IntroductionWelcome| 00:00 | (Music playing.)
| | 00:04 | Hi, I'm David Rivers. Welcome to
Numbers '09 Essential Training.
| | 00:08 | In this course, I'll show you how to get
started with Numbers, as well as teach you the
| | 00:12 | new functions in this
upgrade of the application.
| | 00:15 | I'll show you how to use and create
tables to organize and calculate data,
| | 00:20 | how to work with the various templates
Numbers provides, and how to customize them
| | 00:25 | to your specific needs. We'll
explore working with objects, inserting,
| | 00:29 | manipulating text boxes, images, shapes
and media. You'll see how the function
| | 00:35 | browser can help you create formulas,
and I'll show you how to share your
| | 00:39 | documents in print as PDF exports,
as Excel files, using email delivery, and
| | 00:45 | sharing with iWork.com.
| | 00:48 | My goal in this course is to show you
how you can effortlessly create a variety
| | 00:52 | of stunning spreadsheets using
powerful time saving features.
| | 00:56 | I have been a training consultant for
over 20 years and I've taught thousands
| | 01:01 | of users around the world to use
applications that help their lives and
| | 01:04 | businesses run smoothly. Now, I'm happy to
get you started with Numbers '09 Essential Training.
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| Using the exercise files| 00:00 | If you are a Premium subscriber to
lynda.com or if you purchased this title on disk,
| | 00:04 | you'll have access to the
Exercise Files. These are the files we'll be
| | 00:08 | using as we move through the various
lessons in this title. If you'd like to
| | 00:12 | follow along, you might consider
placing your Exercise Files folder in a
| | 00:16 | convenient location, such as the Desktop.
| | 00:19 | Inside the Exercise Files folder,
you'll find subfolders for each of the
| | 00:23 | chapters in this title. Inside those
folders, you'll find subfolders for each
| | 00:28 | of the lessons in that chapter and
inside those folders you'll find the actual
| | 00:33 | files to be used in that lesson.
| | 00:35 | If you don't have the Exercise Files,
that's okay. You can still learn by using
| | 00:40 | your own files or simply relax, sit
back and watch. Let's get started.
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1. Getting Started with NumbersLaunching Numbers and exploring templates| 00:00 | When we are ready to create a new
spreadsheet using Numbers '09, our first step
| | 00:04 | will be to launch the application and
there are few different ways to do this.
| | 00:08 | For example, in Finder, you can
access all of the iWork '09 applications
| | 00:12 | including Numbers '09 from the Go menu.
| | 00:16 | You can also type Numbers into the
Spotlight search field to locate the
| | 00:19 | application quickly, but during the
iWork '09 installation process,
| | 00:24 | the Numbers '09 icon is placed on the dock
for you. One click will launch the application
| | 00:30 | making this the fastest and
easiest way to get started.
| | 00:33 | If it's your first time using Numbers
'09, you'll be greeted by the Welcome to
| | 00:38 | Numbers window. Here you can access
Video Tutorials and Hands-on Help.
| | 00:43 | You can bypass this window by clicking the
Close button, but if you don't wish to see
| | 00:47 | this window each time you launch Numbers '09,
deselect the checkbox next to Show this window.
| | 00:54 | When you click Close, you'll then be
greeted by the Template Chooser. Numbers
| | 00:59 | displays this window to help you get
started. Now Chapter 11 in this title is
| | 01:04 | dedicated to working with templates, but let's
get a brief overview now of our Template Chooser.
| | 01:09 | Templates contain predefined sheets,
tables, formulas and other elements that
| | 01:13 | help you get started and Numbers
provides a wide variety of templates and as
| | 01:17 | you can see, they are organized in two
different categories. As you select a
| | 01:21 | category, you'll see thumbnail
representations for each of the templates
| | 01:26 | available under that category. As you
move your mouse pointer across these
| | 01:30 | thumbnails, you'll see additional sheets
that can be created using the selected template.
| | 01:36 | If you wish to increase or decrease
the size of these thumbnails, use the
| | 01:39 | thumbnail slider at the bottom of this
window. Drag the button to the right to
| | 01:44 | increase the size of the thumbnails,
drag it to the left to decrease the size.
| | 01:49 | Now we can also open recently used or
existing files from the Template Chooser.
| | 01:54 | But let's say we need to create a
brand new spreadsheet to help us track the
| | 01:57 | various tasks and cost of
a home improvement project.
| | 02:01 | In this case, we might select the
Personal category. As we scroll through the
| | 02:06 | various thumbnails, we'll find one for
Home Improvement. One click will select
| | 02:13 | the thumbnail. Now to get started,
click the Choose button. This creates a
| | 02:18 | brand new spreadsheet using the
selected template. We are now well on our way.
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| Exploring the user interface| 00:00 | If you are new to Numbers '09,
getting familiar with the various menus and
| | 00:03 | toolbars will help you to maximize
your efficiency when using the application.
| | 00:08 | If you already have some experience
with previous versions of Numbers,
| | 00:11 | you are going to notice some subtle
improvements to the Numbers '09 user interface.
| | 00:15 | So let's take a brief tour now using this brand
new spreadsheet created from the Template Chooser.
| | 00:21 | We'll begin at the top of the screen
where you'll find the menu bar.
| | 00:24 | Here's where you'll find all of the commands
available in Numbers '09. Under each menu
| | 00:29 | heading are related commands. Dimmed
commands are not usable. You'll also find
| | 00:35 | keyboard shortcuts here in the
various menus in the menu bar.
| | 00:39 | Just below the menu bar is the Toolbar.
Some commands are used more often than
| | 00:44 | others and this totally customizable
Toolbar allows for easy access to those
| | 00:48 | commands. For example, we can use it
to quickly add a table or a chart, maybe
| | 00:54 | even a text box to one of our
spreadsheets here in Numbers '09.
| | 00:57 | On the far right hand side of the
Toolbar, you'll find the Inspector, Media,
| | 01:01 | Colors and Fonts buttons. They appear
in this location in all three of the
| | 01:06 | applications in the iWork '09 Suite.
| | 01:09 | On the left side of your screen,
you'll find the Sheets pane. Now the Sheets
| | 01:14 | pane lists the tables and charts
on each sheet in the spreadsheet.
| | 01:18 | Sheets organize your information to groups
or related items. For example, we can
| | 01:22 | separate Product Options from a Cost
Summary and a Contact List using different sheets.
| | 01:28 | This pane is adjustable. You
can click then drag the sheet's resize
| | 01:34 | control to make it wider or
narrower, according to your needs.
| | 01:41 | Below the Sheets pane is the Styles
pane and it will list different table
| | 01:45 | styles pre-designed for
the template you are using.
| | 01:49 | Below the Styles pane is an area that
displays the results of calculations for
| | 01:53 | the values in selected table cells.
For example, if we move to a table, select
| | 02:01 | a number of cells, we'll see quick
calculations in the bottom left hand corner.
| | 02:06 | The main area where you'll do
most of your work is called the Sheet
| | 02:10 | canvas. The Sheet canvas shows
objects on a selected sheet and at the very
| | 02:15 | bottom of the screen is the Status bar.
| | 02:17 | Here, for example, you'll see the
current zoom level. You can change this level
| | 02:22 | from here to get a better look at the
data on your screen. And you also have
| | 02:27 | quick access to Print
Preview mode from the Status bar.
| | 02:30 | So you should be feeling more
comfortable with the Numbers '09 interface.
| | 02:35 | As you continue to use Numbers, you'll
become even more comfortable and you might
| | 02:40 | even consider customizing the
UI to suit your specific needs.
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| Customizing the user interface| 00:00 | With Numbers '09, you have full
control over the look and feel of your user
| | 00:04 | interface. Let's explore some
customization options now, using a brand new
| | 00:08 | spreadsheet created from the Template
Chooser. We'll start with the View menu.
| | 00:13 | Click View to display a number of elements,
which can be shown or hidden from view.
| | 00:17 | For example, if you rarely use the
Toolbar, you might click Hide Toolbar.
| | 00:23 | This creates a little extra space for our
canvas. To bring back the Toolbar, click View.
| | 00:30 | This time choose Show Toolbar.
| | 00:34 | You can also show or hide certain
elements from the Toolbar itself.
| | 00:38 | Click the View button in the left corner to
display those options. For example we can
| | 00:44 | hide the Format bar from here.
| | 00:46 | We can also customize the Toolbar itself.
To do this, right-click with the two
| | 00:51 | button mouse or Ctrl-click with the
single button mouse anywhere on the Toolbar
| | 00:55 | itself. Here, you'll see options for
ways to display the buttons on the Toolbar.
| | 01:01 | We can remove items by right-
clicking an item on the Toolbar and choosing
| | 01:05 | Remove Item, or click Customize Toolbar to
make multiple customizations to your Toolbar.
| | 01:12 | For example, if you rarely use Shapes,
you might move the Shapes button off the
| | 01:17 | Toolbar, click and drag it down. When
you release, a puff of smoke indicates
| | 01:21 | you have removed it from the Toolbar.
Now you have got more space to add the
| | 01:25 | buttons you'd like to use more often.
| | 01:28 | For example, if you print on a regular
basis, you might want to add the Print button.
| | 01:32 | In this case, drag the Print
button to the Toolbar where you want to
| | 01:35 | place it. When the Plus sign
appears, release to add the button.
| | 01:41 | You can also reset the Toolbar back to
its default settings at any time.
| | 01:45 | Move to the bottom of the screen, drag
the default set to the top of your screen,
| | 01:50 | when the Plus sign appears, release, and the
Toolbar is set back to its default settings.
| | 01:56 | When you are done customizing your
Toolbar, click the Done button in the bottom
| | 02:00 | right corner. So it's good to know you
have full control over the look and feel
| | 02:05 | of your user interface here in Numbers '09.
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2. Working with SpreadsheetsCreating and opening spreadsheets| 00:00 | Whether you are creating a new
spreadsheet or opening an existing file, getting
| | 00:04 | started with Numbers '09 is simple.
When you launch the application,
| | 00:08 | the Template Chooser appears by default.
From here, you can browse the various
| | 00:12 | categories and select
templates to help you get started.
| | 00:16 | If you wish to begin with a new blank
spreadsheet, click the Blank category,
| | 00:20 | select the Blank thumbnail and
click Choose. You can access the Template
| | 00:26 | Chooser at any time through the File menu.
Click File and select New from Template Chooser.
| | 00:33 | From here, you can create another new
spreadsheet using a template or access
| | 00:37 | existing files. In the bottom left
hand corner, you can access recently used
| | 00:42 | spreadsheets using the Open Recent
button, or click Open an Existing File to
| | 00:48 | browse the various folders in your computer.
| | 00:51 | Let's browse to the chap02 folder and
the 02_01 subfolder. Here we find the
| | 00:57 | spreadsheet called Milea Listings and
Prospects. Click once to select and
| | 01:02 | click the Open button to access this
file. You are now ready to continue
| | 01:06 | working on the spreadsheet.
| | 01:08 | So getting started with Numbers '09 is simple.
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| Importing spreadsheets| 00:00 | If you have a spreadsheet created
using another application such as Microsoft
| | 00:04 | Excel or Apple Works 6 for example,
you can open those files directly from
| | 00:09 | within Numbers '09. Let's explore
opening other formats by clicking the File
| | 00:13 | menu and then select Open.
| | 00:15 | We will browse to the 02_02 folder of
the Exercise Files where we find two
| | 00:21 | different formats; one is an Excel
file, the other a text file using Comma
| | 00:26 | Separated Values. That's the CSV
extension. We can also bring in tab-delimited
| | 00:31 | files and .OFX files if we need to.
| | 00:35 | Let's start with our Microsoft Excel
file. Click once to select it, then click
| | 00:39 | Open, and the file will be opened in
Numbers '09. Conversions do take place and
| | 00:45 | you may see Document Warnings.
| | 00:46 | Here we see one Import Warning,
Frozen panes or split windows are not
| | 00:51 | supported, so they were removed once
this document was imported into Numbers '09.
| | 00:55 | We can clear those messages before
closing the Document Warnings window.
| | 01:00 | Another option is to drag files
directly into an existing spreadsheet. First,
| | 01:06 | let's move to the left hand side and
click Realtor Comparison. Here we see a
| | 01:10 | blank table. Now we'll access our
Exercise Files directly from Finder, and
| | 01:16 | let's drag the CSV file into the sheet.
| | 01:20 | Now we can drag it directly into the
sheet to create a new table or drag it
| | 01:24 | into an existing table. With the top
left corner cell selected, let's release
| | 01:29 | to import that data into the existing
table. Now we can close the Exercise
| | 01:34 | Files folder to return to our spreadsheet.
| | 01:37 | So importing other formats is very
simple here in Numbers '09. If you have
| | 01:42 | existing files in other formats, open
them directly in Numbers '09 to work with them here.
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| Saving and exporting spreadsheets| 00:00 | Saving your work is important and
Numbers '09 provides several different
| | 00:04 | methods for doing so. Let's explore
some of the Save options here in Numbers '09,
| | 00:08 | using our Running Club Data spreadsheet.
| | 00:10 | We will begin by discussing how to
update changes you make to the content.
| | 00:15 | Let's move down into the table anywhere,
click to select one of the numbers and
| | 00:20 | type in a different number. When we press Return,
the change is accepted into the spreadsheet.
| | 00:26 | Now to update our work, we can click
File and choose Save, or from the keyboard
| | 00:32 | if you prefer, use Command+S. This will
update the changes we have made keeping
| | 00:38 | the same name, the same format, and
location for this spreadsheet. But if you
| | 00:43 | need to change the name, perhaps the
location, or even the format to share with
| | 00:48 | others who don't use Numbers,
you will want to use to Save As.
| | 00:52 | In this case, click File and choose
Save As. This displays the Save As window.
| | 01:00 | From here, we can change the name, we
can change the location, and down below,
| | 01:05 | we can even change the format.
| | 01:07 | For example, if we want to save a copy
as an Excel document, click the checkbox
| | 01:12 | next to Save Copy As and from the
button, ensure Excel Document is selected.
| | 01:19 | Now when we click Save, we'll be saving to
the same location but using a different format.
| | 01:26 | When exporting to other formats such
as Microsoft Excel, you may see Document
| | 01:31 | Warnings. In this case, our Numbers
spreadsheet does have header and footer
| | 01:35 | cells that were exported as body cells
that looked the same in Microsoft Excel,
| | 01:40 | but this warning just informs us of
the change. When you are done reading any
| | 01:44 | warnings, you can click the Clear All
button and close the Document Warnings window.
| | 01:50 | You still have a copy of your original
spreadsheet in the Numbers format but
| | 01:54 | you just saved a copy of it to
Microsoft Excel. This is just one way to export
| | 01:59 | to other formats. Another option is to
click File and choose Export. From here,
| | 02:06 | you will see two other options: PDF,
Portable Document Format, and CSV, which
| | 02:12 | stands for Comma Separated Values.
| | 02:15 | In this case, you make your selection,
choose some of the options such as Image
| | 02:20 | Quality and Layout for PDF. Click the
Next button. We'll get to choose a name
| | 02:26 | and location. If the default name
and location are fine, click the Export
| | 02:31 | button to complete the process.
| | 02:33 | So, it's good to know you have several
options when saving your work in Numbers '09.
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| Working with sheets| 00:00 | Numbers '09 allows you to work with
multiple sheets in one file. Sheets are
| | 00:04 | excellent for dividing
information into manageable groups.
| | 00:08 | Let's use our Milea Sales Data
spreadsheet to explore working with sheets in
| | 00:12 | Numbers '09. The first thing you will
notice in the Sheets pane is this file
| | 00:16 | consists of a single sheet called Sales Data.
| | 00:19 | With this sheet selected, we can view
the contents here on the Sheet's canvas.
| | 00:23 | As we scroll down, you will notice
this sheet contains multiple charts and
| | 00:28 | multiple tables as well.
| | 00:32 | Another way to display the contents
on a sheet is to click the Disclosure
| | 00:36 | triangle. Here you will see a list
of all of the tables and charts on the sheet.
| | 00:40 | Perhaps, we should move this table
called Current Listings to its own sheet.
| | 00:45 | To select a table, we can click it
here in the Sheets pane and see that it's
| | 00:51 | selected in the Sheets canvas. To
add additional sheets, we have several
| | 00:56 | options. One option is to click the
Sheet button on the Toolbar. This adds a
| | 01:01 | new sheet, automatically numbers it
and adds it to the bottom of the list.
| | 01:07 | Another option is to right-click or
Ctrl-click in the Sheets pane and choose
| | 01:12 | New Sheet from the pop-up menu. One
other option is to click Insert and choose
| | 01:16 | Sheet from the top of this menu.
| | 01:18 | When you have too many sheets and
you want to delete one, right-click or
| | 01:22 | Ctrl-click any of the sheets and select
Delete Sheet. You will need to confirm
| | 01:27 | this by clicking the Delete button.
| | 01:32 | Now to rename sheets, we can simply
double-click the default name.
| | 01:37 | Let's double-click the new sheet we added
with the numbered name already selected,
| | 01:42 | we simply type in our new name.
| | 01:44 | Let's try Current Listings. When you
press Return, the sheet is renamed.
| | 01:50 | Notice that each new sheet has its
own default table added automatically.
| | 01:55 | Let's double-click the second new sheet
and call it Prospect Mailing List.
| | 02:04 | Now we can move contents from one sheet to
another. Let's move our Current Listings
| | 02:09 | table from our Sales Data sheet down
to our new Current Listing sheet.
| | 02:13 | To do that, click once to select the
table, then click-and-drag it down to the
| | 02:19 | Current Listing sheet.
| | 02:20 | When the space is provided, release
to add it to the new sheet. And now up
| | 02:25 | here, select it in the new sheet's canvas.
| | 02:28 | Sheets can be reordered as well. For
example, if the Current Listing sheet
| | 02:32 | should be at the top, we can click-and-
drag in the Sheets pane to move it to
| | 02:37 | the top. We can also rearrange the data and
elements in the sheet by dragging them as well.
| | 02:44 | For example, if we want all of our
tables together, we can click then drag to
| | 02:49 | reorder our tables and our charts. This
doesn't change their order on the canvas.
| | 02:54 | So remember to use Sheets when you
need to separate data into manageable groups.
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| Laying out sheets| 00:00 | The way you layout your sheets in a
Numbers '09 spreadsheet can be very
| | 00:04 | important, especially if
you plan on printing them out.
| | 00:06 | Let's explore some Layout options
using our Running Club Data spreadsheet,
| | 00:11 | which as you can see from the Sheets
pane is comprised of a single sheet
| | 00:14 | containing a couple of tables and a chart.
| | 00:17 | This content, as we scroll down
appears to fit nicely. What we don't see is
| | 00:22 | what this will look like if we were to
print it out on paper. To see that, we
| | 00:25 | need to change to Print View, which can
be done from the File menu or from the
| | 00:30 | View menu, you will find Show Print View;
Show Layout is the exact same thing.
| | 00:35 | Or, if you prefer, click the Print View button
at the bottom of your screen on the Status bar.
| | 00:41 | In Print View, we can see the
actual pages, the way they will appear if
| | 00:45 | printed. Notice that our table at
the bottom of Page 1 gets cut off and
| | 00:50 | continues on the second page. We can
rectify this problem by changing some of
| | 00:55 | the Layout options.
| | 00:57 | One way to do this is to use the
Inspector. Click the Inspector button and
| | 01:02 | choose the Sheet Inspector.
Let's start with our Page Layout.
| | 01:06 | Currently our pages are laid out in a
landscape or horizontal orientation.
| | 01:12 | If we change this to portrait or vertical,
notice that the full length of our
| | 01:17 | table now fits on the first page, but
content is getting cut-off on the right hand side.
| | 01:22 | Currently, we need to print four
pages to see all of our content as is
| | 01:26 | displayed by the Content Scale field
here. At 100% we require four pages, but
| | 01:32 | we can adjust Content Scaling by using
the slider, the Up and Down arrows or
| | 01:38 | the Content Scale slider that appears now at
the bottom of our screen on the Status bar.
| | 01:43 | When we drag the button to the left,
we reduce scaling of the content till
| | 01:48 | eventually it all fits on a
single page. Notice this is at 88%.
| | 01:54 | Now we see one page appearing above
the field where 88% shows up. Another
| | 02:00 | option is to adjust Page Margins. If
you wish to increase the amount of space
| | 02:05 | for your content, you can change the
values for each of the margins for Left,
| | 02:09 | Right, Top and Bottom by using the Up and
Down arrows or by entering a value yourself.
| | 02:15 | Let's change the Left and Right
margins to 0.5. One option is to select the
| | 02:21 | contents and type in 0.5, another
option is to use the Up and Down arrows.
| | 02:27 | We can also do the same for the Top
and Bottom. Let's adjust the Top margin
| | 02:34 | down to 0.5. Everything still fits nicely on a
single page, but it's spaced out nicely as well.
| | 02:41 | When you are done with the Sheet
Inspector, click the Close button and if you
| | 02:45 | want to return to Standard View, you
can click the same button on the Status
| | 02:49 | bar or access Hide Print View
from the File or View menus.
| | 02:56 | So if you plan on printing out your
sheets in a Numbers '09 spreadsheet,
| | 03:00 | remember some of the Layout options
available through the Inspector and the
| | 03:04 | Status bar at the bottom of your screen.
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| Headers, footers, and page numbering| 00:00 | If you plan to print your
spreadsheet and it contains multiple sheets or
| | 00:04 | multiple pages, you might consider
using headers, footers and page numbering to
| | 00:08 | help you stay organized. Let's work
with our Milea Sales Data spreadsheet.
| | 00:13 | It has multiple sheets and
will print on multiple pages.
| | 00:17 | Let's explore this by moving into
Print View. Click the View menu and choose
| | 00:22 | Show Print View. Here in our first
sheet you will notice that we have got 2 pages.
| | 00:27 | When we move to the second
sheet called Current Listings we need to
| | 00:31 | switch to Print View from here as well.
This time click File and choose Show
| | 00:36 | Print View. Altogether we have got three pages.
| | 00:40 | We will move back to our Sales Data
sheet by selecting it in the Sheets pane.
| | 00:44 | When we are in Print View and we move
our mouse pointer to the top of the page,
| | 00:49 | the header area will appear. Any
content we want repeating at the top of every
| | 00:54 | page can be entered here.
| | 00:56 | Let's add some content now. We'll
start by clicking inside the header area.
| | 01:01 | Next let's ensure our content is
centered. Click the Center button on the
| | 01:05 | Format Bar. And now let's click Insert
and choose Filename. This will insert
| | 01:12 | the name of our file in the header
section. Let's leave a space and add a
| | 01:17 | dash and leave another space and
this time we'll insert the current date.
| | 01:22 | Again click Insert. This time choose
Date & Time. This will appear at the top
| | 01:29 | of the second page as we scroll down
and view that header area as well.
| | 01:33 | We can also work with the footer area.
Let's move to the bottom of the first page.
| | 01:37 | When the footer area appears, click
inside. Again, we want our content centered.
| | 01:42 | Let's click the Center text
button on the Format bar. And this time
| | 01:46 | we'll insert the Page Number and the Page Count.
| | 01:49 | Let's start with some text. Type in the
word Page and leave a space. Now we'll
| | 01:54 | click Insert and choose Page Number.
Let's leave a space, type the word of and
| | 02:01 | leave another space and insert the page
count. Click Insert and choose Page Count.
| | 02:08 | Notice a 3 appears. Automatically
Numbers realizes we have got two pages in our
| | 02:13 | first sheet and another page in our
second sheet. As we scroll down to the
| | 02:17 | bottom of Page 2, we'll see this
content repeated at the bottom of the page.
| | 02:23 | When we move to our Current Listing
sheet, select it in the Sheets pane,
| | 02:27 | you will notice we have nothing in the
header or footer areas for this particular sheet.
| | 02:32 | We need to add that.
| | 02:34 | Let's move down to the bottom of this
single sheet. Click at the bottom inside
| | 02:39 | the footer area. Click the Center
button to center our content. And let's type
| | 02:44 | in the exact same thing here, Page.
Leave a space. We'll insert the page number.
| | 02:50 | When you click Insert and choose
Page Number, notice a 3 appears. Leave a space,
| | 02:56 | type in the word of, leave
a space and insert the Page Count.
| | 03:02 | If you want numbering to start over on
a new sheet, we can access options from
| | 03:08 | the Inspector. Click the Inspector
button on the Toolbar and make sure the
| | 03:12 | Sheet Inspector is selected. Notice in
the Page Numbers section automatically
| | 03:17 | our numbering continues from the
previous sheet. If we choose to Start at 1 and
| | 03:23 | remain with the number 1, notice
we are at Page 1 of 1 for this sheet.
| | 03:27 | So the choice is totally up to you.
Close the Sheet Inspector when you are done.
| | 03:31 | To get out of the footer or
header area just click anywhere on your sheet
| | 03:36 | and view the end results.
| | 03:38 | So remember headers and footers when
you need to display content at the top or
| | 03:42 | bottom of every printed page in a
sheet including page numbering when working
| | 03:47 | with more than one printed page.
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|
|
3. Working with TablesAdding tables| 00:00 | Tables are the fundamental building
blocks of Numbers spreadsheets.
| | 00:04 | They provide numerous ways to organize
and help you interpret your data.
| | 00:07 | And of course, you can have more than one
table on a sheet. We'll use this Energy
| | 00:12 | Savings Plans spreadsheet to explore
adding tables. When you create a new
| | 00:16 | spreadsheet from a template in the
Template Chooser, at least one sheet with
| | 00:20 | one table is added for you.
| | 00:22 | But let's say we need to display
Utility Costs by type, just as we have
| | 00:27 | displayed them by month in the only
table on this sheet so far. Notice the
| | 00:32 | labels in the top row in the first
column of this table. We could call this a
| | 00:36 | header row and a header column.
You will notice there is some math being
| | 00:40 | performed in the bottom row.
| | 00:42 | We will keep this in mind as we add our
new table, trying to keep the same look
| | 00:47 | and feel. To insert a table you have
the couple of options. You can access the
| | 00:51 | Insert menu or click the Tables button
on the Toolbar. Here you will see the
| | 00:55 | different table formats to choose from.
Headers has a header row and a header
| | 01:00 | column already built-in for us.
| | 01:02 | Basic table has a header row. Sums
allows you to calculate totals of numbers
| | 01:08 | that might appear in the various
columns in a table. To start from scratch,
| | 01:12 | you might select Plain and there is a
couple of Checklist options here as well.
| | 01:16 | We are going to select Headers.
| | 01:19 | When you choose Headers a default table
is inserted for you. The default number
| | 01:23 | of columns and rows. You will also
notice the header row across the top and
| | 01:28 | the header column using the formatting
that's built in the template that was used
| | 01:32 | to create this spreadsheet.
| | 01:34 | Notice also in the Sheets pane that
the table is automatically named and
| | 01:38 | numbered for you. Of course, you can
change the name of your table.
| | 01:42 | Just double-click the current name in the
Sheets pane and type over. Let's type in
| | 01:47 | Utility Costs by Type. When you press
Return the table is renamed. It also
| | 01:54 | appears selected on the sheet and if
you notice the table above, it has the
| | 02:00 | table name appearing in the top left corner.
| | 02:03 | To do that we can take our selected
table, move to the Format Bar and click
| | 02:09 | the Name checkbox in the very far
right hand side. Now the name of our table
| | 02:13 | that we just created appears in the
top left corner. You can deselect your
| | 02:18 | table by clicking anywhere on the
sheet outside the selected table.
| | 02:22 | Another thing to keep in mind as well,
every time you add a new sheet to your
| | 02:27 | spreadsheet, click the Sheet button,
a new table is added and created for you
| | 02:33 | as well. So adding a table to a sheet
in Numbers '09 is quite simple, but of
| | 02:38 | course, there is so much more we
can do with tables in Numbers '09.
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| Modifying tables| 00:00 | When you insert a table into a sheet in
Numbers '09, default styling is applied
| | 00:05 | to a table with a preset number of
columns and rows. You are likely need to
| | 00:10 | make changes to your table like
resizing it and perhaps even repositioning it.
| | 00:14 | So let's explore some table
modifications using our Energy Savings Plan
| | 00:19 | spreadsheet. And you will notice down
at the bottom of the first sheet under
| | 00:23 | Utility Costs, we have got a brand
new table that's just been added.
| | 00:27 | We'll begin with resizing our table,
which can be done using different methods.
| | 00:31 | To resize this table by adding or
removing rows and columns, we first need to
| | 00:36 | select the table by
clicking in any cell in that table.
| | 00:40 | Now we can use the handles that
appear in the corners to make changes.
| | 00:44 | For example, to change the number of
columns, we'll move to the top right corner
| | 00:48 | handle and now when you click and then
drag to the right you will increase the
| | 00:52 | number of columns or drag to the
left to decrease the number of columns.
| | 00:57 | To adjust the number of rows we can
move to the handle of the bottom left-hand
| | 01:01 | corner, drag up or down to increase
or decrease the number of rows. You can
| | 01:07 | also change both at the same time by
using the handle in the bottom right hand
| | 01:11 | corner. Drag this handle up and in or
out to change the number of columns and
| | 01:16 | the number of rows simultaneously.
| | 01:19 | Let's create 5 columns with 3 rows.
When you release, click anywhere outside
| | 01:25 | the table to deselect it to see the
end result. Now we can also resize our
| | 01:30 | table without affecting the number of
columns and rows. In this case, we select
| | 01:34 | our table using a different method.
Click the name of the table in the Sheets
| | 01:39 | pane and you will notice handles appear
around the outside of the entire table.
| | 01:44 | Now we can resize this by dragging the
appropriate handle. For example, move to
| | 01:48 | the bottom right hand corner, when the
double arrow appears click, then drag
| | 01:52 | across and down to increase the size
of the table keeping the same number of
| | 01:58 | columns and rows but simply increasing
the widths and heights of the columns
| | 02:03 | and the rows simultaneously.
| | 02:05 | We can also reposition this table by
moving to the outer edge of the table.
| | 02:10 | When you see the four-sided arrow,
you can now click then drag to move it
| | 02:14 | around. Use the guidelines to help you
line your table up with other objects on
| | 02:19 | the canvas. When you release, deselect
the table by clicking anywhere outside
| | 02:24 | the table on the canvas.
| | 02:27 | So although Numbers will provide you
with a default number of rows and columns
| | 02:30 | when you insert a new table, resizing
and repositioning your table is easily
| | 02:35 | accomplished when using the
appropriate selection method.
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| Working with content in table cells| 00:00 | There are basically three types of
data which can be entered into a table:
| | 00:04 | text, numbers and formulas. Let's work
with out Energy Saving Plan spreadsheet
| | 00:10 | to enter some data into the
table named Utility Costs by Type.
| | 00:13 | We will begin by entering Text, which
is going to be used as Labels. First,
| | 00:18 | we need to get inside the table. Let's
click the cell at the top of this second
| | 00:23 | column. This gets us inside the table
and column headers appear across the top
| | 00:29 | and row headers appear on the left hand side.
Notice that we clicked column B row 1
| | 00:35 | or cell B1. We are ready now
to start entering our data.
| | 00:40 | Let's type the word GAS. When you press
the Tab key, you will move one cell to
| | 00:45 | the right, column C row 1 or cell C1.
Let's type in some additional labels.
| | 00:51 | We'll type in ELECTRIC for C1. Press Tab.
In cell D1, we'll type in WATER and
| | 00:58 | column E is where the totals will appear. So
when you press Tab, type in the word TOTAL.
| | 01:03 | Now press Return. Automatically Numbers
will take you back to column B. In this
| | 01:08 | case, row 2 but we are going to add
some additional labels in column A, so
| | 01:13 | let's click cell A2 and type in the
year 2007. When you press Return, you will
| | 01:20 | move down to the next cell where you can
type 2008 and press Return to lock that in.
| | 01:26 | Notice that although these are numbers,
they are lined up on the left, just as
| | 01:30 | normal text would appear. These are
labels not necessarily numbers that are
| | 01:35 | going to be used in calculations and
they are formatted that way because of the
| | 01:38 | type of table we have,
which does have a column header.
| | 01:43 | Let's move now to cell B2 to enter
our first number. This is numerical data
| | 01:49 | that may be used in some type of
calculation. Under GAS for the year 2007,
| | 01:55 | let's enter the value 796.75, which
is really 796 dollars and 75 cents.
| | 02:03 | When we press Tab to move to the next
cell, notice that this is a number that's
| | 02:08 | formatted on the right hand side of
the cell by default. All of this can be
| | 02:12 | adjusted but let's get the
rest of our numbers in first.
| | 02:15 | Once you got your numbers in, you might
want to reformat them. In this case, we
| | 02:35 | want our numbers to appear as dollar
amounts, using the Currency Format. First,
| | 02:40 | we need to select the cells. Let's click
-and-drag from cell B2 across and down
| | 02:45 | to cell D3. With our cells selected,
we are ready to format them now.
| | 02:51 | The easiest way to format is to use the
Format bar, where we have the number of
| | 02:55 | Presets. The one with the dollar sign
represents a Currency Format. Click this
| | 03:01 | button to reformat the numbers using
that format. Notice that by default, the
| | 03:06 | dollar sign appear next to the numbers and
two decimal places are used by default as well.
| | 03:12 | With our numbers entered, it's now time
to add a simple formula. Let's move to
| | 03:17 | cell E2, where our first formula will
appear. In this case, we want to total up
| | 03:23 | all of the values for 2007. To start
a formula, type in the equal sign.
| | 03:30 | A little formula field will appear. Now
we could type in actual numbers, but it's
| | 03:34 | best to use the actual cell references.
| | 03:37 | In this case, we want to add B2+C2+D2.
So we can type exactly that, B2+C2+D2
| | 03:45 | and notice that the cell becomes
selected. Now we can press Return on the
| | 03:57 | keyboard or click the Check mark to lock in
our formula. What you will see is the answer.
| | 04:03 | Notice up above, the Formula bar appears,
where we see our current formula for
| | 04:07 | the selected cell. Now, let's move down
to next cell, cell E3 and do the exact
| | 04:14 | same thing. Instead of typing in the
formula from scratch, we can copy the
| | 04:19 | formula from the cell above.
| | 04:22 | Let's click cell E2, notice a little
handle in the bottom right hand corner for
| | 04:26 | the cell. When you move your mouse
pointer over it, it will turn into a plus sign.
| | 04:30 | Click-and-drag down to copy the
formula down which will use the cells in
| | 04:36 | that row to calculate the total.
| | 04:39 | To deselect your table, click
anywhere outside the table. And those are the
| | 04:43 | three types of data you can enter into
a spreadsheet table. Text, Numbers and
| | 04:48 | Formulas. In Chapter 5, we'll explore
our formulas and functions in great detail.
| | Collapse this transcript |
| Using controls| 00:00 | Numbers '09 provides a number of
controls to help with data entry while
| | 00:05 | controlling what can be
entered into a cell in the table.
| | 00:08 | Let's use our Milea Listing
spreadsheet to explore the use of controls in our
| | 00:12 | Current Listings table. Let's begin
with our City column. Let's say we know our
| | 00:17 | company deals with three main cities. We
can use a pop-up menu to provide the choices.
| | 00:23 | First we need to select the cells
to be formatted with the pop-up menu.
| | 00:27 | Click-and-drag from B1 all the way down
to B14. Now with our cells selected we
| | 00:34 | can choose the Pop-up Menu format
from the Format bar. Click the drop-down
| | 00:38 | button and choose Pop-up Menu.
| | 00:41 | This opens up the Cells Inspector
where you'll see we've got three default
| | 00:46 | options to choose from when pop-up menu
is the Cell Format. We can remove those
| | 00:51 | options, by clicking the minus sign.
| | 00:56 | Now we can add our own options,
click the plus sign to add a new item and
| | 01:01 | simply type over the words. Let's add
our first city, Golden. When you press
| | 01:06 | Return it becomes the
default city in the City column.
| | 01:10 | Now let's click the plus sign again to
add our second city. Westminster, and
| | 01:16 | we'll add one more Englewood. When
you press Return those become the three
| | 01:21 | choices. For the odd chance where we
might select the city that's not one of
| | 01:26 | those three, click the plus sign and
add Other. When you press Return, you now
| | 01:32 | have four choices on the pop-up menu.
| | 01:34 | To test this out, let's go to cell B3.
Notice when you click the cell a little
| | 01:39 | drop-down button appears to the right.
Click this button to display the pop-up
| | 01:43 | menu and make your selection. This is
applied to every cell we selected in the column.
| | 01:50 | Another option is the Stepper. Let's
use the Stepper for our Bedroom column.
| | 01:56 | First, we'll need to select all of
the cells in this column. With the Cells
| | 02:01 | Inspector already open, we can choose
the Cell Format from here. Click the Text
| | 02:05 | button and let's choose Stepper. With
the Stepper, we need to choose a Minimum
| | 02:12 | and Maximum value and the Increments.
| | 02:15 | Let's choose a Minimum of zero. First
we'll select the one that appears there
| | 02:19 | by default and type zero. In the
Maximum field we'll select the default 100 and
| | 02:25 | type in 5. The Increment will leave
that 1. These should be displayed as
| | 02:31 | number, so we'll click the Display as
button and make sure Number is selected.
| | 02:36 | In this case we won't need decimal
places, so we'll change the Decimal places
| | 02:39 | to zero using the down arrow to set that to zero.
Thousands Separator won't be necessary either.
| | 02:46 | Notice the default now for Bedrooms
is set to 1. We can go to any of these
| | 02:51 | cells and use the Stepper buttons to
bump this up or down. It just provides
| | 02:57 | another option for entering data. Of course,
you can go in there and type in the data as well.
| | 03:05 | Another version of the Stepper is the
slider. Let's use the slider on our Days
| | 03:10 | on Market column. First, we'll move
the Cells Inspector out of the way and
| | 03:15 | select the cells for Days on Marketing,
column G. In this case, we can use a
| | 03:20 | slider to input the value. Click the
Cell Format button in the Cells Inspector,
| | 03:26 | this time select slider.
| | 03:29 | Slider is very similar to the Stepper.
We have a Minimum value, a Maximum value
| | 03:34 | and then Increment. Let's set our
Maximum to 60. Double-clicking selects the
| | 03:39 | value so you can type over it. The
position of the slider can be to the right
| | 03:43 | of the cell or underneath. Let's
select Bottom. It will be displayed as a
| | 03:47 | number with zero decimal places. So
all we need to do know is test it out.
| | 03:54 | Let's click in a cell, a slider
appears underneath, and we'll slide left to
| | 04:00 | bring the number down. Slide to the
right to bring it up. One more option to
| | 04:09 | explore is the checkbox. A checkbox
is another way to input a true or false
| | 04:15 | value or a yes or no, without having
to type anything. Let's select the cells
| | 04:20 | under Sale Pending.
| | 04:24 | With our cell selected, we'll go back
to the Cell Format button in the Cells
| | 04:28 | Inspector and this time choose checkbox.
We can choose the default, whether the
| | 04:33 | checkbox is checked or unchecked by
default. Unchecked is already selected for us.
| | 04:39 | Let's keep it like that.
| | 04:41 | Now when a sale is pending, we
simply go to the checkbox and click.
| | 04:46 | This changes it from a
false value to a true value.
| | 04:50 | So when you need to control what is
entered into a cell or if you just want to
| | 04:54 | make the task easier, remember the wide
variety of controls available to you in Numbers '09.
| | Collapse this transcript |
| Working with rows and columns| 00:00 | Tables are made up of rows and
columns. As you continue to work with your
| | 00:04 | tables the need to adjust those rows
and columns may arise. Let's use our
| | 00:09 | Energy Saving Plan spreadsheet here
to explore adding and removing rows and
| | 00:13 | columns, resizing them, even rearranging them.
| | 00:17 | We will begin by adding a new row to
the bottom of our table named Utility
| | 00:21 | Costs by Type. To make it look more
like the table above, we need an additional
| | 00:25 | row to display our % Increase.
| | 00:28 | There are a number of different ways
to insert rows and columns. Let's click
| | 00:31 | anywhere in the bottom row. We already
know we can use handles that appear in
| | 00:35 | the bottom left-hand corner or
bottom right-hand corner, to increase or
| | 00:39 | decrease the size of our table by
adding and removing columns and rows.
| | 00:43 | Let's go to the bottom right corner. As
we drag out and down we see additional
| | 00:47 | rows and columns. Let's just move down
enough to add a new row for a total of
| | 00:53 | four rows and five columns. Notice that
the formula from cell E3 is copied down
| | 00:59 | to the new cell E4. We'll
leave that there for now.
| | 01:03 | Now let's add some data. We'll move
to cell A4 click there and type in %
| | 01:08 | Increase. Now we need our formula in
cell B4. Formulas start with an equal sign.
| | 01:14 | We'll type the equal sign
and now we want to take the values of
| | 01:18 | (B3-B2)/B2. We can type all of that in,
or we can select the cells. Let's start
| | 01:25 | with an opening round bracket and click
B3. It's inserted for us. Now the minus
| | 01:30 | sign on the keyboard and click B2.
| | 01:34 | Now we can close that up with the
closing bracket and the division symbol is
| | 01:39 | the slash on the keyboard, and now we
can just simply type in B2 as opposed to
| | 01:44 | selecting it. Press Return or click the
Check mark to lock that in. Notice the
| | 01:49 | formatting is the same as the other
data in this table, a Currency Format.
| | 01:53 | It really should appear as a percent.
So we'll go to the percent button on the
| | 01:58 | Format bar, and click to change the format.
| | 02:01 | Now it's a simple matter of copying
this formula across to the other cells,
| | 02:05 | we'll move to the bottom right corner
of the cell containing our formula.
| | 02:09 | When the plus sign appears, drag across
all the way to column E and release.
| | 02:14 | Our table is starting to look
more like the table above.
| | 02:17 | It looks like this table up here also
uses a blank row and a blank column as a
| | 02:22 | spacer. Let's explore another way to
add a row. We'll click anywhere in the new
| | 02:28 | bottom row, and now this time we'll
use the Table menu. Click Table and you
| | 02:33 | will notice at the very top we can add
a row either Above or Below our selected cell.
| | 02:39 | In this case, we want it Above. So
click Add Row Above and a new row appears.
| | 02:44 | We also want a new column to the
left of column because. So we'll click
| | 02:48 | anywhere in column B, click Table
and choose Add Column Before. Again, a
| | 02:55 | formula is copied automatically with
Numbers '09, and a warning sign appears
| | 03:00 | because there are no values to be
calculated. So we'll click in that cell
| | 03:04 | anywhere around the warning symbol and
press Delete on the keyboard because we
| | 03:09 | really don't want the formula there at all.
| | 03:11 | Now we need to resize our columns, and
there is a number of different ways to
| | 03:15 | do that. Let's start with going between
the B and the C header that appears at
| | 03:20 | the top of the columns, when you see
the double arrow, click-and-drag to the
| | 03:24 | left as far as you can go. We can do
the same with the row headers on the left.
| | 03:29 | We'll go in between 4 and 5, when the
double arrow appears, drag upwards to
| | 03:35 | create that spacer. That looks much better.
| | 03:38 | We can also create automatic widths
and heights for our rows and columns.
| | 03:43 | For example, if we move between columns E
and F, and double-click, automatically
| | 03:48 | column E is readjusted to the widest
value in this particular column.
| | 03:54 | But it really doesn't look good. So let's click
Edit and choose Undo Resize Columns to Fit.
| | 04:02 | Another thing you can do with your
rows and columns is rearrange them.
| | 04:06 | For example, if we want Water to appear
between Gas and Electric, we can click the
| | 04:11 | header at the top, click E to select
the entire column, and now click again and
| | 04:16 | drag to the left. When the blue bar
appears between C and D release, and you've
| | 04:23 | reordered your columns.
| | 04:25 | The same can be done with rows. Let's
change row 3, click the 3 and drag it
| | 04:30 | upwards. When the bar appears between
1 and 2, we release and we've reordered
| | 04:36 | our rows. This doesn't affect the
formulas being used, and the end-result.
| | 04:42 | To see the end-result let's click anywhere
outside our table on the canvas to deselect it.
| | 04:48 | So remember when creating and working
with table set, if your columns and rows
| | 04:51 | and not exactly right from the
beginning, Numbers '09 lets you adjust them
| | 04:56 | in many ways after the fact.
| | Collapse this transcript |
| Table headers and footers| 00:00 | Header and footer rows and header
columns in a table can be used when you want
| | 00:04 | to label rows and columns. They are
automatically formatted to standout from
| | 00:08 | the other rows and columns in your
table. Let's use our Energy Saver
| | 00:11 | spreadsheet here to explore using
header and footer rows and header columns in
| | 00:15 | our List Of Energy Savers table here.
| | 00:18 | First step is to select the table. You
can click anywhere in the table or click
| | 00:22 | the name of the table in the Sheets
pane. Now with our table selected, we can
| | 00:27 | start adding header or footer rows
and columns by using the Table menu.
| | 00:32 | Click Table and let's add a brand new
header row. When we move down to Header Rows
| | 00:38 | you will notice that our table currently
has 0 Header Rows but we can choose up to 5.
| | 00:44 | Let's add 1. We'll click 1 and notice
the top row is added and it's formatted
| | 00:50 | differently from the other rows in this
table. We can do the same for our first
| | 00:54 | column. Again we'll return to the
Table menu, this time move down to Header
| | 00:59 | Columns and we'll select 1. Notice the
formatting is different here as well and
| | 01:05 | a brand new column is inserted.
| | 01:07 | Now we do have the option to take all
of the labels that already appear in our
| | 01:10 | table and move them over into the first
column, same thing for our top row, but
| | 01:16 | there is a better option. So let's
click Edit and Undo, Command+Z on your
| | 01:22 | keyboard is another option to undo the
last two steps and instead of adding new
| | 01:28 | rows or columns, we might consider
converting a row or a column into a header
| | 01:33 | row or a header column. So
we'll click anywhere in the top row.
| | 01:37 | Now when you move to the very far left
hand side you will notice that our first
| | 01:41 | row is labeled 1 and a little drop-down
button appears. Select this and choose
| | 01:47 | Convert to Header Row to convert the
first row into a header row. Not only is
| | 01:53 | it converted but it's reformatted and
you can see the contents also appear
| | 01:57 | nicely in our brand new header row. We
don't have to shift any of the contents now.
| | 02:02 | We can do the same for our column
A; we'll move up to the header at the
| | 02:06 | top of the column, move to the Drop-
down button on the right side and choose
| | 02:11 | Convert to Header Column. Formatting
is applied and we now have a header row
| | 02:16 | and a header column.
| | 02:17 | Let's just click anywhere inside the
table itself, as if we were editing data.
| | 02:22 | Now we'll use our down arrow to move
down to the bottom of this table and you
| | 02:28 | notice as we move down to the bottom
we can no longer see a header row, we do
| | 02:33 | have at the very bottom of this table
some content. For it to move to the right
| | 02:37 | hand side using the right cursor key
on your keyboard you will notice the
| | 02:41 | header column on the left starts
to disappear, but when we are adding
| | 02:45 | additional content or editing content,
it can be very useful to see those labels.
| | 02:50 | So another option when working with
header rows and columns is to freeze them.
| | 02:55 | So first, we'll move up to the very
top of our table, click anywhere in the
| | 03:01 | header row, move up to the Table menu
and this time we'll choose Freeze Header Rows.
| | 03:07 | Nothing really changes in our
table but now as we move down with the
| | 03:13 | cursor key down to the bottom of our
table, you will notice we'll always be
| | 03:17 | able see that header row even though we
continue passed what would fill up in entire screen.
| | 03:23 | We can do the same for our column on
the left. Click the Table menu and choose
| | 03:27 | Freeze Header Columns. Now as we move
to the right, we'll always be able to see
| | 03:34 | the full contents of column A. We can
also create footer rows. This is row that
| | 03:43 | will be formatted differently but at
the bottom of your table. We can have up
| | 03:47 | to five of them as well. Again, we'll
click Table and choose Footer Rows then
| | 03:53 | 1. You will notice as we scroll down
now a new row has appear, this might be a
| | 03:58 | good place for us to put in
some formulas for totals and so on.
| | 04:02 | Another option for working with header
rows, footer rows and columns is to use
| | 04:07 | the Inspector. Click the Inspector
button on the Toolbar, make sure that the
| | 04:12 | Table Inspector is selected and you
will see there is a Headers and Footers
| | 04:16 | section. Here you have got three
buttons. One for the Header Columns, one for
| | 04:20 | the Header Rows and one for the Footer
Rows. If you click these buttons, you
| | 04:24 | will be able choose the numbers of rows or
columns you need. Let's close up the Table Inspector.
| | 04:30 | Now we are going to explore another
scenario where you might be printing out
| | 04:34 | the content in your table. In this
case, we'll check out Print Preview.
| | 04:39 | In Print View mode click the button at
the very bottom. You will notice that the
| | 04:43 | content actually takes up four
different pages and you will notice that as we
| | 04:48 | scroll down to the next page that the
header row appears on the next page, even
| | 04:53 | though the table is cut off. Same
thing as we move to the right hand side to
| | 04:57 | those pages. We keep our header columns.
Also in Print View mode, when we click
| | 05:03 | the Table menu, you will notice it
doesn't say Freeze Header Rows or Columns on
| | 05:07 | Each Page but Repeat Header Rows
and Header Columns on Each Page.
| | 05:12 | So depending on your view you will see
different options from the Table menu.
| | 05:16 | Let's switch back now to our Standard
View. So header rows and columns in a
| | 05:20 | table can be used for much
more than just formatting.
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| Auto-filling table cells| 00:00 | When entering data into a table in
Numbers '09, you can save a lot of time
| | 00:04 | using the Auto-fill feature. With Auto-
filling you can use the content in one
| | 00:09 | or more cells to automatically
add values to adjacent cells.
| | 00:13 | So let's use our Energy Savings Plan
spreadsheet here to investigate the
| | 00:16 | different ways to do this. In our List
of Energy Savers table here, we have a
| | 00:21 | single total showing up in the Total
column. Let's click to select that cell.
| | 00:26 | Notice it's column E and we are in the
second row. The formula appears on the
| | 00:31 | Formula Bar. Now, we could type in
this formula for every other row in this
| | 00:37 | column or we could save a
lot of time using Auto-fill.
| | 00:41 | One way to use Auto-fill is to select
all of the cells ahead of time. You can
| | 00:46 | click and drag from the bottom cell to
the top or from the top down. Once you
| | 00:51 | have got your cell selected, click
Insert, move down to Fill and here you will
| | 00:56 | have two options, to Fill Down or Up.
| | 01:01 | Fill Down is going take the top value
and fill the other cells down bellow with
| | 01:06 | that same formula. Fill Up would take
anything in the last cell of the bottom
| | 01:11 | and replace all of the previous cells
with that content. In this case, we want
| | 01:16 | to Fill Down. When you click Fill
Down you will notice that the formula is
| | 01:21 | actually copied down to the remaining
cells and it's automatically updated to
| | 01:26 | use the values in that row. This
is known as relative addressing.
| | 01:31 | Now, Auto-fill is also good at picking
up patterns including numeric patterns.
| | 01:35 | Let's say we want to use the first
column here to number each of the rows in
| | 01:40 | our table. So we could click first in
cell A2 and type in 1. With a numeric
| | 01:46 | pattern you need to have at least two
cells, so I'll press Return and type in
| | 01:51 | 2. Now we could press Return and
continue with the remaining rows or we can use
| | 01:55 | Auto-fill. Let's select cells A2 and
A3 with both of those selected now,
| | 02:01 | Numbers is picking up the
pattern, the increment is 1.
| | 02:05 | Another way to use Auto-fill is to use
the Auto-fill Handle that appears in the
| | 02:09 | bottom right corner of selected cells.
When you see the + sign appear, you are
| | 02:13 | safe to click and drag down and you
will notice automatically each of the cells
| | 02:18 | is incremented by 1, Numbers
'09 is picked up the pattern.
| | 02:23 | Now when we deselect our table, we can
see the row numbers as we have entered
| | 02:28 | them in that first column. Let's
explore some other options. This time though
| | 02:32 | we'll use our Utility Costs sheet and
we'll go to the Utility Costs by Month table.
| | 02:37 | Here, in the top row we don't
see any labels. As I mentioned Numbers '09
| | 02:43 | is good at picking up patterns with
Auto-fill, so let's click the cell, which
| | 02:47 | is actually in column B, row 1.
| | 02:50 | Let's type in Monday, using the Auto-
fill Handle we only need to enter data in
| | 02:57 | a single cell when using text,
let's drag across and notice that it's
| | 03:01 | automatically filling in the days of
the week for us. That's not really what we
| | 03:05 | want, so let's move all the way back,
still holding down our mouse button and
| | 03:10 | release at cell B1. Let's type in
January. Now when we use our Auto-fill Handle
| | 03:17 | to drag across the top row, you can
see each of the months in the year is
| | 03:23 | filling in those cells. We could also
use short forms, such as Jan, Feb, and
| | 03:29 | Mar and Auto-fill will
definitely pick up those patterns as well.
| | 03:33 | Let's deselect our table by clicking
anywhere on the canvas. Well, as you
| | 03:37 | continue to experiment with Auto-
filling, keep in mind this feature does not
| | 03:41 | setup an ongoing relationship among
the cells in the group. So after using
| | 03:45 | Auto-fill you can change the
cells independently of each other.
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| Working with table cells| 00:00 | You can manipulate cells in a Numbers
'09 table to better organize your data.
| | 00:04 | This can be done by splitting cells,
merging cells together, even adding
| | 00:09 | comments. Let's start with splitting
cells using this Current Listings table.
| | 00:13 | It would appear some of the cells have
already been split. Let's do the rest.
| | 00:18 | First we need to select the cells.
Click and drag from the first address that
| | 00:22 | appears in it's own cell, all the way
down to the bottom row. This is cell A5,
| | 00:27 | all the way down to A15.
| | 00:29 | Now we have a choice to make. Click
Table where you will find two options for
| | 00:34 | slitting, Split into Rows and Split
into Columns. Splitting into rows will
| | 00:39 | split our cells horizontally.
We want to split them vertically into
| | 00:43 | columns, so choose Split into Columns.
Now it's just a matter of taking some of
| | 00:48 | the content from our cells in the A
column and moving that over into the B column.
| | 00:58 | The opposite of splitting is merging.
Let's merge the two cells above our
| | 01:02 | addresses to make this look cleaner.
We'll select cells A2 to B2 and we can
| | 01:08 | merge from the Table menu as well. This
time choose Merge Cells. The two cells
| | 01:13 | become one and the label which was
centered is now centered would appears to be
| | 01:17 | across two columns down below.
| | 01:20 | Let's repeat this using a different
method for our top row. In this case
| | 01:23 | we want to select all the cells in the
top row and this time we'll use the Table
| | 01:29 | Inspector, click the Inspector
button on the Toolbar make sure the Table
| | 01:32 | Inspector is selected, down below you will
find a section for Merging and Splitting.
| | 01:37 | Here you will find two buttons for
splitting vertically and horizontally, as
| | 01:41 | well as a Merge button. Click the
Merge button to merge all of these cells
| | 01:45 | together into one. The title appears
centered across the entire table now.
| | 01:50 | Let's close the Table Inspector and deselect
the table to get a better look at the end result.
| | 01:56 | Now one other useful option when
working with cell data is to add comments but
| | 02:00 | to add them without affecting the cell
contents themselves. In this case
| | 02:05 | you can attach comments to a cell that you
select. Let's go to one of our addresses
| | 02:10 | in this table and now we'll insert a
comment. That can be done from the Insert
| | 02:14 | menu or from the Toolbar. Click the
Comment button and a brand new comment will
| | 02:19 | appear attached to the cell that was
selected. All you need to do now is type
| | 02:24 | in your comment. Let's type Sale Pending.
| | 02:28 | There are two buttons that appear on
the top corners of your note. In the top
| | 02:31 | left, a Minimize button, which will
hide the comment. In the right hand side,
| | 02:36 | a Delete button to remove the comment.
Another option for hiding your comments is
| | 02:41 | to use the View menu or the View
button on the Toolbar. Click the View button
| | 02:45 | and choose Hide Comments. You will
notice cells with a triangle in the top
| | 02:50 | right corner are the cells containing comments.
| | 02:53 | To bring those back, use the View
menu or the View button and choose Show Comments.
| | 02:58 | When you are done with your
comments, you can delete them by clicking
| | 03:02 | the Delete button in the top right corner.
| | 03:05 | So although tables consist of rows and
columns when inserted into a sheet,
| | 03:09 | you can always use Splitting and Merging
to change their appearance and adding
| | 03:13 | comments allows you to take
notes without affecting cell content.
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| Using table categories| 00:00 | Numbers '09 includes a new feature
called table categories. With categories,
| | 00:05 | you can organize group table data
into rows. So let's create some table
| | 00:09 | categories using our Milea
Listings and Prospects spreadsheet.
| | 00:12 | We will begin with the table on the
Prospect Mailing List sheet. To create
| | 00:17 | categories in the table, we first need
to click anywhere inside the table. Now,
| | 00:22 | there are a number of different ways to
create categories. One option is to do
| | 00:26 | it manually by selecting the rows that
we want to include in a category.
| | 00:30 | For example, if we wanted to assign these
contacts to specific agents and create
| | 00:34 | categories for those agents, we don't have
that data already existing in this table.
| | 00:39 | So, let's select some rows. We'll
click and drag from row 6 down to 12.
| | 00:46 | Let's say this group of contacts belongs
to a specific agent. Now you will notice
| | 00:50 | when we move to the different row
numbers, a reference tab appears.
| | 00:54 | We can click that triangle to display the
pop-up menu and from there, choose Create
| | 01:00 | Category from Selected Rows.
| | 01:02 | When we do this not only is a
category created for our selected rows, but
| | 01:07 | automatically categories were created
for the rows above and below as well.
| | 01:11 | Now to rename these, we simply click the
cell containing the new category name.
| | 01:15 | In this case, Item 2 in cell A7, we can
type write over that. Let's type in Agent
| | 01:22 | Rivers. Now we can click any
other cell to lock that in.
| | 01:26 | Now if we only want to see those rows,
we can use a little triangles that
| | 01:30 | appear next to the other categories,
click to collapse those sections to focus
| | 01:36 | in on our new category called Agent
Rivers. We can bring those back by clicking
| | 01:40 | the same triangle at any time.
| | 01:42 | Now if you have got a group of
records that are already together, you don't
| | 01:47 | need to select the rows first to create
a new category. Let's say the last four
| | 01:51 | contacts belong to a fourth agent. Well,
in this case we'll click in the first
| | 01:56 | row of those last four which happens
to be row 22, right on the reference tab
| | 02:01 | button and from the pop-up menu,
choose Insert Category, a new category is
| | 02:06 | created. You can see it's
automatically numbered. The next available was Item
| | 02:10 | 2, the one we changed the name from.
And down below, we have got them grouped
| | 02:14 | together of course. Renaming each of these
categories would be important as a next step.
| | 02:19 | So that's creating categories manually
when you don't have existing data.
| | 02:24 | But another option is to let Numbers
automatically create the categories based on
| | 02:28 | values that appear in one of the
columns. Let's click the Sales Data sheet.
| | 02:33 | We'll click the little arrow to the
left to display the different tables.
| | 02:37 | The table we are going to work with is our
2006-2008 Sales Data numbers here, right
| | 02:43 | at the top. So we'll click
anywhere inside that table.
| | 02:46 | Now let's say we want to group these
and categorize them by the City. You will
| | 02:51 | notice that the City column already
contains the names of the various cities here.
| | 02:55 | So, what we'll do is let Numbers
take care of this for us by clicking the
| | 02:59 | Reorganize button on the Toolbar. At
the bottom of the Reorganize window, you
| | 03:05 | will see you have the ability to
insert categories from a column.
| | 03:09 | So we'll click the Choose a column
button and we are going to select the City.
| | 03:15 | Automatically in the background, you
can see new categories were created for
| | 03:19 | each of the cities, new rows inserted,
containing the names of those cities.
| | 03:24 | It's using unique values in each of
the cells to create a new category.
| | 03:29 | Unique values does appear next to our City button.
| | 03:32 | We can also create sub-categories.
For example, if we wanted to create a
| | 03:36 | sub-category for each of the zip codes
in those cities, we could click the plus
| | 03:41 | sign and choose the column. In this
case, our Zip Code column. Right away you
| | 03:47 | will see under Golden, we have got a
couple of different zip codes. Of course,
| | 03:52 | we may want to reformat these cells,
changing fonts, sizes, and appearances as
| | 03:57 | needed. When you want to remove
a category, click the minus sign.
| | 04:02 | Let's close our Reorganize window and click
anywhere on the canvas to see the end result.
| | 04:09 | So when you need to organize and group
your data in the categories, let Numbers '09
| | 04:14 | reorganize your tables for
you using the new category feature.
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| Reorganizing table data| 00:00 | Numbers provides a number of tools to
help you reorganize data in a table.
| | 00:05 | Let's check out the Sorting and
Filtering options available in Numbers '09
| | 00:09 | using our 2006-2008 Sales Data.
| | 00:12 | Now the first step is to select the
table. To do that, you can click anywhere
| | 00:17 | in the table itself or select it from
the Sheets pane. You will notice this
| | 00:22 | table has already been
organized using Categories.
| | 00:26 | But what if we wanted to view
listings of Condos only in a particular price
| | 00:30 | range and we wanted to view the
results in ascending or descending order?
| | 00:35 | No problem. With the table selected,
click the Reorganize button. From here,
| | 00:41 | you will notice two additional sections aside
from Categories for Filtering and Sorting.
| | 00:46 | We will start with Filtering. To show
Condos only, we need to choose the Type
| | 00:51 | column and have it display Condo. So
in the Filter section, click the button
| | 00:57 | currently showing Choose a column and
select Type. Next for the criteria,
| | 01:04 | we want it to be Condo so IS, which
is the default, is perfect. In the empty
| | 01:10 | field, we'll type condo.
This is case insensitive.
| | 01:14 | Now, if we wanted to add an additional
filter criteria for that price range,
| | 01:19 | we click the plus sign. Instantaneously,
you will notice the table is updated to
| | 01:24 | display only Condos in the Type column.
| | 01:28 | Let's add some additional criteria.
This time we are going to select the Price.
| | 01:36 | For the criteria, we could choose to
display values greater than and add
| | 01:40 | additional criteria to display values
that are less than, but in this case it's
| | 01:45 | easier to choose the is between option.
This gives us two fields where we can
| | 01:50 | type the low end and the high end of
our range. Let's type in 400000 and in the
| | 01:57 | upper range you can tab
or click and type 550000.
| | 02:03 | Now before we actually display
the results, all of our results will
| | 02:07 | automatically be sorted by Address in
descending order. To display the lower
| | 02:12 | values in the Price column then the
higher ones as we move down, we'll change
| | 02:17 | the Sort criteria as well.
| | 02:19 | First, we'll change the column from
Address to Price. Next, we'll choose
| | 02:25 | ascending and we do want to sort the
entire table. This is being updated as we
| | 02:32 | make our selections. But because of
the Categories, we are going to see the
| | 02:36 | Sorting take place in each category and
then start over for the next category.
| | 02:41 | If Categories are not important, we can
deselect the Categories check box.
| | 02:46 | This will display all of our results.
Check the Price column in ascending order for
| | 02:52 | Condos only. Notice the price range
as well is between 400000 and 550000.
| | 02:59 | So thanks to the Reorganize window,
we have the ability to view only the data
| | 03:03 | we need, sorted the way we want.
| | Collapse this transcript |
| Defining reusable tables| 00:00 | With Numbers '09, you can add your own
tables to the menu of predefined tables
| | 00:05 | that appear when you click the Tables
button on the Toolbar or click Table and
| | 00:10 | choose Insert from the menu bar. You
can select the table style and structure
| | 00:14 | of your choice. It can even contain
content such as header text, formulas and so on.
| | 00:19 | So let's create a reusable table from
the somewhat blank table appearing here
| | 00:22 | in our Milea Sales Data spreadsheet.
The first step is to make sure it's
| | 00:26 | structured the way we want and you see we have
already got the right number of rows and columns.
| | 00:31 | We have named this table Realtor
Comparison. We have got header rows and
| | 00:36 | columns, even footer rows across the
bottom. Let's add any additional content
| | 00:40 | we might want appearing in
this table every time we use it.
| | 00:43 | For example, we'll click in the very
top row and add a title; let's type in
| | 00:49 | Local Realtors. Any other data we want
appearing in this table every time we
| | 00:54 | use it so we don't have to
type it in, it can be added.
| | 00:57 | Let's go over to cell A3 and here is
where the types of properties are going to
| | 01:01 | appear, so let's add them now.
So we don't have to later.
| | 01:04 | Type in Single Family for the first type.
Click in the next cell, here is where
| | 01:09 | we are going to add Condos. Two more, we'll
type in Lots and Commercial for the last type.
| | 01:18 | Now, you will also notice across the
bottom here we have formulas in column B,
| | 01:22 | but we don't have them showing up in
the rest of the column, so we'll click in
| | 01:26 | Cell B7, move down to the fill handle
when we see the black plus sign. Click,
| | 01:32 | then drag across to copy the
formula or all the way across to column E.
| | 01:36 | We will do the same for the average.
Right now, we see a warning symbol because
| | 01:40 | averages can't be calculated using zeros.
That's okay. Once we get real numbers
| | 01:45 | in here, these formulas will work. So
I'll click in cell B8, move down to the
| | 01:49 | fill handle and copy
this formula across as well.
| | 01:54 | Let's deselect the table by clicking
in the canvas to see the end result.
| | 01:58 | Now this is the table that we want to be
able to insert into multiple spreadsheets
| | 02:02 | as opposed to recreating at each time. So all
we need to do now is add it to our Tables menu.
| | 02:08 | To do that, we first need to select
the table, you can click anywhere in the
| | 02:12 | table or click the name of the table
here in the Sheets pane and with the table
| | 02:16 | selected, we'll go to the menu bar,
click Format, move down to Advanced and
| | 02:22 | capture this table and when you click
Capture Table, a dialog appears; you will
| | 02:28 | see the name of the table
appearing here at the top.
| | 02:31 | Now this might be too specific. If
we just want to use this table for
| | 02:34 | comparisons, we can change the name.
You can type a new name or in this case,
| | 02:39 | click just before the C in
Comparison and take out the word the Realtor.
| | 02:43 | The next choice is do we always want
this table to look the way it is right now
| | 02:48 | or do we want it to change and use the default
style from the spreadsheet that we are working in.
| | 02:54 | Let's have it always Use the default
style, so it looks like the other tables
| | 02:59 | in the sheet. Click OK and you
have now added it to your menu.
| | 03:04 | Let's test this out. We'll click the
Comparisons sheet, which does use a
| | 03:08 | different style and now we'll click
the Tables button on the Toolbar and you
| | 03:12 | will notice a new one at
the bottom called Comparison.
| | 03:15 | When we click Comparison, the table
gets added and notice the formatting and
| | 03:20 | style has changed to the default for
this particular sheet. Now it's just a
| | 03:24 | matter of adding in the numbers.
| | 03:26 | When you are done, deselect by clicking
the canvas. That's beautiful. So thanks
| | 03:31 | to the ability to create a reusable
table, we'll never have to create this type
| | 03:36 | of table from scratch again.
| | Collapse this transcript |
| Copying tables | 00:00 | Tables in Numbers '09 can be copied and
pasted between sheets, spreadsheets and
| | 00:04 | even between the other applications in the
iWork '09 suite such as Pages and Keynote.
| | 00:09 | We will start with a spreadsheet that's
under construction for 2009. Instead of
| | 00:14 | creating a new table from scratch down
below, we can save some time and effort
| | 00:18 | by copying an existing table from another
spreadsheet and pasting it into our new spreadsheet.
| | 00:25 | The old spreadsheet is called Energy
Saving Plan. Here we have a table called
| | 00:29 | Utility Costs by Type.
Note the style and formatting.
| | 00:33 | The first step to copying this table is
to select it. By clicking Utility Costs
| | 00:38 | by Type in the Sheets pane,
you would be selecting the entire table.
| | 00:42 | Now we need to copy it. This can be done from the
Edit menu or from the keyboard using Command+C.
| | 00:49 | Once copied, we are ready to paste. So
we'll move over to our new spreadsheet
| | 00:54 | Energy Saving 2009 and click the Edit
menu. Notice we can Paste or Paste and
| | 01:01 | Match Style. Paste will paste the
table the way it appears. Paste and Match
| | 01:05 | Style will apply the style that's
defaulted for our current sheet so that it
| | 01:10 | looks like the other table on our spreadsheet.
| | 01:13 | Choose Paste and Match Style and
Utility Cost by Type to paste it into the new
| | 01:19 | spreadsheet. Now we can also copy
tables from other applications such as Keynote
| | 01:25 | or Pages. If you have got a table in
either of those applications, you can
| | 01:29 | again save time and effort
by bringing it into Numbers.
| | 01:32 | So let's go back to our Energy Saving
Plan spreadsheet and click the Energy
| | 01:37 | Savers sheet. Here we have got some
content but we don't have a table.
| | 01:42 | We'll get that table from a Pages document.
You can use Alt+Tab or launch Pages
| | 01:48 | using the Energy Saving Report document.
We'll move down to Page 2. Now here we
| | 01:54 | find a table using its own formatting and
the first step again is to select the table.
| | 02:00 | Click once to select the table and you
will see the handles appearing around
| | 02:04 | the outside. Again, you can use Command+C from
the keyboard or choose Copy from the Edit menu.
| | 02:12 | Now we'll switch back to our spreadsheet.
We are ready to paste. Now, it would
| | 02:16 | be best if the table took on the
formatting and style of our current
| | 02:20 | spreadsheet as opposed to the formatting
that was applied in the Pages document.
| | 02:25 | So when we click Edit, we'll be sure
to choose Paste and Match Style.
| | 02:30 | This pastes the table and restyles it to
match our current sheet. You can deselect
| | 02:36 | the table by clicking anywhere on the canvas.
| | 02:39 | So that was simple. Just think of the
time and effort you can save by copying
| | 02:42 | tables between your existing spreadsheets
or even between the other iWork '09 applications.
| | Collapse this transcript |
| Using Address Book data| 00:00 | If you use Address Book on your Mac,
you can insert data from Address Book
| | 00:04 | fields into Numbers tables. We'll work
with this version of our Milea Listing
| | 00:09 | and Prospect spreadsheet. Currently
we don't have a single table on our
| | 00:13 | Prospect Mailing List sheet, but we
can create a new table using fields that
| | 00:18 | are used in Address Book, or even
better, we can create a new table from an
| | 00:22 | Address Book or even a single
card in our Address Book application.
| | 00:27 | For example, if you have Group setup,
you can simply click-and-drag the group
| | 00:32 | from Address Book onto the sheet and
let it go. A table will be created with
| | 00:39 | the fields used in Address Book. Now
when we click inside the table, you will
| | 00:44 | notice that the column headers indicate
that some of the columns are hidden, of
| | 00:49 | course, we can change that. Click
Table and choose Unhide All Columns.
| | 00:53 | This will display all of the columns that
are used in Address Book, whether there is
| | 00:59 | content in them or not.
| | 01:01 | And of course, you can select columns
to either hide them or get rid of them
| | 01:06 | altogether. With a group of columns
selected, click any of the drop-down
| | 01:10 | buttons and choose either
Delete or Hide Selected Columns.
| | 01:17 | And once you have got your table created,
you can get additional addresses and
| | 01:21 | bring them into the table. Let's go
back to Address Book. If you've got a
| | 01:26 | single card, for example, if we click
a different group and want to drag the
| | 01:30 | contact into our table, we simply click-
and-drag. Once the table is highlighted
| | 01:35 | with that blue border,
release and the new record is added.
| | 01:39 | If you have got a vCard that was
sent to you, you could do the exact same
| | 01:42 | thing, drag it into the table and a new
record is added. When we are done with
| | 01:46 | the Address Book, we'll simply close
it up and now when you need to create a
| | 01:51 | table in the Numbers spreadsheet and
the data already exists in Address Book or
| | 01:56 | a vCard someone has sent you, remember
you can drag it over to Numbers to
| | 02:00 | either create a new table
or add to an existing table.
| | Collapse this transcript |
|
|
4. Working with Table StylesUsing table styles| 00:00 | The easiest way to change the appearance
of a table is to apply a table style to it.
| | 00:04 | Numbers provides a number of
built-in table styles to help you ensure
| | 00:08 | that tables are consistently formatted.
| | 00:11 | We'll begin by examining the table
styles used in the two tables here in our
| | 00:16 | Running Club Data spreadsheet. The
easiest way to do that is to select the
| | 00:20 | table first. Let's click Distance Run
in the Sheets pane. Notice down below in
| | 00:25 | the Styles pane, Ledger is highlighted. This is
the table style already applied to this table.
| | 00:32 | When we select the other table, Table
2, we notice the basic style has been
| | 00:36 | applied to this table. Now to apply a
different style, we simply click the
| | 00:42 | Style in the Styles pane. You may want
to adjust this pane to view all of the
| | 00:47 | styles available. Let's select the
same style used in our Distance Run table.
| | 00:53 | That one is called Ledger. Click
Ledger and that style is applied to Table 2.
| | 00:59 | Deselect the table by clicking on the
canvas to see the end result better.
| | 01:03 | Now a table style predefines the
following attributes: the table background and
| | 01:09 | its opacity, which we can see in some
of the cells here in the table. Also the
| | 01:14 | stroke, color and opacity of the
outside border of body cells and the outside
| | 01:19 | borders of the header row, header
column, and footer rows, if your table has them.
| | 01:23 | And the background and the
text attributes of table cells are also
| | 01:27 | adjusted including header and footer cells.
| | 01:31 | Now let's say we want to apply a
different style altogether to both of these
| | 01:35 | tables at the same time. The easiest
way to do this is to drag the desired
| | 01:39 | style to the sheets name in the Sheets pane.
| | 01:43 | So, for example, if we wanted to
try the one called Teams, we simply
| | 01:47 | click-and-drag it to the name of the
sheet Running Club Record and release.
| | 01:52 | Notice the style is
applied to both of these tables.
| | 01:56 | So thanks to the predefined table
styles in Numbers, you can quickly enhance
| | 02:00 | the appearance of tables with
a click of the mouse button.
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| Overriding table styles| 00:00 | After applying a table style to a table,
you can change any of the formatting
| | 00:04 | defined by the style. For example, if
we wanted to change the header row in our
| | 00:09 | Distance Run table. First, we would
select those cells, all of the cells in the
| | 00:14 | top row, and then let's start making
some changes to the attributes of these cells.
| | 00:19 | We'll start with the Fill.
Click the Fill button on the Format Bar and
| | 00:23 | let's choose Black.
| | 00:24 | Next we'll make some changes to the
border around the outside of the cells that
| | 00:28 | are selected. First we'll go to the
Format Bar and click the Borders button and
| | 00:33 | choose Outside Edges. Now we can make
changes such as the type of line, we'll
| | 00:38 | choose Solid. We'll change it to a
little bit thicker, try 3 points and we can
| | 00:44 | change the color of our border as well,
click the Color button and let's choose
| | 00:49 | a nice light green.
| | 00:50 | To really see this changes, let's
deselect our table by clicking the canvas
| | 00:54 | anywhere. So the changes we just made
are called Overrides. If we later assign
| | 00:59 | a different style to this table, we
can choose to keep or remove any of the
| | 01:03 | overrides we created.
| | 01:05 | For example, we'll select the table
from the Sheets pane, Distance Run and
| | 01:09 | apply the Beige style. When we click
Beige in the Styles pane, look what
| | 01:14 | happens. It's applied to all of the
table except for the attributes we changed
| | 01:19 | in this header row. This doesn't look
very good. We might want to apply the
| | 01:23 | style and clear any of the overrides
simultaneously. In this case, we click the
| | 01:29 | arrow to the right of the Beige style
and choose Clear and Apply Style.
| | 01:34 | This applies the Beige style and clears
any overrides we created earlier.
| | 01:38 | So, although we can quickly change
the appearance of table using styles,
| | 01:42 | it's important to know we can also
override the styles formatting and then choose
| | 01:46 | to keep or clear those
overrides when applying new styles.
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| Redefining a table's style| 00:00 | You can change your table's
appearance by modifying the attributes of the
| | 00:03 | table's style but you can then redefine
the style with those changes and all of
| | 00:08 | the tables in the spreadsheet that
used that style will also be updated to
| | 00:12 | reflect the changes. That's aside from any
overrides that might have been applied of course.
| | 00:17 | Let's work with the three tables that
appear here on our Sales Data sheet.
| | 00:21 | We'll make some changes to one of the
table. So first, we'll move to the Sheets
| | 00:25 | pane and select the 2006 - 2008 Sales
Data table. With our table selected,
| | 00:31 | we can start making changes.
| | 00:33 | Let's say we want to use a different
font throughout the table. So with the
| | 00:36 | entire table selected, we'll click
the Font button on the Format Bar, let's
| | 00:41 | change it to Arial. Type the letter A
on your keyboard to move quickly to the
| | 00:45 | fonts beginning with the letter A and
click Arial. Now all of the contents
| | 00:50 | throughout this table use the Arial font.
| | 00:53 | Now we are going to make a change to
a portion of our table. Let's use the
| | 00:57 | header column. Here we see a beige
background. We'll click and drag from the
| | 01:01 | first cell in the column header all
the way down to the last one, and with
| | 01:06 | those cell selected we'll change the
Fill to Black. We can also use the Format
| | 01:10 | Bar for that. Click the Fill button
and choose Black from the list of color
| | 01:15 | swatches. You can see how that stands out.
| | 01:19 | Now let's say we want to turn off the
alternating row colors we see throughout
| | 01:22 | this table. In that case, we'll need
the Table Inspector. Click the Inspector
| | 01:26 | button, make sure the Table Inspector
is selected and down at the bottom where
| | 01:30 | we see Alternating Row Color, we'll
deselect that checkbox. The alternating
| | 01:35 | colors disappear from our table. So we
can close our Table Inspector and let's
| | 01:41 | deselect the table by clicking on
the canvas to see those changes.
| | 01:45 | All right, so far we've been
overriding the attributes of the table style.
| | 01:49 | In this case, you can see when we select
the table again the style being used is
| | 01:54 | called Connor Real Estate. This is a style
that was created specifically for the spreadsheet.
| | 01:59 | Now if we want to redefine this style,
we'll click the arrow to the right of
| | 02:03 | the name, choose Redefine Style from
Table and watch what happens to the other
| | 02:08 | tables that used the Connor Real
Estate style. You can see they are updated
| | 02:13 | with those changes as well. The fonts
are changed, the column header changes
| | 02:18 | its background color and you can see
the alternating row colors also disappear
| | 02:22 | from those other tables. We've just
redefined the style. That's how we change
| | 02:27 | the table style attributes in Numbers '09.
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| Copying and pasting table styles| 00:00 | You can change a table's appearance by
copying and pasting table styles and
| | 00:04 | table cell styles. For example, if we
wanted to borrow the table style
| | 00:08 | used for a group of cells in our table
called Utility Costs by Type and paste
| | 00:13 | the style into a group of cells in our
Utility Costs by Month, we first select
| | 00:18 | the cell or group of cells
containing the style we want to copy.
| | 00:22 | Let's click on the year 2007 in our
Utility Costs by Type table and now to
| | 00:27 | copy the style, click Format and choose
Copy Style. Notice there is a keyboard
| | 00:32 | shortcut for this as well. With it
copied now we have to select the cell or
| | 00:37 | group of cells that we want to copy the
style to. In this case, both years 2007
| | 00:42 | and 2008 in our Utility Costs by Month
table and we click Format and paste the Style.
| | 00:48 | So we are not changing the data
even though the data is the same. We are
| | 00:52 | just copying the style from one cell to
another group of cells in a different table.
| | 00:57 | Now we also have the ability to copy
the style for an entire table and apply it
| | 01:02 | to another table, even if it's in
another spreadsheet that doesn't have that
| | 01:06 | style available. For example, let's
select our Utility Costs by Type table and
| | 01:12 | copy the style, which happens to be
called Utility Costs. It's a custom style.
| | 01:17 | We click Format and choose Copy Style.
| | 01:21 | Now we are going to switch to another
file. You may want to open this one up.
| | 01:26 | It's called Savings Calculator. Here
you can see it's got a very bland style.
| | 01:30 | When we select the table, click Format
and choose Paste Style, the style that
| | 01:36 | existed in our other spreadsheet that
does not exist here has just been applied
| | 01:42 | to our brand new table in this spreadsheet.
| | 01:45 | Another thing you can do when copying
tables is choose whether or not you want
| | 01:49 | to keep the style that exists in the
table, or have the default style from the
| | 01:54 | destination spreadsheet applied.
| | 01:57 | Let's move back to our Energy Savings
Plan and let's say we want to copy this
| | 02:03 | table called Utility Costs by Type to
another spreadsheet. With it selected
| | 02:07 | already we can click Edit this time
and choose Copy. Now to use this table in
| | 02:14 | our other spreadsheet, we'll switch
to it. Let's go to the Energy Saving Plan
| | 02:18 | 09 spreadsheet and click Edit and choose Paste.
| | 02:24 | Notice that Paste and Match Style is
what we would use to match the style of
| | 02:29 | our current spreadsheet. So to keep the
same style and leave this style behind
| | 02:35 | from the previous
spreadsheet we choose Match Style.
| | 02:38 | So because you have the ability to
copy and paste table styles, you'll never
| | 02:42 | have to recreate a style from scratch.
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| Creating, renaming, and deleting table styles| 00:00 | You can create your own table styles
by reformatting a table and saving the
| | 00:04 | formatting as a table style. Let's use
our Savings Calculator spreadsheet.
| | 00:09 | On the second sheet titled Potential
Savers, we have the table called Savers and
| | 00:14 | when we click that table to select it, you'll
notice it's using the Earthtone table style.
| | 00:20 | Let's move to the first sheet in our
spreadsheet called Total Savings Goal.
| | 00:24 | Here we find another table, it's named
Savings Calculator and when we select it,
| | 00:29 | you'll notice it's based on
the Blue Fill table style. But many
| | 00:34 | modifications have already been made to
the style of this table. Many overrides
| | 00:39 | already exist. Let's add one more,
let's click the cell containing our total
| | 00:43 | and center it from the Format Bar,
click the Center Alignment button. Now when
| | 00:48 | we deselect the table by clicking the canvas,
we can see the end result of our changes.
| | 00:54 | Now to create our own style from those
changes, first we select the table.
| | 00:59 | You can do that from the Sheets pane and
with our table selected, click the arrow
| | 01:04 | next to the table style name, Blue
Fill and choose Create New Style. Now it's
| | 01:11 | time to give our new style a name,
let's called it Blues because it's made up
| | 01:17 | of many different shades of blue, and
click OK. Our new style now appears at
| | 01:22 | the bottom of our Styles pane. We can
also change the height of our Styles pane
| | 01:27 | by clicking and dragging the separator.
| | 01:31 | Now we have the brand new style
available to apply to existing tables or new
| | 01:35 | tables that we create in our
spreadsheet. Let's go back to that other sheet
| | 01:39 | called Potential Savers. Click the
Savers table and now we'll go down to the
| | 01:45 | very bottom where we see Blues, click
the arrow so we can clear any overrides,
| | 01:50 | and apply the new style, click Clear
and Apply Style. Notice the new style is
| | 01:56 | apply to our table, and we are ready
to continue filling it up with content.
| | 02:00 | Let's deselect this table by
clicking the canvas anywhere.
| | 02:03 | Now if you don't like the name you
have chosen for a style, you can easily
| | 02:07 | rename it. Maybe Blues isn't the best
name for our brand new styles, since we
| | 02:11 | already have one called, Blue, Blue
Headers and so on. This might be one that
| | 02:16 | we use for calculating figure.
| | 02:18 | So let's move down to the very last
style, the brand new one called Blues.
| | 02:22 | We'll click the arrow and choose Rename
Style. From here you'll notice Blues is
| | 02:27 | selected. You can also double-click
the name to select it. You are ready to
| | 02:31 | type over. Let's type Calculator. When you
press Return, you've renamed your new table style.
| | 02:40 | Now if you decide you don't need a
table style, you can also delete it from the
| | 02:44 | Styles pane, just keep in mind that any
tables currently using that style will
| | 02:49 | have to be replaced with another table
style. So let's go back to our new style
| | 02:53 | now called Calculator, click
the arrow and choose Delete Style.
| | 02:58 | Notice at the top we do have tables
using this particular style. So we need to
| | 03:03 | choose a replacement style. We'll
click the button to see the existing styles
| | 03:07 | to choose from. Let's choose Blue Fill.
| | 03:11 | Now we can click Replace, which does
two things. It removes our new style and
| | 03:17 | replaces the table style that was being
used in those tables with the selected
| | 03:22 | Blue Fill table style. When we move
back to our first sheet, you'll notice that
| | 03:27 | the Blue Fill style has also been
applied to our Savings Calculator table.
| | 03:32 | So even though Numbers provides you
with a number of built-in table styles to
| | 03:36 | choose from, you can also
create your own to suit your needs.
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| Using the default table style| 00:00 | Every spreadsheet has a table style
that's designated as the default table style.
| | 00:04 | It's the table style that gets
applied to new tables when you add them.
| | 00:09 | But you can choose any table style to
be at the default, even a table style
| | 00:13 | that you have created.
| | 00:14 | Here in our Energy Saving Plan 09
spreadsheet, a new table style called Green
| | 00:19 | Blue Ledger was created. But if we
add a brand new table, click the Tables
| | 00:24 | button and choose Headers for example,
you'll notice it doesn't look like our
| | 00:28 | other table, which uses
the Green Blue Ledger style.
| | 00:32 | So let's change the default style to
our Green Blue Ledger style. First we'll
| | 00:37 | click Edit and Undo to remove the new table.
| | 00:41 | Now let's move into the Styles pane,
next to Green Blue Ledger. Click the button
| | 00:46 | and choose Set as Default Style for New Tables.
| | 00:50 | Now if we go up to the Tables button
in the Toolbar, and select a new table
| | 00:55 | such as Headers. Notice that the new
default table style has been applied.
| | 01:01 | It looks just like our other table above.
| | 01:03 | So by setting our own default table
style, we'll never need to take the extra
| | 01:08 | step of applying the style to
new tables in our spreadsheet.
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5. Using Formulas and FunctionsUsing formulas| 00:00 | A spreadsheet application like
Numbers '09 is all about performing
| | 00:03 | calculations. So let's explore some
of the shortcut techniques for adding
| | 00:07 | formulas that perform simple calculations.
| | 00:10 | We will use our Running Club Data
spreadsheet. And we'll start with something
| | 00:13 | called instant calculations. Let's say
we want to total up the kilometers for
| | 00:18 | each of the members in our Running Club
and display them in the Total Distance
| | 00:23 | row at the bottom of the table.
| | 00:25 | First we need to select the cells to
be used in the calculation. Let's start
| | 00:29 | with Emily. We'll click-and-drag
across those values. And now as we glance
| | 00:34 | through the bottom left corner of our
window under the Styles pane, we see some
| | 00:38 | quick calculations are being performed.
One of them is the Sum or Total, which is 626.
| | 00:45 | If you want to use one of these
calculations in your table, you simply drag it
| | 00:50 | from the bottom left corner to the
cell where you want to display the answer,
| | 00:54 | in this case B11, and release. And
there is our formula. Notice that it
| | 00:59 | highlights the numbers above. These are
the numbers being used in the calculation.
| | 01:04 | There's also a fill handle in the
bottom right corner. When you see the black
| | 01:08 | plus sign appear, click then drag
across to copy that formula to the other
| | 01:13 | empty cells all the way to column F.
| | 01:16 | Now we've got our formulas for our
total distance. Now another option is to use
| | 01:22 | a predefined quick formula. Let's say
for example, we wanted to total up the
| | 01:26 | values for January and in this case,
we would click-and-drag across those
| | 01:31 | values. This time use the Toolbar.
Click the Function button, where you'll see
| | 01:36 | some quick formulas, including a sum.
| | 01:39 | When you click Sum, look what happens.
Automatically, Numbers inserts the
| | 01:44 | answer and the formula into the next
cell to the right of our selected cells,
| | 01:49 | and there happens to be an empty cell there.
And with our formula added we can use
| | 01:53 | that fill handle to drag those
down to the empty rows in column G.
| | 02:00 | But what if you don't have an empty cell?
No problem. Numbers will add one for you.
| | 02:04 | Let's work with our second table
on our sheet. We'll select all of the
| | 02:09 | values under the Goal column.
| | 02:12 | Now with those selected to get a
quick total, we can go up to the Function
| | 02:16 | button and choose Sum. Watch what
happens. A brand new row is added to the
| | 02:21 | bottom, it's a footer row, you can tell
by the shading, and the answer appears
| | 02:26 | in the new empty cell under column C.
We'll deselect the table by clicking the
| | 02:31 | canvas to see the end result.
| | 02:33 | Now one neat thing is you can even
create a formula in one table that uses data
| | 02:37 | from another table. So here for example,
we want to display the totals for each
| | 02:42 | of the months. We have that data
above in the first table. So let's again,
| | 02:46 | select the cells for the January totals.
With those selected, we're going to go
| | 02:52 | back to the bottom left corner where we
see our Sum and this quick calculation
| | 02:57 | can be used in our second table.
| | 02:59 | We'll drag it to the January cell
under Total and release. Notice with this
| | 03:05 | cell selected, the answer is
displayed and the cells that are used for this
| | 03:09 | calculation are highlighted. We can
still use the fill handle in the second table.
| | 03:14 | We'll click-and-drag from the
bottom right corner of the cell,
| | 03:17 | all the way down to the September row
and if we click in any one of these cells,
| | 03:22 | you'll notice that it uses the
appropriate numbers for the right answer.
| | 03:26 | Let's deselect the table
again to see the end result.
| | 03:30 | Now if you need to remove a formula,
it's like removing any other cell data.
| | 03:33 | You just click in the cell and press
the Delete key on the keyboard. Just keep
| | 03:37 | in mind now when you need a basic
calculation in your table, these shortcut
| | 03:42 | techniques for adding formulas can
save you a lot of time and effort.
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| Using the Formula bar and Formula Editor| 00:00 | When you need more control over the
formulas you enter into a table, you can
| | 00:04 | use one of the formula tools to add
those formulas. We'll explore the Formula
| | 00:08 | Editor and the Formula Bar using
our Running Club Data spreadsheet.
| | 00:13 | We'll begin with the Formula Editor in
table 2. Here we need to calculate the
| | 00:18 | difference between the Total kilometers
and the Goal for each month. So first,
| | 00:23 | we click the cell where the formula
needs to be entered, in this case, cell D2.
| | 00:28 | Now to access the Formula Editor we
have a number of different options. You can
| | 00:32 | go through the Insert menu, select
Function and Formula Editor. It's also
| | 00:36 | available through the Function button
on the Toolbar or the easiest way to
| | 00:41 | access the Formula Editor is to
type the Equal sign on the keyboard,
| | 00:45 | instantaneously the Formula Editor opens up.
| | 00:48 | Now this won't work though if your
cell is already formatted for text as
| | 00:53 | opposed to numbers or automatic. Now
for the Formula, what we really want is
| | 00:58 | the value of cell B2 minus the value
found in cell C2. So we can type that out
| | 01:06 | or we can select the cells.
| | 01:08 | If the Formula Editor is in the way,
move to the left side, when the hand
| | 01:12 | appears, click and then drag it out of
the way. So let's start with the first cell.
| | 01:16 | We'll click B2. Notice the label
is Total Jan. It's using the labels in
| | 01:22 | our table to create that range.
| | 01:25 | Now for the operator, the Plus sign on
your keyboard is used for addition, the
| | 01:30 | Slash for division, the Asterisk for
multiplication and the Dash for the minus sign.
| | 01:35 | Here we want to subtract
whatever is in cell C2. So we could type C2 or
| | 01:41 | we could click the cell and
it's automatically inserted for us.
| | 01:44 | To accept this formula, we can press
Return on the keyboard or click the Accept
| | 01:49 | button in the Formula Editor. Notice
the difference appears in that cell.
| | 01:54 | Now we can copy this formula, using the
fill handle in the bottom right corner,
| | 01:59 | click and then drag it all the way down.
And we see the end result for each of
| | 02:03 | the months in our table.
| | 02:04 | Deselect the table by clicking the
canvas anywhere. Let's try this again, but
| | 02:09 | using the Formula Bar this time.
And we'll use our Distance Run table.
| | 02:14 | Let's click so G11, where we want to total
up the total distance run for each of the
| | 02:20 | members in our Running Club.
| | 02:22 | This time when we type the Equal sign,
we'll focus our attention at the top of
| | 02:26 | our screen, just below the Toolbar
where the Formula Bar now appears.
| | 02:31 | Notice the buttons, as well as, an area
for us to start typing in our formula.
| | 02:35 | We'll click next to the Equal sign
that already appears there.
| | 02:39 | Now we can start adding Functions or
typing in our Formulas, selecting cells.
| | 02:43 | In this case, we want a range of cells.
So let's select the range, which is
| | 02:48 | B11, click and then drag across, we
should go all the way to F11. But let's
| | 02:53 | stop short at E11. The range now appears in
both the Formula Editor and on the Formula Bar.
| | 03:00 | We can press Return to accept this or
click the Accept button. And there is our
| | 03:05 | answer. With our cell selected, you can
see that the cells used in this formula
| | 03:10 | are shaded and we are missing one.
| | 03:13 | So to edit a formula, double-click the
cell containing the answer, this opens
| | 03:19 | up the Formula Editor as well as the
Formula Bar and now we can select the
| | 03:23 | range with one click. With the range
selected we see a handle in the bottom
| | 03:28 | right corner, when we move to it
and the black plus sign appears,
| | 03:32 | click-and-drag over one more cell and
we can accept that by pressing Return or
| | 03:37 | clicking Accept. Now we have the right answer.
| | 03:42 | So if writing and editing your own
formulas is what you want to do, the Formula
| | 03:46 | Editor and the Formula Bar are two
useful tools you can use to accomplish this.
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| Using cell references| 00:00 | When copying formulas it's important
to understand the difference between
| | 00:03 | Relative and Absolute addresses. We'll
start with our Utility Costs by Month table.
| | 00:09 | Here we see a formula calculating
the percent increase from one year to
| | 00:13 | the next for our January column.
| | 00:16 | When we click that cell, we can see the
formula in the Formula Bar is using the
| | 00:21 | values in the January column. Now if we
use the Fill Handle in the bottom right
| | 00:26 | corner of this cell and drag across to
the right, we can copy the formula to
| | 00:31 | the remaining cells.
| | 00:33 | But notice the values come out
different for each column. If we were to click
| | 00:37 | for example cell F4 and look at the
Formula Bar, it's using the values in the
| | 00:42 | May column. Same goes for June, July
and the other months of the year. This is
| | 00:48 | known as Relative Addressing. Numbers
is smart enough to use the cells in the
| | 00:52 | column where the formula is getting copied to.
| | 00:55 | But on occasion, you do not want to
use Relative cell addresses. For example,
| | 01:00 | in our Utility Costs by Type table,
here we have a column, which will calculate
| | 01:04 | the Total in U.S. Dollars. Let's click
cell F2. In this case, the formula is
| | 01:10 | going to be the Total multiplied by the
Exchange Rate. So we'll start with an =
| | 01:15 | sign, click the Total for 2007 and
multiply that which is the asterisk by the
| | 01:22 | value that appears in another table in cell B1.
| | 01:26 | Notice it's called Table 19 in this
case and the formula is going to be
| | 01:31 | whatever is in the Total 2007 cell
multiplied by that Rate. When we accept
| | 01:38 | this, we see the end result. Now if we
use the Fill Handle to copy this formula
| | 01:42 | down, let's see what happens. We don't
see an actual answer. Instead we see a
| | 01:48 | little marker representing some kind of error.
| | 01:51 | We can click either one of those
markers to view the error itself. Table 19::B2
| | 01:58 | isn't a valid reference. There is no
cell B2. So Relative Addressing is trying
| | 02:04 | to happen here but it's not working.
So let's go back to cell F2.
| | 02:09 | In the Formula Bar, you can see we are going
to use the Total for 2007, multiplied by
| | 02:15 | the contents of B1 in Table 19.
| | 02:17 | That's right, but we can make it
Absolute. So when we copy this it will always
| | 02:23 | use the cell B1 of Table 19, by
clicking the Drop-down arrow to the right and
| | 02:28 | choosing one of the Absolute options.
Notice the checkmark next to Relative
| | 02:33 | indicates it's the default. So we can
use both the row and the column, in this
| | 02:37 | case the cell that we want to use or
we can freeze on a particular row or
| | 02:42 | column. In this case, we want to use both.
| | 02:44 | So click the second the option, which
is Absolute Row and Column. This rewrites
| | 02:49 | our formula to include the dollar signs
around the B and the 1, and now when we
| | 02:54 | accept this, the same answer appears
but when we go to copy it, click-and-drag,
| | 03:01 | we get actual answers.
| | 03:03 | For example, if we click cell F4 and
look at our Formula Bar, it's using cell
| | 03:08 | B1 of Table 19. Let's deselect the
table by clicking the canvas. So Relative
| | 03:15 | Addressing is the default when copying
formulas but when you need to use the
| | 03:19 | values in a row, column or even cell,
remember these Absolute address options.
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| Using functions| 00:00 | Although we can type functions
ourselves into the Formula Editor or Formula Bar,
| | 00:04 | the new Function Browser offers
a convenient and helpful way to add a
| | 00:09 | function to a formula. Let's use
our Energy Saving Plan spreadsheet.
| | 00:13 | On the Energy Saver sheet we have two
tables. The second table titled Count by
| | 00:18 | Yearly Savings is going to count the
number of energy savers based on yearly
| | 00:22 | savings amounts. So the first step is
to select the cell where we want to enter
| | 00:27 | the formula. In this case, cell C2
of our Count by Yearly Savings table.
| | 00:32 | Now to insert the function, we'll use
the Function Browser. We can access it a
| | 00:38 | number of different ways from the
View menu or from the Toolbar, click the
| | 00:41 | Function button and choose Show
Function Browser. This opens up the Function
| | 00:47 | Browser in its own window, this window
can be moved around. It can be resized
| | 00:52 | to display more or less information.
| | 00:54 | On the left-hand side you will see the
different Function categories, you can
| | 00:59 | choose from. And on the right-hand side,
the various functions that exist in
| | 01:04 | those categories. We know we need to
count the number of cells containing value.
| | 01:09 | So let's go to Statistical on
the left-hand side to see a list of actual
| | 01:15 | functions that exist in
the Statistical category.
| | 01:19 | As we scroll down, you will notice a
number of Count options. If we click the
| | 01:23 | first one called COUNT, we get a
description down below, a definition.
| | 01:28 | As we scroll down through this information,
we are going to see how we can use this
| | 01:32 | formula, Usage Notes, a number of
Examples on how we might use this and down
| | 01:38 | below Related Topics as well.
| | 01:41 | So we can get help directly from the
Function Browser. Well as we scroll up and
| | 01:46 | read about the Count Function, we
realize this won't allow us to use both in
| | 01:51 | array and a condition. So if we click
COUNTIF, we get a definition for that
| | 01:58 | Function and this appears to be the
one we want, where we get to use a
| | 02:02 | condition. Now to insert this
function, we can double-click it or with it
| | 02:07 | selected already, click Insert Function.
| | 02:10 | Notice it gets inserted into the cell,
the Formula Editor appears, also we see
| | 02:15 | this information on the Formula Bar.
Now it's a matter of replacing those
| | 02:20 | placeholders. We'll start with test-
array. When we select it, it's highlighted
| | 02:26 | and as we leave our mouse over the test
-array placeholder, we'll see a little
| | 02:30 | bit of information.
| | 02:31 | The collection containing the values
to be tested. Well in that case, we want
| | 02:35 | to select the range of cells in our
List of Energy Savers table. Let's move the
| | 02:40 | Function Browser out of the way, so we
can see the Yearly Savings, we'll select
| | 02:47 | all of those cells and they get placed
into the Placeholder. We are ready to
| | 02:52 | move on to the Condition now.
| | 02:54 | Click the Condition Placeholder to
select it. If you wish, you can hover over
| | 02:59 | that Placeholder to view a little
information about the condition. In this
| | 03:03 | case, our condition is going to be
based on the dollar amounts from $0-100.
| | 03:10 | In other words, less than or equal to 100.
| | 03:12 | So we'll type that in double quotes. We
know that by viewing the information in
| | 03:18 | our Function Browser that we need to
place this between double quotes.
| | 03:24 | Check out some of the examples down below.
So with Condition selected, we'll type in
| | 03:30 | the first "<=100" and we are ready to
accept this formula. When we click the
| | 03:42 | Accept button, notice the answer is 13.
| | 03:45 | When you are done with the Function
Browser, you can close it the same way you
| | 03:49 | opened it or click the Close button in
the top left corner. And now we would
| | 03:54 | continue entering COUNTIF functions
for the remaining cells in this table.
| | 03:59 | But let's deselect the table by clicking the canvas.
| | 04:03 | Without the Function Browser we may
have experienced difficulty getting this
| | 04:06 | formula written. So use the Function
Browser whenever you need assistance using
| | 04:11 | the many functions available in Numbers '09.
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| Using Formula List view| 00:00 | To view a list of all the formulas in
a spreadsheet you can use the Formula
| | 00:04 | List View. Let's work with our Milea
Listings and Prospects spreadsheet, which
| | 00:08 | contains multiple sheets, multiple
tables and of course, multiple formulas.
| | 00:14 | If we need to locate a specific formula
containing a particular element,
| | 00:18 | the Formula List View can help.
| | 00:20 | To access it we can use the View menu
or click the Formula List button on the
| | 00:25 | Toolbar. This opens up the Formula List
window down below and we can change the
| | 00:29 | size of this window by dragging the
selection handle that appears in its top
| | 00:34 | right-hand corner. Let's drag it
upwards to create a larger window.
| | 00:38 | Now we'll move over to the left-hand
side, where we see the first column
| | 00:41 | titled, Location. This helps us to
identify the sheet, the table, even the cell
| | 00:47 | in which a formula is located. Now we
can use these little disclosure triangles
| | 00:52 | as well to focus in on a specific table or
specific sheet, even an area within that sheet.
| | 00:59 | In the Results column we see the
results for the formulas and in the Formula
| | 01:04 | column, we see the formula itself.
Now to identify the cell in a table
| | 01:09 | containing a formula, we can click the
Formula itself. For example, in cell B4
| | 01:14 | of our Property Type Sold table, here
in the Sales Data sheet, we see a zero.
| | 01:20 | If we click this formula to select it,
the cell is highlighted in the table above.
| | 01:25 | There is our zero
and this doesn't seem right.
| | 01:29 | So if we need to edit the Formula, we
can actually double-click in Formula List
| | 01:33 | View, double-click the selected formula
and the Formula Editor opens up.
| | 01:38 | Here's our problem, we've got the word Lots
when it should be the word Lot. So we'll
| | 01:42 | come in here, we'll take out the s
and accept that change by clicking the
| | 01:46 | Accept button and watch our
result change to the proper answer.
| | 01:50 | Now if we wanted to find all of the
formulas that use the word Lots, we can use
| | 01:56 | our Search field in the top right
corner of our Formula List window.
| | 02:00 | Click inside there, type in Lots and press
Return. Now only the formulas containing
| | 02:05 | the word Lots appear and there is a couple
more of them here that need to be changed.
| | 02:10 | We could edit them one at a time. But
you'll Notice we got access to Find and
| | 02:14 | Replace right from within the Formula
List window. So let's click this button.
| | 02:20 | You'll see, what we searched for last,
the word Lots and in the Replace field
| | 02:24 | here we're going to type in the word
Lot. Click Replace All to replace all of
| | 02:30 | the formulas containing the word Lots
with the word Lot. And down below the
| | 02:35 | search results now show, no
formulas containing the word Lots.
| | 02:40 | So we'll close Find & Replace. Now we
can click the X next to the word Lots in
| | 02:45 | our Search field to clear and display
all of the formulas again. Knowing that
| | 02:50 | we have fixed up any errors. When
you're done with Formula List View, you can
| | 02:54 | click the same button that
opened it up to close it up.
| | 02:58 | So remember the Formula List View when
you need quick and easy access to the
| | 03:02 | formulas in your spreadsheet.
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|
|
6. Working with ChartsAdding a chart| 00:00 | Charts can be an excellent way to
display numeric data in a graphical format.
| | 00:05 | This can make it easier to analyze
trends and comparisons. Let's work with our
| | 00:09 | Energy Saving Plan
spreadsheet on the Energy Savers sheet.
| | 00:12 | To create a chart from scratch, we
simply insert it either from the Insert
| | 00:16 | menu, where you will see a list of
chart names. Or if you prefer, click the
| | 00:22 | Charts button on the Toolbar to see a
list of chart icons representing the
| | 00:26 | different types of charts we can insert.
| | 00:29 | Let's select a two-dimensional Pie
Chart. Notice what happens here.
| | 00:34 | A table with sample data is added for us.
It's a simple matter now of editing that data.
| | 00:39 | Let's type in 22 for the year
2007 and press Return. And in cell A2,
| | 00:46 | we'll change it from Region 1 to West.
When you press Return that's updated as well.
| | 00:53 | We might also want to rename our
table and chart in the Sheets pane.
| | 00:56 | Double click the table name and type in West.
We can do the same for our chart, when
| | 01:03 | we press Return, notice the chart name
appears at the top of our chart and our
| | 01:08 | data is selected in our table. To
deselect everything, click anywhere on the
| | 01:12 | canvas to see the end result.
| | 01:14 | Now, if you already have data entered
into a table, you can use that data to
| | 01:19 | create a chart. Let's switch to our
Utility Costs sheet. Here we have two
| | 01:23 | tables containing data. Let's work
with our Utility Costs by Type. One option
| | 01:29 | is to select the table here in the Sheets
pane and use this data to create a chart.
| | 01:34 | Notice however that the different
types include a Total column. So in this
| | 01:40 | case, we might want to select the data
to be used in our chart first, so we'll
| | 01:44 | click and drag from the cell in the top
left corner across to the Water column
| | 01:49 | and down to the last row for 2009.
| | 01:52 | Now with our data selected, we can
click the Charts button, this time we'll
| | 01:57 | select a two-dimensional Column Chart.
When we do this, the chart appears using
| | 02:03 | the data we selected in our table. Of
course, we probably want to rename this
| | 02:07 | one as well. Double click the chart
name and type in Costs by Type.
| | 02:15 | When you press Return, that's updated in the chart.
| | 02:18 | Notice also that the Chart Inspector
opens up, in case we need to make any
| | 02:22 | changes to the chart properties. We
can close this up if we don't intend on
| | 02:26 | using it, and deselect our table and our
chart by clicking anywhere in the canvas.
| | 02:32 | So whether you use existing data in
the table or add your own on the fly,
| | 02:36 | inserting a chart can simplify the
task of analyzing trends and comparisons.
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| Creating a mixed chart| 00:00 | You can combine Column, Line and/or
Area Charts into a single chart by creating
| | 00:05 | a Mixed Chart. Let's continue to use
our Energy Saving Plan spreadsheet using
| | 00:10 | the data that already appears in
our Utility Costs by Month table.
| | 00:14 | First, we need to select the data to
be used in our Mixed Chart. We'll click
| | 00:18 | and drag from the cell on the top
left corner all the way across to the December
| | 00:22 | column and down to the row for 2009.
With our data selected, we can create our
| | 00:28 | Mixed Chart either from the Insert
menu or from the Charts button on the
| | 00:32 | Toolbar. Click this button and the
second from the bottom on the left is our
| | 00:37 | Mixed Chart. When we select this option
a default chart is created for us, but
| | 00:42 | we can make modifications
to this chart to our liking.
| | 00:46 | Let's first start by dragging this
chart to the top of our screen. Eventually
| | 00:51 | we'll reach the top where we can place
it just above the table called Utility
| | 00:55 | Costs by Month. Now, using the handles
that appear around the outside, we can
| | 01:00 | resize this. From the top right corner
let's click and drag out to the right
| | 01:04 | and down so it fits nicely at the top
of our page. Notice the legend followed
| | 01:11 | us when we moved the table, we can
click that as a separate object and drag it
| | 01:16 | towards the center, for example.
| | 01:18 | Now, let's focus on the various data
series, you can see for the various years
| | 01:22 | in our table, we have two columns and
one line. Let's start with the series for
| | 01:28 | 2007. First we'll click the chart to
select it. Then click the Line to select
| | 01:35 | that data series. In our Chart Inspector,
which opens up by default, we see the
| | 01:40 | Series Type set as Line but we can change
this. Click this button and let's choose Area.
| | 01:46 | There are three options Area, Line and
Column. Now our Line turns into an Area
| | 01:52 | type chart. For 2008, we see a green
column, we'll leave that one as is.
| | 01:58 | For 2009, we'll click that Column to
select that data series, any Column will do
| | 02:04 | and where we see the Series Type set
to Column. Let's change it to Line.
| | 02:09 | So, here's another way to view our
data. We are using three different chart
| | 02:13 | types together as one, but all three
of the data series are using the same
| | 02:18 | scale over here on the
left hand side on our Y-axis.
| | 02:22 | Let's deselect our chart by clicking
the canvas anywhere to see the end result
| | 02:26 | better. A Mixed Chart is an excellent
option for showing comparison between
| | 02:30 | different data series.
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| Modifying chart data| 00:00 | In Numbers '09 modifying chart data is
as simple as modifying the table where the
| | 00:05 | data resides. We'll continue to use our
Energy Saving Plan spreadsheet focusing
| | 00:09 | on our Cost by Month chart that
appears up at the top of the page. This is a
| | 00:13 | Mixed Chart that displays the three
series of data from our Utility Cost by
| | 00:18 | Month table down below.
| | 00:20 | If we change data in our table, it's
instantly reflected in our chart above.
| | 00:25 | Let's click in cell M3 representing
the amount for December 2008, and type in
| | 00:32 | 650. When we press Return, look what
happens. We see the change in our chart.
| | 00:37 | Even the Y-axis on the left-hand side
has changed to accommodate this larger
| | 00:41 | number. But we can just as easily
change the data series to be displayed.
| | 00:46 | For example, if we click the chart
anywhere, we'll see the series of data that
| | 00:51 | are being used for this chart, it
appears selected in our table down below.
| | 00:56 | Notice the handle down in the bottom
right corner, when you move your mouse
| | 01:00 | over it, your pointer turns into a black cross.
| | 01:04 | Now we can change the data series by
dragging. Let's move up a single row to
| | 01:09 | select the years 2000 and 2008. We see
that change in our chart. But if we want
| | 01:15 | the years 2008 and 2009, we can move to
the border of this selected series, and
| | 01:20 | you see the four-sided arrow, click
and drag this series down to select the
| | 01:25 | other two years in our table.
Automatically the data is updated in the chart above.
| | 01:31 | If we wanted to view the results for
the first half of the year, we could take
| | 01:35 | our handle in the bottom right corner
and drag over to select the first six
| | 01:40 | months; January through June.
| | 01:42 | Now let's open up our Chart Inspector,
click the Inspector button on the
| | 01:46 | Toolbar, and make sure the Chart
Inspector is selected. Let's change our
| | 01:50 | series, for example, 2008, which is
currently using an Area chart type, when we
| | 01:56 | select that series we can change it to a Column.
| | 02:01 | Now let's change the 2009 data series,
by clicking any one of the green columns
| | 02:06 | and change it to a Line. This might be
a better way to compare the different
| | 02:12 | values. Now we'll deselect our chart and
table by clicking anywhere on the canvas.
| | 02:18 | So with charts in Numbers '09 modifying
chart data is accomplished through the chart's table.
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| Adding data to a chart from multiple tables| 00:00 | You can create a chart in Numbers '09
that uses data from more than one table.
| | 00:05 | Our Running Club spreadsheet has
three separate tables, but we can use data
| | 00:09 | from each to create a single chart.
| | 00:12 | First, we select data from one of the
tables to create the chart. Let's select
| | 00:16 | the cells beginning with Men's Total
in our first table, and drag all the way
| | 00:21 | down to the September row. Now we'll
create a chart. Click the Charts button on
| | 00:27 | the Toolbar, and let's create a Mixed
Chart, so we can use different chart types.
| | 00:32 | Automatically our default table
appears. We can stretch this out so it's a
| | 00:36 | little bit easier to read some of the
labels across the bottom. And now it's
| | 00:40 | time, with our chart selected, to choose
some additional data from those other tables.
| | 00:46 | All we do is hold down the Command
key on the keyboard while we select the data.
| | 00:51 | Let's click and drag from
Women's Total in our second table all the way
| | 00:55 | down to the September row. Notice that data
is automatically added to our Mixed Chart.
| | 01:01 | We also want to throw the Goal in
there. So holding the Command key on the
| | 01:05 | keyboard, we'll click and drag from
Goal all the way down to the September row.
| | 01:11 | So we now have our data
from three separate tables.
| | 01:15 | We can make some modifications to
this chart to make it stand out. With the
| | 01:19 | Chart Inspector open automatically when
we created the chart, let's select the
| | 01:23 | data series. We'll click the actual
series represented by the Line, in this
| | 01:27 | case our Men's Total. Now in the Chart
Inspector, click the Series button and
| | 01:32 | make sure that this is actually a
Column. Now the one that should appear as a
| | 01:37 | Line is the Goal. It's currently
represented by the orange column. So we'll
| | 01:42 | select any orange column, change the Series
Type to Line. This is a little bit easier to read.
| | 01:49 | Of course we can understand it better
if we could see the legend, we can turn
| | 01:53 | that on by clicking the Chart button
and choosing to show the Legend.
| | 01:58 | It appears across the bottom. We can
select it and then drag it into the center
| | 02:04 | where it looks better.
| | 02:06 | Now we'll click anywhere on the canvas
to deselect. Close our Chart Inspector
| | 02:10 | to see the end result. So even when
your data exists in more than one table,
| | 02:14 | remember you can use data from
multiple tables to create a single chart.
| | Collapse this transcript |
| Changing a chart from one type to another| 00:00 | You can change a chart's type at
anytime. Just keep in mind that some chart
| | 00:04 | types use row and column data from a
table differently than others. To change
| | 00:09 | the chart type in our Running Club Data
spreadsheet, let's first select the chart.
| | 00:14 | Notice down below on our sheet, we can
see that various columns from different
| | 00:18 | tables are being used to display our
data. To change the chart type, we can use
| | 00:23 | the Format bar. The first button in
the left-hand corner displays the current
| | 00:28 | chart type as Mixed. Click this
button to see a list of all the other chart
| | 00:32 | types we can select. Let's choose Column.
| | 00:35 | When we choose Column, we see the same
data displayed differently. Whenever we
| | 00:40 | switch to a Bar column area or even
Line chart, each series in the new chart
| | 00:44 | corresponds to a row or column in our case,
the three columns highlighted in our tables.
| | 00:50 | Now let's try switching to a different
type of chart, a Pie Chart. We can do
| | 00:54 | this by a right clicking or Ctrl-
clicking the selected chart. Now from the
| | 00:58 | pop-up menu move to Chart Type, and
let's choose Pie. Now whenever you switch
| | 01:05 | to a Pie Chart the first data point in
each series is represented as a wedge,
| | 01:09 | and this isn't the best
choice for our set of data.
| | 01:12 | So let's try one more, this time
from the Chart Inspector. With our chart
| | 01:16 | selected, click the Inspector button
and make sure that the Chart Inspector is
| | 01:20 | selected. You will see the chart type
in the top-left corner. We can click this
| | 01:24 | button to display the various chart
types we can choose from. This time let's
| | 01:28 | choose a 3D version of our column. When
you switch to a 3D version of a chart,
| | 01:34 | the Chart Inspector provides a number
of controls for managing object Depth,
| | 01:38 | Lighting Style and so on.
| | 01:41 | Now when you change a charts type
and the new type has some of the same
| | 01:45 | attributes, those attributes don't
change. Some of those shared attributes
| | 01:49 | include the axis that we see down
across the bottom of our chart, and up the
| | 01:53 | right-hand side. Also some other shared
attributes include the axis labels, any
| | 01:59 | borders or rotation, shadows, and even
3D lighting that's been applied to our
| | 02:04 | 3D Chart. Let's deselect the
chart to see the end result.
| | 02:08 | So changing a chart's type is a simple
undertaking but not all charts display
| | 02:12 | data the same way. Select similar chart
types when you want to maintain the same result.
| | Collapse this transcript |
| Formatting general chart attributes| 00:00 | When you create a chart in Numbers '09,
default formatting is applied to the
| | 00:04 | chart type you select. Of course, you
can change this formatting to suit your
| | 00:08 | own needs. Let's work with our
Distance Comparison chart in our Running Club
| | 00:12 | Data spreadsheet. Click once to
select it first. Now, we can adjust general
| | 00:16 | formatting for the entire chart and
one option is to use the Format Bar.
| | 00:21 | For example, you will find the Chart
Options button. Click this button to view
| | 00:25 | currently selected options such as the
Legend, which appears across the bottom
| | 00:29 | of our chart but we can also turn on
or off other options like Hidden Data or
| | 00:34 | in this case, let's click Show Title. This
displays the title of our chart across the top.
| | 00:40 | We also have buttons for adjusting the
X and Y axes. Click the X Axis button
| | 00:45 | and here you'll see check marks next
to certain options. If we want a border
| | 00:49 | around our chart, we can
select Show Chart Borders.
| | 00:52 | Let's click the Y-axis button and
this is ideal for showing tick marks in
| | 00:56 | gridlines. For example, if we want to
show tick marks centered on our Y-axis,
| | 01:01 | we can choose Major Tick Marks Centered.
Now, we see those tick marks, let's go
| | 01:06 | back to the Y-axis button and also
Show Minor Gridlines. We see the major
| | 01:10 | gridlines currently, when you select
Show Minor Gridlines, additional lines are
| | 01:15 | added to help us line up the data.
| | 01:17 | On the far right side of the Format Bar,
you'll find the Chart Colors button.
| | 01:21 | Click this button to open up the
Chart Colors window, and now we can choose
| | 01:26 | from different categories using the
first button. We have 3D Texture Fills,
| | 01:30 | ideal for working with 3D charts. We
also have 2D options with Image Fills and
| | 01:35 | Color Fills. Let's make sure 2D Image
Fills is selected, and now click the
| | 01:40 | second button to choose a type. Let's try Fun.
| | 01:44 | The colors to be used are displayed
down below. If you like those, click Apply
| | 01:49 | All and they are applied to the chart.
Now let's close our Chart Colors window.
| | 01:55 | Now, we can also access additional
formatting options from the Chart Inspector.
| | 01:59 | With our chart still selected, click
the Inspector button and make sure that
| | 02:04 | Chart Inspector is selected. Here we have
three categories: Chart, Axis, and Series.
| | 02:10 | With the Chart button selected, you'll
see current options currently turned on
| | 02:14 | such as Show Title in Legend. Also
down below, we can adjust the Gap between
| | 02:19 | the bars in our chart, as well as
the Gap between the sets of bars.
| | 02:24 | Let's pump up the Gap between bars
from 10% to 20%, and let's increase the
| | 02:30 | space between our sets by clicking the
Up Arrow to change it to 120%.
| | 02:35 | Notice the graph or chart itself does not
increase in size, but the bars themselves
| | 02:41 | decrease to create that extra space.
| | 02:44 | Let's add a shadow as well to each of
the elements. Let's choose Individual to
| | 02:49 | add shadows to each individual element
as opposed to the entire group.
| | 02:54 | A very slight shadow is applied adding a nice effect.
| | 02:59 | Now, let's click the Axis button to
take a look at some of the axis options.
| | 03:03 | These are the same options we saw from
the Format bar. We can now adjust our Y
| | 03:07 | Axis and X Axis options from here as
well. If we wanted to for example, show
| | 03:13 | labels every one or two categories. We
could choose 2, for example. Notice now
| | 03:19 | that we are skipping every
second month in our X Axis.
| | 03:23 | Also when we click these buttons, we
see the same options. Maybe the tick marks
| | 03:27 | don't make sense for this particular
chart, so we'll turn off Major Tick Marks
| | 03:31 | Centered by selecting it.
| | 03:33 | Now, let's move to Series. Here's
where we get to work with the individual
| | 03:37 | series in our chart. Each bar and the
line represent a separate series.
| | 03:41 | Let's select a line across the top.
Notice the data selected is our Goal column.
| | 03:47 | So these values being displayed in this
chart are for the goals. Now, any changes
| | 03:51 | we make will affect this series.
| | 03:54 | For example, we can change the Data
Symbol from the Circle to something
| | 03:59 | different. Let's choose the Square.
Also, we may want to display values as
| | 04:05 | opposed to lining them up with the Y
Axis. Click the Value Labels check box and
| | 04:10 | now we can choose where to display those labels.
| | 04:13 | Centered is fine, but let's display
them above our actual line. They may be
| | 04:18 | difficult to see right now because of
their coloring. So let's select any label
| | 04:24 | and all the labels are selected, and now
let's change their color from the Format Bar.
| | 04:30 | We'll go to the Fill button, which
currently displays White, and choose Black.
| | 04:35 | Now, they are very easy to read. When
you are done with the Chart Inspector,
| | 04:38 | close it up and click anywhere on the Canvas
to deselect the chart to view the end results.
| | 04:45 | So although Numbers does a nice job of
formatting your charts for you when you
| | 04:48 | create them, you can always make
changes from the Format Bar or from the Chart
| | 04:52 | Inspector to add that personal touch.
| | Collapse this transcript |
| Using trend lines and error bars| 00:00 | Trend Lines and Error Bars in a chart
can add additional information to what's
| | 00:04 | already displayed. We'll begin with
trend lines, which can help you to see
| | 00:08 | trends in your data. Now, these lines
are calculated and drawn to fit your data
| | 00:12 | according to the type of equation you prefer.
| | 00:15 | Let's use the Utility Cost chart in
our Energy Saving Plan spreadsheet.
| | 00:19 | The first step is to select the chart.
Now, we'll go to the Chart Inspector,
| | 00:24 | click the Inspector button on the Toolbar,
make sure that Chart Inspector is
| | 00:28 | selected, the Series button, and now
we'll open up the Advanced section by
| | 00:33 | clicking the disclosure
triangle next to Advanced.
| | 00:36 | Here's where we'll find the Trendline
button, and now to show a trend line say
| | 00:41 | for the year 2008, we simply select any
of the bars for 2008. This selects the
| | 00:47 | entire series. We'll go back to the
Chart Inspector now, and you'll notice
| | 00:52 | under trend line that None is the default.
| | 00:55 | But when we click the button, we see a
list of trend line types to choose from.
| | 01:00 | Linear produces a best-fit straight
line and it's most useful for simple linear
| | 01:05 | data series like what we
have here on this chart.
| | 01:08 | The other types like Logarithmic
produce a best-fit curved line, which is
| | 01:13 | really useful when values increase or
decrease quickly and then level out.
| | 01:17 | Polynomial is a little bit different.
It also produces a curved line, but it
| | 01:21 | has hills and valleys to
show where values rise or fall.
| | 01:24 | Then there is Power, which produces a
curved line for use when you want to
| | 01:28 | compare measurements that increase at
a specific rate. Exponential produces a
| | 01:33 | curved line again for use though when
values rise or fall at increasingly higher rates.
| | 01:39 | Then Moving Average is going to
produce a trend line using the number of data
| | 01:43 | points you specify in the Period field,
and then it will average them out and
| | 01:48 | display a trend line using that average.
| | 01:51 | Let's select Linear. Right away we see
the straight line that is produced when
| | 01:56 | we choose Linear, displaying the trend
in our data for 2008. Now, we also have
| | 02:01 | some additional options down below.
| | 02:04 | Here, you'll see we have got a check
box next to Label. Select that if you want
| | 02:07 | to add a label. In the Label field,
you can type whatever you like. In this
| | 02:12 | case, let's type in Trend for 2008.
| | 02:17 | When you press Return on the keyboard,
it's locked in and you will notice we
| | 02:21 | have got a new entry in our Legend at
the bottom of our chart showing the trend
| | 02:24 | for 2008. If you want to show the
equation as well which describes the trend
| | 02:30 |
line we selected, we can select Show
Equation. The equation pops up in our
| | 02:35 | chart and we can move this around.
| | 02:37 | Let's click once to select the equation,
and let's move it where we can read it
| | 02:42 | a little bit better. If you don't want
to display the label, no problem, select
| | 02:46 | the trend line, and then again in the
Chart Inspector, deselect Show Equation.
| | 02:53 | You can even show the R2 value that
was used to calculate our trend line by
| | 02:57 | selecting the check-box next to Show R2
value but we'll leave that out for this
| | 03:02 | particular example.
| | 03:04 | Now, let's close our Chart Inspector
and deselect the chart to see the end
| | 03:08 | result. If we wanted to change the
actual line color maybe the thickness for
| | 03:13 | example, so we can see it better, we
can go back to our chart, click once to
| | 03:16 | select it, click the trend line. So
it's selected. You will see handles at each
| | 03:21 | end, and now we can use our Format Bar.
| | 03:23 | In the top left corner, you can see a
solid line is being used. You want to
| | 03:26 | choose a different line style, such as
Dots for example, you can do that.
| | 03:30 | We can change the thickness. Let's choose
4 points, and so it really stands out.
| | 03:36 | Let's change the color, click the
Color Fill button, and let's choose Black.
| | 03:41 | Now we can really see that trend. Again,
we'll deselect by clicking the Canvas
| | 03:46 | to see the end result better.
| | 03:48 | All right, if your data also contains
a potential margin for error, you can
| | 03:53 | display that in the chart using Error
Bars. Let's scroll down a little bit
| | 03:58 | where we've got a second chart here,
Costs by Type. Click once to select that
| | 04:02 | chart, we'll go back to our Inspector
and in the Chart Inspector, under the
| | 04:06 |
Advanced section, we'll select Error Bars.
Notice we don't have any Error Bars at this time.
| | 04:12 | Now, let's say we wanted to display a
margin of error for plus or minus 10%.
| | 04:18 | Well, in that case, we click the
button that currently displays None and to
| | 04:23 | show both positive and negative numbers,
we choose Positive and Negative.
| | 04:27 | Now we can type in a Fixed Value or if we
click the button displaying Fixed Value,
| | 04:32 | change it to Percent or Percentage
where you've got other options here as well,
| | 04:37 | Standard Deviation,
Standard Error, and even Custom.
| | 04:39 | But with Percentage selected, we can
choose the percentage we want to display.
| | 04:44 | We can type in 10, we can use the
Arrow buttons to change the value.
| | 04:48 | We'll leave it at 10% and when we look at
our chart, you will see the Error Bars
| | 04:53 | going above and below the actual data
in our chart displaying a positive and
| | 04:59 | negative value, which represents that
10% margin of error. Let's deselect our
| | 05:06 | chart and close up the Chart
Inspector, and there we have it.
| | 05:11 | So even though the trends and margin
for error don't appear as data in our
| | 05:14 | tables, we can still display the results.
Thanks to these Trend Lines and Error
| | 05:18 | Bars in the Chart Inspector.
| | Collapse this transcript |
| Creating a two-axis chart with different value scales| 00:00 | When you need to display more than
one data series but use two different
| | 00:04 | scales, you can create a two-axes
chart. Two-axes chart lets you use two
| | 00:09 | different Y-axes each with different
scales. Our Energy Saving Plan spreadsheet
| | 00:14 | has a table with data that fits this bill.
| | 00:16 | So let's create a two-axes chart with
this table. First we'll select the table.
| | 00:21 | You can click the table name in the
Sheets pane. And now we'll create the chart
| | 00:25 | by clicking the Charts button on the
Toolbar and selecting 2-axes chart, which
| | 00:30 | appears at the very bottom left-hand side.
| | 00:33 | This creates a default 2-axes chart.
Let's stretch it out, so it's a little bit
| | 00:38 | easier to read. And as you can see
it's currently not displaying the data in
| | 00:42 | the best way. The % Increase, which
appears at the bottom of our table, should
| | 00:48 | really use a different scale than the year 2007.
| | 00:52 | Notice we have an axes on the left or
Y1 axis with a scale and the on the right
| | 00:57 | hand side we have a second Y axis
displaying a different scale. So let's fix
| | 01:01 | this up so it looks proper. We'll
start by selecting the series for 2007,
| | 01:07 | currently represented by a line.
| | 01:09 | We can click the line anywhere to
select that series. And notice in our Chart
| | 01:14 | Inspector, which opens up automatically
by the way, the Series Type is set to Line.
| | 01:18 | We can change this to Column.
| | 01:22 | Now you can see we have got different
columns using different scales. 2007
| | 01:28 | according to our Chart Inspector is
plotted on the Y1 axis. But for 2008 it
| | 01:34 | appears to be using a different scale.
| | 01:37 | So let's select that series by clicking
any green bar. It should really use the
| | 01:41 | scale on the left. If we look at our
Chart Inspector, it's using the Y2 axis.
| | 01:44 | But we can change that by clicking the
button and choosing Value Axis Y1.
| | 01:52 | Now we can see our % Increase
represented by the orange bars.
| | 01:56 | Notice it automatically changed the
scale on the right to percentages, which is
| | 02:00 | perfect for the type of data
displayed in our table. Now let's select that
| | 02:04 | series. This time we'll click the
little orange block next to % Increase in the table.
| | 02:09 | That also allows us
to select the entire series.
| | 02:13 | Let's change Series Type to Line. Right
now it's a Column. When we change it to
| | 02:19 | Line this is probably the best way to
view our data. We'll click anywhere on
| | 02:23 | the Canvas to deselect. So there you
have it. Data Series in one chart using
| | 02:29 | different Y-axis scales, a great way
to combine different types of data.
| | Collapse this transcript |
| Formatting 3D charts| 00:00 | 3D charts provide additional
formatting options so let's explore some of them
| | 00:04 | using our Energy Saving Plan spreadsheet.
| | 00:07 | Currently, we have two 2-Dimensional
charts on this sheet, but we'll start by
| | 00:12 | converting a 2D chart to a 3D chart.
First, we'll select our Column chart
| | 00:17 | called Costs by Month. One click will select it.
| | 00:20 | Now to convert this to a 3D chart,
let's use our Format Bar. We'll click the
| | 00:25 | first button currently showing Column
as the Chart Type and down at the bottom
| | 00:29 | we find our 3D options including a 3D
version of our column. Let's select that.
| | 00:35 | Instantly, you see changes being
made to our chart. The viewing angle has
| | 00:39 | changed, we might want to adjust the
size to make a little bit easier to read
| | 00:44 | some of the data for example.
| | 00:46 | So let's start by using the handle at
the very top center, when we see the
| | 00:50 | double arrow, we'll click-and-drag
upwards to increase the height of our chart.
| | 00:54 | We'll also drag the handle at the bottom
center down to increase our height even more.
| | 00:59 | Now it's a little bit easier to read
some of the numbers and to decipher the
| | 01:03 | values for each of the columns in our
chart. The other thing that happens by
| | 01:08 | default is we see our Rotation Ball
that appears. It allows us to change our
| | 01:12 | viewing angle. We can change the
viewing angle left to right, or up and down.
| | 01:17 | Let's start with left to right.
Anywhere on the arrow is pointing left and
| | 01:21 | right, click and then drag. We'll drag
to the right to change our viewing angle
| | 01:25 | slightly to the right. When we reach
a certain point, you will notice the
| | 01:29 | labels for our Y-axis switch from the right
side over to the left. That's all automatic.
| | 01:36 | We can also adjust our viewing angle
up and down using the arrow pointing up
| | 01:39 | and down. Click and then drag to
change the angle in any direction. Just drag
| | 01:45 | that upwards a little bit, so it's little bit
easier to read the values using those columns.
| | 01:51 | When you are done changing your
viewing angle, you can close this button and
| | 01:55 | access some additional options through
the Chart Inspector. Click the Inspector
| | 01:59 | button and make sure the Chart Inspector
is selected with the Chart button selected.
| | 02:03 | Notice you have also got your 3D Scene
options down below, including Lighting
| | 02:08 | Style, which is currently set to the
Default. But let's click this button to
| | 02:11 | see, there are a number of other
options to choose from such as Soft Fill or
| | 02:17 | let's switch it to Glossy,
which is a brighter option.
| | 02:20 | We can also adjust the Depth of our
chart. Currently, you can see the slider
| | 02:25 | has it's buttoned towards the left
side, we can drag this to the right to
| | 02:28 | increase the depth, more back towards
the left to decrease the depth and when
| | 02:33 | you are done, release and
close the Chart Inspector.
| | 02:36 | We will deselect our chart clicking the
canvas anywhere, and that looks pretty good.
| | 02:41 | Let's scroll down now towards the
bottom where we see a 2-dimensional pie chart.
| | 02:45 | Let's select it first by clicking
once and go back to our Chart Inspector.
| | 02:51 | Before we convert this to the 3-
dimensions, notice down below we have options
| | 02:55 | for exploding Wedges and changing
the Rotation Angle. Let's rotate this a
| | 03:00 | little bit so that our green slice is
at the very top, at about 146 degrees.
| | 03:05 | If we want to explode all the pieces,
we don't select an individual slice.
| | 03:09 | If you want to explode a single slice,
for example if we want to single-out our
| | 03:14 | blue slice for the year 2007, we click
once to select the slice and then we can
| | 03:19 | click-and-drag our Explode slider to
the right to pull it away from the other
| | 03:24 | pieces. Let's do about 17%.
| | 03:28 | You can see a Shadow has been applied
to the individual pieces of our chart.
| | 03:32 | That's what's been set up already for
this particular chart, but we can change
| | 03:36 | that to the entire group or choose no
shadow at all. Let's select None and
| | 03:41 | that's for our individual slice now and
let's convert this entire chart now to
| | 03:45 | 3-dimensions, a 3D pie chart.
| | 03:48 | First, we'll make sure that the
entire chart is selected. This is our Total
| | 03:51 | Costs by Year chart. You can select it
from the Sheets pane. And now we can use
| | 03:56 | our Chart Inspector to change the
Chart Type. The current type appears at the
| | 04:00 | top, a 2-dimensional pie. Remember the 3D
options are on the right-hand side using this option.
| | 04:05 | So let's go down to our 3D pie and
select. And notice our Wedge is still is
| | 04:10 | exploded out and we have now got a 3D
version of our pie chart. So we might
| | 04:16 | want to use the 3D Scene section that
now appears to adjust our viewing angle
| | 04:20 | for example. Drag up and down, left
to right, until you achieve the desired angle.
| | 04:26 | And again, we can adjust our Chart
Depth as well and change the Lighting Style.
| | 04:36 | Let's have it match our Column chart
at the top, we'll select Glossy. So this
| | 04:42 | makes it difficult to read some of the
labels. So maybe we should go back to
| | 04:47 | Soft Light. That's a little bit better
and with a pie chart, we can also choose
| | 04:51 | to show Bevels. So this can really
enhance the edges of our pie chart.
| | 04:56 | When we use our bevels, we can see
the separators a little more clearly and
| | 05:00 | when we are done, close the Chart
Inspector and deselect by clicking the canvas.
| | 05:04 | So remember when using 3D versions
of your charts, you have got those
| | 05:09 | additional 3D formatting options to
enhance the look and feel of your charts.
| | Collapse this transcript |
| Linking charts to Pages and Keynote| 00:00 | In Numbers '09 you can copy a chart and
paste into a Keynote presentation or a
| | 00:05 | Pages document. Let's work with our 3-
dimensional pie chart that appears in our
| | 00:10 | Energy Saving Plan spreadsheet.
Click once to select it and copy it.
| | 00:14 | Once you have copied the chart, you can
move to the Keynote presentation or the
| | 00:19 | Pages document to paste it. Let's switch over
to Pages and use the file called EnergyTracker.
| | 00:25 | We will move down to Page 2 and click
below the title anywhere. Here is where
| | 00:31 | we want to paste our chart. To do that,
we can click the Edit menu or use the
| | 00:36 | keyboard shortcut Command+V, choose
Paste and you will notice the chart looks
| | 00:41 | exactly as it did in our Numbers spreadsheet.
| | 00:43 | This creates a link to the Numbers
version, meaning if the Numbers table data
| | 00:48 | depicted in that chart changes, we can
refresh it here in Pages. Let's switch
| | 00:52 | over to Numbers and make a
change to the table itself.
| | 00:56 | We will click in cell B2, which is
under the Gas label next to 2007. Currently
| | 01:02 | the value is 796.75, but we'll change
that to 1200. When we press Return, we
| | 01:09 | see the total change in the table
and it also changes in our chart.
| | 01:13 | Now before we can update our Pages
document, we need to save our spreadsheet.
| | 01:18 | So let's click File and choose Save
to do that. Command+S is the keyboard
| | 01:23 | shortcut and now we'll
switch over to our Pages document.
| | 01:26 | Currently, we don't see the change
updated in this chart. What we need to do
| | 01:31 | first is click once to select the chart,
here you will see the Source, which is
| | 01:36 | our Energy Saving Plan spreadsheet
and just left of the name is a Refresh
| | 01:41 | button. Click this button to update the
chart where we'll see the new total and
| | 01:47 | the slice of pie is adjusted for us.
| | 01:50 | Notice also if you no longer wish to
link this chart to the Numbers data, you
| | 01:55 | can click Unlink. Let's click the
Unlink button, which closes up our Link
| | 02:00 | option and our chart is no longer
linked to the Numbers data. So if we updated
| | 02:04 | our table again, we would not be
able to update the changes here, in this chart.
| | 02:09 | Click once anywhere on the page
outside the chart to deselect it, to see
| | 02:13 | the end result better.
| | 02:15 | So thanks to the ability to link
charts, you will never have to duplicate
| | 02:19 | efforts when you want to use a Numbers
chart in a Pages document or a Keynote presentation.
| | Collapse this transcript |
|
|
7. Working with Text and Numbers Adding, removing, and selecting text| 00:00 | When it comes to working with text
in a table in Numbers '09, there are a
| | 00:03 | number of time savers for adding,
removing and selecting text.
| | 00:08 | Let's use our Running Club Data
spreadsheet where we have three tables.
| | 00:12 | In the first table you can see we have some
text appearing in the first column and
| | 00:16 | down below we have an empty cell and
at the very bottom where the word total
| | 00:20 | should go -- the easiest way to add
text is to click the cell where you want to
| | 00:24 | add that text and type.
Let's type in the word Total.
| | 00:28 | Now, we'll click another cell to
lock that in. Let's click cell A2 where
| | 00:31 | January appears. Using Auto-fill, we
can automatically fill cells and
| | 00:37 | Numbers '09 will pick up a pattern. Let's
move to the bottom right corner when the
| | 00:41 | black cross appears, we'll click and
drag straight down to automatically fill
| | 00:45 | the remaining cells with the
appropriate months. Numbers was smart enough to
| | 00:50 | pick up that pattern.
| | 00:52 | Now with these cells selected,
we can copy them to fill other cells.
| | 00:56 | Let's right click or Ctrl-click with a
single button mouse and choose Copy, you can
| | 01:02 | also use Command+C on the keyboard or
use the Edit menu. Now, we'll click the
| | 01:06 | first cell where we want this range to
be pasted, in this case cell A2 of the
| | 01:11 | second table called, Distance Run -
Women and now we can paste. Again,
| | 01:15 | Ctrl-click or right click the cell, or
if you prefer use the Edit menu where
| | 01:20 | you can also choose to Paste and Match Style.
| | 01:23 | If the second table uses a different
style, you will be able to paste the
| | 01:26 | contents and match the style of the
destination table. In this case the
| | 01:31 | formatting is the same, so paste or Paste
and Match Style will accomplish the same thing.
| | 01:37 | Another option for copying selected
cells is to move to the border and when the
| | 01:41 | hand appears, click and hold your
mouse button down to create that fist; you
| | 01:47 | have now grabbed the range of cells.
So we can move them to another location
| | 01:51 | such as the third table, or if you
want to copy them, hold down your Option
| | 01:55 | key, let go off the mouse button first and you
have copied the contents to that destination table.
| | 02:02 | Let's deselect by clicking the canvas.
And when it comes to selecting cells,
| | 02:07 | there are a number of options, for
example, if we wanted to remove the contents
| | 02:11 | of the first column in the Goals table.
We can click and drag straight down to
| | 02:16 | select the cells and press Delete. So this
works for a single cell or a range of cells.
| | 02:23 | If you want to select a range of
cells using your keyboard, click the first
| | 02:27 | cell, in this case A2 in our second
table, hold down your Shift key and click
| | 02:33 | to select the entire range of cells
from the first to the last. Now press your
| | 02:37 | Delete key to remove those contents.
| | 02:40 | Another option is to select specific
text within a cell. In that case, you
| | 02:45 | first select the cell by clicking, then
click again to get inside. Now you can
| | 02:50 | click and drag over portions of the
cell and press Delete to remove just a
| | 02:55 | portion. With Jan appearing we can
now move to the bottom right corner and
| | 03:00 | automatically fill with the
short forms for each month.
| | 03:03 | Let's copy those using the keyboard
Command+C and now we'll click in the first
| | 03:08 | cell of the next table, Command+V to
paste. And we'll do the exact same thing
| | 03:12 | for our third table. We'll
deselect by clicking the canvas.
| | 03:16 | So keep these shortcuts in mind when it
comes to adding, removing and selecting
| | 03:21 | text in a table in Numbers '09.
| | Collapse this transcript |
| Formatting text | 00:00 | Formatting text in a table cell can be
accomplished by selecting a single cell
| | 00:04 | or a range of cells. Let's format
some text appearing in our tables in the
| | 00:09 | Running Club Data spreadsheet.
| | 00:10 | We will begin with a single cell. Let's
click cell A2 in our first table named
| | 00:15 | Distance Run - Men. Here we see the
abbreviation for January on the left side
| | 00:19 | of the cell. With our cell selected, we
can use the Format bar to both view and
| | 00:25 | change a wide range of formatting options.
| | 00:27 | Notice the first button displays the
font family being used. We can click this
| | 00:31 | button to see a long list of font
family names listed in alphabetical order.
| | 00:36 | Let's choose Arial Black. This updates
the change instantly in our cell and the
| | 00:41 | name now appears on the button.
| | 00:43 | Let's say we want to make this a
little bit smaller, we can access the Size
| | 00:47 | button here. Let's change the point
size from 12 points down to 11. We also
| | 00:52 | have the ability to change the color of
our text in this cell. Let's choose the
| | 00:57 | Text Color button where we a list of
swatches, but if you want to access few
| | 01:02 | more colors, click the Show Colors button
at the bottom to open up the Colors window.
| | 01:06 | Now you have a wide range of
opportunity to choose a different color. From the
| | 01:11 | crayon box, let's choose a nice dark
gray. When we are done, we can close the
| | 01:16 | Colors window. We can also adjust
alignment of our cell text. Notice the Left
| | 01:21 | Align button currently appears shaded,
but we can Center it or even Right Align
| | 01:25 | our text. Let's choose Right Align to
move it to the right side of our cell.
| | 01:29 | Now we can adjust Vertical Alignment
as well, if we were to adjust the row
| | 01:34 | height for our table, we might want
our text to be centered vertically.
| | 01:38 | Currently, you can see the first button
appears shaded indicating that out our
| | 01:42 | text is going to be aligned
to the top of our table cell.
| | 01:46 | Let's choose center. Now if we were to
move down, in between rows 2 and 3, for
| | 01:50 | example, where we see the double
arrow and drag this down. Our text remains
| | 01:55 | centered in the cell vertically.
Let's drag that up a little bit.
| | 02:00 | And move on to the Format menu where
we'll find some additional formatting
| | 02:05 | options. Our cell still selected.
Click Format. And at the top you will see Font.
| | 02:10 | Let's try changing Capitalization.
At the bottom of the sub-menu
| | 02:15 | Capitalization appears a check mark
next to None. The only capitalization we
| | 02:19 | see is the capitalization we applied
manually. But if we wanted this to appear
| | 02:24 | in small caps, where each character
is capitalized but the first character
| | 02:28 | appears a little larger than the rest we
would select Small Caps. It's a nice effect.
| | 02:34 | Now there are some additional options
available through the Text Inspector.
| | 02:38 | With the same cell still selected
click the Inspector button and ensure the
| | 02:43 | Text Inspector is selected. Now with
the Text button selected we can adjust the
| | 02:48 | Color & Alignment from here as well.
But we also have access to some Spacing
| | 02:52 | options such as Character spacing
currently defaulted at 0%. We can spread the
| | 02:57 | characters out a little bit by
dragging the slider to the right. Let's go to
| | 03:01 | about 10%. Line, Paragraph Spacing and
Margins applied to paragraph text, so
| | 03:07 | we'll leave that for now
and close the Text Inspector.
| | 03:10 | Now the really nice thing in Numbers
is if we like the end result of our
| | 03:14 | formatting, we can copy it to other
cells. So with cell A2 still selected,
| | 03:20 | let's go to the Format menu and choose
Copy Style. Now we can paste that style
| | 03:27 | to the remaining cells in this column,
click and drag from Feb down to Sep, go
| | 03:33 | back to the Format menu and choose
Paste Style this time. The same styling that
| | 03:39 | we applied to our first cell is
now applied to the remaining cells.
| | 03:42 | Our style is still copied, so all we
need to do now select the other cells in
| | 03:47 | the other tables and paste it there as
well. We'll repeat that for our Goals
| | 03:53 | tables. And now deselect the table by
clicking the canvas anywhere to view the
| | 04:04 | end results better.
| | 04:06 | So with Numbers '09 text formatting
options, the possibilities are endless.
| | Collapse this transcript |
| Formatting numbers| 00:00 | Formatting the numbers in a table
allows you to make better sense of the values
| | 00:04 | being displayed. Let's use this version
of our Running Club Data spreadsheet to
| | 00:09 | explore some number formats. The
values we see in each of the tables in this
| | 00:13 | spreadsheet are kilometers. But we really
wouldn't know this by looking at the values.
| | 00:19 | Well, we can change numbers to
another format. One option is to select the
| | 00:23 | cells first. Let's click and drag over
all of the cells containing numbers in
| | 00:27 | our first table named Distance Run - Men.
And let's change the format by using
| | 00:32 | the Format bar. Here you will find some
predefined formats like Percentage and
| | 00:36 | Currency, for example.
| | 00:38 | The first button will display two
decimal places. So let's select that one.
| | 00:43 | Now you can see, each of the values has
two decimal places. And in many cases
| | 00:47 | numbers were entered using those decimal
places. Some were not so we see 0s in those cells.
| | 00:54 | Now we can also adjust the number of
decimal places manually from the Format bar.
| | 00:58 | Before we go there, check out the
number that appears in cell C4, 56.56.
| | 01:04 | Well, when we go up to our Format bar,
we have two buttons one for increasing,
| | 01:10 | the other decreasing the number of
decimal places. Let's decrease this down to one.
| | 01:15 | Click once and notice the number
is automatically rounded up. Here in cell
| | 01:21 | C4 where we saw 56.56, we now see 56.6.
So that's done for us automatically.
| | 01:29 | Well, we can also choose from other
formats using the drop down button that
| | 01:33 | appears on the Format bar. Click this
button and from the pop-up menu, you will
| | 01:36 | see some additional options like Date
& Time formats, for example. When we
| | 01:41 | click the canvas to close up that menu,
we can also access additional formats
| | 01:45 | from the Cells Inspector. Click the
Inspector button, make sure the Cells
| | 01:49 | Inspector is selected, and not only
will you see the current format, in this
| | 01:52 | case Number with 1 Decimal.
| | 01:55 | You will also see information you
maybe didn't know, such as Thousands
| | 01:58 | Separator. It's turned on. So when we
get into larger numbers we'll see commas
| | 02:02 | for the thousands. And negative
numbers will appear with a minus sign.
| | 02:05 | We can change that of course. Click the button.
Let's say we want negative numbers to
| | 02:09 | appear in red in round
brackets. Choose the fourth option.
| | 02:13 | But we can also choose from other
formats by clicking the current format Number
| | 02:18 | and choosing from a different format
on this pop-up menu. But really what we
| | 02:22 | need is our own Custom format to
display Kilometers. Well, with Numbers '09,
| | 02:28 | you can create your own cell formats for
displaying numbers with text or date and time values.
| | 02:34 | Custom can be accessed directly from
our Cells Inspector here, but it's also
| | 02:39 | available from the drop down button we
saw on the Format bar, or even from the
| | 02:43 | Format menu. Let's choose Custom.
Here is where we get to give our Custom
| | 02:47 | format a name. The Name field
currently has the default Custom Format 1 in
| | 02:52 | there, if you don't have any Custom
formats. And it's selected, so we can type
| | 02:56 | right over it. Let's type in Kilometers.
| | 03:00 | Now the Type, which defaults to
Number & Text, is perfect for us. The only
| | 03:05 | other option is Date & Time, so we'll
keep it as Number & Text. And now down
| | 03:10 | below we have a field where we can
start adding elements. There is one already
| | 03:14 | added for us and that's the Integers
representing the actual numbers that will
| | 03:18 | appear. We see a preview over here on
the right hand side of what a number
| | 03:23 | might look like with our current
format. But we are going to change this.
| | 03:27 | Let's click right in the field after
the Integers element and we know we want
| | 03:31 | one decimal place. So let's add the
Decimals element by clicking and dragging
| | 03:36 | it into the field. When you see the
plus sign, release, and it gets added.
| | 03:41 | There is an example of
what a number might look like.
| | 03:43 | Each of these elements has its own
little drop down arrow. We can click that to
| | 03:47 | see a pop-up menu. If you want
Decimals to appear as Fractions, you could
| | 03:51 | choose that. But really what we want
to do is control the number of decimal
| | 03:54 | places; we can do that by Adding or
Removing digits or move directly to Number
| | 03:59 | of Digits and select a number. Let's choose 1.
| | 04:03 | Now we'll click after that element in
the field and we want to add a space.
| | 04:08 | So we'll drag the Spaces element into
the field, when we see the plus sign,
| | 04:12 | release. And we'll click after that
space. And here is where we want some text.
| | 04:18 | The short form for kilometers is km.
Let's type km in lower case. Check out the
| | 04:23 | preview over here. That's perfect.
| | 04:25 | So to save our new Custom format and
apply it to all of the selected cells in
| | 04:31 | our table, click OK. When we do, it
now appears in our Cells Inspector as
| | 04:38 | Custom. In our table, you can see all
of those numbers have been converted to
| | 04:43 | this new format. Whenever you see a
plus sign in a cell, it means we are not
| | 04:47 | seeing all of the data.
| | 04:49 | So in this case we might want to go in
between the column headers at the top.
| | 04:53 | In this case if we go between B and C
and see the double arrows, we can double
| | 04:57 | click to just stretch out that column
to fit the widest entry. We'll do that
| | 05:01 | for each of these and
you can see that's perfect.
| | 05:05 | Now the really nice thing about
creating a Custom format is it's available for
| | 05:09 | other tables in your spreadsheet. So
for example, we can click and drag to
| | 05:14 | select all of the numeric cells in our
second table Distance Run - Women.
| | 05:19 | And now we can apply our Custom format,
it can be applied from the Cells Inspector.
| | 05:24 | Or directly from the Format bar, click
the dropdown button, you will see that
| | 05:28 | Custom option there as well.
| | 05:30 | So let's choose Kilometers to apply
that format to our other table. Again, we
| | 05:35 | see a couple of plus signs where we
might want to automatically adjust the
| | 05:39 | column width to display all of those
values. One more table, we'll click there.
| | 05:44 | Let's do it this time from our Cells Inspector,
click the drop down button, and choose Kilometers.
| | 05:53 | Let's close the Cells Inspector and
we'll click on the canvas to deselect the table.
| | 05:58 | And there is the end result.
Of course you can have as many Custom
| | 06:02 | formats as you want. And at any time if
you want to remove a Custom format, go
| | 06:06 | to the Format menu where you will
see an option for managing Custom Cell
| | 06:11 | Formats. Before you can do that
though you will need to select a cell in at
| | 06:16 | least one of tables.
| | 06:17 | So let's go down to our first table
Distance Run - Men, we'll select any one
| | 06:21 | cell, go up to the Format menu, go
down to Manage Custom Cell Formats, where
| | 06:27 | we'll see our only Custom cell format
called Kilometers. When you select it,
| | 06:32 | the minus sign will allow you to
remove it. Now when you click OK that cell
| | 06:37 | format is no longer available. Although
you will notice the cells that were
| | 06:41 | formatted using it will remain.
| | 06:44 | So even though Numbers provides us
with several number formats, remember you
| | 06:48 | can also create your own custom
formats to suit your specific needs.
| | Collapse this transcript |
| Conditional formatting| 00:00 | Numbers '09 allows you to format
table cells based on conditions you set.
| | 00:04 | Conditional formatting changes a
cell's appearance when the cell contains a
| | 00:08 | particular value, referred to as a test value.
| | 00:11 | For example, let's say we want the
totals in our Distance Run table in our
| | 00:15 | Running Club spreadsheet to appear
differently depending whether or not they
| | 00:18 | are greater or less than the goal amount
that appears in our Monthly Goal table.
| | 00:23 | First, we need to select the cells to
use our conditional formatting. In this case,
| | 00:27 | all of the totals for
January through September.
| | 00:30 | Once we've got our cells selected, we
can create the rule either from the Cells
| | 00:35 | Inspector or directly from the Format menu.
Here, we'll select Show Conditional Format Rules.
| | 00:41 | This opens up the Conditional Format
window where we can first choose a rule.
| | 00:45 | Click the button to display a
number of rules to choose from.
| | 00:48 | Let's say we want our numbers to
appear Bold and Red if they're below the
| | 00:52 | monthly goal. In that case,
the rule we need is Less Than.
| | 00:57 | Now, a field appears where we can
enter the value or select the value.
| | 01:01 | We'll click the Selection button and
choose the cell A2 in our Goal table.
| | 01:07 | It's inserted as an element in the
field and now it's a matter of formatting.
| | 01:12 | Click the Edit button to format
the cell based on this rule.
| | 01:15 | So if numbers are less than the value
that appears in A2 of our Monthly Goal,
| | 01:20 | we can change the text color and
attributes, even the fill color used in the
| | 01:25 | actual cell itself. Let's click the Text
Color button, and choose a nice, bright red.
| | 01:33 | We don't need it to be Italic. So
we'll turn that off and turn Bold on.
| | 01:37 | We see a sample on the right-hand side.
When we're done, we click the Done button.
| | 01:42 | You'll notice instantly some of the cells
are formatted according to this condition.
| | 01:47 | We can also add additional rules.
Click the Plus sign to add another rule.
| | 01:52 | In this case, numbers that are above the
goal, maybe we want them to appear green.
| | 01:56 | So in this case, we'll click the button
and choose Greater Than and again we'll
| | 02:01 | select the same cell
from our Monthly Goal table.
| | 02:06 | When we click the Edit button this time,
we'll change the text color to a nice
| | 02:11 | bright green. Let's again choose Bold
and turn off Italics. When we click Done,
| | 02:18 | you'll see the remaining numbers are
all above the monthly goal and they are
| | 02:22 | formatted in green.
| | 02:24 | Now, using these two rules, any goal
that is equal to the total, means no
| | 02:30 | formatting will be applied
and the number will not change.
| | 02:33 | So when we're done, we'll click the
Close button to close up Conditional Format
| | 02:36 | window, and here's the cool thing. We
can apply the style to other cells in
| | 02:43 | other tables in our spreadsheet.
| | 02:45 | So with the cell still selected, let's
go to Format, choose Copy Style, and now
| | 02:52 | select the cells in the Totals column
for the Distance Run, Women table. Here,
| | 02:59 | we want to paste that format.
| | 03:00 | So we'll click the Format menu and
choose Paste Style. Watch what happens.
| | 03:05 | The same conditions are set for these
cells in this column and in this case, only
| | 03:11 | one number does not meet the monthly
goal. The rest are above and appear green.
| | 03:15 | Let's deselect the table by clicking the Canvas.
| | 03:19 | So if you need cell contents to stand
out when certain conditions are met,
| | 03:23 | remember Conditional Formatting
is now available in Numbers '09.
| | Collapse this transcript |
| Using special characters| 00:00 | In Numbers '09, you can use the Mac OS
X Characters window to insert special
| | 00:04 | characters that don't typically appear
on your keyboard such as mathematical
| | 00:08 | symbols, letters with
accent marks and arrows and more.
| | 00:11 | Let's use our Milea Listing and
Prospect spreadsheet to add a symbol after the
| | 00:16 | word Milea in the title over our
mailing list. First, we'll click once to
| | 00:20 | select the text box. Then click again
inside the text box after the A in Milea.
| | 00:26 | Here's where we need to add a symbol.
| | 00:28 | So to access the Special Characters
window, we can do that from the Edit menu,
| | 00:34 | and choose Special Characters. You can
also access it from the International
| | 00:38 | Flag that may appear at the very top
on the menu bar. But once we've got the
| | 00:42 | Characters window open, we now have a
number of categories to sift through
| | 00:47 | where we can find our special symbols.
| | 00:50 | Here, under Symbols for example if
we scroll down and select Letter Like
| | 00:56 | Symbols or find the one we're looking
for which is the Registered Symbol.
| | 01:01 | Once selected, you can see character
information down below, and even font variations.
| | 01:06 | So if you want to choose a specific
font that matches your font that's in the
| | 01:10 | title in this case, you can scroll
through the different fonts, and select one
| | 01:14 | that looks good. Let's choose Bookman Old Style.
| | 01:18 | Now with it selected, we see a preview.
All we have to do is click the Insert
| | 01:23 | with Font button to insert it into our
text. Now of course this doesn't look
| | 01:28 | good the way it is. We'll probably
want to select it and make it superscript.
| | 01:32 | So drag over the symbol itself and next,
we'll go up to Format, down to Font,
| | 01:39 | and over and down to baseline. Here,
we can choose Superscript, which will
| | 01:44 | change its size and move it up a little
bit higher where it belongs, and we're
| | 01:48 | done with the Characters window.
Let me click the Close button.
| | 01:52 | Now we can also use the Keyboard Viewer
to add accent marks to characters.
| | 01:56 | But first it needs to be enabled from our
System Preferences. So let's click the
| | 01:59 | Canvas to deselect anything. We'll
click the Apple symbol, move down to System
| | 02:05 | Preferences and click to open
up our System Preferences window.
| | 02:09 | Next, we'll select International. Then
the Input Menu button to make sure our
| | 02:14 | Keyboard Viewer is enabled. If it's
not checked off, go ahead and click the
| | 02:19 | check box to enable it. Now we can
close our System Preferences window.
| | 02:24 | As we look through the table here,
we see a name where we could use some
| | 02:28 | special accents. The last name Cote
here is spelled without those accents.
| | 02:33 | So let's click between the O and the
T, and we'll take out the O with our
| | 02:37 | Backspace key and now we'll access our
Keyboard Viewer. Let's access it from
| | 02:43 | the International Flag. We'll click
Show Keyboard Viewer, which opens it up.
| | 02:49 | We can move this around. Watch what
happens when you hold down the Option key on
| | 02:53 | your keyboard. The actual
accents appear in orange.
| | 02:57 | So for example if we want to select the
accent that belongs over the O, we can
| | 03:02 | click it right in the Keyboard Viewer
and inside our cell now, you can see the
| | 03:07 | symbol and it's shaded in yellow
waiting for us to type in a character. We want
| | 03:12 | the letter O. So we type the O and
it appears with the accent over it.
| | 03:17 | Let's repeat that for the E. We'll
take it out, hold down our Option key, and
| | 03:22 | you'll notice the accent we're looking
for appears in the top-left corner.
| | 03:26 | When you release the Option key, you'll
notice that it's the Tilde on your keyboard.
| | 03:31 | So you don't have to use the Keyboard
Viewer, hold down Option, press the Tilde
| | 03:36 | key on your keyboard to get the accent,
and now we can type in the E to finish
| | 03:41 | it off. When you're done with the
Keyboard Viewer, click the Close button in
| | 03:45 | the top-left corner.
| | 03:48 | So thanks to the Character Palette
and the Keyboard Viewer, we can insert a
| | 03:52 | wide range of special characters and
accents, not typically available from the keyboard.
| | Collapse this transcript |
| Using hyperlinks| 00:00 | Numbers '09 can automatically
recognize email and web addresses when you type
| | 00:05 | them to create working hyperlinks and
this can be particularly useful when
| | 00:09 | sharing your spreadsheets
electronically with others.
| | 00:12 | Now we'll use our Milea Listings and
Prospects spreadsheet, but the first step
| | 00:15 | is to ensure Numbers is set up to
recognize e-mail addresses in websites.
| | 00:20 | So click Numbers and choose Preferences
and then choose Auto-correction, and
| | 00:25 | ensure there is a check mark next to
Automatically detect e-mail and web
| | 00:30 | addresses. Without a check mark, you
won't automatically see hyperlinks created
| | 00:35 | when you type in e-mail and web addresses.
| | 00:38 | So with the check mark in there, we'll
close up our Preferences window and now
| | 00:43 | at the bottom of our current listing
sheet, you'll see a text box. First, we'll
| | 00:47 | click once to select the text box and
now we'll click inside the text box where
| | 00:51 | we want to type in our email address
which is after the colon, before the word or.
| | 00:57 | Now, as we type in an email address,
let's type in Info @, and the at symbol is
| | 01:04 | what Numbers uses to recognize an
email address, type in milearealestate.com.
| | 01:12 | Watch what happens when you press
the Spacebar now to leave a space.
| | 01:15 | Automatically the hyperlink is created
and our text is formatted in blue with
| | 01:20 | the underline to show up as a hyperlink.
| | 01:23 | Now, the same thing will happen when
we add a website at the end. We'll click
| | 01:26 | at the end of our text string and type
in www.milearealestate.com. When you hit
| | 01:37 | the Spacebar again, a hyperlink is created.
| | 01:40 | So let's click the Canvas anywhere to
deselect our text box. Notice as you
| | 01:45 | hover over these hyperlinks, you'll
see the actual URL for the website and as
| | 01:51 | you hover over the hyperlink for
the email address, you'll see your
| | 01:54 | mouse-pointer turn into a little hand.
This means you can actually use the
| | 01:58 | hyperlink. It works.
| | 02:00 | So let's click our email address and
what should happen is your default email
| | 02:05 | application will load up with a brand
new message, automatically addressed to
| | 02:10 | the email address you typed-in waiting
for you to enter a subject and the body
| | 02:15 | of your message, and send that message
off. You can close your default email
| | 02:19 | application to return to the spreadsheet.
| | 02:23 | So if you plan on sharing your
spreadsheets electronically with others,
| | 02:27 | hyperlinks can provide quick and
easy access to websites and email correspondence.
| | Collapse this transcript |
| Checking spelling| 00:00 | With Numbers '09, it's easy to check
your spreadsheet for spelling errors.
| | 00:04 | You can set the Spell Checker to flag
spelling errors as you type, or you can check
| | 00:09 | your entire spreadsheet or
selected text at any time.
| | 00:12 | Let's use this version of our Energy
Saving Plan spreadsheet. We'll begin with
| | 00:15 | checking spelling as you type. To turn
this feature on, click the Edit menu,
| | 00:20 | move down to Spelling and select Check
Spelling While Typing. If you don't see
| | 00:25 | a check mark that means
the feature is not turned on.
| | 00:29 | Now with the feature turned on, we'll
test it out. Double-click anywhere in the
| | 00:33 | text box containing the text Utility
Costs, and click once after the word Costs.
| | 00:37 | Here we'll add some additional
text, leave a space and we'll type in the
| | 00:42 | word analysis but we'll spell it incorrectly.
| | 00:47 | Now when you move your cursor down
or press the Spacebar or Return you'll
| | 00:52 | notice that the word appears with a
dashed red underline. This indicates a word
| | 00:57 | that's not recognized in the dictionary.
| | 01:00 | So one way to correct a misspelled word
is to Ctrl-click or right-click it and
| | 01:05 | choose from the pop-up menu. Let's try
this with the word Analysis. Here you'll
| | 01:10 | see some suggestions at the very
top of the pop-up menu for the correct
| | 01:14 | spelling of Analysis. In this case,
the first option is the one we want.
| | 01:18 | We can also access some other spelling
features from this pop-up menu as well.
| | 01:23 | Let's simply select Analysis to
replace the incorrectly spelled word with the
| | 01:28 | correct spelling of Analysis. Now we'll
click the canvas to deselect that text.
| | 01:34 | Now to turn Check Spelling as you
type off, we would repeat the steps.
| | 01:39 | When it's turned on, you'll notice other
words in your spreadsheet with dashed
| | 01:42 | underline. So if you don't like seeing
that, go back to the Edit menu and down
| | 01:46 | to Spelling and click Check Spelling
While Typing to deselect or turn it off.
| | 01:52 | Any words that appeared with that red
dashed underline, no longer have it.
| | 01:57 | All right, we can also check spelling one
error at a time from our insertion point
| | 02:01 | to the end of the spreadsheet. In this
case, click Edit, move down to Spelling,
| | 02:07 | and choose Check Spelling.
| | 02:10 | Notice the keyboard shortcut is Command
+; we'll keep that in mind as we move
| | 02:15 | from one error to the next.
| | 02:17 | When we choose Check Spelling
automatically we are taken to the first error
| | 02:21 | from our insertion point, which
happens to be the word Pacme. In this case,
| | 02:26 | it's not a spelling error. It's
something that we want to ignore. So we simply
| | 02:30 | use our keyboard shortcut to move onto
the next one. Remember it's Command+;.
| | 02:35 | This takes us to the next sheet, where
we see the word Energy is misspelled.
| | 02:41 | Now we can fix this by Ctrl-clicking
or Right-clicking the word or if we know
| | 02:45 | how to spell it, just simply click in
between the N and the R, we'll add the E
| | 02:50 | and now we are ready to move on to the next one.
| | 02:53 | Again, Command+; will move us to the
next word. Let's deselect by clicking the
| | 02:59 | canvas anywhere. One other option is
to check spelling and view suggestions
| | 03:04 | from the Spelling window. So to do that
we click Edit and move down to Spelling
| | 03:10 | and this time, we select Spelling.
The ellipses that appears after the word
| | 03:14 | indicates we are about to open up a window.
| | 03:17 | In this case, it's the Spelling window.
And notice the first word it recognizes
| | 03:22 | as not in the dictionary is the word
Investments, down below you see that word
| | 03:27 | not found in the spelling dictionary
but down below there is one replacement
| | 03:32 | option, one suggested correction.
| | 03:35 | So our options now are to ignore that,
which will skip over and move to the
| | 03:39 | next word. We can also Learn this by
adding it to the dictionary, it will
| | 03:43 | become a word that is recognized and
never stop at that word again, or we can
| | 03:49 | simply go to the Next spelling error,
but in this case with the only suggestion
| | 03:54 | selected or highlighted, we can
click Change which will fix the word and
| | 03:59 | automatically move on to the next word in our
spreadsheet that's not recognized in the dictionary.
| | 04:05 | In this case, it's a proper name of
our company and this would be ideal for
| | 04:09 | learning. By clicking the Learn button
we add it to the dictionary, so it's no
| | 04:14 | longer considered a spelling error.
| | 04:17 | Now keep in mind that other
applications share the dictionary. So adding Pacme
| | 04:23 | here in Numbers means it won't show up
as a spelling error in Pages, Keynote
| | 04:27 | and other Mac applications like
TextEdit for example. If you want to remove a
| | 04:32 | word that has been added to the
dictionary, well let's close up our Spelling
| | 04:36 | window and we'll go down to the word
Pacme, right-click or Ctrl-click and
| | 04:41 | you'll notice from the pop-up menu
we can unlearn this spelling. Choosing
| | 04:46 | Unlearn Spelling will actually remove it from
the dictionary and we're back where we started.
| | 04:51 | So using the Spelling options in
Numbers '09 will help to ensure the accuracy
| | 04:56 | of your spreadsheet text.
| | Collapse this transcript |
| Find and Replace| 00:00 | You can find every instance of a word
or a phrase in your spreadsheet, and
| | 00:04 | optionally change it to something else
using the Find & Replace functionality
| | 00:08 | built into Numbers '09.
| | 00:10 | Let's work with our Milea Listings and
Prospects spreadsheet and let's say we
| | 00:14 | need to locate our perspective client
with the last name Cashman. One option is
| | 00:18 | to use the Search pane. Click Edit,
move down to Find, and click Show Search.
| | 00:24 | Command+F is the keyboard shortcut.
This opens up the Search pane at the bottom
| | 00:28 | of our window, it's fully adjustable,
and in the Search field we can type what
| | 00:33 | it is we are looking for.
| | 00:35 | So let's type in the name Cashman.
Now if we are not concerned about
| | 00:40 | capitalization or case we just simply
type it in lowercase, cashman, and you'll
| | 00:46 | notice there are two occurrences of
the word. We can see their location not
| | 00:50 | just the sheet but also the table, and
when we click one of the results, let's
| | 00:55 | click Cashman all by itself, it will
highlight it in the table in that sheet.
| | 01:00 | So this is a very quick way to locate
specific text that we type it into the
| | 01:05 | Search Field. Notice that we have a
little drop-down button next to our
| | 01:09 | magnifying glass. If we needed to
Match Case or a Whole Words we could do it
| | 01:13 | from here as well. We can also Clear
Recent Search by clicking Clear or by
| | 01:19 | clicking the Clear button in
the right-hand side of this field.
| | 01:25 | Now let's say the city known as
Golden in our Milea Listings Prospects
| | 01:29 | spreadsheet here should really be
displayed as Golden City. Well, here is where
| | 01:33 | Find & Replace comes in handy and we
can access it from our Search pane.
| | 01:38 | Click the Find & Replace button and you'll
notice the Find & Replace window opens up
| | 01:43 | with our last search in there,
which is cashman, but it is selected or
| | 01:47 | highlighted so we can type right
over that what we are looking for.
| | 01:51 | We type in Golden with a capital G. In
this case, the matching of the case is
| | 01:57 | important, so we'll click the checkbox
next to Match Case. It shouldn't be part
| | 02:02 | of another word either, so Whole Words
should also be checked off. And notice
| | 02:06 | we have some options for where to
search for this word. The Entire Document or
| | 02:11 | spreadsheet is the default. If we click
this button, we could look through the
| | 02:16 | Current Sheet Only or we also have the
ability to search through Formulas and
| | 02:20 | use Find & Replace functionality there.
| | 02:23 | Entire Document is fine. Now we move to
the Replace field and click to type in
| | 02:28 | what it is we want to replace Golden
with. In this case, it's Golden City.
| | 02:35 | Now we have the ability to choose a
single occurrence one at a time using the
| | 02:40 | Replace buttons. We can move from one
to the Next or Previous or for pretty
| | 02:45 | confident that every occurrence of
the word Golden; all by itself with the
| | 02:49 | capital G, should be replaced with
Golden City we can choose Replace All.
| | 02:55 | Now in this case you'll see 16
occurrences were replaced and if we were to look
| | 03:01 | at our spreadsheet by closing up our
Find & Replace window, and scrolling
| | 03:06 | through the various columns where
City appears, notice that Golden has been
| | 03:11 | replaced with Golden City. Let's move
to our Current Listings. Here we see
| | 03:16 | Golden City as well.
| | 03:18 | So with the Search and Replace
functionality available in Numbers '09, you'll
| | 03:23 | be able to locate text, numbers, and
even formulas quickly and easily even
| | 03:27 | change what you are looking
for to something else if need be.
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|
|
8. Working with ObjectsUsing text boxes| 00:00 | When you need to add text to a sheet
that's not going to be a part of the table,
| | 00:04 | you can insert a text box. For
example, to add a title to the top of our
| | 00:09 | sheet in our Running Club Data
spreadsheet, we have couple of options for
| | 00:12 | inserting a text box.
| | 00:13 | We can use the Insert menu or click
the Text Box button that appears on the
| | 00:18 | Toolbar. Now the text box is added to
the middle of the sheet, using a number
| | 00:23 | of default settings and of course, we
can change any or all of these settings.
| | 00:27 | It may be difficult to find, but once
you find the text box, click and drag from
| | 00:31 | inside the text box to move it. We'll
move it to the top left corner of our sheet.
| | 00:36 | Notice the guidelines that appear to
help us line that up with other objects on
| | 00:40 | our sheet. And now we can use the
handles that appear on the left and right to
| | 00:44 | change the size of our text box
horizontally. Let's make it wider by moving to
| | 00:48 | the right handle, when the double
arrows appear, where we can click and drag to
| | 00:52 | the right to increase its width. We
can adjust the size vertically. There are
| | 00:56 | no handles for that.
| | 00:58 | But by adjusting the point size of the
text inside our box or by adding so much
| | 01:03 | text that it needs to wrap around,
we can adjust the size of our text box
| | 01:07 | vertically that way. So with our
text box still selected, let's go to the
| | 01:11 | Format bar and change the point size of
our sample text, which is currently set
| | 01:15 | to 11 points, up to 36. Notice the
size of the text box now accommodates our
| | 01:21 | larger text. Of course, we can add our
own text, let's double click the word
| | 01:25 | Text inside there and type our own,
we'll type Running Club, and now we'll
| | 01:32 | deselect our text box by clicking the
canvas anywhere outside the text box.
| | 01:36 | Notice we don't really see a box, just
the text. So we can make enhancements to
| | 01:41 | both the text and the text box itself.
Let's go back to our text and click once
| | 01:46 | to select the entire text box. If you
want to change the Color of our text, we
| | 01:51 | can use the Color button on the Format
bar and choose a nice Dark Blue Color,
| | 01:56 | and now we'll make some adjustments to
the actual text box itself, beginning
| | 02:00 | with the Border or Stroke.
| | 02:02 | Notice it's currently set to None
on the Format bar. We can choose the
| | 02:06 | different Line Style by clicking this
button. There are number of Line Styles
| | 02:10 | and Frames to choose from. Let's choose
this chalky one, near the bottom of the
| | 02:14 | actual lines. Now, we can change the
width or thickness of that line, I'll
| | 02:20 | click the button currently displaying 6
points by default. Let's change it down
| | 02:25 | to about 5 points and now we'll change
the color of that stroke as well.
| | 02:29 | Click the Color button, and we'll
get the matching dark blue color.
| | 02:35 | Now, for the inside of the text box,
we have a number of options such as the
| | 02:38 | Fill button, we'll click that to
choose a nice light green fill color and we
| | 02:43 | can adjust the Opacity of our text
box making it see through. A 100% means
| | 02:48 | there is no Opacity here, but we
can adjust that to make it somewhat
| | 02:51 | transparent, let's choose 90%
and it's somewhat see through now.
| | 02:55 | We can also adjust the Shadow and
Reflection options by turning them on, click
| | 03:00 | the checkbox next to Shadow to see a
shadow appear. Let's turn it off by
| | 03:05 | clicking the check box again and
choosing the Reflection check box to see what
| | 03:09 | that looks like. Now, if you want to
make further adjustments, you can access
| | 03:13 | the Graphic Inspector. Click the
Inspector button and make sure the Graphic
| | 03:17 | Inspector is selected. You will see
some with your current settings here, such
| | 03:21 | as the Color Fill, the Stroke and if we want to
turn the Reflection off, we can do it from here.
| | 03:25 | Turn the Shadow On and now we can make
adjustments to the Shadow, for example,
| | 03:30 | the Offset, how far away the shadow
appears from our object. We can bring it
| | 03:35 | closer, by clicking the Down button or
we can move it further of the page by
| | 03:40 | clicking the up arrow. Let's move it
to 14 points. We can adjust the Angle of
| | 03:45 | our Shadow, as if we were adjusting the
lighting source itself. We can make it
| | 03:50 | blurry or not so blurry and we can
adjust the Opacity of the Shadow as well,
| | 03:59 | we'll bring it down to 40%.
| | 04:01 | When we are done with the Graphic
Inspector, we can close it up and let's
| | 04:05 | deselect our text box by clicking the
canvas anywhere and there is the end
| | 04:10 | result. Now, one more option for
adding a text box is to draw it yourself.
| | 04:14 | In this case, hold down your Option key
on the keyboard and click the Text Box
| | 04:19 | button on the Toolbar. No text box is
added, but when you move down onto your
| | 04:23 | canvas, you will Notice you have got an eyebeam.
| | 04:26 | So now you can actually click and
drag to draw the text box. We'll make it
| | 04:31 | about the same width as our current
text box and we can add our own text.
| | 04:37 | Let's type in 2009 and we'll center that
as well, click the Center button on the
| | 04:42 | Format bar and now we'll click the
canvas anywhere to deselect. Click again to
| | 04:48 | select the text box and make some
minor adjustments to the width to make sure
| | 04:53 | it's lined up perfectly with our text
box above. Again, we click the canvas to
| | 04:58 | deselect the text box.
| | 05:00 | So whenever you need to add text to a
sheet that's not going to be part of the table,
| | 05:04 | remember the text box and all
of the text box options that go with it.
| | Collapse this transcript |
| Copying text to a text box| 00:00 | You can create a text box in a Numbers
spreadsheet from existing text in other
| | 00:04 | applications. For example, if we have
some existing draft text in a TextEdit
| | 00:09 | text file, we can copy that from the
text file into our Milea Listing and
| | 00:13 | prospects spreadsheet here.
| | 00:15 | First, we'll switch to that document.
It's called Milea_Draft_Text and it's a
| | 00:20 | rich text format document. Next we
select the text we want to copy. Let's click
| | 00:26 | and drag across the first paragraph
only and we'll copy that either by clicking
| | 00:31 | Edit and choosing Copy or use the
keyboard shortcut Command+C, with our text
| | 00:36 | copied now we switch back to our
Numbers spreadsheet and we'll paste it.
| | 00:41 | Now if we want to keep the style from
our text file, we can just choose Paste,
| | 00:45 | but we wanted to match the style of
our spreadsheet, click Edit and choose
| | 00:50 | Paste and Match Style. A text box is
automatically generated and the text is
| | 00:56 | inserted inside that text box. So all
we need to do now is resize our text box
| | 01:02 | and move it into position. We can
manipulate this text box like any other text
| | 01:07 | box in a Numbers spreadsheet. Deselect
the text box by clicking the canvas to
| | 01:13 | see the end result better.
| | 01:14 | Now if you already have text in a text
box in another application like Pages or
| | 01:19 | Keynote for example, you can copy the
entire text box over. Let's switch to our
| | 01:23 | Pages document called Milea Brochure.
Here we have got some text in the text
| | 01:30 | box, so that we can select by clicking
once and now we'll copy that either from
| | 01:34 | the Edit menu or Command+C if you
prefer using the keyboard shortcut.
| | 01:39 | Now we'll switch back to our Numbers
spreadsheet and let's go to the current
| | 01:44 | listing sheet by clicking it in the
Sheets pane, we'll click Edit and this time
| | 01:49 | we'll choose Paste to keep the
original styling, we won't match the style of
| | 01:53 | our current spreadsheet, Command+V is
the keyboard shortcut for that. Notice it
| | 01:57 | appears down here below our images and
again we could resize this and position
| | 02:03 | it accordingly and deselect when we are done.
| | 02:12 | So remember, if you wish to add text
in a text box in Numbers and that text
| | 02:17 | already exists elsewhere, there is no
need to retype. Copy the text from any
| | 02:21 | other application to paste
it into a text box in Numbers.
| | Collapse this transcript |
| Paragraph formatting| 00:00 | There are a number of paragraph
formatting options in Numbers '09 for improving
| | 00:04 | the appearance and readability of text
boxes that contain paragraph text.
| | 00:09 | Let's use our Milea Listings and Prospects
spreadsheet. We do have a text box on our
| | 00:13 | Sales datasheet containing some paragraph text.
| | 00:16 | Now, to make this text more attractive
and easier to read, we must first select
| | 00:21 | the text box, so I'll click once to do
that. Now, changes we make to paragraph
| | 00:25 | formatting will affect the entire
content. We would need to select specific
| | 00:30 | text inside the text box to
modify parts of the text box only.
| | 00:35 | But with our entire text box
selected, we are going to access the Text
| | 00:39 | Inspector, click the Inspector button
and make sure that Text Inspector is
| | 00:43 | selected. Here we can adjust things
like the color of our text and alignment,
| | 00:47 | but down below we have some Paragraph
Formatting options. We have Character
| | 00:52 | Spacing, which is fine the way it is, but
Line Spacing, you can see its set to 1 or single.
| | 00:58 | Now, if we want to spread this text out
a little bit vertically, we can adjust
| | 01:01 | the line spacing. We can use the up and
down arrows to adjust it. You can take
| | 01:05 | in a value or use the slider. Let's
drag the slider to the right, until we hit
| | 01:10 | 1.2. Now, in the background you will
Notice the text is spread out and in fact
| | 01:16 | it no longer fits inside the text box.
We know this by the Plus sign that
| | 01:20 | appears at the bottom. But we can
click and drag that Plus sign down until it
| | 01:25 | disappears, so we can see the entire contents.
| | 01:29 | We can also adjust the spacing before
and after paragraphs. Notice that inside
| | 01:34 | this text box we actually have two
paragraphs. A Return was pressed after
| | 01:39 | Denver-based agency, but there is no
extra space. Sometimes people will press
| | 01:44 | an extra Return to create that space.
But better than that is to adjust the
| | 01:49 | spacing before and after paragraphs.
Let's drag the slider here to the right to
| | 01:55 | increase the space after each paragraph. That
means after a Return, we'll move it to 5 points.
| | 02:01 | And you can see that extra space
there now, separates our two paragraphs
| | 02:04 | nicely, again making it a little bit
easier to read. The other thing that might
| | 02:09 | be bothersome is how close our text
is coming to the edges of our text box.
| | 02:13 | That's called the Inset Margin. It too
can be adjusted using the slider or the
| | 02:18 | up and down arrows or by simply typing
in a value. Let's use the slider, so we
| | 02:23 | can see the changes on the fly.
| | 02:25 | As we drag to the right, you can see
extra space is being created between the
| | 02:30 | text and the border of the text box
and of course as we move to the right to
| | 02:34 | about 4 points, we can no longer see
the entire contents, so the Plus signs
| | 02:40 | reappears and we can click and drag
that down until it disappears to read the
| | 02:44 | entire content. Let's close the Text
Inspector. We can adjust our text box.
| | 02:54 | And once we've got in looking exactly the
way we want, we can deselect by clicking
| | 02:58 | the canvas anywhere to view the
end results a little bit better.
| | 03:02 | So, this is now much easier to look
at and read. Remember these Paragraph
| | 03:07 | Formatting options to improve
appearance and readability when working with
| | 03:10 | Paragraph Text in a text box.
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| Creating bulleted and numbered lists| 00:00 | When you need to create a list in
your spreadsheet, Numbers provides
| | 00:04 | preformatted bullet and numbering
styles for creating a simple or ordered list.
| | 00:08 | Let's use some existing text in the
text box here, in our current listing sheet
| | 00:13 | of our Milea Listing and Prospects
spreadsheet. And when you have already got
| | 00:17 | the text entered you can select the
text first and create a bulleted or
| | 00:20 | numbered list from there. So one click
selects our text box. You can click
| | 00:25 | again to get inside and now we are
going to click-and-drag from our first point
| | 00:30 | to the end of our third point and
you'll even see where the hard returns were
| | 00:35 | typed to create the
separation between these points.
| | 00:38 | Numbers is going to use those hard
returns to create separate bullet or
| | 00:42 | numbered points. So with our text
selected now we can access the Text
| | 00:46 | Inspector. Click the Inspector button,
let's move it out of the way. So we can
| | 00:50 | see our text. And now we'll click the
Bullets button of the Text Inspector.
| | 00:55 | And here you'll see No Bullets have been turned on.
| | 00:58 | But of course that can be changed by
clicking the button. We can use Text
| | 01:02 | Bullets for example. When you choose
Text Bullets automatically the default
| | 01:06 | bullet appears. It's a black dot. But
of course, you can choose other Text
| | 01:11 | Bullets by clicking the drop-down button.
Maybe a star would look good.
| | 01:15 | We can change the color of those bullets as
well, click the Color button and from the
| | 01:20 | Colors window let's just choose a
nice bright orange here. Close the Colors
| | 01:25 | window. You can see they really stand out.
| | 01:27 | We can also change the Alignment and
Size of those bullets. So if we want to
| | 01:31 | make them a little bit bigger, we can
use the Up arrows. We could also change
| | 01:36 | their Alignment. Right now, they are
right beside our text. If we want to raise
| | 01:39 | them up a little bit we could. Now we
can even adjust the space between our
| | 01:44 | bullet and the edge of our text box,
as well as, the space between our bullet
| | 01:48 | and our text. Let's bump these both up to
0.25 and you can see that's far too much.
| | 01:54 | So in that case, we might want to
click the down arrow to set them back to zero.
| | 01:57 | And click-and-drag inside the
first box and we'll type in 0.1. You can
| | 02:03 | add your own value. Press the Tab key
on your keyboard to move to the next field.
| | 02:07 | We'll try 0.1 there as well and
press Return. You can see that looks a
| | 02:11 | little bit better. So our points really
stand on their own and those bullets stick out.
| | 02:16 | Let's try a different type of bullet
now. When we click the button that now
| | 02:20 | displays Text Bullets, we can choose
Image Bullets. Notice now we have got a
| | 02:25 | series of images. We can choose from
like checkboxes and pushpins. Let's move
| | 02:31 | up near the top and choose the
gold sphere. That's kind of cool.
| | 02:35 | It's 3-dimensional. We can adjust
Alignment and Size of that as well.
| | 02:39 | Notice the Bullet Indent and Text
Indent stay and that's fine. If you prefer to
| | 02:44 | number of the items on your list,
click the button now that displays Image
| | 02:48 | Bullets and choose Numbers or Tiered
Numbers. In this case we don't need Tiered
| | 02:53 | Numbers. Numbers will be fine. And now
we can choose the Style. When we click
| | 02:58 | the Style button you can see there is
a number of numbering styles like Roman
| | 03:02 | Numerals, for example. Let's select that one.
| | 03:06 | Again, we can choose Number Indent and
Text Indent or I think we should just go
| | 03:13 | back to that Image Bullet. It probably
suits this particular list best.
| | 03:20 | Let's close our Text Inspector. And now
what's kind of cool is Numbers knows that
| | 03:25 | Bullets have been turned on so we can
click after the last item, right after
| | 03:29 | the word features, and when we press
Return on the keyboard, we get a brand new
| | 03:33 | bullet if we needed to add an
additional point. If you need to remove a bullet
| | 03:37 | just use your Delete key to backspace
a couple of times back to the previous
| | 03:42 | item and that's where we started.
| | 03:44 | So whenever you need to list items or
show order create a Bulleted or Numbered list.
| | Collapse this transcript |
| Working with shapes| 00:00 | With Numbers '09, you have access to a
variety of predrawn shapes that can be
| | 00:05 | added to your spreadsheets. You can
insert circles, rectangles, stars, speech
| | 00:09 | bubbles, arrows and more.
| | 00:11 | So let's add a shape to our Running
Club Data spreadsheet here. Perhaps an
| | 00:14 | arrow pointing upward, under our
Monthly Goal table would look nice.
| | 00:20 | First we'll go to the Shapes button,
click once to view a number of different
| | 00:24 | predrawn shapes to choose from
including lines, even lines with arrowheads.
| | 00:29 | Then we get into some filled shapes
like rectangles with square corners or
| | 00:33 | rounded corners, we have got the
ellipse for creating circles, we have got
| | 00:37 | triangles, we have got thick arrows.
There is also speech bubbles down below.
| | 00:41 | Let's choose a nice thick arrow. A
default arrow is placed on our spreadsheet.
| | 00:46 | We can move that around by clicking-and-
dragging from the center, we'll move it
| | 00:50 | down to the bottom right corner of our
sheet and now we can make a number of
| | 00:55 | adjustments to make this shape standout.
Let's start by changing the Fill and
| | 00:59 | Line attributes. This can be
done directly from the Format bar.
| | 01:03 | First of all, you will see the Stroke
is selected as a thin line, it's 1 point
| | 01:08 | and the color is black. Well, let's
turn the Stroke right off. We'll click the
| | 01:12 | Stroke button and choose None. But
we'll change the Fill by clicking the Fill
| | 01:17 | button and let's choose a nice dark green.
This will kind of match our spreadsheet.
| | 01:22 | We can adjust the Opacity of this as
well to make it somewhat see-through.
| | 01:26 | Let's choose 80%. If we wanted to,
we could add a shadow at this point.
| | 01:31 | Now we can also access a number of options
from various Inspectors that are available
| | 01:36 | to us through the Inspector button, we'll
click that first and choose the Graphic Inspector.
| | 01:41 | Here you can see the Color Fill that
we've selected and the Color, no Stroke
| | 01:46 | and the Shadow has been turned on. If
we wanted to adjust the Angle, we could
| | 01:49 | do that by using the rotation handle
or type in an exact number of degrees to
| | 01:54 | rotate. We can also adjust the
Offset to bring it further off the page or
| | 01:58 | closer to the page, let's bump it down
to 10 points. We'll leave the Blur and
| | 02:03 | Opacity as it is. We can also add a
Reflection from here but let's just keep
| | 02:08 | the shadow for now.
| | 02:09 | If we want to rotate this, so it's
pointing up towards our table, we'll then
| | 02:13 | use the Metric Inspector. With the
Metrics Inspector selected, you will notice
| | 02:18 | down below we have a rotate handle here
as well and the current Angle is set to zero.
| | 02:23 | Now we could try to rotate to
exactly 90 degrees or if you prefer,
| | 02:28 | go inside the field, click-and-drag
whatever is there and type 90. When you press
| | 02:32 | Return, it will be a perfect 90-degree angle.
| | 02:35 | Let's close our Metrics Inspector now.
And with our shape selected, we see a
| | 02:40 | number of handles around the outside, a
little blue handle on the inside for us
| | 02:44 | to adjust the width and height of the
actual stem of the arrow. So let's move
| | 02:48 | there when we see the four-sided arrow,
just make it little bit thicker and
| | 02:52 | we'll increase the size or height of our arrow
by dragging the handle at the bottom or the top.
| | 02:58 | We will move it into position, get it
lined up nicely with our Monthly Goal
| | 03:03 | table and the other neat thing is we
can totally change the shape by making
| | 03:09 | this shape editable. We can do that
from the Format menu. Click Format, move
| | 03:14 | down to Shape and choose Make Editable.
| | 03:17 | Now you will see red handles around
the outside that will allow us to totally
| | 03:21 | change the shape of our arrow.
Let's start at the bottom right corner.
| | 03:25 | The bottom right corner has a red handle
that we can drag out. Let's line it up
| | 03:30 | almost with the handle that appears
on the point of our arrow. We'll do the
| | 03:35 | same on the left side to make it
symmetrical and we'll deselect now by clicking
| | 03:40 | the canvas to see the end
result; that's kind of cool.
| | 03:43 | The other thing you can do with Shapes
is add text to them. Just double-click a shape.
| | 03:47 | It may turn on its side for you
to type in your text. Let's type in, the
| | 03:52 | word REACH! You will see the default
font and font attributes but we can
| | 04:00 | click-and-drag over that text
and make some changes here as well.
| | 04:03 | Let's change it to 24 points, let's
change it to white as well. And now watch
| | 04:11 | what happens when we click the canvas
to deselect our arrow, it flips it back
| | 04:15 | to the degrees of rotation we selected a
moment ago and we have got our text inside.
| | 04:21 | So shapes can add visual interest to
a spreadsheet and with Numbers '09,
| | 04:25 | the shapes you can add or create are limitless.
| | Collapse this transcript |
| Adding and adjusting images| 00:00 | An image can add visual interest to
a spreadsheet and help tell a story.
| | 00:04 | With Numbers '09, you can insert all kinds
of images including TIFFs, GIFs, and JPEGs.
| | 00:08 | You can add PDF images,
PSD files, EPS and PICT files.
| | 00:14 | So let's insert an image of the house
at 1871 Meadow View Drive. There are a
| | 00:19 | number of different ways to retrieve
an image. If the photo has been uploaded
| | 00:23 | to iPhoto, you can access it through
the Media Browser by going to your photos.
| | 00:27 | But if you haven't done that, you can
also retrieve it by dragging it from a
| | 00:31 | Finder window or click the Insert menu
and select Choose. This will allow you
| | 00:38 | to navigate to the folder
where your image resides.
| | 00:41 | In our case, in our Exercise Files
folder. The file that we are going to bring
| | 00:46 | in is a JPEG file called 1871 Meadow.
So I'll select that and click Insert to
| | 00:52 | insert it into your spreadsheet.
| | 00:55 | Now of course, there is a number of
things we can do with this image, such as
| | 00:58 | resize it and move it into position.
Notice the handles around the outside.
| | 01:03 | Let's start by resizing from the top
right corner. When you see that double
| | 01:07 | arrow, you can click-and-drag to change
both the height and the width of this image.
| | 01:13 | Now to move it into position, we click-
and-drag from the center of the photo
| | 01:16 | anywhere. We'll try to line it up best
we can with the others. You may need to
| | 01:21 | adjust the size a little bit further.
| | 01:24 | Now once we have got it into position,
there is more we can do. A really nice
| | 01:28 | feature of the iWork '09 application
including Numbers '09 is that we can
| | 01:32 | adjust the quality of an image without
leaving Numbers to use a photo editing
| | 01:36 | application. With our image still selected,
click View and choose Show Adjust Image.
| | 01:45 | This opens up the Adjust Image
window where we can adjust things like
| | 01:48 | Brightness and Contrast. If you find
the image is a little bit dark, you might
| | 01:52 | want to adjust the Brightness slider
to the right, for example, to lighten it up.
| | 01:56 | You can also increase or decrease
the Contrast. Saturation, Temperature and
| | 02:02 | Tint allow us to work with the color in
our photo. We can adjust the Sharpness
| | 02:07 | as well, the Exposure.
| | 02:08 | If it seems to be little bit over-
exposed, we can drag the slider to the left,
| | 02:12 | for example, to bring that down a
little bit. We have even got the Levels at
| | 02:17 | our disposal. And if you simply want
to enhance the image without worrying
| | 02:21 | about all those sliders, click the
Enhance button and it will automatically be
| | 02:25 | enhanced and you will see the Levels
adjust automatically. You can reset back
| | 02:29 | to the original image at any time but
when you are done, click the Close button.
| | 02:34 | Now we'll deselect the image by
clicking the canvas anywhere. And as you can
| | 02:39 | see, adding and enhancing images in
Numbers '09 can really add interest and
| | 02:43 | information to your spreadsheets.
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| Masking objects| 00:00 | Cropping an image usually means cutting
parts off, but in Numbers you can crop
| | 00:04 | images without actually changing the
image files by masking the edges instead
| | 00:09 | to get rid of unwanted parts.
| | 00:11 | Let's say we want to focus more on the
house here at 1871 Meadow View Drive and
| | 00:16 | we want to mask out the edges that
appear around the outside of this image.
| | 00:19 | Well in that case, we first select the
image, then click Format and from the
| | 00:25 | Format menu, select Mask. When you
choose Mask from the Format menu, you are
| | 00:30 | choosing the default shape to mask
with, in this case the rectangle.
| | 00:34 | So you can see the rectangle and the
mask and we can modify now the image
| | 00:39 | itself as well as the mask. So for
example, if we move down to the slider that
| | 00:43 | appears with our Mask tool, we can
click and drag that to the left to allow us
| | 00:48 | to see more of the house.
| | 00:51 | We can also go inside the mask and
move that image around. So we can move the
| | 00:57 | part of the house we want to focus on
into the mask and when you click the Edit
| | 01:02 | Mask button, you have the ability now
to resize your image without affecting
| | 01:07 | the mask. Once you have got it
looking the way you want, then deselect by
| | 01:14 | clicking anywhere on the canvas to see
the end result. That looks pretty good.
| | 01:19 | Now that default mask, which is a
rectangle in shape is only one option.
| | 01:24 | You can actually choose any type of
predefined shape if you want as a mask and
| | 01:29 | you do that by first selecting the image.
| | 01:32 | Let's focus this time on the house
at 2799 Camino Court. Click that image first.
| | 01:38 | This time we'll go to Format
and choose Mask with Shape. Then you will
| | 01:43 | see all of those predefined shapes available
in Numbers '09 including a Rounded Rectangle.
| | 01:49 | So if you want rounded corners for
example, you would choose this shape.
| | 01:52 | Now you will see down below, we have got
our mask. Of course, it needs to be
| | 01:56 | adjusted and moved around. Let's size
it first of all and we'll move our image
| | 02:02 | inside the mask and if we want to use
the slider to increase or decrease the
| | 02:08 | size of the image until we get it
exactly where we want, we can then click Edit Mask
| | 02:15 | to move this into position and resize it.
| | 02:22 | Notice the rounded corners. If at any
time you need to get back in there to
| | 02:26 | make some adjustments, for example, we
are seeing a little too much of the lawn
| | 02:29 | down below, click Edit Mask again and
make the adjustment. When you are done,
| | 02:34 | click the canvas to deselect.
| | 02:37 | Now you will notice that the image has
rounded corners instead of those square
| | 02:41 | corners that appear by default. And
you can even mask an image with a shape
| | 02:45 | that you have already drawn. Notice in this
spreadsheet, we have got a pre-drawn shape.
| | 02:49 | So if we want to use this as a mask,
first we select the image that we want to mask.
| | 02:53 | Let's click the image at 1630
Maxwell Street. Hold down your Shift key
| | 02:58 | and select the shape by clicking and
now when you go to the Format menu,
| | 03:03 | you will notice an option to Mask with
Selected Shape. Go ahead and select that one
| | 03:09 | and you will notice the shape stays
over there on the right-hand side, but of course,
| | 03:12 | you can click and drag to move that on
top of your image right where it needs to go.
| | 03:19 | You still have the slider and the
Edit Mask button if you need to make
| | 03:22 | adjustments. When you are done click
the canvas to deselect and view the end result.
| | 03:27 | Now each time you select an
image that has a mask, those tools will
| | 03:31 | appear. So you can always adjust the
mask or simply adjust the image itself and
| | 03:38 | deselect at any time.
| | 03:40 | So although there is no Cropping tool
in Numbers '09, you can achieve the same
| | 03:45 | effect with your images by
using the various Masking options.
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| Using Instant Alpha| 00:00 | If you want to remove part of an image
such as the background for example, the
| | 00:04 | Instant Alpha tool lets you make
parts of an image transparent in order to
| | 00:08 | achieve this effect. Let's work with
the photo in this version of our Running
| | 00:11 | Club Data spreadsheet to remove the
sky that appears in the background.
| | 00:15 | First, we need to select the image.
Click once to do that, then click Format
| | 00:20 | and choose Instant Alpha. Now we
can click the color we want to make
| | 00:25 | transparent and then drag slowly over it.
We'll start in the top left corner of
| | 00:29 | our image. Click then drag down and
across and you will notice parts of the
| | 00:33 | image are highlighted.
| | 00:36 | If we drag too far, you will notice
parts of our runners are actually selected
| | 00:39 | and will be made transparent, so we can
control the amount of the image that is
| | 00:44 | made transparent by increasing
or decreasing the selected area.
| | 00:50 | When you release, that portion of the
image will be made transparent. Now you
| | 00:54 | get the best results removing solid
colors with clear boundaries around them.
| | 00:58 | To remove areas that are less distinct,
we select a smaller area and repeat the
| | 01:03 | process as many times as necessary.
| | 01:05 | So let's go in between our first two
runners, we'll click and drag from there
| | 01:10 | and you will notice a lot of the
background is now selected. None of our
| | 01:14 | runners have parts of them selected, so when
we release, we have removed the background.
| | 01:20 | One little trick, if you hold down the
Option key while you drag, all instances
| | 01:23 | of the color that you are dragging over
will be removed, not just contiguous areas.
| | 01:27 | Now if you need to start over with the
image still selected, click Format and
| | 01:33 | you can remove the Instant Alpha. So if
you do make a mistake, this is a great
| | 01:37 | way to start over. Select our areas,
repeat the process as necessary and when
| | 01:47 | you are done click the canvas anywhere to
see the end result. Now that looks pretty good.
| | 01:53 | With Instant Alpha, you can edit your
images to create transparency without
| | 01:57 | ever leaving the Numbers '09 application.
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| Inserting media files| 00:00 | You can add audio and video files to
a spreadsheet in Numbers '09. This can
| | 00:04 | help to tell a story, provide
additional information or simply add interest to
| | 00:08 | your spreadsheet. Let's add an audio
file to our Running Club Data spreadsheet
| | 00:13 | that will allow viewers to hear the
proper pacing to reach their monthly goals.
| | 00:18 | Now to insert an audio or a video file,
you can use the Insert menu and simply
| | 00:24 | choose the file you are looking for.
We have added an audio file to the
| | 00:28 | Exercise Files folder called Jogging.
Or if you have got a Finder window open,
| | 00:32 | you can simply drag the file from
Finder into your spreadsheet. Or if you have
| | 00:37 | added the file to iTunes, in this case an audio
file, you can access it from the Media Browser.
| | 00:42 | Click the Media Browser to open it up
and make sure Audio is selected.
| | 00:47 | This will show you a list of playlist and
files you have in iTunes. And if you have
| | 00:52 | added it, it will appear there. You
can simply click and drag it from iTunes
| | 00:56 | onto the canvas and release.
| | 00:59 | If you are working with video files,
you would use the Movies button. And from
| | 01:03 | here you would see different movies
that you have worked within iMovie.
| | 01:09 | When you are done with the Media Browser,
simply close it up. Notice we have got a
| | 01:13 | speaker icon now on our canvas representing the
audio file we just brought into the spreadsheet.
| | 01:18 | So now we can adjust this by moving it
into the proper position. We can use the
| | 01:23 | handles to resize it. And now to
actually play the audio file we can double click.
| | 01:28 | (Sound of footsteps.)
| | 01:33 | To stop the audio file, just
click the canvas anywhere. It is always a
| | 01:36 | good idea to add some instructional text
telling people what to do to hear the audio file.
| | 01:41 | Now we can also get more control over
this file using the QuickTime Inspector.
| | 01:47 | First, we need to select the icon.
Then we'll click the Inspector button on the
| | 01:51 | Toolbar and ensure QuickTime
Inspector is selected. With the QuickTime
| | 01:56 | Inspector, we can control how
our audio and video files play.
| | 01:59 | For example, with our icon selected,
we can see the total playtime, almost 19
| | 02:06 | seconds. But we can also cut that off
if we want to shorten it by dragging the
| | 02:11 | handle from the right inwards. If
there are parts at the beginning we want to
| | 02:14 | cut off, we can drag that handle
inward as well. We'll always see the total
| | 02:18 | playtime down at the bottom.
| | 02:20 | And if we want to hear that, we can
click the Play button from here.
| | 02:23 | (Sound of footsteps.)
| | 02:27 | Press Pause when you want to pause play.
Other things you can do include looping.
| | 02:32 | Right now you will see under Repeat it
says None. But if you want this audio
| | 02:36 | file to continue playing when it
reaches the end, click this button, and either
| | 02:40 | choose Loop which will loop back to
the beginning, or choose Loop Back and
| | 02:44 | Forth which will actually play the
file backwards when it reaches the end and
| | 02:48 | continue to go back and forth. Loop is a
good idea for this particular audio file.
| | 02:53 | We can also adjust the Volume from
here. If you find its a little too loud,
| | 02:57 | drag this slider to the left,
test it out with the Play button.
| | 03:00 | (Sound of footsteps.)
| | 03:03 | Press Pause and adjust as necessary. If you're
working with a video file, you can even select
| | 03:10 | a Poster Frame. This little slider
allows you to move through the video file to
| | 03:14 | choose the frame that will appear on
the spreadsheet. In that case you wouldn't
| | 03:17 | see a speaker icon with a video file.
| | 03:20 | When you are done with the QuickTime
Inspector, close it up. And deselect the
| | 03:25 | icon by clicking on the canvas anywhere.
| | 03:27 | So adding multimedia such as audio or
video to your spreadsheet can add some
| | 03:32 | additional information and real excitement
for those viewing your spreadsheet electronically.
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| Aligning and layering objects| 00:00 | When you begin to work with
multiple objects on a sheet, it will become
| | 00:03 | important to know how to group them
together, get them aligned up and in the
| | 00:07 | right order. In our Milea Listing and
Prospects spreadsheet you can see we have
| | 00:11 | a number of different objects. We have
got tables and images, shapes, text boxes.
| | 00:16 | Let's first discuss how to stack
objects in the right order. Notice that our
| | 00:21 | Camino Court address has a shape that
was drawn on top. It was the last thing
| | 00:25 | to be added, so naturally it appears
on top of our image that's in behind.
| | 00:30 | Well, if we need to get this in behind
our image, we first need to select it,
| | 00:35 | now we can go up to the Arrange menu
and we can choose Send Backward which will
| | 00:40 | send it one step backward. If it was
the last thing to be drawn, it would be as
| | 00:44 | though it were the
second last thing to be drawn.
| | 00:47 | But if we really want to make sure
that it goes right to the very back in
| | 00:50 | behind our image, we can choose Send to
Back. It will be as though it were the
| | 00:54 | first object added to our sheet. Let's
do that. Now you can see, it's nicely
| | 00:59 | tucked in behind our image. Looks like
we need to get things aligned up now.
| | 01:04 | One option is to drag images manually
and line them up using the Guidelines
| | 01:08 | that appear. For example, with our
shapes selected still, we can drag that over
| | 01:13 | to the left and you will see little
blue lines appear as we line up with other
| | 01:17 | objects on our sheet.
| | 01:18 | The one we are concerned with is the
image itself. So when we move our shape in
| | 01:23 | behind the image and we see lines
going up and down and left or right through
| | 01:27 | the image, we know its perfectly
centered and we can release. And things are
| | 01:31 | perfectly aligned up now. Let's deselect by
clicking the canvas to see the end result better.
| | 01:37 | Now another option is to let Numbers
line things up for you. Let's go to the
| | 01:41 | left side of our sheet where we see
the image, shape and address for Meadow
| | 01:45 | View Drive are not really aligned up very well.
| | 01:48 | We will start with the image and the
shape in behind. First, we'll click once
| | 01:53 | to select the shape, now hold down your
Shift key to click the image, you have
| | 01:56 | now selected both and you can tell by the
handles that appear around both objects.
| | 02:01 | To line them up, we can go to the
Arrange menu, move down to Align Objects
| | 02:06 | where we can choose from both
horizontal and vertical alignment options. Well,
| | 02:10 | in this case we want then horizontally
centered so we'll choose Center. And now
| | 02:15 | we'll go back, both objects still
selected click Arrange, Align Objects and
| | 02:20 | align them vertically in the middle as
well. When we choose Middle notice how
| | 02:25 | both objects are perfectly aligned up.
| | 02:28 | What's not aligned up perfectly now is
the address that appears down below.
| | 02:34 | So you could include that in the
alignment or simply click and drag the text box
| | 02:39 | until it appears centered underneath
our image. Notice that it's also aligned
| | 02:44 | up nicely with the other addresses
over to the right. When we click the image
| | 02:48 | above Meadow View, notice that its not
aligned up with the other images neither
| | 02:53 | is the shape. So let's talk about the
advantages of grouping objects together.
| | 02:58 | We will start with our shape and our
house, the image that appears on top of
| | 03:04 | the shape and grouping those together
as a single object. Well, we know we can
| | 03:09 | click the shape in the background, hold
down our Shift key and select the image
| | 03:12 | to select both objects. Now to make
them as one object let's go to the Arrange
| | 03:17 | menu and choose Group.
| | 03:21 | Now you will notice one set of handles
around the outside. Which means we can
| | 03:25 | click and drag this as though it were a
single object to get it aligned up with
| | 03:29 | the other images over on the right hand side.
| | 03:33 | Let's go over here to our Camino Court,
when we click the address the text box
| | 03:38 | is selected, when we click the image,
it's selected, click the shape, it's
| | 03:41 | selected. Three separate objects, to group them
together as one, we can use the marquee select.
| | 03:48 | So click, drag across, and make sure
you have drawn a marquee that touches both
| | 03:54 | the shape and the image and then move
down still dragging until you see the
| | 03:59 | text box gets selected as well. You
don't need to encompass the entire object,
| | 04:04 | just touch any part of those objects.
| | 04:06 | Now with all three selected, we can
group them together. Click Arrange and
| | 04:11 | choose Group. So we want to make
sure that these objects are also grouped
| | 04:15 | together, hold down the Shift key while
clicking the address, and we'll group them as well.
| | 04:21 | So now with all of our images and
addresses grouped together, if we click the
| | 04:25 | last one, for example, we see a single
set of handles. We know that works for
| | 04:30 | Camino Court as well and the others.
It's time to get these aligned up properly
| | 04:34 | and distributed properly.
| | 04:37 | Let's use our marquee select to click
and drag from the left side all the way
| | 04:41 | across to the right side, so all four
of our images and addresses are selected
| | 04:47 | together. Now we can go up to
Arrange, Align Objects, and in this case
| | 04:53 | horizontally we want them to stay
where they are, vertically we want them
| | 04:58 | aligned up in their Middles.
| | 05:00 | Everything shifts nicely. But they are
not very well spaced, are they? So let's
| | 05:05 | deselect by clicking the canvas and
we'll move this outside object over to the
| | 05:10 | left until its aligned up with the
right edge of our table, see that blue line
| | 05:15 | appear indicating its aligned up with
the right. We'll make sure our image on
| | 05:18 | the left is also aligned up with
the left edge of the table above.
| | 05:22 | And now we can let Numbers distribute
these images in between our first and
| | 05:26 | last images by first selecting all of
them, marquee select, this time we click
| | 05:32 | Arrange, move down to Distribute
Objects. And we want to distribute them
| | 05:37 | horizontally on that line. So click
Horizontally and you will notice they are
| | 05:42 | perfectly spaced together in between
the first object on the left and the
| | 05:46 | object on the right hand side. We'll
deselect by clicking on the canvas.
| | 05:51 | So when you are working with multiple
objects, it's good know Numbers provide
| | 05:55 | several tools under the Arrange menu
to help you stay organized with stacking
| | 05:59 | order, grouping, alignment,
and distribution commands.
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|
|
9. Sharing SpreadsheetsPrinting a sheet| 00:00 | Printing your spreadsheets in Numbers
'09 remains a popular option for sharing
| | 00:04 | your work with others. But there are a
number of options to consider when printing.
| | 00:08 | So let's explore them now with our
Milea Listings and Prospects spreadsheet,
| | 00:12 | which as you can see from the Sheets
pane is made up of several different
| | 00:15 | sheets. We'll start with
our Sales data sheet selected.
| | 00:19 | To fully understand how our spreadsheet
is going to print, we should switch to
| | 00:22 | Print View. We can do that from the
Status Bar at the bottom of the window.
| | 00:25 | Click the Print View button.
| | 00:27 | Now, we can see the number of sheets
of paper it's going to take to print out
| | 00:30 | the data for our selected
sheet called Sales Data.
| | 00:34 | To really get a bird's-eye view, we
can zoom out. Click the Zoom Level button
| | 00:38 | and switch down to 50%. As you can see,
it's going to take four sheets of paper
| | 00:43 | to print out the contents
for our Sales data sheet.
| | 00:46 | But we can use the Content Scale slider
to scale our data down to fit onto two
| | 00:51 | sheets. We'll go down to 96%. Now, we
would adjust the other sheets if we plan
| | 00:56 | on printing all of the sheets in our
spreadsheet. Then we'd be ready to print.
| | 01:01 | Click File and choose Print or from the
keyboard, Command+P. This opens up the
| | 01:06 | pop-up menu for printing. Notice your
default printer will appear at the very top.
| | 01:11 | If you've got multiple printers
connected, here's where you go to select a
| | 01:14 | different printer, as well
as any presets you've set up.
| | 01:18 | Let's adjust the copies if we're
going to be in a meeting where we need to
| | 01:21 | share with other people in the meeting.
We might need say 10 copies.
| | 01:24 | We can type over what's there. With multiple
sheets and multiple pages, it's important
| | 01:30 | that Collated remains selected if
we're going to choose a large number of
| | 01:34 | copies. This way, we don't have to
manually sort all of the pages and put them
| | 01:37 | in order. Numbers will take care of that for us.
| | 01:40 | We can choose which pages to print.
We'll keep all. Down below, we'll see some
| | 01:45 | Numbers options. For example, do we
want to print all the sheets in our
| | 01:48 | spreadsheet or just the current sheet
called Sales Data? Let's choose All sheets.
| | 01:54 | Notice down below now we can preview
each of the sheets, which is adding up to
| | 01:59 | 5. As we use the Right Arrow button to
move through the various sheets, you can
| | 02:04 | see we're using a lot of
the paper very efficiently.
| | 02:09 | If you choose to include a list of
formulas in the document, click the check
| | 02:13 | box and you'll notice the page
count goes up dramatically to 19.
| | 02:18 | Now, as we move through the various
pages in our spreadsheet, we'll eventually
| | 02:23 | get to the first page where we see a
list of formulas that are being used.
| | 02:27 | We'll also see references to the cells
and tables in the various sheets where
| | 02:31 | those formulas are used. If you don't need
the formula list, deselect the check box.
| | 02:37 | There are a number of other options
that you may be familiar with if you work
| | 02:40 | with other applications on the Mac.
Click the button currently displaying
| | 02:43 | Numbers. You'll see Layout and Paper
Handling. Let's go to Cover Page, and
| | 02:48 | we'll add a cover page before our
document to indicate that this is
| | 02:51 | confidential information. Choose the
Cover Page type button, give it a click,
| | 02:56 | and we'll select Confidential. If there is any
billing info, it can be added to the field below.
| | 03:02 | Now, let's go back to that button that
says Cover Page now, and choose Summary.
| | 03:08 | This allows us to see a summary of all
of the options we selected. For example,
| | 03:11 | 10 copies Collated. We're printing
all of the sheets in our spreadsheet and
| | 03:18 | down below, you'll see Layout Options,
Paper Handling. There is our Cover Page
| | 03:22 | down below. We can use the Disclosure
Triangle to display or hide the various options.
| | 03:29 | When you're ready to print, you can
click the Print button or if you want to
| | 03:33 | collapse the options, click the button
at the very top-right corner and choose
| | 03:38 | Preview to view the printout in preview.
| | 03:42 | Here you can see each of the pages.
We can move quickly from one page to
| | 03:46 | another. If everything looks good,
we can actually print from preview by
| | 03:51 | clicking the Print button. Go ahead
and do that if you're ready to print or
| | 03:54 | click Cancel to return to Numbers.
| | 03:57 | So printing provides an option for
sharing hard copies of your spreadsheets
| | 04:01 | with others. The numerous print
options available will help you to get your
| | 04:05 | print job right the first time.
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| Password-protecting and emailing spreadsheets| 00:00 | You can share your Numbers spreadsheet
via email directly from within Numbers '09.
| | 00:04 | You can even attach your
spreadsheet in other format such as Excel or PDF
| | 00:08 | formats by converting them on the fly.
Let's do that using our Milea Listings
| | 00:13 | and Prospects spreadsheet.
| | 00:15 | To send this spreadsheet file or any
other spreadsheet file for that matter, we
| | 00:18 | might want to consider password
protecting it first. To do that, click the
| | 00:22 | Inspector button on the Toolbar, make
sure the Document Inspector is selected.
| | 00:27 | Then click the check box next
to Require password to open.
| | 00:31 | Now, from the menu that pops up, we can
type in our password, or if we want to
| | 00:35 | get help in creating a secure password,
we can access the Password Assistant by
| | 00:40 | clicking the key next to the Password field.
| | 00:43 | Here we can choose from different
types of passwords. Click the Type button.
| | 00:47 | Let's choose Letters and Numbers. This
creates a suggestion for us. If we want
| | 00:52 | to use that, notice it's highlighted,
we can pop that into the Password field
| | 00:56 | or we can just click the Password field and
type in our own using Letters and Numbers.
| | 01:01 | Let's type in the word password in
lower case. We won't see what we're typing
| | 01:07 | but we'll get feedback from the
Password Assistant down below. First of all,
| | 01:11 | notice the Quality Bar appears with a
very short Red Bar indicating the quality
| | 01:16 | of our password currently is not very good.
| | 01:19 | Down below, you'll see some tips.
First of all, the word we just typed is in
| | 01:22 | the dictionary making it very insecure.
We're not mixing upper and lowercase
| | 01:27 | letters and numbers. We're not adding
punctuation. This is based on a dictionary word.
| | 01:32 | So let's add some numbers to the end of
password. Let's add 2, 3 and 4.
| | 01:38 | Notice the Quality Bar turns green. We're
getting a better and better password with
| | 01:43 | each number we add. Still the word in
there is based on a dictionary word.
| | 01:48 | So it's not perfect. But if we like what
we've typed, we need to verify it.
| | 01:52 | Click in the Verify field, and type in
the exact same thing, password234.
| | 02:00 | Then if we want a password hint to
help remember what the password is, we can
| | 02:05 | use that or simply leave it blank.
Click the Set Password button when you're
| | 02:09 | done and you've added a password to
your spreadsheet. Now, you need to save it.
| | 02:14 | Command+S on the keyboard or
click File and choose Save.
| | 02:19 | With the file saved, we're now ready
to send it via email. So we'll close the
| | 02:22 | Document Inspector, we'll go to the
Share menu, click Share, move down to Send
| | 02:28 | Via Mail and now we can choose
from three different formats.
| | 02:32 | With Numbers selected, we'll be able to
keep our password protection. Choosing
| | 02:37 | Excel or PDF formats, we'll lose our
password protection. Something very
| | 02:42 | important to keep in mind. Let's choose Numbers.
| | 02:47 | This will automatically launch your
default mail application. Notice that the
| | 02:51 | file will be attached for you. So you
don't have to do that. All you need to do
| | 02:55 | is type in who you're sending this message to,
and you may want to add a subject as well.
| | 03:00 | I am going to send it to myself,
drivers@lynda.com, I'll tab down to the
| | 03:08 | Subject. You can type in any subject
here. For today's meeting at 2 pm, and
| | 03:19 | then click the Send button to send it off. You
can quit the mail application when you're done.
| | 03:26 | Now, email has become one of the most
popular communications tools of our time
| | 03:30 | and with Numbers '09, we can use this
tool to share our spreadsheet files with others.
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| Sharing spreadsheets with iWork.com| 00:00 | With Numbers '09, you can publish a
spreadsheet to iWork.com and invite people
| | 00:04 | to view, even comment on the spreadsheet.
All they need is a Mac or a PC with a
| | 00:09 | modern web browser.
| | 00:11 | Let's publish our Milea Listings and
Prospects spreadsheet to iWork.com.
| | 00:16 | To publish anything at all to iWork.com,
you have to have an Apple ID and a mail
| | 00:20 | account and of course, you have
to be connected to the Internet.
| | 00:24 | We can access iWork.com from the Share
menu or directly from the Toolbar, click
| | 00:28 | the iWork.com button. Now to form
the pop-up menu, we can start adding
| | 00:34 | information such as the email addresses of
those we want to invite to view this document.
| | 00:39 | Let's add at least one email address.
The subjects written for you indicating
| | 00:44 | people would be invited to view your
spreadsheet on iWork.com. You can also add
| | 00:48 | some additional text in the Message
field. For example, Please add comments.
| | 00:55 | If you do ask people to add their
comments, you will want to make sure that the
| | 00:58 | checkbox next to Leave comments is
checked off to enable this feature. You may
| | 01:03 | also want to allow people to download copies
of the document, in our case, is spreadsheet.
| | 01:09 | If so, they will be able to choose from
one or more different formats depending
| | 01:14 | on what you check off in that
Download Options section. Notice there are
| | 01:18 | Numbers formats as well as PDF and
Excel formats available. If we only want
| | 01:23 | people to download our spreadsheet in a Numbers
'09 format, we can deselect the other checkboxes.
| | 01:29 | By default, the name of this file
will be the same as it is now, so you can
| | 01:35 | leave that or change the name if you so
wish; when you are ready though, click
| | 01:39 | the Share button to copy it to iWork.com.
| | 01:44 | What it's going to do is generate a
copy, create the email that's going to be
| | 01:49 | sent out and send it out to people
with a link directly to the actual
| | 01:53 | spreadsheet and it's going to upload
the spreadsheet to iWork.com. Then people
| | 01:59 | will be able to have access to it,
they may be prompted to log in with their
| | 02:03 | Apple ID and Password and we have enabled
comment, so we'll see what that's like momentarily.
| | 02:10 | When the document is copied to iWork.
com, you will see this message. Clicking
| | 02:15 | OK will take you back to Numbers '09
or you can go directly to iWork.com and
| | 02:20 | view that document now by
clicking the View Document Now button.
| | 02:24 | Also, in the email message you will
see a link taking you directly to the
| | 02:28 | document. Let's click View Document
Now to go to iWork.com and view our Milea
| | 02:34 | Listings and Prospects spreadsheet here.
| | 02:36 | Notice the different sheets on the left-
hand side in the Navigator. We can walk
| | 02:40 | through the various sheets in our
spreadsheet by clicking the appropriate sheet.
| | 02:45 | On the right-hand side you will also
see some important information such as the
| | 02:48 | Document Publisher, you will see the
Download button where we can download a
| | 02:53 | copy in the specified format, in this
case, Numbers '09. You will also see some
| | 02:58 | other important information down
below where you can add notes for example.
| | 03:03 | Here we see the original note, which
is Please add your comments. The Comment
| | 03:07 | button appears at the very top. Click
the Add Comment button to add a comment.
| | 03:11 | You will see your own name appear and
let's add a comment like, Is this the
| | 03:17 | best format for the pie chart? When
you click the Post button, the comment is
| | 03:27 | posted. It's now added to the
spreadsheet, it can be moved around. A Reply can
| | 03:33 | be made and we can click the Delete button
to delete this group of comments at any time.
| | 03:39 | When you are done with iWork.com,
simply close up the window and when you are
| | 03:44 | ready, continue on with the
other documents in iWork.com.
| | 03:49 | So with an iWork.com account, sharing
your spreadsheets with others just became
| | 03:52 | simpler. You no longer need to have
multiple copies sent out via email;
| | 03:57 | simply have everyone access
a single copy at iWork.com.
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10. Creating Spreadsheet TemplatesDesigning a template| 00:00 | Although Numbers '09 provides several
templates to give us a variety of ideas
| | 00:04 | for designing the look of charts, tables and
other objects, we can also design our own templates.
| | 00:10 | Let's use a spreadsheet that's been
started for us called Running Club
| | 00:13 | Template. Designing a template means
creating a spreadsheet and then saving it
| | 00:17 | as a template to be used over and over.
| | 00:19 | Now here we have a table with some
custom formatting. It's going to appear as
| | 00:23 | it is when we save this file as a
template. But let's make it the default style
| | 00:28 | so that any new tables that get
added will be formatted the same.
| | 00:31 | First, we select the table and we can
do that by clicking the table name in the
| | 00:35 | Sheets pane. As we scroll down
through the various styles, we see that this
| | 00:39 | table is using a custom style called Blue Combo.
| | 00:42 | You can click the Triangle off to the
right, then choose Set as Default Style
| | 00:46 | for New Tables now. Anytime a table is
added, it will be formatted just like this.
| | 00:50 | We can also add some content to this
table. So that people using the table
| | 00:56 | won't have to enter it themselves.
Let's click Cell A2 and type in January, and
| | 01:02 | we'll use the Fill Handle in the
bottom-right corner, drag that all the way
| | 01:05 | down, so we have January through December.
| | 01:09 | Also across the top is where member
names are going to appear. We won't type
| | 01:12 | actual names but we can create
placeholders here such as Name #1. You can use
| | 01:19 | the Fill Handle now in the bottom-right
corner of that cell. Drag it across so
| | 01:23 | we can have up to 5 names in this table.
| | 01:26 | All right, let's go back to the
Sheets pane and select the entire table by
| | 01:30 | clicking the table name. We can also
make this table available as a reusable
| | 01:35 | table, so it can be added easily. To
do that, we know all we have to do is
| | 01:40 | click Format, move down to
Advanced, and Capture this Table.
| | 01:45 | It's going to create a reusable table
using the same name but we can type over that.
| | 01:49 | Let's type in Goal Tracker, and
we always wanted to look like this table,
| | 01:55 | it's selected by default. So we click
OK and now anytime somebody uses our
| | 02:00 | template and clicks the Tables button,
they will be able to add this Goal
| | 02:04 | Tracker table from the list.
| | 02:06 | Let's deselect by clicking the Canvas
to close up the menu, click again to
| | 02:10 | deselect the table, beautiful. Now, we
also have a chart ready to be populated
| | 02:16 | by the numbers that are going to
appear down below in our table.
| | 02:19 | We can create default formatting for
our chart that will be saved with our
| | 02:22 | template as well. Click once to select
the chart or click the chart name in the
| | 02:28 | Sheets pane and now you will notice up
above in the Format Bar, this is a Mixed Chart.
| | 02:33 | So we can apply some default chart
colors for example. Click the Chart Colors
| | 02:38 | button. Let's go to our first button
and choose 2D Image Fills and then we'll
| | 02:45 | click the second button. Let's go
down to Silk. That's a good combination.
| | 02:51 | We'll kind of match our table
down below. Click Apply All.
| | 02:55 | We don't see changes right now to the
chart because there's no data. But every
| | 02:59 | time a Mixed Chart is going to be added,
we want it to be formatted this way.
| | 03:04 | So with the chart selected, click
Format, move down to Advanced and Define
| | 03:11 | Default Style for Mixed Chart.
| | 03:13 | You can also set the number of series.
Let's have it match the table, we'll
| | 03:16 | bump it down to 5 and click OK, and now
we'll deselect it by clicking the Canvas.
| | 03:23 | Now we can also control the default
formatting for other types of charts that
| | 03:27 | might get used in this template.
All we have to do is add the chart.
| | 03:30 | So let's do that using the Charts
button on the Toolbar. We'll add a
| | 03:34 | 2-dimensional Pie Chart. Now down below, we'll
see the default formatting for that Pie Chart.
| | 03:40 | Notice the table that's created for it
as well, it's using our default table
| | 03:44 | format, but the chart itself needs to be
reformatted. So click once to select the chart.
| | 03:50 | Let's change the chart colors. Click
the Chart Colors button. Let's go to our
| | 03:55 | first button, choose 2D Color Fills,
and we'll choose Blue. When you click
| | 04:00 | Apply All, you will see that
change applied to the Pie Chart.
| | 04:04 | We can close up our Chart Colors,
and now to make this the default, again
| | 04:08 | Format, Advanced, Define Default
Style, this time for Pie Chart.
| | 04:15 | The Number of Series, we'll leave the
default at 6, and click OK. Now, we don't
| | 04:19 | want this chart in our template, but
anytime it's added, we want it to be
| | 04:23 | formatted this way.
| | 04:24 | So, with our chart selected, press
Delete on the keyboard to remove it.
| | 04:29 | We can also remove the table. We don't need it.
But now anytime a Pie Chart is added,
| | 04:34 | it will be formatted the way we just specified.
| | 04:37 | Now, we can also define the number of
sheets for our new template. Let's add
| | 04:41 | another sheet. Click the Sheet button
on the Toolbar. Notice the default table
| | 04:45 | style is applied to the default table
that's added where it says Sheet and the
| | 04:50 | number, we'll change the
name, double-click that.
| | 04:53 | This is going to be our Member List. So
we'll type that and the table, which is
| | 04:59 | currently Table 1, we'll double
-click it and call it Members.
| | 05:04 | Press Return to lock that in and this
will be saved with our template as well.
| | 05:08 | Let's go back to the Running Club
sheet by clicking it, and it looks like we
| | 05:13 | are ready now to start
adding some additional comment.
| | 05:16 | The design of our template is well
on its way. All we have done so far is
| | 05:20 | created a spreadsheet with multiple
sheets, tables, and charts, and applied
| | 05:23 | some default formatting.
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| Creating initial spreadsheet content| 00:00 | When designing a template, you can add
predefined content to model the look of
| | 00:04 | a finished spreadsheet or even to
provide instructions and other productivity
| | 00:08 | aids for template users.
| | 00:10 | Let's continue to use our
spreadsheet named Running Club Template, which
| | 00:13 | already has quite a bit of content added,
but let's add some more. We'll begin
| | 00:17 | with the text box. Click the Text Box
button, which adds the default text box
| | 00:21 | containing the word Text. We'll move
that into position in the top-left corner.
| | 00:26 | Let's stretch it out by dragging the
right handle, about half way across our table.
| | 00:31 | Now, we'll double-click inside
to select the word Text and type in our own.
| | 00:36 | Let's type in Running Club.
| | 00:39 | Now, we'll reselect that text by
dragging across it, and let's change the Font
| | 00:45 | attributes. We'll start with the font
name for example. Let's scroll down our
| | 00:49 | list until we see the Gs
where we can choose Gill Sans.
| | 00:57 | Now, let's change the Point size. From
the Format Bar, we see it's currently
| | 01:00 | set at 11 points. We can click this
button. Let's try something much larger
| | 01:05 | like 36. That looks pretty good there.
| | 01:08 | Now, we can deselect by clicking the
Canvas. Let's add a shape now, which is
| | 01:12 | actually just going to be a straight
line underneath our title to separate it
| | 01:16 | from the rest. Click the Shapes button, and
right at the top, we'll choose a Straight Line.
| | 01:20 | It gets added right to the middle of
our Canvas, but we can drag that up
| | 01:25 | underneath Running Club. We'll line
it up with the edge, and let's drag it
| | 01:30 | across. Hold down your Shift key while
you are doing this to keep it perfectly
| | 01:36 | straight and leveled. Let's go all the
way to about just after our chart title
| | 01:42 | Monthly Distance vs Goal. Now, we can deselect
that by clicking the Canvas. It looks pretty good.
| | 01:47 | Let's switch over to our second sheet
called Member List now. Here we have a
| | 01:52 | table but there is really nothing in
the table. We can add content to the table
| | 01:56 | that will also act as instructions
to the people using this table.
| | 02:00 | So for example, we can put in some
labels across the top here.
| | 02:05 | At the top of column A, we'll click
cell A1 and type in Name; that's where the
| | 02:10 | member name will go. Press your Tab key
to move across. Let's type the Address,
| | 02:16 | Tab again to move across. Here is where
the phone number will go, so we'll type
| | 02:20 | in Phone, Tab across again, we'll
type in Email and once more for column E,
| | 02:26 | we'll type in Photo.
| | 02:28 | So now we've got content in our
table, but this content really access
| | 02:32 | instructions as well as to what is
supposed to go in each column. You can
| | 02:36 | deselect the table by clicking
the Canvas to see the end-result.
| | 02:39 | Now, of course we need to save our
changes. So we'll need to save this
| | 02:43 | spreadsheet, Command+S is the keyboard
shortcut, and now our future template is
| | 02:50 | beginning to look like a finished spreadsheet.
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| Creating media placeholders| 00:00 | Another type of content that can be
added to a template is a placeholder.
| | 00:04 | We're still working with our Running Club
Template file, and you'll notice here in
| | 00:08 | our in our Member List sheet, we have a
table called Members which has a Photo column.
| | 00:13 | Now each of the cells in this table
is a placeholder. So we might want to
| | 00:17 | adjust the table size to accommodate
photos in this last column. We'll select
| | 00:21 | the table, with the handles appearing
now, let's go to the bottom right hand
| | 00:26 | corner handle. We'll drag it across and
down to increase row height to allow us
| | 00:31 | to insert a good size photo.
| | 00:33 | Now I can deselect the table. But what
if we wanted people to be able to add
| | 00:37 | their own photo to the first sheet.
Let's switch over to the Running Club
| | 00:40 | Record sheet, and let's say we want
people to be able to add an image from
| | 00:45 | their own Running Club up here in the
top right corner of the sheet. Well we
| | 00:49 | can add a placeholder here.
| | 00:50 | To do that we insert a photo and turn
it into a placeholder. So let's click
| | 00:56 | Insert, select Choose, where we have
one called Runner it's a JPEG in the
| | 01:02 | Exercise Files. Now when we click
Insert it gets added to the center of our sheet.
| | 01:07 | But we can resize this. Let's
size it down a little bit. Let's drag it
| | 01:12 | up to the top right corner, not
overlapping our graph too much. We don't want
| | 01:17 | to hide any of the data. Now let's
format this a little bit as well. We use the
| | 01:21 | Format bar to add a nice picture frame.
The first button currently displaying
| | 01:25 | None allows us to choose a
nice border around the outside.
| | 01:29 | Let's choose that second picture frame
and let's rotate this a bit. We'll need
| | 01:33 | our Metrics Inspector for that. Click
the Inspector button and sure our Metrics
| | 01:37 | selected. And we'll use our Rotate
handle down below to rotate this about 6
| | 01:44 | point, let's go to about 6.8 degrees.
And we'll close up the Metrics Inspector
| | 01:48 | and there is our image.
| | 01:50 | Now we want people to be able to add
their own images here. So let's turn it
| | 01:55 | into a placeholder, with it still
selected, click Format and move down to
| | 01:59 | Advanced and Define as Media Placeholder.
When we select this, it now becomes a
| | 02:05 | Media Placeholder, let's deselect by
clicking the canvas and just hover over
| | 02:09 | the image with your mouse. You will
see a message appear. 'This image is a
| | 02:13 | placeholder drag a new media file here
to replace it.' Perfect. All we need to
| | 02:18 | do now is save our changes. Command+S on
the keyboard will update our spreadsheet.
| | 02:23 | Now anyone using this template is
going to be able to drag their own photo to
| | 02:27 | this spot on our first sheet, and it
will be formatted just as we specified.
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| Saving a custom template| 00:00 | Once you have the design of your
template finalized in your spreadsheet,
| | 00:04 | it's time to save the spreadsheet as a template.
| | 00:08 | To do that, click File, and choose
Save as Template. Now you can specify a
| | 00:14 | different folder or create a new folder
to save your template in but accepting
| | 00:18 | the default location, which is My
Templates, will mean our new template is going
| | 00:24 | to be visible in the My
Templates pane of the Template Chooser.
| | 00:27 | Now we can change the name up top.
Let's change it to simply Running Club.
| | 00:31 | We don't need the word Template at the end.
Now when we click the Save button,
| | 00:37 | the spreadsheet is saved as a
template in the My Templates folders.
| | 00:41 | Let's try this out. Click File, and
choose New from Template Chooser.
| | 00:48 | Notice the new category called My Templates.
When we select it we see the Running Club
| | 00:54 | template we just created. With it
selected, click Choose to create a brand new
| | 00:59 | spreadsheet based on the template. Notice
the name up top is Untitled until we save it.
| | 01:05 | Now to delete a Custom Template, you
will need to navigate to the folder in
| | 01:09 | which you save the template, using
Finder. Let's switch over to Finder, you
| | 01:14 | will notice the path, from your own
user folder under Library > Application
| | 01:20 | Support > iWork > Numbers > Templates,
under My Templates, is where you will
| | 01:24 | find the template you created. You can
then select it and drag it to the Trash
| | 01:29 | or right-click and choose
Move to Trash from there.
| | 01:33 | So designing a template with
preformatted styles, tables, charts and other
| | 01:37 | objects can save users the time and
effort that would otherwise be required to
| | 01:41 | create a spreadsheet from scratch.
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ConclusionGoodbye| 00:00 | Congratulations! You have just
reached the end of Numbers '09 Essential Training.
| | 00:04 | You should now be feeling
comfortable with many of the features and
| | 00:07 | functionality of this powerful yet
easy-to-use spreadsheet application.
| | 00:12 | This is David Rivers wishing you all
the best as you move forward with Numbers '09.
| | 00:15 | Thanks for watching.
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