Numbers '09:
Formatting Text and Numbers
Cheat Sheet 20090822

WARNING: Be careful how you select multiple cells in Numbers. Dragging from a corner can change other cell contents due to its Auto-Fill ability. Pay close attention when selecting multiple cells. The safest method is to use the Shift-Hold method for selecting multiple cells in a row or column.

• Formatting Text
• Formatting Numbers
• Custom Formatting
• Copy Your Custom Formatted Style
• Copy and Paste Styles Using the Option Key
• Conditional Formatting
• Copy Conditional Formatting
• Text Boxes
• Draw Your Own Text Box
• Numbered and Bulleted Lists in a Text Box
• Paragraph Formatting in a Text Box

Formatting Text

1. Select cell
2. Go to Format
   - or -
   use the Format Bar below the Toolbar
   - or -
   click the Inspector button on the Toolbar and use the Text Inspector for options.

Formatting Numbers

1. Select cell
2. Go to Format
   - or -
   use the Format Bar buttons for pre-defined formats (see image below):
   
   
   - or -
   click the Inspector button on the Toolbar and use the Cells Inspector for options.
   
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Custom Formatting

1. Select cell
2. Go to Format - Create Custom Cell Format...
3. A window will open. Drag and drop different elements into the field to create your custom format (see image below):
   
   
   
   
4. On the right above the + button is where you will see a preview of what you’re making (see image below):
   
   
   
   
5. Some elements have their own pop-up menu for making further adjustments (see image below):
   
   
   
   
6. If you name your Custom Format, it will be available to you in the Format Bar pop-up menu. The custom name I added was “jumps” (see image below):
   
   
   
   

(Note: You must have a cell selected before you can use Manage Custom Formats under the Format menu.)

Copy Your Custom Formatted Style

1. Select cell
2. Go to Format - Copy Style
3. Select the cell or cells you want to copy the style on
4. Go to Format - Paste Style

Copy and Paste Styles Using the Option Key

1. Select cells or an entire table
2. Click Option-Command-C to copy
3. Select your target cells
4. Click Option-Command-V to paste

Conditional Formatting

Use conditional formatting when you want the look of each cell to change depending on the conditions you set.

1. Select cell
2. Go to Format - Show Conditional Format Rules (a window opens)
   - or -
   Click the Inspector button on the Toolbar then
   click the Cells Inspector then
   click the Show rules... button (see image below):
   
   
   
   
3. Choose a rule.
4. Fill in the field with whatever condition you need met.
   - or -
   Click the formula button in the field and then click a cell on a sheet if it has the field element needed to make your condition. (e.g. Your condition is to change cell format - how the cell looks - when the amount is less than another cell’s amount and that cell is in another table on your sheet. Just click the formula button, then click that cell and its location will appear in your active field as the formula target.) - (see formula button image below):
   
5. Click Edit and change the format of how the cell will look when conditions are met.
6. Click the + button to add more rules. Click the - button to delete rules.
7. Click Done
   
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Copy Conditional Formatting

You can copy your Conditional Formatting onto other cells as a Style:

1. Select cell
2. Go to Format - Copy Style
3. Select cells to copy on
4. Go to Format - Paste Style
   

Text Boxes

Go to Insert - Text Box
- or -
Use the Text Box button on the Toolbar

Your new text box appears on the middle of the sheet. Grab and move it and change it using the Format Bar and the Text Inspector and the Graphic Inspector.

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Draw Your Own Text Box

1. Option-Hold then Click Text Box button on the Toolbar
2. Release Option
3. Move onto the canvas and Click-Hold-Drag where you want your text box.

Change it using the Format Bar and the Text Inspector and the Graphic Inspector.

Numbered and Bulleted Lists in a Text Box

1. Highlight text in a text box
2. Go to Text Inspector - Bullets

Paragraph Formatting in a Text Box

Note: If the entire text box is selected, your changes will affect everything in it.

1. Highlight text in a text box to make individual changes within a text box.
2. Change it using the Format Bar and the Text Inspector and the Graphic Inspector.

Any questions?

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