Spreadsheets are great for tracking finances, orders, inventory, and more. If you are a Mac user, you can take advantage of the free spreadsheet app that comes with macOS. Here’s how to use Apple Numbers.
Create a workbook in Numbers
With Numbers, you can jump straight to your tasks using a pre-made template or set up your workbook from a blank canvas.
Step 1: Numbers opened from Apps case. You can do this with the Finder active using Go > Apps.
2nd step: In the first dialog that opens, select New Document.
Step 3: You will then see a list of templates you can choose from for a quick start to your project. Models are listed on the left to help you easily find the one you need. You can also choose White to create a workbook from scratch.
Choose the model or White and choose Create at the bottom right.
Step 4: When the workbook opens, start by giving it a name and selecting a location to save it. This allows you to periodically save your progress as you work in Numbers.
Either select the title bar at the top of the Numbers window or go to Case > to safeguard. Enter the name, choose the location, and optionally add tags.
Step 5: Select to safeguard.
Manage workbook sheets
You start each workbook with a sheet, labeled Sheet 1 on the left side of the row of tabs at the top. You can create additional sheets for various related parts of your project if you wish, as well as rename, duplicate, rearrange and color the background.
Add sheet: Select the plus sign on the left side of the row of tabs or navigate to Insert > Sheet in the menu bar.
Rename a sheet: Double-click on the name of the sheet or select the Arrow to its right and select Rename. Then enter the new name and press Come back.
Duplicate a sheet: Select the Arrow to the right of the sheet name and select Duplicate.
Rearrange sheets: Drag a sheet tab right or left and drop it in its new location.
Coloring a leaf background: Select the Arrow to the right of the sheet name and select Show sheet options. When the Format the sidebar opens on the right, use the Palette drop-down list next to Background to choose a color.
Enter and format data in Numbers
A spreadsheet is only as good as the data you put into it. You can enter text, numbers, dates, currencies, percentages, etc.
Step 1: Select the cell you want to add data to, then just type it in and press Come back.
You will see the data appear in the cell as well as in the bar at the bottom of the window.
2nd step: Depending on the type of data you enter, you may need to format it. For example, you may want the number you enter to be a percentage.
Select the cell containing the data and use the Format button at the top right to open the sidebar. Then head to the Cell tongue.
Step 3: At the top of the Cell tab, you will see the tab Data format section. Use the drop-down list to choose the type of data you want. Depending on the format you select, you may see additional options below the drop-down list.
For example, if you choose date and timeyou can choose the formats for each.
Step 4: To format the cell itself, use the remaining options in the Cell sidebar tab. You can choose a fill style, add a border, or set up conditional highlighting.
Step 5: To change the font style, size, color, alignment, and similar options, go to the Text tab in the Format lateral bar.
Perform basic calculations
Most spreadsheets contain random numbers, and with those numbers can come calculations. You can quickly perform basic calculations and display the result or include it in a cell.
Step 1: Select the cells for which you want to perform the calculation.
2nd step: To show just the result without adding it to your sheet, just look at the bar at the bottom. You’ll see results for sum, average, min, max, and count.
To adjust the displayed calculations, use the Equipment drop-down list on the right to select the ones you want.
Step 3: To add the result to your sheet, select Insert in the toolbar or Insert > Formula in the menu bar.
Then choose the calculation you want. As you can see, you can quickly add, average, count, multiply (product) or get the minimum or maximum for your selected cells.
Step 4: Once you have chosen the calculation, you will see the result displayed. If you select cells in a column, the result is displayed in the bottom cell, and if you select cells in a row, the result is displayed in the right cell.
Create formulas in Numbers
In addition to basic calculations, you can create complex formulas using Numbers functions.
Step 1: Select the cell in which you want to enter the formula.
2nd step: Either choose Insert in the toolbar or Insert > Formula in the menu bar and select New formula.
Step 3: When the formula box appears, type your formula and select the Check mark to add it to the cell.
Step 4: If you want help with the functions available in Numbers, select the icon Format at the top right when the formula box is displayed.
You will then see a list of functions in the sidebar. You can choose a category to display those particular functions, use the Look for to find one, and review a feature’s description by selecting it from the list.
Step 5: When you find the one you want to use, select Insert function under the list of functions.
The function then appears in the formula area and you can complete the formula.
Insert a table, chart, shape, or media
Another Numbers feature you might want to try is inserting an item. This allows you to add objects such as tables, charts, shapes, text boxes, lines, photos, videos, and audio files to your sheet.
Step 1: Use the corresponding buttons in the toolbar or go to Insert in the menu bar to add these types of items.
2nd step: Once you’ve added an item to your sheet, select the Format button to adjust its settings. Depending on the type of object you are adding, you can change the style of a chart, the color of a shape, or the size of an image, for example.
Step 3: If you insert an item and want to delete it later, select it and press Wipe off Where to use Edit > Wipe off in the menu bar.
Numbers is a handy built-in Mac app that can help you with everything from business finances to household budgets to inventory tracking.
So now that you know how to use Apple Numbers, why not find out how to use Google Sheets for another spreadsheet option too?
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