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You can share your Numbers spreadsheet via email directly from within Numbers '09. You can even attach your spreadsheet in other format such as Excel or PDF formats by converting them on the fly. Let's do that using our Milea Listings and Prospects spreadsheet. To send this spreadsheet file or any other spreadsheet file for that matter, we might want to consider password protecting it first. To do that, click the Inspector button on the Toolbar, make sure the Document Inspector is selected. Then click the check box next to Require password to open.
Now, from the menu that pops up, we can type in our password, or if we want to get help in creating a secure password, we can access the Password Assistant by clicking the key next to the Password field. Here we can choose from different types of passwords. Click the Type button. Let's choose Letters and Numbers. This creates a suggestion for us. If we want to use that, notice it's highlighted, we can pop that into the Password field or we can just click the Password field and type in our own using Letters and Numbers.
Let's type in the word password in lower case. We won't see what we're typing but we'll get feedback from the Password Assistant down below. First of all, notice the Quality Bar appears with a very short Red Bar indicating the quality of our password currently is not very good. Down below, you'll see some tips. First of all, the word we just typed is in the dictionary making it very insecure. We're not mixing upper and lowercase letters and numbers. We're not adding punctuation. This is based on a dictionary word.
So let's add some numbers to the end of password. Let's add 2, 3 and 4. Notice the Quality Bar turns green. We're getting a better and better password with each number we add. Still the word in there is based on a dictionary word. So it's not perfect. But if we like what we've typed, we need to verify it. Click in the Verify field, and type in the exact same thing, password234. Then if we want a password hint to help remember what the password is, we can use that or simply leave it blank. Click the Set Password button when you're done and you've added a password to your spreadsheet. Now, you need to save it.
Command+S on the keyboard or click File and choose Save. With the file saved, we're now ready to send it via email. So we'll close the Document Inspector, we'll go to the Share menu, click Share, move down to Send Via Mail and now we can choose from three different formats. With Numbers selected, we'll be able to keep our password protection. Choosing Excel or PDF formats, we'll lose our password protection. Something very important to keep in mind. Let's choose Numbers.
This will automatically launch your default mail application. Notice that the file will be attached for you. So you don't have to do that. All you need to do is type in who you're sending this message to, and you may want to add a subject as well. I am going to send it to myself, email@example.com, I'll tab down to the Subject. You can type in any subject here. For today's meeting at 2 pm, and then click the Send button to send it off. You can quit the mail application when you're done.
Now, email has become one of the most popular communications tools of our time and with Numbers '09, we can use this tool to share our spreadsheet files with others.
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