Apple Pages User's Guide (Manual) User Manual User\'s

2005-03-21

User Manual: Apple Pages Pages User\'s Guide (Manual)

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User’s Guide

Pages

User’s Guide

www.apple.com

034-2644-A

Printed in XXXX

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Apple Computer, Inc.

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 Computer, Inc.,

registered in the U.S. and other countries. Use of the

“keyboard” Apple logo (Option-Shift-K) for commercial

purposes without the prior written consent of Apple

may constitute trademark infringement and unfair

competition in violation of federal and state laws.

Every effort has been made to ensure that the

information in this manual is accurate. Apple is not

responsible for printing or clerical errors.

Apple

1 Infinite Loop

Cupertino, CA 95014-2084

408-996-1010

www.apple.com

Apple, the Apple logo, AppleWorks, iBook, iMovie,

iTunes, Mac, Mac OS, PowerBook, and QuickTime are

trademarks of Apple Computer, Inc., registered in the

U.S. and other countries.

Finder, iPhoto, iWork, Pages, and Safari are trademarks

of Apple Computer, Inc.

AppleCare is a service mark of Apple Computer, Inc.,

registered in the U.S. and other countries.

Adobe and Acrobat are trademarks or registered

trademarks of Adobe Systems Incorporated in the U.S.

and/or other countries.

Other company and product names mentioned herein

are trademarks of their respective companies. Mention

of third-party products is for informational purposes

only and constitutes neither an endorsement nor a

recommendation. Apple assumes no responsibility

with regard to the performance or use of these

products.

Contents

7Preface: Welcome to Pages

Pages Features at a Glance

Resources for Learning More

15 Chapter 1: Overview of Pages

The Pages Window

The Styles Drawer

Pages Tools

Shortcuts

The Pages Document

29 Chapter 2: Creating a Document Using the Pages Templates

Step 1: Select a Document Type

Step 2: Add Text

Step 3: Add Graphics and Other Media

Step 4: Edit Your Document

Step 5: Save and Share Your Document

47 Chapter 3: Formatting Text and Paragraphs

Formatting Text Size and Appearance

Setting Text Alignment and Spacing

Setting Tab Stops to Align Text

Creating Bulleted or Numbered Lists and Outlines

Creating Callouts, Sidebars, and Highlighted Text

71 Chapter 4: Working With Styles

Applying Styles

Contents

Style Overrides

Finding and Replacing Styles

Modifying and Creating New Paragraph Styles

Modifying and Creating New Character Styles

Modifying and Creating New List Styles

89 Chapter 5: Formatting a Document’s Layout and Table of Contents

Setting Page Orientation and Size

Setting Page Margins

Creating Columns

Creating a Document with Left- and Right-Facing Pages

Adding Headers and Footers, Page Numbers, and Footnotes

Varying Document Formatting Using Section Breaks

102

Generating a Table of Contents

105 Chapter 6: Working With Graphics

and Other Media

105

Working With Graphics

107

Adding Fixed and Inline Objects

110

Using PDF Files as Graphics

111

Cropping (Masking) Fixed Images

113

Using the Media Browser

114

Resizing, Moving, and Layering Text or Graphic Objects

118

Wrapping Text Around an Object

122

Including Sound and Movies

124

Adding Hyperlinks and Bookmarks

127 Chapter 7: Changing Object Properties

127

Using Color and Image Fills

132

Changing Line Style

133

Adding Shadows

135

Adjusting Opacity

136

Changing the Orientation

Contents

137

Adjusting Size and Position of Objects

139 Chapter 8: Creating Tables

140

Adding a Table

141

Selecting Table Cells and Borders

144

Formatting Tables

150

Adding Images or Background Colors

153 Chapter 9: Creating Charts

153

About Charts

156

Adding a Chart

157

Editing Chart Data

159

Formatting Charts

169 Chapter 10: Printing and Exporting Your Document to Other Formats

169

Printing Your Document

175

Exporting to Other Document Formats

177 Chapter 11: Designing Your Own Document Templates

178

Step 1: Setting Up the Document

180

Step 2: Defining Styles

183

Step 3: Creating Placeholder Text and Graphics

186

Step 4: Saving a Custom Template

187 Index

Preface

Welcome to Pages

Pages is a streamlined, yet powerful word-

processing application that gives everyone the

ability to easily create great-looking documents,

from a simple letter or invitation to a monthly

newsletter or three-panel brochure. This preface

provides an overview of the features of Pages and a

list of resources for learning to use it.

Pages makes it easy to compose and design a variety of documents on your

computer, from a simple memo, to a neatly structured school report, to a highly

designed, elegant brochure. With the Pages tools, you can easily change the layout

and look of any document as you work. Present your data using any of the tables or

charts built right into Pages. Incorporate a multitude of text and graphics types—you

can even include movies, hyperlinks, and audio if you intend to publish your

document online. Use the templates that come with Pages to create smart,

consistently styled documents. Or create your own to suit your specific needs. With

Pages, anything you write is a pleasure to read.

Your Pages document can be exported to several different file types, including HTML

for online viewing, PDF, and Microsoft Word.

8 Preface

Welcome to Pages

Pages Features at a Glance

Easy to Use

Using the templates that come with Pages, it’s easy to create professional-looking

documents. Text and image placeholders let you customize document designs with

drag-and-drop ease. Import documents from Microsoft Word and AppleWorks. Or

create your own templates and share them with your colleagues.

Insert text callouts, tables,

and other formatted

elements on the fly.

Add graphics with

drag-and-drop ease.

Insert multiple-column

layouts.

Use the toolbar buttons

to format pages and text

as you type.

Preface

Welcome to Pages

Page Templates

Each template includes Pages building blocks that help you build a full document

from a selection of professionally designed layouts.

10 Preface

Welcome to Pages

Styles Done Right

Just type into the templates and the styles are automatically applied to paragraphs,

characters, and numbered or bulleted lists. You can also select different styles, or

create your own. Use the Inspector window to format your document’s layout, text,

and graphics as you work.

Use the Styles menu to

apply consistent text

formatting across your

documents.

Bring in photos from

iPhoto using the iLife

Media Browser.

Preface

Welcome to Pages

Powerful Word Processing

Pages provides multiple-column layouts that flow from page to page as you type, and

preformatted document designs that allow you to create stunning documents. It’s

also simple to set up a table of contents, footnotes, headers, footers, and page

numbers for professional and academic reports.

Create a table of contents

that’s updated as you

add content.

Style the TOC the way

you want to.

Create bulleted and

numbered text.

12 Preface

Welcome to Pages

Resources for Learning More

To get the most from Pages, consult these resources:

User’s Guide

This guide (what you’re reading now) describes the features of Pages and shows you

how to use it. To see a full-color PDF file of this guide, choose Help > Pages User

Guide.

Chapter 1 of this guide describes the tools that are available in Pages, and Chapter 2

shows you a step-by-step workflow for creating a document. For more detailed

information about each step, refer to Chapters 3 through 10. If you want to learn how

to create your own templates, read Chapter 11.

Onscreen Help

To see the help, choose Help > Pages Help. You can browse through the table of

contents to find a specific topic, or enter a question in the search field to find an

answer about how to accomplish a task.

You can add the Help button to the Pages toolbar to make Pages Help available in a

single click. To learn about customizing the toolbar, see “The Toolbar” on page 22.

Note:

To do many of the tasks in this book (and in Pages Help), you use menu

commands. The instructions look like this:

Choose View > Zoom > Actual Size.

The first term after Choose is the menu you click; the next term is the item you choose

from that menu, as shown below.

Preface

Welcome to Pages

Help tags are also available for many onscreen items. To see a help tag, let the pointer

rest over an item for a few seconds.

Pages Tour

For an onscreen demonstration of what you can do with Pages, view the tour.

To see the onscreen tour:

Choose Help > iWork Tour, and then follow the onscreen instructions.

Pages Templates

Pages comes with templates that illustrate the different layouts and styles you can

create. Type directly into the templates to create your own documents. You can also

use the designs and elements in these templates to enhance your own document by

copying and pasting bullets, chart styles, and background images, or by using the

same layouts and styles.

For more information, see “Step 1: Select a Document Type” on page 30.

Pages Quick Reference

The quick reference card lists keyboard shortcuts for Pages. You can also find keyboard

shortcuts by choosing Help > Pages Keyboard Shortcuts or searching for “keyboard

shortcuts” in the onscreen help.

Web Resources

Go to www.apple.com/pages to get the latest software updates and information. You

can also purchase Pages products on the web.

To find out about Pages products and get up-to-date information:

Choose Help > Pages on the Web.

To display a help tag, rest

the pointer over an item.

14 Preface

Welcome to Pages

Technical Support

A variety of support options are available to Pages users. For more information, see

the AppleCare Software Service and Support Guide that comes with your Pages

documentation or visit www.apple.com/support on the web.

Overview of Pages

This chapter introduces you to the windows and

tools you’ll use in Pages.

When you create a Pages document, you must first select a template to start from.

Pick the one that best fits your purpose and design goals. If you want to start from a

plain document, without a lot of pre-formatting, use the Blank template.

You can drag or place objects on a page, including imported graphics, movies, and

sound, or text boxes, charts, tables, and shapes that you create within Pages. New

pages are added automatically as you type into your document. You can also add pre-

formatted pages, before or after existing pages, by selecting from those available in

each template. For more information about this, see “Expanding the Template by

Adding Pages” on page 31.

In Pages templates, pages contain text and image

placeholders

, which demonstrate

the look of the finished document. You can replace the placeholder text with your

own text by just typing. You can replace placeholder images by dragging an image to

the placeholder. For more information about working with placeholder text and

images, see “Step 2: Add Text” on page 32, and “Step 5: Save and Share Your

Document” on page 45.

The Pages Window

When you first open the Pages application, the Template Chooser presents a variety of

document types from which to choose. If you don’t want to use one of the templates,

you can create a Blank document. To begin working in a Blank document, select it and

just begin typing.

16 Chapter 1

Overview of Pages

The Pages window displays the document you are working in. You can drag graphics

files, movie files, and sound files to the window to add them to your document.

As you work on your document, you may want to zoom in or out to get a better view

of what you are doing.

Customize the toolbar to

include the tools you use

most often.

Placeholder text indicates

where you should enter

text.

Image placeholders

indicate the size and

placement of graphics in a

document template.

Text boxes contain text

that “floats” outside, over,

or under the main text

area.

The Page View control lets

you zoom in or out so you

can see your document

larger or smaller on the

screen.

Chapter 1

Overview of Pages

To zoom in or out of the document, do one of the following:

Choose View > Zoom > [zoom level].

Click the Page View control in the bottom left corner of the window, and choose a

magnification level from the pop-up menu.

One Up

presents the pages in a linear flow.

Two Up

presents two pages side-by-side on the screen.

Fit Width

changes the document to the width of the window. You can stretch the

Pages window to fill your screen, or make it short or narrow.

Fit Page

fits a full, single document page to fill the window on your screen.

Layout View

In layout view you can see the outlines of the different text areas of your document,

including headers, footers, fixed text boxes, column widths, and the document

body

—

the main area of text in the document. With layout view turned on, document rulers

and

alignment guides

become visible.

To see layout view:

Choose View > Show Layout.

When you type in the document body, the text automatically flows onto the next

page. Other text areas, such as headers, footers, and text boxes, do not expand onto

subsequent pages; they remain a fixed size and width.

18 Chapter 1

Overview of Pages

In the following example, you can see the page layout includes two columns at the

top, two layout breaks, and then three columns, an inline image, and the footer area.

Placeholder Text

Placeholder text indicates where text goes and how it’s formatted in a template. A

new template will contain placeholder text, placeholder images, background images,

or other items that represent elements of the finished document. If you click the

placeholder text, the entire text area is selected. When you begin typing, the

placeholder text disappears and is replaced by what you type.

Image Placeholders

Similar to placeholder text, image placeholders are intended to indicate the size and

placement of graphics in a template. If you click one, selection handles appear. Drag

your own image to the placeholder to replace it.

Master Objects

Some objects appear on every page of a document as the document grows. These

objects are called “master objects.” If you cannot select an object in a template, it’s

probably a master object. To learn more, see “Adding a Repeated Background Image”

on page 101.

Footer

Two text columns

An inline image

Three text columns

Two layout breaks

Chapter 1

Overview of Pages

Formatting Characters (Invisibles)

As you work in a Pages document, you may want to see the marks that indicate

character spaces, paragraph breaks, section breaks, or other types of invisible

elements so you can check the formatting of your document. In Pages, these

formatting marks are called

invisibles

To see invisibles:

mChoose View > Show Invisibles.

The table below shows what each formatting character represents.

To change the color of formatting characters:

mChoose Pages > Preferences, click the Invisibles color box, and then select a color.

Invisible characters

Space

Non-breaking space (Option-Space Bar)

Tab

Line break (Shift-Return)

Paragraph break (Return)

Page break

Column break

Layout break

Section break

Anchor point (for inline objects with text wrapping)

20 Chapter 1 Overview of Pages

Rulers and Alignment Guides

Each time you move an image, shape, or text box on the page, alignment guides

automatically appear to help you position the object precisely where you want it. You

can also use the document rulers or create static alignment guides that remain on the

page to mark the positions of different objects as you rearrange the elements on the

page. To learn how to customize the behavior of alignment guides, see “Alignment

Guides” on page 37.

You can also use rulers to help place objects precisely on a page, and you can use the

horizontal ruler to set tab stops, page margins, and column widths. For more

information about tab stops, page margins, and columns, see “Setting Tab Stops to

Align Text” on page 58, “Setting Page Margins” on page 92, and “Creating Columns”

on page 92. You can change units of measure that appear on the rulers to inches,

centimeters, points, or picas in Pages Preferences.

You can also turn on rulers without the other layout elements.

To make rulers visible without other layout elements:

mChoose View > Show Rulers, or press Command-R.

To change the ruler values:

mChoose Pages > Preferences, and choose a unit of measure from the Ruler Units pop-

up menu.

Chapter 1 Overview of Pages 21

The Styles Drawer

As you create a document, you may want to use a certain text style for every chapter

title, section heading, bulleted list, and body text paragraph. Each template comes

with a library of preset styles that you can choose from. 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 them in a snap.

To open the Styles drawer:

mChoose View > Show Styles Drawer (or click Style in the toolbar and choose Show

Styles Drawer).

Rulers help you set

margins and tabs where

you want them.

Alignment guides help

you precisely position

objects on the page. (Here

the alignment guides are

blue.)

Blue icons on the top ruler

indicate text indents and

tab settings. Drag them to

reset the position of text.

Gray rectangles below

the rulers indicate

column margins. Drag

them to change the

column gutter widths.

22 Chapter 1 Overview of Pages

Pages Tools

The Toolbar

The Pages toolbar gives you one-click access to many of the actions you’ll use when

creating documents in Pages. As you work in Pages and get to know which

commands you use most often, you can add, remove, and rearrange toolbar buttons

to suit your working style.

The default set of toolbar buttons is shown below.

Select a paragraph style

to apply it to selected

paragraphs.

Select a character style to

apply it to selected text.

Select a list style to apply

it to selected paragraph

text.

Click to show and hide

list and character styles

in the drawer.

Press and choose an option

to create a new style.

Chapter 1 Overview of Pages 23

To customize the toolbar:

1Choose View > Customize Toolbar.

2To add an item to the toolbar, drag its icon to the toolbar at the top.

3To remove an item from the toolbar, drag it out of the toolbar.

4To rearrange items in the toolbar, drag them.

5To make the toolbar icons smaller, select Use Small Size.

6To display only icons or only text, choose an option from the Show pop-up menu.

If you frequently reconfigure the toolbar, you can add the Customize button to it.

Note: You can restore the default set of toolbar buttons by dragging the default set to

the toolbar. To learn what a button in the Customize dialog does, drag it to the toolbar

and then place the pointer over it until a help tag appears.

The Inspector Window

The Inspector window puts formatting tools at your fingertips as you work. You can

format most elements of your document using the ten panes of the Inspector

window, including document layout, text appearance, size and positioning of

graphics, and much more.

Add text boxes, shapes,

tables, and charts.

Open the Inspector

window, Media Browser,

Colors window, and Font

panel.

Create column layouts

on the fly.

Apply styles to text

and lists.

Change how text flows

around objects.

Add pre-formatted pages

to your document.

24 Chapter 1 Overview of Pages

To open an Inspector window:

mChoose View > Show Inspector (or click Inspector in the toolbar).

Click one of the buttons at the top to display its inspector pane. Clicking the fourth

button from the left, for example, displays the Text Inspector. You can have several

Inspector windows open at the same time.

To open another Inspector window:

mChoose View > New Inspector (or press the Option key while clicking Inspector in the

toolbar).

The Font Panel

Pages uses the Mac OS X Font panel, so you can use any of the fonts on your

computer in your documents.

To open the Font panel:

mChoose Format > Font > Show Fonts (or click Fonts in the toolbar).

Use the Font panel to select fonts, font sizes, and other font formatting features,

including text shadows and strikethrough. For more detailed information about using

the Font panel and changing the look of text, see Chapter 3, “Formatting Text and

Paragraphs.”

The buttons at the top of the

Inspector window open the

ten inspectors: Document,

Layout, Wrap, Text, Graphic,

Metrics, Table, Chart, Link, and

QuickTime.

Chapter 1 Overview of Pages 25

The Colors Window

You use the Mac OS X Colors window to choose colors for text, drawn objects, or

shadows.

To open the Colors window:

mChoose View > Show Colors (or click Colors in the toolbar).

For more information about using the Colors window to set the color of lines, text,

and shapes, see Chapter 7, “Changing Object Properties.”

Shortcuts

You can use the keyboard to perform many of the Pages menu commands and tasks.

A comprehensive list of keyboard shortcuts is available in onscreen help.

To see the list of keyboard shortcuts:

mIn Pages, choose Help > Pages Keyboard Shortcuts.

Many commands are also available in shortcut menus that you can access directly

from the object you are working with.

To open a shortcut menu:

mPress the Control key while you click an object.

Shortcut menus are especially useful for working with tables and charts.

The Pages Document

If you are creating a long document, or if visual design will be an important

consideration, it may help to think about the overall document design before you

begin work. Here are some things to keep in mind as you create your document.

Document Layout and Style

Think about how you want the document to appear as a whole, including how it’s laid

out and how it uses space. Most of these concerns are addressed in Chapter 5,

“Formatting a Document’s Layout and Table of Contents.”

ÂWhat type of document are you creating and which template most closely matches

the layout you need?

26 Chapter 1 Overview of Pages

ÂDoes the document need a landscape or portrait page orientation? Be sure to set

this option in the Page Setup dialog before you begin. See “Setting Page Orientation

and Size” on page 91.

ÂIf you are designing a unique page layout, are the document margins set the way

you need? See “Setting Page Margins” on page 92.

ÂWill the document be bound? If so, be aware of how the page numbers, margins,

and section breaks will fall on the right- and left-facing pages of your document. See

“Creating a Document with Left- and Right-Facing Pages” on page 96.

ÂWill the document be divided into sections with different layouts, page numbering,

headers and footers, or design elements? Consider where you might use layout and

section breaks. See “Adding Headers and Footers, Page Numbers, and Footnotes” on

page 96.

ÂDoes the document layout require columns? See “Creating Columns” on page 92.

ÂWill the document be long enough to require a table of contents? If so, be sure to

use consistent heading styles throughout the document. See “Generating a Table of

Contents” on page 102.

The Appearance of Text

Consider at a very high level how you want to use text in your document—how it will

be used to emphasize the organization of content and to create a compelling design.

Most of these concerns are addressed in Chapter 3, “Formatting Text and Paragraphs.”

ÂWhich fonts will you use in the document?

ÂAre there heading styles or fonts that you would like to use consistently throughout

the document? See Chapter 4, “Working With Styles.”

ÂWhat shape or image would you like to use for bullets? What number styles for

outlines? See “Creating Bulleted or Numbered Lists and Outlines” on page 62.

ÂWill you make use of callouts, sidebars, or other highlighted text in your document?

See “Creating Callouts, Sidebars, and Highlighted Text” on page 65.

Chapter 1 Overview of Pages 27

The Use of Graphics and Other Media

Think about how you will use graphical elements in your document, where they will

appear in the document flow, and what kinds of graphics you might use. Pages

provides tools you can use to create tables and charts to organize and display

information. Learn about designing tables and charts in Chapter 8, “Creating Tables,”

and Chapter 9, “Creating Charts.” Learn about other uses of graphics in Chapter 6,

“Working With Graphics and Other Media.”

ÂHow will images be used in your document?

ÂCan you use tables to clearly present information? See Chapter 8, “Creating Tables.”

ÂCan you use charts to effectively display data? See Chapter 9, “Creating Charts.”

ÂWhat will be the final format for your document (printed page, HTML, and so on)?

See “Exporting to Other Document Formats” on page 175.

ÂWill you make use of sound or movies in your document? See “Including Sound and

Movies” on page 122.

2Creating a Document Using

the Pages Templates

This chapter provides basic information to get you

started working with Pages. It also explains how

you can use the Pages templates to easily create

your own professional-looking, creatively designed

documents.

Before you begin creating a new Pages document, consider how it will be used. If your

document will be printed, what size of paper will you need? Which page orientation

(portrait or landscape)? And how will it be folded? It also helps to consider whether it

will be a long document, requiring a table of contents and page numbering. Knowing

these document requirements will help you choose the right template and set it up

correctly before you begin.

Importing a Microsoft Word or AppleWorks Document

If you already have a document that you created in Microsoft Word or AppleWorks,

you can import it into Pages and continue to work on it. Simply drag the Microsoft

Word or AppleWorks document icon onto the Pages application icon.

You can also export Pages documents back to MS Word, PDF, Rich Text Format

(RTF), or simple HTML. For more information about importing and exporting

Microsoft Word documents, see “Exporting to Other Document Formats” on

page 175.

30 Chapter 2 Creating a Document Using the Pages Templates

Step 1: Select a Document Type

To start a new Pages document, double-click the Pages icon. In the Template Chooser,

select a template that best suits the type of document you want to create. If you want

to begin in a document without any text or image placeholders, select Blank.

By using a template with text or image placeholders, you can easily create a

professional-looking document, such as a school report, business letter, newsletter, or

brochure, without having to do all the design work. Each template includes preset

styles for titles, headings, tables, footnotes, bullets, and other formatting features.

If you don’t see the Template Chooser when you first open Pages, you can make it

appear by setting a preference in Pages Preferences. You can also set Pages to

automatically open a Blank document or the document template of your choice every

time you open it.

To make the Template Chooser appear, or set the default template for new

documents:

mChoose Pages > Preferences, and then select one of the following:

ÂTo make the Template Chooser always appear when you open Pages, select “For

New Documents: Show Template Chooser dialog.”

Chapter 2 Creating a Document Using the Pages Templates 31

ÂTo make Pages always open the same type of document when you open it, select

“For New Documents: Use template: [template name],” and then click Choose.

Select a template name, and then click Choose.

When you have selected a template, a document opens on your screen.

Expanding the Template by Adding Pages

Each page of a Pages template has a unique design (except for the Blank template).

You can choose to use the page designs that are previewed when the document first

opens. Or, if the page designs don’t meet your needs, you can choose from additional

designs that fit the template.

To add an additional template page following the current page:

mChoose Insert > Pages > [template page] (or click Pages in the toolbar and choose a

template page).

The new page is added immediately after the page where you placed the insertion

point.

Additional

pages: Choose a page

from the Pages pop-up

menu.

32 Chapter 2 Creating a Document Using the Pages Templates

Step 2: Add Text

If you start with a Blank document, you can just start typing. As you type, the text fills

the page. As each page is filled, the text automatically flows to the next page.

If you are working with a template that includes text or image placeholders, you can

add text and graphics to the placeholder areas, as described below.

Adding Text to Placeholder Text Areas

Templates contain placeholder text, which shows you what text will look like and

where it will be placed in the finished document. Placeholder text is either a label (for

example, “Addressee Name”) or Latin text in the document body, text boxes, headers,

and elsewhere.

Main Text Areas

When you click placeholder text in a document template, the entire text area is

highlighted.

When you type, the placeholder text disappears and is replaced by whatever text you

are typing. The text you type behaves like regular text.

Text Boxes

Some placeholder text is contained in text boxes or table cells to preserve formatting.

When you click placeholder text that’s in a text box, a rectangular, gray border

appears around it.

Placeholder text: The entire

text area is selected when you

click.

Gray text box

border: The border

appears when you select

the text box.

Chapter 2 Creating a Document Using the Pages Templates 33

To select the placeholder text inside a text box:

mClick once to select the text box, and then double-click to select the text inside the

box.

Usually, text box borders are only visible when the text box or the text inside is

selected, or when you have layout view turned on. To learn how to change the look of

text boxes, see “Creating Callouts, Sidebars, and Highlighted Text” on page 65.

Tables

Some tables contain placeholder text. When you select text that’s inside a table cell, a

yellow rectangle appears around it.

To select the placeholder text inside a table:

1Click once to select the table, and then click once to select an individual cell.

The text inside the cell is selected for editing when you select the individual cell. You

can tell it’s placeholder text if it gets a blue highlight; otherwise, it’s regular text.

2Press Tab to move to the next cell, or Shift-Tab to move to the previous cell.

To learn more about working with tables or changing their look, see Chapter 8,

“Creating Tables.”

Important: Text boxes and tables that contain placeholder text are part of the

template’s default design. To preserve the design, be careful not to press Delete after

you select the text box or table. Pressing Delete will remove the selected object from

the page. If you accidentally delete a text box or table, you can immediately recover it

by choosing Edit > Undo Delete (or pressing Command-Z). In general, if you make a

mistake or change your mind about something you’ve done, you can immediately

undo your last action by using the Undo command.

Columns

Occasionally, templates may contain placeholder text formatted in columns. It may be

easier to work with text columns if the document layout is visible, but you can also

hide the layout to see how the finished document will appear.

Individual table cell

selected for editing

34 Chapter 2 Creating a Document Using the Pages Templates

To show or hide the document layout:

mChoose View > Show Layout or Hide Layout.

It may also help to see other formatting characters (invisibles) as you work, such as

tabs and paragraph breaks.

To show or hide invisibles:

mChoose View > Show Invisibles or Hide Invisibles.

Step 3: Add Graphics and Other Media

You can use a variety of media types in a Pages document, including still images,

movies, sound, drawn shapes, charts, and tables. Movies and sound can be useful if

you intend your final document to be viewed onscreen in HTML format or as a Pages

file. For a more complete list of the file types that Pages can accept, see Chapter 6,

“Working With Graphics and Other Media.”

Placing Images in Image Placeholders

The images you see in Pages templates are image placeholders. They represent the

size and placement for images that you will add to your document. You can recognize

an image placeholder by letting your cursor rest over it; a help tag appears instructing

you to drag your own image into its place.

To replace an image in an image placeholder:

mDrag the image from the Media Browser or Finder to the image placeholder.

Adding Images, Movies, and Sound Files Elsewhere in Your

Document

You can add images, movies, or sound files to your Pages document by simply

dragging them from the Finder into the document window, or by dragging them from

the Media Browser. The Media Browser displays images that are stored in your iPhoto

library, sound files that are stored in your iTunes library, and movies that are located in

the Movies folder in your home folder.

To open the Media Browser:

mChoose View > Show Media Browser (or click Media in the toolbar), then select iPhoto,

iTunes, or Movies to display the kind of files you want to use.

Chapter 2 Creating a Document Using the Pages Templates 35

When you add an object to your document, you can either place it in a fixed position

on the page (called a fixed object), so that the text flows around it as you type; or

anchor it to the text (called an inline object), so that it moves with the text around it. If

you create a fixed object, you can adjust how tightly you want the text to flow around

it by adjusting the text wrap. To learn more about fixed versus inline objects, see

“Fixed Objects Versus Inline Objects” on page 105. For more information about text

wrapping, see “Wrapping Text Around an Object” on page 118.

To add an image in line with the text:

mPlace the insertion point where you want the image to appear, and then choose Insert

> Choose. Select the graphic file and click Insert.

mDrag an image from the iPhoto pane of the Media Browser to the position you want it

to appear in the text flow. As you drag the image over the text, the insertion point

indicates where the image will appear if you drop it.

mDrag an image from the Finder to the position you want it to appear in the text flow.

As you drag the image over the text, the insertion point indicates where the image

will appear if you drop it.

To add a fixed image:

mClick outside the text areas in the document so that no insertion point is visible,

choose Insert > Choose, and then select the graphic file and click Insert.

mDrag an image from the iPhoto pane of the Media Browser to an area in your

document that doesn’t contain text.

mDrag an image from the Finder to an area in your document that doesn’t contain text.

Images can be cropped, resized, and rotated. They can also be grouped, which makes

it easy to reposition several graphics that you want to keep together. You can also

layer graphics, adjust their opacity, and add shadows to create interesting visual

effects. Fixed images can also be masked (cropped) so that only part of the image is

visible on the page. For more information about working with images, see Chapter 6,

“Working With Graphics and Other Media.” To learn about adjusting shadows and

opacity, see Chapter 7, “Changing Object Properties.”

To learn about adding simple shapes, tables, and charts, see “Adding Simple Shapes,

Tables, and Charts” on page 108.

36 Chapter 2 Creating a Document Using the Pages Templates

Adding Web and Email Addresses

You can create active hyperlinks to web addresses (URLs) and email addresses. When

you click a web link, it opens a web browser and displays the webpage you specify.

When you click an email address, it opens an email program and creates a new email

message. You can also create bookmarks that let you jump to a specific word or phrase

in your document. For specific instructions about creating hyperlinks and bookmarks,

see “Adding Hyperlinks and Bookmarks” on page 124.

Positioning Text and Graphics

Pages provides several tools to help you position text, images, and other objects on

the page, so you can achieve the design you want. Alignment guides appear in some

templates—or you can create your own—to align fixed objects anywhere on a page.

Rulers display page measurements in inches, centimeters, points, or picas, so you can

easily tell where you are placing an object.

Pages also displays position tags that indicate the X and Y coordinates of an object’s

top-left corner as you move the object around the page, or the object’s angle as you

rotate it. When you resize an object, size tags appear, displaying the object’s height

and width.

Rulers

You can show rulers to help you position objects on the page. Rulers indicate how far

an object is from the top of the page and the left edge of the page.

To show rulers:

mChoose View > Show Rulers.

To change the units of measure in the rulers:

1Choose Pages > Preferences.

2Choose an item from the Ruler Units pop-up menu. To display measurements as a

percentage of the distance across the page, select “Display ruler units as percentage.”

To place the ruler’s horizontal origin point at the center of the page:

mIn Pages Preferences, select “Place origin at center of ruler.”

When you change ruler settings in Pages Preferences, the new settings apply to all

documents viewed in Pages, until you change the settings again.

Chapter 2 Creating a Document Using the Pages Templates 37

Alignment Guides

As you move fixed text boxes and graphics around in the document, blue alignment

guides appear to help you center and align objects on the page. They appear

whenever the center or edge of an object aligns with the center or edge of another

object, or with the center of the page, depending upon your preferences. You can

create your own alignment guides to help you align objects precisely on a page.

Alignment guides (even those you create) don’t appear when you print your

document; they are visible only when you are editing a document.

To place alignment guides on a page:

1Choose View > Show Rulers to make the rulers appear at the top and left side of the

page.

2Click outside any areas of the page so that the insertion point is not visible.

3Place the pointer over a ruler and drag onto the page. A blue alignment guide

appears.

4Drag the guide wherever you want it on the page.

To remove alignment guides that you have placed on a page:

mDrag the alignment guide off the edge of the page.

If alignment guides are getting in the way as you work, you can temporarily hide

them.

To temporarily hide alignment guides:

mHold down the Command key while dragging an object.

You can turn alignment guides and size and position tags on or off in Pages

Preferences. You can also make alignment guides appear only when object edges are

aligned, or only when object centers are aligned.

When you change alignment guide and tag settings in Pages Preferences, the new

settings apply to all documents viewed in Pages, until you change the settings again.

To change the behavior of alignment guides and tags displayed when you move

objects:

1Choose Pages > Preferences.

2To turn off size and position tags, deselect “Editing: Show size and position when

moving objects.”

38 Chapter 2 Creating a Document Using the Pages Templates

3To turn off the guides that appear when an object’s center aligns with another object

or the center of the page, deselect “Alignment Guides: Show guides at object center.”

4To turn on the alignment guides that appear when an object’s edges align with

another object or the center of the page, select “Alignment Guides: Show guides at

object edges.”

To change the color of alignment guides:

mIn Pages Preferences, click the Alignment Guides color well and select a color in the

Colors window.

Locking Objects to the Page

After you’ve placed graphics exactly where you want them on the page, you can lock

them to that position to prevent them from being moved accidentally as you work.

To lock an object to its position on the page:

mSelect the object and choose Arrange > Lock.

You cannot modify an object that has been locked to its position on the page. To

unlock an object, choose Arrange > Unlock.

Chapter 2 Creating a Document Using the Pages Templates 39

Step 4: Edit Your Document

Once you’ve typed some text in your document, you may want to delete or rearrange

(copy and paste) parts of it, check your spelling, or find and replace specific words or

phrases with new text.

Deleting, Copying, and Pasting Text

If you want to copy or move a chunk of text from one part of the document to

another, the easiest way to do this is to copy it (or cut it) from its original location, and

then paste it in the new location. If you copy text, you will not delete it from its

original location; if you cut text, it will be deleted from its original location.

To copy (or cut) and paste text:

1Select the text you want to copy or move.

2Choose Edit > Cut or Copy.

3Place the text cursor in the location where you want to move the text, then do one of

the following:

ÂChoose Edit > Paste to maintain the original formatting of the pasted text.

ÂChoose Edit > Paste and Match Style to change the formatting of the pasted text to

match the formatting of the text around it.

To completely delete selected text:

mChoose Edit > Delete.

Finding and Replacing Text

You can find every instance of a word or phrase in your document. If you want to

change all instances of a word or phrase in your document to something else—for

example, if you are writing a letter and you need to change every instance of the

name “Rodriguez” to “Mr. Rodriguez”—you can do so by using the find and replace

feature.

Note: You can’t find and replace placeholder text. To find and replace text used in a

placeholder, you must first undefine it as placeholder text. Click the placeholder text

to select it, and then deselect “Define as Placeholder Text” in the Format > Advanced

submenu.

40 Chapter 2 Creating a Document Using the Pages Templates

To find or find and replace a word in your document:

1Choose Edit > Find > Find Panel.

2Type the word in the Find field.

3If you want to replace the word with another, type the new word in the Replace field.

4Depending on how cautious you want to be, do one of the following:

ÂClick Next or Previous to highlight the next or previous instance of the word.

Continue clicking Next or Previous until you locate the instance you are looking for.

ÂClick Replace to replace the highlighted instance of the word with the new word,

and then click Next or Previous to find the next instance.

ÂClick Replace & Find to replace the highlighted instance of the word and find the

next one.

ÂClick Replace All to replace all the instances of the word with the new one.

5To close the Find & Replace window when you are finished, click the Close button in

the upper-left corner.

If you want to find or replace an entire phrase or other specific cases of a word, you

can use the Advanced pane of the Find & Replace window.

Chapter 2 Creating a Document Using the Pages Templates 41

To replace a word or phrase using the advanced search features:

1Choose Edit > Find > Find Panel, and then click Advanced.

2Type the text or phrase in the Find field.

3If you only want to find the text where it appears in a particular paragraph style (for

example, Heading 1 style) choose the style from the Style pop-up menu. (For

information about styles, see Chapter 4, “Working With Styles.”)

4Choose Entire Document from the In pop-up menu if you want to search the whole

document, including headers, footers, and text boxes; choose Main Text Body if you

only want to search the main body text area of the document.

Select to make the

search case-specific.

Select to find whole

words only.

Type the text you are

searching for.

Select to search the

document to the end

and then start from the

beginning.

Replace text one

instance at a time,

or all at once.

Search backward or

forward through the

document.

Choose the paragraph

style where the text

appears.

Choose the paragraph

style the new text should

have.

Choose to search the

entire document or only

the main body text.

42 Chapter 2 Creating a Document Using the Pages Templates

5Select “Match case” if you only want to find instances of the text with the same

capitalization that you specified in the Find field; otherwise, the search will not take

capitalization into account.

6Select “Whole words” if you only want to find instances where the text appears as a

separate word; otherwise, results will include instances of this text that appear within

words.

7If you want to replace the text with a new word or phrase, type it in the Replace field.

8If you want to change the paragraph style of the new word or phrase, choose a style

from the Style pop-up menu.

9Depending on how cautious you want to be, do one of the following:

ÂClick Next or Previous to highlight the next or previous instance of the text.

Continue clicking Next or Previous until you locate the instance you are looking for.

ÂClick Replace to replace the highlighted instance of the text with the new text, and

then click Next or Previous to find the next instance.

ÂClick Replace & Find to replace the highlighted instance of the text and find the next

one.

ÂClick Replace All to replace all instances of the text with the new word or phrase.

10 To close the Find & Replace window when you are finished, click the Close button in

the upper-left corner.

If you frequently use the Find & Replace window, you can add the Find button to the

Pages toolbar to make it available with a single click. To learn about customizing the

toolbar, see “The Toolbar” on page 22.

Checking Spelling as You Work

Pages uses the Mac OS X spell-checker to catch spelling errors in your document. 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.

To flag misspelled words as you type:

mChoose Edit > Spelling > Check Spelling as You Type.

As you type, misspelled words appear with a red dashed line beneath them. If you’re

not sure how to spell the word, you can see a list of possible spellings.

Chapter 2 Creating a Document Using the Pages Templates 43

To get a list of spelling suggestions:

1Hold down the Control key and click the misspelled word. A list of optional spellings

appears (a word may generate no optional spellings if it cannot be recognized at all).

2Choose the correct spelling if you see it in the list.

If you know you have spelled the word correctly, and you want to add it to the

spelling dictionary used for all documents, choose Learn Spelling from the pop-up list.

If you don’t want this word to be flagged as misspelled, but you don’t want to add it

to the spelling dictionary used for all documents, choose Ignore Spelling from the

pop-up list.

Once you correct the misspelled word, the red line disappears.

To check spelling in your document one word at a time:

mPlace the cursor in a word you want to check, or anywhere in the document, and then

do one of the following:

ÂChoose Edit > Spelling > Check Spelling.

The spell-checker begins checking the spelling of each word in your document,

beginning wherever you placed your cursor. The first misspelled word found is

highlighted. You can correct it or choose the same menu command again, to

continue checking the document. To go through the document more quickly, press

Command-semicolon (;) to continue checking the document.

ÂChoose Edit > Spelling > Spelling.

The Spelling window opens with a list of suggested spellings. If you don’t see any

that look correct, you can retype the word and click Guess to see a new list of

suggestions. Select one and click Correct to apply it to the misspelled word. Click

Find Next to go to the next misspelled word.

Use the Dictionary pop-up menu in the Spelling window to use a different language

dictionary for a selected word. Changing the dictionary in the Spelling window does

not change the dictionary for the entire document, but only for individual words.

44 Chapter 2 Creating a Document Using the Pages Templates

If you frequently use the Spelling window, you can add the Spelling button to the

Pages toolbar to make it available with a single click. To learn about customizing the

toolbar, see “The Toolbar” on page 22.

To turn the spell-checker off:

mChoose Edit > Spelling > Check Spelling as You Type to deselect it (make sure the

checkmark is not visible next to the menu command).

The misspelled word from the

document appears here. You can

retype it here to look for more

suggested spellings.

Select from the list of

suggested spellings.

You can correct or ignore

the mispelled word and

then find the next

misspelling, or retype the

word and click Guess for

a new list of suggestions.

Add or delete the

selected word from the

dictionary.

Choose Entire Document

if you want to spell-

check headers, footers,

and callouts, too.

Choose a different

language dictionary for a

selected word, if you

need to.

Chapter 2 Creating a Document Using the Pages Templates 45

Step 5: Save and Share Your Document

When you work in Pages, you create a Pages document. All of the graphics and any

chart data are contained within this one document, which can be moved from one

computer to another. However, fonts are not included as part of the document, so if

you transfer a Pages document to another computer, be sure the fonts used in the

document have been installed in the Fonts folder of the other computer.

If you add movies or audio to your document, you can save them as part of your

Pages document so that you don’t have to transfer those files separately.

It’s a good idea to save your document often as you work.

To save your document:

1Choose File > Save, or press Command-S.

2Type a name for the document.

3Click the disclosure triangle to the right of the Save As field.

4Choose where you want to save the document.

5If you plan to share the document between computers or with other users, do one or

more of the following:

ÂSelect the “Copy audio and movies into document” checkbox if your document

contains movie or audio files.

If you don’t select this checkbox, then any audio or video files that you have

included in your document will not be carried along with it if you transfer your

document to another computer or send it to someone else. Documents that contain

media may have large file sizes.

ÂSelect the “Copy template images into document” checkbox if you created your

document from a Pages template that contains an image.

If you don’t select this checkbox, then any image files that are part of the template

will not be carried along with your document if you transfer it to another computer

or send it to someone else. Documents that contain media may have large file sizes.

6Click Save.

To learn about exporting your document in other file formats (including Microsoft

Word, HTML, rich text format, plain text, and PDF), see “Exporting to Other Document

Formats” on page 175.

46 Chapter 2 Creating a Document Using the Pages Templates

As you work on your document, you can save it frequently by pressing Command-S.

You can also save a backup copy of the last saved version of your document. This way,

if you change your mind about edits that you have made, you can go back to the

previous version of the document that you have saved.

To save a backup copy of your document:

mChoose Pages > Preferences, and select the checkbox labeled “Back up previous

version when saving.”

When you save the document, the previous version is saved in the same location as

the document with the words “Backup of” preceding the filename. Only one version—

the last saved version—is backed up.

To save a version of your document with a different name or in a different location:

1Choose File > Save As.

2Type a name for your document.

3Select a location to save the document. If you cannot navigate to your desired

location, click the arrow button next to the Save As field, and then find the location

you want.

4Click Save.

You can print all or part of your document. You can also see a preview of what your

document will look like before you print it. This is a good way of double-checking that

all the text and graphics fall within the printed area of the page.

To see a print preview:

mChoose File > Print, and then click the Preview button in the Print dialog.

To print your document:

1Choose File > Print.

2Enter the number of copies you want, if you want multiple copies of the document; or

select From and enter a page range to print only part of the document.

3Click Print.

If you print frequently, you can add the Print button to the Pages toolbar. To learn

about customizing the toolbar, see “The Toolbar” on page 22.

For more information about printing, see “Printing Your Document” on page 169.

3Formatting Text and

Paragraphs

This chapter describes in detail how to modify the

appearance of text characters and paragraphs,

including creating lists and highlighting sections of

text.

Formatting Text Size and Appearance

You can do all text formatting using the Pages menus and the Inspector window, or

the Font panel. You can do basic text formatting using the commands in the Pages

menus. The items in the Font submenu of the Format menu allow you to make text:

ÂBold or italic

ÂUnderlined or outlined

ÂBigger or smaller

ÂMore tightly or loosely spaced

ÂSuperscript or subscript

To make selected text bold, italic, underlined, outlined, bigger, or smaller:

mChoose Format > Font > [Bold, Italics, Underline, Outline, Bigger, or Smaller].

To make selected text a superscript or subscript:

mChoose Format > Font > Baseline > [Use Default, Superscript, Subscript].

To make selected text all uppercase:

mChoose Format > Font > Capitalization > [None, All Caps, Small Caps].

You can also do several of these tasks with a single click using toolbar buttons. You

can add the following buttons to the Pages toolbar:

ÂSuperscript: Click to make selected text superscript.

ÂSubscript: Click to make selected text subscript.

48 Chapter 3 Formatting Text and Paragraphs

ÂSmaller: Click repeatedly to make selected text smaller.

ÂBigger: Click repeatedly to make selected text larger.

To learn about customizing the toolbar, see “The Toolbar” on page 22.

If you want to change to a different font, or if you frequently change text formatting, it

may be easier to use the Font panel and Text Inspector to format text. These tools are

described in the following sections.

You can also create engaging visual effects with text by changing its shadow color,

opacity, and orientation on the page. To learn more about these options, see

Chapter 7, “Changing Object Properties.”

Using the Font Panel to Format Text

The Mac OS X Font panel gives you access to all the fonts installed on your computer.

It provides a preview of the available typefaces (such as bold and italic) and sizes for

each font. The buttons in the Font panel let you add underlines, strikethrough lines,

color, and shadow to text. You can even change the background page color in the

Font panel.

To open the Font panel:

mChoose Format > Font > Show Fonts (or click Fonts in the toolbar).

Chapter 3 Formatting Text and Paragraphs 49

You can change the appearance of any text in your document by selecting it and then

selecting options in the Font panel. When you make formatting changes in the Font

panel, the selected text changes right away, so you can try different formatting

options and quickly see what looks best.

To change the look and size of text:

1In the Font panel, select a font style in the Family column and then select the typeface

in the Typeface column.

If you don't see all the font families you know are installed on your computer, select

All Fonts in the Collections column or type the name of the font you are looking for in

the search field at the bottom of the Font panel.

A preview of the selected font appears in the preview pane at the top of the Font

panel. If you don't see a preview pane, choose Show Preview from the Action pop-up

menu in the lower-left corner of the Font panel.

Create interesting text

effects using these

buttons.

Preview the selected

typeface.

Find fonts by typing a

font name in the

search field.

Select a typeface in the

list to apply it to selected

text in your document.

Select a font size to apply

it to selected text in your

document.

The Action pop-up

50 Chapter 3 Formatting Text and Paragraphs

Note: If you have too many fonts to wade through to find the few you use often, you

can organize them into font collections by clicking the Add (+) button to create a font

collection, and then dragging a typeface into the new collection. Also, if you need to

switch fonts often, you can leave the Font panel open. If it takes up too much space

on your screen, you can shrink it by dragging its resize control (the bottom-right

corner of the panel), so that only the font families and typefaces in your selected font

collection are visible. To close it, choose Format > Font > Hide Fonts, or click the Fonts

button again.

2Adjust the font size using the size slider or pop-up menu.

3Adjust the typography settings of the selected font by choosing Typography from the

Action pop-up menu. In the Typography window, click the disclosure triangles to see

and select the different typography effects that are available for the selected font.

Different fonts have different typography effects available.

To modify underlining of selected text:

1Click the Text Underline button in the Font panel (the first button on the left), and

choose None, Single, or Double from the pop-up menu.

2To change the underline color, choose Color from the Text Underline pop-up menu,

and then select a color in the Colors window.

To modify strikethrough lines of selected text:

1Click the Text Strikethrough button in the Font panel (the second button from the

left), and choose None, Single, or Double from the pop-up menu.

2To change the strikethrough color, choose Color from the Text Strikethrough pop-up

menu, and then select a color in the Colors window.

To modify the color of selected text:

mClick the Text Color pop-up menu in the Font panel (the third button from the left),

and then select a color in the Colors window.

Note: You can also modify text color in the Text Inspector, as described in “Setting Text

Color in the Text Inspector” on page 57.

Chapter 3 Formatting Text and Paragraphs 51

To modify the background color of a selected paragraph:

mClick the Document Color button in the Font panel (the fourth button from the left),

and then select a color in the Colors window.

Note: You can also modify paragraph background color in the Text Inspector, as

described in “Setting Paragraph Fill Colors” on page 67.

To create shadows on selected text:

1Click the Text Shadow button in the Font panel (the fifth button from the left).

2Drag the Shadow Opacity slider (the first slider on the left) to the right to make the

shadow darker.

3Drag the Shadow Blur slider (the middle slider) to the right to make the shadow more

diffuse.

4Drag the Shadow Offset slider (the third slider) to the right to separate the shadow

from the text.

5Rotate the Shadow Angle wheel to set the direction of the shadow.

Note: You can also set text shadows in the Graphic Inspector, as described in “Adding

Shadows” on page 133.

Accents and Special Characters

If you need to type characters with accent marks (such as ü), mathematical symbols,

arrows, or other special characters, you can use the International preferences pane or

the Character Palette. You can also see where characters are located on keyboards

used for other languages by using the Keyboard Viewer (for example, you can see

how the keys on an Italian keyboard are laid out). All of these are built-in tools of

Mac OS X.

To add accent marks to characters:

1Choose Apple > System Preferences and click International.

2Click Input Menu, then select the checkbox next to Keyboard Viewer.

3Choose Show Keyboard Viewer from the Input menu on the right side of the menu

bar (the one that looks like a flag or alphabetical symbol).

The Keyboard Viewer shows the characters for your keyboard. (If you've selected a

different keyboard layout or input method in the Input menu, it shows the characters

for the selected keyboard layout). For example, if U.S. is chosen in the Input menu, you

see the characters that appear on a U.S. keyboard in the Keyboard Viewer.

52 Chapter 3 Formatting Text and Paragraphs

4To see the different accent marks that you can type highlighted in the Keyboard

Viewer, press Option, or the Option and Shift keys.

The accent mark keys appear with white outlines. Depending on your keyboard, you

may not need to press any of the modifier keys to see the accent keys.

5Place the insertion point in your document where you want to type.

6Press the modifier key you pressed in step 4 (Shift, Option, Option-Shift, or none) and

press the key on your keyboard that is in the same place as the accent you see in the

Keyboard Viewer. Then release the modifier key and press the key for the character

you want to accent.

The accent key modifies the key you type next. For example, on a U.S. keyboard, to

make the é appear, press Option and E (the accent key), then press E (the key on

which you want that accent to appear).

To see keyboard layouts for other languages:

1Choose Apple > System Preferences and click International.

2Click Input Menu, then select the checkbox next to Keyboard Viewer.

3To see the character layout on keyboards used in different countries, select the On

checkbox next to the country's keyboard layout or input method.

Note: You must have fonts installed for the language you want to see in the Keyboard

Viewer.

4Choose Show Keyboard Viewer from the Input menu on the right side of the menu

bar (the one that looks like a flag or alphabetical character).

The Keyboard Viewer shows the characters for the keyboard layout or input method

selected in the Input menu. For example, if U.S. is chosen in the input menu, you see

the characters that appear on a U.S. keyboard in the Keyboard Viewer.

5To see the keyboard layout for a different country, choose its keyboard layout from the

Input menu.

To type special characters and symbols:

1Place the insertion point where you want the special character or symbol to appear.

2Choose Edit > Special Characters to open the Character Palette (or choose Characters

from the Action pop-up menu in the lower-left corner of the Font panel).

3Choose the type of characters you want to see from the View pop-up menu at the top

of the Character Palette.

Chapter 3 Formatting Text and Paragraphs 53

If you don't see the View menu, click the button in the upper-right corner of the

window to show the top portion of the window. Click this button again to hide the

top portion of the window.

4Click an item in the list on the left to see the characters that are available in each

category.

5Double-click the character or symbol on the right that you want to insert into your

document, or select the character and click Insert. If the character or symbol has

variations, they appear at the bottom of the window; double-click one to insert it in

your document.

You can also turn on smart quotes in your document, so that beginning and end

quotes are not identical.

To use smart quotes:

mChoose Pages > Preferences, and select the checkbox labeled “Use smart quotes.”

Select a character

category.

Choose the type of

character you want to see.

Select a symbol.

Double-click a symbol

to insert it in your

document.

54 Chapter 3 Formatting Text and Paragraphs

Advanced Typography Features

Some fonts, such as Zapfino and Hoefler, have advanced typography features, which

let you create different effects. If you are using a font that has different typography

effects available, you can change many of them in the Font submenu of the Format

menu. For example, you may be able to adjust the following:

ÂTracking: Place characters closer together or farther apart

ÂLigature: Use or leave out stylish flourishes between letters or at the end or

beginning of lines

ÂBaseline: Move text higher or lower than the text around it

ÂCapitalization: Convert all characters to capital or small capital letters

More advanced typography features are available in the Typography window.

To open the Typography window:

mIn the Font panel, choose Typography from the Action pop-up menu (in the lower-left

corner).

Setting Text Alignment and Spacing

To adjust horizontal text alignment in the main document body, use the Text

submenu of the Format menu. These menu commands align text in the following

ways:

ÂAlign Left: Begins each line of text against the left margin of a page or column, or

the left edge of an object

ÂCenter: Sets the center of each line of text at the center of a page, column, or

object

ÂAlign Right: Sets each line of text against the right margin of a page or column, or

the right edge of an object

ÂJustify: Spaces characters in each line so that the lines reach both the left and right

margins of a page or column, or edges of an object

To align body text left, center, right, or justified:

mChoose Format > Text > [Align Left, Center, Align Right, Justify].

Note: If you want to indent the first line of text in a paragraph, or learn how to undo

paragraph indenting, see “Setting Paragraph Indents” on page 61.

Chapter 3 Formatting Text and Paragraphs 55

Adjusting Text Alignment in Text Boxes, Table Cells, or Shapes

If you want to adjust the spacing between individual characters or lines, or if you want

to align text vertically within a text box, shape, or table cell, you must use the Text

Inspector, described below. The Text Inspector is also useful if you must frequently

change text alignment and spacing because you can keep it open on your screen as

you work.

Using the Text Inspector

In the Text pane of the Text Inspector, you can change the text color and alignment.

You can also adjust the spacing between individual text characters and lines.

Drag to adjust the amount of

space between text and the

inside borders of text boxes,

table cells, and shapes.

Click to change the color of

selected text.

The Text Inspector button.

Horizontal alignment

buttons: Click to align

selected text left, right, center,

or to the left and right.

Vertical alignment

buttons: Click to align text to

the top, center, or bottom of a

fixed text box, shape, or table

cell.

Character and line

spacing: Drag to adjust

character, line, and paragraph

spacing for selected text.

56 Chapter 3 Formatting Text and Paragraphs

To open the Text pane of the Text Inspector:

1Choose View > Show Inspector (or click Inspector in the toolbar).

2Click the Text Inspector button, and then click Text.

To align text left, center, right, or justified:

1Place the cursor in the paragraph you want to change, or select several paragraphs.

2Click the horizontal alignment buttons at the top of the Text Inspector.

You can align text in a fixed text box to the left, right, center, or justified (aligned to

both the right and left edges). Text in a fixed text box, table cell, or shape can also

“grow” from the top, center, or bottom of the text area.

To grow text from the top, center, or bottom of a text box, table cell, or shape:

1Select the text box, table cell, or shape you want to change.

2Click the vertical alignment buttons at the top of the Text Inspector.

To adjust the spacing between lines of text in a paragraph:

1Place the cursor in the paragraph you want to change, or select several paragraphs.

2In the Text Inspector, drag the Line slider to adjust the line spacing.

Dragging the slider to the left brings the selected lines closer together; dragging it to

the right moves them farther apart. You can also choose Single, Double, or Multiple

from the Line Spacing pop-up menu. Choosing Multiple lets you set line spacing

values between single and double, or greater than double.

To set precise point values for spacing between the lines of text in a paragraph:

1Place the cursor in the paragraph you want to change, or select multiple paragraphs.

2In the Text Inspector, choose a standard line spacing (Single, Double, Multiple), or At

Least or Between from the Line Spacing pop-up menu (beneath the Line field).

Click the text beneath the Line

Spacing field and choose a line

spacing option.

Chapter 3 Formatting Text and Paragraphs 57

ÂStandard line spacing: The space between lines is proportional to font size. Use this

when the relative distance between ascenders (parts of letters that extend to the

top of the line) and descenders (parts of letters that extend below the line) should

remain fixed.

ÂAt Least: The distance from one line to the next will never be less than the value

you set, but it may be larger for larger fonts in order to prevent overlapping text

lines. Use this when the distance between lines should remain fixed, but overlap is

not desired if the text should get large.

ÂBetween: The value you set is added to (or subtracted from) the font size. As font

size changes, the distance between lines changes, too. Use this to set a specific

distance between ascenders and descenders, regardless of font size.

3Type a point value in the Line field, or click the up or down arrows next to the field.

To adjust the amount of space before or after a paragraph:

1Place the cursor in the paragraph you want to change, or select several paragraphs.

2In the Text Inspector, drag the Before Paragraph or After Paragraph slider. You can also

type a specific amount (5 points, for example) in the text box.

Note: Spacing before a paragraph does not appear if the paragraph is the first one

following a layout break, or if it’s the first paragraph in a text box, shape, or table cell.

Spacing after a paragraph does not appear if it’s the last paragraph before a layout

break. To set spacing around text in boxes, shapes, and table cells, use the Inset

Margin control, described in “Formatting a Text Box or Shape” on page 69.

To adjust the amount of space between characters:

1Place the cursor in the word you want to change, or select a block of text.

2In the Text Inspector, drag the Character slider.

Dragging the slider to the left brings the letters closer together; dragging it to the

right moves them farther apart.

Setting Text Color in the Text Inspector

You can also use the Text pane of the Text Inspector to change text color. Changes

made to text color in the Text Inspector will override text color changes made in the

Font panel, and vice versa. (To read about the Font panel, see “Using the Font Panel to

Format Text” on page 48.)

58 Chapter 3 Formatting Text and Paragraphs

To change text color:

1Select the word or words you want to change.

2In the Text Inspector, click the color well.

3In the Colors window, select a color.

To read about using the Colors window, see “Using Color and Image Fills” on page 127

Setting Tab Stops to Align Text

If you want to add, delete, or change tab stops in the document body, or inside a fixed

text box, table cell, or shape, you can do this by using the Tabs pane of the Text

Inspector, or by manipulating the tab icons directly on the rulers. It may be quicker to

format a few tab stops by using the rulers, but if you want to create many precisely

placed tabs, the Text Inspector makes it easy. Both of these methods are described

below.

Note: Don’t use these instructions to set tab stops in an ordered list (outline). To learn

how you can modify the indentation levels for lists, see “Creating Bulleted or

Numbered Lists and Outlines” on page 62.

Setting Tab Stops Using the Rulers

Some text styles have default tabs already set. You can see the tab icons on the

horizontal ruler when you choose View > Show Rulers and select some text on a page.

You can place tab stops where you want them in the document body or in text boxes.

To set a new tab stop:

mClick the horizontal ruler where you want to set the tab stop.

To change the tabs:

1Select the text you want to adjust.

2On the horizontal ruler, drag the blue tab icons to change the location of the tab

stops.

Blue tab icons appear on

the horizontal ruler when

you select tabbed text

on a page.

Chapter 3 Formatting Text and Paragraphs 59

To change a tab to a different type:

mControl-click the tab icon and choose an option from the shortcut menu. Or double-

click the tab icon in the ruler repeatedly until the type of tab you want appears.

Here is a description of what each tab type does:

ÂLeft Tab: Aligns the left side of text with the tab stop

ÂCenter Tab: Places the center of text at the tab stop

ÂRight Tab: Aligns the right side of text with the tab stop

ÂDecimal Tab: For numbers, aligns the decimal point with the tab stop (You can set

a different text character to serve as the decimal tab character; see “Setting Tab

Stops Using the Text Inspector” below.)

To delete a tab from the ruler:

mDrag it off the ruler.

Setting Tab Stops Using the Text Inspector

Every document has built-in tab stops, usually spaced half an inch apart across the

page. In the Tabs pane of the Text Inspector, you can change the default tab spacing

or the decimal tab character for the entire document. You can also set additional tab

stops in any paragraph, or add a leader line, so that when you press the Tab key, a

dashed or dotted line extends across the tabbed distance. This is useful, for example,

for inserting dashed lines between a chapter title and its page number in a table of

contents.

To open the Tabs pane of the Text Inspector:

1Choose View > Show Inspector (or click Inspector in the toolbar).

2Click the Text Inspector button, and then click Tabs.

Choose from among

these tab types.

60 Chapter 3 Formatting Text and Paragraphs

To change how far apart tabs are by default:

mIn the Tabs pane of the Text Inspector, type a value in the Default Tabs field.

To create new tab stops:

1Place the insertion point in the paragraph (or on the first line) where you want to set

the tab stops.

2Click the Add (+) button in the bottom-left corner of the Tabs pane of the Text

Inspector. A tab stop setting appears in the Tab Stops column.

3To change tab spacing, double-click the tab stop in the column and type a new value.

4With the tab stop selected, select how you want text to align at the tab stop (Left,

Center, Right, or Decimal Alignment).

Set how far you want the

first line of each

paragraph to indent.

If you want to indent a

paragraph relative to the

page margins, specify how

far to indent it.

Add or remove tab stops

from the column.

Choose a leader line for

any tab stop selected in

the Tab Stops paragraph.

For a tab stop selected in

the Tab Stops column,

select how you want the

text to align.

Type a new character to

change the decimal tab

character.

Set the default distance

between tabs.

Chapter 3 Formatting Text and Paragraphs 61

5If you want to add a dashed or dotted line to the tab, choose a line style (or choose

None) from the Leader pop-up menu.

To use a different decimal tab character for the document:

mType a new character in the Decimal Tab Character field.

To delete a tab stop:

mSelect it in the Tab Stops column, and click the Delete (-) button.

Setting Paragraph Indents

Paragraphs can be formatted so that the first line is indented (or overhangs) as far as

you want. You can do this in the Tabs pane of the Text Inspector.

To set the first line indent (or overhang) for a paragraph:

1Select the paragraph or paragraphs you want to change.

2In the Tabs pane of the Text Inspector, type a value in the First Line field under

Paragraph Indents. If you want the first line to be indented relative to the second line

of text, the First Line value should be higher than the value in the Left field. If you

want the first line to overhang the left side of the paragraph margin, the value in the

First Line field should be lower than the value in the Left field.

You can set off a paragraph by assigning it different indents than the rest of the

document. This is useful, for instance, when including a long quote in your text. You

can do this by setting paragraph indents in the Tabs pane of the Text Inspector, or by

dragging the margin icons in the document ruler.

To set paragraph indents using the Tabs pane of the Text Inspector:

1Select the paragraph or paragraphs you want to change.

2Enter a value in the Left field under Paragraph Indents.

3Enter a value in the Right field under Paragraph Indents.

To change paragraph indents using the rulers:

1Choose View > Show Rulers.

2To change the right indent, drag the right indent icon (downward blue triangle on the

right side of the horizontal ruler) to the position where you want the right edge of the

body text to end.

62 Chapter 3 Formatting Text and Paragraphs

3To change the left margin, drag the left indent icon (downward blue triangle on the

left side of the ruler) to where you want the left edge of the body text to begin. To

change the left margin independently from the paragraph indent, hold down the

Option key as you drag.

4To change the first line indent, drag the first line indent (blue rectangle) to where you

want the first line to start. If you want the first line to remain flush with the left

margin, make sure the rectangle aligns with the left indent icon. If you want to create

a hanging indent, drag the rectangle to the left of the left indent icon.

Creating Bulleted or Numbered Lists and Outlines

Pages provides pre-formatted bullet and numbering styles for creating simple or

ordered lists (outlines).

Creating Bulleted or Numbered Lists

Bulleted and numbered lists are simple lists without nested hierarchies of information

like you would see in an outline.

To create a bulleted or numbered list:

1Place the cursor in the first line where you want to begin typing list text.

2Click List in the toolbar, and then choose the list style that you want to use.

First line indent Right indent

Left indent

Click to make list styles

appear in the Styles

drawer.

Select a list style to apply

it to selected text.

Chapter 3 Formatting Text and Paragraphs 63

You can also choose a list style in the Styles drawer. Choose View > Show Styles

Drawer, then select the list style you want. (If you don’t see list styles in the Styles

drawer, click the button in the lower-right corner of the drawer to make them appear.)

Each template may have different list styles. Most templates provide at least the

following list styles for simple bulleted or numbered lists:

ÂBullet: Provides basic, round bullets

ÂNumbered List: Uses Arabic numerals

3Type your text, pressing Return wherever you want to begin a new bulleted (or

numbered) line.

4To include subtext under a bulleted or numbered point, press Shift-Return (called a

line break) to start the next line without bulleting or numbering it. Press Return again

at the end of the line to return to a new bulleted or numbered line.

5When you are finished typing your list, click List in the toolbar and choose None, or

click None in the Styles drawer.

You can create your own list styles using other text or image bullets provided by

Pages, or using your own image as a bullet. Numbered lists can also have varied

numbering styles, or use letters instead. To learn about modifying or creating your

own list style, see “Modifying and Creating New List Styles” on page 83.

Creating Ordered Lists (Outlines)

Some list styles are formatted to create ordered lists (or outlines). For example, the

Harvard list style provides different numbering styles for each indent level in your list,

allowing you to create a hierarchy of information.

To create ordered lists (outlines), use the Harvard or Legal list styles.

To create an outline:

1Place the cursor in the first line where you want to begin typing list text.

2Click List in the toolbar, and then choose Harvard or Legal. You can also choose View >

Show Styles Drawer and select a style. (If you don’t see list styles in the Styles drawer,

click the button in the bottom-right corner of the Styles drawer. For more information,

see “Modifying and Creating New List Styles” on page 83.)

3To indent text to the next list indentation level, choose Format > Text > Increase List

Indent Level (or click the right Indent Level arrow button in the List tab of the Text

Inspector).

64 Chapter 3 Formatting Text and Paragraphs

4To return to the previous list indent level, choose Format > Text > Decrease List Indent

Level (or click the left Indent Level arrow in the List tab of the Text Inspector).

Note: To quickly indent selected text to a higher or lower indent level, you can use

keyboard shortcuts:

ÂCommand-right bracket (]): Increases the indent level of selected text

ÂCommand-left bracket ([): Decreases the indent level of selected text

You can also add the following buttons to the Pages toolbar:

ÂIncrease: Increases the indent level of selected text

ÂDecrease: Decreases the indent level of selected text

To learn about customizing the toolbar, see “The Toolbar” on page 22.

5To include subtext under an outline point, press Shift-Return to start the next line

without numbering it. Press Return again at the end of the line to start a new

numbered line.

Note: If you type regular body text paragraphs between outline points, or add or

delete text between outline points, and the numbering gets lost, select the text with

incorrect numbering, and then select “Continue from previous” in the Tabs pane of the

Text Inspector to make the numbering flow continuously. If you need discontinuous

numbering, select “Start at” and type the number where you want the numbering to

begin, and then press Return. For more information, see “Modifying and Creating New

List Styles” on page 83.

6To return to regular paragraph text at the end of your list, click List in the toolbar and

choose None, or select None in the Styles drawer. If the text insertion point is

indented, press Command-left bracket ([) to return to indent level 1, where you can

begin typing the regular paragraph text.

Chapter 3 Formatting Text and Paragraphs 65

Creating Callouts, Sidebars, and Highlighted Text

Callouts and sidebars are used to make text stand out from the main body of text in a

document. Pages offers at least three simple ways to create highlighted text:

ÂAdding text to text boxes

ÂAdding a background (or fill color) to paragraphs

ÂTyping text in shapes

You can also use table cells to hold callouts. To read about working with tables, see

Chapter 8, “Creating Tables.”

Adding Text Boxes

You can add text boxes to create rectangular blocks of text anywhere on your page.

You can format text inside a text box as you would any other text—changing colors,

adding shadows, applying styles, and so on.

Text boxes are created as “fixed” text boxes, which means they are anchored to a

position on the page. Body text on the page will flow around them.

To add a fixed text box:

1Click anywhere outside the text areas of your document so that the insertion point is

not visible.

2Choose Insert > Text (or click Objects in the toolbar, and then select Text). A text box

appears on the page.

3Press Command-Return to select the text box, and then drag it to position it where

you want on the page.

4Click inside the text box to place the insertion point and type to enter text. The text

box does not grow automatically if you enter too much text.

5Drag the selection handles to resize the text box and reveal any hidden text. (Or you

can create linked text boxes so that the overflow text flows continuously into another

text box. To read about linked text boxes, see “Linked Text Boxes” next.)

Note: To lock the text box to the page so it doesn’t accidentally get moved as you

work, choose Arrange > Lock.

To learn about changing the spacing between the text and the inside of the text box,

see “Formatting a Text Box or Shape” on page 69. To learn about changing the look of

a text box, see “Formatting a Text Box or Shape” on page 69.

66 Chapter 3 Formatting Text and Paragraphs

If you have copied some text from your document that you want to place inside a text

box, you can create one on the fly.

To create a text box with text copied from your document:

1Select the text you want, and then choose Edit > Copy.

2Click anywhere outside the text areas of the document, and then choose Edit > Paste.

A text box is created, which you can format the way you want.

Linked Text Boxes

If the text you type doesn’t fit in a fixed 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.

To make a linked text box:

1Create a fixed text box as described above (see “To add a fixed text box:” on page 65).

2Position and resize the text box as you want, and then type text in it.

When the text box is too full, press Command-Return to select it. A clipping indicator

appears at the bottom of the text box, indicating that the text extends beyond the

bottom of the box.

3Click the blue square on the right side of the box to create a linked text box.

An open blue square on the

left indicates there are no

text boxes linked before this

one.

A clipping indicator

shows the text extends

beyond the text box.

An open blue square on

the right indicates there

are no text boxes linked

after this one. Click it to

create a linked text box.

Chapter 3 Formatting Text and Paragraphs 67

The new text box has a solid blue square on its left side. This indicates that this text

box is linked to a previous one.

4Drag the text boxes to reposition 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.

To move linked text boxes:

1Select all of them, then choose Edit > Copy.

2Select the destination point and choose Edit > Paste.

Note: If you copy and paste a single linked box, you will create a single unlinked text

box, identical to the one you copied.

To select only the text in all the linked text boxes:

mSelect text in the first box, and then press Command-A.

Setting Paragraph Fill Colors

For some designs, it may be easier to highlight text by placing a paragraph fill color

behind the text. When you place a paragraph fill color behind text, the color extends

between the layout margins and moves with the text.

A filled blue square on

the right indicates this

text box is linked before

another one.

An open blue square

indicates this text box is

the last in this series.

A filled blue square on

the left indicates this text

box is linked to a

previous one.

68 Chapter 3 Formatting Text and Paragraphs

To place a paragraph fill color behind text:

1Select the paragraph or paragraphs to which you want to add the fill color.

2Choose View > Show Inspector (or click Inspector in the toolbar), click the Text

Inspector button, and then click More.

3In the More pane of the Text Inspector, select the Paragraph Fill checkbox to place a

fill color behind the text.

4Click the Fill color well and select a color in the Colors window (for information about

the Colors window, see “Using Color and Image Fills” on page 127).

Putting Text Inside a Shape

If you want to create callouts or sidebars that are not rectangular, you can place text

inside one of the drawn shapes provided by Pages. All shapes, except lines, can

contain text.

To add text to a shape:

1Place a shape where you want it on the page. (To learn about adding shapes, see

“Adding Simple Shapes, Tables, and Charts” on page 108.)

2Double-click the shape and type the text you want. If the text extends beyond the

border of the shape, a clipping indicator appears.

3To resize the shape, select it and drag the selection handles. (If the insertion point is

inside the shape, press Command-Return to get out of text editing mode and select

the shape.)

You can format the text within a shape, but you cannot link shapes.

Select to place a fill color

behind text.

Select a fill color.

The clipping indicator

shows the text extends

beyond the borders of a

shape.

Chapter 3 Formatting Text and Paragraphs 69

Formatting a Text Box or Shape

Use the Graphic Inspector to format borders, shadows, and opacity for text boxes or

shapes. For more information about setting object properties, see Chapter 7,

“Changing Object Properties.”

Use the Wrap Inspector to set how you want the text on the page to wrap around a

text box or shape. For more information about setting text wrapping around an

object, see “Wrapping Text Around an Object” on page 118.

You can format text boxes or rectangles in columns by selecting the text box or

rectangle and choosing the number of columns you want, just as you would format

columns in the document body. For more information about creating and formatting

columns, see “Creating Columns” on page 92. You can also place shapes, images, and

charts inside text boxes and shapes, and you can add tables inside text boxes. Objects

added inside text boxes and shapes can only be added as inline objects. To read

about adding in line objects, see “Working With Graphics” on page 105.

You can change the amount of space between text and the inside border of the text

box, shape, or table cell. This measurement is called the inset margin. The amount of

space you specify is applied equally around the text on all sides.

To set the spacing between text and the inside of a text box, shape, or table cell:

1Select the text box, shape, or table cell. (If the insertion point is inside the object,

Command-Return to get out of text editing mode and select the object.)

2Choose View > Show Inspector (or click Inspector in the toolbar), click the Text

Inspector button, and then click Text.

3In the Text pane of the Text Inspector, drag the Inset Margin slider to the right to

increase the space between text and the inside border of the object, or type a

number in the Inset Margin box and press Return.

Specify how much space

there is around text

inside a text box, shape,

or table cell.

4Working With Styles

This chapter explains how to apply paragraph,

character, and list styles to quickly and consistently

change the appearance of text. It also describes

how to modify existing styles, or create your own.

As you write and format your document, you may want to create different looks for

different types of text and paragraphs and use them consistently throughout your

document. For example, you may want to have all top-level headings use the same

font, color, and line spacing, or you may want all callout text or photo captions to

have the same look. Applying consistent styles is also important if you’re creating a

table of contents (to learn more about creating a table of contents, see “Generating a

Table of Contents” on page 102).

The simplest way to make sure that text styles are consistently used is to create styles,

which you can then apply to any text as you work. Templates include a variety of

styles that are suited to the type of document you are working in. The style names,

such as “Heading,” “Body,” or “Caption,” suggest where the style should be used. If you

are using a template, you can apply the preset styles where you need them.

72 Chapter 4 Working With Styles

When you import a document from Microsoft Word, any styles it contains are

imported into the Pages document and can then be used like any other styles created

within Pages.

About Paragraph, Character, and List Styles

Pages provides three different kinds of preformatted styles that you can apply to

text for different purposes.

ÂParagraph styles: These 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. If you want to create a table of

contents for your document, you need to use paragraph styles when creating

headings in your document. Most documents will use a greater variety of

paragraph styles than character or list styles.

ÂCharacter styles: You can apply a character style to any group of characters,

including individual words or groups of words, or letters within a paragraph.

Common examples of character styles are different colors or font sizes used to

emphasize individual words or phrases. Character styles can be applied to text

within a paragraph without changing its paragraph style.

ÂList styles: When you want to create simple lists or an outline, you can apply list

styles to your text. List styles automatically format your text with bullets or

numbering, depending on which kind of list style you choose. You can also

indent paragraphs as a block by changing their list indent level (see “Creating

Bulleted or Numbered Lists and Outlines” on page 62). Some list styles are very

basic, for simple lists; others, such as Harvard and Legal, allow you to create

outlines.

All three of these style types can be seen in the Styles drawer. For more

information about the Styles drawer, see “The Styles Drawer” on page 21.

Chapter 4 Working With Styles 73

Applying Styles

The easiest way to apply paragraph and list styles is to use the Style and List buttons

in the Pages toolbar. To apply character styles, use the Styles drawer.

You can add the Character button to the toolbar to make it possible to add or change

character styles from the Pages toolbar. To learn about customizing the toolbar, see

“The Toolbar” on page 22.

To apply a style to a paragraph:

mSelect the paragraph or paragraphs you want to change, or select an entire text box

or shape that contains text. Then do one of the following:

ÂClick the Style button in the toolbar and choose the style you want to apply.

ÂChoose View > Show Styles Drawer to open the Styles drawer (or click Style in the

toolbar and choose Show Styles Drawer). In the Styles drawer, select the style you

want to apply.

To apply a character style:

1Select the word or words you want to change.

2Choose View > Show Styles Drawer to open the Styles drawer (or click Style in the

toolbar and choose Show Styles Drawer).

3In the Styles drawer, select the character style you want to apply. If you don’t see

character styles, click the button in the bottom-right corner.

In the Styles drawer,

select the style you want

to apply.

74 Chapter 4 Working With Styles

You can add the Character button to the toolbar and use it to quickly change

character styles. To learn about customizing the toolbar, see “The Toolbar” on page 22.

To apply a list style:

1Place the cursor wherever you want to begin typing your list, and then do one of the

following:

ÂClick the List button in the toolbar and choose the style you want to apply.

ÂChoose View > Show Styles Drawer to open the Styles drawer (or click Style in the

toolbar and choose Show Styles Drawer). In the Styles drawer, select the list style

you want to apply. If you don’t see the list styles, click the button in the bottom-

right corner.

2Type your list, pressing Return to begin each new bulleted or numbered point.

Importing Styles From Another Pages Document

You can import styles that have already been defined in another Pages document

without importing the document’s content.

To import styles:

1Choose Format > Import Styles.

2Select the document that contains the styles you want to import, and click Open.

3Select 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.

4To replace styles in your document that have the same name as the styles you are

importing, select the “Replace duplicates” checkbox. Note that replacing a style will

affect any text that uses this style, even text within locked objects.

If an imported style has the same name as a style in the open document and you do

not select the “Replace duplicates” checkbox, a number is appended to the name of

the imported style. For example, if you copy a style called “Body” to a document that

already contains a “Body” style, the imported style will be named “Body 2.”

Click to show list styles.

Click to show character

styles.

Chapter 4 Working With Styles 75

5Click OK.

Imported styles will be available via the Style pop-up menu in the toolbar and the

Styles drawer of your document.

Style Overrides

When you make changes to individual text attributes—for example, using the font

command in the Format menu to apply italics to a paragraph of text formatted with

Body style—without selecting a new style, you have created a style override. That is,

the text remains formatted in its original style (Body), but you have applied changes

(italics) on top of the default style attributes. When you select text to which you have

applied style overrides, the arrow next to the style name in the Styles drawer is red.

(The arrow next to a paragraph style name also appears red if you have selected text

with a character or list style applied.)

Overrides can occur when you change the font, typeface, size, or color of text, or

apply the text formatting options in the Text submenu of the Format menu, in the

Font panel, or in the Text Inspector.

If you apply style overrides to some text and then change your mind, you can easily

return the text to the default attributes of the paragraph style.

To remove style overrides:

1Choose View > Show Styles Drawer (or click Style in the toolbar and choose Show

Styles Drawer).

2Select the text you want to change.

3In the Styles drawer, click the arrow to the right of the selected style and choose

Revert to Original Style (or double-click the style name). The selected text takes on the

default attributes of the selected style.

When the arrow next to

a style name is red, it

means that you have

applied changes to this

style in the selected text.

76 Chapter 4 Working With Styles

Finding and Replacing Styles

If you want to change the look of your document by changing all instances of a style

to a different one, you can find and replace the style throughout the document

without searching for specific text.

To find and replace a style:

1Choose View > Show Styles Drawer (or click Style in the toolbar and choose Show

Styles Drawer).

2In the Styles drawer, rest the pointer over the name of the style that you want to

replace and click the arrow to the right of its name.

3Choose Select All Uses of [style name]. All instances of the style are selected

throughout the document.

4Select the name of the style to which you want to change the selected text.

You can also modify a text style by copying the style from one instance of text, and

pasting it to some other text. This works for paragraph styles and character styles.

To copy and paste a paragraph or character style:

1Place the insertion point in a paragraph or word whose style you want to copy, and

then choose Format > Copy Paragraph Style or Copy Character Style.

2Place the insertion point in a paragraph or word you want to modify, and then choose

Format > Paste Paragraph Style or Paste Character Style.

The text takes on the new style, but its content is not altered.

If you frequently copy and paste styles, you can add the Copy Style and Paste Style

buttons to the toolbar. To learn about customizing the toolbar, see “The Toolbar” on

page 22.

Modifying and Creating New Paragraph Styles

A paragraph is any block of text followed by a Return character. For these blocks of

text—including headings, body text, footers, callout text, and so on—you can define

the appearance, tab spacing, margins, background color, page breaks, and more.

If you don’t find a paragraph style with exactly the look you want in the Pages

templates, you can modify an existing style, or create a new style.

Chapter 4 Working With Styles 77

To modify a paragraph style:

1Choose View > Show Styles Drawer (or click Style in the toolbar and choose Show

Styles Drawer). Select the paragraph style that most closely matches the style you

want to design, or select Free Form.

2Type some text and format it to look the way you want. (For information about

formatting the look of text, see “Formatting Text Size and Appearance” on page 47.)

3Set the text alignment, character and line spacing, and the spacing before and after

the paragraph in the Text pane of the Text Inspector. (For more information, see

“Setting Text Alignment and Spacing” on page 54.)

4If the paragraph style requires special tab stops, set them in the Tabs pane of the Text

Inspector. (For more information, see “Setting Tab Stops to Align Text” on page 58.)

5If 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.

6Click More in the Text Inspector to select more formatting options, as described

below:

Set the first line indent.

Set the right indent for

the paragraph.

Set the left indent for the

paragraph.

78 Chapter 4 Working With Styles

aFollowing Paragraph Style: If you want a particular paragraph style to always

follow the current style when you press the Return key, choose the style from the

pop-up menu. For example, you might create a photo caption style that should

always be followed by a byline style.

bPagination & Break: Select how the paragraph can break across pages. You can

specify that lines of this paragraph should always stay together on the same page,

should stay with the following paragraph, or can only appear at the top of a page.

The last two of these are particularly useful for heading styles. Select the checkbox

labeled “Prevent widow & orphan lines” to prevent leaving individual lines on the

following or previous pages.

Choose a paragraph style

to follow the current one

when you press Return.

Select options to determine

how the paragraph breaks

across pages.

Choose a language for the

spelling dictionary to use.

Add a background color

to the paragraph.

Remove automatic

hyphenation or ligatures, if

they are selected for the

document.

Set the text above or below

the surrounding text.

Chapter 4 Working With Styles 79

cLanguage: Choose a language from the pop-up menu to specify the language used

to spell-check this paragraph. If your document will include quotes or sections in

another language, you can specify a language for the spelling dictionary used in

those paragraphs. The spelling dictionary determines how words are spelled and

hyphenated.

dRemove hyphenation for paragraph: Select the checkbox if you want to turn off

automatic hyphenation for this paragraph style in a document that has automatic

hyphenation turned on. (To turn it on for the document, use the Document

Inspector. See page 89.)

eRemove ligatures: Select the checkbox if you don’t want to use ligatures in this

paragraph style in a document that has ligatures turned on. (To turn it on for the

document, use the Document Inspector. See page 89. If any text is selected when

you remove ligatures, it will be applied to the selected text as a style override, unless

you complete step 7, below.)

fBaseline Shift: Enter a number in the field. A negative number places the text lower

than the surrounding text. A positive number places the text higher than the

surrounding text. (If any text is selected when you set the baseline shift, it will be

applied to the selected text as a style override, unless you complete step 7, below.)

gParagraph Fill: Select the checkbox and click the color well to make a color

background appear behind the paragraph. For instance, you can create a heading

style that presents white text against a dark background. The color extends from the

left paragraph margin to the right.

7In the Styles drawer, click the arrow to the right of the paragraph style name, and

choose one of the following:

aRedefine Style From Selection: Redefines the existing paragraph style for the

whole document.

If you choose this, your formatting changes will apply to all other instances of this

style throughout the document. (But any character styles that have been applied

will not be affected.)

bCreate New Paragraph Style From Selection: This doesn’t alter the existing style,

but creates a new style based on the formatting choices you’ve made in the

previous steps.

If you select this, type a name for the new style, and then click OK.

80 Chapter 4 Working With Styles

To create a new paragraph style from scratch:

1Select a paragraph of text.

2Choose View > Show Styles Drawer (or click Style in the toolbar and choose Show

Styles Drawer). In the Styles drawer, select Free Form at the top of the Paragraph

Styles list.

3Format the selected paragraph text so that it looks the way you want. (To learn about

formatting text, see Chapter 3, “Formatting Text and Paragraphs.”)

4Click the Add (+) button at the bottom of the Styles drawer and choose Create New

Paragraph Style From Selection.

5Type a name for the new style.

6If you don’t want to apply the new style to the selected text, deselect the checkbox

labeled “Apply this new style on creation.”

7Click OK.

Styles you modify or create are available only in the document you’re working in. They

can be imported into other documents or templates. To learn how, see page 74.

Modifying and Creating New Character Styles

Character styles are formatting attributes that are applied to a set of text characters

(such as a word or a group of words or letters) without changing the style of the

entire paragraph. Character styles define the look of the text, including font, size,

color, character spacing, ligature usage, baseline shift, and language. If you can’t find a

character style that meets your needs, you can modify one of the existing character

styles or create a new one.

Click to create a style.

Chapter 4 Working With Styles 81

To modify a character style:

1Choose View > Show Styles Drawer (or click Style in the toolbar and choose Show

Styles Drawer), and select the character style that most closely matches the style you

want to design, or select None.

If character styles are not visible in the Styles drawer, click the button with the

underlined character in the bottom-right corner of the drawer.

2Type some text and select a font typeface and size. For more information, see “Using

the Font Panel to Format Text” on page 48.

3Set the text color. For information about changing the color of text, see “Setting Text

Color in the Text Inspector” on page 57.

4Set the character spacing. For more information about setting character spacing, see

“Setting Text Alignment and Spacing” on page 54.

5Set the baseline shift, ligature, and language in the More pane of the Text Inspector.

For more information, see “Modifying and Creating New Paragraph Styles” on page 76.

6In the Styles drawer, click the arrow to the right of the character style name, and select

one of the following:

aRedefine Style From Selection: Redefines the existing character style for the whole

document.

If you choose this, your formatting changes will apply to all other instances of this

style throughout the document.

bCreate 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 to show list styles.

Click to show character

styles.

82 Chapter 4 Working With Styles

To create a new character style from scratch:

1Select some text.

2Format the selected text so that it looks the way you want. You can set the font, text

size, text color, typeface (such as italic or bold), character spacing, and baseline shift.

(To learn about formatting text, see Chapter 3, “Formatting Text and Paragraphs.”)

3Click the Add (+) button at the bottom of the Styles drawer and choose Create New

Character Style From Selection from the pop-up menu.

4Type a name for the new style.

5If you want to include only some of the attributes you set in the new character style,

click the disclosure triangle below the Name field, and select the attributes you want.

6If you don’t want to apply the new style to the selected text, deselect the checkbox

labeled “Apply this new style on creation.”

7Click OK.

Click the disclosure

triangle to show

character attributes.

Click to select only those

attributes that override

the selected paragraph

style.

Select the attributes to

include in the new

character style.

Chapter 4 Working With Styles 83

Modifying and Creating New List Styles

List styles are used to create bulleted and numbered lists. You can also create ordered

lists (outlines) by using a tiered numbered list style, such as Harvard or Legal. If you

can’t find a list style that meets your needs, you can modify one of the existing list

styles, or create a new one.

Use the List pane of the Text Inspector to modify or create new list styles. The

Inspector allows you to choose different bullets or numbering styles (for example,

Arabic numerals versus Roman numerals). For bullets, you can choose from a variety

of text symbols or images supplied by Pages, or you can use an image of your own, or

have no visible bullet at all.

To open the List pane of the Text Inspector:

1Choose View > Show Inspector (or click the Inspector button in the toolbar).

2Click the Text Inspector button, and then click List.

Click to advance to the next

list indent level.

Adjust bullet size and

position relative to text.

Choose bullets or

numbering.

Select an image for image

bullets.

Adjust bullet indentation

relative to the first

paragraph indent.

Set the text indent level

relative to the bullets.

84 Chapter 4 Working With Styles

To modify a bulleted or numbered list style:

1Choose View > Show Styles Drawer (or click Style in the toolbar and choose Show

Styles Drawer), and select the bulleted or numbered list style that best matches the

one you want to design. (Be sure the insertion point is visible on the page in order to

select a list style.)

If the list styles are not visible in the Styles drawer, click the button with the bulleted

list at the bottom of the drawer.

2Choose one of the following bullet or numbering styles from the Bullets & Numbering

pop-up menu in the List pane of the Text Inspector:

ÂNo Bullet: Choose this if you don’t want visible bullets, but you want to be able to

specify the amount of indentation for levels in an ordered list.

ÂText Bullet: Choose this to use a text character as the bullet. You can select one

from the list or type your own characters in the text field. Some fonts provide

symbols that can be used as interesting bullets. To use them, open the Character

Palette (choose Format > Font > Show Fonts, then choose Characters from the

Action pop-up menu). Select the bullet symbol in the Text Inspector, and then

double-click the symbol of your choice in the Character Palette. Then press the

Return key.

ÂImage Bullet: Choose this to use one of the available image bullets provided by

Pages, and then select one in the list.

Click to show list styles.

Select a color for the text

bullet.

For text bullets, choose an

available character or type a

character in the text field.

Chapter 4 Working With Styles 85

ÂCustom 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.)

ÂNumber: Choose this to create a numbered list. You must also choose a numbering

style. You can choose Arabic or Roman numerals, or letters.

ÂTiered Numbers: To read about Tiered Numbers, see “To modify a tiered list style

for ordered lists:” on page 86.

3Format the bullets.

aTo increase or reduce the size of a bullet, type a number in the Size field. Selecting

the “Scale with text” checkbox maintains the image-to-text size ratio of the bullets

even if you later change to the font size.

bTo position the bullet symbol higher or lower relative to the text, type a number in

the Align box (or click the arrows).

cTo set how far the bullets are indented from the margin, type a number in the Bullet

Indent field. A higher number indents the list further to the right.

dTo set how far text is indented from the bullet, type a number in the Text Indent

field. A higher number indents the text further to the right.

For image bullets, select

one from the list.

For numbered lists, choose a

numbering style.

Restart numbering, or

continue with previous

numbering.

Adjust number indentation

relative to page margin.

86 Chapter 4 Working With Styles

4Choose View > Show Styles Drawer (or click Style in the toolbar and choose Show

Styles Drawer).

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 in the bottom of

the Styles drawer.) The triangle to the right of the style name is red, indicating that

you have applied overrides to the style by modifying it.

5Click the red arrow to the right of the selected style in the Styles drawer and choose

one of the following:

aRedefine Style From Selection: Redefines the existing list style for the entire

document.

If you choose this, your formatting changes will apply to all other instances of this

style throughout the document.

bCreate New List Style From Selection: This doesn’t alter the existing style, but

creates a new style based on your formatting choices.

If you select this, type a name for the new style, and then click OK.

To modify a tiered list style for ordered lists:

1Choose View > Show Styles Drawer (or click Style in the toolbar and choose Show

Styles Drawer), and select the ordered list (outline) style that best matches the one

you want to design. (Be sure the insertion point is visible on the page in order to

select a list style.)

2Choose Tiered Numbers from the Bullets & Numbering pop-up menu in the List pane

of the Text Inspector.

Click to show list styles.

Chapter 4 Working With Styles 87

3Choose the numbering or lettering style that you want from the second pop-up

menu.

4Click the right indent level arrow to advance to the second list indent level.

5Choose the numbering or lettering style that you want for the second list indent level.

6Repeat steps 4 and 5 until you have set numbering or lettering styles for up to nine

list indent levels.

7Choose View > Show Styles Drawer (or click Style in the toolbar and choose Show

Styles Drawer).

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 in the bottom-

right 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.

8Click the red arrow to the right of the list style name, and choose one of the following:

aRedefine Style From Selection: Redefines the existing list style for the entire

document.

If you choose this, your formatting changes will apply to all other instances of this

style throughout the document.

bCreate New List Style From Selection: This doesn’t alter the existing style, but

creates a new style based on your formatting choices in the previous steps.

If you choose this, type a name for the new style, and then click OK.

Click to advance to the

next list indent level.

Choose Tiered Numbers

to create an ordered list

style.

For each list indent level,

choose a numbering

style.

For each list indent level,

set how far you want to

indent the number and

its associated text.

88 Chapter 4 Working With Styles

To create a new list style from scratch:

1Select some text.

2Choose View > Show Inspector (or click Inspector in the toolbar), click Text to open

the Text Inspector, and then click List to open the List pane.

3Format the selected list text so that it looks the way you want. You can select a symbol

or image to use as a bullet, and a numbering style. Also, you can set the amount of

indentation for each list indent level, as described above.

4To use different bullet or numbering styles for different list indent levels, see the steps

for modifying an ordered list style, above.

5Click the Add (+) button at the bottom left of the Styles drawer and choose Create

New List Style From Selection from the pop-up menu.

6Type a name for the new style.

7If you don’t want to apply the new style to the selected text, deselect the checkbox

labeled “Apply new style on creation.”

8Click OK.

5Formatting a Document’s

Layout and Table of Contents

This chapter describes how to set up the overall

layout for your document, including margins,

column layouts, and section breaks, and how to

generate a table of contents and footnotes.

It’s a good idea to set up the document layout—including the page orientation and

size, page margins, background graphics (watermarks), and any odd/even-numbered

page differences—at the beginning. You make most of these settings in the

Document Inspector and the Layout Inspector.

To open the Document Inspector:

mChoose View > Show Inspector (or click Inspector in the toolbar), then click the

Document Inspector button.

90 Chapter 5 Formatting a Document’s Layout and Table of Contents

Formatting set in the Document Inspector applies to the entire document. If you

divide your document into sections (for example, chapters), you can apply different

formatting to different sections. You can also create a different first page, left page,

and right page layout for each section, or use different text column layouts in different

parts of the document. These settings are made in the Layout Inspector. To learn more

about creating sections in your document, see “Varying Document Formatting Using

Section Breaks” on page 99. To read about creating columns, see “Creating Columns”

on page 92.

The Document Inspector button

Use the TOC pane to set up

a table of contents for the

document. (See page 102.)

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. You can

set them separately for

documents with left- and

right-facing pages.

Choose a footnote style.

Use automatic hyphenation

throughout the document.

Use any available font

ligatures throughout the

document.

Chapter 5 Formatting a Document’s Layout and Table of Contents 91

Setting Page Orientation and Size

By default, most Pages templates are created for standard paper sizes, with the text

printed in portrait (vertical) orientation. If your document will require a different paper

size or you want to print it in landscape (horizontal) orientation, you should set the

paper size and orientation at the start. This way, as you work in your document, you

will have a clearer idea of what it’s going to look like.

If you start with a Blank document, it is in portrait orientation by default.

To set the page orientation and size:

1Choose File > Page Setup (or click Page Setup in the Document Inspector).

2Click a button in the Page Setup dialog to set the paper orientation.

3Choose a paper size from the Paper Size pop-up menu. If the paper size you want isn’t

available in the Paper Size pop-up menu, do the following:

aChoose Custom Paper Size from the Settings pop-up menu.

bClick New and type a name for the new paper size.

cSpecify the paper’s height and width in the Paper Size fields, and specify the

printable area margins you want to use in the Printer Margins fields.

dClick Save.

eChoose Page Attributes from the Settings pop-up menu.

fChoose the new paper size you named from the Paper Size pop-up menu, and then

click OK. It will be near the bottom of the list.

Landscape orientation

with the top of the page

on the left side of the

paper

Portrait orientation

(default for most

templates)

Landscape orientation

with the top of the page

on the right side of the

paper

92 Chapter 5 Formatting a Document’s Layout and Table of Contents

Setting Page Margins

The default margins for most of the Pages templates, including Blank, are set to one

inch from the left and right sides of the page, and one inch from the top and bottom.

This means that the body text of the document will not expand outside of these

margins.

To change the page margins:

mIn the Document pane of the Document Inspector, enter values in the Left, Right, Top,

and Bottom fields.

If you want to set different margins in different sections of your document, you must

use the Layout Inspector. To learn about setting layout margins, see “Varying Column

and Page Layout” on page 94.

If you are creating a document that will be bound, you may want your document

margins to take into account which side of the page will go into the binding (the

inside margin) and which will be the loose edge of each page (the outside margin). To

do this, you must create a document with left- and right-facing pages. To read about

this, see “Creating a Document with Left- and Right-Facing Pages” on page 96.

Creating Columns

In Pages, you can vary the design on different pages of your document by creating

layouts, separated by layout breaks. A layout is part of a document in which you have

defined layout margins and columns. You can have multiple layouts in a section of

your document, or even on a single page.

You can lay out text in up to ten columns, adjusting relative column size and the

spacing between columns.

To create one to four columns of equal width:

mClick Columns in the toolbar and select the number of columns you want, up to four.

If the Columns button isn’t in the toolbar, or if you want more than four columns, you

must use the Layout Inspector. You must also use the Layout Inspector if you want to

make columns with unequal widths.

Chapter 5 Formatting a Document’s Layout and Table of Contents 93

To create more than four columns:

1Choose View > Show Inspector (or click Inspector in the toolbar) and then click the

Layout Inspector button.

2Click Layout in the Layout Inspector.

3Type the number of columns you want in the Columns field. By default, the columns

have equal widths.

4To resize the columns:

aSelect the checkbox labeled “Equal column width”.

bSelect a column or gutter width in the table and type a new value, using the units of

the document rulers.

Once you have created the number of columns you want, you can resize them on the

fly using the document rulers, rather than entering column and gutter width values in

the Layout Inspector.

The Layout Inspector

button

Select a column or gutter

width and type a new

value.

Set the space between the

current layout and the

preceding and following

layouts.

Deselect to set unequal

column widths.

Set the number of

columns.

Start the current layout at

the top of a page.

Set the margins for the

current layout.

94 Chapter 5 Formatting a Document’s Layout and Table of Contents

To adjust column widths using the rulers:

mDrag the left or right edges of the gray gutter areas just below the horizontal ruler.

Varying Column and Page Layout

You can use column and layout breaks to create different text layouts on a page.

Column breaks end the text flow in one column (leaving the rest of the column blank)

and continue it in the next. Layout breaks end one layout and start a new one with a

different number of columns, different column margins, or blank space before or after

the layout.

Using column breaks or layout breaks does not affect the headers, footers, page

numbering, or other formatting features specific to the document or section. (To read

about section formatting features, see “Varying Document Formatting Using Section

Breaks” on page 99.)

You can apply the formatting features described here to both single-column layouts

and multi-column layouts.

To create a column break:

1Place the cursor after the word where you want to end the text flow.

2Choose Insert > Column Break.

The text breaks where your cursor was inserted and continues in the next text

column. If you insert a column break in a single-column layout, the text continues at

the top of the next page.

When you show invisible formatting characters in your document, a column break

symbol appears like this:

The white areas below the

ruler denote the text area

within columns.

The gray areas denote

the column gutters.

Chapter 5 Formatting a Document’s Layout and Table of Contents 95

To change the number of columns:

1Place the insertion point after the word where you want to end the current number of

columns and change to a new layout.

2Choose Insert > Layout Break.

A layout break is inserted and the insertion point is moved to the top of the next

layout. When you show invisibles in your document, a layout break symbol appears

like this:

3Set the number of columns you want, and format them, in the Layout pane of the

Layout Inspector.

To change the layout margins of columns:

1Choose View > Show Inspector (or click Inspector in the toolbar) and then click the

Layout Inspector button.

2Click Layout in the Layout Inspector.

3To change the outside margins of the column layout, enter values in the Left and

Right fields under Layout Margins.

4To create space above and below the current column layout, enter values in the

Before and After fields under Layout Margins.

Note: The new margins cannot extend outside the page margins set for the

document.

To move a layout to the top of a page:

mSelect the checkbox labeled “Layout starts on new page” in the Layout pane of the

Layout Inspector.

96 Chapter 5 Formatting a Document’s Layout and Table of Contents

Creating a Document with Left- and Right-Facing Pages

If you intend to print a document double-sided and bind it, it will have left- and

right-facing pages. In this case you may want to vary the margins and layout on left

and right pages. For instance, you may want the margins that go into the binding to

be wider than the outside margins (as in this book, for example), or you may want to

place page numbers on the outer corners of each page. To do this, you need to tell

Pages that this document has facing pages.

To create different margins for left- and right-facing pages:

1Choose View > Show Inspector (or click Inspector in the toolbar), then click the

Document Inspector button.

2Click Document.

3Select the checkbox labeled Facing Pages.

To learn about other document formatting options that are available by using facing

pages, see “Varying Document Formatting Using Section Breaks” on page 99.

Adding Headers and Footers, Page Numbers, and

Footnotes

Pages has tools that make it easy to add identifying text on every page, as well as to

automatically insert and format footnotes.

Select to set the margins

for left- and right-facing

pages independently.

Type a value for the

margin on the outside

edges of the pages.

Type a value for the

margin that will go into

the binding.

Chapter 5 Formatting a Document’s Layout and Table of Contents 97

Headers and Footers

Headers and footers appear at the top and bottom margins of a document. Usually,

they identify the document, author, page number, and so on.

To add a header or footer to your document:

1Choose View > Show Layout. You see the header and footer areas at the top and

bottom of the page.

2Place the insertion point in the header or footer and type, formatting the text as you

would regular text. (For information about formatting text, see “Formatting Text Size

and Appearance” on page 47.)

Whatever you type in a header or footer is repeated on every page. If you want to

change the header and footer text in different sections of your document, see

“Varying Document Formatting Using Section Breaks” on page 99. To automatically

generate the correct page number on each page, use formatted text fields, described

next.

Using Formatted Text Fields for the Page Numbers, Date, and

Time

Formatted text fields allow you to insert text that can be automatically updated. For

instance, inserting the date field shows the current date whenever you open the

document. Similarly, page number fields keep track of page numbers as you add or

delete pages. Pages provides formatted text fields for date, page number, and page

count—the total number of pages in the document. This is useful, for example, if you

want to label your pages “page 1 of 4.”

To add page numbers:

mPlace the insertion point where you want the page number to appear, and then

choose Insert > Page Number.

To add the page count:

mPlace the insertion point where you want the page count to appear, and then choose

Insert > Page Count.

To add and format the date and time:

1Place the insertion point where you want the date and time to appear, and then

choose Insert > Date & Time.

2Select a date and time format in the dialog.

98 Chapter 5 Formatting a Document’s Layout and Table of Contents

3If you want the document to always show the current date and time, select the

checkbox labeled “Automatically update the date and time when the document is

opened.”

4Click Insert.

To edit the date and time format that’s already been inserted:

mControl-click the date and time text, and choose Edit Date & Time from the shortcut

menu. Select a new format in the dialog, and click Change.

Adding Footnotes

When you mark items to be footnoted, Pages automatically generates and formats

footnotes that appear at the bottom of the page. You can choose Arabic (1, 2, 3) or

Roman (i, ii, iii) numeral styles. You can also number footnotes continuously through

the document, or restart numbering for each document section or page.

To add a footnote:

1Place the insertion point at the end of the word where you want the footnote number

to appear.

2Choose Insert > Footnote.

A footnote number appears and the insertion point moves to the corresponding

footnote field at the bottom of the page.

3Type the footnote information.

You can format footnote text and footnote numbers independently of each other.

However, whichever footnote style you choose (Arabic or Roman numerals), it will be

the same throughout the document.

To select Arabic or Roman numerals for all footnotes:

1Choose View > Show Inspector (or click Inspector in the toolbar), and then click the

Document Inspector button. Then click Document.

2Choose “1,2,3” or “i, ii, ii” from the Format pop-up menu.

To restart footnote numbering:

mChoose Restart Each Page or Restart Each Section from the Numbering pop-up in the

Document pane of the Document Inspector. (To learn about dividing your document

into sections, see “Varying Document Formatting Using Section Breaks” on page 99.)

Chapter 5 Formatting a Document’s Layout and Table of Contents 99

To format footnote text and numbers:

mSelect the text and format it as you would any text using the Font panel, the Text

Inspector, and the Styles drawer. For more information about how to format text, see

Chapter 3, “Formatting Text and Paragraphs.”

Varying Document Formatting Using Section Breaks

Use section breaks in your document wherever you want to separate your document

into sections with different layouts, numbering, or other document formatting. You

can use section breaks to make the following formatting elements different from one

part of your document to the next:

ÂHeaders

ÂFooters

ÂPage numbering

ÂMaster objects (repeated background images)

To create a section break:

mChoose Insert > Section Break.

When you show invisibles in your document, you’ll see a section break symbol that

looks like this:

When you insert a section break, the new document section automatically “inherits”

all of the formatting and layout attributes of the previous section. To change these

attributes, use the Layout Inspector to set up new page numbering, headers and

footers, and margins.

Once you create a section break, changes made to the master objects, headers,

footers, or page numbering, will apply only to the section in which you make the

changes.

To make headers and footers different in one section of a document:

1Place the insertion point in the document section you want to change.

2Choose View > Show Inspector (or click Inspector in the toolbar), and then click the

Layout Inspector button.

100 Chapter 5 Formatting a Document’s Layout and Table of Contents

3Click Section.

4Deselect the checkbox labeled “Use previous headers and footers.”

5Type the new header or footer in the header or footer area of your document.

To restart page numbering in a document section:

mSelect the button labeled “Start at” in the Section pane of the Document Inspector,

and then enter the number of the first page of the section.

To set up different first pages, or left- and right-facing pages, for a document

section:

1To make the headers and footers on the first page unique, select the checkbox

labeled “First page is different” in the Section pane of the Layout Inspector, and then

change headers and footers.

2To put different headers and footers on alternate pages, do the following:

aSelect the checkbox labeled “Left and right pages are different” in the Section pane

of the Layout Inspector.

bIf you want the first page of the section to always start on the left- or right-facing

page, choose Left Page or Right Page from the “Section starts on” pop-up menu.

Otherwise, choose Any Page.

Make page numbering

continuous with the

previous section or enter

a number to start

renumbering pages.

Make headers and

footers different on the

first page or alternate

pages, or continue from

the previous section.

Make the new section

begin on a left- or right-

facing page.

Chapter 5 Formatting a Document’s Layout and Table of Contents 101

Adding a Repeated Background Image

You may want to add watermarks, logos, or other background images that appear in

the same spot on every page of your document. These repeated graphics are called

master objects.

Important: Master objects may not appear on every page, depending on whether

your document is divided into sections and which settings you have selected in the

Section pane of the Layout Inspector. If you want to have different master objects for

different parts of your document, you can divide your document into sections.

To add a master object:

1Click outside the text flow of your document so that the insertion point is not visible.

2Add a graphic object. You can add an imported image, drawn shape, table, chart, or

text box. To learn about how to add a graphic, see Chapter 6, “Working With Graphics

and Other Media.” Be sure the graphic is a “fixed object” (is not placed in line with the

text flow).

3Position the graphic wherever you want it on the page.

4Choose Format > Advanced > Move Object to Section Master. The selection handles

disappear from the object, so you can no longer select it.

To edit or move a master object, you must first make master objects selectable for the

entire document. Master objects look different from other objects because they have

blue selection handles.

To make master objects selectable:

mChoose Format > Advanced > Make Master Objects Selectable.

Master objects have blue

selection handles.

102 Chapter 5 Formatting a Document’s Layout and Table of Contents

Generating a Table of Contents

Pages can automatically generate a table of contents for your document. In order to

create a table of contents, you need to use consistently styled text for the headings in

your document. To learn about styled text, see Chapter 4, “Working With Styles.”

To create and update a table of contents:

1Choose View > Show Inspector (or click Inspector in the toolbar), and then click the

Document Inspector button.

2Click TOC.

3Select 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 sub-headings.

Note: If the styles you select are not used anywhere in the document, you will see a

message that your table of contents is empty when you create the table of contents. If

you select styles that are used for a large amount of text in the document, your table

of contents will be too full. Take care to select the styles that denote topic headings,

captions, or other items you want listed in a table of contents.

4In the #’s column, select the checkboxes of those styles whose entries you want to

have an associated page number.

Click to update the table of

contents after making

changes to your

document.

Select the checkbox in the

#’s column if you want

page numbers to appear

with each entry.

Select the paragraph styles

whose text you want to

appear in the table of

contents.

Chapter 5 Formatting a Document’s Layout and Table of Contents 103

5Place the insertion point at the beginning of the line where you want the table of

contents to appear, and then choose Insert > Table of Contents.

Note: Each table of contents you create lists only the content that follows it, up until

the next table of contents. If you want a master table of contents for the entire

document, it must be the only table of contents, and it must be at the beginning of

the document.

To update the TOC after editing a document:

mClick any entry in the table of contents, or click Update Now in the TOC pane of the

Document Inspector.

Styling a Table of Contents

You can change the look of text in the table of contents as you would any other text.

You can also add a leader line between the TOC entry and its associated page number.

To style the table of contents, create new TOC styles, as described below.

To change the look of a table of contents entry:

1Select the entry type that you want to change (for example, all the entries based on

first-level headings). All the entries of the same type are automatically selected. They

cannot be individually selected.

2Chose View > Show Styles Drawer (or click Style in the toolbar and choose Show

Styles Drawer). 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.

Click the arrow and choose

whether to redefine the

selected style, create a new

style, or just rename it.

When a table of contents

entry is selected, the Styles

drawer displays table of

contents styles.

104 Chapter 5 Formatting a Document’s Layout and Table of Contents

3To edit the look of the entry text, do the following:

aUse the Font panel, the Text Inspector, and the Colors window to change the look of

the text as you would style any paragraph text. To learn about changing the look of

text, see Chapter 3, “Formatting Text and Paragraphs.”

bTo create leader lines from an entry to its associated page number, select the TOC

entry, click the tab in the Tab Stops column in the Tabs pane of the Text Inspector,

and then choose a line style from the Leader pop-up menu.

cTo change the style in the Styles drawer to match the entry, click the arrow to the

right of the style name and choose Redefine Style From Selection.

dTo create a new TOC style, click the arrow to the right of the style name and choose

Create New TOC Style From Selection, and then type a name for the new style.

4To rename the style in the Styles drawer to match the entry, click the arrow next to

the style name and choose Rename Style. Type a new name for the style.

5To add a new style, click the Add (+) button at the bottom-left corner of the Styles

drawer, choose Create New TOC Style From Selection, and then type a name for the

new style. Select “Apply this new style on creation” if you want it to be applied

immediately to the selected text.

105

6Working With Graphics

and Other Media

This chapter describes how to add and modify

various media in your documents.

There are several types of graphics and other media you can include in Pages

documents, including images (like photographs or PDF files), simple drawn shapes,

tables, and charts. For documents that will be viewed onscreen, you can also add

movies and sound.

Working With Graphics

Pages accepts all QuickTime-supported formats, including the following graphic file

types:

ÂTIFF

ÂGIF

ÂJPEG

ÂPDF

ÂPSD

ÂEPS

ÂPICT

In addition, Pages provides the tools to create basic shapes like triangles, rectangles,

and arrows, as well as versatile tables and charts. For more information about placing

simple shapes, tables, and charts, see “Adding Simple Shapes, Tables, and Charts” on

page 108.

Fixed Objects Versus Inline Objects

It’s important to remember that there are two ways to place objects in a Pages

document: in line or fixed.

106 Chapter 6 Working With Graphics and Other Media

About Inline Objects

Inline objects are embedded in the text flow. If you type more text above them,

they are pushed along as the text grows. The selection handles on the top of inline

objects are inactive. You cannot drag these handles to resize the object; you can

only resize it by dragging the active handles.

For inline objects, an anchor icon is also visible within the object’s container when

it’s selected.

If you are placing a graphic or shape inside of another shape, text box, or table cell,

it can only be placed in line with the text. Inline images are automatically resized to

fit within the layout margins of the document. To move an inline object to a

different position within the text, select it and drag it until you see the insertion

point appear where you want to drop it.

The top selection

handles are inactive for

inline objects.

Drag the active selection

handles down or to the

right to resize.

A close-up view of

inactive selection handle

(top) and active selection

handle (bottom).

Anchor icon

Chapter 6 Working With Graphics and Other Media 107

You can convert objects from inline to fixed, and vice versa. To learn how, see

“Converting Between Fixed and Inline Objects” on page 110.

Text wraps differently around fixed and inline objects. To learn about text wrapping,

see “Wrapping Text Around an Object” on page 118.

Adding Fixed and Inline Objects

Whether you are bringing graphics into your Pages document from an external

source, or creating a shape, table, graph, or text box within Pages, you can place the

graphics in one of the two ways described above: fixed on the page or in line with

the text. The sections below describe in detail how to accomplish each of these tasks.

Importing a Graphic or Media File

Imported media files can include images, PDF files, QuickTime movies, or Flash

animations.

To add an imported file in line with the text, do one of the following:

mDrag the image from the Finder or Media Browser to the document window until you

see the insertion point at the place where you want the image to appear. A thin blue

outline also appears around the text area, indicating that the graphic will be dropped

in line. Release the image when you have placed it where you want it.

About Fixed Objects

Fixed objects are anchored to a position on a page within a document section.

Typing more text on the page does not affect the position of a fixed object, but you

can drag it to reposition it wherever you want, or resize it.

Drag any of the selection

handles to reposition or

resize fixed objects.

108 Chapter 6 Working With Graphics and Other Media

mPlace the insertion point wherever you want the image to appear, choose Insert >

Choose, and then select the file and click Insert.

To add an imported file as a fixed object, do one of the following:

mDrag the file from the Finder or Media Browser to the document window to bring it

into the document, staying outside of the main body text area. Then drag the file to

position it where you want it.

mClick outside the text areas in the document so that no insertion point is visible, and

then choose Insert > Choose. Select the file and click Insert.

Imported images can be resized and rotated to change their appearance on a page.

Fixed images can also be cropped (masked). You can also layer graphics, adjust their

opacity, and add shadows to create interesting visual effects. For more information

about working with graphics, see the relevant sections in this chapter. To learn about

adjusting shadow properties and opacity, see Chapter 7, “Changing Object Properties.”

Adding Simple Shapes, Tables, and Charts

Pages supplies tools to build tables and charts within the document. Pages also lets

you draw basic shapes (rectangles, circles, triangles, arrows, and so on) that you can

use as simple graphics in your document.

Drag the image to a

position inside the text

area (indicated by the

thin blue border).

The image is placed at

the insertion point when

you release it.

Drag the image icon to a

position outside the text

area. A thick blue border

appears around the

edges of the page.

Chapter 6 Working With Graphics and Other Media 109

To add a shape, table, or chart inline with the text:

1Place the insertion point wherever you want the object to appear in the text flow.

2Select the object you want to add:

ÂFor shapes, choose Insert > Shape > [shape type] (or click Objects in the toolbar and

choose a shape).

ÂFor tables, choose Insert > Table (or click Objects in the toolbar and choose Table).

ÂFor charts, choose Insert > Chart (or click Objects in the toolbar and choose Chart),

and then select a chart type in the Chart Inspector.

To place a fixed text box, shape, table, or chart:

1Click anywhere outside the text areas of the document so that no insertion point is

visible.

2Select the object you want to add:

ÂFor text boxes, choose Insert > Text (or click Objects in the toolbar and choose Text).

ÂFor shapes, choose Insert > Shape > [shape type] (or click Objects in the toolbar and

choose a shape).

ÂFor tables, choose Insert > Table (or click Objects in the toolbar and choose Table).

ÂFor charts, choose Insert > Chart (or click Objects in the toolbar and choose Chart),

and then select a chart type in the Chart Inspector.

A text box, shape, table, or chart appears on the page.

3Drag the object to wherever you want it to appear on the page.

Note: You can also Option-click the Objects button in the toolbar. Release the Option

key, and then choose a shape, Text, Table, or Chart. Drag the crosshair pointer across

the document window to draw the object wherever you want it. This produces a fixed

object.

You can modify the colors, opacity, outline, and shadows of shapes and text boxes

using the Graphic Inspector. For more information about setting a shape’s attributes,

see Chapter 7, “Changing Object Properties.” To learn about adding text inside a shape,

see “Putting Text Inside a Shape” on page 68.

You can change the number of rows and columns in a table, and change the table’s

design and formatting, using the Table Inspector. For more information about

designing tables, see Chapter 8, “Creating Tables.”

110 Chapter 6 Working With Graphics and Other Media

You add data to your chart using the Chart Data Editor. You can change the chart

style, axes, labels, and other attributes using the Chart Inspector. For more information

about creating charts, see Chapter 9, “Creating Charts.”

Converting Between Fixed and Inline Objects

An image that has been imported in line with text can be easily turned into an object

that’s fixed on the page, and vice versa. To convert between fixed and inline objects,

use the Wrap Inspector.

To convert between fixed and inline objects:

1Choose View > Show Inspector (or click Inspector in the toolbar), and then click the

Wrap Inspector button.

2Select the object you want to convert in the document, then do one of the following:

aTo make the object inline, select “Moves with text” in the Wrap Inspector.

bTo make the object fixed, select “Fixed on page” in the Wrap Inspector.

To change the way text wraps around the object, use the wrap controls in the Wrap

Inspector. For more information about text wrapping, see “Wrapping Text Around an

Object” on page 118.

Using PDF Files as Graphics

If you intend to greatly enlarge or reduce a graphic’s dimensions, consider converting

it to a PDF file before bringing it into Pages. PDF files don’t lose their crispness when

they are significantly resized. Other file types may not retain their clarity as well when

they are enlarged or reduced.

PDF files also provide a great way to move tabular data from Excel or AppleWorks

documents into Pages. If you have extensively formatted tables in Excel or an

AppleWorks spreadsheet that you want to display in your document, you can save the

spreadsheet as a PDF file and then place that PDF file on a page as you would any

other external graphic file.

To convert an Excel or AppleWorks file to a PDF file:

1In your Excel or AppleWorks spreadsheet, select the table range you want to display in

your document.

2Choose File > Print.

Chapter 6 Working With Graphics and Other Media 111

3In the Print dialog, choose Output Options from the Copies & Pages pop-up menu.

4Select the “Save as File” checkbox.

5Choose PDF from the Format pop-up menu.

6Click Save As PDF.

7In the Save dialog, type a name for the PDF file and select a location, then click Save.

Cropping (Masking) Fixed Images

You can crop images without actually changing the image files by masking parts of

them. This allows you to import full images but display only part of them within the

document. You can still reposition and resize images that have been masked.

To crop an image:

1Import the file you want to mask. The image must be placed as a fixed object (for

more information, see “Fixed Objects Versus Inline Objects” on page 105).

2Select the object and choose Format > Mask. A mask appears over the image with a

resizable “window” in the center.

3Drag the window to center it over the part of the image you want to feature. Drag its

selection handles to resize it.

ÂTo constrain the window’s proportions, hold down the Shift key as you drag the

selection handles.

ÂTo rotate the window, hold down the Command key as you drag the selection

handles. (To learn more about manipulating objects using the selection handles, see

“Selecting, Dragging, and Resizing Objects” on page 115.)

112 Chapter 6 Working With Graphics and Other Media

4Double-click the window to make the masked area invisible. The masked image has a

dotted line around its visible borders.

5Drag the selection handles to resize or rotate the visible portion of the image, or drag

the entire image to reposition it on the page. The visible part of the image can also be

converted to an inline image by selecting “Moves with text” in the Wrap Inspector (see

“Adding Fixed and Inline Objects” on page 107 for more information).

Drag the selection

handles to resize the

visible portion of the

image.

Drag the selection

handles to resize or

rotate the visible portion

of the image.

Chapter 6 Working With Graphics and Other Media 113

To change the area you want shown of a masked image:

1Double-click the masked image.

2Click the dotted border of the resizable window to select it.

3Drag the selection handles to resize or rotate the visible portion of the image, or drag

the window to feature a different part of the image.

To unmask an image:

mMake the image a fixed object, select it, and then choose Format > Unmask. The full

image becomes visible again.

If you frequently mask images, you can add the Mask button to the toolbar to work

more efficiently. To learn about customizing the toolbar, see “The Toolbar” on page 22.

Using the Media Browser

Images in your iPhoto library, music in your iTunes library, and movies in your Movies

folder are easily accessible using the Media Browser. You can drag images, music, and

movies directly from the Media Browser to your document or to an image well in one

of the inspectors.

To add an image from iPhoto:

1Choose View > Show Media Browser (or click Media in the toolbar).

2Choose iPhoto from the Media Browser pop-up menu and select the album you want.

3Drag an image thumbnail directly to the Pages document window to place the image

in line with text or fixed on the page, or drag it to an image well in the Text inspector

or Graphic Inspector to use it as an image fill or a custom bullet image (see “Using

Color and Image Fills” on page 127 and “Modifying and Creating New List Styles” on

page 83 for more information).

114 Chapter 6 Working With Graphics and Other Media

To add music from iTunes:

1Choose iTunes from the Media Browser pop-up menu, and select the playlist you

want.

2Drag a sound file to the document window.

To add a movie:

1Choose Movies from the Media Browser pop-up menu.

2Drag a movie thumbnail directly to the document window.

Note: To see your movies listed in the Movies pane of the Media Browser, you must

place them in the Movies folder in the Finder.

Resizing, Moving, and Layering Text or Graphic Objects

Once text and graphics are on the page, they behave very much the same. They can

be moved in front or in back of one another, and formatted or manipulated in similar

ways.

Select the album where

your picture is located.

Choose iPhoto, iTunes, or

Movies.

Drag a thumbnail to the

document window or to

an image well in one of

the inspectors.

Search for a file by name.

Chapter 6 Working With Graphics and Other Media 115

Selecting, Dragging, and Resizing Objects

Use the selection handles to quickly resize objects. To constrain an object’s

proportions or set precise values for its size and location, use the Metrics Inspector. To

learn about using the Metrics Inspector for precise object manipulation, see

“Changing the Orientation” on page 136, and “Adjusting Size and Position of Objects”

on page 137.

To move a fixed object:

mClick the object to select it (the selection handles appear), and then drag it.

Avoid dragging the object by the selection handles because you may inadvertently

resize the object.

To move an inline object, do one of the following:

ÂClick the object to select it, and then drag it until the insertion point appears where

you want the object in the text.

ÂSelect the object and choose Edit > Cut. Place the insertion point where you want

the object to appear, and then choose Edit > Paste.

To resize an object:

1Click the object to select it.

If text is selected inside the object, you can select the whole object by pressing

Command-Return.

2Move the pointer close to a selection handle until it changes to a double-headed

arrow. For inline objects, only the bottom and right or left corner selection handles

can be used to resize it.

3Drag a selection handle to expand or shrink the object.

ÂTo resize the object from its center, press the Option key as you drag.

ÂTo constrain the object’s proportions as it expands or shrinks, press the Shift key as

you drag.

To rotate an object:

1Select the object.

2Hold down the Command key and move the pointer toward an active selection

handle until it changes to a curved, double-headed arrow.

3Drag a selection handle to rotate the object.

116 Chapter 6 Working With Graphics and Other Media

To flip objects horizontally or vertically:

mSelect the object, and then choose Arrange > Flip Horizontally or Flip Vertically.

If you frequently flip objects, you can add the Flip Vertical and Flip Horizontal buttons

to the toolbar. To learn about customizing the toolbar, see “The Toolbar” on page 22.

To move a fixed object in front or in back of text or another object on the page:

1Select the object you want to move.

2Choose Arrange > Bring Forward or Send Backward.

3Repeat step 2 until the object is in the desired layer.

4To move an object to the very top or bottom of the stack, choose Arrange > Bring to

Front or Send to Back.

If you frequently layer objects on the page, you can add the Front, Back, Forward, and

Backward buttons to the toolbar to work more efficiently. To learn about customizing

the toolbar, see “The Toolbar” on page 22.

To select a fixed object that’s behind text:

mPlace the pointer outside the text area and drag across the page until the object’s

selection handles appear.

Note: If clicking an object doesn’t select it, or if it has blue selection handles, it’s a

master object. To read about master objects, see “Placing Master Objects” on

page 178.

To select all objects in a document:

ÂTo select all the fixed objects in a document (excluding objects on the section

master), click outside the text area and press Command-A.

ÂTo select all inline objects and text in a text area, place the insertion point in the text

area and press Command-A.

Chapter 6 Working With Graphics and Other Media 117

Grouping and Locking Fixed Objects

You can group fixed objects together so that they can be moved, copied, and oriented

as a single object (a group of objects can’t be resized). You can lock fixed objects to

avoid inadvertently moving them as you work. Inline objects cannot be grouped or

locked.

To group objects:

1Hold down the Command (or Shift) key as you select the objects you want to group

on the page.

2Choose Arrange > Group. A box with gray selection handles appears around the

objects.

After you group or lock objects, you can’t edit the individual objects in the group until

you ungroup or unlock them.

To ungroup a grouped object:

mSelect the object and choose Arrange > Ungroup.

To lock objects:

1Hold down the Command (or Shift) key as you select the objects you want to lock.

2Choose Arrange > Lock.

To unlock an object:

mSelect the object and choose Arrange > Unlock.

If you frequently group and lock objects on the page, you can add the Group,

Ungroup, Lock, and Unlock buttons to the toolbar. To learn about customizing the

toolbar, see “The Toolbar” on page 22.

118 Chapter 6 Working With Graphics and Other Media

Working With Alpha-Channel Graphics

Alpha-channel graphics contain a transparent area where text or other images can

show through. You can also use alpha channels to create transparency around

irregularly shaped images, so the image does not have a rectangular white area

around it.

When you bring an alpha-channel image into Pages, there’s nothing else you have to

do to make the transparency work. Just place it, manipulate it, and move it to the

back or front as you would any other image.

Many PDF, TIFF, and PSD files contain alpha-channel graphics. You can create your own

alpha-channel images using applications such as Adobe Photoshop, Corel Draw,

Adobe Illustrator, and Adobe Acrobat. See the instructions that come with the

application to learn how to create alpha-channel images.

Wrapping Text Around an Object

When you place any object—images, shapes, charts, and so on—fixed or in line with

the text, you can decide how you want the text to wrap around it. You can choose to

make the text hug tightly or loosely around the object, or make the text stay only on

the top and bottom or one side of the object. To set these options, use the Wrap

Inspector.

This image of a magnifying

glass has an alpha channel

that allows text to show

through the glass.

The irregular shape of the

image is surrounded by an

alpha channel that allows

text to show through its

containing rectangle.

Chapter 6 Working With Graphics and Other Media 119

To open the Wrap Inspector:

mChoose View > Show Inspector (or click Inspector in the toolbar), and then click the

Wrap Inspector button.

The settings in the Wrap Inspector affect fixed objects and inline objects differently.

To adjust text wrapping around a fixed object:

1Select the object.

2Select the checkbox labeled “Object causes wrap” in the Wrap Inspector.

The Wrap Inspector

button

Select to place an object

in line with text or fixed

on the page.

Select to make text wrap

around the object using

the buttons below.

Set how much space to

leave between the

object and the

surrounding text.

Click to make the text

wrap tightly or loosely

around the object.

Set the transparency

percentage at which text

can be seen through the

object.

120 Chapter 6 Working With Graphics and Other Media

3Click a button in the Wrap Inspector to select which side of the object you want the

text to wrap around.

4To make the text wrap more tightly around an object with an alpha channel, click the

right Text Fit button. To make it wrap more loosely, click the left Text Fit button.

5Enter a value in the Extra Space field to specify the minimum space you want to leave

between the object and the surrounding text.

6If the object has transparent areas (an alpha channel), set the alpha-channel

percentage at which you want the text to appear through the transparency (for an

illustration, see “Working With Alpha-Channel Graphics” on page 118).

Text wraps to left of

object.

Text wraps above and

below the object.

Text wraps to right of

object.

Text wraps only around

right or left side,

depending on which side

has more space.

ext wraps aroun

object.

Text wraps around the

rectangular bounds of an

object.

Text wraps around an

object with an alpha

channel more tightly.

Chapter 6 Working With Graphics and Other Media 121

To adjust text wrapping around an inline object:

1Select the object.

2Select the checkbox labeled “Object causes wrap” in the Wrap Inspector.

3Click a button in the Wrap Inspector to select how you want the object to be placed

within the text.

4To make the text wrap more tightly around an object with an alpha channel, click the

right Text Fit button. To make it wrap more loosely, click the left Text Fit button.

5Enter a value in the Extra Space field to specify the minimum space you want to leave

between the object and the surrounding text.

6If the object has transparent areas (an alpha channel), set the alpha-channel

percentage at which you want the text to appear through the transparency (for an

illustration, see “Working With Alpha-Channel Graphics” on page 118).

Align object to the left,

and wrap text around the

right.

Object is centered

between lines of text.

Align object to the right,

and wrap text around the

left.

Object is aligned left

between lines of text.

Object is aligned right

between lines of text.

Center object, and wrap

text around both sides.

122 Chapter 6 Working With Graphics and Other Media

Including Sound and Movies

You can add sound, movies, and Flash files to your document if it will be viewed

onscreen as an HTML file or a Pages file. The movie or sound file will play when the

viewer double-clicks its icon on a document page.

Pages accepts any QuickTime or iTunes file type, including the following:

ÂMOV

ÂFLASH

ÂMP3

ÂMP4

ÂAIFF

ÂAAC

Important: When you add a media file to a document, the file does not become part

of the Pages document. If you transfer your document to another computer without

also transferring the media file, it won’t appear in the document. Be sure to transfer all

media files to the computer or server from which the document will be viewed, or

include them when saving your document. (In the Save dialog, click the disclosure

triangle to the right of the Save field, and then select the checkbox labeled “Copy

audio and movies into document.”)

Adjusting Media Playback Settings

In the QuickTime Inspector, you can set the playback volume for sound and movies in

your document, and specify whether to play media files only once through, or repeat

continuously.

To set media playback preferences:

1Choose View > Show Inspector (or click Inspector in the toolbar).

2Click the QuickTime Inspector button.

3Click the movie to select it, then drag the Volume slider to the right to increase the

playback volume or to the left to decrease it.

Chapter 6 Working With Graphics and Other Media 123

4Choose a repeat option from the Repeat pop-up menu:

ÂNone: Play only once.

ÂLoop: Repeat continuously.

ÂLoop Back and Forth: Play backward and forward continuously.

You can also specify which frame of the movie to display on the page (called the

“poster frame”) until the movie starts playing.

To set the movie poster frame:

1Click the movie to select it.

2In the QuickTime Inspector, drag the Poster Frame slider until the movie displays the

image you want.

Set the playback volume.

Set playback repeat

options.

Select which frame of the

movie displays until it

begins playing.

Use these controls to

view the movie as you

edit your document.

The QuickTime Inspector

button

124 Chapter 6 Working With Graphics and Other Media

Adding 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 URL on the Internet. Use bookmarks to mark

passages in the document that you want to refer to as you work.

To add hypertext that links to an email message or webpage:

1Select the text that you want to turn into a hyperlink.

2Choose Insert > Hyperlink > [Email Message or Webpage].

3Type the required information, as shown below.

ÂWebpage: Supply the URL that you want to display when the hyperlink is clicked.

The webpage appears in your default web browser when the link is clicked.

Use this type of hyperlink To open Notes

Webpage A page in a web browser Provide the URL of the page

you want to open.

Email Message A new mail message with the

specified subject and

addressee

Type the address of the email

recipient and a subject line.

Bookmark Another page in the same

document

Use this feature to navigate

quickly through the document

as you work.

Type the URL that you

want to link to.

The Link Inspector

button

You can edit the

hyperlink text displayed

in the document.

Select to disable all

hyperlinks so you can

easily edit them.

Chapter 6 Working With Graphics and Other Media 125

ÂEmail Message: Supply the message subject line and the email address of the

intended recipient. The blank email message appears in your default email

application when the link is clicked.

Pages detects URLs and email addresses automatically as you type, and converts them

into hyperlinks. You can disable this feature if you want to.

To turn off automatic detection of URLs and email addresses as you type:

mChoose Pages > Preferences, and select the checkbox labeled “Automatically detect

email and web addresses”.

To add bookmarks to your document:

1Select the text where you want to create the bookmark.

2Choose Insert > Bookmark.

Type the message subject.

Type the email address of

the message recipient.

You can edit the

hyperlink text displayed

in the document.

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.

126 Chapter 6 Working With Graphics and Other Media

To edit and use bookmarks:

1Click Bookmark in the Link Inspector.

2Click a bookmark in the list to jump to it in the document.

3Double-click a bookmark in the list to change its name.

4Click the Name or Page column header to sort bookmarks by name or page number.

5Click the Add (+) button to add new bookmarks.

6Select a bookmark in the list and click the Delete (-) button to delete it.

To add a hyperlink that links to a bookmark:

1Choose Insert > Hyperlink > Bookmark, or create a bookmark in the Bookmark pane of

the Link Inspector.

2Open the Hyperlink pane of the Link Inspector.

3Select the text you want to turn into a hyperlink, and then click the checkbox labeled

“Enable as a hyperlink.”

4Choose Bookmark from the Link To pop-up menu.

5Choose the bookmark you want to link to from the Name pop-up menu.

To disable hypertext for editing:

mSelect the checkbox labeled “Make all hyperlinks inactive” in the Hyperlink pane of the

Link Inspector.

Choose the bookmark

name.

You can edit the

hyperlink text displayed

in the document.

Select to disable all

hyperlinks so you can

easily edit them.

127

7Changing Object Properties

This chapter describes more advanced features for

enhancing graphics and other objects in your

document.

You can directly manipulate object properties such as color, line style and thickness,

shadow, opacity, and orientation using the inspectors and the Colors window, as

described in the following sections.

Using Color and Image Fills

You can create interesting effects with color in Pages. A shape can be filled with solid

color, color gradients, or even with an image, such as a photo or other graphic.

You can also adjust an object’s opacity (transparency). You can even use fill and

opacity effects to modify individual bars or pie wedges in charts.

Selecting Colors

You use the Colors window to select color for text, shapes, backgrounds, and shadows

in Pages.

To open the Colors window:

ÂChoose View > Show Colors (or click Colors in the toolbar).

ÂOr click a color well in one of the inspector panes.

128 Chapter 7 Changing Object Properties

You can use the color wheel in the Colors window to select colors. The color you

select appears in the box at the top of the Colors window. You can save that color for

future use by placing it in the color palette.

To select a color:

1Click anywhere in the color wheel. The selected color is displayed in the color box at

the top of the Colors window.

2To make the color lighter or darker, drag the slider on the right side of the Colors

window.

3To make the color more transparent, drag the Opacity slider to the left or enter a

percentage value in the Opacity field.

To open the color palette:

mDrag the handle at the bottom of the Colors window.

The color selected in the

color wheel appears in this

box. (The two colors in this

box indicate the opacity is

set to less than 100%)

Use the slider to set lighter

or darker hues in the color

wheel.

Drag colors from the

color box to store them

in the color palette.

Click to select a color in the

color wheel.

Drag the Opacity slider to

the left to make the color

more transparent.

Click the magnifying glass

icon and then click any item

on the screen to match its

color.

Chapter 7 Changing Object Properties 129

To save a color in the color palette:

mDrag a color from the color box to the color palette.

To apply the colors you select in the Colors window to an object on the page, you

must place the color in the appropriate color well in an inspector pane.

To apply a color to an object on the page:

ÂSelect a color well in one of the inspector panes and then click a color in the color

wheel.

ÂOr drag a color from the color palette or color box to a color well in one of the

inspector panes.

To match the color of another item on the screen:

1Click the magnifying glass to the left of the color box in the Colors window.

2Click the item on the screen whose color you want to match. The color appears in the

color box.

3Select the item you want to color in the document window, and drag the color from

the color box to the item.

Filling an Object With Color

Objects can be filled with a solid color or a color gradient, in which two colors

gradually blend with each other. To change the color of an object, you use the

Graphic Inspector.

Choose a solid color, a color

gradient, an image, or a tinted

image to fill a drawn object.

130 Chapter 7 Changing Object Properties

To open the Graphic Inspector:

mChoose View > Show Inspector (or click Inspector in the toolbar), and then click the

Graphic Inspector button.

To set the solid fill color of an object:

1On the page, select the object whose color you want to change.

2In the Graphic Inspector, choose Color Fill from the Fill pop-up menu.

3Click the color well below the Fill pop-up menu to open the Colors window.

4Select a color in the Colors window.

To fill an object with a color gradient:

1On the page, select the object whose color you want to change.

2In the Graphic Inspector, choose Gradient Fill from the Fill pop-up menu.

3Click each color well and choose each color in the Colors window.

4To set a direction for the gradient, use the Angle wheel or field. To flip it horizontally

or vertically, click the Angle arrow buttons.

5To invert the gradient, click the double-headed arrow next to the color wells.

Filling an Object With an Image

You can place an image or a tinted image inside of a drawn shape, text box, chart

element, or table cell.

To set an image fill for an object:

1Select the object in which you want to place an image.

Click each color well to

select colors.

Flip the gradient

orientation or set its

direction by using the

arrow buttons, the Angle

wheel, or by typing a

value.

Click the double-headed

arrow to invert the

gradient.

Chapter 7 Changing Object Properties 131

2In the Graphic Inspector, choose Image Fill from the Fill pop-up menu, and select an

image.

3To change the image, click Choose, select the image, and click Open (or drag the

image file from the Finder or Media Browser to the image well in the Graphic

Inspector).

4Choose an image scale from the pop-up menu.

ÂScale To Fit resizes the image to fit the object’s dimensions as well as possible. If the

object’s shape is different from the original image’s, parts of the image may not

appear; blank space may also appear around the image.

ÂScale 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.

ÂStretch sizes the image to fit the object’s dimensions but distorts it if the object has

a shape different than the original image.

ÂOriginal 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. If the image is smaller than the object, there is blank space around it.

ÂTile repeats the image inside the object, if the image is smaller than the object. If

the image is larger than the object, you see only part of the image inside the object.

Use the pop-up menu to

set the size of the image

within the object.

To change the image, drag

an image to the image

well.

Original Size

Stretch

Scale to Fit

Tile (large image)

Scale to Fill

132 Chapter 7 Changing Object Properties

A tinted image fill places a transparent, colored mask over the fill image.

To set a tinted image fill for an object:

1Select the object in which you want to place an image.

2In the Graphic Inspector, choose Tinted Image Fill from the Fill pop-up menu, and

select an image.

3Click the color well next to the Choose button, and then select a tint color in the

Colors window. Drag the Opacity slider in the Colors window to make the tint darker

or lighter. (If you drag the Opacity slider in the Graphic Inspector, it will change the

opacity of both the tint and the image.)

4Choose the image scale from the pop-up menu, as described above.

5To change the image, click Choose, select the image, and click Open (or drag the

image file from the Finder or Media Browser to the image well in the Graphic

Inspector).

Changing Line Style

For drawn objects (shapes), chart elements, and table cells, you can choose a style and

color for the object’s border, or you can specify no border. You can also put a border

around imported images. You set border line style and color using the Graphic

Inspector and the Colors window.

To set the line style and color of an object’s border:

1Select the object that you want to modify.

Tile (small image)

Tile (large image)

Click to select a tint

color for the image.

Chapter 7 Changing Object Properties 133

2In the Graphic Inspector, choose a line style (or None) from the Stroke pop-up menu.

For tables, only a solid line or None is available.

3To change the line thickness, type a value in the Stroke field (or click the arrows).

4To change the line color, click the color well and select a color.

5To give the line end points, such as arrowheads or circles, choose left and right end

points from the pop-up menus.

Note: The Insert menu and the Shapes pop-up menu (in the toolbar) include lines

with arrowheads.

You can set the position of lines and objects in the Metrics Inspector. See “Adjusting

Size and Position of Objects” on page 137.

Adding Shadows

Shadows give your page an appearance of depth. An object’s shadow appears on any

object behind it. You can create a variety of shadow effects, or remove the shadow

from an object.

Enter the line thickness

in this field.

Choose line end points

from these pop-up menus.

Choose a solid line, dotted

line, dashed line, or no line.

Click the color well to

choose a line color.

134 Chapter 7 Changing Object Properties

To create or remove a shadow for an object:

1Select the object you want to modify.

2In the Graphic Inspector, select the Shadow checkbox to add a shadow to the object.

Deselect the Shadow checkbox to make the shadow go away.

3Set the angle for the shadow using the Angle wheel.

4Adjust the shadow offset by typing a number in the Offset box.

A high shadow offset value makes an object’s shadow appear longer and slightly

separated from the object.

5Set the shadow blur by typing a number in the Blur box.

A high blur value makes the object’s shadow appear more diffuse; a low value gives

the shadow more sharply defined edges.

6Set the shadow opacity by typing a number in the Opacity box. (Shadow opacity is

separate from object opacity, which is set using the Opacity slider at the bottom of

the Graphic Inspector.)

7To change the color for the shadow, click the color well and select a color.

Change the shadow

color in the color well.

Select the checkbox to add a

shadow to a selected object.

Change the angle of the

shadow with the Angle

wheel.

Offset, Blur, and Opacity

fields can change the look

of the shadow.

Chapter 7 Changing Object Properties 135

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 beneath can be highly visible, partly obscured, or completely

blocked from view (at 100-percent opacity). You can change opacity settings for any

visual object on the page, including drawn shapes, pictures and other image files, and

movies. Set object opacity using the Graphic Inspector.

To change an object’s opacity:

1Select the object.

2In the Graphic Inspector, drag the Opacity slider.

This object has the default

shadow properties.

This object’s shadow is

set to a different angle.

This object’s shadow has

a high offset value.

This object’s shadow has

the lowest blur factor.

This object has a different

shadow color.

This object’s shadow has

a high blur factor.

136 Chapter 7 Changing Object Properties

Note: For drawn shapes, you can set opacity for fill and stroke colors separately from

object opacity. If you move the Opacity slider in the Colors window to modify a fill or

stroke color, that opacity value becomes maximum object opacity. Then, when you

change the object opacity in the Graphic Inspector, you are changing it relative to the

opacity you set in the Colors window.

Changing the Orientation

You can flip or rotate any object by using the Metrics Inspector. For instance, 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.

To open the Metrics Inspector:

mChoose View > Show Inspector (or click Inspector in the toolbar), and then click the

Metrics Inspector button.

This circle is set to 100%

opacity. The fill color was

set to 50% opacity in the

Colors window. The

circle’s outline was set to

100% opacity in the

Colors window.

This circle is set to 100%

opacity.

This circle is set to 50%

opacity.

Chapter 7 Changing Object Properties 137

To flip or rotate an object:

1Select the object you want to rotate.

2In the Metrics Inspector, use the Angle wheel or field to set the direction of the object,

or click the horizontal or vertical Flip buttons to flip it horizontally or vertically.

Adjusting Size and Position of Objects

In addition to dragging objects and their selection rectangles to resize or reposition

them on the page, you can use the Metrics Inspector to make precise adjustments to

their size and position.

To set the precise size of an object:

1Select the object you want to resize.

2In the Metrics Inspector, type a number in the Width and Height fields.

Resize images and movies

to exact dimensions by

specifying height and

width.

Flip an image sideways or

upside down using these

buttons.

Find the name of the selected

image or movie here. Drag its

icon to the page or the desktop

to make a copy of it.

Rotate an object with

this wheel or field.

Place an object on the page

by specifying X and Y

coordinates.

138 Chapter 7 Changing Object Properties

To maintain the width/height ratio when you resize an object:

mSelect the checkbox labeled “Constrain proportions” in the Metrics Inspector, or hold

down the Shift key as you drag a selection handle.

To return an image or movie to its original size:

mSelect the image or movie and click Original Size in the Metrics Inspector.

To set the precise position of a fixed object:

1Select the object you want to position.

2In the Metrics Inspector, enter X and Y values in the Position fields.

The specified coordinates determine the position of the upper-left corner of the

object’s container box.

ÂThe X value is measured from the left edge of the page.

ÂThe Y value is measured from the top edge of the page.

If an object is rotated, the X and Y coordinates specify the upper-left corner of the

rotated container box.

Lines

For lines, size and position can only be adjusted in the Metrics Inspector if the lines

are fixed objects, not placed in line with text. (To read more about fixed objects versus

inline objects, see “Fixed Objects Versus Inline Objects” on page 105.)

When you enter X and Y coordinate values for line position in the Metrics Inspector,

the Start coordinates correspond to the end point of the line that’s on the upper left

side at the time the line first appears on the page. Even if you later flip or rotate the

line, the Start coordinates always correspond to the same end point of the line.

Position a fixed line on the

page by specifying X and Y

coordinates for its bottom

right end point.

Position a fixed line on the

page by specifying X and Y

coordinates for its top left

end point.

139

8Creating Tables

Tables are useful for organizing information and

creating interesting layouts. This chapter covers the

basics of designing tables.

Pages provides powerful features for making attractive, compelling tables that can

contain text or graphics. Use tables to organize and display data for comparison. By

filling table cells with graphics, you can also easily create and format graphic layouts.

By merging and splitting cells, you can easily format forms to be filled out (for

example, order forms).

This data form, featured

in the Lab Notes

template, is a set of

tables with cells that

have color and image

fills.

140 Chapter 8 Creating Tables

Adding a Table

Tables can be added in line with text or fixed on the page. (To learn about fixed and

inline objects, see “Fixed Objects Versus Inline Objects” on page 105.) Fixed tables

cannot span page boundaries, but inline tables can.

To add a table in line with text:

1Place the insertion point wherever you want the table to appear in the text flow.

2Choose Insert > Table (or click Objects in the toolbar and choose Table). The Table

Inspector opens.

3To resize the table, drag the available selection handles.

To place a fixed table:

1Click anywhere outside the text areas of the document so that no insertion point is

visible.

2Choose Insert > Table (or click Objects in the toolbar and click Table). A table appears

on the page.

3Drag the object to wherever you want it to appear on the page.

You can also draw a table yourself.

This layout, featured in

the Photo Journal

template, was made by

filling some table cells

with images, and others

with colors and text.

Chapter 8 Creating Tables 141

To draw a table on the page:

1Hold down the Option key as you click Objects in the toolbar and choose Table.

2Release the Option key and move the pointer over the page until it becomes a

crosshair.

3Drag across the page to create a table any size you want. As you drag, the number of

rows and columns increases or decreases with the size of the table.

Note: A table occupies at least one full line of a document. You cannot wrap text

around the sides of a table. To learn more about wrapping text around objects, see

“Wrapping Text Around an Object” on page 118.

To resize a table:

ÂDrag the available selection handles.

ÂIf a table spans across more than one page, use the Metrics Inspector to resize it. To

read about resizing objects using the Metrics Inspector, see “Adjusting Size and

Position of Objects” on page 137.

ÂIf an inline table spans more than one column, you must resize the column to resize

the table. To read about resizing objects using the Metrics Inspector, see “Adjusting

Size and Position of Objects” on page 137. To read about working with columns, see

“Creating Columns” on page 92.

Selecting Table Cells and Borders

You enter text in a table cell by selecting the cell and typing. You put graphics in

tables by inserting them in individual cells, the same way you fill an object with an

image. (For information about adding graphics or setting background colors inside

table cells, see “Adding Images or Background Colors” on page 150.)

You can apply changes to an entire table at once (by selecting it) or to individual cells.

To place text or graphics inside table cells or groups of cells, you select only the cells

you want to work with. You can select table cells and borders using the following

shortcuts, or by using the selection buttons in the Table Inspector. To read about the

Table Inspector, see “Formatting Tables” on page 144.

To select the entire table, do one of the following:

ÂClick the table.

142 Chapter 8 Creating Tables

ÂIf a table cell is already selected, press Command-Return to select the entire table.

Selection handles appear on the edges of the table.

Selecting Table Cells

When a single cell is selected, you can move between cells by pressing the arrow keys

on your keyboard. If you type text in this mode, it replaces text already in the cell. You

can also use the Tab key to navigate through the cells. Pressing Tab moves you to the

right and downward; pressing Shift-Tab moves to the left or upwards. If you press the

Tab key when the bottom-right cell of the table is selected, a new row is added to the

table.

To select a single table cell:

mCommand-click a cell.

The border of the selected cell is highlighted in yellow and an insertion point appears.

You can enter text in the cell by typing.

To select a contiguous group of table cells:

mDouble-click a single cell and then drag across the adjacent cells, or hold down the

Shift key as you select adjacent cells.

To select a discontinuous group of table cells:

mHold down the Command key as you select cells.

To select an entire row or column:

1Choose View > Show Inspector (or click the Inspector button in the toolbar), and then

click the Table Inspector button.

2Select a cell in the row or column you want to select.

3Click the Row or Column button at the bottom of the Table Inspector.

Click Row to select an

entire table row.

Click Column to select an

entire table column.

Click a button to select

cell borders.

Chapter 8 Creating Tables 143

Selecting Table Cell Borders

If a table spans more than one page or column, selecting the border at the bottom of

one page or column may also affect the border at the top of the next page or column.

To select multiple borders:

1Select the table cells whose borders you want to select.

2Choose View > Show Inspector (or click the Inspector button in the toolbar), and then

click the Table Inspector button.

3Click one of the Borders buttons to select all borders, or only the inside, outside,

horizontal, or vertical borders of the selected cells.

To select an individual border:

ÂIf the table is not selected, double-click the border.

ÂIf the table is selected, click the border.

To select one segment of a cell border:

1Select the table.

2Option-click to select a single border segment.

3To select additional border segments, press the Option and Shift keys as you click.

Entering and Editing Text in Table Cells

To type text in a table cell:

ÂIf the cell is empty, select it and begin typing.

ÂTo replace any text already in the cell, select the cell, and then double-click its

contents. Begin typing.

ÂTo place the insertion point within the text already in a cell, select the table, then

click to place the insertion point where you want. Begin typing.

To switch the contents of two cells:

mSelect the cell and drag it to another cell. A blue border appears when you begin to

drag the cell, and the cell contents are switched.

To copy the contents of one cell into another:

mSelect the cell and begin to drag it. A blue border appears when you begin to drag

the cell. Hold down the Option key as you drag it to another cell.

144 Chapter 8 Creating Tables

To delete the contents (and background fill) of table cells:

mSelect the cells and press the Delete key.

Formatting Tables

You can design tables in a variety of creative ways simply by changing the thickness

and color of cell borders, selectively removing cell borders, or merging and splitting

cells to create useful asymmetries within the table.

Adding Rows and Columns to a Table

To specify where you want to add a new row or column in your table, use the Format

menu commands.

To add a new row to a table:

mSelect a table cell or row, and then choose Format > Table > Add Row Above or Add

Row Below.

To add a new column to a table:

mSelect a table cell or column, and then choose Format > Table > Add Column Before

or Add Column After.

Formatting Rows and Columns

You can do basic table formatting—including merging and splitting cells, adding and

deleting rows and columns, and adding or removing the header row and column—

using the Table command in the Format menu (choose Format > Table) or the

shortcut menus, as described below. However, if you are making many changes to a

table, it may be easier to use the Table Inspector.

To open a table’s shortcut menu:

mSelect the table, then hold down the Control key as you click the table again.

To open the Table Inspector:

mChoose View > Show Inspector (or click Inspector in the toolbar) and click the Table

Inspector button.

Chapter 8 Creating Tables 145

To change the number of rows or columns in a table:

1In the Table Inspector, type the number of rows you want in the Rows field. Rows are

added to the bottom of the table. (Select the last cell in the table and press Tab.)

2Type the number of columns you want in the Columns field. Columns are added to

the right side of the table.

To delete table rows or columns:

1Select the row or column.

2Choose Format > Table > Delete Row or Delete Column.

Note: If you select cells and press the Delete key, only the cell contents are deleted.

Combine adjacent cells or

split rows and columns.

Select to add a header row

or column.

The Table Inspector button

Type the number of table

rows and columns.

Select to make rows resize to

accommodate content.

Specify column width

and row height.

Select table columns,

rows, and borders.

146 Chapter 8 Creating Tables

Creating a Table Header Row or Column

You can add a table header row and column that appear at the beginning of the table

on each page, if the table spans more than one page (or the beginning of each

column or linked text box, if the table spans columns or linked text boxes). Header

rows and columns have a different look than the rest of the table cells, but their style

can be changed like that of any other cells. However, you cannot split a header row

into multiple rows, or header columns into multiple columns.

If a table spans multiple pages, columns, or text boxes, editing the text or changing

the look of the header row or column in one place changes it consistently throughout

the table.

To add a header row or column:

1Select the table.

2Choose Format > Table > Add Header Row or Add Header Column, or in the Table

Inspector, select the checkboxes labeled Header Row or Header Column.

Merging, Splitting, and Resizing Table Cells

Merging table cells combines adjacent cells into one, eliminating the border so that

they behave as a single cell. For cells that are horizontally contiguous, merging them

joins the text from both of the original cells, separated by tabs. For cells that are

vertically contiguous, merging them joins the text from both cells, separated by a

carriage return. In both cases, the cell background takes on the image or color that

was in the top-most or left-most cell.

Splitting cells divides each selected cell into two equal parts, horizontally (rows) or

vertically (columns). Both of the new cells have identical background colors or images.

Any text that was in the original cell remains in the top-most or left-most cell.

You can split and merge cells using menu commands, shortcut menus, or the Table

Inspector. To resize table cells, use the Table Inspector.

To merge table cells:

1Select a group of two or more adjacent table cells. The group of cells you choose must

form a rectangle.

2Choose Format > Table > Merge Cells.

You can also merge cells by clicking Merge Cells in the Table Inspector.

Chapter 8 Creating Tables 147

To split cells horizontally or vertically:

1Select a table cell or cells. To split an entire row or column, select all the cells in the

row or column.

2Choose Format > Table > Split Into Rows or Split Into Columns.

You can also split cells into rows or columns by clicking Split Rows or Split Columns in

the Table Inspector. You can repeat the split operation to create smaller and smaller

units within a table cell. To rejoin split cells, select them and choose Format > Table >

Merge Cells.

To resize table cells:

ÂSelect the cells and enter values in the Column Width and Column Height fields of

the Table Inspector, and then press Return.

ÂSelect cell borders and drag to resize.

To make all table cells the same size:

mSelect the table and choose Format > Table > Distribute Rows Evenly and Distribute

Columns Evenly.

If there is too much text in a table cell, a clipping indicator appears at the bottom of

the cell.

To avoid clipping, you can drag the cell borders to resize them, or drag a selection

handle to resize the entire table. You can also make table rows automatically shrink or

expand in height to accommodate the text inside them.

To make table rows automatically grow or shrink to fit their contents:

mSelect the table, and then select the checkbox labeled “Automatically resize to fit

content” in the Table Inspector.

The clipping indicator

appears when a table cell

contains more text than

can be seen.

148 Chapter 8 Creating Tables

With this option selected, table cells automatically get bigger when text extends

beyond the cell boundary, and adding rows or columns increases the outside

dimensions of the table. As text is removed from a cell, the row height may decrease

(if the cell determines the row height). If “Automatically resize to fit content” is not

selected, Pages tries to keep the outside dimensions of the table the same when you

add rows and columns.

Note: Table cells cannot span multiple pages, columns, or text boxes.

Aligning Text in a Table Cell

You can align text horizontally and vertically in a table cell. To align text, use the Text

pane of the Text Inspector.

To open the Text pane of the Text Inspector:

mChoose View Show > Inspector (or click the Inspector button in the toolbar), and then

click the Text Inspector button. Then click Text.

(For more information about the Text pane of the Text Inspector, see “Using the Text

Inspector” on page 55.)

To align text horizontally within a table cell:

mSelect the cell and click one of the horizontal alignment buttons in the Text pane of

the Text Inspector.

To align text vertically within a cell:

mSelect the cell and click one of the vertical alignment buttons in the Text pane of the

Text Inspector.

Align text right.

Justify text (align text

right and left).

Align text left.

Center text.

Chapter 8 Creating Tables 149

You can specify the amount of space between text and its cell border using the Inset

Margin slider or field. The amount you specify is applied equally around the text on all

four sides.

To adjust the space around text within a table cell:

1Click the cell (or select the whole table to apply the same setting to all cells).

2In the Text pane of the Text Inspector, drag the Inset Margin slider to the right to

increase the space, or enter a value in the field and press Return.

Formatting Cell Borders

You can change the line thickness and color of table cell borders. Or you can hide the

cell border of any cell.

To set line thickness and color:

1Select a cell border or set of cell borders (for more information, see “Selecting Table

Cell Borders” on page 143).

2Choose View > Show Inspector (or click Inspector in the toolbar), and then click the

Graphic Inspector button.

3Type a value in the Stroke field.

4Click the Stroke color well and select a color in the Colors window.

Grow text from the bottom of

the cell.

Place text at the top of the

cell.

Begin text in the center of

the cell.

Choose to show or hide the

selected cell borders.

Choose a color for

selected cell borders.

Enter a line thickness for

selected cell borders.

150 Chapter 8 Creating Tables

To hide a cell border:

1Select a cell border or set of cell borders.

2In the Graphic Inspector, choose None from the Stroke pop-up menu.

To create a table with no outside border:

1Select the table.

2Choose View > Show Inspector (or click Inspector in the toolbar), and then click the

Table Inspector button.

3Click the second Borders button in the Table Inspector to select the outside borders.

4Click the Graphic Inspector button, and choose None from the Stroke pop-up menu.

Adding Images or Background Colors

You add graphics or color to a table cell using the Fill pop-up menu in the Graphic

Inspector. You can add images or color to individual table cells, or to the entire table.

To add an image to a table cell:

1Select a table cell, a group of cells, or the whole table (for more information, see

“Selecting Table Cells and Borders” on page 141).

2Choose View > Show Inspector (or click Inspector in the toolbar), and then click the

Graphic Inspector button.

3Choose Image Fill from the Fill pop-up menu. (If there’s already an image in the cell,

click Choose.)

Set the scale of the image

within the cell or table.

Drag a new image to the

well to change it, or click

Choose.

Choose an image fill, color

fill, tinted image fill, or

gradient fill for any cell.

Chapter 8 Creating Tables 151

4Select an image and click Open.

5Use the Scale pop-up menu to fill the cell the way you want.

If you add an image to the entire table, then when you select an individual table cell,

the Fill pop-up menu in the Graphic Inspector displays None. For more details about

working with image fills, see “Filling an Object With an Image” on page 130.

To add a background color or gradient fill:

1Select a table cell, a group of cells, or the whole table (for more information, see

“Selecting Table Cells and Borders” on page 141).

2In the Graphic Inspector, choose Color Fill or Gradient Fill from the Fill pop-up menu.

3Click the color well (or wells) and select a color or colors in the Colors window.

If you add color to the entire table, then when you select an individual table cell, the

Fill pop-up menu in the Graphic Inspector displays None. For more details about

working with color and gradient fills, see “Using Color and Image Fills” on page 127.

153

9Creating Charts

You can turn spreadsheet data into attractive

charts. This chapter outlines the basics of creating

charts in Pages.

Pages provides tools for creating your own visually appealing charts to present

numerical data. You can copy and paste your data from a spreadsheet, or type it

directly into the Chart Data Editor to create and edit your charts right on the page.

About Charts

Charts show the relationship of two types of data with respect to each other. For

example, if you chart business growth over time, you are showing the relationship

between the size of the business versus the passage of years. If you chart voting

results among different demographic groups, you are showing the relationship

between the number of people who voted a certain way versus their demographic

affiliation. When you enter data for a chart, the two different types of data are

represented as data series and data sets.

In a business chart, an example of a data series could be one region’s profits over four

successive years; the data sets could be all of the regions’ profits for only one of those

years. In the illustration below, the data series (each region’s profits) are in rows, and

the data sets (each year’s profits) are in columns. Each individual value (for example,

17 for Region 1, 2004) is a data point.

154 Chapter 9 Creating Charts

The colored squares next to the row labels (Region 1 and Region 2) show which color

represents each data series in the chart.

The illustration below shows how this data looks as a column chart.

In this chart, the data series are represented by rows in the Chart Data Editor. The data

points are represented as a series of dark-colored bars and a series of light-colored

bars.

Transposing Data Series and Data Sets

You can easily switch the data series and data sets in your charts—without having to

retype the data—by using the Plot Row vs. Column button in the Chart Data Editor.

These squares indicate

which color represents

each data series.

The data sets contain one

data point (one bar) from

each of the data series.

These four bars represent

one data series.

The chart legend denotes

the two data series.

Chapter 9 Creating Charts 155

The illustration below shows the same data, but with the data sets and data series

transposed.

For this chart, the data series are represented by columns in the Chart Data Editor

pictured earlier. There are now four data series represented as four different-colored

bars.

Data series are represented differently in the different kinds of charts provided by

Pages.

ÂIn column charts and bar charts, a data series is represented by a series of bars in

the same color (as shown above).

ÂIn a line chart (also called a graph), a data series is represented by a single line.

ÂIn an area chart, a data series is represented by an area shape.

ÂIn a pie chart, only a single data set—the first data point in each series—is

represented on the chart (whichever is listed first in the Chart Data Editor).

This button makes the rows

of data in the Chart Data

Editor the data series.

This button makes the

columns of data in the Chart

Data Editor the data series.

These two bars represent

one data series.

The data sets contain

one data point (one bar)

from each of the four

data series.

156 Chapter 9 Creating Charts

Adding a Chart

Charts can be added in line with text or fixed on the page. (To learn about fixed and

inline objects, see “Fixed Objects Versus Inline Objects” on page 105.) Once you have

added the chart to the page, you can change the chart type and format it by using

the Chart Inspector, pictured later in this chapter.

To add a chart in line with text:

1Place the insertion point wherever you want the chart to appear in the text flow.

2Choose Insert > Chart (or click Objects in the toolbar and choose Chart). A chart

containing placeholder data appears on the page. The Chart Inspector and Chart Data

Editor open.

To place a fixed chart:

1Click anywhere outside the text areas of the document so that no insertion point is

visible.

2Choose Insert > Chart (or click Objects in the toolbar and choose Chart). A chart

containing placeholder data appears on the page. The Chart Inspector and Chart Data

Editor open.

3Drag the chart to wherever you want it to appear on the page.

You can also draw a chart on the page.

To draw a chart on the page:

1Hold down the Option key while you click Objects in the toolbar and choose Chart.

2Release the Option key and move the pointer over the page until it becomes a

crosshair.

3Drag across the page to create a chart any size you want.

To resize the chart on the page:

mSelect the chart in the page and drag the active selection handles.

Chapter 9 Creating Charts 157

Selecting a Chart Type

Pages provides eight types of charts to choose from, including bar charts, line charts,

area charts, and pie charts. Once you’ve placed a chart on a page, you can change its

type and format it using the Chart Inspector.

To open the Chart Inspector:

mChoose View > Show Inspector (or click Inspector in the toolbar) and then click the

Chart Inspector button.

To select a chart type, do one of the following:

ÂChoose Format > Chart > [chart type].

ÂIn the Chart Inspector, choose a chart from the chart type pop-up menu.

Editing Chart Data

To edit chart data, open the Chart Data Editor and enter your data by typing it or by

copying and pasting from Excel, AppleWorks, or other spreadsheet applications.

To open the Chart Data Editor:

1Select the Chart you want to edit.

2Choose Format > Chart > Show Data Editor (or click Edit Data in the Chart Inspector).

Choose from eight

different chart types in

the Chart Inspector.

The Chart Inspector

button

158 Chapter 9 Creating Charts

To copy data from another spreadsheet into the Chart Data Editor:

1Open the spreadsheet with the data you want, and select all the relevant cells.

2Choose Edit > Copy (or press Command-C).

3Select the top cell in the first column of the Chart Data Editor.

4Choose Edit > Paste (or press Command-V).

To edit the names of rows and columns, or the data in a cell:

mDouble-click a cell or a row or column label and type.

To reorder rows or columns in the Chart Data Editor:

mDrag a row or column label and to a new position.

To add rows or columns in the Chart Data Editor, do one of the following:

ÂClick 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, or expand the Chart

Data Editor window.)

ÂSelect any blank cell, type your data, and press Return. A new row or column is

automatically created.

To delete rows or columns:

mSelect the row or column label and press Delete.

Click these buttons to

add another row or

column for data.

Type chart data directly

into these spreadsheet

cells.

Drag labels to reorder

them.

Chapter 9 Creating Charts 159

Formatting Charts

You can resize and reposition charts and chart legends just like any other object. You

can format chart elements—fonts, colors, axis labels, and tick marks—to suit your

preferences. You can also hide the chart legend. Most chart formatting tasks are done

using the Chart Inspector. You can also accomplish many tasks using shortcut menus.

To open a chart’s shortcut menu:

mHold down the Control key and click a chart.

To hide the chart legend:

1Choose View > Show Inspector (or click Inspector in the toolbar), and then click the

Chart Inspector button.

2Select the chart.

3In the Chart Inspector, deselect the checkbox labeled Show Legend.

You can also select the legend and press Delete; you can always display the legend

again by selecting the Show Legend checkbox.

Setting Chart Colors

You can format the bars, wedges, and area shapes that appear on each type of chart

just as you format any other drawn object. You can give them color fills, gradient fills,

image fills, shadows, opacity, or different line styles. You set these attributes in the

Graphic Inspector.

To change the color or image in a bar, wedge, or area shape:

1Select the item (bar, wedge, or area shape).

If you select one bar in a bar chart, all the bars in that data series are selected.

2Change chart properties as you would for any drawn object using the Graphic

Inspector.

For more information about changing object properties, see Chapter 7, “Changing

Object Properties.”

160 Chapter 9 Creating Charts

Changing Chart Fonts

You can change the fonts and text colors used for axis labels, data point labels, and

legends.

To change chart fonts:

1Select the text you want to change.

To change the font on all chart elements, click the chart to select it. If you select the

text for one data point or axis label, all the text of that kind is also selected. You

change the font for a chart legend separately.

2Choose Format > Font > Show Fonts (or click Fonts in the toolbar) to open the Font

panel.

3Select a font.

For information about changing text colors, see “Formatting Text Size and

Appearance” on page 47.

Adding Labels and Axis Markings

Use the Axis pane in the Chart Inspector to format the grid and general look of the

axes for bar charts, line charts, and area charts. You can set the range of values to be

displayed along the value axis, the axis on which you read the data point values. For

column charts (vertical bars), line charts, and area charts, the Y-axis is the value axis.

For horizontal bar charts, the X-axis is the value axis. (Pie charts don’t have a value

axis. To read about formatting pie charts, see “Pie Charts” on page 164.)

Chapter 9 Creating Charts 161

To show or hide axes and chart borders:

1Select the chart.

2In the Chart Inspector, click the Axis button if it is not already selected.

3Choose one or more items from the Axes & Borders pop-up menu to select it.

A selected item has a checkmark next to it; choose the item again to deselect it.

To set the range of numerical values displayed on the chart grid:

1Select the chart.

2In the Chart Inspector, click the Axis button if it is not already selected.

3To set the value at the chart origin, type a number in the Minimum field (under Value

Axis Format).

The Minimum value cannot be higher than the minimum value of your entire data set.

4To set the highest number displayed on the value axis, type a number in the

Maximum field.

The Maximum value cannot be lower than the maximum value of your entire data set.

5To specify the number of axis markings between the minimum and maximum values,

type a number in the Steps field.

Set styles for labels and

tick marks along the

chart grid.

Select units for values in

the chart.

Show or hide axes and

chart borders.

Set the range of values

that appear on the chart

grid.

162 Chapter 9 Creating Charts

To display the minimum data value one the value axis:

1Select the chart.

2In the Chart Inspector, click the Axis button if it’s not already selected.

3Select Show Value Labels and Show Minimum Value from the value axis pop-up menu

(the X- or Y-axis pop-up menu, depending on the chart).

An item is selected when it has a checkmark next to it.

To specify units for axis values:

1Select the chart.

2In the Chart Inspector, click the Axis button if it is not already selected.

3Under Number Format, type text in the Prefix or Suffix field (or choose a symbol from

the pop-up menus).

Placing Grid Labels and Tick Marks

The X-Axis and Y-Axis pop-up menus in the Axis pane of the Chart Inspector provide

an array of options for placing tick marks, labels, and gridlines along the value axis or

the series axis. The options in these pop-up menus (pictured below) vary depending

on the kind of chart you select.

For vertical bar charts (column charts), line charts, and area charts, the Y-axis is the

value axis and the X-axis is the series axis; for horizontal bar charts, the X-axis is the

value axis. Pop-up menus are pictured below as they appear when a column chart is

selected.

To place grid labels and tick marks along an axis:

1Select the chart.

2In the Chart Inspector, click the Axis button if it is not already selected.

3To add grid labels and tick marks along the series axis, choose an option from the X-

Axis pop-up menu. (For horizontal bar charts, choose from among these same options

in the Y-Axis pop-up menu.)

Chapter 9 Creating Charts 163

4To add grid labels and tick marks to the value axis, choose from the Y-Axis pop-up

menu. (For horizontal bar charts, choose from among these same options in the X-

Axis pop-up menu.)

Formatting the Elements in a Data Series

You can display the numerical value for each data point in a series.

To add data point labels:

1Select the chart or an element in a data series.

For all chart types except pie charts, selecting one element (bar) of a series

automatically selects the full series. For pie charts, you can select individual wedges.

2In the Chart Inspector, click the Series button.

3Choose Show Value from the Data Point Settings pop-up menu.

Place tick marks along

the X-axis.

Show or hide the X-axis

gridlines.

Set the text direction for

the series axis labels.

Show or hide series axis

labels.

Place tick marks along

the Y-axis.

Show or hide the Y-axis

gridlines.

Show or hide value axis

labels.

164 Chapter 9 Creating Charts

4To specify the number of decimal places you want to display, type a number in the

Decimals field.

5To change the position of data point values, choose an option from the Data Point

Settings pop-up menu.

6Use the Font panel (Format > Font > Show Fonts) to choose a font, font size, and style

for the data point labels.

For pie charts, you can show data point labels as a percentage of the whole or as

absolute values by selecting or deselecting “Show Pie Values as Percentages” in the

Data Point Settings pop-up menu. You can also show the series names.

Some chart styles offer further options for formatting series elements. See the

following sections for information about special formatting options for pie charts, bar

charts, line charts, and area charts.

Pie Charts

For pie charts, Pages charts only the first data set in the Chart Data Editor (the first

data point for each data series). If the data series are in rows in the Chart Data Editor,

only the first column is charted; if the data series are in columns in the Chart Data

Editor, only the first row is charted. Thus, one pie chart represents a single data set,

and each wedge is one element in that set. Other data sets in the Chart Data Editor

are maintained, but they are not displayed in the pie chart. You can chart any data set

by moving it to the first position in its row or column.

To select individual pie wedges:

1Select the chart, then click to select a single wedge.

2To select additional wedges, do one of the following:

ÂTo select all the wedges, choose Edit >Select All (or press Command-A).

ÂTo select noncontiguous wedges, hold down the Command key as you select each

wedge.

ÂTo select a continuous range of wedges, select the first wedge, then hold down the

Shift key as you select the last wedge.

Chapter 9 Creating Charts 165

On pie charts, in addition to showing values for wedges, you can display the series

name.

To show a series name in a pie chart:

1Select the chart or individual pie wedges.

2In the Chart Inspector, click the Series button.

3Select Show Series Name from the Data Point Settings pop-up menu (an item is

selected when it has a checkmark next to it).

4Choose Inside or Outside from the Data Point Settings pop-up menu.

You can separate any (or all) of the pie wedges.

To separate individual pie wedges:

1Select the individual pie wedges. (To select more than one pie wedge, hold down the

Command key as you click each wedge.)

2Drag the pie wedges or the Explode slider until the pie wedges are separated as far as

you want.

You can also type a number in the Explode field, or use the arrows to increase or

decrease the number.

Add shadows to

individual wedges or the

whole pie.

Separate individual pie

wedges.

Set a pie wedge apart by

using the Explode slider

and giving it a series

name.

166 Chapter 9 Creating Charts

You can put shadows on individual pie wedges or on the pie as a whole. Putting

shadows on individual wedges makes it look like the wedges are in different layers.

To put shadows on individual pie wedges:

1Select the chart or individual pie wedges.

2In the Chart Inspector, click the Series button.

3Choose Individual from the Shadow pop-up menu.

4In the Graphic Inspector, set shadow attributes. (For more information, see “Adding

Shadows” on page 133.)

To put a shadow on the whole pie:

1Select the chart.

2In the Series pane of the Chart Inspector, choose Group from the Shadow

pop-up menu.

3In the Graphic Inspector, set shadow attributes. (For more information, see “Adding

Shadows” on page 133.)

You can also change the opacity of the chart and individual chart elements, such as

the legend. (For more information, see “Adjusting Opacity” on page 135.)

To rotate a pie chart:

mSelect the chart and drag the Rotation Angle wheel in the Series pane of the Chart

Inspector, or type a value in the Rotation Angle field.

Bar and Column Charts

You can apply shadows to individual data series or to the entire chart. You can adjust

the opacity for the chart as a whole or for individual series (but not individual bars).

You can also adjust the spacing between data sets or individual bars.

To adjust spacing between individual bars or data sets:

1Select the chart.

2In the Chart Inspector, click the Series button if it is not already selected.

Chapter 9 Creating Charts 167

3To change the space between bars, type a value (or click the arrows) in the “Gap

between bars” field.

4To change the space between data sets, type a value in the “Gap between sets” field.

The value is the percentage of the bar thickness. Decreasing the space between the

bars makes them thicker. You can also move the pointer near a bar edge until it

becomes a double-headed arrow, then drag to make the bars thicker or thinner.

To put a shadow on each bar:

1Select the chart or a data series.

2In the Series pane of the Chart Inspector, choose Individual from the Shadow pop-up

menu.

If you select one data series and choose an item from the Shadow pop-up menu, the

choice applies to all series in the chart.

3In the Graphic Inspector, set shadow attributes. (For more information, see “Adding

Shadows” on page 133.)

To adjust the opacity of a chart:

mSelect the chart and drag the Opacity slider in the Graphic Inspector. For more

information, see “Adjusting Opacity” on page 135.

Separate the individual

bars in the chart.

Separate the data sets

in the chart.

Add shadows to bars or

data sets.

168 Chapter 9 Creating Charts

Area Charts and Line Charts

In area and line charts, you can use symbols—circles, triangle, squares, and

diamonds—to represent data points.

To use a symbol for the data points in a series:

1Select a data series (area shape or line).

2In the Series pane of the Chart Inspector, choose a symbol from the Data Point

Symbol pop-up menu.

3Fill the symbol by choosing one of the options in the Symbol Fill pop-up menu.

To set the line color and shadow:

mUse the Stroke and Shadow controls in the Graphic Inspector.

For more information about using the Graphic Inspector to set line color, shadow, and

the fill for data point symbols, see Chapter 7, “Changing Object Properties.”

The data points in this

series are represented

with circles.

The data points in this

series are represented

with triangles.

Choose a symbol to use

for data points.

Fill data point symbols

with color or images.

169

10 Printing and Exporting Your

Document to Other Formats

This chapter describes the various ways you can

print, view, 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 on the web as a PDF file or as an HTML page.

Printing Your Document

Pages and Mac OS X provide you with tools to print all or part of your document in

various layouts, and to adjust the color of the printed document.

Setting the Paper Size and Orientation

Before you print, you should make sure the paper size and orientation are set the way

you want by opening the Page Setup dialog.

To set paper size and orientation:

1Choose File > Page Setup.

2In the Page Setup dialog, choose the printer you will use from the “Format for” pop-up

menu.

170 Chapter 10 Printing and Exporting Your Document to Other Formats

3Choose a standard paper size from the Paper Size pop-up menu. If you want to set a

custom paper size, do the following:

aChoose Custom Paper Size from the Settings pop-up menu.

bClick New and type a name for the new paper size.

cSpecify the paper’s height and width in the Paper Size fields, and specify the

printable area margins you want to use in the Printer Margins fields.

dClick Save.

eChoose Page Attributes from the Settings pop-up menu.

fSelect the new paper size you named in the Paper Size pop-up menu. It will be near

the bottom of the list.

gClick OK.

Click to create a new

custom paper size.

Type a name for the

custom paper size.

Click to duplicate or delete

a selected paper size.

If you edit the custom

paper size options, click

Save to save the changes.

Set the paper height and

width.

Set the page margins.

Chapter 10 Printing and Exporting Your Document to Other Formats 171

4Select an orientation option using one of the buttons at the bottom of the Page Setup

dialog.

Printing All or Part of Your Document

You can print your entire document, a selected page range, or only odd or even

pages. You can also print several pages on a single sheet of paper or print pages in

reverse order.

To be sure everything is laid out the way you expect, it’s a good idea to preview a

document before you print it out.

To preview a document for printing:

1Choose File > Print, and then click the Preview button in the Print dialog.

Preview shows what individual document pages will look like when printed. It doesn’t

show the effects of some layout options, such as borders. (For more information about

layout options, see “Setting a Print Layout and Other Options” on page 172.)

2Select the checkbox labeled Soft Proof at the bottom-left corner of the Preview

window to take your printer’s capabilities into account. For example, if you’re printing

a color document to a black-and-white printer, selecting Soft Proof previews the

document in black and white.

3Click 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.)

Landscape orientation with

the top of the page on the

left side of the paper

Portrait orientation (default

for most templates)

Landscape orientation

with the top of the page

on the right side of the

paper

172 Chapter 10 Printing and Exporting Your Document to Other Formats

To print the full document or a range of pages:

1Choose File > Print.

2Choose the printer you want to use from the Printer pop-up menu. If you don't see

the printer you want to use, choose Edit Printer List and add it.

To learn about adding a printer, search for “Adding a printer” in Mac OS Help. To find

out where the printer you are using is located, pause with the pointer over the

printer's name when you are choosing it from the Printer pop-up menu.

3Type the number of copies you want to print in the Copies field, and select the

checkbox labeled Collated if you want each group of pages to print together in order

before printing the next group. If you want to print a batch of page 1, then page 2,

then page 3, and so on, deselect the checkbox.

4To print the entire document, select All next to Pages.

5To print a range of pages, select From, and then type the page number of the first

page in the From field, and the page number of the last page in the “to” field.

6Click Print.

Setting a Print Layout and Other Options

The Copies & Pages pop-up menu in the Print dialog provides several other printing

options, including using ColorSync to adjust color (see page 174), printing your

document in reverse order, printing only odd or even pages, printing a cover page

(separator page), and more. Once you have set your preferred printing options, you

can save these settings as a preset so that you can use them again without going

through all the steps.

To print the document pages in reverse order:

mChoose Paper Handling from the Copies & Pages pop-up menu, and select the

checkbox labeled “Reverse page order.”

To print only odd or even pages:

mChoose Paper Handling from the Copies & Pages pop-up menu, and select “Odd

numbered pages” or “Even numbered pages.”

Chapter 10 Printing and Exporting Your Document to Other Formats 173

To print several pages on a single sheet of paper:

1Choose Layout from the pop-up menu beneath the Presets pop-up menu.

2Choose the number of pages you want to appear on each sheet from the “Pages per

Sheet” pop-up menu.

3Select a layout direction.

4Choose the line style you want to separate each printed page from the Border pop-up

menu.

To print double-sided:

mChoose Layout from the pop-up menu beneath the Presets pop-up menu, and then

select one of the following:

ÂLong-Edge Binding: Prints the pages to be bound lengthwise.

ÂShort-Edge Binding: Prints the pages to be bound on the short side of the paper.

Note: Not all printers can print double-sided. Check the documentation that came

with your printer.

To save your printing options as a preset:

mChoose Save As from the Presets pop-up menu in the Print dialog and type a name for

the preset.

Choose a line style to

separate the printed

pages on each sheet.

Print left to right first,

then down.

Print pages right to left

first, then down.

Print pages top to

bottom first, then across

to the right.

Print pages top to

bottom first, then across

to the left.

See a preview of the

layout you have set up.

Select double-sided

printing options.

174 Chapter 10 Printing and Exporting Your Document to Other Formats

To use the same settings in the future, choose the preset’s name from the Presets

pop-up menu.

Adjusting the Document Color With ColorSync

You can make printed documents lighter, darker, or sepia-toned, or add other effects,

by adding a Quartz filter to your printer output. The filter uses ColorSync technology

to modify the printed document without modifying the document itself. You can also

use ColorSync to change the resolution of your document.

Note: Not all printers can print in color. Check the documentation that came with

your printer.

To adjust document color:

1Choose File > Print.

2Choose ColorSync from the pop-up menu beneath the Presets pop-up menu in the

Print dialog.

3Choose an option from the Color Conversion pop-up menu:

ÂStandard: Uses the default settings in Pages to control the color management of

the printed document.

ÂIn Printer: Lets the printer you’re using control the color management of the

printed document.

4Choose an option from the Quartz Filter pop-up menu.

To see a preview of the printed document with the Quartz filter you have chosen, click

Preview.

Once you have selected the Quartz filter you want, you can save this setting as part of

your preset, as described above. For more information about ColorSync and Quartz

filters, see ColorSync Utility Help by opening the ColorSync application (located in

Applications/Utilities), and then choosing Help > ColorSync Utility Help.

The ColorSync Utility

icon

Chapter 10 Printing and Exporting Your Document to Other Formats 175

Exporting to Other Document Formats

You can share your Pages documents across different platforms by exporting them to

other formats, such as Microsoft Word, PDF, or HTML.

To export a document to another file format:

1Choose File > Export.

2Select the document type you want in the Export dialog.

ÂPDF: Can be viewed or printed in Preview or any PDF viewer, and can be edited

with a PDF application

ÂWord: Can be opened and edited in Microsoft Word on Mac OS X, or on Windows

ÂHTML: Allows the use of sound and movie files, and can be viewed in Safari or other

applications that render HTML

ÂRTF: Retains most of the text formatting and graphics; can be opened and edited in

a word processor

ÂPlain Text: Removes text formatting; can be opened and edited in a text editing

application, such as TextEdit

3Click Next.

4Type the title for the new document and select the location you want to save it to.

Note: When you export to other document formats, the new document may not be

identical to the Pages document.

When exporting to Microsoft Word, the line spacing may not be identical, so the Word

document may have fewer pages than the Pages document. Also, special typographic

features and some graphics may not display as well, particularly those using

transparency (alpha channels). Tables and column layouts may not export identically,

and charts created in Pages appear as static images in other document formats.

Images will not appear at all in Plain Text format.

177

11 Designing Your Own

Document Templates

This chapter is for designers who want to create

their own document templates.

This chapter assumes you are already familiar with the design and formatting features

of Pages described in earlier chapters.

The templates that come with Pages provide ideas for page designs, and also define

the look of charts, tables, and text. Within each template, the following attributes can

be defined:

ÂPage orientation

ÂPage margins

ÂPage numbering

ÂBackground graphics (watermarks)

ÂA variety of text styles, including body text, headers, footers, callouts, and so on

ÂTable of contents styles

ÂBullet and numbering styles

ÂObject fills and line styles for drawn objects

ÂChart colors and styles

ÂLook of tables

ÂAdditional template page designs

You can modify any of these attributes to create your own templates. Creating your

own template can also be as simple as selecting an existing template and adding your

company logo to the page.

If you want to customize an existing template—for example, by adding images,

changing the placeholder text, or defining new text styles—see the relevant sections

in this chapter, and then read “Step 4: Saving a Custom Template” on page 186.

178 Chapter 11 Designing Your Own Document Templates

If you want to design a new template from scratch, begin with a Blank template. It

may be useful to proceed through all of the sections in this chapter in order.

Step 1: Setting Up the Document

Before you get into the deeper levels of designing the document, you should be sure

to specify the general “size and shape” of the document. Doing this first will ensure

consistency throughout the document. To set up your document, take care of these

tasks first:

1Set paper size and orientation.

Consider the paper size and orientation that will be used for the finished document.

For instance, if you are creating a template for envelopes, be sure that you have

selected the correct envelope size (or created a custom size) before you proceed with

further document design. To learn about setting the paper size and orientation, see

“Setting Page Orientation and Size” on page 91.

2Set page margins.

Define the body text area and header and footer text areas. If your document will be

bound, you can set different margins for right- and left-facing pages. Document

margins are set in the Document Inspector. For more information, see “Setting Page

Margins” on page 92 and “Creating a Document with Left- and Right-Facing Pages” on

page 96.

3Insert page numbering.

If your document requires page numbering or footnotes, set these up using the

Document Inspector. For more information, see “Adding Headers and Footers, Page

Numbers, and Footnotes” on page 96.

Placing Master Objects

If you want to add images that appear in the background on every page of your

document (for example, watermarks), place them first. If you create new sections in

your document, they will automatically inherit the master objects that you have

already placed. You can remove or reposition the master objects in subsequent

sections, if you want.

Chapter 11 Designing Your Own Document Templates 179

To place a master object:

1Place a fixed graphic anywhere on the page. (Inline objects cannot be used as master

objects.)

2Set the object size.

3Set object opacity. For more information, see “Adjusting Opacity” on page 135.

4Mask any part of the image you don’t want to appear. For more information, see

“Cropping (Masking) Fixed Images” on page 111.

5Set the text wrapping the way you want it. For more information, see “Wrapping Text

Around an Object” on page 118.

6If you want the object to appear behind text, select it and choose Arrange > Send to

Back.

7Choose Format > Advanced > Move Object to Section Master.

Once the object has been placed on the section master, it cannot be selected, so you

can’t accidentally move it. If you want to move it or make changes to it, you can make

it selectable.

To edit a master object:

mChoose Format > Advanced > Make Master Objects Selectable, and then select the

object you want and edit it.

Master objects have blue selection handles.

To remove a master object and make it appear only on a single page:

mChoose Format > Advanced > Move Object to Page. The object is no longer repeated

on each page, but appears only on the selected page. It can be manipulated like any

other fixed object.

Adding Alignment Guides

Alignment guides created in a template page remain in the template to help whoever

uses the template position items on the page. The alignment guides appear when the

rulers or layout are shown, and disappear when rulers or layout are hidden.

Master objects have blue

selection handles.

180 Chapter 11 Designing Your Own Document Templates

To create alignment guides on a page:

1Go to the page to which you want to add the alignment guides.

2Click outside the main body of your document so that the insertion point is not

visible.

3Choose View > Show Rulers.

4Place the pointer on a ruler and drag the blue alignment guide wherever you want on

the page. (You can change the color of the alignment guides using Pages

Preferences.)

Step 2: Defining Styles

A template must have default styles defined for the following elements of a

document:

ÂParagraph styles

ÂCharacter styles

ÂList styles

ÂTable of contents styles

ÂText box styles

ÂShape styles

ÂTable styles

ÂChart styles

ÂText wrap around objects

You can customize any of these for the template you are creating, or you can use the

defaults that already exist in the template you started with (including the Blank

template).

To learn about creating paragraph styles, character styles, and list styles, see

Chapter 4, “Working With Styles.” To learn about creating styles for the table of

contents, see “Styling a Table of Contents” on page 103.

Chapter 11 Designing Your Own Document Templates 181

Setting Default Styles for Shapes, Tables, and Charts

The default styles for text boxes, shapes, tables, and charts determine what each of

these objects looks like when it first appears on the page (for example, the color, size,

and orientation of the shape that appears when the you choose Insert > Shape >

[shape]).

You can set default attributes for text boxes, shapes, tables, and graphics by placing

one of each of these items on a page, formatting it the way you want, and then using

the Format menu commands to define these new attributes as the defaults.

Defining Attributes for Text Boxes and Shapes

Setting the default attributes for text boxes and for shapes is very similar. Design text

boxes and shapes just the way you want them, with your preferred fonts, colors,

opacity, shadows, and so on. (Because line length and orientation cannot be defined

within a template, line attributes—such as color, thickness, and opacity—must be set

separately.)

To set default styles for text boxes and shapes:

1Place a fixed text box and a shape on the page. To read about placing a fixed text box,

see “Creating Callouts, Sidebars, and Highlighted Text” on page 65. To read about

placing drawn objects, see “Adding Simple Shapes, Tables, and Charts” on page 108.

2Type text into the box and shape and then select the text and set its attributes. To

read about setting text attributes, see “Formatting Text Size and Appearance” on

page 47.

3Select the text box and the shape, and set attributes for both (for example, fill color

and outline style). To read about setting object properties, see Chapter 7, “Changing

Object Properties.”

4For the text box and the shape, set text wrapping in the Wrap Inspector. To read about

setting text wrapping, see “Wrapping Text Around an Object” on page 118.

5Select the shape or text box and choose Format > Advanced > Define Default Shape

Style or Define Default Text Box Style.

6Delete the text box and shape from the page.

182 Chapter 11 Designing Your Own Document Templates

Defining Attributes for Tables

You can design the default table the way you like it, setting the number of rows and

columns, line styles and colors, text styles, shadows, and so on.

To set default table attributes:

1Place a table on the page.

2Select the table and set its attributes. To read about placing and formatting tables, see

Chapter 8, “Creating Tables.”

3Set text wrapping around the table.

4Choose Format > Advanced > Define Default Table Style.

5Delete the table from the page.

Note: A table consists of distinct formatting areas, including the header row, header

column, inside borders, and outside borders. To set default table attributes, you must

apply each attribute to an entire formatting area. For example, if you change the

formatting of one cell in a header row, the change will not be saved as part of the

default table style; you need to change the formatting of all the cells in the header

row.

Setting Default Chart Styles

For charts, you can set the default chart type—the type of chart that appears when

you choose Insert > Chart—and also the default look of each chart type. Default

attributes must be set individually for each chart type.

To set default chart styles and placement:

1Place a chart on the page.

2Select the chart and set its attributes. (To read about placing and formatting charts,

see Chapter 9, “Creating Charts.”)

3Set the text wrapping around the charts.

4Once you have formatted and positioned all the charts, select each of them, one at a

time, and choose Format > Advanced > Define Default Style for [chart type] Chart.

5Select the chart type that you want to be the default (the one that first appears when

you choose Insert > Chart), and choose Format > Advanced > Make [chart type] the

Default Chart Type.

6Delete the charts from the page.

Chapter 11 Designing Your Own Document Templates 183

Defining Default Attributes for Imported Graphics

For imported graphics, you can set default shadows, opacity, and outline (stroke)

color.

To set default image attributes:

1Place an image on the page.

2Select the image and set its attributes. (To read about setting object attributes, see

“Changing Line Style” on page 132, “Adding Shadows” on page 133, and “Adjusting

Opacity” on page 135.)

3Set text wrapping around the image.

4Choose Format > Advanced > Define Default Image Style.

5Delete the image from the page.

Step 3: Creating Placeholder Text and Graphics

Placeholder text and graphics model the look of the finished document. They can also

provide instructions for the person using the template.

Creating Placeholder Text

If you want to modify placeholder text that already exists in a template, you must

make it editable.

To edit placeholder text:

1Choose Format > Advanced > Enable Placeholder Text Authoring.

2Edit the text as you would normally.

3Choose Format > Advanced > Disable Placeholder Text Authoring.

You can also set your own text as placeholder text.

To create placeholder text:

1Type some text on the page and format it the way you want.

2Select the text in blocks, as you would like template users to be able to edit it, and

choose Format > Advanced > Define as Placeholder Text.

184 Chapter 11 Designing Your Own Document Templates

Important: When selecting blocks of text to define as placeholder text, be careful not

to select the final paragraph break character. Doing so will cause the entire paragraph

to be deleted when the user begins typing in the placeholder text, and the new text

will take on the attributes of the following paragraph. To see the paragraph break

character as you work, choose View > Show Invisibles.

To remove placeholder text:

mSelect it and press Delete.

Creating Placeholder Graphics

Placeholder graphics make it easy for you to size and position graphics correctly by

simply dragging them onto the placeholders you have created.

To create a placeholder graphic:

1Place and size a placeholder image on the page (it might be a shaded box with

instructional text, for example).

2Select the image and choose Format > Advanced > Define as Image Placeholder.

To make a placeholder image an ordinary image:

mSelect it and then deselect “Define as Image Placeholder” in the choose Format >

Advanced submenu. (A selected item has a checkmark next to it; choose the item

again to deselect it.)

To delete a placeholder graphic:

mSelect the image and press Delete.

Providing Page Designs for Expandable Templates

You may want to make your template expandable so that template users can simply

insert additional page designs you have created. The page designs are available using

the Pages command in the Insert menu (for more information, see “Expanding the

Template by Adding Pages” on page 31).

1Design a layout of one or more pages, inserting a section break at the beginning and

end of the layout.

2Choose Format > Advanced > Capture Pages. A dialog opens.

Chapter 11 Designing Your Own Document Templates 185

3Type a name for the page design.

4Choose the number of pages you want to include in the page design from the Include

pop-up menu.

5Delete the pages from your template if you want them to appear only in the Pages

submenu, but not as a regular part of the template.

To manage page layouts you have created:

1Choose Format > Advanced > Manage Pages. A dialog opens.

2Select a page title and click the up or down arrow buttons to change its position in

the list.

Click the Delete button to remove it from the list.

3Click Done.

Chapter 11 Designing Your Own Document Templates 186

Step 4: Saving a Custom Template

You can save your new template so that it appears in the Template Chooser. When

another person opens the template to use it, it opens in exactly the same state as you

saved it. That means you can choose to leave the Styles drawer open or closed, or

leave invisibles, rulers, and layout marks visible.

To save the current template as a custom template:

1Choose File > Save as Template.

2Type a name for the template.

3Your template will be saved in the My Templates pane of the Template Chooser. If you

don't want your template to appear here, save it in another location.

You can create a new Template category by creating a new folder in the following

location:

[Home Folder]/Library/Application Support/iWork/Pages/Templates

4Click Save.

187

Index

> symbol (in menu

commands) 12

accent marks 51

adding pages 31

aligning text 55

alignment

of bulleted text 85

of text 54, 58

alignment guides 20

alternate pages

different headers/

footers 100

anchor point icon 19

AppleWorks 29

area charts 168

bar charts 166

baseline 54

baseline shift 79

bookmarks

about 124

adding and using 125

breaks

column 94

layout 18, 94

section 99

bulleted lists

creating 62

bullets

modifying 84

callouts

defining defaults 181

capitalization 54

Center Tab icon 59

characters

formatting 48

typing special 52

character spacing 57

character style

creating 82

modifying 81

Chart Data Editor 157

adding/deleting rows/

columns 158

editing rows and

columns 158

charts

adding 156

defining defaults 182

editing data 157

formatting

appearance 159

formatting axes and

labels 161

placing 109

show/hide legend 159

transposing data series/

sets 153

checking spelling 42

clipping indicator 66, 68,

147

color

gradient 130

object fill 130

of text 50, 57

opacity 128

selecting 128

Colors window 25, 127

ColorSync 174

column break 94

symbol 94

column charts 166

columns 92

changing outside

margins 95

changing the number

of 95

formatting 93

starting at top of

page 95

copying text 39

cropping. See masking

images

custom template 186

cutting text 39

Index

188 Index

date field 97

decimal tab

changing character 61

Decimal Tab icon 59

default template 30

deleting text 39

dictionary

changing 43

language 79

document

planning 25

printing 46, 169

saving 45

document layout

show and hide 34

email addresses 125

exporting documents 175

facing pages

new document

section 100

setting up 90, 96

file

saving 45

file types

list of graphic types 105

list of movie/sound

types 122

finding and replacing

text 39, 40

finding text 39, 40

first page

setting up unique 100

fixed object 35

about 107

adding 35

converting 110

resizing 115

Font panel

about 24

formatting text 48

fonts 49

color 50

size 49

typeface 49

footers

adding 97

footnotes

formatting 99

inserting 98

numbering 90, 98

formatted text fields 97

formatting marks See

invisibles

graph. See charts. See also

images

graphics

importing files 107

headers and footers

discontinuous 99

help, onscreen 12

HTML 175

hyperlinks

creating 124

disabling for

editing 126

to bookmarks 126

to email messages 124

to webpages 124

types 124

hyphenation 79

image placeholders. See

placeholder

graphics

images

adding fixed 35

adding inline 35

fill 130

masking 111

iMovie 113

importing

AppleWorks 29

Microsoft Word 29

indent

hanging 62

indenting list items 64

Info pane 90

inline object

about 106

adding 35

converting 110

resizing 115

inset margin 69

inspectors

about 23

invisibles 19

showing and hiding 34

iPhoto 113

iTunes 113

keyboard layouts

viewing 52

Index 189

landscape 91

language 79

changing 43

layout 92

show and hide 34

starting at top of

page 95

layout break 18, 94

symbol 95

layout view 17

leader lines 61

Left Tab icon 59

ligature 54, 79

line break

lists 63

line break icon 19

line charts 168

line spacing

before/after

paragraphs 57

setting 56

linked text boxes 66

lists

bulleted 62

indenting 64

line break 63

numbered 62

list style

modifying 84, 86

locking objects 38

magnifying the view 17

margins

page 92

paragraph 61

setting for

document 90

masking images 111

master graphics 101, 178

master object 99, 101

master objects 178

about 18

media

importing files 107

Media Browser 113

about 34

Metrics Inspector 136

Microsoft Word 29, 175

exporting to 175

new document

selection 30

Non-breaking space

icon 19

numbering pages 96, 97

object

locking/unlocking 117

text wrapping 121

objects

adjusting position 137

adjusting size 137

constrain

proportions 137

fixed 35

flip horizontally/

vertically 116

flipping and

rotating 137

grouping/

ungrouping 117

locking/unlocking 38

moving backward/

forward 116

moving fixed 115

moving inline 115

opacity 135

rotating 115

selecting all 116

selecting behind

text 116

shadows 134

text wrapping 119

opacity 135

ordered lists 63

creating 63

orientation, page 91

original size 138

orphan lines 78

outlines

creating 62

outlines See ordered lists

outline style

modifying 86

page

orientation 91, 169

setting margins 92

page break icon 19

page layouts

creating and

capturing 184

managing 184

page numbering 96, 97

discontinuous 99, 100

pages, additional 31

Page Setup 91, 169

paragraph

190 Index

background color 51

borders 67

fill color 67

indent 62

margins 61

paragraph break icon 19

paragraph fill 79

paragraph formatting

using hyphenation 90

using ligatures 90

paragraph style

creating new 80

modifying 77

PDF 110, 175

pie charts 164

placeholder graphics 15,

18, 34, 184

placeholder text

about 18, 32

creating 183

editing 183

using 32

plain text 175

portrait orientation 91

position tags 36

presets 173

printing

adjusting color 174

cover page 172

creating presets 173

document 46, 169

double-sided 173

odd/even pages

only 172

paper size 169

reverse order 172

print preview 46

rich text format 175

Right Tab icon 59

RTF 175

rulers 20

changing units 20, 36

showing 36

saving documents 45

scaling an image 131

section break 99

shadows 134

text 51

shapes

aligning text 55

inserting text in 68

placing 109

shortcut menu 25, 144

shortcuts

keyboard 25

menus 25

sidebars

defining defaults 181

size tags 36

smart quotes 53

space icon 19

spacing text 54

special characters/

symbols 52

spelling 42

strikethrough text 50

styles

applying 73

copying and pasting 76

importing 74

modifying bulleted/

numbered 84

modifying character 81

modifying

paragraph 77

modifying tiered list

(outline) 86

overrides 75

Styles drawer

about 21

subscript 47

superscript 47

symbols

inserting in text 52

tab icon 19

table

adding rows and

columns 144

cells, aligning text 55

cells, automatically fit

contents 147

cells, deleting

contents 144

cells, formatting

borders 149

cells, inset margins 149

cells, merging 146

cells, resizing 147

cells, selecting 142

cells, selecting

borders 143

cells, splitting 147

cells, text

alignment 148

delete rows and

columns 145

editing text 143

Index 191

header rows and

columns 146

number of rows and

columns 145

placing 109, 140

setting defaults 182

Table Inspector 144

table of contents

formatting 103

generating 102

pane 90

tabs

changing decimal 61

changing default 59

tab stops

deleting 61

setting 58, 60

Template Chooser 30

text

alignment 55

alignment and

spacing 54

capitalization 47

color 50

copying 39

cutting 39

deleting 39

formatting 48

raising or lowering 47

shadows 51

size 49

strikethrough lines 50

underlines 50

text box

aligning text 55

defining defaults 181

formatting 69

linked 66

Text Inspector

List pane 83

Tabs pane 59, 60

Text pane 55

text placeholders. See

placeholder text

text wrapping 118

tiered numbers 86

time field 97

tinted image fill 132

toolbar

customizing 22

tracking 54

typography settings 50,

Typography window 54

underlining text 50

Undo command 33

URL detection 125

view

layout 17

zooming in/out 17

watermarks 101, 178

widow lines 78

Wrap Inspector 118

zooming in/out of

document 17

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