Numbers ’09 User Guide % Apple Inc. Adobe and Acrobat are either registered trademarks Copyright © 2011 Apple Inc. All rights reserved. or trademarks of Adobe Systems Incorporated in the United States and/or other countries. Under the copyright laws, this manual may not be copied, in whole or in part, without the written consent Other company and product names mentioned herein of Apple. Your rights to the software are governed by are trademarks of their respective companies. Mention the accompanying software license agreement. of third-party products is for informational purposes only and constitutes neither an endorsement nor a The Apple logo is a trademark of Apple Inc., registered recommendation. Apple assumes no responsibility with in the U.S. and other countries. Use of the “keyboard” regard to the performance or use of these products. Apple logo (Option-Shift-K) for commercial purposes without the prior written consent of Apple may 019-2126 07/2011 constitute trademark infringement and unfair competition in violation of federal and state laws. Every e∂ort has been made to ensure that the information in this manual is accurate. Apple is not responsible for printing or clerical errors. Apple 1 Infinite Loop Cupertino, CA 95014-2084 408-996-1010 www.apple.com Apple, the Apple logo, Aperture, AppleWorks, Finder, iPhoto, iTunes, iWork, Keynote, Mac, Mac OS, Numbers, Pages, QuickTime, Safari, and Spotlight are trademarks of Apple Inc., registered in the U.S. and other countries. App Store and MobileMe are service marks of Apple Inc. Contents 11 Preface: Welcome to Numbers ’09 13 Chapter 1: Numbers Tools and Techniques 13 Spreadsheet Templates 14 The Numbers Window 16 Zooming In or Out 16 The Sheets Pane 17 Print View 17 Full-Screen View 18 The Toolbar 19 The Format Bar 20 The Inspector Window 20 Formula Tools 22 The Styles Pane 23 The Media Browser 24 The Colors Window 25 The Fonts Window 26 The Warnings Window 27 Keyboard Shortcuts and Shortcut Menus 28 Chapter 2: Creating, Saving, and Organizing a Numbers Spreadsheet 28 Creating a New Spreadsheet 29 Importing a Document from Another Application 30 Using CSV or OFX Files in a Spreadsheet 30 Opening an Existing Spreadsheet 31 Password-Protecting a Spreadsheet 32 Saving a Spreadsheet 34 Undoing Changes 34 Locking a Spreadsheet So It Can’t Be Edited 35 Automatically Saving a Backup Version 36 Saving a Copy of a Spreadsheet 36 Finding an Archived Version of a Spreadsheet 38 Saving a Spreadsheet as a Template 3 38 Saving Spotlight Search Terms for a Spreadsheet 39 Closing a Spreadsheet Without Quitting Numbers 39 Using Sheets to Organize a Spreadsheet 40 Adding and Deleting Sheets 40 Reorganizing Sheets and Their Contents 41 Changing Sheet Names 42 Dividing a Sheet into Pages 43 Setting a Spreadsheet’s Page Size 44 Adding Headers and Footers to a Sheet 44 Arranging Objects on a Page in Print View 45 Setting Page Orientation 45 Setting Pagination Order 45 Numbering Pages 46 Setting Page Margins 47 Chapter 3: Using Tables 47 Working with Tables 48 Adding a Table 48 Using Table Tools 51 Resizing a Table 52 Moving Tables 52 Naming Tables 53 Enhancing the Appearance of Tables 53 Defining Reusable Tables 54 Copying Tables Among iWork Applications 55 Selecting Tables and Their Components 55 Selecting a Table 55 Selecting a Table Cell 56 Selecting a Group of Table Cells 57 Selecting a Row or Column in a Table 57 Selecting Table Cell Borders 59 Working with Rows and Columns in Tables 59 Adding Rows to a Table 60 Adding Columns to a Table 61 Rearranging Rows and Columns 61 Deleting Table Rows and Columns 62 Adding Table Header Rows or Header Columns 64 Freezing Table Header Rows and Header Columns 64 Adding Table Footer Rows 65 Resizing Table Rows and Columns 66 Alternating Table Row Colors 66 Hiding Table Rows and Columns 67 Sorting Rows in a Table 4 Contents 69 Filtering Rows in a Table 69 Creating Table Categories 70 Defining Table Categories and Subcategories 75 Removing Table Categories and Subcategories 75 Managing Table Categories and Subcategories 78 Chapter 4: Working with Table Cells 78 Putting Content into Table Cells 78 Adding and Editing Table Cell Values 79 Working with Text in Table Cells 80 Working with Numbers in Table Cells 81 Autofilling Table Cells 82 Displaying Content Too Large for Its Table Cell 82 Using Conditional Formatting to Monitor Table Cell Values 83 Defining Conditional Formatting Rules 85 Changing and Managing Your Conditional Formatting 86 Adding Images or Color to Table Cells 86 Merging Table Cells 87 Splitting Table Cells 87 Formatting Table Cell Borders 88 Copying and Moving Cells 89 Adding Comments to Table Cells 89 Formatting Table Cell Values for Display 91 Using the Automatic Format in Table Cells 92 Using the Number Format in Table Cells 93 Using the Currency Format in Table Cells 94 Using the Percentage Format in Table Cells 95 Using the Date and Time Format in Table Cells 96 Using the Duration Format in Table Cells 96 Using the Fraction Format in Table Cells 97 Using the Numeral System Format in Table Cells 98 Using the Scientific Format in Table Cells 99 Using the Text Format in Table Cells 99 Using a Checkbox, Slider, Stepper, or Pop-Up Menu in Table Cells 101 Using Your Own Formats for Displaying Values in Table Cells 102 Creating a Custom Number Format 104 Defining the Integers Element of a Custom Number Format 105 Defining the Decimals Element of a Custom Number Format 106 Defining the Scale of a Custom Number Format 108 Associating Conditions with a Custom Number Format 110 Creating a Custom Date/Time Format 111 Creating a Custom Text Format 112 Changing a Custom Cell Format Contents 5 113 Reordering, Renaming, and Deleting Custom Cell Formats 114 Chapter 5: Working with Table Styles 114 Using Table Styles 115 Applying Table Styles 115 Modifying Table Style Attributes 116 Copying and Pasting Table Styles 116 Using the Default Table Style 116 Creating New Table Styles 117 Renaming a Table Style 117 Deleting a Table Style 118 Chapter 6: Using Formulas in Tables 118 The Elements of Formulas 119 Performing Instant Calculations 120 Using Predefined Quick Formulas 121 Creating Your Own Formulas 122 Adding and Editing Formulas Using the Formula Editor 123 Adding and Editing Formulas Using the Formula Bar 124 Adding Functions to Formulas 126 Handling Errors and Warnings in Formulas 126 Removing Formulas 126 Referring to Cells in Formulas 128 Using the Keyboard and Mouse to Create and Edit Formulas 129 Distinguishing Absolute and Relative Cell References 130 Using Operators in Formulas 130 The Arithmetic Operators 130 The Comparison Operators 131 Copying or Moving Formulas and Their Computed Values 132 Viewing All Formulas in a Spreadsheet 132 Finding and Replacing Formula Elements 134 Chapter 7: Creating Charts from Data 134 About Charts 137 Creating a Chart from Table Data 138 Changing a Chart from One Type to Another 139 Moving a Chart 140 Switching Table Rows and Columns for Chart Data Series 140 Adding More Data to an Existing Chart 141 Including Hidden Table Data in a Chart 141 Replacing or Reordering Data Series in a Chart 142 Removing Data from a Chart 143 Deleting a Chart 6 Contents 143 Sharing Charts with Pages and Keynote Documents 143 Formatting Charts 144 Placing and Formatting a Chart’s Title and Legend 144 Resizing or Rotating a Chart 145 Formatting Chart Axes 148 Formatting the Elements in a Chart’s Data Series 151 Showing Error Bars in Charts 152 Showing Trendiness in Charts 153 Formatting the Text of Chart Titles, Labels, and Legends 154 Formatting Specific Chart Types 154 Customizing the Look of Pie Charts 155 Changing Pie Chart Colors and Textures 156 Showing Labels in a Pie Chart 157 Separating Individual Wedges from a Pie Chart 157 Adding Shadows to Pie Charts and Wedges 158 Rotating 2D Pie Charts 158 Setting Shadows, Spacing, and Series Names on Bar and Column Charts 159 Customizing Data Point Symbols and Lines in Line Charts 160 Showing Data Point Symbols in Area Charts 160 Using Scatter Charts 161 Customizing 2-Axis and Mixed Charts 162 Adjusting Scene Settings for 3D Charts 164 Chapter 8: Working with Text 164 Adding Text 164 Selecting Text 165 Deleting, Copying, and Pasting Text 165 Formatting Text Size and Appearance 166 Making Text Bold, Italic, or Underlined 167 Adding Shadow and Strikethrough to Text 167 Creating Outlined Text 167 Changing Text Size 168 Making Text Subscript or Superscript 168 Changing Text Capitalization 168 Changing Fonts 169 Adjusting Font Smoothing 170 Adding Accent Marks 170 Viewing Keyboard Layouts for Other Languages 171 Typing Special Characters and Symbols 172 Using Smart Quotes 172 Using Advanced Typography Features 172 Setting Text Alignment, Spacing, and Color 174 Aligning Text Horizontally Contents 7 175 Aligning Text Vertically 175 Setting the Spacing Between Lines of Text 176 Setting the Spacing Before or After a Paragraph 177 Adjusting the Spacing Between Characters 177 Changing Text and Text Background Color 178 Setting Tab Stops to Align Text 178 Setting a New Tab Stop 179 Changing a Tab Stop 179 Deleting a Tab Stop 179 Changing Ruler Settings 179 Setting Indents 179 Setting Indentation for Paragraphs 180 Changing the Inset Margin of Text in Objects 180 Creating Lists 181 Generating Lists Automatically 181 Formatting Bulleted Lists 182 Formatting Numbered Lists 183 Formatting Ordered Lists 185 Using Text Boxes, Shapes, and Other E∂ects to Highlight Text 185 Adding Text Boxes 185 Presenting Text in Columns 186 Putting Text Inside a Shape 187 Using Hyperlinks 187 Linking to a Webpage 187 Linking