Join David Rivers for an in-depth discussion in this video Exploring the user interface, part of Numbers 3 Essential Training.
In the previous movie, we started this brand new personal budget thanks to a template available to us here in Numbers and because we started this new file, we can now tour the new user interface to get you comfortable in your surroundings. If you skip to this movie and need to get caught up, just go to the File menu, select New, or use the keyboard shortcut command N and select Personal Budget from the template chooser and click Choose. That'll get you caught up. Now the first thing I like to do is just stretch out the borders on the left and right so it fills the entire screen. When you move your mouse pointer to the left side, you'll see the double arrows.
Now you can click and drag to stretch it out. Same thing on the right hand side. We'll click and drag to stretch it out. That gives us the largest possible viewing area. All right, let's start at the very top here. If you're new to Numbers, we'll start with the menu bar that appears across the top, including the Numbers menu. Click Numbers, you'll see a pulldown menu with options like Access to Preferences, command comma, the keyboard shortcut for that, and even quitting Numbers if you wanted to. As we hover over the other headings like File, we'll see file related commands and their keyboard shortcuts, Edit, Insert, all the way across.
Let's go to View for a second where you'll see Show for some items and Hide for others. That'll tell you what is visible. For example, when I see Show Rulers, I know that the rulers are currently not visible. If I want to use rulers for exact measurements, I can turn them on by clicking Show Rulers. Now I see the ruler across the top and down the left hand side and I can customize the ruler to suit my needs, the units of measure, etc. When we go back to the View menu, now it says Hide Rulers and notice the toggle is command R.
That's the keyboard shortcut that will do both, Show and Hide. I'm gonna hide the rulers for now. Next we'll go back to View for a second and we'll move down to Inspector. Notice it has an arrow indicating a sub menu and there's a check mark next to Format. The Inspector will appear on the right hand side of your screen unless you hide it, but I suggest leaving it on at all times because the Inspector is what we call context sensitive. So let's just click in an empty space here to close up the menus.
Over here on the right hand side with nothing selected we see that in the Inspector and we see two buttons, Format and Sort and Filter. Let's go in to the file itself and select the pie chart. One click selects it and all of a sudden our Inspector has come to life. Under Format, we see tabs for Chart, Wedges, and Arrange and under those tabs we see a number of options relating to making modifications to that object. When we go to Wedges, we can be specific with the data that's represented in those wedges and the Arrange tab is going to allow us to decide where it's going to appear on the page, in front of or behind other objects, etc.
We'll get into that later on too. Now let's go down below where we see the table for the Summary by Category. Click in any one of those cells and all of a sudden the Inspector has changed to give us Table tabs for table related commands, a Cell tab, Text for text formatting, and, of course, that Arrange tab is there as well 'cause our table is an object that can be arranged on our page. Let's go back to Table. When we click in an empty space with nothing selected, that's exactly what's displayed in the Inspector so keep in mind you'll always have the tools you need when you need them over on the right hand side in the Inspector.
Now other commands will appear by default on the tool bar. The tool bar appears here underneath the menu bar. You'll see a View button. Clicking the View button shows you the different options. We can open up Find and Replace from here. We can Show the Rulers from here as well without going to the View menu and if we're collaborating and using comments, we can hide those comments to look at the file itself. So those are some of the things that we would find from the View menu with easy access on the tool bar and that's exactly what the tool bar is, shortcuts to some of the things we find in those menus including Zoom.
The Zoom level, you can see for me, set to 125%, but clicking the dropdown allows us to zoom out, gives us a better overall look at our file or zoom in to be focused on an area. Let's go to 150 for example and now we can use the scroll bars that appear across the bottom and on the right hand side for scrolling around our page. There we go. I'm going to go back to 125 by clicking the dropdown and selecting it there. Other buttons include the Function button for inserting formulas and functions, a Table button for adding additional tables, charts, text boxes, shapes.
We can add media. Maybe you have a sound file or a video file even, an image that you want to add, we can access the Media Browser from here. And, as I mentioned earlier, when collaborating on a document with others, maybe using iCloud, for example, something we'll talk about later, you might want to add comments so the various people who are opening and working on this file can be adding their own comments where they're accumulated into a group of comments that can be shown or hidden. And then we have a Share button for sharing. There are a number of different share options, including Share Settings, but we can share via email, messages, etc.
It's nice to have this shortcut right here on the tool bar. We can get tips, little help tips you would find, from the Help menu and, as I mentioned earlier, with the Inspector, there are format and certain filter categories for the Inspector. All right, so that's a quick tour of the user interface. Let's just scroll back up to the top of this page. You'll also see in some instances multiple sheets in a workbook. So in this case, the one that we just started based on a template, comes with the Budget tab and Transactions.
These are two different sheets. When we go to Transactions, you can see we're switching to that sheet. When we go back to Budget, you can see it. And notice as we hover over these tabs a little dropdown arrow appears. When we click it next to Transactions, we can go to the Transactions table, we can Rename the sheet, Duplicate it, Cut and Copy as well as Delete the sheet entirely from here. When we go to Budget, this is interesting. Just hover over the Budget tab, now click the dropdown arrow and you'll see there are multiple objects. There is a Table, Summary by Category, there's a chart, Actual Summary, another chart, Budget versus Actual.
We can go directly to those components by selecting them from this dropdown. I want to go to the Summary by Category table, I give it a click and it takes me there, and selects that object on the page for me. I'm just gonna click off to the right to deselect that table, but that's how it works when working with multiple sheets here in Numbers and you should now be feeling a little more comfortable in your surroundings after this quick tour of the user interface.
- Creating and laying out spreadsheets
- Importing data
- Working with tables
- Adding images to cells
- Performing calculations with formulas and functions
- Creating charts
- Formatting text and numbers
- Including audio, video, and shapes
- Designing templates
- Printing and sharing spreadsheets