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Building conditional formatting and calculations

From: Keynote '09 Essential Training

Video: Building conditional formatting and calculations

We can add a few more features to our table so we can help the audience focus on what's relevant. Let me select the table and I want to add a footer to the bottom. So with the table selected I can go up here to the Footer icon and click on it once and you can see it added a footer. I want that footer to be the same style as these headers that I made. So as before I'm going to click in this cell and I'm going to up to Format and I'll select Copy Style, which copies the style attributes of that cell. Now I want to select the entire row because I want to attribute those conditions to that entire row and do Format > Paste Style and you see it goes right in there.

Building conditional formatting and calculations

We can add a few more features to our table so we can help the audience focus on what's relevant. Let me select the table and I want to add a footer to the bottom. So with the table selected I can go up here to the Footer icon and click on it once and you can see it added a footer. I want that footer to be the same style as these headers that I made. So as before I'm going to click in this cell and I'm going to up to Format and I'll select Copy Style, which copies the style attributes of that cell. Now I want to select the entire row because I want to attribute those conditions to that entire row and do Format > Paste Style and you see it goes right in there.

Now I'd like to add up the total of the quantity of items on this table. I'll go down here. I'll give it a label, Total. Now to get a total of this quantity, usually you might think you have to select the cell, select a range, select a function. It's actually quite simple. I'll select this particular cell, go up to my Inspector and go up to my Table Inspector where I am now and under Format, I'll choose Function > Sum and there you have it. That was pretty much all the work that was required. It automatically understood that particular column above it was, in fact, the column that I wanted to add up. So, just for the one click of a button I have that total and of course it's dynamic. So if I went in here and changed the number, it would update of course. I can also change the formatting of how the numbers appear in the table itself. For instance in this column, you'll notice I have a time value. The s is standing for seconds.

Let's say I want to make that a little bit clear to get a better idea of how many minutes or how many seconds is in that quantity. I'll select the cell here and I'll actually say, select the entire column, because I want to reformat that entire column. Under here in the Table Inspector, under Format, you see a pulldown menu called Cell Format. I'm going to pull it down to Duration, which is one of the formats we can choose. You can see here there is a little slider bar for the amount of time, but I also need to choose the actual format. I'm going to put it in this particular format, selecting that. Now you can see as my slider, I'm between hours, minutes and second. I can tighten that up and roll over here. So now when you look at the column in my table, it's now neatly divided between minutes and seconds.

So that can make a particular piece of data change and make it more relevant. Now we know that changing a brake disc is 42 minutes and 10 seconds where just changing a washer is only 45 seconds. Similarly, I can add up this entire total as well, choosing that cell, Function and Sum, and now I've brought up the entire minutes and seconds. With that individual cell selected like I have now, I could take this Duration and drag it over because now it's more relevant to understand how many hours and minutes the total amount of time to change the entire brake is rather than minutes and seconds. In fact, I can pull this out and have the seconds so then it's really clear that there is a clear distinction between the individual times versus the total times.

Another method you can use to highlight data is called conditional formatting. Let me show you how that works. I'll select the entire table and here under the Table Inspector I'll go to Conditional Format and click on this Show Rules button. What I'll do is I'll choose a rule. So I'm going to choose a rule that says when the text contains the word "washer", which I'll type in, I want it to change the cell. And what would the cell change to? Clicking on this Edit button, I can change two things. I can change how the text will look. Right now it's defaulting to Italics, but I won't do that.

But I can say I'll have the fill of the cell change to, let's say, this orange color. I can click Done. When I do that and click out of that, you see that Keynote automatically highlighted those particular cells where the word "washer" appears. That can be very handy when you want to highlight a certain part of your table or certain emphasis that you want to make. For instance, if I added the word "washer" to this and hit Enter, you see how it also changed the color of that cell because it matched that condition.

Now let's say I want my entire table to stand out just a little bit, it's looking a little flat. Let me select the entire table. I'll go up in here to my Graphics Inspector and if I click on the Shadow box, you can see that it's creating a shadow over the entire chart. Because it's a transparent background, it's shadowing all the text. It looks a little bizarre, if you ask me. So one of the things you can do is I can actually give the entire table a background fill. So in this same Inspector window, I'll go up here to Fill.

I'll give it a Color Fill and I'll click on the Color box, go to the crayons, and just choose a slightly off-white color. Now you can see this shadow is just being applied to the entire table, rather than those individual elements and it looks a lot better. So, adding simple calculations and special formatting can make your tables communicate more effectively.

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This video is part of

Image for Keynote '09 Essential Training
Keynote '09 Essential Training

59 video lessons · 30137 viewers

Craig Syverson
Author

 
Expand all | Collapse all
  1. 2m 6s
    1. Welcome
      1m 15s
    2. Using the exercise files
      51s
  2. 13m 57s
    1. Exploring the user interface
      3m 54s
    2. Customizing the user interface
      2m 11s
    3. Using the Media Browser
      1m 42s
    4. Understanding the Document Warning
      2m 57s
    5. Understanding Keynote themes
      3m 13s
  3. 13m 8s
    1. Understanding master slides
      4m 45s
    2. Making changes to slides and masters
      3m 54s
    3. Creating a media placeholder on a master slide
      2m 18s
    4. Creating an object placeholder on a master slide
      2m 11s
  4. 12m 53s
    1. Layout and alignment of objects
      7m 28s
    2. Understanding stacking order
      5m 25s
  5. 35m 44s
    1. Working with free text objects
      4m 23s
    2. Comparing types of text objects
      4m 14s
    3. Formatting text in Keynote
      4m 5s
    4. Working with shape objects
      6m 40s
    5. Working with advanced shapes and colors
      5m 44s
    6. Using connection lines
      4m 40s
    7. Adding hyperlinks
      5m 58s
  6. 32m 43s
    1. Adding and formatting tables
      4m 16s
    2. Building conditional formatting and calculations
      4m 48s
    3. Chart types
      3m 44s
    4. Working with chart data
      5m 17s
    5. Formatting charts
      6m 10s
    6. Working with 3D charts
      5m 10s
    7. Linking charts with Numbers '09
      3m 18s
  7. 29m 17s
    1. Working with graphic files
      7m 49s
    2. Working with multimedia files
      4m 41s
    3. Applying masks
      6m 55s
    4. Applying image adjustments
      4m 15s
    5. Using the Instant Alpha tool
      5m 37s
  8. 18m 8s
    1. Using 2D and 3D transitions
      6m 11s
    2. Creating transitions with text effects
      3m 9s
    3. Creating transitions with object effects
      4m 16s
    4. Introducing Magic Move
      4m 32s
  9. 30m 27s
    1. Using basic build parameters
      7m 33s
    2. Expanding on basic builds
      5m 20s
    3. Creating table and chart builds
      6m 41s
    4. Using smart builds
      3m 21s
    5. Building basic actions
      3m 43s
    6. Creating actions on a path
      3m 49s
  10. 28m 36s
    1. Using the Document Inspector
      5m 39s
    2. Organizing slides in the slide navigator
      2m 57s
    3. Organizing a presentation in Outline mode
      2m 54s
    4. Playing a slideshow
      2m 46s
    5. Adding notes
      1m 42s
    6. Using the Presenter Display
      5m 21s
    7. Recording narration for a slideshow
      3m 2s
    8. Using remote controls
      4m 15s
  11. 34m 54s
    1. Saving Keynote files
      5m 39s
    2. Saving a Keynote presentation as a PowerPoint file
      2m 17s
    3. Exporting presentations as PDFs
      3m 56s
    4. Sharing a Keynote presentation as a QuickTime movie
      7m 57s
    5. Exporting presentations as still images
      2m 14s
    6. Adding comments on a presentation
      1m 42s
    7. Collaborating with iWork.com
      7m 54s
    8. Printing presentations
      3m 15s
  12. 21s
    1. Goodbye
      21s

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