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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.
Numbers '09 allows you to format table cells based on conditions you set. Conditional formatting changes a cell's appearance when the cell contains a particular value, referred to as a test value. For example, let's say we want the totals in our Distance Run table in our Running Club spreadsheet to appear differently depending whether or not they are greater or less than the goal amount that appears in our Monthly Goal table. First, we need to select the cells to use our conditional formatting. In this case, all of the totals for January through September.
Once we've got our cells selected, we can create the rule either from the Cells Inspector or directly from the Format menu. Here, we'll select Show Conditional Format Rules. This opens up the Conditional Format window where we can first choose a rule. Click the button to display a number of rules to choose from. Let's say we want our numbers to appear Bold and Red if they're below the monthly goal. In that case, the rule we need is Less Than. Now, a field appears where we can enter the value or select the value.
We'll click the Selection button and choose the cell A2 in our Goal table. It's inserted as an element in the field and now it's a matter of formatting. Click the Edit button to format the cell based on this rule. So if numbers are less than the value that appears in A2 of our Monthly Goal, we can change the text color and attributes, even the fill color used in the actual cell itself. Let's click the Text Color button, and choose a nice, bright red.
We don't need it to be Italic. So we'll turn that off and turn Bold on. We see a sample on the right-hand side. When we're done, we click the Done button. You'll notice instantly some of the cells are formatted according to this condition. We can also add additional rules. Click the Plus sign to add another rule. In this case, numbers that are above the goal, maybe we want them to appear green. So in this case, we'll click the button and choose Greater Than and again we'll select the same cell from our Monthly Goal table.
When we click the Edit button this time, we'll change the text color to a nice bright green. Let's again choose Bold and turn off Italics. When we click Done, you'll see the remaining numbers are all above the monthly goal and they are formatted in green. Now, using these two rules, any goal that is equal to the total, means no formatting will be applied and the number will not change. So when we're done, we'll click the Close button to close up Conditional Format window, and here's the cool thing. We can apply the style to other cells in other tables in our spreadsheet.
So with the cell still selected, let's go to Format, choose Copy Style, and now select the cells in the Totals column for the Distance Run, Women table. Here, we want to paste that format. So we'll click the Format menu and choose Paste Style. Watch what happens. The same conditions are set for these cells in this column and in this case, only one number does not meet the monthly goal. The rest are above and appear green.
Let's deselect the table by clicking the Canvas. So if you need cell contents to stand out when certain conditions are met, remember Conditional Formatting is now available in Numbers '09.
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