Add a legend to Numbers spreadsheet

Wanting to add a simple 'Legend' box to a Numbers spreadsheet on my desktop

Apple's own supports page says this:

  1. Click the chart, then in the Format  sidebar, click the Chart tab.
  2. In the Chart Options section, select the Legend tickbox.


When Im on my desktop, the Format sidebar does NOT show a CHART tab, only Table, Cell, Text and Arrange.

Similarly, I cannot click the non-existent Chart tab so I do not see a Legends tickbox.


Is this Apple support page out of date, or only for IOS? What am I missing?

Thank You


Mac Studio (2023)

Posted on Dec 24, 2023 11:58 AM

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Question marked as Top-ranking reply

Posted on Dec 24, 2023 6:30 PM

Rhythm,


The Format Sidebar menus are Context Sensitive. You will only see Chart Options when you have Selected a Chart.


The Object name Chart is sometimes confused with Table.


This is a Chart




This is a Table:



Jerry

11 replies

Dec 25, 2023 1:11 PM in response to Jerrold Green1

Applying Rules for the selected cells, like background color, text color provide me with a nice colored box I can type some 'Legend' elements into, but it's still within the table and not movable to another position (another corner of the page, etc.) or a sidebar.


I just exported the doc to Excel, and immediately, right there in the Insert Tab, was a choice called Text Box, which I can insert anywhere on my spreadsheet, including a sidebar that is not within the columns, or the space in the upper left-hand corner between the columns header and the row names. I can add ant text or symbols I want and color-format them, creating what can be a true separate Legend.


It's not that I wanted something that feels just like Excel; just wanted to be able to create this Legend, in Numbers. I understand Numbers is not Excel and doesn't offer the exact same choices...but not being able to find this easy-peasy insert anywhere in Numbers is just unergonomic, jumping through too many hoops, and a huge oversight in my opinion. Having an easily inserted Legend is a common need in spreadsheets/tables as well as charts.


Fortunately, I'm subscribed to MS Office 365 n all my devices, and can dump Numbers and go back to Excel. I wanted to support Apple and give Numbers a chance, but...this is too big an obvious ommission


Dec 25, 2023 10:38 AM in response to SGIII

Thank You and Merry Christmas Jerry and SGIII,


So based on your answers, you can only see the Chart Options>Legend option if you are working on a Chart.


I have a simple columns-&-rows table, not a chart. But I still want a Legend or separate-standing box that has some text or color indicators in it that apply across the table entries.

Is there no way to create/overlay a legend or separate box for a Table?

Seems silly for Apple/Numbers to assume you would only want that for Charts.😳

Dec 25, 2023 12:12 PM in response to Jerrold Green1

Hmm. That doesn't seem to be working here.

I selected some cells within my 'table,' and this is what came up:



There as only two choices: Add a rule or Done. Clicking Add a Rule shows the choices above, which don't sound like the choices you listed. Plus, it required me to add a blank column and 'highlighted' text/colors within the body of the table, as opposed to a totally separate Legend box that I can position/overlay wherever I want over the spreadsheet.

I'm having trouble believing there is no way to 'annotate' your spreadsheet in a totally separate box. Of course I can write and color-highlight some text or symbols in a new column/cells, and think of that as a Legend, but, seriously, no place to make separate notes/annotations for the whole spreadsheet except inside an existing column? Very unrobust and unergonomic spreadsheet program - perhaps I need to toss numbers and work in Excel or Open Office?

Dec 25, 2023 12:34 PM in response to Jerrold Green1

Hmm. That doesn't seem to be working here.

I selected some cells within my 'table,' and this is what came up:



There as only two choices: Add a rule or Done. Clicking Add a Rule shows the choices above, which don't sound like the choices you listed. Plus, it required me to add a blank column and 'highlighted' text/colors within the body of the table, as opposed to a totally separate Legend box that I can position/overlay wherever I want over the spreadsheet.

I'm having trouble believing there is no way to 'annotate' your spreadsheet in a totally separate box. Of course I can write and color-highlight some text or symbols in a new column/cells, and think of that as a Legend, but, seriously, no place to make separate notes/annotations for the whole spreadsheet except inside an existing column? Very unrobust and unergonomic spreadsheet program - perhaps I need to toss numbers and work in Excel or Open Office?


Dec 25, 2023 12:53 PM in response to Rhythm Earthsong

You are on the right track. Select a condition for the new Rule and your options for when the Rule is true will be presented.


There is no question that learning a new system takes some time and effort. For those who want something that looks and feels just like Excel, it's not worth it. If you want more layout options and many features that just can't happen in Excel, just keep at it


Jerry

Dec 25, 2023 7:09 PM in response to Rhythm Earthsong

Rhythm Earthsong wrote:

Fortunately, I'm subscribed to MS Office 365 n all my devices, and can dump Numbers and go back to Excel. I wanted to support Apple and give Numbers a chance, but...this is too big an obvious ommission


Excel is a great app for the Mac. It's got tons of features. However, I think the problem here is that we may not understand what you are trying to do. This may not be an omission at all, or it may be.


You could try posting a screenshot of what you need - shift-command-4, drag to select area, release, start a new post here and use the 'Image insertion' mountains-and-moon icon to add the screenshot image from the Desktop.


SG

Dec 25, 2023 7:49 PM in response to SGIII

SG,


You just said exactly what I was thinking about saying. I hope that Apple users who want to try Numbers don't give up on it before they get past the differences in terminology and user interface. Excel has places where it really shines, like for giant data sets. Numbers is my choice for versatility in layout, and because of my comfort with it after about a dozen years of nearly exclusive use. At this point if find that when Numbers doesn't work for me I'd rather go to Google Sheets than Excel.


Jerry

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Add a legend to Numbers spreadsheet

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