Apple NUMBERS User Manual 2008
Numbers ’08
User’s Guide
K
Apple Inc.
© 2008 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.
The Apple logo is a trademark of Apple Inc., registered
in the U.S. and other countries. Use of the “keyboard”
Apple logo (Option-Shift-K) for commercial purposes
without the prior written consent of Apple may
constitute trademark infringement and unfair
competition in violation of federal and state laws.
Every effort 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, AppleWorks, ColorSync, iMovie,
iPhoto, iTunes, Keynote, Mac, Mac OS, Numbers, Pages,
Quartz, and QuickTime are trademarks of Apple Inc.,
registered in the U.S. and other countries.
Finder, iWeb, iWork, Safari, and Spotlight are trademarks
of Apple Inc.
AppleCare is a service mark of Apple Inc., registered in
the U.S. and other countries.
Adobe and Acrobat are trademarks or registered
trademarks of Adobe Systems Incorporated in the U.S.
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.
019-1277 06/2008
1
Contents
Preface 16 Welcome to the
Numbers User’s Guide
Chapter 1 18 Numbers Tools and Techniques
18
Spreadsheet Templates
20
The Numbers Window
21
Spreadsheet Viewing Aids
21
21
22
22
23
24
25
25
26
28
28
29
29
30
Zooming In or Out
The Sheets Pane
Print View
Alignment Guides
The Styles Pane
The Toolbar
The Format Bar
The Inspector Window
Formula Tools
The Media Browser
The Colors Window
The Font Panel
The Warnings Window
Keyboard Shortcuts and Shortcut Menus
Chapter 2 31 Working with a Numbers Spreadsheet
31
Creating, Opening, and Importing Spreadsheets
31
33
33
34
34
35
35
35
36
Creating a New Spreadsheet
Importing a Document
Opening an Existing Spreadsheet
Saving Spreadsheets
Saving a Spreadsheet
Undoing Changes
Automatically Saving a Backup Version of a Spreadsheet
Saving a Spreadsheet as a Template
Saving Search Terms for a Spreadsheet
3
36
36
37
37
38
38
39
39
40
41
41
42
42
42
43
Saving a Copy of a Spreadsheet
Closing a Spreadsheet Without Quitting Numbers
Using Sheets to Organize a Spreadsheet
Viewing Sheets
Adding and Deleting Sheets
Reorganizing Sheets and Their Contents
Changing Sheet Names
Dividing a Sheet into Pages
Setting a Spreadsheet’s Page Size
Using Headers and Footers
Arranging Objects on a Page
Setting Page Orientation
Setting Pagination Order
Numbering Pages
Setting Page Margins
Chapter 3 44 Using Tables
44
About Tables
45
Working with Tables
45
45
48
48
49
49
50
51
51
51
52
52
53
54
54
55
56
57
57
58
59
60
61
Adding a Table
Using Table Tools
Resizing a Table
Moving Tables
Naming Tables
Defining Reusable Tables
Copying Tables Among iWork Applications
Selecting Tables and Their Components
Selecting a Table
Selecting a Table Cell
Selecting a Group of Table Cells
Selecting a Row or Column
Selecting Table Cell Borders
Working with Content in Table Cells
Adding and Editing Cell Values
Working with Text in Cells
Working with Numbers in Cells
Working with Dates in Cells
Displaying Content Too Large for Its Cell
Formatting Cell Values
Using the Number Format
Using the Currency Format
Using the Percentage Format
4
Contents
62
63
63
64
65
67
68
68
69
69
70
70
70
71
72
72
73
73
74
74
74
75
76
76
77
77
78
Using the Date and Time Format
Using the Fraction Format
Using the Scientific Format
Using the Text Format
Using a Checkbox and Other Control Formats
Monitoring Cell Values
Adding Images or Color to Cells
Autofilling Table Cells
Working with Rows and Columns
Adding Rows
Adding Columns
Rearranging Rows and Columns
Deleting Table Rows and Columns
Using a Table Header Row or Column
Using a Footer Row
Hiding Rows and Columns
Resizing Table Rows and Columns
Alternating Row Colors
Working with Table Cells
Merging Table Cells
Splitting Table Cells
Formatting Table Cell Borders
Copying and Moving Cells
Adding Comments
Reorganizing Tables
Sorting Table Cells
Filtering Rows
Chapter 4 79 Working with Table Styles
79
Using Table Styles
80
Applying Table Styles
80
Modifying a Table’s Style
80
81
81
82
82
82
Modifying Table Style Attributes
Copying and Pasting Table Styles
Using the Default Table Style
Creating New Table Styles
Renaming a Table Style
Deleting a Table Style
Chapter 5 83 Using Formulas and Functions in Tables
83
Using Formulas
84
A Tour of Using Formulas
Contents
5
86
Performing Instant Calculations
87 Adding a Quick Formula
87 Performing a Basic Calculation Using Column Values
88 Performing a Basic Calculation Using Row Values
88 Removing a Formula
88 Using the Formula Editor
89 Adding a New Formula with the Formula Editor
89 Editing a Formula with the Formula Editor
90 Using the Formula Bar
90 Adding a New Formula with the Formula Bar
91 Editing a Formula with the Formula Bar
91 Using Cell References
91 Adding Cell References to a Formula
92 Copying or Moving Formulas with Cell References
93 Applying a Formula Once to Cells in a Column or Row
93 Handling Errors and Warnings
94 Using Operators
94 Performing Arithmetic Operations
95 Understanding the Arithmetic Operators
96 Understanding the Comparison Operators
96 Using Functions
Chapter 6 98 Using Charts
98 About Charts
101 Adding a Chart
10 2 Editing Charts
10 3 Changing the Plotting Orientation
10 3 Changing the Data Plotted in a Chart
10 3 Adding Data to a Chart
10 4 Adding Data to a Chart from Multiple Tables
10 4 Removing Data from a Chart
10 5 Replacing a Data Series
10 5 Deleting a Chart
10 5 Moving a Chart
10 5 Changing a Chart from One Type to Another
10 6 Formatting General Chart Attributes
10 6 Using a Legend
10 7 Using a Chart Title
10 7 Resizing a Chart
10 7 Rotating Charts
10 8 Adding Labels and Axis Markings
10 8 Showing Axes and Borders
6
Contents
10 9 Using Axis Titles
10 9 Showing Data Point Labels
11 0 Formatting the Value Axis
11 0 Placing Labels, Gridlines, and Tick Marks
112 Formatting the Elements in a Data Series
112 Formatting Titles, Labels, and Legends
113 Adding Descriptive Text to a Chart
113 Formatting Specific Types of Charts
113 Pie Charts
113 Selecting Individual Pie Wedges
11 4 Showing Series Names in a Pie Chart
11 4 Separating Individual Pie Wedges
11 4 Adding Shadows to Pie Charts and Wedges
11 5 Adjusting the Opacity of Pie Charts
11 5 Rotating 2D Pie Charts
11 5 Bar and Column Charts
11 5 Adjusting Spacing of Bar and Column Charts
11 6 Adding Shadows to Bar and Column Charts
11 6 Adjusting the Opacity of Bar and Column Charts
11 6 Area Charts and Line Charts
117 Scatter Charts
11 8 3D Charts
Chapter 7 119 Working with Text
11 9 Adding Text
11 9 Deleting, Copying, and Pasting Text
12 0 Selecting Text
12 0 Formatting Text Size and Appearance
121 Using the Format Bar to Format Text
121 Using the Format Menu to Format Text
121 Making Text Bold or Italic Using the Menus
121 Creating Outlined Text Using the Menus
12 2 Underlining Text Using the Menus
12 2 Changing Text Size Using the Menus
12 2 Making Text Subscript or Superscript Using the Menus
12 3 Changing Text Capitalization Using the Menus
12 3 Using the Font Panel to Format Text
12 4 Making the Font Panel Easy to Use
12 4 Changing Fonts Using the Font Panel
12 5 Changing Underlining Using the Font Panel
12 5 Adding a Strikethrough to Text Using the Font Panel
12 5 Changing Text Color Using the Font Panel
Contents 7
12 6 Changing the Paragraph Background Color Using the Font Panel
12 6 Creating Shadows on Text Using the Font Panel
12 6 Adding Accents and Special Characters
12 6 Adding Accent Marks
12 7 Viewing Keyboard Layouts for Other Languages
12 8 Typing Special Characters and Symbols
12 8 Using Smart Quotes
12 9 Using Advanced Typography Features
12 9 Adjusting Font Smoothing
13 0 Setting Text Alignment, Spacing, and Color
131 Aligning Text Horizontally
131 Aligning Text Vertically
13 2 Adjusting the Spacing Between Lines of Text
13 3 Adjusting the Spacing Before or After a Paragraph
13 3 Adjusting the Spacing Between Characters
13 3 Changing Text Color
13 4 Setting Tab Stops to Align Text
13 5 Setting a New Tab Stop
13 5 Changing a Tab Stop
13 5 Deleting a Tab Stop
13 6 Setting Indents
13 6 Setting Indents for Paragraphs
13 6 Changing the Inset Margin of Text in Objects
13 7 Setting Indents for Lists
13 7 Using Bulleted, Numbered, and Ordered Lists (Outlines)
13 7 Generating Lists Automatically
13 8 Using Bulleted Lists
13 9 Using Numbered Lists
14 0 Using Ordered Lists (Outlines)
141 Using Text Boxes and Shapes to Highlight Text
141 Adding Text Boxes
141 Presenting Text in Columns
14 2 Putting Text Inside a Shape
14 3 Formatting a Text Box or Shape
14 3 Using Hyperlinks
14 3 Linking to a Webpage
14 4 Linking to a Preaddressed Email Message
14 4 Editing Hyperlink Text
14 5 Inserting Page Numbers and Other Changeable Values
14 5 Automatically Substituting Text
14 6 Inserting a Nonbreaking Space
8 Contents
14 6 Checking for Spelling Mistakes
14 6 Finding Misspelled Words
14 7 Working with Spelling Suggestions
14 8 Finding and Replacing Text
Chapter 8 149 Working with Shapes, Graphics, and Other Objects
14 9 Selecting Objects
15 0 Copying or Duplicating Objects
15 0 Deleting Objects
15 0 Moving Objects
151 Moving an Object Forward or Backward
151 Aligning Objects
151 Aligning Objects Relative to Each Other
15 2 Spacing Objects Evenly on a Page
15 2 Using Alignment Guides
15 3 Creating New Alignment Guides
15 3 Setting Precise Positions of Objects
15 4 Modifying Objects
15 4 Resizing Objects
15 4 Flipping and Rotating Objects
15 5 Changing the Style of Borders
15 6 Framing Objects
15 6 Adding Shadows
15 8 Adding a Reflection
15 8 Adjusting Opacity
15 9 Grouping and Locking Objects
15 9 Grouping and Ungrouping Objects
160 Locking and Unlocking Objects
160 Filling Objects
160 Filling an Object with Color
161 Using the Colors Window
162 Filling an Object with an Image
164 Using Shapes
164 Adding a Predrawn Shape
164 Adding a Custom Shape
165 Making Shapes Editable
166 Manipulating Points of a Shape
166 Reshaping a Curve
167 Reshaping a Straight Segment
167 Transforming Corner Points into Curved Points and Vice Versa
168 Editing Specific Predrawn Shapes
168 Editing a Rounded Rectangle
Contents 9
168 Editing Single and Double Arrows
169 Editing a Star
169 Editing a Polygon
17 0 Using Media Placeholders
171 Working with Images
171 Importing an Image
17 2 Masking (Cropping) Images
17 2 Cropping an Image Using the Default (Rectangular) Mask
17 3 Masking an Image with a Shape
17 3 Unmasking an Image
17 3 Removing the Background or Unwanted Elements from an Image
174 Changing an Image’s Brightness, Contrast, and Other Settings
17 6 Using PDF Files as Graphics
17 7 Using Sound and Movies
17 7 Adding a Sound File
17 7 Adding a Movie File
17 8 Adjusting Media Playback Settings
Chapter 9 179 Adding Address Book Data to a Table
17 9 Using Address Book Fields
18 0 Mapping Column Names to Address Book Field Names
18 2 Adding Address Book Data to an Existing Table
18 2 Adding Address Book Data to a New Table
Chapter 10 183 Sharing Your Numbers Spreadsheet
183 Printing a Sheet
18 4 Choosing Printer Layout Options
185 Adjusting the Printed Color with ColorSync
18 6 Exporting to Other Document Formats
187 Sending a Spreadsheet to iWeb
Chapter 11 188 Designing Your Own Numbers Spreadsheet Templates
18 8 Designing a Template
18 8 Step 1: Define Table Styles
18 9 Step 2: Define Reusable Tables
18 9 Step 3: Define Default Charts, Text Boxes, Shapes, and Images
18 9 Defining Default Attributes for Charts
19 0 Defining Default Attributes for Text Boxes and Shapes
19 0 Defining Default Attributes for Imported Images
191 Step 4: Create Initial Spreadsheet Content
191 Predefining Tables and Other Objects for a Custom Template
191 Creating Media Placeholders for a Custom Template
10 Contents
19 2 Predefining Sheets for a Custom Template
19 2 Step 5: Save a Custom Template
Chapter 12 193 Dictionary of Functions
19 3 About Functions
19 5 Date and Time Functions
19 6 Financial Functions
19 8 Logical Functions
19 8 Information Functions
19 9 Reference Functions
200 Numeric Functions
201 Trigonometric Functions
202 Statistical Functions
204 Text Functions
205 Function Descriptions
205 ABS
205 ACCRINT
206 ACCRINTM
206 ACOS
207 ACOSH
207 ADDRESS
208 AND
208 AREAS
209 ASIN
209 ASINH
209 ATAN
210 ATAN2
210 ATANH
210 AVEDEV
211 AVERAGE
211 AVERAGEA
212 CEILING
212 CHAR
213 CHOOSE
213 CLEAN
214 CODE
214 COLUMN
215 COLUMNS
215 COMBIN
216 CONCATENATE
216 CONFIDENCE
217 CORREL
Contents 11
217 COS
218 COSH
218 COUNT
219 COUNTA
220 COUNTBLANK
220 COUNTIF
221 COUPDAYBS
221 COUPDAYS
222 COUPDAYSNC
223 COUPNUM
224 COVAR
224 DATE
225 DATEDIF
226 DAY
226 DB
227 DDB
227 DEGREES
228 DISC
228 DOLLAR
229 EDATE
229 EVEN
230 EXACT
230 EXP
230 FAC T
231 FALSE
231 FIND
232 FIXED
232 FLOOR
233 FORECAST
233 FV
234 GCD
234 HLOOKUP
235 HOUR
236 HYPERLINK
236 IF
237 INDEX
237 INDIRECT
238 INT
238 INTERCEPT
239 IPMT
240 IRR
12 Contents
240 ISBLANK
241 ISERROR
241 ISEVEN
241 ISODD
242 ISPMT
242 LARGE
243 LCM
244 LEFT
244 LEN
244 LN
245 LOG
245 LOG10
245 LOOKUP
246 LOWER
246 MATCH
247 MAX
248 MAXA
248 MEDIAN
248 MID
249 MIN
249 MINA
250 MINUTE
250 MIRR
250 MOD
251 MODE
251 MONTH
252 MROUND
252 NOT
253 NOW
253 NPER
254 NPV
254 ODD
255 OFFSET
255 OR
256 PERCENTILE
256 PI
257 PMT
257 POISSON
258 POWER
258 PPMT
259 PRICE
Contents 13
260 PRICEDISC
260 PRICEMAT
261 PROB
262 PRODUCT
262 PROPER
262 PV
263 QUOTIENT
263 RADIANS
264 RAND
264 RANDBETWEEN
264 RANK
265 RATE
266 REPLACE
266 REPT
267 RIGHT
267 ROMAN
268 ROUND
268 ROUNDDOWN
269 ROUNDUP
270 ROW
270 ROWS
270 SEARCH
271 SECOND
271 SIGN
271 SIN
272 SINH
272 SLN
273 SLOPE
273 SMALL
274 SQRT
274 STDEV
275 STDEVA
275 STDEVP
276 STDEVPA
277 SUBSTITUTE
277 SUM
278 SUMIF
278 SUMPRODUCT
279 SUMSQ
279 SYD
280 T
14 Contents
280 TAN
281 TANH
281 TIME
282 TIMEVALUE
282 TODAY
283 TRIM
283 TRUE
283 TRUNC
284 UPPER
284 VALUE
284 VAR
285 VAR A
286 VARP
286 VARPA
287 VDB
288 VLOOKUP
289 WEEKDAY
289 YEAR
Index 290
Contents 15
Welcome to the
Numbers User’s Guide
This full-color PDF document provides extensive instructions
for using Numbers.
Before using this document, you may want to look at the Numbers tutorial in iWork ’08
Getting Started. It’s a quick way to prepare yourself to be a self-sufficient Numbers user.
iWork ’08 Getting Started also provides additional resources for getting acquainted with
Numbers, such as a tour of its features and how-to videos.
When you need detailed instructions to help you accomplish specific tasks, you’ll find
them in this user’s guide. Most of the tasks in this guide are also available in online
help.
Preface
16
The following table tells you where to find information in this guide. In Numbers Help,
you can find information by browsing or searching.
For information about See
Using Numbers windows and
tools to create and format
spreadsheets
Creating and saving Numbers
spreadsheets, and managing
sheets and pages
Creating, organizing, and
formatting tables and values in
them
Using table styles to change the
appearance of tables
Using formulas and functions for
calculations in table cells
Creating charts to graphically
display numeric data in one or
more tables
Formatting text in a Numbers
spreadsheet
Using graphics, shapes, sound,
and more to enhance a
spreadsheet
Displaying Address Book data in
tables
Printing and exporting
spreadsheets and sending them
to iWeb
Creating custom Numbers
templates
Using individual functions in
table cells
Chapter 1, “Numbers Tools and Techniques,” on page 18
Chapter 2, “Working with a Numbers Spreadsheet,” on page 31
Chapter 3, “Using Tables,” on page 44
Chapter 4, “Working with Table Styles,” on page 79
Chapter 5, “Using Formulas and Functions in Tables,” on page 83
Chapter 6, “Using Charts,” on page 98
Chapter 7, “Working with Text,” on page 119
Chapter 8, “Working with Shapes, Graphics, and Other Objects,” on
page 149
Chapter 9, “Adding Address Book Data to a Table,” on page 179
Chapter 10, “Sharing Your Numbers Spreadsheet,” on page 183
Chapter 11, “Designing Your Own Numbers Spreadsheet Templates,”
on page 188
Chapter 12, “Dictionary of Functions,” on page 193
Preface Welcome to the Numbers User’s Guide 17
1 Numbers Tools and Techniques
1
This chapter introduces you to the windows and tools you
use to work with Numbers spreadsheets.
When you create a Numbers spreadsheet, you first select a template to start from.
Spreadsheet Templates
When you first open the Numbers application (by clicking its icon in the Dock or
double-clicking its icon in the Finder), the Template Chooser window presents a variety
of spreadsheet types from which to choose.
18
Pick the template that best fits your purpose. If you want to start from a plain
spreadsheet, without preformatting, pick the Blank template. After selecting a
template, click Choose to work with a new spreadsheet based on the selected
template.
Templates contain predefined sheets, tables, and other elements that help you get
started.
Sheets let you divide information into groups of related objects. You might use one
sheet for data from 2006 and another sheet for data from 2007.
Predefined tables usually contain text, formulas, and sample data. You can replace data
in the predefined tables with your own data, and you can add columns and rows or
reformat the tables. You can also add sheets and other objects, such as charts, images,
and text.
Explanatory comments are included in some of the templates.
Chapter 1 Numbers Tools and Techniques 19
The Sheets pane:
See an overview
of the tables and
charts on the sheets
of your spreadsheet.
The Numbers Window
The Numbers window has elements that help you develop and organize your
spreadsheet.
Customize it to include the
The toolbar:
tools you use most often.
The Formula Bar:
Create and edit formulas
in table cells.
The Format Bar:
Quickly format the
selected object.
View the results of
calculations for values
in selected cells, and
drag calculations into
The Styles pane:
Select a predefined table style
to quickly format a table.
 Quickly add a new sheet by clicking the Sheet button in the toolbar. After you add
tables, charts, and other objects to a sheet, including imported graphics, movies, and
sound, you can drag objects around on the Numbers canvas to rearrange them.
 Use the Sheets pane to see a list of the tables and charts on any sheet.
 Apply predefined table styles listed in the Styles pane to change the appearance of a
selected table.
 Use the area in the lower left to perform instant calculations on values in selected
table cells.
20 Chapter 1 Numbers Tools and Techniques
The sheet canvas:
Create and edit tables, charts, and
other objects on a sheet.
 Use buttons in the toolbar to quickly add tables, charts, text boxes, media files, and
other objects.
For example, click the Tables button in the toolbar to add a new table that’s been
preformatted for the template you’re using. All templates contain several
preformatted tables for you to choose from.
See “The Toolbar” on page 24 to learn how to customize the toolbar so it includes
the tools you use most often.
 Use the Format Bar to quickly format a selected object.
 Use the Formula Bar to add and edit formulas in table cells.
Spreadsheet Viewing Aids
As you work on your spreadsheet, you may want to zoom in or out to get a better view
of what you are doing, or use other techniques for viewing the spreadsheet.
Zooming In or Out
You can enlarge (zoom in) or reduce (zoom out) your view of a sheet.
Here are ways to zoom in or out of a sheet:
m Choose View > Zoom > zoom level.
m Choose a magnification level from the pop-up menu at the bottom left of the canvas.
When you view a sheet in Print View, decrease the zoom level to view more pages in
the window at one time.
Click to show or hide a
sheet’s tables and charts.
The Sheets Pane
The Sheets pane is located along the top left side of the Numbers canvas. It lets you
quickly view and navigate to tables and charts in a sheet.
Click to add a new sheet.
Click a table or chart in
the list to select it and
show it in the window.
See “Using Sheets to Organize a Spreadsheet” on page 37 for more information.
Chapter 1 Numbers Tools and Techniques 21
Print View
When you want to print a sheet or make a PDF of it, you can use Print View to visualize
the layout of objects on a sheet on individual pages.
Click to view pages in
landscape (horizontal)
orientation.
Click to view pages in
portrait (vertical)
orientation.
Click to choose a page
zoom level that lets you
see more or fewer pages.
Click to show or
hide Print View.
Footer area
Slide to shrink or enlarge all the
sheet’s objects.
Header area
See “Dividing a Sheet into Pages” on page 39 to learn more about Print View.
Alignment Guides
As you move objects around in a spreadsheet, alignment guides automatically appear
to help you position them on the page. See “Using Alignment Guides” on page 152 for
details about using alignment guides.
22 Chapter 1 Numbers Tools and Techniques
The Styles Pane
The styles pane lets you quickly apply predefined formatting to tables in a spreadsheet.
Table styles define 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 79 for details.
Chapter 1 Numbers Tools and Techniques 23
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.
To see a description of what a button does, hold your pointer over it.
The default set of toolbar buttons is shown below.
Add a chart, text box,
Add a sheet.
Sort and filter rows.
shape, or comment.
Add a table.
Show or hide Print View,
comments, and more.
Add a formula.
Open the Inspector window,
Media Browser, Colors
window, and Font panel.
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 at the top. If you frequently
reconfigure the toolbar, you can add the Customize button to it.
To remove an item from the toolbar, drag it out of the toolbar.
To restore the default set of toolbar buttons, drag the default set to the toolbar.
To make the toolbar icons smaller, select Use Small Size.
To display only icons or only text, choose an option from the Show pop-up menu.
To rearrange items in the toolbar, drag them.
3 Click Done when you’ve finished.
You can perform several toolbar customization activities without using the Customize
Toolbar sheet:
 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.
To show and hide the toolbar, choose View > Show Toolbar or View > Hide Toolbar.
24 Chapter 1 Numbers Tools and Techniques
The Format Bar
Use the Format Bar, displayed beneath 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.
Show or hide a table’s name.
Format text in table cells.
Format cell values.
Format cell borders.
Manage headers
and footer.
Arrange text in table cells.
Add background
color to a cell.
To show and hide the format bar:
m Choose View > Show Format Bar or View > Hide Format Bar.
The Inspector Window
Most elements of your spreadsheet can be formatted using the Numbers inspectors.
Each inspector focuses on a different 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.
The buttons at the top of the
Inspector window open the ten
inspectors: Document, Sheet, Table,
Cells, Chart, Text, Graphics, Metrics,
Hyperlink, and QuickTime.
Opening multiple Inspector windows can make it easier to work on your spreadsheet.
For example, if you open both the Graphic Inspector and the Cells Inspector, you’ll have
access to all the image- and cell-formatting options.
Chapter 1 Numbers Tools and Techniques 25
Here are ways to open an Inspector window:
m Click Inspector in the toolbar.
m Choose View > Show Inspector.
m To open another Inspector window, press the Option key while clicking an Inspector
button.
After an Inspector window is open, click one of the buttons at the top to display a
different inspector. Clicking the second button from the left, for example, displays the
Sheet Inspector.
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.
Move the Formula Editor
by grabbing here
and dragging.
Click to open the
Function Browser.
Text field
View or edit a formula.
Accept button
Save changes.
Cancel button
Discard changes.
Learn more about this editor in “Using the Formula Editor” on page 88.
 The Formula Bar, always visible beneath the Format Bar, can also be used to create
and modify formulas.
Cancel button
Discard changes.
Accept button
Save changes.
Text field
View or edit a formula.
Instructions for adding and editing formulas using this tool are in “Using the Formula
Bar” on page 90.
26 Chapter 1 Numbers Tools and Techniques
 Using the Function Browser is the fastest way to add a function. A function is a
predefined formula that has a name (such as SUM and AVERAGE).
To open the Function Browser, click the Function Browser button in the Formula Bar.
Click to open the
Function Browser.
“Using Functions” on page 96 tells you how to use the Function Browser.
Chapter 1 Numbers Tools and Techniques 27
The Media Browser
The Media Browser provides access to all the media files 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.
Click a button to view the files in
your iTunes library, your iPhoto
library, your Aperture library, or
your Movies folder.
Drag a file to your
spreadsheet.
Search for a file.
Here are ways to open the Media Browser:
m Click Media in the toolbar.
m Choose View > Show Media Browser.
The Colors Window
You use the Mac OS X Colors window to choose colors for text, table cells, cell borders,
and other objects. While you can also use the Format Bar to apply colors, the Colors
window offers advanced color management options.
To open the Colors window:
m Click Colors in the toolbar.
For more information, see “Using the Colors Window” on page 161.
28 Chapter 1 Numbers Tools and Techniques
The Font Panel
Using the Mac OS X Font panel, accessible from any application, you can change a
font’s typeface, size, and other options. Use the Format Bar for quick font formatting,
but use the Font panel for advanced font formatting.
To open the Font panel:
m Click Fonts in the toolbar.
For more detailed information about using the Font panel and changing the look of
text, see “Using the Font Panel to Format Text” on page 123.
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 problems are encountered, 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.
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 file, or some other window.
Chapter 1 Numbers Tools and Techniques 29
Keyboard Shortcuts and Shortcut Menus
You can use the keyboard to perform many of the Numbers menu commands and
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:
m Press the Control key while you click an object.
30 Chapter 1 Numbers Tools and Techniques
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