Pages ’09 User Guide
KKApple Inc. Copyright © 2011 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. The Apple logo is a trademark of Apple Inc., registered in the U.S. and other countries.
Contents 13 Preface: Welcome to Pages ’09 15 15 17 17 18 18 19 19 21 21 23 23 24 25 26 27 27 29 30 30 31 Chapter 1: Pages Tools and Techniques 32 32 34 34 35 36 37 39 39 Pages Templates Word Processing Templates Page Layout 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 Fonts Window The Colors Window Rulers and Alignment Guides The Styl
39 40 40 42 42 42 43 44 45 46 46 47 47 48 48 48 49 49 49 50 51 51 52 52 53 53 54 54 55 55 56 56 57 57 57 57 58 58 58 59 59 60 4 Saving a Copy of a Document Saving a Backup Version of a Document Automatically Finding an Archived Version of a Document Saving a Document in Outline Mode Locking a Document So It Can’t Be Edited Closing a Document Without Quitting Pages Viewing Document Information Chapter 3: Working with Document Parts Managing Document Settings
60 61 61 61 62 62 63 63 64 64 65 66 Adding and Deleting Sections Reorganizing Sections Changing Headers and Footers in a Section Restarting Page Numbering in a Section Setting Up a Unique Format for a Section’s First Page Formatting Facing Pages in a Section Reusing Sections Using Master Objects (Repeated Background Images) Using a Table of Contents Creating and Updating a Table of Contents Styling a Table of Contents Adding Citations and Bibliographies Using EndNote 69 70 71 72 73 74 75
89 90 90 91 91 92 93 93 94 94 95 96 96 96 97 97 98 98 100 101 102 103 104 104 105 106 107 108 108 109 110 110 111 111 112 113 113 115 115 116 117 118 118 6 Using Advanced Typography Features Setting Text Alignment, Spacing, and Color Aligning Text Horizontally Aligning Text Vertically Setting the Spacing Between Lines of Text Setting the Spacing Before or After a Paragraph Adjusting the Spacing Between Characters Changing Text Color Setting Tab Stops to Align
118 120 120 121 Working with Spelling Suggestions Proofreading Documents Finding and Replacing Text Searching for All Occurrences of Words and Phrases 123 123 125 126 127 127 127 129 131 132 134 135 Chapter 6: Working with Styles 137 137 138 140 141 142 143 144 145 146 146 147 148 149 150 150 150 151 151 152 152 152 153 154 155 Chapter 7: Working with Images, Shapes, and Other Objects What Are Styles? Applying Styles Creating New Styles Renaming a Style De
155 Adjusting Media Playback Settings 156 Reducing the Size of Media Files 157 About Manipulating, Arranging, and Changing the Look of Objects 157 Selecting Objects 158 Copying or Duplicating Objects 158 Deleting Objects 158 Moving and Positioning Objects 159 Moving an Object Forward or Backward (Layering Objects) 160 Moving an Object to the Background 160 Quickly Aligning Objects Relative to One Another 161 Using Alignment Guides 162 Creating Your Own Alignment Guides 162 Positioning Floati
183 Selecting a Row or Column in a Table 184 Selecting Table Cell Borders 184 Working with Rows and Columns in Tables 185 Adding Rows to a Table 186 Adding Columns to a Table 186 Deleting Table Rows and Columns 187 Adding Table Header Rows or Header Columns 188 Adding Table Footer Rows 188 Resizing Table Rows and Columns 189 Alternating Table Row Colors 190 Sorting Rows in a Table 191 191 191 192 193 193 194 195 196 197 198 198 199 199 200 200 201 202 203 204 204 205 205 20
212 214 216 217 218 220 Defining the Scale of a Custom Number Format Associating Conditions with a Custom Number Format Creating a Custom Date/Time Format Creating a Custom Text Format Changing a Custom Cell Format Reordering, Renaming, and Deleting Custom Cell Formats 221 221 225 226 227 227 228 229 229 230 230 233 235 236 237 237 238 239 240 240 241 241 242 242 243 244 245 Chapter 10: Creating Charts from Data 246 Chapter 11: Personalizing Documents with Address
253 Chapter 12: Printing, Sharing, and Exporting Your Document to Other Formats 253 253 254 255 256 256 257 260 261 264 264 Printing Your Document Setting the Paper Size and Orientation Previewing a Document Before Printing It Printing All or Part of Your Document Printing Comments Exporting Pages Documents to Other File Formats Creating an ePub Document to Read in iBooks Saving a Document as an iWork ’08 or Microsoft Word Document Sending Your Pages Document to iWork.
Preface Welcome to Pages ’09 Whatever you write, Pages ’09 offers an intuitive way to create beautiful, media-rich documents using impressive features. To get started with Pages, just open it and choose one of the predesigned templates. Type over placeholder text, drag your own pictures over placeholder graphics, and before you know it you have a compelling letter, report, brochure, or flyer. This user guide provides detailed instructions to help you accomplish specific tasks in Pages.
Onscreen help Onscreen help contains detailed instructions for completing all Pages tasks. To open help, open Pages and choose Help > Pages Help. The first page of help also provides access to useful websites. iWork website Read the latest news and information about iWork at www.apple.com/iwork. Support website Find detailed information about solving problems at www.apple.com/support/pages. Help tags Pages provides help tags—brief text descriptions—for most onscreen items.
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 a Word Processing or Page Layout template that best fits your purpose and design goals. To learn more about the distinguishing features of Word Processing and Page Layout templates, see “Word Processing Templates” on page 17 or “Page Layout Templates” on page 17. After selecting a template, click Choose to work with a new document based on the selected template.
ÂÂ Many templates also contain merge fields. Merge fields let you easily insert names, phone numbers, addresses (any data you’ve defined for contacts in Address Book or a Numbers document) into Pages documents. This capability lets you reuse a document, such as a letter or contract, for multiple people by inserting personspecific data into merge fields in the document. To learn more, see “What Are Merge Fields?” on page 246. ÂÂ Sometimes graphics, such as watermarks or logos, appear on pages.
Here are the distinguishing features of a Page Layout template: ÂÂ Page Layout templates contain floating objects such as images and text boxes that can be easily moved anywhere on the page. For more information about working with floating objects, see “What Are Floating and Inline Objects?” on page 137. ÂÂ Text in a Page Layout template must either replace placeholder text in a template text box or a text box must be added to the page. See “Using Placeholder Text” on page 78 for more information.
mm Choose a magnification level from the View pop-up menu at the bottom left of the window. You can also view the application window in full-screen view, to help you work without distractions. To learn more, see “Viewing and Editing Your Document in Full Screen.” To use a certain zoom level every time you open a document, choose Pages > Preferences, click Rulers, and then choose a zoom level from the Default Zoom popup menu. Document Page Views You can arrange the way pages appear in the Pages window.
To show or hide a document’s layout: mm 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 default set of toolbar buttons for a word processing document in Mac OS X v10.7 (Lion) or later is shown below. Add preformatted pages. Add comments to selected text or objects. Create an outline. Share a copy of this document. Open the Inspector window, Media Browser, Colors window, and Fonts window. Add text boxes, shapes, tables, and charts. Show thumbnails, comments, Styles drawer, page layout, and more. View and edit in full screen.
You can also press the Control key while you click the item, and then choose Remove Item from the shortcut menu. ÂÂ 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.
mm Choose View > Show Inspector. The buttons at the top of the Inspector window open the ten inspectors: Document, Layout, Wrap, Text, Graphic, Metrics, Table, Chart, Link, and QuickTime. Click any of the buttons at the top of the Inspector window to display a particular inspector. Hold the pointer over a button to display its name. Clicking the fourth button from the left, for example, displays the Text inspector. mm To open another Inspector window, choose View > New Inspector.
mm To add a folder containing photos, click Photos in the Media Browser, and then drag the folder you want from the Finder to the Media Browser. mm To add a folder containing movies, click Movies in the Media Browser, and then drag the folder you want from the Finder to the Media Browser. The Fonts Window Using the Mac OS X Fonts window—accessible from any application—you can change a font’s typeface, size, and other options.
If you frequently use the Fonts window, there are techniques for saving time. To quickly locate fonts you frequently use, organize them into font collections. Click the Add (+) button to create and name a font collection, and then drag the font name from the Family list into the new collection. If you like to change fonts often, leave the Fonts window open.
3 To make the color lighter or darker, drag the slider on the right side of the Colors window. 4 To make the color more transparent, drag the Opacity slider to the left or enter a percentage value in the Opacity field. 5 To use the color palette, open it by dragging the handle at the bottom of the Colors window. Save a color in the palette by dragging a color from the color box to the color palette. To remove a color from the palette, drag a blank square to the color you want to remove.
The Styles drawer lists and provides a preview of all the text styles in the template you are using, so you can create, customize, and manage styles easily. Select a paragraph style to apply it to selected paragraphs or the paragraph that contains the insertion point. Select a character style to apply it to selected text or the word that contains the insertion point. Select a list style to apply it to selected paragraph text or the paragraph that contains the insertion point.
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 in a document. Drag the vertical scroller to quickly scroll up and down. Click a thumbnail to display a particular page. Drag the horizontal scroller to scroll left and right. Drag left or right to resize the thumbnail pane and resize thumbnails. Click the Page button to switch to the “Go to Page” field.
mm To go to a specific page in a document, click View in the toolbar and choose Page Thumbnails. Then click in the thumbnail view to go to a particular page. You can also navigate to a page in a document by clicking the Page button in the lower left of the document window, typing the specific page number in the “Go to Page” field, and then pressing Return. mm To show facing pages in the thumbnail view, select Facing Pages in the Document inspector’s Document pane.
To open a shortcut menu: mm Press the Control key while you click text or an object. The Warnings Window When you import a document into a Pages document, some elements might not transfer as expected. The Warnings window lists any problems encountered. You might get warnings in other situations, such as saving a document in an earlier version of the application. If Pages experiences any problems, you’ll see a message in which you can review the warnings.
Creating, Opening, and Saving a Document 2 Create, open, import, password-protect, and save Pages documents. Learn how to edit your Pages document in fullscreen mode. Creating a New Document To create a new Pages document, you pick the Word Processing or Page Layout template that provides appropriate formatting and layout characteristics. 32 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.
Scan the page types available in many of the Pages templates by moving the pointer from right to left over a template icon in the Template Chooser. You can change the size of the template icons by adjusting the slider at the bottom of the Template Chooser window. If you want to begin in a document without any text or media placeholders, select Blank under Page Layout or Word Processing. In a Blank page layout document, text is added by inserting a text box and then typing in the text box.
Opening an Existing Document There are several ways to open a document that was created using Pages. Here are ways to open a Pages document: mm To open a document when you’re working in Pages, click “Open an Existing File” in the Template Chooser window, select the document, and then click Open. You can also choose File > Open, select the document, and then click Open.
Here are ways to import a document: mm Drag the document to the Pages application icon. A new Pages document opens, and the contents of the imported document appear. mm In Pages, choose File > Open, select the document, and then click Open. If you can’t import a document, try opening the document in another application and saving it in a format Pages can read, or copy and paste the contents into an existing Pages document. You can also export Pages documents to Microsoft Word (.
4 To change the appearance of full-screen view, use the View and Background controls, which appear on the far right of the format bar. To exit full-screen view, do any of the following: mm Choose View > Exit Full Screen. mm Move the pointer to the top of the screen to display the menu bar, and then click the Full Screen button in the top-right corner of the screen. mm Press Escape on your keyboard. Your document opens in normal view, even if it was saved in full-screen view.
mm To change your document password, open the password-protected document, and then click Change Password in the Document inspector’s Document pane. Enter your password information in the fields provided and click Change Password. mm To open a password-protected Pages document, double-click the document icon, type the document password in the Password field, and then click OK. If you enter an incorrect password, click OK in the dialog that appears, type the correct document password, and then click OK.
Copy audio and movies into document: Selecting this checkbox saves audio and video files with the document so the files play if the document is opened on another computer. You might want to deselect this checkbox so that the file size will be smaller, but media files won’t play on another computer unless you transfer them as well.
Undoing Changes If you don’t want to save changes you made to your document since you opened or last saved it, you can undo the changes. Here are ways to undo changes: mm To undo your most recent change, choose Edit > Undo. mm To undo multiple changes, choose Edit > Undo multiple times. You can undo any changes you made since opening the document or reverting to the last saved version. mm To undo one or more Edit > Undo operations, choose Edit > Redo one or more times.
You can also automate creating duplicate versions of the document every time you save, retaining the name and location of the original, but with the words “Backup of” preceding the filename. See “Saving a Backup Version of a Document Automatically” on page 40. Saving a Backup Version of a Document Automatically Each time you save a document, you can automatically retain a copy of the last saved version.
A triangle appears. 2 Click the triangle and choose Browse All Versions. The view changes to show snapshots of all saved versions of the document receding against a background of stars. A timeline along the right side of the screen indicates when the frontmost version on the right was saved. Current document version Past document versions Click to leave this view without restoring an older version. Click to restore the version currently viewable on the right side of the screen.
ÂÂ To restore only an object or inspector setting from the older version, copy the object or setting by selecting it and pressing Command-C, and then click Done to return to your regular desktop. Paste the object or setting where it’s appropriate by pressing Command-V. ÂÂ To compare the older version side-by-side with the current version, click Current Document. 6 To return to your regular desktop, click Done.
mm To close all open Pages documents, press the Option key and choose File > Close All, or click the active document’s close button. If you’ve made changes since you last saved the document, Pages prompts you to save. Viewing Document Information You can store information such as author name and keywords and later display that information, as well as statistics created automatically.
Working with Document Parts 3 Set up overall document characteristics, including margins, facing pages, text columns, and sections. Learn how to create a table of contents, footnotes, and endnotes. Before adding content to your document, it’s a good idea to specify document settings, such as page orientation, page size, and page margins. Some documents also require changing settings for master objects (background graphics, such as watermarks) and facing-page attributes.
Managing Document Settings To open the Document inspector: mm Click Inspector in the toolbar, and then click the Document button. The Document inspector button Use the TOC pane to set up a table of contents for the document. 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: mm Click Inspector in the toolbar, and then click the Layout 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. Deselect to set unequal column widths. Select a column or gutter width and type a new value. Select to start the current layout at the top of a page. Set the margins for the current layout.
The default margins for most of the Pages templates, including Blank, are set to 1 inch from the left and right sides of the page and 1 inch from the top and bottom. This means that the body text of the document will not expand outside these margins. To change the page margins: 1 Click Inspector in the toolbar, click the Document button, and then click Document. 2 Enter values in the Left, Right, Top, and Bottom fields.
In a page layout document, you can create a new page by adding a new page to your document. This creates a new page in a new section that is ready to have a text box added for typing text. Here are ways to insert a page break: mm 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.
3 Select “Keep lines together.” In a page layout document, text is contained in text boxes. For more information about linking text boxes, see “Linking Floating Text Boxes” on page 106. 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.
Defining Columns Depending on the page size and column width you specify for a document, you can create as many as ten text columns (for example, in a standard letter size with landscape orientation). The space between the columns is called the gutter. When you type in a column and reach the end of the column, text automatically flows to the next column as you type. To change where a column breaks, follow the instructions in “Defining Column Breaks” on page 51.
6 To quickly modify column width and spacing, use the document ruler. Click View in the toolbar, and then choose Show Rulers. Drag the left or right edges of the gray gutter areas in the horizontal ruler. The white areas in the ruler denote the text area within columns. The gray areas denote the column gutters. Note: To quickly create as many as four columns, click the Columns pop-up menu in the format bar and choose the number of columns you want to use.
To insert a layout break in a word processing document: 1 Place the insertion point after the word where you want to end the current layout and change to a new layout. 2 Choose Insert > Layout Break. A layout break is inserted and the insertion point is moved to the top of the next layout. The layout following the break has the same formatting and number of text columns as the previous layout until you change it.
The left and right pages of these documents usually have different inside and outside margins. For example, you may want the inside margins of a document that will be bound to be wider than the outside margins. See “Defining Margins for Facing Pages” on page 53 for more information. If your document contains sections, such as chapters, you can use different headers or footers for left and right pages when you want to place page numbers on the outer corners of each page.
4 Deselect “Use previous headers & footers.” 5 On a left page in the section, define the header and footer you want to use for all left pages in the section. See “Using Headers and Footers” on page 54 for instructions. 6 On a right page in the section, define the header and footer you want to use for all right pages in the section.
To define the contents of a header or footer: 1 Click View in the toolbar and choose Show Layout. You can see the header and footer areas at the top and bottom of the page. 2 To add text or graphics to a header or footer, place the insertion point in the header or footer and type or paste text or graphics. To add page numbers or other changeable values, see the instructions in “Adding Page Numbers and Other Changeable Values” on page 115.
4 Choose whether footnotes are continuous or restart on each page or section from the Numbering pop-up menu. 5 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. 6 Choose Insert > Footnote. A footnote mark appears, and the insertion point moves to the corresponding footnote field at the bottom of the page. 7 Type the footnote information.
4 From the Numbering pop-up menu, choose whether endnotes are continuous or restart on each section. 5 Place the insertion point in the main text flow (not in a text box, table, or other object) where you want the endnote mark to appear. 6 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.
Here are ways to jump between marks and notes: mm In the note, double-click the mark to jump to the location in the document where the mark appears. mm In the document body, double-click the mark to jump to its note. 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 (*, †, ‡).
Here are ways to change mark numbering styles: mm To change the numbering format from predefined to custom, Control-click an endnote or footnote mark, and then choose Use Custom Mark from the shortcut menu. In the dialog that appears, type or choose a custom mark, and then click OK. The custom mark replaces the predefined mark. mm To change custom numbering to predefined numbering, Control-click a custom mark, and then choose Use Automatic Numbering from the shortcut menu.
To remove a section break, click at the beginning of the line that follows the break and press the Delete key.
A yellow box surrounds all the page thumbnails that are in the same section as the selected page. mm To copy (or cut) and paste one or more sections, in the thumbnail view select the sections you want to copy or cut and choose Edit > Copy or Edit > Cut. Select the section after which you want to paste the sections, and then choose Edit > Paste. You can also copy and paste one or more sections by Option-dragging selected sections to a new destination in the thumbnail view.
To restart page numbering in a document section: mm 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. Make page numbering continuous with the previous section or enter a number to start renumbering pages.
mm To set different margins in different sections of your document, you must use the Layout inspector and change the layout margins. To learn about setting layout margins, see “Defining Layout Margins” on page 52. For more information about facing pages, see “Using Left- and Right-Facing Pages” on page 52. Reusing Sections You can make a section in a document reusable by adding it to the pop-up menu that appears when you click Pages in the toolbar.
To edit or move a master object, you must first make master objects selectable for the entire document by choosing Format > Advanced > Make Master Objects Selectable if that option has no checkmark in front of it. Selectable master objects look different from other objects because they have blue selection handles. Master objects have blue selection handles. Using a Table of Contents Using a Word Processing template, Pages can automatically generate a table of contents for your document.
2 Select the checkboxes next to the paragraph styles whose text you want to appear in the table of contents. For example, if you want all the first-level headings and subheadings to appear in the table of contents, select the paragraph style that you used for first-level headings and subheadings. Select the paragraph styles whose text you want to appear in the table of contents. Select the checkbox in the #’s column if you want page numbers to appear with each entry.
To change the look of a table of contents entry: 1 In the table of contents, select the entry type that you want to format, such as a firstlevel heading. All entries of the same type are automatically selected. They cannot be individually selected. 2 To open the Styles drawer, click the Styles Drawer button in the format bar. Notice that the Styles drawer now displays a list of table of contents styles. The TOC style that corresponds to the selected entry is also selected.
Note: If you downloaded Pages from the Mac App Store, you may need to install the Pages EndNote Plug-in. For details, please see the Knowledge Base article, Pages and EndNote Plug-in. To add and edit a citation: 1 Place the insertion point where you want the citation to appear in your document, and choose Insert > EndNote Citation. EndNote X2 automatically opens, and the Find EndNote Citations window appears.
7 To delete a citation that appears only in the bibliography, choose Edit > EndNote Citations > Manage Citations. Select a citation in the Manage Citations window and click Delete (–). The citation is deleted from the bibliography. To add and edit a bibliography: 1 Place the insertion point where you want the bibliography to appear in your document, and choose Insert > EndNote Bibliography.
Reviewing and Revising Documents 4 Use tracked changes, 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: ÂÂ Track changes: View edits within a document until you decide which changes you want to accept or reject. ÂÂ Comments: Like margin notes, they allow you to annotate a parts of a document without changing it.
Tracking Changes in Your Document With tracked changes, you can monitor changes that you or others make to text, tables, floating objects, character format, or paragraph style. Use the tracking 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.
To learn about Go to Choosing the changes you want to keep “Accepting and Rejecting Changes” on page 75 Saving a copy of your document without changes “Saving with Tracked Changes Off” on page 76 or comments A Tour of Tracking Changes in a Document The following scenario illustrates how to use tracked changes 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 tracked changes by choosing Edit > Track Changes.
In the following examples, you can see Tom’s original document and the edited version using tracked changes. The document now displays the original text in black, and Anne’s edits appear in change markup. Original text is displayed in black. Edited text is displayed in color. The change bubble displays author name, date and time, and type of edit. 7 Tom decides he likes Anne’s revisions and clicks the checkmark in the tracking bubbles. Click to accept changes. Click to reject changes.
Here are ways to control tracked changes: mm To start tracking changes, choose Edit > Track Changes. When tracking is turned on, the tracking bar is displayed. mm To pause tracking changes, click Paused in the tracking bar. To resume tracking, click Tracking: On. Pausing retains all previous changes, but doesn’t track any additional changes until you resume tracking. mm To stop tracking changes, choose Edit > Turn Off Tracking. You can also choose Turn Off Tracking from the Action menu in the tracking bar.
mm To show or hide tracking bubbles for formatting edits (for example, changing text from bold to italic), choose Show Formatting Bubbles from the Tracking Bubbles popup menu. mm To view your document using thumbnails, click the View button on the toolbar, and then choose Page Thumbnails. Tracked changes made to your document are highlighted in the page thumbnails. mm To show text markup, choose View Markup from the View Markup pop-up menu.
3 To show tracking bubbles, choose View > “Show Comments and Changes Pane,” and then choose Show All from the Tracking Bubbles pop-up menu. To view tracking bubbles only for one or more edited table cells, choose “Show Only for Selection” from the Tracking Bubbles pop-up menu, and select one or more table cells marked with an indicator. Accepting and Rejecting Changes You can accept or reject edits made to text and objects in your Pages document.
Saving with Tracked Changes Off Save a “clean” copy of your document with tracked changes turned off and comments removed. Saving a copy of your document with tracked changes turned off is useful when you want a version with all the changes accepted. For example, you want to continue to track changes, but want to send a “clean” copy to a reviewer so that the reviewer can’t see the original document content. Select to save a “clean” copy of your document.
Here are ways to manage comments: mm To add comments to your document, select some text or an object, and click Comment in the toolbar or choose Insert > Comment. In the comment bubble that appears, type your comment. The size of the comment bubble resizes to accommodate your text. mm To add a comment to a table cell, select the cell and click Comment in the toolbar, or choose Insert > Comment. Type in the comment bubble.
Working with Text 5 Add and modify the appearance of text, including lists, in text boxes, table cells, and shapes. Understanding 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. ÂÂ To learn about working with placeholder text in templates and merge fields, see “Using Placeholder Text” on page 78 and “What Are Merge Fields?” on page 246.
You click to 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.
Text box and table placeholder text are part of a template’s default design. To preserve the design, be careful not to press Delete after you select the text box or table or you’ll remove the placeholder from the page. If you accidentally delete a text box or table, press Command-Z (the shortcut for Undo). Adding New Template Pages Each page of a Pages template has a unique design. You can choose to use the page design shown when the document first opens.
For more information about sections, see “Adding and Deleting Sections” on page 60. To delete a page in a page layout document: mm Click View and choose Page Thumbnails. Select the page or pages in the thumbnail view you wish to remove, and press Delete. After Pages confirms which pages will be removed from your document, click Delete. Selecting Text Before you format or perform other operations on text, you need to select the text you want to work with.
To have the copied text take on the style formatting of the text around it, choose Edit > “Paste and Match Style.” mm To delete text, select the text and choose Edit > Delete or press the Delete key. If you accidentally delete text, choose Edit > Undo to restore it. When you use the Copy or Cut command, the selected text is placed in a holding area called the Clipboard, where it remains until you choose Copy or Cut again or you turn off your computer.
Making Text Bold, Italic, or Underlined The format bar, Format menu, and the Fonts window make changing the appearance of text quick and easy. When text is selected, you can make text bold or italic or underlined. Here are ways to make text bold, italic, or underlined: mm To use the format bar, select some text or click where you want to type new text, and then use the format bar controls to change text appearance. Set color of text. Change font typeface, style, and size. Set text background color.
Here are ways to add a strikethrough and shadows: mm To add a strikethrough to selected text, click Fonts in the toolbar, click the Text Strikethrough button, and choose None, Single, or Double from the pop-up menu. Or select text, and choose Format > Font > Strikethrough. A strikethrough appears through the selected text in the same color as the text. To change the strikethrough color, choose Color from the Text Strikethrough pop-up menu, and then select a color in the Colors window.
To change the size of selected text: 1 Select the text you want to resize. 2 To change the text size in 1-point increments, choose Format > Font > Bigger. Or choose Format > Font > Smaller. To specify a precise size for selected text, click Fonts in the toolbar and use the Size controls in the Fonts window. See “Changing Fonts ” on page 86 for more information. Making Text Subscript or Superscript You can raise or lower text from its baseline.
Changing Fonts When text is selected, quickly change font family, type, size, color, and background color using the controls in the format bar. The Fonts window gives you extensive control over fonts. Use size controls and typography settings to customize the appearance of your text. To modify the font of selected text: 1 Click Fonts in the toolbar. 2 In the Fonts window, select a font style in the Family column, and then select the typeface in the Typeface column.
When text smoothing (“antialiasing”) is on, smaller fonts can be harder to read so you may want to turn it off for smaller font sizes. To learn more about font smoothing in Mac OS X, click the Help button in the lowerright corner of the Appearance preferences window. Adding Accent Marks You can use the Keyboard Viewer to add accent marks to characters. The Keyboard Viewer shows the characters for the keyboard layout or input method selected in the Input menu. For example, if U.S.
ÂÂ For Mac OS X 10.6 or later, click Language & Text, then click Input Sources, and then select the checkbox next to Keyboard & Character Viewer. ÂÂ For Mac OS X 10.5.7 and earlier, click International, then click Input Menu, and then select the checkbox next to Keyboard Viewer. The Input menu appears on the right side of your menu bar and looks like a flag or character.
If the character doesn’t appear in your document, Pages may not support that character. Using Smart Quotes Smart quotes are opening and closing quotation marks that are curly; the opening quotation marks are different from the closing marks. When you don’t use smart quotes, the marks are straight and the opening and closing marks don’t differ. Smart Quotes Straight Quotes To use smart quotes: mm Choose Pages > Preferences, click Auto-Correction, and then select “Use smart quotes.
Setting Text Alignment, Spacing, and Color The primary tools for adjusting text attributes are the format bar and the Text inspector. You can make some horizontal alignment adjustments (such as centering text or aligning it on the left) by using the Format menu. Color and alignment controls are also available on the format bar when text is selected. When text in a text box, comment, or shape is selected, you can set the color of text and its background, align text, and set line spacing.
Justify: Spaces characters in each line so that the lines reach both the left and right margins of the object. Auto Align Table Cell: Left-justifies text and right-justifies numbers in a table cell. The first four alignment buttons are available on the format bar when text is selected. The fifth horizontal alignment button is also available on the format bar when a table cell is selected.
To specify a precise line spacing value, type a point value in the Line field, or click the up or down arrow next to the field. 4 Choose a line spacing option from the Line spacing pop-up menu that appears when you click the text below the line field. Line field Type a value (or click the arrows) to specify the space between lines of text in a paragraph. Line spacing pop-up menu Click the text below the Line field and choose a line spacing option.
If the Before Paragraph or After Paragraph values for adjacent paragraphs aren’t equal, the higher spacing value will be used. For example, if the current paragraph’s Before Paragraph value is 12 points and the paragraph preceding it has an After Paragraph value of 14 points, the spacing between paragraphs will be 14 points. Spacing before a paragraph does not appear if the paragraph is the paragraph in a text box, shape, or table cell.
Setting Tab Stops to Align Text You can align text at specific points by setting tab stops in a document, text box, table cell, or shape. When you press the Tab key (or Option-Tab when you’re working in a table cell), the insertion point (and any text to the right of it) moves to the next tab stop, and text you type starts at that point. You can use the symbols on the horizontal ruler or the Text inspector to manage tab stops.
mm To create a new tab stop using the Text inspector, click in the document where you want to create a new tab stop, click Inspector in the toolbar, and then click Tabs. Click the Add (+) button in the bottom-left corner of the Tabs pane. The new tab stop appears in the Tab Stops column. 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.
Here are ways to change tab stops: mm To move a tab stop, drag its blue tab symbol in the horizontal ruler. mm To change the tab to a different type using the horizontal ruler, Control-click the tab symbol, and choose an option from the shortcut menu. Or double-click the tab symbol in the ruler repeatedly until the type of tab you want appears. mm To change a tab stop using the Text inspector, click Inspector in the toolbar, click the Text button, and then click Tabs.
mm To display measurements as a percentage of the distance across the page, choose Pages > Preferences, click Rulers, and then select “Display ruler units as percentage.” mm To place the ruler’s horizontal origin point at the center of the page, choose Pages > Preferences, click Rulers, and then select “Place origin at center of ruler.
If you want the first line to remain flush with the left margin, make sure the rectangle aligns with the left indent symbol. To create a hanging indent, drag the rectangle to the left of the left indent symbol. mm To set indents using the Text inspector, click Inspector in the toolbar, click the Text button, and then click Tabs. Select the paragraph or paragraphs you want to change. To set the first line indent (or overhang), specify values in the First Line and Left fields under Paragraph Indents.
To create and organize an outline: 1 In a word processing document, click Outline in the toolbar or choose View > Show Document Outline, and then begin typing. 2 Press Return to add a new outline topic. If a topic’s text is too lengthy, click the truncation button in the format bar to display only the first line. Choose the number of outline levels to display. Show only the first line of paragraphs in an outline. Show objects as thumbnails or actual size in an outline.
When you move a topic, all of its subtopics move with it. Drag outline controls to move topics and related subtopics in an outline, or double-click controls to expand or collapse outline topics. 7 To exit outline mode, click Outline in the toolbar or choose View > Hide Document Outline. For information about saving your document in outline mode, see “Saving a Document in Outline Mode” on page 42. The Outline controls don’t appear on printed documents.
To move a list topic to the next lower indent level, press Tab. To move a list topic to the next higher level, press Shift-Tab. To change the list level of a list topic and its subtopics, select the list topic and choose Format > Text, and then choose Decrease List Indent Level or Increase List Indent Level from the Text submenu.
You can also add a bulleted list style by using the List button in the format bar. Place the insertion point where you want the list to begin, click the List button in the format bar, and then select Bullet. To format the bullets in a list: 1 Place the insertion point where you want the list to begin. 2 Click Inspector in the toolbar, click the Text button, and then click List. 3 Choose a bullet style from the Bullets & Numbering pop-up menu.
mm Place the insertion point where you want the list to begin, click Inspector in the toolbar, click the Text button, and then click List. Choose Numbers from the Bullets & Numbering pop-up menu, and then choose a numbering style from the pop-up menu directly below it. To adjust the space between numbers and the left margin, use the Number Indent field. To adjust the space between numbers and text, use the Text Indent field.
Using Text Boxes, Shapes, and Other Effects to Highlight Text Callouts and sidebars are used to make text stand out from the main body of text in a document. Pages offers many ways to emphasize text: ÂÂ Adding text to text boxes ÂÂ Adding a background (or fill color) to paragraphs ÂÂ Adding borders and rules to text ÂÂ Formatting text in columns ÂÂ Typing text in shapes You can also use table cells to hold callouts. To read about working with tables, see “Working with Tables” on page 176.
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. 5 Drag the handles on the text box to change its width. 6 Drag the text box to position it where you want it on the page. 7 To lock the text box to the page so it doesn’t accidentally get moved as you work, select the text box and choose Arrange > Lock. You can also draw a floating text box.
Linking Floating Text Boxes If the text you type doesn’t fit in a floating text box, you can create a linked text box so that the text flows from one text box to another. Whenever you edit or format the text in the first text box, the linked text box is also affected. Linked text boxes can be positioned separate from each other in the document. Here are ways to work with linked text boxes: mm To create a floating text box, see “Adding a Floating Text Box” on page 104.
mm To hide connection lines between text boxes, choose Format > Text Box > Hide Connection Lines. To display connection lines between text boxes, choose Format > Text Box > Show Connection Lines. mm To reposition the text boxes, select and drag them. The flow of the text inside the boxes always follows the order in which the boxes were created, regardless of where you position them in the document.
Adding Borders and Rules Place a line above, below, or around the text in your document. Use borders and rules to highlight text. To add borders and rules to your document: 1 Select the text to which you want to add borders and rules. 2 Click Inspector in the toolbar, click the Text button, and then click More. 3 Choose a border or rule line style (or None) from the Borders & Rules pop-up menu. 4 To change the border or rule color, click the color well and select a color.
To create and format columns using the Layout inspector: 1 Select the text box or rectangular shape with text you want to divide into columns. 2 Click Inspector in the toolbar, click the Layout button, and then click Layout. 3 To indicate how many columns you want, use the Column field. 4 To use equal-width columns, select “Equal column width.” To set up different column widths, deselect “Equal column width,” double-click a Column value in the table, and type a new width.
Using Hyperlinks and Bookmarks Hyperlinks and bookmarks are used in documents that will be viewed onscreen, either as HTML files or as Pages documents. You can add hyperlinks to jump to another page or to open an email message or a webpage on the Internet. Use bookmarks to mark passages in the document that you want to refer to as you work.
You can also quickly create a hyperlink using the Insert menu. Place the insertion point somewhere in your document, and choose Insert > Hyperlink > Webpage. A link is added to your document and the Link inspector opens. Type the webpage’s address in the URL field. 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.
Here are ways to use bookmarks in your document: mm To create a bookmark, select the text you want to turn into a bookmark. Click Inspector in the toolbar, click the Link button, click Bookmark, and then click Add (+). Click Name or Page to sort the bookmark list. Click a bookmark to jump to it in the document; double-click it to edit its name. Click Add or Delete to add new bookmarks or delete a bookmark selected in the list. mm To jump to the bookmark in the document, click a bookmark in the list.
To link to another Pages document: 1 Select the text that you want to turn into a hyperlink. 2 Click Inspector in the toolbar, click the Link button, click Hyperlink, and then select “Enable as a hyperlink.” 3 Choose Pages Document from the Link To pop-up menu. 4 Click Choose, select the Pages document you wish to link to, and then click Open.
You cannot wrap text around the sides of a table. The Wrap inspector button Select to make background objects editable. Select to place an object inline with text, floating on the page, or in a fixed location. Select to wrap text around the object using the buttons below. Set how much space to leave between the object and the surrounding text. Set the transparency percentage at which text can be seen through the object. Click to make the text wrap tightly or loosely around the object.
Inline object: Click the text wrap button that shows the way you want text to wrap around an inline object. Center object, and wrap text around both sides. Object is aligned left between lines of text. Align object to the left, and wrap text around the right. Object is aligned right between lines of text. Object is centered between lines of text. Align objects to the right, and wrap text around the left. You can also use the Wrap inspector to adjust text around an inline or floating object.
Here are ways to insert formatted text fields: mm To automatically add and format page numbers, choose Insert > Auto Page Numbers. Choose where the page numbers will appear in the entire document or the current section, and then choose the page number alignment and format options. To specify whether you want a page number displayed on the first page, select “Include number on first page.
mm To turn off hyphenation for a particular paragraph, select the paragraph, click Inspector in the toolbar, click the Text button, click More, and then select “Remove hyphenation for paragraph.” mm To turn hyphenation on or off for a word, click the word while holding down the Control key, and then choose Never Hyphenate or Allow Hyphenation from the shortcut menu. Turning hyphenation on or off for a word will affect every instance of that word in your 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: mm Press the Space bar while holding down the Option key. Checking for Misspelled Words You can set the spell checker to flag spelling errors as you type, or you can check your entire document or selected text at any time. Misspelled words appear with a red dashed line below them.
Each language has a different spelling dictionary. To make sure that the correct language is selected, select the text you want to work with, click Inspector in the toolbar, click the Text button, and then click More. Choose 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 list of suggested corrections.
Proofreading Documents You can set the Proofreader to flag writing errors as you type, or you can check your entire document or selected text at any time.
Advanced: In addition to typing Find and Replace text, you can set up additional find/ replace criteria. Replace All: Automatically conducts the find/replace operation without your review. Replace: Replaces the current selection with the replacement text. Replace & Find: Replaces the current selection with the replacement text and immediately finds the next occurrence of the Find text. Next or Previous: Finds the next or previous occurrence of the Find text.
Searches are not case sensitive, and you can’t search for invisibles. For example, you can’t paste the paragraph symbol into the search field and search for it. 3 To view an item in the search results list on the page where it occurs, click the item. The page is displayed with the word or phrase highlighted. 4 To edit a word or phrase selected in the search results list, double-click it or press Return or Enter. Type to replace the selected text, or click the text to edit it.
Working with Styles 6 Apply paragraph, character, and list styles to quickly and consistently change the appearance of text. Learn 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. For example, you may want to have all toplevel headings use the same font, color, and line spacing, or you may want all photo captions to have the same look.
There are three kinds of styles: ÂÂ Paragraph styles can be applied only to entire paragraphs (chunks of text that end with a carriage return), not to individual words within paragraphs. These include styles for headings, body text, callouts, captions, headers, and footers. Paragraph styles can include specifications for font, size, text color, character and line spacing, text shadow, background color, indentation and margins, tab settings, and more.
Applying Styles Select a style from the Styles drawer, or click the Paragraph, Character, or List style buttons in the format bar, and then select a style from the pop-up list. To open the Styles drawer, click the Styles Drawer button on the format bar or choose View > Show Styles Drawer. For more information about the Styles drawer, see “The Styles Drawer” on page 27.
A list style applies to an entire paragraph. It does not affect the appearance of text (such as font, text size, and so on). The appearance is governed by the underlying paragraph style. 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.
The new style is displayed in the Styles drawer and the character, list, or paragraph style pop-up menus in the format bar. After you have created a style, you can set up a keyboard shortcut for it. Select the style in the Styles drawer, click the arrow to the right of the style and choose Hot Key, and then select a keyboard option. To apply the style to selected text, press the hot key you selected.
To modify a character style: 1 Click the Character Styles button in the format bar and select the character style that most closely matches the style you want to design, or select None. 2 Type some text, and then apply some attributes. Select a font typeface and size. For more information, see “Making Text Bold, Italic, or Underlined” on page 83. Set the text color. For information about changing the color of text, see “Changing Text Color” on page 93. Set the character spacing.
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. If you select this, you can choose which attributes you want to include as part of the new character style. Click the disclosure triangle below the Name field in the “New character style” dialog, and then select the attributes you want. Type a name for the new style, and then click OK. Click the disclosure triangle to show character attributes.
5 If you want the paragraph style to be indented relative to the page margins, set the paragraph indents in the Tabs pane of the Text inspector. Set the right indent for the paragraph. Set the first-line indent. Set the left indent for the paragraph. 6 Click More in the Text inspector to select more formatting options. Choose border and rules formatting options for selected text. Add a background color to a character or paragraph.
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, and select the Legal list style that best matches the one you want to design. 2 Click Inspector in the toolbar, click the Text button, and then click List. Click to advance to the next list indent level. Select Tiered Numbers for a Legal-style list. For each list indent level, choose a numbering style.
Modifying Bulleted or Numbered List Styles Change the look of bulleted or numbered lists by modifying the list style. To modify a bulleted or numbered list style: 1 Click Inspector in the toolbar, click the Text button, and then click List. Click to advance to the next list indent level. Choose bullets or numbering. Adjust bullet size and position relative to text. Select an image for image bullets. Adjust bullet indentation relative to the first paragraph indent.
Image Bullets: Choose this to use one of the available image bullets provided by Pages, and then select one in the list. For image bullets, select one from the list. Custom Image: Choose this to use your own image as a bullet. Use the Open dialog to locate and select the image file you want to use. (To change the image, click Choose or drag a new image into the well.) Numbers: Choose this to create a numbered list. You must also choose a numbering style.
Notice that one of the list styles is highlighted. This is the style that has been applied to the selected text. (If the list styles are not visible, click the button at the bottom of the Styles drawer.) The arrow to the right of the style name is red, indicating that you have applied overrides to the style by modifying it. 6 Click the red arrow to the right of the selected style in the Styles drawer and choose an option.
2 Choose Format > Copy Paragraph Style, or choose Format > Copy Character Style. 3 Place the insertion point in a paragraph or word you want to modify, or select multiple paragraphs or words to modify. 4 Choose Format > Paste Paragraph Style, or Format > Paste Character Style. To copy a paragraph or character style to another Pages document, switch to the other document before choosing Format > Paste style. The text takes on the new style, but its content is not altered.
3 Select the styles you want to import in the dialog. Hold down the Command key as you click the style names to select multiple styles, or click Select All. 4 To replace styles in your document that have the same name as the styles you are importing, select “Replace duplicates.” Note that replacing a style will affect any text that uses this style. Replacing a style also changes the style of text in locked objects, but the text retains its original appearance.
Working with Images, Shapes, and Other Objects 7 Learn how to add images, shapes, sound, and movies to your documents. An object is any item you add to a document and then manipulate. Images, shapes, movies, text boxes, tables, and charts are all objects. This chapter focuses on images (photographs or PDF files), shapes, sound, and movies.
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 and left side of inline objects are inactive. You cannot drag these handles to resize the object; you can only resize it by dragging the active handles. Inactive selection handle Active selection handle If you are placing a graphic or shape inside another shape, text box, or table cell, it can only be added as an inline object.
mm Click Media in the toolbar, click the Photos button in the Media Browser window, select the album where your picture is located, and then drag a thumbnail to position it where you want it. First, click a button to go to your media files. Second, choose a source. Third, drag an item to the document or to an image well in one of the inspectors. Search for a file by typing its name here.
To learn how to Go to Replace image and other placeholders in templates with your own objects “Replacing Template Images with Your Own Images” on page 140 Mask images to get rid of unwanted parts “Masking (Cropping) Images” on page 141 Reduce the size of your document by saving only “Reducing Image File Sizes” on page 142 the used portion of masked images Make parts of an image transparent in order to remove the image background “Removing the Background or Unwanted Elements from an Image” on page
mm To remove a media placeholder from a page, select it and press Delete. mm To create a media placeholder, follow the instructions in “Creating Placeholders in Custom Templates” on page 270. Masking (Cropping) Images You can crop images without actually changing the image files by masking the edges to get rid of unwanted parts or to change the outline of the image.
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 When you’re satisfied with the position and size of your image and the mask, do any of the following to finish: ÂÂ Double-click the mask or the image. ÂÂ Press Return. ÂÂ Click outside the image. ÂÂ Click Edit Mask. 7 To resize or rotate the masked image, drag or Command-drag its selection handles.
To learn about reducing the size of audio and movie files, see “Reducing the Size of Media Files” on page 156. Removing the Background or Unwanted Elements from an Image The Instant Alpha tool lets you make parts of an image transparent in order to remove the image background. This feature is useful for removing an unwanted background or other colors. You’ll get the best results removing solid colors with clear boundaries around them.
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: Changes the warmth or coolness of the image by adjusting the amount of warm tones (red) or cold tones (blue). Tint: Changes the overall color cast of the image by adjusting the amount of red or green tones. Sharpness: Sharpens or softens (blurs) the focus of the image. Exposure: Changes the overall lightness or darkness of the entire image. When you adjust exposure, every part of the image gets lighter or darker. Increasing the exposure of an image can also reduce its color.
To learn how to Go to Add a simple predefined shape “Adding a Predrawn Shape” on page 146 Draw your own shapes “Adding a Custom Shape” on page 146 Modify a shape’s contours “Editing Shapes” on page 147 Change the orientation, color, and shadow and make other changes to shapes “About Manipulating, Arranging, and Changing the Look of Objects” on page 157 Adding a Predrawn Shape You can insert predrawn shapes, such as triangles, arrows, circles, and rectangles, to use as simple graphics.
The pointer changes from an arrow to a small pen tip. 2 Click anywhere in your document to create the first point of the custom shape. 3 Click to create more points. Each point you add is connected to the preceding point. To delete a segment you’ve just created, press the Delete key. You can press Delete multiple times. 4 To stop drawing and close the shape (add a solid line between the last and first points), click the first point.
Here are ways to make shapes editable: mm To make a predrawn shape editable, select the shape and then choose Format > Shape > Make Editable. Red points 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. mm To make a custom shape editable, click once in the shape to select it, and then click a second time to show its editing points.
Here are ways to manipulate a shape’s editing points: mm To add a point, make the shape editable, press the Option key, and then hold the pointer over the shape’s border. The pointer changes into a pen tip with a plus sign (+). Click the location on the border where you want to add a point, and then move the point if needed. mm To move a point, make the shape editable, click the point, and then drag it to another location.
Reshaping a Straight Segment You can change the angle between two segments, or change the length of a segment. To reshape a straight segment: 1 Make the shape editable. To learn how, see “Editing Shapes” on page 147. 2 Click a corner point. 3 To change the angle between the two attached segments, drag the point clockwise or counter-clockwise. 4 To change the length of one of the segments, drag the point outward or inward.
To edit a rounded rectangle: mm Select the shape, and drag its blue editing point to the left to straighten the corners, or to the right to round them. Editing Single and Double Arrows An arrow shape has specialized editing points with which you to adjust the relative proportions of the arrow’s head and tail. Drag to change the tail length. Drag up or down to change the width of the tail. Drag left or right to resize the arrowhead.
ÂÂ To make the shape’s body taller, shorter, wider, or narrower, drag the selection handles on the shape’s bounding box. Editing a Star The star shape has a slider that increases or decreases the number of points in the star, and a blue editing point that makes the angles between the star’s points sharper or more obtuse. Drag to change the angles between points in the star. View the number of points currently in the star. Drag to increase or decrease the number of points in the star.
Pages accepts any QuickTime or iTunes file type, including the following: ÂÂ MOV ÂÂ MP3 ÂÂ MPEG-4 ÂÂ AIFF ÂÂ AAC Also note that some media files are protected under copyright law. Some downloaded music may be played only on the computer where the download occurred. Make sure the computer you are using has permission to play all the media files included in your document. When you add media files to your document, make sure that they will be available if you transfer your document to another computer.
The sound file is represented on the page by a speaker icon. Double-click the icon to play the sound file. To set up audio playback settings, see “Adjusting Media Playback Settings” on page 155. When you add media files, make sure that they will be available if you transfer your document to another computer. When saving your document, make sure to select “Copy audio and movies into document” in the Save window after you choose Save or Save As.
When you add media files to your document, make sure that they will be available if you transfer your document to another computer. When saving your document, make sure to select “Copy audio and movies into document” in the Save window after you choose Save or Save As. (If you don’t see the option, click the disclosure triangle next to the field, and then click Advanced Options.) Placing a Picture Frame Around a Movie Placing a picture frame around a movie is an attractive way to display it in a document.
3 If you want only part of a movie to play, set the start and stop frames or times by dragging the Start and Stop sliders. To limit playback of an audio file to only certain parts, drag the Start and Stop sliders. 4 To specify which still frame movie viewers will see until the movie starts playing, drag the Poster Frame slider until you see the image you want. 5 Choose a repeat option from the Repeat pop-up menu: None: Play only once. Loop: Repeat continuously.
About Manipulating, Arranging, and Changing the Look of Objects In general, the way you select, arrange, and manipulate objects in Pages works the same, whether you’re working with images, shapes, movies, tables, chart elements, or text boxes. For most objects, you use the same controls to resize and reorient them, as well as to add shadows, reflections, border styles (stroke), fill color or image, and more.
mm To select a floating object that’s behind text, place the pointer outside the text area, hold down the Command key, and then drag across the page until the object’s selection handles appear. Copying or Duplicating Objects The technique you use to copy an object depends on where you want to place the copy. When the copy will be placed far from the original or in another document, copying and pasting is generally easier.
You can also select the inline object and choose Edit > Cut. Place the insertion point where you want the inline object to appear, and then choose Edit > Paste. mm To constrain the object’s motion to horizontal, vertical, or a 45-degree angle, start dragging the object while holding down the Shift key. mm To move the object in small increments, press one of the arrow keys, causing the object to move a point at a time.
3 To move an object to the very top or bottom of the stack, choose Arrange > “Bring to Front” or Arrange > “Send to Back.” If you’re unable to select an object, it may be a background object. For more information about working with background objects, see “Moving an Object to the Background” on page 160. If you frequently layer objects, you can add the Front, Back, Forward, and Backward buttons to the toolbar to work more efficiently.
Center: Positions objects so that their centers align vertically to the first object you select. Right: Positions objects so that their right edges align vertically to the first object you select. Top: Positions objects so that their top edges align horizontally to the first object you select. Middle: Moves objects vertically so that their centers align horizontally to the first object you select. Bottom: Positions objects so that their bottom edges align horizontally to the first object you select.
mm To change the color of alignment guides, click the Alignment Guides color well and select a color in the Colors window. mm To momentarily hide guides, hold down the Command key while you drag an object. Another way to align objects is to specify precise object position by using x and y coordinates. See “Positioning Floating Objects by x and y Coordinates” on page 162. Creating your own alignment guides wherever you need them can also help you place objects.
When you enter x and y coordinates for line positions in the Metrics inspector, the Start coordinates refer to the first endpoint you created (or the upper-left endpoint, if you didn’t draw the line). If you later flip or rotate the line, the Start coordinates continue to refer to the same 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.
To join two floating objects with a connection line: 1 Hold down the Command key while you select the two objects you want to join, and then choose Insert > Connection Line. A straight line appears, connecting the selected objects. You can move the object separately, and the connection line shrinks, stretches, and changes its position to keep the objects connected. 2 To make the line curved, drag the white editing point near the center of the line.
To learn how to Go to Place a picture frame around an object “Framing Objects” on page 167 Add shadows to create an appearance of depth “Adding Shadows” on page 168 Add a reflection that reflects vertically downward “Adding a Reflection” on page 169 Make objects more or less opaque “Adjusting Opacity” on page 170 Resizing Objects You can resize an object by dragging its handles or typing exact dimensions.
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: mm 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. Choose a solid line, dotted line, dashed line, or another line style. Enter the line thickness in this field. Choose line endpoints from these pop-up menus. 5 To change the line thickness, type a value in the Stroke field (or click the arrows). 6 To change the line color, click the color well and select a color.
To change a picture frame: 1 Select a framed object or media placeholder, click Inspector in the toolbar, and then click the Graphic button. 2 Choose Picture Frame from the Stroke pop-up menu, and then click the arrow next to the thumbnail to choose a new picture frame. To remove a picture frame: mm Select the media or media placeholder, and then choose a line style (or None) from the Stroke pop-up menu. Adding Shadows Shadows create an appearance of depth.
6 To adjust the softness of the shadow’s edge, use the Blur controls. A high blur value makes the object’s shadow appear more diffuse; a low value gives the shadow more sharply defined edges. 7 To change the shadow’s transparency, set a percentage in the Opacity field. Don’t use the Opacity slider at the bottom of the Graphic inspector, which changes the opacity of the object (not the object’s shadow). 8 To change the color for the shadow, click the Shadow color well and select a color.
3 Select Reflection and drag the slider to increase or decrease the amount of reflection. Adjusting Opacity You can create interesting effects by making objects more opaque or less opaque. When you put a low-opacity object on top of another object, for example, 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 100-percent opacity).
Filling Objects with Colors or Images You can fill shapes, tables, table cells, and chart elements with a solid color, color gradients (colors that shade into each other), or an image.
To fill an object with a linear, two-color gradient: 1 In the Graphic inspector, choose Gradient Fill from the Fill pop-up menu. Click each color well to select colors. Flip the gradient orientation or set its direction by using the arrow buttons or the Angle wheel, or by typing a value. Click the double-headed arrow to invert the gradient. 2 Click each color well and choose the colors you want to blend together in the Colors window.
7 To create a radial gradient, click the radial gradient button. You can further adjust the look of a radial gradient by doing any of the following: ÂÂ To recenter the gradient in the object, drag the small, blue, circular blend point control (in the center of the gradient within your object) to where you want the center to be.
Scale to Fill: Makes the image appear larger or smaller, sizing it to leave minimum space around the image, even if the object and image have different shapes. Stretch: Sizes the image to fit the object’s dimensions but distorts it if the object has a shape different from that of the original image. Original Size: Places the image inside the object without altering its original dimensions. If the image is larger than the object, you see only a part of the image in the object.
3 Double-click the equation and type the equation you want, using the MathType 6 application window and tools. Refer to MathType 6 Help for specific instructions on how to use this product. 4 When you’ve finished typing your equation, choose File > “Close and Return to Pages,” and then click Yes in the window that appears to save the equation. 5 Drag the equation to wherever you want it on the page.
8 Using Tables This chapter explains how to add and format tables and their rows and columns. 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. You can also use special operations such as sorting and conditional formatting (a technique for automating the monitoring of cell values).
Here are ways to add a table: mm Click Table in the toolbar. mm Choose Insert > Table. mm To create a new table based on one cell or several adjacent cells in an existing table, select the cell or cells and then drag the selection to an empty location on the page. Values in the original table’s cells are retained. See “Selecting Tables and Their Components” on page 182 to learn about cell selection techniques. mm To draw a table on the page, hold down the Option key and click Table in the toolbar.
mm Use the Table inspector to access table-specific controls, such as fields for precisely controlling column width and row height, add headers and a footer, format borders, and more. To open the Table inspector, click Inspector in the toolbar, and then click the Table 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.
mm Use the Graphic inspector to create special visual effects, such as shadows. To open the Graphic inspector, click Inspector in the toolbar and then click the Graphics button. mm Access a shortcut menu by selecting a table or one or more cells 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. mm Use the Formula Editor to add and edit formulas and the Function Browser to add and edit functions.
mm To resize by specifying exact dimensions, click Inspector in the toolbar, and then click the Metrics 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. If a table spans more than one page, you must use the Metrics inspector to resize the table. mm To resize by adjusting the dimensions of rows and columns, see “Resizing Table Rows and Columns” on page 188.
When you’ve created a visual effect that you want to reuse, you can copy and paste it. Select the table or cells whose effects you want to reuse, choose Format > Copy Table Style, select the table or cells you want to format, and then choose Format > Paste Table Style. 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: mm To convert text to a table, select the text, and choose Format > Table > “Convert Text to Table.
Selecting Tables and Their Components You select tables, rows, columns, table cells, and table cell borders before you work with them.
To select If “Return key” option is selected If “Return key” option isn’t selected The next cell to the right Press Tab. Press Tab. If you press Tab when the last cell in a column is selected, a new column is added. If you press Tab in the last column, the first cell in the next row is selected. If you add or change data in the If you press Tab in the last cell of the table, a new row is added. last column, press Tab twice to add a new column. The previous cell Press Shift-Tab. Press Shift-Tab.
mm To select multiple rows, select two or more vertically adjacent cells before choosing Select Row. mm To select multiple columns, select two or more horizontally adjacent cells before choosing Select Column. Selecting Table Cell Borders Select cell border segments when you want to format them. A single border segment is one side of a cell. A long border segment includes all adjacent single border segments.
To learn how to Go to Insert new rows into a table “Adding Rows to a Table” on page 185 Insert new columns into a table “Adding Columns to a Table” on page 186 Delete rows and columns “Deleting Table Rows and Columns” on page 186 Use header rows and header columns “Adding Table Header Rows or Header Columns” on page 187 Use footer rows “Adding Table Footer Rows” on page 188 Resize rows and columns “Resizing Table Rows and Columns” on page 188 Give every other row in a table a different backgro
You can also add one or more columns to the right side of the table by using the format bar. mm You can split cells into two equal rows. “Splitting Table Cells” on page 199 describes how. Adding Columns to a Table You can add new columns to a table. Here are ways to add columns: mm To add a single column, select a cell and then choose Format > Table > Add Column Before or Add Column After. You can also choose these commands from the Edit Rows & Columns pop-up menu in the Table inspector.
Adding Table Header Rows or Header Columns Use header rows and columns when you want to label rows and columns. Header rows and columns are formatted so that they stand out from the other (body) rows and columns. Header rows are always directly above the topmost body row. Header columns are always directly to the left of the leftmost body column. You can use as many as five header rows and five header columns.
Adding Table Footer Rows Use footer rows when you want to draw attention to the bottom rows of a table. Footer rows are formatted so that they stand out from the other (body) rows. A footer row consists of the bottommost cell in each column. You can use as many as five footer rows. To format a footer to span columns, merge the footer cells, as “Merging Table Cells” on page 198 describes. Here are ways to add or delete footer rows: mm Select a table or an element in it.
mm To make several columns the same size, select one or more cells in the columns and choose Format > Table > Distribute Columns Evenly. The columns don’t have to be adjacent. You can also use the Column Width field in the Table pane of the Table inspector. mm To shrink a row or column to remove unused space when cell values don’t fill their cells, select a cell and select “Automatically resize to fit content” in the Table inspector.
Sorting Rows in a Table 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. Sorting takes into account values in hidden rows and hidden columns.
Working with Table Cells 9 This chapter describes how to work with table cells and their content. Putting Content into Table Cells Use a variety of techniques to add content to table cells.
mm To insert content within existing content, select the cell, click to set the insertion point, and begin typing. mm To undo changes made to a table cell since selecting the cell, press Esc. mm To delete the content of table cells, rows, or columns, select the cells, rows, or columns and then press the Delete key or choose Edit > Delete. To delete the contents, background fill, and any style settings, choose Edit > Clear All. The default style is applied to the selection.
You can also use the Font window (click Fonts in the toolbar). See “Formatting Text Size and Appearance” on page 82 for additional information. mm To check spelling, follow the instructions in “Checking for Misspelled Words” on page 118. mm To find and optionally replace text in cells, follow the instructions in “Finding and Replacing Text” on page 120. mm To avoid having Pages interpret what you type as a number, use the text format. See “Using the Text Format in Table Cells” on page 207 for details.
Here are ways to autofill table cells: mm To paste the content and fill of a cell into adjacent cells, select the cell and then drag the Fill handle (a small circle in the cell’s lower right corner) over the cells into which you want to paste. Any data, cell format, formula, or fill associated with the selected cell is pasted, but comments aren’t pasted. If any target cell contains data, autofilling overwrites that data with the value you’re repeating.
You can enlarge a cell so that it displays more content, or you can let the cell’s content spill into adjacent blank cells. To avoid clipping and spilling, you can set up a table so that all its cells automatically shrink or expand in height to accommodate content by selecting “Automatically resize to fit content” in the Table inspector’s Table pane.
Defining Conditional Formatting Rules A conditional formatting rule is used to detect when cells contain a test value, which can be either a specific value that you supply or a value that matches a value currently in a specific table cell. The rule specifies the formatting to apply to the cells when they contain the test value. To define rules: 1 Select one or more cells. 2 Click Inspector in the toolbar, click the Table button, and then click Format.
For the “With dates” item, before specifying a test value choose items from the pop-up menus on both sides of the test value field. 5 To specify formatting to apply when cells contain the test value, click Edit. Text color well: Click it to select a color to apply to cell values. Font style buttons: Click B to show cell values in boldface, click I to show them in italics, click U to underline cell values, or click T to apply the strikethrough style.
mm To apply the same conditional formatting rules to cells in different tables, select a cell whose rules you want to reuse, choose Edit > Copy, select one or more cells in a different table, and then choose Edit > Paste. mm To add or remove a conditional formatting rule, click the Add (+) or Delete (–) button in the Conditional Format window. mm To change a rule, redefine its pop-up menu options, test values, or formatting.
To unmerge cells, select a cell created by merging, and then deselect Merge Cells in the Format > Table submenu or in the Edit Rows & Columns pop-up menu in the Table pane of the Table inspector. Here is what happens to cell content during a merger: ÂÂ Merging horizontally contiguous cells containing only text or a mixture of text, numbers, formatted values, and formulas joins the content from all the original cells as text separated by tabs.
To format table cell borders: 1 Select the cell border segments you want to format. See “Selecting Table Cell Borders” on page 184 for instructions. 2 Use the controls in the format bar or in the Table inspector. Stroke pop-up menu: Lets you choose a stroke style. Choose None to hide borders. Line thickness: Controls the thickness of the stroke. Color well: Lets you choose a stroke color. When you click the color well in the format bar, a color matrix appears.
mm To show all comments, choose View > Show Comments. mm To delete a comment, click the X in the upper right of the comment box. mm To include all comments when you print, show any comments you want to print, and then choose File > Print. Formatting Table Cell Values for Display You can apply a format to a cell to display its value in a particular way.
Use this cell format When you want to Learn more here percentage Display numeric values followed “Using the Percentage Format in by the % symbol Table Cells” on page 204 date and time Format how date and time values are displayed “Using the Date and Time Format in Table Cells” on page 205 duration Format the display of week, day, hour, minute, second, and microsecond values “Using the Duration Format in Table Cells” on page 205 fraction Format the display of any part of a value smaller than 1 “
This content in a cell assigned the automatic format Is formatted like this for display A Boolean value The values “true” and “false” are converted to “TRUE” and “FALSE.” These cells can be used in Boolean operations in formulas. A percentage value A number followed by the % sign is displayed as entered, and in formulas the value is treated as a percentage value. A space before the % sign is not required. For example, you can type 5% or 5 %.
6 To specify whether to use a thousands separator, select or deselect Thousands Separator. Using the Currency Format in Table Cells 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.
6 To specify whether to use a thousands separator, select or deselect Thousands Separator. 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 in Table Cells 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 Fractions from the Cell Formats pop-up menu. 4 Choose a display format from the Accuracy pop-up menu. Using the Numeral System Format in Table Cells Use the numeral system format to represent numbers using the conventions of numeral systems from base 2 to base 36.
3 Choose Scientific from the Cell Format pop-up menu. 4 Use the Decimals field to specify the number of decimal places to display. Using the Text Format in Table Cells Use the text format when you want all of a cell’s content to be treated as text, even when it’s a number. When a text format is applied to a cell, its value is displayed exactly as you type it. To define a text format for one or more selected cells: 1 Select the cell or cells.
2 Choose Custom from the Cell Format pop-up menu in the Format pane of the Table inspector. Format field Drag the elements to the format field. 3 From the Type pop-up menu, choose Number & Text. 4 Define your number format by dragging the (blue) elements from the Number & Text Elements box into the format field above the box. When an element is in the format field, click its disclosure triangle and choose a formatting option from the pop-up menu.
Decimals: Add this element to format how decimal digits are displayed. See “Defining the Decimals Element of a Custom Number Format” on page 210 for more information. Spaces: Use this element to control the amount of space displayed between elements. Click the Spaces element’s triangle and choose an option. Normal adds a standard space, Wide adds an em space, and Narrow adds a sixth of an em space.
After adding an Integers element to a custom number format, you can select it, click its disclosure triangle, and use the items in its pop-up menu to customize the element’s display attributes. See “Creating a Custom Number Format” on page 207 to learn how to add an Integers element. Here are ways to use the Integer element’s pop-up menu: mm To show or hide the thousands separator, choose Show Separator or Hide Separator.
After adding a Decimals element to a custom number format, you select it, click its disclosure triangle, and then use the items in its pop-up menu to customize the element’s display attributes. See “Creating a Custom Number Format” on page 207 to learn how to add a Decimals element. Here are ways to use the Decimal element’s pop-up menu: mm To display decimal digits as numbers, choose Decimals.
When you choose This number Is displayed like this Decimals and Show Trailing Zeros, and then set “Number of Digits” to 6 100.975 100.975000 Fractions, and then choose “Up to two digits (23/24)” option 100.975 100 39/40 Fractions, and then choose Quarters option 100.16 A space is displayed between the integer and the fraction when you add a Spaces element between Integers and Decimals elements in the format field.
For this scale option When you enter 12000 The actual value is in a table cell The displayed value is Percent And later apply the option 1200000% 1200000 After applying the option 1200000% 12000 Percent (%) And later apply the option 1200000% 1200000% After applying the option 12000% 12000% Hundreds And later apply the option 12000 120 After applying the option 12000 120 Hundreds (C) And later apply the option 12000 120C After applying the option 12000 120C Thou
For this scale option When you enter 12000 The actual value is in a table cell The displayed value is Billions (B) And later apply the option 12000 0B After applying the option 12000 0B Trillions And later apply the option 12000 0 After applying the option 12000 0 Trillions (T) And later apply the option 12000 0T After applying the option 12000 0T Scientific And later apply the option 12000 1E+0.4 After applying the option 12000 1E+0.
When you type this value into a cell with the above format The value is displayed like this 15000 Due: $0015.00K 0 Paid in Full –500 Credit: $ (0000.50K) Account closed Note: Account closed To create a custom number format that has conditions: 1 Select one or more cells. 2 Choose Custom from the Cell Format pop-up menu in the Format pane of the Table inspector. 3 From the Type pop-up menu, choose Number & Text.
7 Repeat steps 4 through 6 as needed to define all your conditions. Note: To remove a condition, click the Delete (–) button to the right of its format field. 8 In the topmost format field, define the display format you want to use if a number doesn’t meet any of the conditions. You can use the Entered Text element to display predefined text if a text value is entered instead of a number. See “Creating a Custom Text Format” on page 217 for more information.
6 To display predefined text before or after any element, place an insertion point in the format field, and then type your text. You can click any element and use the Left Arrow and Right Arrow keys to place the insertion point. 7 To display space between elements, place an insertion point and press the Space bar one or more times. 8 To delete an element in the field, select it, and then press Delete. To move an element around in the field, drag it.
5 Place an insertion point before or after the element, and then type your text, including spaces if required. You can click the element and use the Left Arrow and Right Arrow keys to place the insertion point. When you type “Need to update address” into a field with this format, the value is displayed like this: Notify customer: Need to update address. 6 In the Name field, type a name for your text format.
To apply the changed format to unselected table cells, select the cells and choose the name of the format from the Cell Formats pop-up menu in the Format pane of the Table inspector. mm To change a custom format name and apply the change to selected cells, use the custom cell format management dialog. To show the dialog, click Manage Formats in the custom format dialog, and then double-click the name to edit it and click OK.
Reordering, Renaming, and Deleting Custom Cell Formats You use the cell format management dialog to manage custom cell formats. The dialog lists all the custom formats available in the document. To manage custom cell formats: 1 If the custom cell format management dialog isn’t open, click Manage Formats in the custom format dialog. 2 Do any of the following: To rename a custom format, double-click the format and type your changes.
Creating Charts from Data 10 This chapter outlines the basics of creating and formatting charts that you can create from your own data. Pages provides tools for creating your own visually appealing charts to present your 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.
Kind of chart Icon Stacked bar 2D and 3D Line 2D and 3D Area 2D and 3D Stacked Area 2D and 3D Pie 2D and 3D Scatter Mixed 2-Axis Example You may want to create a chart that compares how bird populations have changed in two alpine sampling regions between 2007 and 2010. This data may first be presented in a table with rows for Region 1 and Region 2. The researcher has counted the number of birds in each region each year from 2007 through 2010, thus having 4 data points (or values) for each region.
If you plot this data as a column chart, it shows four sets of two bars, spanning four years. The chart legend denotes the four data series. These two bars of the same color represent one data series. Each bar represents one data point. Each data set contains four bars, one from each data series. In this chart, Region 1 and Region 2 are called the data series because the data points (numbers of birds) from each region are represented by a series of columns of the same color, one for each year.
To give a different emphasis to your data, you can transpose the data so that data points are grouped by region rather than by year. In this case, the data points for each year are represented as a series of columns (data series; in this case each series has only two data points and the groups of columns for each region are categories. So this column chart contains two sets of four columns (data points), one category for Region 1 and one data set for Region 2. The chart legend denotes the two data series.
Adding a New Chart and Entering Your Data When you first create a chart, it appears on the page with placeholder data in the Chart Data Editor. As you replace the placeholder data, the chart is immediately updated to reflect your own data. Charts can be added inline with text or floating on the page.
ÂÂ To add rows or columns, click Add Row or Add Column to place a row above the selected row or a column to the left of the selected column. If no row or column is selected, the new row or column appears at the bottom or right edge of the table. (To see the new row or column, you may have to press the Return key or the Tab key, expand the Chart Data Editor window, or scroll.) Alternatively, select any blank cell, type your data, and then press Return. A new row or column is automatically created.
If you switch to a bar, column, area, or line chart, each series in the new chart corresponds to a row or column in the Chart Data Editor. If you switch to a 3D version of a chart, the Chart inspector provides controls for managing object depth, lighting style, and more. 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.
To update a chart after you’ve updated its linked Numbers table: mm Select the chart on the page and click the Refresh button that appears. Note: You must save the Numbers document before copying and pasting your chart into your Pages document and after editing the Numbers data tables that the chart references. To unlink the chart from its Numbers table: mm Select the chart on the page and click Unlink.
Placing and Formatting a Chart’s Title and Legend The chart title is where you can describe the subject of the chart. The chart legend shows which colors used in the chart represent which data series. You can show or hide a chart’s title or legend, change the appearance of its text, and drag it wherever you want it to appear on the same page. To change any chart attribute, first select the chart.
See “Formatting Text Size and Appearance” on page 82 for instructions. Resizing or Rotating a Chart 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 resize or rotate a chart: mm To resize a chart, select the entire chart, and then do any of the following: ÂÂ Drag an active selection handle.
To show or hide an axis or chart borders, set the scale (linear or log) and span of the value axis, or adjust grid and tick marks along the axes, make selections, and enter appropriate values in the Axis pane of the Chart inspector. To learn about the inspectors, see “The Inspector Window” on page 23. Set attributes of labels, tick marks, and more. Set the range of values that appear on the chart grid. Select units for values in the chart. Show or hide axes and chart borders (2D charts only).
mm To specify units for numbers on the value axis, choose an item from the Format popup menu under Value Axis. Number: Displays the data point value with no units, unless you specify them. To specify units, type them into the Suffix field. Displays the data point value with no units. In the Decimals field, specify how many decimal places you want to appear. To display negative values preceded by a minus sign or in parentheses, choose –100 or (100) from the pop-up menu.
ÂÂ Specify the interval at which you want category labels to appear by typing a value or use the stepper in the “Label every ... categories” field. For example, a value of 2 displays every other category title, a value of 3 displays every third category title, and so on. ÂÂ Choose Show Last Category from the Choose Axis Options pop-up menu under Category Axis if you want the title of the last category to appear.
Many series formatting options are also available in the format bar. When you select a series element in a chart, the items in the format bar change to provide appropriate options for formatting chart series elements. To learn about the format bar, see “The Format Bar” on page 23. To make changes to series elements, first select an element in the series you want to change. Most changes are made using the controls in the Series pane of the Chart inspector.
ÂÂ To specify the display format for the data values, choose an item from the Format pop-up menu. Choose Custom if you want to use a custom number format you’ve previously set up, or if you want to create one; see “Creating a Custom Number Format” on page 207 for more information. ÂÂ To show negative numbers preceded by a minus sign or in parentheses, choose (–100) from the adjacent pop-up menu. ÂÂ To specify the number of decimal places shown, type a number in the Decimals field.
Custom: Lets you set error bars based on your own criteria. In the Positive field, specify how far above the data points you want the error bars to extend; in the Negative field, specify how far below the data points you want the error bars to extend. Showing Trendlines in Charts Trendlines are lines calculated and drawn to fit your data, according to the type of equation you prefer. You can display trendlines for most 2D chart types, except stacked bar, column, and area charts and pie charts.
Formatting Specific Chart Types Pie charts, bar and column charts, and other specific chart types have special formatting options. For example, you can apply shadow to individual pie wedges, move wedges away from the center of the pie, use different symbols for data points along different lines in line charts, and more.
To learn how to Go to Apply colors and textures to a pie chart “Adding Shadows to Pie Charts and Wedges” on page 240 Show series and data point labels in a pie chart “Changing Pie Chart Colors and Textures” on page 238 Make individual pie wedges more visually prominent “Showing Labels in a Pie Chart” on page 239 Add shadows to pie charts “Separating Individual Wedges from a Pie Chart” on page 240 Rotate a 2D pie chart “Rotating 2D Pie Charts” on page 241 Perform other formatting “Formatting
Showing Labels in a Pie Chart To show series and data point labels in pie charts, use the Chart inspector. To show series names or data point labels in a pie chart: 1 Select the chart or individual pie wedges for which you want to show a label or series name. 2 Click Inspector in the toolbar, and then click the Chart button.
Custom: Choose a custom number format you’ve already created, or create a new one. See “Creating a Custom Number Format” on page 207 for more information. 5 To show the series name, select Show Series Name. Separating Individual Wedges from a Pie Chart To make pie wedges more visually prominent, you can separate them from the pie. Separate a pie wedge by using the Explode slider.
Rotating 2D Pie Charts You can use various techniques for rotating a 2D pie chart. Here are ways to rotate a pie chart: mm Select the chart, click Inspector in the toolbar, click the Chart button, and then use the Rotation Angle wheel or field. mm Click Inspector in the toolbar, click the Metrics button, and then drag the Rotate wheel or use the Angle controls to set the angle of the chart.
To set shadow attributes, use the Graphic inspector. See “Adding Shadows” on page 168 for instructions. ÂÂ To show series names, in the Axis pane of the Chart inspector, choose Show Series Names from the Choose Axis Options pop-up menu under Category Axis. To learn about other formatting options, see “Formatting Charts” on page 228. Customizing Data Point Symbols and Lines in Line Charts In area and line charts, you can use symbols (circles, triangles, squares, and diamonds) to represent data points.
To show data point symbols: 1 Select a data series (area shape), click Inspector in the toolbar, click the Chart button, and then click Series. 2 Choose a symbol from the Data Symbol pop-up menu. 3 Adjust the size of the data point symbols by entering a value or using the stepper in the adjacent field. To learn about other formatting options, see “Formatting Charts” on page 228. Using Scatter Charts Scatter charts display data differently from the other kinds of charts.
To learn about showing a trend line for the selected series, see “Showing Trendlines in Charts” on page 236. In scatter charts, you can display error bars for both x and y axis measurements. To understand more about showing error bars, see “Showing Error Bars in Charts” on page 235. To learn about other formatting options, see “Formatting Charts” on page 228.
Adjusting Scene Settings for 3D Charts For 3D charts, you can change the viewing angle and the lighting angle of the chart. To adjust 3D scene settings: 1 Select a 3D chart, click Inspector in the toolbar, click the Chart button, and then click Chart. 2 To change the chart’s viewing angle, drag an arrowhead in the blue arrow button until you’ve situated the chart the way you want.
Personalizing Documents with Address Book and Numbers Data 11 Use data stored in Address Book, vCards, and Numbers documents to personalize letters, envelopes, and other Pages documents. Many Pages templates contain merge fields, which provide an automatic way to insert names, phone numbers, addresses, and other data into a document. Merge fields let 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, or choose a table in a Numbers document. Pages creates a separate version of the content for each Address Book contact or Numbers record. In each version of the document, the same sender data is used, but the merge fields are personalized. Personalized results can be printed or saved in a new document with a section for each contact.
To insert merge data for all contacts in an Address Book group: 1 Open a document that contains merge fields. 2 Choose Edit > Mail Merge, and then choose a group or All from the pop-up menu. You can also choose a group or All in Address Book and drag it to a merge field in the document. 3 In the dialog that appears, do one of the following: To create a new document that contains a section for each contact in the group, choose New Document from the pop-up menu.
Using Contact Data Not in Address Book or a vCard You can use contact information that isn’t in Address Book or a vCard for a sender or merge field. To insert data you type into merge fields: 1 Click a merge field and type the data you want to use. The merge 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 merge fields you’ve eliminated, choose File > Save As to save your changed document as a new file.
4 In the Merge pane of the Link inspector, click the Target Name controls. Choose the category that best describes the kind of data you want inserted into the field. If a Numbers document is selected, select the Numbers table column header that matches the data you want inserted. To change a merge field: mm To change a merge field from a sender field to a merge field or vice versa, delete the field, and then add a new field. mm To delete a merge field, select it, and then press the Delete key.
Merge field names Field name synonyms Phone (first available number) Main phone Work phone Home phone Mobile Mobile phone, Mobile telephone, Cell phone, Cell telephone, Cellular, Cellular phone, Cellular telephone Home fax Work fax Pager Beeper Other phone Email (first available address) Email address Work email Home email Other email URL (first available URL) Work URL Home URL Other URL Birthday AIM (first available address) IM, IM handle, IM name, IM address, Chat, Chat handle, Chat name, Chat ad
Merge field names Field name synonyms Other Yahoo Address Street address (first available street address) Street City (first available city) Town State (first available state) Zip Zip code, Postal code Country (first available country) Work address Work street address Work street, Work address Work city Work town Work state Work zip Work zip code, Work postal code Work country Home Address Home street address Home street, Home address Home city Home town Home state Home zip Home zip code,
Printing, Sharing, and Exporting Your Document to Other Formats 12 Learn 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, attach it to an iWeb blog entry, send it in an email, or share it on the web.
If you want to set a custom paper size, choose Manage Custom Sizes from the pop-up menu. Otherwise, go to step 7. Choose a printer to set its default page margins. Create a new custom paper size. Delete a selected paper size. Duplicate a selected paper size. 4 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.
For example, if you’re printing a color document to a black-and-white printer, selecting SoftProof previews the document in black and white. 3 Click Print to print your document directly from the Preview window. For information about using Preview, see Preview Help. Choose Help > Preview Help when the Preview window is active. To preview a document for printing using Mac OS X 10.5 or later: mm Choose File > Print. A small preview of the document appears in the Print dialog.
Printing Comments When a Pages document contains comments that you or someone else has added, you can print the document with comments showing. See “Using Comments” on page 76 for more information about comments. To print comments: mm Make the comments visible by clicking View in the toolbar and choosing Show Comments, and then print your document. If you are tracking changes in your document, click View in the toolbar, and choose “Show Comments and Changes Pane.
ÂÂ ePub: You can open ePub files for reading in the iBooks application on an iPad, iPhone, or iPod touch, or in any ePub file reader. After you export your document to ePub format, you must transfer it to your device to read it in iBooks. To learn more about optimizing a document for ePub format, exporting it, and transferring it to your device, see “Creating an ePub Document to Read in iBooks” on page 257.
Documents exported to ePub format will look different than their Pages counterparts. If you want to get the best document fidelity between the Pages and ePub formats, style your Pages document with paragraph styles and other formatting attributes allowed in an ePub file. Apple provides a sample document on the Apple Support site that features styles and guidelines to help you create a Pages document that’s optimized for export to the ePub file format, which you can use as a template or a guide.
To prepare an existing Pages document for export to ePub format: Documents exported to the ePub format automatically appear with page breaks before every chapter. A table of contents is automatically generated, which allows readers to jump quickly to any chapter title, heading, or subheading in the book. In order to create a meaningful table of contents, it’s important to apply appropriate styles within your document.
4 Select the checkbox “Use first page as book cover image” if you want to use a thumbnail image of the document’s first page as the icon for this book in your iBooks library, and start the book’s content from the document’s second page. The cover image is also visible opposite the book’s table of contents. If you leave this checkbox deselected, the book uses the generic icon in your iBooks library. You won’t be able to open the ePub file in Pages.
ÂÂ Viewing the document in full-screen view isn’t supported. ÂÂ Password protection for your document isn’t supported. Sending Your Pages Document to iWork.com public beta You can send your document to iWork.com and access it using any computer with a supported web browser, an email account, and your Apple ID. Your Apple ID is the same as your MobileMe subscriber name or iTunes store account ID. If you don’t have an Apple ID, go to https://appleid.apple.com and follow the onscreen instructions to get one.
To share a document with invited viewers: 1 Open the document you want to share, and then click the Share button in the toolbar, or choose Share > “Share via iWork.com.” 2 Type your Apple ID and password, and then click Sign In. If you've forgotten your Apple ID or password, click Forgot Password, and then follow the onscreen instructions. If it’s your first time sending a document to iWork.com, an email verification is sent to your email address.
If it’s your first time sending a document to iWork.com, an email verification is sent to your email address. Click the verification link in the email, and then continue publishing. 3 Select “Publish on the web.” 4 Click Show Advanced if you want to change the online name of the document, and then type or choose a filename for the online document. 5 Click Publish. A copy of your document is published to iWork.com. Viewers can read your document, but they can’t add comments and notes to it.
Emailing Your Pages Document Attach a Pages, Microsoft Word, or PDF version of your Pages document to an email. To email a document: 1 Open your Pages document, choose Share > “Send via Mail,” and then choose Pages, Word, or PDF from the submenu. Pages: Creates a Pages version of your document. Word: Creates a Microsoft Word version of your document. PDF: Creates a PDF version of your document. 2 A new mail message opens with the document version attached to it.
Designing Your Own Document Templates 13 Create your 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.
To learn about Go to Setting up a custom template’s overall appearance “Setting Up a Document to Use as a Custom Template” on page 266 Setting default attributes for text boxes, shapes, tables, charts, and images “Defining Default Attributes in a Custom Template” on page 267 Adding text and media placeholders “Creating Placeholders in Custom Templates” on page 270 Creating template sections others can add to “Adding Sections to a Custom Template” on page 271 Accessing your template in the Templ
Defining Default Attributes in a Custom Template A template must have default values defined for the following document elements: ÂÂ Paragraph, character, and list styles ÂÂ Table of contents attributes ÂÂ Text box attributes ÂÂ Shape attributes ÂÂ Table attributes ÂÂ Chart attributes ÂÂ Imported graphics attributes You can customize any of these for the template you are creating, or you can use the default settings that already exist in the template you started with (including the Blank and Blank Canvas
3 Select the text box, and then set its attributes. See “Modifying Objects” on page 164 and “Filling Objects with Colors or Images” on page 171 for more information. 4 Set text wrapping using the Wrap inspector. To read about setting text wrapping, see “Wrapping Text Around an Inline or Floating Object” on page 113. 5 Select the text box, and then choose Format > Advanced > Define Default Text Box Style. 6 Delete the text box from the page.
“Adding a Table” on page 176 tells you how. 2 Select the table, and then set its attributes. See “Resizing a Table” on page 179 if you want to change the table’s dimensions. See “Working with Rows and Columns in Tables” on page 184 to learn about adding and removing columns and rows and creating header rows and columns. See “Putting Content into Table Cells” on page 191 for information about splitting and merging table cells, resizing them, and formatting their borders.
7 Delete the charts from the page. Defining Default Attributes for Imported Images For imported graphics, you can set default shadows, opacity, and outline (stroke) color. To set default image attributes: 1 Place an image on the page. See “Working with Images” on page 138. 2 Select the image, and then set its attributes. See “Adding Shadows” on page 168 to learn how to add a shadow. See “Adjusting Opacity” on page 170 to learn how to adjust transparency.
When selecting blocks of text, be careful not to select the final paragraph break character. Doing so causes the entire paragraph to be deleted when the user begins typing in the placeholder text, and the new text takes on the attributes of the following paragraph. To see the paragraph break character as you work, click View in the toolbar, and then choose Show Invisibles. To remove placeholder text, select it, and then press the Delete key.
6 Delete the pages from your template if you don’t want them to be part of the initial template. To rearrange, rename, or delete template sections you have created: 1 Choose Format > Advanced > Manage Pages. A dialog opens. 2 Select a section, double-click the name, and then type new text to rename it. 3 Click the up or down arrow buttons to change a section’s position in the list. 4 Click the Delete (–) button to remove the section. 5 Click Done when you have finished.
To save the template in a different location in your home folder, go to Library/ Application Support/iWork/Pages/Templates/ and create a new folder. The folder name is used as the template category in the Template Chooser. 4 Click Save. To delete a custom template, in the Finder navigate to the folder in which you saved the template, and drag the template to the Trash.
2D and mixed charts customizing 244 2D pie charts rotating 241 3D charts adjusting scene settings 245 A Address Book. See personalizing documents alignment guides creating 162 using 162 area charts showing data point symbols 242 automatic hyphenation 116 automatic text substitution 117 B background images. See master objects bar charts setting shadows, spacing, and series names 241 bibliographies.
D data series adding multiple tables 233 document creating 32 opening existing 34 password protect 36 setting margins 46 setting page orientation and size 46 viewing full screen 35 See also printing Document inspector 45 E EndNote application 66 endnotes adding and editing 55 at the end of a document 56 at the end of a section 56 converting to footnotes 57 defining and changing marks used 58 deleting 57 formatting 57 jumping from mark to note 57 numbering 58 restarting numbering 59 exp
Inspector window 23 inspectors opening multiple 23 using for formatting 23 invisibles showing 21 symbols for 21 iWork ’05, ’06, ’08 opening documents 34 saving an iWork ’09 document as 34 iWork.
inserting 47 starting a paragraph on a new page 48 page numbers adding 115 formatting 115 See also headers and footers page view choosing options 18 document page 19 layout 19 Pages Preferences 89, 96, 117 paragraph styles.
setting the default distance between 96 table cells adding and editing content 191 adding color 198 adding images 198 associating conditions with custom number format 214 autofilling 193 automatic formatting 202 changing a custom cell format 218 changing conditional formatting 197 comments 200 conditional formatting 195 copying 200 creating a custom date and time format 216 creating a custom text format 217 currency formatting 204 custom number formats 207 date and time formatting 205 de
tools. See toolbar track changes accepting and rejecting edits 75 change bubbles 73 editing with 70 in shapes 70 in table cells 74 starting, pausing, and stopping 72 typography changing capitalization 85 characters and symbols 88 Typography window 89 U undoing changes 39 V vCards. See personalizing documents W Warnings window 31 watermarks. See master objects widow and orphan lines.
