Using Shortcuts To Add Data To a Numbers Spreadsheet

macmost.com/e-2690 A new action in Shortcuts for Mac allows you to add a row of data to a Numbers spreadsheet. You can prompt for information and then record a time and some data. Numbers version 12 is required. An older technique allows you to change existing data in a Numbers spreadsheet.
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00:00 Intro
00:41 Create the Spreadsheet
01:53 Shortcut To Record Date and Time
04:13 Recording Time and Event
06:24 More Data
06:56 Changing Data With a Script
#macmost #numbers #shortcuts

[@dawesten]

I LOVE this video-and I've watched many, many other how tos-because you have no BS, no introduction, no talk about yourself, no blather, just "do this, then do this, then do this." It's great. I've subscribed.

[@Alvinladen]

You are changing my life! Many many thanks!

[@SoNowWhat]

Gary - thanks for this. I'm slooooowwwwwly starting to see the value of Shortcuts (and how to build them)!

[@kiransankarpati]

This is the best apple oriented channel , And I will not be tired to say it over and over again. ❤❤😊

[@ivo1107]

Congratulations for the video. I was looking for ways to create automation to control my credit card expenses. Worked perfectly. Thank you very much.

[@pumpkinspice1456]

Soo helpful! Thank you… I had a very complicated shortcut solution for this. You made it way easier for me 🙏

[@fabiofossati309]

Thank you I finally did it. You save me a lot of work

[@damiantosd8720]

This was really helpful. I have never really used numbers but I wanted this to log quickly a customers time off a support bucket without opening excel and adding it etc now I can do it on the go. Awesome.

[@TheMechanicalBob]

Thank you for the straight-forward and simple video, it helped me a lot! 👌🏽

[@woonyag]

You are very good at explaining! I could understand in just one time! Thank you so much😊

[@JustinZymbaluk]

This is awesome, and I love how this tutorial works for iOS shortcuts too! Cool system and thanks for the video. Subscribed!

[@sxgroups]

Amazing piece of information on using shortcut into Numbers. THANK YOU.

[@Craig-MItchell]

All these seldom used tips are very useful 👍🏻 Thanks a mil 🍀

[@StusReviewsUK]

Great tutorial, thanks!

[@michaellina5124]

Hi Gary Just would like to thank you for! All your tips are so useful 😊

[@bobcleaver]

incredible, thank you

[@vrajesh2576]

Nice video ❤ thanks for sharing

[@harryhellerman474]

Very helpful!

[@gabebarton]

I just made a medication tracker with an NFC tag trigger with this info. Thanks for the informative video!

[@desertpatient]

Thanks bunches

[@loisskiathitis8926]

A very useful video tutorial today! 👏🏻❤️

[@djsotosmc]

Hey Gary! Really loved that one! What intrigued me most is the part with the scripting for manual input in cells. Tried it on my own spreadsheet and worked like a charm. What I would really want, though, is to make an automation with shortcuts and a little scripting, for tracking my daily expenses in my existing spreadsheet. Unfortunately, I don't know how to script my daily expenses to be added in the appropriate cells.. would be really neat if I figured out a way to just input the daily amount and the rest be done automatically.

[@macmost]

If an expense is a "row" in a table, then just use the main Shortcuts technique I show here to add a new row to the end of that table. Every time you have a new expense, add it to the end of that table. Then build whatever you want around that "Database" of expenses using other tables and sheets.

[@FelipeMC0810]

@@macmost I have just created one shortcut for that. Awesome Now I work in a JavaScript to pull the total expense for the period and show in the screen at the end of the shortcut run.

[@Mahdi.jamalll]

Thx 🙏🏻

[@martrom0]

Man, you are the best !! With these native macOS functionalities you can automate complex databases !! What about using Siri !? It would be wonderful ! the more I follow your tutorials the more I realized how macOS and Apple ecosystem in general is so powerful, even it seems simple ! Thank you !!

[@jasperjames7934]

Hey Gary love your videos! For some reason I cannot get this to work though. When I add in the second variable (choose item) it deletes the current date variable. It shows both until I run the shortcut and only the chosen item from list appears. Any ideas on how to fix this? Thanks!

[@robynbirde]

This is soo helpful! A quick question, how do I create a new spreadsheet and then have the new rows be added to the new spreadsheet? When I use the add row action, it only seems to let me choose from an existing file in File Picker. Do I have to create an action to save the new spreadsheet first? Then add to it?

[@Alnasrlina]

Incredible! Excel and windows doesn't really have an equivalent as well implemented as this.

[@fast-end]

Are u sure? I'm two steps away from buying excell because of data scraping functionality and some addin features like maps. I don't know how to handle a map directly in numbers, perhaps you know. But I think the shortcuts app is extremly powerful - I haven't seen a ms equivalent yet. I need to get more in to it, perhaps this will help me with my questions.

[@99cya]

that was very helpful. thanks. its a pity i cannot run this shortcut from my apple watch. i would have used it to record my distances in my different running shoes. it works great on iphone/mac tho.

[@richxps]

Thank you this is awesome .....is it possible to create something like a checkbook registry with a running balance

[@macmost]

kzbin.info/www/bejne/gKaogmiaj5p-mKc

[@HrSamstag]

Exactly what I was searching for, very good explained! Thanks!

[@HrSamstag]

But what confuses me that the „quit app“ on the iPad iOS version is not available. 🤔

[@venkataramayya4266]

May I suggest that there is a Swim Lane chart to describe the process?

[@RandallLeeReetz]

Gary, Nice. So was wondering how to reference a Shortcuts variable within the javascript (to insert the contents of a variable instead of a string as you have shown). I want to add the contents of the DateTime var we've defined in shortcuts to the javascript youve shown such that I can fill a particular numbers cell with that variable instead of the quoted string your example shows.

[@macmost]

One way is to right+click in the text of the script and insert the variable right in there.

[@964cuplove]

Sweet !! I’m looking into recording worktimes. Can I choose the line based on the date in column 1 and then fill in my starting time / ending time with two shortcuts ?! Could you display a dialog and ask for the breaks duration for that day ? Could you throw up a dialogue if the field ready contains a value ?

[@macmost]

You can do a lot of that. Play around with it.

[@jovalero8798]

Hey Gary. Great introduction to use shortcuts with numbers. Can you make a video how to copy a value of an internet site within shortcuts and THEN create a new row in numbers ? Would be very helpful

[@macmost]

Just start this shortcut with getting the contents of the clipboard to use in the data you are inserting.

[@mattb9371]

Gary, this is a great tutorial. How would I also ask for input for same row, but column B3? (i.e. more data on same row)

[@macmost]

You can't. There is just this one action to add a new row. The idea is to design your tables so one row = one data record.

[@melinalamura2857]

Great video! Thanks! I was really looking forward to have something to control my expenses. Just one question...On the computer works perfectly but on my iphone can't open the file, even if it is located in the iCloud Drive folder. Do you know how can I solve this problem?

[@macmost]

Sorry, not sure why it won't open. Try it again. Test with another Numbers file, etc.

[@mortadharaad5892]

Hey Gary It’s really good illustration Thank you I have a question? Can i run javascript on iPad to change specific cell in number sheet to specific value provided by shortcut

[@macmost]

No, JavaScript isn't an option on an iPad.

[@alvink9842]

Thanks for this, Gary! By the way, if you build the shortcut on the Mac, will the same shortcut work when it’s being run on the iPhone?

[@marke2401]

I was curious about that as well.

[@macmost]

Yes. These actions are on the iPhone too. As long as the spreadsheet is in iCloud so it is available in both places, it should work. Try it and see.

[@Chrisdgallego]

I'm gonna try this with cooordinates and numers from ios. I wonder if I could use google sheets instead.

[@dgol10]

This is amazing! You explain everything so well! What if instead of an event, I wanted to add a reoccurring number every time and not have to click anything. Is that possible?

[@macmost]

Do you mean an incremental number? Like 47 on the last row, and then 48 on the row below? You wouldn't have that as part of the insert, but a formula on that row that looks at the cell above and adds one, like =A9+1 (that's what it would look like in A10, etc). But to skip that cell you need to use Shortcuts to create a List first, then skip the value in the list for that cell. Then insert that list. So you'll need some more Shortcuts programming skills to do it.

[@marke2401]

That is awesome Gary! I was thinking if there is a way to do it, could you make a video teaching us how to use Siri with a similar Shortcut to record receipts into such a spreadsheet. Say for restaurants or groceries for example.

[@macmost]

You can do that, yes. It would be a long Shortcut though, not difficult, but lots of steps. Might do it.

[@andreajaquelinearellanodia6250]

I would love to see this too! I use google spreadsheets to track my expenses

[@marke2401]

@@andreajaquelinearellanodia6250 he posted a follow up video to this. I set it up on my iPhone and use it all the time using Siri. Very handy.

[@GoatsFantasy]

How can I make it to have multiple cells. My table has 12 cells with each one having multiple options to fill so a list would be too big. Anything you recommend to alter this shortcut?

[@celkat]

Thank you for this excellent tutorial. When following along, it seems that I need to have the Numbers document open in order for Shortcuts to write to it, whereas you state at 4:06 that the shortcut writes to the spreadsheet whether open or closed. How can I get Shortcuts to write to the Numbers file in the background (i.e. no visual foregrounding of any apps during the process) and without explicitly opening the Numbers app? Thanks! Edit: I'm using MacOS Sonoma 14.5

[@macmost]

It will open the document for you. Numbers has to be open to take the action.

[@alan-vale]

Does anybody know how to duplicate a sheet inside my numbers file? I don't think there is a way to do it from shortcuts actions but perhaps by using the script action?

[@ar01464]

Hi, can you please do a video on how to use the apple pay automation to log expenses in numbers spreadsheet. 🙏

[@macmost]

Just give it a try. Select Transaction as an automation. It may even show an action to add to a Numbers document as the very first suggestion after that.

[@mikegr3648]

Gary in google docs you can create a test in forms and the answers are saved to a spreadsheet is this similar?

[@macmost]

With Google Forms you are creating something that gets published to the web so other people can fill out the form. This is very different than what I am showing here where this exists on your Mac, not the web. It is just for you to be able to add data, not the whole world.

[@somicotube]

Thank you so much for this useful video. In my Shortcuts I can't see numbers app, I run Numbers 11.1. Is there a way to add Numbers or other apps to Shortcuts? Thank you so much!

[@macmost]

Update Numbers to the current version. Maybe that will work.

[@somicotube]

@@macmost thank you so much! it worked 👍

[@prodigaldoctor]

Could we also enter data into the tables in apple notes through apple shortcuts. Though I have been automatically feeding the data in apple notes through shortcut but is it possible to feed data into tables of apple notes through shortcuts? Please let me know.

[@macmost]

I don't think so.

[@paxbritannica5598]

Great video - is there a way to skip a column in a more complex spreadsheet? For example, Enter data for A1, skip A2 and add something to A3? (The reason is some variables I will not know until afterwards).

[@macmost]

Just put a blank (two double quotes like "") for that cell.

[@paxbritannica5598]

@@macmost Thanks for the quick response, unfortunately this just shows two speech marks in the cell instead. Am I doing something wrong?

[@macmost]

@@paxbritannica5598 Experiment. Try a space, try a dash, try creating a Text variable in Shortcuts, put nothing in it, and use that as the second element. Eventually you'll get something you can use.

[@MortyP]

I love this. How would I use this as a food log to monitor our diet if considering adding more details to it. For example, a 'Rating' column could be included to assess the quality of our meals. I could also introduce a 'Person' column to denote who is making the entry.

[@macmost]

Yes, you certainly can build it out to do that.

[@MortyP]

@@macmost ​ @macmost That’s great - thank you. However, I’m having a hard time figuring out where in the shortcut the ‘path,’ for lack of a better word, for the respective column is to input further information. Are there not only four variables here: the date, sheet name, the sheets table, and the path of the Numbers document on your computer. Correct? How do I tell it to input info into the additional yet to added column/s i.e.; "Rating," "Food name," and "person rated" columns? Thanks again, Gary. Your videos through the years have made me a more efficient Mac user.

[@macmost]

@@MortyP They are just in order, one after the other. I assume you are using the Add Row to Top Or Bottom of Table shortcut action.

[@MortyP]

​@@macmost Precisely. I was looking for greater flexibility in adding information across various columns within the same row. It seems a Google Form might be better suited for data entry to a spreadsheet. This method might also overcome the issues with sharing shortcuts and the sheet, although it would necessitate an internet connection for completion. I must admit, I have a strong preference for your sheets, especially the shortcut input on iOS, over a Google Form.

[@pseudomino3]

Can I add more than one input per line? I wanted to add a description and a number value into different cells on the same line.

[@macmost]

Yes. I show that here.

[@markvulcano7095]

Love your channel. Good information! Question, is there a way to create a keyboard shortcut for adding a Comment to a cell in Numbers so I don't have to keep going up to the tool bar to click on this?

[@macmost]

If you look in the Menu Bar you'll find the Comment command in the Insert menu. And you'll see the keyboard shortcut for it right there.

[@markvulcano7095]

Ty, I see this but it doesn't work, and its 3 keystrokes. is there a way to change this to just one keystroke?@@macmost

[@macmost]

@@markvulcano7095 Not sure what you mean. Just one step when I try it: Shift+Command+K. Then I can immediately type in the comment. Do you mean you want it to be a single key and not a three-key combination? Only so many keys on the keyboard, but I suppose you could assign it to an F-Key. kzbin.info/www/bejne/qWelfWWmjL6BnKM

[@markvulcano7095]

Yes, I want to assign this to just one key, not 3. I will check out the link you sent. thank you!@@macmost

[@dawesten]

Works Great! Tried to make it work for Excel, but get error message that the script expected ";" after "Excel".

[@macmost]

This is for Numbers, not Excel.

[@dawesten]

@@macmost Yes, I know it is for Numbers. It works perfectly. Can you point me to a source where I could find javascript to do the same thing for Excel (and run the Java code with Shortcuts)?

[@macmost]

@@dawesten Sorry, I don't know of any source for code that will do it in Excel. Excel would need to have the hooks built into the app to work with such JavaScript/AppleScript code and I'm not sure if it does (JavaScript is different than Java so don't use "Java" when searching BTW).

[@diosis77]

I tried to create this by asking for an additional value after date and time so it would ask for input to add to the same row after the date and time but all it does is adding the input instead of the date in the first Column. Any idea what I’m doing wrong?

[@macmost]

Hard to say what could be wrong with your changes. Just look through it carefully.

[@apeel2008]

Is there some sort of manual or user guide for the Shortcuts app?

[@macmost]

Launch Shortcuts. Go to Help, Shortcuts Help.

[@apeel2008]

@@macmost Thanks. Great tip!

[@murataksu6496]

Hi. I would like to add some commodity prices to Numbers file instead of Google spreadsheet or Excel. I want to track gold price. How can I do that? TIA!

[@macmost]

Just figure out the symbol for it used by Yahoo Finance and then use that same symbol in the STOCK functions. See kzbin.info/www/bejne/o2Ldl52YbZqVrLs

[@murataksu6496]

@@macmost Thank you so much.

[@digitonsam]

What do I need to do to add one more column to the right and add data in it?

[@macmost]

Doesn't work with columns. Rows should be using in spreadsheets to represent "records" of data.

[@thomahammer9581]

Gary, you are amazing, but i have to slow your presentation down to 75% in order for me to stay on track.

[@SanjaySinghChauhan007]

Can we record macro just like in excel...?

[@macmost]

Not in Numbers. But you can always just use Excel if you need that.

[@amberstockdale1368]

I badly want to use this but numbers is not an option I can select in shortcuts. How do I add it into shortcuts to be able to follow your tutorial?

[@macmost]

Perhaps you are using an older version of macOS or Numbers?

[@makor2817]

How can I add data from a variable instead of "Testing 123", I can't seem to have the variable into the Javascript code

[@macmost]

Try Control+clicking on the field.

[@sam_stones]

Hey Gary, is there any way to have it delete a row of data?

[@macmost]

No, there's no Shortcuts action for that.

[@sam_stones]

@@macmost ahh ok no problem was worth a try, thanks!

[@restrella520]

Wow did not know this was possible. Question. Is one able to speak an input like a number value, and have that number value added to a certain cell next to one with today's date already in it beforehand, within a table within a spreadsheet. I would truly appreciate your answer. 😂

[@macmost]

Should be able to. Combine this tutorial with this one: kzbin.info/www/bejne/aWTJqHujhsifeqs

[@Bigrichtay]

Is there a way to do this without shortcuts my mac is older

[@macmost]

Just typing the date is probably a good option. Just a few keystrokes.

[@tomeksokalski6321]

I have a question. How and where to set the shortcuts to display questions that I would answer by entering text. Then, this text should be placed in subsequent columns of the numbers sheet.

[@macmost]

I don't understand what you are asking.

[@tomeksokalski6321]

@@macmost I'd like shortcuts to display questions on my iphone or iPad that I could answer by typing in text. I would like this text to be inserted sequentially into the Numbers columns.

[@macmost]

@@tomeksokalski6321 Yes, you can do that. Study the actions you can use in Shortcuts. There are ones that will prompt you for text. Then use that text in the variables to be inserted in, using a Shortcut like this one.

[@drsatishtk]

“Quit” function is not available in iOS

[@HoneyLaBronx]

I'm a spreadsheet addict and would REALLY prefer to stick with Google Sheets rather than Number. Does anybody have instructions on how to do this using Google Sheets (via IFTTT)?

[@dane480]

I’M THE EXACT OPPOSITE! I’m newer to spreadsheets so I don’t have years of using one over the other. I love the iOS ecosystem because I have an iPhone and I’m broke so it’s pretty much my computer. Trying to use the native apps is tough because numbers doesn’t have as many tutorials as sheets or excel..

[@sajidrockstar007]

Not working in iphone

[@bob1784free]

Quit no longer exists in iPad is 16.1.1. Any ideas on how to achieve the same result?…

[@macmost]

Quit? Not sure what you mean.

[@johnhurley9353]

The action “Quit” is no longer available so when you finish adding data to the numbers file it just stays in numbers and doesn’t quit the app

[@macmost]

@@johnhurley9353 There is no "quit" for apps in iOS or iPadOS. Those OSes don't work that way. If you want to do something else after the value is added, like switch to another app, add that to the Shortcut.

[@timlay4504]

How does one pass varibles from apple shortcuts to the javascript?

[@macmost]

Just add the JavaScript action and there is a "with" at the top. Set that to whatever you want. Then in the JavaScript the "input" is the object that contains that data. So usually input[0] for the first thing.

[@timlay4504]

@@macmost Hi i have a "Set Variable" set before hand passing text into javascript . When I put in line 'var value = input[0];' - I get "error cant find input"

[@macmost]

@@timlay4504 hard to visualize what you have, but it definitely works if you set it up right. Keep trying.

[@timlay4504]

@@macmost tried loads of things dont suppose you could update your video to demonstrate it ?

[@macmost]

@@timlay4504 I may do a video on that in the future, we'll see.

[@jamesdavis3528]

was pretty good but would be great to know how also insert a numerical value into another column........thanks though

[@macmost]

For that you'd need to get into coding with AppleScript/JavaScript.

[@jamesdavis3528]

thanks for the prompt reply, Gary :D@@macmost

[@damiantosd8720]

Can numbers return a value

[@macmost]

Not sure what you mean.

[@damiantosd8720]

@@macmost say for example this input of data altered a calculation in numbers. Could it return that number to the siri shortcut?

[@macmost]

@@damiantosd8720 You could use coding (AppleScript or JavaScript) to get the value of a cell in a table in Numbers, yes.

[@civilengineering7227]

Hello , what is the code to get a value from numbers file and return it to Siri shortcut

[@macmost]

@@civilengineering7227 See kzbin.info/www/bejne/jZvJYoR-gK2Dpqs

[@georgefrangoudes5951]

When I search for numbers on Shortcuts it doesn't appear =(

[@macmost]

Are you up-to-date?

[@jeffharmed1616]

Nice presentation. Too bad Shortcuts is a dogs breakfast.