How to Make a Spreadsheet on iPhone: A Step-by-Step Guide

Creating a spreadsheet on your iPhone is a breeze once you know how to do it. In short, all you need to do is open the Numbers app, create a new spreadsheet, and start inputting your data. You can choose from a variety of templates or start from scratch, and you can customize your spreadsheet with different colors, fonts, and formats. After creating your spreadsheet, you can share it with others, print it, or export it to another format.

After completing the action of making a spreadsheet, you’ll be able to organize and analyze your data more efficiently. Whether you’re tracking your expenses, making a schedule, or calculating statistics, your new spreadsheet will be a handy tool that you can access from anywhere.


Spreadsheets are the Swiss Army knives of the digital world. They’re essential tools for business professionals, students, and anyone needing to organize data or crunch numbers. With the rise of smartphones, the ability to create and edit spreadsheets on the go has become more important than ever. iPhones, being among the most popular smartphones, offer a powerful app called Numbers that allows users to make spreadsheets directly on their device.

But why is this topic important, and who is it relevant to? Well, imagine you’re out meeting a client, and you need to show them the latest sales figures, but you left your laptop at the office. Or perhaps you’re a student who needs to quickly update a group project while on the bus. Knowing how to make a spreadsheet on your iPhone can save the day. It’s relevant to anyone who needs to manage data without being tied down to a computer. And let’s face it, in today’s fast-paced world, that’s pretty much all of us.

Step by Step Tutorial on How to Make a Spreadsheet on iPhone

Before we dive into the steps, let’s clarify what we’ll accomplish. By following these steps, you’ll learn how to create a new spreadsheet, input data, format it, and share it, all using your iPhone.

Step 1: Open the Numbers app on your iPhone.

Download the Numbers app from the App Store if you haven’t already, and then open it.

The Numbers app is Apple’s spreadsheet software, similar to Microsoft Excel but optimized for Apple devices. It’s available for free on the App Store and comes pre-installed on many iPhones. Once you’ve opened the app, you’ll be greeted with a gallery of your existing spreadsheets and the option to create a new one.

Step 2: Create a new spreadsheet.

Tap the plus sign in the top-right corner and choose ‘Create New.’

After tapping the plus sign, you’ll have the choice to start from a blank spreadsheet or use a template. Templates are pre-designed spreadsheets for common tasks like budgets, to-do lists, or schedules. They can save you a lot of time and are worth exploring.

Step 3: Choose a template or start with a blank spreadsheet.

Select your desired template or tap ‘Blank’ to start a spreadsheet from scratch.

If you choose a template, you’ll have a head start with predetermined fields and formulas. Starting with a blank spreadsheet gives you complete creative control, but you’ll have to set up everything yourself.

Step 4: Add data to your spreadsheet.

Tap on a cell to select it and then type in your data.

Once you’ve tapped on a cell, a keyboard will pop up allowing you to input data. You can switch between text, numbers, and formulas by selecting the corresponding option above the keyboard. Remember, you can also add rows and columns as needed by tapping the plus sign next to the row numbers or column letters.

Step 5: Customize your spreadsheet.

Use the various tools in the app to add color, change fonts, and adjust the format of your cells and data.

Customizing your spreadsheet can help make it more readable and professional-looking. You can highlight important data with colors, make headers stand out with bold fonts, and ensure consistency with uniform cell formats.

Step 6: Share, print, or export your spreadsheet.

Tap the three-dot menu in the top-right corner to access sharing and exporting options.

After creating your spreadsheet, you might need to share it with colleagues, print it for a meeting, or export it to another format like Excel or PDF. The Numbers app makes all of these actions straightforward with the options in the three-dot menu.


PortabilityWith the ability to create spreadsheets on your iPhone, you can work on your data from anywhere, at any time. No need to carry a laptop around or wait until you have access to a desktop computer.
User-Friendly InterfaceThe Numbers app has a clean and intuitive interface, making it easy for even beginners to start making spreadsheets. With simple touch controls and a clear layout, it’s not intimidating to new users.
Seamless Integration with Other Apple AppsSpreadsheets created in Numbers can be easily integrated with other Apple apps and services. For example, you can save your spreadsheets to iCloud for easy access across all your devices or import data from your Contacts app.


Limited Features Compared to DesktopWhile the Numbers app on iPhone is powerful, it doesn’t have all the advanced features that desktop spreadsheet programs offer. This might be an issue for users who need to perform complex data analysis.
Smaller Screen SizeEditing a spreadsheet on a smaller screen can be more challenging, especially if you’re working with a lot of data. It can be harder to get an overview and make precise edits compared to using a larger monitor.
Potential for Data Entry ErrorsInputting data on a touchscreen can lead to more mistakes compared to using a traditional keyboard. This can be mitigated by being extra careful and utilizing features like copy and paste or undo.

Additional Information

While you’re getting the hang of making spreadsheets on your iPhone, keep in mind a few extra tips. First, remember that you can add charts and graphs to your spreadsheet to visually represent your data. This can be especially useful if you’re sharing the spreadsheet with others who might not want to sift through rows and rows of numbers.

Another handy feature is the ability to collaborate on a spreadsheet with others in real-time, thanks to iCloud integration. This is perfect for team projects or situations where multiple people need to input data into the same document.

Also, don’t forget about the power of formulas. The Numbers app supports a wide range of mathematical functions, so you can automate calculations and save yourself time. Just tap the ‘=’ sign to get started with formulas.

Lastly, for those concerned about compatibility, spreadsheets made in Numbers can be exported to Excel or other popular formats, ensuring you can share your work with anyone, regardless of the software they use.


  1. Open the Numbers app on your iPhone.
  2. Tap the plus sign and choose ‘Create New.’
  3. Select a template or tap ‘Blank’ for a new spreadsheet.
  4. Tap on a cell to add data.
  5. Customize your spreadsheet with colors, fonts, and formats.
  6. Share, print, or export your spreadsheet.

Frequently Asked Questions

Can I open Excel files in Numbers on my iPhone?

Yes, you can open Excel files in Numbers. The app will convert the file to the Numbers format, although some complex features might not transfer over perfectly.

How do I add a new row or column to my spreadsheet?

Tap the plus sign next to the row numbers or column letters to add a new row or column.

Can I protect my spreadsheet with a password?

Yes, you can set a password for your spreadsheet by tapping the three-dot menu and selecting ‘Set Password.’

Is it possible to recover a spreadsheet if I accidentally delete it?

If you’ve saved your spreadsheet to iCloud, you can recover deleted files through the iCloud website within 30 days of deletion.

How do I sync my spreadsheet across my iPhone and other Apple devices?

Make sure you’re signed in with the same Apple ID and have iCloud Drive turned on. Your spreadsheets will automatically sync across your devices.


Creating a spreadsheet on your iPhone is a skill that’s becoming increasingly essential in our mobile-first world. Whether you’re a business professional on the move, a student juggling multiple projects, or just someone trying to organize their personal finances, the ability to make a spreadsheet on your iPhone can significantly streamline your workflow.

The Numbers app offers a user-friendly interface and a set of features robust enough for most tasks, while still allowing for collaboration and seamless integration with other Apple services. Remember, practice makes perfect, so start experimenting with different types of spreadsheets and become a mobile data wizard in no time!