Keynote - Using Your Own Formats for Displaying Values in Table Cells

Chapter 10

Using Tables

185

To learn how to

Go to

Define a custom number format that applies
currency, decimal digit, and other display
formatting to a number in a table cell

“Creating a Custom Number Format” on page 185
“Defining the Integers Element of a Custom
Number Format” on page 188
“Defining the Decimals Element of a Custom
Number Format” on page 188
“Defining the Scale of a Custom Number
Format” on page 190

Define custom number formatting that varies
with the value of a number in a table cell

“Associating Conditions with a Custom Number
Format” on page 193

Define a custom date/time format, which
specifies day, month, year, hour, minute, and other
aspects of a date/time value in a table cell

“Creating a Custom Date/Time Format” on
page 195

Define text you want to appear next to a value
entered into a table cell

“Creating a Custom Text Format” on page 196

Manage the custom formats you create

“Changing a Custom Cell Format” on page 197
“Reordering, Renaming, and Deleting Custom Cell
Formats” on page 198

Creating a Custom Number Format

To define your own display format for numbers in table cells:

1

Select one or more cells.

2

Click Inspector in the toolbar and click the Table button.

3

In the Table inspector, click Format.

4

Choose Custom from the Cell Format pop-up menu.

The custom format window opens.

Format field

Drag the elements to
the format field.

5

From the Type pop-up menu, choose Number & Text.

6

Define your number format by dragging the (blue) elements from the Number & Text

Elements box into the format field above the box.

Click a disclosure triangle to
choose a formatting option.

Integers: Add this element when you want to format digits to the left of a decimal
point. See “Defining the Integers Element of a Custom Number Format” on page 188
for more information.
Currency: Add this element to display a currency symbol. To identify the symbol
you want to use, add the Currency element and click its disclosure triangle and
choose a symbol.
Decimals: Add this element to format how decimal digits are displayed. See “Defining
the Decimals Element of a Custom Number Format” on page 188 for more information.

186

Chapter 10

Using Tables

Chapter 10

Using Tables

187

Spaces: Use this element to control the amount of space displayed between elements.
To specify the amount of space, add the Spaces element, click its disclosure triangle,
and then choose an option. Normal adds a standard space, Wide adds an em space,
and Narrow adds a sixth of an em space. You can add more than one Spaces element
to the format field with these options, but only one of the Spaces elements can be
Flexible; this option left-aligns the elements that precede it and right-aligns elements
that follow it.
Scale: Use this element to size the display value of a number. For example, you can
display values over 100 as number of hundreds (1000 displays as 10). See “Defining the
Scale of a Custom Number Format” on page 190 for more information.

7

To display predefined text before or after any element, place an insertion point in the

format field and then type your text. You can click any element and use the Left Arrow
and Right Arrow keys to place the insertion point.

8

To delete an element in the field, select it and then press Delete.

To move the element around in the field, drag it.

9

In the Name field, type a name for your number format.

Custom format names are listed in the Cell Formats pop-up menu in the Format pane
of the Table inspector.

10

Click OK to save your number format and apply it to the selected cells.

Here’s an example of a number format:

The hyphen is a Spaces element, set to display one Normal space between the

Â

currency symbol and the number.
The dollar sign is a Currency element.

Â

#,### is an Integers element that displays numbers greater than 999 with a

Â

thousands separator.
.## is a Decimals element.

Â

When you type this number into a cell

The number is displayed like this

10000000

Balance: $ 10,000.000

0.95

Balance: $ 0.95

.666

Balance: $ 0.67

Defining the Integers Element of a Custom Number Format

The Integers element lets you customize the appearance of integers in a table cell.

After adding an Integers element to a custom number format, you can select it, click its
disclosure triangle, and use the options in its pop-up menu to customize the element’s
display attributes.

Here are ways to use the Integer element’s pop-up menu:
To show or hide the thousands separator, choose Show Separator or Hide Separator.

m

To display zeros or spaces in front of the integer when it has fewer than a particular

m

number of digits, choose “Show Zeros for Unused Digits” or “Use Spaces for Unused
Digits.” To increase or decrease the number of zeros or hyphens displayed in the
format field, choose Add Digit, Remove Digit, or “Number of Digits” on the pop-up
menu, or use the Up Arrow or Down Arrow key to set the number of digits.

When you choose

This number

Is displayed like this

Show Separator

10000000

10,000,000

Hide Separator

10000000

10000000

“Show Zeros for Unused Digits”
and set “Number of Digits” to 6

100

000100

Defining the Decimals Element of a Custom Number Format

The Decimals element lets you customize the appearance of decimal digits in a table
cell. Decimal digits are numbers that appear to the right of a decimal point.

188

Chapter 10

Using Tables

Chapter 10

Using Tables

189

After adding a Decimals element to a custom number format, you select it, click its
disclosure triangle, and use the options in its pop-up menu to customize the element’s
display attributes.

Here are ways to use the Decimal element’s pop-up menu:
To display decimal digits as numbers, choose Decimals.

m

To represent unused decimal digits when their number is fewer than a particular
number of digits, choose Show Trailing Zeros or “Use Spaces for Trailing Zeros.” Then
increase or decrease the number of zeros or hyphens displayed in the format field;
choose Add Digit, Remove Digit, or “Number of Digits” from the pop-up menu, or use
the Up Arrow or Down Arrow key to set the number of digits.
If more decimal digits than the number you specify are entered into a table cell,
they’re rounded to match your number of digits.
To display decimal digits as a fraction, choose Fractions.

m

To specify a fractional unit (for example, Quarters), click the element’s disclosure
triangle again and choose an option from the pop-up menu.
To avoid displaying decimal digits when they’re entered into a table cell, don’t add the

m

Decimals element to the format field.
Displayed values are rounded to the nearest integer when decimal values are entered
into a cell.

When you choose

This number

Is displayed like this

Decimals and Show Trailing
Zeros and set “Number of Digits”
to 6

100.975

100.975000

Fractions and select the “Up to
two digits (23/24)” option

100.975

100 39/40
A space is displayed between
the integer and the fraction
when you add a Spaces element
between Integers and Decimals
elements in the format field.

Fractions and select the
Quarters option

100.16

100 1/4

Defining the Scale of a Custom Number Format

The Scale element lets you display a number entered into a table cell using
percentage, scientific notation, or other value sizing conventions.

To use the Scale element:

1

Add it as “Creating a Custom Number Format” on page 185 describes.

2

Select it in the format field, click its disclosure triangle, and choose an option.

When you apply a format that includes a scale element to a cell that already contains
a value, the original value is preserved (it’s just displayed differently). When you apply
the same format to an empty cell and then add a value to the cell, the actual value
takes into account the scale you’ve specified. The following table illustrates these cases.

190

Chapter 10

Using Tables

Chapter 10

Using Tables

191

For this scale option

When you enter 12000
in a table cell

The actual value is

The displayed value is

Percent

And later apply the
option

1200000%

1200000

After applying the
option

1200000%

12000

Percent (%)

And later apply the
option

1200000%

1200000%

After applying the
option

12000%

12000%

Hundreds

And later apply the
option

12000

120

After applying the
option

12000

120

Hundreds (C)

And later apply the
option

12000

120C

After applying the
option

12000

120C

Thousands

And later apply the
option

12000

12

After applying the
option

12000

12

Thousands (K)

And later apply the
option

12000

12K

After applying the
option

12000

12K

Millions

And later apply the
option

12000

0

After applying the
option

12000

0

Millions (M)

And later apply the
option

12000

0M

After applying the
option

12000

0M

Billions

And later apply the
option

12000

0

After applying the
option

12000

0

For this scale option

When you enter 12000
in a table cell

The actual value is

The displayed value is

Billions (B)

And later apply the
option

12000

0B

After applying the
option

12000

0B

Trillions

And later apply the
option

12000

0

After applying the
option

12000

0

Trillions (T)

And later apply the
option

12000

0T

After applying the
option

12000

0T

Scientific

And later apply the
option

12000

1E+0.4

After applying the
option

12000

1E+0.4

192

Chapter 10

Using Tables

Chapter 10

Using Tables

193

Associating Conditions with a Custom Number Format

You associate conditions with a custom number format to vary a table cell’s display
characteristics based on what’s entered into the cell.

Here’s an example of a number format that has four conditions.

When you type this value into a cell with the
above format

The value is displayed like this

15000

Due: $0015.00K

0

Paid in Full

-500

Credit: $ (0000.50K)

Account closed

Note: Account closed

To create a custom number format that has conditions:

1

Select one or more cells.

2

Click Inspector in the toolbar and click the Table button.

3

In the Table inspector, click Format.

4

Choose Custom from the Cell Format pop-up menu.

The custom format window opens.
The display format you specify in the topmost field is applied if the number entered
doesn’t satisfy any of the other conditions. Text Element conditions can only be
used in this topmost field. To learn about Text Elements, see “Creating a Custom Text
Format” on page 196.

5

Click the Add (+) button to the right of the format field to add a condition.

6

From the pop-up menu above the new format field, choose a condition option.

7

Define the number format you want to apply when a number meets the condition by

adding elements to the format field.
See “Creating a Custom Number Format” on page 185 for information about interacting
with the format field.

8

Repeat steps 5 through 7 as needed to define all your conditions.

Note: To remove a condition, click the Delete (–) button to the right of its format field.

9

In the topmost format field, define the display format you want to use if a number

doesn’t meet any of the conditions.
You can use the Entered Text element to display predefined text if a text value is
entered instead of a number.

10

In the Name field, type a name for your number format, and then click OK to save it

and apply it to selected cells.
Custom format names are listed in the Cell Formats pop-up menu in the Format pane
of the Table inspector.

194

Chapter 10

Using Tables

Chapter 10

Using Tables

195

Creating a Custom Date/Time Format

To define your own display format for date and time values in table cells:

1

Select one or more cells.

2

Click Inspector in the toolbar and click the Table button.

3

In the Table inspector, click Format.

4

Choose Custom from the Cell Format pop-up menu.

The custom format window opens.

5

From the Type pop-up menu, choose Date & Time.

6

Define your date/time format by dragging the (blue) elements from the Date & Time

Elements box into the format field above the box.

7

When an element is in the format field, click its disclosure triangle and choose a

formatting option from the pop-up menu.

8

To display predefined text before or after any element, place an insertion point in the

format field and then type your text. You can click any element and use the Left Arrow
and Right Arrow keys to place the insertion point.

9

To display space between elements, place an insertion point and press the Space bar

one or more times.

10

To delete an element in the field, select it and then press Delete.

To move an element around in the field, drag it.

11

In the Name field, type a name for your date/time format.

Custom format names are listed in the Cell Formats pop-up menu in the Format pane
of the Table inspector.

12

Click OK to save your date/time format and apply it to the selected cells.

When you enter a date or time value into a formatted cell, the format is applied if the
value entered contains a hyphen (-) or a slash (/).

Here’s an example:

When you type this value into a cell

The value is displayed like this

4/16/99

April 16 1999 falls on day 106 of the year

2-23

February 23 2008 falls on day 54 of the year

Dec. 15, 2010

Dec. 15, 2010

Creating a Custom Text Format

You can define text to display before or after a value entered into a table cell when no
other format has been applied to the cell.

Here’s what a custom text format looks like as you’re creating it:

When you type “Need to update address” into a field with the above format, the value
is displayed like this:

Notify customer: Need to update address.

To define text to display in table cells:

1

Select one or more cells.

2

Click Inspector in the toolbar and click the Table button.

3

In the Table inspector, click Format.

4

Choose Custom from the Cell Format pop-up menu.

The custom format window opens.

5

From the Type pop-up menu, choose Number & Text.

6

Drag the (blue) Entered Text element from the Date & Time Elements box into the

empty format field above the box. (Delete any existing elements that may be in the
field before dragging in the Entered Text element.)

196

Chapter 10

Using Tables

Chapter 10

Using Tables

197

7

Place the insertion point before or after the element, and then type your text,

including spaces if required. You can click the element and use the Left Arrow and
Right Arrow keys to place the insertion point.

8

In the Name field, type a name for your text format.

Custom format names are listed in the Cell Formats pop-up menu in the Format pane
of the Table inspector.

9

Click OK to save your text format and apply it to the selected cells.

Changing a Custom Cell Format

After you’ve created a custom cell format, you can change its name and associated
elements at any time.

Here are ways to change custom formats and apply changes to table cells:
To change the elements associated with a custom format that’s been applied to cells,

m

select the cells and click Show Format in the Format pane of the Table inspector.
To delete an element, select it in the format field and then press Delete.
To add an element, drag it into the format field.
To move an element, drag it around in the format field.
To redefine an element, click its disclosure triangle and then choose an option from the
pop-up menu.
After making your changes, do one of the following:
To save the changed format and apply it to selected cells using the same name, click OK,
and then click Replace.
To save the changed format as a new format and apply it to selected cells, change the
format name and then click OK.

To apply the changed format to unselected table cells, select the cells and choose the
name of the format from the Cell Formats pop-up menu in the Format pane of the
Table inspector.
To change a custom format name and apply the change to selected cells, use the

m

custom cell format management dialog. To show the dialog, click Manage Formats in
the custom format dialog, and then double-click the name, type your changes, and
click OK.
When you change the name of a custom format, the previous name remains
associated with cells to which it had been applied, and the previous name is removed
from the list of custom formats. To associate the renamed format with these cells,
select the cells and choose the new name from the Cell Format pop-up menu in the
Format pane of the Table inspector.
To create a new custom format based on the current one but with a different name

m

and apply the change to selected cells, click Show Format in the Format pane of the
Table inspector. Edit the Name field and click OK.
A changed custom format isn’t automatically applied to table cells to which its

m

previous version was applied.
To apply a changed custom format to cells, select the cells and choose the name of the
format from the Cell Formats pop-up menu in the format bar or the Cell Format menu
in the Format pane of the Table inspector.

Reordering, Renaming, and Deleting Custom Cell Formats

You use the cell format management dialog to manage custom cell formats. The dialog
lists all the custom formats available in the document.

198

Chapter 10

Using Tables

Chapter 10

Using Tables

199

To manage custom cell formats:

1

If the custom cell format management dialog isn’t open, click Manage Formats in the

custom format dialog to open it.

2

Do any of the following:

Rename a custom format: Double-click the format and type your changes.
Reorder custom formats in the pop-up menus: Select a format and then click one of
the arrows below the list to move it up or down in the list.
Delete a custom format: Select a format and then click the Delete (–) button below
the list.

3

Click OK to save your changes and close the dialog.