1. Open a table
Start by opening an existing Numbers table or creating one from scratch using a blank template. Here we have a list of monthly bills, their cost, frequency and the information about whom the bill is paid to. The information is fairly mixed up and needs to be organized.

2. Add a new column
If you don’t have a Type column in your table, it helps to add one so you can better categorise the information. Here we have added the type of bill to better understand each one. We have added Travel, Personal, Home, Finance and Utility bill types to the column.

3. Lock it down
Because categories tend to shift the size of your table, now is a good time to lock elements of your document to avoid them being moved when you add categories. Select all elements apart from the table itself and click Lock from the Arrange menu.

4. Organize into categories
Select your table and click the column header above your Type column. Click the disclosure triangle to the right of the header and select Categorize by This Column. Your table will now be reorganized into categories determined by the entries in the column.

5. Show and hide
Category titles show above each of the categories. Next to each title is a disclosure triangle that, when clicked, expands or collapses a category. Here we’ve collapsed the Travel and Home categories and expanded Personal, Finance and Utility.

6. Show subtotals
To show a subtotal of the amounts in each of your categories, click a category header in your Cost column and click the disclosure triangle that appears. Now select Subtotal from the menu. A subtotal for each category is now added on the category header for this column.

7. Count the entries
Click on another category header and click the disclosure triangle. Now select Count from the drop-down menu. Numbers will include a figure that shows the amount of entries within a category on your table on the category header for the column you selected.

8. Add sub-categories
To include sub-categories in your table you can select another column – here we’re using the bill frequency column – and click its header. Click the disclosure triangle and select Categorize by This Column to add a set of sub-categories beneath your original categories.