Numbers - Saving a Spreadsheet

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Saving a Spreadsheet

If you’re running Mac OS X v10.7 (Lion) or later, Numbers auto-saves your spreadsheet
frequently in the background, so that you don’t have to worry about losing changes
you made if the application closes unexpectedly. You can also save the spreadsheet
manually, creating an archive of older versions, which can be recovered at any time.

No matter which operating system you’re running, it’s a good idea to save your
spreadsheet often as you work. After you save it for the first time, you can press
Command-S to resave it using the same settings.

When you save a Numbers spreadsheet, fonts are not included as part of the
spreadsheet. If you transfer a Numbers spreadsheet to another computer,
make sure the fonts used in the spreadsheet have been installed in the Fonts folder
of that computer.

To save a spreadsheet for the first time:


Choose File > Save, or press Command-S.


In the Save As field, type a name for the spreadsheet.


Choose where you want to save the spreadsheet.

If the directory in which you want to save the spreadsheet isn’t visible in the Where
pop-up menu, click the disclosure triangle to the right of the Save As field and
navigate to a different location.


Chapter 2

Creating, Saving, and Organizing a Numbers Spreadsheet

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Chapter 2

Creating, Saving, and Organizing a Numbers Spreadsheet



If you want the spreadsheet to display a Quick Look in the Finder in Mac OS X version

10.5 or later, select “Include preview in document.”
If you always want to include a preview in your spreadsheets, choose Numbers >
Preferences, click General, and select “Include preview in document by default.”


If you want to save the spreadsheet as an iWork ’08 or Excel spreadsheet, select “Save

copy as” and choose iWork ’08 or Excel Document from the pop-up menu.


If you or someone else will open the spreadsheet on another computer, click

Advanced Options and set up options that determine what’s copied into your
Copy audio and movies into document: If you use movies or sound files in your
spreadsheet, selecting this checkbox saves the movie or sound files with the
spreadsheet so the files play if the spreadsheet is opened on another computer. You
can deselect this checkbox so that the file size is smaller, but the media files won’t play
on other computers. See “Reducing Image File Sizes” on page 198 and “Reducing the
Size of Media Files” on page 212 to learn other techniques for reducing file size.
Copy template images into document: If you don’t select this option and you open
the spreadsheet on a computer that doesn’t have Numbers installed, the spreadsheet
might look different.


Click Save.

In general, you can save Numbers spreadsheets only to computers and servers that
use Mac OS X. Numbers is not compatible with Mac OS 9 computers and Windows
servers running Services for Macintosh. If you must save to a Windows computer, try
using AFP server software available for Windows to do so.

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To learn how to

Go to

Share your spreadsheets with others

“Printing a Spreadsheet” on page 236
“Sending Your Numbers Spreadsheet to iWork.
com public beta” on page 239
“Exporting a Spreadsheet to Other Document
Formats” on page 237
“Sending a Spreadsheet Using Email” on page 242
“Sending a Spreadsheet to iWeb” on page 242

Undo or prevent changes made to a spreadsheet “Undoing Changes” on page 34

“Locking a Spreadsheet So It Can’t Be Edited” on
page 34

Save different versions of a spreadsheet

“Automatically Saving a Backup Version” on
page 35
“Finding an Archived Version of a Spreadsheet” on
page 36
“Saving a Copy of a Spreadsheet” on page 36
“Saving a Spreadsheet as a Template” on page 38

Save terms that Spotlight can use to locate a

“Saving Spotlight Search Terms for a
Spreadsheet” on page 38

Close a spreadsheet without quitting

“Closing a Spreadsheet Without Quitting
Numbers” on page 39