Pages ’08 User’s Guide
K Apple Inc. © 2008 Apple Inc. All rights reserved. Under the copyright laws, this manual may not be copied, in whole or in part, without the written consent of Apple. Your rights to the software are governed by the accompanying software license agreement. Apple, the Apple logo, AppleWorks, ColorSync, iMovie, iPhoto, iTunes, Mac, Mac OS, Numbers, Pages, Quartz, and QuickTime are trademarks of Apple Inc., registered in the U.S. and other countries.
1 Contents Preface 14 Welcome to the Pages User’s Guide Chapter 1 16 16 18 18 19 19 21 22 23 23 24 25 25 25 26 27 28 28 29 Pages Tools and Techniques Pages Templates Document Viewing Aids Zoom Levels Document Page Views Layout View Formatting Characters (Invisibles) The Toolbar The Format Bar The Inspector Window The Media Browser The Font Panel The Colors Window Rulers and Alignment Guides The Styles Drawer Scroll Bars, Scroll Arrows, and Thumbnails The Warnings Window Research and Reference Tools K
Chapter 3 4 35 35 35 36 36 36 37 37 38 38 Undoing Changes Saving a Document as a Template Saving a Copy of a Document Automatically Saving a Backup Version of a Document Closing a Document Without Quitting Pages Storing Information About a Document Designing Documents Document Layout and Style Appearance of Text Graphics and Other Objects 39 41 42 42 42 43 43 43 44 44 44 44 45 46 47 47 47 48 48 49 49 49 49 50 50 51 51 51 51 52 Working with Document Parts Setting Page Orientation and Size Setting Docume
2 52 53 53 53 54 54 54 55 55 55 56 56 56 56 56 57 58 58 59 Defining Marks for Numbering Footnotes and Endnotes Changing Marks for Numbering Footnotes and Endnotes Restarting Footnote and Section Endnote Numbering Using Sections Creating Sections Managing Sections with the Thumbnail View Viewing Thumbnails Adding and Deleting Sections Reorganizing Sections Defining Section Attributes Changing Headers and Footers in a Section Restarting Page Numbering in a Section Setting Up a Unique Format for a Section’s
75 75 75 76 76 76 77 77 77 79 79 79 80 80 80 81 81 81 82 82 83 83 84 84 85 86 87 88 88 89 89 90 90 91 91 91 92 92 93 93 6 Using the Format Bar to Format Text Using the Format Menu to Format Text Making Text Bold or Italic Using the Menus Creating Outlined Text Using the Menus Underlining Text Using the Menus Changing Text Size Using the Menus Making Text Subscript or Superscript Using the Menus Changing Text Capitalization Using the Menus Using the Font Panel to Format Text Making the Font Panel Easy to U
94 94 94 95 95 95 95 96 98 99 100 100 100 101 102 104 104 105 106 106 107 107 108 109 110 110 110 111 111 112 113 113 114 114 114 114 115 116 117 Setting Indents Setting Indents for Paragraphs Using the Text Inspector Setting Indents for Paragraphs Using the Horizontal Ruler Changing the Inset Margin of Text in Objects Setting Indents for Lists Using Bulleted, Numbered, and Ordered Lists (Outlines) Generating Lists Automatically Using Bulleted Lists Using Numbered Lists Using Ordered Lists (Outlines) Using
Chapter 6 118 119 120 121 122 122 123 123 123 126 127 127 128 129 129 132 133 133 133 Working with Styles About Styles Applying Styles Importing Styles From Another Document Changing the Style of Text Finding and Replacing a Style Copying and Pasting Character and Paragraph Styles Modifying and Creating New Paragraph Styles Modifying Paragraph Styles Creating New Paragraph Styles Modifying and Creating New Character Styles Modifying Character Styles Creating New Character Styles Modifying and Creating
Chapter 8 146 147 147 147 147 147 148 149 151 151 151 152 153 154 154 155 155 155 155 156 156 157 158 158 158 158 159 159 160 161 161 162 163 164 164 165 165 Adjusting Opacity Grouping and Locking Objects Grouping and Ungrouping Objects Locking and Unlocking Objects Filling Objects Filling an Object with Color Using the Colors Window Filling an Object with an Image Using Shapes Adding a Predrawn Shape Adding a Custom Shape Making Shapes Editable Manipulating Points of a Shape Reshaping a Curve Reshaping a
168 170 171 171 172 172 172 172 173 174 174 175 175 175 176 177 177 178 178 179 179 180 180 180 180 181 182 182 183 183 183 184 184 185 185 185 186 186 186 10 Using Table Tools Resizing a Table Moving Tables Copying Tables Among iWork Applications Converting Text to a Table Selecting Tables and Their Components Selecting a Table Selecting a Table Cell Selecting a Group of Table Cells Selecting a Row or Column Selecting Table Cell Borders Working with Content in Table Cells Adding and Editing Cell Values W
187 187 188 Formatting Table Cell Borders Copying and Moving Cells Sorting Table Cells Chapter 9 189 189 190 192 193 193 194 194 194 195 195 196 196 197 197 197 198 198 199 200 Using Formulas and Functions in Tables Using Formulas A Tour of Using Formulas Adding a Quick Formula Performing a Basic Calculation Using Column Values Performing a Basic Calculation Using Row Values Removing a Formula Using the Formula Editor Adding a New Formula with the Formula Editor Editing a Formula with the Formula Editor
210 211 212 213 213 214 214 214 214 214 215 215 216 216 216 216 217 217 217 218 219 Showing Data Point Labels Formatting the Value Axis Placing Labels, Gridlines, and Tick Marks Formatting the Elements in a Data Series Formatting Titles, Labels, and Legends Adding Descriptive Text to a Chart Formatting Specific Types of Charts Pie Charts Selecting Individual Pie Wedges Showing Series Names in a Pie Chart Separating Individual Pie Wedges Adding Shadows to Pie Charts and Wedges Adjusting the Opacity of P
228 229 230 230 231 232 Setting a Print Layout and Other Options Adjusting the Document Color with ColorSync Exporting to Other Document Formats Exporting a Document for Use in Another Application Saving a Document as a Previous iWork Version Sending a Pages Document to iWeb Chapter 13 233 233 234 234 235 235 235 236 236 237 238 238 238 239 240 Designing Your Own Document Templates Designing a Template Step 1: Set Up the Document Step 2: Define Default Attributes Defining Default Styles Defining Default
This full-color PDF document provides extensive instructions for using Pages. Before using this document, you may want to look at the Pages tutorial in iWork ’08 Getting Started. It’s a quick way to prepare yourself to be a self-sufficient Pages user. iWork ’08 Getting Started also provides additional resources for getting acquainted with Pages, such as a tour of its features and how-to videos. When you need detailed instructions to help you accomplish specific tasks, you’ll find them in this user’s guide.
The following table tells you where to find information in this guide. In Help, you can find information by browsing or searching.
1 Pages Tools and Techniques 1 This chapter introduces you to the windows and tools you’ll use in Pages. When you create a Pages document, you first select a template to start from. Pages Templates When you first open the Pages application (by clicking its icon in the Dock or by double-clicking its icon in the Finder), the Template Chooser window presents a variety of document types from which to choose.
Pick the type that best fits your purpose and design goals. Use Word Processing templates to write documents such as letters, reports, and resumes. Use Page Layout templates to arrange elements in documents, such as invitations, posters, and flyers. After selecting a template, click Choose to work with a new document based on the selected template.
 Placeholder text shows you how your text will look on the page. If you click placeholder text, the entire text area is selected. When you begin typing, the placeholder text disappears and is replaced by what you type. To learn more, see “Using Placeholder Text” on page 70.  Media placeholders can hold images, audio files, and movies. Drag your own images, audio files, or movies to the placeholder. Media placeholders automatically size and position the image or movie.
m Choose a magnification level from the View pop-up menu at the bottom left of the window. To use a certain zoom level every time you open a document, choose Pages > Preferences, click General, and then choose a zoom level from the Default Zoom popup menu. Document Page Views You can arrange the way pages are displayed in the Pages window. To choose a way to view document pages in the Pages window: 1 Click the View pop-up menu in the bottom-left corner of the window. 2 Choose one of the page view options.
To show or hide a document’s layout: m Click View in the toolbar and then choose Show Layout or Hide Layout. In the following example, you can see the page layout includes two columns at the top, two layout breaks, and then three columns, a floating image, and the footer area. Two columns Layout break A floating image Three columns Layout break Footer A layout is part of a document in which you have defined layout margins and columns.
Formatting Characters (Invisibles) Each time you press the Space bar, the Tab key, or the Return key, or add a column, layout, page break, or section break, Pages inserts a formatting character in the document. These formatting marks are called invisibles because, by default, you can’t see them. Making formatting characters visible is often useful, especially when you’re formatting a more complex document.
The Toolbar The Pages toolbar gives you one-click access to many of the actions you’ll use when working with documents. As you work in Pages and get to know which actions you perform most often, you can add, remove, and rearrange toolbar buttons to suit your working style. To see a description of what a button does, hold the pointer over the button. The default set of toolbar buttons for a word processing document is shown below. Add a comment for selected text or object. Track edits in your document.
 To move an item, press the Command key while dragging the item around in the toolbar. To show or hide the toolbar, choose View > Show Toolbar or View > Hide Toolbar. The Format Bar Use the Format Bar, displayed beneath the toolbar, to quickly change the appearance of text, styles, fonts, and other elements in your document. The controls in the Format Bar vary with the object selected. To see a description of what a Format Bar control does, hold the pointer over it.
Click one of the buttons at the top of the Inspector window to display a particular Inspector. Hover the pointer over a button to display its name. Clicking the fourth button from the left, for example, displays the Text Inspector. m To open another Inspector window, press the Option key while clicking an Inspector window button. When the Inspector window opens, click one of the buttons at the top to display a different inspector.
The Font Panel Using the Mac OS X Font panel—accessible from any application—you can change a font’s typeface, size, and other options. To open the Font panel: m Click Fonts in the toolbar. Use the Font panel to select fonts, font sizes, and other font formatting features, including text shadows and strikethrough. For more detailed information about using the Font panel and changing the look of text, see “Using the Font Panel to Format Text” on page 77.
You can also display the vertical ruler in a Word Processing template. See “Setting Tab Stops Using the Horizontal Ruler” on page 90 for more information. The Styles Drawer As you create a document, you may want to use a certain text style for every chapter title, heading, bulleted list, and body text paragraph. Each template comes with a set of preset styles that you can choose from. “About Styles” on page 119 provides more details about styles.
Scroll Bars, Scroll Arrows, and Thumbnails You can use the scroll bars, Previous Page and Next Page arrows, page thumbnails, and the Go to Page button to move around a document. Drag the vertical scroller to quickly scroll up and down. Click a thumbnail to display a particular page. Click the Page button to toggle to the Go to Page button. Click the scroll arrows to move forward or backward in small increments. Click the Previous Page or Next Page arrows to move forward or back a page at a time.
m To show facing pages in the thumbnail view, select Facing Pages in the Document Inspector’s Document pane. To open the Inspector window, click Inspector in the toolbar, then click the Document Inspector button. See “Managing Sections with the Thumbnail View” on page 54 for more information about using thumbnails. If your keyboard has them, you can also use the Page Up, Page Down, Home, End, and arrow keys to move around.
Keyboard Shortcuts and Shortcut Menus You can use the keyboard to perform many of the Pages menu commands and tasks. To see a comprehensive list of keyboard shortcuts, open Pages and choose Help > Keyboard Shortcuts. Many commands are available in shortcut menus that you can access directly from the object you are working with. Shortcut menus are especially useful for working with tables and charts. To open a shortcut menu: m Press the Control key while you click text or an object.
2 Working with a Pages Document 2 This chapter describes how to create, open, import, and save Pages documents. It also tells you how to design and lay out a Pages document. Working with Word Processing and Page Layout Templates Word Processing and Page Layout templates have styles and formatting features tailored to their use: Â Word Processing templates are best suited for text-intensive documents, such as letters and reports.
 Word Processing templates contain floating and inline objects. For more information about working with floating and inline objects, see “Using Floating and Inline Objects” on page 134. Page Layout Templates Use Page Layout templates to arrange images and other elements in your document. Here are the distinguishing features of a Page Layout template:  Page Layout templates contain floating objects such as images and text boxes that can be easily moved anywhere on the page.
To create a new Pages document: 1 Open Pages by clicking its icon in the Dock or by double-clicking its icon in the Finder. 2 In the Template Chooser window, select a template category in the left column to display related Word Processing or Page Layout templates, and then select the template that best matches the document you want to create. If you want to begin in a document without any text or media placeholders, select Blank under Word Processing or Page Layout.
Importing a Document You can create a new Pages document by importing a document created in another application, such as Microsoft Office 2007 or AppleWorks. Pages can import the following file formats: plain text (.txt), Rich Text Format (.rtf and .rtfd), AppleWorks 6 word processing (.cwk), and Microsoft Word (.doc). As much as possible, Pages preserves the original document’s text, colors, layout, and other formatting options.
You can open a Pages document created using an older version of Pages (from iWork ’05 or iWork ’06). To take advantage of new features, save the document in iWork ’08 format. To preserve the document for use with iWork ’05 or iWork ’06, save it in the same format. See “Saving a Document as a Previous iWork Version” on page 231. If you see a message that a font or file is missing, you can still use the document. Pages substitutes fonts for missing fonts.
7 Click Save. You can generally save Pages documents only to computers and servers that use Mac OS X. Pages is not compatible with Mac OS 9 computers and Windows servers running Services for Macintosh. If you must use a Windows computer, try using AFP server software available for Windows to do so. If you plan to share the document with others who don’t have Pages installed on their computers, you can export the document for use in another application.
To save a copy of a document: m Choose File > Save As and specify a name and location. The document with the new name remains open. To work with the previous version, choose File > Open Recent and choose the previous version from the submenu. Automatically Saving a Backup Version of a Document Each time you save a document, you can save a copy without the changes you made since last saving it.
m To display document statistics, such as number of words, pages, lines, paragraphs, sections, graphics, and characters in the document, click Inspector in the toolbar, click the Document Inspector button, and then click Info. If a range of text is selected, you can specify the extent of the displayed statistics by choosing Selection or Document from the Range pop-up menu in the Document Inspector.
Appearance of Text Consider how you might use text in your document to emphasize the organization of content and to create a compelling design. Â Which fonts will you use in the document? See “Formatting Text Size and Appearance” on page 75. Â Are there heading styles or fonts that you would like to use consistently throughout the document? See “About Styles” on page 119.
3 Working with Document Parts 3 This chapter describes how to set up overall document characteristics, including margins, facing pages, text columns, and sections, and how to create a table of contents, footnotes, and endnotes. Before adding content to your document, it’s a good idea to set up such document settings as page orientation and size, page margins, master objects (background graphics, such as watermarks), and facing-page differences.
To open the Document Inspector: m Click Inspector in the toolbar, and then click the Document Inspector button. Use the TOC pane to set up a table of contents for the document. The Document Inspector button Use the Info pane to see document statistics, such as word count, date, and keywords. Use the Page Setup dialog to specify paper size and orientation. Set up margins for the left, right, top, and bottom edges of the page. Select to add headers and footers to a document.
To open the Layout Inspector: m Click Inspector in the toolbar, and then click the Layout Inspector button. The Layout Inspector button Use the Section pane to set up page number, facing-page, and other section attributes. Set the number of columns. Select to start the current layout at the top of a page. Deselect to set unequal column widths. Select a column or gutter width and type a new value. Set the margins for the current layout.
Setting Document Margins Every document has margins (blank space between the document’s content and the edges of the paper). These margins are indicated onscreen by light gray lines when you’re using layout view. To show layout view, click View in the toolbar and then choose Show Layout. The default margins for most of the Pages templates, including Blank, are set to one inch from the left and right sides of the page, and one inch from the top and bottom.
Here are ways to insert a page break: m In a word processing document, click where you want the break to occur, and then choose Insert > Page Break. To remove a page break, click at the beginning of the line that follows the break and press the Delete key. m In a page layout document, to insert a new page in your document, choose Insert > Pages > template page. Starting Paragraphs on a New Page You can make a paragraph always start on a new page, regardless of what precedes it in a document.
Inserting a Manual Line Break You can use a manual line break, also called a soft return, if you want to start a new line without starting a new paragraph. To insert a manual line break: 1 Click where you want the break to occur. 2 Press Return while holding down the Shift key.
To format a document into multiple columns: 1 Click Inspector in the toolbar, click the Layout Inspector button, click Layout, and then specify the number of columns you want in the Columns field. To type a number in the Columns field, place the insertion point inside a text area in your document, type the number in the Columns field, and then press Return. 2 To make all columns the same width, select “Equal column width.
To create a column break: 1 Click after the word where you want to end the text flow. 2 Choose Insert > Column Break. The text breaks where the insertion point was placed and continues in the next text column. If you insert a column break in a single-column layout, the text continues at the top of the next page. When you show invisibles in your document (click View in the toolbar and choose Show Invisibles), a column break symbol marks the location of the column break.
Defining Layout Margins In a word processing document, a layout margin is the space around columns in a layout. To change the layout margin in a word processing document: 1 Click in a column. 2 Click Inspector in the toolbar, click the Layout Inspector button, and then click Layout. 3 To change the outside margins of the column(s), enter values in the Left and Right fields under Layout Margins.
3 Set inside and outside margins. The inside margin is the side of left or right pages that goes into the binding. The outside margin is the side that is on the outside edge of left or right pages. Defining Headers and Footers for Facing Pages In word processing documents, if your document uses sections, you can set up different headers and footers for left and right pages, such as when you want the page number to appear on the outer edge of the footers.
Using Headers and Footers You can have the same text or graphic appear on multiple pages in a document. Recurring information that appears at the top of the page is called a header; at the bottom it’s called a footer. You can put your own text or graphics in a header or footer, and you can use formatted text fields. Formatted text fields allow you to insert text that is automatically updated. For example, inserting the date field shows the current date whenever you open the document.
3 Choose a numbering format. 4 Place the insertion point in the main text flow (not in a text box, table, or other object) where you want the footnote mark to appear. 5 Choose Insert > Footnote. A footnote mark appears and the insertion point moves to the corresponding footnote field at the bottom of the page. 6 Type the footnote information. In addition to text, you can use inline shapes, graphics, and other objects; see “Using Floating and Inline Objects” on page 134 for instructions.
5 Choose Insert > Section Endnote. An endnote mark appears and the insertion point moves to the corresponding endnote field, at the end of the section in which the mark appears. A line separates the endnotes from other information in the section. 6 Type the endnote information. In addition to text, you can use inline shapes, graphics, and other objects; see “Using Floating and Inline Objects” on page 134 for instructions.
Numbering Footnotes and Endnotes In a word processing document, you can use one of the predefined autonumbering styles for the mark that refers to the note. Predefined numbering styles are Arabic numbers (1, 2, 3), Roman numerals (i, ii, iii), and symbols (*, †, ‡). Numbering can be continuous through the document, or restarted for each document section or page. Instead of or in addition to using autonumbering, you can use custom marks, which you define yourself.
Restarting Footnote and Section Endnote Numbering If you don’t want mark numbers to be continuous, you can restart numbering on each page or for each section in a word processing document. To restart mark numbering: m Choose Restarts on Each Page or Restarts for Each Section from the Numbering popup menu in the Document pane of the Document Inspector. Using Sections Use sections to separate your document into distinct parts that use different layouts, numbering, or other document formatting.
m To remove a section break, click at the beginning of the line that follows the break and press the Delete key. Managing Sections with the Thumbnail View You can view miniature versions (thumbnails) of all the pages in a document. Displaying page thumbnails makes it easy to see all your document’s pages at once, quickly duplicate or go to a specific page, or change the order of sections in a document. Viewing Thumbnails Use thumbnails to view your Pages document.
Reorganizing Sections Reorganize your Pages document effectively using thumbnails. Here are ways to reorganize sections: m To select one or more sections in the thumbnail view, click a page. A yellow box surrounds all the page thumbnails that are in the same section as the selected page. To select multiple adjacent sections, hold down the Shift key, and then select the first and last section you want. You can also select multiple sections by dragging.
Restarting Page Numbering in a Section You can start a new page-numbering scheme for a section. To restart page numbering in a document section: m Click in the section, select “Start at” in the Section pane of the Layout Inspector, and then specify the number of the first page of the section. Setting Up a Unique Format for a Section’s First Page You can make the header, footer, and master objects different for the first page of a section.
To reuse some or all the pages in a section: 1 Select the section in the thumbnail view. 2 Choose Format > Advanced > Capture Pages. 3 In the dialog that appears, type a name for the page or pages, use the Include pop-up menu to indicate which pages you want to reuse, and then click OK. The page or pages are available in the pop-up menu that appears when you click the Pages button in the toolbar.
Using a Table of Contents Using a Word Processing template, Pages can automatically generate a table of contents for your document. Many Word Processing templates come with a preformatted table of contents that you can add to your document. In order to create a table of contents in a word processing document, you need to consistently use paragraph styles for headings in your document. To learn about styles, see “About Styles” on page 119 and “Applying Styles” on page 120.
If the styles you select are not used anywhere in the document, you will see a message that your table of contents is empty when you create the table of contents. If you select styles that are used very frequently in the document, your table of contents might be longer than you want. 3 In the #’s column, select the checkboxes of those styles whose entries you want to include a page number.
3 To change the font attributes of the TOC heading, use the Format Bar controls. Other ways to change font attributes are the Font panel, the Text Inspector, and the Colors window. 4 To create leader lines from an entry to its associated page number, select the TOC entry, click the tab in the Tab Stops column in the Tabs pane of the Text Inspector, and then choose a line style from the Leader pop-up menu.
4 Reviewing and Revising Documents 4 In this chapter, learn how to use change tracking, comments, and other Pages features that are useful when you review and revise documents. Pages includes several features that are especially useful when you’re revising a document: Â Change tracking: Track changes within a document until you decide which edits you want to accept or reject. Â Comments: Like margin notes, they allow you to annotate a paragraph without changing it.
Using Change Tracking With change tracking you can monitor changes that you or others make to text, character format, or paragraph style. Click to start and stop change tracking. Use the Change Tracking control bar to manage and navigate changes to your document. Tracked changes made to your document are highlighted in the page thumbnails. Change bubbles flag edits made to your document.
A Tour of Change Tracking The following scenario illustrates how to use change tracking to consolidate and respond to changes that two reviewers, Anne and Tom, make to text in a document. 1 With a document open, Tom turns on change tracking by clicking the Track Changes button in the toolbar. Click to start and stop change tracking. Click Track Changes in the toolbar and the Change Tracking control bar is displayed. The Comments pane opens when you use change tracking.
2 Tom saves the document without making changes, closes it, and emails it to Anne. This version of the document is the original version. 3 Anne opens the document and decides to change some text. A change bubble flags her changes. 4 Anne saves the document, closes it, and emails it back to Tom. 5 Tom opens the document and reads Anne’s edited version of the text. In the following examples, you can see Tom’s original document and the edited version using change tracking.
7 Tom decides he likes Anne’s revisions and clicks the checkmark in Anne’s change bubbles. Click to accept changes. Click to reject changes. The change bubbles disappear. The text is no longer tracked as changed and the text is black. See “Accepting and Rejecting Edits” on page 67, to learn other ways to accept and reject changes. Starting, Pausing, and Stopping Change Tracking After you start change tracking for a document, changes are tracked until you pause or stop change tracking.
If your document has changes you haven’t yet accepted or rejected, a dialog asks you to cancel the operation or accept or reject the edits before continuing. Controlling Change Tracking Information Select your change bubble color, review your document using thumbnails, and more with change tracking. Choose how edited text is displayed, author color, and set change tracking preferences.
Accepting and Rejecting Edits Change tracking allows you to accept or reject edits made to text in your Pages document. Here are ways of accepting or rejecting edits: m To accept an edit, select the edited text and click the Accept Change button in the change bubble or click the Accept button on the Change Tracking control bar. m To reject an edit, select the edited text and click the Reject Change button in the change bubble or click the Reject button on the Change Tracking control bar.
Saving with Change Tracking Off Save a “clean” copy of your document with change tracking turned off and comments deleted. Saving a copy of your document with change tracking turned off is useful when you want a version with all the changes accepted. Select to save a “clean” copy of your document. To save a document with change tracking off: m With change tracking on, choose Save a Copy as Final from the Action menu in the Change Tracking control bar.
Here are ways to manage comments: m To add comments to your document, click Comment in the toolbar or choose Insert > Comment. In the comment bubble that appears, type your comment. The size of the comment bubble grows and shrinks to accommodate your text. m To change a comment, click in the comment bubble and edit it just as you would text and objects elsewhere in your document. You can use character and paragraph styles to modify the appearance of text.
5 Working with Text 5 This chapter describes how to add and modify the appearance of text, including lists, in text boxes, table cells, and shapes. Adding Text Add text by typing in a blank word processing document, replacing placeholder text, using text boxes and lists, placing text in shapes, and more. Â To learn about working with placeholder text in templates and Address Book fields, see “Using Placeholder Text” on page 70 and “Using Address Book Fields” on page 220.
You select the placeholder text, and then type your own text to replace it. The text you type keeps the same style and formatting as the placeholder text. If you don’t want to use the style and size of fonts the placeholder text uses, you can change the selected text by clicking the font family and font size controls in the Format Bar. Placeholders in Main Text Areas When you click placeholder text in a document template, the entire text area is highlighted.
Placeholders in Tables Some tables contain placeholder text. When you select text that’s inside a table cell, a highlighted rectangle appears around it. Individual table cell selected for editing. To select the placeholder text inside a table: m Click once to select the table, and then double-click to select an individual cell and its placeholder text. The text inside the cell is selected for editing when you select the individual cell.
2 Click the Sections (Word Processing template) or Pages (Page Layout template) button in the toolbar, and choose a page type to add to your document. Choose additional pages from the Sections or Pages pop-up menu. See “Using Sections” on page 53 for more information about working with sections. Deleting Pages There are several techniques for deleting entire pages.
Deleting, Copying, and Pasting Text The Edit menu contains commands that help you perform text editing operations. Here are ways to edit text: m To copy (or cut) and paste text, select the text and choose Edit > Copy or Edit > Cut. Click where you want to paste the text. To have the copied text retain its style formatting, choose Edit > Paste. To have the copied text take on the style formatting of the text around it, choose Edit > Paste and Match Style.
m To extend the selection one line at a time, press the Up Arrow or Down Arrow key while holding down the Shift key. m To select multiple words or blocks of text that are not next to each other, select the first amount of text you want, and then select additional text while holding down the Command key. Formatting Text Size and Appearance You can do text formatting using the Format Bar, the Pages menus, the Text Inspector, and the Font panel.
Creating Outlined Text Using the Menus You can change text to appear as a stenciled outline. To create outlined text: 1 Select the text you want to make outlined, or click where you want to type new text. 2 Choose Format > Font > Outline. Outlined text you create in Pages may look different if the document is opened in another application.
Making Text Subscript or Superscript Using the Menus You can raise or lower text from its baseline. To make text subscript or superscript: 1 Select the text you want to raise or lower, or click where you want to type new text. 2 To create a subscript or superscript that has a smaller font size than the text it accompanies, choose Format > Font > Baseline > Subscript. Or choose Format > Font > Baseline > Superscript.
To open the Font panel: m Click Fonts in the toolbar. Preview the selected typeface (you might need to choose Show Preview from the Action menu). Apply a shadow to selected text. Modify the shadow using the opacity, blur, offset, and angle controls. Create interesting text effects using these buttons. Select a font size to apply to selected text in your document. The Action menu Find fonts by typing a font name in the search field. Select a typeface to apply to selected text in your document.
Making the Font Panel Easy to Use If you frequently use the Font panel, there are several techniques for saving time. Here are tips for using the Font panel: m To quickly locate fonts you frequently use, organize them into font collections. Click the Add (+) button to create a font collection, and then drag a typeface into the new collection. m To make it easy to change fonts often, leave the Font panel open.
3 To change the underline color, choose Color from the Text Underline pop-up menu, and then select a color in the Colors window. Adding a Strikethrough to Text Using the Font Panel You can mark text with a strikethrough line, and make the line’s color different from the text color. To add a strikethrough to selected text: 1 Click Fonts in the toolbar. 2 Click the Text Strikethrough button (the second button from the left), and choose None, Single, or Double from the pop-up menu.
Creating Shadows on Text Using the Font Panel You can use the Font panel to create and format shadows on text. To define shadows on selected text: 1 Click Fonts in the toolbar. 2 Click the Text Shadow button in the Font panel (the fifth button from the left). 3 Drag the shadow opacity slider (the first slider on the left) to the right to make the shadow darker. 4 Drag the shadow blur slider (the middle slider) to the right to make the shadow more diffuse.
5 Place the insertion point in your document where you want to type. 6 Press the modifier key you pressed in step 4 (Shift, Option, Option-Shift, or none) and press the key on your keyboard that is in the same place as the accent you see in the Keyboard Viewer. Then release the modifier key and press the key for the character you want to accent. The accent key modifies the key you type next. For example, on a U.S.
4 Click an item in the list on the left to see the characters that are available in each category. 5 Double-click the character or symbol on the right that you want to insert into your document, or select the character and click Insert. If the character or symbol has variations, they appear at the bottom of the window when you click the Character Info triangle or Font Variation triangle at the bottom of the palette. Double-click one to insert it in your document.
Advanced typography features are available in the Typography window. To open the Typography window: 1 Click Fonts in the toolbar. 2 In the Font panel, choose Typography from the Action pop-up menu (in the lower-left corner). To enable ligatures for an entire document, Click Inspector in the toolbar, click the Document Inspector button, click Document, and then select “Use ligatures.
When you’re working with text in a table cell, you can use the Format Bar to align text both horizontally and vertically in the cell. Align text horizontally. Align text vertically. The Text pane of the Text Inspector gives you access to more alignment and line spacing settings. Horizontal alignment buttons: Click to align selected text left, right, center, or to the left and right, or special table cell alignment. The Text Inspector button. Click to change the color of selected text.
To align text left, center, right, or justified using the Text Inspector: 1 Select the text you want to change. 2 Click Inspector in the toolbar, click the Text Inspector button, and then click Text. 3 Click one of the five horizontal alignment buttons, located to the right of the color well. From left to right, these buttons have the following effects. The Align Left button places each line of text against the left margin of the object.
Adjusting the Spacing Between Lines of Text You can increase or decrease the distance between lines of text. Use the Line Spacing control in the Format Bar to quickly change the distance between lines of text. To adjust line spacing, select the text, and then click the Line Spacing control in the Format Bar. To adjust spacing using the Text Inspector: 1 Select the text you want to change. 2 Click Inspector in the toolbar, click the Text Inspector button, and then click Text.
Line spacing can also be controlled by using the Line Spacing pop-up menu on the Format Bar when text is selected. Click to change the amount of space between lines of text. Adjusting the Spacing Before or After a Paragraph You can increase or decrease the spacing before or after paragraphs. Use the Line Spacing control in the Format Bar to quickly change the distance before or after paragraphs.
Changing Text Color You can change text color by using the Format Bar, the Text Inspector, and the Font panel. Changes you make with any of these tools overrides color changes already made with the other tools. Here are ways to change text color: m Click the Text Color or Text Background color well in the Format Bar. In the color matrix that appears, select a color by clicking it or click Show Colors to open the Colors window for additional color options.
Setting Tab Stops Using the Horizontal Ruler You can work with tab stop settings by manipulating the tab symbols on the horizontal rulers. You can see symbols for existing tab stops on the horizontal ruler when you click View in the toolbar, choose Show Rulers, and then select some text on a page. Right tab Left tab Center tab Blue tab symbols appear on the horizontal ruler when you select tabbed text.
Right Tab: Aligns the right side of text with the tab stop. Decimal Tab: For numbers, aligns the decimal character (such as a period or comma) with the tab stop. (You can specify the character to serve as the decimal tab character; see “Setting a New Tab Stop Using the Text Inspector” on page 92.) You can also double-click the tab symbol repeatedly until the type of tab you want appears.
To open the Tabs pane of the Text Inspector: 1 Click Inspector in the toolbar. 2 Click the Text Inspector button, and then click Tabs. If you want to indent a paragraph relative to the page margins, specify how far to indent it. Set how far you want the first line of each paragraph to indent. Set the default distance between tabs. Type a new character to change the character used for decimal tabs. For a tab stop selected in the Tab Stops column, select how you want the text to align.
5 With the tab stop selected, select an Alignment option to indicate how you want text to align at the tab stop. Left: Aligns the left side of text with the tab stop. Center: Places the center of text at the tab stop. Right: Aligns the right side of text with the tab stop. Decimal: For numbers, aligns the decimal character (such as a period or comma) with the tab stop. 6 To specify a decimal tab character for the document, type a new character in the Decimal Tab Character field.
Setting Indents You can modify the amount of space between the edge of a paragraph and the document margins. You can also adjust the amount of space between text and the inside border of a text box, shape, or table cell. Setting Indents for Paragraphs Using the Text Inspector You can use the Text Inspector to set indents for paragraphs. To set indents using the Text Inspector: 1 Click Inspector in the toolbar, click the Text Inspector button, and then click Tabs.
4 To change the first line indent, drag the first line indent (blue rectangle) to where you want the first line to start. If you want the first line to remain flush with the left margin, make sure the rectangle aligns with the left indent symbol. If you want to create a hanging indent, drag the rectangle to the left of the left indent symbol. Changing the Inset Margin of Text in Objects You can change the amount of space between text and the inside border of a text box, shape, or table cell.
Here are ways to automatically generate lists: m To create a bulleted list, press Option-8 to type a bullet (•) or a hyphen (-), a space, some text, and then press Return. m To create a list with labels that are asterisks (*) or hyphens (-), type an asterisk or a hyphen, a space, some text, and then press Return. m To create a list with labels that are numbers, letters, or Roman numerals, type the number, letter, or Roman numeral; a period; a space; and some text. Then press Return.
To use one of the image bullets that comes with Pages, choose Image Bullets and choose an image from the scrolling list. To use your own image as a bullet, choose Custom Image and choose an image in the Open dialog that appears. 4 To change the size of an image bullet, specify a percentage of the original image size in the Size field.
Using Numbered Lists Although you can use automatic list generation to create a simple numbered list, using the Text Inspector gives you many options for formatting numbered lists. See “Generating Lists Automatically” on page 95 for information about automatic list generation. You can also choose a numbered list style in the Styles drawer. Click the Styles Drawer button in the Format Bar, and then select the list style.
 To start a new numbered sequence in a list, click “Start at” and specify the number you want the sequence to begin with. If you want items in your list to have labeled subtopics (like in an outline), use an ordered list instead of a numbered list. To learn about modifying list styles or creating your own list style, see “Modifying and Creating New List Styles” on page 129.
 To enter a new topic at the next lower indent level, press Tab. To enter a new topic at the next higher level, press Shift-Tab. To move among levels you can also click and hold a number, and then drag to the right, to the left, down and to the right, or down and to the left. If you’re working in a table cell and “Return key moves to next cell” is selected in the Table Inspector, use the Indent Level controls in the List pane of the Text Inspector to increase or decrease the indentation of list entries.
To create a floating text box: 1 Click Text Box in the toolbar. A text box appears on the page. In a word processing document, you can also create a floating text box by converting an inline text box. Choose Insert > Text Box; an inline text box appears. Click the inline text box to select it, and then click the Floating button in the Format Bar. 2 In the text box, double-click the highlighted placeholder text and type. 3 Drag the selection handles to resize the text box and reveal any hidden text.
2 In the text box, double-click the highlighted placeholder text and type. The text box does not grow automatically if you enter too much text. When you click away from a text box, its boundaries are visible only if you’re using layout view. To use layout view, click View in the toolbar, and then choose Show Layout. 3 Drag the selection handles to resize the text box and reveal any hidden text. The selection handles on the top of inline text boxes are inactive.
The new text box has a solid blue square on its left side. This indicates that this text box is linked to a previous one. A solid blue square on the right indicates this text box is linked before another one. A solid blue square on the left indicates this text box is linked to a previous one. A blue square indicates this text box is the last in this series. m To link selected text boxes, Command-click to select the text boxes you want to link, and then choose Format > Text Box > Link Selected Text Boxes.
Setting Character and Paragraph Fill Colors For some designs, you may want to highlight text by placing a fill color behind the text. When you place a character or paragraph fill color behind text, the color extends between the layout margins and moves with the text. Use the Format Bar controls to quickly add character or paragraph fill color to text. Select the text, and then click the Text or Background color well in the Format Bar.
7 To insert a border around selected text, click the border button under the Borders & Rules pop-up menu. Click to change line color. Click to adjust the thickness of a line. Select a line style. Click to position rule with selected text. Click to insert a border around selected text. Click to adjust the distance between borders and rules and selected text. 8 To adjust the distance between borders and rules from selected text, use the Offset controls.
Putting Text Inside a Shape All shapes, except lines, can contain text. To add text to a shape: 1 Place a shape where you want it on the page. To learn about adding shapes, see “Adding a Predrawn Shape” on page 151 and “Adding a Custom Shape” on page 151. 2 Double-click the shape and type the text you want. If the text extends beyond the border of the shape, a clipping indicator appears. The clipping indicator shows that text extends beyond the borders of a shape.
You can also place shapes, images, and charts inside text boxes and shapes, and you can add tables inside text boxes. Objects added inside text boxes and shapes can only be added as inline objects. To read about adding inline objects, see “Using Floating and Inline Objects” on page 134. Using Hyperlinks and Bookmarks Hyperlinks and bookmarks are used in documents that will be viewed onscreen, either as HTML files or as Pages documents.
4 Type the webpage’s address in the URL field. The Link Inspector button Type the URL that you want to link to. Select to disable all hyperlinks so that you can easily edit them. Linking to a Preaddressed Email Message You can add a hyperlink that you can click to create a preaddressed email message in your default mail application. To add hypertext that links to an email message: 1 Select the text that you want to turn into a hyperlink.
Linking to Pages in a Document To make accessing specific pages in a document fast, you can add bookmarks and click a bookmark in the Link Inspector to go to the bookmarked page. You can also add hypertext that links to the bookmarked page. Here are ways to use bookmarks in your document: m To create a bookmark, select the text you want to turn into a bookmark. Click Inspector in the toolbar, click the Link Inspector button, click Bookmark, and then click Add (+).
Editing Hyperlink Text There are several ways to edit hyperlink text. Here are ways to edit hyperlink text: m To activate and deactivate hyperlinks, click Inspector in the toolbar, click Link, click Hyperlink, and then select “Make all hyperlinks inactive”. m Click outside the hyperlink text, and use the arrow keys to move the insertion point into the text. Wrapping Text Around an Object When you place an object (images, shapes, charts, and so on), you can decide how you want the text to wrap around it.
m To wrap text using the Wrap Inspector, select the object, click Inspector in the toolbar, click the Wrap Inspector button, and then select “Object causes wrap.” Hover the pointer over the text wrap buttons to display a summary of the different text wrap options. Click the text wrap button that shows the way you want text to wrap around an object. Text wraps around the object. Text wraps to left of object. Text wraps around only right or left side, whichever side has more space.
m To specify the minimum space you want to leave between the object and the surrounding text, enter a value in the Extra Space field. m To set the alpha-channel percentage at which you want the text to appear through the transparency, see “Removing the Background or Unwanted Elements from an Image” on page 161. Text wraps around the rectangular bounds of an object. Text wraps around an object with an alpha channel more tightly.
Using Automatic Hyphenation By default, Pages automatically hyphenates words if they need to break at the end of a line. Here are ways to turn hyphenation on or off: m To turn hyphenation for the entire document on or off, click Inspector in the toolbar, click the Document Inspector button, and then select or deselect Hyphenate (in the Document pane).
After you specify substitution settings, they’ll apply to any text you change or add in any Pages document. Inserting a Nonbreaking Space You can insert a nonbreaking space between words to make sure that the words always appear in the same line of text. To insert a nonbreaking space: m Press the Space bar while holding down the Option key. Checking for Spelling and Proofreading Documents Pages can catch spelling and writing errors in your document.
To work with spelling suggestions: 1 Choose Edit > Spelling > Spelling. The Spelling window opens and the first misspelled word is highlighted. Each language has a different spelling dictionary. To make sure that the correct language is selected, click Inspector in the toolbar, click the Text Inspector button, and then click More. Select a language from the Language pop-up menu. 2 To replace the incorrect spelling in the text, double-click the correct word or spelling in the Guess list.
To find writing errors: m To check writing errors as you type, choose Edit > Proofreading > Proofread as You Type. To turn off proofreading as you type, click Edit > Proofreading > Proofread as You Type to deselect it (make sure the checkmark is not visible next to the menu command). m To check writing errors from the insertion point to the end of the document, click to place the insertion point and choose Edit > Proofreading > Proofread.
Searching for All Occurrences of Words and Phrases You can generate a list of all occurrences of a specific word or phrase (including placeholder text) in your document. If you select a search result in the list, the page containing the matching text is displayed in the main viewing area, and the text is highlighted. After selecting an item in the search results list, double-click the item or press Return or Enter to select the matching text and edit it in the main view. Type the word or phrase.
6 Working with Styles 6 This chapter explains how to apply paragraph, character, and list styles to quickly and consistently change the appearance of text. It also describes how to modify existing styles or create your own. As you write and format your document, you may want to create different looks for different types of text and paragraphs.
About Styles A style is predefined formatting that you can apply to text with a click of your mouse. For example, if your document contains a style named Chapter Heading that centers text, makes it bold, and increases the font size to 18 points, you can select text, open the Styles drawer, and then click Chapter Heading. The text automatically centers, changes to bold, and resizes to 18 points. There are three kinds of styles.
Applying Styles There are several techniques for applying styles to paragraphs, characters, and lists. Here are ways to apply styles: m To apply a style to one or more paragraphs, select the paragraphs you want to change, or select an entire text box, table, table cell, or shape that contains text. Click the Paragraph Styles button in the Format Bar, and then choose the style you want to apply. In the Styles drawer, select the style you want to apply. A paragraph style applies to an entire paragraph.
If you don’t see character or list styles displayed in the Styles drawer, click the Show Character Styles or Show List Styles button in the bottom-right corner of the Styles drawer. Click to show list styles. Click to show character styles. Importing Styles From Another Document When you import a document from Microsoft Word, any styles it contains are imported into the Pages document and can then be used like any other styles created within Pages.
Changing the Style of Text Most of the time you change the style of text by selecting the text and applying a different style. Usually you use the techniques described in “Applying Styles” on page 120, but you can also change styles by using a find/replace or copy/paste operation. When you make changes to individual text attributes without selecting, replacing, or pasting a new style, you have created a style override.
3 In the Styles drawer, rest the pointer over the name of the style that you want to replace and click the arrow to the right of its name. 4 Choose “Select All Uses of style name.” All instances of the style in the text body throughout the document are selected. To find and replace the styles in the text body plus all text boxes and shapes, choose Edit > Find > Find. Click Advanced to open the Advanced tab. Select the style to be replaced and the Style to replace it with. Click Replace All.
To modify a paragraph style: 1 Click the Styles Drawer button in the Format Bar to open the Styles drawer. Select the paragraph style that most closely matches the style you want to design, or select Free Form. 2 Type some text and format it to look the way you want. For information about formatting the look of text, see “Formatting Text Size and Appearance” on page 75.
Border & Rules: Selected text can be separated in a document by adding a line above or below or by framing the text with a border. Specify line style, placement, and color using the Borders & Rules pop-up menu, buttons, and color well. Background Fills: Select a checkbox and click the color well to make a color background appear behind a character or a set of characters or one or more paragraphs. For example, you can create a heading style that presents white text against a dark background.
7 In the Styles drawer, click the arrow to the right of the paragraph style name, and then choose an option. Create New Paragraph Style From Selection: This doesn’t alter the existing style, but creates a new style based on the formatting choices you’ve made in the previous steps. If you select this, type a name for the new style, and then click OK. Redefine Style From Selection: Redefines the existing paragraph style for the whole document.
Modifying and Creating New Character Styles Character styles are formatting attributes that are applied to a set of text characters (such as a word or a group of words or letters) without changing the style of the entire paragraph. Character styles define the look of the text, including font, size, color, character spacing, ligature usage, baseline shift, and language. If you can’t find a character style that meets your needs, you can modify one of the existing character styles or create a new one.
4 In the Styles drawer, click the arrow to the right of the character style name, and then choose an option. Redefine Style From Selection: Redefines the existing character style for the whole document. If you choose this, your formatting changes will apply to all other instances of this style throughout the document. Create New Character Style From Selection: This doesn’t alter the existing style, but creates a new style based on the formatting choices in the previous steps.
5 If you want to include only some of the attributes you set in the new character style, click the disclosure triangle below the Name field, and then select the attributes you want. 6 If you don’t want to apply the new style to the selected text, deselect “Apply this new style on creation.” 7 Click OK. Modifying and Creating New List Styles List styles are used to create bulleted and numbered lists. You can also create ordered lists (outlines).
3 Choose one of the following bullet or numbering styles from the Bullets & Numbering pop-up menu in the List pane of the Text Inspector. No Bullets: Choose this if you don’t want visible bullets, but you want to be able to specify the amount of indentation for levels in an ordered list. Text Bullets: Choose this to use a text character as the bullet. You can select one from the list or type your own characters in the text field. Some fonts provide symbols that can be used as interesting bullets.
Numbers: Choose this to create a numbered list. You must also choose a numbering style. You can choose Arabic numerals, Roman numerals, or letters. For numbered lists, choose a numbering style. Restart numbering, or continue with previous numbering. Adjust number indentation relative to page margin. Adjust text indentation relative to the bullet. 4 Format the bullets. To increase or reduce the size of a bullet, specify a number in the Size field.
Modifying a Tiered List Style for Ordered Lists Change the look of Legal style lists by modifying the style. To modify a tiered list style: 1 Make sure the insertion point is visible on the page, click the Styles Drawer button in the Format Bar to open the Styles drawer, and then select the Legal list style that best matches the one you want to design. 2 Click Inspector in the toolbar, click the Text Inspector button, and then click List. Click to advance to the next list indent level.
Creating New List Styles Customize the look of a list by creating a new list style. To create a new list style: 1 Select some text. 2 Click Inspector in the toolbar, click the Text Inspector button, and then click List. 3 Format the selected list text so that it looks the way you want. See “Modifying Bulleted or Numbered List Styles” on page 129 and “Modifying a Tiered List Style for Ordered Lists” on page 132 for instructions.
7 Working with Shapes, Graphics, and Other Objects 7 This chapter describes techniques for adding and modifying images, shapes, sound, and other objects. An object is an item you can add to a document and then manipulate. Images, shapes, movies, sound files, tables, charts, and text boxes are all objects. Images include photographs or PDF files. Movies and sound are for documents that will be viewed onscreen.
Inline objects are embedded in the text flow. If you type more text above them, they are pushed along as the text grows. The selection handles on the top of inline objects are inactive. You cannot drag these handles to resize the object; you can only resize it by dragging the active handles. The top selection handles are inactive for inline objects. Drag the active selection handles down or to the right to resize.
m To select an object that’s part of a group, you must first ungroup the objects. Select the group, and then choose Arrange > Ungroup. m To deselect objects in a group of selected objects, hold down the Command key, and then click objects you want to deselect. m To select a master object, first choose Format > Advanced > Make Master Objects Selectable.
Moving Objects The way you move an object depends on whether it’s a floating or inline object. Here are ways to move objects: m To move a floating object, click the object to select it (the selection handles appear), and then drag it to a new location. m To constrain the object’s motion to horizontal, vertical, or a 45 degree angle, start dragging the object while holding down the Shift key. m To move the object in small increments, press one of the arrow keys, causing the object to move a point at a time.
Moving an Object to the Background In your word processing document, you can send an object to the background to have it automatically become non-selectable. This enables you to move other objects and select text without affecting the object in the background. Here are ways to work with background objects: m To make an object a background object, select the object, and then choose Arrange > Send Object to Background.
If you select a single object or several objects that don't appear on the same page, objects are aligned relative to the edges of the page. You can also align floating objects relative to one another by dragging them and using alignment guides to determine when the objects are correctly positioned. See “Spacing Objects Evenly on a Page” for more information. Spacing Objects Evenly on a Page You can quickly place an equal amount of space between objects, regardless of their size.
3 To show or hide guides when an object’s edges align with another object, select or deselect “Show guides at object edges.” 4 To change the color of alignment guides, click the color well and select a color in the Colors window. Alignment guide settings apply to all documents viewed in Pages until you change the settings again. Creating New Alignment Guides You can create your own alignment guides to help you place floating objects in the same position on different pages.
When you enter X and Y coordinates for line positions in the Metrics Inspector, the Start coordinates represent the first endpoint you created. If you later flip or rotate the line, the Start coordinates continue to represent the first endpoint. Position a floating line on the page by specifying X and Y coordinates for its first endpoint. Position a floating line on the page by specifying X and Y coordinates for its second endpoint.
Flipping and Rotating Objects You can flip or rotate any object. For example, if you have an image of an arrow that you want to use in your document, but you need it to point in a different direction, you can reverse its direction vertically or horizontally, or point it at any angle. Here are ways to change an object’s orientation: m To flip an object horizontally or vertically, select the object, and then choose Arrange > Flip Horizontally or Arrange > Flip Vertically.
4 Choose a line style from the pop-up menu. Click the color well to choose a line color. Enter the line thickness in this field. Choose a solid line, dotted line, dashed line, or another line style. Choose line endpoints from these pop-up menus. 5 To change the line thickness, type a value in the size field (or click the arrows). 6 To change the line color, click the color well and select a color.
m To change a picture frame, select a framed media or media placeholder, click Inspector in the toolbar, and then click the Graphic Inspector button. Choose Picture Frame from the Stroke pop-up menu, and then click the arrow next to the thumbnail to choose a new picture frame. m To remove a border from your media or media placeholder, select the media or media placeholder and then choose a line style (or None) from the Stroke pop-up menu. Adding Shadows Shadows give your objects an appearance of depth.
8 To change the color for the shadow, click the Shadow color well and select a color. This object has a different shadow color. This object has the default shadow properties. This object’s shadow has a high offset value. This object’s shadow is set to a different angle. This object’s shadow has the lowest blur factor. This object’s shadow has a high blur factor. You can also use the Graphic Inspector shadow controls to add shadows to text.
Adjusting Opacity Use the Opacity controls in the Format Bar or the Graphic Inspector to quickly create interesting effects by making objects more opaque or less opaque. When you put a low-opacity object on top of another object, the bottom object shows through the top object. Depending on how high or low you set the opacity, the objects below can be highly visible, partly obscured, or completely blocked from view (at 100percent opacity).
Grouping and Locking Objects Group objects you want to keep together, and lock objects you don’t want to inadvertently move. Grouping and Ungrouping Objects You can group floating objects together so that they can be moved, copied, resized, and oriented as a single object. You can edit text associated with a shape or text object in a group, but you can’t modify other attributes of individual objects in the group.
To change an object’s fill color using the Graphic Inspector: 1 Select the object. 2 Click Inspector in the toolbar, and then click the Graphic Inspector button. 3 To apply a solid fill color, choose Color Fill from the Fill pop-up menu. Click the color well below the Fill pop-up menu to open the Colors window, and then select a color in the Colors window. 4 To fill an object with a color gradient, choose Gradient Fill from the Fill pop-up menu.
You can use the color wheel in the Colors window to select colors. The color you select appears in the box at the top of the Colors window. You can save that color for future use by placing it in the color palette. To apply the colors you select in the Colors window to an object on the page, you must place the color in the appropriate color well in an Inspector pane. You can select a color well in one of the Inspectors, and then click a color in the color wheel.
You can also drag an image file from the Finder or Media Browser to the image well in the Graphic Inspector. Use the pop-up menu to set the size of the image within the object. To change the image, drag an image to the image well. 4 Choose an image scale from the pop-up menu. Scale To Fit: Resizes the image to fit the object’s dimensions as well as possible. If the object’s shape is different from the original image’s, parts of the image may not appear; blank space may also appear around the image.
5 If you chose Tinted Image Fill, click the color well (to the right of the Choose button) to choose a tint color. Drag the Opacity slider in the Colors window to make the tint darker or lighter. (If you drag the Opacity slider in the Graphic Inspector, it will change the opacity of both the tint and the image.) Click to select a tint color for the image. Using Shapes Pages comes with a variety of predrawn shapes. You can also create your own shapes, as well as edit both shapes and custom shapes.
2 The pointer changes from an arrow to a small pen tip. Click anywhere in your document to create the first point of the custom shape. 3 To create a second point and connect it with the first point using a straight line, click a second location. To create a curved segment instead of a straight one, click in the second location and then drag the mouse to change the curve angle or extend the curve. Release the mouse when you’re satisfied with the curve.
Here are ways to make shapes editable: m To make a predrawn shape editable, select the shape and then choose Format > Shape > Make Editable. Red dots appear on the shape. Drag the points to edit the shape. Later, to edit a predrawn shape that has been made editable, click it twice slowly. m To make a custom shape editable, click once in the shape to select it, and then click a second time to show its points. You can also choose Format > Shape > Make Editable.
Reshaping a Curve You can expand or contract a curve, or change its angle. To reshape a curve: 1 Make the shape editable. 2 Click a red circular control on the curve you want to reshape. A control handle appears on both sides of the circular control. Drag a control handle or rotate one or both control handles to change the curve. You can also drag a point to modify the curve. 3 To expand or contract the curve, drag the circular control or one of the control handles.
Transforming Corner Points into Curved Points and Vice Versa You can change one or more points into curves or curves into points. Here are ways to transform corner points into curved points and vice versa: m To change a corner point into a curved point, make the shape editable, and then double-click the corner point. m To change a curved point into a corner point, make the shape editable, and then double-click the curved point.
Here are ways to edit single and double arrows after selecting them: m Drag the selection handle on the arrow’s tail or tip of the arrowhead to increase or decrease the tail’s length without changing the shape of the arrowhead. m Drag the circular control up or down to change the width of the tail. m Drag the circular control left or right to resize the arrowhead.
Using Media Placeholders Many Pages templates contain media placeholders. You can drag your own images, movies, and audio files to these placeholders, and your media file is automatically sized and positioned for you. You can easily replace an item in a media placeholder by dragging a new file to it; you don’t have to delete the old file first. You can recognize a media placeholder by letting the pointer rest over it; a help tag appears instructing you to drag your own image into its place.
m To create a media placeholder, follow the instructions in “Creating Media Placeholders” on page 238. Working with Images Pages accepts all QuickTime-supported formats, including the following graphics file types: Â TIFF Â GIF Â JPEG Â PDF Â PSD Â EPS Â PICT After importing an image into a document, you can mask (crop) it and change its brightness and other settings. You can place an image inside a shape, text box, chart element, or table cell.
Here are ways to add an image as an inline object: m Press the Command key, and then drag an image file from the Finder to the document window until you see the insertion point at the place where you want the image to appear. Release the image when you have placed it where you want it.
5 Drag the image to position the part you want to show. To move the mask, click the dotted edge of the mask and drag it. 6 To make only the area under the mask visible, double-click the mask or image, press Return, click outside the image, or click Edit Mask. 7 To resize or rotate the masked image, drag or Command-drag its selection handles. 8 To reposition the image, drag it. 9 To deselect the image and hide the mask controls, click outside the image.
Unmasking an Image You can remove a mask and restore the original image. To unmask an image: m Select the masked image, and click the Mask button in the Format Bar or choose Format > Unmask or click the Mask button on the Format Bar. Removing the Background or Unwanted Elements from an Image The Instant Alpha tool enables you to convert certain colors in an image to transparent. This feature is useful for removing an unwanted background or other colors.
You can restore the parts removed from the image at any time. To revert to the original image, choose Format > Remove Instant Alpha. To restore parts of the image removed using Instant Alpha, choose Edit > Undo Instant Alpha until the parts have been restored. Changing an Image’s Brightness, Contrast, and Other Settings You can change the brightness, contrast, and other settings of images to improve their quality or to create interesting effects.
Temperature: Introduces more warmth (more orange tones) or coldness (more blue tones). Tint: Changes the amount of red or green tones in the image. Sharpness: Sharpens or softens the image’s focus. Exposure: Adjusts shadows and highlights. The histogram: Helps you understand the relationship between shadows (depicted on the left side of the display) and highlights (depicted on the right side) in your image. Levels: Changes the levels of light and dark tones.
Using Sound and Movies You can add sound, movies, and Flash files to your document if it will be viewed onscreen. The movie or sound file plays when you double-click its icon on a document page. Note: Some media files are protected under copyright law. Also, some downloaded music may be played only on the computer where the download occurred. Make sure you have permission to use the files you want to include.
Adding a Movie File Add a movie file that plays when you double-click it. Here are ways to add a movie: m Drag a movie file from the Finder to your document. m Click Media in the toolbar, click Movies, select a movie file, and then drag it to where you want it in your document. To see your movies listed in the Movies pane of the Media Browser, you must place them in the Movies folder, in iTunes, or in iPhoto. m Choose Insert > Choose, select the movie file, and then click Insert.
Loop Back and Forth: Play backward and forward continuously. The QuickTime Inspector button Start and stop a movie at particular times. Select the frame to display until the movie begins playing. Set playback repeat options. Set the playback volume. Use these controls to view the movie or play sound as you edit your document. 6 To increase or decrease the playback volume, drag the Volume slider to the right or left.
8 Using Tables 8 This chapter tells you how to add and format tables and cell values. To learn about using formulas in table cells, see Chapter 9, “Using Formulas and Functions in Tables,” on page 189. About Tables Tables help you organize, analyze, and present data. Pages provides a wide variety of options for building and formatting tables and handling values of different types.
Working with Tables Use a variety of techniques to create tables and manage their characteristics, size, and location. Adding a Table While some templates contain one or more tables, you can add additional tables to your Pages document. Here are ways to add a table: m Click Table in the toolbar. m Choose Insert > Table. m To draw a table on the page, hold down the Option key as you click Table in the toolbar. Release the Option key and move the pointer over the page until it becomes a crosshair.
m Use the Table Inspector to precisely control column width and row height, add headers and a footer, format borders, and more. To open the Table Inspector, select a table or cell(s), click Inspector in the toolbar, and click the Table Inspector button. Set the number of rows and columns. Add and remove a header row, a header column, and a footer row. Click to open the Edit Rows & Columns pop-up menu. Adjust the size of rows and columns. Set the style, width, and color of cell borders.
m Use the Graphics Inspector to create special visual effects, such as shadows and reflections. To open the Graphics Inspector, click Inspector in the toolbar and then click the Graphics Inspector button. m Access a shortcut menu by selecting a table or cell(s) and then holding down the Control key as you click again. You can also use the Edit Rows & Columns pop-up menu in the Table Inspector. m Use the Formula Editor to add and edit formulas. See “Using the Formula Editor” on page 194 for details.
m To resize a table in one direction, drag a side handle instead of a corner handle. For inline tables, only the active selection handles on the right side can be used. m To resize by specifying exact dimensions, click Inspector in the toolbar, and then click the Metrics Inspector button. In this pane, you can specify a new width and height, control the angle of rotation, and change the table’s distance from the margins.
To copy a table from one iWork application to another: 1 Select the table you want to copy, as “Selecting a Table” on page 172 describes. 2 Choose Edit > Copy. 3 In the other application, create an insertion point for the copied table, and then choose Edit > Paste. Converting Text to a Table You can quickly convert text into a table and vice versa. Here are ways to convert between text and tables: m To convert text to a table, select the text, and choose Format > Table > Convert Text to Table.
When a cell is selected, use the Tab, Return, and arrow keys to select another cell. Selecting “Return key moves to next cell” under Table Options in the Table Inspector sometimes changes the effect of the Return and Tab keys. If “Return key” option is selected If “Return key” option isn’t selected The next cell to the right Press Tab. If you press Tab in the last cell in a column, a new column is added. If you add or change data in the last column, press Tab twice to add a new column. Press Tab.
Selecting a Row or Column The fastest way to select entire rows and columns is to use the Table Inspector. Here are ways to select rows and columns: m To select a single row or column, choose Select Row or Select Column from the Edit Rows & Columns pop-up menu in the Table Inspector. You can also use the techniques described in “Selecting a Group of Table Cells” on page 173. m To select multiple rows, select two or more vertically adjacent cells before choosing Select Row.
Working with Content in Table Cells You can add text, numbers, and dates to table cells, and you can format values in cells. You can also add images and background color. And you can use autofilling to use the content in one or more cells to automatically add values to adjacent cells. Adding and Editing Cell Values You can add, change, and delete the content in cells. Here are ways to add and edit values: m If the cell is empty, select it and then type a value.
m To change the color, alignment, and spacing of text within a cell, use the controls in the Format Bar. You can also adjust color, alignment, and spacing of text within a cell using the Text Inspector (click Inspector in the toolbar and click the Text Inspector button). m To modify font attributes, use the controls in the Format Bar. You can also adjust font attributes using the Font panel (click Fonts in the toolbar).
Working with Dates in Cells Unless a cell has a date and time format associated with it, when you type a value that can be interpreted as a date or time value, Pages might reformat the value. For example, if you type 1/22/45 or 1-22-45 into a table cell with the Automatic cell format and leave the cell, the value changes to Jan. 22, 2045. If you enter a 2-digit year value greater than or equal to 50, Pages adds the prefix “19”; otherwise Pages adds the prefix “20.
Formatting Cell Values You can apply a format to a cell so its value is displayed in a particular way. For example, you can format cells that hold monetary values so that a currency symbol (such as $, £, or ¥) appears in front of numbers in them. You define cell formats using the Cell Format pop-up menu in the Table Inspector’s Format pane. To display cell values exactly as you type them, choose Automatic from the pop-up menu; otherwise, choose the item that provides the specific formatting you want to use.
Using the Currency Format Use the currency format to format the display of monetary values. To define a currency format for one or more cells: 1 Select the cell or cells. 2 Click Inspector in the toolbar, click the Table Inspector button, and then click Format. 3 Choose Currency from the Cell Format pop-up menu. 4 To specify a currency symbol, choose an option from the Symbol pop-up menu. 5 To specify how many decimal places to display, use the Decimals field.
If a cell you’re formatting already contains a value, the value is assumed to be a decimal value, and it’s converted into a percentage. For example, 3 becomes 300%. Using the Date and Time Format Use the date and time format to display date and/or time values. To define a date and time format for one or more cells: 1 Select the cell or cells. 2 Click Inspector in the toolbar, click the Table Inspector button, and then click Format. 3 Choose Date & Time from the Cell Format pop-up menu.
To define a text format for one or more cells: 1 Select the cell or cells. 2 Click Inspector in the toolbar, click the Table Inspector button, and then click Format. 3 Choose Text from the Cell Format pop-up menu. Monitoring Cell Values You can have Pages change a cell’s fill and/or text color when its content exhibits a particular condition. You define simple rules that test for the condition and then change fill and/or text color if the condition is met.
Adding Images or Color to Cells You can add graphics or color to individual table cells or to an entire table. To add an image or color to a table cell: 1 Select the cell. 2 Click Inspector in the toolbar, click the Table Inspector, and then click Table. 3 To add an image, choose Image Fill from the Cell Background pop-up menu. See “Filling an Object with an Image” on page 149 for instructions. 4 To add background color, choose Color Fill or Gradient Fill from the Cell Background pop-up menu.
Working with Rows and Columns You can quickly add or remove rows and columns, create a header row or column or a footer row, and more. Adding Rows You can add rows within a table or at the end of a table. If the table contains a footer row, rows added at the bottom of the table are added above the footer row. Here are ways to add rows: m To add one or more rows at the end of a table, use the Rows controls in the Table pane of the Table Inspector.
Deleting Table Rows and Columns There are several techniques available for deleting one or more rows or columns of a table. Here are ways to delete rows or columns: m Select the row(s) or column(s) or a cell in them, and then choose Format > Table > Delete Row or Format > Table > Delete Column. m To delete one or more rows or columns, select them and then choose Delete Row or Delete Column from the Edit Rows & Columns pop-up menu in the Table Inspector.
Using a Footer Row Use a footer row when you want to draw attention to the last row in a table. A footer row can contain the same content as any other row, but its formatting makes it visually prominent. Here are ways to add or delete a footer row: m Select the table, and then select Footer Row in the Table pane of the Table Inspector.
5 To change the fill attributes of the other rows, use the Cell Background controls in the Table Inspector. See “Filling an Object with Color” on page 147 for instructions. Working with Table Cells You can split and merge table cells, resize them, format them, hide them, add comments, and more. Merging Table Cells Merging table cells combines adjacent cells into one, eliminating the borders so that they behave as a single cell. To merge table cells: 1 Select a group of two or more adjacent table cells.
2 To split cells into rows, choose Format > Table > Split into Rows. To split cells into columns, choose Format > Table > Split into Columns. You can also choose Split Rows or Split Columns from the Edit Rows & Columns pop-up menu in the Table Inspector. 3 To create smaller and smaller units, repeat steps 1 and 2 for the split cells. To rejoin split cells, merge them as “Merging Table Cells” on page 186 describes.
Sorting Table Cells You can arrange values in some or all the cells in a column in ascending or descending order. Rows containing cells being sorted are reordered. Header cells aren’t sorted. Here are ways to sort: Â To sort all the cells in a column, select one of the column’s cells, open the Table Inspector, click Table, and then choose Sort Ascending or Sort Descending from the Edit Rows & Columns pop-up menu.
9 Using Formulas and Functions in Tables 9 This chapter tells you how to perform calculations in table cells using formulas and functions. See Chapter 8, “Using Tables,” on page 167 for instructions for adding and formatting tables and data in them. See online help for complete information about individual functions. Using Formulas A formula is a mathematical expression that uses operations to derive a value.
Here’s a formula that adds the values in nine cells of the first column: SUM(A2:A10). There is one argument, A2:A10. The colon means the function should use the values in cells A2 through A10. You don’t need to understand more than this to use formulas in tables. Templates (such as the Invoice template) and formula editing tools (such as the Formula Editor) make basic formulas easy to use.
3 To understand which cells B2 and C2 are, look at the reference tabs that appeared on the table’s top and left sides when the Formula Editor opened. Columns are referenced alphabetically. This is cell B2. Rows are referenced numerically. The reference tabs help you quickly identify any cell in a table. In a formula, you refer to a cell by identifying the column, then the row, creating what’s known as a cell reference. B2 is the cell reference for column B (Quantity), row 2.
5 If the value in a Quantity cell or in a Unit Price cell changes, the formula associated with the Cost cell updates the value it displays. Double-click the value in B2, type a different number, click outside B2, and notice that the value in E2 changes. 6 The value displayed for each cell in the Cost column above the subtotal is derived using values in each row. To view the formula for a different Cost cell, double-click the cell. For example, doubleclick the Cost cell in the third row (E3).
Here are operations you can perform using the pop-up menu or submenu: m Choose one of the following to perform calculations using values in the selected cells. Empty cells and cells containing values that aren’t mentioned are ignored. Sum: Totals numeric values in the cells. Average: Calculates the arithmetic mean of numeric values in the cells. Minimum: Determines which numeric value in the cells is the smallest. Maximum: Determines which numeric value in the cells is the largest.
m To use all the values in a row, click the row’s header cell or reference tab. In the Table Inspector, click Format, and then choose a formula from the Quick Formula pop-up menu. Pages places the formula and its result in a in a new column. Removing a Formula If you no longer want to use a formula that's associated with a cell, you can quickly remove the formula. To remove a formula from a cell: 1 Select the cell. 2 Press the Delete key.
3 Use the text field to specify the formula, making sure the equal sign is the first character in your formula. To learn techniques for including cell references in your formulas, see “Using Cell References” on page 195. To learn about using operators in formulas, see “Using Operators” on page 197. To learn how to insert a function into a formula, see “Using Functions” on page 200. 4 To save changes, press Return, press Enter, or click the Accept button in the Formula Editor.
Adding Cell References to a Formula To insert a cell reference, you can click a cell, click a reference tab, or select a range of cells when there’s an insertion point in the text field of the Formula Editor. You can also insert a cell reference by typing When you insert a cell reference by selecting cells or reference tabs, Pages adds cell references that use header cell names if “Use header cell names as references” is selected in the General pane of Pages preferences.
m To paste a copy of a formula in a different cell and use the same cell references in both formulas, place a dollar sign ($) in front of column and row identifiers (=$A$1). This technique creates what’s called an absolute cell reference. For example, if the formula =A1 appears in cell D1 and you want to paste a copy of the formula in cell E1, change the formula to =$A$1, select D1, copy it, and paste the copy into E1. The formula $A$1 is copied into cell E1.
Performing Arithmetic Operations To create a formula that performs an arithmetic operation, you use arithmetic operators. For example, to add three values in a column, you could create a formula that looks like this: A2 + A3 + A5. Here are the basic arithmetic operators. For complete information about arithmetic operators that Pages supports, see “Understanding the Arithmetic Operators” on page 198.
For example, A2/B2 returns 10. m The operator ^ returns the result of raising one value to the power of another value. For example, A2 ^ B2 returns 400. m The operator % returns the result of dividing a value by 100. For example, A2% returns 0.2, formatted for display as 20%. When a cell reference points to an empty cell, 0 is the value used. When a cell reference points to a cell containing FALSE, 0 is used. If the cell contains TRUE, 1 is used. For example, TRUE + 1 returns 2.
Using Functions A function is a predefined, named operation (such as SUM and AVERAGE) that you can use to perform a calculation in a table cell. There are several families of functions, ranging from financial functions that calculate interest rates, investment values, and more to statistical functions that calculate averages, probabilities, standard deviations, and more.
10 Using Charts 10 You can convert data into attractive charts. This chapter describes how to create and format charts. Pages provides tools for creating visually appealing charts to present numerical data. You can copy and paste your data from a document, or type it directly into the Chart Data Editor to create and edit your charts right on the page.
For example, you may want to create a chart that shows how many employees work in Region 1 and Region 2 each year. Such a table might have two rows (one for Region 1 and one for Region 2) and four columns (one for each year from 2007 through 2010). These squares indicate which color represents each data series. There are several ways to represent this data in a chart.
 Alternatively, you can change the chart orientation so that data points are grouped by region rather than by year. In this case, the years are data series and the regions are data sets. The bar chart would contain two groups of bars, one for Region 1 and one for Region 2. These two bars represent one data series. The data sets contain one data point (one bar) from each of the four data series. You can easily switch between using columns and rows as data series by using the Plot Row vs.
Adding a Chart Charts can be added inline with text or floating on the page. Here are ways to add a chart: m To add an inline chart in a word processing document, choose Insert > Chart or click Chart in the toolbar. Drag the chart to wherever you want the chart to appear in the text flow. In a word processing document, you can convert an inline chart to a floating chart and vice versa. Select the chart you wish to convert, and click the Inline or Floating button in the Format Bar.
Here are ways to specify a chart type: m Select the chart, click Inspector in the toolbar, click the Chart Inspector button, and then choose a chart type from the pop-up menu that appears when you click the chart icon in the upper left. The Chart Inspector button Choose a chart type from the pop-up menu. 2D charts are on the left, and 3D charts are on the right. m Choose Format > Chart > Chart Type > chart type. Changing a Chart from One Type to Another You can change a chart’s type anytime you like.
If you switch to a 3D version of a chart, the Chart Inspector provides controls for managing object depth, lighting style, and more. See “3D Charts” on page 219. Formatting you’ve applied to the chart you’re changing may not be applied to the new chart. For example, the color fill attribute of data point elements (bars, wedges, and so on) has a different default value for each type of chart.
Copying Data into the Chart Data Editor Copy data from Excel, AppleWorks, or other spreadsheet applications and paste it into the Chart Data Editor. To use data from another spreadsheet: 1 Open the spreadsheet, and select all the relevant cells. 2 Press Command-C. 3 Click Inspector in the toolbar, click the Chart Inspector button, and then click Edit Data to open the Chart Data Editor. 4 Select the top cell in the first column of the Chart Data Editor. 5 Press Command-V.
You can show or hide a chart’s legend, and you can reposition it. Here are ways to work with a chart’s legend: m To show the legend, select the chart and then select Show Legend in the Chart Inspector. m To edit the labels in the legend, edit the series labels in the Chart Data Editor or select the legend and edit the text directly in the legend. m To format the legend’s text, see “Formatting Titles, Labels, and Legends” on page 213.
Rotating Charts There are several techniques for rotating 2D charts. You can’t rotate (or flip) 3D charts. If a 3D chart is grouped with 2D charts, you can rotate the group, but only the 2D charts in the group will rotate. Here are ways to rotate 2D charts: m Select the chart, hold down the Command key, move the pointer toward an active selection handle until it changes to a curved, double-headed arrow, and then drag a selection handle.
3 Choose one or more items from the Axes & Borders pop-up menu to select the items. A selected item has a checkmark next to it; choose the item again to deselect it. To format the border stroke and color, select the chart and use the controls on the left side of the Format Bar. Choose a line width. Choose a line color. Choose a line style. Using Axis Titles You can add a title to a chart’s X-axis and Y-axis. The title can be formatted.
5 Specify the number of decimal places to display by entering a number in the Decimals field. 6 To format the data point labels, see “Formatting Titles, Labels, and Legends” on page 213. Formatting the Value Axis You can set the values and units to be displayed along the value axis, the axis on which you read the data point values. For column charts (vertical bars), line charts, and area charts, the Y-axis is the value axis. For horizontal bar charts, the X-axis is the value axis.
Placing Labels, Gridlines, and Tick Marks The X-Axis and Y-Axis pop-up menus in the Axis pane of the Chart Inspector provide an array of options for placing tick marks, labels, and gridlines along the value axis or the category axis. The options in these pop-up menus vary depending on the kind of chart you select. For vertical bar charts (column charts), line charts, and area charts, the Y-axis is the value axis and the X-axis is the category axis. For horizontal bar charts, the X-axis is the value axis.
Formatting the Elements in a Data Series You can use a variety of visual effects to enhance the appearance of data series elements, such as bars, wedges, and area shapes. To format data series elements: 1 To format all data series, select the chart. To format elements in a single data series, select the chart and then click one of the elements in the series. For all chart types except pie charts, selecting one element (such as a bar) of a series automatically selects the full series.
2 Use the Format menu, the Font panel, or the Format Bar to format the text. See “Using the Format Menu to Format Text” on page 75, “Using the Font Panel to Format Text” on page 77, and “Using the Format Bar to Format Text” on page 75 for instructions. Adding Descriptive Text to a Chart You can add descriptive text to a chart, such as when you want to provide background information for a particular data point. To add text: 1 Create a text box. See “Adding Text Boxes” on page 100 for instructions.
To show series names in a pie chart: 1 Select the chart or individual pie wedges. 2 Click Inspector in the toolbar, click the Chart Inspector button, and then click Series. 3 Choose Show Series Name from the Data Point Label pop-up menu. 4 Choose Inside or Outside from the Data Point Label pop-up menu. Separating Individual Pie Wedges To make pie wedges more visually prominent, you can separate them from the pie.
Adjusting the Opacity of Pie Charts You can change the opacity of the chart and individual chart elements, such as the legend. See “Adjusting Opacity” on page 146 for more information. Rotating 2D Pie Charts You can use various techniques for rotating a 2D pie chart. Here are ways to rotate a pie chart: m Select the chart, click Inspector in the toolbar, click the Chart Inspector button, click Series, and then use the Rotation Angle wheel or field.
You can also move the pointer near a bar edge until it becomes a double-headed arrow, and then drag to make the bars thicker or thinner. Adding Shadows to Bar and Column Charts You can add shadows to each bar in the chart or to each group of bars. If you want to add shadows to individual bars, it’s a good idea to separate them first. See “Adjusting Spacing of Bar and Column Charts” on page 216 for instructions. To add shadows: 1 Select the chart.
Here are ways to format area charts and line charts: m To format symbols, select a data series (area shape or line), click Inspector in the toolbar, click the Chart Inspector button, and then click Series. Choose a symbol from the Data Point Symbol pop-up menu. Choose a symbol to use for data points. Fill data point symbols with color or images. Use the options on the Symbol Fill pop-up menu to add color or images to the symbols.
3D Charts All the chart types except scatter charts can be displayed as 3D charts. Here are 2D and 3D versions of a pie chart. And here are 2D and 3D versions of a line chart. To define 3D scene settings: 1 Select a 3D chart. 2 Click Inspector in the toolbar, click the Chart Inspector, and then click 3D Scene. 3 Modify the chart’s viewing angle, lighting style, and depth as desired using the 3D Scene controls. Viewing angle arrows: Drag an arrow to adjust the angle.
11 Personalizing Documents with Address Book Data 11 This chapter tells you how to use contact information stored in Address Book and vCards to personalize letters, envelopes, and other Pages documents. Many Pages templates contain Address Book fields, which provide an automatic way to insert names, phone numbers, addresses, and other data into a document. This capability lets you create a document, such as a letter or a contract, and then reuse it for different individuals.
When you want to personalize a document for multiple recipients, you specify an Address Book group or select multiple individual cards. Pages creates a separate version of the content for each contact. In each version of the document, the same sender data is used, but the recipient fields are personalized. Personalized results can be printed or saved in a new document with a section for each contact.
Inserting Recipient Data for Address Book Groups You can personalize a document for multiple recipients by using an Address Book group. To insert recipient data for all contacts in an Address Book group: 1 Open a document that contains recipient fields. 2 Choose Edit > Merge Address Book Cards, then choose a group or All from the pop-up menu. You can also select a group or All in Address Book and drag it to a recipient field in the document.
To insert data you type into Address Book fields: 1 Click an Address Book field and type the data you want to use. The Address Book field is replaced by the text you type. 2 Repeat step 1 as required. 3 To retain the version of the document containing all the Address Book fields you’ve eliminated, choose File > Save As to save your changed document as a new file. If you don’t need to save your changes, simply choose Edit > Undo Typing to restore the original Address Book fields.
6 Click Sender Field or Recipient Field to indicate the kind of Address Book field you want to create. To create a field with a custom name, type and then select text to use as the Address Book field name. In the Link Inspector, select “Enable as an Address Book field,” choose the appropriate items from the Type and Field pop-up menus, and then click Sender Field or Recipient Field.
12 Printing and Exporting Your Document to Other Formats 12 This chapter describes the various ways you can print and share your Pages document. In addition to printing or faxing your document, you can share your document electronically. By exporting to other document formats, you can collaborate with others who use AppleWorks or Microsoft Word. You can also make your document available as a PDF file, or attach it to an iWeb blog entry.
4 In Mac OS X version 10.4, choose Manage Custom Sizes from the Paper Size pop-up menu. Choose a printer to set its default page margins. Create a new custom paper size. Duplicate a selected paper size. Delete a selected paper size. Click the Add (+) button, and then enter values in the Page Size fields. Either choose your printer’s default margins from the pop-up menu, or enter your own values for margins in the Left, Right, Top, and Bottom fields.
Preview shows what individual document pages will look like when printed. It doesn’t show the effects of some layout options, such as borders. (For more information about layout options, see “Setting a Print Layout and Other Options” on page 228.) 2 Select Soft Proof at the bottom-left corner of the Preview window to take your printer’s capabilities into account. For example, if you’re printing a color document to a blackand-white printer, selecting Soft Proof previews the document in black and white.
Setting a Print Layout and Other Options The Copies & Pages pop-up menu in the Print dialog provides several printing options, including printing your document in reverse order, printing only odd or even pages, printing a cover page (separator page), and more. You can also manage color settings, as “Adjusting the Document Color with ColorSync” on page 229 describes.
m To save your printing options as a preset that you can use later instead of respecifying options, choose Save As from the Presets pop-up menu in the Print dialog and then type a name for the preset. To use the same settings in the future, choose the preset’s name from the Presets popup menu. Adjusting the Document Color with ColorSync You can make printed documents lighter, darker, or sepia-toned, or add other effects by adding a Quartz filter to your printer output.
Exporting to Other Document Formats You can share your Pages documents across different platforms by exporting them to other formats, such as Microsoft Word, PDF, or plain text. You can also save a document so it can be opened using Pages in iWork ’05 and iWork ’06. Exporting a Document for Use in Another Application You can export your Pages document using file formats such as PDF, Microsoft Word, RTF, and Plain Text. To export a document to another file format: 1 Choose File > Export.
 Plain Text: Plain text files can be opened and edited in a text editing application, such as TextEdit. However, exporting to a plain text file removes all your formatting, and images aren’t exported. Saving a Document as a Previous iWork Version You can save a Pages document so that users with an older version of iWork can open and use the document. To save a document in a previous iWork version: 1 Choose File > Save As, or choose File > Save. 2 Type a new name for the document in the Save As field.
Sending a Pages Document to iWeb If you use (or intend to use) iWeb to create a website, you can send a Pages document directly to your iWeb blog or podcast. The document becomes an attachment that your website visitors can download. To send a document to iWeb: 1 Make sure you have iWeb ’08 or later installed. 2 Open your Pages document and choose File > Send to iWeb > PDF or File > Send to iWeb > Pages Document. PDF creates a PDF version of your document.
13 Designing Your Own Document Templates 13 This chapter is for designers who want to create their own document templates. This chapter assumes you are already familiar with the design and formatting features of Pages described in earlier chapters. Designing a Template The templates that come with Pages provide ideas for page designs as well as the look of charts, tables, and text.
Step 1: Set Up the Document The first step in setting up a document as a template is to set up the overall size and shape of the document. Here are ways to set up general document attributes: m Set paper size and orientation. Consider the paper size and orientation that will be used for the finished document. For example, if you are creating a template for envelopes, make sure that you have selected the correct envelope size (or created a custom size) before you proceed with further document design.
You can customize any of these for the template you are creating, or you can use the defaults that already exist in the template you started with (including the Blank and Blank Canvas templates). Defining Default Styles If you don’t find a paragraph, character, or list style with exactly the look you want in the Pages templates, you can modify an existing style or create a new style.
Defining Default Attributes for Tables You can set up such attributes as number of rows and columns, line styles and colors, text styles, and shadows for the default table. A table consists of distinct formatting areas, including the header row, header column, inside borders, and outside borders. To set default table attributes, you must apply each attribute to an entire formatting area.
3 Set the text wrapping around the chart. See “Wrapping Text Around an Object” on page 110 for instructions. 4 Repeat steps 1 through 3 for each chart type. 5 Select each chart, one at a time, and then choose Format > Advanced > Define Default Style for chart type Chart. 6 Select the chart type that you want to be the first chart that appears when you choose Insert > Chart, and then choose Format > Advanced > Make chart type the Default Chart Type. 7 Delete the charts from the page.
Step 3: Create Placeholder Text and Media Placeholders Placeholder text and media placeholders model the look of the finished document. They can also provide instructions for the person using the template. Creating Placeholder Text You can modify placeholder text that already exists in a template, or you can create your own text. Here are ways to create placeholder text: m To edit existing placeholder text, select it, and then choose Format > Advanced > Enable Placeholder Text Authoring.
Step 4: Add Sections to Your Template You can make your template expandable so that Word Processing template users can simply insert additional sections by using the Pages button in the toolbar as described in “Adding New Template Pages” on page 72. To create template sections that users can add: 1 Design a layout of one or more pages, inserting a section break at the beginning and end of the layout. 2 Choose Format > Advanced > Capture Pages. A dialog opens. 3 Type a name for the template section.
Step 5: Save a Custom Template You can save your new template so that it appears in the Template Chooser. When a user chooses the template to create a new document, the new document opens in exactly the same state as when you saved it. That means you can choose to leave the Styles drawer open or closed, leave invisibles, rulers, and layout marks visible, and so on. To save a custom template: 1 Choose File > Save as Template. 2 Type a name for the template. 3 Specify a folder in which to save your template.
3D charts defining scene settings 219 modifying the viewing angle 219 A Adjust Image window 162 alignment guides changing appearance of 139 creating new 140 using 139 area and line charts adding shadows 218 formatting symbols 218 setting line color 218 arrows adding predrawn 151 editing 156 B bar and column charts adding shadows 217 adjusting opacity 217 adjusting spacing 216 bulleted text adding new 96 rearranging and editing 97 C change tracking accepting and rejecting edits 67 editing with 62 starting
setting up document to use 234 D document choosing a template 16 creating 31 opening existing 33 page layout 42, 44, 45 setting margins 42 setting page orientation and size 225 word processing 42, 44, 46, 47 document design 37 Document Inspector 40 Draw tool 151 E endnotes adding and editing 49 at the end of a document 50 at the end of a section 50 changing marks used 52 converting to footnotes 51 defining marks used 52 deleting 51 formatting 51 jumping from mark to note 51 numbering 52 restarting numberi
adjusting temperature 162 Auto Levels 162 histogram 162 importing as floating objects 158 importing as inline objects 158 Instant Alpha 161 masking (cropping) 159 placing inside an object 149 removing background or unwanted elements 161 scaling 149 tiling 149 tinting 149 using PDF files as graphics 163 importing a file by dragging 33 by menu 33 file formats supported 33 from other applications 33 inline objects converting to floating 135 using 134 inspectors opening 23 opening multiple 23 using for formatti
duplicating 136 flipping 142 framing 143 grouping and ungrouping 147 locking and unlocking 147 modifying 141 moving 137 positioning 140 resizing 141 rotating 142 selecting and deselecting 135 spacing evenly on a page 139 wrapping text 110 operators arithmetic 198 comparison 199 P page break inserting 42 starting a paragraph on a new page 43 page numbers adding 112 formatting 112 page view choosing options 19 paragraphs keeping entire on the same page 43 keeping together on a page 43 preventing widow and or
setting section margins 56 shapes adding custom 151 adding predrawn 151 editing 155 making editable 152 manipulating points 153 putting text inside 106 reshaping a curve 154 reshaping a straight segment 154 transforming corner points into curved points 155 using as masks 160 using the Draw tool 151 using to make text stand out 100 shortcut menus 29 smart quotes 83 sound file types supported 164 special characters and symbols inserting 82 using Keyboard Viewer to find 82 viewing available symbols 82 spelling
selecting 74 text boxes adding floating 100 adding inline 101 linking 102 using to make text stand out 100 Text Inspector 85 toolbar adding an item 22 changing tool icon size 22 choosing only icons or only text for tools 22 customizing 22 default tools 22 rearranging items 22 removing items 22 restoring default tool set 22 showing and hiding 22 using the Command and Control keys to change 22 typography 246 Index changing capitalization 83 changing the baseline 83 changing tracking 83 using ligatures 83 T
