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Numbers offers intuitive organization features, allowing users to focus more on analysis and presentation. In Numbers '09 Essential Training, David Rivers explores the important features of this spreadsheet application and introduces the new tools for formula development and charting. He walks through the new functionality of charts, tables, and templates, and shows how to make spreadsheets effective and eye-catching. Exercise files accompany the course.
With Numbers '09, it's easy to check your spreadsheet for spelling errors. 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. Let's use this version of our Energy Saving Plan spreadsheet. We'll begin with checking spelling as you type. To turn this feature on, click the Edit menu, move down to Spelling and select Check Spelling While Typing. If you don't see a check mark that means the feature is not turned on. Now with the feature turned on, we'll test it out. Double-click anywhere in the text box containing the text Utility Costs, and click once after the word Costs.
Here we'll add some additional text, leave a space and we'll type in the word analysis but we'll spell it incorrectly. Now when you move your cursor down or press the Spacebar or Return you'll notice that the word appears with a dashed red underline. This indicates a word that's not recognized in the dictionary. So one way to correct a misspelled word is to Ctrl-click or right-click it and choose from the pop-up menu. Let's try this with the word Analysis. Here you'll see some suggestions at the very top of the pop-up menu for the correct spelling of Analysis. In this case, the first option is the one we want.
We can also access some other spelling features from this pop-up menu as well. Let's simply select Analysis to replace the incorrectly spelled word with the correct spelling of Analysis. Now we'll click the canvas to deselect that text. Now to turn Check Spelling as you type off, we would repeat the steps. When it's turned on, you'll notice other words in your spreadsheet with dashed underline. So if you don't like seeing that, go back to the Edit menu and down to Spelling and click Check Spelling While Typing to deselect or turn it off.
Any words that appeared with that red dashed underline, no longer have it. All right, we can also check spelling one error at a time from our insertion point to the end of the spreadsheet. In this case, click Edit, move down to Spelling, and choose Check Spelling. Notice the keyboard shortcut is Command +; we'll keep that in mind as we move from one error to the next. When we choose Check Spelling automatically we are taken to the first error from our insertion point, which happens to be the word Pacme. In this case, it's not a spelling error. It's something that we want to ignore. So we simply use our keyboard shortcut to move onto the next one. Remember it's Command+;.
This takes us to the next sheet, where we see the word Energy is misspelled. Now we can fix this by Ctrl-clicking or Right-clicking the word or if we know how to spell it, just simply click in between the N and the R, we'll add the E and now we are ready to move on to the next one. Again, Command+; will move us to the next word. Let's deselect by clicking the canvas anywhere. One other option is to check spelling and view suggestions from the Spelling window. So to do that we click Edit and move down to Spelling and this time, we select Spelling. The ellipses that appears after the word indicates we are about to open up a window.
In this case, it's the Spelling window. And notice the first word it recognizes as not in the dictionary is the word Investments, down below you see that word not found in the spelling dictionary but down below there is one replacement option, one suggested correction. So our options now are to ignore that, which will skip over and move to the next word. We can also Learn this by adding it to the dictionary, it will become a word that is recognized and never stop at that word again, or we can simply go to the Next spelling error, but in this case with the only suggestion selected or highlighted, we can click Change which will fix the word and automatically move on to the next word in our spreadsheet that's not recognized in the dictionary.
In this case, it's a proper name of our company and this would be ideal for learning. By clicking the Learn button we add it to the dictionary, so it's no longer considered a spelling error. Now keep in mind that other applications share the dictionary. So adding Pacme here in Numbers means it won't show up as a spelling error in Pages, Keynote and other Mac applications like TextEdit for example. If you want to remove a word that has been added to the dictionary, well let's close up our Spelling window and we'll go down to the word Pacme, right-click or Ctrl-click and you'll notice from the pop-up menu we can unlearn this spelling. Choosing Unlearn Spelling will actually remove it from the dictionary and we're back where we started.
So using the Spelling options in Numbers '09 will help to ensure the accuracy of your spreadsheet text.
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