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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.
Numbers '09 provides a number of controls to help with data entry while controlling what can be entered into a cell in the table. Let's use our Milea Listing spreadsheet to explore the use of controls in our Current Listings table. Let's begin with our City column. Let's say we know our company deals with three main cities. We can use a pop-up menu to provide the choices. First we need to select the cells to be formatted with the pop-up menu. Click-and-drag from B1 all the way down to B14. Now with our cells selected we can choose the Pop-up Menu format from the Format bar. Click the drop-down button and choose Pop-up Menu.
This opens up the Cells Inspector where you'll see we've got three default options to choose from when pop-up menu is the Cell Format. We can remove those options, by clicking the minus sign. Now we can add our own options, click the plus sign to add a new item and simply type over the words. Let's add our first city, Golden. When you press Return it becomes the default city in the City column. Now let's click the plus sign again to add our second city. Westminster, and we'll add one more Englewood. When you press Return those become the three choices. For the odd chance where we might select the city that's not one of those three, click the plus sign and add Other. When you press Return, you now have four choices on the pop-up menu.
To test this out, let's go to cell B3. Notice when you click the cell a little drop-down button appears to the right. Click this button to display the pop-up menu and make your selection. This is applied to every cell we selected in the column. Another option is the Stepper. Let's use the Stepper for our Bedroom column. First, we'll need to select all of the cells in this column. With the Cells Inspector already open, we can choose the Cell Format from here. Click the Text button and let's choose Stepper. With the Stepper, we need to choose a Minimum and Maximum value and the Increments.
Let's choose a Minimum of zero. First we'll select the one that appears there by default and type zero. In the Maximum field we'll select the default 100 and type in 5. The Increment will leave that 1. These should be displayed as number, so we'll click the Display as button and make sure Number is selected. In this case we won't need decimal places, so we'll change the Decimal places to zero using the down arrow to set that to zero. Thousands Separator won't be necessary either.
Notice the default now for Bedrooms is set to 1. We can go to any of these cells and use the Stepper buttons to bump this up or down. It just provides another option for entering data. Of course, you can go in there and type in the data as well. Another version of the Stepper is the slider. Let's use the slider on our Days on Market column. First, we'll move the Cells Inspector out of the way and select the cells for Days on Marketing, column G. In this case, we can use a slider to input the value. Click the Cell Format button in the Cells Inspector, this time select slider.
Slider is very similar to the Stepper. We have a Minimum value, a Maximum value and then Increment. Let's set our Maximum to 60. Double-clicking selects the value so you can type over it. The position of the slider can be to the right of the cell or underneath. Let's select Bottom. It will be displayed as a number with zero decimal places. So all we need to do know is test it out. Let's click in a cell, a slider appears underneath, and we'll slide left to bring the number down. Slide to the right to bring it up. One more option to explore is the checkbox. A checkbox is another way to input a true or false value or a yes or no, without having to type anything. Let's select the cells under Sale Pending.
With our cell selected, we'll go back to the Cell Format button in the Cells Inspector and this time choose checkbox. We can choose the default, whether the checkbox is checked or unchecked by default. Unchecked is already selected for us. Let's keep it like that. Now when a sale is pending, we simply go to the checkbox and click. This changes it from a false value to a true value. So when you need to control what is entered into a cell or if you just want to make the task easier, remember the wide variety of controls available to you in Numbers '09.
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