Apple IWork \'09 '08 Getting Started User Manual I Work \'08 (Manual) 08

2007-08-06

User Manual: Apple iWork \'09 iWork \'08 Getting Started (Manual)

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Getting Started

Getting Started

Apple Inc.

Under the copyright laws, this manual may not be

copied, in whole or in part, without the written consent

of Apple.

The Apple logo is a trademark of Apple 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, iLife, iPhoto, iPod, iTunes,

Keynote, Mac, the Mac logo, Macintosh, Mac OS, Pages,

and QuickTime are trademarks of Apple Inc., registered

in the U.S. and other countries.

Aperture, Finder, GarageBand, iWeb, iWork, and Safari

are trademarks of Apple Inc.

AppleCare and Apple Store are service marks of Apple

Inc., registered in the U.S. and other countries.

.Mac is a service mark of Apple Inc.

Adobe, the Adobe logo, Acrobat, the Acrobat logo,

Distiller, PostScript, and the PostScript logo 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.

034-4051-A 06/2007

Contents

7Welcome to iWork ’08

Welcome to Pages ’08

Welcome to Numbers ’08

Welcome to Keynote ’08

About This Book

Where to Go for More Help

Overview of iWork Tools

The Toolbar and Format Bar

The Inspector Window

The Media Browser

The Font Panel

The Colors Window

Keyboard Shortcuts

23 Chapter 1: Getting Started with Pages

What You’ll Learn

Step 1:

Create a New Document and Choose a Template

Step 2:

Add and Format Text

Changing Font Color and Other Text Attributes

Contents

Using Styles and Creating Lists

Step 3:

Add Objects

Using Media Placeholders

Adding Objects

Wrapping Text Around Objects

Adding Shapes

Step 4:

Use Writing Tools

Checking Spelling and Proofreading Your Document

Researching Information

Step 5:

Share Your Document

Working with Page Layout Documents

Creating and Linking Text Boxes

Adding and Reordering Pages

Masking (Cropping) Images

Removing Unwanted Areas from an Image

Continue to Explore

55 Chapter 2: Getting Started with Numbers

What You’ll Learn

Step 1:

Create a New Spreadsheet

Step 2:

Get Familiar with the Numbers Window

Introducing Tables

Introducing Charts

Introducing Sheets

Contents

Step 3:

Create a New Table

Adding a Table

Defining Table Elements

Formatting a Table

Working with Columns and Rows

Adding Data

Using Cell Controls

Formatting Cells

Step 4:

Use Formulas and Functions

Adding a Quick Formula

Using the Formula Editor

Using the Function Browser to Add a Function

Performing Instant Calculations

Using Your Results in the Loan Comparison Table

Step 5:

Enhance Your Spreadsheet

Adding Charts

Adding Text, Shapes, and Other Objects

Step 6:

Share Your Spreadsheet

Preparing a Sheet for Sharing

Printing and Exporting Your Spreadsheet

Continue to Explore

Contents

101 Chapter 3: Getting Started with Keynote

101

What You’ll Learn

102

Step 1:

Create a New Document and Choose a Theme

105

The Slide Organizer

106

The Notes Field

106

Step 2:

Create Slides

108

Adding and Formatting Text

108

Adding Graphics and Other Media

113

Step 3:

Organize Your Slides

115

Step 4:

Enhance Your Slideshow with Motion

115

Adding Transitions Between Slides

117

Making Objects Move

124

Step 5:

Rehearse and Share Your Slideshow

124

Rehearsing Your Presentation

125

Customizing a Presentation for the Audience

126

Continue to Explore

127 Index

Preface

Welcome to iWork ’08

This book will help you quickly create your first documents,

spreadsheets, and slideshows.

iWork ’08 includes three applications that integrate seamlessly with your Mac

experience:

Pages.

The word processor with an incredible sense of style.

Numbers.

Powerful, compelling spreadsheets made easy.

Keynote.

Cinema-quality presentations for everyone.

8 Preface

Welcome to iWork ’08

Welcome to Pages ’08

Just open Pages and start typing to create compelling letters, reports, and other word

processing documents. You can also create beautifully designed brochures, flyers, and

newsletters with the powerful page layout mode. Pages features change tracking, rich

graphics and text tools, and more than 140 templates.

Above, a Word Processing template is shown.

Text automatically flows

around inserted images.

Track changes directly

in the text, or hide

tracking.

Use change tracking to

edit documents with

multiple authors.

Use the Format Bar to

change fonts, colors, line

spacing, and more.

Use paragraph and character

styles to make your

documents consistent.

Preface

Welcome to iWork ’08

Below, a Page Layout template is shown.

Position text and

graphics anywhere

on your canvas.

Use Instant Alpha to

remove the background

from an image.

The Format Bar options

change based on the object

selected.

Drag images from the

Media Browser directly

into templates.

Add a picture frame to

any image using the

Graphic Inspector.

The thumbnail view

shows your entire

document at a glance.

10 Preface

Welcome to iWork ’08

Welcome to Numbers ’08

Numbers is a new and innovative—yet familiar—spreadsheet application with over

150 functions and fundamentally better ways to organize data, perform calculations,

and manage lists. Numbers includes intelligent tables, customizable checkboxes and

sliders, 2D and 3D charts, an interactive print view, and templates for home, education

and business.

Format text,

numbers, cell

borders, and more

using the Format Bar.

Use the

Media Browser to

add your photos

anywhere.

Easily change the

font, borders, and

colors of tables.

Each table contains data

calculations that work

across tables.

Add charts

based on

table data.

Create multiple sheets,

tables, and charts in a

spreadsheet.

Preface

Welcome to iWork ’08

Drag here to move

the table.

Click to add rows.

Use headers to name

rows and columns.

Sort and filter rows using the

column pop-up menu.

Refer to cells by

name in formulas.

12 Preface

Welcome to iWork ’08

Welcome to Keynote ’08

Create spectacular presentations to amaze your audiences. Start with one of over 30

Apple-designed themes, and then add gorgeous text effects and advanced animations,

using Smart Builds or action builds, which move objects from point A to point B.

Remove an unwanted background from an image using Instant Alpha. Record your

voice with your slides for self-running presentations, kiosks, storyboards, or even

podcasts.

Choose the size of

the thumbnails.

Quickly access all your

photos, movies, and

music using the

Media Browser.

Themes include

multiple layouts with

coordinated fonts,

colors, image frames,

and backgrounds.

Use Instant Alpha on any

image to easily remove the

background color.

Play cinema-quality presentations,

or even record voiceovers for self-

running presentations.

Use Smart Builds with

drop zones to quickly

create sophisticated

animations.

Preface

Welcome to iWork ’08

Create beautiful charts

with a single click.

Edit chart data directly.

Use the Inspector to

change the attributes of

any selected object.

Choose from a library

of lifelike 3D textures.

14 Preface

Welcome to iWork ’08

About This Book

This book contains the following chapters:

Chapter 1, “Getting Started with Pages,” takes you step by step through the process

of creating a word processing document and a more graphics-intensive document.

Chapter 2, “Getting Started with Numbers,” takes you through the process of creating

a simple spreadsheet.

Chapter 3, “Getting Started with Keynote,” takes you through the process of creating

a slideshow.

These three tutorials will get you up and running quickly in each application.

Where to Go for More Help

In addition to this book, there are many other resources to help you as you use

iWork ’08:

iWork ’08 tour.

Watch an overview of what you can do with the iWork ’08 suite.

To view the tour, open an iWork ’08 application and choose Help > iWork Tour.

Online tutorials.

Watch how-to videos about performing common tasks in each

application. The first time you open each iWork ’08 application, a message appears

with a link to these tutorials on the web. You can view an application’s tutorial

anytime by choosing Help > Video Tutorials.

User’s guides.

A printable PDF document, containing detailed instructions for

completing any task, is available for each application. To view a user guide, open the

application and choose Help >

Application

User Guide.

Preface

Welcome to iWork ’08

Onscreen help

is provided for each application. The help contains thorough

instructions for completing all iWork tasks. To open the help, open an application and

choose Help >

Application

Help.

The first page of help also provides access to the following websites:

iWork website

(www.apple.com/iwork): The latest news and information about

iWork.

Support website

(www.apple.com/support/

application

): Detailed information

about solving problems.

Help tags

are available for many onscreen items. To see a help tag, hold the pointer

over an item for a few seconds.

16 Preface

Welcome to iWork ’08

Overview of iWork Tools

All three iWork applications share many of the same tools.

The Toolbar and Format Bar

At the top of each application window, the toolbar provides controls for common tasks.

Each toolbar is described in detail in the appropriate chapter in this book. You can

customize the toolbar so that it contains the tools you use most often.

To customize the toolbar:

Choose View > Customize Toolbar.

The Format Bar provides quick access to commonly used tools for formatting objects.

If the Format Bar isn’t visible beneath the toolbar, click View in the toolbar and choose

Show Format Bar to show it.

The toolbar at the top of each

window provides controls for

common tasks.

The Format Bar provides

additional formatting tools.

Preface

Welcome to iWork ’08

The Inspector Window

You can format all elements of your document using the panes of the Inspector

window. The Inspector panes are described in detail in the user’s guides.

To open the Inspector window:

Click Inspector (a blue

) in the toolbar.

You can have more than one Inspector window open at a time.

To open another Inspector window:

Choose View > New Inspector, or Option-click one of the buttons at the top of the

Inspector window.

Click the buttons along the

top to see the different

Inspector panes.

18 Preface

Welcome to iWork ’08

To see what a control does, rest the pointer over it until its help tag appears.

The Media Browser

This window provides quick access to all the files in your iTunes library, your iPhoto

library, your Aperture library, and your Movies folder. You can drag any audio file,

photo, or movie from the Media Browser directly into an iWork document.

To open the Media Browser:

mClick the Media button in the toolbar.

Click a button to view your

media files.

Drag a file to a document.

Search for a file.

Preface Welcome to iWork ’08 19

The Font Panel

All three iWork applications use the Mac OS X Font panel, so you can use any font

installed on your computer in your iWork documents.

Create new font collections.

Drag favorite fonts to the

Favorites collection.

20 Preface Welcome to iWork ’08

The Colors Window

Use the Mac OS X Colors window to choose colors for text, table cells, objects,

shadows, and more.

The color selected in the

color wheel appears here.

Drag from here to apply

color to text or objects.

Click the color wheel to

select a color. Drag the

slider to change hues.

Change the color’s

transparency.

These buttons provide

different color models.

To find the color of an onscreen

item, click the magnifying glass

and then click the item.

To save a color for later use,

drag it from the color well at

the top of the window to one

of these squares.

Preface Welcome to iWork ’08 21

Keyboard Shortcuts

You can perform many tasks by pressing certain keys. To see a complete list of an

application’s shortcuts, choose Help > Keyboard Shortcuts.

1Getting Started with Pages

This chapter provides an overview of the basic steps for

creating documents in Pages.

What You’ll Learn

This tutorial shows you how to:

ÂCreate new documents and choose templates.

ÂAdd and format text.

ÂAdd photos and other media.

ÂAdd, delete, and reorder pages.

ÂUse writing tools such as spell checking.

ÂShare your document by printing it or exporting it for use in other applications.

24 Chapter 1 Getting Started with Pages

Step 1: Create a New Document and Choose a Template

Templates are documents with placeholder content and formatting options—such as

font styles and margins—already set up for you, so that you can focus on your content

instead of design.

Pages provides two kinds of templates:

ÂWord Processing templates are best suited for text-intensive documents, such as

letters and reports.

ÂPage Layout templates are most useful for documents that feature graphics and are

more layout intensive, such as newsletters and flyers.

You complete most tasks exactly the same way in both kinds of documents. This

tutorial first takes you through the steps for creating a word processing document and

then presents the basics of page layout documents. For more information about the

differences between the two kinds of documents, see “Working with Page Layout

Documents” on page 43.

To create a new document:

1Do one of the following:

ÂIf Pages is open, choose File > New.

ÂIf Pages isn’t open, open it (click its icon in the Dock or double-click its icon in the

iWork ’08 folder inside the Applications folder).

2In the Template Chooser that appears, click a template category on the left, click a

template on the right, and then click Choose.

Chapter 1 Getting Started with Pages 25

This part of the tutorial uses the Project Proposal template for its examples.

∏Tip: You can choose a default template for new documents. Choose Pages >

Preferences, select “Use template,” and then click Choose to choose a new template.

Stopping, Saving, and Continuing

Be sure to save your work often by choosing File > Save.

You can stop this tutorial (or quit Pages) at any time and return to it later. To quit

Pages, choose Pages > Quit Pages.

To reopen your document later, double-click it in the Finder, drag its icon to the Pages

icon in the Dock, or open Pages and choose File > Open.

… and then click

Project Proposal.

Click Reports …

26 Chapter 1 Getting Started with Pages

Step 2: Add and Format Text

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

where it will appear. Placeholder text is either a label (Prepared by, for example), sample

text (Project Proposal), or Latin text (Lorem ipsum …).

To replace placeholder text:

mClick the text and type.

When you click placeholder text in a template, all the placeholder text is highlighted.

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

∏Tip: You might find it easier to work in the document if you display formatting

characters such as Return characters. Choose View > Show Invisibles.

Text you type to replace placeholder text is preformatted, but you can modify it to suit

your needs.

Placeholder text:

When you click it, the entire

text area is selected.

Chapter 1 Getting Started with Pages 27

Changing Font Color and Other Text Attributes

You can format text using a variety of tools:

ÂThe Format Bar. Right below the toolbar, the Format Bar provides quick access to

commonly needed tools for changing fonts, type size and color, and other attributes.

To see what a tool does, rest the pointer over it for a few seconds until a help tag

appears.

Click to open the

Styles drawer.

Choose a paragraph

or character style. Align selected text.

Choose a

list style.

Change the font,

font style, font size,

and color.

Change line

spacing and

number of

columns.

28 Chapter 1 Getting Started with Pages

You can also use the Format Bar to modify elements other than text; the tools

available change depending on what you select. When you select a graphic,

for example, the Format Bar displays graphic-specific controls:

ÂThe Format menu and Font panel. You can use the Format menu commands and

the Font panel for many text formatting tasks. To open the Font panel, click Fonts in

the toolbar.

ÂThe Inspector. The Text Inspector provides more formatting tools.

Choose a line style,

thickness, or color.

Open the Adjust Image

window.

Change an

object’s type.

Fill an object

with color.

Mask (crop) an image.

Change the

object’s text wrap.

Chapter 1 Getting Started with Pages 29

To open the Text Inspector:

1Click Inspector in the toolbar (the blue i button).

2Click the Text Inspector button.

∏Tip: You can open multiple Inspectors by choosing View > New Inspector.

Change the space between

characters or lines of text.

Click a button to create lists,

tabs, and more.

Change text color or

alignment.

The Text Inspector button

Change the amount of “padding”

(space) around text in text boxes,

table cells, and shapes.

30 Chapter 1 Getting Started with Pages

Using Styles and Creating Lists

A style is predefined formatting for a particular kind of text, such as body text or

captions. Styles are useful for quickly formatting and reformatting a document. When

you apply a style to text, it automatically uses the style’s font, size, color, and more. If

you want to change something—the size of body text, for example—you can simply

redefine the style—all the text that uses the style updates automatically to reflect the

new formatting.

Pages provides three kinds of text styles:

ÂParagraph styles can be applied only to entire paragraphs (chunks of text that end

with a Return character), not to individual words within paragraphs.

ÂCharacter styles can be used to format individual words, groups of words, or letters

within a paragraph. A common use of character styles is to emphasize particular

words using bold or italic. Applying a character style does not change the style of the

rest of the paragraph.

ÂList styles are used to create bulleted or numbered lists. Pages provides many list

styles; you can modify these styles or create your own.

You can apply paragraph, character, and list styles using the Format Bar or the Styles

drawer.

Chapter 1 Getting Started with Pages 31

To open the Styles drawer:

mClick the Styles button on the far left of the Format Bar (or choose View > Show

Styles Drawer).

The Styles drawer

(can open on the left

or the right)

Click to open the

Styles drawer.

Click these buttons to display

character and list styles.

Each style’s name is

formatted using the style.

Create new styles.

Drag to resize the panes.

32 Chapter 1 Getting Started with Pages

To apply a style to a paragraph:

mSelect the paragraph or paragraphs you want to change, and then do one of

the following:

ÂIn the Styles drawer, select a paragraph style.

ÂIn the Format Bar, click the Paragraph Styles button and choose a style.

To apply a style to characters:

1Select the character, word, or words you want to change, and then do one of

the following:

ÂIn the Styles drawer, select a character style.

ÂIn the Format Bar, click the Character Styles button and choose a style.

To create a list:

1Place the insertion point where you want to begin typing your list.

2Do one of the following:

ÂIn the Styles drawer, select a list style (if you don’t see List Styles, click the button at

the bottom right of the Styles drawer).

The Paragraph Styles

button

The Character Styles

button

Chapter 1 Getting Started with Pages 33

ÂIn the Format Bar, click the List Styles button and choose a style.

ÂIn the Text Inspector, click List, and then choose a style from the Bullets & Numbering

pop-up menu.

3Type your text, pressing Return when you want to create the next item in the list or

Shift-Return to create a subparagraph (a new line of text that’s not the next list item).

You can press Tab to indent an item one level. For example, in a numbered list, pressing

Tab at the beginning of 4 changes the number to 1.

∏Tip: You can also generate lists automatically. For example, if you type an asterisk, a

space, some text, and then press Return, the next line automatically begins with an

asterisk. You can create automatic lists using the following characters followed by a

space and text:

ÂBullet (•) (press Option-8)

ÂHyphen (-)

ÂAsterisk (*)

ÂLetter followed by a period

ÂNumber followed by a period or a right parenthesis

The List Styles button

34 Chapter 1 Getting Started with Pages

To turn off automatic list creation:

mChoose Pages > Preferences, click Auto-Correction, and deselect “Automatically detect

lists.”

To change a list’s format, use the List pane of the Text Inspector. You can, for example,

change the text or image used for bullets.

You can modify any style included with a Pages template, and you can create your own

styles. For instructions, see Pages Help or the Pages User’s Guide.

Change the kind of symbol used

for each list item.

Adjust bullet size and position

relative to text.

Click the List button in the

Text Inspector.

Increase or decrease the indent

of selected text.

Adjust bullet indentation relative

to the first paragraph indent.

Set the text indent level

relative to the bullets.

Choose the bullet

symbol.

Chapter 1 Getting Started with Pages 35

Step 3: Add Objects

The Media Browser gives you quick access to your iTunes library, your iPhoto library,

your Aperture library, and files in your Movies folder. For more information, see “The

Media Browser” on page 18.

Using Media Placeholders

The Pages templates provide media placeholders you can use to add your own images,

audio files, and movies to your documents. Although you can add these kinds of files

anywhere in a document, when you drag a file to a media placeholder, the file retains

the size and attributes of the original placeholder image.

To use a media placeholder:

mDrag a file from the Media Browser (or the Finder) to the media placeholder;

don’t release the mouse until a blue rectangle appears around the placeholder.

To replace the file in a media placeholder, simply drag a new file onto it—you don’t

have to delete the old one first.

Images in Pages templates

are placeholders for your own

images, audio files, and movies.

Make sure a blue rectangle

appears around the media

placeholder before you release

the mouse button.

36 Chapter 1 Getting Started with Pages

Adding Objects

You can add objects—graphics, photos, movies, and so on—anywhere in a document

(not only in media placeholders). When you add an object to a page, it is either inline

or floating.

ÂInline objects are embedded within text and move along with the text. If you want a

graphic to be part of a particular paragraph, for example, you would add it as an

inline object.

ÂFloating objects don’t move with text; they change position only if you drag them to a

new location.

To add a floating object:

mDrag an image from the Media Browser or the Finder to the document.

To add an inline object:

1Hold down the Command key while you drag an object from the Media Browser or the

Finder to the document (don’t release the mouse yet).

2When the insertion point is at the location in the text where you want the image to

appear, release the mouse.

You can also place the insertion point within the text first, and then choose Insert >

Choose.

To resize a floating object,

drag a selection handle.

Chapter 1 Getting Started with Pages 37

The selection handles on the top of inline objects are inactive. You can’t drag these

handles to resize the object; you resize it by dragging the active handles.

In word processing documents, you can change an object from one kind to another at

any time.

To change an object from inline to floating, or vice versa:

1Select the object.

2In the Format Bar, click the Inline or Floating button.

Wrapping Text Around Objects

You can wrap text around an image or other object, whether it is inline or floating.

By default, items you add to a word processing document have text wrapping turned

on, but you can turn it off if you want text to go on top of or under the object.

You can choose how you want text to wrap around an object—on the right side, left

side, top and bottom, and so on.

To resize an inline object, drag

one of the active (solid white)

selection handles.

Change an object from inline

to floating, or vice versa.

38 Chapter 1 Getting Started with Pages

To change text-wrap options:

mSelect the object and do one of the following:

ÂIn the Format Bar, choose an option from the Wrap pop-up menu.

ÂOpen the Wrap Inspector and choose a text-wrap option.

The Wrap pop-up menu

Text-wrap options

The Wrap Inspector button

Change an object’s type

(for word processing

documents only).

Wrap text in a rectangular

border around the object

(left button) or following

the object’s contour (right).

Turn text wrapping

on or off.

Chapter 1 Getting Started with Pages 39

Adding Shapes

Pages comes with a variety of shapes you can add to your document.

To add a shape:

mClick the Shapes button in the toolbar and select a shape (or choose Insert > Shape).

You can modify the shape using the Graphic Inspector. If the Inspector window isn’t

open, click Inspector in the toolbar. Then click the Graphic Inspector button.

You can also add text inside a shape.

Fill the shape with a color

or image.

The Graphic Inspector

button

Change the shape’s border.

Add a shadow behind the

shape.

Change the shape’s

transparency.

40 Chapter 1 Getting Started with Pages

To add text inside a shape:

mDouble-click the shape and then type.

If you type more text than fits in the shape, a clipping indicator appears. To display the

rest of the text, select the shape (you might have to click outside the shape first) and

drag the selection handles to make the shape larger.

Step 4: Use Writing Tools

Pages makes it easy to refine and edit your document.

Checking Spelling and Proofreading Your Document

By default, Pages flags spelling errors as you type by putting a red dashed line below

misspelled words. You can also check for other errors, such as duplicated words,

improper capitalization, and punctuation errors.

To turn off automatic spell checking:

mChoose Edit > Spelling > “Check Spelling as You Type” to remove the checkmark next to

the menu command.

To find misspelled words whether or not “Check Spelling as You Type” is on:

mTo check the spelling of a particular word, Control-click it.

The clipping indicator appears

when there is more text than

fits in the shape.

Drag a selection handle to resize

the shape.

Chapter 1 Getting Started with Pages 41

mTo check spelling and view suggestions for misspelled words, choose Edit > Spelling >

Spelling.

mTo highlight the next misspelled word (after the insertion point), choose Edit >

Spelling > Check Spelling.

To look for writing errors:

mSelect the text you wish to check and do one of the following:

ÂTo check for errors as you type (with green underlining), choose Edit >

Proofreading > “Proofread as You Type.”

ÂTo display a window explaining the error and suggesting alternatives, choose Edit >

Proofreading > Proofreader.

ÂTo highlight the next grammatical error in the document, choose Edit >

Proofreading > Proofread.

Tracking Changes

As you revise a document, you can automatically record your changes. This feature is

useful, for example, when you work on a document with others, so that your

collaborators can easily see your changes.

To turn on change tracking, click Track Changes in the toolbar. Each person who edits

the document is automatically assigned a unique color. Any change you make is

recorded in a “change bubble” along the outside edge of the document. Others have

the opportunity to accept or reject your changes.

Change bubbles appear for added or deleted text, replaced text, character and

paragraph formatting changes, and more. For more information about change

tracking, see Pages Help or the Pages User’s Guide.

42 Chapter 1 Getting Started with Pages

Researching Information

Pages provides a variety of useful research and reference tools that you can use to

enrich your document.

To see a word’s definition:

mSelect the word and choose Edit > Writing Tools > “Look Up in Dictionary and

Thesaurus.”

To research information on the Internet:

mSelect the text you want to investigate and do one of the following:

ÂChoose Edit > Writing Tools > Search in Google.

ÂChoose Edit > Writing Tools > Search in Wikipedia.

You can also Control-click anywhere in your document to quickly access the research

and reference tools.

Step 5: Share Your Document

When you want to share your document with others, you can print it, save it as a PDF

or in another format, or export it to an iLife application such as iWeb.

Here are ways to share your document:

mTo export your document, choose File > Export and choose a format.

ÂPDF: PDF files can be viewed and printed in Preview, Safari, or Adobe Reader. If you

want to send a Pages document to someone who doesn’t have Pages, a PDF is a

good option.

ÂWord: Word files can be opened and edited in Microsoft Word on a Mac OS X

computer or a Windows computer.

Chapter 1 Getting Started with Pages 43

ÂRTF: RTF stands for Rich Text Format, a file format that retains most text formatting

and graphics. You can open and edit RTF files in a word processor.

ÂPlain Text: Plain Text files can be opened and edited in a text editing application,

such as TextEdit. However, exporting to a plain text file removes all your formatting,

and images aren’t exported.

mIf you have iWeb ‘08 or later installed, you can send a Pages document directly to a

blog or podcast entry, as an attachment. Choose File > Send to iWeb > PDF or

Pages Document. In iWeb, choose the blog or podcast to attach your document to.

mTo print a document, choose File > Print.

Working with Page Layout Documents

You would choose a Page Layout template (rather than a Word Processing template) for

a graphics-intensive document, such as a flyer, where you’ll frequently reposition

images and other objects. Page layout documents are also useful for continuing text on

nonsequential pages, as you would do in a newsletter.

You can do all the tasks described so far in this chapter in page layout documents as

well as in word processing documents. This section of the tutorial explains the

differences between the two kinds of documents and describes some of the typical

tasks when working with page layout documents.

44 Chapter 1 Getting Started with Pages

The main differences between word processing and page layout documents are the

following:

ÂAdding text. You can type text directly on a word processing document. In a page

layout document, you can type text only in a text box. The templates include text

boxes, and you can easily add your own.

ÂAdding pages. In a word processing document, when you type more text than fits

on a page, a new page is automatically added. In page layout documents, new pages

aren’t added automatically, but it’s easy to add new pages (as described below).

In a page layout document, when you type more text than fits in a text box, you can

create a new text box and link the two boxes together (as described below).

Note: You can add and link text boxes in word processing documents, too.

ÂReordering pages. In a page layout document, each page is a discrete unit and you

can easily reorder pages. In a word processing document, you rearrange content by

copying and pasting, or by rearranging entire document sections. (For more

information about sections, see Pages Help or the Pages User’s Guide.)

ÂAdding objects. You can add floating and inline objects to page layout documents,

but you can’t change an object from one kind to the other. Any object you add to a

Page Layout template is a floating object, unless you insert the object within text.

Chapter 1 Getting Started with Pages 45

To try working in a page layout document, open the Extreme Newsletter template

(choose File > New From Template Chooser, click Newsletters on the left, click

Extreme Newsletter on the right, and click Choose).

Creating and Linking Text Boxes

In page layout documents, all text is in text boxes that don’t grow automatically to

accommodate all the text. When text in a text box is longer than fits in the box, you

can make the box larger, or you can continue the text in another text box and link it to

the first. Linked text boxes can appear anywhere in a document. For example, you

could begin a story on page 1 and continue it on page 4.

You can add text boxes to word processing documents as well as to page layout

documents.

The rest of the tutorial uses

this Page Layout template.

46 Chapter 1 Getting Started with Pages

To add a text box:

1Click Text Box in the toolbar.

A floating text box appears on the page.

2To enter text in the text box, click inside it and type.

3To select the text box (to move it, for example), click outside of it and then click it, or

press Command-Return.

When you type more text than fits inside a text box, a clipping indicator appears. To

continue the text in another text box, you link the two text boxes.

Drag the selection handles

to resize the text box.

The clipping indicator

indicates there is more text

than fits in the text box.

The blue tabs are for

linking text boxes.

Chapter 1 Getting Started with Pages 47

To link text boxes:

1Click either of the blue tabs on the first text box.

2Click another text box, or create a new linked text box by clicking anywhere on the

page or scrolling to another page and clicking.

To unlink text boxes:

mSelect the text box you want to unlink and choose Format > Text Box >

“Break Connection out of Text Box.”

mDrag a blue tab (at the end of a connection line) to break the link.

mDrag a blue connection line to break the link.

Blue connection lines show

text box links.

This blue arrow indicates

that a text box can be linked

to the end of this text.

This blue arrow indicates that

a linked text box can be added

before this text flow.

48 Chapter 1 Getting Started with Pages

Adding and Reordering Pages

In page layout documents, thumbnails of each page are displayed on the left side

of the document window. Thumbnails make it easy to see all your document’s pages

at once, go quickly to a specific page, or change the order of pages or sections.

(You can display thumbnails in word processing documents too, but they don’t appear

by default.)

In page layout documents, you add pages as you need them. Each Pages template

comes with a variety of page types. For example, the Extreme Newsletter template

includes a cover, a text page without graphics, a back page, and more.

To add a page:

mClick the Pages button in the toolbar and choose a page type.

Drag thumbnails to

reorder pages.

Click a page to

go to it.

Add more pages

using this button.

Chapter 1 Getting Started with Pages 49

To reorder pages:

mDrag pages in the thumbnail viewer.

To show or hide thumbnails:

mChoose View > Show Page Thumbnails (or Hide Page Thumbnails).

Masking (Cropping) Images

Masking enables you to show only part of an image. Typically, when you crop an image,

you delete the parts of the image that are outside of the crop border. With masking,

you can show only what you want, without changing the original image file.

You can mask images in word processing and page layout documents, using rectangles

or shapes.

To mask an image:

1Select an image and click the Mask button in the Format Bar (or choose Format >

Mask).

A mask appears over the image, with a resizable “window” in the center.

2To select the part of the image you want to appear, do any of the following:

ÂDrag the selection handles to resize the window.

ÂDrag the window to center it over the part of the image you want to feature.

ÂTo resize the image, move the slider left or right.

The Mask button

50 Chapter 1 Getting Started with Pages

3When the window displays the portion of the image you want to appear, double-click

the window, press Return, or click the Edit Mask button.

The borders of a masked image are dotted lines. You can drag a masked image to

reposition it on the page, and you can drag the selection handles to resize the image.

To change the size of a mask:

1Double-click the masked image.

2Click the dotted border of the resizable window to select it (the hand pointer turns to

an arrow pointer when it is on the dotted border).

3Drag the window, the selection handles, and the slider to remask the image.

4When the window displays the portion of the image you want to appear, do one of the

following to exit masking mode:

ÂDouble-click the mask window.

ÂPress Return.

Drag the slider to zoom in

on or out of the image.

Drag the photo to position

it in the mask window.

Drag the selection handles

to resize the mask window.

Chapter 1 Getting Started with Pages 51

ÂClick the Edit Mask button.

To mask an image with a shape:

1Select an image, choose Format > “Mask with Shape,” and select a shape.

2Follow the steps above to mask the image.

To remove the mask from a masked image:

mSelect the image and choose Format > Unmask.

52 Chapter 1 Getting Started with Pages

Removing Unwanted Areas from an Image

The Instant Alpha tool converts areas of a certain color to transparent. This tool is

useful, for example, for removing an unwanted background.

To remove the background from an image:

1Select the image.

2Choose Format > Instant Alpha.

3Drag slowly over an area you want to remove.

Dragging with the Instant Alpha

tool selects the contiguous area

that uses the same color.

Chapter 1 Getting Started with Pages 53

As you drag, the selection grows to include the contiguous area that uses the same

color. You can control how much of the image is selected by dragging less or more.

4Repeat step 3 until you achieve the desired effect.

You can restore parts removed from the image at any time.

To restore parts of an image:

mChoose Format > Remove Instant Alpha.

mChoose Edit > Undo Instant Alpha as many times as you want.

Dragging more here …

… selects more of

the image.

54 Chapter 1 Getting Started with Pages

Continue to Explore

Now that you’ve completed the Pages tutorial, here are some suggestions for

experimenting with Pages on your own:

ÂOpen different templates and explore the ways they organize and present text.

ÂAdd shadows, reflections, graphical borders, and other visual effects.

ÂAdd tables and charts.

ÂExplore headers, footers, and other document parts.

ÂDesign your own templates.

Instructions for all these tasks and more are available in Pages Help and the Pages User’s

Guide (a PDF document).

2Getting Started with Numbers

This chapter takes you step by step through the process of

creating a simple spreadsheet.

What You’ll Learn

This tutorial shows you how to:

ÂCreate a new spreadsheet.

ÂAdd and format tables.

ÂUse formulas and functions.

ÂAdd charts.

ÂShare your spreadsheet by printing it or exporting it for use by other applications.

Stopping, Saving, and Continuing

Be sure to save your work often by choosing File > Save. You can stop this tutorial

(or quit Numbers) at any time and return to it later. To quit Numbers, choose

Numbers > Quit Numbers.

To reopen your spreadsheet later, double-click it in the Finder, or drag its icon to the

Numbers icon in the Dock.

56 Chapter 2 Getting Started with Numbers

Step 1: Create a New Spreadsheet

To get started, you’ll create a Numbers spreadsheet based on a template that contains

predefined tables and a chart for comparing different loan options.

To create a new spreadsheet:

1Do one of the following:

ÂIf Numbers is open, choose File > New.

ÂIf Numbers isn’t open, click its icon in the Dock or double-click its icon in the

iWork ’08 folder inside the Applications folder.

2In the Template Chooser that appears, select Personal in the list of template categories

on the left, select the Loan Comparison template, and then click Choose.

Choose this template

to follow along with

this tutorial.

Chapter 2 Getting Started with Numbers 57

Importing Excel and OFX Data

If you already have a document created in Microsoft Excel, you can import it into

Numbers. Simply drag the Excel document to the Numbers icon in the Dock or the

Finder.

If you receive financial records from your bank in a file that is in OFX (Open Financial

Exchange) format, you can drag the file to the Numbers icon.

58 Chapter 2 Getting Started with Numbers

Step 2: Get Familiar with the Numbers Window

This is what the template looks like when you first open it:

In this step, you’re introduced to the basic Numbers elements—tables, charts,

and sheets.

Use sheets to divide your

spreadsheet into parts. The

Sheets pane shows the tables

and charts in each sheet.

When there are multiple table

cells selected, this area shows the

results of instant calculations on

the values in the cells.

Use the toolbar to

add and edit objects.

The Format Bar

provides tools for

common tasks.

The Inspector button

opens the Inspector,

which provides in-depth

formatting tools.

Use the Formula Bar

to add and edit

formulas in table cells.

In the Styles Pane,

choose a predefined

style to quickly

change a table’s

appearance.

Chapter 2 Getting Started with Numbers 59

Introducing Tables

The Loan Comparison table in the template you’re using has a header row, a header

column, and a footer row.

Although they’re optional, header rows, header columns, and footer rows are

very useful.

ÂHeader rows and header columns let you assign names to rows and columns and then

use those names to refer to cells in formulas. They’re also used to label data in charts.

ÂFooter rows are useful for highlighting values derived from other values in the table.

Footer row (the bottom

row, even when you add

new rows)

Header row (the topmost

cell in every column)

Header column (the

leftmost cell in every row)

60 Chapter 2 Getting Started with Numbers

To learn some basic table characteristics:

1Select the Loan Comparison table by moving your pointer to the edge of the table.

When the pointer changes to include black crosshairs, click to select the table.

Square selection handles appear at the edges of a table when it’s selected.

When a table’s selected, you can work with the table as a whole. For example, you can

add a particular background color to the table or resize the table.

2To work with a particular cell, you select the cell by moving the pointer over it.

The pointer changes to a white plus sign, and you click the cell to select it.

Select the bottom right table cell, which contains the value $35,834.

Chapter 2 Getting Started with Numbers 61

When a cell is selected, its border is highlighted. Also, reference tabs appear around the

outside of the table. You can use the reference tabs to refer to cells in formulas, select

entire rows and columns, and more, as you’ll see throughout this tutorial.

When a cell is selected, you can use the Table handle in the upper-left corner to select

or move the table.

Reference tab numbers

refer to rows.

Reference tab letters

refer to columns.

Click the Table handle to select

the table. Drag the handle to

move the table.

The border of the

selected cell is

highlighted.

62 Chapter 2 Getting Started with Numbers

3The value in the cell you just selected is derived using a formula that’s associated with

the cell. To see the formula, look at the Formula Bar.

The formula adds the value in two cells, which are highlighted using color in both the

table and the Formula Bar. In the formula, header row and header column names are

used to refer to the two cells. For example, Loan 3 Loan Principal is the cell at the

intersection of the column named Loan 3 and the row named Loan Principal.

Using header text to refer to cells makes formulas more readable. But you can also use

the letters and numbers in the reference tabs to refer to cells. For example, Loan 3 Loan

Principal and D2 refer to the same cell. To use letters and numbers instead of header

cell text, choose Numbers > Preferences, and then deselect “Use header cell names as

references.”

Loan 3 Loan Principal and D2 are called cell references. When you add a cell reference to

a formula, you first specify the column identifier (name or letter) and then specify the

row identifier (name or number).

The Formula Bar shows

the formula …

… that’s associated with

the selected cell.

Chapter 2 Getting Started with Numbers 63

4Click the cell containing the text Length in Months.

When you click the small arrow that appears, a pop-up menu opens. The pop-up

menu is one kind of cell control. Cell controls provide a way to control the data that a

cell can contain. In the case of a pop-up menu, the cell can contain only one of the

items in the menu.

You’ll learn later how to add different kinds of cell controls—such as checkboxes and

sliders—to a cell.

Introducing Charts

Charts provide a graphical way to display table data. In the template you’re

working with, the Monthly Payments chart shows some of the data in the Loan

Comparison table.

Click this arrow.

64 Chapter 2 Getting Started with Numbers

To see which table data is represented in the chart:

mClick the “Monthly Payments” chart to select it.

Introducing Sheets

Like chapters in a book, sheets enable you to divide information into manageable

groups. For example, you might want to place a chart and its associated table on the

same sheet. Or you might want to place all the tables on one sheet and all the charts

on another. You might want to use one sheet for keeping track of business contacts

and other sheets for friends and relatives.

The Sheets pane—located to the left of the window, above the Styles pane—displays

the sheets and the tables and charts on each sheet.

Here are ways to use the Sheets pane:

mTo show or hide all of a sheet’s tables and charts, click the triangle to the left of the

sheet in the pane.

When the chart (below)

is selected, the related data

is highlighted in the table.

Chapter 2 Getting Started with Numbers 65

mTo move tables and charts among sheets, drag them from one sheet to another in the

Sheets pane.

mTo rename a table or chart, double-click the name in the Sheets pane and make your

changes.

Step 3: Create a New Table

In this step, you’ll create a table for recording information about expenses for which

you might need a loan.

Adding a Table

To add a new table, you choose an empty preformatted table that serves as a starting

point.

To add a table to use in this tutorial:

1Click Tables in the toolbar and choose Plain

2In the Styles pane, click Basic to apply the Basic table style.

Numbers comes with many predefined table styles. As you’ve just seen, you can apply

a new style with a single click. Click some of the other table styles to see their effect,

but click Basic before continuing.

66 Chapter 2 Getting Started with Numbers

Defining Table Elements

Now you’ll practice resizing your new table and adding a header column, a header row,

a footer row, and a table name.

To resize your table by adding columns and rows:

1Click inside the table so that the reference tabs are visible.

2To add a row, click the arrow near any row’s reference tab to display its pop-up menu,

and then choose Add Row Above or Add Row Below.

3To add a column, click the arrow in any column’s reference tab to display its pop-up

menu, and then choose Add Column Before or Add Column After.

Later you’ll learn other techniques for adding rows and columns.

Chapter 2 Getting Started with Numbers 67

To resize your table by dragging selection handles:

mSelect your new table and then experiment with the various selection handles to

discover how they affect table size.

Before continuing, delete the table you’ve been resizing and add a fresh one.

To add a fresh table:

1Select the table you’ve been using, and press Delete.

2Add a Plain table, and apply the Basic table style to it.

Drag this handle or the opposite

handle up or down to expand or

contract rows.

Drag this handle or the opposite

handle to the right or left to expand

or contract columns.

Drag any of the four corner handles

diagonally to resize columns and

rows at the same time.

68 Chapter 2 Getting Started with Numbers

To add a header column, a header row, and a footer row:

1Select your new table.

2Click the buttons in the Format Bar that add a header column, a header row, and a

footer row.

To remove a header column or row, or a footer row, click its button again.

To add a table name:

1Select the table.

2In the Sheets pane, double-click the text next to the table’s icon, type the name

My Table, and press Return.

3In the Format Bar, select the Name checkbox to show the name on the sheet.

Add a header column. Add a header row. Add a footer row.

Chapter 2 Getting Started with Numbers 69

Formatting a Table

You’ve already used a table style to quickly format your table. Now that your table has

headers and a footer, take a moment to see how the table styles change them.

To apply a different style to your table:

1Select the table or any cell in it.

2In the Styles pane, click a style.

3Click other styles to explore the various effects.

4Before continuing with the tutorial, click Basic.

70 Chapter 2 Getting Started with Numbers

Working with Columns and Rows

Now you’ll practice manipulating a table’s columns and rows.

To change the columns and rows:

1Add a column to the table by clicking any cell in the table and then clicking the

Column handle in the upper-right corner.

2Delete rows 7 through 10.

aClick the reference tab for row 7 to select the entire row, and then press the Shift key

while you click the reference tab for row 10.

You can also drag the row 7 reference tab downward until row 10 is selected.

The Column and Row handle:

Drag down to add rows. Drag

to the right to add columns.

The Row handle:

Click to add one row or

drag to add more.

The Table handle:

Drag it to move the table.

The Column handle:

Click to add one column or drag

to add multiple columns.

Chapter 2 Getting Started with Numbers 71

bClick the arrow near the row 10 reference tab and choose Delete Selected Rows.

3In the header row and header column cells, add labels for the columns and rows.

aSelect cell B1, type Jan–Mar, press Tab, and then type Apr–June. Keep typing and

pressing Tab until all the header row cells contain values.

bSelect cell A2, type Landscaping, press Return, and then type Roof repair. Keep typing

and pressing Return until you’ve typed Gifts.

cPress the Down Arrow key to select the footer cell, and then type Totals.

72 Chapter 2 Getting Started with Numbers

Navigating from Cell to Cell

To navigate among cells, you can use the arrow keys. But as you’ve just seen, you can

also use the Tab and Return keys:

ÂPressing Tab saves the value you just entered and then selects the next cell to the

right. For the last cell in a row, pressing Tab twice saves the value and adds a new

column.

ÂPressing Return selects the next cell down. If you’ve been using the Tab key to

navigate among cells, pressing Return selects the next cell down from the cell in

which you started tabbing.

For the last row in a table (if there’s a footer row, the last row is the row above the

footer row), pressing Return adds a new row. For the last cell in the last row,

pressing Return twice saves the value and adds a new row.

Note: If your table contains a lot of text, you might want to change what happens

when you press the Tab and Return keys. For information, see Numbers Help or the

Numbers User’s Guide.

Chapter 2 Getting Started with Numbers 73

Adding Data

Now you’ll practice adding data, formatting data, and performing other operations on

cell values.

You can use cell formats to control how cell values are displayed. For this example,

you’ll apply the Currency format to blank table cells, so that when you enter a number

in a cell, the number is automatically formatted as a monetary value. For example,

when you enter 25000, the number is automatically displayed as $25,000.00.

To apply a cell format to table cells:

1Select cell B2, hold down the Shift key, and then select cell F7.

2In the Format Bar, click the Currency Format button to define a currency format.

By default, this format displays the currency symbol, 2 decimal places, a thousands

separator, and negative numbers with the negative symbol.

To change the number of decimal places displayed, you could use the Decrease

Decimal Places button or the Increase Decimal Places button. For even more control

over cell formatting, you use the Cells Inspector.

Currency

Format button

Increase Decimal

Places button

Decrease Decimal

Places button

74 Chapter 2 Getting Started with Numbers

Open the Cells Inspector by clicking Inspector in the toolbar and then clicking the Cells

Inspector button.

Type numbers in the cells as shown below. You don’t need to type the currency

symbol, the thousands separator, the decimal point, or the decimal digits. As soon as

you leave a cell, the Currency format applies them automatically.

Use this pop-up menu to change

the currency symbol.

The Cells Inspector button

Select to display the currency

symbol at the left edge of the cell.

Chapter 2 Getting Started with Numbers 75

To sort rows:

1Click anywhere in the table.

2Rest the pointer over column B’s reference tab.

3Click the arrow that appears in the reference tab to display its pop-up menu, and then

choose Sort Ascending.

The rows are sorted using the values in column B.

4For more advanced sorting options, click Sort & Filter in the toolbar.

When content is too large for a cell, you can use automatic text wrapping.

Need Quick Instructions?

To view information about a button or other control, rest your pointer over it until a

help tag—a brief description of what the control does—appears.

76 Chapter 2 Getting Started with Numbers

To see text wrapping in action:

mIn cell A2, change Appliances to Kitchen appliances.

The height of the cell changes to accommodate the longer text string, because Wrap is

selected for the cell, as you can see in the Format Bar. In the template you’re using, text

wrapping is on by default for the cells in the row and column headers and the footer.

For more information, see Numbers Help or the Numbers User’s Guide.

Using Cell Controls

Instead of typing a value in a cell, you can use a cell control to add the value. A cell

control can precisely regulate the data in a cell, and makes it easier than typing to

enter a value.

There are several kinds of cell controls:

ÂA checkbox is for cells whose value can be one of two states, such as yes or no.

ÂA slider enables you to make large changes to numbers very quickly.

ÂA stepper enables you to increase or decrease numbers in specific, predefined

increments.

ÂA pop-up menu enables you to predefine specific values a cell can contain.

To add a stepper:

1Select cell D5, which should contain the value $5,000.00.

2In the Cells Inspector, choose Stepper from the Cell Format pop-up menu.

3Change the Maximum value to 10000 and the Increment value to 500.

Chapter 2 Getting Started with Numbers 77

In the table cell, click the up arrow in the stepper twice to increase the value in the cell

to $6,000.

Press Tab to select the adjacent cell. The stepper in cell D4 is no longer visible, because

a cell control is visible only when its cell is selected.

Formatting Cells

The Format Bar gives you quick access to commonly needed formatting controls for

the selected object. Here’s what the Format Bar looks like with one or more cells

selected:

When you want to draw attention to particular cells—for example, cells that contain a

key value—you can use color.

Format the style and

color of text in a cell.

Align text

in a cell.

Format cell borders.

Change a cell’s

background color

Wrap text.

Apply a cell

format.

78 Chapter 2 Getting Started with Numbers

To change the background color of a cell:

1Select cell F7, the bottom-right cell in your table.

2In the Format Bar, click the Fill button.

3In the palette that appears, click a color.

You can also add color to a cell, and to alternating rows, using the Table Inspector.

Add a background

color to this cell.

Choose the kind of fill for a cell:

None, Color Fill, Gradient Fill,

Image Fill, or Tinted Image Fill.

Select this checkbox and click the

adjacent color well to apply a

different color to every other row.

Chapter 2 Getting Started with Numbers 79

To format a border at the bottom of the table:

1Click the reference tab for the footer row to select all the cells in the row.

2In the Format Bar, choose Bottom Edge from the Border Selection pop-up menu.

Bottom Edge indicates you want to format a border for the bottom segment of each

selected cell.

3Choose a line style and a stroke thickness for the border from the two adjacent pop-up

menus.

4Click the color well to choose a color for the border.

Select Bottom Edge to add a

border to the bottom edge of

selected cells.

Change the stroke thickness.

Choose a line (stroke) style.

Choose a stroke color.

80 Chapter 2 Getting Started with Numbers

Step 4: Use Formulas and Functions

Numbers can automatically perform calculations for you. For example, you can have

a spreadsheet automatically add a column of numbers and display the sum in a

table cell.

To display the results of a calculation in a table cell, you add a formula to that cell. Most

formula calculations are done using values in other table cells.

Formulas use the following:

ÂOperators perform operations such as addition (+). For example, =A2 + 16 is a formula

that adds 16 to the value in cell A2. When the value in A2 changes, so does the value

in the cell containing the formula.

Note: All formulas must begin with an equal sign (=). For simplicity, the equal sign

may be omitted in explanatory text.

ÂFunctions are predefined, named operations, such as SUM and AVERAGE. To use a

function, you select it from a list or type its name, and then specify the arguments

the function needs in parentheses following the function’s name.

ÂArguments provide the data that a function uses to perform its operations.

For example, SUM(A2, 16, B4) adds three values. Notice that arguments are separated

using commas.

Numbers provides several tools for working with formulas. In the following pages,

you’ll practice using all of them.

Chapter 2 Getting Started with Numbers 81

Adding a Quick Formula

To perform a simple calculation using values in adjacent cells, the easiest approach is

to use a quick formula. Here you’ll use a quick formula to add the values in column B of

your table and display the result in the column’s footer cell.

To add a quick formula:

1Click cell B7, the footer cell for column B.

2Click Function in the toolbar and choose Sum.

The value $4,000, the sum of the two numbers in column B, appears in the column’s

footer cell.

The sum changes whenever the values in column B change.

This value is calculated automatically

using a quick formula.

82 Chapter 2 Getting Started with Numbers

3To commit the value, click cell B2, type 4000, and then press Tab.

Notice that the sum changes to $6,500.

To view a formula:

mClick the cell in which the sum is displayed (cell B7), and look at the Formula Bar

(beneath the Format Bar) to view the formula associated with the cell.

The formula in the cell is SUM(‘Jan-Mar’). SUM is a function that adds together the

values in the arguments specified between the parentheses. In this case, the column

heading is the argument; using a header cell name is an easy way to refer to all the

values in a column or row.

Using the Formula Editor

Another way to add, view, and edit formulas is to use the Formula Editor.

To view a formula using the Formula Editor:

mDouble-click cell B7.

View or edit the formula

in the text field.

Click the Cancel button

to discard changes.

Click the Accept button

to save changes.

Click to open the

Function Browser.

Chapter 2 Getting Started with Numbers 83

The Formula Editor opens, with the formula in its text field.

To add a formula using the Formula Editor:

1Click outside the Formula Editor to close it.

2Click the column C footer cell.

3Type the equal sign (=) to open the Formula Editor.

4In the text field, type SUM followed by a left parenthesis.

5Click the column header Apr–June.

Numbers adds the column name to the formula.

6Type a right parenthesis after the column name.

7Click the Accept button.

To quickly add the same formula to other cells, you can use autofilling, a technique for

quickly duplicating the data, formula, cell format, or fill of a selected cell.

To move the Formula

Editor, drag here.

View or edit the formula

in the text field.

Click the Cancel button

to discard changes.

Click the Accept button

to save changes.

84 Chapter 2 Getting Started with Numbers

To use autofilling:

1Select cell C7.

2Drag the Fill handle to the right to select cells D7 and E7.

The pointer changes to a plus sign when the Fill handle is selected.

Using the Function Browser to Add a Function

Numbers provides many built-in functions, which you can access using the Function

Browser. You’ll use it to add a formula to your table that creates a grand total by adding

the values in the footer row.

To add a function using the Function Browser:

1Click the column F footer cell (the cell you filled with color earlier).

2In the Formula Bar, click the Function Browser button.

The Function Browser button

Chapter 2 Getting Started with Numbers 85

3In the Function Browser, select Numeric on the left and SUM on the right.

4Click Insert.

The function appears in the Formula Editor and the Formula Bar, and contains

argument placeholders for you to replace with your own values.

You can type a function name

here to search for it.

You can also scroll through the

list to find a function.

Select All to display all the functions, or click

a category to view a subset of the functions.

A brief description of the

selected function appears here.

Click to view a help page describing the selected function.

86 Chapter 2 Getting Started with Numbers

5In the Formula Editor or the Formula Bar, select everything inside the left and right

parentheses, and then click cells B7, C7, D7, and E7 to use them as arguments.

6Click the Accept (green checkmark) button to see the grand total—$40,500.00—

displayed in the bottom-right cell.

Performing Instant Calculations

You can have Numbers perform instant calculations on values in one or more cells.

To use instant calculations:

mSelect cells C5 and D5, and view the calculation results in the lower-left corner.

Here are the results of instant

calculations for the two selected cells.

Chapter 2 Getting Started with Numbers 87

If you find a particular calculation very useful and you want to incorporate it into a

table, drag the calculation to an empty table cell anywhere in your spreadsheet.

Using Your Results in the Loan Comparison Table

Now you can use the predefined template table to compare three loans for $40,500.

To compare loans:

1Select the Loan Comparison table.

If you were using this table for your own loan comparison, you’d change the values

for Annual Percentage Rate or loan duration (Length in Months or Length in Years) to

match the terms of the loans you’re comparing. For this exercise, we’ll use the

predefined values.

2Select cell B2 and type the equal sign (=) to open the Formula Editor.

3Click the lower-right cell in My Table to indicate you want to display the grand total in

cell B2 of the Loan Comparison table.

4Click the Accept button in the Formula Editor.

The Loan Comparison table reappears, with the value $40,500 in cell B2.

5Repeat steps 2 through 4 to add the grand total to cells C2 and D2.

Compare monthly payments …

… and compare the total costs.

88 Chapter 2 Getting Started with Numbers

Whenever the grand total in My Table changes, the values in the Loan Principal row are

automatically updated.

Whenever monthly payment values in the Loan Comparison table change, the Monthly

Payments chart is automatically updated.

In the next step, you’ll create and format your own chart to learn how to link table and

chart data.

Step 5: Enhance Your Spreadsheet

You’ve already seen how table data looks in a colorful chart. You can also use shapes

and graphics to make your spreadsheet more informative and inviting.

Adding Charts

A chart can visually reveal trends or relationships that aren’t as apparent when you

view data in rows and columns.

You can use a Numbers chart to display data from one or more tables. When you

change data in a table, its associated chart updates automatically.

Chapter 2 Getting Started with Numbers 89

Numbers provides many chart types—pie charts, line charts, bar charts, and more.

Most chart types have two-dimensional (2D) and three-dimensional (3D) versions.

Now you’ll add a chart that plots some of the values in your table.

To add and format a chart:

1Click any cell in My Table.

2Click and hold cell B2 and drag down to add cell B3 to the selection.

3Click Charts in the toolbar, and then choose the top-left chart type.

Click Charts in the toolbar and

choose a chart type. 2D charts

are on the left, and 3D charts

are on the right.

90 Chapter 2 Getting Started with Numbers

Numbers creates a 2D column chart that plots the two selected values.

4Click the Row button in the upper left.

Numbers assigns a

color to the table

column so you can

easily see how chart

elements map to

table data.

Click the Row button to

represent data in the chart by

row instead of by column.

The colors of the bars

match the table column

colors.

Chapter 2 Getting Started with Numbers 91

Each row is now represented in the chart using a different color. Notice how the labels

and legend beneath the chart have also changed.

There are many easy techniques for adding data to a chart, removing data, or changing

it. See Numbers Help or the Numbers User’s Guide for details.

Numbers assigns a color to each row.

92 Chapter 2 Getting Started with Numbers

Here are ways to change a chart:

mFor quick formatting, use the Format Bar. Select the chart or one of the columns in it

and experiment with the controls in the Format Bar.

Format the text

of the labels.

Add or

remove a

shadow.

Format the line

beneath the chart

or column.

Format the background

of the chart or column.

Chapter 2 Getting Started with Numbers 93

mFor more extensive chart editing, use the Chart Inspector: Click Inspector in the toolbar

and then click the Chart Inspector button.

Format labels, tick marks, and more.

Click Axis to format the chart axes.

Click Series to format a chart’s bars, pie

wedges, or other data elements.

Show or hide axes and chart borders.

Set the range of values that appear.

Adjust the chart element colors.

The Chart Inspector button

94 Chapter 2 Getting Started with Numbers

To change the chart:

1Select the chart you created.

2Choose the 3D pie chart from the pop-up menu in the upper left of the Chart

Inspector.

3Hide the chart title and the legend by deselecting Show Title and Show Legend in the

Chart Inspector.

4Apply textures to the wedges:

aIn the Chart Inspector, click Chart Colors.

The 3D pie chart is the

bottom 3D chart type in

the pop-up menu.

Chapter 2 Getting Started with Numbers 95

bChoose 3D Texture Fills in the top pop-up menu and Marble in the lower pop-up

menu.

cClick Apply All.

Adding Text, Shapes, and Other Objects

You can annotate and decorate your spreadsheet by adding text, shapes, and images.

You can even add audio and movie files.

To add text:

1In the toolbar, click Text Box.

2In the text box that appears, type your text.

3To move the text box, drag it.

4To format the text, use the Format Bar or the Text Inspector.

To add a shape:

1In the toolbar, click Shapes and choose a shape.

2To add text to the shape, double-click it and type.

3Change the shape’s color and other attributes using the Format Bar or the

Graphic Inspector.

96 Chapter 2 Getting Started with Numbers

To add an audio file, graphic, or movie:

1In the toolbar, click Media.

2In the Media Browser, click the Audio, Photos, or Movies button.

3Drag a file to the sheet.

To play an audio or movie file:

1Select the file on the sheet.

2Click Inspector in the toolbar and then click the QuickTime Inspector button.

3Click the Play/Pause button.

Click to play or pause

an audio or movie file.

The QuickTime

Inspector button

Chapter 2 Getting Started with Numbers 97

Step 6: Share Your Spreadsheet

When you want to share your spreadsheet with others, you have several options.

Preparing a Sheet for Sharing

Before you share a sheet, you may want to paginate its contents.

To paginate a sheet:

1Select the sheet in the Sheets pane.

2To view a paginated version of your sheet, click View in the toolbar and choose Show

Print View.

3To zoom out so you can see more pages at one time, choose 50% from the pop-up

menu in the lower left of the canvas.

4To adjust the size of all the objects so they fit on fewer or more pages, move the

Content Scale slider at the bottom of the window to the left or right.

The Content Scale slider enlarges or shrinks all the objects on the sheet.

5To refine the layout of objects, move, resize, and drag them between pages until you

achieve the visual effect you want.

98 Chapter 2 Getting Started with Numbers

6Add headers and footers:

aClick View in the toolbar and choose Show Layout.

bPut text or graphics in the header or footer area.

If you want to make a change to a table, chart, or other object, or add new objects,

you can do so while using Print View.

To add a page number,

select the footer and

choose Insert > Page

Number. Use the Sheet

Inspector to set the

beginning page number.

The headers contain

text centered using an

alignment button in

the Format Bar.

Chapter 2 Getting Started with Numbers 99

Printing and Exporting Your Spreadsheet

You can print a single sheet, or you can export your spreadsheet in a format another

application can open.

Here are ways to share your spreadsheet:

mTo print a sheet, select it in the Sheets pane and choose File > Print Sheet.

mTo export your spreadsheet, choose File > Export and choose a format:

ÂPDF: PDF files can be viewed or printed in Preview, Safari, and Adobe Reader.

ÂExcel: Excel files can be opened and edited in Microsoft Excel on a Mac OS X

computer or a Windows computer.

ÂCSV: CSV stands for Comma Separated Values, a file format that many spreadsheet

applications can open.

mYou can attach a spreadsheet to an iWeb blog entry (iLife ’08 or later is required).

Choose Send to iWeb > PDF or Send to iWeb > Numbers Document. When iWeb

opens, choose the blog (or podcast) to attach your spreadsheet to.

Continue to Explore

Here are some suggestions for experimenting with Numbers on your own:

ÂOpen different templates and examine how they organize and present data.

ÂStudy various predefined formulas, and practice creating your own formulas.

ÂCreate charts that use data from more than one table.

ÂAdd Address Book data to a table.

ÂDesign your own templates and predefined tables.

101

3Getting Started with Keynote

This chapter takes you step by step through the process of

creating a simple slideshow.

What You’ll Learn

This tutorial shows you how to:

ÂCreate a new slideshow and choose a theme.

ÂChange the theme for a slide or slideshow.

ÂAdd, delete, skip, and reorder slides.

ÂAdd text, graphics, and sound, including recorded narration.

ÂAdd transitions (special effects between slides).

ÂAnimate your slides using object builds.

ÂRehearse and present your slideshow.

102 Chapter 3 Getting Started with Keynote

Step 1: Create a New Document and Choose a Theme

Each slideshow is its own Keynote document.

To create a new slideshow:

1Do one of the following:

ÂIf Keynote is open, choose File > New.

ÂIf Keynote isn’t open, open it (click its icon in the Dock or double-click its icon in the

iWork ’08 folder inside the Applications folder).

2In the Theme Chooser, double-click a theme to select it.

This tutorial uses the Headlines theme, but you can use any theme you like.

You can change a slide’s theme at any time.

Double-click a theme

to select it.

The selected theme

has a yellow border.

Chapter 3 Getting Started with Keynote 103

To change a slide’s theme:

1In the slide organizer (on the left side of the Keynote window), select the slide.

2In the toolbar, click Themes and choose a different theme.

∏Tip: You can set up Keynote to always use the same theme when you create a new

document. Choose Keynote > Preferences, click General, select “Use theme” and choose

a theme.

Saving, Stopping, and Continuing

Be sure to save your work often by choosing File > Save.

You can stop this tutorial (or quit Keynote) at any time and return to it later. To quit

Keynote, choose Keynote > Quit Keynote. To reopen your slideshow later, double-click

it in the Finder or drag its icon to the Keynote icon in the Dock.

To change a slide’s theme, select

the slide in the slide organizer …

… and then click the

Themes button and

choose a theme.

104 Chapter 3 Getting Started with Keynote

Your slideshow now contains one slide. Double-click the text and type your own.

The notes field:

Add notes about each slide.

Double-click the text and

type your own.

The slide organizer:

View thumbnails of all your slides,

and easily navigate among slides.

The slide canvas:

Create each slide here by typing text

and adding graphics and other media.

Change the size of slides

in the slide organizer.

Chapter 3 Getting Started with Keynote 105

The Slide Organizer

In the slide organizer you can:

ÂSee thumbnails of all your slides.

ÂGo to a specific slide by clicking it.

ÂReorder slides by dragging them.

ÂOrganize slides into groups by indenting them.

The slide organizer has two views:

ÂNavigator view is most useful for slideshows with graphics.

ÂOutline view is best for slideshows that contain mostly text. In this view, you can read

and edit the text on the thumbnails.

To change from one view to another:

mClick View in the toolbar and choose an option.

To hide the slide organizer:

mChoose View > Slide Only.

If your slideshow contains many slides, you can see more thumbnails at once by using

light table view.

To show light table view:

mClick View in the toolbar and choose Light Table.

For more information, see Keynote Help or the Keynote User’s Guide.

106 Chapter 3 Getting Started with Keynote

The Notes Field

You can display a text area where you can write notes about what you want to say

about each slide. If you play your slideshow on a computer and viewers watch the

slideshow on a different display, you can view these notes during your presentation

without your audience seeing them.

To show the notes field:

mClick View in the toolbar and choose Show Presenter Notes.

To learn how to print your notes or view them during a presentation, see Keynote Help

or the Keynote User’s Guide.

Step 2: Create Slides

Now add some more slides.

Here are some of the ways to add a slide:

ÂClick New in the toolbar.

ÂSelect a slide in the slide organizer and press Return.

ÂChoose Slide > New Slide.

When you create a new document, the first slide automatically uses the Title & Subtitle

master slide. The next slide (the first slide you add) automatically uses the Title & Bullets

master. After that, when you create a new slide, it uses the master of the selected slide.

Chapter 3 Getting Started with Keynote 107

To delete a slide:

mSelect the slide in the slide organizer and press the Delete key.

About Master Slides

Each Keynote theme includes a family of master slides (templates), each with its own

layout. Some master slides, for example, have only text; others have placeholders for

photos and other media.

You can change the master a slide uses at any time. For example, you might want to

change a large photo’s orientation from horizontal to vertical. To apply a new master

to a slide, select the slide, click Masters in the toolbar, and choose a new master slide.

You can also modify a master slide. When you modify a master slide, all the slides

based on that master also change. For example, you could add a logo to a master

slide and the logo would automatically appear on every slide—existing slides as well

as new ones—using that master.

For more information about changing a slide’s master and modifying master slides,

see Keynote Help or the Keynote User’s Guide.

108 Chapter 3 Getting Started with Keynote

Adding and Formatting Text

Each slide includes various kinds of text—title, subtitle, bullets—depending on its

master. Choose a master slide with the combination of text and other elements that

best suits the slide’s content.

Most body text is bulleted. For information about creating text without bullets,

see “Adding Text Without Bullets” in Keynote Help or the Keynote User’s Guide.

Here are ways to work with bulleted text:

ÂTo add a new line of bulleted text, press Return.

ÂTo indent a bulleted line, press Tab.

ÂTo move an indented line to a higher level, press Shift-Tab.

ÂTo add a new line of nonbulleted text (to create a subparagraph under a bullet,

for example), press Option-Return.

You can change text properties—such as font, size, color, and spacing—at any time

using either the Font panel or the Text Inspector. For more information about these

tools, see “The Font Panel” on page 19 and “The Inspector Window” on page 17.

Adding Graphics and Other Media

You can add many types of media to your presentation, including photos, movies,

audio, graphics created in other applications, and tables and charts created in Keynote

or one of the other iWork ’08 applications.

Many of the master slides contain placeholder photos. Although you can add photos

anywhere on a slide, dropping a photo on one of these placeholders automatically

positions and sizes the photo. You can use the placeholders for other types of media

too, including movies and sound files.

Chapter 3 Getting Started with Keynote 109

Here are ways to add a media file to a slide:

mDrag the file from the Media Browser or the Finder to a media placeholder,

or anywhere on the slide.

mChoose Insert > Choose and select the file.

Adding Sound

You can add audio—a music file or playlist from your iTunes library, or any other sound

file—to a Keynote document. You can add sound in the following ways:

ÂAs a soundtrack for the entire slideshow: The music starts playing when the slideshow

starts.

ÂOn an individual slide: The sound plays when the slide appears and stops when the

slideshow advances.

ÂAs recorded narration: You can record yourself talking about each slide.

To add a soundtrack to a whole slideshow:

1If it isn’t open, open the Document Inspector (click Inspector in the toolbar and then

click the Document Inspector button).

110 Chapter 3 Getting Started with Keynote

2Click Audio.

3Drag an audio file from the Media Browser or the Finder to the Soundtrack well in the

Document Inspector.

4To play the audio file for as long as the presentation plays, choose Loop from the

pop-up menu in the Document Inspector.

The music starts playing when the slideshow starts.

To add sound to a specific slide:

mDrag a file from the Media Browser or the Finder to the slide canvas or a media

placeholder.

∏Tip: You can more finely control when music starts and stops by using an object build.

See Keynote Help or the Keynote User’s Guide for more information.

The Document Inspector

button

Drag a file to the

Soundtrack well to play it

throughout the slideshow.

To repeat the sound file,

choose Loop.

Chapter 3 Getting Started with Keynote 111

Adding Narration

You can record yourself talking about each slide. When you advance to the next slide

by clicking the mouse or pressing a key, your timing is recorded as well.

Note: Pointer movements are not recorded, but mouse clicks (if you click a link or a

movie, for example) are.

To record a slideshow:

1If you’re using an external microphone instead of your computer’s built-in microphone,

connect the microphone and use the Sound pane of System Preferences to configure

the input settings.

2Select the slide on which you want the recording to start.

About Adding Audio and Movie Files

When you add a media file—such as a sound or a movie—to a slideshow, the file is

saved as part of the document. This feature ensures that all elements of the slideshow

will play correctly if it is transferred to another computer.

To keep a document’s file size smaller, you can save your slideshow without copying

media files into the document. As long as you play the slideshow on the computer on

which it was created (or transfer the media files separately), the slideshow will play

correctly.

To learn how to save documents with or without media files, see “Saving a Document”

in Keynote Help or the Keynote User’s Guide.

112 Chapter 3 Getting Started with Keynote

You don’t have to select the first slide, but a recorded slideshow plays only from the

first recorded slide. If you select a skipped slide, recording starts with the nearest

previous unskipped slide.

3In the Document Inspector, click the Audio button and then click Record (or choose

File > Record Slideshow).

4As the presentation plays, speak into the microphone to record your narration.

A pulsing red light in the upper-left corner of the screen indicates that recording is in

progress.

5To advance to the next slide, click the mouse or press the Right Arrow key.

The following table lists other keyboard commands you can use to control the

presentation while you are recording.

To play a recorded slideshow:

ÂTo listen to the narration, click the Play button on the Document Inspector’s Audio

pane. Use the Volume slider to adjust the volume.

ÂTo play a recorded presentation, click Play in the toolbar or choose View >

Play Recorded Slideshow.

Press To do this

W (white screen), F (freeze), or

B (black)

Pause recording. Press any key to resume recording the

slideshow.

Red recording indicator Pause recording.

Esc Stop playback and save the recording.

Chapter 3 Getting Started with Keynote 113

If you record a slideshow and then modify slides, the recording might be out of sync

with the slides. You can rerecord part or all of a recorded slideshow.

Step 3: Organize Your Slides

As described in “The Slide Organizer” on page 105, you can easily reorder slides by

dragging them in the slide organizer. There are other ways to organize your slides to

make it easier to work on your slideshow.

You can organize slides into groups by indenting them in the slide organizer.

To indent slides:

mSelect the slide or slides you want to indent and press Tab.

∏Tip: Select multiple slides by Shift-clicking (for a range of slides) or Command-clicking

(for noncontiguous slides).

You can create more indent levels by pressing Tab again. You can indent a slide only

one level deeper than the previous (“parent”) slide.

114 Chapter 3 Getting Started with Keynote

To move slides to a higher level:

mSelect the slide or slides and press Shift-Tab.

To show or hide a group of slides:

mClick the disclosure triangle to the left of the first slide in the group.

Important: If a group of slides is hidden (collapsed), deleting the first slide deletes the

entire group.

To move a group of slides:

mDrag the first slide in the group.

Indent slides to group

them.

This group of slides is

hidden (collapsed).

Drag slides in the slide

organizer to put them in

a different order.

This line indicates a

skipped slide.

Chapter 3 Getting Started with Keynote 115

When you play a slideshow, hidden (collapsed) groups of slides appear in the

presentation. If you want to hide slides during a slideshow, you can mark them to

be skipped.

To skip a slide during playback:

mSelect the slide and choose Slide > Skip Slide.

To display a skipped slide:

mSelect the slide (it looks like a line in the slide organizer) and choose Slide >

Don’t Skip Slide.

Step 4: Enhance Your Slideshow with Motion

Keynote makes it easy to add special effects to your presentation.

Adding Transitions Between Slides

Keynote provides a variety of special effects for moving from one slide to the next.

To add a transition to a slide:

1If the Slide Inspector isn’t open, open it (click Inspector in the toolbar and then click the

Slide Inspector button).

116 Chapter 3 Getting Started with Keynote

2If it’s not already selected, click Transition.

3Choose an option from the Effect pop-up menu.

4Choose an option from the Direction pop-up menu (not all transition effects provide

this option).

5To change how long it takes to complete the transition, type a value in the Duration

field or click the arrows.

The Slide Inspector button

Click here to see a preview

of the transition.

Use these controls to

customize the transition

effect.

Choose a transition effect.

Chapter 3 Getting Started with Keynote 117

6Choose an option from the Start Transition pop-up menu:

ÂOn Click starts the transition when you click to move to the next slide.

ÂAutomatically starts the transition after the amount of time specified in the

Delay field.

Making Objects Move

Use object builds to make slide elements appear one at a time (or in groups), in any

order you like. For example, bulleted text can appear on the slide line by line. Or you

can focus on certain parts of a chart by moving them onto the slide one at a time.

You can also use object builds to move elements off a slide or to another position on

the slide.

There are various kinds of object builds:

ÂBuild In effects move elements onto a slide.

ÂBuild Out effects move elements off a slide.

ÂAction builds animate elements on a slide.

ÂSmart Builds are predefined action builds for animating images on a slide.

You can create multiple builds on one slide, and you can apply multiple action builds

to the same object.

Moving Objects On or Off a Slide

To animate an object as it enters or leaves a slide:

1If the Build Inspector isn’t open, open it.

118 Chapter 3 Getting Started with Keynote

2To animate an object entering the slide, click Build In. To animate an object leaving the

slide, click Build Out.

3Select an object on a slide and choose an option from the Effect pop-up menu.

4Choose an option from the Direction pop-up menu (not all effects provide this option).

5To change how long it takes to complete the build, type a value in the Duration field

(or click the arrows).

Click here to see a preview

of the build.

The Build Inspector button

Open the Build Order

drawer to reorder builds.

Animate an object on a

slide (Action), or as the

object enters or leaves the

slide (Build In/Build Out).

Set the animation type and

other build options.

Chapter 3 Getting Started with Keynote 119

After you choose an effect for each item you want to animate, you can easily change

the order in which the items build. You can also choose whether to begin each build

automatically (after a specified time) or when you click the mouse.

Here are ways to change the order of object builds:

mIn the Build Inspector, choose an option from the Order pop-up menu.

mSelect “Set separate timings for elements,” click More Options, and then drag items in

the Build Order drawer.

Drag items to put builds

in a different order.

Choose how to start the

selected build.

Specify how long to wait

after the previous build

finishes to start the build.

120 Chapter 3 Getting Started with Keynote

Moving Objects on a Slide

In addition to moving objects on or off a slide, you can move objects from one position

on a slide to another—along a custom path—using action builds.

Add another path to the

object’s movement.

Change the path from

straight to curved,

or vice versa.

Select a path on the canvas

and click here to see a

preview of the action.

Increase, decrease, or

maintain the object’s speed.

Choose Move.

Chapter 3 Getting Started with Keynote 121

To move an object from one position on a slide to another:

1Select an object on a slide.

2In the Build Inspector, click Action, and then choose Move from the Effect

pop-up menu.

A red line connected to a “ghosted” (transparent) version of the object appears,

showing the object’s destination.

3To modify the movement, select the path and do any of the following:

ÂTo change the direction or distance the object moves, drag the ghosted object.

ÂTo change the path from straight to curved, click the curved Path button in the Build

Inspector.

ÂTo reshape a curved path, drag one of its nodes or a ghosted object.

ÂTo add a node (point) to a path, hold down the Option key while you click the path.

The object starts

moving from here.

Drag a ghosted object

to define where the

object stops moving.

You can even

move the object

off the slide.

122 Chapter 3 Getting Started with Keynote

ÂTo control the speed and nature of the object’s movement, use the Acceleration pop-

up menu in the Build Inspector.

4To add another path for the object, click the Add Path button next to the last ghosted

object or the Add Action button in the Build Inspector.

To view all the motion paths of an object:

Click the red Show Path button next to the object.

You can also use action builds to make objects on a slide rotate, fade, grow, or shrink.

To make an object fade, rotate, grow, or shrink:

1On a slide, select an object.

2In the Action pane of the Build Inspector, choose Opacity, Rotate, or Scale from the

Effect pop-up menu.

3Use the controls to specify how the object should look when the transformation

is complete.

To add another path for

the object, click the Add

Path button (next to the

last ghosted object).

The Show Path button

Chapter 3 Getting Started with Keynote 123

Animating Images Using Smart Builds

Keynote provides predefined action builds you can use to animate a collection of your

own photos and other images.

To set up a Smart Build:

1Click Smart Builds in the toolbar and choose an option.

2Drag photos from the Photos pane of the Media Browser to the rectangles in the Smart

Build photo window.

3Modify the build using the controls in the Smart Build photo window and the Action

pane of the Build Inspector.

For more information, see Keynote Help or the Keynote User’s Guide.

Drag images to

reorder them.

Drag images here.

Select to make all the images

display at the same size.

124 Chapter 3 Getting Started with Keynote

Step 5: Rehearse and Share Your Slideshow

As you develop your slideshow, you’ll want to see what it will look like when you

present it.

To play your slideshow on your computer:

1In the slide organizer, select the slide you want to start with.

2In the toolbar, click Play.

3To advance to the next slide (or object build), click the mouse.

4To stop the slideshow, press Q or Esc.

When you actually give your presentation, if your audience is larger than a few people,

you’ll want to use a second computer or display. If you have more than one display

(your computer and a big projection screen, for example), you can see the

presentation—along with your notes and other presenter information—on your

computer, while your audience sees only the presentation.

For more information about ways to share your slideshow, see Keynote Help or the

Keynote User’s Guide.

Rehearsing Your Presentation

Keynote provides a rehearsal view so that you can view your presenter information

without having to use a second display.

To rehearse your slideshow:

mChoose View > Rehearse Slideshow.

To scroll presenter notes up or down, press the U or D key. To quit rehearsal view,

press Esc.

Chapter 3 Getting Started with Keynote 125

To customize the presenter’s view:

1Choose Keynote > Preferences, and then click Presenter Display.

2Select the items you want to appear in the presenter’s view.

3To rearrange items, click Edit Presenter Layout.

Customizing a Presentation for the Audience

Depending on how your slideshow will be viewed, you can set it up to play in

different ways:

ÂNormal: Advances when the presenter clicks the mouse or uses the keyboard.

Unless you specify otherwise, your slideshow works this way.

ÂHyperlinks only: Advances when the presenter or viewer clicks a hyperlink.

ÂRecorded: If you recorded your slideshow, this option is automatically selected.

Your slideshow plays like a movie using the timing you recorded.

ÂSelf-playing: Advances automatically, like a movie. No user interaction is possible.

This kind of presentation is useful in a kiosk setting.

For information about creating these and other kinds of slideshows, see Keynote Help

or the Keynote User’s Guide.

126 Chapter 3 Getting Started with Keynote

Continue to Explore

Congratulations—you’ve completed the Keynote tutorial. Now that you’re familiar with

the basic tools and features of Keynote, you can continue to explore on your own.

Here are some other ways you might want to develop your slideshow:

ÂAdd movies.

ÂCustomize photos (see “Masking (Cropping) Images” on page 49).

ÂAdd a snapshot of a webpage (called a web view) that updates automatically.

ÂAdd tables and charts.

ÂExport your slideshow to another format—such as a QuickTime movie that can be

viewed on your iPod—or send it to an iLife application such as iWeb or GarageBand.

ÂDesign your own themes and master slides.

Instructions for all these tasks are available in Keynote Help and the Keynote User’s Guide.

127

Index

Build Inspector 118

bulleted text 108

cell controls 63, 76

Cells Inspector 74

charts

adding and formatting 89

applying textures 94

changing the type 92

showing table data in 88

types 89

color

applying to text or

objects 20

changing transparency 20

saving for reuse 20

Colors window 20

cropping (masking) images 49

dictionary 42

document

creating new 24, 102

exporting 42

saving 24, 25

sharing 42

Document Inspector 110

export formats 42, 99

floating objects 36

Font panel 19

fonts

adding new collections 19

changing color 27

changing size and other

attributes 27

dragging to Favorites 19

Format Bar 16, 27, 92

Formula Bar 62, 82

Formula Editor 82

formulas 80

Function Browser 84

functions 80

grammar check 41

help

help tags 15

onscreen 15

tour 14

tutorial videos 14

user’s guide 14

websites 15

help tags 15

images

adding 35, 108, 109

masking (cropping) 49

removing unwanted

background 52

importing spreadsheets 57

inspectors

opening more than one at a

time 17

panes 17

Inspector window 17

Instant Alpha tool 52

Internet research 42

128 Index

invisible formatting

characters 26

iWeb blog entry

exporting to 99

keyboard shortcuts 21

lists

changing the text or image

used for bullets 34

creating 32

formatting 34

generating

automatically 33

list style 30

masking (cropping) images 49

master slides 107

Media Browser 18, 35

media files

adding 35

media placeholders 35

misspelled words 40, 41

narration 111

navigator view 105

notes field 104, 106

object builds

changing the order 119

creating 117

moving objects on a

slide 120

Smart Build 123

viewing action paths 122

objects

adding motion 117

inline or floating 36

moving on and off a

slide 117

Smart Build 117

outline view 105

page layout documents

adding pages and text 44

reordering content 44

Page Layout templates 24

placeholder photos 108

placeholder text 26

presentations

customizing for

audience 125

keyboard commands 112

playing back recorded 112

presenter notes 106

printing 43

proofreading 41

quick formulas 81

reference tabs 61

research tools 42

saving 25, 55, 103

shapes

adding 39, 95

clipping indicator (too much

text to fit) 40

masking (cropping) an

image with 51

sheets

adding headers and

footers 98

adding page numbers 98

moving tables and charts

among 65

refining for printing or

sharing 97

using 64

Sheets pane 64

slide canvas 104

Slide Inspector 115, 116

slide organizer 104, 105

slides

adding 106

Index 129

adding sound to a specific

slide 110

deleting 107

moving a group of 114

organizing 113

showing or hiding a

group 114

skipping during

playback 115

special transitions

between 115

thumbnails 104

slideshows

adding a soundtrack 109

adding recorded

narration 109

choosing a theme 102

controlling file size 111

customizing the presenter’s

recording narration 111

rehearsing 124

sound

adding 109

spelling check

as you type 40

turning off automatic 40

spreadsheet

creating new 56

importing from Excel 57

Styles drawer 30, 31

table cells

changing background

color 78

formatting 77

formatting borders 79

formatting numbers 73

resizing 76

sorting values 75

tables

adding 63

adding and deleting

columns and rows 70

displaying table data in

charts 63

formatting 69

header and footer rows 66

navigating 70, 72

selecting 60

selecting a cell 60

template categories 24

Template Chooser 24, 56

templates 24

text

applying styles 29

placeholder text 26

wrapping around

objects 37

text boxes

adding 45, 95

linking 47

unlinking 47

Text Inspector 28, 108

text styles

applying 32

character 30

list 30

paragraph 30

themes

changing 103

choosing 102

choosing a theme for all

new documents 103

thesaurus 42

toolbar 16

transitions 115

user’s guide 14

Word Processing templates 24

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