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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.
When you need more control over the formulas you enter into a table, you can use one of the formula tools to add those formulas. We'll explore the Formula Editor and the Formula Bar using our Running Club Data spreadsheet. We'll begin with the Formula Editor in table 2. Here we need to calculate the difference between the Total kilometers and the Goal for each month. So first, we click the cell where the formula needs to be entered, in this case, cell D2. Now to access the Formula Editor we have a number of different options. You can go through the Insert menu, select Function and Formula Editor. It's also available through the Function button on the Toolbar or the easiest way to access the Formula Editor is to type the Equal sign on the keyboard, instantaneously the Formula Editor opens up.
Now this won't work though if your cell is already formatted for text as opposed to numbers or automatic. Now for the Formula, what we really want is the value of cell B2 minus the value found in cell C2. So we can type that out or we can select the cells. If the Formula Editor is in the way, move to the left side, when the hand appears, click and then drag it out of the way. So let's start with the first cell. We'll click B2. Notice the label is Total Jan. It's using the labels in our table to create that range.
Now for the operator, the Plus sign on your keyboard is used for addition, the Slash for division, the Asterisk for multiplication and the Dash for the minus sign. Here we want to subtract whatever is in cell C2. So we could type C2 or we could click the cell and it's automatically inserted for us. To accept this formula, we can press Return on the keyboard or click the Accept button in the Formula Editor. Notice the difference appears in that cell. Now we can copy this formula, using the fill handle in the bottom right corner, click and then drag it all the way down. And we see the end result for each of the months in our table.
Deselect the table by clicking the canvas anywhere. Let's try this again, but using the Formula Bar this time. And we'll use our Distance Run table. Let's click so G11, where we want to total up the total distance run for each of the members in our Running Club. This time when we type the Equal sign, we'll focus our attention at the top of our screen, just below the Toolbar where the Formula Bar now appears. Notice the buttons, as well as, an area for us to start typing in our formula.
We'll click next to the Equal sign that already appears there. Now we can start adding Functions or typing in our Formulas, selecting cells. In this case, we want a range of cells. So let's select the range, which is B11, click and then drag across, we should go all the way to F11. But let's stop short at E11. The range now appears in both the Formula Editor and on the Formula Bar. We can press Return to accept this or click the Accept button. And there is our answer. With our cell selected, you can see that the cells used in this formula are shaded and we are missing one.
So to edit a formula, double-click the cell containing the answer, this opens up the Formula Editor as well as the Formula Bar and now we can select the range with one click. With the range selected we see a handle in the bottom right corner, when we move to it and the black plus sign appears, click-and-drag over one more cell and we can accept that by pressing Return or clicking Accept. Now we have the right answer. So if writing and editing your own formulas is what you want to do, the Formula Editor and the Formula Bar are two useful tools you can use to accomplish this.
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