Apple numbers how to

Format dates, currency and more in Numbers on Mac

You can format a table cell with a specific data format (for example, number, currency or percentage) that determines how data in the cell appears, and how it’s used in calculations.

You can also choose how many decimal places appear in cells that contain numbers, currency units or percentage values, even if the exact value entered in the cell has more decimal places than you want to show. The actual value entered is always the value used in calculations, regardless of how many decimal places appear in the cell. If a formula refers to text in a cell, the displayed value is used in the calculation.

You can change a cell’s format even if you already typed content in the cell. For example, if you have a table that shows your monthly budget, you can have a currency symbol (for example, a pound sign £) added to all cells automatically by formatting the cells as currency, then selecting the symbol you want.

Format cells automatically

By default, Numbers formats table cells automatically, so letters and numbers are formatted and appear the way you type them. If you change the data format for a cell, you can always revert back to the automatic format.

Select the cells or table you want to format.

In the Format sidebar, click the Cell tab.

Click the Data Format pop-up menu in the sidebar, then choose Automatic.

Numbers

By default, cells formatted as numbers display as many decimal places as you type in them. You can change this setting so cells formatted as numbers display the same number of decimal places.

Changes to decimal settings apply to both numbers and percentages. For example, if you change a cell with a number into a percentage, the number of decimal places displayed doesn’t change.

Select the cells or table you want to format.

In the Format sidebar, click the Cell tab.

Click the Data Format pop-up menu and choose an option:

Number: Displays standard number formatting.

Set the number of decimal places: In the Decimals field, type the number of decimal places you want to display. Numbers rounds the display value instead of truncating the display value. For example, if the value in the cell is “5.75” and you set the number of decimal places for the cell to 0 (zero), Numbers displays “6”.

Display as many decimal places as you type in each cell: Delete the number in the Decimals field, or click the Decimals down arrow until you reach the Auto setting.

Specify how negative values appear: Choose an option from the pop-up menu to the right of the Decimals field.

Show the thousands separator: Select the Thousands Separator tickbox.

Fraction: Displays numbers with a numerator and a denominator. Choose an option from the Accuracy pop-up menu to specify the maximum number of digits you want displayed, or to round the value to the nearest half, quarter and so on.

Scientific: Displays numbers in scientific notation. In the Decimals field, type the number of decimal places you want displayed, or choose Auto to display as many decimal places as you type.

Currency (units of monetary value)

By default, cells formatted as currency display two decimal places. You can change this setting so cells display as many decimal places as you type in them, or so all cells display the same number of decimal places.

Select the cells or table you want to format.

In the Format sidebar, click the Cell tab, then click the Data Format pop-up menu and choose Currency.

Do any of the following:

Set the number of decimal places: In the Decimals field, type the number of decimal places you want to display. Numbers rounds the display value instead of truncating the display value. For example, if the value in the cell is “5.75” and you set the number of decimal places for the cell to 0 (zero), Numbers displays “6”.

Display as many decimal places as you type in each cell: Delete the number in the Decimals field, or click the Decimals down arrow until you reach the Auto setting.

Specify how negative values appear: Click the pop-up menu to the right of the Decimals field and choose an option.

Show the thousands separator: Select the Thousands Separator tickbox.

Use accounting-style negative numbers: Select the Accounting Style tickbox to display negative values within parentheses.

Click the Currency pop-up menu, then choose a currency symbol, such as US Dollar ($).

Percentages

By default, cells formatted as a percentage display as many decimal places as you type in them. You can change this setting so all cells display the same number of decimal places.

Changes to decimal settings apply to both percentages and numbers in a selected range of cells. For example, if you change the format of a cell from a percentage to a decimal, the number of decimal places displayed doesn’t change.

Select the cells or table you want to format.

In the Format sidebar, click the Cell tab.

Click the Data Format pop-up menu, then choose Percentage.

Do any of the following:

Set the number of decimal places: In the Decimals field, type the number of decimal places you want to display. Numbers rounds the display value instead of truncating the display value. For example, if the value in the cell is “5.75” and you set the number of decimal places for the cell to 0 (zero), Numbers displays “6”.

Display as many decimal places as you type in each cell: Delete the number in the Decimals field, or click the Decimals down arrow until you reach the Auto setting.

Specify how negative values appear: Choose an option from the pop-up menu to the right of the Decimals field.

Show the thousands separator: Select the Thousands Separator tickbox.

If you format a cell that already contains a value, the value is assumed to be a decimal, and it’s converted into a percentage. For example, 3 becomes 300%.

If a percentage value is used in a formula, its decimal number version is used. For example, a value that displays as 3% is used as 0.03 in a formula.

Date and time

Numbers automatically interprets text strings that you type in a recognised date format as dates (for example, 10/06/17).

Select the cells or table you want to format.

In the Format sidebar, click the Cell tab, then click the Data Format pop-up menu and choose Date & Time.

Click the Date pop-up menu, then choose a format.

If you choose None, no date is displayed in the cell, even if a date is entered and used in date and time calculations.

Choose a format from the Time pop-up menu.

If you choose None, no time is displayed in the cell, even if a time is entered and used in date and time calculations.

If you don’t enter both a date and a time, Numbers adds a default value for you. For example, if you type “1:15 pm”, Numbers adds today’s date by default.

The Smart Cell View at the bottom of the window shows you the actual value of both the date and the time for a selected cell, even if you choose to show only one in the table.

Durations (units of time)

By default, cells containing duration data are automatically formatted to display all the time units you enter. You can change this setting so duration cells display only certain units of time (for example, only hours, not minutes, seconds or milliseconds), even if more precise duration values have been entered in the cell. The more precise values are still used in formulas that make calculations based on units of time.

Select the cells or table you want to format.

In the Format sidebar, click the Cell tab.

Click the Data Format pop-up menu, then choose Duration.

Do one of the following:

Show or hide time unit labels: Click Automatic Units, then click the Style pop-up menu and choose an option:

0: Hides all time unit labels.

0w: Displays time unit labels as abbreviations — for example, “m” for minutes.

0 weeks: Displays time unit labels fully spelt out.

Display the same units in all duration cells: Click Custom Units, then click units on the right or left end of the range selector to encompass the time duration you want to use, from weeks (wk) to milliseconds (ms).

If you change the duration format after you enter data in the cells, the data automatically adjusts to the new duration format you set.

You can also create custom cell formats to display other data, such as phone numbers. See Create a custom cell format in Numbers on Mac.

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Add or remove your phone number in Messages or FaceTime

You can use the phone number of your iPhone with Messages and FaceTime on your Mac, iPad, or iPod touch.

Set up or remove your phone number

Turn your number on or off for Mac

Turn your number on or off for iPad or iPod touch

Set up your phone number

1. Go to Settings > Messages and make sure that iMessage is on. You might need to wait a moment for it to activate.
2. Tap Send & Receive. If you see “Use your Apple ID for iMessage,” tap it and sign in with the same Apple ID that you use on your Mac, iPad, and iPod touch.
   
3. In the «You can receive iMessages to and Reply From» section, make sure that your phone number and Apple ID are selected.
4. Go to Settings > FaceTime and make sure that your phone number and Apple ID are selected in the «You can be reached by FaceTime at» section.

On your other devices, you can now turn on the phone number that you just set up:

If you use this feature and share your Apple ID with someone, you can’t prevent them from seeing your conversations. Instead of using the same Apple ID as someone else, set up Family Sharing.

Remove your phone number

If you don’t want calls or messages for your iPhone on your iPad, iPod touch, or Mac, you can remove your phone number. There are two ways to do this:

• On your iPhone, go to Settings > Messages > Send & Receive. Select your Apple ID at the bottom of the screen and tap Sign Out. Then go to Settings > FaceTime, select your Apple ID and tap Sign Out.
• If the phone number that you want to remove belongs to an iPhone that you can’t access, change your Apple ID password. This removes all phone numbers from your iPad, iPod touch, and Mac. Calls or messages for the removed numbers won’t appear on those devices anymore.

Turn your phone number on or off for your Mac

After you set up your phone number, you can turn it on or off for Messages and FaceTime on your Mac.

1. Open Messages or FaceTime. If asked, sign in with the Apple ID that you’re using with Messages and FaceTime on your iPhone.
2. For Messages, choose Messages > Preferences, then click iMessage. For FaceTime, choose FaceTime > Preferences, then click Settings.
3. Turn your phone number on or off:
   • To turn on your phone number, select it and your Apple ID in the list. If you don’t see your phone number, get help with your settings or contact Apple Support. If you see a number that isn’t yours, change your Apple ID password.
   • To turn off your phone number, deselect it in the list.
4. If you want recipients to see your phone number and not your Apple ID, select your phone number from the “Start new conversations from” or ”Start new calls from” pop-up menu.

Turn your phone number on or off for your iPad or iPod touch

After you set up your phone number, you can turn it on or off for Messages and FaceTime on your iPad or iPod touch.

1. For Messages, go to Settings > Messages and make sure that iMessage is on. If asked, sign in with the Apple ID you’re using with Messages and FaceTime on your iPhone. Then tap Send & Receive.
2. For FaceTime, go to Settings > FaceTime. If asked, sign in with the Apple ID that you’re using with Messages and FaceTime on your iPhone.
3. Turn your phone number on or off:
   • To turn on your phone number, select it and your Apple ID in the “You can be reached” section. If you don’t see your phone number, get help with your settings or contact Apple Support. If you see a number that isn’t yours, change your Apple ID password.
   • To turn off your phone number, uncheck it.

If you can’t see or select your number in Messages or FaceTime

1. Make sure that you’re using the latest software for your Mac or iOS device.
2. Make sure that you correctly followed the iPhone steps to set up your phone number. You should be using the same Apple ID on all of your devices.
3. In the “You can be reached” section of Messages and FaceTime settings, make sure that there are checkmarks beside your phone number and Apple ID:
   

If your phone number is unchecked and you can’t select it, or you have some other issue, follow these steps:

1. On your Mac:
   • In Messages, choose Messages > Preferences, then click iMessage. Click Sign Out.
   • In FaceTime, choose FaceTime > Preferences, then click Sign Out.
2. On your iPhone, iPad, and iPod touch:
   • Go to Settings > Messages > Send & Receive. Tap your Apple ID, then tap Sign Out.
   • Go to Settings > FaceTime. Tap your Apple ID, then tap Sign Out.
3. On your iPhone:
   • Go back to Settings > Messages and make sure that iMessage is turned on.
   • Tap Send & Receive, then choose “Use your Apple ID for iMessage” and sign in with your Apple ID.
4. Using the same Apple ID, sign back in to Messages and FaceTime on your other devices.

If you still need help, change your Apple ID password and repeat the setup steps. If that doesn’t work, contact Apple Support.

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