Numbers '09:
Organizing Table Data
Cheat Sheet 20090820

Have a Long Table? Losing track of what goes where as you add info?

Freeze your row (and column) headers so you can keep track. (First, make certain you’re not in Print View.)

1. Click a cell in a header row.
2. Go to Table - Freeze Header Rows.

Reorganizing Table Data

Click the Reorganize button on the Toolbar to open a window to sort your table information (see image below):

(Make a copy of your work before you start sorting.)

Copy/Paste Graphics and Text on your Sheet

1. Select your image or text.
2. Option-Hold-Drag and drop copies where you want.

Creating Table Categories

Individual groupings:

1. Insert a category bar that will affect whatever rows are below it.
2. You can:
   use the row pop-up menu to Insert Category
   - or -
   use the column pop-up menu to Categorize by This Column.

Automatic grouping using selection:

Select a group of rows (see image below):

Use any row’s pop-up menu and choose Create Category from Selected Rows (see image below):

When you do this, your table will split up into manageable sections. Category bars appear above and below your selected cell group) that you can also re-name and collapse.

Automatic grouping using values:

1. Click the Reorganize button on the Toolbar.
2. Then choose how you want your info sorted.

Create sub-categories in the same window:

Click the + button to the right in each section of the Reorganize window.

Sort and Filter Data in Tables

1. Click the Reorganize button on the Toolbar.
2. Expand the Choose a column menu and then choose one.
3. Decide how you want it sorted. (This function is case-insensitive, so don’t worry about using capitals and decimals.)

Any questions?

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