How do you save a spreadsheet in a different file?

Numbers User Guide for Mac

• Welcome
• • Intro to Numbers
  • Intro to images, charts, and other objects
  • Create a spreadsheet
  • Open or close spreadsheets
  • Personalize templates
  • Use sheets
  • Undo or redo changes
  • Save your spreadsheet
  • Find a spreadsheet
  • Delete a spreadsheet
  • Print a spreadsheet
  • Change the sheet background
  • • Change the spreadsheet view
    • Customize the toolbar
    • Show or hide the sidebar
    • Set preferences
    • Set a default template
  • Touch Bar for Numbers
  • • Use VoiceOver to create a spreadsheet
    • Use VoiceOver to create formulas and autofill cells
• • Add or delete a table
  • Select cells, rows, and columns
  • • Add or remove rows and columns
    • Move rows and columns
    • Resize rows and columns
  • Merge or unmerge cells
  • • Change how table text looks
    • Show, hide, or edit a table title
    • Change table grid colors
    • Use table styles
  • Resize, move, or lock a table
• • • Add text to tables
    • Add objects to cells
    • Add stock information
    • Autofill cells
    • Copy, move, or delete cell content
    • Create a snapshot of a table
  • • Format dates, currency, and more
    • Create a custom cell format
    • Add checkboxes and other controls to cells
    • Format tables for bidirectional text
  • Wrap text to fit in a cell
  • Highlight cells
  • Filter data
  • Alphabetize or sort data in a table
  • • Intro to categories
    • Add, edit, or delete categories
    • Change category groups
    • Add calculations to summarize group data
  • • Intro to pivot tables
    • Create a pivot table
    • Add and arrange pivot table data
    • Change how pivot table data is sorted, grouped, and more
    • Refresh a pivot table
    • View the source data for a pivot table value
• • Quickly calculate a sum, average, and more
  • Calculate values using data in table cells
  • Use the Formulas and Functions Help
• • • Select data to make a chart
    • Add column, bar, line, area, pie, donut, and radar charts
    • Add scatter and bubble charts
    • Interactive charts
    • Delete a chart
    • Change a chart’s type
  • Modify chart data
  • Move and resize charts
  • • Change the look of data series
    • Add a legend, gridlines, and other markings
    • Change chart labels
    • Add a chart border and background
    • Use chart styles
• • Select text and place the insertion point
  • • Add text
    • Copy and paste text
    • Use dictation to enter text
    • Use accents and special characters
    • • Format a spreadsheet for another language
      • Use phonetic guides
      • Use bidirectional text
      • Use vertical text
  • • Change the font or font size
    • Bold, italic, underline, and strikethrough
    • Change the color of text
    • Change text capitalization
    • Add a shadow or outline to text
  • • Intro to paragraph styles
    • Apply a paragraph style
    • Create, rename, or delete paragraph styles
    • Update or revert a paragraph style
  • Use a keyboard shortcut to apply a style
  • • Adjust character spacing
    • Add drop caps
    • Raise and lower characters and text
    • Format fractions automatically
    • Create and use character styles
    • Format dashes and quotation marks
    • Format Chinese, Japanese, or Korean text
  • • Set tab stops
    • Align text
    • Format text into columns
    • Adjust line spacing
  • Format lists
  • Add and edit equations
  • Add a highlight effect to text
  • Add links
  • Add rules [lines] to separate text
• • • Add an image
    • Add an image gallery
    • Edit an image
  • • Add and edit a shape
    • Combine or break apart shapes
    • Draw a shape
    • Save a shape to the shapes library
    • Add and align text inside a shape
  • Add lines and arrows
  • Animate, share, or save drawings
  • • Add video and audio
    • Record audio
    • Edit video and audio
  • Set movie and image formats
• • • Use rulers
    • Position and align objects
    • Use alignment guides
    • Place objects inside a text box or shape
    • Layer, group, and lock objects
  • Change object transparency
  • Fill objects with color or an image
  • Add a border to an object or sheet
  • Add a caption or title
  • Add a reflection or shadow
  • Use object styles
  • Resize, rotate, and flip objects
• • Look up words
  • Find and replace text
  • Replace text automatically
  • Check spelling
  • Set author name and comment color
  • Highlight text
  • Add and print comments
• • Send a spreadsheet
  • Intro to collaboration
  • Invite others to collaborate
  • Collaborate on a shared spreadsheet
  • Change a shared spreadsheet’s settings
  • Stop sharing a spreadsheet
  • Shared folders and collaboration
  • Use Box to collaborate
• • Use iCloud with Numbers
  • Import an Excel or text file
  • Export to Excel or another file format
  • Reduce the spreadsheet file size
  • Save a large spreadsheet as a package file
  • Restore an earlier version of a spreadsheet
  • Move a spreadsheet
  • Lock a spreadsheet
  • Password-protect a spreadsheet
  • Create and manage custom templates
  • • Transfer spreadsheets with AirDrop
    • Transfer spreadsheets with Handoff
    • Transfer spreadsheets with the Finder
• • Keyboard shortcuts
  • Keyboard shortcut symbols
• Copyright

The first time you save a spreadsheet, you name it and choose where to save it—on your desktop or in a folder, for example. Thereafter, Numbers automatically saves your spreadsheet as you work. You can rename a spreadsheet at any time or create a duplicate of it with a different name.

Save and name a new spreadsheet

1. Click anywhere in the spreadsheet window to make it active, then choose File > Save [from the File menu at the top of your screen].

2. Enter a name in the Save As field, then enter one or more tags [optional].

3. Click the Where pop-up menu and choose a location.

   • If you want the spreadsheet to appear on all your devices set up with iCloud Drive, save the spreadsheet in the Numbers folder in iCloud Drive. [To see this option, iCloud Drive must be set up on your Mac.]

   • To create a new folder for the spreadsheet, click the Where pop-up menu, choose Other, then click New Folder at the bottom of the dialog. Enter a name for the folder, then click Create.

4. Click Save.

Rename a spreadsheet

• Click the spreadsheet name at the top of the Numbers window, then type a new name.

Click anywhere outside the dialog to dismiss it.

Save a copy of a spreadsheet

1. With the spreadsheet open, hold down the Option key on your keyboard and choose File > Save As [from the File menu at the top of your screen].

2. Type a name for the copy, then press Return.

The copy is saved to the same location as the original. You can change where the copy is saved or send the copy to someone.

To save a copy of a spreadsheet in another format [for example, Microsoft Excel, PDF, or Numbers ‘09], you make a copy of the spreadsheet in that format. To learn how, see Export to other file formats in Numbers on Mac.

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