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Numbers
User Manual
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Apple Numbers User Manual

Numbers ’09
User Guide
Apple Inc. K
Copyright © 2011 Apple Inc. All rights reserved.
Under the copyright laws, this manual may not be copied, in whole or in part, without the written consent of Apple. Your rights to the software are governed by the accompanying software license agreement.
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 Innite 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.
Adobe and Acrobat are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries.
Other company and product names mentioned herein are trademarks of their respective companies. Mention of third-party products is for informational purposes only and constitutes neither an endorsement nor a recommendation. Apple assumes no responsibility with regard to the performance or use of these products.
019-2126 07/2011

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Spreadsheet So It Can’t Be Edited 35 Automatically Saving a Backup Version 36 Saving a Copy of a Spreadsheet 36 Finding an Archived Version of a Spreadsheet 38 Saving a Spreadsheet as a Template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 Dening 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 Dening 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 Autolling Table Cells 82 Displaying Content Too Large for Its Table Cell 82 Using Conditional Formatting to Monitor Table Cell Values 83 Dening 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 Scientic 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 Dening the Integers Element of a Custom Number Format 105 Dening the Decimals Element of a Custom Number Format 106 Dening the Scale of a Custom Number Format 108 Associating Conditions with a Custom Number Format 11 0 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
11 4 Chapter 5: Working with Table Styles 11 4 Using Table Styles 11 5 Applying Table Styles 11 5 Modifying Table Style Attributes 11 6 Copying and Pasting Table Styles 11 6 Using the Default Table Style 11 6 Creating New Table Styles 117 Renaming a Table Style 117 Deleting a Table Style
11 8 Chapter 6: Using Formulas in Tables 11 8 The Elements of Formulas 11 9 Performing Instant Calculations 120 Using Predened Quick Formulas 121 Creating Your Own Formulas 12 2 Adding and Editing Formulas Using the Formula Editor 12 3 Adding and Editing Formulas Using the Formula Bar 124 Adding Functions to Formulas 12 6 Handling Errors and Warnings in Formulas 12 6 Removing Formulas 12 6 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 13 2 Viewing All Formulas in a Spreadsheet 13 2 Finding and Replacing Formula Elements
134 Chapter 7: Creating Charts from Data 134 About Charts 13 7 Creating a Chart from Table Data 13 8 Changing a Chart from One Type to Another 13 9 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 14 4 Placing and Formatting a Chart’s Title and Legend 14 4 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 15 2 Showing Trendiness in Charts 15 3 Formatting the Text of Chart Titles, Labels, and Legends 154 Formatting Specic Chart Types 154 Customizing the Look of Pie Charts 15 5 Changing Pie Chart Colors and Textures 15 6 Showing Labels in a Pie Chart 157 Separating Individual Wedges from a Pie Chart 157 Adding Shadows to Pie Charts and Wedges 15 8 Rotating 2D Pie Charts 15 8 Setting Shadows, Spacing, and Series Names on Bar and Column Charts 15 9 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 17 2 Using Smart Quotes 17 2 Using Advanced Typography Features 17 2 Setting Text Alignment, Spacing, and Color 174 Aligning Text Horizontally
Contents 7
17 5 Aligning Text Vertically 17 5 Setting the Spacing Between Lines of Text 17 6 Setting the Spacing Before or After a Paragraph 17 7 Adjusting the Spacing Between Characters 17 7 Changing Text and Text Background Color 17 8 Setting Tab Stops to Align Text 17 8 Setting a New Tab Stop 17 9 Changing a Tab Stop 17 9 Deleting a Tab Stop 17 9 Changing Ruler Settings 17 9 Setting Indents 17 9 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 to a Preaddressed Email Message 188 Editing Hyperlink Text 188 Inserting Page Numbers and Other Changeable Values 189 Automatically Substituting Text 190 Inserting a Nonbreaking Space 190 Checking for Misspelled Words 191 Working with Spelling Suggestions 19 2 Searching for and Replacing Text
194 Chapter 9: Working with Shapes, Graphics, and Other Objects 194 Working with Images 196 Replacing Template Images with Your Own Images 196 Masking (Cropping) Images 198 Reducing Image File Sizes 198 Removing the Background or Unwanted Elements from an Image 199 Changing an Image’s Brightness, Contrast, and Other Settings 201 Creating Shapes 201 Adding a Predrawn Shape 202 Adding a Custom Shape
8 Contents
203 Editing Shapes 204 Adding, Deleting, and Moving the Editing Points on a Shape 204 Reshaping a Curve 205 Reshaping a Straight Segment 206 Transforming Corner Points into Curved Points and Vice Versa 206 Editing a Rounded Rectangle 206 Editing Single and Double Arrows 207 Editing a Quote Bubble or Callout 207 Editing a Star 208 Editing a Polygon 208 Using Sound and Movies 209 Adding a Sound File 210 Adding a Movie File 210 Placing a Picture Frame Around a Movie 2 11 Adjusting Media Playback Settings 212 Reducing the Size of Media Files 212 Manipulating, Arranging, and Changing the Look of Objects 213 Selecting Objects 213 Copying or Duplicating Objects 214 Deleting Objects 214 Moving and Positioning Objects 215 Moving an Object Forward or Backward (Layering Objects) 215 Quickly Aligning Objects Relative to One Another 216 Using Alignment Guides 217 Creating Your Own Alignment Guides 217 Positioning Objects by x and y Coordinates 218 Grouping and Ungrouping Objects 219 Connecting Objects with an Adjustable Line 219 Locking and Unlocking Objects 219 Modifying Objects 220 Resizing Objects 220 Flipping and Rotating Objects 221 Changing the Style of Borders 222 Framing Objects 223 Adding Shadows 224 Adding a Reection 224 Adjusting Opacity 225 Filling Objects with Colors or Images 226 Filling an Object with a Solid Color 226 Filling an Object with Blended Colors (Gradients) 228 Filling an Object with an Image 230 Working with MathType
Contents 9
2 31 Chapter 10 : Adding Address Book Data to a Table 2 31 Using Address Book Fields 2 31 Mapping Column Names to Address Book Field Names 234 Adding Address Book Data to an Existing Table 234 Adding Address Book Data to a New Table
236 Chapter 11 : Sharing Your Numbers Spreadsheet 236 Printing a Spreadsheet 237 Exporting a Spreadsheet to Other Document Formats 237 Exporting a Spreadsheet in PDF Format 238 Exporting a Spreadsheet in Excel Format 238 Exporting a Spreadsheet in CSV Format 239 Sending Your Numbers Spreadsheet to iWork.com public beta 242 Sending a Spreadsheet Using Email 242 Sending a Spreadsheet to iWeb 243 Sharing Charts, Data, and Tables with other iWork Applications
244 Chapter 12 : Designing Your Own Numbers Spreadsheet Templates 244 Designing a Template 245 Dening Table Styles for a Custom Template 245 Dening Reusable Tables for a Custom Template 245 Dening Default Charts, Text Boxes, Shapes, and Images for a Custom Template 245 Dening Default Attributes for Charts 246 Dening Default Attributes for Text Boxes and Shapes 246 Dening Default Attributes for Imported Images 247 Creating Initial Spreadsheet Content for a Custom Template 247 Predening Tables and Other Objects for a Custom Template 248 Creating Media Placeholders for a Custom Template 248 Predening Sheets for a Custom Template 249 Saving a Custom Template
250 Index
10 Contents
Welcome to Numbers ’09
Numbers oers a powerful and intuitive way to do everything from setting up your family budget to completing a lab report to creating detailed nancial documents.
To get started with Numbers, just open it and choose one of the predesigned templates. Type over placeholder text, use predesigned formulas, and turn table data
into colorful charts. Before you know it, you have a spreadsheet that’s both attractive
and well-organized.
Preface
This user guide provides detailed instructions to help you accomplish specic tasks in
Numbers. In addition to this book, other resources are available to help you.
Online video tutorials
Video tutorials at www.apple.com/iwork/tutorials/numbers provide instructions for
performing common tasks in Numbers. The rst time you open Numbers, a message
appears with a link to these tutorials on the web. You can view Numbers video tutorials anytime by choosing Help > Video Tutorials.
11
Onscreen help
Onscreen help contains detailed instructions for completing all Numbers tasks. To
open help, open Numbers and choose Help > Numbers Help. The rst page of help
also provides access to useful websites.
iWork Formulas and Functions Help and user guide
iWork Formulas and Functions Help and the iWork Formulas and Functions User Guide contain detailed instructions for using formulas and powerful functions in your spreadsheets. To open the user guide, choose Help > “iWork Formulas and Functions User Guide.” To open help, choose Help > “iWork Formulas and Functions Help.”
iWork website
Read the latest news and information about iWork at www.apple.com/iwork.
Support website
Find detailed information about solving problems at www.apple.com/support/ numbers.
Help tags
Numbers provides help tags—brief text descriptions—for most onscreen items. To see a help tag, hold the pointer over an item for a few seconds.
12 Preface Welcome to Numbers ’09
Numbers Tools and Techniques
1
This chapter introduces you to the windows and tools you use to work on Numbers spreadsheets.
When you create a Numbers spreadsheet, you rst select a template to start from.

Spreadsheet Templates

The Template Chooser window presents a variety of spreadsheet templates from which to choose.
Templates contain predened sheets, tables, formulas, and other elements that help
you get started.
To open the Template Chooser window:
Choose File > “New from Template Chooser.” m
13
Here are ways to use the Template Chooser window:
To view thumbnails of all the templates, click All in the list of template categories on m the left side of the Template Chooser window.
To view templates by category, click Blank, Personal Finance, or another category.
To increase or decrease the size of the thumbnails, drag the slider at the bottom of m the window.
To create a spreadsheet using a specic template, click the template and then m click Choose.
If you want to start from a plain spreadsheet, that contains no formatting, select the Blank template.
See “Creating a New Spreadsheet” on page 28, “ Importing a Document from Another Application” on page 29, and “Using CSV or OFX Files in a Spreadsheet” on page 30 to learn how to create a Numbers spreadsheet.

The Numbers Window

The Numbers window has elements that help you develop and organize your spreadsheet.
Sheets pane: This pane, in the upper left, lists the tables and charts on each sheet in the spreadsheet. Sheets organize your information into groups of related items (for example, data for 2008 and data for 2009). Drag the Sheets resize control, located at the top right of the Sheets pane, left or right to make the pane wider or narrower.
14 Chapter 1 Numbers Tools and Techniques
Toolbar: Located at the top of the window, the toolbar gives you one-click access
to commonly used tools. Use it to quickly add a sheet, table, text box, media le, and
other objects.
Format bar: Below the toolbar, the format bar provides convenient access to tools for editing a selected object.
Formula bar: Below the format bar, the formula bar lets you create and edit formulas or other content in a selected table cell.
Sheet canvas: The main part of the window, the sheet canvas shows objects on a selected sheet. You can drag tables, charts, and other objects on the sheet canvas to rearrange them.
Styles pane: Below the Sheets pane, the Styles pane lists table styles predesigned for
the template you’re using. Select a table, and click a table style to instantly change the table’s appearance. Drag the Styles resize control, located at the top right of the Styles
pane, up or down to enlarge or shrink the pane.
Instant calculation results: Below the Styles pane is an area that displays the results of calculations for values in selected table cells.
To learn about Go to
Viewing a spreadsheet “Zooming In or Out” on page 16
“Full-Screen View” on page 17
“The Sheets Pane” on page 16
“Print View” on page 17
“Freezing Table Header Rows and Header Columns” on page 64
Tools for managing spreadsheets “The Toolbar” on page 18
“The Format Bar” on page 19
“The Inspector Window” on page 20
“The Warnings Window” on page 26
Tools for working with formulas in table cells “Formula Tools” on page 20
Tools that enhance the appearance of a spreadsheet
Keyboard shortcuts “Keyboard Shortcuts and Shortcut Menus” on
“The Styles Pane” on page 22
“The Media Browser” on page 23
“The Colors Window” on page 24
“The Fonts Window” on page 25
page 27
Chapter 1 Numbers Tools and Techniques 15

Zooming In or Out

Click to show or hide a
sheet’s tables and charts
in the Sheets pane.
Drag left or right to resize the Sheets pane.
Click a table or chart in the list to select it and show it on the sheet canvas.
You can enlarge (zoom in) or reduce (zoom out) your view of a sheet.
Here are ways to zoom in or out on a sheet:
Choose View > Zoom > Zoom In or View > Zoom > Zoom Out. m
To return to 100%, choose View > Zoom > Actual Size.
Choose a magnication level from the pop-up menu at the bottom left of the canvas. m
When you view a sheet in Print View, decrease the zoom level to view more pages in the window at one time.
If you’re using Numbers in Mac OS X v10.7 (Lion) or later, you can also view the
application window in full-screen view, to help you work without distractions. To learn more, see “Full-Screen View” on page 17.

The Sheets Pane

The Sheets pane is located along the top-left side of the Numbers window. It lets you quickly view and navigate to tables and charts in a sheet.
See “Using Sheets to Organize a Spreadsheet” on page 39 for more information.
16 Chapter 1 Numbers Tools and Techniques

Print View

Click to show or hide Print View.
Slide to shrink or enlarge all the sheet’s objects.
Footer area
Header area
Click to choose a page
zoom level that lets you
see more or fewer pages.
Click to view pages in
portrait (vertical)
orientation.
Click to view pages in
landscape (horizontal)
orientation.
When you want to print a sheet or make a PDF of it, you can use Print View to visualize
the layout of a sheet’s objects on individual pages.
Chapter 1 Numbers Tools and Techniques 17
See “Dividing a Sheet into Pages” on page 42 to learn more about Print View.

Full-Screen View

If you’re using Numbers in Mac OS X v10.7 (Lion) or later, you can view the application
window in full-screen view, to help you work without distractions. In full-screen view,
the Numbers application window enlarges to ll the space of your entire screen,
moving into a separate space so that you can easily move between Numbers and your desktop.
To view Numbers in full screen:
Choose View > Enter Full Screen or click the Full Screen button in the top-right corner m of the Numbers window (looks like two outward-facing arrows).
To exit full-screen view, do any of the following::
Open the inspector window,
Media Browser, Colors
window, or Fonts window.
Send a spreadsheet
to the web.
Add a chart, text box,
shape, or comment.
Add a table.
Add a formula
or function.
Sort, filter, and
categorize rows.
Add a sheet.
Show or hide Print View, comments, and more.
Show or hide all the formulas and functions in the spreadsheet.
View and edit
in full screen.
Press Escape on your keyboard. m
Move the pointer to the top of the screen to show the menu bar, and then click the m Full Screen button in the top-right corner of the screen.
Choose View > Exit Full Screen. m

The Toolbar

The Numbers toolbar gives you one-click access to many of the actions you perform as you work in Numbers. As you discover which actions you perform most often, you can add, remove, and rearrange toolbar buttons to suit your working style. You can also hide the toolbar by choosing View > Hide Toolbar; to show it again, choose View > Show Toolbar.
To see a description of what a button does, hold your pointer over it.
The default set of toolbar buttons is shown below. The Full Screen button in the upper-
right corner doesn’t appear unless you are running Mac OS X v10.7 (Lion) or later.
To customize the toolbar:
1 Choose View > Customize Toolbar. The Customize Toolbar sheet appears.
2 Make changes to the toolbar as desired.
To add an item to the toolbar, drag its icon to the toolbar. If you frequently Â
recongure the toolbar, you can add the Customize button to it.
To remove an item from the toolbar, drag it out of the toolbar. Â
To restore the default set of toolbar buttons, drag the default set to the toolbar. Â
To make the toolbar icons smaller, select Use Small Size. Â
To display only icons or only text, choose an option from the Show pop-up menu. Â
To rearrange items in the toolbar, drag them. Â
18 Chapter 1 Numbers Tools and Techniques
3 Click Done.
Arrange text in table cells.
Format cell borders.
Add background
color to a cell.
Format cell values.
Manage headers
and footers.
Show or hide a table’s name.
Format text in
table cells.
You can also customize the toolbar by using these shortcuts:
To remove an item from the toolbar, press the Command key while dragging the  item out of the toolbar.
You can also press the Control key while you click the item, and then choose Remove Item from the shortcut menu.
To move an item, press the Command key while dragging the item around in the  toolbar.

The Format Bar

Use the format bar, displayed below the toolbar, to quickly change the appearance of tables, charts, text, and other elements in your spreadsheet.
The controls in the format bar vary with the object selected. To see a description of what a format bar control does, hold the pointer over it.
Here’s what the format bar looks like when a table or table cell is selected:
To show and hide the format bar:
Choose View > Show Format Bar or View > Hide Format Bar. m
Chapter 1 Numbers Tools and Techniques 19

The Inspector Window

The buttons at the top of the inspector window open the ten inspectors: Document, Sheet, Table, Cells, Chart, Text, Graphic, Metrics, Hyperlink, and QuickTime.
Cancel button
Discard changes.
Accept button
Save changes.
Text field
View or edit a formula.
Formula Editor
Move by grabbing
here and dragging.
Most elements of your spreadsheet can be formatted using the Numbers inspectors.
Each inspector focuses on a dierent aspect of formatting. For example, the Cells
inspector lets you format cells and cell values. Hold your pointer over buttons and other controls in the inspector panes to see a description of what the controls do.
Opening multiple inspector windows can make it easier to work on your spreadsheet. For example, you can open both the Graphic inspector and the Cells inspector to have access to all the image- and cell-formatting options.
After an inspector window is open, click any of the buttons at the top to display a
dierent inspector. Clicking the second button from the left, for example, displays the
Sheet inspector.
Here are ways to open an inspector window:
Click Inspector in the toolbar. m
Choose View > Show Inspector. m
To open another Inspector window, choose View > New Inspector. m

Formula Tools

You add a formula to a table cell when you want to display a value in the cell that’s
derived using a calculation. Numbers has several tools for working with formulas in table cells:
The  Formula Editor lets you create and modify formulas. Open the Formula Editor by selecting a table cell and typing the equal sign (=). You can also open it by choosing Formula Editor from the Function pop-up menu in the toolbar.
20 Chapter 1 Numbers Tools and Techniques
Learn more about this editor in “Adding and Editing Formulas Using the Formula
Open the Function Browser.
Cancel button
Discard changes.
Accept button
Save changes.
Change the formula viewing size.
Text field
View or edit a formula.
Select a function to view information about it.
Search for a function.
Insert the selected function.
Select a category to view functions in that category.
Editor” on page 12 2 .
The  formula bar, always visible below the format bar, can also be used to create and modify a formula in a selected table cell.
Instructions for adding and editing formulas using this tool are in “Adding and Editing Formulas Using the Formula Bar” on page 12 3 .
Using the  Function Browser is the fastest way to add a function. A function is a
predened formula that has a name (such as SUM and AVERAGE).
To open the Function Browser, choose Show Function Browser from the Function pop-up menu in the toolbar.
Chapter 1 Numbers Tools and Techniques 21
“Adding Functions to Formulas” on page 12 4 explains how to use the Function Browser. To learn about all the iWork functions, and to review numerous examples that illustrate how to use them, choose Help > “iWork Formulas and Functions Help” or Help > “iWork Formulas and Functions User Guide.”

The Styles Pane

The Styles pane lets you quickly apply predened formatting to tables in a spreadsheet. Table styles dene such attributes as color, text size, and cell border
formatting of table cells.
To apply a table style, simply select the table and click a style in the Styles pane.
Switching from one table style to another takes only one click.
See “Using Table Styles” on page 11 4 for details.
22 Chapter 1 Numbers Tools and Techniques

The Media Browser

Second, choose a source.
First, click a button to go to your media files.
Third, drag an item to the document or to an image well in one of the inspectors.
Search for a file by typing its name here.
The Media Browser provides access to all the media les in your iPhoto library, your
iTunes library, and your Movies folder. You can drag an item from the Media Browser to your spreadsheet or to an image well in an inspector.
If you don’t use iPhoto or Aperture to store your photos, or iTunes to store your music, or if you don’t keep your movies in the Movies folder, you can add other folders to the
Media Browser so that you can access their multimedia contents in the same way.
Here are ways to open the Media Browser:
Click Media in the toolbar. m
Choose View > Show Media Browser. m
Here are ways to add other folders to the Media Browser:
To add a folder containing audio les, click Audio in the Media Browser, and then drag m
the folder you want from the Finder to the Media Browser.
To add a folder containing photos, click Photos in the Media Browser, and then drag m the folder you want from the Finder to the Media Browser.
To add a folder containing movies, click Movies in the Media Browser, and then drag m the folder you want from the Finder to the Media Browser.
Chapter 1 Numbers Tools and Techniques 23
To learn how to Go to
The color selected in the color wheel appears in this box. (The two colors in this box indicate the opacity is set to less than 100%.)
Use the slider to set lighter or darker hues in the color wheel.
Click to select a color in
the color wheel.
Drag colors from the color box to store them in the color palette.
Click the search icon, and then click any item on the screen to match
its color.
Click a button to view
different color models.
Drag the Opacity slider
to the left to make the
color more transparent.
Import an image “Working with Images” on page 19 4
Add a sound le “Adding a Sound File” on page 209
Add a movie le “Adding a Movie File” on page 210

The Colors Window

You use the Colors window to apply color to text, table cells, cell borders, and other objects. While you can also use the format bar to apply colors, the Colors window
oers advanced color management options.
You can use the color wheel in the Colors window to select colors. The color you select appears in the box at the top of the Colors window. You can save that color for future use by placing it in the color palette.
To apply the colors you select in the Colors window to an object, select the object and then place the color in the appropriate color well in an inspector. You can click a color well in one of the inspectors and then click a color in the color well. Or you can drag a color from the color palette or color box to a color well in an inspector.
Here are ways to open the Colors window:
Click Colors in the toolbar. m
24 Chapter 1 Numbers Tools and Techniques
1 Click anywhere in the color wheel.
Click a color well in one of the inspectors. m
To select a color after opening the Colors window:
The selected color is displayed in the color box at the top of the Colors window.
2 To make the color lighter or darker, drag the slider on the right side of the Colors
Create interesting
text effects using
these buttons.
The Action menu
Choose a typeface to apply to selected text.
Find fonts by typing a font
name in the search field.
Choose a font size to apply to selected text.
Apply a shadow to selected text. Modify the shadow using the opacity, blur, offset, and angle controls.
Preview the selected
typeface (you might need to
choose Show Preview from
the Action menu).
window.
3 To make the color more transparent, drag the Opacity slider to the left or enter a
percentage value in the Opacity eld.
4 To use the color palette, open it by dragging the handle at the bottom of the Colors
window.
Save a color in the palette by dragging a color from the color box to the color palette. To remove a color from the palette, drag a blank square to the color you want to remove.
5 To match the color of another item on the screen, click the search icon to the left of
the color box in the Colors window.
Click the item on the screen whose color you want to match. The color appears in the color box. Select the item you want to color in the spreadsheet, and then drag the color from the color box to the item.

The Fonts Window

Use the Fonts window to select fonts, font sizes, and other font formatting features, including text shadows and strikethrough. You can also use the Fonts window to
organize your favorite and commonly used fonts so that they are easy to nd when
you need them.
To open the Fonts window:
Click Fonts in the toolbar. m
Here are ways to change the font of selected text:
In the Search eld, type the name of the font you want to use, and then select its m
name in the Family list.
Chapter 1 Numbers Tools and Techniques 25
Select a typeface (for example, Italic or Bold) from the Typeface list. m
In the Size column, type or select the font size you want. m
Here are ways to use the controls at the top of the Fonts window:
Rest your pointer over any control along the top of the window to view a help tag
describing what each control does. If you don’t see the controls, choose Show Eects
from the Action pop-up menu (looks like a gear) in the lower-left corner of the window.
To underline text, choose an underline style (such as single or double) from the Text m Underline pop-up menu.
To apply a strikethrough style (such as single or double), choose a style from the Text m Strikethrough pop-up menu.
To apply color to text, click the Text Color button to open the Colors window. See “ m The Colors Window” on page 24 for details.
To apply color behind a paragraph, click the Document Color button to open the m Colors window.
To apply a shadow, click the Text Shadow button. Use the Shadow Opacity, Shadow m
Blur, Shadow Oset, and Shadow Angle controls to format the shadow.
To organize fonts:
1 Click the Add Collection (+) button to create and name a new collection.
2 Select some text and format it with the font family, typeface, and size that you want.
3 Drag the font name from the Family list to the collection where you want to le it.
To set up the Fonts window for frequent use:
Leave the Fonts window open as you work. Resize the window using the control in the m
bottom-right corner of the window so that only the font families and typefaces in your selected font collection are visible.

The Warnings Window

When you import a document into Numbers, or export a Numbers spreadsheet to another format, some elements might not transfer as expected. The Document Warnings window lists any problems encountered.
If there are problems, you’ll see a message enabling you to review the warnings. If you
choose not to review them, you can see the Warnings window at any time by choosing View > Show Document Warnings.
If you see a warning about a missing font, you can select the warning and click Replace Font to choose a replacement font.
26 Chapter 1 Numbers Tools and Techniques
You can copy one or more warnings by selecting them in the Document Warnings window and choosing Edit > Copy. You can then paste the copied text into an email
message, text le, or some other window.

Keyboard Shortcuts and Shortcut Menus

You can use the keyboard to perform many Numbers tasks. To see a comprehensive list of keyboard shortcuts, open Numbers and choose Help > Keyboard Shortcuts.
Many objects also have shortcut menus with commands you can use on the object. Shortcut menus are especially useful for working with tables and charts.
To open a shortcut menu:
Press the Control key while you click an object. m
Chapter 1 Numbers Tools and Techniques 27
Creating, Saving, and Organizing a Numbers Spreadsheet
2
This chapter describes how to manage Numbers spreadsheets.
You can create a Numbers spreadsheet by opening Numbers and choosing a template. You can also import a document created in another application, such as Microsoft Excel or AppleWorks 6, or create a spreadsheet using a CSV
(comma-separated value) le.
This chapter explains how to create new Numbers spreadsheets, as well as how to open existing spreadsheets and save spreadsheets.
This chapter also provides instructions for organizing spreadsheets into sheets and for organizing them into pages when you print them or create PDFs.

Creating a New Spreadsheet

To create a new Numbers spreadsheet, you pick the template that provides appropriate formatting and content characteristics.
28
Start with the Blank template to build your spreadsheet from scratch. Or select one of the many other templates to get a head start creating a budget, planning a party, and
more using predened tables, charts, and sample data.
To create a new spreadsheet:
1 Open Numbers by clicking its icon in the Dock or by double-clicking its icon in
the Finder.
If Numbers is open, choose File > “New from Template Chooser.”
2 In the Template Chooser window, select a template category in the left column
to display related templates, and then select the template that best matches the spreadsheet you want to create. If you want to begin in a spreadsheet without any
predened content, select Blank.
You can skim the contents of a template by moving the pointer left and right over its icon. To change the size of the template icons, drag the slider at the bottom of the window.
3 After selecting a template, click Choose. A new spreadsheet opens on your screen.
You can set Numbers to automatically open a particular template every time you open Numbers or create a new spreadsheet. Choose Numbers > Preferences, click General, select “For New Documents: Use template:”, and then click Choose. Select a template name, and then click Choose.
Each time the Template Chooser opens, the previously selected template category and template are selected.

Importing a Document from Another Application

You can create a new Numbers spreadsheet by importing a document created in
Microsoft Excel or AppleWorks 6. Numbers can also import les in comma-separated
value (CSV) format, tab-delimited format, and Open Financial Exchange (OFX) format.
From AppleWorks, you can import spreadsheets only.
Chapter 2 Creating, Saving, and Organizing a Numbers Spreadsheet 29
Here are ways to import a document:
Drag the document to the Numbers application icon. A new Numbers spreadsheet m opens, and the contents of the imported document are displayed.
In Numbers, choose File > Open, select the document, and then click Open. m
You can import Address Book data to quickly create tables that contain names, phone m numbers, addresses, and other information for your contacts. See “Using Address Book Fields” on page 2 31 for instructions.
If you want to import CSV or OFX data, see “ m Using CSV or OFX Files in a Spreadsheet” on page 30.
If you can’t import a document, try opening the document in another application and
saving it in a format Numbers can read, or copy and paste the contents into an existing Numbers spreadsheet.
You can also export Numbers spreadsheets to Microsoft Excel, PDF, and CSV les. See
“Exporting a Spreadsheet to Other Document Formats” on page 237 for details.

Using CSV or OFX Files in a Spreadsheet

To add CSV or OFX data to an open spreadsheet:
1 Select a sheet.
2 Do one of the following:
To create one or more new tables, drag a CSV or OFX le from the Finder onto the  sheet’s canvas.
To add CSV or OFX data to an empty table, drag the CSV or OFX le onto the table. Â
The data is added; additional columns are created if necessary.
To add CSV or OFX data to a table that contains data, drag the CSV or OFX le onto Â
the table.
If the columns don’t match, choose an option from the sheet that appears. You can
cancel the import, add columns to the table, ignore extra columns, or create a new table from the CSV or OFX data.

Opening an Existing Spreadsheet

You can open an iWork ’08 or iWork ’09 spreadsheet. To take advantage of new features, save iWork ’08 spreadsheets in iWork ’09 format. To let iWork ’08 users access your spreadsheet, save it in iWork ’08 format.
When you open an iWork ’09 spreadsheet that’s password-protected, you need to type the password in the Password eld before you can view the spreadsheet contents.
30 Chapter 2 Creating, Saving, and Organizing a Numbers Spreadsheet
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