{"id":60292,"date":"2020-04-03T12:57:54","date_gmt":"2020-04-03T17:57:54","guid":{"rendered":"https:\/\/eshop.macsales.com\/blog\/?p=60292"},"modified":"2020-04-07T17:28:56","modified_gmt":"2020-04-07T22:28:56","slug":"capturing-data-with-forms-in-numbers-for-iphone-and-ipad","status":"publish","type":"post","link":"https:\/\/eshop.macsales.com\/blog\/60292-capturing-data-with-forms-in-numbers-for-iphone-and-ipad\/","title":{"rendered":"Capturing Data with Forms in Numbers for iPhone and iPad"},"content":{"rendered":"\n<div class=\"wp-block-image\"><figure class=\"alignright size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"284\" height=\"285\" src=\"https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/NumbersIcon-284x285.png\" alt=\"Numbers for iOS\/iPadOS icon\" class=\"wp-image-60293\" srcset=\"https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/NumbersIcon-284x285.png 284w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/NumbersIcon-119x120.png 119w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/NumbersIcon-190x190.png 190w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/NumbersIcon.png 404w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/NumbersIcon-119x120@2x.png 238w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/NumbersIcon-190x190@2x.png 380w\" sizes=\"auto, (max-width: 284px) 100vw, 284px\" \/><\/figure><\/div>\n\n\n\n<p>Our iPhones and iPads are perfect for data collection in the field; they\u2019re portable, don\u2019t require the use of a keyboard, and can connect to the cloud from almost anywhere. Apple\u2019s free <a href=\"https:\/\/apps.apple.com\/us\/app\/numbers\/id361304891\">Numbers<\/a> spreadsheet app is a perfect tool for analyzing data that\u2019s captured on mobile devices, and it also has a relatively unknown feature that creates easy-to-use entry forms. Today I\u2019ll show you how to create a form with Numbers on the iPhone and iPad.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Start With A Spreadsheet<\/h2>\n\n\n\n<p>To begin with, you\u2019ll need an idea of the data you wish to capture. The easiest way to do that is to create a spreadsheet in Numbers that has the data fields in individual columns, with each row being a separate record (or instance). As our example, let\u2019s make a spreadsheet that can be used to track credit card expenses. We want to track the following data points:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>Time and Date of a Charge<\/li><li>Card Used (assuming that we have more than one credit card)<\/li><li>Vendor (where we made the purchase)<\/li><li>Amount of purchase<\/li><li>Category (if we want to see how much we\u2019re spending on certain items)<\/li><li>Notes (general comments on a purchase)<\/li><\/ul>\n\n\n\n<p>To do this, we launch Numbers, tap the + button in the upper right corner of the screen to create a new spreadsheet, and select \u201cBlank\u201d from the templates.<\/p>\n\n\n\n<p>Next, we\u2019ll start at the top of the spreadsheet (Row 1) and enter the fields or data points that we wish to capture. This is done by tapping on a blank cell (A1, for example) and then typing the field name (Date and Time, for example). When we\u2019ve done this for all of the items we wish to capture, we have something that looks like this:<\/p>\n\n\n\n<figure class=\"wp-block-image size-full is-resized\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/BasicSpreadsheet.jpg\" alt=\"The basic &quot;credit card charges spreadsheet&quot;\" class=\"wp-image-60295\" width=\"640\" height=\"296\" srcset=\"https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/BasicSpreadsheet.jpg 1280w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/BasicSpreadsheet-260x120.jpg 260w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/BasicSpreadsheet-284x131.jpg 284w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/BasicSpreadsheet-190x88.jpg 190w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/BasicSpreadsheet-260x120@2x.jpg 520w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/BasicSpreadsheet-284x131@2x.jpg 568w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/BasicSpreadsheet-190x88@2x.jpg 380w\" sizes=\"auto, (max-width: 640px) 100vw, 640px\" \/><figcaption>The basic &#8220;credit card charges spreadsheet&#8221;<\/figcaption><\/figure>\n\n\n\n<p>Now we need to add the correct format for each column. To do this, tap the top of a column (\u201cA\u201d as an example) to highlight the column, then tap the Format button \u2014 it looks like a paintbrush. Since column A is our Date and Time, select Date &amp; Time, then tap the info button (circled \u201cI\u201d) to select a date format (I chose M\/D\/YY) and a time format (I selected H:MM).&nbsp;<\/p>\n\n\n\n<p>Other formats are quite easy; the Vendor and Notes columns are just general text, and the Amount column is Currency ($X.XX). But I wanted to do something special for the \u201cCard Used\u201d and \u201cCategory\u201d columns, so I selected \u201cPop-Up Menu\u201d as the format. This means that I can create a pop-up menu for that field that contains set choices. For Card Used, I set up \u201cVisa,\u201d \u201cAmex\u201d and \u201cApple Card,\u201d so that when I go to enter the credit card I used, I just pick one of the three cards from the pop-up menu (see screenshot below). I did something similar for Category, setting Categories like \u201cAutomobile,\u201d \u201cGroceries,\u201d \u201cEntertainment,\u201d \u201cRestaurant,\u201d \u201cTaxes,\u201d and so on.&nbsp;<\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter size-full is-resized\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/CardPopUp.jpg\" alt=\"Creating the pop-up menu for &quot;Card Used&quot;\" class=\"wp-image-60296\" width=\"320\" height=\"283\" srcset=\"https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/CardPopUp.jpg 1280w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/CardPopUp-136x120.jpg 136w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/CardPopUp-284x251.jpg 284w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/CardPopUp-190x168.jpg 190w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/CardPopUp-136x120@2x.jpg 272w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/CardPopUp-284x251@2x.jpg 568w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/CardPopUp-190x168@2x.jpg 380w\" sizes=\"auto, (max-width: 320px) 100vw, 320px\" \/><figcaption>Creating the pop-up menu for &#8220;Card Used&#8221;<\/figcaption><\/figure><\/div>\n\n\n\n<p>Once the formats are set for the various columns on the spreadsheet, it\u2019s time to make our entry form.&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Making The Form<\/h2>\n\n\n\n<p>Numbers is \u201csmart\u201d enough to know that we might want to create a form to use to easily enter information for those fields, so if we tap on the gray + button on the top left of the spreadsheet, it asks if we wish to create a new sheet or a new form. Select \u201cNew Form,\u201d and Numbers makes your entry form (see screenshot below).<\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter size-full is-resized\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/EntryForm.jpg\" alt=\"A sample entry form for our credit card charge database example, with the time and date entry keypad shown at bottom\" class=\"wp-image-60297\" width=\"320\" height=\"604\" srcset=\"https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/EntryForm.jpg 742w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/EntryForm-64x120.jpg 64w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/EntryForm-171x323.jpg 171w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/EntryForm-101x190.jpg 101w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/EntryForm-814x1536.jpg 814w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/EntryForm-1085x2048.jpg 1085w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/EntryForm-64x120@2x.jpg 128w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/EntryForm-171x323@2x.jpg 342w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/EntryForm-101x190@2x.jpg 202w\" sizes=\"auto, (max-width: 320px) 100vw, 320px\" \/><figcaption>A sample entry form for our credit card charge database example, with the time and date entry keypad shown at bottom<\/figcaption><\/figure><\/div>\n\n\n\n<p>What you see now is a simple form that\u2019s easier to enter data into than just typing into a spreadsheet. At the top is \u201cTap to add title\u201d. Now, this is actually our date and time field (column A), so tapping on it brings up a time and date entry keypad. If I tap \u201cnow\u201d, the time and date of the entry is entered as the \u201ctitle\u201d (or first column) of the entry.&nbsp;<\/p>\n\n\n\n<p>Tapping on Card Used brings up the pop-up menu, from which I selected Apple Card. Tap on Vendor, and here I can use the keyboard to type in the name of the store. Tap on Amount, and a numeric keypad appears so I can enter the dollar amount for my entry. Category brings up another pop-up menu with my different categories listed, and finally I can type in a short Note (like \u201cbought toilet paper\u201d) to my entry.&nbsp;<\/p>\n\n\n\n<p>Tapping Done adds my entries made on the form to a new row on the spreadsheet. Each entry I make is added as a separate row.&nbsp;<\/p>\n\n\n\n<p>There are a few other things you can do to jazz up your spreadsheet and the form. Instead of \u201cSheet 1\u201d and \u201cTable 1\u201d \u2014 the default titles for the spreadsheet and form \u2014 I tapped and held those titles to change them to \u201cCharges\u201d and \u201cEnter Charges\u201d.<\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter size-full is-resized\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/LeftRightTrashAdd-1.jpg\" alt=\"Navigating to previous entry, adding a new entry, deleting an entry, and moving to next entry in a form. \" class=\"wp-image-60302\" width=\"320\" height=\"32\" srcset=\"https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/LeftRightTrashAdd-1.jpg 1280w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/LeftRightTrashAdd-1-284x28.jpg 284w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/LeftRightTrashAdd-1-190x19.jpg 190w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/LeftRightTrashAdd-1-284x28@2x.jpg 568w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/LeftRightTrashAdd-1-190x19@2x.jpg 380w\" sizes=\"auto, (max-width: 320px) 100vw, 320px\" \/><figcaption>Navigating to previous entry, adding a new entry, deleting an entry, and moving to next entry in a form. <\/figcaption><\/figure><\/div>\n\n\n\n<p>The form is not only useful for entering new entries but in editing existing entries (see image above). Using the left and right arrows at the bottom of the form, you can go back and forth through the entries you\u2019ve made. Need to delete one? Tap the Trash Can button. Add another entry? Tap the + button at the form bottom.&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Analyzing the Data<\/h2>\n\n\n\n<p>Once you\u2019ve entered your data, there\u2019s a lot you can do with it. For something like this credit card charge \u201cdatabase\u201d, I\u2019d want to share it with my wife. I can do that by tapping the \u201cAdd People\u201d button on the top of the spreadsheet. Need to send it to someone? Tap the More button (\u2026) on the top, select Share, and I can send via AirDrop, Mail or Messages. Want to save it as an Excel spreadsheet or PDF? Tap the More button and select Export.&nbsp;<\/p>\n\n\n\n<p>While this post isn\u2019t meant to be a full tutorial on Numbers, you can also use Filters to further \u201cslice and dice\u201d your data. Tapping the Filters button lets me sort my data, filter it (showing only rows that match rules that I specify), or group rows into categories.&nbsp;<\/p>\n\n\n\n<p>Let\u2019s say that I want to see my data grouped by type of credit card used. Under Filters, I tap Categories, tap Add a Category, and then select Card Used. Sorting the Date and Time column, when I look at my Charges spreadsheet, I see the entries grouped by card with increasing dates (see image below). <\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter size-full is-resized\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/Categorized.jpg\" alt=\"Viewing the charges spreadsheet by credit card, sorted by date\" class=\"wp-image-60299\" width=\"640\" height=\"404\" srcset=\"https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/Categorized.jpg 1280w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/Categorized-190x120.jpg 190w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/Categorized-284x179.jpg 284w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/Categorized-190x120@2x.jpg 380w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2020\/04\/Categorized-284x179@2x.jpg 568w\" sizes=\"auto, (max-width: 640px) 100vw, 640px\" \/><figcaption>Viewing the charges spreadsheet by credit card, sorted by date<\/figcaption><\/figure><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Conclusion<\/h2>\n\n\n\n<p>Sadly, if you load your spreadsheet into the Mac or iCloud versions of Numbers, you will not see your form! Hopefully, this is something that Apple plans to add in the future.&nbsp;<\/p>\n\n\n\n<p>For full user guides on how to use Numbers if you\u2019re unfamiliar with spreadsheets, here are some useful links:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li><a href=\"https:\/\/support.apple.com\/guide\/numbers-iphone\/welcome\/ios\">Numbers for iPhone and iPod touch<\/a><\/li><li><a href=\"https:\/\/support.apple.com\/guide\/numbers-ipad\/welcome\/ipados\">Numbers for iPad<\/a><\/li><li><a href=\"https:\/\/support.apple.com\/guide\/numbers\/welcome\/mac\">Numbers for Mac<\/a><\/li><li><a href=\"https:\/\/support.apple.com\/guide\/numbers-icloud\/welcome\/icloud\">Numbers for iCloud (accessible from any computer)<\/a><\/li><\/ul>\n","protected":false},"excerpt":{"rendered":"<p>Our iPhones and iPads are perfect for data collection in the field; they\u2019re portable, don\u2019t require the use of a keyboard, and can connect to the cloud from almost anywhere. Apple\u2019s free Numbers spreadsheet app is a perfect tool for analyzing data that\u2019s captured on mobile devices, and it also has a relatively unknown feature that creates easy-to-use entry forms. Today I\u2019ll show you how to create a form with Numbers on the iPhone and iPad.<\/p>\n","protected":false},"author":81,"featured_media":60293,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"spay_email":"","footnotes":""},"categories":[4],"class_list":["post-60292","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-tech-tips"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v20.2 (Yoast SEO v20.2) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Capturing Data with Forms in Numbers for iPhone and iPad<\/title>\n<meta name=\"description\" content=\"Apple\u2019s Numbers spreadsheet app is a perfect tool for analyzing data captured on mobile devices and has a feature that creates easy-to-use entry forms.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/eshop.macsales.com\/blog\/60292-capturing-data-with-forms-in-numbers-for-iphone-and-ipad\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Capturing Data with Forms in Numbers for iPhone and iPad\" \/>\n<meta property=\"og:description\" content=\"Apple\u2019s Numbers spreadsheet app is a perfect tool for analyzing data captured on mobile devices and has a feature that creates easy-to-use entry forms.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/eshop.macsales.com\/blog\/60292-capturing-data-with-forms-in-numbers-for-iphone-and-ipad\/\" \/>\n<meta property=\"og:site_name\" content=\"Rocket Yard\" \/>\n<meta property=\"article:author\" content=\"https:\/\/facebook.com\/stevensande\" \/>\n<meta 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