Understanding Sheets and Tables In Mac Numbers

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Hi, this is Gary with MacMost.com. Today let's  talk about Sheets and Tables in Mac Numbers.  MacMost is brought to you thanks to a great  group of more than 1000 supporters. Go to   MacMost.com/patreon. There you can read  more about the Patreon Campaign. Join us   and get exclusive content and course discounts. So when you want to get beyond the very basics  in Numbers you want to understand how Sheets   and Tables work. Let's create a blank Numbers  document here. What it's going to do for us is   create a default sheet and in there a default  table. Let's backup a bit. A Numbers file is   simply called a Document. It's the same for most  things on the Mac. A Pages document. A Keynote   document. And you have a Numbers document. If  you're used to using Microsoft Excel then a file   is also called a document but it's also commonly  called a Workbook. You don't really call a Numbers   documents workbooks. You just call them documents.  Now inside each document you have one or more   sheets. Now you may never get beyond using  a single sheet in a document. In this case   you could see here I just have one sheet. If you  only ever use one sheet you may not even notice   Sheet 1 here at the top. It's okay just to  leave it like that but there's a lot you can   do with Sheets like for instance you can add  another one. So here I've added Sheet 2 and   I can switch between them. They almost seem like  they are separate documents but they are actually   two sheets in the same document. Microsoft Excel  does the same thing and they actually call them   sheets there as well although an  older term for that is worksheet. Now with Sheets you can do a lot here by clicking  in the little down arrow to bring up a popup menu.   Here you can rename the sheet. You can duplicate  it. You can show sheet options which will bring up   Format, Sheet in the Sidebar. You can do the same  thing by selecting the background here. I'll set   the background, deselecting the Table, and you  could see under Format there's only Sheet here.   There's another way to change the name. You can  also just double click here to change the name   for any sheet. Note you can set a background color  for a sheet. So if it helps you to differentiate   the sheets, maybe make it easier to move  between them and remember which one you're in,   you can use a color. It will help, of course,  if you set it to be a very subtle color. So,   for instance, something that's really  close to white but maybe tinted.   You can also Cut, Copy, and Paste sheets  if you like and of course delete them. You   can also rearrange the order that they  are in by dragging them back and forth. Now each Sheet is like a blank sheet of paper.  It always starts off with a default table. So,   I've got this one in the original sheet. Any  others I create give me a smaller default table.   But I could easily select the table by clicking  the little circle here at the top left,   delete it, and there's nothing on the sheet  at all. It's a blank sheet of paper. You can   add lots of things to Sheets. For instance, in  addition to Tables I could also add a Chart.   I could add some text. It's just a text box and  I can move it around and make the text larger,   style it, I could add a shape. There are a variety  of different shapes. You could use anything that   you use in Pages or Keynote. You can also do  arrows, connecting lines, all sorts of things.   You can even add Media like photos. You can put  videos and audio on the sheet as well. So you   can do all the basics that you can do in Pages  and Keynote here inside of a sheet in Numbers. In fact we can see some of this in use if we just  use one of these existing templates. Here's a Home   Improvement template. You could see here there  are some images here at the top. There's some   text boxes. There's a line here. Then you've got  a Table and a couple of Charts. But notice in this   template it uses multiple sheets. You've got a  sheet for Costs, Products, a To-Do List sheet,   and a Contact List sheet. Here's another template  that's for just storing recipes. In this one   you could see there's a picture here, there's some  text, lines, and there are a few different tables.   This here is just some text. Here's an example  of a document that just has a single sheet in   it. It doesn't need additional ones. But it  does have multiple tables. So to create a   new table all you need to do is click Table  here, choose one of these starting points,   and it will insert it in. In this case I've  already added two tables here and I've moved   them around putting them however you want on  the sheet. This is a very simple document here.   I don't want to put these on separate sheets.  I've just put two tables next to each other. Now note that the use of Tables is one of the  biggest differentiators between Numbers and Excel.   In Excel you have a single table in each sheet.  It goes all the way from the top left to the   bottom right. It's just filled with cells inside  of a single table. But in Numbers you can have   multiple tables inside of a sheet. Now one of  the things that's confusing then is how do you   refer to cells in Table to Table. But you don't  really have to think about it too much because   Numbers makes it easy. Let's create an extra table  here and let's say I wanted to have two numbers   and I wanted to add them together. I'll type  equals for formula and I could simply do   A1 + B1 and I'll get the result. It takes the  cell A1 and cell B1 and adds them together.   Now how would I do that if it was in another  table. After all if I want to refer to cell   A1 here it's different than this A1. Well you  could type it all out. But there's no need to   because you could simply click to select  a cell. So let's just do the same formula   again. I'll do equals and I'll click here  to select A1 + and click here to select B1.   I get the same result. But what if  I were to do equals click here plus   and then click here. It's going to go and figure  out what to put there. So it refers to that cell.   In this case since the row and column are unique  it's simply going to use those instead of B2   it's going to say Amount Adam. If there was  another table that also had Amount and Adam then   you would see it say Contributions, Amount Adam.  Each table has a name just like a sheet does.   So this new table here has this name here at  the top. I can change this to whatever I want   and that's the name or title of that table. You  can actually go to Format, Table and hide the   title. But that's the only way for you to actually  name the table. So even though it's hidden   the name of the table is still there. You can  reveal it, change it to whatever you want,   and then turn it Off again if you  really don't want to see the name. But the general idea is that  clicking to add a cell to a formula   is the best way to make sure you're selecting  the right cell. So when using multiple tables   forget about typing in things like A1 and  simply click on the cell that you want to use. So for instance here we've got Trip Expenses and  a Total and Contributions and a Total. Let's say   we want to calculate the outstanding amount, the  amount that is still owed. We can add another row   here and we can call that Outstanding and  then to do the calculation here I would do   equals and this, the Total Expenses minus  the Total Contributions. It will correctly   calculate the result taking the values from two  different tables. Another way to do this would be   to simply create another table. There's nothing  wrong with having tables that are very small.   So I could create a table like this. I can shrink  it down to when there is just one value. In fact   I could even get rid of the header row there.  Just have this one value here and I'll do equals   and I'll say Expenses minus Contributions. There's  the total. I'll call this table Outstanding   and now I can have this as a single cell table  that I move around and place wherever I want. Now here's an example of a document that uses  multiple sheets. In this case I'm recording   daily sales and I want sale's totals. Now the  daily sales is going to be the table that's   going to grow and grow and grow. So I probably  don't want to combine that with other tables   in the same sheet. So I have a sheet here  just called Sales. It's got one big table   in it and that table is going to keep growing as I  add more sales to it. If I put another table here,   once this table grows very long it's going to be  hard to scroll all the way to the top here to see   what information is in the smaller table. So  just having one table on a sheet like Microsoft   Excel does works for something like this where  it is essentially a database of information.   However I also have another sheet here called  Daily Sales. Here I've got dates and I have the   total sales for that day. So the formula  here is actually going to draw on values   from a different sheet. You could do that just as  easily as getting values from a different table. Let's select this cell here and  delete it so I can recreate it.   I'm going to use SUMIF to get the total sales  for the date here. So I'll do equals to start   a formula. I'll do SUMIF and the column for  the values is going to be here in the Sales   table. Notice I still have a floating formula  right here. It hasn't gone away. So I'll select   Column B there and it has it in. Now the value  is back here in the first sheet. It's this.   This is the date for this row. Comma. Now  the values come from here. So I'll select   this one. Then I'll close the parentheses and hit  Return. It's going to take me back here since I   just entered a value for this cell. So this gives  me the correct amount right there and I could see   here in the formula it's going to the Sales Sheet,  Date, that's the column and you could see here   it's referring to the Sales Date but here it just  says Price. Why? Well, there's only one column   in my entire document called Price. So that's  all it needs to show me so I know which column   it's referring to. But there are two columns that  are called Date. There's this one and the column   called Date in the Sales Sheet in the Table there.  So it shows me Sales and the two colons and Date.   So now it's very clear exactly where these  values are coming from. It gives me the   correct amount right there drawing on one value  from this table and two columns from this table. So it's important if you're creating anything but  the simplest Numbers spreadsheet to understand   Sheet and Tables and also to get a lot of use  out of them. You can certainly go and have one   table in one sheet and put different types of  data in different cells and treat things like a   single sheet in an Excel workbook. But you're not  taking full advantage of what Numbers has to offer   unless you're trying to break things up  into multiple tables across multiple sheets   to have a document that makes the most  sense and that you can use efficiently.
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Channel: macmostvideo
Views: 10,207
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Keywords: mac numbers tutorial, mac numbers sheets, mac numbers tables, numbers how to use tables, numbers how to use sheets, numbers tutorial, numbers for mac, numbers tutorial for beginners
Id: GHJ6z33CBpU
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Length: 11min 44sec (704 seconds)
Published: Tue Aug 31 2021
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