NAPLES MACFRIENDS USER GROUP NUMBERS 09 CLASS MARCH 25, 2013 SPREADSHEET. Presented by Scott L. Silver, M.D.

Transcription

1 NAPLES MACFRIENDS USER GROUP NUMBERS 09 CLASS MARCH 25, 2013 SPREADSHEET 1 Presented by Scott L. Silver, M.D. 1

2 SOME OF MY USES FOR SPREADSHEETS Car service record Computer articles External hard drive list Gin Rummy schedule Golf scorecards iwork survey 2 Lab results Medical records NMUG class registrants Recipes Sign-up sheets Stocks Super Bowl guest/food list To do apps To do list Visiting golfers schedule Watch battery schedule Weight loss/gain Wine dinners Wine inventory 2

3 Pages Numbers Keynote 3 3

4 SPREADSHEET Numbers Excel 4 4

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6 RESOURCES Help Menu in Numbers Video Tutorials Online Services Personal Training Books - Printed/Ebooks 6 6

7 RESOURCES 7 7

8 RESOURCES 8 8

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10 ONLINE SERVICES Lynda.com Tutor for Numbers NoteboomProductions.com $5.00 ScreencastsOnline.com - Free macprovideo.com - Subscription MacMost.com - Podcasts through itunes AppleGrad.com - Discount for NMUG KimKomando.com - Daily s 10 10

11 PERSONAL TRAINING APPLE STORE One to One - $99/yr, One Hour Personal Projects - Two Hours, 2-4 Students Personal Workshops - Free, One Hour, Small Group Hodges University Annual NMUG Classes 11 11

12 BOOKS Numbers 09 User Guide: Numbers > Help > User Guide iwork 09: The Missing Manual: Josh Clark, o reilly.com iwork 09 for Dummies: Jesse Fuller, dummies.com Take Control Ebooks: TidBits.com, pdf Ebooks (50% sale) Bookle - Apple Store $ EPUB Reader MySafariBooksOnline.com 12 12

13 PREFERENCES GENERAL 13 13

14 PREFERENCES RULERS AUTO-CORRECTION 14 14

15 SYSTEM PREFERENCES 15 15

16 TEMPLATES Documents with pre-defined text areas, fonts, images, and styles Select sub-category; scroll across thumbnails to see pages and designs that can be created Use Slider at bottom to change size Double-click thumbnail or click Choose Apple prepared these templates so you can focus on the content of your document, not the design 16 16

17 TEMPLATES Choose: Personal Finance>Mortgage>Mortgage Calculator Instructions; Click on Cell to See Formula in Formula Bar Function > Formula Editor, Function Browser; Formula List Customizable; Adapt for Personal use 17 17

18 FORMULA BAR 18 18

19 FUNCTIONS/FORMULAS 19 19

20 Function Browser 20 20

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22 FORMULA FORMULA OPERATORS Add (+), Subtract (-), Multiply (*), Divide (/) Formulas start with Equals Sign (=) Use Parentheses ( ) when an Operator Applies to a Group of Data. Formula Examples: = 4+4 {answer is 8} = 4+4/2 {answer is 6} = (4+4)/2 {answer is 4} 22 22

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26 COPY FORMULA Select cell with formula > copy and paste Select cell with formula > Autofill Toolbar > Formula List > Copy and Paste formula Select cell with formula and adjacent empty cells > Menu Bar > Insert > Fill > Fill right/left, down/up 26 26

27 OPENING AND IMPORTING SPREADSHEETS File > Open Recent or Open icloud - Choose Spreadsheet On Your Mac - Navigate to the file Import and Open Excel Files Select Excel file > Get Info (Command I) > Open with Pages Drag onto Numbers icon in Dock Warnings show what problems developed during the conversion

28 USER INTERFACE MENU BAR Various commands and keyboard shortcuts are available in drop-down menus under each menu heading. Grayed-out commands are not available

29 USER INTERFACE TOOL BAR - Add and edit elements in spreadsheet Customizable Menu Bar > View > Customize Toolbar 29 29

30 USER INTERFACE FORMAT BAR Controls that change the appearance of elements in the spreadsheet Context Specific: Vary with the object selected Chart Table 30 30

31 INSPECTOR Format elements in spreadsheet TEN INSPECTORS Document, Sheet Table, Cells, Chart Text, Graphic, Metrics Hyperlink, Quick Time 31 31

32 SHEET Workspace that Contains Tables, Graphs, Images Helpful to Divide Information into Useful Groups Multiple Sheets Can Be in a Spreadsheet Create new sheet: Menu Bar > Insert > Sheet Toolbar > Sheet; Sheets Pane > Control- or Right-Click New blank table is added automatically Sheets Pane Sheet Canvas - area to the right where work is done 32 32

33 STYLES STYLES PANE - Below Sheets Pane Different table styles are pre-designed. Used to enhance the appearance of tables. Table styles define such attributes as color, text size, and cell border formatting of table cells. Click in table - Click on Style Name to apply that style Style Names - Can Rename/Rearrange/Delete Apply Style to all tables in a sheet: drag Style onto the Sheet name Save Table Style: Format>Create New Table Style 33 33

34 STATUS BAR Adjust Zoom Level - Increase size of window while working Print View Mode- See how sheet will look if printed out; number of pages is shown in the Sheets Pane - Allows you to scale & arrange documents Ways to fit content onto a printed page - Content Scale Slider - Adjust the size of all the objects in the sheet in order to change the number of pages they occupy. Also located in the Sheet Inspector. - Portrait or Landscape Mode - Change the margins of the page: Inspector > Sheet Inspector > Page Margins 34 34

35 TURN PRINT VIEW ON OR OFF Print View Button Menu Bar > File > Show/Hide Print View Menu Bar > View > Show/Hide Print View Toolbar > View > Hide or Show Print View 35 35

36 TABLES Fundamental Building Blocks of Numbers Spreadsheets Group of Cells arranged in Rows and Columns Large enough for a specific task Multiple tables can exist in a sheet 36 Header Rows/Columns - Label rows and columns Formatted so that they stand out Add: Format Bar - Header Button Menu Bar: Table > Header Rows/Columns Menu Bar > Table > Freeze Header Rows and Columns 36

37 TABLE Create new table Menu Bar > Insert > Table Toolbar > Table > Type Change name - Double click on Name Show name - Format Bar, far right Inspector > Table > Name Control Click on name Resize - click table name in Sheets Pane or tab at top left corner of the table & drag handles 37 37

38 TABLE Add rows/columns: Menu Bar > Table > Add row/column Hover over Reference tab > Disclosure Triangle appears > Add row/column Click or drag Row/Column handles Resize rows, columns - Drag line between rows, columns Move table - Drag Table Handle 38 38

39 TABLE FORMATTING - Change the appearance of elements in tables FORMAT BAR - Choose Style, Font, Typeface, Font Size, Alignment WRAP - Contents won t spill into adjacent cells 39 39

40 FONTS WINDOW (right side of Tool Bar) Use to select fonts, font sizes, and other font formatting features, including text shadows and strikethrough 40 40

41 TABLE BORDERS MERGE & SPLT CELLS Table Inspector Format Bar 41 41

42 TABLE Cell Format: Checkbox, Stepper, Slider, Pop-up Format Bar Cell Inspector 42 42

43 CONDITIONAL FORMATTING Cells Inspector 43 43

44 AUTOFILL For text or formula, just need one cell For numeric pattern, need two cells Select the cell(s) Hover pointer over bottom right corner; when turns into dark +, drag right or left, up or down! 44 44

45 SORT - FILTER - CATEGORIES REORGANIZE 45 45

46 Saving a file To Save a File for the First Time File > Save (Command-S) Save Sheet Appears Save As > Type in Name Where > Pop-up Menu > Choose Location; or click Disclosure Triangle to right of Save As field & navigate to location you want New name appears in Title Bar 46 46

47 47 Auto Save - Backup Versions of a Spreadsheet Numbers now automatically saves your spreadsheet in work pauses or every 5 minutes SO NO MORE LOST WORK ONCE YOU INITIALLY SAVE IT When you press Command-S, a snapshot of the spreadsheet s current state is archived (retained) Enables you to return to a previous version of the spreadsheet to restore an image, text, etc. To view archived versions > Hold pointer over name of document > Click Triangle > Choose Browse All Versions Drag handle along Timeline to view older versions; click image to inspect more closely and work on it, e.g.copy object Restore - replaces last version you were working on If you don t have Lion or Mtn. Lion, SAVE early & often! 47

48 Saving a Spreadsheet Save as a Template File > Save as Template - appears when you select My Templates in the Template Chooser Save a Copy of a File File > Duplicate ( -Shift-S); An untitled copy of the file is created. Both copies remain open on your desktop for you to view or edit. Close the window of the untitled copy, type the file s name, and then choose a location from the pop-up menu. Click Save 48 48

49 Saving a Spreadsheet Using Save As 49 Use if you make changes in a spreadsheet and want to rename and save it to a particular location It is a hidden option! Menu Bar > File while holding down Option key The Duplicate command changes to Save As Scroll down: Save copy as: Word Document Keyboard Shortcut: Option-Shift-Command-S System Preferences > General Don t check or Auto Save isn t active 49

50 50 Saving a Spreadsheet to icloud (.tef) Two main choices for where to save and locate files: icloud and On My Mac Main Advantage of Using icloud - can access the same spreadsheet from any Mac running Mountain Lion that is logged into the same icloud account If there is a matching ios app for your Mac app (there is not one for TextEdit), you will similarly be able to access icloud-stored documents from your ios devices. Any change you make to a document on one device will be immediately reflected on all your other synced devices. 50

51 4 Ways to Save a Spreadsheet to icloud 1. File > Save > icloud (If on an icloud-compatible app (e.g. iwork apps, Text Edit) 2. File > Move to > icloud 3. Title Bar > Click on File Name > Move to icloud 4. Drag and drop it onto the icloud document pane 51 51

52 To use Documents in the icloud System Preferences > icloud pane Sign up for and log in to your icloud account Enable the Documents and Data selection Documents stored in icloud are only available to the app that created them For an app to access icloud, it must be updated to support the feature 52 Can use Dropbox instead; main (perhaps only) advantage of icloud over Dropbox is its direct integration into OS X 52

53 SAVE FILE AS PDF File > Print > PDF 53 53

54 SHARE YOUR WORK Share in Another Format: File > Export > PDF, Excel, CSV 54 54

55 SHARE YOUR WORK Menu Bar > Share > Send via Mail > Format 55 55

56 SPREADSHEETS CAN BE VERY USEFUL HAVE FUN LEARNING AND USING NUMBERS! 56 56