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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.
You can find every instance of a word or a phrase in your spreadsheet, and optionally change it to something else using the Find & Replace functionality built into Numbers '09. Let's work with our Milea Listings and Prospects spreadsheet and let's say we need to locate our perspective client with the last name Cashman. One option is to use the Search pane. Click Edit, move down to Find, and click Show Search. Command+F is the keyboard shortcut. This opens up the Search pane at the bottom of our window, it's fully adjustable, and in the Search field we can type what it is we are looking for.
So let's type in the name Cashman. Now if we are not concerned about capitalization or case we just simply type it in lowercase, cashman, and you'll notice there are two occurrences of the word. We can see their location not just the sheet but also the table, and when we click one of the results, let's click Cashman all by itself, it will highlight it in the table in that sheet. So this is a very quick way to locate specific text that we type it into the Search Field. Notice that we have a little drop-down button next to our magnifying glass. If we needed to Match Case or a Whole Words we could do it from here as well. We can also Clear Recent Search by clicking Clear or by clicking the Clear button in the right-hand side of this field.
Now let's say the city known as Golden in our Milea Listings Prospects spreadsheet here should really be displayed as Golden City. Well, here is where Find & Replace comes in handy and we can access it from our Search pane. Click the Find & Replace button and you'll notice the Find & Replace window opens up with our last search in there, which is cashman, but it is selected or highlighted so we can type right over that what we are looking for. We type in Golden with a capital G. In this case, the matching of the case is important, so we'll click the checkbox next to Match Case. It shouldn't be part of another word either, so Whole Words should also be checked off. And notice we have some options for where to search for this word. The Entire Document or spreadsheet is the default. If we click this button, we could look through the Current Sheet Only or we also have the ability to search through Formulas and use Find & Replace functionality there.
Entire Document is fine. Now we move to the Replace field and click to type in what it is we want to replace Golden with. In this case, it's Golden City. Now we have the ability to choose a single occurrence one at a time using the Replace buttons. We can move from one to the Next or Previous or for pretty confident that every occurrence of the word Golden; all by itself with the capital G, should be replaced with Golden City we can choose Replace All.
Now in this case you'll see 16 occurrences were replaced and if we were to look at our spreadsheet by closing up our Find & Replace window, and scrolling through the various columns where City appears, notice that Golden has been replaced with Golden City. Let's move to our Current Listings. Here we see Golden City as well. So with the Search and Replace functionality available in Numbers '09, you'll be able to locate text, numbers, and even formulas quickly and easily even change what you are looking for to something else if need be.
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