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Using table categories

From: Numbers '09 Essential Training

Video: Using table categories

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.

Using table categories

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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This video is part of

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

71 video lessons · 17261 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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