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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.
Printing your spreadsheets in Numbers '09 remains a popular option for sharing your work with others. But there are a number of options to consider when printing. So let's explore them now with our Milea Listings and Prospects spreadsheet, which as you can see from the Sheets pane is made up of several different sheets. We'll start with our Sales data sheet selected. To fully understand how our spreadsheet is going to print, we should switch to Print View. We can do that from the Status Bar at the bottom of the window. Click the Print View button. Now, we can see the number of sheets of paper it's going to take to print out the data for our selected sheet called Sales Data.
To really get a bird's-eye view, we can zoom out. Click the Zoom Level button and switch down to 50%. As you can see, it's going to take four sheets of paper to print out the contents for our Sales data sheet. But we can use the Content Scale slider to scale our data down to fit onto two sheets. We'll go down to 96%. Now, we would adjust the other sheets if we plan on printing all of the sheets in our spreadsheet. Then we'd be ready to print. Click File and choose Print or from the keyboard, Command+P. This opens up the pop-up menu for printing. Notice your default printer will appear at the very top.
If you've got multiple printers connected, here's where you go to select a different printer, as well as any presets you've set up. Let's adjust the copies if we're going to be in a meeting where we need to share with other people in the meeting. We might need say 10 copies. We can type over what's there. With multiple sheets and multiple pages, it's important that Collated remains selected if we're going to choose a large number of copies. This way, we don't have to manually sort all of the pages and put them in order. Numbers will take care of that for us. We can choose which pages to print. We'll keep all. Down below, we'll see some Numbers options. For example, do we want to print all the sheets in our spreadsheet or just the current sheet called Sales Data? Let's choose All sheets.
Notice down below now we can preview each of the sheets, which is adding up to 5. As we use the Right Arrow button to move through the various sheets, you can see we're using a lot of the paper very efficiently. If you choose to include a list of formulas in the document, click the check box and you'll notice the page count goes up dramatically to 19. Now, as we move through the various pages in our spreadsheet, we'll eventually get to the first page where we see a list of formulas that are being used.
We'll also see references to the cells and tables in the various sheets where those formulas are used. If you don't need the formula list, deselect the check box. There are a number of other options that you may be familiar with if you work with other applications on the Mac. Click the button currently displaying Numbers. You'll see Layout and Paper Handling. Let's go to Cover Page, and we'll add a cover page before our document to indicate that this is confidential information. Choose the Cover Page type button, give it a click, and we'll select Confidential. If there is any billing info, it can be added to the field below.
Now, let's go back to that button that says Cover Page now, and choose Summary. This allows us to see a summary of all of the options we selected. For example, 10 copies Collated. We're printing all of the sheets in our spreadsheet and down below, you'll see Layout Options, Paper Handling. There is our Cover Page down below. We can use the Disclosure Triangle to display or hide the various options. When you're ready to print, you can click the Print button or if you want to collapse the options, click the button at the very top-right corner and choose Preview to view the printout in preview.
Here you can see each of the pages. We can move quickly from one page to another. If everything looks good, we can actually print from preview by clicking the Print button. Go ahead and do that if you're ready to print or click Cancel to return to Numbers. So printing provides an option for sharing hard copies of your spreadsheets with others. The numerous print options available will help you to get your print job right the first time.
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