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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 includes a new feature called table categories. With categories, you can organize group table data into rows. So let's create some table categories using our Milea Listings and Prospects spreadsheet. We will begin with the table on the Prospect Mailing List sheet. To create categories in the table, we first need to click anywhere inside the table. Now, there are a number of different ways to create categories. One option is to do it manually by selecting the rows that we want to include in a category. For example, if we wanted to assign these contacts to specific agents and create categories for those agents, we don't have that data already existing in this table.
So, let's select some rows. We'll click and drag from row 6 down to 12. Let's say this group of contacts belongs to a specific agent. Now you will notice when we move to the different row numbers, a reference tab appears. We can click that triangle to display the pop-up menu and from there, choose Create Category from Selected Rows. When we do this not only is a category created for our selected rows, but automatically categories were created for the rows above and below as well.
Now to rename these, we simply click the cell containing the new category name. In this case, Item 2 in cell A7, we can type write over that. Let's type in Agent Rivers. Now we can click any other cell to lock that in. Now if we only want to see those rows, we can use a little triangles that appear next to the other categories, click to collapse those sections to focus in on our new category called Agent Rivers. We can bring those back by clicking the same triangle at any time.
Now if you have got a group of records that are already together, you don't need to select the rows first to create a new category. Let's say the last four contacts belong to a fourth agent. Well, in this case we'll click in the first row of those last four which happens to be row 22, right on the reference tab button and from the pop-up menu, choose Insert Category, a new category is created. You can see it's automatically numbered. The next available was Item 2, the one we changed the name from. And down below, we have got them grouped together of course. Renaming each of these categories would be important as a next step.
So that's creating categories manually when you don't have existing data. But another option is to let Numbers automatically create the categories based on values that appear in one of the columns. Let's click the Sales Data sheet. We'll click the little arrow to the left to display the different tables. The table we are going to work with is our 2006-2008 Sales Data numbers here, right at the top. So we'll click anywhere inside that table. Now let's say we want to group these and categorize them by the City. You will notice that the City column already contains the names of the various cities here.
So, what we'll do is let Numbers take care of this for us by clicking the Reorganize button on the Toolbar. At the bottom of the Reorganize window, you will see you have the ability to insert categories from a column. So we'll click the Choose a column button and we are going to select the City. Automatically in the background, you can see new categories were created for each of the cities, new rows inserted, containing the names of those cities. It's using unique values in each of the cells to create a new category.
Unique values does appear next to our City button. We can also create sub-categories. For example, if we wanted to create a sub-category for each of the zip codes in those cities, we could click the plus sign and choose the column. In this case, our Zip Code column. Right away you will see under Golden, we have got a couple of different zip codes. Of course, we may want to reformat these cells, changing fonts, sizes, and appearances as needed. When you want to remove a category, click the minus sign.
Let's close our Reorganize window and click anywhere on the canvas to see the end result. So when you need to organize and group your data in the categories, let Numbers '09 reorganize your tables for you using the new category feature.
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