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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.
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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