how to get Numbers Formulas to always show as text

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how to get Numbers Formulas to always show as text

I recently switched from Microsoft to Mac. I'm an avid user of Excel and now have to translate what I already know to use Numbers.

I'm testing out Formulas and noticed they're written differently and more difficult (different?) to edit than editing Formulas in Excel. They use some kind of color things instead of plain text.

I found the "Show Formula as Text" option but I always have to switch it over each time I click out and click back in. This will get tedious.

My goal: Edit the Formula more efficiently without it showing an error. The error is caused by some element that I don't know or can't see until I switch to text to edit the formula the way I know.

My options: 1. Get use to the way it is now. It's a learning process and I'd rather not learn to rewire my brain to make this happen if I don't have to.

2. Find a setting where I can flip a switch and it always shows my Formula as text without the fancy colors that make it difficult fir me to understand currently.

Can someone please help me with Option 2 preferably or refer me to a good guide that will help me more quickly learn option 1?

Thanks.

Mac mini, macOS 15.4

Posted on Apr 23, 2025 9:13 PM

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Answer 1

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SGIII

Level 8

37,550 points

Apr 23, 2025 9:59 PM in response to MsBBStacker

I use both Excel and Numbers. For Numbers, I think Option 1 (learn to use the system) with occasional switching to showing a formula as text will serve you best.

I haven't found a systematic explanation of how to enter formulas in Numbers, though you might want to check out some of the Numbers videos at MacMost. I think you will only take a day or so to pick it up the skill of entering formulas. It has some small quirks but is quite intuitive.

In general you will want to let Numbers "do most of the work for you" when entering a formula. Those oval "color things" I think are formally known as "tokens." You click one of those and select the range you want it to reference. Numbers will then fill in the necessary into formula without you having to type in the specifics, even if the target range is in another table on another sheet.

Entering Numbers formulas generally assumes use of the "mouse" (pointing device). If you are heavily keyboard-centric there are options that minimize use of the mouse. After you've called up the formula editor (by selecting a cell and typing =) experiment with holding the option key down and using the arrow keys. shift-option and arrow keys gives you the ability to select a range. After selecting a colored token in a formula, typing command-k will cycle through absolute and relative references (add/remove $ anchors).

As you get used to Numbers, note that you will typically want multiple smaller tables rather than one big expanse of cells that you typically might have in Excel. If you haven't done so already be sure have a look at the templates at File > New in the menu. They provide examples of effective document design in Numbers.

A note Excel and Numbers vocabulary. A "workbook" in Excel is called a "document" or "spreadsheet" in Numbers. A "worksheet" in Excel is similar to a "sheet" in Numbers, except that a Numbers sheet does not have a grid of cells, Instead it offers a blank canvas on which you place tables (which do have a grid of cells) as well as charts, text boxes, shapes and other objects.

SG

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how to get Numbers Formulas to always show as text

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