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Using formulas

From: Numbers '09 Essential Training

Video: Using formulas

A spreadsheet application like Numbers '09 is all about performing calculations. So let's explore some of the shortcut techniques for adding formulas that perform simple calculations. We will use our Running Club Data spreadsheet. And we'll start with something called instant calculations. Let's say we want to total up the kilometers for each of the members in our Running Club and display them in the Total Distance row at the bottom of the table. First we need to select the cells to be used in the calculation. Let's start with Emily. We'll click-and-drag across those values. And now as we glance through the bottom left corner of our window under the Styles pane, we see some quick calculations are being performed. One of them is the Sum or Total, which is 626.

Using formulas

A spreadsheet application like Numbers '09 is all about performing calculations. So let's explore some of the shortcut techniques for adding formulas that perform simple calculations. We will use our Running Club Data spreadsheet. And we'll start with something called instant calculations. Let's say we want to total up the kilometers for each of the members in our Running Club and display them in the Total Distance row at the bottom of the table. First we need to select the cells to be used in the calculation. Let's start with Emily. We'll click-and-drag across those values. And now as we glance through the bottom left corner of our window under the Styles pane, we see some quick calculations are being performed. One of them is the Sum or Total, which is 626.

If you want to use one of these calculations in your table, you simply drag it from the bottom left corner to the cell where you want to display the answer, in this case B11, and release. And there is our formula. Notice that it highlights the numbers above. These are the numbers being used in the calculation. There's also a fill handle in the bottom right corner. When you see the black plus sign appear, click then drag across to copy that formula to the other empty cells all the way to column F.

Now we've got our formulas for our total distance. Now another option is to use a predefined quick formula. Let's say for example, we wanted to total up the values for January and in this case, we would click-and-drag across those values. This time use the Toolbar. Click the Function button, where you'll see some quick formulas, including a sum. When you click Sum, look what happens. Automatically, Numbers inserts the answer and the formula into the next cell to the right of our selected cells, and there happens to be an empty cell there. And with our formula added we can use that fill handle to drag those down to the empty rows in column G.

But what if you don't have an empty cell? No problem. Numbers will add one for you. Let's work with our second table on our sheet. We'll select all of the values under the Goal column. Now with those selected to get a quick total, we can go up to the Function button and choose Sum. Watch what happens. A brand new row is added to the bottom, it's a footer row, you can tell by the shading, and the answer appears in the new empty cell under column C. We'll deselect the table by clicking the canvas to see the end result.

Now one neat thing is you can even create a formula in one table that uses data from another table. So here for example, we want to display the totals for each of the months. We have that data above in the first table. So let's again, select the cells for the January totals. With those selected, we're going to go back to the bottom left corner where we see our Sum and this quick calculation can be used in our second table. We'll drag it to the January cell under Total and release. Notice with this cell selected, the answer is displayed and the cells that are used for this calculation are highlighted. We can still use the fill handle in the second table.

We'll click-and-drag from the bottom right corner of the cell, all the way down to the September row and if we click in any one of these cells, you'll notice that it uses the appropriate numbers for the right answer. Let's deselect the table again to see the end result. Now if you need to remove a formula, it's like removing any other cell data. You just click in the cell and press the Delete key on the keyboard. Just keep in mind now when you need a basic calculation in your table, these shortcut techniques for adding formulas can save you a lot of time and effort.

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This video is part of

Image for Numbers '09 Essential Training
Numbers '09 Essential Training

71 video lessons · 17264 viewers

David Rivers
Author

 
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  1. 1m 59s
    1. Welcome
      1m 12s
    2. Using the exercise files
      47s
  2. 7m 17s
    1. Launching Numbers and exploring templates
      2m 24s
    2. Exploring the user interface
      2m 45s
    3. Customizing the user interface
      2m 8s
  3. 15m 36s
    1. Creating and opening spreadsheets
      1m 12s
    2. Importing spreadsheets
      1m 48s
    3. Saving and exporting spreadsheets
      2m 39s
    4. Working with sheets
      3m 0s
    5. Laying out sheets
      3m 7s
    6. Headers, footers, and page numbering
      3m 50s
  4. 48m 42s
    1. Adding tables
      2m 43s
    2. Modifying tables
      2m 39s
    3. Working with content in table cells
      4m 55s
    4. Using controls
      5m 0s
    5. Working with rows and columns
      4m 59s
    6. Table headers and footers
      5m 24s
    7. Auto-filling table cells
      3m 50s
    8. Working with table cells
      3m 17s
    9. Using table categories
      4m 18s
    10. Reorganizing table data
      3m 7s
    11. Defining reusable tables
      3m 38s
    12. Copying tables
      2m 48s
    13. Using Address Book data
      2m 4s
  5. 14m 4s
    1. Using table styles
      2m 3s
    2. Overriding table styles
      1m 51s
    3. Redefining a table's style
      2m 31s
    4. Copying and pasting table styles
      2m 46s
    5. Creating, renaming, and deleting table styles
      3m 41s
    6. Using the default table style
      1m 12s
  6. 18m 24s
    1. Using formulas
      3m 47s
    2. Using the Formula bar and Formula Editor
      3m 52s
    3. Using cell references
      3m 25s
    4. Using functions
      4m 15s
    5. Using Formula List view
      3m 5s
  7. 32m 48s
    1. Adding a chart
      2m 42s
    2. Creating a mixed chart
      2m 33s
    3. Modifying chart data
      2m 23s
    4. Adding data to a chart from multiple tables
      2m 20s
    5. Changing a chart from one type to another
      2m 19s
    6. Formatting general chart attributes
      4m 56s
    7. Using trend lines and error bars
      5m 21s
    8. Creating a two-axis chart with different value scales
      2m 34s
    9. Formatting 3D charts
      5m 15s
    10. Linking charts to Pages and Keynote
      2m 25s
  8. 32m 56s
    1. Adding, removing, and selecting text
      3m 24s
    2. Formatting text
      4m 11s
    3. Formatting numbers
      6m 53s
    4. Conditional formatting
      3m 28s
    5. Using special characters
      3m 57s
    6. Using hyperlinks
      2m 33s
    7. Checking spelling
      4m 58s
    8. Find and Replace
      3m 32s
  9. 37m 25s
    1. Using text boxes
      5m 9s
    2. Copying text to a text box
      2m 26s
    3. Paragraph formatting
      3m 14s
    4. Creating bulleted and numbered lists
      3m 50s
    5. Working with shapes
      4m 29s
    6. Adding and adjusting images
      2m 46s
    7. Masking objects
      3m 50s
    8. Using Instant Alpha
      2m 0s
    9. Inserting media files
      3m 37s
    10. Aligning and layering objects
      6m 4s
  10. 11m 46s
    1. Printing a sheet
      4m 8s
    2. Password-protecting and emailing spreadsheets
      3m 36s
    3. Sharing spreadsheets with iWork.com
      4m 2s
  11. 12m 37s
    1. Designing a template
      5m 26s
    2. Creating initial spreadsheet content
      2m 54s
    3. Creating media placeholders
      2m 33s
    4. Saving a custom template
      1m 44s
  12. 18s
    1. Goodbye
      18s

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