# iWork Expert > iWork Expert is a tutorial site dedicated to Pages, Numbers, and Keynote: Apple's iWork apps for Mac. Learn tips, tricks, and how-tos from a dedicated Mac user Public Ghost content for AI and LLM tooling. This file includes a bounded export of public pages first, then recent public posts. Append `.md` to any post or page URL to get the content in Markdown (for example, `/example-post.md`). ## Pages ### About URL: https://iworkexpert.com/about/ Last updated: 2026-06-18T05:43:05.000Z Hi, my name is Bill. Below is a picture of me, and yes, that's a homemade piñata costume my wife made. I created iWork Expert, and I'm the one writing everything on it. ![bill in a piñata costume](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/01/bill-in-a-pinata-costume.jpg) This is me in a piñata costume ## Why I Built This When I started looking for a dedicated resource for Pages, Numbers, and Keynote, I couldn't find one. Apple's own support pages are fine, and the forums exist, but they rarely give you the exact answer you need without a lot of digging. Third-party sites cover iWork, but only as an afterthought. So I built the thing I was looking for. iWork Expert is focused entirely on the iWork suite — how to use it, what it can do, and how to get unstuck when something isn't working. Whether your SUM formula is totaling zero and you can't figure out why, you want a Pages document that actually looks professional, or you want to do something unexpected with Keynote (yes, including a magic trick, and I've helped with that), this is the place. ## What You'll Find Here Tutorials, tips, and guides for Pages, Numbers, and Keynote on your Mac. I also plan to offer pre-made templates as the site grows. For most people with an Apple device who need a word processor, spreadsheet, or presentation tool, the iWork apps are all you'll ever need. My goal is to make sure you actually know how to use them. ## Stay in the Loop You can subscribe to iWork Expert and get email notifications when new content goes up. I publish when I can (this is a spare-time project), so you won't be flooded with emails. If you'd rather just check in on your own, the home page always shows the latest posts. --- P.S. Some things I can't help with simply because the apps don't offer them yet. If there's a feature you wish Apple would add or something that needs fixing, you can submit feedback directly through *Feedback Assistant*. Here are the links for each: [**Feedback - Keynote - Pages**](https://www.apple.com/feedback/pages/?ref=iworkexpert.com) [**Feedback - Keynote - Numbers**](https://www.apple.com/feedback/numbers/?ref=iworkexpert.com) [**Feedback - Keynote - Apple**](https://www.apple.com/feedback/keynote/?ref=iworkexpert.com) ### Legal Stuff URL: https://iworkexpert.com/legal-stuff/ Last updated: 2026-06-21T22:12:22.000Z *iWork Expert (iWorkExpert.com) is an independent website created by Bill Kaiser and is not affiliated with or endorsed by Apple Inc. Apple, the Apple logo, iWork, Keynote, Numbers, and Pages are trademarks of Apple Inc., registered in the U.S. and other countries.* Welcome to iWork Expert. By browsing and using this website, you agree to the terms and conditions below. If you disagree with any part of them, please don't use the site. ## Contact To reach me (Bill Kaiser), please refer to this website's [Contact](https://iworkexpert.com/contact/) page. ## Copyright The content on this website, including articles, pages, videos, screenshots, PDFs, and images, is created and owned by me. You do not have permission to reproduce, distribute, or translate any of it without my written consent. ## Disclaimer The content here is for general information only and is subject to change without notice. I aim to keep everything accurate, but I make no guarantees as to the accuracy, completeness, or suitability of anything published here. Your use of any information on this site is at your own risk. ## Privacy Policy I will never sell your email address to anyone. I only use it to communicate with you directly, and you can unsubscribe at any time. This site uses Google AdSense to display ads. AdSense may collect anonymous, non-personally identifiable information during your visit — things like browser type, click behavior, and time of visit — to serve ads that might be relevant to you. I have no control over which specific ads appear, though I've opted out of Google's "restricted" and "sensitive" ad categories. I don't mind if you use an ad blocker. If you do happen to see an ad, know that it helps offset the small cost of running this site — so thanks for that. ### Contact URL: https://iworkexpert.com/contact/ Last updated: 2026-06-22T00:55:30.000Z If you email me, I'll email you back. That's pretty much the deal (yay for teamwork). I love hearing from people who actually use these apps. Got feedback on something I wrote, found a typo, or just want to say hi? All of that's welcome here. **Quick note before you email:** I can't offer one-on-one troubleshooting outside of what's in the articles. Check the articles first, your question may already be answered. If it's not covered, feel free to suggest it as a future post topic. Anything else, I'm happy to hear from you. [Email me](#) [Or copy my email address](#) Copied! Note: This is an iCloud "Hide My Email" address. Any message sent to it still reaches me directly. It's a way to cut down on spam while avoiding the cost of iWork Expert–specific email hosting. I read every message myself, and I'll usually respond within a day or two. ## Posts ### How to Type Special Characters and Symbols in Pages, Numbers, and Keynote URL: https://iworkexpert.com/type-special-characters-symbols-pages-numbers-keynote/ Last updated: 2026-06-29T17:32:49.000Z Pages, Numbers, and Keynote support the full range of Mac special characters, but the methods of typing them aren't always obvious. Here's how to type accent marks, copyright and trademark symbols, em dashes, currency signs, and math characters, whether you're writing in Pages, building a spreadsheet in Numbers, or designing slides in Keynote. Please keep in mind that I refer to all these keyboard shortcuts using a U.S. keyboard layout. Other keyboard layouts, such as a Korean keyboard layout, will often have semi-different or regional keyboard shortcut settings. Here's how to type any symbol you need: - **Long-press a key** for accent marks and diacritical marks - **Option key shortcuts** for symbols you may use regularly - **Character Viewer** for anything else (a catch all for every available symbol on Mac) - **Create your own shortcut** for symbols you use often that don't have one I'll also mention a few troubleshooting solutions in case they pop up. --- ## Method 1: Long-Press a Key (Best for Accent Marks) The fastest way to add an accented character in Pages, Numbers, or Keynote is to hold down the base letter key until a small popup appears with accent options. For example, you want "Ŵ", so the base letter is "W". For any accent mark, simply long-press the base letter for the accent you want, wait until the popup comes up, and then click the accent or key in the corresponding number key above that accent mark. This works for both lower and upper case. The long-press method covers accent marks — also called diacritical marks — the dots, tildes, cedillas, and other marks added to base letters. ![Long-press popup showing accent mark options for the letter A in Pages, Numbers, and Keynote, including à, á, â, ä, ă, æ, ã, å, and ā.](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2026/06/Long-Press-the--22A-22-Key-on-Keyboard.png) When you long-press the "a" key on the keyboard, a popup will display all the accent marks available that has the base letter of "a". Works for both lower case and upper case This works for: - Vowels with accents: á, à, â, ä, å, æ, é, è, ê, ë, í, ì, î, ï, ó, ò, ô, ö, ú, ù, û, ü - ñ (long-press the N key on your keyboard) - ç (long-press the C key on your keyboard) - **Any letter that has an accent mark** \- that's the only thing you really need to remember Note: Long-press only works when your cursor is active in a text field in Pages, Numbers, or Keynote. It won't trigger if the app is interpreting the long press for another purpose. ## Method 2: Option Key Shortcuts (Best for Symbols You Use Repeatedly such as Copyright, Trademark, and Currency Symbols) ![Symbols including ©, ™, €, ≠, ≈, and a checkmark surrounding the Option key, used for typing special characters on Mac.](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2026/06/Option-Key---Keyboard-Shortcuts.png) Keyboard shortcuts using the Option key in combination with other keys can produce a multitude of characters and symbols If you regularly type the same symbols in Pages, Numbers, or Keynote such as an em dash, a copyright sign, a degree symbol, learning its Option key shortcut is worth it. These shortcuts work directly in all three iWork apps (and everywhere else on your Mac for that matter as these shortcuts are not specific to the iWork apps). I've put together a list of what I think are the most frequently used Option key shortcuts organized by category. If you don't see the symbol you need here, skip to Method 3 as it covers anything not covered here. There are so many symbols that it's hard to fully capture all of them here without this post becoming a large, unwieldy list. The truth is, many of the symbols and characters available using Option key shortcuts are rarely used anyway. It just doesn't make sense to include every single shortcut here. The good news, whatever symbol you do need, there's ultimately a way to find it (and even create your own shortcut if one doesn't exist). Note: the + sign means "and", so Option + 2 means press the Option key and while holding it down press the 2 key. **Legal symbols** (Copyright, Trademark, Registered Trademark) **™** \= Option + 2 — Trademark **© =** Option + G — Copyright **®** \= Option + R — Registered trademark **Punctuation and typography** (Em Dash, Ellipsis, Quotation Marks, and More) **§** \= Option + 6 — Section **¶** \= Option + 7 — Pilcrow / paragraph **…** \= Option + ; — Ellipsis **·** \= Option + Shift + 9 — Separator bullet / interpunct (small bullet) **•** \= Option + 8 — Bullet (large bullet) **†** \= Option + T — Dagger **‡** \= Option + Shift + 7 — Double dagger **–** \= Option + Hyphen — En dash **—** \= Option + Shift + Hyphen — Em dash **«** \= Option + \\ — Left guillemet **»** \= Option + Shift + \\ — Right guillemet **‘** \= Option + \] — Left *curly* single quote **’** \= Option + Shift + \] — Right *curly* single quote **“** \= Option + \[ — Left *curly* double quote **”** \= Option + Shift + \[ — Right *curly* double quote **¡** \= Option + 1 — Inverted exclamation mark **¿** \= Option + Shift + ? — Inverted question mark Text substitutions may automate some of these symbols. For example, two hyphens will sometimes auto-correct to an em dash, but the shortcut is more reliable in case auto-correct doesn't, well auto-correct. **Currency** (Cents, Euro, Pound Sterling, Yen, and Dollar) **¢** \= Option + 4 — Cent **€** \= Option + Shift + 2 — Euro **£** \= Option + 3 — Pound sterling **¥** \= Option + Y — Yen **$** \= Shift + 4 (but you probably knew that already 😉) This is actually it for all the currency based keyboard shortcuts. For additional currency symbols, the Character Viewer has you covered. For example: Won, Rupee, Bitcoin, and more. **Math** (Infinity, Pi, Square Root, and More) **≈** \= Option + X — Approximately equal **≠** \= Option + = — Not equal **÷** \= Option + / — Division **√** \= Option + V — Square root **∞** \= Option + 5 — Infinity **±** \= Option + Shift + = — Plus or minus **¬** \= Option + L — Not sign **≥** \= Option + . — Greater than or equal **≤** \= Option + , — Less than or equal **∫** \= Option + B — Integral **∂** \= Option + D — Partial differential **∆** \= Option + J — Delta **µ** \= Option + M — Micro / mu **Ω** \= Option + Z — Omega / ohm **π** \= Option + P — Pi **∑** \= Option + W — Summation / sigma --- ## Method 3: The Character Viewer (The Catch All for Every Symbol on Mac) ![Mac Character Viewer open to the Emoji category, with a sidebar showing additional categories like Arrows, Math Symbols, and Currency Symbols.](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2026/06/Character-Viewer.png) The Character Viewer - not just for emojis, but for all Mac symbols and characters alike For any symbol you're looking for, the Character Viewer is your catch-all. While you may think this is just a way to pull up emojis, it's much more than that. The symbols side includes arrows, math characters, fractions, checkmarks, and thousands of other characters useful in Pages, Numbers, and Keynote documents. **How to open it:** - In Pages, Numbers, or Keynote: go to **Edit > Emoji & Symbols** - Or press **Control + Command + Space** shortcut from anywhere on your Mac - Or (my preferred method) hit the **globe with meridians icon key 🌐** on your Mac keyboard to bring up the Character Viewer menu Once open, you can search by name. Double-click any symbol to insert it where your cursor is in Pages, Numbers, or Keynote. Character Viewer is great is you only have to use it once in a while. However, if you have a symbol you need to use repetitively and there's no keyboard shortcut for it, going to the Character Viewer becomes tedious. The solution is to create your own shortcut. ## Method 4: Create Your Own Keyboard Shortcut For those symbols or characters that don't have a keyboard shortcut, you can create your own. On your Mac, go to **System Settings > Keyboard > Text Replacements...**. Click the + button to add, then add your shortcut in the *Replace* field with the symbol or character you want in the *With* field. ![Navigating to Text Replacements in Mac System Settings to create a custom symbol shortcut.](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2026/06/Text-Replacement...Settings-Location-1.png) Navigating to Text Replacements in Mac System Settings to create a custom symbol shortcut For example, Mac doesn't have a lot of currency shortcuts outside of those I mentioned above. If you often need to type currency symbols, you can come up with a shortcut like ";won" to update to the Korean Won symbol "￦". Same for the Indian Rupee ";rupee", etc. Note: the *With* field has a hard time with direct input of certain characters. If you find that the symbol you're selecting from the Character Viewer isn't showing up in the *With* field, type the symbol in Pages from the Character Viewer and then copy/paste into the *With* field. ![Mac Text Replacements dialog showing a custom shortcut, typing ;won, that inserts the Korean Won currency symbol.](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2026/06/Text-Replacement-Inputs.png) The text replacement input screen where you can add (or remove) your own keyboard shortcuts You can also create your own keyboard shortcut in each app itself by going to ****Settings -> Auto-Correction**, but these shortcuts don't transfer between apps. This means a shortcut you create in Pages won't work in Keynote. You'd have to create it again in Keynote (and Numbers for that matter). This is why I recommend a system-wide keyboard shortcut as described above. **Hidden gems in the Character Viewer** (Music Notation, Card Suits, and More) Most people don't realize how much is in here beyond standard symbols. A few categories worth knowing about: **Music notation** — ♩ ♪ ♫ ♬ ♭ ♮ ♯ **Playing card suits** — ♠ ♥ ♦ ♣ **Other Pictographs (chess, dice, playing cards, mahjong tiles, dominos, and more)** — **♛ ♜ ♝ ♞ ⚃ ⚄ ⚅ 🂡 🂢 🂣 🂤 🀄︎ 🀀 🀁 🀂 🀺 🁉 🁓 🁴 🁷 🂄** --- **A Few More Helpful Tips** **Keyboard Shortcut Already In Use** Sometimes a keyboard shortcut is being overridden by something else, usually another app. The keyboard shortcuts I've provided are all accurate, so if it's not working and you notice another behavior happening when you push that combination of keys, then you'll want to navigate that app, check out the settings, and remove any keyboard shortcuts it has. This doesn't happen often, but when it does this is often the culprit. **Non-breaking space (Option + Space)** In Pages, Numbers or Keynote, a regular space allows a line break between two words. If you want to keep words together like "Page 1" or "Fig. 2" use Option + Space instead. It may look identical but it tells Pages to treat the two words as a unit. ![Comparison in Pages showing a regular space allowing "Page 1" to break across lines, versus a non-breaking space keeping "Page 1" together as one unit.](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2026/06/Comparing-a-Regular-Space-vs.-a-Non-Breaking-Space.png) Comparison in Pages showing a regular space allowing "Page 1" to break across lines, versus a non-breaking space keeping "Page 1" together as one unit. I've highlighted everything to better demonstrate the visual differences **Unicode Hex Input** This is an option I haven't mentioned, but I don't think this is worth your time. I find it finicky and ultimately a frustrating user experience. As much as I like to offer options and other references, I will pass on this method. If you don't know what Unicode Hex Input is, you're not missing out on anything. The best solution is to create your own keyboard shortcut. --- Between long-press, Option key shortcuts, the Character Viewer, and your own custom shortcuts, you've got every method covered for typing special characters in Pages, Numbers, and Keynote. Once you've got your most-used symbols memorized or set up as shortcuts, you'll barely think about it again. For official Mac keyboard shortcut documentation: [**Mac Keyboard Shortcuts**](https://support.apple.com/en-us/102650?ref=iworkexpert.com) ### The COUNTIF Function in Numbers Explained URL: https://iworkexpert.com/countif-function-in-apple-numbers/ Last updated: 2026-07-09T20:50:42.000Z Let's say you're finalizing headcount for a work party and you've got a signup sheet with everyone's RSVP status. What you actually need to know isn't how many names are on the list, it's how many people said yes. Scrolling through and tallying by eye works fine at ten names. It gets tedious if the list grows much more beyond that. What you need is a way to count based on a condition. That's exactly what COUNTIF does. COUNTIF counts the cells in a range, but only the ones that match a condition you set. It’s in the function name itself: count, if a condition is met. 📌 ****Note:** COUNTIF gives you a count, not a **sum*. If what you actually need is a total of number values rather than how many cells match, that's a job for [SUMIF](https://iworkexpert.com/the-sumif-function-in-apple-numbers-explained/). 💡 ****Tip:** COUNTIF only checks one condition. For more than one condition, use COUNTIFS. One interesting (or perhaps annoying) tidbit: unlike the SUMIF and SUMIFS functions where SUMIFS reorders the arguments and puts sum-values first, COUNTIFS keeps the exact same pattern as COUNTIF, just plug in the conditions on repeat: test-array, condition, test-array, condition, and so on for each extra condition. --- ### COUNTIF Function Details ![The COUNTIF function with two argument fields labeled test-array and condition.](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/10/COUNTIF-Function-with-Arguments.png) The COUNTIF function formula editor in Numbers, showing its two arguments: test-array, and condition. **Purpose**: Returns the count of cells in a collection that satisfy a given condition **Result**: A count of cells that match the condition **Arguments**: `=COUNTIF(test-array, condition)` - **test-array**: The group of cells you're applying the condition to - **condition**: the criteria each cell is tested against, resolving to true or false. You can write it a few different ways: - comparison operators (`=`, `<`, `>`, `<=`, `>=`, `<>`) - constants (values that don't change) - references (a value pulled from another cell) - ampersand concatenation operator (combines the contents of conditions or cells, like less than what's in cell A2: `"<"&A2`) - wildcards (?, \*, \~) or REGEX 📌 ****Note:** Wildcards work reliably on cells formatted as text. If a column is formatted as numbers, a wildcard condition usually won't catch a match, even when the values look like text at a glance. If you're coming from Excel, COUNTIF syntax looks like `=COUNTIF(range, criteria)`. Conceptually, Numbers arguments are setup in the exact same way, just the labels used for syntax is different: **test-array** instead of *range*, **condition** instead of *criteria*. ### **Quotations** Quotations in the COUNTIF formula can get confusing because some conditions need to be in quotes while others do not. Direct cell references do not need quotes. However, if you type text or a comparison operators in the formula, those must be wrapped in quotation marks. Here is a really simple, three-tiered approach: - Direct cell references (no quotes): `A2` - Text or hardcoded operators (use quotes): `"Chicken"`, `">50"`, `"<=2026"` - **Combining operators with a cell reference** (partial quotes): `"<="&A2` *(notice the comparison <= is in quotes, but the ampersand and cell reference A2 is not)* ### **More Ways to Write the Condition** - Count if equal to 10 → `"10"` - Count if greater than 100 → `">100"` - Count if less than or equal to 100 → `"<=100"` - Count if equal to "bob" → `"bob"` - Count if not equal to "bob" → `"<>bob"` - Count if cell starts with "ka" → `"ka*"` - Count if cell contains "ka" anywhere → `"*ka*"` - Count if cell starts with "ka" and has exactly one character after → `"ka?"` - Count if equal to what's in cell A1 → `A1` (no quotes) - Count if less than what's in cell A1 → `"<"&A1` - Count if less than a specific date → `"<2/1/2026"` Same rule of thumb as other IF functions: almost everything goes in quotes except a direct cell reference. For the ampersand operator specifically, keep the cell reference outside the quotes, or Numbers reads it as the literal text "B2" instead of whatever value is sitting in that cell. --- ## **When You'd Actually Use COUNTIF** COUNTIF is for the moment you want data counted by one thing. Not "how many people are on this list," but "how many people on this list *said yes*." A few situations where that comes up in practice: - You've got an RSVP list and need a headcount of confirmed guests before you give the caterer a number. - You're tracking maintenance requests for a rental property and want to know how many are still marked "Open." - You've got a class roster of test scores and want to know how many students scored above 90. - You're reviewing survey responses and want to know how many people picked a specific answer. The common thread is one condition, one total count back. The moment the question becomes two conditions at once, like "how many guests are confirmed and want the chicken," COUNTIF can't do that. That's your cue to use COUNTIFS instead. ## **How to Use the COUNTIF Function in Numbers** I'll show a brief step by step guide on how to use COUNTIF for finding a total count of "Yes" responses in an RSVP column. ![n Apple Numbers spreadsheet showing a highlighted cell range (B2:B12) under the RSVP column, with a COUNTIF formula bar at the bottom calculating a total of 7 "Yes" responses.](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2026/07/countif-numbers-function-formula-display.png) An active `COUNTIF` formula in Apple Numbers calculating the number of "Yes" responses (resulting in 7) by evaluating the selected cell range B2:B12. **Step 1: Reference the test-array** This is the range of cells you're checking. In our example, that's cells B2:B12. **Step 2: Enter the condition** This is the criteria that decides whether a cell gets counted. In our example, I want to count only those cells that say "Yes", so I'll enter`"Yes"`. Note the quotation marks as this is a hardcoded text-operator. **Step 3: See the result** The completed formula is `=COUNTIF(B2:B12,"Yes")`. This provides the result of 7 which is the total of cells B2, B4\. B6, B7, B9, B10, and B12. ### An Example Using COUNTIF Before reaching for COUNTIF, double check you're actually only testing one condition. It's an easy thing to miss, since a request can sound simple and still be asking for two things at once. Here's a common version of that trap: a caterer has an RSVP list and asks, "Show me how many people want chicken who brought a plus one." That sounds like one ask, but it's really two conditions: meal (chicken) and plus one (Y or N). COUNTIF can't do that. You'd need COUNTIFS since you are asking for more than one condition. So let's stick with something COUNTIF actually handles: how many people want chicken. Here's a simplified RSVP list for an event. ![A spreadsheet titled "RSVP List" with columns for Guest, RSVP, Meal, and Plus One, populated with names of the Star Trek: The Next Generation cast.](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2026/07/countif-numbers-function-example-1.png) A sample RSVP list spreadsheet showing text data fields ideal for testing functions like `COUNTA` or `COUNTIF`. **Total Count of "Chicken" for Their Meal Choice** - test-array: Column C (Meal) - condition: `"Chicken"` - Formula: `=COUNTIF(C2:C12,"Chicken")` - Result: 6 (rows 2, 5, 6, 9, 11, and 12) To answer other variations, you're just pointing the same two arguments at a different column or a different condition. - **Total Guests Bringing a Plus One:** *test-array* moves to Column D, condition is "Y." `=COUNTIF(D2:D12,"Y")` → 4 - **Total Meals That Aren't Chicken:** test-array as the first example, condition changes to "<>Chicken." `=COUNTIF(C2:C12,"<>Chicken")` → 5 *Note: using the formula this way results in 5 because COUNTIF is also counting the blank cells in cells C3 and C8* Same function, same two-part structure every time. Only the column and the condition change depending on what you're asking. ### **What COUNTIF Isn't For** Worth pointing out what COUNTIF isn't for. Picture that same RSVP list. If the question is "how many guests are on this list" instead of "how many said yes," you're not filtering by a condition anymore, you're just counting rows. COUNTIF will still run if you hand it a condition built to match everything, but that's solving a problem that already has a simpler answer. COUNTA counts every non-blank cell in a range without needing a condition at all. The other direction: if what you actually need is a total rather than a tally, say the total cost of meals per guest, COUNTIF only tells you how many, not how much. That's what [SUMIF](https://iworkexpert.com/the-sumif-function-in-apple-numbers-explained/) is for. ## **COUNTIF Error Handling** The most common issue with COUNTIF isn't a red warning triangle, it's a formula that runs fine and quietly returns 0\. That usually traces back to one of these: - The condition text doesn't exactly match what's in the cells (extra spaces, a typo, mismatched capitalization on something elsewhere in the sheet that does need an exact match). - The column is formatted as numbers instead of text, and the condition uses a wildcard. Wildcards need a text-formatted column to match reliably. - The condition is missing quotes where it needed them, or has quotes around a cell reference that should have been left bare. If a result looks off rather than an outright zero, double check the test-array is actually pointing at the column you meant to test. It's an easy accident to make if you're moving too fast in your spreadsheet. ## COUNTIF Considerations and Limitations These are some consideration and limitations when using the COUNTIF function. ### Considerations - The *test-array* can encompass any number of cells. - Avoid concatenation with the *test-array*, but using concatenation when it entering the *condition* is okay. - Cells references are not put in quotes, but everything else usually is. ### Limitations - COUNTIF only checks one condition. For more than one, use COUNTIFS. - COUNTIF isn't case sensitive. "yes," "Yes," and "YES" all count the same. ### **Why Not Just Use Quick Calculations Instead?** Numbers has a *Quick Calculations* bar at the bottom of the window that shows a live SUM, AVERAGE, MIN, MAX, and COUNTA the moment you select two or more cells. It's a genuinely handy gut check, but the trick is knowing when to rely on it. While there isn't a COUNTIF function here, using it solves the dilemma when numbers change. Someone switches from a no to a yes or someone's plus one can't make it. COUNTIF will automatically update based on your data changes as long as your formula references the correct range of cells. --- COUNTIF is the function to reach for any time you need a tally filtered by one condition: confirmed guests, open tickets, scores above a threshold. Once you understand this function, adapting it to a new question is mostly just swapping which column and condition you're pointing at. If you find yourself needing to check two conditions at once, that's your cue to move on to COUNTIFS. For more detail, see Apple's support guide for [COUNTIF](https://support.apple.com/guide/functions/countif-ffa5b9f72f/15.3/web/1.0?ref=iworkexpert.com). ## **Related Functions** **COUNTA** \- counts every non-blank cell in a range, no condition involved **COUNTBLANK** \- counts empty cells in a range **COUNTIFS** \- counts cells that meet two or more conditions at once [**SUMIF**](https://iworkexpert.com/the-sumif-function-in-apple-numbers-explained/) \- sums cells that meet a single condition, rather than counting them 📚 A PERSONAL STORY: I used to work in a grocery store when I was a teen. Every day my manager asked me, "Bill, tell me how many Carlo Rossi's \[wine\] we have out there?" meaning how many were on the shelf and, ultimately, how many would we need to bring out from the back. We had several types of Carlo Rossi wines like Chardonnay, Burgundy, and so forth. These were the big jugs of wine (4 liters/approx. 1 gallon) and they were located on the bottom shelf. I'd have to get down on my knees and bend over somewhat awkwardly so I could see the entire shelf. Invariably, the wine varieties were all mixed up from customers shuffling them around. Counting all the wines while also trying to avoid scraping myself on the sharp edges of the shelf, I'd count how many of each wine variety there were. I never looked forward to this part of my day. If only this were a spreadsheet task where I could use the COUNTIF function to count just the Merlots, etc. It'd make the task so much easier. 🙂🍷 ### Freeze Panes in Spreadsheet Tables in Numbers URL: https://iworkexpert.com/freeze-panes-in-apple-numbers/ Last updated: 2026-06-23T17:00:10.000Z > Keep The First Several Rows & Columns Fixed in Place No Matter How Far You Scroll in the Table Freezing panes in spreadsheets is helpful, especially if you have information that forces you to scroll outside of the viewable area of the first few rows or columns. You can freeze panes in Apple Numbers like you can in any spreadsheet program. Plus, you can also create footer rows which are great for summarizing and creating consistent formatting. While there are a few things you should keep in mind, in this post I'll show you how to freeze panes for columns and rows (and how to create footers) plus explain why fixed panes is helpful in the first place. --- **Things to Know** - **In Apple Numbers, you freeze panes by indicating how many header rows and/or columns you'd like in the table AND selecting the "Freeze Header Columns" or "Freeze Header Rows" option in the dropdown menu.**You're can create footer rows, but you're unable to freeze these rows. - **You can only freeze up to 5 rows and columns.** If you have more than 5 rows of information you want to freeze, consider merging or omitting certain information to fit what you absolutely need. - **Freezing panes is per table.** You'll need to set and freeze header rows for any additional table's you create (with some exceptions. More on that in the post). --- ## What Does It Mean to "Freeze Panes" in Apple Numbers? When you "freeze panes" you're simply keeping the first several rows fixed in place. This means if you were to scroll down or to the right beyond the point where you could still see the first few rows, freezing the pane will mean you could still see them. For example, if you're in Row 1701, freezing Row 1 and Column A will make it so you will still see all the information in Row 1 and Column A. ![](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/09/Frozen-Panes-in-Numbers---Example-1.png) With a "frozen" Row 1 and Column A, you'll continue to see these even if you're on Row 1701 or Column N. They're fixed in place no matter how far to the right or down you scroll. ### Why Would I Want to Freeze a Row or a Column? Let's say I have a table showing how much inventory sold in a particular month. My columns have monthly labels and my rows have the name of the specific inventory. If I want to see how much inventory sold in a particular month, I'd simply scroll to that part of the spreadsheet. For example, how many t-shirts sold in May? Here's a screenshot of that spreadsheet. Can you tell how many t-shirts sold in May? In the before image, it's pretty much impossible to tell. In the after image, I froze the column and row headers. With them frozen, you can easily see the labels and determine how many t-shirts sold in May (the answer is 3). It's always a best practice to minimize any mis-interpretation of data. Freezing header rows and/or columns reduces those issues. ![](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/09/Frozen-Panes-in-Numbers---Example-2.png) It's almost impossible to know "How many t-shirts were sold in May?" without the first row and column frozen NOTE: Even through you have panes frozen, if you scroll to a point in the spreadsheet where the table itself isn't visible, then you won't see your table at all. This is actually a good thing. Imagine having multiple tables in your spreadsheet on the same tab. You wouldn't want ALL of those header rows to follow you all over the spreadsheet. The point of freezing header rows is to maintain those "labels" or whatever else you may have within sight. ## How to Freeze Panes in Apple Numbers Like many features in Apple Numbers, there's more than one way to freeze columns or rows. Here's how I like to do it: ### How to Freeze the Header Rows (Top Rows) in Numbers 1. Click on the *Format* icon in the sidebar 2. Click on the *Table* tab 3. Go the the *Headers & Footer* section 4. Click on the second/middle drop down box, and select the "Freeze Header Rows" option - A checkmark indicates this option is turned on ![](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/09/Headers-and-Footers---Sidebar.png) Freeze Header Rows using the Sidebar ### How to Freeze the Header Columns (Far Left Columns) in Numbers 1. Click on the *Format* icon in the sidebar 2. Click on the *Table* tab 3. Go the the *Headers & Footer* section 4. Click on the second/middle drop down box, and select the "Freeze Header Rows" option Note: There is no keyboard shortcut to turn this option on or off. ![](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/09/Headers-and-Footers---Menu-Bar.png) Freeze Header Rows using the Menu Bar ### Options For Freezing Headers When freezing headers in Apple Numbers, you have the option to choose how many rows or columns you want to freeze. Many times, freezing the 1 or 2 headers will do it. But depending on your particular table, you may want more. Ultimately, you can freeze up to 5 rows and columns (or footers for that matter). The number of headers you freeze doesn't have to be the same. For example, you can freeze the first 2 header rows and only 1 header column. Also, keep in mind that freezing head rows is per table. If you have multiple tables, you have the option of specifying which rows you want frozen per table (assuming you want any frozen at all). Lastly, freezing any headers is optional. If you don't want any frozen, simply uncheck the option. You can still have column headers and row headers from a formatting standpoint and not have those areas frozen. ### Footer Options Similar to headers, with footers you can create up to 5\. However, you're unable to freeze a footer. ## Create New Tables With or Without Frozen Headers Lastly, when creating a new table from the Table icon shortcut, you're presented with essentially 6 options. Those table with dark gray highlights are indicating they are frozen. To quickly create a new table with pre-frozen headers, whether for a row or column, simply click the picture that you're looking for. ## Wrap Up Freezing panes in Apple Numbers is simple to do. Plus, it's something I recommend doing on most of your tables in your spreadsheet. It's a great way to see any "labels" you may have no matter where you are in a spreadsheet. ### Apple Intelligence Writing Tools in Pages URL: https://iworkexpert.com/apple-intelligence-writing-tools-in-apple-pages/ Last updated: 2026-06-23T17:02:52.000Z ## Overview of Writing Tools in Apple Intelligence Writing Tools is a part of Apple Intelligence. The purpose of Writing Tools is to help you improve your writing. Using it is optional and you can even turn Apple Intelligence off, which also turns off Writing Tools, if you're not into the whole A.I. thing. In any case, Writing Tools essentially does 3 things: - Proofread text - Rewrite text - general rewrites, rewrites in predefined writing tones, or user defined (that's a fun one) - Summarize and organize text ❗ ****Keep in mind**: Apple Intelligence is not available on all Apple devices or in all languages or regions (if you have a relatively new device since late 2024, you're probably fine). It's also not a feature turned on by default. If Writing Tools isn't showing as an option, you might have to enable it. See [Apple's support webpage](https://support.apple.com/en-us/121115?ref=iworkexpert.com) for device, system, and language & region requirements, and learn how to [turn on Apple Intelligence](https://support.apple.com/guide/mac-help/aside/glosf3340584/26/mac/26?ref=iworkexpert.com) if you don't already know how to. ## How to Use Writing Tools ![the menu for writing tools using apple intelligence on mac](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/10/Show-Writing-Tools-Menu.png) The Writing Tools pop-up menu that appears when you select the option "Show Writing Tools” on Mac. To use Writing Tools, you must first highlight the text you want to evaluate. From there, right click on Mac (or perform the equivalent of right click depending on your settings) anywhere on that highlighted text to bring up the pop up menu where you'll see the Writing Tools option. When you hover over this option, the menu extends with various choice to select. ![the pop up menu that appears when you right-click your highlighted text on mac](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/10/Writing-Tools-Right-Click-Pop-Up-Menu-2.png) After highlighting the text you want to evaluate, right-click on Mac to bring up the pop up menu and you'll see the "Writing Tools" options ❗ ****On Mac**, you can also access Writing Tools under ****Edit** in the menu bar. Note there are no keyboard shortcuts to select a Writing Tool option. ****On iPad and iPhone** (see screenshot below), similarly highlight the text you want to evaluate. Once highlighted, a pop up menu appears and you'll find "Writing Tools". Select it to bring up all the writing options. ![highlighted text on an iPhone with an appearing pop up menu](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/10/IMG_4102-1.jpeg) On iPhone and iPad, after highlighting the text you want to evaluate, a pop up menu appears and you'll see "Writing Tools" as an option. Select it to bring up the Writing Tools menu. ### Previewing Revisions Before They're Made Whatever Writing Tools option you select (i.e., Proofread, Make Friendly, Create Key Points, etc.), you'll get a preview of the changes beforehand. This means Writing Tools won't automatically replace what you've written, which is great, especially if you've worked extra hard on your prose. Sometimes these revisions appear to replace your text while in actuality it's just a preview. Other times, a preview the changes appears in a pop up window. ❗ If you accidentally accept the changes, simply undo to revert back to your original text. This is CMD + Z on Mac or perform a three finger tap on iPad and iPhone and then click the undo button symbol. In the end, you can choose to accept the suggested changes, ask for another rework of revised text, or cancel the changes altogether. You can also copy/paste the text Apple Intelligence has provided for use somewhere else. ## Apple Intelligence Writing Tools in Detail ⌨️ To understand what happens to your text with the various Writing Tools options, I'm going to use the same paragraph text for every example. Here is the text: "**Space, the final frontier. These are the voyages of the starship Enterprise. It's continuing mission to explore strange new worlds. To seek out new life and new civilizations. To boldly go where no one has gone before.*" ### Proofread Overview Proofreading is the first option in Writing Tools. It's the option I use most. This is genuine proofreading that checks for grammatical and spelling errors. But it also does more which I talk about in the next two paragraph, so more on that in a moment. Here's the thing. You might be thinking, "How is this different from the spelling and grammar check that's already available in the iWork apps?" I had the same thought, at first. Out of curiosity, I performed some tests. My results showed Writing Tools did a better job of correcting errors overall. While Writing Tools check for spelling and grammar, the biggest difference is that it also checks for context. Here's a short example. When I write, "These the voyages of the..." spelling and grammar in iWork doesn't catch that I missed the word "are" in between "These" and "the". However, Writing Tools does catch that my sentence is written incorrectly and suggests that I insert the word "are". Now, I think that's pretty cool and definitely a step up from the spelling check I used in school (i.e., writing about the "Decoration" of Independence instead of the "Declaration"). ### Proofread Example Here is a basic example of proofread in Writing Tools: ![Proofreading using Apple Intelligence](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Proofreading-Example.png.webp) Proofreading using Apple Intelligence First, you'll see a couple of misspelled words underlined in red. With Proofread, those are corrected. However, there are 2 other errors. In the sentence, "...explore strange new world" it should actually say "worlds" (with an "s" at the end). Also, in the last sentence, "To boldly go when no one has gone before" it should actually say "where", not when. Apple Intelligence corrects both. That's the improved benefit of spellcheck and grammar check with Proofread. ### Rewrite Rewrite lets Apple Intelligence rewrite the text you select. Apple gives examples of when a rewrite would be helpful like class notes or a blog post. In these cases, you may have to write fast and not necessarily coherently. A rewrite can make sense of what's there. Of course, you can use rewrite for pretty much anything you want. In fact, there are 3 tones you can also select in addition to a standard rewrite. You can choose a tone of: - Friendly - Professional - Concise These tones are all self explanatory. Overall, I would suggest experimenting with them depending on your use case. Remember, you'll always get a preview of what Apple suggests before it'll override what you have. For some more context, here is that same paragraph from the example above using the 4 rewrite tones. **STANDARD REWRITE** ![Standard rewrite using Apple Intelligence](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Standard-Rewrite.webp) Standard rewrite using Apple Intelligence **FRIENDLY REWRITE** ![Friendly rewrite using Apple Intelligence](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Friendly-Rewrite.webp) Friendly rewrite using Apple Intelligence **PROFESSIONAL REWRITE** ![Professional rewrite using Apple Intelligence](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Professional-Rewrite.webp) Professional rewrite using Apple Intelligence **CONCISE REWRITE** ![Concise rewrite using Apple Intelligence](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Concise-Rewrite.webp) Concise rewrite using Apple Intelligence ### Summarize and Organize Text You can let Apple summarize and organize the text you've written. There are 4 methods you can choose from that are: - Summary - Key Points - List - Table Similar to rewrite tones, these summaries are also self explanatory. To better articulate the differences, we'll take the same above example and summarize using these 4 methods. **SUMMARIZE** ![Summarize using Apple Intelligence](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Summarize.webp) Summarize using Apple Intelligence **CREATE KEY POINTS** ![Create key points using Apple Intelligence](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Key-Points.webp) Create key points using Apple Intelligence **MAKE LIST** ![Make list using Apple Intelligence](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Make-List.webp) Make list using Apple Intelligence **MAKE TABLE** ![Make table using Apple Intelligence](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Make-Table.webp) Make table using Apple Intelligence Overall, not too shabby with the summarizations. It's certainly a tool I'll use to up my productivity. ## Things to Keep in Mind There are a few things to keep in mind about Apple Intelligence writing tools: ### System Requirements for Apple Intelligence You must have the following system requirements to use Apple Intelligence Writing Tools 1. These features are only available on - Only Macs and iPads that have the M Chip Series (i.e. M1, M2, etc.) - iPhone 15 Pro/Pro Max & all iPhone 16 models 2. Available only on macOS 15.1, iPadOS 18.1, and iOS 18.1 You must have the proper software and hardware outlined above to use the Writing Tools features. ### Accuracy and Appropriateness of Writing Tools Using Apple Intelligence Writing Tools is on you. With any AI, you are ultimately responsible for what you use which includes accuracy and appropriateness concerns. Don't be that person who blames the pan for cooking a dull meal. Likewise, you're on the hook for whatever you use Apple Intelligence for. These are all fantastic tools to make something great, but you are the craftsmen/craftswomen at the end of the day. ### Blocking Access to Writing Tools If ultimately you don't want to even have the option to use Writing Tools and would like to block access, you can certainly do that. Perhaps it's privacy concerns or simply would like that book report your child has to turn in to be written by, well, your child and not a computer. You can setup the restriction by doing the following on any device: 1. Navigate to Screen Time in System Settings. 2. Click Content & Privacy, then turn on Content & Privacy restrictions. 3. Click Intelligence & Siri, then turn Writing Tools off. ## Wrap Up of Apple Intelligence Writing Tools The Writing Tools you now have access to are going to seem like second nature going forward. Proofread, rewrite, and summarize to your hearts content. No doubt these tools will continue to improve as time goes on. Improve your writing and reading comprehension with these tools, but remember that you are the one responsible on how to use these tools at the end of the day. You can learn more about [Apple's Writing Tools](https://support.apple.com/guide/mac-help/use-writing-tools-mchldcd6c260/mac?ref=iworkexpert.com) on its website. ### Paste Special Values in Numbers URL: https://iworkexpert.com/paste-special-values-in-apple-numbers/ Last updated: 2026-06-23T17:03:19.000Z > In Numbers, using "Paste Formula Results" is the equivalent of "Paste Special Values" from Excel If you're coming from Excel, chances are you've tried to perform a paste special values command in Numbers only to find that option isn't there. Or is it? As with many PC vs. Mac differences, the paste special values feature is available, but it's goes by ***paste formula results***. If you simply want to copy the results of a formula, read on to learn all the facets of the paste special values in Apple Numbers and what it can do for you. --- **Things to Know** - The equivalent of *paste special values* in Excel is ***PASTE FORMULA RESULTS* in Numbers.** - To perform a paste special values, simply copy the cells and then paste use the keyboard shortcut Shift + Command + V. Alternatively, go to the menu bar and under 'Edit' you'll find *paste formula results*. - Unfortunately, there's no 'right click' option to perform this task. You'll have to do this from the menu bar or using the keyboard shortcut. --- ## What is Paste Formula Results in Numbers? When you have a formula that is calculating a set of numbers, you'll get a result from that calculation. For example, say you want to multiply quantity by price. You have quantity numbers in column A and price amounts in column B. In Column C, you multiply column A with B to get the total cost of inventory. Now say you want to take those results in column C and paste them in a different area of a spreadsheet. You simply want to show the totals and not provide the calculations for it. If you were to simply copy the result in column C, you'd get either an error or some funky results as you're actually copying the formula, A + B, instead of the results. In column D, you'll see the results are different since the formula you setup is now taking column B + column C. ![If you copy columns C’s results to column D, you’re only copying the formula. You’re not actually copying the results from column C](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Copying-a-Formula-Instead-of-the-Results.webp) If you copy columns C’s results to column D, you’re only copying the formula. You’re not actually copying the results from column C ### Using Paste Special Values in Apple Numbers To avoid this issue, you'll want to use "paste formula results". By using this command, it will paste the results of the formula instead of adjusting the formula itself. For those of you coming from Excel, you may know this command as paste special values. This command is the same as paste formula results, but it simply has a different command name in Numbers. To perform paste formula results, you'll have to either select the command from the menu bar or use the keyboard shortcut. There is no right click, pop up menu option to perform this command. The first thing to do, of course, is the copy the cells you want. From there, you can either: - Paste use the keyboard shortcut **Shift + Command + V**. - Alternatively, go to the **menu bar** and under '**Edit'** you'll find ***paste formula results***. ### Your Results Are Not Linked to the Original Formula Anymore Once you have performed this command, you'll get the results of the formula as opposed to the formula itself. Those results will simply be the result of the formula. Those results are not linked back to the original formula. See the screenshot below. Notice how the cell doesn't contain formula cells and instead is just the number that is a result of that formula. ![No formula here. Just the numbers that are a result of the formula in column C](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Paste-Formula-Results.webp) No formula here. Just the numbers that are a result of the formula in column C ## Things to Keep In Mind While the results in the above example are numbers, you can perform the paste formula results command with any type of string. It's not limited to numbers. The best way to remember this is within the name of the command itself. It's 'Paste FORMULA Results', not just number results, etc. ### Unlock or Lock a Spreadsheet in Numbers URL: https://iworkexpert.com/unlock-or-lock-a-spreadsheet-in-apple-numbers/ Last updated: 2026-06-23T17:04:20.000Z > You have the option to lock a spreadsheet in Numbers. Importantly, this isn't the same as password-protecting. When you lock a spreadsheet, anyone can unlock it. Does the word "Locked" appear next to the file name of your spreadsheet and you need to unlock it? Conversely, do you want to lock your spreadsheet so you only display the contents without the risk or someone accidentally editing, moving, deleting or renaming it? Either way, there is a simple way to unlock or lock a spreadsheet in Apple Numbers. In this post, see what you need to do and what limitations you need to be aware of. --- **Things to Know** - **To unlock or lock a spreadsheet, click on the file name of the spreadsheet itself. A pop-up appears where you can check or uncheck a tick box labeled "Locked".** If the tick box has a checkmark, the file is locked. If unchecked, the file is unlocked. - **Understand that ANYONE can lock or unlock a spreadsheet in Apple Numbers. This is not a security feature.** Further, this type of locking is separate from locking an individual table. - **If you're concerned about security, you'll want to password-protect the spreadsheet instead of locking it.** Again, locking does not prevent someone from opening the file and making a copy. --- ## Unlock or Lock a Spreadsheet To unlock or lock a spreadsheet in Numbers: 1. First start by clicking on the file name itself at the top of the window. 2. A pop up appears and in the bottom right hand corner there is a tick box labeled "Locked". - To lock the spreadsheet, check the tick box. - Conversely, un-click the tick box to unlock the spreadsheet. ### Effects of Locking and Unlocking a Spreadsheet Knowing that you can lock a Numbers spreadsheet (or unlock it), the next question leads to why? Locking a spreadsheet is helpful because it prevents anyone from accidentally editing, moving, deleting or renaming. Think of it this way. If you have data that you'd like to display without someone mistakenly messing with it, locking the file prevents tampering. If anyone tries to type even a single character within the spreadsheet, a pop-up message appears. The message informs you that the file is locked. In fact, Numbers will ask you to unlock the file to make edits or to duplicate the file to work with a separate copy. ![The pop-up message when a spreadsheet is lock and attempts to edit it](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Locked-Spreadsheet-Pop-Up-Message.webp) The pop-up message when a spreadsheet is lock and attempts to edit it ### Limitations and Warnings of Locking a Spreadsheet in Apple Numbers It's helpful to know how to lock a spreadsheet in Apple Numbers and the various benefits of doing so, but there are also limitations to remember. 1. You must save a spreadsheet before you lock it. Otherwise, the option is unavailable. 2. Locking a file does not securely protect the spreadsheet. Anyone can unlock a file, so nothing stops a person from viewing everything in the file. Do not confuse locking with password-protect. 3. In addition to point 2, locking does not prevent someone from duplicating the file. Someone could simply duplicate and then have access to everything. If there is anything you don't want someone to see, password-protect the file. 4. Locking the spreadsheet locks the whole file itself. Don't confuse this with locking tables or other elements that make up the spreadsheet (i.e. tables, graphs, shapes, etc.). ### Can't Lock Individual Cells Either You should also consider that individual cell can't lock. This simply isn't a feature in Apple Numbers. One workaround is to place any information you don't want altered into it's own table. Then lock that table. Again, locking doesn't password-protect it, so anyone can unlock the table. If security is paramount, password-protect the spreadsheet instead. Here's another concern I've come across. You have a spreadsheet that contains important information and you share it with others like subordinates or employees. How do you ensure certain cells remain unalterable? The short answer is that it's not possible. You can't lock or password-protect individual cells or tables. If this is a major concern, consider a different approach. ## Wrap Up Anyone can lock or unlock a spreadsheet. If you come across a spreadsheet that is locked, you can unlock it without the need for a password. Locking is great when you don't want anyone to accidentally or mistakenly adjust the contains within a spreadsheet. Don't confuse this with securely protecting the file since anyone can unlock or make a duplicate copy of your spreadsheet. In those cases where you want true security, password-protecting the spreadsheet is the way to go. ### The SUMIF Function in Apple Numbers Explained URL: https://iworkexpert.com/the-sumif-function-in-apple-numbers-explained/ Last updated: 2026-07-09T21:36:55.000Z Let's say you run a small concession stand and want to know how much you made from Coke sales specifically, not Pepsi, not 7-Up, not any other soda. Just Coke. Adding up the whole sales column won't get you there, and picking out the Coke rows by hand gets old fast once you've got more than a handful of entries. What you need is a way to sum based on a condition. That's exactly what SUMIF does. SUMIF adds up values in a range, but only for the cells that match a condition you set. The function name says it all: sum, if a condition is met. 📌 ****Note:** SUMIF gives you a sum, not a count. If what you actually want to know is how many cells match a condition rather than their total, that's a job for [COUNTIF](https://iworkexpert.com/countif-function-in-apple-numbers/). 💡 ****Tip:** SUMIF only checks one condition. For more than one, use SUMIFS, though heads up, SUMIFS arranges its arguments differently (sum-values comes first instead of last). --- ## SUMIF Function Details ![Numbers formula editor displaying the SUMIF function with three argument fields labeled test-values, condition, and sum-values.](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/10/The-SUMIF-function.png) The SUMIF function formula editor in Numbers, showing its three arguments: test-values, condition, and sum-values. **Purpose**: Returns the sum of the cells in a collection that satisfy a given condition you specify **Result**: A sum of the matching cells **Syntax**: `=SUMIF(test-values, condition, sum-values)` **Arguments**: test-values, condition, sum-values (optional) - **test-values**: the group of cells you're checking the condition against - **condition**: the criteria each cell is tested against, which resolves to true or false. The condition is written as an expression, and your criteria can be expressed in a few ways: - **comparison operators** (`=`, `<`, `>`, `<=`, `>=`, `<>`) - **constants** (values that don't change) - **references** (a value from another cell) - **ampersand concatenation operator** (combine the contents of conditions or cells like less than what's in cell A2, i.e., `"<"**&**A2`) - **wildcards** (?\*\~) or **REGEX** - **sum-values** (optional): the group of cells you actually want to add up. Leave this out and SUMIF just sums the test-values instead 📌 ****Note:** Wildcards work reliably on cells formatted as text. If a column is formatted as numbers, a wildcard condition usually won't catch a match, even when the values look like text at a glance. If you're coming from Excel, SUMIF syntax looks like this `=SUMIF(range, criteria, [sum_range]`. Conceptually, Numbers arguments are setup in the exact same way, just the labels used for syntax is different: **test-values** instead of *range*, **condition** instead of *criteria*, **sum-values** instead of *\[sum\_range\]*. Same function, different names on the same three boxes. ### Quotations Quotations in the SUMIF formula can get confusing because some conditions need to be in quotes while others do not. Direct cell references do not need quotes. However, if you type text or a comparison operators in the formula, those must be wrapped in quotation marks. Here is a really simple, three-tiered approach: - **Direct Cell References** (no quotes): `A2` *(Numbers reads the data inside the cell automatically)* - **Text or Hardcoded Operators** (use quotes): `"Pepsi"`, `">50"`, `"<=2026"` - **Combining Operators with Cell Reference** (partial quotes): `"<="&A2` *(notice the comparison <= is in quotes, but the ampersand and cell reference A2 is not)* ### More Ways to Write the Condition - Sum if equal to 10 → `"10"` - Sum if greater than 100 → `">100"` - Sum if less than or equal to 100 → `"<=100"` - Sum if equal to "bob" → `"bob"` - Sum if not equal to "bob" → `"<>bob"` - Sum if cell starts with "ka" → `"ka*"` - Sum if cell contains "ka" anywhere → `"*ka*"` - Sum if cell starts with "ka" and has exactly one character after → `"ka?"` - Sum if equal to what's in cell A1 → `A1` (no quotes) - Sum if less than what's in cell A1 → `"<"&A1` - Sum if less than a specific date → `"<2/1/2026"` Same rule of thumb as other IF functions: almost everything goes in quotes except a direct cell reference. For the ampersand operator specifically, keep the cell reference outside the quotes, or Numbers reads it as the literal text "B2" instead of whatever value is sitting in that cell. --- ## When You'd Actually Use SUMIF SUMIF is for the moment you want a total that's filtered by one thing. Not "how much did we sell," but "how much did we sell of this one item, this one client, this one category." A few situations where that comes up in practice: - You're tracking expenses by category and want to know how much went to "airfare" without manually adding up every supply line by hand. - You run a small shop and want total sales for a specific product, separate from everything else moving through the register. - You're managing freelance invoices and want to see how much one particular client has paid you to date, out of a sheet that has every client mixed together. The common thread is one condition, one number back. The moment the question becomes two conditions at once, like "how much did this client pay in March specifically," SUMIF can't get you there on its own. That's the cue to move to SUMIFS instead. ## How to Use the SUMIF Function in Numbers I'll show a brief step by step guide on how to use SUMIF for finding the total of item "Hat" in column A followed by an example. ![Numbers spreadsheet using SUMIF to total all "Hat" entries from a list of items and prices, returning $17.00.](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2026/06/sumif-numbers-function-how-to-use.png) Using SUMIF in Numbers to total all "Hat" sales — the formula `=SUMIF(A2:A12,"Hat",B2:B12)` scans the Item column for matches and adds up the corresponding totals. **Step 1: Reference the test-values** The first argument is test-values. In our example, that's cells A2:A12. **Step 2: Enter the condition** The second argument is condition. In our example, I want to sum only those items that are "Hat", so I'll enter `"Hat"`. Note the quotation marks as this is a hardcoded text-operator. **Step 3: Reference the sum-values** The last argument is sum-values. In our example, that's cells B2:B12. **Step 4: See the result** The completed formula is `=SUMIF(A2:A12, "Hat", B2:B12)`. This provides the result of $17.00 which is the total of cells B2 + B4 +B7 + B9 + B11. ### **An Example of Using SUMIF** Before reaching for SUMIF, double check you're actually only testing one condition. It's an easy thing to miss, since a request can sound simple and still be asking for two things at once. Here's a common version of that trap: a salon owner asks, "Show me the total card payments for Luna." That sounds like one ask, but it's really two conditions: payment method (card) and stylist (Luna). SUMIF can't do that on its own. You'd need SUMIFS for that. So let's stick with something SUMIF actually handles: totaling payments by stylist. Here's a simplified appointment log. ![A table of completed appointments showing stylist, client, total charge, tip, and payment method for each visit, used to demonstrate SUMIF in spreadsheet tutorials.](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2026/07/sumif-numbers-function-example-appointments.png) A spreadsheet table that lists information for completed appointments for hair stylists. **Total Payment to Each Stylist** - test-values: Column A (Stylist) - condition: `"Luna"` - sum-values: Column C (Payment) - Formula: `=SUMIF(A2:A11,"Luna",C2:C11)` - Result: $84 (rows 2 and 7: $56 + $28) To answer other question variations, you're just pointing the same three arguments at different columns. - **Total Tips to Stylist "Luna":** same test-values and condition, sum Column D (Tip) instead. `=SUMIF(A2:A11,"Luna",D2:D11)` → $19 - **Total Payments by Client:** test-values move to Column B (Client), condition becomes a client's name. `=SUMIF(B2:B11,"Carol.",C2:C11)` → $58 - **Total Tips by Client "Carol":** same as above, sum Column D instead. `=SUMIF(B2:B11,"Sarah K.",D2:D11)` → $18 - **Total by Payment Method:** test-values move to Column E (Method). `=SUMIF(E2:E11,"Card",C2:C11)` → $128, and `=SUMIF(E2:E11,"Cash",C2:C11)`→ $172 Same function, same structure every time. Only the columns change depending on what you're actually asking. ### What SUMIF Isn't For It's also worth pointing out what SUMIF isn't for. Picture that same salon appointment log. If the question is "how many appointments did Luna have this week" instead of "how much did Luna make this week," you're not summing anything anymore, you're counting rows. SUMIF will still run if you hand it that question, but it's built to total payment values, not tally how many rows matched. The fix is actually using the right function for the result you want: COUNTIF does the counting and skips the sum-values argument entirely, since there's nothing to add up. The other direction shows occasionally for novice spreadsheet users. If there's no real condition, say you want the total of every payment in the log regardless of who did the work, writing a SUMIF condition that's built to match everything is solving a problem you don't have. The condition argument is the whole reason SUMIF exists; it's what decides which rows get included and which get skipped. If nothing actually needs filtering, SUM gets you the same total without having to use extra functions. ## SUMIF Error Handling The most common error comes from an argument range size mismatch. If test-values and sum-values have a range that is different numbers of cells (i.e., test-values range from A2:A10, but sum-values range from B2:B11) Numbers won't run the calculation. You'll see a red warning triangle on the cell, and clicking it shows a message to the effect that the range arguments need to be the same size. The fix is to recheck that both ranges start and end on the same rows. A second, sneakier issue: the formula runs fine but returns 0 instead of erroring out. This usually means the condition isn't actually matching anything. Often, this is due to a column formatted as numbers instead of text or the condition text doesn't exactly match what's in the cells (extra spaces, a typo, mismatched capitalization on something that actually does need an exact match elsewhere in the formula chain). If there is anything I've learned from spreadsheets, it's that you want to check your result for reasonableness. If you're getting a result but it looks wrong rather than an outright error, double check sum-values is pointing at the column you actually meant to total. It's an easy swap to make by accident, especially once a sheet has several similarly named columns. ## Why Not Just Filter Instead? For a one-off question on a small table, filtering works fine. Filter by stylist, jot down the total, clear the filter, repeat for the next stylist. It stops being fine once the table grows. Picture that same appointment log six months from now, with hundreds of rows instead of ten. Filtering, reading off a total, clearing the filter, and doing it again for every stylist and every payment method turns into a lot of repetitive clicking, and you'd have to redo the whole thing every time a new appointment gets added. A SUMIF formula just sits there and updates itself the moment new rows come in. ## Considerations and Limitations These are some consideration and limitations when using the SUMIF function. **Considerations** - Sum-values needs to cover the same number of cells as test-values. If test-values spans 10 rows, sum-values needs to span those same 10 rows, or the total will be off (or the formula will error out). - Avoid building the test-values range itself out of concatenation. Concatenation is fine inside the condition, just not the range you're testing against. - If you're selecting multiple columns or rows for test-values, keep the range of cells consistent across each one. - Cell references go without quotes. Just about everything else does. **Limitations** - SUMIF only checks one condition. For more than one, use SUMIFS. - SUMIF isn't case sensitive. "card," "Card," and "CARD" are all the same. --- SUMIF is the function to reach for any time you need a total filtered by one condition: sales for a specific item, payments to a specific person, totals by category. Once the three part structure (test-values, condition, sum-values) clicks, adapting it to a new question is mostly just swapping which columns you're pointing at. If you find yourself needing to check two conditions at once, that's your cue to move on to SUMIFS. For more detail, see Apple's support guide for [SUMIF](https://support.apple.com/en-euro/guide/functions/ffa58cd24e/13.2/web/1.0?ref=iworkexpert.com). ## Related Functions **AVERAGEIF** \- returns an average of the matching cells that meet a single condition. **AVERAGEIFS** \- returns an average of the matching cells that meet multiple conditions at once. **SUMIFS** \- sums cells that meet two or more condition **SUM** \- adds up every value in a range, no conditions involved ### Translate Text in Pages to Another Language URL: https://iworkexpert.com/translate-text-in-pages-to-other-languages/ Last updated: 2026-06-23T17:05:36.000Z > Translating text is easy to do with over 20 languages to choose from There's a simple and accurate way to translate text in Pages to another language. Yes, you read that correctly. Translate text in Pages! The crazy thing is that I didn't realize how easy it was to do or that it was even an option. Granted, there are all sorts of tools online that can help you do this and Apple even has the *Translate* app on iPhone and iPad. However, the catch with doing any of that is having to leave the document you're working on to copy/paste text to translate. Although it's not incredibly inconvenient to do that, it can be disruptive to your workflow. In any case, let me show you how you can use this really cool feature in Pages. --- **Things to Know** - **When in** [**Word Processor mode**](https://iworkexpert.com/word-processing-vs-page-layout-mode/)**, you can simply highlight all the text you want translated, right click your mouse, and select the "Translate" option from the pop up menu.** When in Page Layout mode or if you have text within text boxes, you can still translate but you'll need to select the text within each individual, unlinked box to do it. - **After you've clicked "Translate", you'll see another pop up menu where you'll get a preview of the translated text with the option to replace the highlighted text directly.** You can also copy the translated text if you wish you paste it in another app or you can listen to the text read in another language. - **There are 20 system wide languages you can translate to. I list the specific languages below, but I would preface them as "widely used" languages.** You'll also need to make sure you're connected to the internet for the translations to work (or have the language you need downloaded for offline use). --- ## How to Translate Text in Pages The way you start a translation is easy. 1. Simply highlight the text you want to translate. This can be the entire document itself or just a section within it. 2. Then, Right Click with the Mouse on the text you highlighted or press Control + Left Click the Mouse. 3. Select the "Translate" option from the pop up menu. ### Select Which Language You Want to Translate To - A List of the Available Languages Once you've done the steps above, you'll see a new pop up window will appear. The first thing you'll want to do is select the language you'll want to translate to. You'll have a choice of 21 languages to choose from that include: - Arabic - Chinese (Mandarin, Simplified) - Chinese (Mandarin, Traditional) - Dutch - English (United Kingdom) - English (United States) - French (France) - German (Germany) - Indonesian - Italian (Italy) - Japanese - Korean - Polish - Portuguese (Brazil) - Russian - Spanish (Spain) - Thai - Turkish - Ukrainian - Vietnamese ### Translate Options ![The pop up menu after you have selected the option to translate](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Translate-Options.png) The pop up menu after you have selected the option to translate After you have selected the language, within the same pop up window you also have three options to choose from. You can: - Click the "Replace with Translation" button which will replace the text you selected with the translated text. - Click the "Copy Translation" button which will only copy the translated text. This can be helpful if you want to write out the text in Pages first, and then copy it to another app or location. - Select the orange colored play button to hear the spoken version of the translation. To me, this is all really cool stuff. I recently found myself needing to translate the game rules for a [card game I created](https://pineappbillgames.com/3-2-1-pinata-card-game/?ref=iworkexpert.com) from English to Spanish. Lo and behold, I could do this quickly and easily in Pages. ## Are the Translations Accurate? Now, I am at a loss in how I'd audit the accuracy of the translations. I don't understand any other language than English, so how do I know Pages did a good job translating my document? Therefore, I decided to perform a small test comparing the translation in Pages to Google Translate. ### Pages Translation Compared to Google Translate Technically, it's not Pages doing the translation. It's Apple's system wide translation that does it. Translation requests are performed using Apple's servers and sent back to your computer. This means you'll need to have an internet connection to perform the translation. You could also add and download languages for offline use, but Apple states this may result in less relliable translations. This makes sense because Apple can update and, presumably, tweak translations for "more accurate" translations in the future. My audit of accuracy starts with some text I wrote (first paragraph). I take this orignal text and translate it to Spanish through Pages and Google Translate. You can see some differences in how the text translates (second and third paragraphs). Then, I translated the output I got in Spanish back to English. That also had some slight differences (fourth and fifth paragraphs). You can see that the differences are minor. To the extent of the context of the text, it's pretty much maintained and I would guess the end user would understand the gist of what's being said. I'm assuming this would be consistent for other languages too. It seems Google Translate's Spanish to English translation was able to replicate the original paragraph more closely. Still, the differences had to do with adding a pronoun like *her* and improving a sentence by addding *is*. I'm biased, but given the minor differences I would continue to use Pages to translate my text. ## Some Limitations and Privacy Notes As noted above, there are some limitations that come with translating text in Pages such as needing an internet connection or needing to download a language for offline or on-device use. On an individual basis, you may also have privacy concerns. Apple says it randomizes and anonymize your data so it's not assciated with your Apple ID, email, or other data. These stesps that Apple takes may assuage you of those concerns. ### Accuracy Concerns Additionally, you may be concerned with accuracy. While common sense, it's important not to rely on these translations where, in Apple's own words: *Translate should not be relied on in circumstances where you could be harmed or injured, in high-risk situations, for navigation, or for the diagnosis or treatment of any medical condition.* ## Wrap Up Apple Pages offers a great and convient way to get your text into another language. It's simple to implement because it doesn't require any additional software. There are 20 languages you can choose from (and each iteration of MacOS seems to add a few more). Translated text is accurate to maintain the gist of the content and for the reader understand the primary context of what's written. FOR MORE INFO [Translate text on Mac](https://support.apple.com/en-lamr/guide/mac-help/mchldd8b3c15/mac?ref=iworkexpert.com) ### Export Keynote Presentations to PowerPoint and Other File Formats URL: https://iworkexpert.com/export-keynote-to-powerpoint-and-6-other-formats/ Last updated: 2026-06-23T17:06:24.000Z > Creating a presentation in Keynote is simple and so is exporting it. Plus, the exportable formats show just how versatile Keynote is You can export Keynote Presentations to other formats like PowerPoint, an MP4 movie, an animated GIF, and more. Keynote is for more than just presentations and has a range of versatility. It means you can create within Keynote something completely different that has nothing to do specifically with a presentation or slide deck. It's a handy tool considering how easy it is to create within this app. Whether you need compatibility to a PowerPoint presentation or something else, in this post I'll show you how you can export Keynote to PowerPoint and six other formats. --- **Things to Know** - **In Keynote, you can export to the following seven formats: PDF, PowerPoint, an MP4 movie, an animated GIF, an image (JPEG, PNG, or TIFF), HTML, or to the superseded Keynote '09.** - **To export Keynote presentations to your desired format, simply go to the Menu Bar and under *File*, select the *Export To* option.** - **Keynote is truly versatile. From compatibility with PowerPoint to creating short videos and GIFs, considering Keynote in lieu of other apps that do the same thing may save you time and money.** --- ## What Formats Can I Export Keynote Presentations Altogether? Whether it's a presentation, slide deck, or something else, you can export Keynote presentations into the following seven formats: - PDF - PowerPoint - Movie (MP4) - Animated GIF - Images - HTML - Keynote '09 Naturally, the format you'll want to export to will depend on your end goal. Are you looking for an easy way to distribute your presentation? Is your goal to create something you can play on repeat for customers viewing your products on a tv or other monitor? Whatever your use case may be, you have several options to choose from. Lastly, this post is written more as a reference guide than something you read from A to Z. I'll outline each format type and provide recommendations for specific use cases. Whether you want to export Keynote to PowerPoint format or one of the other formats, feel free to scroll through the sections and skip what you don't need. ## How to Export Keynote Presentations Into Each Format First, you'll want to start by bringing up the Export screen. To do this, go to: **File --> Export To --> *Choose your export option*** (this won't export your document yet. It'll just bring you to another pop up screen) ![Export menus dropdown in Apple Keynote](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Screenshot-2024-02-27-at-4.37.04-PM.webp) To export Keynote to PowerPoint or another format, go to ****File --> Export To -->** ***Choose your export option**(this won't export your document yet. It'll just bring you to another pop up screen) Once you have chosen a format, a pop up window will appear on the option you selected. In the example below, I chose PowerPoint. If you accidentally clicked on the wrong option, note that you can still selected the other options available towards the top row just under "Export Your Document". Now, let's get into the specifics of how to export Keynote presentations into each available format. ### Keynote to PDF To export Keynote to a PDF, start by bringing up the Export screen. To do this, go to: **File --> Export To --> PDF...** You'll see the following export options: #### Include Presenter Notes, Skipped Slides, Each Stage of the Builds, and Comments Checkboxes Each of these choice are pretty straight forward. If checked, the PDF will include that particular feature. The one that can be a little confusing is the "Include each stage of the builds" option. What this option is really getting at are the [animation/transition](https://iworkexpert.com/difference-between-animations-and-transitions-in-apple-keynote/) points, if any, that you have created will be considered a "build". Not all of the animations/transitions, just those that would require another click to proceed to the next slide. #### Image Quality Considerations You can select between *Best*, *Better*, and *Good*. You'll really want to choose between the "Best" and "Better" options. The "Good" option will make your images look terrible. - Choose "Best" if you want to maintain the image quality as is AND the total file size is not an issue. - Choose "Better" if it's okay to compress images slightly (you probably won't notice any difference in quality) to significantly reduce file size. - Personally, I WOULD NOT choose "Good". Every image looks pixelated and gives a terrible impression to anyone seeing it. There are certainly trade offs with each so you'll need to decide which is more important. Note that these options only applies to images. Text continues to look the same. #### Password Option Checkboxes If you select password, you'll be able to setup the password once the box is checked. You'll also be asked to re-verify that password along with a providing an optional password hint. Keep in mind, when you set a password for the PDF, it does not affect the original document. Unless you have a specific purpose for any of this checkbox, it's best to leave it unchecked. #### Advanced Options: Accessibility Without getting too technical, in this step you're essentially having Pages tag the PDF so that those with visual impairments can have a screen reader better indicate the layout and structure of your document. While tagging technically increases the file size of your document, it usually isn't noticeable. The default option is "Default" where Pages will tag up to 10,000 items (or cells). You can also change to "On" which will export ALL tagging or "Off" which will export no tagging. My recommendation is to leave it to "Default" or "On". That's it. That is how you export Keynote to PDF. **Best For:** Export Pages to PDF when you need to easily share a document with others. PDFs allow you to maintain the look and feel of the document without having the chance (or worry) that your document will format differently on the other person's end. For consistency with a format that is universal on practically any device, PDF is the way to go. ### Keynote to PowerPoint Format (.pptx) ![Keynote to PowerPoint](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Keynote-to-PowerPoint.webp) Keynote to PowerPoint To export Keynote files to a PowerPoint foramt, start by bringing up the Export screen. To do this, go to: **File --> Export To --> PowerPoint...** You'll then be presented with the following export option: #### Password Option Checkbox The only option to select from is the *Require password to open* checkbox. If selected, you'll be prompted to create a password and the re-verify it. It is also recommended you include a password hint. Keep in mind, when you set a password for the Excel spreadsheet, it does not affect the original Numbers file. Unless you have a specific purpose for having a password, it's best to leave this checkbox unchecked. That's it. That is how you export Keynote to PowerPoint. **Best For:** Of course, export to PowerPoint if you need to have the other person see your document in a PowerPoint format. Perhaps this is the case for collaborating on a slide deck or if you're working with another business that uses Microsoft Office. You will need to keep in mind the [potential compatibility issues](https://www.apple.com/keynote/compatibility/?ref=iworkexpert.com) of functionality supported in Keynote, but not in PowerPoint and vice versa. ### Keynote to a Movie (MP4 Format) ![Keynote to Movie](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Keynote-to-Movie.webp) Keynote to Movie To export Keynote to a movie, start by bringing up the Export screen. To do this, go to: **File --> Export To --> Movie...** You'll then be presented with the following export options: #### Playback This will default to *self-playing*. If you have recorded a narration with the presentation, then you also have the choice of *Slideshow Recording*. #### Slides You can choose to export all or just those slides you indicate. You also can choose to add additional time between from one slide to the next or one build to the next. These timings apply to the entire slide deck, but does not affect those timing you have already built in the presentation itself. Sometimes you'll want to set these to 0.0 seconds as you already have the proper timings built into the presentation. Other times, you may want to delay as you have information you want people to see before going to the next slide. #### Resolution Choose between 720p, 1080p, or a custom setup. If you select custom, you are presented with several options to define your movie. You even can export a transparent movie assuming you have "No Fill" backgrounds on your slides and chose the proper compression type. That's it. That is how you export Keynote as a movie. **Best For:** When you want to display your presentation as a movie. Think if you want to create an advertisement inside of your store or a type of digital flyer at a trade show. This may also be a great option if you don't want to present the same presentation again and again assuming all your inputs are the same. Whatever your need, a movie format for your presentation may be the convenient answer. ### Keynote to an Animated GIF ![Keynote to Animated GIF](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Keynote-to-GIF.webp) Keynote to Animated GIF (cats seemed the best icon to use for this example) To export Keynote to an Animated GIF, start by bringing up the Export screen. To do this, go to: **File --> Export To --> Animated GIF...** You'll then be presented with the following export options: #### Slides, Resolution, Frame Rate, and Auto-Advance Select which slides numbers, resolution, and frame rate you want. Leave these choices on default will probably be okay, but update as needed to fit what you're going for. You'll also have the option to create transparent backgrounds, but this assumes your slide background is set to "No Fill". Otherwise transparency won't work. What's nice about this export screen is that you'll also be shown the *Duration* along with the *Resolution* size of the GIF. That's it. That is how you export Keynote to an animated GIF. **Best For:** When you want create a homemade GIF. Yes, there are various third party software/websites out there that can do this for you too. However, I really do prefer using Keynote for this. GIF are fun, and if used properly, can even help teach a concept or reveal an announcement. Whatever your purpose, Keynote can accomplish for you. [You can also read an example of one I made](https://iworkexpert.com/create-animated-gifs-using-apple-keynote/). ### Keynote into an Image Format (JPG, PNG, or TIFF) ![Keynote to images](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Keynote-to-Images.webp) Keynote to Images (not just to the Apple Photos app) To export a Keynote file to an image, start by bringing up the Export screen. To do this, go to: **File --> Export To --> Images...** You'll then be presented with the following export options: #### Slides You can choose to export all of the slides or just a certain slides(s) of the document. You can also choose to create an image for each stage of the build if you have applied animations or transitions. #### Format You're presented with the following formats for images: - JPEG (High Quality) - JPEG (Smaller File Size) - PNG - TIFF Typically, you'd want to select JPEG for photos, PNG for graphics or images that allow transparency, and TIFF if you don't want to lose any image quality and are okay with large file sizes. Your use cases may vary. NOTE: Keynote slides will allow for true transparent background unlike the PNG option in Pages which does not. You MUST set the slide background to "No Fill" in order for it to work. The whole size of the slide will then be exported, so you may need to crop in Preview to reduce the dimensions, if you prefer. That's it. That is how you export Keynote to an image. **Best For:** While it might seem unintuitive why you'd want to export to an image format, consider this. If you created a piece of art or other digital asset, you may want to share it as part of another project and you'd need it in an image format. Exporting what you created to be used as part of another project would be one reason exporting to images is helpful. ### Keynote to HTML ![Keynote to HTML](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Keynote-to-HTML.webp) Keynote to HTML To export Keynote presentations to a HTML document, start by bringing up the Export screen. To do this, go to: **File --> Export To --> HTML...** There are not additional export options, so you'll simply click "Save..." to export to HTML. Keep in mind that animations and builds will continue to work on the browser, but transitions will not. The export will create a folder with and an "index.html" page and an "assets" folder. You can open the *index.html* file and this will open it up in your default browser for you to present (similar to) as if it were in Keynote That's it. That is how you export Keynote to HTML. **Best For:** When you want to export your presentation into a web browser. By doing this, you can potentially make your presentation more shareable. Personally, I'm not a fan of doing this, but that doesn't mean it can't work or be good for you. It just seems to lose its pizzaz by doing this, but feel free to experiment with it and see how it can work for you. ### Keynote to a Keynote '09 Format ![Keynote to Keynote '09](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Keynote-to-Keynote-09.webp) Keynote to Keynote '09 To export a Keynote presentation into a Keynote '09 format, start by bringing up the Export screen. To do this, go to: **File --> Export To --> Keynote '09...**(note this format is for Keynote versions 5.0 through 5.3) The only option to select from is the *Require password to open* checkbox. If selected, you'll be prompted to create a password and the re-verify it. It is also recommended you include a password hint. Keep in mind, it does not affect the original Keynote document. Unless you have a specific purpose for having a password, it's best to leave this checkbox unchecked. That's it. That is how you export a Keynote presentation to a Keynote '09 format. **Best For:** While obvious, exporting to this format if needed. Be aware that some features in present day Keynote isn't available in Keynote '09\. Keynote '09, in my opinion, is equivalent of having Microsoft Works (for those that remember and perhaps slightly miss it like I do 🫠). ## Recap Whether you're looking to export Keynote presentations to a PowerPoint presentation or some other format, know there are a variety of options available to you. The above paragraphs make it clear what you can do and provide reasons for why you'll want to "export to..." certain formats over others. From personal experience, Keynote has more versatility than I think is generally known. While there are certainly many use cases for using Keynote, it's up to you how to best decide what will fit for the project, goal, or audience you have. [To learn how to export a Pages document](https://iworkexpert.com/export-pages-to-pdf-and-6-other-handy-formats/), we have a separate post for that. [To learn how to export a Number spreadsheet](https://iworkexpert.com/export-numbers-to-excel-and-4-other-formats/), we have a separate post for that as well ### Export Numbers Spreadsheets to Excel and Other File Formats URL: https://iworkexpert.com/export-numbers-to-excel-and-4-other-formats/ Last updated: 2026-06-23T17:07:00.000Z > Creating a spreadsheet in Numbers is simple and so is exporting it You can export Numbers spreadsheets to formats like Excel, CSV, and more. If compatibility or distribution is a concern, Numbers has the capability to quell any issues you have. It's a great app considering how easy it is for someone to overlook or dismiss its capabilities. Whether you need compatibility to an Excel file or a common format to upload data, in this post I'll show you how you can export Numbers spreadsheet to Excel and four other formats. --- **Things to Know** - **In Numbers, you can export a spreadsheet to the following five formats: PDF, Excel, a CSV, a TSV, or to the superseded Numbers '09.** - **To export Numbers spreadsheets to your desired format, simply go to the Menu Bar and under *File*, select the *Export To* option.** - **Numbers capabilities are numerous. From compatibility with Excel to creating CSV files for uploads, using Numbers for everyday task (whether personal or professional) helps you get stuff done**. --- ## What Formats Can I Export Numbers Spreadsheets Altogether? Whether it's an invoice, a graphical breakdown of data, or something else, you can export Numbers spreadsheets into the following five formats: - PDF - Excel - CSV - TSV - Numbers '09 Naturally, the format you'll want to export to will depend on your end goal. Are you looking for an easy way to distribute an overview of your spreadsheet? Is the content of the spreadsheet going into another server or another computer program? Whatever your use case may be, you have several options to choose from. Lastly, this post is written more as a reference guide than something you read from A to Z. I'll outline each format type and provide recommendations for specific use cases. Whether you want to export Numbers to Excel or one of the other file formats, feel free to scroll through the sections and skip what you don't need. ## How to Export Numbers Spreadsheets Into Each Format First, you'll want to start by bringing up the Export screen. To do this, go to: **File --> Export To --> *Choose your export option*** (this won't export your document yet. It'll just bring you to another pop up screen) ![export dropdown menu option in apple numbers](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Screenshot-2024-02-27-at-1.12.29-PM.webp) To export Numbers to Excel or another format, go to ****File –> Export To –>** ***Choose your export option**(this won’t export your document yet. It’ll just bring you to another pop up screen) Once you have chosen a format, a pop up window will appear on the option you selected. In the example below, I chose Excel. If you accidentally clicked on the wrong option, note that you can still selected the other options available towards the top row just under "Export Your Document". Now, let's get into the specifics of how to export Numbers spreadsheets into each available format. ![The “Export Your Spreadsheet” pop up window in Apple Numbers](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Screenshot-2024-02-27-at-1.14.24-PM.webp) The “Export Your Spreadsheet” pop up window in Apple Number ### Numbers to PDF ![Numbers to PDF](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Numbers-to-PDF.webp) Numbers to PDF To export Numbers to PDF, start by bringing up the Export screen. To do this, go to: **File --> Export To --> PDF...** You'll see the following export options: #### Page Layout You can choose between - Use print settings - Fit each sheet to a single page Note that each worksheet (a.k.a. sheet tab) will appear at it's full size and on a separate page when exported. If you choose the "Use print settings", your spreadsheet will "print" to PDF just as it would look like if you printed on a regular printer. It's a good idea to print preview before exporting to a PDF to see how the PDF looks. If you choose the "Fit each sent to a single page", this means each sheet within the worksheet (the sheet tabs) are printed on a single page which will stretch to fit all tables on that worksheet. Don't confuse this with separate worksheets thinking each worksheet will get its own page. You can also choose to "Include Comments" with the latter option, but not the former. Why? I don't know what the logic is behind this. However, if you want to include comments you should be aware you'll only be able to do this with the "Fit each sheet to a single page" option. Otherwise, your comments will not show. As for the comments themselves, they will actually show on their own separate page after the respectful worksheet. #### Image Quality You can select between *Best*, *Better*, and *Good*. You'll really want to choose between the "Best" and "Better" options. The "Good" option will make your images look terrible. Choose "Best" if you want to maintain the image quality as is AND the total file size is not an issue Choose "Better" if it's okay to compress images slightly (you probably won't notice any difference in quality) to significantly reduce file size. Personally, I WOULD NOT choose "Good". It makes just about every image look pixelated and would give a terrible impression to anyone seeing it. There are certainly trade offs with each so you'll need to decide which is more important. Note that these options only applies to images. Your text will continue to look the same. #### Advanced Options: Accessibility Without getting too technical, in this step you're essentially having Numbers tag the PDF so that those with visual impairments can have a screen reader better indicate the layout and structure of your spreadsheet (or since this is now a PDF, the document itself). While tagging technically increases the file size of your document, it usually isn't noticeable. The default option is "Default" where Pages will tag up to 10,000 items (or cells, but not literally the cells within the tables). You can also change to "On" which will export ALL tagging or "Off" which will export no tagging. My recommendation is to leave it to "Default" or "On". That's it. That is how you export Numbers to PDF. **Best For:** Export Numbers to PDF when you need to easily share a spreadsheet with others in a document like form. For example, perhaps you created a dashboard or summary table and you only want to include that as part of another presentation or report. PDF will be ideal to use in these cases. ### Numbers to Excel (.xlsx) ![Numbers to Excel](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Numbers-to-Excel.webp) Numbers to Excel To export Numbers to Excel, start by bringing up the Export screen. To do this, go to: **File --> Export To --> Excel...** You'll see the following export options: #### Excel Worksheets Select either "One per sheet" or "One per table". One per sheet means each Numbers worksheet (a.k.a. sheet tab) will convert to a single Excel worksheet tab. Due to the way tables are created in Numbers, the tables to start in the top corner of the Excel spreadsheet. Each subsequent spreadsheet will move down and diagonally to accommodate the way cells/tables appear in each program. One per table means each table will get its own Excel worksheet. This *can* be a cleaner way to export tables to Excel. It's really tricky to choose which method is best. To be frank, both methods are somewhat problematic. There's just too much of a *potential* difference based on how tables are created in Numbers vs. Excel and how many tables you have in Numbers. **Bottom line is if you know you need to collaborate with someone in Excel and you're using Numbers, keep everything in Numbers to a single table**. You can certainly have several worksheet tabs in Numbers, but limit the tables in those worksheets to a single table. #### Password Option Checkbox The only option to select from is the *Require password to open* checkbox. If selected, you'll be prompted to create a password and the re-verify it. The recommendation is to include a password hint. Keep in mind, when you set a password for the Excel spreadsheet, it does not affect the original Numbers file. Unless you have a specific purpose for having a password, it's best to leave this checkbox unchecked. That's it. That is how you export Numbers to Excel. **Best For:** Of course, export to Excel if you need to have the other person see your document in an Excel format. Perhaps this is the case for a data analysis or if you're working with another business that uses Microsoft Office. You will need to keep in mind the [potential compatibility issues](https://www.apple.com/numbers/compatibility/?ref=iworkexpert.com) of elements supported in Numbers but not vice versa in Excel. ### Numbers to CSV (.csv or comma-separated values) To export Numbers to CSV, start by bringing up the Export screen. To do this, go to: **File --> Export To --> CSV...** #### Tables You have to option to "Create a new file for each table" or "Combine tables into a single file". You can also choose to include table names which I DO NOT recommend doing as this can cause upload issues if uploading into another program or server. #### Advanced Options You also have the option to encode the information to a specific format. Unless you're requesting a certain encoding, leave it on Unicode (UTF-8). That's it. That is how you export a Numbers spreadsheet to CSV. **Best For:** You typically wouldn't export to CSV unless you have a specific reason. As mentioned earlier, CSV is usually used to create a common format that can be used to upload data to another source, typically done as a bulk upload. Think mailing lists, financial payments, data categories, etc. Each of these can have various inputs as part of the whole. CSV can make it easy to export information from a spreadsheet to then import that information to a server. ### Numbers to TSV (.tsv or tab-separated values) To export Numbers to TSV, start by bringing up the Export screen. To do this, go to: **File --> Export To --> TSV...** #### Tables You have to option to "Create a new file for each table" or "Combine tables into a single file". You can also choose to include table names which I DO NOT recommend doing as this can cause upload issues if uploading into another program or server. #### Advanced Options You also have the option to encode the information to a specific format. Unless you're requesting a certain encoding, leave it on Unicode (UTF-8). That's it. That is how you export a Numbers spreadsheet to TSV. **Best For:** You typically wouldn't export to TSV unless you have a specific reason. As mentioned earlier, TSV is usually used to create a common format that can be used to upload data to another source, typically done as a bulk upload. Think mailing lists, financial payments, data categories, etc. Each of these can have various inputs as part of the whole. TSV can make it easy to export information from a spreadsheet to then import that information to a server. ### Numbers to Numbers '09 ![Numbers to Numbers '09](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Numbers-to-Numbers-09.webp) Numbers to Numbers '09 To export a Numbers spreadsheet to a Numbers '09 compatible format, start by bringing up the Export screen. To do this, go to: **File --> Export To --> Numbers '09...**(note this format is for Numbers versions 2.0 through 2.3) Numbers will automatically export into a compatible Numbers '09 format. #### Password Option Checkbox The only option to select from is the *Require password to open* checkbox. If selected, you'll be prompted to create a password and the re-verify it. It is also recommended you include a password hint. Keep in mind, it does not affect the original Numbers document. Unless you have a specific purpose for having a password, it's best to leave this checkbox unchecked. That's it. That is how you export a Numbers spreadsheet to a Numbers '09 format. **Best For:** While this may sound obvious, export to this format only if needed. You'll also need to be aware that some features and functions in Numbers will not be available in Numbers '09\. Respectfully, whoever has Numbers '09 needs to upgrade. It's sort of the equivalent of having Microsoft Works (for those that remember and perhaps slightly miss like me). ## Recap Whether you're looking to export Numbers spreadsheets to Excel or some other format like CSV, know there are a variety of options available to you. The above paragraphs make it clear what you can do and provide reasons for why you'll want to "export to..." certain formats over others. While there are certainly many use cases for using Numbers, it's up to you how to best decide what will fit for the project, goal, or audience you have. [To learn how to export a Pages document](https://iworkexpert.com/export-pages-to-pdf-and-6-other-handy-formats/), we have a separate post for that. [To learn how to export a Keynote presentation](https://iworkexpert.com/export-keynote-to-powerpoint-and-6-other-formats/), we have a separate post for that as well. ### Export Pages Documents to Word and Other File Formats URL: https://iworkexpert.com/export-pages-to-pdf-and-6-other-handy-formats/ Last updated: 2026-06-23T17:07:28.000Z > Creating a document in Pages and exporting it to other file formats is fairly easy and straightforward You can export Pages documents to other formats like Word, an EPUB, a PDF, and more. Whatever you're writing, Pages exports to many distribution formats. This means you can create your e-book in Pages and then publish it Apple Books. With [Pages traditional word processing mode or its powerful page layout mode](https://iworkexpert.com/word-processing-vs-page-layout-mode/), it's easy to create just about anything with this app. Whether you need compatibility or something else, in this post I'll show you how you can export Pages documents to Word and six other formats. --- **Things to Know** - **In Pages, you can export to the following seven formats: PDF, Word, an EPUB, plain text (.txt), rich text (.rtf), an image (JPEG, PNG, or TIFF), or to the superseded Pages '09.** - **To export Pages documents to your desired format, simply go to the Menu Bar and under *File*, select the *Export To* option.** - **Pages is a productivity beast. Creating any type of report, poster, flyer, book, invoice, resume, etc. to distribute to others is all possible in Pages. Yes, other programs do this too, but Pages makes it truly easy.** --- ## What Formats Can I Export Pages Documents Altogether? In Pages, you have the option to export a document into the 7 following formats: - PDF - Word - EPUB - Plain Text - RTF - Images - Pages '09 Naturally, the format you'll want to export to will depend on your end goal. Are you looking for an easy way to distribute your file? Is the *content* of the document more important than the *context* of the document? Whatever your use case may be, you have several options to choose from. Lastly, this post is written more as a reference guide than something you read from A to Z. I'll also provide what formats are typically recommended for specific use cases. Whether you want to export Pages to PDF or something else, feel free to scroll to the section that is most applicable to what you need. ## How to Export Pages Documents Into Each Format First, you'll want to start by bringing up the Export screen. To do this, go to: **File --> Export To --> *Choose your export option*** ![the export dropdown menu option in Apple Pages](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Screenshot-2024-02-07-at-4.49.05-PM.webp) To export Pages to PDF or another format, go to ****File --> Export To -->** ***Choose your export option** (this won't export your document yet. It'll just bring you to another pop up screen) This won't export your document yet. Once you have chosen a format, a pop up window will appear on the option you selected. In the example below, I choose PDF. If you accidentally clicked on the wrong option, note that you can still select other options that are available towards the top row just under "Export Your Document". Now, let's get into the specifics of how to export Pages documents into each available format. ![The “Export Your Document” pop up window in Apple Pages](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Screenshot-2024-02-07-at-4.54.50-PM.webp) The “Export Your Document” pop up window in Apple Pages ### Export to a PDF ![Pages to PDF](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Pages-to-PDF-1.webp) Pages to PDF To export Pages to PDF, start by bringing up the Export screen. To do this, go to: **File --> Export To --> PDF...** The, you’ll be presented with the following export options: #### Image Quality You can select between *Best*, *Better*, and *Good*. You'll really want to choose between the "Best" and "Better" options. The "Good" option will make your images look terrible. - Choose "Best" if you want to maintain the image quality as is AND the total file size is not an issue - Choose "Better" if it's okay to compress images slightly (you probably won't notice any difference in quality) to significantly reduce file size. - I don’t recommend choosing "Good". It makes just about every image look pixelated and gives a terrible impression to anyone seeing it. There are certainly trade offs with each so you'll need to decide which is more important. Note these options only apply to images. Your text will continue to look the same. #### Comments, Smart Annotations, and Password Option Checkboxes When exporting from Pages to PDF, you can choose to include any comments made in the document, any smart annotations made from an iPhone or iPad, or require a password to open the PDF. Check each applicable box you'd like. For password, you'll setup the password once the box is checked. You'll also be asked to re-verify that password along with a providing an optional password hint. Keep in mind, when you set a password for the PDF, it does not affect the original document. Unless you have a specific purpose for any of these check boxes, it's best to leave them all unchecked. #### Advanced Options: Accessibility Without getting too technical, in this step you're essentially having Pages tag the PDF so that those with visual impairments can have a screen reader better indicate the layout and structure of your document. While tagging technically increases the file size of your document, it usually isn't noticeable. The default option is "Default" where Pages will tag up to 10,000 items (or cells). You can also change to "On" which will export ALL tagging or "Off" which will export no tagging. My recommendation is to leave it to "Default" or "On". That's it. That is how you export Pages to PDF. **Best For:** Export Pages to PDF when you need to easily share a document with others. PDFs allow you to maintain the look and feel of the document without having the chance (or worry) that your document will format differently on the other person's end. For consistency and with a format that can be viewed on practically any device, PDF is the way to go. ### To a Word Document (.docx) ![Pages to Word](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Pages-to-Word.webp) Pages to Word To export a Pages document to Word, start by bringing up the Export screen. To do this, go to: **File --> Export To --> Word...** Page will automatically export into a .docx format which is the latest format modern day Word documents are in. You do not have an option to export to just .doc. #### Password Option Checkbox The only option to select from is the *Require password to open* checkbox. If selected, you'll be prompted to create a password and the re-verify it. It is also recommended you include a password hint. Keep in mind, when you set a password for the Word doc, it does not affect the original Pages document. Unless you have a specific purpose for having a password, it's best to leave this checkbox unchecked. That's it. That is how you export a Pages document to Word. **Best For:** Of course, export to Word if you need to have the other person see your document in a Word format. Perhaps this is the case for a school report or if you're working with another business that uses Microsoft Office. You will need to keep in mind the [potential compatibility issues](https://www.apple.com/pages/compatibility/?ref=iworkexpert.com) of elements supported in Pages but not in Word. ### To an EPUB Format ![Pages to EPUB](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Pages-to-EPUB.webp) Pages to EPUB To export a Pages document to an EPUB format, start by bringing up the Export screen. To do this, go to: **File --> Export To --> EPUB...** Pages will then present you with the following options: #### Title and Author Pages will use the title and name of the profile the document was created under. You can update these areas, as needed. #### Cover and Layout Indicated whether you have no cover page, to use the first pages as the cover page, or to choose a separate image. You'll also be asked if you want the layout to be reflowable or fixed. Reflowable will allow your content to reflow to accommodate different devices and screen orientations. Best for mostly text based documents. Alternatively, you can choose the layout to be fixed. This is usually best if you have an image heavy or multi column based documents. You'll want to decide which is best for your document. Note that any document in Page Layout will automatically export into a *fixed layout*. #### Advanced Options - Category, Language, and More Lastly, you'll want to indicate the document category (i.e. genre such as Sci Fi or Romance), the language your document is in, and whether you want the document to be viewed single or two pages (two pages only applies to if you have selected *fixed layout*). You also can choose to use table of contents and embed fonts. If you don't select embed fonts, then the fonts that you used in your document will not necessarily show and instead will default to a user selected font from their device. That's it. **Best For:** That is how you export a Pages document to EPUB format. EPUB is used for book publishing, so only use this font is you're intending to publish your document as an e-book. While you can directly [publish your e-book to Apple Books through Pages](https://authors.apple.com/?ref=iworkexpert.com), there is some additional setup to do so. ### Plain Text (.txt) ![Pages to Plain Text](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Pages-to-Plain-Text.webp) Pages to Plain Text To export a Pages document to a Plain Text format, start by bringing up the Export screen. To do this, go to: **File --> Export To --> Plain Text...** There are no additional options when exporting to a plain text. Understand, a plain text document will only include body text without any formatting. No images will be exported either. Further, only documents in Word Processing mode can be exported in this format. Page Layout mode documents cannot. That's it. That is how you export a Pages document to Plain Text. **Best For:** Use this option when only the context or the text itself are what's important. ### Rich Text Format (.rtf, .rtfd) ![Pages to Rich Text Format](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Pages-to-Rich-Text.webp) Pages to Rich Text Format To export a Pages document to a Rich Text Format, start by bringing up the Export screen. To do this, go to: **File --> Export To --> Rich Text Format...** There are no additional options when exporting to a rich text format. Similar to a plain text document, no images will be exported. However, any formatting such as **bold**, *italics*, fonts and font sizes, will export as formatted. Keep in mind, only documents in Word Processing mode can be exported to this format as well. Page Layout mode documents cannot. That's it. That is how you export a Pages document to a Rich Text Format. **Best For:** Use this option when only the context or the *formatting* of text itself is what's important. ### To an Image (including JPEG, PNG, and TIFF) ![Pages to Images](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Pages-to-Images.webp) Pages to Images (and not just into Apple Photos) To export a Pages document to an Image, start by bringing up the Export screen. To do this, go to: **File --> Export To --> Images...** #### Pages You can choose to export all of the document or just a certain page(s) of the document. #### Format You're presented with the following formats for images: - JPEG (High Quality) - JPEG (Smaller File Size) - PNG - TIFF Typically, you'd want to select JPEG for photos, PNG for graphics or images that allow transparency, and TIFF if you don't want to lose any image quality and are okay with large file sizes. Your use cases may vary. NOTE: If you want the option for transparency, the PNG in Pages doesn't allow you to do this. Use a Keynote slide with "No Fill" instead. #### Comments and Smart Annotations You can choose to include any comments or smart annotations made on the document. Can be a great way to directly provide feedback on a more content oriented document. That's it. That is how you export a Pages document to an Image. Note that the export will create it's own folder with the images inside of that folder. **Best For:** While it might seem unintuitive why you'd want to export to an image format, consider this. If you created a piece of art or other digital asset, you may want to share it as part of another project and you'd need it in an image format. Pages is great for creating things using drag and drop like features in Page Layout mode. Exporting what you created to be used as part of another project would be one reason exporting to images is helpful. ### To Pages '09 ![Pages to Pages '09](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Pages-to-Pages-09.webp) Pages to Pages '09 To export a Pages document to a Pages '09 compatible format, start by bringing up the Export screen. To do this, go to: **File --> Export To --> Pages '09...**(note this format is for Pages versions 4.0 through 4.3) Page will automatically export into a compatible Pages '09 format. #### Password Option Checkbox The only option to select from is the *Require password to open* checkbox. If selected, you'll be prompted to create a password and the re-verify it. It is also recommended you include a password hint. Keep in mind, it does not affect the original Pages document. Unless you have a specific purpose for having a password, it's best to leave this checkbox unchecked. That's it. That is how you export a Pages document to a Pages '09 format. **Best For:** While this may sound obvious, export to this format only if needed. You'll also need to be aware that some features in Pages will not be available in Pages '09\. Respectfully, whoever has Pages '09 needs to upgrade. It's sort of the equivalent of having Microsoft Works (for those that remember and perhaps slightly miss like me). ## Recap Whether you're looking to export Pages documents to a Word document or some other format, know there are a variety of options available to you. The above paragraphs make it clear what you can do and provide reasons for why you'll want to "export to..." certain formats over others. From personal experience, Pages truly has more capabilities than people realize, I think. While there are certainly many use cases for using Pages, it's up to you how to best decide what will fit for the project, goal, or audience you have. [To learn how to export a Number spreadsheet](https://iworkexpert.com/export-numbers-to-excel-and-4-other-formats/), we have a separate post for that. [To learn how to export a Keynote presentation](https://iworkexpert.com/export-keynote-to-powerpoint-and-6-other-formats/), we have a separate post for that as well. ### A Sleek and Free Recipe Template for Pages URL: https://iworkexpert.com/a-sleek-and-free-recipe-template-for-pages/ Last updated: 2026-07-02T18:34:31.000Z If you're looking for an easy to use, good looking recipe template for Pages, you'll find there is no pre-made template available. While there is recipe template available in Numbers, perhaps it's not quite what you're looking for. If you want something in Pages, I have good news. I have created a sleek looking recipe template for Pages that you can use for free. Let's get into how to use this template. ## Download the Free Template You can download the Apple Pages template from the link below. Once downloaded, you can safely open the file. [Recipe Card TemplateDownload a free, ready-to-use recipe card template for Apple Pages.Recipe Card Template.pages542 KBdownload-circle](https://iworkexpert.com/content/files/2026/06/Recipe-Card-Template.pages "Download") ## How to Use This Free Recipe Template for Pages ![Pages recipe card template layout for an orange glazed shrimp recipe with labeled fields and sections.](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2026/06/recipe-card-pages-template-diagram.png) A Pages recipe card template for an orange glazed shrimp recipe, showing a structured layout with sections for title, category, prep and cook time, servings, ingredients, directions, and nutrition facts, plus visual notes explaining how the layout behaves. The recipe template is pretty straight forward. In the screenshot above, you will see the following areas are where you can update: - Recipe Title - Category, Prep. and Cook. Time (Total Time), and Makes (serving size) - Ingredients List - Directions - Nutrition Facts (this does not auto update, but is included for meal planning purposes. There are actually several [online nutrition calculators](https://www.verywellfit.com/recipe-nutrition-analyzer-4157076?ref=iworkexpert.com) where you simply enter the ingredients and it'll give you a comprehensive nutrition breakdown. Just make sure to double check the portions are being calculated correctly or it'll way overstate the facts). All of the areas where you can type are text boxes. This means in order to edit these areas, you'll need to double click to type in what you want. The template has placeholder text for demonstration purposes, so you will have to delete that text before entering whatever you want to replace it with. 📌 ****Note:** The filler text in the template is an actual recipe I got from a Costco magazine. ## Feel Free to Make Edits That Are Better Personalized To You This may sound obvious, but feel free to make any edits to this template you see fit. For example, you could: - Delete all the placeholder text for easier use going forward (or perhaps for printing as you may want to handwrite everything) - Change the background color of the document - Remove/Edit a section of the template such as the "Nutrition Facts" area - Delete the iWorkExpert logo and web address (if you must... 😉) There are also areas that are locked within the template to prevent accidental movement. You'll know an object is locked because you won't be able to edit or delete it. There is also a visual cue that will show the object with a box with x's around border as shown in the below screenshot. ![](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Category_Template.webp) Just unlock the object by doing one of the following: - Select the object --> click on the *Format* icon in the sidebar --> click the "Unlock" button, OR - Select the object --> navigate to the Menu under *Arrange* \--> click the "Unlock" menu option, OR - Select the object --> use the shortcut keys Option-Command-L That's it. I hope you enjoy using this recipe template for Pages. ### The Difference Between Animations and Transitions in Apple Keynote URL: https://iworkexpert.com/difference-between-animations-and-transitions-in-apple-keynote/ Last updated: 2025-09-13T18:27:31.000Z A good presentation will strike the right balance between slide animations and slide transitions. By doing this properly, you will elevate your presentation which will make your presentation that much more compelling and dynamic. But what's the difference between them? Should you use one or the other (or both)? In this post, I'll explain the difference between animations and transitions in Apple Keynote. ## The Difference Between Animations and Transitions in Apple Keynote A good way to think about the differences between animations and transitions in Apple Keynote is this: **Animations** are what you do to objects *in your Keynote slides*. **Transitions** are what take place when going from *one slide to the next slide*. ![The difference between animations and transitions in Apple Keynote (this image also created in Keynote too!)](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Animation-vs.-Transition-Explainer.webp) The difference between animations and transitions in Apple Keynote (this image also created in Keynote too!) Let's dive into some more details on each. ## Animations in Keynote ### What are Animations? Of course, I'm not talking about [Animaniacs](https://en.wikipedia.org/wiki/Animaniacs?ref=iworkexpert.com) or Pixar type animations (although those are fun too). I'm referring to animations that you build into your Keynote presentations. Any time you want an object on your slide to *Appear & Move*, *Flip, Spin & Scale*, have an *Emphasis*, or use some type of built-in *Special Effect*, this would be an animation. Objects can be anything too such as images, text, shapes, tables, or whatever else you may have. ### What Kinds of Animations Can I Do? Animations are separated into 3 different categories: *Build In, Action, and Build Out*. Depending on what you want to take place will determine which category you would choose. ![The 3 Different Animations Categories in Apple Keynote](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Screenshot-2024-02-11-at-10.02.00-AM.webp) The 3 Different Animations Categories in Apple Keynote While you can pick an animation from each category, you can't pick multiple animations from the same category. For example, you can have an object *Appear* under the *Build In* category followed by that same object to *Disappear* under the *Build Out* category. But you cannot have an object *Appear* under *Build In* and then *Drop* under the *Build In* section. This post doesn't go into the specifics of each type of animation. The takeaway for this section is there are a variety of animations you can perform and you should be able to accomplish pretty much any type of animation movement you want. ### Why Should I Have Animations in my Presentation? Animations can help better articulate or demonstrate an idea or concept. Plus, animations can elevate a presentation and make it come across more dynamic and professional. It keeps your audience engaged as you speak to your points. This can make the difference between someone "getting it" vs. letting their mind wander because they're uninterested. Of course, it takes more than just animations to make your slide deck convincing. But without meaningful animations, you might as well have printed a PDF handed it out the audience members. Animations can help make your presentation more memorable, more persuasive, and properly inform your audience. ## Transitions in Keynote ### What are Transitions? To put it succinctly, transitions are visual effects that take place as you go from one slide to the next slide. You can create a transition between ANY two slides in the presentation. In fact, you can potentially have transitions with EVERY slide. Remember, transitions are from slide to slide, not anything within the slide. NOTE: Some transitions "move" objects within your slide to transition to the next slide. Don't confuse this with animation as explained above. They are still considered different elements. ### What Kind of Transitions Can I Do? There are over 40+ transitions you can choose from, including Magic Move which is unique to Keynote. Unlike animations, which you can either build in, action, or build out, there is only a single transition. This makes sense as you're moving from one slide to the next instead of adding multiple effects to an object. ![When there is no object selected, the Animate area will show Transitions where you can add various visual effects](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Screenshot-2024-02-11-at-12.12.46-PM.webp) When there is no object selected, the Animate area will show Transitions where you can add various visual effects ### Why Should I Have Transitions in my Presentation? Similar to animations, transitions can help elevate a slide deck. More over, transitions can also make clear you're moving from one section of your presentation to the next. It can give a sense of *I'm done talking about this section and now I'm on to the next*. ## What to Keep in Mind with Animations and Transitions Now that you know the difference between animations and transitions in Apple Keynote, there are some things you should keep in mind. - Remember, **animations** are what you do to objects *in your Keynote slides*. **Transitions** are what take place when going from *one slide to the next slide*. - Don't overdo it. Animations and transitions should ADD to your presentation, NOT DISTRACT from it. - Having a mix of animations and transitions is ideal. Be objective and use some common sense. If you do, you're sure to elevate your pitch. ### Export Apple Contacts into an Apple Numbers Spreadsheet URL: https://iworkexpert.com/export-apple-contacts-into-an-apple-numbers-spreadsheet/ Last updated: 2026-06-23T17:09:16.000Z > A drag and drop from one app to the other is all it takes, but the subtle nuances are worth understanding beforehand I've always liked the way Apple managed contacts in their contacts app. One issue I have, however, is I can only view a single contact at once. If I forget what a person's name is but I know the company they work for, I can search for it. That's no problem. It's when I need to organize and visualize an entire group of contacts. For example, when are all my family members birthdays? I can't search for that. Luckily, there is an easy way to export Apple contacts into an Apple Numbers spreadsheet. It's a perfect way to visually organize information with the utility of a spreadsheet. This post discusses how to do this and why. --- **Things to Know** - **To export a contact, simply drag a contact name from the Contacts app into a Numbers spreadsheet.** To export more than one contact, press Command or Shift to additional contacts. - **When exporting, ALL DATA entered for that contact transfers over even if set to "private".** You are unable to select which pieces of information to export. However, simply delete any data you don't need from the spreadsheet once the export is finished. - **Each piece of data is in it's own column, i.e. first name, last name, etc.** If additional columns are needed, they are automatically created (with one caveat, see below). --- ## How to Export Apple Contacts into an Apple Numbers Spreadsheet While there are various ways to export contacts from the Contact app on a Mac (such as a PDF, vCard, or an archive) this post will go into exporting them into a Numbers spreadsheet. ### Step 1 - Open Contacts and Numbers Open your Numbers App and create a new spreadsheet (or open an existing spreadsheet that you wish to add contacts to) ### Step 2 - Select Contacts to Export Open your Contacts App and select which contacts you want to export. - **To Select All Contacts:** Click on a single contact, then hit CMD + A - **To Select Only Some Contacts:** Click on a single contact you want to export, then hold down the CMD key while continuing to selecting other contact you want to export ### Step 3 - Drag Contacts to Apple Numbers Spreadsheet Click and drag your selected contacts to anywhere in your Numbers spreadsheet. You'll see an icon that looks like a vCard along with a number which represent the number of contacts you selected. ![When you drag your contacts to a Numbers spreadsheet, you’ll see an image of a vCard plus a number indicating how many contacts you’re moving over](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Contacts-to-Spreadsheet-Image-1.webp) When you drag your contacts to a Numbers spreadsheet, you’ll see an image of a vCard plus a number indicating how many contacts you’re moving over If you drag the contacts to an existing table, you'll notice a thick green box around that table which indicated this is where your contacts will populate. If you release in an area where there is no table, a new table will automatically be created. Regardless of wherever you drag and release, your table will automatically create enough rows and columns to hold the information. Each cell will contain a single field related to that contact. ### Step 4 (Optional) - Delete Data or Columns You Don't Need Now that you have successfully exported Apple Contacts into an Apple Numbers spreadsheet, you can delete those items which you don't want included on the spreadsheet itself. This can be things such as any irrelevant information or sensitive/private information you don't wish to share. You can then export the spreadsheet itself to another format, if needed. IMPORTANT: **ALL** information you have for that contact, including photos, notes, or anything else you may want or have set to private, **WILL STILL BE INCLUDED IN THE EXPORT**. There is no way to select only certain fields which is different than if you were to share the contact from your iPhone. Ultimately, you can always delete this information once it's in the spreadsheet, but not beforehand. ## Things to Keep In Mind When You Export Apple Contacts into an Apple Numbers Spreadsheet Here are some things to keep in mind when you export apple contacts into an Apple Numbers spreadsheet: - This process is only available through a Mac. You're unable to perform this through iPad or iPhone. - Any contact information you have set to private WILL STILL TRANSFER when you export into a Numbers spreadsheet. However, you can always delete this information from the spreadsheet itself afterwards - Once in your spreadsheet, you can further export this contact information into other format options available in Numbers. ### Columns and Data Points Always Take The Lead of the First Set of Exports Importantly, while columns are automatically created to suit all data points for a contact, this is only true on the **first set of exports** per spreadsheet table. If subsequent contact exports don't contain similar data points, those subsequently exports will only populate the data points for the columns created. For example, let's say your first set of exports has first name, last name, and phone number. Numbers will create those columns and fill in the information for those contacts respectively. However, if separately you then exported another contact to that same Numbers table and that contact has an address, the address will not populate. In order for additional information to populate, you'll need to manually add the data point in Contact format or you can export to a separate table in your spreadsheet. Alternatively, it may be easier to re-export all of the contacts you need at one time to avoid any missing information. ## Wrap Up The export process from the Contacts app to the Numbers app is easy and straightforward. It's a great way to quickly organize information about your contacts and visualize a group of people. While exporting subsequent contacts may pose a challenge, there are define workarounds to avoid it. You can find more information about this entire process from Apple [here](https://support.apple.com/guide/contacts/export-or-archive-contacts-adrbdcfd32e6/mac?ref=iworkexpert.com). ### Create a Table of Contents in Apple Pages URL: https://iworkexpert.com/how-to-make-a-table-of-contents-in-apple-pages/ Last updated: 2026-07-13T21:10:11.000Z > Creating an autogenerated table of contents is easy, but you must use paragraph styles for it to work A table of contents is a great way to give your reader an outline of the various sections of your document. In fact, for certain pieces of writing it's an expectation to have one. Creating a table of contents in Apple Pages is simple. You can even customize the look and choose which section to include or exclude. In this post, I'll go over everything you need to know. --- **Things to Know** - **To create a table of contents in Apple Pages, on the Menu Bar go to *Insert -> Table of Contents -> Document.*** You can also choose *Section* if you'd like to create a TOC for just a portion of your writing. - **The table of contents that Pages creates is coming from your various paragraphs styles, i.e. Title, Subtitle, Heading (H1), Heading 2 (H2), Heading 3 (H3), etc. Without incorpating these paragraph styles, Pages can't create a TOC.** Further, you can pick and chose which paragraphs styles to inlcude or exclude say like only H1's and H2's, but not H3's. - **What's also great is the TOC will automatically update page numbers if they change.** For example, you add an image to your writing that shifts an H2 section from page 3 to page 4\. Your table of contents will reflect this change as it happens. --- ## What is a Table of Contents? For those that need a little refresher, a table of contents is a pretty much a list of chapters, sections, or other brief outlines that tell the reader what page a particular section starts on. Sometimes a table of contents is simply referred to as Contents or T.O.C. for short. It's usually found before the main text of a book or other long document. ## Why Do You Need a Table of Contents? A table of contents doesn't simply list where certain sections of a document start. It also provides insight into how your writing is organized. For example, say you are writing a refernce book about fruits and vegetables. Your reader, however, only wants to read about pineapples. Wouldn't you want to make it easy for that reader to find the section about pineapples? A table of contents can do just that by specifying what page the pineapple section begins. In the above example, it may prove better to have specific references in an index rather than a TOC, but I'll leave it for you to decide on the specifics. Either way, this post pertains to how someone can create a table of contents in Apple Pages, so we'll continue down this path. ## How to Make a Table of Contents in Apple Pages ### Paragraph Styles Making a table of contents in Apple Pages is a simple task, but it requires you use and organize your document using *Paragraph Styles*. What are paragraph styles? - For one, they allow you to create a consistent look of your text throughout your document (and something you should **always** use). - Two, if you decide to update the style of text, say the "Body", it is easily applied to all paragraphs styles that are also setup as "Body". - Lastly, while this post doesn't go into detail about these styles, understand that this is essential for creating a table of contents. ![Paragraph Styles in Apple Pages](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/TOC-Image-1.webp) Paragraph Styles Default Options in Apple Pages ### Create the Table of Contents Assuming you have properly populated your document with paragraph styles, the next step would be to insert the table of contents. On a Mac, this can only be done through the Menu Bar. Navigate to the following areas from the Menu Bar: **Insert --> Table of Contents --> Document (or Section)** ![](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2026/06/Navigation-to-the-Table-of-Contents-menu.png) While the typical choice is *Document* since a TOC represents the whole written piece, there are instances where you'll want to select *Section*. If *Section* is chosen, this would create a TOC just for the section of the document you have arranged (Note: You will have had to purposely created a section beforehand. If you haven't, then you are good to choose *Document*). Note: you'll want to have your cursor placed just before all of your main text. This way, the TOC will be created on the page before the main text and on it'll be on its own page. ### Automatic Updating of Section Titles and Page Numbers While you could manually create a table of contents, that is unnecessary, time consuming and prone to error. Especially if you have a very long piece of writing, you want a way for Pages to create a TOC that can automatically pull the section names with their corresponding pages. If for some reason those names or page number change due to some editing or otherwise, Pages can continue to update those details without you having to recreate from scratch. The best part to creating a table of contents this way? It'll update automatically based on changes you make. This means if you update a heading or section title, it'll automatically update in the table of contents. No refresh necessary. Page numbers also will update if changes are made that affect where they are. ## How To Include Only Specific Paragraph Styles to Your TOC Once your table of contents in created, you may not see all the headings you want (or you may see the ones you want to remove). To specify what paragraph styles you want, start by clicking on the table of contents itself. From there, you'll notice a new tab titled *Table of Contents*. This will display options of what styles to include or remove by simply clicking the checkbox. ![Choose which styles are included in the table of contents](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/TOC-Image-3-1.webp) Choose which styles are included in the table of contents Notice some options are grayed out. This is because there are no styles of paragraph style that exist. ## Stylize Your Table of Contents in Apple Pages This article doesn't go into the details of all the styles you can include, but some options of stylings are: - Font Sizes - Spacing - Indents - Tabs - Leaders (meaning is there anything that is in between the section name and page number such as ... or --- symbols) IMPORTANT NOTE: The stylings would apply only to the same paragraph styles. This means whatever you do for H1, wouldn't apply to H2, or H3, etc. This is typically a behavior you want as sections usually are differentiate so the reader can better see what sections are separate from one another or even sub-sections of a larger section. ## Recapping Tables of Contents in Apple Pages A table of contents is [easy to create](https://support.apple.com/guide/pages/table-of-contents-tan5b8c588d6/mac?ref=iworkexpert.com) in Pages. Some things to remember when creating a TOC: 1. Most importantly, you must utilize **Paragraph Styles** in order for Pages to recognize what sections to use to create the table of contents 2. To create the table of contents itself, you can do so as follows: **Insert --> Table of Contents --> Document (or Section)** 3. Once created, you can select which sections to include or not include. Note that any styling applied to a specific section within the TOC itself will also apply to the other sections, i.e. Changes to an H2 will apply to all H2's in the TOC 4. Speaking of stylings, you have several options to stylize how the TOC will look including font size, spacing, indents, and more. ### Remove Hyperlinks in Apple Numbers URL: https://iworkexpert.com/remove-hyperlinks-in-apple-numbers/ Last updated: 2026-06-23T17:10:16.000Z ## Overview of Hyperlinks in Numbers If you have cells that contain an email or website address entered in a cell, they may automatically have a hyperlink attached to it. This automation can be unwanted. I can't tell you how many times I've accidentally clicked on one of those cells only to have the Mail app or Safari open straight to that link 😵‍💫. If you you want to stop this feature, then I'll show you a couple ways to remove hyperlinks in Apple Numbers. Here's how. 💡 If instead you want this behavior, then you'll want to turn on the 'Smart Web and Email Links' option --- **Things to Know** - **The easiest way to remove hyperlinks in Apple Numbers is to simply copy the cells in question, then do a "Paste and Match Styles" (Keyboard Shortcut: Option + Shift + Command + V).** This *should* remove all rich text, including hyperlinks, from the cell. - **Unselecting the 'Smart Web and Email Links' doesn't solve the problem particularly if the hyperlinks were pre-existing in the spreadsheet.** It will, however, for all future entries you make. - **Worst case, the backup solution is to use the PLAINTEXT function in a new column which then references those cells that have the hyperlink.** This will remove all formatting, including hyperlinks. You can decide to copy/paste formula results to overrides the original data or simply hide the column with the original data. --- ## Why Removing Hyperlinks in Apple Numbers SEEMS Like a Tricky Process Some spreadsheet programs allow you to highlight the cell (or cells) that contain a hyperlink, right click on them to bring up a menu, and then you can select remove hyperlink. Unfortunately, this isn't possible in Apple Numbers. But as with many spreadsheet concepts, there is usually some other way to go about it. ## The Recommended Solution ### For Existing Entries Copy, Then Select 'Paste and Match Style' Under Edit Menu The easiest way to get rid of hyperlinks is to: 1. Copy all the cells that hyperlinks (you can also copy those entires that do not have hyperlinks if that is easier, such as the entire column) 2. Paste over those same cells using the 'Paste and Match Style' option under the *Edit* menu. The keyboard shortcut for this is **Option + Shift + Command + V**. This should remove the hyperlinks. Don't worry as this method won't erase or edit the data you already have in those cells. What is will do, however, is get rid of just the hyperlinks. Easy as pie 🥧. Of course, this method assumes that you don't need to keep the cells that have hyperlinks in the first place. If you do need to maintain the original cells, as in one column with hyperlinks and the other column without, then alternatively repeat this same process, but Paste and Match Style in a different area instead of over the existing entries. ![A GIF showing the removal of hyperlinks](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Remove-Hyperlinks-GIF.webp) A GIF showing the removal of hyperlinks ### For Future Entires Turn Off Smart Web and Email Links Another possible solution is to remove automatic "smart" formatting for web and email links. This will work, but only for those entries you type in afterwards. For example, perhaps your spreadsheet is already contains the embedded hyperlinks with the cell. Unchecking "Smart Web and Email Links" won't undo those cells that have links. ![Unselect the tick box for “Automatically add links to webpages and emails” to prevent future entires with hyperlinks](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Settings-Auto-Correction-Tab.webp) Unselect the tick box for “Automatically add links to webpages and emails” to prevent future entires with hyperlink ## The Backup Solution ### Worst Case, Get Rid of Hyperlinks in Apple Numbers Using the PLAINTEXT Function The worst case, failsafe solution is to remove URL links is to use the [PLAINTEXT function](https://support.apple.com/guide/functions/plaintext-ffa03f1ed2ba/13.2/web/1.0?ref=iworkexpert.com). This function is really simple because all you need to do is reference the *source-string* which can be any value. The PLAINTEXT function will return a string value stripped of any rich text attributes, including hyperlinks. In fact, the PLAINTEXT function will remove things such as: - Hyperlinks (or URLs) - *Italic* text - **Bold** text - Anything else composed of "Rich Text" However, given that this is a function, you'll need to enter and produce the result in another column. Here's an example of what you can do. ### An Example of the PLAINTEXT Function As an example, let's say you have a list of orders, but you need to remove the email hyperlinks that are listed in column C. Here's one way you can go about it. ![Example of hyperlinks in spreadsheet](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Remove-Hyperlink-Image-5.webp) Example of hyperlinks in spreadsheet - Add a new column after column C. This new column will be where we enter our PLAINTEXT function. - In our new column, column D, begin your PLAINTEXT formula. Our *source-string* will be C2 (see screenshot below). - This will return the email address in column c as just text in column d. No hyperlink! You can copy this same formula down for all the other cells. This is how to remove hyperlinks in Apple Numbers. From here, you can decide what to do with the original data we have in column C. You can keep it as is or hide the column. If you decide to delete column C, remember that column D is a formula using column C as its source. If you delete column C, your formula will return an error. To avoid this error, you can Copy column D, then Paste Formula Results (Shift + CMD + V) in column D again. This will turn your formula to just the text based results. After you do this, you can delete column C as it's no longer acting as a source. > Decide what to do with the original data...if you decide to delete...remember that \[column D\] is derived from \[column C\] as its source. \[Use\] 'Paste Formula Results' \[to keep your\] text based results. ## Things to Keep in Mind When Removing Hyperlinks You can't simply right click a cell to remove hyperlinks. Also, you can't uncheck the option "Smart Web and Email Links" in Numbers to remove hyperlinks as this will only work for any future entires. To recap, the solutions below essentially remove any rich formatting, but maintain the text itself. 1. Copy and then paste using 'Paste and Match Style' option under the *Edit* menu (or using the keyboard shortcut Option + Shift + Command + V) will remove the hyperlink. 2. If for some reason that doesn't work, the PLAINTEXT function will remove ALL rich text. This includes hyperlinks, but also **bold text**, *italic text*, and other items that change the way your font looks. Keep in mind this would only affect the *source-string* and not the new cell you have the formula in. That's it. Enjoy a spreadsheet where you can remove hyperlinks in Apple Numbers without having to worry about opening the Mail App or Safari on accident. ### Sum Numbers Using Criteria in Apple Numbers URL: https://iworkexpert.com/sum-numbers-using-criteria-in-apple-numbers/ Last updated: 2026-06-23T17:10:42.000Z > When you want totals that reflect some type of attribute, don't use a filter. Instead, use the SUMIF or SUMIFS function to tell the spreadsheet to SUM these numbers IF it matches condition X If you want to SUM a set of numbers that match certain criteria, learn the [SUMIF](https://iworkexpert.com/the-sumif-function-in-apple-numbers-explained/) and SUMIFS functions. These functions are great timesavers. I admit that I still get a little giddy when I use these functions as they simply do what I specify. Poof, the spreadsheet provides the correct answer! The key to these functions are the setup. If you find yourself struggling, this post will help fix that. Whatever criteria you have, I'll show you how to SUM using criteria in Apple Numbers. --- **Things to Know** - **To SUM a collection of numbers that match a *single condition*, use the SUMIF function.** If you have *more* than a single *condition* or *test-values*, use the SUMIFS function instead. - **The condition(s) may be specified within the function itself** (although I would recommend the condition is a reference from a cell within the spreadsheet). **The sum-values and test-values come from cells within the spreadsheet.** - **While the inputs for the SUMIF and SUMIFS functions are the same, the order for each input is different.**Keep this in mind when you go to use them. --- ## Functions That SUM Using Criteria in Apple Numbers If you've never heard of the SUMIF or SUMIFS functions, now is a great time to learn them. The SUMIF and SUMIFS (read as "Sum If(s)") are a melding of sorts between the SUM function and the IF function. Similar to the SUM function because it can calculate a total for all selected cells in a column or row. Similar to the IF function because it allows you to add a condition to what you want to SUM. If a condition matches within a group of numbers, the SUMIF and SUMIFS functions will parse the SUM for you! ### The Difference Between the SUMIF and SUMIFS Functions Both functions can sum using criteria in Apple Numbers. However, the slight differences between the two are this: 1. SUMIF allows you to SUM using only a single *condition* and a single set of *test-values*. SUMIFS allows you to SUM using multiple *conditions* and *test-values*. 2. The order of the arguments for each function is slightly different. - For SUMIF, the order is (*test-values, condition, sum-values*) - FOR SUMIFS, the order is (*sum-values, test-values, condition, test-values…, condition…*) ## How to Use the SUMIF Function Let's say you have a list of invoices you want to total, but only SUM those invoice that are paid. To SUM using criteria in Apple Numbers, we can use the SUMIF function to calculate this only the paid invoices. [The SUMIF function](https://iworkexpert.com/the-sumif-function-in-apple-numbers-explained/) comes with 3 inputs: - **Test-values:** The collection containing the values to be tested. *Test-values* can contain ANY value. - **Condition:** An expression that compares or tests values and results in the boolean value TRUE or FALSE. *Condition* can include comparison operators, constants, the ampersand concatenation operator, references, and wildcards *(This is all to say your condition isn't limited to only certain kinds. You have options!)*. - **Sum-values:** An optional collection containing the values to be summed. *sum-values* can contain number values, date/time values, or duration values. **It should have the same dimensions as *test-values*.** (*Meaning if you have 10 test-values, you need to have 10 corresponding sum-values)*. In the screenshot below, we can define the inputs as follows: - Our *test-values* \- We want to SUM the check boxes that have a checkmark in Column A. These are the *test-values*because our SUM will depend if these boxes are checked or not. - The condition - We enter *"true"* because we want to SUM when the corresponding cell in Column A contains a checkmark (in Numbers, checkboxes are essentially a visual way to show true or false. When checked, it's true. When unchecked, it's false). - *Sum-values* \- Column B. The values in this column produce the SUM when the box in Column A has a checkmark. ### A Few Things to Note It may not be obvious, so there are a few things I want you to note when you're using this function. 1. The columns for *test-values* and *sum-values* don't need to be next to one another or even on the same table or tab. 2. The quantity of *test-values* and the quantity of *sum-values* needs to be the same. Otherwise, the function won't work. 3. The result from the function updates in real time. If a box were to become checked, the total will change. For brains like mind, it's easier for me to remember the function inputs this way: 1. What's column is the condition we're testing? 2. What is that specific condition? 3. If the condition matches, what column do we sum? ## How to Use the SUMIFS Function The SUMIFS function also comes with a minimum of 3 inputs, but in a slightly different order: - **sum-values:** A collection containing the values to be summed. *sum-values* can contain number values, date/time values, or duration values. - **test-values:** A collection containing values to be tested. *test-values* can contain any value. - **condition:** An expression that compares or tests values and results in the boolean value TRUE or FALSE. *condition*can include comparison operators, constants, the ampersand concatenation operator, references, and wildcards *(Again, similar to the SUMIF function, you have options!)*. - **test-values…:** Optionally include one or more additional collections containing values to be tested. Each *test-values* collection must be followed immediately by a *condition* expression. This pattern of *test-values, condition*can be repeated as many times as needed. - **condition…:** If an optional collection of *test-values* is included, *condition…* is an additional expression that results in a boolean value TRUE or FALSE. There must be one *condition* following each *test-values* collection; therefore, this function always has an odd number of arguments. Similar to the SUMIF function, you have the same inputs. However, notice the order is different. First you enter the sum-values, then the test-values, then the condition. Why the different order? My guess is to make the formula flow easier. With the SUMIFS function, you're indicating you want to SUM numbers that match *multiple* criteria. Let's take a look at the example below. ### An Example of the SUMIFS Function We have the same spreadsheet as before, except an additional column called "Location". Let's say we want to SUM invoices that have a checkmark in Column A AND are located in "Australia". Using the SUMIFS function, we can specify: - What we want summed, which is column C. - Then we specify what column will be the test column, which is column A. - We'll then say that the condition for those in column A will be "TRUE" - Next, we'll add another test column, column B. - Finally, the condition will be Australia so we can type in quotes "Australia" which will have the spreadsheet search for a match to that. Keep in mind, ALL conditions must match for the SUMIFS function to return a value. In our example, the proper SUM would be $20\. Only 2 of the 3 that match with Australia AND paid are those in cells B5 and B6\. While cell B2 is located in Australia, the checkmark is not there. So, you can SUM using criteria in Apple Numbers on as many items as you need with the SUMIFS function. ## Key Takeaways to SUM Using Criteria in Apple Numbers The SUMIF and SUMIFS function can be very powerful as they can total only those that match whatever conditions you dictate in your spreadsheet. To maximize the functions, you should keep in mind the following: - While you can use SUMIF and SUMIFS for data contained within a row or column, I find it much easier to have your data listed in columns instead of rows. - SUMIF and SUMIFS functions will return the sum of those test-values and conditions that correspond in the same row (or columns in listed horizontally) - SUMIF will allow only 1 column for test-values and 1 column for conditions while SUMIFS will allow more than 1 - For SUMIFS, ALL conditions much match in order to sum those total cells SEE ALSO [SUMIF Function](https://support.apple.com/guide/functions/sumif-ffa58cd24e/13.2/web/1.0?ref=iworkexpert.com) from Apple Documentation [SUMIFS Function](https://support.apple.com/guide/functions/sumifs-ffa59150db/13.2/web/1.0?ref=iworkexpert.com) from Apple Documentation ### Word Processing & Page Layout Modes in Pages: An Overview URL: https://iworkexpert.com/word-processing-vs-page-layout-mode/ Last updated: 2026-06-23T17:11:28.000Z > When deciding on what mode to use, the type of document you're looking to create will ultimately determine which mode is best For those who don't know, Pages is like having two apps in one. Why? The reason is because there are two types of document modes: word processing and page layout. I wouldn't go as far to say one mode is better than the other. Each mode has its purpose. When choosing between word processing vs. page layout in Apple Pages, the end goal is the main consideration. --- **Things to Know** - **Pages is like a combination two apps in one because you can create documents in word processing mode or in page layout mode.** You can also start a document in one mode and switch to the other mode. - **Word processing is what you may think of as a "traditional" document.** You simply start typing at the top of the document and work your way down adding images, charts, text boxes, and more. - **Page layout documents allow you to create more custom designs in an easier way.** Think of page layout documents like a blank canvas where you add objects (like images, charts, text boxes, etc.) and arrange them anyway you like. I like to think of it as a great "drag and drop" tool for creation. --- ## What is a Word Processing Document in Apple Pages? A word processing document is probably what most people are familiar with. These types of documents are mostly text. You start at the top of the page and work your way down. You can insert images, graphs, shapes, or other objects. Text wrapping options allow you to orient the text in various ways around the object so it can nicely contour to the overall document. When you run out of room on the bottom of a page, a new page is automatically created for additional text. ### General Examples of Word Processing Documents To give you a better idea of a word processing document, here are some examples. Please take these examples with a grain of salt because you ultimately can create these examples in any mode you like. Perhaps there is some creative work that's better to do in page layout. Either way, the examples are general and it's up to you on how you want create. Generally speaking, word processing mode is great for documents such as (but not limited to): - A report - An essay - A letter - A book (that is mostly text based) - A resume (the traditional types) - (Usually), a document that is text heavy ## What is Page Layout Document in Apple Pages? Page layout mode, on the other hand, is different from word processing. Page layout allows you to create documents with a more custom design. Think of page layout mode more like a canvas. You can add and arrange objects, such as shapes and images, anywhere you like on the page. I like to think of it as a drag and drop builder. Of course, you can also add objects in word processing mode. The difference with page layout is that it's much better suited for these tasks where you are adding a lot of objects or have complex layouts. Imagine you want to create a layout where you have multiple areas you're advertising such as services, staff, and pricing. To create a professional and persuasive look, these areas will have their own sections. A traditional, word processing document may not allow that flexibility, but page layout can. The following documents are some examples that are better to do in page layout. Again, the examples are general and it's up to you on how you want create your document. Generally speaking, page layout mode is great for documents such as (but not limited to): - Newsletters - Flyers - Posters - Books (that require additional design elements and aren't as text heavy) - Resumes (the more creative, less traditional types) - (Typically) a document that is more design based ### Page Layout - Things to Note Page layout mode is truly wonderful and I enjoy using it. However, it's a little different than word processing. Some things to note with page layout mode. - There is no body to the document. - This means you add text using text boxes. - Additional pages are not automatically created. - You can always add more pages and arrange them in whatever order you want, but add a new page would need to be done manually (it's very easy to do. One method, from the Menu, go to *Insert* \-> *Page*). - Layering is something to keep in mind. - When adding objects, say a logo on top of another image, the logo in layered on top and the image is behind it. Sometimes, these layers can get complex if you continue to add objects (say a text box on top of those images). Pages does not have a layers panel to easily adjust or select these objects. It's sometimes helpful to lock certain elements so they become un-selectable. Thus, the object stays put. ## How Do I Know If I'm In Word Processing or Page Layout Mode? If you select a template in Pages, the document will be in a mode suited to that template. For example, the "Simple Report" template is in word processing since it's mostly a text based document. The "Elegant Brochure" template is more complex and better suited to a page layout mode. Outside of templates, a blank document will always start in word processing mode. ### The Definitive Answer The definitive answer? While there's more than one way to answer this, I'll provide my method of choice. My method is to go to the Menu Bar and click *File* to bring up the drop down box. A little more than half way down, you'll see either *Convert to Word Processing* or *Convert to Page Layout*. Depending on what option you see, you'll know you are in the OPPOSITE mode since the option is to convert to that mode. In other words, if the option to *Covert to Page Layout* is displayed, you are in *Word Processing* mode. ### Convert to Either Mode at Any Time Just because you start your document in word processing doesn't mean you can't change it (hence the above screenshot with the "*Convert...*" option). If you find what you started is better suited for the other mode, simply convert using the method mentioned above. When **converting from word processing to page layout**, keep in mind this will completely remove the body of the document. Anything you have in the body of the document is deleted upon the conversion. There is even a pop up warning you of this before you proceed. Of course, if you accidentally convert, not all is lost. Undo the conversion with Command + Z and you're body, including the contents of it, is returned. When **converting from page layout to word processing**, there is no downside. Everything created in page layout mode is outside of the body. The contents you've created continue to be there upon the conversion. ## Word Processing vs. Page Layout: Which One is Best? Hopefully, by now, you can answer this on your own. You want to choose the mode that will make it easiest to complete your goal. For example, let's say you want a newsletter or flyer. These kinds of documents usually have text in various places, text that may go sideways, images, backgrounds, and other design elements. Typing this from a top to bottom method in word processing mode is possible, but not easy to accomplish. Having a blank canvas in page layout mode makes sense here since those types of documents are easier to create and manipulate. Also, these types of documents usually don't require numerous amount of pages. For an opposite example, let's say you have to write an essay or report and would like to include some images within the document. You could create this in page layout mode, but having to insert and format text boxes would be tedious. Not to mention that as you type beyond one page, that you would have to manually add a new page each time. These tasks are simpler to type in word processing mode. In this mode, you'll still be able to insert images and format the text wrap for the image manually or automatically. It's not about word processing vs. page layout in Apple Pages. ## Conclusion and Takeaways It's no surprise that there is no one size fits all feature when [comparing word processing vs. page layout](https://support.apple.com/guide/pages/word-processing-or-page-layout-tan6129a1862/mac?ref=iworkexpert.com) in Apple Pages. You don't want to look at this in terms of word processing vs. page layout. It's more like should I use word processing *or*page layout for my document? Of course, you can use whatever mode you want and still create what you want. Long form, heavy text based documents such as letters and essays are best for word processing mode while newsletter and flyers would be better created in page layout mode. And don't let my little examples pin down ideas you may have. You can create all sort of amazing documents in Pages. Regardless of whatever mode you use, remember that Pages is a tool. With any tool, you want to use it efficiently and effectively. ### Fix a SUM Formula That Totals to Zero in Apple Numbers URL: https://iworkexpert.com/how-to-fix-sum-formula-that-totals-to-zero/ Last updated: 2026-06-23T17:12:26.000Z > Typically, this happens because the spreadsheet is formatting numbers as text. If it sees it as text, it can't calculate a sum, thus the result equaling zero You're trying to sum numbers in Apple Numbers only to find that the total comes to zero? Clearly, your total shouldn't be zero. So, what gives? Typically, there is one main reason this anomaly happens. In this post, I'll explain why a sum formula that totals to zero in the first place and a way to fix it every time. --- **Things to Know** - **When a SUM formula shows a total of 0, this means the spreadsheet is not recognizing numbers you have in the spreadsheet as actual numbers.** The spreadsheet is reading them as 'text'. - **In order to fix this, you'll need to convert the 'text' entries to 'number' values. Using a VALUE function can accomplish this, but sometimes you'll also need to use a CLEAN function beforehand.** - **A SUM formula that totals to zero is not common, so you don't have to worry about it happening randomly or all of a sudden.** Usually, this issue happens when data is downloaded from an external source (like a server) and opened into a spreadsheet. Entires from the server aren't properly recognized as a number when opened in a spreadsheet, thus causing the issue. --- ## Why Does my SUM Formula Total to Zero? Nothing can be more confusing than summing a set of numbers only to have them total to zero. **The reason this is happening: the spreadsheet doesn't recognize the entries in the cells as a "number"**. Chalk this up to formatting. The contents of the cell is formatted as "text" (or perhaps something else). Thus, the spreadsheet can't SUM text. Instead of getting an error message (the red triangle with a white explanation in it), the sum formula comes back as zero since it has "technically summed" what's within the selected cells. From the spreadsheet point of view, there is no error. ### Why is SUM to Zero Happening in First Place? So, how are my numbers get formatted as text? Generally speaking, this does not happen randomly nor would it happen within a spreadsheet you created by scratch. Usually, it's because the information contained within the spreadsheet was downloaded from a database from a server. Some examples of a download form a database: - You downloaded data from an Amazon seller product breakdown - You queried data from some sort of enterprise platform and the output came as is - A martian from the planet Zerbannon was responsible Whatever the case may be, the fix will be the same each and every time. ## Fix a SUM Formula that Totals to Zero In order to fix a sum formula that totals to zero, you need to convert the entries in your cells from a 'text' format to a 'number' format. Unfortunately, changing the format "Data Format" drop down from 'Text' to 'Numbers' won't work (*you could always try this first, but I've not seen it work since the issue is deeper than surface level formatting*). ### A Spreadsheet Example To Start Here's how to fix a SUM formula that totals to zero. #### How You'll Know Which Cell Entires are 'Text' Upon closer inspection, we can see that these 'numbers' are not actually a number. In the next screenshot, when selecting cell A2, we can see that the info bar on the bottom of the spreadsheet says 'Text'. Another way to confirm the entry format, when selecting *Cell* tab in the side bar, we can see the Data Format also lists the format as 'Text'. Lastly, look at the *alignment*. By default, alignment of 'Text' is always to the left of the cell. Also, by default, alignment of numbers are to the right of the cell. Notice, in the screenshot below, the number is aligned to the right. This is another visual clue that the format is 'Text' and not 'Number'. ***IMPORTANT NOTE: Changing the Data Format to Numbers or Currency typically will NOT work.*** ### The Fix: Step 1 of 2 (CLEAN FUNCTION - Potentially Optional) The first thing we need to do is to "clean" the format of the information in the cell. When data is downloaded from a database, there could be "invisibles" that are also included. This is to say there may be more formatting contained within the cell than you can visually see such as a carriage return (that's hitting the 'return' key on your keyboard). These "invisibles" may or may not apply to your spreadsheet, but it's good to be potentially aware of them. I like to start with a CLEAN function before moving on to the actual fix, just in case. Otherwise, the actual fix may not work because of any "invisible" formatting. To fix, create another column next to Column A. From there, use the [CLEAN function](https://support.apple.com/guide/functions/clean-ffa5c2da34/13.2/web/1.0?ref=iworkexpert.com) as shown in the screenshot below. Without going into too much detail of the CLEAN function, you essentially are removing certain text or formatting characters contained within the cell (this includes any carriage returns). The CLEAN function only requires 1 input, so enter the function and select the corresponding cell next to it. Do this for all the affected cells within your spreadsheet. Even though we have now "cleaned" the cells, the sum still goes to zero. In the next step, we will finally resolve this. ### The Fix: Step 2 of 2 (VALUE FUNCTION) The final step will be to convert your text to a value. To do this, use the [VALUE function](https://support.apple.com/guide/functions/value-ffa5bd6a16/13.2/web/1.0?ref=iworkexpert.com). Again, create another column next to your data. In our example, it will now be Column C. With the VALUE function, you are basically formatting the cell contents as a number. The VALUE function only requires 1 source-string, so enter the function in Column C and select the corresponding cell next to it. For us, we'll want to use Column B, not Column A since Column A wasn't in an acceptable format to begin with. For your spreadsheet, you may be able to use the VALUE function from the start. Once you enter your formula, copy it all the affected cells within your spreadsheet. Notice how the spreadsheet can now properly sum the numbers in Column C. It can now recognize the data in the cell as a number format. ## Conclusion and Takeaways If you're using a SUM formula that totals to zero instead of the actual sum it's should be, it's very likely the cells involved have been formatted as 'Text'. You can't fix this by simply changing the Data Format from 'Text' to 'Number'. To convert the cell entry to a 'Number', use the VALUE function. You may also need to "clean" the original data beforehand in case there are any "invisible" characters you can't see included within the cell. To do this, use the CLEAN function first and then use. ### Create Fun, Animated GIFs Using Apple Keynote URL: https://iworkexpert.com/create-animated-gifs-using-apple-keynote/ Last updated: 2026-06-23T17:12:47.000Z > Yes, you can create animated GIFs in Keynote. Using Keynote's animation tools and a little imagination, you too can make something fun You may think Keynote can only create presentations or slide decks. While that is the primary focus, you can also use it to [create animated GIFs](https://support.apple.com/guide/keynote/create-an-animated-gif-tan30ff1f63c/mac?ref=iworkexpert.com). You could actually use this feature on an entire presentation you've created or simply for creating the GIF itself. No third party software needed! In this post, I'll show you how to easily create animated GIFs using Apple Keynote. ## The GIF I Created In the spirit of Thanksgiving this week, I've created this animated GIF: ![An animated GIF created in Apple Keynote](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Thanksgiving.gif.webp) An animated GIF created in Apple Keynote All I used was a royalty free clip art image of a turkey, some text I typed in Keynote, and this website logo. Just as you would with any Keynote slide, I animated the various elements using the built in Keynote animation action functions and transitioned to the final slide that says Happy Thanksgiving". This simple GIF took about five or so minutes to create. I then sent it as a text message to a few friends who, I believe, were mildly impressed. I digress, but the point is that it's something fun to create and simple to do. Let's dive into the specifics on how to create animated GIFs using Apple Keynote. ## Design What You Want For Your GIF First First things first, here's what I used to create the GIF above: - A clip art turkey I found online - Text Boxes - My website logo The first animation you see is a single, large turkey shrinking to nothing. After I sized and centered my turkey to my liking, I selected my turkey. From there, I went to the sidebar and chose *Animate* \-> *Action* \-> *Add an Effect* \-> *Scale*. I then changed the *scale* to 0%. This would make the turkey go from the size it is to looking like it disappeared. ![The first animation effect to create the GIF](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Screenshot-2023-11-21-at-4.02.46-PM.webp) The first animation effect to create the GIF Also, on the sidebar towards the bottom, there is a button that says *Build Order*. Click on this button. Now, with your turkey selected, make sure the Start drop down option says *After Transition* with the delay at *0s*. You don't necessarily need to do this step, but I like doing it as a best practice. By doing this, the animation will begin as soon as you hit *Play*. When you go to export this into a GIF (more on that later), the GIF should start automatically anyway. To avoid any frustration or technical issues, I like to do that anyway. ![Make sure the transition happens immediately](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Screenshot-2023-11-21-at-4.16.50-PM.webp) Make sure the transition happens immediately From there, I copied and pasted a the same turkey image and resized to make it smaller. By doing a copy/paste, I also end up copying the animation I just did. However, I don't want this turkey to scale down and disappear. I want it to actually appear. So, to make that happen I change the action from *Scale* to *None*. I then click on the *Build In* tab, click *Add an Effect* and select *Appear* as shown in the below screenshot. ![Build in option under Animate pane](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/GIF-Build-In-Option.webp) Build in option under Animate pane Now, on the sidebar towards the bottom, there is a button that says *Build Order*. By clicking this button, you'll bring up the build order which is essentially referring to the animation order. **This part is important**. Under Start, you'll want to click the dropdown box and select *After Build 1*. This mean the this animation will being after the first animation has take place. I set the delay to *1.00s* to allow some "breathing room" between the first and second animation. ![setting a delay in apple keynote](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Screenshot-2023-11-21-at-4.14.09-PM.webp) Add a slight delay to allow some "breathing room" between animations I repeated the copy/paste (with the smaller turkey) process and placed another turkey in a different area on the slide. Again, by copy/pasting, it keeps the previous animation settings. By the time I got to my 4th and 5th turkey, I set the delay to *0.50s* to make the animations speed up a little but. Starting with the 6th turkey, I then changed the delay to *0.10s*. I repeated this process while randomly resizing the turkeys and randomly placing them on the slide. When I was satisfied with what I had, I create a *Slide Transition.* ## The Slide Transition A slide transition marks the animation that will take place between slides as opposed to what's on the slide (with one exception which I'll get to soon). To create a slide transition, you first need to click on the slide itself. This can be easily done in the *View* pane under *Navigator*. From there, click on *Animate* \-> *Add an Effect* \-> *Magic Move*. Without getting too much into what Magic Move is, it will basically animate the movement of an element that is on your first slide to the second slide. For example, you can see the GIF I created that a single turkey moves from the spot its on to the center and the "HAPPY THANKSGIVING" words, etc. pop up. So, in order for this to work, we'll need a second slide. Once created, I added the turkey where I wanted. This will allow the Magic Move transition to animate a turkey movement from the first slide to the second. I then added some text using text boxes and inserted an image of my logo. Believe it or not, there are actually no animations on the second slide. After the Magic Move takes place, the remaining text and images simply appear. ## Exporting Your Keynote as an Animated GIF Now that you have animated what you need, it's time to export the Keynote file into an Animated GIF. To do so, go to *File -> Export To -> Animated GIF*. **This step is important**. Make sure you change the slides to export all slides. In this case, we want to make sure it exports from slide 1 to slide 2\. You can adjust the various other options in the export screen to your liking, although pay attention to the "Export with transparent background". You may or may not want this checked depending on where the GIF will be posted. Once you've selected what you want, click "Save". ![How to export your GIF in Keynote](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/Screenshot-2023-11-21-at-4.38.32-PM.webp) How to export your GIF in Keynote ## Wrap Up - Creating Animated GIFs Using Apple Keynote That's it. You now have created an animated GIF. You can post it wherever GIFs function such as text messages, websites, social media, etc. Keep in mind, if you were to open the GIF file on your computer, you will see a bunch of random slides slowly animating the things you created in Keynote. This is because the file will (most likely) open in the Preview app. Preview can't run GIFs so that's why you see various slides. Not to worry because if you're looking to test it before sharing with others, you can text yourself the GIF and see if the animation takes place. If so, congrats. If not, double check the settings when you exported it just to make sure you didn't skip over anything. Enjoy your new animated GIF maker. Just imagine all the things you can now create! ### How to Fix a Font Not Showing in Apple Pages URL: https://iworkexpert.com/fonts-not-showing-in-apple-pages/ Last updated: 2026-06-24T20:39:58.000Z > As long as the font is installed on your computer, it's available to use. However, to use some fonts, you'll have to select them outside of the sidebar dropdown menu. Confusing and mildly frustrating. When you have a specific font that doesn't appear in font drop down menu (and you know it's there), that's how you can feel. It almost seems like the font is hidden or come across missing (again, you know it's there...somewhere). If this is happening to you, then I can show you an easy way to "fix" it. In this post, I'll tell you what you need to do with a font not showing in Apple Pages. --- **Things to Know** - **As a best practice, you may want to double check if the specific font you want is truly install on your Mac by viewing it in the Font Book app**. If the font is there, you're good to use it. If it's not there, then the font wasn't on your Mac to begin with. - **If the font is not showing the font drop down menu, you'll need to select it by going to *Menu* bar, go to *Format* \-> *Font* \-> *Show Fonts*** (alternatively, you can use the keyboard shortcut Command + T). - **When you select the "missing" font, it will continue to be available in the *Recent Fonts* area in the font drop down menu** --- ## Check Font Book on Your Mac (Just in Case) You *for sure know* the font is install on your computer, right? While it probably is, it may help to double check just in case. If you don't know how to check, keep reading this section. ### How to Confirm a Font is Installed Open the Font Book app on your Mac. Navigate to *My Fonts* and check if the font you're wanting to use is there. In this example, I installed the "League Gothic" font as a demonstration as I did not have this font on my computer before (you can download this font and many others for free from [Google Fonts](https://fonts.google.com/?ref=iworkexpert.com), just in case you didn't know). In the screenshot below, you can see that this font is on my Mac. If you don't see the font you want, you'll want to install it. But, if the font is already installed, you can move into the next section of this post. ### The Font is in the Font Book App, but Not in Pages In Pages, you can view fonts by going to the *Format* icon under the *Font* section. By clicking on the orange arrows next to the font name, a dropdown menu will appear where you'll see a list of fonts you can choose from. Per the screenshot below, I'm on the default font of Helvetica Neue. Unfortunately, when I try to find the "League Gothic" font I installed, I can't find it. ## The Solution to Selecting That "Missing" Font in Pages A font not showing in Apple Pages is a result of how the font was created. I won't go into the technical details of it, but in order to use this kind of font, you'll have to navigate as follows: - In the **Menu** bar, go to ***Format* \-> *Font* \-> *Show Fonts*** (alternatively, you can use the keyboard shortcut Command + T) This will popup a new window as shown in the screenshot below. - Navigate to *All Fonts* under *Collection*. - In the *Typeface* section, scroll until you find the font you are looking for. Then select it. Again, in this example we're looking for "League Gothic". In the screenshot below, you can see it's there. Once you select the font in the *Typeface* section, you may optionally select the *Style* (if applicable) and *Size*. This last two choices don't need to be done here. Thankfully you can changed these attributes in the regular *Font* section in Pages. ### Will I Need to Do This Each Font Not Showing in Apple Pages? Once you have the font selected, you won't need to repeat the steps above. When you select the "missing" font, it will continue to be available in the *Recent Fonts* area in the font drop down menu. It will be all those fonts that appear at the top of the font drop down menu above a line separator. Of course, if there's another font you want to use and it's not showing up, simply repeat the steps above to use it in your document. Here's a quick tip that you may also find helpful: - If you assign this font as a *Style* in your document, you won't have to continuously re-select it from the font drop down menu. ### Restore a Font That Came with Your Mac Last, but not least, restore a font. Let's say you accidently deleted a font that came with your Mac and this is why you can't find it. If this happens to you, not to fret! Simply restore it. To restore a font originally on your Mac, do the following: - In the Font Book app, click on Font Book in the menu bar and go to Settings. - Go to the Advanced tab. - Click on Reset Fonts. Note that this resets all your user fonts as a result. They are not deleted or moved to Trash. They are simply put into a "Fonts (Removed)" folder in your Library folder. You'll need to quit and restart your computer for the reset to take full effect. --- In conclusion, the fonts you have installed on your Mac are available to use. ### The DATEVALUE Function in Apple Numbers Explained URL: https://iworkexpert.com/the-datevalue-function-in-apple-numbers-explained/ Last updated: 2026-07-09T21:33:42.000Z DATEVALUE converts a date stored as text into an actual date value Numbers can work with. It exists almost entirely for one reason: compatibility with Excel. If you open a spreadsheet someone built in Excel and see DATEVALUE in the formula bar, that's why it's there. There's a Numbers-native use too: text-formatted dates from an imported CSV or a copied web table, which won't sort or calculate correctly until converted. DATEVALUE can help, though it isn't always the right tool depending on how the text is formatted. This post covers what it does, where Numbers and Excel diverge, and when you'd actually reach for it. 📌 ****Note:** Most Numbers users won't need this often. Outside of opening Excel files or cleaning up imported data, you're unlikely to type this formula yourself. If you do hit one of the trickier text formats issues, this post covers how to handle them. --- ## DATEVALUE Function Details ![Numbers formula bar showing the DATEVALUE function with the date-text parameter.](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2026/07/datevalue-function-number-formula-bar.png) `DATEVALUE` formula converting text into a valid date. **Purpose:** Converts a date stored as text into a date/time value Numbers can use for sorting, date math, and other date functions **Result:** A date/time value **Syntax:** `=DATEVALUE(date-text)` **Arguments:** date-text - date-text = a cell reference or text string containing something that looks like a date, such as "1/27/2025" or "Jan 27, 2025" --- ## When You'd Actually Use The DATEVALUE Function DATEVALUE takes a piece of text that looks like a date and converts it into a real date/time value. Once a cell holds a date/time value instead of plain text, Numbers can use it in date math: comparing dates, calculating durations, sorting chronologically, feeding it into other date functions like [DATEDIF](https://iworkexpert.com/the-datedif-function-in-apple-numbers-explained/) or EOMONTH. The function accepts a range of common date formats as input. Short numeric formats, abbreviated month names, and four-digit years all work. Where it fails is when the text isn't resolvable to an actual calendar date. More on that in the example below. Apple includes DATEVALUE specifically because Excel needs it. In Excel, dates that land in a spreadsheet as text (from an import, a form export, etc.) won't behave like dates until something converts them. DATEVALUE is that conversion tool in Excel's world. Numbers is generally better at recognizing dates the moment you type them, so the function mostly matters when files cross between programs. ## **How to Use the DATEVALUE Function in Numbers** I'll show a brief step by step guide on how to use DATEVALUE for converting a date formatted as text to a date/time value format. ![Numbers spreadsheet screenshot showing the formula DATEVALUE(A2) converting the text '04/05/2063' in column A into a date value in column B.](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2026/07/datevalue-function-numbers-example-1.png) Using the `DATEVALUE` function in Numbers to convert a text-formatted date in column A into an actual date value in column B. **Step 1: Reference the date-text** The first argument is date-text. In our example, that's cell A2. **Step 2: See the result** The completed formula is `=DATEVALUE(A2)`. This provides the results April 5, 2063\. Note that while the cell “looks” the same as the date-text input, it is now formatted into a proper date/time value. ### **An Example Using DATEVALUE** Column A contains dates typed as plain text from an import in a CSV file or copied from another source. You want a real date value in column B for each entry in column A. ![Numbers spreadsheet showing DATEVALUE results for various text date formats, including a warning icon for an invalid date like 13/45/2063.](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2026/07/datevalue-function-numbers-detailed-example.png) `DATEVALUE` handles multiple text formats like "4/5/2063" or "Apr 5, 2063," but it returns an error when the text isn't a valid date, such as "13/45/2063. Column A (text input): - A2: 4/5/2063 - A3: Apr 5, 2063 - A4: 4/5/2063 - A5: 13/45/2063 Formula in B2, copied down through B5: `=DATEVALUE(A2)` Results in column B using DATEVALUE: - B2: Returns a date value equivalent to April 5, 2063\. The display format (04/05/2063 or another layout) is controlled separately (see the note on display format below). - B3: Returns the same result as B2, correctly interpreting the abbreviated month name "Apr." - B4: Returns April 5, 2063, handling the single-digit day and four-digit year without issue. - B5: Returns an error. The text 13/45/2063 is in a date-like format, but is invalid because month 13 doesn't exist and neither does day 45\. DATEVALUE doesn't partially succeed like the [DATE](https://iworkexpert.com/the-date-function-in-apple-numbers-explained/) function and rolls over to the next valid time period. For DATEVALUE, either the text resolves to a real calendar date, or the cell returns an error. 📌 ****Note:** The way a result displays like 4/5/63, April 5, 2063, 05/04/63 is a display setting, not something the formula controls. More on why in the **Data Format* section below. ### **DATEVALUE Error Handling** There are some pesky cases where even when you use this function, you’ll still receive an error and the text based date won’t convert. Here are some reasons why and the fixes: **1\. Language and Region Mismatch** Numbers relies on your Mac's Language & Region settings to interpret text-based dates, and this is where a lot of DATEVALUE errors come from. If your text string is written as "25/12/2026" (day/month/year) but your Mac's region is set to the United States (month/day/year), Numbers has no valid way to read 25 as a month, so it throws an error. The trickier version of this problem happens with a date like "05/12/2026," where both readings are valid (May 12, or December 5) month/day combinations. In that case Numbers won't error at all. It will just quietly convert the text to the wrong date, since nothing about the string signals a mismatch. **The Fix:** While you could adjust your region settings to match the spreadsheet, this is a VERY BAD idea. It’s a heavy handed fix to a “minor” spreadsheet problem and it’ll probably mess up everything else on your computer that pulls from this setting. A better approach is to parse the text string (see next paragraph below). **2\. Non-standard formatting (e.g., "2026.07.09")** Numbers won't recognize uncommon date separators such as periods, spaces, or quotes. If the text string doesn't match a standard calendar format, DATEVALUE will return an error. **The Fix (also the fix for the issue above):** Assuming all your dates are written consistently, even if in a format Numbers doesn't recognize, you can deconstruct each part of the date (Year, Month, Day) using the DATE function combined with LEFT, MID, and RIGHT, then reassemble the parts into a real date value (while this may look like a complex formula, you're just slicing the string into three parts and reassembling them). The exact date slice points depend on how your text string is ordered. It's not one formula for every case, but it's the same technique applied to wherever each date part sits in the string. For example, say cell A1 contains "2026.07.09" (year first, then month, then day). ![Numbers spreadsheet showing DATE(LEFT(A2,4), MID(A2,6,2), RIGHT(A2,2)) converting the text '2026.07.09' into the date value 07/09/2026.](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2026/07/datevalue-yyyymmdd-format-example.png) For dates in YYYY.MM.DD format, use `LEFT`, `MID`, and `RIGHT` inside a `DATE` formula to extract the year, month, and day separately since `DATEVALUE` can't parse this format directly. To convert it a YYYY.MM.DD format: `=DATE(LEFT(A2,4),MID(A2,6,2),RIGHT(A2,2))` `LEFT(A2,4)` extracts the year: 2026 `MID(A2,6,2)` extracts the month: 07 `RIGHT(A2,2)` extracts the day: 09 The DATE function then combines these three pieces into a proper date/time value. If your text is ordered differently, say day first, like "09.07.2026", the same idea applies but the slice points move: ![Numbers spreadsheet showing DATE(RIGHT(A2,4), MID(A2,4,2), LEFT(A2,2)) converting the text '09.07.2026' into the date value 07/09/2026.](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2026/07/datevalue-mmddyyyy-format-example.png) For dates in MM.DD.YYYY format, the same `LEFT`, `MID`, and `RIGHT` pieces are just rearranged inside `DATE` to match where the year, month, and day fall in the text. To convert it a MM.DD.YYYY format: `=DATE(RIGHT(A2,4),MID(A2,4,2),LEFT(A2,2))` `LEFT(A2,2)` extracts the day: 09 `MID(A2,4,2)` extracts the month: 07 `RIGHT(A2,4)` extracts the year: 2026 Before copying either formula down a column, check that every cell in the source data follows the same character positions. A single inconsistent entry, like a one-digit day where the rest of the column uses two digits, will throw off the slice points and give you a wrong date rather than an error, so it's worth a quick visual scan of the source text first. There's more than one way to approach this. The formulas above are simply one solution among several. ## **Where Numbers and Excel Actually Diverge** This is the part most explanations of this function skip over, and it's the one place where "full compatibility" needs a small caveat. In Excel, DATEVALUE returns a serial number a plain integer counting days from a fixed reference date (a raw count of days Excel uses instead of a calendar-style value). That number is how Excel handles date arithmetic under the hood; it just displays as a date when the cell is formatted that way. In Numbers, DATEVALUE returns a date/time value, not a bare serial number. For everyday use this covers the same ground. Sorting, comparing, calculating durations between dates all work fine. But if you're porting a formula from Excel that specifically expects a raw number back from DATEVALUE, like a calculation that was built to treat the result as an integer, it may not slot in the same way. This has caught people off guard when migrating files, because the function name and stated purpose are identical in both programs, but the underlying data type isn’t. If you genuinely need a numeric value rather than a date/time value, you'll need an additional conversion step rather than relying on DATEVALUE alone. ## When You'll Actually Run Into This Function **Opening an Excel file in Numbers:** The most common scenario. A DATEVALUE formula already exists in the file. When you open it in Numbers, the formula stays in place and Numbers recalculates it using its own engine. You'll get a date/time value in that cell rather than Excel's serial number. For almost everything you'd do with that cell afterward, such as reading it, sorting by it, comparing it to another date, this is a non-issue. It only matters if a downstream formula in the same sheet was written to expect a raw number. That formula, not DATEVALUE itself, is where you'd check behavior after the file moves over. **Other Use Cases** - You intentionally built a text string representing a date, such as "6/" & A1 & "/2026", and now want to convert it into a date. - You receive text from another function or data source that isn’t already typed as a date. Outside of these reasons, DATEVALUE is essentially redundant in Numbers. In fact, you may never have seen this function ever until you decided to look it up (way to go looking it up in iWork Expert!). The key takeaway, this function existing in Numbers largely to: - Maintain functional parity with other spreadsheet programs (looking at you Excel) - Help with converting imported or text-based dates to proper date/time values ## **Why Not Change the Data Format Instead?** A common point of confusion is trying to fix a text-based date by selecting the cell and changing its *Data Format* to *Date & Time*. This doesn't work because *Data Format* only changes how a value displays. It has no power to reinterpret what's actually stored in the cell. If the cell contains the text string "12/25/2026" rather than a true date value, switching the *Data Format* is like renaming a .txt file to .jpg. The extension may have changed, but the underlying file doesn’t turn into a photo. This is exactly the gap DATEVALUE is built to close: it performs the actual conversion from text to a real date/time value, and only after that conversion happens does a *Data Format* have anything numeric to act on. A quick way to tell which problem you're dealing with is cell alignment. Text sits left-aligned by default, while true dates and numbers align right. If a cell stays left-aligned even after you've applied a *Date & Time* format, that's your sign it's still text underneath. ## **Considerations and Limitations** **Considerations** - DATEVALUE accepts a range of common date formats: short numeric, abbreviated month names, and different separator styles generally work. - Display format is controlled separately from the formula, under Cell → Data Format in the Format sidebar. Changing the display format does not convert text to a date, and converting text to a date does not change the display format. - If you're entering dates yourself directly into Numbers, you don't need this function. Type the date normally and Numbers will recognize it as a date/time value automatically. **Limitations** - The date-text argument must contain something recognizable as a date. If the text can't be resolved to a real calendar date, DATEVALUE returns an error rather than a partial or best-guess result. - DATEVALUE does not handle every text format, especially non-standard separators like periods (see Error Handling above). - The result is a date/time value, not a serial number. This is the main behavioral difference from Excel's version of the function, and it matters if a formula ported from Excel expects a raw integer back. --- DATEVALUE earns its place in a couple of narrow cases: you're opening an Excel file that already uses it, or you're cleaning up date-shaped text that came in from an import. For everyday date entry in Numbers, just type the date. For more detail, see Apple's support guide for [DATEVALUE](https://support.apple.com/guide/functions/datevalue-ffa558a84c/15.3/web/1.0?ref=iworkexpert.com). ## Related Functions - [**DATE**](https://iworkexpert.com/the-date-function-in-apple-numbers-explained/) \- builds a date value from separate year, month, and day numbers. - **TIMEVALUE** \- converts a time stored as text into an actual time value. - **YEAR / MONTH / DAY** \- pulls a single component back out of an existing date. - [**DATEDIF**](https://iworkexpert.com/the-datedif-function-in-apple-numbers-explained/) \- calculates the number of days, months, or years between two dates. ### The DATEDIF Function in Apple Numbers Explained URL: https://iworkexpert.com/the-datedif-function-in-apple-numbers-explained/ Last updated: 2025-09-16T21:25:08.000Z > Find the difference between two dates with options to ignore certain aspects of the date such as the day, month, or year If you want to figure out the time difference between two dates, using the DATEDIF function in Apple Numbers can help make that easy. Yet, the function itself can be a bit confusing. With DATEDIF, you’ll be able to precisely calculate how many years, months, or days there are between any two dates. Here, I’ll explain how to use the DATEDIF function in Apple Numbers, but I'll also demonstrate why you may not need to use this function at all. --- **Things to Know** - This function will calculate the precise number of days, months, or years between two dates. - Some 'Calc-Method' options are confusing (i.e. MD, YM, YD), but they do have their specific purpose. - Alternatively, you could simply subtracts dates from one another and bypass the need for the DATEDIF function altogether. --- ## **What is the DATEDIF Function in Apple Numbers and Why Does it Matter?** The DATEDIF function (pronounced "date dif") returns the number of days, months, or years between two dates. As shown in the screenshot below, this function will ask you for the following arguments in this specific order: - Start-Date - End-Date - Calc-Method ![The DATEDIF Function and it’s arguments in an Apple Numbers Spreadsheet](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/DATEDIF-function-arguments.png) The DATEDIF Function and it’s arguments in an Apple Numbers Spreadsheet The DATEDIF function is helpful in cases where: 1. You need to calculate the duration of how many either years, months, or days between two dates. With that said, know that this function is not the only way to calculate a duration. You can actually calculate the difference between two dates without using a function at all. In the screenshot below, I have two dates. By subtracting a date from another date, the spreadsheet will actually calculate what the difference is. In this example, it gives us the result and, by default, provides the result in days. You may also calculate both a positive duration, i.e. 200d (how many days until), or negative durations, i.e. -200d (how many days have past). ![How to calculate the difference between dates without using a function](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/03/calculating-a-date-without-a-function.png) How to calculate the difference between dates without using a function Additionally, the DATEDIF function in Apple Numbers will let you further define the duration. You can define by weeks only, weeks and days only, days, hours, and minutes only, seconds only, etc. While you can define by any one of these choices or pick a mix of them, you have to make sure your choices are consecutive. For example, while you can choose to show in week and day as shown in the example below, you cannot choose week, day, and minutes. If you did, Apple Numbers would also force the choice of hours in order to also show minutes. The same goes the other way around. You can choose millisecond and sec, but you couldn’t also choose day without Apple Numbers also forcing to view of minutes and hours. The choice in units must be consecutive. ![The various duration choices you can view your date differentials (right side panel)](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/02/duration-unit-options.png) The various duration choices you can view your date differentials (right side panel) You may noticed that there is no year option. Whether using this method or the DATEDIF function, you are not able to show the duration in years. As semi-workaround this is to label the cell next to it or underneath it and type in “years”. You could also create a custom data format, but this article does not dive in how to do that. Lastly, there is a function to calculate the year to a decimal (YEARFRAC), but we also do not discuss this within the post. ## **How to Use the DATEDIF Function in Apple Numbers: Conceptual Example** ![The conceptual example for the DATEDIF Function in Apple Numbers](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/03/DATEDIF-example.png) The conceptual example for the DATEDIF Function in Apple Numbers ### Step 1: Enter the Start-Date (should be a reference from another cell) The first argument of the function is to select the start-date. In our example, the start-date is in cell A2, so this should be the cell you select. ![Selecting the “start-date” argument](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/03/DATEDIF-Start-Date.png) Selecting the “start-date” argument ### Step 2: Enter the End-Date (should be a reference from another cell and must be a date higher than you Start-Date) The second argument of the function is to selected the end-date. In our example, the end-date is in cell B2, so this should be the cell you select. NOTE: The end-date must be a “higher” date than the date you used for the start-date. Essentially, that means your end date needs to be in the future compared to your start date, i.e. start-date = 2/2/1902, end-date = 9/9/1909, etc. ![Selecting the “end-date” argument](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/03/DATEDIF-End-date.png) Selecting the “end-date” argument ### Step 3: Enter the Calc-Method (must specify 1 choice from a list of 6 pre-defined options) The third and last argument of the function is to select the calc-method. You must choose from a drop down (or type manually) one of six pre-defined choices. These choices are: - D = Returns the number of days between the start and end dates - M = Returns the number of months between the start and end dates - Y = Returns the number of years between the start and end dates - MD = Returns the days between the start and end dates, but ignores months and years. - In other words, it **takes the difference between *days* only**. Doesn't matter the month or year. - YM = Returns the number of whole months, but ignores the year. - In other words, **the difference between *months* only**. Doesn't matter the days or years. - YD = Returns the days between the start and end dates, but ignores the years. - In other words, **it counts *days* and *months*, but the values the spreadsheet returns is in days**. It ignores years. ![The “calc-method” argument. 1 of 6 pre-defined choices are available](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/03/DATEDIF-calc-method-in-D.png) The “calc-method” argument. 1 of 6 pre-defined choices are available ![The 6 pre-defined dropdown choices](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/03/calc-method-options-DATEDIF.png) The 6 pre-defined dropdown choices The first three options (D, M, and Y) are pretty straightforward. However, the last three options, MD, YM, and YD are slightly confusing. Here is any easier way to interpret these last three. 1. The *year* is always ignored in the calculation. 2. Look at the last letter for a clue, i.e. "D" for *days*, "M" for *months* 3. For the differences between "MD" and "YD", think of it this way: - M within the MD for days within the month, hence the "M" - Y within the YD for days within the year, hence the "Y" I admit, I don't always remember what the difference between these ones. However, a quick refresher with my number list above helps. ### Step 4: The Results The results of our inputs gives us the following, depending on which calc-method was used. Notice in column C, the output given is in whole numbers and cannot be extended to any decimals, i.e. 364.5 months or 30.1 years. The results in cells C2, C3, and C4 are easy to understand. Those are how many days, months, and years are left based on the date calculation. The last three in cells C5, C6, and C7 are a little tricky to understand, so let’s briefly break it down. In cell C5, we’re calculating based on the MD calc-method. Essentially, you’re calculating the days between the start and end dates while ignoring whatever the months and years difference is. In our example below, the difference between 4 and 15 is 11 days. Our calculated spreadsheet results show the same. It didn’t matter what the month is or the year is. If we wanted to included the month and year, that calculation is shown in cell C2. In cell C6, we’re calculating based on the YM calc-method. Essentially, you’re calculating the number of **whole months**, while ignoring the year. In our example below, the difference between 2 and 6 is 4 month given that our start-date of 2/4 is not a whole month. The calculation would start with March. The difference between March and June is 4 months. Notice that even through June is not a whole month, it is still counted. That is because the whole month only applies to the start-date. Our calculated spreadsheet results show the same. It didn’t matter what the year is. If we wanted to included the year in terms of total months, that calculation is shown in cell C3. In cell C7, we’re calculating based on the YD calc-method. Essentially, you’re calculating the number of days, while ignoring only the year. In our example below, the difference between 2/4 and 6/15 is 131 days. Our calculated spreadsheet results show the same. It didn’t matter what the year is. If we wanted to included the year in terms of total days, that calculation is shown in cell C2. ![The results of the function based on the 6 pre-defined calc-methods in column C and the description of the calc-method in column D](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2025/03/calc-method-example-DATEDIF.png) The results of the function based on the 6 pre-defined calc-methods in column C and the description of the calc-method in column D ## **Tips and Reminders for the DATEDIF Function** Some tips and reminders to remember when using the DATEDIF function in Apple Numbers: - Output is given in whole numbers and cannot be extended to decimals - Argument 1 (start-date) cannot be “higher” than Argument 2\. That is to say your start-date cannot be in the future compared to your end-date. - Can always calculate the difference between two dates without a formula, based on what you’re trying to accomplish ## **Conclusion and Final Thoughts** The DATEDIF function is a good way to calculate the difference between two dates. While you don’t have to use a function to accomplish this, the DATEDIF will provide more options if you need them. You can even perform multiple DATEDIF functions in a single formula to show a years, months, and days if you desire. For more information on this specific function, visit the Apple Support guide for [DATEDIF](https://support.apple.com/guide/functions/datedif-ffa55ea982/13.2/web/1.0?ref=iworkexpert.com). Similar Functions That May Help: - DAYS360 - NETWORKDAYS - YEARFRAC ### The DATE Function in Apple Numbers Explained URL: https://iworkexpert.com/the-date-function-in-apple-numbers-explained/ Last updated: 2026-07-09T21:40:18.000Z Think about any form that's asked for a date of birth using three separate fields: day, month, year, instead of one text box. It's a common way to collect dates, partly because it avoids someone misreading a typed-in date. The problem shows up after that data lands in Numbers. You've got three separate columns, and none of them work as a date on their own. You can't sort by it, run date math on it, or filter a range until they're combined into one cell. When you find that you need to combine separate date fields into one, that's what the DATE function does. This post covers what DATE does, how to build the formula, and a few quirks worth knowing along the way, like year handling and overflow behavior. If you've used DATE in Excel, the syntax is identical. 📌 ****Note:** If you're simply entering a date by hand, skip this function entirely. If you type something like 7/20/1969 directly into a cell, Numbers will recognize and format it as a date automatically. The DATE function is for the cases I'll outline below, not for everyday data entry. --- ### DATE Function Details ![the DATE function in Apple Numbers and its function arguments.](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2026/01/DATE-Function---Arguments.png) The DATE function in Number **Purpose**: Combines entries from separate cells into a single cell in which date/time value format **Results**: a date value, such as 1/1/2025 **Syntax**: `=DATE(year, month, day)` **Arguments**: year, month, day - year = a full, four-digit year. If you enter "25", Numbers reads that as the year 25 and not 1925 or 2025. - month = a number from 1 through 12. - day = a number from 1 through the correct number of days for that month (28 to 31). --- ## **When You’d Actually Use DATE** The DATE function earns its place in two specific situations: 1. **Your date data is split across columns** \- separate year, month, and day columns that need to be combined into one usable date. 2. **You need consistent interpretation** \- the result isn't affected by the Language & Region settings on whoever's computer opens the file. 1. For example: If someone in the UK opens a file where a US colleague typed 7/4/2026, they might read that as April 7th, not July 4th. The DATE(2026, 7, 4) is unambiguous no matter who opens it because it's always read in the same order: year, month, and date. The underlying date itself doesn't change based on Language & Region settings. Only how it's displayed does. Outside of those two cases, type the date directly into the cell as a string instead. ## **How to Use the DATE Function in Numbers** We'll build a date by combining year, month, and day values stored in three separate cells: year in **A2**, month in **B2**, day in **C2**. ![Numbers formula combining Year, Month, Day columns into one date using DATE(A2, B2, C2).](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2026/06/date-function-numbers-example.png) The DATE function combines separate year, month, and day values into a single date. Here, DATE(A2, B2, C2) turns 2009, 10, and 31 into 10/31/09. **Step 1: Reference the year** The first argument is the year. In our example, that's cell A2, which contains 2009. **Step 2: Reference the month** The second argument is the month. In our example, that's cell B2, which contains 10. **Step 3: Reference the day** The third argument is the day. In our example, that's cell C2, which contains 31. **Step 4: See the result** The completed formula is `=DATE(A2, B2, C2)`. With A2 = 2009, B2 = 10, and C2 = 31, the result is **10/31/09**, formatted automatically according to the Language & Region settings on the Mac. ### **What Happens With Bad Inputs** **INCORRECT INPUT TYPE** If any argument points to a cell that's empty or contains text instead of a number, the DATE function returns an error rather than a date. If you're combining data from an import or a form, it's worth double-checking that all three source columns are actually numeric before relying on DATE to combine them. **MONTH OR DAY VALUE ERRORS** Month and day values outside their normal range are a different story. DATE doesn't reject an out-of-range month or day outright. Instead, it rolls the value over into the next month or year, and Numbers flags the cell so you know it happened. More on exactly how that works below. ![Numbers spreadsheet showing DATE function result of 11/24/09 when Day is set to 55, with a blue triangle warning in the result cell.](https://storage.ghost.io/c/ab/77/ab77c7f2-5a11-41f0-a051-4d1752e4286a/content/images/2026/06/date-function-number-bad-input-example.png) When the day value exceeds a month's actual days, the DATE function doesn't error out. It rolls the overflow into the next month and flags the cell with a blue triangle warning. A day value of 55 in October produces 11/24/09. ### **Why is my DATE function showing an error?** If one of the three referenced cells is empty, contains text, or isn't a clean number, Numbers flags the cell with a red triangle in the middle: the formula-error indicator. A blue triangle in the upper-left corner means something different. It's a warning, and the formula still produced a result. This is exactly what shows up when DATE receives a month or day value outside its normal range. Click either triangle and Numbers tells you specifically what's going on. The fix for an actual error is the same regardless. Clean up the source data and confirm year, month, and day are all genuinely numeric with nothing blank. **Month and Day Overflow** DATE doesn't reject a month or day value outside its normal range. It does the math anyway and rolls the result into the next month or year. Numbers flags this with a blue triangle warning on the cell, so you'll catch it even without checking every result by eye. **Month overflow:** Any value over 12 rolls into the following year. A date of 13/01/2023 (mm/dd/yyyy) is interpreted as 01/01/2024\. The month advances by one (13 minus 12), since there are only 12 months in a year. **Day overflow:** Any value beyond the days in that month rolls into the next month. A date of 01/33/2023 (mm/dd/yyyy) is interpreted as 02/02/2023\. The day advances by two (33 minus 31), since January has 31 days. Neither of these is a typical issue if your source data is clean. But if you're pulling year, month, and day values from an import or a form where someone could type 13 for a month or 32 for a day, it's worth building a quick check rather than relying on catching every blue triangle by eye, especially across a large column of data. **Checking for a bad month is simple, since the limit never changes:** ``` =IF(B2>12,"Check this row","OK") ``` A simple way to check if you have a "bad month" within your data **Checking for a bad day is trickier, since the limit changes by month (and by leap year for February).** Rather than tracking those limits yourself, let function EOMONTH do it. EOMONTH returns the last day of a given month, so pairing it with DATE and DAY gets you the actual maximum day for that year and month, automatically: ``` =IF(C2>DAY(EOMONTH(DATE(A2,B2,1),0)),"Check this row","OK") ``` A way to check for a "bad day" within your data Drop either of these in a column next to your data and you've got a visual flag for any row worth a second look, without relying on spotting a small blue triangle in a sea of cells. ## **Considerations and Limitations** **Considerations** - Use DATE when combining separate year, month, and day values, or when you need a date that reads the same regardless of who opens the file. Otherwise, just type the date directly into the cell. - If you're pulling values from an import or form where bad entries are possible, build a check across the column rather than relying on spotting every blue triangle by eye (see the overflow section above). **Limitations** - All three arguments must be genuine numbers. An empty cell, text, or anything non-numeric in year, month, or day causes an error. - Numbers won't expand a two-digit year for you. Entering 15 gives you the year 15, not 1915 or 2015\. This mostly matters when converting a spreadsheet with very early years into Excel, since Excel's serial-number date system may not handle years that far outside a normal range the way you'd expect. - Month or day values outside their normal range don't error out. DATE rolls the overflow into the next month or year and flags the cell with a blue triangle so you know a shift happened. --- Use the DATE function when you need to combine year, month, and day values from separate cells, or when you need a date interpreted consistently regardless of someone's Language & Region settings. For everything else, just type the date directly into the cell. For more detail, see Apple's support guide for [DATE](https://support.apple.com/guide/functions/date-ffa55cce81/13.2/web/1.0?ref=iworkexpert.com). ### **Related Functions** - [**DATEVALUE**](https://iworkexpert.com/the-datevalue-function-in-apple-numbers-explained/) \- converts a date stored as text into an actual date value. - **YEAR / MONTH / DAY** \- the reverse of DATE: pulls a single component back out of an existing date. - **EOMONTH** \- returns the date of the last day of the month that is a specified number of months before or after a starting date.