How to use Apple Numbers on Mac

10 Tips to use Apple Numbers on Mac effectively


Not certain how to get began in Apple Numbers on Mac? For enterprise and private use, Numbers is a useful spreadsheet utility that comes with macOS. But there’s extra causes to use Numbers – it provides helpful options that may simply make it one in every of your favourite go-to apps.

We’ll stroll you thru a number of suggestions for utilizing Apple Numbers on Mac. From beginning with a template to making use of conditional highlighting, open Numbers and comply with alongside!

1. How to begin with a template in Numbers

If you need a jumpstart on your Numbers spreadsheet, you can begin with a template. You’ll discover a respectable collection of private, enterprise, and academic templates for widespread duties.

  1. Launch the Numbers app on your Mac and choose New Document.
    If you have already got the app open, go to File within the menu bar and select New.
  2. Use the navigation on the left facet of the following display to decide a class or select All Templates to evaluate them. You can create every part from a job guidelines to a family finances to a category schedule.
  3. When you see the one you need, choose it and click on Create on the backside proper.

Once the template opens, merely add your individual knowledge. You can even make edits to the template formatting to tailor it to your wants.

2. How to type knowledge in Numbers

When you’ve gotten a spreadsheet that features a number of knowledge, manually manipulating it may be time-consuming and also you run the danger of errors. Instead, you’ll be able to use the kind function for the information in your sheet.

  1. Select the sheet you need to type, click on the Organize button on the prime proper nook, and select the Sort tab.
  2. If you solely need to type specific knowledge, choose these rows after which decide Sort Selected Rows within the prime drop-down field within the sidebar. Otherwise, you’ll be able to select Sort Entire Table.
  3. In the Sort by part, decide the column you need to type by within the drop-down field. Beneath, you’ll be able to then select Ascending or Descending order.
  4. If you’d like to type by one other column, select it together with the order under the primary type settings you decide.
  5. You ought to see your knowledge mechanically sorted, however in case you proceed to add extra columns to type by, click on Sort Now on the prime of the sidebar.

Maybe you’d like to embrace a reference to one other sheet or a fast method to go to an internet site. You can add a hyperlink in Numbers to a sheet, electronic mail deal with, net web page, or cellphone quantity. Then, with a easy click on of the hyperlink, you’ll be able to open the sheet, compose an electronic mail, go to the web page, or make a cellphone name.

  1. Select the content material throughout the cell you need to hyperlink by double-clicking the textual content or dragging your cursor by it. If you solely choose the cell, you’ll discover that the hyperlink choices will probably be
  2. Go to Format within the menu bar, transfer your cursor to Add Link, and select an choice from the pop-out menu. unavailable.
  3. When the small window seems, add the data for the hyperlink. For instance, enter the URL for an internet web page or quantity for a cellphone name. You can even regulate the Display textual content if crucial.
  4. Use the button on the underside proper per the kind of hyperlink you choose to apply the hyperlink to the content material.

To make adjustments to the hyperlink or take away it later, choose Format within the menu bar and decide Edit Link or Remove Link.

4. How to create a chart in Numbers

Charts and graphs are terrific visuals for displaying knowledge. They permit you to see highs and lows, tendencies, or patterns at a look. In Numbers, you’ll be able to select from 2D, 3D, and interactive charts.

  1. Select the information you need to embrace within the chart.
  2. Either click on the Chart button within the toolbar or Insert within the menu bar and transfer to Chart.
  3. You’ll see the entire chart varieties you’ll be able to decide from together with bar, column, pie, scatter, and extra. Choose the kind and also you’ll see the chart pop proper into your sheet.
  4. When you edit the information in your sheet, your chart mechanically updates.
  5. To customise the looks, choose the chart and click on Format on the highest proper. You can then select a distinct shade scheme, regulate the axes, add knowledge labels, and extra.
  6. To change the information you need to embrace, choose the chart and click on Edit Data References on the backside of the chart.

5. How to carry out easy calculations in Numbers

One of the commonest stuff you’ll seemingly do in your Numbers sheet is to carry out calculations. Luckily, you’ll be able to add, common, or get the utmost quantity from an information set in simply a few clicks.

  1. Go to the cell the place you need the outcomes of the calculation.
  2. Either choose Insert within the toolbar or use Insert within the menu bar to select Formula.
  3. Then, decide the calculation you need to use.

You’ll see Numbers use the values within the column in case you use the underside cell or row in case you use the far-right cell to carry out the calculation for you.

To edit the method for the calculation, double-click the cell to show the method bar. Then, make your adjustments and use the checkmark in inexperienced to put it aside.

View calculations at a look

Maybe you need to use one in every of these calculations, however not essentially add it to your sheet. Instead, you’ll be able to show one or all of them on the backside of the window.

  1. Select a gaggle of cells containing values in your sheet. Then, click on the gear button that shows within the backside proper nook of the window.
  2. Choose the calculations you need to show which locations a checkmark subsequent to every one.
  3. Then, when you choose a number of cells within the sheet, you’ll see the calculation(s) on the backside with nothing greater than a look.

6. How to insert formulation in Numbers

When you carry out the easy calculations described above, these equations use formulation. With Numbers, you’ll be able to transcend the fundamentals by getting into superior formulation and utilizing quite a lot of features.

Because formulation and features in Numbers may spawn an excellent prolonged article, we’ll simply cowl the necessities right here.

  1. To enter a method, sort the equal signal (=) within the cell to show the method bar.
  2. Type the method you need to use into the method bar. If you begin your method with a operate, you’ll discover ideas on the backside. If you select one, you’ll obtain prompts contained in the method bar that enable you full the method accurately. Simply substitute the prompts along with your knowledge.
  3. Additionally, you’ll be able to open the Format sidebar to get extra assist with features. You can seek for one, get particulars on its makes use of, and click on Insert Function to place it in your method.
  4. When you end getting into the method, press the checkmark in inexperienced to apply it and acquire your consequence.

Tip: If you need a fast view of the method, choose the cell, and also you’ll see the method displayed on the backside of the window.

Formula and performance examples

Let’s take a look at a few widespread formulation utilizing features in Numbers.

Using the IF operate, you’ll be able to return a consequence for a real or false situation. For instance, if the quantity in cell B2 is bigger than 20,000, return Yes, in any other case, return No. Here’s the method you’d use and the way it seems within the bar on the backside:


Using the CONCAT operate, you’ll be able to mix textual content from totally different cells. For occasion, you’ll be able to be a part of the primary title in cell B2 and the final title in cell C2 with the end in cell D2. You can even embrace an area (inside quotes) between the names. Here’s the method and the way it appears within the bar on the backside:

CONCAT(B2,” “,C2)

7. How to apply cell formatting in Numbers

Depending on the kind of knowledge you enter in Numbers, you might have considered trying or want to format it as such.

For occasion, you may want numbers formatted as foreign money, a share, or a date. While Numbers provides an Automatic formatting choice, you’ll be able to select and customise specific knowledge varieties.

  1. Select the cell or vary of knowledge and click on Format to open the sidebar.
  2. Go to the Cell tab and open the Data Format drop-down field to decide the information sort.
  3. Optionally, you’ll be able to regulate the extra formatting that shows beneath the kind. For instance, in case you select Currency, you’ll be able to select the foreign money sort, change the decimal locations, and embrace a thousand separator.

8. How to use interactive formatting in Numbers

Along with formatting the information, you’ll be able to format a cell with an interactive merchandise like a checkbox or slider. This offers you a fast and simple method to mark off duties, select values, or add a ranking.

  1. Select the cell or vary and click on Format to open the sidebar.
  2. Go to the Cell tab and open the Data Format drop-down field to decide one in every of these interactive formatting varieties on the backside of the checklist.
    • Checkbox: Click the field to place a checkmark in it. When checked, the worth is True and when unchecked, the worth is False.
    • Star ranking: Select a dot to mark that variety of stars for a ranking system. You can select from zero to 5 stars.
    • Slider: Use a vertical slider to choose a worth. After you select Slider within the drop-down field, add the minimal, most, and increments. You can even decide a particular knowledge format comparable to quantity, foreign money, or share.
    • Stepper: A Stepper works like a Slider besides you use arrows to enhance or lower the worth.
    • Pop-up menu: Create your individual pop-up menu by including the objects within the sidebar. Then, choose the arrow to the suitable to open the pop-up menu and decide an merchandise.

9. How to use autofill in Numbers

Autofill is a improbable function that may be a real time saver. With it, you’ll be able to drag from a number of cells to fill extra cells with the identical worth, a sample, or a method.

The finest method to clarify how to use autofill is with a couple of examples.

Autofill the identical worth

Here, we wish to copy the identical worth down to the final three cells within the column. When you choose the cell, hover your cursor over it and also you’ll see a yellow dot show. Drag that dot downward and launch to fill the cells with the identical worth.

Autofill a sample

Next, we wish to checklist the months of the yr. Rather than typing all of them manually, you’ll be able to choose the cell containing “January” and drag the yellow dot down to fill within the remaining months.

Autofill a method

When you enter a method or calculation right into a cell that you really want to use in one other, you’ll be able to copy and paste the method with autofill. Numbers mechanically updates the cell references in order that they apply to the proper cells.

Here, we now have our complete for Q1. We drag the cell with that SUM method to the cells throughout the row to get hold of the totals for the remaining quarters.

10. How to apply conditional highlighting in Numbers

With conditional highlighting, you’ll be able to format your knowledge mechanically when it meets sure situations that you just arrange. As examples, you may make numbers lower than one other quantity a sure font shade or dates after a particular date have a cell fill shade.

  1. Select the cells you need to apply the formatting to and click on Format to open the sidebar.
  2. Go to the Cell tab and decide Conditional Highlighting.
  3. At the highest, click on Add a Rule. Choose the rule sort on the left of the pop-up field.

    You can decide Number, Date, Text, Duration, or Cell.

You’ll then see the out there situations for that cell sort to the suitable. Pick an choice.

  1. Then, full the remaining particulars for the rule within the sidebar together with any extra variables and the formatting you need to apply.
  2. Click Done while you end.
  3. To view, edit, or take away a conditional highlighting rule, reopen the Format sidebar and decide Show Highlighting Rules on the Cell tab.

Let’s take a look at an instance:

Here, we’ll format numbers that equal 10 in pink font. Start by selecting Number and Equal To.

Then, add the worth “10” and select Red Text within the format drop-down checklist.

Now, every time a worth in our dataset is 10, we’ll see the pink font pop, making it simple to spot.

Do extra with Numbers on Mac

If you’re a Mac consumer and wish to do extra with Apple Numbers, the following tips ought to enable you get began. And when you’ve got suggestions of your individual you’d like to share or would really like to see us cowl one thing particular for Apple Numbers, tell us!



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