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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.
To view a list of all the formulas in a spreadsheet you can use the Formula List View. Let's work with our Milea Listings and Prospects spreadsheet, which contains multiple sheets, multiple tables and of course, multiple formulas. If we need to locate a specific formula containing a particular element, the Formula List View can help. To access it we can use the View menu or click the Formula List button on the Toolbar. This opens up the Formula List window down below and we can change the size of this window by dragging the selection handle that appears in its top right-hand corner. Let's drag it upwards to create a larger window.
Now we'll move over to the left-hand side, where we see the first column titled, Location. This helps us to identify the sheet, the table, even the cell in which a formula is located. Now we can use these little disclosure triangles as well to focus in on a specific table or specific sheet, even an area within that sheet. In the Results column we see the results for the formulas and in the Formula column, we see the formula itself. Now to identify the cell in a table containing a formula, we can click the Formula itself. For example, in cell B4 of our Property Type Sold table, here in the Sales Data sheet, we see a zero.
If we click this formula to select it, the cell is highlighted in the table above. There is our zero and this doesn't seem right. So if we need to edit the Formula, we can actually double-click in Formula List View, double-click the selected formula and the Formula Editor opens up. Here's our problem, we've got the word Lots when it should be the word Lot. So we'll come in here, we'll take out the s and accept that change by clicking the Accept button and watch our result change to the proper answer.
Now if we wanted to find all of the formulas that use the word Lots, we can use our Search field in the top right corner of our Formula List window. Click inside there, type in Lots and press Return. Now only the formulas containing the word Lots appear and there is a couple more of them here that need to be changed. We could edit them one at a time. But you'll Notice we got access to Find and Replace right from within the Formula List window. So let's click this button. You'll see, what we searched for last, the word Lots and in the Replace field here we're going to type in the word Lot. Click Replace All to replace all of the formulas containing the word Lots with the word Lot. And down below the search results now show, no formulas containing the word Lots.
So we'll close Find & Replace. Now we can click the X next to the word Lots in our Search field to clear and display all of the formulas again. Knowing that we have fixed up any errors. When you're done with Formula List View, you can click the same button that opened it up to close it up. So remember the Formula List View when you need quick and easy access to the formulas in your spreadsheet.
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