riprap

Q: Numbers - how to import external data from one cell in one file to a new cell in another file?

Numbers - how to import external data from one cell in one file to a new cell in another file?

 

I want to do the same thing in Numbers (3.6.2 (2577) as I was used to do in Excel (any version):

to import a calculation from one cell in a file to a new cell in another file.

 

Example: I want to import the result of a sum in a specific cell in my August accounting to a comparing cell in my September accounting.

This was so easy in Excel. Until the reference-calculator broke down.

 

In Numbers I have tried to copy-paste the formulated cell content, but no good.

No Help online manual or anywhere. I think maybe the function is missing in Numbers.

Then I have to go back to MicroSoft Excel, which I have used for many years and I am sorry to say feel much more wysiwyg.

MacBook Pro, Mac OS X (10.6.8), 2 GHz Intel Core i7 - 4 GB 1333 Mhz

Posted on Sep 21, 2016 8:24 AM

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Q: Numbers - how to import external data from one cell in one file to a new cell in another file?

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  • by Barry,Helpful

    Barry Barry Sep 22, 2016 5:52 AM in response to riprap
    Level 7 (32,697 points)
    iWork
    Sep 22, 2016 5:52 AM in response to riprap

    Formulas in a Numbers document cannot reference cells in other Numbers documents.

     

    "Much more wysiwyg" is a different way of expressing what many who "have used (MS Excel) for many years" have expressed as  "more intuitive." Both descriptions usually boil down to "what I am used to," which is also true in the other direction.

     

    Whatever the actual explanation, the standard advice is 'use the tool that will do the job.' If 'the job' requires referencing values in a separate document, the Numbers (on its own, and without the assistance of AppleScript) is not the best tool for that job.

     

    Regards,

    Barry

  • by riprap,Helpful

    riprap riprap Sep 22, 2016 6:32 AM in response to Barry
    Level 1 (4 points)
    iWork
    Sep 22, 2016 6:32 AM in response to Barry

    Thank you Barry for bothering to answer my question.

     

    So now I know for sure that my wish to use reference cells from other Numbers documents doesn't  work.

     

    I do not entirely agree with you that old habits rules the defining design, e.g. Excel vs Numbers. A lot of simple operations demands fewer mouse-clicks in Excel than in Numbers. For instance the chance of a figure's color.

     

    (PS. To me it seems that this small issue of annoyance with Mac software and hardware - that I wont't pursue in details here - is part of a huge syndrome with the development of Apple and Mac over the years. From my beginning with Mac (1991) I was a dedicated and fiercely loyal user. Now, for at least the last ten years it seems to me that Apple is only one mastodont bully among the other IT-giants. And even so more expensive and arrogant and closed than even MicroSoft ever seemed to be.

     

    In addition we now experience this BIG time tax-evasion scheme that Apple orchestrates in Europe (and Japan and USA). We are talking dollars in two-figure billions manipulated away from public domain - too which Tim Crook just shrugs on repeat 'total political crap'. Ups, there goes my loyalty. Again.)

  • by SGIII,

    SGIII SGIII Sep 22, 2016 9:54 AM in response to riprap
    Level 6 (10,796 points)
    Mac OS X
    Sep 22, 2016 9:54 AM in response to riprap

    In Numbers it's convenient to have multiple tables on each sheet and multiple sheets in each document.  In Excel you can have multiple sheets in a document, of course, but the Excel design is not as well suited to having multiple tables on a sheet (it's possible, but the Excel tables live in the same grid of cells whereas Numbers tables can be placed wherever you want on the canvas).

     

    Since it's so convenient in Numbers to have multiple tables on a sheet you could consider arranging your work this way:

     

    Where you have a separate document for each month in Excel, in Numbers instead have a sheet for each month all in the same document, and on each sheet have more than one table (if you need that).  Formulas in Numbers of course can easily refer to cells in tables on other sheets in the same document.

     

    A big advantage of having your work all in one document is that you don't have to worry about broken links when you move a file. It's self-contained.  Because of the possibility of broken links, I avoid referring to another document in Excel even though it is possible to do so.

     

    As for help, have you looked at the Help menu and at the templates at File > New?  There's a LOT of helpful stuff there.

     

    SG

  • by riprap,

    riprap riprap Sep 22, 2016 5:51 PM in response to SGIII
    Level 1 (4 points)
    iWork
    Sep 22, 2016 5:51 PM in response to SGIII

    Thank you so much, SG.

     

    I have thought of having several sheets for months' accounts in the same document. But … I don't really like the idea because the document will grow to very big and unmanageable size. I go back more than ten years of accounting and just imagine to have 120 months' sheets in the same document - if I ever should get the energy to rearrange the backlist … It would solve broken links-issue, yes. But they can be fixed from inside Excel - IF the database is functioning.

     

    My problem occurred because the database in Excel broke down. And even trying to install a newer version of the app does not solve the issue. I the tried to give Numbers a chance, so-so …

     

    I think the possible but not optimal solution for me is to double/copy-paste the main row cells from August. An then save this document as 'September' and then prepare this copy-August document for the new September. Or maybe better create a template for my monthly accounting with all the main cells from the preceding months - and then copy-paste from the preceding month.

     

    Because the results of main cells are not linked they will not update when new figures are written into old documents. But on the other hand they can not break links.

    ;o)

  • by SGIII,

    SGIII SGIII Sep 23, 2016 7:48 AM in response to riprap
    Level 6 (10,796 points)
    Mac OS X
    Sep 23, 2016 7:48 AM in response to riprap

    Yes, ten years of accounting might bog down a single Numbers document.  Having 120 sheets (tabs) would certainly be unwieldy!

     

    As you probably don't need  to go back and "restate" back months, your idea of carrying forward some data from one document to the next by copying instead of maintaining live links sounds like a good way to go.

     

    SG

  • by riprap,

    riprap riprap Sep 24, 2016 5:47 AM in response to SGIII
    Level 1 (4 points)
    iWork
    Sep 24, 2016 5:47 AM in response to SGIII