iWork '09: The Missing Manual

Saving Your Spreadsheet

Choose File → Save or press ⌘-S to save your spreadsheet. The first time you save a Numbers document, the Save dialog box drops into view, letting you choose a name and location for your new file. If you’re not familiar with the Mac’s standard Save window, flip back to In Your Own Words for a review.

If you want to share your spreadsheet with folks who use Microsoft Excel, Numbers makes it easy to save a copy in Excel format. Just choose File → Save As and, in the Save window, turn on the “Save copy as” option and pick Excel in the neighboring pop-up menu. (If you don’t see this option, click the blue arrow at the top of the Save dialog box to reveal the extended view.) Click Save, and Numbers saves a separate version of your spreadsheet as a .xls file. That file’s just a copy, though; after you save it, you return to your original Numbers document, and any changes you make don’t make their way into the Excel version. To freshen the Excel copy, choose File → Save As again and save another copy of your document in Excel format. For more on saving your spreadsheet in other file formats, including possible translation troubles, see Exporting to Other Formats.

Automatic Backups

Numbers, along with the other iWork programs, lacks an auto-save feature, which means that keeping your file safely stored on your hard drive is up to you and your ⌘-S reflex. Get in the habit of hitting this crucial keyboard combo every few minutes in case some digital disaster strikes. ...