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I made a wonderful spreadsheet with 37 tables for the year of 2012.

299 Views 7 Replies Latest reply: Dec 3, 2012 9:09 AM by Jerrold Green1 RSS
StellaPerLee Calculating status...
Currently Being Moderated
Dec 1, 2012 10:18 AM

Hi. I loved Appleworks Spreadsheet and am liking Numbers, too, but finding it more difficult.

I made a great 36 table spreadsheet for tracking expenses and income for 2012.

Now I need to learn how to copy the whole spreadsheet and rename it for 2013 expenses;

AND I'd like to learn how to submit it for others to use, of course, cleared of my personal information.

The "tables" are:

12 small tables above each monthly expense table indicating INCOME for the specified month.

12 labels (calling them tables) indicating the month of the year

12 spreadsheet tables with 6 columns:

column 1: Taxes --- insert a checkbox if that expense is tax return related

column 2: Category of expense: e.g. Medical, Food, Pet maintenance, etc.

column 3: date of outgo

colume 4: the actual expense in dollars

colume 5: the source of payment e.g. in our case: household account: spouse 1 acct; or spouse 2 acct.

colume 6: explaination of or what was purchased

there is one other small table indicating expenses to expect annually: e.g. property taxes Jan, June, Sept;

Christmas expenses December; insurance Jan and June; annual party expense August, etc.


Now of course if I knew how to duplicate the spreadsheet, my original question, I'd be able to show it to you here.

so first part of multi part question, how do I duplicate a spreadsheet?


I can show you one of the expense tables here: will try now:


MacBook (13-inch Late 2006), OS X Mountain Lion (10.8.2), using Numbers from iWork 9 ver 2.2
  • Jerrold Green1 Level 7 Level 7 (28,195 points)



    To Duplicate a Document, you use the Duplicate command. You can find this command in the File menu, and also by clicking the Document Name banner of the Numbers Window. You can also invoke Duplicate by typing the key combination Shift-Command-S.


    After Duplicating, it is important to immediately File > Save, or Command-S. This gives you the opportunity to Name your duplicate document.





  • Barry Level 7 Level 7 (29,095 points)

    Hi Stella,


    This is a general answer, but it should apply to your situation.


    My main assumption is that your 36 (or 37) tables are all in one document.


    Start by opening your 2012 spreadsheet.


    Go File > Save as Template...


    Use the name "Temporary-Expenses"


    Close the 2012 file.


    From the Template Chooser, open the "Temporary-Expenses" template.


    In the Untitled document that opens:


    Clear (delete) all of the entered data.

    Do not delete the Labels.

    Do not delete the formulas.


    Data includes amounts that you have entered, Dates you entered for those income and expense entries and descriptions you have entered for those income and expense entries.


    If any of this has been entered using pop-up menus, then "clearing" the entries can be done by setting the first pop-up in a column to 'blank', then Filling that cell down the rest of the column.


    Data entered by checking a checkbox can be handled in a similar manner: Uncheck the first box in a column, then Fill down through the rest of the column.


    If you manually entered a Starting Balance, that should also be cleared.


    When the document has been cleared of all entered data, go File > Save as Template, this time using the name "Annual Income and Expenses" (or something similar).


    At this point, you will have two saved templates plus an open "untitled" document that is the same as you would get by opening the last template saved.


    From the template Chooser, open a second copy of the "Annual Income and Expenses" template (It will open as "untitled 2" or similar). Do enough test entries that you are satisfied the template produced spreadsheet works like the original, then trash the first 'untitled' document you used to create the template and either clear the one on which you ran the tests and save it as your 2013 version, or trash that one as well, and open a new, empty, copy to use for 2013.




  • Jerrold Green1 Level 7 Level 7 (28,195 points)



    This suggestion may seem a bit tardy, but it doesn't appear that you have had the benefit of reading the Numbers User Guide, and I'm sure that you would enjoy this well-written document.


    You can download it via a link in the Help menu.



  • Jerrold Green1 Level 7 Level 7 (28,195 points)



    You can read the first three or four chapters in an easy evening with a pot of tea. Well worth the investment to get just that far.




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