inspector window Then click Error Bars For scatter plots you can have error bars for both data series Set them separately by following the instructions for both the axes
262. r 3D Charts on page 162 Chapter 7 Creating Charts from Data 155 156 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 Select the chart or individual pie wedges for which you want to show a label or series name Click Inspector in the toolbar and then click the Chart inspector button 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 Alternatively specify a value in the field to set the wedge s distance from the center of the pie as a percentage of the pie s radius You can also use the Labels slider in the format bar to position labels To display the values in a particular format make a selection from the Format pop up menu and adjust the options 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 Choose the currency unit symbol from the Symbol pop up menu In the Decimals field specify how many decimal places
263. r a Custom Template A template has one or more reusable tables which let you add tables that have already been styled and sized They can also contain predefined content such as formulas and text When using a template you add a reusable table by clicking Tables in the toolbar and choosing a table from the pop up menu You can use or redefine the reusable tables in a Numbers template or you can create your own Defining Reusable Tables on page 53 provides instructions Defining Default Charts Text Boxes Shapes and Images for a Custom Template A template has default values defined for the following objects which take effect when a template user adds one of them e Charts e Text boxes Shapes e Imported images You can use the default settings that already exist in the template you started with or you can change the settings To learn how to Go to Set up default chart attributes Defining Default Attributes for Charts on page 245 Set up default attributes for text boxes Defining Default Attributes for Text Boxes and and shapes Shapes on page 246 Set up default image attributes Defining Default Attributes for Imported Images on page 246 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 Chapter 12 Designing Your Own Numbers Spreadsheet Templates 245 246 _ _ T
264. r if you don t keep your movies in the Movies folder you can add other folders to the Media Browser so that you can access their multimedia contents in the same way Here are ways to open the Media Browser Click Media in the toolbar Choose View gt Show Media Browser Here are ways to add other folders to the Media Browser To add a folder containing audio files click Audio in the Media Browser and then drag the folder you want from the Finder to the Media Browser To add a folder containing photos click Photos in the Media Browser and then drag the folder you want from the Finder to the Media Browser To add a folder containing movies click Movies in the Media Browser and then drag the folder you want from the Finder to the Media Browser Chapter 1 Numbers Tools and Techniques 23 24 To learn how to Go to Import an image Working with Images on page 194 Add a sound file Adding a Sound File on page 209 Add a movie file Adding a Movie File on page 210 Click a button to view 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 wheel appears in this box The The color selected in the color different color models 4 Click the search icon _a and then click any item on the screen to match its color C
265. r pointer over the name of the spreadsheet at the top of the Numbers application window until the triangle appears click the triangle and then choose Unlock Automatically Saving a Backup Version Each time you save a spreadsheet you can save a copy without the changes you made since last saving it That way if you change your mind about edits you made you can go back to revert to the backup version of the spreadsheet The best way to create backup versions is different depending upon which version of Mac OS X your re running Mac OS X v10 7 Lion and later automatically saves a snapshot of your spreadsheet every time you save You can access an archive of all previous saved versions at any time To learn about accessing and using past document versions in Lion see Finding an Archived Version of a Spreadsheet on page 36 If you re running Mac OS X v10 6 x Snow Leopard or earlier you can set up Numbers to automatically create a copy of the last saved version of your spreadsheet You may also find this useful if you re running Lion and you want to save a backup version of your spreadsheet on another hard disk on your network To create an archive of previously saved versions of your spreadsheet on Lion or later Choose File gt Save a Version or press Command S To create a copy of the last saved version of your spreadsheet Choose Numbers gt Preferences click General and then select Back up previous version
266. r 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 gt 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 En The pointer looks like this when it s over a horizontal segment The pointer looks like this when it s over a vertical segment To select a long segment click a cell s horizontal or vertical border To change the selection to a single segment click it again To add a single or long segment to the selection hold down the Shift or Command key while clicking To deselect a selected single segment click it while holding down the Shift or Command key To go back and forth between single segment and long segment selection click a border To stop using border selection mode choose Disallow Border Selection from the Borders pop up menu in the format bar or choose Table gt Disallow Border Selection Chapter 3 Using Tables Working with Rows and Columns in Tables You can quickly add or remove rows and columns create header rows or columns or footer rows and more When you insert remove resize hide or show rows or columns in a table other objects on the sheet may be moved to avoid overlapping or to maintain relative object po
267. rage Produces a trendline using the number of data points you specify in the Period field averages them and uses the average value as a trendline point To see the equation that describes a trendline select the line and then select Show Equation You can drag this equation to wherever you want it to appear on the sheet To see the R squared value that was used to calculate a trendline select the line and then select Show R42 Value You can drag this number to wherever you want it to appear on the sheet To display a label for a trendline select the trendline and then select Label Type a label in the adjacent field To change the line color or thickness of a trendline select the trendline and then click the Graphic button in the Inspector window Make adjustments using the Stroke controls Formatting the Text of Chart Titles Labels and Legends You can change the size and appearance of chart and axis titles axis labels data point labels and legends To format the text of labels and legends Depending on which text you want to format select the appropriate item To format all chart titles and labels excluding the chart legend click the chart to change all the text to your font and color choices To format the text for all data points in one series only select the text box for one data point in the series To format the text in an axis label select the text To format the text for all series labels select the series l
268. re Options To show all hidden rows and columns in a table select the table or an element in it and then choose Table gt Unhide All Rows or Table gt Unhide All Columns You can also choose these commands from any reference tab s pop up menu 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 z l Add Row Above Xt Add Row Below XL Delete Row Vcd ueliomlns ly wl Hide Row Unhide Rows 4 amp 5 Insert Category Show More Options 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 Rows or columns that are hidden in Numbers tables are removed when the tables are copied into other iWork applications Rows and columns that contain merged cells can t be hidden Sorting Rows in a Table You can arrange values in some or all the cells in a column in ascending or descending order Rows containing cells being sorted are reordered Header cells aren t sorted Sorting takes into account values in hidden rows and hidden columns Chapter 3 Using Tables 67 68 Here are ways to sort To sort an entire table by reordering cells in a column choose Sort Ascending or Sort Descending from th
269. resize the table see Resizing a Table on page 51 and Resizing Table Rows and Columns on page 65 To define columns and rows see Working with Rows and Columns in Tables on page 59 To split or merge table cells see Splitting Table Cells on page 87 or Merging Table Cells on page 86 Add and format any content you want to reuse See Putting Content into Table Cells on page 78 for instructions Any formulas you add should refer only to cells in the table you re defining Choose Format gt Advanced gt Capture Table 6 Type a name for the table 7 Select Use the default style from the document if you want the table to be styled _ using the default table style in effect when the table is added to the spreadsheet Otherwise the table style used is the one you defined in step 2 Click OK 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 gt Table To rearrange rename or delete tables on the menu choose Format gt Advanced gt 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 Click Done when you ve finished The table and menu changes apply only to the current spreadsheet
270. ries or to the entire chart On bar and column charts that are not stacked you can also opt to show the series names or Labels To customize bars and column charts Select a bar or column chart Click Inspector in the toolbar click the Chart inspector button and then click Chart To change the space between bars or categories do one of the following e To change the space between bars type a value or click the arrows in the Gap between bars field e 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 Chapter 7 Creating Charts from Data 4 To add shadows do one of the following To add shadows to individual bars choose Individual from the Shadow pop up menu To add shadows to each group of bars choose Group from the Shadow pop up menu e To set shadow attributes use the Graphic inspector See Adding Shadows on page 223 for instructions 5 To show series names click Axis and then choose Show Series Names from the Choose Axis Options pop up menu for Category Axis To learn about other formatting options see Formatting Charts on page 143 Customizing Data Point Symbols and Lines in Line Charts
271. rmulas and Their Computed Values on page 131 Find formulas and elements in them Viewing All Formulas in a Spreadsheet on page 132 Finding and Replacing Formula Elements on page 132 Performing Instant Calculations In the lower left of the Numbers window you can view the results of common calculations using values in two or more selected table cells To perform instant calculations Select two or more cells in a table They don t have to be adjacent Chapter 6 Using Formulas in Tables 119 120 The results of calculations using the values in those cells are instantly displayed in the lower left corner of the window Gray Fill E Beige P Ledger Blue Blue Headers mE Blue Fill Blue Fill Products EDD 3 850 00 GEN 1925 00 END 1250 00 LNW 2 600 00 exp 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 count Shows the number of numeric values and date time values in selected cells Empty cells and cells that contain types of values not listed above aren t used in the calculations To perform another set of instant calculations select different cells If you find a particular calculation very useful
272. rn key moves to next cell is selected in the Table inspector press Control Return instead e To enter a new topic at the next lower indent level press Tab To enter a new topic at the next higher level press Shift Tab To move among levels you can also click and hold a number and then drag to the right to the left down and to the right or down and to the left If you re working in a table cell and Return key moves to next cell is selected in the Table inspector use the Indent Level controls in the Bullets pane of the Text inspector to change the level of entries e To return to regular text at the end of your list press Return and choose No Bullets from the Bullets amp Numbering pop up menu You may also need to adjust the indent level If you re working in a table cell and Return key moves to next cell is selected in the Table inspector press Option Return instead of Return e To add an existing paragraph to a numbered list click the paragraph choose a numbering style and then click Continue from previous To start anew numbered sequence in a list click Start at and specify the number you want the sequence to begin with Chapter 8 Working with Text Using Text Boxes Shapes and Other Effects to Highlight Text Add text boxes Adding Text Boxes on page 185 Emphasize text using color Changing Text and Text Background Color on page 177 Create columns of text Presenting Tex
273. rt inspector button Do one of the following Chapter 7 Creating Charts from Data 157 158 To add shadows to individually selected wedges choose Individual from the Shadow pop up menu To adda 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 To set shadow attributes use the Graphic inspector See Adding Shadows on page 223 for instructions Rotating 2D Pie Charts Here are ways to rotate a pie chart Select the chart click Inspector in the toolbar click the Chart inspector button and then use the Rotation Angle wheel or field Click Inspector in the toolbar click the Metrics inspector button and then drag the Rotate wheel or use the Angle controls to set the angle of the chart Select the chart hold down the Command key and move the pointer toward an active selection handle until it changes to a curved double headed arrow and then drag a selection handle To rotate the chart in 45 degree increments press the Shift and Command keys while dragging a selection handle or the Rotate wheel Setting Shadows Spacing and Series Names on Bar and Column Charts On bar and column charts you can adjust the distance between the sets of bars or columns data sets On charts where the data sets aren t stacked you can also adjust the distance between the bars or columns individual data sets You can also apply shadows to individual data se
274. rticular 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 Then choose Table gt Add Rows Above or Table gt Add Rows Below To add a row at the end of the table press Return while the last cell is selected Press Return twice if you ve just added or changed the cell value and you re still editing the cell If Return key moves to next cell below Table Options in the Table inspector isn t selected press Tab instead from the last cell in the row To add one or more rows at the end of the table you can use the Row handle in the lower left visible when a cell is selected To add a row at the end of the table click the Row handle once To add multiple rows at the end of the table drag the Row handle or the Column and Row handle in the lower right down To add rows and columns at the same time drag the Column and Row handle diagonally You can split cells into two equal rows Splitting Table Cells on page 87 describes how Adding Columns to a Table Here are ways to add columns To add a column after a selected cell press Option Right Arrow To add a column before a selected cell press Option Left Arrow Chapter 3 Using Tables To add a single column hold the pointer over a column s reference tab to see its menu arrow Click the arrow and then choose Add
275. rty LET x 24 Chinese Rionnagan B g apply to selected text Classic E bd kle G The Action menu Find fonts by typing a font Choose a typeface to name in the search field apply to selected text To open the Fonts window m Click Fonts in the toolbar Here are ways to change the font of selected text In the Search field type the name of the font you want to use and then select its name in the Family list Chapter 1 Numbers Tools and Techniques 25 26 Select a typeface for example Italic or Bold from the Typeface list 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 To underline text choose an underline style such as single or double from the Text Underline pop up menu To apply a strikethrough style such as single or double choose a style from the Text Strikethrough pop up menu To apply color to text click the Text Color button to open the Colors window See The Colors Window on page 24 for details To apply color behind a paragraph click the Document Color button to open the Colors window To apply a shadow click the Text Shadow button Use the Shadow Opacity Shad
276. ry if the value exists elsewhere in the category value column otherwise a new category is created for the new value You can optionally hide a category value column but you may want to leave the column visible in case you need to change values in it Also you may not want to edit the name in the category row When you change a category row s name all the values in the category value column for the category are replaced with the new name overwriting other values in the cells Here are ways to create categories and subcategories To divide a table s rows at a particular place choose Insert Category from the reference tab pop up menu for the bottommost row in the category you want to create For example to divide a 9 row table into two categories with the first 5 rows in the first category choose Insert Category from the pop up menu for row 5 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 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 Click in the table and then click Reorganize in the toolbar or choose Show More Options from a ref
277. s See Formatting Text Size and Appearance on page 165 and Setting Text Alignment Spacing and Color on page 172 for details 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 gt Copy Style select the table or cells you want to format and then choose Format gt Paste Style You can also use table styles to replicate formatting you ve applied to a table as Using Table Styles on page 114 describes Defining Reusable Tables You can add your own tables to the menu of predefined tables that appears when you click Tables in the toolbar or choose Insert gt Table Reusable tables have the table style and structure of your choice and can contain content header text formulas and so on To define a reusable table 1 Select a table 2 Define a table style for the table The table style determines the formatting of borders background and text in the table s cells One way to define the table style is by following the instructions in Modifying Table Style Attributes on page 115 and Copying and Pasting Table Styles on page 116 Alternatively you can apply your customized table structure and content to the reusable table but give it the table s original default style instead of your own Step 7 describes how to use this option Chapter 3 Using Tables 53 54 3 Define the table s structure To
278. s Y Office Furniture Y M Peterson Subcategory row M Peterson Office Fumiture J Smith J Smith Office Fumiture Y R Nelson R Nelson Office Fumiture Patio Furniture Y M Peterson M Peterson Patio Furniture Y J Smith J Smith Patio Furniture Y D Prince D Prince Patio Furniture Y G Smith G Smith Patio Furniture Y Library Furniture Y D Prince D Prince Library Furniture Y A Normal A Normal Library Furniture a 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 A c BI 1 Salesperson Region Products _2 Office Furniture 3 V M Peterson 4 M Peterson South Office Fumiture 5 J Smith 6 J Smith East Office Fumiture 7 YR Nelson 8 R Nelson East Office Fumiture 9 ee Bo I blank a V M Peterson M Peterson South 12 Y Patio Furniture 13 Y J Smith 14 J Smith East Patio Furniture 15 D Prince 16 D Prince Southeast Patio Furniture 17 Y G Smith 18 G Smith West Patio Furniture 19 Library Furniture 20 D Prince 21 D Prince Southeast Library Furniture 22 V A Normal 23 A Normal West Library Furniture Chapter 3 Using Tables If you delete all rows from a category th
279. s containing only text mixed with cells containing only numbers 2 1 0 1 and so on then aA zZ Zz Aa then 1 0 1 2 and so on Cells containing a mixture of text and numbers Values starting with numbers first 1z 1Z a1 A1 Values starting with text first A1 a1 1A 1z Empty cells At the bottom At the bottom Boolean TRUE FALSE Below text and above an empty cell Above text Chapter 3 Using Tables Filtering Rows in a Table You can hide rows in a table that don t contain the values you specify When you sort table cells values in hidden rows are taken into account To specify criteria for rows you want to show Click in the table Click Reorganize in the toolbar or choose Show More Options from a reference tab s pop up menu to open the Reorganize window Click the Filter disclosure triangle to reveal the filtering controls v Show rows that match the following Reset Choose a column 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 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
280. s in a range of rows 2 6 refers to all the cells in five rows A colon between the column letter or name of the first and last column in the range All the cells in a range of columns B C refers to all the cells in the second and third columns A cell in another table on the same sheet Table name followed by two colons and then the cell identifier Table 2 B5 refers to cell B5 in a table named Table 2 Table 2 2006 Class Enrollment refers to a cell by name A cell in a table on another sheet Sheet name followed by two colons the table name if the cell name isn t unique in the spreadsheet two more colons then the cell identifier Sheet 2 Table 2 2006 Class Enrollment refers to a cell in a table named Table 2 on a sheet named Sheet 2 You can omit a table or sheet name if the cell or cells referenced have names unique in the spreadsheet Chapter 6 Using Formulas in Tables 127 128 When you reference a cell in a multi row or multi column header you ll notice the following behavior 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 e However if Cat appears in another header cell in the spreadsheet Dog is retained To learn how to insert cell references into a formul
281. s pane of the Chart inspector 00 Chart BE BeakT amp 2 OC ail x Chart Axis Series Value Axis Y Choose Axis Options E2 Max Aut Steps 4 2 Min Format Same as Source Data Ww Category Axis X Choose Axis Options Z Labels Table 2 A2_ Table 2 A3 Label every to B categories 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 To place gridlines and tick marks along the chart axes Select the grid lines and tick marks you want from one or both of the Choose Axis Options pop up menus in the Axis pane of the Chart inspector To format the values along the value axis do any of the following in the Axis pane of the Chart inspector To set the highest number displayed on the value axis type a number in the Max field under Value Axis This value can t be lower than the maximum value of your entire data set If you don t specify a number the field displays the word Auto and the value is automatically calculated based on the data To set the value at the origin point of the value axis type a number in the Min field under Value Axis This value can t be greater than the minimum value of your entire data set If you don t specify a number the field displays the word Auto and the value is automat
282. sable name suggestions choose Numbers gt Preferences and deselect Use header cell names as references in the General pane Distinguishing Absolute and Relative Cell References Use absolute and relative forms of a cell reference to indicate the cell to which you want the reference to point if you copy or move its formula If a cell reference is relative A1 when its formula moves it stays the same However when the formula is cut or copied and then pasted the cell reference changes so that it retains the same position relative to the formula cell For example if a formula containing A1 appears in C4 and you copy the formula and paste it in C5 the cell reference in C5 becomes A2 If the row and column components of a cell reference are absolute SAS 1 when its formula is moved or copied and pasted the cell reference doesn t change You use the dollar sign to designate as absolute a row or column component For example if a formula containing A 1 appears in C4 and you copy the formula and paste it in C5 or to D5 the cell reference in C5 or D5 remains A 1 If the row component of a cell reference is absolute A 1 the column component is relative and may change to retain its position relative to the formula cell For example if a formula containing A 1 appears in C4 and you copy the formula and paste it in D5 the cell reference in D5 becomes BS1 If the column component of a cell reference is absolute SA1 the row com
283. scribes To learn about manipulating and aligning shapes and changing their general object properties such as color border style stroke size orientation shadows and more see Manipulating Arranging and Changing the Look of Objects on page 212 Editing Shapes You can manipulate and reshape the points and contours of a shape you ve already placed on a sheet Before you can edit a shape in this way you need to make it editable Here are ways to make shapes editable To make a predrawn shape editable select the shape and then choose Format gt Shape gt Make Editable Red points appear on the shape Drag the points to edit the shape Later to edit a predrawn shape that has been made editable click it twice slowly To make a custom shape editable click once in the shape to select it and then click a second time to show its editing points Change a shape s contour by manipulating Adding Deleting and Moving the Editing Points its points on a Shape on page 204 Expand or contract a curve or change its angle Reshaping a Curve on page 204 Change the angle between two segments or Reshaping a Straight Segment on page 205 change the length of a segment Chapter 9 Working with Shapes Graphics and Other Objects 203 204 To learn how to Go to Change one or more points into curves or curves Transforming Corner Points into Curved Points into points and Vice Versa on page 206 Chan
284. se e You can type some characters such as into a cell or you can use a cell format as Formatting Table Cell Values for Display on page 89 describes To specify a negative number precede it with the minus sign When you put a number in a table cell that s too large to display Numbers converts the number e When a decimal number doesn t fit in a cell the number is rounded For example 1 77777777777777777777 becomes 1 77777777777778 e When a whole number doesn t fit in a cell the number is displayed using scientific notation For example 77777777777777777777 becomes 7 777778E 19 Scientific notation displays numbers using an exponent raised by the power of 10 The exponent is displayed following the E If the converted number still doesn t fit it s clipped See Displaying Content Too Large for Its Table Cell on page 82 for suggestions Chapter 4 Working with Table Cells Instructions for using formulas and functions in table cells are in Creating Your Own Formulas on page 121 Autofilling Table Cells With autofilling you can use the content in one or more cells to automatically add values to adjacent cells Here are ways to autofill table cells 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 Any data cell format formula or fill asso
285. select it and press Delete 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 If the Numbers table data depicted in the chart changes you can refresh the chart in Keynote or Pages To link a Numbers chart to a copy of it in Keynote or Pages Save your spreadsheet select and copy the chart and then paste it into a Keynote presentation or a Pages document To update a linked chart in Keynote or Pages Make sure that the Numbers spreadsheet containing the updated chart is saved In Keynote or Pages select the chart and click the Refresh button To unlink a chart from its Numbers version In Keynote or Pages select the chart and click Unlink Formatting Charts Every chart you create has an associated title chart legend and labels that you can choose to show or hide or whose look or placement you can change You can also change the chart colors and textures the axis scales and tick marks and the data point labels within the chart You can rotate 2D charts and adjust the angle and lighting style used in 3D charts To learn how to Go to Format a chart s title labels and legend Placing and Formatting a Chart s Title and Legend on page 144 Formatting the Text of Chart Titles Labels
286. sers To learn how to Go to Add names formulas and other content Predefining Tables and Other Objects for a Custom Template on page 247 Define a media placeholder Creating Media Placeholders for a Custom Template on page 248 Organize content into sheets Predefining Sheets for a Custom Template on page 248 Predefining Tables and Other Objects for a Custom Template Add tables charts text boxes images shapes and other initial content to your templates to help users be more productive and to make the objects in the spreadsheet visually appealing For example you can e Add names to tables and titles to charts and their axes e Add formulas and other predefined content to table cells e Set up cells so their values are displayed in particular ways for example using a number format or checkboxes e Create text boxes or comments that provide instructions and suggestions for using the template e Use color to heighten the prominence of particular elements in tables and charts Chapter 12 Designing Your Own Numbers Spreadsheet Templates 247 248 _ Creating Media Placeholders for a Custom Template When you drag your own image movie or audio file to a media placeholder your media is automatically sized and positioned for you You can easily replace media in the media placeholder by dragging a new file to it you don t have to delete the old file first To create a media placeholder Add an
287. sheet hold down the Option key while you drag the object You can also select the object and choose Edit gt Duplicate The copy appears on top of the original slightly offset Drag the copy to the desired location To copy an image between Numbers documents select the image and drag its icon from the File Info field in the Metrics Inspector to a sheet in the other Numbers file Chapter 9 Working with Shapes Graphics and Other Objects 213 214 Deleting Objects To delete objects Select the object s and press the Delete key If you accidentally delete an object choose Edit gt Undo Delete Moving and Positioning Objects Numbers provides several tools to help you arrange items on a sheet with great precision including customizable alignment guides Objects can be grouped together making it easier to manipulate sets of objects and locked into position to prevent them from being moved while you work In addition objects can be layered overlapped to create the effect of depth Here are ways to manipulate objects directly To move a table to a new location on a sheet use the techniques described in Moving Tables on page 52 To move other objects drag them Avoid dragging objects by their selection handles because you may inadvertently resize them To precisely align objects as you drag them around you can use alignment guides See Using Alignment Guides on page 216 for details To constrain the object s mot
288. sheets to Microsoft Excel PDF and CSV files See Exporting a Spreadsheet to Other Document Formats on page 237 for details Using CSV or OFX Files in a Spreadsheet To add CSV or OFX data to an open spreadsheet Select a sheet Do one of the following e To create one or more new tables drag a CSV or OFX file from the Finder onto the sheet s canvas To add CSV or OFX data to an empty table drag the CSV or OFX file onto the table The data is added additional columns are created if necessary To add CSV or OFX data to a table that contains data drag the CSV or OFX file onto the table If the columns don t match choose an option from the sheet that appears You can cancel the import add columns to the table ignore extra columns or create a new table from the CSV or OFX data Opening an Existing Spreadsheet You can open an iWork 08 or iWork 09 spreadsheet To take advantage of new features save iWork 08 spreadsheets in iWork 09 format To let iWork 08 users access your spreadsheet save it in iWork 08 format When you open an iWork 09 spreadsheet that s password protected you need to type the password in the Password field before you can view the spreadsheet contents Chapter 2 Creating Saving and Organizing a Numbers Spreadsheet Here are ways to open an existing spreadsheet To open a spreadsheet from the Template Chooser click Open an Existing File in the Template Chooser window
289. shorter Then click in the center of the slider and drag it over the unit you want to use To choose more than one unit resize and drag the slider until it s over the units you want to use 5 From the Format pop up menu choose a display format Using the Fraction Format in Table Cells Use the fraction format to control the display of any part of a value smaller than 1 For example 27 5 displays as 27 1 2 when the format is Halves and as 27 4 8 when the format is Eighths Chapter 4 Working with Table Cells A U N 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 Automatic Date amp Time gt Duration Up to one digit 7 8 Up to two digits 23 24 Numeral System Scientific Up to three digits 445 553 Text Halves Quarters Slider Eighths Stepper Sixteenths Pop up Menu Tenths Hundredths lt i You can also use the Cells inspector To define a fraction format for selected cells using the Cells inspector Select the cell or cells Click Inspector in the toolbar and then click the Cells inspector button Choose Fractions from the Cell Formats pop up menu Choose a display format from the Accuracy pop up menu Using the Numeral System Format in Table Cells Use the numeral system format to represent numbers using the conventions of nu
290. sitions To prevent automatic movement of objects choose Numbers gt Preferences and in the General pane deselect Automatically move objects when tables resize To learn how to Cfo xo Insert new rows into a table Adding Rows to a Table on page 59 Insert new columns into a table Adding Columns to a Table on page 60 Move or copy rows and columns to a different location in the same or a different table Rearranging Rows and Columns on page 61 Delete rows and columns Deleting Table Rows and Columns on page 61 Use header rows and header columns Adding Table Header Rows or Header Columns on page 62 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 64 Use footer rows Adding Table Footer Rows on page 64 Resize rows and columns Give every other row in a table a different background color Resizing Table Rows and Columns on page 65 Alternating Table Row Colors on page 66 Hide selected rows and columns Hiding Table Rows and Columns on page 66 Sort rows in ascending or descending order using the value of cells in one or more columns Sorting Rows in a Table on page 67 Hide rows that don t contain particular values Filtering Rows in a Table on page 69 Arrange rows into
291. size of your sound or video file you won t be able to restore the file to its original length or listen to or view the parts that you have excluded To restore the entire file you must add the file again Some types of movie files may not be reducible in this way To learn about reducing the size of image files see Reducing Image File Sizes on page 198 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 To learn how to Go to Select one or more objects so you can edit them Selecting Objects on page 213 Copy or duplicate an object Copying or Duplicating Objects on page 213 Remove an object Deleting Objects on page 214 Chapter 9 Working with Shapes Graphics and Other Objects To learn how to Eo Arrange objects on a sheet group them and Moving and Positioning Objects on page 214 lock them Resize objects change their orientation Modifying Objects on page 219 modify their borders and perform other editing operations Fill objects with a solid color color gradients Filling Objects with Colors or Images on or images page 2
292. stomizing 2 axis and mixed charts 161 customizing area charts 160 customizing bar and column charts 158 customizing line charts 159 customizing pie charts 154 deleting 143 formatting axes 145 formatting elements in a data series 148 formatting text of titles labels and legends 153 formatting title and legend 144 including hidden table data 14 linking to from Pages and Keynote 143 moving 139 removing data from 142 replacing or reordering data series 141 resizing or rotating 144 showing error bars 151 showing trendlines 152 using scatter charts 160 checkboxes See cell controls clipping 82 Colors window 24 column charts 158 columns adding 61 deleting 61 hiding 66 rearranging 61 resizing 65 See also tables comments in table cells 89 comparison operators 130 conditional formatting changing and managing 85 Index defining rules 83 using 83 cropping 197 CSV format 238 currency format 93 custom cell formats changing 112 date time format 110 managing 113 number format 102 text format 111 using 101 custom date time format 110 custom number formats associating conditions with 108 creating 102 defining the decimals element 105 defining the integers element 104 defining the scale element 106 custom templates creating 244 creating initial content 247 creating media placeholders 248 defining default chart attributes 245 defining default image attributes 246 defining default text boxes and shapes 246 defining reusa
293. stop filtering rows To stop filtering rows in the table deselect Show rows that match the following in the Reorganize window Creating Table Categories You can organize a table into categories You can create categories by selecting particular rows for a category or you can set Numbers to create categories and subcategories automatically using the value in one or more columns of the table category value columns When you use category value columns changing values in them may cause rows to move into different categories Each category or subcategory is displayed with a category row above it You click the disclosure triangle near the left edge of the category row to view or hide expand or collapse the category Salesperson Region Products v Office Furniture M Peterson South Office Fumiture Category row for office furniture J Smith East Office Fumiture R Nelson East Office Fumiture A Y Patio Furniture Category row for patio furniture M Peterson South Patio Furniture J Smith East Patio Furniture D Prince Southeast Patio Furniture G Smith West Patio Furniture y 7 Y Library Furniture Category row for library furniture D Prince Southeast Library Furniture A Normal West Library Furniture Chapter 3 Using Tables 69 70 A ts Sales n Region Products Cell reference 7Y Office Furniturer Add Category Above Add Category Below pop up menu for this category row Category rows have specia
294. t If you delete a column or row that is part of a two column pair plotted in a scatter chart the related two value data point is removed from the chart To remove multiple individual cell values from both a chart and the table where it appears select the table hold down the Shift for contiguous cells or Command for noncontiguous cells keys as you click to select the cells and then press Delete The values are removed from both the table and the chart To shrink a contiguous range of cells comprising a chart select the chart In the table drag the circular control in the lower right of the range up or to the left The cells that are deselected are no longer represented in the chart but the values remain in the table To remove a data series from a chart select the chart and then select an element in the series or click the series label in the table Press Delete The values are removed from the chart but remain in the table To remove a data set select the chart and then select the category label in the table Press Delete The values are removed from the chart but remain in the table If the category has no label in the table click the data series button in the table to convert the category to a series select the series that contains the data you want to remove and press Delete Chapter 7 Creating Charts from Data Deleting a Chart Here are ways to delete a chart To remove the chart and not its related table or tables
295. t in Columns on page 185 Place text in a shape Putting Text Inside a Shape on page 186 Adding Text Boxes You can add a text box to a sheet and drag to position it To create a text box Click Text Box in the toolbar or choose Insert gt Text Box In the text box that appears double click the text and type Text boxes automatically grow or shrink to accommodate the length of your text When you finish typing click outside the text box Or to stop editing text and select the text box press Command Return Drag the handles on the text box to change its width 5 Drag the text box to position it on the sheet You can t make a text box taller by dragging up or down However you can force the box to grow vertically by dragging the selection handles inward to make the box narrower You can also draw a text box Option click Text Box in the toolbar and drag the pointer across the spreadsheet window to create a text box that s the size you want Presenting Text in Columns You can organize text in a text box or in a rectangular shape into columns When text has filled one column it flows into the next column Use the Columns pop up menu in the format bar to quickly divide text into columns y 1 Column i 2 Columns I 3 Columns 4 Columns For more options use the Text inspector Chapter 8 Working with Text 185 186 AA U N To create and format columns usin
296. t of the canvas to resize everything on a sheet To resize individual objects select them and drag their selection handles or change the Size field values in the Metrics inspector To resize a table see Resizing a Table on page 51 To resize a chart see Resizing or Rotating a Chart on page 144 To resize other objects see Resizing Objects on page 220 In Print View header rows and header columns appear on each page if a table spans more than one page 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 Chapter 2 Creating Saving and Organizing a Numbers Spreadsheet 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 Click View in the toolbar and choose Show Print View Click Inspector in the toolbar click the Sheet inspector button and click the appropriate page orientation button in the Page Layout area of the pane You can also click a page orientation button at the bottom left of the canvas Setting Pagination Order In Print View pages can be ordered from left to right or from top to bottom This order determines how the document prints and exports to PDF To set pagination order
297. table or select the legend and edit the text directly To format the text in the legend or title use the format bar controls To move the legend select and then drag it To add descriptive text elements to a chart create a text box See Adding Text Boxes on page 185 When you ve finished formatting your chart you can group the text box with the chart so that the text box and chart always move together if you decide to move the chart See Grouping and Ungrouping Objects on page 218 Resizing or Rotating a Chart There are several techniques for rotating 2D charts You can t rotate or flip 3D charts If a 3D chart is grouped with 2D charts you can rotate the group but only the 2D charts in the group will rotate Here are ways to resize or rotate a chart To resize a chart select the entire chart and then do any of the following e Drag an active selection handle Active selection handles have a black outline e To maintain a chart s proportions hold down the Shift key as you drag to resize it 144 Chapter 7 Creating Charts from Data e To resize a chart in one direction drag a side handle instead of a corner handle e 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 rotate 2D charts select
298. tcut menu To move an item press the Command key while dragging the item around in the toolbar The Format Bar Use the format bar displayed below the toolbar to quickly change the appearance of tables charts text and other elements in your spreadsheet The controls in the format bar vary with the object selected To see a description of what a format bar control does hold the pointer over it Here s what the format bar looks like when a table or table cell is selected Show or hide a table s name Manage headers table cells Format cell values Format cell borders and footers lH I H Helvetica Neue Bord 3 2 w EE G wap rol sx v oo Exe 3 oer N a E O Name PEM text in table cells Add background color to a cell To show and hide the format bar Choose View gt Show Format Bar or View gt Hide Format Bar Chapter 1 Numbers Tools and Techniques 20 Formula Editor Move by grabbing here and dragging The Inspector Window Most elements of your spreadsheet can be formatted using the Numbers inspectors Each inspector focuses on a different aspect of formatting For example the Cells inspector lets you format cells and cell values Hold your pointer over buttons and other controls in the inspector panes to see a description of what the controls do ere SO amp amp al T e A O The buttons at the top of the Cal Fona inspector window open
299. tegory row to a more meaningful name edit the name as you would text in any cell Double click to type Experienced Count 2 a new category name Salesperson Region Products M Peterson South Office Fumiture M Peterson South Patio Fumiture Y New Hires Count 7 J Smith East Office Fumiture R Nelson East Office Fumiture J Smith East Patio Fumiture D Prince Southeast Patio Furniture G Smith West Patio Furniture D Prince Southeast Library Furniture A Normal West Library Furniture 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 The column whose value you use to create categories is the category value column All rows containing the same value in the category value column are placed together in a category The shared value is used as the category name in the category row Salespersor Region Products Y South M Petersor South Office Fumiture M Petersor South Patio Furniture Y East Category row J Smith East Office Fumiture J Smith East Patio Furniture R Nelson East Office Fumiture Southeast D Prince Southeast Patio Furniture D Prince Southeast Library Furniture Y West A Normal West Library Furniture G Smith West Patio Furniture Category value column Chapter 3 Using Tables 71 72 If you change a value in the category value column the row moves into a different catego
300. ters you want to select To select a word double click the word To select a paragraph triple click in the paragraph 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 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 To select from the insertion point to the end of the paragraph press the Down Arrow key while holding down the Shift and Option keys To extend the selection one character at a time press the Left Arrow or Right Arrow key while holding down the Shift key To extend the selection one line at a time press the Up Arrow or Down Arrow key while holding down the Shift key To select multiple words or blocks of text that aren t next to each other select the first block of text you want and then select additional text while holding down the Command key Deleting Copying and Pasting Text The Edit menu contains commands for text editing operations Here are ways to edit text To copy or cut and paste text select the text and choose Edit gt Copy or Edit gt Cut Click where you want to paste the text To have the copied text retain its style formatting choose Edit gt Paste To have the copied text take on the style formatting of the text around it choose Edit gt Paste and Match Style To delete text select the text and
301. that are available in each category 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 Chapter 8 Working with Text 171 172 _ Using Smart Quotes Smart quotes are opening and closing quotation marks that are curly the opening quotation marks are different from the closing marks When you don t use smart quotes the marks are straight and the opening and closing marks don t differ g 99 Smart Quotes Wt Straight Quotes To use smart quotes Choose Numbers gt Preferences click Auto Correction and then select Use smart quotes n Using Advanced Typography Features Some fonts such as Zapfino and Hoefler have advanced typography features that let you create different effects If you are using a font in a text box that has different typography effects available you can change many of the effects in the Font submenu of the Format menu For example you may be able to adjust the following e Tracking Place characters closer together or farther apart e Ligature Use or leave out stylish flourishes between letters or at the end or beginning of lines that combine two or more text characters into one glyph fi f Ligature not used fi fl Ligature used In the Ligature submenu choose Use Default to use ligature settings s
302. the a a ten inspectors Document Sheet Table Cells Chart Text Symbol US Dollar f 3 gt Graphic Metrics Hyperlink Decimals 2 3 100 and QuickTime M Thousands Separator O Accounting Style Conditional Format ww Wrap Text in Cell Opening multiple inspector windows can make it easier to work on your spreadsheet For example you can open both the Graphic inspector and the Cells inspector to have access to all the image and cell formatting options After an inspector window is open click any of the buttons at the top to display a different inspector Clicking the second button from the left for example displays the Sheet inspector Here are ways to open an inspector window Click Inspector in the toolbar Choose View gt Show Inspector To open another Inspector window choose View gt New Inspector 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 e 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 Accept button View or edit a formula Save changes Loan 3 Loan Principal Loan 3 Total Interest Cancel button Discard changes
303. the entire chart and then do any of the following e Select the chart hold down the Command key move the pointer toward an active selection handle until it changes to a curved double headed arrow and then drag a selection handle e To rotate a chart in 45 degree increments press the Shift and Command keys while dragging a selection handle e Click Inspector in the toolbar click the Metrics inspector button and then drag the Rotate wheel or use the Angle controls to set the angle of the chart Pie charts can also be rotated using the Chart inspector See Rotating 2D Pie Charts on page 158 Formatting Chart Axes In column charts area charts line charts and bar charts data points are plotted on one axis the y axis for column area and line charts the x axis for bar charts and data sets are grouped on the other axis The data point axis is called the value axis and the data set axis is called the category axis In scatter charts both the x and y axes are value axes In 2 axis charts there are two y axes Value Axis Y1 and Value Axis Y2 which can be formatted separately For more details about 2 axis charts see Customizing 2 Axis and Mixed Charts on page 161 Chapter 7 Creating Charts from Data 145 146 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 Axi
304. the first empty cell beneath the selected cells If there is no empty cell Numbers adds a row to hold the formula If the cells are in the same row Numbers places the formula in the first empty cell to the right of the selected cells If there is no empty cell Numbers adds a column to hold the formula To use all the values in a column s body cells click the column s header cell or reference tab click Function in the toolbar and then choose a calculation from the pop up menu Numbers places the formula in a footer row If a footer row doesn t exist Numbers adds one To use all the values in a row click the row s header cell or reference tab click Function in the toolbar and then choose a calculation from the pop up menu Numbers places the formula in a new column Creating Your Own Formulas Although you can use several shortcut techniques to add formulas that perform simple calculations see Performing Instant Calculations on page 119 and Using Predefined Quick Formulas on page 120 when you want more control you use the formula tools to add formulas Chapter 6 Using Formulas in Tables 121 To learn how to Go to Use the Formula Editor to work with a formula Adding and Editing Formulas Using the Formula Editor on page 122 Use the resizable formula bar to work with a Adding and Editing Formulas Using the Formula formula Bar on page 123 Use the Function Browser to quickly add Adding Functi
305. to more alignment and line spacing options The Text inspector button Text OOS al e201 Horizontal alignment buttons Click to align selected text left right center or to fGen Columns Bullets the left and right or using special table Color t Algnmam cell alignment Click to change the color mam me Fi 4 of selected text L Vertical alignment buttons Click Spacing to align text to the top center or Character bottom of a text box shape or s E 7 table cell Line E Ls Character and line fore Pagni Single spacing Adjust character _ _ Opt p z G line and paragraph After Paragraph spacing for selected text oo Opts Inset Margin Y Drag to adjust the amount of space between text and the inside borders of text boxes table cells and shapes Chapter 8 Working with Text 173 174 To learn how to Go to Align text Aligning Text Horizontally on page 174 Aligning Text Vertically on page 175 Adjust text spacing Setting the Spacing Between Lines of Text on page 175 Setting the Spacing Before or After a Paragraph on page 176 Adjusting the Spacing Between Characters on page 177 Adjust text color Changing Text and Text Background Color on page 177 Aligning Text Horizontally You can change the alignment of paragraphs in a column table cell text
306. to view pages in landscape horizontal orientation ___ i j l Ontarce Click to view pages in portrait vertical orientation 50 T ri Content Scale 74 a a Click to choose a page a Click to show or Slide to shrink or enlarge zoom level that lets you hide Print View all the sheet s objects see more or fewer pages Here are ways to show or hide Print View Click View in the toolbar and then choose Show Print View or Hide Print View Choose File gt Show Print View or File gt Hide Print View Choose View gt Show Print View or View gt Hide Print View Click the page icon next to the page zoom control in the lower left of the canvas When you use Print View the zoom level you choose from the pop up menu in the lower left determines how many pages you can view in the window at one time Chapter 2 Creating Saving and Organizing a Numbers Spreadsheet You set up page attributes such as page orientation and margins separately for each sheet using the Sheet inspector Daa eal TP 2O Name School Savings Type a name for the sheet Content Scale 1 Page Om loos i Shrink or enlarge all the sheet s objects Page Layout 3 B H Set the page orientation and pagination order Page Numbers e Continue from previous sheet O Start at Specify the sheet s starting page number Page Margins
307. ton the green check to save your changes e To include a label click the cell of the table where the label you want appears A reference to the cell is added to the Labels field e To exclude a label select the cell reference in the Label field and press the Delete key Chapter 7 Creating Charts from Data 147 148 3 To change the interval for label categories do one or both of the following e 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 e 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 To add or hide an axis title Choose Show Title from the Choose Axis Options pop up menu under Value Axis or Category Axis in the Axis pane of the Chart inspector On the chart double click the value title or category title that appears and type the title you want 3 To format the title s text attributes use the controls in the format bar To hide a title deselect the option in the same pop up menus To set a linear logarithmic or percentage scale for the value axis Select Linear Scale Log Scale or Percentage Scale from the Choose Axis Options pop up menu under Value Axis in the Axis pane of the Chart inspector Percentage scales are available only for 2D stacked bar column and area
308. tor in the toolbar and then click the Table inspector button Select Alternating Row Color 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 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 225 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 While a row or column is hidden it can t be reformatted merged split or otherwise manipulated However any formula that uses a hidden cell isn t affected and sorting takes hidden values into account When a row or column is hidden you ll see a gap in the row numbers or column letters in the reference tabs gt w w o u o w a a 5 Here are ways to hide and show rows and columns To hide a single row or column choose Hide Row or Hide Column from the row or column reference tab s pop up menu Chapter 3 Using Tables To hide multiple rows or columns select the rows or a cell in each of them and then choose Hide Selected Rows or Hide Selected Columns from a reference tab pop up menu Delete Selected Rows Hide Selected Rows a 2 3 ES Add Row Above xi E Add Row Below XL E 1 Create Category from Selected Rows Show Mo
309. tributes for Text Boxes and Shapes Defining Default Attributes for Imported Images Creating Initial Spreadsheet Content for a Custom Template Predefining Tables and Other Objects for a Custom Template Creating Media Placeholders for a Custom Template Predefining Sheets for a Custom Template Saving a Custom Template Index Contents 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 Ez E E 7 d oan e e 1 eee 1 Bos a en So ao ories CHECKING ACCOUNT 300545668 Expenditure by Category A p Ei E Entertainment TRANSACTIONS 10 1709 Root Home WARS ilies Home Styles a isos Fillup SUV for amping wip Gar HEr 102209 Groceries Food 775 00 0740 7 00 01 00 s s 5 g is s 10240 Fond azsomjs 347640 EE sameo cae 1072509 Enana s 500 8 5441 60 O Gry 1072909 Deposit 5 135 00 3 67460 I Gray Headers RR Deposit 5 1525 00 6101 60 EE Cray Fil 1051 09 Gas s sos 5059 0 m maw Grodi Cand 5 50 0
310. ts tables and other objects To create your own templates you can do something as simple as adding your company logo to an existing template Or you can modify these attributes of a Numbers template e Table styles e Reusable tables available when you click Tables in the toolbar e Default formatting for different types of charts e Default attributes of text boxes shapes and images The number and names of sheets e Predefined content on sheets such as text tables and media placeholders To learn how to Go to Set up a template s table styles Defining Table Styles for a Custom Template on page 245 Create predefined tables to provide in the Defining Reusable Tables for a Custom template Template on page 245 Set up charts and other objects for the template Defining Default Charts Text Boxes Shapes and Images for a Custom Template on page 245 Create initial content Creating Initial Spreadsheet Content for a Custom Template on page 247 Save your template Saving a Custom Template on page 249 Defining Table Styles for a Custom Template A template has one or more table styles that let you format a selected table in a single click Table styles are useful for applying consistent formatting to tables You can use or redefine the table styles in a Numbers template or you can create your own styles See Using Table Styles on page 114 to learn how Defining Reusable Tables fo
311. ts Working with Images Replacing Template Images with Your Own Images Masking Cropping Images Reducing Image File Sizes Removing the Background or Unwanted Elements from an Image Changing an Image s Brightness Contrast and Other Settings Creating Shapes Adding a Predrawn Shape Adding a Custom Shape Contents 203 204 204 205 206 206 206 207 207 208 208 209 210 210 211 212 212 213 213 214 214 215 215 216 217 217 218 219 219 219 220 220 221 222 223 224 224 225 226 226 228 230 Editing Shapes Adding Deleting and Moving the Editing Points on a Shape Reshaping a Curve Reshaping a Straight Segment Transforming Corner Points into Curved Points and Vice Versa Editing a Rounded Rectangle Editing Single and Double Arrows Editing a Quote Bubble or Callout Editing a Star Editing a Polygon Using Sound and Movies Adding a Sound File Adding a Movie File Placing a Picture Frame Around a Movie Adjusting Media Playback Settings Reducing the Size of Media Files Manipulating Arranging and Changing the Look of Objects Selecting Objects Copying or Duplicating Objects Deleting Objects Moving and Positioning Objects Moving an Object Forward or Backward Layering Objects Quickly Aligning Objects Relative to One Another Using Alignment Guides Creating Your Own Alignment Guides Positioning Objects by x and y Coordinates Grouping and Ungrouping Objects Connecting Objects with an Adjustable Line Locking and Unl
312. ts reference tab above the column e 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 A single border segment is one side of a cell A long border segment includes all adjacent single border segments A single horizontal border segment A Loan Principal A Annual Percentage Rate A single vertical _Length in Months border segment Monthly Payments A long vertical Total Interest border segment Total Paid slow a wl ne A long horizontal border segment After selecting border segments you can format their color and stroke as Formatting Table Cell Borders on page 87 describes or drag them to make rows and columns larger or smaller as Resizing Table Rows and Columns on page 65 describes Here are ways to select border segments To quickly select border segments for formatting select a table row column or cell Chapter 3 Using Tables 57 58 Click the Borders button in the format bar and choose an option from the pop up menu Borders button E Outside Edges EF Inside Borders I Left Edge JO Middle Verticals Right Edge Top Edge Middle Horizontals Bottom Edge Allow Border Selection You can also use the Cell Borders buttons in the Table inspector to select a border segment To select borde
313. u can add graphics or color to individual table cells or to an entire table To add an image or color to a table cell Select the cell Click Inspector in the toolbar and then click the Table inspector To add an image choose Image Fill from the Cell Background pop up menu See Filling an Object with an Image on page 228 for instructions To add background color choose Color Fill or Gradient Fill from the Cell Background pop up menu See Filling an Object with a Solid Color on page 226 and Filling an Object with Blended Colors Gradients for more information Merging Table Cells Merging table cells combines adjacent cells into one eliminating the borders so that they behave as a single cell To merge table cells Select a group of two or more adjacent table cells The group of cells you choose must form a rectangle and they must be all body cells all header cells or all footer cells Choose Table gt Merge Cells You can also click the Merge button in the Table inspector To unmerge cells select a cell created by merging and then deselect Merge Cells in the Table menu or click the Unmerge button in the Table inspector Here is what happens to cell content during a merger e Merging horizontally contiguous cells containing only text or a mixture of text numbers formatted values and formulas joins the content from all the original cells as text separated by tabs Merging vertically contiguous cells contai
314. ues with a leading minus sign Two s Complement Displays negative values using two s complement notation Negative values in all the other numerical systems are always displayed using a leading minus sign Using the Scientific Format in Table Cells Use the scientific format to display numbers using an exponent raised by the power of 10 The exponent is displayed following an E For example the value 5 00 in scientific format displays as 5 00E 00 And the value 12345 displays as 1 23E 04 To define a scientific format that displays two decimal places select one or more cells click the Cell Formats button in the format bar and then choose Scientific from the pop up menu Los v mJ 00 or e J Automatic Date amp Time gt Duration Fractions gt Numeral System Scientific Text Slider Stepper Pop up Menu Custom Chapter 4 Working with Table Cells A U N 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 Select the cell or cells Click Inspector in the toolbar and then click the Cells inspector button Choose Scientific from the Cell Format pop up menu Use the Decimals field to specify the number of decimal places to display Using the Text Format in Table Cells Use the text format when you want all of a cell s content to be treated as text even when it s a number When a text form
315. use the format bar to quickly customize symbols Select a symbol and use the Symbol and Size controls to format symbols You can also use the Chart inspector To show data point symbols using the Chart inspector Select a data series area shape click Inspector in the toolbar click the Chart inspector button and then click Series Choose a symbol from the Data Symbol pop up menu Adjust the size of the data point symbols by entering a value or using the stepper in the adjacent field To learn about other formatting options see Formatting Charts on page 143 Using Scatter Charts Scatter charts display data differently from the other kinds of charts They require at least two columns or rows of data to plot values for a single data series To show multiple data series you use additional two column or two row pairs Each pair of values determines the position of one data point The first data value in the pair is the x axis of the point The second data value is the y axis of the point If you ve already created a chart with data points that don t occur in pairs and then you change your chart to a scatter chart Numbers may not plot the data as you expect Depending on how the data is arranged in the table it may not be possible to create any plot at all Make sure you have entered x and y point values for each data series you want to plot before choosing to create a scatter chart When you choose a scatter chart the series b
316. ustom Format 1 Type Number amp Text H 123 AAHH Format field Number amp Text Elements Integers HH Currency Decimals tt Spaces Drag the elements to Scale K Entered Text the format field E 3 From the Type pop up menu choose Number amp Text 4 Define your number format by dragging the blue elements from the Number amp Text Elements box into the format field above the box Type text and drag elements to create a cell format Name Custom Format 1 Type Number amp Text ka 123 12 z S Perr Ht Click a disclosure triangle to Number amp Text Elements choose a formatting option Integers iE Currency Decimals Ht Spaces Scale K Entered Text Manage Formats Cancel Eas Integers Add this element when you want to format digits to the left of a decimal point See Defining the Integers Element of a Custom Number Format on page 104 for more information 102 Chapter 4 Working with Table Cells 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
317. utton appears as a gear in the top left corner of the data table overlay You can use a single column or row of data as the x value for multiple columns or rows of y values by clicking the gear button and selecting Share X Values Use the same button to switch between using rows or columns as data series in your chart Before you can change the look of data point symbols or lines you must select a symbol or line of interest 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 Chapter 7 Creating Charts from Data Here are ways to change the look of selected data point symbols and lines using the Chart inspector 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 To connect the points of the selected series with a straight or curved line select an option from the Connect Points pop up menu To change the color of the data points or lines in your chart select a data point or line that you want to change and then open the Graphic inspector Note that you can change the colors separately for the data points line and trendline even though they represent the same data series In the Graphic inspector click the Stroke color well and then select a color from the Colors w
318. vailable 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 If you don t see the option click the disclosure triangle next to the field and then click Advanced Options 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 Make sure the computer you are using has permission to play all the media files included in your spreadsheet Chapter 9 Working with Shapes Graphics and Other Objects 209 Adding a Movie File Here are ways to add a movie to a spreadsheet Drag a movie file from the Finder to a sheet or to a media placeholder Click Media in the toolbar and then click Movies in the Media Browser Select a file and then drag it to a sheet or to a media placeholder Choose Insert gt Choose and then navigate to the movie file you want Select it and then click Insert Drag the movie where you want it on a sheet To learn about further adjustments you can make to control movie playback see Adjusting Media Playback Settings on page 211 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 Make sure the computer you are using has permission to play all the media files included in your spreadsheet
319. want to appear To display negative values preceded by a minus sign or in parentheses choose 100 or 100 from the pop up menu Select Separator if you want to show a thousands separator on the left side of the decimal Date and Time Displays data point values with a date and time format Duration Displays data point values as a unit of time for example seconds minutes or weeks 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 Select how accurately you want the fractions rounded in the Accuracy pop up menu Selecting an option such as Halves or Quarters represents the values as a portion of the total pie rounded to the nearest division you selected 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 Select a custom number format you ve already created or create a new one See Using Your Own Formats for Displaying Values in Table Cells on page 101 for more information To display category data set titles Choose Show Categories from the Choose Axis Options pop up menu under Category Axis in the Axis pane of the Chart inspector To change the category labels insert the pointer in the Labels field do one of the following and then click the Accept but
320. want to start from a plain spreadsheet that contains no formatting select the Blank template See Creating a New Spreadsheet on page 28 Importing a Document from Another Application on page 29 and Using CSV or OFX Files in a Spreadsheet on page 30 to learn how to create a Numbers spreadsheet The Numbers Window The Numbers window has elements that help you develop and organize your spreadsheet E CHECKING ACCOUNT 300545668 Expenditure by Category A 1 Category i 2 ome 3 Food tG O 5 Credit Card amp Entertainment 7 Toal J TRANSACTIONS KEK FEES SECO or iow s 775 00 s 587500 hoa tans S 0740S 577740 aR Bebie Gard osos 50n s 370260 EZ Basic Debit Card 1022 09 s 101 00 3601 60 ene Tot fioo 2500 476 60 Debit Card 1025 09 s 55 00 8 s4160 oes DEP 1020900 s 13500 387860 ID Gray Headers DEP hoses Paycheck Cen is 1 525 00 5 101 60 EE Gry Fill Debi Cad 105109 Fup SUV agin Gas s sn s 503910 Esa 1s ame Credit card payment Cree Cand 5 oons 4 189 20 tedger DEP tine Secusiy depasit esa Depose 300 00 8 4489 10 T Blue Debit Card 11209 Night an the sawn Entertainment 5 i0 0H s 4279 10 TE Blue Headers Blue Fill Tox le Sheets pane This pane in the upper left lists the tables and charts on each sheet in the spreadsheet Sheets
321. wn Shape on page 201 Draw your own shapes Adding a Custom Shape on page 202 Modify a shape s contours Editing Shapes on page 203 Change a shape s orientation color shadow Manipulating Arranging and Changing the Look and more of Objects on page 212 Adding a Predrawn Shape You can insert predrawn shapes such as triangles arrows circles and rectangles to use as simple graphics Here are ways to add a predrawn shape Click Shapes in the toolbar and then choose a shape from the pop up menu Choose Insert gt Shape gt Shape Chapter 9 Working with Shapes Graphics and Other Objects 201 Press the Option key as you click Shapes in the toolbar and then choose a shape from the pop up menu the pointer changes to a crosshair Drag across the sheet to create a shape the size you want To constrain the shape s proportions for example to keep triangles equal on all sides press the Shift key as you drag Drag the new shape wherever you want it on a sheet To change the shape s contours you must first make the shape editable see Editing Shapes on page 203 To learn about manipulating and aligning shapes and changing their general object properties such as color border style stroke size orientation shadows and more see Manipulating Arranging and Changing the Look of Objects on page 212 Adding a Custom Shape You can use the Draw tool to create your own shapes To create
322. y 106 of the year 2 23 February 23 2008 falls on day 54 of the year Dec 15 2010 Dec 15 2010 Creating a Custom Text Format You can define text to display before or after a value entered into a table cell when no other format has been applied to the cell To define text to display in table cells 1 Select one or more cells 2 Do one of the following e Choose Custom from the Cell Formats pop up menu in the format bar Choose Custom from the Cell Format pop up menu in the Cells inspector e Choose Format gt Create Custom Cell Format Chapter 4 Working with Table Cells 111 112 3 From the Type pop up menu choose Number amp Text 4 Drag the blue Entered Text element from the Date amp 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 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 Notify customer When you type Need to update address into a field with this format the value is displayed like this Notify customer Need to update address In the Name field type a name for your text format Custom format names are listed in the Cell Formats pop up menu in the format bar and in the Cell Format pop up menu of the Cells inspector Click OK to
323. y of Year 5 Month January Week of Year 2 Day of Month 5 Week of Month 2 Year 2009 Day of Week in Month 1 Era AD Hour 7 AM PM PM Minute 08 Milliseconds 000 Second 09 Camasa Formate Cee OD 110 Chapter 4 Working with Table Cells 5 When an element is in the format field click its disclosure triangle and choose a formatting option from the pop up menu 1 01 Jan January Oo 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 N To display space between elements place the insertion point and press the Space bar one or more times 8 To delete an element in the field select it and then press Delete To move an element around in the field drag it 9 Inthe Name field type a name for your date time format Custom format names are listed in the Cell Formats pop up menu in the format bar and in the Cell Format pop up menu of the Cells inspector 10 Click OK to save your date time format and apply it to the selected cells When you enter a date or time value into a formatted cell the format is applied if the value entered contains a hyphen or a slash January 5 2009 falls on day 5 of the year When you type this value into a cell with the The value is displayed like this above format 4 16 99 April 16 1999 falls on da
324. y specifying exact dimensions select a table or table cell click Inspector in the toolbar and then click the Metrics inspector button Using the Metrics inspector you can specify a new width and height and you can change the table s distance from the margins by using the Position fields To resize by adjusting the dimensions of rows and columns see Resizing Table Rows and Columns on page 65 Moving Tables You can move a table by dragging it or you can relocate a table using the Metrics inspector Here are ways to move a table If the table isn t selected or if the entire table is selected press the edge of the table and drag it If a table cell is selected drag the table using the Table handle in the upper left To constrain the movement to horizontal vertical or 45 degrees hold down the Shift key as you drag 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 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 Naming Tables Every Numbers table has a name that s displayed in the Sheets pane and can optionally be displayed above the table The default table name Table 1 Table 2 and so forth can be changed hidden and formatted Here are ways to work with table names To change the name doubl
325. y the currency symbol at the edge of the cell select Accounting Style Using the Percentage Format in Table Cells Use the percentage format to display numeric values followed by the percent symbol If the value is used in a formula its decimal number version is used For example a value that displays as 3 00 is used as 0 03 in a formula If you type 3 in a cell formatted using the automatic format and then apply the percentage format to the cell the value displayed is 3 However if you type 3 in a cell formatted using the automatic format and then apply the percentage format to the cell the value displayed is 300 To define a percentage 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 Percentage 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 Percentage Decrease Decimal Format button Places button zo v 00 0 Increase Decimal Places button Chapter 4 Working with Table Cells A U N 1 2 3 For more control over the percentage format use the Cells inspector To define a percentage format using the Cells inspector Select the cell or cells Click Inspector in the toolbar and then click the Cells inspector button Choose Percentage from the Cell Format pop up menu To specify how

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