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If you're like many Numbers for Mac users, you likely jump right into creating and editing spreadsheets the same way every time you use the program. However, just as with Pages for Mac, Numbers comes with features that many users overlook; you can leverage these features to build more attractive spreadsheets faster. Here are three tips for maximizing Numbers.
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1: Pre-formatted templates
I once worked with a former Microsoft staffer who repeatedly recommended I consult an application's Help feature whenever I asked a question regarding how to perform a specific action. I didn't want to do the research — I just wanted someone to tell me the answer. But, I found he was correct. Most questions I asked were already addressed within the Help file.
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Don't make the same mistake as me when creating new spreadsheets in Numbers by believing you need to do all the work yourself. Apple's designers have already created templates (categories include Basic, Personal Finance, Personal, Business, and Education) and completed the formatting, design, and calculation work — you just have to remember to use these pre-formatted templates.
Best Free Spreadsheets For Mac
The next time you create a Numbers spreadsheet, or a checklist, budget, schedule, log, planner, or an invoice, check out the pre-formatted templates included with the application. In addition to new simple budget and shared expense templates, you'll find numerous others for creating such files.
Leverage templates by clicking New Document when opening Numbers and navigating the Choose A Template window that appears. You can also recall the Choose A Template window by clicking New from the File menu whenever Numbers is open.
2: Enhanced collaboration features
Business documents are rarely developed by a single individual; often, teams work together to create, edit, and revise files, including spreadsheets, charts, logs, schedules, and checklists. Numbers includes collaboration features that make sharing and annotating Numbers files easy. Shared Numbers spreadsheets can now be previewed within iOS and Android browsers, making it easier for team members to access files while on the go.
To share a Numbers file, open the file and select Share from the File menu. Users can choose to share a link to the file via iCloud or to share the file via Mail, AirDrop, Notes, or Message.
Users can add comments and annotations by clicking Insert and selecting Comment. A text box appears in which a comment can be added. Once the comment is added, a yellow box appears next to the location where the annotation was added. Mousing over the box displays the comment, as does clicking View and selecting Comments.
If many authors and editors are working from the same document, users can opt to specify comment colors (one for each author), making it easier to track which comments are provided by which users. Users can adjust their author comment color by clicking View, selecting Comments, and choosing Author Color, where a variety of colors will be displayed and an alternative can be selected.
3: Images in tables and charts
Improving and customizing a spreadsheet's appeal shouldn't be an overly complex task. Numbers permits users to fill a shape or text box with an image, such as a corporate logo, a product photo, or a similar element.
To fill a shape or a text box with an image, select a shape or a text box. Click the Style tab in the right-hand sidebar. If you don't see the sidebar, select the paintbrush icon within the toolbar.
Click the Fill menu's drop-down icon and select Image Fill. Click Choose and specify the location of the image you wish to use.
Odds are you may need to edit the way the image displays within the shape or text box (which occurred when I chose to display a corporate logo within a pie chart's specific wedge). Edit the subsequent image by choosing an option from the pop-up menu that appears above the Choose button within the Style sidebar. Select the option you wish to execute. Choices will include Original Size, Stretch, Tile, Scale To Fill, and Scale To Fit.
Other Numbers tips?
Do you have favorite Numbers for Mac tips? If so, submit your preferred shortcuts in the discussion.
Also see
- 3 underused features in Apple's Pages word processing app (TechRepublic)
- Office vs. iWork: Which performs best in the real world? (TechRepublic)
- Free iWork apps for Windows users aids Mac offices (TechRepublic)
- Apple in the Enterprise: A Strategic Guide (ZDNet/TechRepublic special feature)
Stunning spreadsheets that bring everyone to the table.
With Numbers, you can create beautiful spreadsheets that include impressive tables and images. You can even use Apple Pencil on your iPad to add useful diagrams and colorful illustrations. And with real-time collaboration, your team can work together, whether they’re on Mac, iPad, or iPhone, or using a PC.
Download Numbers for Mac from the Mac App StoreDownload Numbers for iOS from the iOS App StorePreview Numbers for iOS in the iOS App StorePreview Numbers for Mac in the Mac App StoreStart using Numbers at iCloud.com
Everything adds up. Beautifully.
Numbers starts you off with a blank canvas instead of an endless grid, so you have the freedom to organize your data any way you choose. Select fonts and style cell borders. Add, resize, and apply styles to tables. Move everything around your canvas at will. And everyone editing the spreadsheet has access to the same powerful features on iOS and macOS.
Start with a great‑looking template.
Drop your data into one of the gorgeous, ready-to-use templates.
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Have Numbers do the math.
Numbers supports hundreds of functions. Its intuitive tools make it simple to perform complex calculations with great precision, figure out formulas, filter the data, and sum up what it all means.
Discover hidden insights.
Use Smart Categories to quickly organize and summarize tables for an even deeper understanding of the story behind your data.
![App App](/uploads/1/2/4/7/124707324/551800289.jpg)
Put your data on display.
Impressive donut charts, bars and columns with clearly labeled numbers and adjustable sizes, interactive graphs, and a library of over 700 customizable shapes help you turn your numbers into beautiful data visualizations.
Numbers and
Apple Pencil.
Sketch diagrams and add notes to help you visualize your data with Apple Pencil on your iPad.
Collaborate with anyone. Anywhere.
Work together in the same spreadsheet, from across town or across the world. You can see your team’s edits as they make them — and they can watch as you make yours, too. Just select a name on the collaborator list to jump to anyone’s cursor.
Work on any spreadsheet. On any device.
You don’t work in one place on just one device. The same goes for Numbers. So the spreadsheets your team creates using a Mac or iPad look the same on an iPhone or web browser — and vice versa.
Work together in real time on spreadsheets stored on iCloud or Box.
Everyone can collaborate — whether they’re on Mac, iPad, iPhone, or a PC web browser.
Best Spreadsheet App For Mac
Unlock documents with a touch or a glance.
![For For](/uploads/1/2/4/7/124707324/750950877.jpg)
Best Spreadsheet Software For Mac
Open password-protected files in a snap with Touch ID or Face ID on compatible devices.
Microsoft Excel friendly.
Teaming up with someone who uses Microsoft Excel? Numbers makes it a great working relationship. You can save Numbers spreadsheets as Excel files. Or import and edit Excel spreadsheets right in Numbers. Most popular Excel features are supported, too. Now it’s no problem to work on the same project. Even if you use different apps.
Free Spreadsheets For Mac
Learn more about Microsoft Excel compatibilityLearn more about Microsoft Excel compatibility
More ways to do stunning work.
Pages
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Apple Spreadsheet App For Macbook
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