10 Numbers for Mac tips

Get more out of Numbers for Mac with these tips and tricks

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  • 1 Quick Calculations View quick calculations
  • 2 Insert Quick Calculations Add common calculations
  • 3 Quick Calculation Settings More common calculations
  • 4 Comparison Operators Comparison Operations
  • 5 Preserve Row Column Preserve rows and columns
  • 6 Change to Text Start with a zero
  • 7 Add Cells Quickly add rows and columns
  • 8 Drag Function Bar Drag the Function Bar
  • 9 Share Spreadsheets Share your spreadsheets
  • 10 Turn on Tips Turn on Tips
  • More stories
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View quick calculations in multiple cells

Select a number of different cells to quickly view a number of common calculations related to the cells. At the bottom of the screen appear a selection of bubbles with the calculations.

Here we see the SUM, AVERAGE, MIN, MAX and COUNTA calculations.

See also:

Next »

Next Prev 1 Quick Calculations

Select a number of different cells to quickly view a number of common calculations related to the cells. At the bottom of the screen appear a selection of bubbles with the calculations.

Here we see the SUM, AVERAGE, MIN, MAX and COUNTA calculations.

See also:

 

Quickly add common calculations to a cell

If you want to add a quick formula to a cell. Select a number of different cells and drag the quick calculation bubble to a spare cell.

Read: Tips for using Numbers

 

Add more common calculations to cells

Click the Settings icon next to the common calculations bubble to view more calculations.

Place a tick next to the ones you want to add them to the default list of Common Calculations.

 

Use Comparison Operations to check cells

You can use comparison operators to check if two cells are equal, or greater or less than the other (or if a cell is equal, greater or less than a set amount).

Enter an ‘=” to start a formula, select a cell and use the comparison operators (>, >=, =, <>, <, or <=). It will return TRUE or FALSE.

 

Preserve rows and columns when cutting and pasting

You can preserve a row or column address in a formula when cutting and pasting it from one cell to another.

This enables you to cut and paste formulas to different cells, while retaining the original cell references.

Read: Keep Numbers column and row names in view while scrolling

 

Starting cells with zero numbers

Sometimes you need to enter a number that starts with a leading zero. Such as ‘001234’.

Numbers will remove the zeroes at the start and just write ‘1234’. To change select the cell and click Format > Cell and change the Data Type from Automatic to Text.

 

Quickly add rows and columns with keyboard shortcuts

If you hold down the Alt key (also known as Option key) you can add Rows and Columns (to the left, right, above or below the currently selected cell) using the Arrow Keys.

 

Drag and move the Function Bar

When you edit (or create) a function the Function Bar appears on top of the cell.

This can be annoying if you want to edit the Function Bar and view the cell’s content at the same time.

You can drag and move the Function Bar by clicking the small dot on the far-left side.

 

Share spreadsheets with iWork for iCloud instead of as PDFs

You can now share Numbers spreadsheets with other people thanks to the recently upgraded Numbers for iCloud setting.

Click Share and change the Permissions from Editing to View Only to enable a person to view your spreadsheet without being able to make changes.

This is better than sending a PDF because any edits you make to a spreadsheet will be instantly updated.

Read: How to share iWork '13 files with iOS

 

Turn on Tips to learn new Numbers features

Even if you think you know how to use Numbers, the Tips icon is well worth turning on occasionally.

It responds to every option you click with suggestions. As you use Numbers it will prompt you to investigate new features you might not have noticed.

Read more iWork tutorials on Pages, Numbers and Keynote in our iWork topic zone. Including:

Alternatives to Numbers

iWork Numbers 3 for Mac and iOS tips

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